Contract Request Template (Contracts; IGAs; Leases)
Date Submitted: 2-6-2023
Requesting Agency: Technology Services
Division:
Subject Matter Expert Name: Anna Weber
Email Address: Anna.Weber@denvergov.org
Phone Number:
Item Title & Description:
(Do not delete the following instructions)
These appear on the Council meeting agenda. Initially, the requesting agency will enter a 2-3 sentence description. Upon bill filling, the City Attorney’s Office should enter the title above the description (the title should be in bold font).
Both the title and description must be entered between the red “title” and “body” below. Do not at any time delete the red “title” or “body” markers from this template.
title
A resolution approving a proposed Second Amendatory Agreement between the City and County of Denver and Accela, Inc. to continue supporting and enhancing the Accela software application platform.
Amends an on-call contract with Accela, Inc. by adding $3,000,000 for a new total of $6,000,000 and 3 years and 10 months for a new end date of 6-30-2027 to continue supporting and enhancing the Accela software application platform, citywide (TECHS-201843128/ TECHS-202266120-02). The last regularly scheduled Council meeting within the 30-day review period is on 3-13-2023. The Committee approved filing this item at its meeting on 2-7-2023.
body
Affected Council District(s) or citywide? Citywide
Contract Control Number: Original TECHS-201843128-00
This amendment TECHS-202266120-02
Vendor/Contractor Name (including any “DBA”): Accela, Inc.
Type and Scope of services to be performed:
Accela is the City’s permitting, licensing and inspections software application platform for both in-person and online use for Denver residents. It is used by Community Planning and Development, Public Works, Excise and Licensing and Development Services. The Accela application processes over 70,000 permits per year.
The Accela application has been instrumental in the improved efficiency with the overall permitting process. As the Accela application is being adopted by more and more citizens, Technology Services continues to work with the other City agencies that use Accela to make further enhancements to the Accela platform. This contract will allow the City to work directly with Accela in a Professional Services capacity to continue to expand the functionality of the Accela platform.
Accela will provide professional services on an on-call basis to assist the City with improvements / enhancements throughout the duration of the contract. The term is being extended to co-term with the Accela SaaS subscription agreement.
Technology Services currently has three contracts with Accela, Inc. One is for software licensing and support of the Accela on-premise solution (on-premise: data, applications, and software are powered entirely by in-house computer servers), one is for licensing and support of the Accela SaaS (cloud) solution. Technology Services will be migrating from the on-premise solution to the cloud solution in 2023. The Accela, Inc. contract for the on-premise solution recently went through Council to extend the term through the end of 2023. Once this migration is complete, we will no longer need the contract for the on-premise solution. The third contract is for the Professional Services that Accela provides in the enhancements and modernization efforts to improve upon the user experience and performance of the Accela application. Modernization efforts aim to retain and extend the value of legacy investments through the migration to new platforms to benefit from the new technologies. Part of this process is to remove customizations within the application and return it to more of an off the shelf version.
Vendor will continue to support Technology Services with the support and enhancement of the Accela Permitting software
Location (if applicable): citywide
WBE/MBE/DBE goals that were applied, if applicable (construction, design, Airport concession contracts):
N/A
Are WBE/MBE/DBE goals met (if applicable)?
Is the contract new/a renewal/extension or amendment?
Amendment
Was this contractor selected by competitive process or sole source?
Sole source- professional preference
For New contracts
Term of initial contract:
Options for Renewal:
How many renewals (i.e. up to 2 renewals)?
Term of any renewals (i.e. 1 year each):
Cost of initial contract term:
Cost of any renewals:
Total contract value council is approving if all renewals exercised:
For Amendments/Renewals Extensions:
Is this a change to cost/pricing; length of term; terms unrelated to time or price (List all that apply)?
Time and price
If length changing
What was the length of the term of the original contract?
8/1/2018 - 8/1/2023
What is the length of the extension/renewal?
3 years and 10 months
What is the revised total term of the contract?
8/1/2018 - 6/30/2027
If cost changing
What was the original value of the entire contract prior to this proposed change?
$3,000,000
What is the value of the proposed change?
$3,000,000
What is the new/revised total value including change?
$6,000,000
If terms changing
Describe the change and the reason for it (i.e. compliance with state law, different way of doing business etc.)