Explanation
BACKGROUND:
This ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology for various city departments, to establish a purchase order/contract with Diversatec Resources, Inc. utilizing an Ohio State Term Schedule (STS) expiration date (06/30/2019), schedule number: 534354-14 for the purchase of annual Accela software licensing and maintenance and support services with a term period of April 1, 2019 to March 31, 2020, in the amount of $343,963.30. Specifics as to licenses original purchase date, licenses type, quantity, associated term period and applicable software licensing and maintenance and support cost for each item is outlined in detail on attachment: 0988-2019 Diversatec STS accela quote Q190073. (See attachment)
The Department of Technology (DoT) through utilization of bids from the Ohio STS, received (3) three bids in response for the annual renewal of Accela licensing and maintenance and support service with Diversatec Resources, Inc. with the lowest price of the three vendors. Therefore, the department is recommending that the purchase order/contract be awarded to Diversatec Resources, Inc. in the amount of $343,963.30.
Vendors: Amount
Diversatec Resources, Inc. $343,963.30
Carahsoft $344,054.11
Brown Enterprise Solutions $347,510.71
The original contract for this software (CT17745) was awarded to Open Data Systems as a solution for tracking building permit activity. The annual contract was transferred to Accela, Inc. in 2001 when Open Data Systems was acquired under ordinance 1754-01, passed October 22, 2001. The most recent contract for the Accela licensing and maintenance and support was authorized by ordinance 0738-2018, passed March 26, 2018 establishing PO119505.
The contract supports 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.
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 2017 ($336,572.44) and 2018 ($356,197.62) was legislated for software licensing and maintenance and support services for the Accela application. For year 2019, the annual Accela licensing and maintenance and support services will cost $343,963.30. Funds are budgeted and available within the Department of Technology, direct charge agencies, Information Services Operating Fund.
CONTRACT COMPLIANCE:
Vendor Name: Diversatec Resources, Inc. FID/CC#: 20-2059989 Expiration Date: 3/13/2021
(DAX Vendor Account #021935)
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology for various city departments, to establish a purchase order/contract with Diversatec Resources, Inc. utilizing an Ohio State Term Schedule (STS) for the purchase of Accela software licensing and maintenance and support services; and to authorize the expenditure of $343,963.30 from the Department of Technology, Information Services Operating Fund, and to declare an emergency. ($343,963.30)
Body
WHEREAS, the original contract for this software (CT17745) was awarded to Open Data Systems as a solution for tracking building permit activity. The annual contract was transferred to Accela, Inc. in 2001 when Open Data Systems was acquired under ordinance 1754-01, passed October 22, 2001; and
WHEREAS, this legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology for various city departments, to establish a purchase order/contract with Diversatec Resources, Inc. utilizing an Ohio State Term Schedule (STS) expiration date (06/30/2019), schedule number: 534354-14 for the purchase of annual Accela software licensing and maintenance and support services with a term period of April 1, 2019 to March 31, 2020, in the amount of $343,963.30; and
WHEREAS, the contract will support the provisions for services between the City of Columbus and Diversatec Resources, Inc., for the purpose of Accela software licensing and 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, an emergency exist in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of Finance and Management, on behalf of the Department of Technology for various city departments, to establish a purchase order/contract with Diversatec Resources, Inc. for Accela software licensing and maintenance and support services 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 Finance and Management, on behalf of the Department of Technology for various city departments is hereby authorized to establish a purchase order/contract with Diversatec Resources, Inc. utilizing an Ohio State Term Schedule (STS) expiration date (06/30/2019), schedule number: 534354-14 for the purchase of annual Accela software licensing and maintenance and support services with a term period of April 1, 2019 to March 31, 2020, in the amount of $343,963.30.
SECTION 2. That the expenditure of $343,963.30 or so much thereof as may be necessary is hereby authorized to be expended from: (see attachment 0988-2019 EXP)
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 | Section 5: IT1211 |Amount: $83,995.84
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 | Section 5: IT1303 |Amount: $179,308.07
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 | Section 5: IT1315 |Amount: $9,080.63
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 | Section 5: IT1316 |Amount: $41,344.39
DPU - (Electricity/ Water/ Sewers & Drains/ Storm Water)
Dept.: 47 |Div.: 4701 |Obj.: Class: 03|Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001 |Section 3: 470104 |Section 4: IS02 | Section 5: N/A |Amount: $30,234.37
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 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 5: 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 approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.