SUBJECT/RECOMMENDATION:
Title
Authorize an increase to the purchase order with Accela, Inc. of San Ramon, CA for the renewal of plan review and database licensing for ePermitHub plan review services supporting the City’s land management and permitting software services for the term that began in May 2024 through October 5, 2029, in the amount of $388,964.53, for a revised not to exceed amount of $2,292,747.64 pursuant to Clearwater Code of Ordinances Code Section 2.563 (1)(d), Non-competitive purchase (Impractical), and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
Accela serves as the City’s enterprise land management solution for permitting, code enforcement, and land planning. This agreement provides for the upgrade of the City’s existing Building and Permitting system to Accela’s cloud-based software-as-a-Service (SaaS) platform for a five-year term which began in May 2024 and extends through October 5, 2029. The system will continue to support all building permitting, code enforcement and land management review processes.
Accela has served as the City's land management solution for more than 20 years and has been extensively configured to meet the City’s specific processes and code requirements. Transitioning to an alternative system would require a significant financial investment, a multi-year implementation effort, retraining of staff and constituents, and would result in operational disruption. Continuing with Accela ensures system continuity while minimizing cost, risk and impacts on city operations.
In 2025, Accela acquired PermitRocket Software LLC, the City’s current electronic plan provider (ePermitHub), and integrated that solution into its enterprise land management platform. This agenda item consolidates all existing Accela and ePermitHub products into a single Accela purchase order for all products.
For the remaining four years of the subscription term, the annual service periods and costs are as follows:
• Year 1 (10/06/2025-10/05/2026) - $378,999.16
• Year 2 (10/06/2026-10/05/2027) - $424,481.00
• Year 3 (10/06/2027-10/05/2028) - $445,705.05
• Year 4 (10/06/2028-10/05/2029) - $467,990.31
The software subscription includes all web services and development tools required for customization, workflow configuration, and data display across all Accela products.
The initial agenda item was approved by Council on June 6, 2024, and included services through September 30, 2029, Accela Public Stuff for a six month term, and other ongoing professional services. During this term, an additional $1,436.07 was required to purchase the Enhanced Reporting Database module in support for the electronic plan review features within ePermitHub. Pursuant to City Code Section 2.554(6), the City Manager approved Amendment 1 in July 2025, which extended the agreement by five days. However, the amendment did not include the additional funding required for the enhanced reporting module.
Payments will be made annually in accordance with the maintenance schedule.
APPROPRIATION CODE AND AMOUNT:
Funding for the current year is available in the Information Technology operating budget, cost code 5559864-530300 (contractual services). Funding for future years will be requested as part of the annual budget process.
The Information Technology department is funded by revenues from the Administrative Services Fund, an internal service fund of the city responsible for the administration of city-wide technology services.
STRATEGIC PRIORITY:
This purchase will support all the objectives of a High-Performance Government, as well as Superior Public Service.
