Explanation
BACKGROUND:
This ordinance authorizes the Director of Finance and Management on behalf of the Department of Technology to modify and extend a contract (CT-18276) with AssetWorks, Inc., formerly known as Maximus Systems, Inc., for the annual license renewal of the Fleet Focus application (formerly known as the Fleet Anywhere application) utilized by the Fleet Management Division, with a coverage period from July 1, 2009 through June 30, 2010. The original contract provided language allowing for modifications and extensions.
The Fleet Focus application provides a management system utilized by the Fleet Management Division to bill, manage, monitor and analyze all maintenance related data within the division. Also, Fleet Focus gives the Division the ability to provide accountability by tracking an unlimited number of city-owned fleet equipment such as refuse trucks, fire apparatus, compost graders and various on road vehicles to support the daily operational requirements of city government. The system allows for the collection and management of maintenance data on a citywide basis.
After a thorough review of the Fleet Focus system, discovery was made that, initially, it was not configured as recommended by Asset Works to provide 'best practice use' of this asset. With a training credit balance that exists with AssetWorks and the amount requested in this ordinance, the system can be configured to gain optimization of its use.
It has been over three years since any upgrade has been implemented to this system. There have been several upgrades by AssetWorks that have made the system more user-friendly, more productive and more environmentally friendly (by enabling customers to go paperless). At present, all information regarding fleet usage must be requested through one person. With these upgrades, monthly reports can be written once and placed in a web-based environment for all divisions to access as needed. It will also allow development of other usage/cost/count reports for divisions to access in a user friendly format. Fleet Management will then be able to concentrate on the management of the database.
In addition, automotive technicians presently fill out work order forms, time sheet forms, Preventative Maintenance (PM) forms, part request forms, as well as other forms. Fleet Management also wants to take advantage of a green opportunity (going paperless) and become more productive by training the technicians on the floor to use the web-based work order system, by enabling supervisors to better manage the technicians' assignments, and by streamlining the parts request process into a totally automated system. This ordinance will provide for the modification and enhancement of the existing Fleet Focus application by adding in several additional modules and reconfiguring of the application to place it more in line with the goals of the Division of Fleet Management.
Also, this ordinance will provide for the change of the company name and Federal Identification (FID) number for contracts and purchase orders established with Maximus Systems, Inc. This ordinance shall authorize the assignment of open, past and present contracts between the City of Columbus with Maximus Systems Inc., FID 54-1000588 to AssetWorks, Inc., FID 46-0521049; with the contract compliance expiring on 4/10/2010, in order to reflect the sale.
This ordinance requests approval to continue services provided by AssetWorks, Inc., and to waive the competitive bidding provisions of the Columbus City Codes (Section 329); as it has been determined that AssetWorks, Inc. has made available upgrades to the existing modules and these upgrades are necessary for the functionality of the current application.
EMERGENCY: Emergency designation is requested in order to continue with services without interruption and to provide for subsequent payment.
FISCAL IMPACT:
For the past two years the Department of Technology has expended the following for services associated with the Fleet Focus application, with Maximus Systems, Inc. In 2007 the amount of $70,000.00 and $74,163.00 in fiscal year 2008. Funding is available within the 2009 Department of Technology Information Services Fund, for the coverage period from July 1, 2009 through June 30, 2010, with the cost for this coverage period being $66,715.00 for maintenance and $72,729.95 for a one time expense associated with upgrades. Through the Department of Technology, the aggregate contract total, including this funding of $139,444.95 is $537,790.45, with the maintenance aggregate total being $465,060.50.
