Explanation
BACKGROUND: This legislation authorizes the Director of the Department of Technology to modify and extend a contract established by purchase order EL001714 under the authority of ordinance 1754-01, with Accela, Inc., formerly Open Data Systems, Inc. (herein referred to as Accela, Inc.) and to purchase additional seat licenses. Currently, Accela, Inc. is the owner of the programming code embedded within software awarded in the original contract (CT-17745). The purpose of this legislation is to:
1. Modify and extend a contract, established by purchase order EL001714, for services between the City and Accela, Inc. through March 31, 2004 in the amount of $158,439.24, for the purpose of providing software maintenance and support services for the Department of Development, Building Services Division. These maintenance and support services include providing technical assistance and support, upgrades, support services, and assistance on Accela Enterprise (AE) System configuration.
2. Acquire 35 additional Accela licenses for use in the One Stop Shop Tracking System at a cost of $87,500, with 24 licenses for various divisions within the Department of Public Utilities, 8 licenses within the Transportation Division, and three licenses, funded from the One Stop Shop special revenue fund, for General Fund agencies whose plan review is essential to the One Stop Shop. Maintenance costs for 11 of these licenses is not included in the overall maintenance charges in Item 1, and would add $4,950 for a total cost of $92,450.
EMERGENCY:
There is an immediate need to modify and extend contract EL001714 to maintain service and support for the One Stop Shop permitting system.
FISCAL IMPACT:
The coverage period for this contract modification and extension is from April 1, 2003 through March 31, 2004. Funding for this ordinance is contingent on passage of an associated appropriation ordinance in the amount of $131,231.20. Other funds to cover this authorization are already in place in the Department of Technology, General Fund budget.
CONTRACT COMPLIANCE: 94-2767678 Expiration: 12/13/03
Title
To authorize the Director of the Department of Technology to modify and extend a contract with Accela, Inc., for the Development Services Division, for software maintenance, support services, and to acquire 35 additional seat licenses to support the One Stop Shop; to authorize the expenditure of $250,889.24 from the Technology Director's Office, $48,720.48 on behalf of General Fund agencies, and $202,186.76 on behalf of other funds agencies; and to declare an emergency. ($250,889.24)
Body
WHEREAS, The Department of Technology, on behalf of Development Services Division, needs to modify and extend the existing contract (EL001714) for software maintenance and support services for the City's building permits, code and Geographic Information System (GIS), and
WHEREAS, on October 2, 1996, City and OpenData Systems, Inc. entered into a contract (CT-17745) for the provision to the City of the ODS building permit application, and
WHEREAS, on May 22, 2000, OpenData Systems, Inc. and Sierra Computer Systems, Inc. merged to form the current entity, Accela, Inc., and
WHEREAS, The Department of Technology now requires and recommends an modification of the contract EL001714 by and between the City of Columbus and Accela, Inc. to continue software maintenance and support services, and
WHEREAS, the modification of this contract EL001714 between Accela, Inc. and the City of Columbus, shall not exceed the amount of $158,439.24 budgeted for the 2003 Department of Technology, from the Information Services Fund, and
WHEREAS, there is a need to acquire additional licenses for the central tracking system based on the "Memorandum of Understanding outlined by Development Services, and
WHEREAS, the central tracking system will allow citizens and developers to access information regarding plan, plat and permit over the web, and
WHEREAS, the dollar amount authorized for the acquisition of additional licenses for the One Stop Shop Tracking System shall not exceed $92,450 budgeted for the 2003 Department of Technology, Information Services Fund, and
WHEREAS, an emergency exists in the usual daily operations of The Department of Technology in that it is immediately necessary to authorize the Director of the Department of Technology to modify and extend the contract with Accela, Inc., for the software maintenance, integration services in accordance with the terms and conditions of the modification of the contract, to purchase additional seat licenses, thereby preserving the public health, peace, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the Director of the Department of Technology be and is hereby authorized to modify and extend contract EL001714 for the software maintenance and support services, in the amount of $250,889.24 and to acquire 35 additional licenses to support the tracking system provided by Accela, Inc. for Development Services Division.
SECTION 2: That the expenditure of $250,889.24 or so much thereof as may be necessary is hereby authorized to be expended from:
Character |
Fund |
OCA Code |
Object Level 3 |
Amount |
03 |
010 |
470724 |
3369 |
$48,720.48 |
03 |
514 |
514240 |
3358 |
$7,500.00 |
03 |
514 |
514240 |
3369 |
$86,980.76 |
03 |
514 |
514550 |
3358 |
$7,500.00 |
03 |
514 |
514550 |
3369 |
$2,642.00 |
03 |
514 |
514599 |
3358 |
$20,000.00 |
03 |
514 |
514599 |
3369 |
$6,553.00 |
03 |
514 |
514600 |
3358 |
$25,000.00 |
03 |
514 |
514600 |
3369 |
$8,806.00 |
03 |
514 |
514650 |
3358 |
$27,500.00 |
03 |
514 |
514650 |
3369 |
$9,687.00 |
SECTION 3: 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.