TO: Board of Supervisors
FROM: Brian D. Bordona, Director of Planning, Building, and Environmental Services
REPORT BY: Nikki Lundeen, Staff Services Manager
SUBJECT: Agreement No. 250418B with Byrne Software Technologies, Inc.
RECOMMENDATION
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Approve and authorize Agreement No. 250418B with Byrne Software Technologies, Inc. for a term through June 30, 2026, for a contract maximum of $151,900, to provide specialized software implementation and data migration services for the Environmental Health record types into the County’s Accela SaaS platform. (Fiscal Impact: $151,900 Expense; General Fund; Budgeted; Discretionary)
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BACKGROUND
Since 2005, the County has utilized Accela's software to support many critical functions within the Planning, Building and Environmental Services, Fire Protection and Public Works departments to help staff manage land use and community development activities such as permitting, building safety, inspections and reviews, zoning, and code enforcement. On May 22, 2023, the Board approved a new agreement with Accela, Inc. for cloud migration and SaaS subscription services and the County continues to develop and enhance the system to improve services to customers.
The proposed agreement with Byrne Software Technologies, Inc., is part of a coordinated project to move the Planning, Building and Environmental Services (PBES) Department forward toward a fully consolidated paperless, online permit application and management system by implementing the Environment Health module within Accela. Currently, the Environmental Health Division of PBES is using Digital Health Department (DHD) software to manage programs in Consumer Protection, Well and Onsite Wastewater Treatment, Certified Unified Program Agency (CUPA) and Solid Waste; however, the DHD software will reach end of life in 2026. As all other divisions of PBES, including a portion of our Environmental Health division, are already using Accela, it is vital that we move forward with migrating the last portion of PBES services into Accela as soon as feasible. This is not only required due to the DHD product sunset, but highly valuable given that moving to Accela will increase efficiencies across all divisions of PBES by consolidating systems and processes for managing services provided to our community, and streamlining into one online portal where customers can submit applications, make payments, schedule inspections, etc.
Today’s request is for approval of an agreement with Byrne Software Technologies, Inc. for professional software system support services to implement the Environmental Health module in the County’s Accela SaaS platform, including data migration from the DHD software from the date executed through June 30, 2026, for a total of $151,900. This agreement also includes optional on-call support services to a maximum of $19,995 per fiscal year for up to five fiscal years for ongoing revisions, updates and technical support as needed.
Byrne Software Technologies, Inc. is not a local vendor.
FISCAL & STRATEGIC PLAN 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? |
1702000-53415 PBES - Environmental Health |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
The County’s Environmental Health record system, Digital Health Department, has reached end of life and this agreement will provide the necessary specialized services to implement the Environment Health record types and perform the data migration into the County’s Accela SaaS platform. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
After the initial term, the agreement includes an annual renewal provision for five fiscal years. Future fiscal years will be budgeted accordingly. |
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Consequences if not approved: |
The County will not have a viable or sustainable Environmental Health software system to support services to customers, the public, or the daily work of the Environmental Health Division of Planning, Building, and Environmental Services. |
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.