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