Subject:
Title
Amendment No.1 to the purchase authorization with Carahsoft Technology Corporation for the Accela Civic Platform Land Management Technology Upgrade project.
label
Recommended Action:
Recommended Action
Approve Amendment No.1 to the purchase authorization with Carahsoft Technology Corporation for Accela Platform Land Management Technology Upgrade project.
Contract no. 167-0244-G (RG); increase in the amount of $4,572,067.59; effective through the sixth (6th) year subscription, for a revised total contract amount of $5,145,831.35. Chairman to sign and Clerk to attest.
Body
Strategic Plan:
Continual Economic Growth and Vitality
4.3 Catalyze redevelopment through planning and regulatory programs
4.4 Invest in infrastructure to meet current and future needs
Deliver First Class Services to the Public and Our Customers
5.2 Be responsible stewards of the public’s resources
5.3 Ensure effective and efficient delivery of county services and support
5.4 Strive to exceed customer expectations.
Summary:
The purpose of Amendment No.1 is to convert current perpetual licenses from an on-premises (self-hosted) to a cloud (subscription) based (vendor-hosted) platform in order to align with the County’s Information Technology (IT) strategy, which streamlines and reduces the project implementation term from twenty-five (25) to eighteen (18) months.
Background Information:
On April 27, 2017, the Board of County Commissioners approved a twenty-five (25) month purchase authorization for the technology upgrade of Accela’s Civic Platform Land Management software.
The proposed cloud based approach will avoid future capital (hardware) and labor (permanent positions) costs to support the technology solution, while automatically keeping the County current in its permitting software without manual upgrades and other labor-intensive overhead.
This amendment provides subscription pricing for a six (6) year term upon execution. Going forward, pricing includes an annual twenty-three percent (23%) discount from list prices, which translates to approximately $135,000 in annual savings through the term of the agreement. Annual costs are based upon a 210 user licensing pool. The County will have the opportunity to evaluate software needs and “right-size” annual licensing, based upon total user count and licensing requirements.
Pricing, terms and conditions are per the General Services Administration (GSA) contract GS-35F-0119Y.
Fiscal Impact:
Original Project Approved Budget (25 months): $2,415,467.76
Amendment No.1 revised services and not to exceed (NTE): $1,861,956.69
Amendment No.1 six (6) year subscription NTE: $2,710,110.90
Amendment No.1 estimated expenditure NTE: $4,572,067.59
Original agreement billed to date not to exceed NTE: $573,763.76
Revised project total estimated expenditure NTE (72 months): $5,145,831.35
Total expenditure increase from on-premises to cloud platform: $2,730,363.59
Funding will be derived from reserves in the Building Services Budget and the Business Technology Services (BTS) Operating Budget. Project costs are allocated to participating departments through the BTS Cost Plan. This Amendment is consistent with the FY19 Proposed Budget.
Staff Member Responsible:
Blake Lyon, Director, Development Review Services
Jeff Rohrs, Chief Information Officer, Business Technology Services
Bryan Zumwalt, Director, Office of Technology and Innovation
Joe Lauro, Director, Purchasing
Partners:
N/A
Attachments:
Amendment 1