ITEM:		CONSENT CALENDAR
8.	CONSIDER APPROVAL OF EXPENDITURE FOR FUNCTIONALITY IMPROVEMENTS TO THE ACCELA WATER DEMAND DIVISION DATABASE
Meeting Date:			May 16, 2022	Budgeted:	Yes
From:			David J. Stoldt,	Program/
			General Manager	Line Item No.	XX-02-916000xx
Prepared By:			Stephanie Kister	Cost Estimate:	$52,000
Committee Recommendation: The Administrative Committee reviewed this item on May 9, 2022, and recommended approval.
CEQA Compliance: This action does not constitute a project as defined by the California Environmental Quality Act Guidelines section 15378.

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 $51,000 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.

Since the Administrative Committee meeting on May 9, 2022, staff determined that a portion of the proposed budget that was to create an intertie between the MPWMD Accela software and the Monterey County Accela software, would result only in the development of a Scope of Work for that enhancement. Eventually, staff would like to coordinate and cost-share with the County on an Accela update that would allow seamless updates on permit status and construction plans between the two agencies, saving time for both staff and the public. However, as the attached proposal does not include the cost of the work, it will need to be considered separately as a future budget item.

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 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 recommends that the Board authorize the General Manager or the Chief Financial Officer to enter into an agreement for the work identified in Exhibit 8-A with Accela Inc. and including $5,000 for accounting adjustments that were not included in the exhibit. The Committee recommendation has been reduced to an amount not to exceed $52,000 ($45,960 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.

EXHIBIT

8-A Statement of Work

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