2004-25476 ResoRESOLUTION NO. 2004-25476
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO
APPROPRIATE FUNDS AND ISSUE A STANDING ORDER TO ACCELA, THE
SOLE SOURCE PROVIDER AND OWNER OF THE COPYRIGHTED
SOFTWARE CODE FOR VELOCITY CITY HALL SOFTWARE, IN THE
AMOUNT OF $103,025.00, FOR THE PERIOD OF FY2003-2004, FOR THE
PURCHASE OF VELOCITY CITY HALL SOFTWARE FOR ON-LINE
PERMITTING AND PROGRAM MODIFICATIONS TO THE VELOCITY CITY
HALL SOFTWARE AND THE CITY'S 'PERMITS' PLUS® SYSTEM, SETTING
AN EFFECTIVE DATE.
WHEREAS, the City has determined that Accela's Velocity City Hall Software is
needed to initiate an on-line City permitting function; and
WHEREAS, the City has received a quotation from Accela, in the amount of
$103,025.00, for the purchase of Velocity City Hall Software for on-line permitting and
program modifications to the Velocity City Hall Software and the City's 'PERMITS' Plus®
System, said quotation being attached and made a part hereof; and
WHEREAS, Accela is the sole source provider and owner of the copyrighted
software code for Velocity City Hall Software and retains the rights to the software code
and does not allow anyone other than their staff to alter or touch this source code; and
WHEREAS, the City should maintain their relationship with Accela, as a sole
source, in order to ensure the proper maintenance of the City's 'PERMITS' Plus®
System and integration of the Velocity City Hall Software's on-line function; and
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA,
1. The Mayor and City Commission hereby authorizes the Administration to
appropriate funds and issue a Standing Order, for Accela, the sole source provider and
owner of the copyrighted software code for Velocity City Hall Software, in the amount of
$103,025.00, in accordance with the quotation attached hereto, for the period of
FY2003-2004, for the purchase of Velocity City Hall Software for on-line permitting and
program modifications to the Velocity City Hall Software and the City, PERMITS' Plus®
System; and ~ ~/~
/I
2. This resolution shall be effective upon adoption. / I //
~dlTY C LE~,K
FORM & LANGUAGE
& FOR EXECUTION
DATE:
TO:
FROM:
January 20, 2004
Walter Coolidge
Kay Randall
Miami Beach, FL
Eddie Ausherman, Vice President of Business Operations, Accela, Inc.
The City of Miami Beach has requested a sole source document for adding VelocityHall
to the existing Accela 'I~BRMIg'$' .Plu~ ® system. Accela retains the rights to the
software code and does not allow anyone other than our staff to alter or touch this source
code. This is the same it would be if you ask Microsoft for their code in order to change
the operating system. If we allow access to the code we can't manage the possible
problems that might occur.
Currently Accela does not have any type of program in place for outside companies to
implement or sale VelocityHall. VelocityHall is the proprietary software from Accela
that allows the public to pull permits, schedule inspections, and look-up information via
the web. The same problem occurs as above if we allow outside companies to implement
our software without certification processes in place.
Currently Accela is the only one that is capable and authorized to service VelocityHall.
Please feel free to telephone if you have any questions.
Sincerely,
Edward Ausherman
VP, Business Operations
West Coast Division
~.731 West Walnut Ave.
Visella, CA 93277-6232
Office i (559) 627-1959
Fax i (559) 627-4906
Created from the merger of
lofl
ccEL
Origination of Correspondence: 1731 West Walnul Avenue, Visalia, CA 93277, Tel: 559 627 1959, Fax: 559 627 4906
DATE: November 24, 2003 ESTIMATE #101,54a
TO: Walter Coolidge
Miami Beach, FL
FROM: Kristin Farmer, Inside Sales Representative
RE:
Per your request, listed below is a cost estimate for your review:
Request:
This estimate is based on the request to associate a new activity to an existing project,
and that the agency will not have a need to attach a new project to an existing
development
Estimate:
This modification would require the following assistance: $21,275.00~
VCH modifications:
1. Add the ability to VCH presentation layer to search for projects similar to the
search for permits by address, parcel, and license number.
