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ADMINISTRATIVE COMMITTEE |
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7. |
CONSIDER APPROVAL OF EXPENDITURE FOR FUNCTIONALITY IMPROVEMENTS TO
THE ACCELA WATER DEMAND DIVISION DATABASE |
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Meeting
Date: |
June 13, 2022 |
Budgeted: |
Yes |
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David J. Stoldt, |
Program/ |
Accela
Upgrade |
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General Manager |
Line
Item No. |
XX-02-916000xx |
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Prepared
By: |
Stephanie
Kister |
Cost Estimate: |
$42,000 |
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Committee Recommendation: The Administrative Committee reviewed this item on June 13, 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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SUMMARY: A comprehensive new Water Demand Division database was launched in 2018. Staff identified several minor adjustments needed after the program was used for some time. This request is for $42,000 for additional work to revise 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. Finally, an adjustment is needed related to the voiding of financial transactions.
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 eventually allow property records to be available to the public via internet.
In 2017, the Board approved a contract with Accela/Etech Consulting to purchase, customize, and implement the use of their software database for the WDD. The specifications for the Accela program included tracking of various permits and inventories of water fixtures, water use capacity credits and debits, 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 the District’s specifications went on, it was determined that Accela needed additional funding to make some of the modifications, while others were not technically possible with the software. The database was launched in 2018.
RECOMMENDATION: The Administrative Committee should recommend that the Board authorize the
General Manager or the Chief Financial Officer to enter into an agreement for
the work identified in Exhibit 7-A with Accela/Etech Consulting. The Committee recommendation has been reduced
to an amount not to exceed $42,000 ($40,960 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.
U:\staff\Board_Committees\Admin\2022\20220613\07\Item-7.docx