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ADMINISTRATIVE
COMMITTEE |
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5. |
CONSIDER APPROVAL OF EXPENDITURE FOR FUNCATIONALITY IMPROVMENTS TO
THE ACCELA WATER DEMAND DIVISION DATABASE |
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Meeting
Date: |
May 9, 2022 |
Budgeted: |
Yes |
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David J. Stoldt, |
Program/ |
xxxx |
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General Manager |
Line
Item No. |
XX-XX- |
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Prepared
By: |
Stephanie
Kister |
Cost Estimate: |
$55,000 |
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Committee Recommendation: The Administrative Committee reviewed this item on May 9, 2022 and recommended _______________. |
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CEQA Compliance: This action does not constitute a project
as defined by the California Environmental Quality Act Guidelines section
15378. |
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BACKGROUND: The District’s Water Demand Division (WDD) is responsible for processing water permits, conducting inspections, managing conservation and rebate programs, and other water use regulatory functions affecting residential and non-residential properties within the District boundaries. In 2017, the Board adopted a strategic goal to “Develop Long Term Information Technology Plan – Replace Water Demand Database.” The expectation for the new database was to have a single-entry comprehensive database system that would eliminate duplication of effort and increase the effectiveness and responsiveness of the WDD. The new system would also be made available to the public via internet.
In 2017, the Board approved a contract with Accela for $775,000.00 to purchase, customize and implement the use of their software database for the WDD. The requirements specifications for Accela included permits tracking and inventories for all types of water fixtures, credits and debits occurring as part of the water permit process, financial accounting for revenue and accounts receivables, and maintaining and tracking allocations for the various jurisdictions. Many of these specifications required customizations to the original software to make it functional. As work to customize the program to these specifications went on, it was noted that Accela needed additional funding to make some of the modifications while other specifications were not technically possible with the software. The database was launched in 2018, past schedule and without all the specifications realized.
SUMMARY: The Water Demand Division database was launched in 2018 without full functionality due to funding limits, time schedules and technical limitations. Staff requests $55,000.00 of budgeted funds to allow Accela to correct, complete and enhance the WDD database functionality. Changes required include expanding and launching the online portal so that the public may view documents, pay fees, and submit all types of applications. Additional reports will be created as well as new automation features to save staff time. Corrections to the allocation tracking, Second Bathroom Protocol tracking, and Mixed-Use tracking functionality will be attempted. Lastly, a portion of the budget is specifically to create an intertie between the MPWMD Accela software and the Monterey County Accela software. This would allow seamless updates on permit status between the two agencies saving time for both staff and the public.
RECOMMENDATION: The Administrative Committee should recommend that the Board authorize the
General Manager or the Chief Financial Officer to enter into an agreement (Exhibit 5-A)
with Accela Inc. for an amount of $55,000.00 ($48,960.00 for the actual
contract plus contingencies), to increase functionality of the WDD database
system. District’s FY 2021-2022 Budget includes $55,000 for this project.
5-A Statement of Work
U:\staff\Board_Committees\Admin\2022\20220509\05\Item-5.docx