TO: Honorable Mayor & Members of the North Port Commission
FROM: A. Jerome Fletcher II, ICMA-CM, MPA, City Manager
TITLE: Approve contract as presented for implementing and providing a subscription for the Accela SaaS Multi-Solution Software with Visionary Integration Professionals, LLC for the Neighborhood Development Services, Building Division, in the amount of $2,775,894, plus contingency in the amount of $277,590, for a total project cost of $3,053,484.
Recommended Action
Approve contract as presented for implementing and providing a subscription for the Accela SaaS Multi-Solution Software with Visionary Integration Professionals, LLC for the Neighborhood Development Services, Building Division, in the amount of $2,775,894, plus contingency in the amount of $277,590, for a total project cost of $3,053,484.
Background Information
The Building Division of the Department of Neighborhood Development Services has used the same permitting software since 2001. The current software is antiquated and cannot provide for electronic permit applications and inspection requests as required by Florida Statute 553.79. Over the past few years, staff has created many workarounds to satisfy the legal requirement of electronic permitting intake and plan review services for the Building Division. These workarounds are cumbersome, labor intensive, and leave room for human error.
North Port is currently the second fastest-growing City in the United States. This population growth is accompanied by a significant increase in both residential and non-residential construction. As such, the City’s Building Division has seen a steady and sustained increase in permitting and inspection activity with no sign that this will slow in the foreseeable future. During 2022 the Division staff processed over 20,000 permits and conducted over 80,000 inspections. In the first two months of 2023, new permits issued exceeded 5,000 and inspections exceeded 20,000.
In October 2021, the City Commission approved a CIP project (BD22OP) for the Building Division online permitting software. Accela permit software is utilized by local building departments nationwide and is also heavily used within the southwest Florida region, so many local contractors and builders are already familiar with the product’s processes. Purchasing the Accela software through Carasoft, via the General Services Administration (GSA) Contract will establish an industry standard for permitting software in the surrounding municipalities. This conversion will enable the Building Division to provide more efficient and effective services to the public, improve internal procedures, and better allow the division to comply with statutory requirements.
The project is fully funded, and the Building Division is ready to proceed with the implementation which is anticipated to be completed within 18 to 24 months.
The Contract for implementing and providing a subscription for the Accela SaaS Multi-Solution Software with Visionary Integration Professionals, LLC has been reviewed by the City Attorney and is legally correct as to form.
Strategic Plan
Efficient and Effective Government - Complete a streamlined permitting process to stimulate economic development and enhance customer service.
Financial Impact
The funding source will come from CIP Project BD22OP - Account Number 135-2700-524-68-00. Total cost of the software and implementation $2,775,894, plus 10% contingency $277,590 for a total cost of CIP project BD22OP - $3,053,484.
Procurement
Procurement will be made in accordance with section 2-403 of the City of North Port Procurement Code for exempt purchase through Carasoft on the General Services Administration (GSA) Contract No. 47QSWA18D008F. The electronic document review configuration will be procured with VIP through their own GSA scheduling contract and implemented with Accela.
Attachments:
1. Visionary Integration Professionals Acceptance Agreement with the City of North Port
2. VIP Land Management Statement of Work
3. Gray Quarter Middleware Integration Subscription Agreement for Software Services (Saas)
4. Carasoft GSA Schedule 47QSWA18D008F
5. Accela Subscription Services and Support Agreement under GSA
6. Exemptions form on-line permitting software
7. Florida Division of Corporations Document - VIP
Prepared by: Katrina Romano, Business Manager, Neighborhood Development Services Department
Department Director: Alaina Ray, AICP, Director, Neighborhood Development Services Department