Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology on behalf of the Department of Public Utilities to enter into contract with Schneider Electric Smart Grid Solutions LLC/Telvent USA, LLC, for professional services, software licensing and ArcFM software maintenance and support associated with the IVR Responder 10.8.1 upgrade project for the Department of Public Utilities (DPU). The Division of Power (DOP) uses a system called Responder to track and manage power outages, etc. This system uses a tool list called ArcFM that integrates with ESRI's GIS to trace outages on the DOP GIS data layers. This is a critical operational management system, as well as customer interactions management system related to power outages. DPU is upgrading the current Responder application and upgrading ArcFM to 10.8.1 in order to keep the system current and to also take advantage of new functionality. ArcFM software is also used by DPU to track the City’s electric assets using geographic information system (GIS) technology currently used by DoT’s GIS office for tracking the City’s fiber assets using GIS technology. The total cost associated with this legislation is $290,171.00. The coverage term period for this contract is one (1) year from the date of a purchase order confirmed/certified by the Columbus City Auditor's Office.
Implementation of the upgrade began in April 2020 through the passage, under the authority of Ordinance No. 2182-2020 through purchase order PO264150. PO264150 expired April 7, 2023 with approximately $322,706.00 of unused funds. This ordinance will allow for the completion/finalization of the Interactive Voice Response (IVR) system 10.8.1 upgrade project. The cost of implementing the final components of the upgrade is $248,081.00. Also included in the statement of work and quote is the addition of an ArcGIS Enterprise custon Experience Builder widget, which will provide DPU with important add functionality. The cost of the custom Experience Builder widget is $42,090.00. The total cost associated with this legislation is $290,171.00. The coverage term period for this contract is one (1) year from the date of a purchase order confirmed/certified by the Columbus City Auditor's Office.
This ordinance requests approval of services provided by Schneider Electric Smart Grid Solutions LLC/Telvent USA, LLC for the IVR Responder ArcFM Upgrade 10.8.1, in accordance with sole source procurement provisions of Chapter 329 of Columbus City Codes. It has been determined that Schneider Electric Smart Grid Solutions LLC/Telvent USA, LLC is the sole source of software licensing, professional services, maintenance and support and training/implementation services for ArcFM software solutions and does not utilize re-sellers for this purpose.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed and for the completion/finalization of the critical Interactive Voice Response (IVR) system 10.8.1 upgrade project.
FISCAL IMPACT:
In 2020, the Department of Technology, on behalf of the Department of Public Utilities legislated $525,589.00 (via Ord. No. 2182-2020) for professional services, software licensing and ArcFM software maintenance and support associated with the IVR Responder 10.8.1 upgrade project. This year (2023), the total cost of this ordinance for the same said services is $290,171.00. Funds have been budgeted and are available in the Department of Technology, Information Services Division, Information Services Operating Fund.
CONTRACT COMPLIANCE:
Vendor: Schneider Electric Smart Grid Solutions LLC/Telvent USA, LLC; Expiration Date: 05/05/2024
DAX Vendor Account #: 009049
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities, to enter into a contract with Schneider Electric Smart Grid Solutions LLC/Telvent USA, LLC, for professional services, software licensing and ArcFM software maintenance and support associated with the IVR Responder 10.8.1 upgrade project for the Department of Public Utilities (DPU); in accordance with sole source procurement provisions of the Columbus City Codes; to authorize the expenditure of $290,171.00 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($290,171.00)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities, to enter into a contract with Schneider Electric Smart Grid Solutions LLC/Telvent USA, LLC, for professional services, software licensing and ArcFM software maintenance and support associated with the IVR Responder 10.8.1 upgrade project for the Department of Public Utilities (DPU), in the amount of $290,171.00. The coverage term period for this contract is one (1) year from the date of a purchase order confirmed/certified by the Columbus City Auditor's Office; and
WHEREAS, the Division of Power (DOP) uses a system called Responder to track and manage power outages, etc. This system uses a tool list called ArcFM that integrates with ESRI's GIS to trace outages on the DOP GIS data layers. This is a critical operational management system, as well as customer interactions management system related to power outages. DPU is upgrading the current IVR Responder application and upgrading ArcFM to 10.8.1 in order to keep the system current and to also take advantage of new functionality. ArcFM software is also used by DPU to track the City’s electric assets using geographic information system (GIS) technology currently used by DoT’s GIS office for tracking the City’s fiber assets using GIS technology; and
WHEREAS, Implementation of the upgrade began in April 2022 through the passage, under the authority of Ordinance No. 2182-2022 through purchase order PO264150. PO264150 expired April 7, 2023 with approximately $322,706.00 of unused funds. This ordinance will allow for the completion/finalization of the Interactive Voice Response (IVR) system 10.8.1 upgrade project. The cost of implementing the final components of the upgrade is $248,081.00. Also included in the statement of work and quote is the addition of an ArcGIS Enterprise custon Experience Builder widget, which will provide DPU with important add functionality. The cost of the custom Experience Builder widget is $42,090.00. The total cost associated with this legislation is $290,171.00. The coverage term period for this contract is one (1) year from the date of a purchase order confirmed/certified by the Columbus City Auditor's Office; and
WHEREAS, the services provided by Schneider Electric Smart Grid Solutions LLC/Telvent USA, LLC for the IVR Responder 10.8.1 Upgrade are in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code as it has been determined that Schneider Electric Smart Grid Solutions LLC is the sole source of licensing, maintenance and support, and training services for ArcFM software solutions, and does not utilize re-sellers for this purpose; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Technology in that it is immediately necessary to authorize the Director to enter into a contract with Schneider Electric Smart Grid Solutions LLC/Telvent USA, LLC, for professional services, software licensing and ArcFM software maintenance and support associated with the IVR Responder 10.8.1 upgrade project for the Department of Public Utilities (DPU) in order to initiate services from the supplier at the prices proposed and for the completion/finalization of the critical Interactive Voice Response (IVR) system 10.8.1 upgrade project, thereby preserving 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 (DPU), be and is hereby authorized to enter into a contract with Schneider Electric Smart Grid Solutions LLC/Telvent USA, LLC, in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code , for professional services, software licensing and ArcFM software maintenance and support associated with the IVR Responder 10.8.1 upgrade project for the Department of Public Utilities (DPU). The total cost of this legislation/ordinance is $290,171.00. The coverage term period for this contract is one (1) year from the date of a purchase order confirmed/certified by the Columbus City Auditor's Office.
SECTION 2: The total cost associated with this legislation is $290,171.00 and so the expenditure of that amount, or so much thereof as may be necessary, is hereby authorized to be expended from (Please see attachment 1498-2023 EXP):
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 this contract is being entered into pursuant to the sole source provisions of the Columbus City Code Chapter 329.
SECTION 6: 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.