Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services, to modify and extend an existing contract (EL005387, authorized by ordinance 1323-2006 on July 24, 2006) with Accela, Inc. to enhance the Accela computer system. This contract was last extended and modified by authority of ordinance 1428-2010, passed November 15, 2010, authorizing the expenditure of unspent balances on open purchase orders through December 31, 2011 to complete enhancements to Accela reporting and on-line payments. This ordinance will authorize the expenditure of up to $271,033.50 from Department of Technology capital funds to complete the Accela Automation Optimization Statement of Work; and extend the contract through December 31, 2012. All other terms and conditions of the existing contract will remain the same.
The Accela Automation Optimization Statement of Work includes the following deliverables. The first will migrate the Accela system to a virtual server, a more efficient technology platform. The second will integrate the Accela system with the Bentley document management platform, enabling Building and Zoning Services staff to conduct their work more efficiently. The third will optimize the GIS technology utilized by Accela, enabling improved information delivery from the Accela system. The fourth will implement enhancements to Accela Citizen Access, enabling the public to apply for certain types of permits and schedule building inspections on-line. The fifth will update and modify the fee schedule, ensuring proper payments. The sixth will update intake processes within the Accela system, enabling streamlined service to the public. The final deliverable will provide training to City staff responsible for managing the Accela application, improving their capacity to manage the Accela system and adjust it to accommodate changing business requirements.
The estimated cost to complete the Statement of Work is $154,885.28. This ordinance will authorize an additional $116,148.22 in contingency funds to accommodate potential change orders to the Statement of Work that require additional service hours. While the original contract anticipated that additional Accela system enhancements would be needed, specific needs were not known at the time. Those needs have now been discovered and sufficient information is available to estimate the cost of satisfying those needs. Because Accela, Inc. has specific knowledge of the City's needs and is also the manufacturer of the Accela software, it is not in the City's best interests to seek services through competitive procurement. The cost to complete the work was negotiated between the City and Accela, Inc., reflecting best estimates of the professional service hours and reasonable hourly rates required to complete the work.
This ordinance also authorizes the appropriation and expenditure of funds needed for this project and amend the Department of Technology, Information Services Division's 2011 Capital Improvement Budget (CIB), passed by Columbus City Council March 7, 2011 via ordinance 0266-2011, to accommodate for the additional expenditure authorized by this ordinance.
FISCAL IMPACT:
For fiscal year 2009 and 2010, $222,658.42 and $254,524.26 was legislated with Accela Inc. for the annual renewal of software maintenance and support. Earlier this year, $279,016.69 was legislated with Accela Inc., also for software maintenance and support. This ordinance will provide funding in the amount of $271,033.50 for professional services to enhance/upgrade the Accela computer system. Funds have been identified and are available within the 2011 Department of Technology, Information Services Division, Capital Improvement Bonds Fund.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the vendor in support of the enhancement of the Accela computer system, and also to maintain on-going and uninterrupted services for the Accela application.
CONTRACT COMPLIANCE:
Vendor Name: Accela, Inc. CC/FID# 94-2767678 Expiration Date: 10/28/2012
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services, to modify and extend a contract with Accela, Inc. for professional services to enhance/upgrade the Accela computer System; to amend the 2011 Capital Improvement Budget; and to authorize the appropriation and expenditure of $271,033.50 from the Department of Technology, Information Services Division, Capital Improvement Bonds Fund; and to declare an emergency. ($271,033.50)
Body
WHEREAS, the Department of Technology, on behalf of the Department of Building and Zoning Services (BZS), has a need to modify and extend a contract with Accela, Inc. through December 31, 2012 and expend up to $271,033.50 for professional services to enhance/upgrade the Accela computer system; and
WHEREAS, this ordinance authorizes $154,885.28 to cover project costs needed for Phase 1 and Phase 2 of the Accela Automation Optimization Statement of Work and allows for $116,148.22 in contingency funds to accommodate potential change orders to the Statement of Work that require additional service hours or other related services; and
WHEREAS, this ordinance also authorizes the appropriation and expenditure of funds needed for this project and amends the Department of Technology, Information Services Division's 2011 Capital Improvement Budget (CIB), passed by Columbus City Council March 7, 2011 via ordinance 0266-2011, to accommodate for the additional expenditure authorized by this ordinance; and
WHEREAS, an emergency exists in the usual daily operations of the City of Columbus, Department of Technology on behalf of the Department of Building and Zoning Services, in that it is immediately necessary to authorize the Director of the Department of Technology to modify and extend a contract with Accela, Inc. for professional services to enhance/upgrade the Accela computer system; and 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 modify and extend a contract with Accela, Inc. through December 31, 2012 for professional services to enhance/upgrade the Accela computer system, in the amount of $271,033.50; which entails $154,885.28 to cover project costs needed for Phase 1 and Phase 2 of the Accela Automation Optimization Statement of Work and allows for $116,148.22 in contingency funds to accommodate potential change orders to the Statement of Work that require additional service hours or other related service .
SECTION 2: That the 2011 Capital Improvement Budget is hereby amended as follows to account for the appropriation of funds:
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bonds/Capital Improvement Bonds Fund #514 (carryover):
Project Name/Number/Sub-fund Current CIB Amount Revised Amount Change
Accela Upgrade/Replacement:
470042-100000 02| $14,056| $271,034| +$256,978|
SECTION 3: That the appropriation and expenditure of $271,033.50 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470042-100000 (carryover funds)| Project Name: Accela Upgrade/Replacement| OCA Code: 470042|Obj. Level 1:06|Obj. Level 3: 6649|
Amount: $154,885.28
Contingency Funds: For Change orders:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470042-100000 (carryover funds)| Project Name: Accela Upgrade/Replacement| OCA Code: 470042|Obj. Level 1:06|Obj. Level 3: 6649|
Amount: $116,148.22
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 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.