Explanation
This Ordinance authorizes the Director of the Department of Technology, on behalf of the Columbus Public Health Department, to enter into 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 Columbus 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 0884-2021, passed April 26, 2021 This renewal will continue service for one year, starting on July 1, 2022 and ending on June 30, 2023 at a cost of $138,268.86.
The Envision Connect system provides the Columbus Public Health Department 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. With authorization of this renewal, Accela will continue to provide telephone support services, software maintenance, 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.
Finally, this ordinance authorizes the expenditure of $138,268.86 for the above-described purpose.
FISCAL IMPACT
Funds for the purpose described above are budgeted and available in the 2022 Information Services operating budget.
CONTRACT COMPLIANCE
Vendor Name: Accela, Inc.; FID/CC#: 94-2767678, Expiration Date: 3/26/2023
DAX Vendor Account # 010838
EMERGENCY
Emergency designation is requested to ensure continuation of the critical services described above
Title
To authorize the Director of the Department of Technology to enter into contract with Accela, Inc., on behalf of the Columbus Public Health Department, 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 $138,268.86 from the Health Department’s direct charge allocation of the Department of Technology, Information Services Operating Fund, and to declare an emergency. ($138,268.86)
Body
WHEREAS, the Environmental Health unit of the Columbus Health Department uses Accela’s Envision Connect system on a daily basis; and
WHEREAS, the current contract for support of the Envision Connect system expires on June 30, 2022; and
WHEREAS, the Director of the Department of Technology, on behalf of the Columbus Public Health Department wishes to renew the contract with Accela Inc. for annual software license maintenance and support services for the Envision Connect system; and
WHEREAS, the contract renewal will be for one year, starting on July 1, 2022 and ending on June 30, 2023 at a cost of $138,268.86; and
WHEREAS, as Accela Inc. is the sole provider of maintenance and support services for Envision Connect software, this ordinance is being established in accordance with the sole source provisions of the Columbus City Codes, Section 329; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to enter into contract with Accela, on behalf of the Columbus Public Health Department, for annual software maintenance and support services for the Envision Connect system in accordance with sole source provisions of Columbus City Codes for the immediate preservation of the public peace, property, health, 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 Public Health Department, for software licensing, maintenance and support, and hosting services for the Envision Connect system for the period July 1, 2022 through June 30, 2023 at cost of $138,268.86.
SECTION 2. That the expenditure of $138,268.86, or so much thereof as may be necessary in regard to the action authorized by Section 1 is hereby authorized to be expended as follows in the attachment to this ordinance. (Please see attachment 1317-2022EXP):
SECTION 3. That the monies in the foregoing Sections shall be paid upon order of the Director of Technology, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
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 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 6. That this contract is in accordance with the sole source provisions of the Columbus City Code, Chapter 329.
SECTION 7. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is 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.