2. Allow the user to select a project from the list for use dudng APD initialization.
3. Add a new element to the XML to be able pass that project in the InitSmplPerm
call.
Permits Plus Application Server Modifications:
1. Modify the permit initialization routine to support the normal Permits Plus
initialization options for attaching a new permit to an existing Project. VVhen a project is
passed the "Copy Project" functions would be triggered and project information would be
copied to the new permit. If any duplicate information is passed for the new permit
(duplicate addresses, parcels, people, etc) would only be written once, other information
passed that would not result in duplication would be applied.
Corporate Headquarters: 4160 Dublin Boulevard, Suite 128, Dublin, CA 94568, Tel: 925 560 6577, Fax: 925 560 6570
Notes:
~ 50% of total is due upon letter of acceptance or purchase order.
upon delivery.
Remaining 50% is due
Accela, Inc. retains exclusive rights and ownership to any and all computer programs
created or modified by Accela, Inc.
These costs are valid for 90 days. After the 90-day pedod, all pdces are subject to
change. This quote supercedes any previous written or verbal estimate for products and
installation services. To procure the above-mentioned services, please submit a
purchase order or letter of authorization referencing the above estimate number to the
attention of Dan DeHaven. In order to expedite the process, feel free to submit
authorization via fax to (925) 560-0061 or by email to ddehaven~.accela.com.
If you have any questions, please feel free to contact me at 407 933-5617. Thank you.
C(xporate Headquarters: 4160 Dublin Boulevard, Suite 128, Dublin, CA 94568, Tel: 925 560 6577, Fax: 925 560 6570
Buildinl[ Speed
OriginalJon of Correspondence: 1731 West Walnut Avenue, Visalia, CA 93277, Tel: 559 627 1959, Fax: 559 627 4906
DATE:
May 7, 2003
November 19, 2003
January 29, 2004
Estimate: #9142aRev-1
REVISED
REVISED
TO: Vrinda Kumar
Miami Beach, FL
FROM:
Kristin Farmer, Inside Sales Support
Accela, Inc.
RE: VelocityHalFM
We appreciate your interest in VelocityHall. Many agencies are looking to VelocityHall
as a means of reducing the workload of their counter check people and allowing them to
take on more important tasks. In response to your request, attached is a cost estimate
for adding VelocityHall to your existing 'PERM[TS' Plus® system. For your
convenience, we have outlined two options for the Agency. The first option is based on
status look-up and inspection scheduling only. The second option is for the Agency to
offer eCommerce Transactions. The Agency may chose which option offered below
works best.
Please note that an additional trip is required to assist with the implementation of
VelocityHall. The expenses for this additional trip have not been included in the below
costs. Actual travel time and expenses will be billed as accrued.
OPTION 1: Status Look-up and Inspection Schedulinq
VelocityHall Annual License $20,000.00~
Implementation Service $20,000.003
NOTE: This option does not include eCommerce transactions.
GRAND TOTAL - OPTION 1 $40.000.001
Corporate Headquarters: 4160 Dublin Boulevard, Suite 128, Dublin, CA 94568, Tel: 925 560 6577, Fax: 925 560 6570
; CcE
Building Speed
OPTION 2: eCommerce Transactions
VelocityHall License
Annual Maintenance
eCommerce Annual Fee- $2,000.00 per permit type
-Electrical
-Mechanical
-Plumbing
-Fire
Implementation Service
$35,000.00
$ 8,750.00~
$ 8,000.002
$20,000.003
NOTE: The eCommerce Annual Fee is dependant upon the number of automated
Permit types. Permit Types will be charged at $2,000.00 per permit.
