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CITY OF SAN BERNARDINO — REQUEST FOR COUN A N
From: TOM MAREK, Subject: RESOLUTION OF THE MAYOR
IT DIRECTOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING
Dept: ADMIN/INFORMATION THE EXECUTION OF AN AGREEMENT
TECHNOLOGY DIVISION AND PURCHASE ORDER WITH TWO
ONE-YEAR RENEWAL OPTIONS TO
Date: JULY 17, 2007 ACCELA, INC., FOR MAINTENANCE OF
THE PERMITS+ SYSTEM.
M/CC Meeting Date: August 20, 2007
Synopsis of Previous Council Action:
June 21, 2005 — Resolution 2005-158 — Council approved the execution of a Permits+
annual maintenance agreement with Accela, Inc.
June 21, 2004 - Resolution 2004-200 — Council approved the execution of a Permits+
annual maintenance agreement with Accela, Inc.
Recommended Motion:
Adopt resolution.
Signature
Contact person: Tom Marek Phone: 384-5947
Supporting data attached: Staff Report, Agreement Ward:
FUNDING REQUIREMENTS: Amount: $ 38,423.00
Source: (Acct. No.) 679-251-5172
(Acct. Description) Equipment Maintenance
Finance:
Council Notes: OO -o� `#a
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Agenda Item No. _ 7
�l/L11 Q/7
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
execution of an agreement and purchase order with two one-year renewal options to Accela, Inc.,
for maintenance 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
i produce and track various permits, cases, and inspections.
Accela, Inc. (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.
This resolution authorizes the Director of Finance or his/her designee to award an annual
purchase order with two one-year renewal options, including an increase of up to 10% per
renewal year.
Financial Impact:
I
The annual cost for maintenance and support of the Permits+ system for fiscal year 2007/2008 is
$38,423.00. The amount for fiscal year 2006/2007 was $30,878.00 for an increase of$7,545.00
in fiscal year 2007/2008.
Recommendation:
Adopt resolution.
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RESOLUTION NO.
2
3 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT AND
4 PURCHASE ORDER WITH TWO ONE-YEAR RENEWAL OPTIONS TO ACCELA,
INC., FOR MAINTENANCE OF THE PERMITS+ SYSTEM.
5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
6 OF SAN BERNARDINO AS FOLLOWS:
7 SECTION l: That the Director of Finance or his/her designee is hereby authorized
8
to issue an Annual Purchase Order with two one-year renewal options, including and up to a
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10 10% increase per renewal year, to Accela, Inc., (the sole source for maintenance of the
11 City's Permits+ system) in an amount not to exceed $38,423.00 for Fiscal Year 2007/2008
12 for maintenance of the City's Permits+ system. The Purchase Order shall reference the
13 number of this resolution and shall read, "Annual Permits+ Gold Maintenance, FY
14 2007/2008. Not to exceed $38,423.00." and shall incorporate the terms and conditions of
15 this Resolution including the attached Agreement. Future year renewal options shall be
16
contingent upon funds being approved in the City's budget for this service.
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18 SECTION 2. That the City Manager of the City of San Bernardino is hereby
19 authorized to execute on behalf of said City an Agreement between the City of San
20 Bernardino and Accela, Inc., a copy of which is attached hereto.
21 SECTION 3: This purchase is exempt from the formal contract procedures of
22 Section 3.04.010 of the Municipal Code, pursuant to Section 3.04.010(B)(3) of said Code,
23 "Purchases approved by the Mayor and Common Council".
24
25 SECTION 4: The authorization to execute the above-referenced Agreement and
26 issue the above-reference Purchase Order is rescinded if not executed/issued within sixty
27 (60)days of the passage of this Resolution.
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1
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
2 BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT AND
3 PURCHASE ORDER WITH TWO ONE-YEAR RENEWAL OPTIONS TO ACCELA,
INC., FOR MAINTENANCE OF THE PERMITS+ SYSTEM.
4
5 1 HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor
and Common Council of the City of San Bernardino at a meeting
6 thereof, held on the day of , 2007, by the following vote, to wit:
7
8 Council Members Ayes Nays Abstain Absent
9 ESTRADA
10 BAXTER
11 BRINKER
12
DERRY
13
14 KELLEY
15 JOHNSON
16 McCAMMACK
17
18 Rachel G. Clark, City Clerk
19
20 The foregoing resolution is hereby approved this day of , 2007
21
22 Patrick J. Morris, Mayor
23 City of San Bernardino
24 Approved as to form:
25
26 James F. Penman, City Attorney
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