Explanation
BACKGROUND
This ordinance authorizes the Director of the Department of Technology to enter into an agreement for the purchase of hardware (three (3) unix servers, computer devices that manages resources), software and related services, on behalf of the Department of Public Utilities, and the Department of Development Building Services Division; provided by Agilysys, Inc.; required for the planned Banner upgrade, associated with WASIMS (Water and Sewer Information Management System); the electricity billing system; and the Accela Enterprise System.
The current WASIMS system was implemented in 1999 and was implemented only to support the billing of City water, sewer and stormwater customers; this system is old and outdated. Additionally, the Department of Public Utilities has an electricity billing system, older than the WASIMS system and is in need of an upgrade. The overall upgrade to WASIMS and the electricity billing system will allow the Department of Public Utilities to move to a system that will allow citizen access to their own billing information through the internet; allow DPU to maintain and manage one billing system by retiring the current electricity billing system and replace it with the upgraded WASIMS system; and allow for the ease of information that may flow through the computer devices that manages various resources, such as yet not limited to information, data and printers.
Also, the Department of Development Building Services Division has a need for the same type of server (unix servers); therefore, the Department of Technology included this need within the bid process and this ordinance. The Department of Development Building Services Division will utilize the servers to continue with an upgrade to the existing Accela Enterprise System, associated with the already established Accela Automation Upgrade Capital Project; it is expected that these servers will be in place for at least five years.
This purchase will allow the Department of Technology, on behalf of the Department of Public Utilities, and the Department of Development Building Services Division, to implement and install planned upgrades and related services to existing systems. Also, this upgrade is in alignment with the Department of Public Utilities' Technology Master Plan; which recommends that the Department of Public Utilities standardize on one billing system for both water and electric power services.
The Finance and Management Department, on behalf of the Department of Technology, followed the guidelines of City Code Chapter 329; through the Information to Bid process (ITB). The ITB was prepared and posted on the City's solicitation web site twice. The first time it was posted for a period of two weeks, with the bid opening date of June 21, 2007. Out of this process there were no bids received. Due to the urgent nature of this initiative and associated deadlines the ITB was posted a second time for one week. The second posting was opened on June 28, 2007 with a response from one offeror, Agilysys, Inc., in the amount of $182,152.49. Since the second posting was for one week, and due to the urgent and immediate need to install the unix servers, in order to continue with the upgrades, associated with deadlines and timelines, the Department of Technology request that this ordinance provide approval to waive the competitve bidding provisions of the Columbus City Code 329.
From the second ITB process the Department of Technology recommended the award to Agilysys, Inc. as the most responsible, responsive, lowest and best bidder.
Funds for this upgrade, totaling $186,152.49 have been identified in the Department of Public Utilities' budget and within the 2007 Information Services Bond Fund.
Also, this legislation requests amendment to the 2007 Capital Improvements Budget to reflect the reallocation of funds associated with the Accela Project.
Also, this ordinance authorizes the City Auditor to reallocate funds from an existing Auditor's Certificate (AC026076) originally established for Accela, Inc., in the amount of $2,360,000.00.
FISCAL IMPACT
There have been no previous costs for this type of agreement or purchase this year. The funding associated with this ordinance will come from two sources: the first source for the Accela Enterprise System requires reallocation of $37,831.12 from an existing Auditor's Certificate (AC026076) originally established with Accela, Inc. in the amount of $2,360,000.00. Currently, AC026076, Fund 514, Project 470042 has $703,934.20; and funds have been identified and are available in the 2007 Department of Public Utilities' budget, various split funding sources, to fund the balance associated with the WASIMS upgrade in the amount of $148,321.37; with an aggregate total of $186,152.49.
EMERGENCY DESIGNATION: The Department requests that this ordinance pass as an emergency measure as it is desirous of obtaining this purchase in advance of the completion of certain projects, the applications for which will be stored on it. Since many of these projects are already underway, the purchase is needed in short order.
CONTRACT COMPLIANCE
340907152 -- Expiration 08/04/2007 Agilysys, Inc.
