Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services, to renew a software maintenance and support agreement with Accela, Inc. The original agreement (EL012856) was authorized by ordinance 0430-2012, passed May 21, 2012. This renewal will authorize the second year of a five year software maintenance and support agreement, including associated professional services to assist with software upgrades, for the period April 1, 2013 to March 31, 2014. The total cost of this renewal is $279,016.69, which includes $269,416.69 for standard maintenance and support, as well as $9,600 for onsite technical assistance to support software upgrades.
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.
Finally, this ordinance requests approval to continue services provided by Accela in accordance with sole source procurement provisions of Section 329 of the Columbus City Code; as it has been determined Accela 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 legislation is requested to maintain ongoing and uninterrupted services for the Accela application.
FISCAL IMPACT:
For fiscal year 2011 and 2012, $279,016.69 and $279,016.69 was legislated for software maintenance and support services respectively. This ordinance will provide funding in the amount of $279,016.69 for software maintenance support and professional services for software upgrades, split among various city agencies. Funds have been identified and are available within the Department of Technology, Internal Services Fund. The aggregate total contract amount including this renewal is $558,033.38.
CONTRACT COMPLIANCE:
Vendor Name: Accela, Inc. FID/CC#: 94 - 2767678 Expiration Date: 11/19/2014
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services, to renewal for the second year of a five year agreement a contract with Accela, Inc. for software maintenance support services and professional services to assistance with software upgrades; in accordance with the sole source provisions of the Columbus City Code; and to authorize the expenditure of $279,016.69 from the Department of Technology, Internal Services Fund; and to declare an emergency. ($279,016.69)
Body
WHEREAS, the original software maintenance and support agreement 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 Department of Building and Zoning Services, to renew for the second year of a five year software maintenance and support agreement with Accela, Inc., for the period April 1, 2013 to March 31, 2014 at a cost of $279,016.69, which includes $269,416.69 for maintenance and support, and $9,600 for onsite technical assistance to support software upgrades; 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, 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; and
WHEREAS, this ordinance requests approval to continue services provided by Accela in accordance with sole source procurement provisions of Section 329 of the Columbus City Code; as it has been determined Accela is the sole distributor of the AA application, and does not utilize distributors or resellers to provide maintenance and support for its software products; and
WHEREAS, an emergency exists in the usual daily operations of the City, in that it is immediately necessary to authorize the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services, to renew an annual maintenance and support contract 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 Department of Building and Zoning Services (BZS), be and is hereby authorized to renew for the second year of a five year annual software maintenance and support agreement with Accela, Inc., for the period April 1, 2013 to March 31, 2014 at a cost of $279,016.69, which includes $269,416.69 for maintenance and support, and $9,600 for onsite technical assistance to support software upgrades.
SECTION 2: That the expenditure of $279,016.69 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.:47-01|Fund:514|Sub-fund: 550|OCA Code: 514550|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $2,893.40 Electricity
Div.:47-01|Fund:514|Sub-fund: 600|OCA Code: 514600|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $18,403.94 Water
Div.:47-01|Fund:514|Sub-fund: 650|OCA Code: 514650|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $20,633.29 Sewer & Drains
Div.:47-01|Fund:514|Sub-fund:675|OCA Code: 514675|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $5,502.21 Storm Water
Div.:47-01|Fund:514|Sub-fund: 599|OCA Code: 514599|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $8,370.50 Transportation
Div.:47-01|Fund:514|Sub-fund: 240|OCA Code: 514240|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $167,410.01 Building and Zoning Services
Div.:47-01|Fund:514|Sub-fund: 010|OCA Code: 440147|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $55,803.34 Development
SECTION 3: 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 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 this contract is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
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.