TITLE
Recommendation to authorize City Manager, or designee, to execute all documents necessary to amend Contract No. 36483 with Accela, Inc., of San Ramon, CA, for software maintenance, licensing, professional services, and remote technical assistance, in a total amount not to exceed $67,016, for a period of one year, with the option to renew for one additional one-year period, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is requested to extend Contract No. 36483 with Accela, Inc. (Accela), for the purchase, provision, and delivery of software maintenance, licensing, professional services, and remote technical assistance for the Health and Human Services Department’s (Health Department) software system known as Envision Connect, to track environmental health inspections and related environmental health program compliance. Envision Connect also enables the City of Long Beach (City) to comply with the requirements of Assembly Bill (AB) 2286, which requires all relevant public agencies and regulated hazardous waste generators to electronically file reporting data with the California Environmental Protection Agency (CalEPA).
Accela, formerly Decade Software Company, was awarded a contract in a competitive bid process for the licensing and implementation of Envision Connect. On June 18, 2019, the City Council authorized a new contract for ongoing annual licensing, maintenance, and support of Envision Connect for a period of three years from January 1, 2018 through December 31, 2020, with the option to renew for two additional one-year periods. All extensions have been exhausted and the contract terminated on December 31, 2022.
The Health Department is in the process of selecting a vendor for a new software system. In the meantime, Envision Connect is necessary to maintain daily operations and comply with regulatory requirements. Accela is the sole provider of the proprietary system Envision Connect and the only firm authorized to provide licensing and support. The Health Department seeks to enter into a new contract with Accela for continued licensing, maintenance, and support of Envision Connect until a new software system is purchased and fully implemented.
This matter was reviewed by Deputy City Attorney Taylor M. Anderson on January 25, 2023, Purchasing Agent Michelle Wilson on January 20, 2023, and by Budget Analysis Officer Greg Sorensen on January 26, 2023.
TIMING CONSIDERATIONS
City Council action to amend Contract No. 36483 is requested on February 14, 2023, to ensure a contract is in place expeditiously.
FISCAL IMPACT
The total amount of the contract will not exceed $67,016. Sufficient appropriation for the contract is budgeted in the Health Fund Group in the Health and Human Services Department. This recommendation has no staffing impact beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommended action.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
KELLY COLOPY
DIRECTOR
HEALTH AND HUMAN SERVICES
APPROVED:
THOMAS B. MODICA
CITY MANAGER