Item 4ECITY OF
SOUTHLAKE
MEMORANDUM
(October 8, 2012)
To: Shana Yelverton, City Manager
From: Greg Hendricks, Deputy Director of Information Technology
Subject: Consent agenda item 4E - Approve the purchase to Accela Inc. for
support and maintenance of the Accela application in the amount of
$71,774.54
Action
Requested: Approve an annual software support and maintenance
agreement with Accela Inc. in the amount of $71,774.54.
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 $71,774.54 which is within budget
(General Fund).
Strategic Link: 136 — "Optimize Use of Technology" — enables the IT
department to maintain supportable systems and services
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.
Citizen Input/
Board Review: Not Applicable
Legal Review: The previous 5 -year contract pricing is ending in December
2012. This will begin 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.
Supporting
Honorable Mayor and City Council
Community Events Partnership Program
Page 2 of 2
Documents: Quote is provided as an attachment.
Staff
Recommendation: Approve item as proposed
ACCELA SOFTWARE MAINTENANCE AND SUPPORT RENEWAL
QUOTE
September 6, 2012
Dale Dean
Southlake, TX - City of
1400 Maint Street, Suite 460
Southlake, TX 76092
Agency: Southlake, TX - City of
Prepared by:
Carlos Ugarte
Tel: (925) 659 -3200, ext 3275
Fax: (925) 244 -1207
cugarte(a)accela.com
The following quote for your Annual Accela Maintenance and Support fee's is for the period of:
December 26 2012 - December 25, 2013
PRODUCT LINE: Accela Automation
Land Management 25 24,060.34
Asset Management 25 24,060.34
Citizen Access Maintenance Fees (pop. 25,000) 1 3,073.90
Accela Wireless 15 14,703.61
Accela GIS 25 5,876.35
Total Maintenance and Support Fees $ 71,774.54
Sales Tax @ 0.00
TOTAL QUOTE $ 71,774.54
Terms and Conditions:
This Quote will change if additional user licenses or additional products are purchased or installed after the date of this quote.
Alternate Terms Disclaimed The parties expressly disclaim any alternate terns and conditions accompanying drafts and/or
purchase orders issued by Customer.
Quoted Rates are Valid until 12/30/12 After Said Date, Rates are Subject to Change.
In order to continue your maintenance & support without interruption please provide Accela, Inc.
with a Purchase Order for the Total Quote amount stated above.
Check the appropriate box that applies to your renewal.
Fax Purchase Order to the Finance Dept at (925) 659 -3281 or email to: jgalvan @accela.com
0 Purchase Order attached. Please invoice us. PO#
0 It is the Agency's standard policy not to issue purchase orders. Please accept our signature as acceptance and
authorization to invoice us for said maintenance fees. We agree to remit payment based upon receipt of the invoice.
Signature
Printed Name
Contact Phone
Date
Title
Email
Remarks:
An invoice will be sent to you in advance of the start of the maintenance and support period. The invoice must be paid
before that date to avoid any interruption or cancellation of your maintenance & support services.