Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to execute a contract modification with Accela, Inc., concerning modifications to the existing electronic workflow system within the Department of Public Service and the acquisition, licensing and maintenance of additional software applications intended to expand and enhance system capabilities.
Ordinance 1463-2014 authorized the Department of Public Service to waive bid and enter into contract with Accela related to the acquisition, configuration and rollout of Accela Automation software, replacing an earlier in-house permitting system.
Ordinance 2474-2016 authorized the Department of Public Service to execute a contract modification with Accela related to the development and implementation of additional configuration changes to the current workflow system and the acquisition, licensing, and maintenance of Accela Land Management and Accela Mobile Office software applications.
This modification provides for the purchase and maintenance of additional software licenses and other anticipated expenses expected to be incurred during the reconfiguration of the current workflow system.
Original contract amount: $458,373.00 (Ord. 1463-2014, EL016104)
Modification No. 1 amount: $123,665.60 (Ord. 2474-2016, PO033808)
Modification No. 2 amount: $ 36,031.30
Contract amount including all modifications: $618,069.90
2. CONTRACT COMPLIANCE
The contract compliance number for Accela, Inc. is 94-2767678.
3. FISCAL IMPACT
Funds in the amount of $36,031.30 are available for this project in the Street and Highway Improvement Fund within the Department of Public Service. An amendment to the 2016 Capital Improvements Budget is necessary to establish sufficient cash and authority in the proper project.
4. EMERGENCY DESIGNATION
Emergency action is requested so as to adhere to the proposed project schedule, which calls for the completion of this project within five months following the execution of the aforementioned contract modification.
Title
To amend the 2016 Capital Improvements Budget; to authorize the City Auditor to transfer cash and appropriation within the Street and Highway Improvement Fund; to authorize the Director of Public Service to enter into a contract modification with Accela, Inc. relative the acquisition and reconfiguration of Accela proprietary software; to authorize the expenditure of up to $36,031.30 to pay for this project; and to declare an emergency. ($36,031.30)
Body
WHEREAS, Ordinance 1463-2014 authorized the Department of Public Service to waive bid and enter into contract with Accela related to the acquisition, configuration and rollout of Accela Automation software, enabling the Department of Public Service to replace an earlier in-house permitting system; and
WHEREAS, Ordinance 2474-2016 authorized the Department of Public Service to execute a contract modification with Accela related to the development and implementation of additional configuration changes to the current workflow system and the acquisition, licensing, and maintenance of Accela Land Management and Accela Mobile Office software applications; and
WHEREAS, this legislation authorizes the Director of Public Service to execute a second contract modification with Accela in the amount of up to $36,031.30 to provide for the purchase and maintenance of five additional software licenses and other anticipated expenses expected to be incurred during the reconfiguration of the current workflow system; and
WHEREAS, it is necessary to authorize an amendment to the 2016 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the encumbrance and expenditure of the requisite funds to facilitate the completion of this project in a timely manner, 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 2016 Capital Improvement Budget authorized by Ordinance 0960-2016 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change / Amended
7766 / P530103-100000 / Arterial Street Rehabilitation (Voted Carryover) / $0.00 / $54,431.00 / $54,431.00 (to match cash)
7766 / P530103-100000 / Arterial Street Rehabilitation (Voted Carryover) / $54,431.00 / ($36,032.00) / $18,399.00
7766 / P470042-100000 / Accela Upgrade/Replacement (Voted Carryover) / $0.00 / $36,032.00 / $36,032.00
SECTION 2. That the Director of Public Service be and is hereby authorized to execute a contract modification with Accela, Inc., in the amount of up to $36,031.30 for professional services, licensing, and maintenance services related to currently installed Accela software.
SECTION 3. That the transfer of $36,031.30, or so much thereof as may be needed, is hereby authorized within Fund 7766 Street and Highway Improvement Fund per the account codes in the attachment to this Ordinance.
SECTION 4. That the expenditure of $36,031.30, or so much thereof as may be needed, is hereby authorized in Fund 7766 Street and Highway Improvement Fund in Object Level 06 Capital Outlay per the account codes in the attachment to this Ordinance.
SECTION 5. 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 6. 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 7. That 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 8. 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.