GRAND TOTAL - OPTION 2 $71.750.004
NOTES:
- ~ This is in addition to the Agency's annual maintenance for the current fiscal year. The
additional maintenance may be pm-rated dependent upon when the Agency
acquires the additional licenses.
2The eCommerce Annual Fee shown in Option 2 is mandatory. The first year must be
paid upfront with the pumhase of VelocityHall and due within net 30 days. The next
two years will be billed on an annual basis and due within net 30 days.
3 The above assistance includes:
* 3 days of on-site assistance to implement VelocityHall and related hardware and web-
enable the Agency's selected activity types.
* Telephone Support (not to exceed 16 hours) for Accela to gather information from the
Agency pdor to the on-site visit and to offer go-live assistance after returning from the
visit.
The expenses for this additional trip have not been included. Actual travel time and
expenses will be billed as incurred.
4The Agency will be billed for 100% of the total immediately upon receipt of VelocityHall
Addendum or Purchase order. Please note that additional fees will be required and
are paid by the Agency under Options 2. An additional trip is required to assist with
the implementation of VelocityHall. The expenses for this additional trip have not been
included. Actual travel time and expenses will be billed as incurred.
Corporate Headquarters: 4160 Dublin Boulevard, Suite 128, Dublin, CA 94568, Tel: 925 560 6577, Fax: 925 560 6570
; -ccEL
Buildin~z Speed
This above estimate is based on a 3-year contract. If the Agency decides not to renew
the agreement after 3 years, the Agency will be responsible for Accela's equipment
removal expense of $5,000.00.
Servers provided in the above estimate are not rack mountable. If the Agency wishes
for a rack mountable server, an additional cost of $400.00 (plus applicable sales tax)
will be required.
The Agency must open an internet-capable merchant account. Please note that any
third party merchant account fees are not included in those fees payable to Accela.
Any merchant account fees are the responsibility of the agency.
The above estimate does not include hardware. Hardware is owned and maintained
by Accela, Inc. See VelocityHall Addendum to 'PERMITS' Plus Maintenance
Agreement.
Please note that this estimate is based on the Agency's current 'PERMITS' Plus
concurrent user license. If the Agency decides to increase concurrent users, the
above costs may increase.
These costs are valid for 90 days. After the 90-day period, all prices are subject to
change. This quote supercedes any previous written or verbal estimate for products and
installation services. To procure the above-mentioned services, please submit a
purchase order or letter of authorization referencing the above estimate number to the
attention of Dan DeHaven. In order to expedite the process, feel free to submit
authorization via fax to (925) 560-0061.
If you have any questions, please feel free to contact Kristin Farmer at (407) 933-5617
or kfarmer(~,accela.com. Thank you.
corporate Headquarters: 4160 Dublin Bouleva~l, Suite 128, Dublin, CA 94568, Tel: 9255606577, Fax: 9255606570
CITY OF MIAMI BEACH '
COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution of the Mayor and City Commission of the City of Miami Beach, Florida, and
authorizing the Administration to appropriate funds and issue a Standing Order to
Accela, the sole source provider and owner of the copyrighted software code for Velocity
City Hall Software, in the estimated amount of $103,025.00, for the period of FY2003-
2004, for the purchase of Velocity City Hall Software for on-line permitting and program
modifications to the Velocity City Hall Software and the City's 'PERMITS' PLUS®
System.
Issue:
IWhether the City Commission should approve the appropriate of funds and the issuance
of a Standin[l Order to Accela for Velocit~ Ci~ Hall Software?
Item Summary/Recommendation:
Velocity City Hall Software is the proprietary software from Accela that allows the public
to pull permits, schedule inspections, and look-up information via the web. Accela is the
sole source provider and owner of the copyrighted software code for Velocity City Hall
Software. Accela retains the rights to the software code and does not allow anyone
other than their staff to alter or touch this source code. Software modifications in the
amount of $21,275.00 to allow the customer the ability to search for permits by address,
parcel, and license number, and $81,750.00 to install the Velocity City Hall Software
amount to $103,025.00.
