Explanation
This legislation authorizes the Director of Public Utilities to renew the contract for professional services to implement the Cityworks Asset Management System (AMS) department-wide with Woolpert, Inc. The existing contract expires on June 20, 2024.
Woolpert will continue to provide services throughout various phases of the implementation, including planning, design, configuration, advanced functionality development (integrations and data migration), training, system deployment, and extended software support.
This project is focused on delivering integrated software functionality and business processes supporting inventory tracking and control, asset condition reporting, inspections, service requests, corrective and preventive maintenance, work management, mobile, reporting, analytics, training, and data-driven decision-making. The Cityworks Asset Management System will replace the existing Oracle Work and Asset Management System.
The selection of the firm providing this professional service has been performed in accordance with the procedures set forth in Columbus City Codes, Chapter 329, and “Awarding professional service contracts through requests for proposals." The evaluation criteria for this contract included: 1. Local workforce 2. Project team 3. Past Performance 4. Understanding of the project 5. Software requirements/Technology 6. Training and ongoing support 7. Environmentally preferable.
Twenty-two (22) Requests for Proposal (RFP) were received on July 16, 2021. Of the Twenty-Two (22) responses, the committee selected three (3) of the highest firms for additional interviews and requested clarification of their proposals. These interviews were conducted on September 21-23, 2021. The Evaluation Committee met October 19, 2021 to submit final scores and recommended that the Work and Asset Management System project be awarded to Woolpert, Inc.
This contract, authorized by Ordinance 1439-2022, was for an initial two (2) years from date of execution to June 20, 2024, with the option to renew for an additional five (5) years on a year-to-year basis, or a portion there of, based upon mutual agreement of the parties, availability of funding, and approval by Columbus City Council. Future contract modifications were anticipated and this ordinance authorizes the first modification. If unforeseen issues or difficulties are encountered that would require additional funding, an additional modification would be requested. This contract does not automatically renew.
1. Amount of additional funds: No additional funds are needed for renewal #1. Total contract amount including this renewal remains $2,996,465.00
2. Reason additional funds were not foreseen: n/a
3. Reason other procurement processes were not used: Regular procurement processes were utilized and this is the first authorized modification.
4. How was cost determined: n/a.
SUPPLIER:
Woolpert, Inc. | EIN on file | D365 Vendor #001040 | Expires 4/17/2025
The company does not hold MBE or WBE status.
SUBCONTRACTORS:
Resource International, Inc. | EIN on file | D365 Vendor #004197 | Expires 1/30/2026
The company holds WBE status.
Dynotec, Inc. | EIN on file | D365 Vendor #005053 | Expires 2/12/2026
The company holds WBE status.
Neither the Contractor nor Subcontractors are debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT:
None
$137,697.70 has been spent in 2024
$660,297,60 was spent in 2023
$87,563.80 was spent in 2022
Title
To authorize the Director of Public Utilities to renew the contract with Woolpert, Inc. for the implementation of a Cityworks Asset Management System for the Department of Public Utilities. ($0.00)
Body
WHEREAS, the Department of Public Utilities has a need for an updated and modernized Work and Asset Management System that will allow Department of Public Utilities to better track, maintain and manage its various asset types; and
WHEREAS, the Department of Public Utilities solicited a Request for Proposals (RFQ018791) in accordance with relevant provisions of Columbus City Code Chapter 329; and
WHEREAS, twenty-two (22) proposals were received and opened on July 16, 2021, and of these 22 responses, the committee selected three (3) of the highest firms for additional interviews and requested clarification of their proposals On September 21-23, 2021; and
WHEREAS, the evaluation committee met October 19, 2021 to submit final scores and recommended that the Work and Asset Management System Project be awarded to Woolpert, Inc.; and
WHEREAS, services under this agreement, authorized by Ordinance 1439-2022, are to be provided over a period of two (2) years with the option to renew for an additional five (5) years on a year-to-year basis with the funding based upon budgeted funds and approved by Columbus City Council;
WHEREAS, this ordinance authorizes the first renewal option; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, to authorize the Director of Public Utilities to modify the contract with Woolpert Inc. for the Cityworks Asset Management System administration for the Department of Public Utilities; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities is hereby authorized to modify the contract with Woolpert, Inc., One Easton Oval, Ste. 400 Columbus, OH 43219, for Cityworks Asset Management System implementation. Renewal #1 adds no funding to the original contract, PO335902.
SECTION 2. That this contract is in accordance with the relevant provisions of Chapter 329 of City Code.
SECTION 3. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.