Explanation
This ordinance authorizes the Director of the Department of Technology (DoT) to renew an existing 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.
On March 28, 2022, 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. The original contract, authorized by ordinance 1046-2022, which passed on April 18, 2022, included three (3) optional one-year renewals, subject to approval by City Council. This ordinance authorizes the first one-year renewal of the three allowable renewals. The term of this contract will be one year, beginning on May 1, 2023 and ending on April 30, 2024 at a cost of $542,969.88.
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 $542,969.88 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
Funds for this contract are budgeted and available in DoT’s 2023 Information Services Operating fund (a portion of which are budgeted in DoT “direct charge” budgets of the user agencies).
Title
To authorize the Director of the Department of Technology to renew an existing contract with Brown Enterprise Solutions, LLC, on behalf of various city departments, for Accela software licensing, maintenance, and support; and to authorize the expenditure of $542,969.88. ($542,969.88)
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 contact for Accela software licensing, maintenance and support services will expire on April 30, 2023; and
WHEREAS, the contract authorized by ordinance 1046-2022 included three (3) one-year renewal options, subject to approval by City Council; and
WHEREAS, this ordinance authorizes the first of the three allowable renewals; and
WHEREAS, it has become necessary in the usual daily operation of the the Department of Technology to authorize the Director to renew an existing contract with Brown Enterprise Solutions, LLC for Accela software licensing, maintenance, and support on behalf of various city departments; 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 renew a contract with Brown Enterprise Solutions, LLC for Accela software licensing, maintenance, and support on behalf of various city departments, for the period of one year, beginning on May 1, 2023 and ending on April 30, 2024 at a cost of $542,969.88.
SECTION 2: That the expenditure of $542,969.88, or so much thereof as may be necessary, is hereby authorized to be expended as follows in the attachment to this ordinance. (See attachment 0457-2023EXP).
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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.