Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology, on behalf of the divisions of Building Services and Neighborhood Services, to modify the annual maintenance service agreement in accordance with the terms and conditions established in the original agreement. Currently, Accela, Inc. is the owner of the programming code embedded within software awarded in the original contract with Open Data Systems, Inc. (CT-17745). This contract modification will continue the provisions for services between the City of Columbus and Accela, Inc. for the purpose of software and support maintenance services benefiting the Department of Development, Building Services Division, Neighborhood Services Division as well as the Department of Public Utilities and Transportation Division of the Public Service Department. These maintenance and support services include technical assistance and support, upgrades and telephone support services for the Accela Enterprise (AE) 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 AE application, eliminating the ability to provide web access for building permits, data and information utilized by citizens regarding issues such as building permits and inspections.
This ordinance authorizes payment for the annual maintenance and support on the Accela application, for the period of April 1, 2007 through March 31, 2008.
FISCAL IMPACT:
The amount of $172,062.00 was expended in fiscal year 2005 for services provided by Accela, Inc. During the fiscal year 2006, $705,576.00 was expended for on-going maintenance; support services; upgrades; updated; and related services. Thus far in 2007, the Department has expended $49,288.42. Currently, funding in the amount of $220,812.90 is budgeted and available in the 2007 Department of Technology's budget, split among various agencies within the 2007 internal services fund, for the period of April 1, 2007 through March 31, 2008.
EMERGENCY:
There is an immediate need to modify an existing contract with Accela, Inc. to continue daily operational needs, such as support; migration; and enhancements (hardware and software) of a computer system, according to timelines and deadlines negotiated.
CONTRACT COMPLIANCE:
Accela, Inc. - # 942767678 Expiration Date: 6/6/2007
Title
To authorize the Director of the Department of Technology to modify and extend a contract with Accela, Inc., for the Building Services Division, for software and support maintenance services; and to authorize the expenditure of $220,812.90 from the Department of Technology, internal services fund; and to declare an emergency ($220,812.90)
Body
WHEREAS, the Department of Technology, on behalf of Building Services and Neighborhood Services, needs to modify and extend the existing contract associated with purchase order EL001714, for software and support maintenance services for the city's building permits, code and Geographic Information System (GIS), and
WHEREAS, Accela, Inc. is the owner of the programming source code embedded within software awarded in the original contract with Open Data Systems, Inc., and
WHEREAS, the Department of Technology now requires and recommends a modification of this contract by and between the City of Columbus and Accela, Inc. to continue software and support maintenance services, and
WHEREAS, without the passage of this legislation, the Department of Technology will lose the ability to maintain the Accela application, losing the ability to provide web access for building permits, data and information utilized by citizens regarding building permits and inspections, and
WHEREAS, the modification of this contract between Accela, Inc. and the City of Columbus, shall not exceed the amount of $220,812.90 budgeted and available within the 2007 Department of Technology, internal services fund, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is necessary to modify and extend the contract with Accela, Inc., to maintain software and support maintenance services without interruption, thereby preserving 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, on behalf of Building Services Division and Neighborhood Services Division, be and is hereby authorized to modify and extend a contract associated with purchase order EL001714 for the software and support maintenance services provided by Accela, Inc.
SECTION 2: That the expenditure of $220,812.90 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.:47-01|Fund:514|Subfund:600|OCA Code: 514600|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $6,440.38 Water
Div.:47-01|Fund:514|Subfund:550|OCA Code: 514550|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $1,932.11 Electricity
Div.:47-01|Fund:514|Subfund:650|OCA Code: 514650|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $7,084.41 Sewer and Drains
Div.:47-01|Fund:514|Subfund:599|OCA Code: 514599|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $4,416.26 Transportation
Div.:47-01|Fund:514|Subfund:240|OCA Code: 514240|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $128,071.48 Building Services
Div.:47-01|Fund:514|Subfund:010|OCA Code: 440147|Obj. Level 1:03|Obj. Level 3: 3369|
Amount: $72,868.26 Development
SECTION 3: 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 approved nor vetoes the same.