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 used as contingency for payment for services provided by Accela for additional project work that may be needed through May 24, 2014.
CONTRACT COMPLIANCE:
Vendor Name: Accela Inc. F.I.D.#/C.C.#: 94 - 2767678 Expiration Date: 11/19/2014
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)
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 May 25, 2013 through May 24, 2014 to continue with upgrades and enhancements to the existing computer system 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 $12,616.14 as of June 28, 2013) through May 24, 2014 to pay invoices for service delivered as part of the Accela Automation Optimization Statement of Work; and
WHEREAS, this ordinance will authorize the expenditure of project funds totaling $167,046.86 to be used as contingency for payment for services provided by Accela for additional project work needed through May 24, 2014 with all other terms and conditions remaining the same to support the daily operation activities, and amend the 2013 Capital Improvement Budget (CIB), passed by Columbus City Council April 1, 2013; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, 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 term for one additional year and spend any remaining funds associated with purchase order EL012219 and any of the contingency funds identified in this ordinance 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, 2014; and to authorize the extension and use of any remaining funds associated with Purchase Order EL012219 ($12,616.14 as of June 28, 2013) in addition to $167,046.86 in contingency funds that may be needed to continue with upgrades and enhancements to the Accela software application utilized by the City of Columbus.
SECTION 2: The 2013 Capital Improvement Budget is hereby amended as follows:
Dept./Div. 47-02| Fund: 514| Subfund: 002| Project Number: 470042-100000(Carryover)| Project Name: Accela Upgrade/Replacement| OCA Code: 470042|Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $167,046.86 (Carryover)
Department of Technology, Information Services Dept./Div. 47-02
Information Services Bond Fund #514/Carryover
Project Name/Number/Subfund Current CIB Amount Revised Amount Amount Change
Accela Upgrade/Replacement:
470042-100000 / 002 - 0 - 167,047 167,047
SECTION 3: That the expenditure of $167,046.86 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470042-100000(Carryover)| Project Name: Accela Upgrade/Replacement Project| OCA Code: 470042| Obj. Level 1: 06|Obj. Level 3: 6649| Amount: $167,046.86 Carryover (Contingency)
SECTION 4: 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 5: That the the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 6: 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 7: 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.