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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 `s $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