Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into a contract, effective on the date of a purchase order certified by the City Auditor's office with GBA Master Series ( now dba) Lucity, Inc., to implement an enterprise asset and work order management software system and acquire professional services to assist in the system implementation. The City requires an enterprise asset and work order management system to better track inventory, assets, service requests and work orders. The goal of this project is to improve service responsiveness and speed, and to reduce costs. The Department of Technology, in collaboration with the Departments of Public Service, Finance and Management, and Recreation and Parks, will implement this new technology over the next year. Lucity, Inc. estimates that the system will be ready for use within a year.
The estimated total cost of the project is $1,000,000.00. This cost includes $215,000.00 for Lucity software licenses, $196,295.00 for Lucity professional services, $223,705.00 to pay for the General Fund portion of Department of Technology staff time required for the project, $322,000.00 for contingency to accommodate any unforeseen expansions in project scope and/or the inclusion of additional city departments in the enterprise work order system, and $43,000.00 for the first year of Lucity's annual support and maintenance fees (ASM) with the first year term period for the ASM program effective one (1) year from the project's"Go-Live" milestone. The total amount payable to Lucity, Inc., assuming no need to modify the proposed contract, is $454,295.00. Subject to mutual agreement and approval of proper city authorities, software maintenance and support is available for another four (4) years under this contract at a cost of $43,000.00 per year.
To procure these systems and services, a Request for Proposals (SA003862) was published and proposals were opened on March 17, 2011. The solicitation received nine (9) proposals, which were scored by an evaluation committee of seven (7) representatives from City departments. Each committee member scored the proposals, using the following criteria: competence of the offeror (up to 15 points), quality and feasibility of proposed software and services (25 points), ability of the offeror (10 points), past performance of the offeror (25 points) and total cost of ownership (25 points). After evaluating all proposals and viewing four presentations in compliance with Columbus City Code 329.14(g), the evaluation committee recommended an award to GBA Master Series (now dba Lucity) to the Director of the Department of Finance and Management. After further review and discussions with Lucity, the Finance and Management Director concurred with the Committee's recommendations. The final ranking of proposals is as follows:
|Vendor |
|Score |
|GBA Master Series (now dba Lucity) |
|86.10 |
|Cartegraph |
|79.67 |
|Data Transfer Solutions |
|78.62 |
|CitiTech Systems |
|76.11 |
|Centric Consulting |
|74.81 |
|Skire |
|72.20 |
|Facilligence |
|71.92 |
|AssetWORKS |
|71.16 |
|Yardi |
|66.53 |
|
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|
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The proposals received offered pricing that was valid until August 17, 2011. Contract negotiations have taken longer than originally planned, so the award for this contract has been delayed. Lucity has agreed to extend their offer through December 31, 2012. Given this amendment to the original proposal, this ordinance requests a waiver of competitive bidding requirements of Columbus City Code, in accordance with section 329.27.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
FISCAL IMPACT:
Funding for this project in the amount of $1,000,000.00 is available within the Department of Finance and Management, Construction Management Capital Improvement Bond Fund.
