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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 12/21/2004 - RESOLUTION 2004-146 APPROVING THE PURCHASE OF SOFT ITEM NUMBER: 17 AGENDA ITEM SUMMARY DATE: December 21, 2004 FORT COLLINS CITY COUNCIL STAFF: Jim O'Neill/ Dan Coldiron SUBJECT Resolution 2004-146 Approving the Purchase of Software From Accela, Inc. to Upgrade and Replace the Development Tracking System and Development Management System as an Exception to the Competitive Process. RECOMMENDATION Staff recommends adoption of the Resolution. FINANCIAL IMPACT The appropriation for the migration of the existing data and processes to the latest version of the Accela, Inc. software for the Development Tracking System (DTS) will reduce the DTS Equipment Replacement Reserve balance by $251,470 leaving a balance of $129,759 in the reserve. EXECUTIVE SUMMARY Purchase of new Development Tracking System (DTS) software from Accela, Inc. will align the City's system with the current standards and direction of the City's overall Information Technology strategies. This upgrade would also allow the Building and Zoning and Development Review processes to be completely integrated within a single application. Such integration will result in a more coherent processing of development review and construction permitting within a single system. Purchasing new software for the existing system will be substantially less expensive than purchasing an entirely new system from another vendor. BACKGROUND The City of Fort Collins has operated and maintained an application known as the Development Tracking System (DTS) since 1999. This application automates the Building & Zoning and Current Planning departments' business processes. These processes include portions of the development review process, the complete building permit process, as well as peripheral process such as contractor licensing. The software is a vital component to the operation of these departments. December 21, 2004 -2- Item No. 17 The vendor that supplies this application, Accela, has recently released the latest version of this automation system. The City has spent significant effort to research the new software release and has deemed it a very desirable upgrade. The new release will align this system with the current standards and direction of the City's overall Information Technology strategies. As well, this upgrade would allow the processes of Building and Zoning and the Development Review process to be completely integrated within a single application. Such integration will result in a more coherent processing of development review and construction permitting within a single system. Also, the vendor is offering, for a limited-time, a considerable incentive for existing software license holders. For those agencies that agree to upgrade by December 31, 2004, Accela will wave all licensing fees for the upgrade software, a total of $149,995. The upgrade to the latest software release will be required in the future if the City continues to use this vendor's products. Although there are other vendors that supply similar applications, the City would have to purchase an entire new system from those vendors. It is more cost effective to upgrade the existing system with the software available from Accela. The Development Tracking System is funded through the collection of a minor surcharge from all fees that are collected by the system. Section 8-161 of the City Code states that any exemption to the use of competitive bidding in excess of$100,000 must be approved by the City Council. The Resolution will authorize the purchase of software for the purpose of upgrading and replacing the Development Tracking System and Development Management System as an exemption to the use of competitive bid or proposal as provided in Section 8-161(d)(1) b. RESOLUTION 2004-146 OF THE COUNCIL OF THE CITY OF FORT COLLINS APPROVING THE PURCHASE OF SOFTWARE FROM ACCELA, INC. TO UPGRADE AND REPLACE THE DEVELOPMENT TRACKING SYSTEM AND DEVELOPMENT MANAGEMENT SYSTEM AS AN EXCEPTION TO THE COMPETITIVE PROCESS WHEREAS, Accela, Inc. has recently released the latest version of the Development Tracking and Development Management computer software systems the City has operated and maintained since 1999; and WHEREAS,the new release will align these systems with the current standards and direction of the City's overall Information Technology strategies; and WHEREAS, this upgrade would allow the Building and Zoning and Development Review processes to be completely integrated within a single application, resulting in a more coherent processing of development review and construction permitting within a single system; and WHEREAS, the Purchasing Agent has determined that upgrading and replacing the Development Tracking System and Development Management System with software from Accela, Inc., as an exception to competitive processes is in the best interests of the City since services necessary to migrate to this latest software release can only be performed by this vendor and purchase of a new system from a different vendor would be substantially more expensive; and WHEREAS, funds are being appropriated from prior year development tracking system equipment reserves by Ordinance No. 190, 2004; and WHEREAS, Section 8-161(d)(1)(b) of the Code of the City of Fort Collins authorizes the Purchasing Agent to negotiate the purchase of supplies and services without utilizing a competitive bidding process where the Purchasing Agent determines that although there exists more than one responsible source, a competitive process cannot reasonably be used or, if used, will result in a substantially higher cost to the city, will otherwise injure the city's financial interests or will substantially impede the city's administrative functions or the delivery of services to the public;and WHEREAS, the Purchasing Agent has submitted the requisite justification to the City Manager for approval; and WHEREAS, the City Manager has reviewed and concurred in that determination for this acquisition; and WHEREAS, Section 8-161(d)(3) of the City Code requires approval of this purchasing method by the City Council for items costing more than One Hundred Thousand Dollars($100,000) prior to acquisition. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS that the City Council hereby approves the purchase of services necessary for the migration of the existing data and processes to the latest version of the Accela software for the Development Tracking System and Development Management System in the amount of TWO HUNDRED FIFTY- ONE THOUSAND FOUR HUNDRED SEVENTY DOLLARS ($251,470), as an exception to the City's competitive Purchasing requirements. Passed and adopted at a regular meeting of the City Council held this 21 st day of December, A.D., 2004. Mayor ATTEST: City Clerk