Explanation
This ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology, to enter into contract with Accela, Inc. utilizing a State of Ohio Master Cloud Service Agreement - MCSA0123, to migrate the existing Accela on-premise Land Management instance to the Accela Cloud (SaaS) platform for the amount of $1,033,000.00.
Accela is currently used by the Departments of Building and Zoning Services, Development, Public Utilities, Public Service, and Recreation and Parks. Services provided through this contract include technical assistance, support, upgrades, and telephone support services for the Accela Automation (AA) System application, used to issue building permits, track code enforcement activities, and monitor the performance of the One Stop Shop. Accela is ending its support of on-premise instances as of December 31, 2025, and moving to the Accela Subscription Services product. Unless this migration takes place, the application will not be supported. The City of Columbus will retain support until the migration is complete, or through June 30, 2026, whichever comes first. Without the passage of this legislation, the Department of Technology will lose access to the various services described above.
Given the timing and the criticality of this service, a waiver of the bidding requirements of Columbus City Code Section 329 is requested.
CONTRACT COMPLIANCE
Vendor: Accela
DAX/CC# 010838
Expiration Date: 4-21-2025
FISCAL IMPACT
Funds for the above-noted services are budgeted and available in the 2025 Information Services operating budget.
EMERGENCY
Emergency designation is requested as it is critical to undertake the above described migration prior to the expiration of support so that departments can continue to access the application without interruption.
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with Accela, Inc. from a State Term Contract for the migration of the existing Accela on-premise Land Management instance to the Accela Cloud (SaaS) platform; to waive the competitive bidding provisions of Chapter 329 of the Columbus City Codes; to authorize the expenditure of $1,033,000.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($1,033,000.00)
Body
WHEREAS, there is a need to migrate the existing Accela on-premise Land Management instance to the Accela Cloud (SaaS) platform; and
WHEREAS, these services are provided via State of Ohio Master Cloud Service Agreement - MCSA0123; and
WHEREAS, the Director of Finance and Management, on behalf of theDepartment of Technology, has a need to enter into contract with Accela, Inc. for the amount of $1,033,000.00; and
WHEREAS, a waiver of the bidding requirements of Columbus City Code Section 329 is requested for this contract; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of Finance and Management, on behalf of the Department of Technology, to establish a purchase order with Accela, Inc. utilizing a State of Ohio Master Cloud Service Agreement - MCSA0123 for the above-described service for the immediate preservation of the public health, peace, property, and safety; NOW THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Finance and Management Department, on behalf of the Department of Technology, to establish a purchase order with Accela, Inc. from a State Term Contract for the migration of the existing Accela on-premise Land Management instance to the Accela Cloud (SaaS) at a total cost of $1,033,000.00.
SECTION 2. That the expenditure of $1,033,000.00, or so much thereof as may be necessary, is hereby authorized to be expended as follows in the attachment to this ordinance. (See attachment 0402-2025EXP).
SECTION 3. That this ordinance is submitted in accordance with the bid waiver provisions of Section 329 of Columbus City Codes and City Council does hereby waive the competitive bidding requirements under the Columbus City Codes.
SECTION 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 5. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.