Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to modify a contract with Accela, Inc., to provide for the payment of annual software licensing and maintenance fees.
Ordinance 1463-2014 authorized the Director of Public Service to waive bid and enter into contract with Accela related to the acquisition, configuration and rollout of Accela Automation software, replacing an earlier in-house permitting system.
Ordinance 2474-2016 authorized the Director of Public Service to execute a contract modification with Accela related to the development and implementation of additional configuration changes to the current workflow system and the acquisition, licensing, and maintenance of Accela Land Management and Accela Mobile Office software applications.
Ordinance 0272-2017 authorized the Director of Public Service to execute a second contract modification with Accela related to the purchase and maintenance of additional software licenses and the reimbursement of other direct costs incurred during the reconfiguration of the current workflow system.
Ordinance 2302-2017 authorized the Director of Public Service to execute a third contract modification with Accela related to the acquisition, licensing, and maintenance of Accela GIS Silverlight software necessary to integrate the Accela Civic Platform with the GIS technology utilized by the Department of Public Service. However, the purchase order established to pay the aforementioned expenses was cancelled as of year-end 2018 before payment was tendered to Accela for the associated costs. Those funds are now needed to satisfy the obligation owed to Accela for the continued provision and utilization of Accela software applications through March 31, 2020, and this legislation authorizes the encumbrance and expenditure of $31,665.60 for that purpose.
2. CONTRACT COMPLIANCE
The contract compliance number for Accela, Inc. is CC010838, which expires March 8, 2019. Accela will be required to renew its contract compliance prior to the execution of the aforementioned modification.
3. FISCAL IMPACT
Funds in the amount of $31,665.60 are available for this project in the Street Construction Maintenance and Repair Fund within the Department of Public Service.
4. EMERGENCY DESIGNATION
Emergency action is requested so as to prevent possible service interruptions.
Title
To authorize the Director of Public Service to modify a contract with Accela, Inc,. relative to the continued licensing and maintenance of Accela proprietary software through March 31, 2020; to authorize the expenditure of up to $31,665.60 from the Street Construction Maintenance and Repair Fund; and to declare an emergency. ($31,665.60)
Body
WHEREAS, Ordinance 1463-2014 authorized the Director of Public Service to waive competitive bidding to enter into contract with Accela related to the acquisition, configuration and rollout of Accela Automation software, enabling the Department of Public Service to replace an earlier in-house permitting system; and
WHEREAS, Ordinance 2474-2016 authorized the Director of Public Service to execute a contract modification with Accela related to the development and implementation of additional configuration changes to the current workflow system and the acquisition, licensing, and maintenance of Accela Land Management and Accela Mobile Office software applications; and
WHEREAS, Ordinance 0272-2017 authorized the Director of Public Service to execute a second contract modification with Accela in the amount of up to $36,031.30 related to the purchase and maintenance of five additional software licenses and the reimbursement of other direct costs incurred during the reconfiguration of the current workflow system; and
WHEREAS, Ordinance 2302-2017 authorized the Director of Public Service to it is necessary to authorize the Director of Public Service to execute a third contract modification with Accela in the amount of up to $55,713.60 to provide for the provision of additional professional services and the acquisition, licensing, and maintenance of Accela GIS Silverlight software necessary to integrate the Accela Civic Platform with the GIS technology utilized by the Department of Public Service; and
WHEREAS, the unexpended balance of PO086690 was liquidated as of year-end 2018 before payment was made to Accela for the associated costs; and
WHEREAS, those funds are needed to pay annual licensing and maintenance fees owed to Accela for the continued provision and utilization of Accela software applications through March 31, 2020; and
WHEREAS, this legislation authorizes the Director of Public Service to modify the existing agreement with Accela for that purpose; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Director of Public Service to modify a contract with Accela, Inc. and the encumbrance and expenditure of the requisite funds so as to prevent possible lapses in services provided to the general public; now therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Service be and is hereby authorized to modify a contract with Accela, Inc. for the continued provision and utilization of Accela software applications through March 31, 2020.
SECTION 2. That the expenditure of $31,665.60 or so much thereof as may be needed, is hereby authorized in Fund 2265 Street Construction Maintenance and Repair Fund in Object Level 03 Purchase Services per the account codes in the attachment to this Ordinance.
SECTION 3. 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 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 City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 6. 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.