Explanation
This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order/contract with Carahsoft Technology Corporation, using Ohio State Term Schedule (STS) no. STS-033-534354, with an expiration date of 6/30/2021. This is being done on behalf of the Departments of Building and Zoning Services, Development, Public Utilities, and Public Services, for software licensing, maintenance and support with Accela, Inc., for the period January 31, 2020 to January 30, 2021, in the amount of $415,106.86.
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 then transferred to Accela, Inc. in 2001 when Open Data Systems was acquired under ordinance 1754-01, which passed October 22, 2001. The most recent contract for Accela licensing, maintenance and support was authorized by ordinance 2051-2019, (passed July 29, 2019) superseding ordinance 0988-2019, which passed earlier in the year. The reason for the replacement ordinance was to correct part and SKU numbers on the quote that was attached to ordinance 0988-2019. This ordinance authorizes a new contract, beginning on January 31st, 2020 and ending on January 31, 2021.
Passage of this ordinance will ensure continuation of software maintenance and support services for Accela systems, used by the Departments of Building and Zoning Services, Development, Public Utilities, and Public Service. Services provided through this contract 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, removing 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 and to establish a purchase order before the Auditor's office 2019 year end close date.
FISCAL IMPACT
In 2017 and 2018, the department legislated $336,572.44 and $356,197.62, respectively for Accela software licensing, maintenance and support. The majority of the funds for this contract are budgeted and available in the DoT “direct charge” budgets of the user agencies. A portion of the contract amount allocated to the Development Department will be expended from the operating budget of the Information Services Division. Funds for this expenditure are available and budgeted and were reflected as such in DoT’s 3rd Quarter Financial Review submission to the Finance Department. The current contract, which expires on January 30, 2020, was legislated for a nine (9) month term, beginning on April 1, 2019, at a cost of $334,259.93.
CONTRACT COMPLIANCE
Vendor Name: Carahsoft Technology Corp
CC#: 52-2189693 Expiration Date: 6/22/2020
(DAX Vendor Account # 009115)
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology to establish a purchase order/contract with Carahsoft Technology Corporation, using an Ohio State Term Schedule, on behalf of the Departments of Building and Zoning Services, Development, Public Utilities, and Public Services, for the purchase of Accela software licensing and maintenance and support services; to authorize the expenditure of $415,106.86 from the Department of Technology, Information Services Operating Fund, and to declare an emergency. ($415,106.86)
Body
WHEREAS, the Departments of Building and Zoning Services, Development, Public Utilities, and Public Service use Accela to provide various city services; and
WHEREAS, the current contract for Accela software licensing, maintenance and support services will expire on January 30, 2020; and
WHEREAS, a new contract, beginning on January 31, 2020 and ending on January 30, 2021 is needed to continue the abovementioned services; and
WHEREAS, this ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order/contract with Carahsoft Technology Corporation, using Ohio State Term Schedule (STS) no. STS-033-534354, with an expiration date of 6/30/2021, for the Departments of Building and Zoning Services, Development, Public Utilities, and Public Services, for software licensing, maintenance and support with Accela, Inc., for the period January 31, 2020 to January 30, 2021, in the amount of $415,106.86.
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 Finance and Management, on behalf of the Department of Technology for various city departments, to establish a purchase order/contract with Carahsoft Technology Corporation 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 the Department of Finance and Management, on behalf of the Department of Technology, establish a purchase order/contract with Carahsoft Technology Corporation, using Ohio State Term Schedule (STS) no. STS-033-534354, with an expiration date of 6/30/2021 on behalf of the Departments of Building and Zoning Services, Development, Public Utilities, and Public Services, for software licensing, maintenance and support with Accela, Inc., for the period January 31, 2020 to January 30, 2021, in the amount of $415,106.86
SECTION 2. That the expenditure of $415,106.86 or so much thereof as may be necessary is hereby authorized to be expended from: (see attachment 3031-2019 EXP)
Department of Technology
Dept.: 47 |Div.: 4702 |Obj. Class: 03|Main Account: 63946 |Fund: 5100 |Subfund: 510001 Program: IT005 |Section 3: NA |Section 4: NA | Section 5: NA |Amount: $58,535.00
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: $42,834.10
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: $216,395.21
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: $10,958.82
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: $49,895.84
Department of Public Utilities
Dept.: 47 |Div.: 4701 |Obj.: Class: 03|Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001 |Section 3: NA |Section 4: NA | Section 5: NA |Amount: $36,487.89
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 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.