Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology (DoT), on behalf of the Department of Public Utilities (DPU), to enter into a one (1) year agreement, effective on the date of a purchase order certified by the City Auditor's Office, with enfoTech & Consulting, Inc. to implement a new pre-treatment information management system to support the Department of Public Utilities Industrial Wastewater Pretreatment Group (IWPG) at a cost of $191,495.00. The new system (called iPACS) will replace a legacy system (called PIMS) and provide the IWPG with the following benefits:
· Improved Business Processes
· Faster and More Efficient Report Generation
· Field Access to Work Processes and Information
· More Responsive Service to Industrial Users (IUs)
· Better Compliance with Regulations and Improved Annual Reporting
· Enterprise Application Integration Through GIS Applications
These funds will provide for iPACS software licenses at a cost of $41,300.00, and professional services to assist the City with implementing the iPACS solution at a cost of $150,195.00. The agreement includes four (4) annual options to renew. If exercised by mutual agreement and approval of proper City authorities, the options will provide annual software maintenance and support at a cost of $16,592.00 per year.
To procure these systems and services, a Request for Proposals (SA004523) was published August 23, 2012. The solicitation received two (2) 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 the total cost of ownership of the proposed solution (25 points).
Following further discussions and clarification to the original proposal, the committee recommended the highest scoring offeror - enfoTech & Consulting, Inc. to the Director of the Department of Technology. The Director concurred with the committee's recommendation.
EMERGENCY:
Emergency action is requested to ensure that the needed services are not delayed; thus reducing the risk of potential outage and or interruption in services associated with the necessary services requested and 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 $191,495.00 is available within the Department of Technology, Internal Services Fund, direct charge budget for DPU. The cost associated with this ordinance $191,495.00.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: EnfoTech & Consulting, Inc. C.C.#/F.I.D#: 22 - 3364641 Expiration Date: 08/08/2014
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities, to enter into a one (1) year agreement, effective on the date of a purchase order certified by the City Auditor's Office, with enfoTech & Consulting, Inc. to implement a new pre-treatment information management system; to authorize the expenditure of $191,495.00 from the Department of Technology, Internal Services Fund; and to declare an emergency. ($191,495.00)
Body
WHEREAS, the Department of Public Utilities (DPU) has a need to replace a legacy system (called PIMS) and implement a new pre-treatment information management system to support the Department of Public Utilities Industrial Wastewater Pretreatment Group (IWPG) with a new system (called iPACS), and
WHEREAS, to procure these systems and services, a Request for Proposals (SA004523) was published August 23, 2012. The solicitation received two (2) proposals, which were scored by an evaluation committee of seven (7) representatives from City departments; and
WHEREAS, this ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Public Utilities, to enter into a one (1) year agreement, effective on the date of a purchase order certified by the City Auditor's Office, with enfoTech & Consulting, Inc. to implement the iPACS system at a cost of $191,495.00. These funds will provide for iPACS software licenses at a cost of $41,300.00, and professional services to assist the City with implementing the iPACS solution at a cost of $150,195.00; and
WHEREAS, the agreement includes four (4) annual options to renew. If exercised by mutual agreement and approval of proper City authorities, the options will provide annual software maintenance and support at a cost of $16,592.00 per year; 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, on behalf of the Department of Public Utilities, to enter into a one (1) year agreement, effective on the date of a purchase order certified by the City Auditor's Office, with enfoTech & Consulting, Inc., for software licenses and professional services to implement a new pre-treatment information management system (iPACS) to support the Department of Public Utilities Industrial Wastewater Pretreatment Group (IWPG) and 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, on behalf of the Department of Public Utilities, be and is hereby authorized to enter into a one (1) year agreement, effective on the date of a purchase order certified by the City Auditor's Office, with enfoTech & Consulting, Inc., in the amount of $191,495.00, for software licenses and professional services to implement a new pre-treatment information management system to support the Department of Public Utilities Industrial Wastewater Pretreatment Group (IWPG). That the agreement includes four (4) annual options to renew. If exercised by mutual agreement and approval of by proper City authorities, the options will provide annual software maintenance and support at a cost of $16,592.00 per year.
SECTION 2: That the expenditure of $191,495.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Professional Services: 3336 - $150,195.00
Div.: 47-01|Fund: 514|Sub-Fund: 550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $9,161.90
Div.: 47-01|Fund: 514|Sub-Fund: 600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $58,275.66
Div.: 47-01|Fund: 514|Sub-Fund: 650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $65,334.82
Div.: 47-01|Fund: 514|Sub-Fund: 675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $17,422.62
Software Licenses: 3358 - $41,300.00
Div.: 47-01|Fund: 514|Sub-Fund: 550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $2,519.30
Div.: 47-01|Fund: 514|Sub-Fund: 600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $16,024.40
Div.: 47-01|Fund: 514|Sub-Fund: 650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $17,965.50
Div.: 47-01|Fund: 514|Sub-Fund: 675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $4,790.80
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 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.