title
CC - CONSENT ITEM: (1) Authorization of a Six-Year Renewal of Enterprise Agreement with Accela Inc. for Culver City’s Permitting System Not-to-Exceed the Amount of $1,166,079.30 During the Term of the Agreement; and (2) Authorization to the City Manager to Approve Amendment(s) to the Agreement in an Additional Amount of 10% Per Year for the Term of the Agreement for Unanticipated Costs.
body
Meeting Date: April 27, 2026
Contact Person/Dept: Johnnie Griffing / IT Department
Phone Number: (310) 253-5976
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (04/23/2026)
Department Approval: J.R. Wright, Chief Information Officer (04/10/2026)
_____________________________________________________________________
RECOMMENDATION
Staff recommends the City Council (1) approve the renewal of an Enterprise Agreement with Accela Inc. for Culver City’s permitting system for a term of six years in an amount not-to-exceed $1,166,079.30 during the term of the agreement; and (2) authorize the City Manager to approve amendment(s) to the agreement in an additional amount not-to-exceed 10% per year during the term of the agreement for unanticipated costs.
BACKGROUND/DISCUSSION
As a long-standing customer of Accela for nearly 30 years, Culver City has built a strong foundation on a permitting and licensing platform that reliably supports daily operations across multiple departments. Over time, the City has continued to expand and modernize its use of Accela to meet evolving service demands and community expectations.
In 2018, Culver City successfully launched its cannabis permitting modules within the Accela system, establishing a structured, transparent, and compliant process for a complex and highly regulated industry. In recent years, the City has made additional strategic enhancements to further improve efficiency and service delivery, including:
• Migration to the modern Accela Citizen Access (ACA) platform, improving online accessibility and user experience for residents and businesses
• Integration with the City’s Geographic Information System (GIS), enabling more informed, location-based decision-making and streamlined workflows
• Completion of the Electronic Document Review (EDR) project, reducing paper dependency and accelerating plan review cycles
• Implementation of solar permitting in partnership with Symbium, supporting faster adoption of renewable energy solutions
Today, Accela supports critical permitting functions across Building & Safety, Planning, Engineering, and Fire, serving as a centralized system that enhances coordination, transparency, and accountability across departments.
To ensure Culver City remains at the forefront of operational efficiency, innovation, and user-friendly public engagement, Accela will provide white-glove support in 2026 to guide the City’s transition to its newest platform, Public Portal.
Key Benefits of the Accela Permitting and Licensing Program:
• Improved Customer Experience: Intuitive, 24/7 online access for residents, contractors, and businesses to apply, track, and manage permits and licenses
• Operational Efficiency: Streamlined workflows, automation, and reduced manual processes result in faster turnaround times and lower administrative burden
• Enhanced Transparency: Real-time status updates and centralized data improve visibility for both staff and the public
• Regulatory Compliance: Built-in tools help ensure adherence to local, state, and federal regulations
• Data-Driven Decision Making: Integration with GIS and reporting tools enables better planning, forecasting, and resource allocation
• Scalability and Innovation: Continuous platform enhancements-such as Public Portal-ensure the system evolves alongside the City’s needs
Together, these capabilities position Culver City to deliver faster, more transparent, and more responsive services while maintaining a strong foundation for future growth and innovation.
FISCAL ANALYSIS
The City is entering into the final year of the current enterprise agreement with the current expiration on June 30, 2027. Typical software systems like Accela may rise with annual inflation upwards of 6 to 10%. In negotiating with Culver City, Accela is offering a discounted rate of 0% increase in Years 2 through 4 and, thereafter, a small 2.9% increase in Year 5 and Year 6. Year 1 trues up the current year to coincide with Culver City’s fiscal year funding becoming available. The cost is broken down as follows:
As shown above, the upcoming Year 2 represents the same cost to Culver City as it stands today, at $228,928.50. If considering a modest and typical annual increase of 6% then the total cost to Culver City would have been $1,368,079.30. Recent negotiations with Accela Inc represent this total savings of at least $200,000.00 to Culver City.
Funding for annual payments has historically been paid from the Technology Surcharge Fund, that was established in 2005 and currently includes a 5.44% Technology Fee as a surcharge on permits dedicated to support and implement technical improvements within the permitting process, which will be used for these costs.
Since 2024, funding for annual payments has been paid from IT Department’s software maintenance Account 10124100.600200 (Technology Surcharge Fund - R&M Equipment) which can be found on page 265 of the Budget Book, of which there is sufficient funds to support this expenditure. Due to the potential to add new modules or advanced functionality not covered with current licensing during this extended renewal term, staff is recommending a contingency amount of up to 10% that the City Manager may approve.
ATTACHMENTS
1. 2026-04-27_ATT_Renewal Order Form (2027-2032) - Culver City, CA.pdf
recommended action
MOTIONS
That the City Council:
1. Authorize the six-year renewal of an Enterprise Agreement with Accela Inc for Culver City’s Permitting System in an amount not-to-exceed $1,166,079.30 during the term of the agreement; and
2. Authorize the City Manager to approve amendment(s) to the agreement in an additional amount of 10% per year for the term of the agreement for unanticipated costs; and
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.