$3.2 million software upgrade approved for Huntington Beach city services

The Huntington Beach City Council on Monday unanimously voted to spend $3.2 million to update 14-year-old software used in building, planning, fire and public works departments.

Proponents said the new Accela Automation software, from San Ramon-based Accela Inc., won’t just ease internal operations but will also be a boon to residents of the city.

They say the software could mean fewer trips to City Hall through online access to services — including making payments, renewing business licenses and reporting possible code violations — from a variety of city departments, some of which were never online before.

Assistant City Manager Ken Domer sees a particular benefit to people seeking building permits.

“The new permitting software will allow for our residents to conduct online permit applications, to include submitting and paying for permits, as well as interacting with city staff through electronic plan review,” he said in a follow-up email. “We expect this functionality to expedite the overall permitting process as well as reduce vehicle trips to deliver applications in person as is done now.”

He added, “Residents, contractors and interested persons will be able to gain up-to-date information on permit activity, arrange inspections, make payments and track the progress of their project from their home or smart phone 24 hours a day. With the electronic plan check ability, plans can be emailed to the city, reviewed and emailed back as approved or for corrections, reducing the time of overall plan checking.”

The new system is expected to be up and running in about two years, after installation and staff training, and usable for more than 10 years, according to a staff report.

The report said the old system was no longer compatible with current technology and is about six years overdue for phase-out.

“Over time, it became apparent that the system lacked the flexibility needed to keep current with today’s processes, operational needs and technological upgrades,” according to the report.

The new software, which is used by more than 2,100 cities worldwide, would be funded from one-time funding sources, including $2 million in state funding, $300,000 from balances available in the Air Quality Management District fund — allowed because the technology would mean fewer trips to City Hall for residents and therefore less smog, according to city staff — and $889,000 from the city’s general fund reserves. The city deposits about $10 million in development-related permitting and business licensing revenue into the general fund each year.

Current annual maintenance costs are $55,000; the annual maintenance for the new system will average about $195,000 over the next 10 years, staff said.

Domer said at the meeting that the city will see if staff can be reduced because of increased efficiencies with the new system.

Council members questioned the maintenance costs during the two years before the system is fully functional.

“We’re paying you to install the system, and at the same time, you’re charging us a maintenance fee,” said Councilman Billy O’Connell. “I’m struggling with that, to be very frank with you. I’m finding it very hard to swallow that pill right now.”

Accela representatives said the maintenance includes a full staff and a program that would be accessible by city staff members during that time.

Acknowledging the needed updates, the council ultimately decided to approve the project but check in on how it is working every six months until it goes live in 2018.

“I think it would be quite exciting to hear about the progress made,” said Councilwoman Barbara Delgleize.

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Brittany Woolsey, brittany.woolsey@latimes.com

Twitter: @BrittanyWoolsey