Advisory Board Recommendation:
N/A.
Financial Information:
Source of Amount Account Approved
Funds: I $81,750.00 Building (Budget Account
601.7000.229253), FY2003-2004
,~ 2 $21,275.00 information Technology Reserve
Fund (Budget Account
550.0630.000674), FY2003-2004
3
4
Finance Depl. Total
City Clerk's Office Legislative Tracking:
Gus Lopez, ext. 6641
i i9 n -Offs: AsSis¢~t C~ity ManagerlC FO
Department Director
MKR I PDW~)"~
T:~,G EN DA~004~Feb0404~Conse nt~Velocl'tyH(,~S u m mary.doc
JMG
City Manager
AGENDA ITEM
DATE
To:
From:
Subject:
COMMISSION MEMORANDUM
Mayor David Dermer and
Members of the City Commission
Date: February 4, 2004
Jorge M. Gonzalez ~ ~/~
City Manager
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AUTHORIZING THE
ADMINISTRATION TO APPROPRIATE FUNDS AND TO ISSUE A
STANDING ORDER FOR ACCELA, THE SOLE SOURCE PROVIDER
AND OWNER OF THE COPYRIGHTED SOFTWARE CODE
FOR VELOClTY HALL SOFTWARE, IN THE AMOUNT OF $103,025,
FOR THE PERIOD FY 2003-2004, FOR THE PURCHASE OF VELOCITY
HALL SOFTWARE FOR ON-LINE PERMITTING AND PROGRAM
MODIFICATIONS TO THE VELOCITY HALL SOFTWARE AND THE
CITY'S 'PERMITS' PLUS SYSTEM,
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
BUDGETED AMOUNT AND FUNDING
$81,750
Funding to be appropriated from Building Training & Technology
Account (Budget Account 601.7000.229253), FY 2003-2004.
$21,275
Funding to be appropriated from Information Technology Reserve
Fund (Budget Account 550.0630.000674), FY 2003-2004.
ANALYSIS
Velocity Hall Software is the proprietary software from Accela that allows the public to
pull permits, schedule inspections, and look-up information via the web. Accela is the
sole source provider and owner of the copyrighted software code for Velocity Hall
Software. Accela retains the rights to the software code and does not allow anyone
other than their staff to alter or touch this source code (see attached letter dated
January 20, 2004).
Accela provided the City with a letter dated November 24, 2003 which is attached that
specifies the necessary program modifications to the 'PERMITS' Plus System Software
and the Velocity Hall Software in the amount of $21,275. These software modifications
will allow the customer the ability to search for permits by address, parcel, and license
number.
Commission Memorandum
Velocity Hall
February 4, 2004
Page 2 of 2
In addition, Accela provided a further letter dated May 7, 2003, which gives an
estimated cost for installation of the Velocity Hall Software to the City's existing
'PERMITS' Plus system in the amount of $81,750, calculated as follows:
Velocity Hall License
Annual Maintenance
eCommerce Annual Fee- $2,000.00 per permit type
-Electrical
-Mechanical
-Plumbing
-Fire
Implementation Service
Reimburseables (i.e., travel and other expenses)
GRAND TOTAL
$35,000
$ 8,750
$ 8,0O0
$20,000
$1o,ooo
$8i,750
The total amount for both the programming modifications to 'PERMITS' Plus / Velocity
Hall Software and the addition of the new Velocity Hall Software is $103,025.
CONCLUSION
The Mayor and City Commission should adopt the Resolution, authorizing the
Administration to appropriate funds and issue a Standing Order to Accela, the sole
source provider and owner of the copyrighted software code for Velocity Hall Software,
in the amount of $103,025, for the purchase of Velocity Hall Software for on-line
permitting and program modifications to the Velocity Hall Software and the City's
'PERMITS' Plus System.
JMG/PDW/MKPJGL
T:~AGENDA~004~Feb0404\Consent\Velocity HallCommMemo.doc