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 modifi...
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