Explanation
This ordinance authorizes the Director of the Department of Technology to renew an agreement with Accela, Inc. utilizing a State of Ohio Master Cloud Service Agreement (MCSA0123) for software licensing, maintenance, support, and professional services in the amount of $1,312,970.55. This amount includes $30,000.00 in contingency funds for use when unforeseen services are required. Ordinance 0402-2025, passed on March 5, 2025, authorized the first year of the five-year agreement. This ordinance authorizes the funding of year two of the agreement, with the option to renew for three additional one-year terms upon approval of City Council.
Accela is currently used by the Departments of Building and Zoning Services, Development, Public Utilities, Public Service, Recreation and Parks, and Public Health. 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, monitor the performance of the One Stop Shop, and support the Environmental Health Unit.
Due to the receipt of only one quote from the only vendor on the STS/MCSA, the Department of Technology requests a waiver of the bidding provisions outlined in City Code Section 329.
Additionally, this ordinance authorizes the extension of PO520927 for a period of twelve (12) months, to June 30, 2027. Extending this purchase order will allow for the continuation and completion of the conversion from an on-premise product, which is no longer supported by the vendor, to the Accela Cloud (SaaS) platform. The scope of the project and the total amount of the purchase order have not changed. Rather, the extension will ensure access to the funds available on the purchase order through the conclusion of the aforementioned project.
CONTRACT COMPLIANCE
Vendor: Accela
DAX/CC# 010838
Expiration Date: 4-21-2025
Vendor will be contract compliant prior to the issuance of a purchase order.
FISCAL IMPACT
Funds for the above-noted services are budgeted and available in the 2026 Information Services operating budget. The subsequent annual costs will be planned and budgeted for by the Department of Technology.
Title
To authorize the Director of the Department of Technology to renew a contract with Accela, Inc. from a State of Ohio Master Cloud Service Agreement for software licensing, maintenance, support, and professional services with the option to renew for three additional one-year terms; to waive the competitive bidding provisions of Chapter 329 of the Columbus City Codes; to extend an existing purchase order issued for the Accela migration project, and to authorize an expenditure from the Department of Technology, Information Services Operating Fund. ($1,312,970.55)
Body
WHEREAS, there is a need to purchase software licensing, maintenance, support, and professional services for Accela Cloud (SaaS) platform; and
WHEREAS, Ordinance 0402-2025 authorized the Director of the Department of Technology to enter contract with Accela using the services as provided via State of Ohio Master Cloud Service Agreement, MCSA0123; and
WHEREAS, the Director of the Department of Technology has a need to enter year two of an agreement with Accela, Inc. in the amount of $1,312,970.55; and
WHEREAS, this ordinance authorizes the option to renew the agreement for three additional one-year terms; and
WHEREAS, a waiver of the bidding requirements of Columbus City Code Section 329 is requested for this contract; and
WHEREAS, this ordinance authorizes the extension PO520927 for a period of twelve (12) months, to June 30, 2027, to allow for the completion of the project; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology, on behalf of various city departments, to enter contract with Accela, Inc. utilizing a State of Ohio Master Cloud Service Agreement for software licensing, maintenance, support, and professional services and extend purchase order PO520927 for the preservation of public health, peace, property and 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 renew a contract with Accela, Inc. from a State Term Contract for Accela Cloud (SaaS) software licensing, maintenance, support, and professional services at a total cost of $1,312,970.55 for a one-year term, with the option to renew for three additional one-year terms, and to extend PO520927 for a period of twelve (12) months, to June 30, 2027.
SECTION 2. That the expenditure of $1,312,970.55, or so much thereof as may be necessary, is hereby authorized to be expended as follows in the attachment to this ordinance. (See attachment 0368-2026EXP).
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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.