Explanation
1. BACKGROUND: This Ordinance authorizes the Director of Public Utilities to modify and increase the agreement with CGI Technologies Solutions and Services for a Mobile Dispatching System.
Work under the original agreement consisted of implementing a Mobile Dispatching System that will enable the Department of Public Utilities to optimize service order assignments, assign work to technicians in the field, and capture field information for immediate use. This is expected to produce efficiency and productivity gains, and to make the Department more responsive to customers. The initial project targets approximately 60 field employees and 20 office employees, but if successful may subsequently be expanded to include additional employees and workflows. The system will interface with CUBS, the current work order system.
For this modification (#1), the consultant, CGI Utilities Solutions and Services, will subcontract with Milestone Utility Solutions, to complete the appointment booking approach that will interface to our billing system to allow for appointments.
1.1 Amount of additional funds to be expended: $215,000.00
Original Agreement Amount: $ 642,385.00 (EL012209)
Modification 1 (current) $ 215,000.00
Total (Orig. + Mod. 1) $ 857,385.00
1.2. Reasons additional goods/services could not be foreseen:
The scope of work was not part of the original contract as the Department of Technology was to replace the existing appointment calendar to meet the needs of the project. The work has become the Department of Public Utilities's responsibility as the Department of Technology cannot supply the needed resource to meet the timeline of the project. Our contract with CGI Utilities Solutions and Services can be modified to accomplish this work.
1.3. Reason other procurement processes are not used:
CGI Utilities Solutions and Services have been performing the development of this highly technical mobile dispatching software for the past eight months and are intimately involved in the configuration and implementation. It would take another software engineering firm a considerable amount of time and cost to become familiarized with the intricate configuration of this part of the interface to our Customer Information Billing System (CUBS) before conceptualizing a seamless roll-out.
1.4. How cost of modification was determined:
CGI Utilities Solutions and Services prepared and submitted a detailed estimate of cost to complete services outlined in 9 above. Department of Technology and Division of Power and Water (Water) project management staff has reviewed and approved this estimate.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT: This project will impact the work output of the field employees involved by creating the ability to complete more work more efficiently. The work will be dispatched automatically including the most efficient route. This project will also replace a paper system with an automated system eliminating hand-written service orders in the field, and manual closing of orders in the office. This system also will make available scheduled appointment times to our customers.
3. CONTRACT COMPLIANCE INFO: CGI Technologies Solutions and Services, 54-0856778, expires 2/17/13, Majority
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against CGI Technologies Solutions and Services.
4. FISCAL IMPACT: A transfer of funds within the Water Build America Bonds Fund will be necessary, as well as an amendment to the 2012 Capital Improvements Budget.
Title
To authorize the Director of Public Utilities to modify and increase the agreement with CGI Technologies Solutions and Services for a Mobile Dispatching System; for the Division of Power and Water; to authorize a transfer and expenditure up to $215,000.00 from the Water Build America Bonds Fund; and to amend the 2012 Capital Improvements Budget. ($215,000.00)
Body
WHEREAS, Contract No. EL012209 with CGI Technologies Solutions and Services was authorized by Ordinance No. 0265-2011, passed March 14, 2011, was executed on November 16, 2011, and approved by the City Attorney on November 22, 2011; and
WHEREAS, Modification No. 2 to the agreement is necessary in order for CGI Technologies Solutions and Services to subcontract with Milestone Utility Solutions, to complete the appointment booking approach that will interface to our billing system to allow for appointments; and
WHEREAS, it is necessary for this Council to authorize the transfer and expenditure of funds within the Water Build America Bonds Fund, for the Division of Power and Water; and
WHEREAS, it is necessary to authorize an amendment to the 2012 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Power and Water, to authorize the Director of Public Utilities to modify and increase the agreement with CGI Technologies Solutions and Services, for the Mobile Dispatching System, for the 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 Public Utilities is hereby authorized and directed to modify and increase the agreement with CGI Technologies Solutions and Services for a Mobile Dispatching System, in the amount of $215,000.00.
SECTION 2. That this agreement modification is in compliance with Section 329.16 of Columbus City Codes, 1959.
SECTION 3. That the City Auditor is hereby authorized and directed to appropriate the following:
Division: Power and Water
Dept./Div. No.: 60-09
OL3: 6655
Fund No. | Fund Name | Project No. | Project Name | OCA | Amount
609 | Water Build America Bonds Fund | 609999-100000 (carryover) | Unallocated Balance Fund 609 | 609999 | $77,286.04
SECTION 4. That the City Auditor is hereby authorized to transfer $215,000.00 within the Department of Public Utilities, Division of Power and Water, Water Build America Bonds Fund, Fund No. 609, Dept/Div. No. 60-09, Object Level Three 6655, as follows:
Fund No. | Project No. | Project Name | OCA Code | Change
609 | 609999-100000 (carryover) | Unallocated Balance | 609999 | -$77,286.04
609 | 690236-100027 (carryover) | Alcott Rd. WL Imp's | 623627 | -$18,154.60
609 | 690483-100000 (carryover) | Chatterton Rd. 30" WM | 609483 | -$119,559.36
609 | 690485-100001 (carryover) | Tech. Resources - Mobile Dispatching | 694851 | +$215,000.00
SECTION 5. That the 2012 Capital Improvements Budget is hereby amended as follows:
Fund No. | Proj. No. | Proj. Name | Current Authority | Revised Authority | Change
609 | 609999-100000 (carryover) | Unallocated Balance | $0 | $77,287 | +$77,287
(establish authority to match cash)
609 | 609999-100000 (carryover) | Unallocated Balance | $77,287 | $0 | -$77,287
609 | 690236-100027 (carryover) | Alcott Rd. WL Imp's | $91,179 | $91,180 | +$1
(establish authority to match cash)
609 | 690236-100027 (carryover) | Alcott Rd. WL Imp's | $91,180 | $73,025 | -$18,155
609 | 690483-100000 (carryover) | Chatterton Rd. 30" WM | $0 | $404,986 | +$404,986
(establish authority to match cash)
609 | 690483-100000 (carryover) | Chatterton Rd. 30" WM | $404,986 | $285,426 | -$119,560
609 | 690485-100001 (carryover) | Tech. Resources - Mobile Dispatching | $0 | $215,002 | +$215,002
SECTION 6. That for the purpose of paying the cost of a Mobile Dispatching System or as much thereof as may be needed, by and the same, is hereby authorized as follows: Division of Power and Water (Water) | Div. No. 60-09 | Water Build America Bonds Fund | Fund No. 609 | Project 690485-100001 (carryover) | OCA 694851 | Object Level One 06 | Object Level Three 6655 | Amount $215,000.00.
SECTION 7. That the City Auditor is hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 8. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 9. That the City Auditor is authorized to make any accounting changes to revise the funding source for all agreements or agreement modifications associated with this Ordinance.
SECTION 10. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.