REPORT TO THE CITY COUNCIL March 18, 2021 FROM: JENNIFER K. CLARK, Director Planning and Development Department BY: SUMMER CECIL, Project Manager Planning and Development Department SUBJECT ..Title Approve the Fourth Amendment to the Consultant Services Agreement with Byrne Software Technologies, Inc., for professional services for Accela Land Management Support, increasing the contract amount by $75,000, for a total contract value of $525,000, and to extend the agreement to December 31, 2021. ..Body RECOMMENDATION Staff recommends City Council authorize the Director of Planning and Development or designee to sign the Fourth Amendment to the Consulting Services Agreement with Byrne Software Technologies, Inc. to extend the contract term length to December 31, 2021, and to increase the total contract amount by $75,000, to continue providing technical support for the land management system. EXECUTIVE SUMMARY In 2016, after the implementation of the Mayor's Business Friendly Fresno (BFF) initiative, Accela Civic Platform LMS was selected as the new land management system for the City of Fresno. This amendment will allow for the continued implementation and maintenance of the Land Management System, which multiple divisions utilize. In addition to the implementation and maintenance services that Accela offers through their licensing agreements, Byrne Software Technologies has provided additional support in configuration and customization within the system. These ongoing consulting services include assistance with training, custom scripts, reports, workflow changes, new record types, and quick fixes in the Accela system for the following: Building and Safety, Public Works, Public Utilities, Current Planning, Code Enforcement, and the Fire Department. Planning and Development is seeking continued expert assistance for enhancements to continue to improve the function of Accela for all divisions. BACKGROUND The City of Fresno entered into a contract with Accela in June of 2016 and went live with the system in April of 2018. For further implementation and configuration support, in Fiscal Year 2019, $150,000 was allocated for consulting services for Accela system enhancements; Byrne was the chosen service provider. This contract was approved by Council in October of 2018. A First Amendment was then entered into April 4, 2019 to increase the total contract amount by an additional $200,000. A Second Amendment was then entered into December 31, 2019 to increase the total contract amount by an additional $100,000. A third amendment was then entered into June 25, 2020 to extend the contract term length, with no additional funding included. Byrne has delivered continued expert assistance with system enhancements in order to continue to improve the functionality of this system. Byrne also provides assistance with day-to-day troubleshooting issues and making minor workflow changes as needed, while also providing training to staff on how to respond to and correct these smaller programmatic issues. As part of this Forth Amendment, Byrne will continue to develop scripts, reports and other technical deliverables on an as-needed basis; assist the City with the transition into the new Accela software Version 10; and provide script training the newly hired Programmer Analyst IV assigned to support Accela. ENVIRONMENTAL FINDINGS By the definition provided in the California Environmental Quality Act Guidelines Section 15478, this item does not qualify as a "project" for the purposes of the California Environmental Quality Act. LOCAL PREFERENCE Local preference was not implemented because this is an amendment to an existing agreement. FISCAL IMPACT Support for this amendment is being provided by funds previously allocated in FY21 for Accela project system enhancements. Attachment: Byrne Fourth Amendment