Title
To authorize the Director of the Department of Technology to enter into an agreement for the purchase of hardware, software and related services, associated with three unix servers, on behalf of the Department of Public Utilities, and the Department of Development Building Services Division; provided by Agilysys, Inc.; required for the planned Banner upgrade, associated with WASIMS (Water and Sewer Information Management System); the electricity billing system; and the Accela Enterprise System; to authorize the expenditure of $53,395.69 from the Sewerage System Operating Fund, $38,563.57 from the Stormwater Operating Fund, $2,966.42 from the Electricity Operating Fund, $53,395.69 from the Water Operating Fund; to authorize the reallocation of $37,831.12 from an existing Auditor's Certificate associated with the Information Services Bond Fund; and to authorize the expenditure of $37,831.12 from the reallocation; to waive the competitive bidding requirments of the Columbus City Codes; and to amend the 2007 Capital Improvements Budget in the amount of $37,831.12; and to declare an emergency. ($186,152.49)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology to enter into an agreement for the purchase of hardware (three (3) unix servers, computer devices that manages resources), software and related services, on behalf of the Department of Public Utilities, and the Department of Development Building Services Division; provided by Agilysys, Inc.; required for the planned Banner upgrade, associated with WASIMS (Water and Sewer Information Management System); the electricity billing system; and the Accela Enterprise System; and
WHEREAS, the WASIMS and electricity billing systems are old and outdated, in need of upgrades; and
WHEREAS, this purchase is in alignment with the Department of Public Utilities' Technology Master Plan; which recommends that the Department of Public Utilities standardize on one billing system for both water and electric power services; and
WHEREAS, the Department of Development Building Services Division will utilize the servers to continue with an upgrade to the existing Accela Enterprise System, associated with the already established Accela Automation Upgrade Capital Project; it is expected that these servers will be in place for at least five years; and
WHEREAS, the funding associated with this ordinance will come from two sources: the 2007 Information Services Bond Fund for one server, associated with the Accela upgrade, and funds have been identified and are available in the 2007 Department of Public Utilities' budget, various split funding sources, to fund the balance associated with the WASIMS upgrade; and
WHEREAS, as there is an immediate need to continue with the upgrade associated with Accela and Banner, the Department of Technology requests that this ordinance provide approval to waive the competitive bidding provisions of the Columbus City Code 329; and
WHEREAS, the Department of Technology has a need to reallocate $37,831.12 from an existing Auditor's Certificate (AC026076) originally established for Accela, Inc., in the amount of $2,360,000.00. Currently, AC026076, Fund 514, project 470042 has $703,934.20; and
WHEREAS, 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; and
WHEREAS, it is necessary to amend the 2007 Capital Improvements Budget to reflect a change not reflected in the 2007 Capital Improvements Budget; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, on behalf of the Department of Public Utilities and the Department of Development Building Services Division to enter into an agreement for three (3) unix servers (computer devices that manages resources); required for the planned Banner upgrade; associated with WASIMS (Water and Sewer Information Management System) and the electricity billing system; and for the Accela Enterprise System; provided by Agilysys, Inc., thereby protecting 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 Technology be and is hereby authorized to enter into an agreement for the purchase of hardware (three (3) unix servers, computer devices that manages resources), software and related services, on behalf of the Department of Public Utilities, and the Department of Development Building Services Division; provided by Agilysys, Inc.; required for the planned Banner upgrade, associated with WASIMS (Water and Sewer Information Management System); the electricity billing system; and the Accela Enterprise System.
SECTION 2. That the expenditure of $148,321.37 or so much thereof as may be necessary is hereby authorized to be expended from:
FUND 650
OCA: 600205
OBJECT LEVEL 1: 6
OBJECT LEVEL 3: 6649
AMOUNT: $53,395.69
FUND 675
OCA: 600215
OBJECT LEVEL 1: 6
OBJECT LEVEL 3: 6649
AMOUNT: $38,563.57
FUND 550
OCA: 600207
OBJECT LEVEL 1: 6
OBJECT LEVEL 3: 6649
AMOUNT: $2,966.42
FUND 600
OCA: 600209
OBJECT LEVEL 1: 6
OBJECT LEVEL 3: 6649
AMOUNT: $53,395.69
Section 3. That the City Auditor is hereby authorized to reallocate the sum of $37,831.12 from an existing Auditor's Certificate (AC026076) originally established in the amount of $2,360,000.00 with Accela, Inc,; that is needed and is associated with the Accela Enterprise Systems initiative; fund 514, Project 470042, original ordinance #1323-2006; for the necessary purchase and related services from Agilysys, Inc.; and to expend said funds, or so much thereof as may be necessary.
SECTION 4. That the 2007 Capital Improvements Budget for the Department of Technology, Information Services Capital Fund, Fund Number 514, Subfund 002, Project 470042 is hereby amended as follows in order to establish sufficient funding authority:
Current 2007 CIB:
Project Number: 470042|Project Name: Accela Upgrade/Replacement|Amount: $0
Revised 2007 CIB:
Project Number: 470042|Project Name: Accela Upgrade/Replacement|Amount: $37,831.12
SECTION 5. That in accordance with Section 329 of the Columbus City Codes, City Council finds it to be in the best interest of the City of Columbus that the competitive bidding requirements of Section 329 of the Columbus City Codes be and are hereby waived.
SECTION 6. 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 7. 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 approved nor vetoes the same.