Fiscal Note
The Information Technology operating budget includes funding in levy support for software licenses and maintenance contracts ($1,270,329 in 2016). The current Accela contract for the period of February 1, 2016 through January 31, 2017 is $298,167. The appropriations for the proposed contract (see below) will be requested in the Information Technology operating budgets each year. (MUNIS account 17100-54335 Service: Application Development, Object: System License and Maintenance).
Title
Authorizing the Mayor and City Clerk to execute a maintenance contract, on a recurring basis for the useful life of the software, for software support and maintenance services from Accela, Inc.
Body
WHEREAS, Accela, Inc. is the provider of the city’s enterprise licensing and permitting system, acquired in 2008 after a competitive selection process, and used for licensing, permitting, land and asset management; and
WHEREAS, Accela is the sole source provider of support and maintenance of their proprietary software; and
WHEREAS, support and maintenance services funding is provided for each year as part of the adopted agency operating budgets; and
WHEREAS, under sec. 4.26(4)(b), of the Madison General Ordinances if the aggregate amount of the fee for services exceeds $25,000 and the contract was not subject to a competitive bidding process, the contract shall meet one of the other requirements of sec. 4.26(4)(a) and be approved by the Common Council; and
WHEREAS, although the Accela system was selected through a competitive process, an RFP will not be issued to renew the software and maintenance because only Accela can support and maintain their proprietary software. Therefore, the proposed contract with Accela, Inc. meets the exception to the bidding process in section 4.26(4)(a)2 which states "The service required is available from only one person or firm";
NOW, THEREFORE, be it resolved that the Mayor and City Clerk are authorized to execute contracts with Accela, Inc. on a recurring basis for the duration of the City’s use of this software, for support and maintenance services including a five-year contract priced per the schedule below for 2017-2021; and a negotiated amount for future terms, pending availability of budgeted funds.
Annual Maintenance and Support Fees
First-Term Total $307,112.93
Second-Term Total $316,326.32
Third-Term Total $325,816.11
Fourth-Term Total $335,590.59
Fifth-Term Total $345,658.31