Item 13 - REVISED Staff Report - 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 4 5 7 1 SAPIN lacks mobile accessibility in the field and real-time automated reporting, which hampers decision-making and responsiveness which the public has come to expect from a service provider with current technologies. More significantly, because SAPIN was developed in-house utilizing a programing language that is no longer taught and supported in the industry, the City will lose the necessary knowledge to support the software with staffing changes and retirements. It is imperative for the City to move from SAPIN to a state-of-the-art software that can better meet the City’s needs now and in the future, 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. When changing to a new system, this early stage of the process is the most important and the most time intensive as it establishes the foundation for all future work to build upon. As an outcome of this intensive effort, the City now has documented the workflow and processes, and procedures for building a system allowing the City to efficiently complete business transactions and permitting activities through an online portal. While this was a critical step in the process and resulted in a substantial work product by the consultants, it became apparent from reviewing the various functioning software modules provided by their support team that the Clariti Cloud system would require extensive configuration and customization in order to meet the needs of the City. This was a major concern for staff as it would require the City to again, build the various modules, in some instances from scratch, and to maintain the system in-house, making the system extremely labor-intensive to support and with limited options to upgrade and enhance over time. Since these systems typically are utilized for many years (15-20 years or longer), the project team made the difficult decision of terminating and not investing further into the project with Clariti Cloud and Avocette Technologies. 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. To move the project forward, the City team re-evaluated the Accela Civic Platform, which was one of the runner-up solutions from the previous procurement. This included extensive reviews and live demonstrations of the system, it’s capabilities, and user interface. The City team also interviewed other cities already using the system and received positive feedback regarding system performance, capabilities, company