Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services, to modify an existing contract (EL006387, authorized by ordinance 1323-2006 on July 24, 2006) with Accela, Inc. to extend the term period through May 24, 2013 to continue with upgrades and enhancements to the Accela computer system; and authorize the extension and use of the unspent balance on Purchase Order (EL012219 - $57,712.89 as of November 25, 2012) and Auditor Certificate (AC-032949 - $116,148.22) due to expire December 31, 2012 to pay invoices for service delivered as part of the Accela Automation Optimization Statement of Work. This contract was last extended and modified by authority of ordinance 1611-2011, passed October 24, 2011. There are no additional funds needed to complete the statement of work. The need to extend the contract term was not known at the time of last year's modification. Because Accela, Inc. has specific knowledge of the City's needs and is also the manufacturer of the Accela software, it is not in the City's best interests to seek services through competitive procurement. The cost to complete the work is unchanged.
EMERGENCY:
Emergency action is requested to ensure that the needed services are not delayed; thus reducing the risk of potential outage and or interruption in services associated with the necessary services requested.
FISCAL IMPACT:
No additional funds are required. There is no fiscal impact associated with this legislation to extend the term period of the existing Accela, Inc. contract with the City of Columbus and the associated Purchase Order (EL012219 - $57,712.89 as of November 25, 2012) and Auditor Certificate (AC-032949 - $116,148.22) through May 24, 2013.
CONTRACT COMPLIANCE:
Vendor Name: Accela Inc. F.I.D.#/C.C.#: 94 - 2767678 Expiration Date: 11/19/2014
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services, to modify the existing agreement, with Accela, Inc. to extend the coverage period through May 24, 2013; to authorize the extension and use of funds remaining on the existing Purchase Order and Auditor Certificate to continue with upgrades and enhancements to the Accela software application utilized by the City of Columbus; and to declare an emergency. ($0.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services, to modify an existing agreement (EL006387) with Accela, Inc., to extend the coverage period from 01/01/2013 through May 24, 2013 to continue with upgrades and enhancements to the existing computer system (consisting of hardware and software) utilized by the City; with all other terms and conditions remaining the same; in accordance with the terms and conditions established in the original agreement with Accela, Inc. and the City of Columbus, and
WHEREAS, this ordinance will authorize an extension and use of the unspent balance on Purchase Order (EL012219 - $57,712.89 as of November 25, 2012) and Auditor Certificate (AC-032949 - $116,148.22) through May 24, 2013 to pay invoices for service delivered as part of the Accela Automation Optimization Statement of Work, and
WHEREAS, an emergency exists in the usual daily operation of the City, in that it is immediately necessary to authorize the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services to modify the existing contract with Accela, Inc. to extend the coverage period through May 24, 2013; and to extend and spend any remaining funds associated with purchase order EL012219 and AC032949, with all other terms and conditions remaining the same to support the daily operation activities, 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, is hereby authorized to modify the existing contract with Accela, Inc. to extend it through May 24, 2013; and to authorize the extension and use of any remaining funds associated with Purchase Order EL012219 and Auditor Certificate AC032949 within this extended period, with all other terms and conditions remaining the same.
SECTION 2: 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 3: That the 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 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 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.