Item 13 - Approve Agreements with Carahsoft Technology Corp. and IK Consulting, LLC

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Enterprise Land Management System Software and Implementation Services October 1, 2024 Page 2 Although the SAPIN system has been enhanced over the years and has met the needs of the City for more than two decades, its capabilities have fallen behind the technology and functionality now available from off -the -shelf applications on the market. It now makes sense for the City to move from an internally developed application to a standard vendor package that can better meet the City's needs and provide the improved functionality that the SAPIN system is lacking. On June 15, 2021, the City Council approved agreements with Clariti Cloud and Avocette Technologies to implement the Clariti Permitting and Licensing system. The consultants worked with the Information Technology Department (ITD), Planning and Building Agency (PBA), and the Public Works Agency (PWA) to document the City's business processes, use cases, and information requirements. This effort resulted in the desired future processes for a new system that allowed all applications to be performed through an online portal. During this phase, it became apparent that, the Clariti Cloud system would require extensive configuration and customization in order to meet the needs of the City. Furthermore, the system would be labor-intensive to support, upgrade, and enhance over time. Given that these systems are typically in use for 15-20 years or longer, the project team collectively decided it would be beneficial for the City to halt the project with Clariti Cloud and Avocette Technologies. At this point, only 31 % of the project budget, or $1,053,548, had been spent, and the team concluded that switching to a different solution would be a better long-term fit for the City. A team of staff from ITD, PBA, and PWA decided to re-evaluate the Accela Civic Platform, which was one of the runner-up solutions from the previous procurement. This included seeing several system demonstrations of the system and meeting with other cities to see the system being used. The team determined that the Accela Civic Platform would be the best solution to successfully meet the City's requirements due to their long history providing this technology to municipalities, the robust functionality of the system, and the successful track record with numerous other cities here in California. Accela was formed in 1981 and incorporated in California in 1999. Accela is a leader in the permitting and licensing space and has more than 2,000 separate agencies that utilize their software. Their latest solution is the Accela Civic Platform which is a cloud - based system that includes modules for planning, permitting, code enforcement, and licensing. The system is currently operating in many local California agencies, including the cities of Huntington Beach, Anaheim, Ontario, Whittier, Torrance, Moreno Valley, Sacramento, Stockton, and Roseville, among others. Santa Ana City Ordinance No. NS-3041 authorizes the City to purchase against contracts from any public agency utilizing a competitive bid process. The National Association of State Procurement Officials (NASPO) awarded contract #AR2472 to Carahsoft Technology Corp. Technology Corp., an authorized reseller of Accela Civic Platform software and related support services. The contract was awarded as a result