Item 4I MemoCITY OF
SOUTHLAKE
MEMORANDUM
(November 3, 2015)
To: Shana Yelverton, City Manager
From: Greg Hendricks, Director of Information Technology
Subject: Consent agenda item 41 - Approve the purchase to Accela Inc. for
support and maintenance of the Accela application in the amount of
$55,246.
Action
Requested: Approve an annual software support and maintenance
agreement with Accela Inc. in the amount of $55,246.
Background
Information: The City of Southlake purchased the Accela application from
Accela Inc. to provide land and asset management utilized
by Planning, Public Works, and Community Services. This
contract assures that the City of Southlake will receive
access to the latest versions of the software, application
issue remedies, and end user support for daily operations.
Financial
Considerations: Total expenditure of $55,246 which is within budget (General
Fund).
Strategic Link: 134 — "Provide High Quality Customer Service" — enables IT
to provide quick response and resolution for Accela system
issues as well as upgrades, future enhancements & bug
fixes
136 — "Optimize Use of Technology" — enables the IT
department to maintain supportable systems and services
Citizen Input/
Board Review: Not Applicable
Legal Review: The previous 5 -year contract pricing ended in December
2012 and is now on year-to-year annual maintenance
renewals.
Alternatives: 1) Approve as proposed.
2) Reject — Since the application is hosted we cannot avoid
this cost without bringing the application in-house and
provide support internally paying for future bug fixes and
enhancements as required. This carries a high risk due to
the complexity of the application and would require further
analysis to determine implementation costs. The contract
cost would still be required in the interim.
Honorable Mayor and City Council
Page 2 of 2
Supporting
Documents: The current invoice is provided as follows.
Staff
Recommendation: Approve item as proposed
Invoice
Accela Inc.
2633 Camino Ramon, Suite 500 � tj_u�_�✓`r
San Ramon CA 94583
Bill To: /
Southlake, TX
1400 Main Street
Suite 420
Southlake Information Technology
600 State Street
Southlake, TX
Southlake TX 76092
MAcceta
Ship To:
Southlake, TX
1400 Main Street
Suite 420
Southlake Information Technology
600 State Street
Southlake, TX
Southlake TX 76092
INV -ACC 13418
09/23/2015
1 of 2
11423 Southlake, TX - City 4511_2015-12-26_2016-12-25 f Net 30 10/23/2015
of I
MR100AAMM120601
Accela Asset Management Annual Maintenance
10
$692.874
$6,928.74
and Support Renewal
MR100ACAM120601
Accela Citizen Access Annual Maintenance and
1
$3,727.8675
$3,727.87
Support Renewal
MR100ALMM120601
Accela Land Management Annual Maintenance
65
$302.022
$19,631.43
and Support Renewal
MR100GISM120601
Accela GIS Annual Maintenance and Support
25
$285.06198
$7,126.55
Renewal
MR100WIRM120601
Accela Wireless Annual Maintenance and Support
15
$1,188.7869
$17,831.80
Renewal
Maintenance fees for period:
December 26, 2015 - December 25, 2016
Please direct inquiries to:
Accounts Receivable Dept. at (925) 659-3275
Send an email to: a�courttsrece�vabfeQaceela carte
Accela TAX ID: 94-276-7676
Remit To:
Accela Inc.
# 774375
4375 Solutions Center
Chicago, IL 60677-4003
Wiring instructions
Wells Fargo Bank
For credit to: Accela Inc.
Account: 412-1765507
ASA: 121000248
Invoice
Accela Inc.
2633 Camino Ramon, Suite 500
San Ramon CA 94583
Please direct inquiries to:
Accounts Receivable Dept. at (925) 659-3275
Send an email to: accountsreceivable c0accela.com
Accela TAX ID: 94-276-7676
RemitTo:
Accela Inc.
#774375
4375 Solutions Center
Chicago, IL 60677-4003
M Accela
INV ACC13418
09123/2015
2of2
$55,246.39
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$0.00
'lotai I.vssie�,Ar>a�`n', $55,246.39
Wiring Instructions
Wells Fargo Bank
For credit to: Accela Inc.
Account: 412-1765507
ABA: 121000248