Explanation
This legislation authorizes the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to continue a contract with Accela Inc. for annual software license maintenance and support services for the Envision Connect 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 Envision Connect agreement was most recently renewed by authority of ordinance 1602-2019, passed July 1, 2019, through purchase order PO204353. This renewal will provide service from July 1, 2020 to June 30, 2021 at a cost of $125,413.94.
The Envision Connect 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 renewal include 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 Envision Connect software. As such, this ordinance is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
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 2018 and 2019, funds totaling $107,983.53 and 113,382.71, respectively, was legislated for software license, hosting and support services for the Envision Connect system. The cost for 2020 software license, hosting and support services for Envision Connect is $125,413.94. Funds were budgeted and available within the Health Department’s direct charge allocation of the Department of Technology, Information Services Operating Fund.
Contract Compliance
Vendor Name: Accela, Inc.; FID/CC#: 94-2767678 Expiration Date: 3/22/2021
DAX Vendor Account # 010838
Title
To authorize the Director of the Department of Technology to enter into a contract renewal with Accela, Inc., on behalf of the Columbus Department of Health, for software license maintenance and support services for the Envision Connect system in accordance with sole source procurement provisions of the Columbus City Codes; to authorize the expenditure of $125,413.94 from the Health Department’s direct charge allocation of the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($125,413.94)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Technology to enter into a contract renewal with Accela, Inc., on behalf of the Columbus Health Department to provide software licensing, maintenance and support and hosting services for the Envision Connect system for the term period July 1, 2020 through June 30, 2021 at a cost of $125,413.94; and
WHEREAS, this contract is in accordance with the sole source provisions of the Columbus City Code; and
WHEREAS, the Envision Connect 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 of the Department of Technology, on behalf of the Columbus Health Department, to enter into a contract with Accela, Inc., for software licensing, maintenance and support, and hosting services for the Envision Connect system to avoid interruption in services, 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 enter into a contract renewal with Accela, Inc., on behalf of the Columbus Health Department, for software licensing, maintenance and support, and hosting services for the Envision Connect system for the period July 1, 2020 through June 30, 2021 at a cost of $125,413.94.
SECTION 2. That the expenditure of $125,413.94, or so much thereof as may be necessary, is hereby authorized to be expended as follows in the attachment to this ordinance. (Please see attachment 1366-2020 EXP):
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.