Explanation
BACKGROUND:
This ordinance supersedes Ord. No. 0988-2019, passed by the Columbus City Council on April 29, 2019. This ordinance is needed due to incorrect part/SKU numbers contained in the original quote attached to Ord. No. 0988-2019; therefore resulting in the new quote attached (Accela quote Q190204 - CoC070219) with new/different term periods, and an overall decrease in the net total of $9,703.37. This ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology for various city departments, to establish a purchase order/contract with Diversatec Resources, Inc. utilizing an Ohio State Term Schedule (STS) expiration date (06/30/2021), schedule number: 534354-14 for the purchase of annual Accela software licensing and maintenance and support services with a term period of April 1, 2019 to January 30, 2020, in the amount of $334,259.93. Specifics as to licenses purchase date, licenses type, quantity, associated term period and applicable software licensing and maintenance and support cost for each item is outlined in detail on attachment: Diversatec STS accela quote Q190204. (See attachment)
The original contract for this software (CT17745) was awarded to Open Data Systems as a solution for tracking building permit activity. The annual contract was transferred to Accela, Inc. in 2001 when Open Data Systems was acquired under ordinance 1754-01, passed October 22, 2001. The most recent contract for the Accela licensing and maintenance and support was authorized by ordinance 0738-2018, passed March 26, 2018 establishing PO119505.
The contract supports 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.
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 2017 ($336,572.44) and 2018 ($356,197.62) was legislated for software licensing and maintenance and support services for the Accela application. For the year 2019, the annual Accela licensing and maintenance and support services will cost $334,259.93. Funds are budgeted and available within the Department of Technology, direct charge agencies, Information Services Operating Fund. The funding from cancelling purchase order PO172167 will be used to certify this new ordinance and ACPR.
CONTRACT COMPLIANCE:
Vendor Name: Diversatec Resources, Inc.; FID/CC#: 20-2059989; Expiration Date: 3/13/2021
(DAX Vendor Account #021935)
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology for various city departments, to establish a purchase order/contract with Diversatec Resources, Inc. utilizing an Ohio State Term Schedule (STS) for the purchase of Accela software licensing and maintenance and support services; to authorize the expenditure of $334,259.93 from the Department of Technology, Information Services Operating Fund, and to declare an emergency. ($334,259.93)
Body
WHEREAS, the original contract for this software (CT17745) was awarded to Open Data Systems as a solution for tracking building permit activity. The annual contract was transferred to Accela, Inc. in 2001 when Open Data Systems was acquired under ordinance 1754-01, passed October 22, 2001; and
WHEREAS, this ordinance supersedes Ord. No. 0988-2019, passed by the Columbus City Council on April 29, 2019. The funding from cancelling purchase order PO172167 will be used to certify this new ordinance and ACPR. This ordinance is needed due to incorrect part/SKU numbers contained in the original quote attached to Ord. No. 0988-2019; therefore resulting in the new quote attached (Accela quote Q190204 - CoC070219) with new/different term periods, and an overall decrease in the net total of $9,703.37; and
WHEREAS, this legislation authorizes the Director of Finance and Management, on behalf of the Department of Technology for various city departments, to establish a purchase order/contract with Diversatec Resources, Inc. utilizing an Ohio State Term Schedule (STS) expiration date (06/30/2021), schedule number: 534354-14 for the purchase of annual Accela software licensing and maintenance and support services with a term period of April 1, 2019 to January 30, 2020, in the amount of $334,259.93; and
WHEREAS, the contract will support the provisions for services between the City of Columbus and Diversatec Resources, Inc., for the purpose of Accela software licensing and 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, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of Finance and Management, on behalf of the Department of Technology for various city departments, to establish a purchase order/contract with Diversatec Resources, Inc. for Accela software licensing and maintenance and support services 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 Finance and Management, on behalf of the Department of Technology for various city departments is hereby authorized to establish a purchase order/contract with Diversatec Resources, Inc. utilizing an Ohio State Term Schedule (STS) expiration date (06/30/2021), schedule number: 534354-14 for the purchase of annual Accela software licensing and maintenance and support services with a term period of April 1, 2019 to January 30, 2020, in the amount of $334,259.93. That this ordinance supersedes Ord. No. 0988-2019, passed by the Columbus City Council on April 29, 2019.
SECTION 2. That the expenditure of $334,259.93 or so much thereof as may be necessary is hereby authorized to be expended from: (see attachment 2051-2019 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: $81,626.27
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: $172,249.70
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: $8,824.46
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: $40,178.04
DPU - (Electricity/ Water/ Sewers & Drains/ 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: N/A |Amount: $29,381.46
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 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.