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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: TOM MAREK,
ACTING I.S. DIRECTOR
Dept: ADMIN/INFORMATION
SERVICES DIVISION
Date: MAY 18, 20040R\G\N~l
Synopsis of Previous Council Action:
Subject: RESOLUTION AUTHORIZING
AN ANNUAL MAINTENANCE AND
SUPPORT AGREEMENT FOR THE
PERMITS+ SYSTEM WITH ACCELA,
INC.
M/CC Meeting Date: JUNE 21, 2004
Jan. 11, 1995 - Resolution #95-14 - Council approved the execution of an agreement
with Sierra Computer Systems, Inc. for the purchase of the Permits+ system.
Jan. 11, 1995 - Resolution #95-15 - Council approved the execution of an agreement
with Sierra Computer Systems, Inc. for the maintenance of the Permits+ system.
Recommended Motion:
Adopt resolution.
v~
Signature
Contact person: Tom Marek
Phone:
384-5947
Supporting data attached: Staff Report and Maintenance Quote
Ward:
FUNDING REQUIREMENTS: Amount:
$ 27,496.72
Source: (Acct. No.)
679-251-5172
(Acct. Description) Equipment Maintenance
Finance:
Council Notes:
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Agenda Item No.
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CITY OF MIl BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the City of San Bernardino authorizing the Purchasing Manager to award an
annual purchase order and service agreement, with two single year renewal options, to Accela,
Inc. for the maintenance and support of the Permits+ system.
Background:
The Permits+ system was originally purchased in 1995, and is used by Development Services,
Fire Department, Code Compliance Division, and the Water Department. This system is used to
produce and track various permits, cases, and inspections.
Accela (formerly Sierra Computer Systems, Inc.), located in Visalia, California is the vendor of
the system, and the sole source for Permits+ maintenance and support services. These services
include telephone support and software upgrades, and are necessary to keep this critical system
running and up to date.
Financial Impact:
The annual cost for maintenance and support of the Permits+ system for fiscal year 2004/2005 is
$27,496.72.
Recommendation:
Adopt resolution.
..
,
.
<ACCELJ\?
ACCELA SOFTWARE MAINTENANCE AND SUPPORT
February 11, 2004
Agency: City of San Bernardino, CA
Mr. Pat Rogers
City of San Bemardino
3rd Floor
300 North D Street
San Bemardino, CA 92416
Prepared by:
Daniel DeHaven
Revenue Accountant
Tel: (925) 560-6577, ex! 172
Fax: (925) 560-0061
Accela software maintenance and support periods are being standardized to be in effect from July 1 - June 30.
The following quote for your Accela software maintenance and support services is for the period of:
July 1, 2004 - June 3D, 2005
Product Line: PERMITS Plus
Svstem/Perlpheral
Permits Plus - Base
Client Server
Connect
Wor\(Flow
Scan-It
Existing no.
of Users
56
56
56
56
56
Amount
14.093.00
6,136.00
2.017.00
2.664.00
607.00
Total Maintenance and Support Fees
Business License
Sales Tax @ 7.75%
TOTAL QUOTE
$25.519.00
0.00
1.977.72
$27,496.72
This quote will change if additional user licenses or peripheral products are purchased after the date of this quote.
An invoice will be sent to you 90 days in advance of the start of the maintenance and support period. The invoice
must be paid before that date to avoid cancellation of your maintenance services.
Please acknowledge receipt of this quote by signing below and retuming it to my attention via fax, emall, or mail.
Should you have any questions, please don1 hesitate to contact me.
I aCknowledge receipt of this quote and agree to renew my maintenance and support agreement for the period and
items specified above except as noted below.
Exceptions:
Date
Signature
Title
Printed Name
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REscCCf-L
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASING MANAGER TO AWARD AN ANNUAL PURCHASE ORDER AND
SERVICE AGREEMENT, WITH TWO SINGLE YEAR RENEWAL OPTIONS, TO
ACCELA, INC. FOR THE MAINTENANCE AND SUPPORT OF THE PERMlTS+
SYSTEM.
BE IT RESOLVED:
SECTION 1: That Accela, Inc. is the sole source for maintenance and support of
the City's Permits+ system. Pursuant to this determination, the Purchasing Manager is
hereby authorized to issue an Annual Purchase Order and Service Agreement, with two
single year renewal options, to Accela, Inc. in an amount not to exceed $27,496.72 for Fiscal
Year 2004/2005 for the maintenance and support of the City's Permits+ system. Future year
renewal options shall be contingent upon funds being approved in the City's budget for this
5erV1ce.
SECTION 2. That the Mayor and Common Council authorize the Purchasing
Manager to issue a purchase order for $27,496.72 to Accela, Inc. ofVisalia, California for
maintenance and support services. The Purchase Order shall reference the number of this
resolution and shall incorporate the terms and conditions of the existing maintenance
contract, which is on file in the City Clerk's Office. The Purchase Order shall read. "Annual
Permits+ Gold Maintenance and Support, FY 2004/2005. Not to exceed $27,496.72.
SECTION 3: The authorization to execute the above referenced
agreement order is rescinded if it is not issued within ninety (90) days of the
passage of this resolution.
II/
11/
/11
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RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
PURCHASING MANAGER TO AWARD AN ANNUAL PURCHASE ORDER AND
SERVICE AGREEMENT, WITH TWO SINGLE YEAR RENEWAL OPTIONS, TO
ACCELA, INC. FOR THE MAINTENANCE AND SUPPORT OF THE PERMITS+
SYSTEM,
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor
and Common Council of the City of San Bemardino at a meeting thereot: held
on the day of , 2004, by the following vote, to wit:
Council Members
Ayes
ESTRADA
LONGVlLLE
McGINNIS
DERRY
KELLEY
JOHNSON
MCCAMMACK
Nays
Abstain
Absent
Rachel G, Clark, City Clerk
The foregoing resolution is hereby approved this
Approved as to form and legal content:
James ,Penman, CitX Attorney
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BY: 'f, ~
III
III
day of
.2004
Judith Valles, Mayor
City of San Bernardino