Title
Resolution authorizing the Mayor and the Director of the Department of Permits, Licenses, and Inspections to enter into an agreement or agreements or amendments to existing agreements to purchase Accela Civic Platform and Accela Citizen Access subscription and cloud hosting services and further authorizing a professional services Agreement with Accela to migrate from self-hosting to a cloud environment hosted by Accela.
Body
Whereas, the City originally entered into a Permits Plus Software License and Services Agreement (Controller #43322) (dated August 1, 2003), with Accela, Inc. to provide software and related professional information technology services; and
Whereas, the City subsequently executed a First Supplemental Permits Plus Software License and services Agreement (dated August 1, 2003) to add compensation for the purchase of additional features for a Department of Public Works asset management system; and
Whereas, the parties thereafter entered into a Second Supplemental Permits Plus Software License and Services Agreement (dated June 18, 2009) to upgrade its existing Permits Plus software to Accela Automation and its peripheral products and related services; and
Whereas, the parties then entered into a Third Supplemental Agreement to Permits Plus Software License and Services Agreement (dated August 31, 2011) to provide for ongoing maintenance of Acella Automation and its peripheral products and related services; and
Whereas, since 2012, the parties have been operating under a document entitled "Maintenance Agreement" (dated July 24, 2012), for up to five (5) additional years of maintenance services and support relating to the Accela Automation and its peripheral products; and
Whereas, although the City wishes to continue using specified Accela software for its business purposes, it is having numerous technical problems with self-hosting the database and internal servers; and
Whereas, moving to the cloud will improve the City's ability to issue permits and make inspections; and
Whereas, therefore, instead of continuing to pay maintenance fees for licensed Acella software, the City wishes to purchase Accela's Civic Platform and Accela Citizen Access subscription services, which services will be hosted in a cloud environment by Accela; and
Whereas, this option will eliminate the need to install and run Accela applications on the City's internal servers and will simplify maintenance and support.
Be it resolved by the Council of the City of Pittsburgh as follows:
Section 1. The Mayor and the Director of the Department Permits, Licenses, and Inspections, on behalf of the City of Pittsburgh, are hereby authorized to enter into an agreement or agreements or amendments to existing agreements to purchase the Accela Civic Platform and Accela Citizen Access subscription and cloud hosting services and further authorizing a Professional Services Agreement with Accela to migrate from self-hosting to a cloud environment hosted by Accela. The cost of said agreement or agreements shall not exceed Six Hundred Forty Eight Thousand, Seven Hundred Ninety-Eight Dollars ($648,798.00) as further broken down below. Payments will be made over multiple years, chargeable to and payable according to the chart accounts listed in Section 2.
2015: Professional Services Agreement (not to exceed amount) $ 96,652.00
Subscription to Civic Platform and Citizen Access for 12 months $ 246,744.00
*Approximate credit to be applied from pre-paid maintenance ($ 62,263.00)
$281,133.00
2016: (a) Pro-rated subscription to bring into alignment with $105,894.00
end date for existing maintenance agreement
(b) recurring Civic Platform/Citizen Access cost $ 261,771.00
through June 2017 $367,665.00
Section 2. The City Controller shall encumber funds for the aforementioned agreements, subject to the amount of funds to be appropriated by City Council in respective budget years from the following chart accounts:
2015
$79,418.91--1126735610.50000.00
$10,809.65--2726735610.50000.00
$ 6,423.44--2726734912.50000.00
$184,481--11101.53.53509.270000.2015.
2016
$367,665--11101.53.53509.270000.2016