Explanation
BACKGROUND:
In 2001, the City of Columbus, in an effort to improve the efficiency and speed with which development plans are reviewed, entered into a Memorandum of Understanding with the development community and created the Columbus One-Stop Shop. To continue that effort, further consolidation of all review functions is currently underway, thereby improving efficiencies in the review and approval of plans and construction documents.
This legislation requests approval to modify an existing contract (EL001714), from the original vendor Accela, Inc., to support improvements; to enhance and update the existing computer system (consisting of hardware and software) and related services used to track all activities of various City departments, divisions, and agencies, with responsibility for various portions of this review. The decision to modify the existing system was made after an extensive review and on-site demonstrations of various system, software packages, configurations, and other related services. This modification allows, but is not limited to: updates of the operating system (for compatibility with the current software); increased tracking across all sections that have construction document review responsibilities; expanded mapping capabilities; the addition of a stronger more robust operating framework; and expands the public's access to status reports and future on-line permitting without compromising the integrity of the data currently in the system. This is the sixth modification to this contract, the cost of which was determined through negotiations and a researched cost analysis quote.
Passage of this ordinance will authorize the City Auditor to transfer and subsequently appropriate $2,360,000.00 from the Special Income Tax Fund (SIT) to the Information Services Bond Fund. These funds are being used in the interim until the next bond sale. It also authorizes the Director of the Department of Technology, on behalf of the Divisions of Building Services and Neighborhood Services, to modify a contract with Accela, in accordance with the terms and conditions established in the original agreement. Accela, Inc. is the owner of the programming code embedded within the software awarded in the original contract.
FISCAL IMPACT:
The amount of $176,010.00 was expended in fiscal year 2004 for services provided by Accela, Inc. During the fiscal year 2005, $172,062.00 was expended for on-going maintenance and support services. Earlier this year, ordinance #0917-2006 passed in the amount of $200,739.00, for the annual renewal of maintenance and support services. However, the aggregate contract total, including this modification, through the Department of Technology is $3,590,838.50. Funding for this ordinance, in the amount of $2,360,000.00 will be made available through certifying funds against the special income tax fund. These funds are being used in the interim until the next bond sale, following which, the Special Income Tax Fund will be reimbursed.
EMERGENCY: There is an immediate need to modify an existing contract with Accela, Inc. to continue daily operational needs, such as support; migration; and enhancements (hardware and software) of a computer system, according to timelines and deadlines negotiated.
CONTRACT COMPLIANCE: 94-2767678 Expiration: 12/01/2006
Title
To authorize and direct the City Auditor to transfer $2,360,000.00 from the Special Income Tax Fund to the Information Services Bond Fund; to authorize the subsequent appropriation of said funds to the Information Services Bond Fund; to authorize the Director of the Department of Technology to modify and extend a contract with Accela, Inc., on behalf of the Divisions of Building Services and Neighborhood Services, to fund the upgrade, enhancement and update the computer system used by Columbus' One-Stop-Shop and related services; to authorize the expenditure of $2,360,000.00 from the Information Services Bond Fund; and to declare an emergency. (AMENDED BY ORD. 1700-2006 PASSED 10/16/2006)
Body
WHEREAS, the parties executed Contract Number EL001714 under authority of ordinance 1754-01, approved by Columbus City Council on Monday, October 22, 2001; and
WHEREAS, the City, via the Department of Technology, has traditionally contracted with the Accela, Inc. for maintenance and support services of the One-Stop-Shop computer system due to the proprietary nature of the system; and
WHEREAS, this modification will further improve, enhance, and update to the existing computer hardware and software, used to track certain activities of various City departments, divisions and agencies; and
WHEREAS, there are multiple benefits associated with this modification, including, but not limited to updates of the operating system (for compatibility with the current software); increased tracking across all sections that have construction document review responsibilities; expanded mapping capabilities; the addition of a stronger more robust operating framework; and expanded public access to status reports and future on-line permitting.
WHEREAS, Agreement (EL001714), by and between the City and the Contractor must be modified, to provide updates, enhancements, and migration services from the suite of Accela Enterprise system modules currently utilized by the City, to the web-based Accela Automation, and;
WHEREAS, the decision to go with a modification of the existing software from the existing vendor came after an extensive review and on-site demonstration of various software packages and configurations; and
WHEREAS, the modification of this contract between Accela, Inc. and the City of Columbus, shall not exceed the amount of $2,360,000.00, made available by the transfer of funds from the Special Income Tax Fund to the Information Services Bond Fund; and
WHEREAS, the City will sell notes or bonds to fund this project and will reimburse the Special Income Tax Fund; and
WHEREAS, this transfer should be considered a temporary funding method; and
WHEREAS, the aggregate principal amount of obligations which the City will issue to finance the purchase authorized herein will not exceed $2,360,000; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary to authorize the Director of the Department of Technology to modify and extend the contract with Accela, Inc., to upgrade, update, enhance, and migrate the One-Stop-Shop computer system, thereby preserving the public health, peace, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the sum of $2,360,000.00 be and is hereby appropriated from the unappropriated balance of the Special Income Tax Fund, Fund 430, and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2006 to the City Auditor, Department 22-01, Object Level One 10, OCA Code 902023, Object Level Three 5502.
SECTION 2: That the City Auditor is hereby authorized to transfer said funds to the Information Services Bond Fund at such time as is deemed necessary by the City Auditor, and to expend said funds, or so much thereof as may be necessary.
SECTION 3: That the amount of $2,360,000.00 is hereby transferred and appropriated to the Information Services Division 47-02, Information Services Bond Fund, Fund 514, Subfund 002, Accela Upgrade Replacement Project, Project No. 470042, OCA Code 470042, Object Level Three Code 6649
SECTION 4: That upon obtaining other funds for this Project, the City Auditor is hereby authorized and directed to repay the Special Income Tax Fund the amount transferred under Section 2, above, and said funds are hereby deemed appropriated for such purpose.
SECTION 5: That the City Auditor is authorized to establish proper accounting project numbers, and to make any accounting changes to revise the funding source for any contract or contract modification associated with the expenditure of funds transferred in Section 2, above.
SECTION 6: The City intends that this ordinance constitute an "official intent" for purposes of Section 1.150-2(e) of the Treasury Regulations promulgated pursuant to the Internal Revenue Code of 1986, as amended.
SECTION 7: That the Director of the Department of Technology, on behalf of Building Services Division and Neighborhood Services Division, be and is hereby authorized to modify and extend a contract associated with purchase order EL001714 for the software and support maintenance services provided by Accela, Inc.
SECTION 8: That the expenditure of $2,360,000.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.:47-02|Fund:514|Subfund:002|Project Number:470042|OCA Code:470042|
Obj. Level 1:06|Obj. Level 3: 6649|Amount: $2,360,000.00
SECTION 9: 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.