Explanation
This legislation authorizes the Director of Public Utilities to renew the contract for professional services to implement the Cityworks Asset Management System (AMS) department-wide with Woolpert, Inc. The existing contract expires on June 20, 2025.
Woolpert will continue to provide services throughout various phases of the implementation, including planning, design, configuration, advanced functionality development (integrations and data migration), training, system deployment, and extended software support.
This project is focused on delivering integrated software functionality and business processes supporting inventory tracking and control, asset condition reporting, inspections, service requests, corrective and preventive maintenance, work management, mobile, reporting, analytics, training, and data-driven decision-making. The Cityworks Asset Management System will replace the existing Oracle Work and Asset Management System.
The selection of the firm providing this professional service has been performed in accordance with the procedures set forth in Columbus City Codes, Chapter 329, and “Awarding professional service contracts through requests for proposals." The evaluation criteria for this contract included: 1. Local workforce 2. Project team 3. Past Performance 4. Understanding of the project 5. Software requirements/Technology 6. Training and ongoing support 7. Environmentally preferable.
Procurement:
Twenty-two (22) Requests for Proposal (RFP) were received on July 16, 2021. Of the Twenty-Two (22) responses, the committee selected three (3) of the highest firms for additional interviews and requested clarification of their proposals. These interviews were conducted on September 21-23, 2021. The Evaluation Committee met October 19, 2021 to submit final scores and recommended that the Work and Asset Management System project be awarded to Woolpert, Inc.
This contract, authorized by Ordinance 1439-2022, was for an initial two (2) years from date of execution to June 20, 2024, with the option to renew for an additional five (5) years on a year-to-year basis, or a portion there of, based upon mutual agreement of the parties, availability of funding, and approval by Columbus City Council. Future contract modifications were anticipated and this ordinance authorizes the second renewal. If unforeseen issues or difficulties are encountered that would require additional funding, an additional modification would be requested. This contract does not automatically renew.
Ordinance 1327-2024 authorized the first renewal option, without funding, extending the contract through June 20, 2025.
This Ordinance authorizes the second one-year renewal option, and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code.
1. Amount of additional funds: The total amount of additional funds needed for this contract renewal #2 is $0.00. Total contract amount including this modification is $2,996,465.00.
2. Reason additional funds were not foreseen: The potential need for additional funds was known at the time of the initial contract, however, only a time extension is needed for this renewal.
3. Reason other procurement processes were not used: This renewal is part of the terms of the contract as originally bid.
4. How was cost determined: n/a
Principal Parties:
Woolpert, Inc.
1 Easton Oval, Suite 400
Columbus, Ohio 43219
Brian Stevens, (614) 476-6000
Contract Compliance Number: 001040
Contract Compliance Expiration Date: 04/03/2027
Subcontractor:
Resource International, Inc.
Contract Compliance Number: 004197
Contract Compliance Expiration Date: 01/30/2026
MWBE Certification Status: WBE
MWBE Certification Expiration Date: 05/31/2025
Dynotec, Inc.
Contract Compliance Number: 005053
Contract Compliance Expiration Date: 02/12/2026
MWBE Certification Status: MBE
MWBE Certification Expiration Date 10/17/2026
Fiscal Impact: No fiscal action is required at this time.
$616,203.08 was spent in 2024
$660,297,60 was spent in 2023
Title
To authorize the Director of the Department of Public Utilities to renew the contract with Woolpert, Inc. for the implementation of a Cityworks Asset Management System for the Department of Public Utilities. ($0.00)
Body
WHEREAS, the Department of Public Utilities has a need for an updated and modernized Work and Asset Management System that will allow Department of Public Utilities to better track, maintain and manage its various asset types; and
WHEREAS, procurement for these services were conducted in accordance with the relevant provisions of Chapter 329 of Columbus City Code relating to the Request for Proposals (RFP) process and twenty-two (22) proposal were received and reviewed by the Department of Public Utilities on October 19, 2021 (Solicitation: RFQ018791); and
WHEREAS, a contract, authorized by Ordinance 1439-2022, was established with Woolpert, Inc. based upon the proposal received; and
WHEREAS, Ordinance 1327-2024 authorized a contract renewal with Resource International, Inc. for one additional year; and
WHEREAS, DPU wishes to renew the contract for an additional year from the date of execution for the same services as under the original agreement; and
WHEREAS, only a time extension is needed at this time; and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract renewals; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, to authorize the Director of Public Utilities to modify the contract with Woolpert Inc. for the Cityworks Asset Management System administration 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 is hereby authorized to renew the current contract for Cityworks Asset Management System Implementation with Woolpert, Inc. Renewal No. 2 to this contract includes no additional funding to the original contract, PO335902.
SECTION 2. That this renewal is in accordance with the relevant provisions of Chapter 329 of City Code.
SECTION 3. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.