Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services, to enter into the fifth year of a five year software maintenance and support agreement with Accela, Inc.in the amount of $307,898.47 for the coverage term period of April 1, 2016 to March 31, 2017. The original contract was authorized by ordinance 0430-2012, passed May 21, 2012 through purchase order EL012856. The contract for the fourth year term period of April 1, 2015 to March 31, 2016 was most recently authorized by ordinance 0438-2015, passed March 09, 2015 through purchase order EL016891.
The contract will continue the provisions for services between the City of Columbus and Accela, Inc. for the purpose of software maintenance and support services utilized by the Department of Building and Zoning Services; which also supports daily operational functions that benefit various city departments and divisions such as, yet not limited to: the Department of Development, the Department of Public Utilities, and transportation divisions in the Public Service Department. These maintenance and support services 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. Without the passage of this legislation, the Department of Technology will lose the ability to maintain the AA application, eliminating the ability to provide web access for building permits, data and information utilized by citizens regarding issues such as building permits and inspections.
This ordinance also authorizes the Director of the Department of Technology, on behalf of the Department of Development to modify an agreement with Accela, Inc. for new licenses, software maintenance and support services, in the amount of $48,421.98 with the term coverage period for the maintenance and support on the new licenses being one year from the date of the certified purchase order. It is in the City’s best interest to consolidate annual maintenance for these licenses into the master software maintenance and support agreement with Accela.
1. Amount of additional funds to be expended: $48,421.98
Original contract and modifications amount: $1,458,315.57 (years 1-5)
Amount of original contract and modifications: $1,506,737.55
2. Reason additional goods/services could not be foreseen:
The need for this modification was not known when the original contract was negotiated in 2012. Plans for additional Accela licenses with maintenance and support were not known at the time of the agreement.
The Department of Development has an immediate need for additional licenses to support staff's usage of the Accela Automation (AA) System application.
3. Reason other procurement processes are not used:
Accela, Inc. is the sole distributor of the AA application software licenses, and does not utilize distributors or resellers to provide licenses, maintenance and support for its proprietary software products.
It is in the City’s best interests to utilize the agreement with Accela, Inc. to acquire additional software licenses with maintenance and support to use in the AA proprietary system.
4. How cost of modification was determined:
The City requested a price quote from Accela, Inc. for the cost of additional software licenses and maintenance and support services as shown in the quote. The per license support cost is consistent with the amount originally agreed upon in 2012.
Finally, this ordinance requests approval to continue services provided by Accela in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code; as it has been determined Accela, Inc. is the sole distributor of the AA application, and does not utilize distributors or resellers to provide maintenance and support for its software products.
EMERGENCY: Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
FISCAL IMPACT:
In 2014 ($287,099.18) and 2015 ($356,320.45) was legislated to be expended for software maintenance and support services for the Accela, Inc application. For year 2016, software maintenance and support services will cost $307,898.47. An additional cost for new licenses and maintenance support services for the Department of Development will cost $48,421.98 for a total cost of $356,320.45. Funds are budgeted and available within the Department of Technology, direct charge agencies, Information Services Operating Fund. The aggregate total contract amount including this ordinance is $1,506,737.55
CONTRACT COMPLIANCE:
Vendor Name: Accela, Inc. FID/CC#: 94 - 2767678 Expiration Date: 12/10/2016
(DAX Vendor Account #010838 )
Title
To authorize the Director of the Department of Technology, on behalf of the Departments of Building and Zoning Services, Development, Public Utilities and Public Service, to enter into and modify an agreement with Accela, Inc. for software maintenance support services on existing licenses; to purchase additional licenses with software maintenance and support for the Department of Development in accordance with the sole source provisions of Columbus City Code; and to authorize the expenditure of $356,320.45 from the Department of Technology, Information Services Operating Fund, and to declare an emergency. ($356,320.45)
Body
WHEREAS, the original software maintenance and support agreement (EL012856) was authorized by ordinance 0430-2012, passed May 21, 2012; and
