TO: Board of Supervisors
FROM: Brian Bordona, Director of Planning, Building & Environmental Services Department
REPORT BY: Claudia Ramer, Staff Services Manager
SUBJECT: Approval of Amendment No. 1 to Agreement No. 250418B with Byrne Software Technologies, Inc.
RECOMMENDATION
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Approve and authorize Amendment No. 1 to Agreement No. 250418B with Byrne Software Technologies, Inc., extending the term through June 30, 2027, and increasing the contract maximum from $151,900 to a new maximum of to $242,575, to add professional services to configure and automate the Conditions of Approval Monitoring records for Groundwater and other PBES monitoring programs, and to complete additional reporting and enhancement requirements for Environmental Health Accela permitting migration. (Fiscal Impact: $90,675 Expense; General Fund and GSA Fund; Budgeted; Discretionary)
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BACKGROUND
On June 3, 2025, the Board approved Agreement No. 250418B with Byrne Software Technologies, Inc. (“Byrne”) for an initial term through June 30, 2025, and a contract maximum of $151,900. The Agreement provides specialized Accela implementation and data migration services to transition Environmental Health (EH) records to the County’s Accela SaaS platform and migrate data from the County’s legacy Digital Health Department (DHD) software. The Agreement also provides for optional, as-needed support services of up to $19,995 per fiscal year for up to five additional fiscal years.
During implementation, County staff identified two additional scopes of work requiring Byrne’s specialized Accela expertise.
First, the County identified a growing need to automate groundwater monitoring and reporting associated with Conditions of Approval and other regulatory requirements. This need is increasing as the County works to support state-mandated groundwater sustainability goals, including ongoing tracking of static groundwater levels and monthly groundwater withdrawals. Groundwater monitoring is one of many PBES programs requiring recurring reporting and compliance tracking, including noise, farmworker housing, mitigation measures, stormwater, water quality, wastewater, solid waste, traffic, and other Conditions of Approval.
The volume and variety of these requirements make manual tracking increasingly impractical. The proposed Accela configuration will provide automated reminders and notifications, online submission of reports and supporting documentation, centralized tracking of deadlines and submissions, and reporting tools for staff. The framework will initially support groundwater monitoring and can then be readily replicated and expanded to accommodate the wide range of PBES projects with ongoing monitoring and Conditions of Approval requirements.
Additionally, the original Environmental Health Accela implementation requires additional reporting, records and workflows that were not fully envisioned in the original scope. These include modifications to initially approved specifications and automations, an update to the Accela receipt report to accommodate the shopping cart feature, and additional reporting requirements.
The scope estimates 385 hours ($59,675) for the Monitoring/Conditions of Approval project and 200 hours ($31,000) for the enhancements related to the Environmental Health implementation, for a combined total of 585 hours and $90,675.
Requested Actions:
1. Approval of and authorization for Amendment No. 1 to Agreement No. 250418B with Byrne Software Technologies, Inc.to extend term through June 30, 2027, without changing the automatic annual renewal provision in the Agreement for up to five fiscal years for as-needed services; and
2. Update compensation maximum for services to $242,575.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
PBES Planning General Fund 1000, Org 1700000/GSA Fund 2720, Org 2720000 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
This Amendment provides the necessary specialized services to automate and configure monitoring of Conditions of Approval for Groundwater and several other PBES monitoring programs, and as well as customized additional reporting and workflow enhancements necessary to complete the Environmental Health Accela implementation, in each case building on the specialized Accela expertise Byrne has developed under the original Agreement. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The original Agreement's annual on-call support provision (up to $19,995 per fiscal year for up to five fiscal years) is unaffected by this Amendment. Future fiscal years will be budgeted accordingly. |
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Consequences if not approved: |
Staff would be required to manually monitor, track, and request reports for projects or properties with conditions of approval or other monitoring requirements. Existing resources are already unable to keep pace with these demands, which have increased significantly in recent years, increasing the risk of gaps in reporting, data collection, and compliance monitoring. Additionally, the Environmental Health permitting implementation would proceed without the necessary reporting and workflow requirements, resulting in additional manual processes and increasing staff workload. |
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Additional Information |
County Strategic Initiative: Preserve Napa County’s Agricultural History; Elevate County Service and Workforce Excellence |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.