CONTRACT COMPLIANCE:
AssetWorks, Inc. - FID #46-0521049 Expiration Date: 4-10-2010
Title
To authorize the Director of the Department of Finance and Management on behalf of the Department of Technology to modify and extend the contract with AssetWorks, Inc formerly known as Maximus Inc., for the annual license renewal on the Fleet Focus application utilized by the Fleet Management Division; to provide for the upgrade and modification of the Fleet Focus application; to waive the competitive bidding provisions of the Columbus City Codes; to provide for the change of the company name and Federal Identification number from Maximus Systems, Inc to AssetWorks, Inc.; to authorize the expenditure of $139,444.95 from the Department of Technology Information Services Fund; and to declare an emergency. ($139,444.95)
Body
WHEREAS, ordinance 644-97 passed March 17, 1997 authorized a contract for support services from Peregrine, Inc., which sold the proprietary business software FleetAnywhere to Maximus Inc.; and
WHEREAS, this ordinance will authorize the assignment of open, past and present contracts between the City of Columbus with Maximus Systems Inc., FID 54-1000588 to AssetWorks, Inc., FID 46-0521049; with the contract compliance expiring on 4/10/2010, in order to reflect the sale; and
WHEREAS, this ordinance authorizes the Director of Finance and Management on behalf of the Department of Technology to modify and extend a contract (CT-18276) with AssetWorks, Inc., formerly known as Maximus Systems, Inc., for the annual license renewal of the FleetAnywhere application utilized by the Fleet Management Division with a coverage period from July 1, 2009 through June 30, 2010. The original contract provided language allowing for modifications and extensions; and
WHEREAS, the Fleet Focus application provides a management system utilized by the Fleet Management Division to bill, manage, monitor and analyze all maintenance related data within the Division, also Fleet Focus gives the Fleet Management Division the ability to provide accountability with tracking an unlimited number of city-owned fleet equipment such as refuse trucks, fire apparatus, compost graders and various on road vehicles to support the daily operational requirements of city government; and
WHEREAS, after intense review of the Fleet Focus system, discovery was made that it was not optimally configured as recommended by Asset Works to provide 'best practice use' of this asset; and
WHEREAS, currently, the system is in need of an upgrade, as it has been over three years since any upgrade has been implemented to this system. There have been several upgrades by AssetWorks that have made the system more user-friendly, more productive and more environmentally friendly (by enabling customers to go paperless); and
WHEREAS, this ordinance requests approval to continue services provided by AssetWorks, Inc., and to waive the competitive bidding provisions of the Columbus City Codes (Section 329); as it has been determined that AssetWorks, Inc. has made available upgrades to the existing modules and these upgrades are necessary for the functionality of the current application; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology to continue uninterrupted services associated with the FleetAnywhere application, thereby preserving the public health, peace, property, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the Director of the Department of Finance and Management be and is hereby authorized to modify and extend a contract, on behalf of the Department of Technology for the annual license renewal and upgrade implementation, from AssetWorks, Inc., formerly known as Maximus Systems, Inc. related to the operation of the FleetAnywhere system, with a coverage period from July 1, 2009 through June 30, 2010. Also, this ordinance requests approval to continue services provided by AssetWorks, Inc., and to waive the competitive bidding provisions of the Columbus City Codes (Section 329); as it has been determined that AssetWorks, Inc. has made available upgrades to the existing modules and these upgrades are necessary for the functionality of the current application.
SECTION 2: That the expenditure of $139,444.95 or so much thereof as may be necessary is hereby authorized to be expended from:
Div: 47-01|Fund: 514 |Subfund: 013|OCA Code: 514013|Obj. Level One:03|Obj. Level Three: 3369|Amount: $66,715.00
Div: 47-01|Fund: 514 |Subfund: 013|OCA Code: 514013|Obj. Level One:03|Obj. Level Three: 3336|Amount: $72,729.95
SECTION 3: That the request to modify and extend a contract with AssetWorks, Inc., and to waive the competitive bidding provisions of the Columbus City Codes (Section 329).
SECTION 4: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 5: That all open, past and present contracts between the City of Columbus with Maximus Systems Inc., FID 54-1000588 be assigned to AssetWorks, Inc., FID 46-0521049; with the contract compliance expiring on 4/10/2010, in order to reflect the sale of Maximus Systems, Inc. to AssetWorks, Inc.
SECTION 6: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.