Subject:
Title
Approval to Enter into Negotiations for Accela Civic Platform Cloud Services License/s, and for Associated Migration and Modernization Project
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Fiscal Impact:
Accela SaaS Migration/Modernization
FY 25: $2,666,674
Accela Civic Platform SaaS Annual User Licenses, Storage, and Enhanced Reporting Database
FY 25: $478,312.00
FY 26: $502,227.60
FY 27: $527,338.98
FY 28: $553,705.93
FY 29: $581,391.22
Dept/Office:
Planning and Development
Requested Action:
Recommendation
It is requested that the Board of County Commissioners: (1) authorize staff to enter into negotiations with Accela to procure Accela Civic Platform SaaS user licenses, migrate to the SaaS model, and modernize Brevard County’s Accela Civic Platform configuration; and (2) authorize the County Manager to execute order forms, agreements, task orders, change orders, modifications, and amendments, provided that the cost is not to exceed the figures listed in the fiscal impact of this report; and (3) authorize the County Manager to establish the necessary budget to implement this SaaS upgrade and implementation.
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Summary Explanation and Background:
The County has utilized Accela Civic Platform since 2006, when it was competitively procured via Proposal #P-4-06-02. This software effectively serves as the backbone of the County’s permitting and development application processes and is the direct entry point for most applications by the public and contractors (via BASS), in addition to routing applications by type to the appropriate agencies and individuals for review. The County utilizes Accela software systems for the review, approval, & inspection of all development applications (including subdivisions, site plans, building permits, fire permits, and right-of-way permits). The system also automates the contractor licensing process & the enforcement of unlicensed contractors. In addition, the County uses the software to administer the processing of code enforcement investigations. Moreover, the software functions as a records repository, with real-time public access via BASS.
The breadth of information that is stored in Brevard County’s Accela database is immense. There are more than 421,000 records, with over 2.1 million documents attached to them. Meanwhile, the public has utilized its permitting features in droves; there are now more than 19,000 registered user accounts on BASS. Those user accounts are associated with about 94 new records generated every day, as well as 164 scheduled building inspections per day, and payment transactions of about $142k per day.
In 2016, the Board approved a contract with Accela for software optimization in order to implement new features and technology. On May 3, 2022, the Board approved RFP 3-23-03 to competitively procure a consultant to migrate the County’s Accela implementation (version 9) to a newer version, 23, in addition to related work. On August 21, 2023, this contract was awarded to TruePoint Solutions, and this work remains ongoing. This effort is not duplicative of what is being requested; this upgrade allows the County to be in a better position to migrate to a software as a service (SaaS) implementation.
Accela has notified Brevard County they are ending support for all on-premise implementations of its Accela Civic Platform on December 31, 2025. Going forward, Accela will only be supporting SaaS users (i.e., its cloud-based platform). Staff recommends moving forward with this next step of modernization. Since its adoption in 2006, Brevard County staff has deeply embedded this software into many of its practices and has developed significant expertise in managing and utilizing the software’s features. For example, the software is partially responsible for allowing staff to be far more efficient in processing permit applications. More than twice the number of permit applications are processed per Planning and Development employee now compared to when the software was implemented. While the software is not flawless, staff’s experience with the software is largely positive and therefore staff recommends continuing to utilize Accela.
In order to continue the trend of increasing efficiency, staff also recommends including, as part of the scope of services, streamlining implementation to utilize recommended best-practices to the greatest extent possible. This streamlining would ensure the ability to take advantage of current and future features such as an AI component that is currently in development. Accela recently completed a similar project with the City of Tampa, implementing what they consider an “on-rails” configuration. While there is a significant cost and effort associated with a project such as this, the work would have considerable impacts for many years to come.
As owner and manufacturer of the Accela Civic Platform and related software and services, Accela is the sole provider of technical support and maintenance for the software. No third-party entity is authorized to develop new features for, provide development services for, or maintain their products and services.
Accela has provided not-to-exceed costs for this project based on numerous assumptions. As part of negotiations, staff intends to trim aspects of the scope of services to reduce costs. If approved, staff would enter into negotiations with Accela after they have had the opportunity to thoroughly review the County’s current configuration. If an agreement can be reached with a scope of services encompassing the County’s goals, the County Manager would be authorized to execute a contract with a value not to exceed the figures herein, and would be further authorized to execute amendments, change orders, and task orders to effectuate the project. Should the requested action be approved, Planning and Development has sufficient funding to absorb the costs without requiring additional revenue streams or a reduction in services.
Clerk to the Board Instructions:
Please send a copy of the Board action memo to Planning and Development and Central Services