REPORT TO THE CITY COUNCIL
FROM: BRYON HORN, Chief Information Officer
Information Services Department
BY: ED SMITH, Information Services Manager
Information Services Department
SUBJECT
Title
Approve the purchase of licensing for the Accela Cannabis Module for our on-premise Accela Civic Platform in the amount of $20,000.
Body
RECOMMENDATION
Staff recommends Council approve the City Manager or designee purchase Accela Cannabis Module licensing for Accela Civic Platform in the amount of $20,000.
EXECUTIVE SUMMARY
Staff recommends migrating the existing permits management of cannabis-related business from an existing provider to the Accela Cannabis Module (Module). This will provide significant benefits to the City and to applicants doing business with the City, including:
• Create efficiencies thus reducing time spent processing applications.
• Process cannabis applications in the same land management system used by Planning, Building, Fire, and Code Enforcement, allowing streamlining of workflows, easing clerical effort, centralizing applicant communication with the City to one centralized web site, and making it easier for departments to work together.
• Centralize records and reports into a system with greater internal oversight and IT support.
The Cannabis Module will be prorated so that it co-terms with our master agreement with Accela that renews on July 1, 2023. Therefore, the cost for this fiscal year will be half the amount on the order form, or $20,000, for the January to June period.
BACKGROUND
Under the direction of the City Manager, the Office of Cannabis Oversight is responsible for coordinating the implementation of the City’s cannabis laws and regulations.
On November 8, 2016, California voters passed Proposition 64, the Control, Regulate, and Tax Adult Use of Marijuana (“AUMA”) Act. This law legalizes nonmedical, recreational marijuana, subject to the regulation of local government jurisdictions in the State of California.
On December 13, 2018, Fresno City Council adopted the Cannabis Retail Business and Commercial Cannabis Business Ordinance, which sets out the permitting framework and regulatory requirements for Medicinal and Adult-Use Cannabis businesses to operate within the City for commercial activities such as cultivation, manufacturing, and distribution. This ordinance was amended on January 30th, 2020, on June 25th, 2020, and may be further refined by the City Council.
The Office of Cannabis Oversight currently uses OpenGov and wishes to move to Accela to integrate better with the land management system used by Planning, Building, Fire, and Code Enforcement to better streamline and unify common and shared workflows. The first renewals of our Cannabis-related permits are coming up in May of 2023, and the Office of Cannabis Oversight would like to start using the Module at that time.
In addition, the Office of Cannabis Oversight would like the additional flexibility and greater functionality available in the Module that is not currently available in OpenGov.
The City currently has a contract with Accela, Inc. for Accela Civic Platform. The City uses Accela for Land Management including building permits, planning applications, Fire prevention inspection scheduling, Code Enforcement, Public Works street-work permits, special events permits, and other permits and workflows in the Planning and Development, Fire Department, Public Works and Public Utilities Departments, and City Attorney’s Office Code Enforcement. Accela provides a Citizen Access Portal that citizens use to process permits, submit applications and documents, track status, and schedule inspections via a branded and highly secure citizen portal, saving them significant time and effort. This means fewer trips to City Hall to wait in lines, and faster service from the City.
ENVIRONMENTAL FINDINGS
The approval of this amendment is not a project as defined by the California Environmental Quality Act.
LOCAL PREFERENCE
Local preference was not implemented because this contract is with an existing vendor.
FISCAL IMPACT
Funding for year one of this purchase currently exists in ISD’s FY 23 Budget in the Systems and Acquisitions Maintenance (SAM) Fund. The attached quote is for a full year, but the cannabis module will be prorated so that it co-terms with our master agreement with Accela that renews on July 1, 2023. Therefore, the cost for this fiscal year will be half the amount on the order form, or $20,000, for the January to June period.
Attachment:
Quote ID: Q-28867 (Fresno Q-28867-20221208-OF)