Explanation
This ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology (DoT), to establish a purchase order/contract with Carahsoft Technology Corporation, using Ohio State Term Schedule (STS) no. STS-033-534354, with an expiration date of 6/30/2021. This is being done on behalf of the Departments of Building and Zoning Services, Development, Public Utilities, and Public Service, for software licensing, maintenance and support with Accela, Inc., for the period January 31, 2021 to April 30, 2021, in the amount of $115,587.04.
The Department of Technology solicited 3 quotes for this renewal. Carahsoft Technology Corporation submitted the lowest, responsive quote. The other submissions were as follows:
• Brown Enterprise Solutions - $120,174.00
• Diversatec - $117,774.59
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 then transferred to Accela, Inc. in 2001 when Open Data Systems was acquired under ordinance 1754-01, which passed October 22, 2001. The most recent contract for Accela licensing, maintenance and support was authorized by ordinance 3031-2019, which passed on December 9, 2019.
Passage of this ordinance will ensure continuation of software maintenance and support services for Accela systems, used by the Departments of Building and Zoning Services, Development, Public Utilities, and Public Service. Services provided through this contract 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. Passage of this ordinance will ensure that the Department of Technology can continue to maintain the AA application, provide web access for building permits, and ensure continued citizen access to building permit and inspection data.
EMERGENCY
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier and to establish a purchase order before the Auditor's office 2020 year end close date.
FISCAL IMPACT
In 2017, 2018, and 2019 the department legislated $336,572.44, $356,197.62, and $415,106.86 respectively for Accela software licensing, maintenance and support. The majority of the funds for this contract are budgeted and available in the DoT “direct charge” budgets of the user agencies.
For this partial contract renewal, however, the contract amount allocated to the Development Department will be funded by the operating budget of the Information Services Division. When the contract is again renewed at the end of April (and following passage of the 2021 budget) it is anticipated that the Development Department will be able to fund its portion of this contract via its direct charge allocation. As mentioned above, in all other cases, funds for this expenditure are available and budgeted in each recipient agencies’ respective direct charge budgets. These costs were projected in Technology’s third quarter projections.
CONTRACT COMPLIANCE
Vendor Name: Carahsoft Technology Corp CC#: 52-2189693 Expiration Date: 6/22/2020 (DAX Vendor Account # 009115)
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology, to establish a purchase order/contract with Carahsoft Technology Corporation using a State Term Schedule for the purchase of Accela software licensing and maintenance and support services for use by the Departments of Building and Zoning Services, Development, Public Utilities, and Public Service; to authorize the expenditure of $115,587.04 from the Department of Technology, Information Services Operating Fund and to declare an emergency. ($115,587.04)
Body
WHEREAS, the Departments of Building and Zoning Services, Development, Public Utilities, and Public Service use Accela to provide various city services; and
WHEREAS, the current contract for Accela software licensing, maintenance and support services will expire on January 30, 2021; and
WHEREAS, a new contract, beginning on January 31, 2021 and ending on April 30, 2021 is needed to continue the abovementioned services; and
WHEREAS, this ordinance authorizes the Director of the Department of Finance and Management, on behalf of the Department of Technology, to establish a purchase order/contract with Carahsoft Technology Corporation, using Ohio State Term Schedule (STS) no. STS-033-534354, with an expiration date of 6/30/2021, for the Departments of Building and Zoning Services, Development, Public Utilities, and Public Service, for software licensing, maintenance and support with Accela, Inc., for the period of January 31, 2021 to April 30, 2021, in the amount of $115,587.04.
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, to establish a purchase order/contract with Carahsoft Technology Corporation 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 the Department of Finance and Management, on behalf of the Department of Technology, be and is hereby authorized to establish a purchase order/contract with Carahsoft Technology Corporation, using Ohio State Term Schedule (STS) no. STS-033-534354, with an expiration date of 6/30/2021 on behalf of the Departments of Building and Zoning Services, Development, Public Utilities, and Public Service, for software licensing, maintenance and support with Accela, Inc., for the period January 31, 2021 to April 30, 2021, in the amount of $115,587.04.
SECTION 2. That the expenditure of $115,587.04, or so much thereof as may be necessary, is hereby authorized to be expended as follows in the attachment to this ordinance. (see attachment 2557-2020 EXP)
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 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.