Subject:
Title
Approval RE: Amendment of Contract with Accela Inc, to Include Data Conversion of Zoning Files, Integration with the Department of Business and Professional Regulation, Additional Online Payment Processing, and Providing Authorization for Additional Funding for Future Change Orders
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Fiscal Impact:
100% of the fiscal impact will be allocated from the Building Code fund (i.e. permitting fee revenues). There will be no General Fund allocation.
Implementation Fees (in addition to current obligations under contract):
FY27: $58,800-$208,800, contingent on project requirements and future legislative mandates.
Dept/Office:
Planning & Development
Requested Action:
Recommendation
It is requested that the Board of County Commissioners (1) authorize staff to negotiate with Accela Inc., to make necessary amendments to its contract (and related documents) with Accela, Inc, to include data conversion of locally stored Zoning files, integration with the Department of Business and Professional Regulation (DBPR) website, and an additional module for processing of online payments for Enforcement Fines and Public Records Request into the previously-authorized Accela modernization project and licensing; and (2) authorize funding for additional change orders; and (3) 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 (4) Authorize the County Manager to execute all necessary budget amendments (BCRs).
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Summary Explanation and Background:
On July 23, 2024, the Board of County Commissioners authorized approval for Accela Civic Platform Cloud Services Licenses, and for an associated migration and modernization Project (see attached Board Action Memo and executed contract). The Accela software serves as the backbone of the County’s permitting and development application processes and is utilized for routing applications to the appropriate agencies and individuals for review and approval. As part of the modernization project, the contract with Accela, Inc. includes expanding public access to online applications and enabling applicants to submit additional documents based on staff requests. On March 17, 2026, the Board of County Commissioners approved an amendment to the contract with Accela, Inc, to include the ePermitHub software plug-in.
During the course of the Accela modernization project, it has been determined that certain additional resources may be necessary to fully utilize the benefits of the updated software, modernize staff processes, and maintain compliance with State mandates. To modernize the review of property Zoning history, Accela has recommended data conversion of historic files which would consolidate them into Accela from a locally stored folder. Additionally, Accela has recommended an integration with the Department of Professional and Business Regulation contractor data which would create automated emails to notify staff of certain changes to contractors’ licenses and make our processes more timely and efficient. These new data sharing methods would expedite County license registration and Zoning property review processes.
Additionally, on June 25, 2026, the governor signed House Bill 967 (Chapter 2026-169, Laws of Florida), which includes an unfunded mandate to provide for a method to collect all fees collected by local governments through online payment. This mandate is effective January 1, 2027. To achieve compliance with the State mandate, Accela will provide additional work hours and a module for the processing of online payments. This additional work will include the automation of payments for Code Enforcement cases and Public Records Requests (both of which have a substantial relationship to enforcement and administration of the Florida Building Code and permitting).
In preparation for any additional changes in regulations prior to the estimated project go-live date of October 4, 2027, additional funding is requested in the amount of $150,000.00. The additional funding would provide for any additional change orders which would further enhance and expand the capabilities of the Accela system while maintaining compliance with State mandates, in addition to providing flexibility to adapt to opportunities to further modernize our systems should they arise in the intervening period.
All funding for this request is to be allocated from the Building Code fund. Using such funds to “upgrade technology hardware and software systems to enhance service delivery” of building code and permitting activities is expressly authorized under Florida Statute Section 553.80.
The attached change order, developed by Accela Inc., is being provided for illustrative purposes and does not represent final terms of the agreement. Due to the time-sensitive nature of compliance with the legislative mandate component of this work, authorization is being requested at this time. Should the Board approve the requested action, Planning and Development staff will work with Accela to amend its contract (subject to the approval process outlined in AO-29 and County Manager approval) and integrate these changes into its ongoing modernization efforts, with final completion expected in October 2027.
Clerk to the Board Instructions:
Please send a copy of the Board action memo to Planning & Development and Central Services.