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. The modification provides for professional services and the acquisition, licensing, and maintenance of Accela GIS Silverlight software necessary to integrate the Accela Civic Platform with the GIS technology utilized by the Department of Public Service.
Ordinance 1463-2014 authorized the Director 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 Director 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.
Ordinance 0272-2017 authorized the Director of Public Service to execute a second contract modification with Accela related to the purchase and maintenance of additional software licenses and the reimbursement of other direct costs 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 (Ord. 0272-2017, PO057521)
Modification No. 3 amount: $ 55,713.60
Contract amount including all modifications: $673,783.50
2. CONTRACT COMPLIANCE
The contract compliance number for Accela, Inc. is CC010838, which expires March 8, 2019.
3. FISCAL IMPACT
Funds in the amount of $55,713.60 are available for this project in the Street Construction Maintenance and Repair Fund within the Department of Public Service.
4. EMERGENCY DESIGNATION
Emergency action is requested to adhere to the proposed project schedule, which calls for the completion of the aforementioned professional services within three months following the execution of the aforementioned contract modification.
Title
To authorize the Director of Public Service to enter into a contract modification with Accela, Inc. relative to the acquisition and reconfiguration of Accela proprietary software; to authorize the expenditure of up to $55,713.60 from the Street Construction Maintenance and Repair Fund; and to declare an emergency. ($55,713.60)
Body
WHEREAS, Ordinance 1463-2014 authorized the Director of Public Service to waive competitive bidding to 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 Director 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, Ordinance 0272-2017 authorized the Director of Public Service to execute a second contract modification with Accela in the amount of up to $36,031.30 related to the purchase and maintenance of five additional software licenses and the reimbursement of other direct costs incurred during the reconfiguration of the current workflow system; and
WHEREAS, it is necessary to authorize the Director of Public Service to execute a third contract modification with Accela in the amount of up to $55,713.60 to provide for the provision of additional professional services and the acquisition, licensing, and maintenance of Accela GIS Silverlight software necessary to integrate the Accela Civic Platform with the GIS technology utilized by the Department of Public Service; 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 Director of Public Service to enter into a contract modification with Accela, Inc. and 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 Director of Public Service be and is hereby authorized to execute a contract modification with Accela, Inc., in the amount of up to $55,713.60 for professional services, software licensing, and maintenance fees related to currently installed Accela software.
SECTION 2. That the expenditure of $55,713.60 or so much thereof as may be needed, is hereby authorized in Fund 2265 Street Construction Maintenance and Repair Fund in Object Level 03 Purchase Services per the account codes in the attachment to this Ordinance.
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 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 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.