City of Columbus - File #: 1468-2013

• File #: 1468-2013
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 6/11/2013
• In control: Technology Committee
• On agenda: 7/15/2013
• Final action: 7/18/2013
• Title: To amend the 2013 Capital Improvement Budget; 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 for one additional year; to authorize the extension and use of funds remaining on the existing Purchase Order; and to authorize the expenditure of $167,046.86 from the Department of Technology, Information Services Bond Fund, and to declare an emergency. ($167,046.86)

Date	Ver.	Action By	Action	Result
7/18/2013	1	CITY CLERK	Attest
7/16/2013	1	MAYOR	Signed
7/15/2013	1	COUNCIL PRESIDENT	Signed
7/15/2013	1	Columbus City Council	Approved	Pass

Explanation

BACKGROUND:
This legislation authorizes the Director of the Department of Technology, on behalf of the Department of Building and Zoning Services, to extend the term of an existing contract (EL006387, authorized by ordinance 1323-2006 on July 24, 2006) with Accela, Inc. to enhance the Accela computer system. This contract was last extended and modified by authority of ordinance 2595-2012, passed December 17, 2012, through purchase order EL012219. This ordinance will authorize an extension of the contract through May 24, 2014; and authorize use of the unspent balance on purchase order EL012219 ($12,616.14 as of June 28, 2013) to pay invoices for service delivered as part of the Accela Automation Optimization 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.

This ordinance will also authorize the expenditure of unencumbered funds ($167,046.86) associated within the Information Services Bond Fund, Accela Upgrade project and will amend the Capital Improvement Budget (CIB), passed by Columbus City Council April 1, 2013 via Ordinance#0645-2013. These contingency funds may be used to pay for services provided by Accela for any additional project work needed through May 24, 2014.

EMERGENCY:
Emergency action is requested to ensure that the needed services are not delayed nor an interruption in services to the customers.

FISCAL IMPACT:
This legislation is to extend the term period of the existing Accela, Inc. contract with the City of Columbus and the unspent balance on Purchase Order (EL012219 $12,616.14 as of June 28, 2013) and to reappropriate project funds totaling $167,046.86 (Accela Upgrade/Replacement Project - 470042-100000) to be...