REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
May 19, 2026
FROM
DON LE, Interim Chief Information Officer, Innovation and Department
SUBJECT
Title
Funding Increase to Subscription Services Agreement with Accela, Inc. for Software as a Service Licensing and Cloud Services
End
RECOMMENDATION(S)
Recommendation
Approve a funding increase to purchase additional software and cloud services governed by the non-financial Subscription Services Agreement No. 24-251 with Accela, Inc., in the amount of $750,000, increasing the previous not-to-exceed amount from $7,026,214 to $7,776,214, with no change to the agreement period of April 15, 2024, through April 14, 2029.
(Presenter: Don Le, Interim Chief Information Officer, 388-5501)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). The additional not-to-exceed amount of $750,000 will cover additional licenses for user departments through the end of the agreement term. Departments that utilize Accela, Inc. (Accela) are responsible for ensuring there is adequate appropriation within their respective annual departmental budgets for the licenses and services.
BACKGROUND INFORMATION
The Accela On-Premises Civic Platform (Platform) solution was utilized by various County departments from 2014 through April 28, 2025, allowing for online permitting, licensing, code enforcement, service request management, and data tracking services. Specifically, the Platform brings together a host of pre-built solutions for County services, including building, planning, business licensing, environmental health, and fire safety. Through the Platform, individuals can submit land development documents into the system, check the status of an application, view project updates, and pay fees online. Due to the Platform reaching end-of-life and no longer receiving support or maintenance from Accela, the County transitioned to the Accela Software as a Service Solution (SaaS).
On March 26, 2024 (Item No. 48), the Board of Supervisors (Board) approved the Accela migration from on-premise to cloud through approval of Accela’s Subscription Services Agreement (SSA) No. 24-251 for software and licensing, Statement of Work (Agreement No. 24-252) allowing cloud migration services, and Order Form (Agreement No. 24-253) for the countywide purchases of Accela SaaS licensing and cloud services in the not-to-exceed amount of $6,400,000, for the period of April 15, 2024 through April 14, 2029. This item also authorized the Purchasing Agent to approve future Purchase Orders for purchase amounts as authorized by County Policy as long as the orders did not surpass the not-to-exceed amount.
On June 18, 2025 (Item No. 45), the Board authorized the Purchasing Agent to issue purchase orders to Accela, subject to the terms of Agreement No. 24-251, for SaaS licensing and cloud services, in a not-to-exceed amount of $7,026,214, increasing the previous not-to-exceed amount of $6,400,000, by $626,214, for the period of April 15, 2024 through April 14, 2029.
License needs have further increased based on updated department user needs. When licenses were first established in 2024, departments provided their five-year user estimates totaling 365. However, cloud migration did not occur until 2025, so departments lacked full insight into actual user workflows, business process changes, and staff user adjustments associated with the new cloud platform. After the cloud migration was completed, departments were able to evaluate their operational usage more accurately.
Additionally, as part of the initial rollout, the Assessor’s Office was included at no cost for the first two years while determining its licensing needs. They have now identified a requirement for 110 additional licenses moving forward. While most license adjustments have occurred, the cloud platform is still relatively new, and additional growth is anticipated through the remainder of the agreement period of April 15, 2024 through April 14, 2029. An increase of $750,000 to the not-to-exceed amount is anticipated to sustain anticipated license growth.
Approval of this item will allow the Purchasing Agent to continue issuing purchase orders, subject to the terms of Agreement No. 24-251, for any additional licenses and related services as needed for future staffing and workload throughout the user departments and will increase the previous not-to-exceed amount by $750,000, from $7,026,214 to $7,776,214, with no change to the period of April 15, 2024 through April 14, 2029.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on May 7, 2026; Risk Management (Stephanie Mead, Staff Analyst II Trainee, 386-9044) on April 9, 2026; Purchasing (Joni Yang, Buyer III, 387-2463) on March 31, 2026; and County Finance and Administration (Guy Martinez, Principal Administrative Analyst, 387-5428) on May 4, 2026.