Explanation
Background: This legislation authorizes the Director of Public Utilities (DPU) to enter into a contract modification No. 2 with ARCOS LLC, for the implementation and support of an Overtime (OT) Call-out System, in the amount of $245,898.00.
The Department of Public Utilities (DPU) is in the process of implementing the ARCOS OT Call-out to standardize and automate the OT callout process and equalization process. This system will be used Department wide by all of DPU's Divisions, including Water, Sewerage & Drainage, and Power. DPU has approximately 850 overtime-eligible employees across all Divisions. The project went live in 2024 and is being implemented in phases. The implementation is expected to continue through 2026. DPU will need to renew the SaaS (cloud) subscription annually.
Procurement:
Request for proposals (RFQ022200) were formally advertised on the Vendor Services and Bonfire websites in accordance with the procedures set forth in Columbus City Codes, Chapter 329 from June 27, 2022 to July 29, 2022. The city received three (3) responses. The proposals were deemed responsive and were fully evaluated when the Evaluation Committee met on August 24, 2022. Of the three (3) responses, the committee selected these firms for additional interviews to further discuss their project proposals. These interviews were conducted on October 4-12, 2022. The Evaluation Committee met again on November 18, 2022 submitted final scores and recommended that the Overtime Call-Out System project be awarded to ARCOS LLC. The committee felt that ARCOS LLC submitted the strongest proposal overall for the following reasons: 1.) Solution offered various methods for contacting employees 2.) Well developed solutions for overtime equalization needs. The Director concurred.
The term of this contract shall be for a period of five (5) years from date of execution to June 1, 2028. For each year of the five (5) year contract, funds for services shall be reviewed, and expenditures shall be approved by ordinance of City Council, and appropriation and certification of funds by the City Auditor, with the option to renew for an additional five (5) one (1) year terms for a total of ten (10) years based on funding availability; mutual agreement between the parties, approval of ordinance of Columbus City Council, and appropriation and certification of funds by the City Auditor.
The maximum obligation of the City for services described in this contract for the period commencing from date of execution or June 1, 2025 whichever comes first, through May 31, 2026 (“Year 3") is limited to the amount of $245,898.00 unless all the following occur: this Contract is modified in writing; Columbus City Council enacts an ordinance approving the new amount; and the Columbus City Auditor has certified the availability of the additional funds. Funds for years three (3) through five (5) are subject to annual approval by Columbus City Council and appropriation by the Columbus City Auditor and shall be memorialized in a written modification to this Contract.
Ordinance #1022-2023 authorized the original contract. Ordinance #1326-2024 authorized the second year modification.
This ordinance authorizes the second planned modification, and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification No. 2 is to ADD $245,898.00. Total contract amount including this modification No. 2 is $952,691.00.
2. Reasons additional funds were not foreseen: The need for additional funds were known at the time of the initial contract. This funding is to provide for the payment of services through May 31, 2026.
3. Reason other procurement processes were not used: Work under this modification No. 2 is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
Principal Parties:
ARCOS LLC
8800 Lyra Drive
Columbus, Ohio 43240
Jennifer Abbott, (330) 557-0136
Contract Compliance Number: 031696
Contract Compliance Expiration Date: PENDING
Fiscal Impact: $245,898.00 is budgeted and available from within the Public Utilities Operating Funds to meet the financial obligations of this contract.
$245,895.00 was spent in 2024
$460,895.00 was spent in 2023
Title
To authorize the Director of the Department of Public Utilities to modify and increase funding to an existing agreement with ARCOS LLC., for the implementation and support of an Overtime Call-Out System for the Department of Public Utilities; and to authorize the expenditure of $245,898.00 split between the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds. ($245,898.00)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to modify and increase an existing agreement with ARCOS LLC. for services related to the implementation and support of an Overtime (OT) Call-Out System; and
WHEREAS, DPU solicited a Request for Proposals for an Overtime Call-Out System and the original contract language allowed for a five (5) year contract with the option to renew for five (5) additional one (1) year terms, or a portion thereof, based upon mutual agreement of the parties, availability of funding and approval by Columbus City Council; and
WHEREAS, Ordinance 1022-2023 authorized the initial year of the contract and Ordinance 1326-2024 authorized the second year to and including June 1, 2025; and
WHEREAS, this ordinance authorizes the third year of the contract up to and including May 31, 2026; and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of the Columbus City Codes; and
WHEREAS, it is necessary to authorize the expenditure of $245,898.00 from the Public Utilities Operating Fund, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to enter into a modification of the agreement with ARCOS LLC for the implementation of Overtime Call-Out System for the Department of Public Utilities; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Director of the Department of Public Utilities be and is hereby authorized to enter into a contract modification No. 2 for implementation and support of the Overtime Call-Out System with ARCOS LLC, in accordance with the terms on file in the office of the Department of Public Utilities.
SECTION 2. That this modification is in accordance with the relevant provisions of Chapter 329 of the Columbus City Codes.
SECTION 3. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 5. That for the purpose stated in Section 1, the expenditure of $245,898.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from Public Utilities in object class 03 Services, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds, per the accounting codes in the attachments to this ordinance.
SECTION 6. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.