WHEREAS, this legislation authorizes the Director of the Department of Technology, on behalf of the Departments of Building and Zoning Services, Development, Public Utilities and Public Service to enter into to the fifth year of a five year existing software maintenance and support agreement with Accela, Inc., for the term period of April 1, 2016 to March 31, 2017, in the amount of $307,898.47; and
WHEREAS, this legislation also authorizes the Director of the Department of Technology on behalf of the Department of Development to enter into and modify an agreement with Accela, Inc. for new licenses with software maintenance and support, in the amount of $48,421.98 and with the term period for the software maintenance and support being for one (1) year from the date of the certified purchase order; and
WHEREAS, the contract will continue the provisions for services between the City of Columbus and Accela, Inc. for the purpose of software maintenance and support services utilized by the Department of Building and Zoning Services which also supports daily operational functions that benefit various City departments and divisions such as, yet not limited to: the Department of Development, the Department of Public Utilities, and transportation divisions in the Public Service Department; and
WHEREAS, it has been determined Accela, Inc. is the sole distributor of the AA application, and does not utilize distributors or resellers to provide maintenance and support for its software products, as such, this ordinance requests approval to continue services provided by Accela in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code; and
WHEREAS, an emergency exist in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director, on behalf of various departments to enter into and modify an annual maintenance and support contract and to acquire additional software licenses with maintenance and support on behalf of the Department of Development with Accela, Inc. to avoid service interruption, thereby preserving the public health, peace, property, 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, on behalf of the Departments of Building and Zoning Services (BZS), Development, Public Utilities and Public Service be and is hereby authorized to continue and modify the fifth year of a five year annual software maintenance and support agreement with Accela, Inc., for the period April 1, 2016 to March 31, 2017, in the amount of $307,989.47.
SECTION 2. That the Director of the Department of Technology is authorized to establish a contract/ purchase order to acquire additional software licenses with maintenance and support, on behalf of the Department of Development, with Accela, Inc. in the amount of $48,421.98 and with the term period for the software maintenance and support being one (1) year from the date of the certified purchase order. The total amount of funds requested via this ordinance is $356,320.45.
SECTION 3: That the expenditure of $356,320.45 or so much thereof as may be necessary is hereby authorized to be expended from: (see attachment 0202-2016 EXP)
DPU - Electricity
Dept: 47 |Div: 4701 |Obj Class: 03| Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001 |Section 3: 470104 |Section 4: IS02 | Optional Field: IT00038 | Amount: $1,690.36
DPU - Water
Dept: 47 |Div: 4701 |Obj Class: 03|Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001|Section 3: 470104 |Section 4: IS02 |Optional Field: IT00039 |Amount: $10,751.82
DPU - Sewers & Drains
Dept: 47 |Div: 4701 |Obj Class: 03|Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001 |Section 3: 470104 |Section 4: IS02 |Optional Field: IT00040 |Amount: $12,054.22
DPU - Storm Water
Dept: 47 |Div: 4701 |Obj Class: 03|Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001 |Section 3: 470104 |Section 4: IS02 |Optional Field: IT00041 |Amount: $3,214.46
Building and Zoning Services
Dept: 47 |Div: 4701 |Obj Class: 03|Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001 |Section 3: 470104 |Section 4: IS02 | Optional Field: IT00023 |Amount: $166,265.17
Department of Public Service:Trans-Infrastructure
Dept: 47 |Div: 4701 |Obj Class: 03|Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001 |Section 3: 470104 |Section 4: IS02 |Optional Field: IT00050 |Amount: $43,105.69
Department of Public Service:Trans-Design Construction
Dept: 47 |Div: 4701 |Obj Class: 03|Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001 |Section 3: 470104 |Section 4: IS02 |Optional Field: IT00049 |Amount: $9,085.00
Department of Development
Dept: 47 |Div: 4701 |Obj Class: 03|Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001 |Section 3: 470104 |Section 4: IS01 | Optional Field: IT00024 |Amount: $61,731.75
Department of Development - (new -Licenses)
Dept: 47 |Div: 4701 |Obj Class: 03|Main Account: 63945 |Fund: 5100 |Subfund: 510001 |Program: CW001 |Section 3: 470104 |Section 4: IS01 |Optional Field: IT00024 |Amount: $39,625.98
Department of Development - (new Licenses-maintenance and support)
Dept: 47 |Div: 4701 |Obj Class: 03|Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001 |Section 3: 470104 |Section 4: IS01 | Optional Field: IT00024 |Amount: $8,796.00
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 this contract and modifications thereof is being established in accordance with the sole source provisions of the Columbus City Code, Chapter 329.
SECTION 7: That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is declared to be an emergency and shall take effect and be in force from and after its passage and approved by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.