Explanation
Background:
This ordinance will authorize the assignment of all past, present and future contracts, agreements and purchase orders done by the City of Columbus with Decade Software Company, LLC (Federal Identification #:770564825) to Accela, Inc. (Federal Identification #:94 - 2767678), which acquired Decade Software in 2015. This authorized change will reflect a company name and federal identification change for all contracts and purchase orders established with Decade Software Company, LLC.
This ordinance also authorizes the Director of the Department of Technology to continue an agreement with Accela, Inc., formerly Decade Software Company, LLC, for annual software maintenance and support services for the EnvisionConnect system utilized by the Environmental Health Section. The original contract (EL000490) was established by the Health Department in 2000 and provided language that allows for annual renewals. The most recent agreement was established under ordinance 1214-2015, passed June 1, 2015, through purchase order EL017249. This ordinance will provide funding for the service period from July 1, 2016 to June 30, 2017 at a cost of $103,748.70.
The EnvisionConnect system provides Columbus Public Health the ability to operate the Environmental Health Section by providing an extensive array of services such as tracking and maintaining information associated with inspections, historical data of restaurants and other businesses, tracking sanitation standards data, vector control for mosquitoes, environmental reviews, accounts receivable/payable and billings as well as statistics and analysis regarding the Environmental Health Section. Services provided by Accela, Inc. under this contract renewal include telephone support services, software maintenance, training, upgrades and enhancements, and application hosting services. Without this service, the Columbus Public Health Department would lose the ability to effectively operate the Environmental Health Section, which could result in the failure to meet requirements mandated by the State of Ohio.
Accela, Inc. is the sole provider of maintenance and support for EnvisionConnect software. As such, this ordinance is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
Fiscal Impact:
In 2014 and 2015, $94,317.00 for each year was legislated for annual software license, hosting and support service fees for the EnvisionConnect with Decade Software Company, LLC. The cost for the 2016 is $103,748.70. This expenditure is budgeted and available within the Department of Technology, Information Services Operating Fund. The contract aggregate total including this renewal is $1,276,376.70.
Emergency Designation:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
Contract Compliance:
Vendor Name: Accela, Inc. CC#: 94-2767678 Expiration Date: 12/10/2016
DAX Vendor Account No.
Vendor Name: Accela, Inc. #010838
Title
To authorize the assignment of all contracts, agreements and purchase orders entered into by the City of Columbus with Decade Software Company, LLC (Federal Identification #: 770564825) to Accela, Inc., (Federal Identification #: 94 - 2767678); to authorize the Director of the Department of Technology to continue an agreement with Accela, Inc., on behalf of the Columbus Department of Health, for annual software maintenance and support services for the EnvisionConnect system in accordance with sole source procurement provisions of the Columbus City Codes; to authorize the expenditure of $103,748.70 from the Department of Technology, Information Services Division, Information Services Operating Fund, and to declare an emergency ($103,748.70)
Body
WHEREAS, it is necessary to authorize the assignment of all contracts, agreements and purchase orders entered into by the City of Columbus with Decade Software Company, LLC (Federal Identification #: 770564825) to Accela, Inc., (Federal Identification #: 94 - 2767678); and
WHEREAS, it is necessary to authorize the Director of the Department of Technology to continue an agreement with Accela, Inc., on behalf of the Columbus Health Department, for annual software maintenance and support services for the EnvisionConnect system, in accordance with the Sole Source provision of City Code; and
WHEREAS, the EnvisionConnect system is used by the Environmental Health Section of the Columbus Health Department in their daily operations; and
WHEREAS, an emergency exists in the usual daily operations of the City of Columbus, Department of Technology, in that it is immediately necessary to atuhorize the Director to undertake the actions described above on behalf of the Columbus Health Department 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 this ordinance will authorize the assignment of all contracts, agreements and purchase orders entered into by the City of Columbus with Decade Software Company, LLC (Federal Identification #: 770564825) to Accela, Inc., (Federal Identification #: 94 - 2767678).
SECTION 2. That the Director of the Department of Technology be and is hereby authorized to continue an agreement with Accela, Inc., on behalf of the Columbus Health Department, for software maintenance and support services for the EnvisionConnect system for the period July 1, 2016 through June 30, 2017 at a cost of $103,748.70.
SECTION 3: That the total cost associated with this legislation is $103,748.70 and so the expenditure of $103,748.70, or so much thereof as may be necessary, is hereby authorized to be expended from (Please see attachment 1726-2016 EXP):
Dept.: 47| Div.: 47-01| Obj. Class: 03 | Main Account: 63946| Fund: 5100| Sub-fund: 510001|Program: CW001| Section 3: 470104| Section 4: IS01|Section 5: IT1225| Amount: $103,748.70| {Annual license, support and hosting services}
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 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 this contract is being entered into in accordance with the sole source provisions of the Columbus City Code Chapter 329.
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.