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Item 4H CITY OF SOUTHLAKE Item 4H MEMORANDUM (October 10, 2016) To: Shana Yelverton, City Manager From: Greg Hendricks, Director of Information Technology Subject: Consent agenda item 4H - Approve the purchase to Accela Inc. for support, maintenance, and hosting fees of the Accela application in the amount of$84,609. Action Requested: Approve an annual software support, maintenance, and hosting fees with Accela Inc. in the amount of$84,609. 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 $84,609 (support and maintenance $58,009, hosting $26,600) which is within the FY 2017 budget (Technology 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: This is the final year of Accela costs as we migrate to Energov and the last year of a 3-year agreement to minimize cost increases at a 5% increase. 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: Renewal Quote for 2016 for support and maintenance. Staff Recommendation: Approve item as proposed MAcceta Quote Accela Inc. 2633 Camino Ramon, Suite 500 Date 08/29/2016 San Ramon CA 94583 Quote# 4933 Page 1 of 2 Payment Terms Net 30 Due Date 11/2512016 Bill To PO# Southlake,TX Account Manager 1400 Main Street Project Suite 420 Term Start Date 12/26/2016 Southlake Information Term End Date 12/25/2017 Technology Currency USD 600 State Street Southlake,TX Southlake TX 76092 Ship To Southlake,TX 1400 Main Street Suite 420 Southlake Information Technology 600 State Street Southlake,TX Southlake TX 76092 Item I SKU Qty Description Amount MR100ALMM120601 65 Accela Land Management Annual Maintenance and Support $20,613.00 Renewal MR100GISM120601 25 Accela GIS Annual Maintenance and Support Renewal $7,482.88 MR100MRM120601 15 Accela Wireless Annual Maintenance and Support Renewal $18,723.39 MR100AAMM120601 10 Accela Asset Management Annual Maintenance and Support $7,275.18 Renewal MR100ACAM120601 1 Accela Citizen Access Annual Maintenance and Support $3,914.26 Renewal Term: 12/26/16- 12/25/17 Tax Total $0.00 Total $58,008.71 MAcceta Quote Accela Inc. K"q t f11e§4p 500 Remit To: Wiring Instructions A Ilt§4%9Abept.at(925)659-3275 Accela Inc. Wells Fargo Bank Send an email to:accountsreceivable(?a accela.com #774375 For credit to:Accela Inc. 4375 Solutions Center Account:412-1765507 Accela TAX Ib:94-276-7676 Chicago, IL 60677-4003 ABA: 121000248 MAccela 2633 Camino Raman Suite 500 San Ramon,CA 94583 1 (925)659-3200 Dear Valued Customer, Your current software is coming up for renewal! In our efforts to improve your Accela experience, we are providing you with a quote to plan accordingly for your budgetary needs. If you have any questions or concerns about the enclosed quote, please contact your account manager at(925) 659-3200. If you have any further questions about how to make payment, please contact our billings team at AccountsReceivable@Accela.com . Sincerely, Accela Accounts Receivable Team