Explanation
On March 28, 2022, the Department of Technology (DoT) received and unsealed one bid submission for Accela software licensing, maintenance, and support for various city agencies. The single bid was submitted by Brown Enterprise Solutions, LLC. This ordinance authorizes the Director of the Department of Technology (DoT) to enter into contract with Brown Enterprise Solutions, LLC for Accela software licensing, maintenance, and support on behalf of DoT and the Departments of Building and Zoning Services, Development, Public Utilities, and Public Service. The term of the contract will be one year, beginning on May 1, 2022 through April 30, 2023 at a total cost of $508,555.31. The contract also includes three (3) optional one-year renewals, subject to approval by City Council.
The most recent contract for Accela licensing, maintenance and support was authorized by ordinance 0981-2021, passed on April 26, 2021. 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. Without the passage of this legislation, the Department of Technology will lose access to the various services provided via these licenses.
This ordinance also authorizes the expenditure of $508,555.31 for the above-described purpose.
CONTRACT COMPLIANCE
Vendor Name: Brown Enterprise Solutions, LLC
CC#: 90-0353698 Expiration Date: 3/3/2024
DAX Vendor Account # 010668
FISCAL IMPACT
In 2021, via ordinance 0981-2021, $469,100.66 was authorized for the above-described software licensing, maintenance and support. Funds for this purchase in 2022 are budgeted and available in DoT’s Information Services Operating fund (a portion of which are budgeted in DoT “direct charge” budgets of the user agencies).
EMERGENCY
DoT requests that this ordinance be submitted as an emergency measure so that there is a contract in place when the current contract expires.
Title
To authorize the Director of the Department of Technology to enter into contract with Brown Enterprise Solutions, LLC, on behalf of the Departments of Building and Zoning Services, Development, Public Utilities, and Public Service, for Accela software licensing and maintenance and support services; to authorize the expenditure of $508,555.31 from the Department of Technology, Information Services Operating Fund, and to declare an emergency. ($508,555.31)
Body
WHEREAS, the Departments of Technology, 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 April 30, 2022; and
WHEREAS, a new contract, beginning on May 1, 2022 and ending on April 30, 2023 is needed to continue the abovementioned services; and
WHEREAS, the above-mentioned contract includes three (3) optional one-year renewals, subject to approval by City Council; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology to enter into contract with Brown Enterprise Solutions, LLC, on behalf of the Departments of Technology, Building and Zoning Services, Development, Public Utilities, and Public Service, for software licensing, maintenance and support with Accela, Inc; 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 the Department of Technology to enter into contract with Brown Enterprise Solutions, LLC for Accela software licensing and maintenance and support services in order 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 Technology be and is hereby authorized to enter into contract with Brown Entrprise Solutions, LLC, on behalf of the Departments of Technology, Building and Zoning Services, Development, Public Utilities, and Public Service, for software licensing, maintenance and support with Accela, Inc., for the period May 1, 2022 to April 30, 2023, in the amount of $508,555.31.
SECTION 2. That the expenditure of $508,555.31, or so much thereof as may be necessary, is hereby authorized to be expended as follows in the attachment to this ordinance. (see attachment 1046-2022EXP)
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.