Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology, on behalf of the Departments of Building and Zoning Services, Development, Public Utilities, and Public Services, to enter into a software maintenance and support agreement with Accela, Inc., for the period April 1, 2017 to March 31, 2018, in the amount of $336,572.44. The original agreement (EL012856) was authorized by ordinance 0430-2012, passed May 21, 2012. This ordinance co-terms all existing Accela support and maintenance into one contract. The total cost of this renewal is $336,572.44, which includes $327,011.72 for 365 days of standard maintenance and support for 711,945 licenses; $7,744.34 for 312 days of standard maintenance and support for 20 licenses; and $1,816.38 for 122 days of standard maintenance and support for 10 licenses. The contract for 2016 services with a term period of April 1, 2016 to March 31, 2017 was most recently authorized by ordinance 0202-2016, passed March 14, 2016 through PO006051.
The contract will continue the provisions for services between the City of Columbus and Accela, Inc. for the purpose of software maintenance and support services utilized by the Department of Building and Zoning Services; which also supports daily operational functions that benefit various city departments and divisions such as, yet not limited to: the Department of Development, the Department of Public Utilities, and transportation divisions in the Public Service Department. These maintenance and support services include technical assistance, support, upgrades, and telephone support services for the Accela Automation (AA) System application, used to issue building permits, track code enforcement activities and monitor the performance of the One Stop Shop. Without the passage of this legislation, the Department of Technology will lose the ability to maintain the AA application, eliminating the ability to provide web access for building permits, data, and information utilized by citizens regarding issues such as building permits and inspections.
Finally, this ordinance requests approval to continue services provided by Accela in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code as it has been determined Accela, Inc. is the sole distributor of the AA application, and does not utilize distributors or resellers to provide maintenance and support for its software products.
EMERGENCY: Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
FISCAL IMPACT:
In 2015 ($356,320.45) and 2016 ($307,898.47) was legislated to be expended for software maintenance and support services for the Accela, Inc. application. For year 2017, software maintenance and support services will cost $336,572.44. Funds are budgeted and available within the Department of Technology, direct charge agencies, Information Services Operating Fund. The aggregate total contract amount including this ordinance is $1,843,309.99
CONTRACT COMPLIANCE:
Vendor Name: Accela, Inc. FID/CC#: 94 - 2767678 Expiration Date: 3/8/2019
(DAX Vendor Account #010838)
Title
To authorize the Director of the Department of Technology to continue an agreement with Accela, Inc. for software maintenance support services on existing licenses in accordance with the sole source provisions of Columbus City Code; and to authorize the expenditure of $336,572.44 from the Department of Technology, Information Services Operating Fund, and to declare an emergency. ($336,572.44)
Body
WHEREAS, the original software maintenance and support agreement (EL012856) was authorized by ordinance 0430-2012, passed May 21, 2012; and
WHEREAS, this legislation authorizes the Director of the Department of Technology, on behalf of the Departments of Building and Zoning Services, Development, Public Utilities and Public Service to continue a software maintenance and support agreement with Accela, Inc., and to co-term all existing Accela support and maintenance into one contract for the term period of April 1, 2017 to March 31, 2018, in the amount of $336,572.44; and
WHEREAS, the contract will continue the provisions for services between the City of Columbus and Accela, Inc. for the purpose of software maintenance and support services utilized by the Department of Building and Zoning Services which also supports daily operational functions that benefit various City departments and divisions such as, yet not limited to: the Department of Development, the Department of Public Utilities, and transportation divisions in the Public Service Department; and
WHEREAS, it has been determined Accela, Inc. is the sole distributor of the AA application, and does not utilize distributors or resellers to provide maintenance and support for its software products; as such, this ordinance requests approval to continue services provided by Accela in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code; and
WHEREAS, an emergency exist in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director, on behalf of various departments to enter into an annual maintenance and support contract with Accela, Inc. to avoid service interruption, 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 Departments of Building and Zoning Services (BZS), Development, Public Utilities, and Public Service be and is hereby authorized to continue an annual software maintenance and support agreement with Accela, Inc., for the period April 1, 2017 to March 31, 2018, in the amount of $336,572.44.
SECTION 2. That the expenditure of $336,572.44 or so much thereof as may be necessary is hereby authorized to be expended from: (see attachment 0961-2017 EXP)
Department of Development
Dept: 47 |Div: 4701 |Obj Class: 03|Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001 |Section 3: 470104 |Section 4: IS01 | Section 5: IT1211 |Amount: $84,143.11
Building and Zoning Services
Dept: 47 |Div: 4701 |Obj Class: 03|Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001 |Section 3: 470104 |Section 4: IS02 | Section 5: IT1303 |Amount: $171,651.94
DPU - Electricity
Dept: 47 |Div: 4701 |Obj Class: 03| Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001 |Section 3: 470104 |Section 4: IS02 | Section 5: IT1308 |Amount: $1,847.78
DPU - Water
Dept: 47 |Div: 4701 |Obj Class: 03|Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001|Section 3: 470104 |Section 4: IS02 |Section 5: IT1309 |Amount: $11,753.11
DPU - Sewers & Drains
Dept: 47 |Div: 4701 |Obj Class: 03|Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001 |Section 3: 470104 |Section 4: IS02 | Section 5: IT1310 |Amount: $13,176.81
DPU - Storm Water
Dept: 47 |Div: 4701 |Obj Class: 03|Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001 |Section 3: 470104 |Section 4: IS02 | Section 5: IT1311 |Amount: $3,513.82
Department of Public Service:Trans-Design & Construction
Dept: 47 |Div: 4701 |Obj Class: 03|Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001 |Section 3: 470104 |Section 4: IS02 | Section 5: IT1315 |Amount: $9,085.00
Department of Public Service:Trans-Infrastructure
Dept: 47 |Div: 4701 |Obj Class: 03|Main Account: 63946 |Fund: 5100 |Subfund: 510001 |Program: CW001 |Section 3: 470104 |Section 4: IS02 | Section 5: IT1316 |Amount: $41,400.87
SECTION 3: 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 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 this contract is being established in accordance with the sole source provisions of the Columbus City Code, Chapter 329.
SECTION 6: That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is declared to be an emergency 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.