Explanation
Background:
This legislation authorizes the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to enter into an agreement with Accela Inc. for annual software license maintenance and support services for the EnvisionConnect system utilized by the Environmental Health unit. The original contract (EL000490) was established by the Health Department in 2000 with Decade Software Company. Decade Software Company was acquired by Accela in November 2014. The EnvisionConnect agreement was most recently established by authority of ordinance 1726-2016, passed July 18, 2016, through purchase order PO021753. This renewal will provide service from July 1, 2017 to June 30, 2018 at a cost of $100,919.19.
The EnvisionConnect system provides Columbus Public Health the ability to operate the Environmental Health unit 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 unit. Services provided by Accela under this contract will provide telephone support services, software maintenance, update training, upgrades and enhancements, and application hosting services. Without this service, the Columbus Public Health Department would lose the ability to operate the Environmental Health unit, 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 2015 and 2016 funds totaling $94,317.00 and $103,748.70 respectively, was legislated for annual software license, hosting, and support service fees for the EnvisionConnect system. The cost for 2017 annual software license, hosting, and support service fees for EnvisionConnect is $100,919.19. Funding in the amount of $97,500.00 was budgeted within the Department of Technology, direct charge agency budget, Information Services Operating Fund, resulting in a shortfall of $3,419.19. This shortfall will be covered from savings on other, lower than budgeted services.
Emergency:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
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., 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 $100,919.19 from the Department of Technology, Information Services Operating Fund, and to declare an emergency ($100,919.19)
Body
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. This agreement will provide software maintenance and support services for the EnvisionConnect system for the term period July 1, 2017 through June 30, 2018 at a cost of $100,919.19, in accordance with the Sole Source provisions 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 Department of Technology in that it is immediately necessary to authorize the Director, on behalf of the Columbus Health Department, to continue an agreement with Accela Inc. for annual software license maintenance and support services for the EnvisionConnect system, 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 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, 2017 through June 30, 2018 at a cost of $100,919.19.
SECTION 2. That the total cost associated with this legislation is $100,919.19, and is hereby authorized to be expended from (Please see attachment 1657-2017 EXP):
Dept.: 47 | Div.: 47-01 | Obj. Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program Code: CW001 | Section 3: 470104 | Section 4: IS01 | Section 5: IT1225 | Amount: $100,919.19 | {Annual license, support and hosting services}
SECTION 3 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 4: 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 5: That this contract is in accordance with the sole source provisions of the Columbus City Code Chapter 329.
SECTION 6: 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.