Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services, to enter into a software maintenance and support contract with Accela, Inc. The original agreement (EL006387) was authorized by ordinance 1323-2006, passed on July 24, 2006. The contract was most recently renewed by authority of ordinance 0082-2011 (purchase order EL011466) passed February 28, 2011. This contract renewal will enable the City to enter into a five-year agreement with Accela, providing significant discounts/savings.
This ordinance will authorize the first term of the agreement, providing service for the period April 1, 2012 to March 31, 2013, at a cost of $279,016.69. This cost includes up to forty (40) hours of on-site technical assistance from Accela consultants to assist with system upgrades, at a cost of $9,600. Software maintenance and support costs for the next four terms of the agreement are as follows: 2nd year $269,416.69 for April 1, 2013 to March 31, 2014; 3rd year $277,499.18 for April 1, 2014 to March 31, 2015; 4th year $285,824.16 for April 1, 2015 to March 31, 2016; and 5th year $294,398.88 for April 1, 2016 to March 31, 2017. As needed, subsequent terms may also include on-site technical assistance, the costs of which will be negotiated, and will be in addition to the costs just specified. Payment for subsequent annual terms is contingent on available funding and approval of proper City authorities. The proposed agreement enables the City to cancel the agreement, without penalty, in the event that funds are not appropriated to pay for future annual terms.
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 2010 and 2011, $254,524.26 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 upgrades, split among various city agencies. Funds have been identified and are available within the Department of Technology, Internal Services Fund.
CONTRACT COMPLIANCE:
Vendor: Accela, Inc. FID/CC#: 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 enter into a contract with Accela, Inc. for software maintenance and support services; 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 Department of Technology, on behalf of the Department of Building and Zoning Services (BZS), has a need to enter into a contract with Accela, Inc. for software maintenance and support services associated with building permits and code enforcement in the amount of $279,016.69, with term period April 1, 2012 through March 31, 2013, and
WHEREAS, this contract will enable the City to enter into a five-year agreement with Accela, providing significant discounts/savings. The proposed agreement enables the City to cancel the agreement, without penalty, in the event that funds are not appropriated to pay for future annual terms, and
WHEREAS, this ordinance will authorize the first term of the agreement, providing service for the period April 1, 2012 to March 31, 2013, at a cost of $279,016.69. This cost includes up to forty (40) hours of on-site technical assistance from Accela consultants to assist with system upgrades, at a cost of $9,600, and
WHEREAS, this contract is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07; 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 enter into a 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 enter into a maintenance and support services contract with Accela, Inc., this contract will enable the City to enter into a five-year agreement with Accela, providing significant discounts/savings. The proposed agreement enables the City to cancel the agreement, without penalty, in the event that funds are not appropriated to pay for future annual terms. This legislation authorizes the first term of the contract, in the amount of $279,016.69, for the term period from April 1, 2012 through March 31, 2013.
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 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 4: That this contract is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
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.