Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services, to enter into the fourth year of a five year software maintenance and support agreement with Accela, Inc., for the period April 1, 2015 to March 31, 2016, in the amount of $285,824.16. This ordinance includes $9,600.00 for onsite technical assistance to support software upgrades. The original agreement (EL012856) was authorized by ordinance 0430-2012, passed May 21, 2012.
This ordinance also authorizes the Director of the Department of Technology to modify an agreement with Accela, Inc for software maintenance and support, in the amount of $9,860.38 and will cover the term August 18, 2015 through March 31, 2016. This modification will consolidate the annual maintenance and support of 35 additional licenses purchased for the Public Service Department through agreement EL016104, authorized by ordinance 1463-2014. It is in the City's best interest to consolidate annual maintenance for these licenses into the master software maintenance and support agreement with Accela.
1. Amount of additional funds to be expended: $9,860.38
Original contract and modifications amount: $1,141,356.72 (years 1-4)
Amount of original contract and modifications: $1,150,417.10
2. Reason additional goods/services could not be foreseen:
The need for this modification was not known when the original contract was negotiated in 2012. Plans for additional Public Service Accela licenses were not known at the time of the agreement.
3. Reason other procurement processes are not used:
The City entered into a five year agreement with Accela, Inc. through a purchase order EL012856 and negotiated a contract that allows for modifications to the original scope of work. It is in the City's best interests to utilize this agreement to incorporate additional functionality into the proprietary Accela, Inc. system.
4. How cost of modification was determined:
The City and Accela, Inc. negotiated the cost of services shown in the quote for software maintenance and support. The per license support cost is consistent with the amount originally agreed upon in 2012.
Finally, this ordinance requests approval to continue services provided by Accela in accordance with sole source procurement provisions of Chapter 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.
FISCAL IMPACT:
For fiscal year 2013 and 2014, $279,016.69 and $287,099.18 was legislated for software maintenance and support services respectively. This ordinance will provide funding in the amount of $305,284.54 for software maintenance support and professional services for software upgrades, split among various city agencies. Funds have been identified and are available within the Department of Technology, Internal Services Fund. The aggregate total contract amount including this ordinance is $1,150,417.10.
CONTRACT COMPLIANCE:
Vendor Name: Accela, Inc. FID/CC#: 94 - 2767678 Expiration Date: 12/10/2016
Title
To authorize the Director of the Department of Technology, on behalf of the Departments of Building and Zoning Services and Public Service, to modify the agreements with Accela, Inc. for software maintenance support services and professional services to assistance with software upgrades in accordance with the sole source provisions of Chapter 329 of City Code; and to authorize the expenditure of $305,284.54 from the Department of Technology, Internal Services Fund. ($305,284.54)
Body
WHEREAS, the original software maintenance and support agreement (EL012856) was authorized by ordinance 0430-2012, passed May 21, 2012; and
WHEREAS, this legislation authorizes the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services, to modify and enter into the fourth year of a five year annual software maintenance and support agreement with Accela, Inc., for the period April 1, 2015 to March 31, 2016, in the amount of $285,824.16. This includes $9,600.00 for onsite technical assistance to support software upgrades; and
WHEREAS, this legislation also authorizes the Director of the Department of Technology to modify an agreement with Accela, Inc. for software maintenance and support, in the amount of $9,860.38 and will cover the term August 18, 2015 through March 31, 2016, for 35 additional licenses purchased for the Public Service Department through agreement EL016104, authorized by ordinance 1463-2014; and
WHEREAS, 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; and
WHEREAS, 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; and
WHEREAS, this ordinance requests approval to continue services provided by Accela in accordance with sole source procurement provisions of Chapter 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; and
WHEREAS, it necessary to authorize the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services, to enter into and modify an annual 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 modify and enter into the fourth year of a five year annual software maintenance and support agreement with Accela, Inc., for the period April 1, 2015 to March 31, 2016, in the amount of $285,824.16. This ordinance includes $9,600.00 for onsite technical assistance to support software upgrades. This ordinance also authorizes the Director of the Department of Technology to modify an agreement with Accela, Inc. for software maintenance and support, in the amount of $9,860.38 and will cover the term August 18, 2015 through March 31, 2016. The total amount of funds requested via this ordinance is $305,284.54.
SECTION 2: That the expenditure of $305,284.54 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: $2,703.14| DPU - Electricity
Div.:47-01|Fund:514|Sub-fund: 600|OCA Code: 514600|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $17,193.68| DPU - Water
Div.:47-01|Fund:514|Sub-fund: 650|OCA Code: 514650|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $19,276.42| DPU - Sewer & Drains
Div.:47-01|Fund:514|Sub-fund:675|OCA Code: 514675|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $5,140.38| DPU - Storm Water
Div.:47-01|Fund:514|Sub-fund: 240|OCA Code: 514240|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $156,574.80| Department of Building and Zoning Services
Div.:47-01|Fund:514|Sub-fund: 010|OCA Code: 440147|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $53,176.36| Department of Development
Div.:47-01|Fund:514|Sub-fund: 265|OCA Code: 514265|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $42,134.76| Department of Public Service
Div.:47-01|Fund:514|Sub-fund: 599|OCA Code: 514599|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $9,085.00| Department of Public Service - Transportation
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 these modifications are pursuant to sole source provisions of the Columbus City Code, Chapter 329.
SECTION 6: That this ordinance shall take effect and be in force from and after its passage by the earliest period allowed by law.