CONTRACT COMPLIANCE:
Vendor Name: Lucity, Inc. F.I.D.#/C.C.#: 48 - 1234072 Expiration Date: 09/14/2014
Title
To authorize the Director of the Department of Technology to enter into a contract with GBA Master Series ( now dba) Lucity, Inc., to implement an enterprise asset and work order management software system inclusive of professional services and first (1) year of annual support and maintenance fees (ASM) at a cost of $454,295.00 with software maintenance and support available for another four (4) years at a fixed fee of $43,000.00 per year; to authorize $322,000.00 for contingency funds and $223,705.00 to pay for Department of Technology staff time required for the project; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $1,000,000.00 from the Department of Finance and Management, Construction Management Capital Improvement Bond Fund; and to declare an emergency. ($1,000,000.00)
Body
WHEREAS, the City requires an enterprise asset and work order management system to better track inventory, assets, service requests and work orders. The goal of this project is to improve service responsiveness and speed, and to reduce costs. The Department of Technology, in collaboration with the Departments of Public Service, Finance and Management, and Recreation and Parks, will implement this new technology over the next year, and
WHEREAS, a Request for Proposals (SA003862) was published and nine (9) proposals were received and opened on March 17, 2011, which were scored by an evaluation committee, and after evaluating all proposals and viewing four presentations in compliance with Columbus City Code 329.14(g), the evaluation committee recommended an award to GBA Master Series (now dba Lucity, Inc.), and
WHEREAS, this ordinance authorizes the Director of the Department of Technology to enter into a contract effective on the date of a purchase order certified by the City Auditor's Office, with GBA Master Series (now dba) Lucity, Inc., to purchase an enterprise asset and work order management software system and professional services to assist in implementing the system at a cost of $454,295.00 inclusive of ($215,000.00 for Lucity software licenses, $196,295 for Lucity professional services, and $43,000.00 for first year of support and maintenance fees (ASM) for a term period effective one (1) year from the project's "Go-Live" milestone;
WHEREAS, subject to mutual agreement and approval of proper city authorities, software maintenance and support is available for another four (4) years under this contract at a cost of $43,000.00 per year and;
WHEREAS, to accommodate for any unforeseen expansions in project scope/and or the inclusion of additional city departments in the enterprise work order system , contingency funds in the amount of $322,000 is being allotted to the project, and $223,705.00 to pay for the General Fund portion of Department of Technology staff time required for the project; and
WHEREAS, given the amendment to the original proposal that Lucity has agreed to extend their offer through December 31, 2012 , this ordinance requests a waiver of the competitive bidding requirements of the Columbus City Code, in accordance with section 329.27; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Department of Technology to enter into a contract to implement an enterprise asset and work order management software system, inclusive of software license fees, professional services and first year of annual support and maintenance fees (AMS) with the option to renew the software maintenance and support for another four (4) years at a fixed fee per year, for the immediate preservation of 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, is hereby authorized to enter into a contract effective on the date of a purchase order certified by the City Auditor's Office, with GBA Master Series ( now dba) Lucity, Inc., for a total of $454,295.00 to implement an enterprise asset and work order management software system that includes $215,000.00 for Lucity software licenses, $196,295.00 for Lucity professional services, $43,000.00 for first year of annual support and maintenance fees (AMS) effective one (1) year from the project's "Go-Live" milestone, and subject to mutual agreement and approval of proper city authorities, software maintenance and support is available for another four (4) years under this contract at a cost of $43,000.00 per year. Also, authorized is $322,000.00 for contingency to accommodate any unforeseen expansions in project scope/and or the inclusion of additional city departments in the enterprise work order system, and $223,705.00 to pay for the General Fund portion of Department of Technology staff time required for the project for a total project cost of $1,000,000.00.
SECTION 2: That the sum of $1,000,000.00 or so much thereof as may be necessary in regard to the action authorized in Section 1 is hereby authorized to be expended from:
Dept./Div.:45-27| Fund: 733| Subfund: 000| OCA Code: 733060| Project Number: 570060-100000 | Project Name: Facilities Management - Work Order System Project | Obj. Level 6: 6655| {Finance and Management Construction Management 2012 Bond Fund}| GBA Master Series (dba) Lucity, Inc.,| { software licenses - Amount: $215,000.00 |{Professional services - $196,295.00}| {Annual support and maintenance fees - first year (1) (AMS) - $43,000.00}| Total: $454,295.00
Dept./Div.:45-27| Fund: 733| Subfund: 000| OCA Code: 733060| Project Number: 570060-100000 | Project Name: Facilities Management - Work Order System Project | Obj. Level 6: 6655| {Finance and Management Construction Management 2012 Bond Fund}Contingency - $322,000.00 | Total: $322,000.00
Dept./Div.:45-27| Fund: 733| Subfund: 000| OCA Code: 733060| Project Number: 570060-100000 | Project Name: Facilities Management - Work Order System Project | Obj. Level 6: 6655| {Finance and Management Construction Management 2012 Bond funds}| DoT personnel staff time for project- $223,705.00| Total: $223,705.00
SECTION 3: 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 4: That this ordinance requests to waive the competitive bidding provisions of the Columbus City Codes Section 329.27.
SECTION 5: 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.