Explanation
BACKGROUND:
The Department of Technology has a need to continue upgrading and enhancing a computer system associated with Accela, Inc. While performing tasks associated with upgrades and enhancements, there were unforeseen circumstances that directly impacted deliverables and milestones. Out of these unforeseen circumstances, it has become necessary to separate the project into two phases; Phase I is nearing completion and is the base foundation system upgrade; Phase II will be to add Citywide IVR, Payment Engine and Citizen Access for simple permit issuance on-line.
This legislation authorizes the Director of the Department of Technology, on behalf of the Divisions of Building Services and Neighborhood Services, to modify and extend an existing agreement (EL006387) through December 31, 2009, originally legislated and approved through Ordinance #1323-2006, passed by City Council on July 24, 2006, and modified through EL007472 in 2007, in accordance with terms and conditions established, with Accela, Inc. Accela is the owner of the programming code embedded within the software application utilized by the City. This contract modification and extension is needed to continue with enhancements and updates to the existing computer system used to track various activities (such as, yet not limited to; building permits, track code enforcement activities, monitoring the performance of the One Stop Shop, and mapping capabilities) for various City departments, and divisions. Also, the enhancements and updates will expand the public's access associated with on-line permitting.
This legislation authorizes the City Auditor to re-establish funds that were inadvertently removed from the contract's associated purchase order, totalling $177,315.00 to pay for expenditures associated with this project.
Also, this legislation is amending the 2008 Capital Improvement Budget (CIB), passed May 5, 2008, Ordinance #0690-2008.
EMERGENCY: Emergency designation is requested as to avoid interruption in the performance of services necessary in the usual daily operation of the Department of Technology.
FISCAL IMPACT: Due to funds being inadvertently removed from the contract's associated purchase order, the Department of Technology has a need to re-establish funds onto an Auditor's Certificate and subsequent purchase order, in the amount of $177,315.00, originally established for Accela, Inc., to continue with upgrades and enhancements, of which fund 514, project 470042 (Project - Accela Upgrade/Replacement) has $300,979.30 available within the Information Services Bond Fund.
CONTRACT COMPLIANCE:
Accela Inc., 942767678 Expiration Date: 4/9/2009
Title
To authorize the Director of the Department of Technology, on behalf of the Divisions of Building Services and Neighborhood Services, to modify and extend an existing agreement, with Accela, Inc., to continue with upgrades and enhancements to a computer system; to authorize the Auditor to re-establish $177,315.00 to the contract from the Information Services Bond Fund to cover project cost; to amend the 2008 Capital Improvement Budget; and to declare an emergency. ($177,315.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology, on behalf of the Divisions of Building Services and Neighborhood Services, to modify and extend an existing agreement in accordance with the terms and conditions established in the original agreement, with Accela, Inc.; the owner of the programming code embedded within software application utilized by the City, and
WHEREAS, this contract modification is needed to continue the provisions for services between the City of Columbus and Accela, Inc. to allow for the continuation of enhancing and updating the existing computer system (consisting of hardware and software) and related services used to track various activities for various City departments, and divisions, with responsibilities such as, yet not limited to; building permits, track code enforcement activities, monitoring the performance of the One Stop Shop, and
WHEREAS, this legislation requests approval to modify an existing contract (EL006347), with the original vendor Accela, Inc., to extend the coverage period through December 31, 2009; originally legislated and approved through Ordinance #1323-2006, passed by City Council on July 24, 2006, and
WHEREAS, this legislation is amending the 2008 Capital Improvement Budget, passed May 5, 2008, Ordinance #0690-2008; and
WHEREAS, this legislation authorizes the City Auditor to re-establish funds to the contract, that were inadvertently removed from the contract's associated purchase order, totalling $177,315.00 to cover the cost associated with the Accela Project.
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to extend a contract with Accela, Inc., to continue with enhancing and updating the existing computer system (consisting of hardware and software) and related services used to track various activities of City departments, and divisions; and to avoid any interruption in the performance of services that are necessary; for the preservation of the public health, peace, 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 is hereby authorized to modify and extend an existing contract (EL006387), through December 31, 2009, in accordance with the terms and conditions established in the original agreement, with Accela, Inc., for the purpose of enhancing and updating the existing computer system.
SECTION 2: That the City Auditor is hereby authorized to re-establish funds to this contract to cover the expenditure of $177,315.00 or so much thereof as may be necessary from:
Div.:47-02|Fund:514|Subfund:002|Project Number:470042|Project Title: Accela Upgrade/Replacement| OCA Code:470042|Obj. Level 1:06|Obj. Level 3: 6649|Amount: $177,315.00
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 4: That the 2008 Capital Improvements Budget for the Department of Technology, Information Services Capital Fund, Fund Number 514, Subfund Number 002 is hereby amended as follows in order to establish sufficient funding authority and corrects a technical error from previous legislation.
Current 2008 CIB:
Project Number: 470042|Project Name: Accela Upgrade/Replacement|Amount: $105,048.00
Revised 2008 CIB:
Project Number: 470042|Project Name: Accela Upgrade|Amount: $285,143.00
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.