Explanation
The purpose of this legislation is to authorize the Director of Public Utilities to enter into an annual service agreement with Arcadis U.S., Inc. for the Orion Project Management Information System Support Services application for use by the Departments of Public Utilities, Finance, Development, Public Service, and Recreation and Parks. The agreement for this service will be established in accordance with the pertinent provisions for Sole Source Procurement of Chapter 329 of the Columbus City Code.
The Orion Project Management Information System (PMIS) is a web-based electronic project management system to facilitate supervision and administration of projects, contracts, tasks, budget, and schedules along with construction documents such as submittals, Requests for Information, Request for Proposals, etc. PMIS is utilized by various divisions within the Department of Public Utilities and Public Service. PMIS support services and upgrade enhancements are ongoing and additional funding has been provided as modification to prior contracts. At this time other City Departments (Development, Finance, Public Service, and Recreations and Parks) are becoming involved in the application, use, and funding of PMIS. As a result it has become necessary to move future budgeting and expenditures for this service to a more suitable funding location under the Operating Budget.
The City of Columbus began using a software solution for capital project management under the Professional Program Management contract for the Department of Public Utilities’ Wet Weather Program in 2006. PMIS was highly effective, and the City determined that expanded use of PMIS could potentially benefit other divisions within the Department of Public Utilities and other City departments as well. A consultant, Red Oak, was retained to assist the City in assessing its current interim PMIS, and providing a decision framework for determining how best to expand use of such a system city-wide. The PMIS assessment project consisted of engaging with City stakeholders, clarifying goals, determining functional and technical requirements for a PMIS, and performing initial analysis of potential software solutions. From a list of approximately 30 different solutions, Red Oak performed a screening process and identified four solutions that met City requirements. The City invited vendors to make software demonstrations and preliminary cost proposals. From this information, the City was able to determine that the current PMIS, developed by Malcolm-Pirnie (now Arcadis U.S., Inc.) could be cost-effectively expanded to serve the needs of both the Department of Public Utilities and other departments city-wide.
This contract is for one year from the date of execution, with the option to renew annually based upon mutual agreement, budgeted funds, and approval by City Council.
SUPPLIER: Arcadis U.S., Inc. (57-0373224, DAX #009409); Expires 5/18/2019
Arcadis U.S., Inc. does not hold MBE/FBE status.
The company is not 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: $500,000.00 is being requested for this service.
$520,000.00 was encumbered in 2017
$522,000.00 was encumbered in 2016
Title
To authorize the Director of Public Utilities to enter into a service agreement in accordance with City Code relating to sole source procurement with Arcadis U.S., Inc. for the Orion Project Management Information System Support Services application for use by the Departments of Public Utilities, Finance, Development, Public Service, and Recreation and Parks, and to authorize the expenditure of $29,511.00 from the Recreation and Parks Operating Fund, $78,307.00 from the Public Service Department's Street Construction, Maintenance, and Repair Fund, $20,000.00 from the Finance and Management Department's General Operating Fund, $22,703.10 from the Electricity Operating Fund, $144,406.62 from the Water Operating Fund, $161,899.17 from the Sewerage System Operating Fund, and $43,173.11 from the Stormwater Operating Fund. ($500,000.00)
Body
WHEREAS, the Department of Public Utilities utilizes a Project Management Information System developed by Malcolm-Pirnie, which is now Arcadis U.S., Inc. and,
WHEREAS, it has become necessary to enter into a support services agreement for the Departments of Public Utilities, Finance, Development, Public Service, and Recreation and Parks, and
WHEREAS, the Department of Public Utilities wishes to establish a service agreement in accordance with the pertinent provisions for Sole Source Procurement of Chapter 329 of the Columbus City Code, and
WHEREAS, this contract is for one year, from the date of execution, with the option to renew annually based upon mutual agreement, budgeted funds, and approval by City Council, and
WHEREAS, it has become necessary in the usual daily operation of the Departments of Public Utilities, Finance, Development, Public Service, and Recreation and Parks, to authorize the Director of Public Utilities to enter into contract for the Orion Project Management Information System Support Services application with Arcadis U.S., Inc.; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities is authorized to enter into a service agreement with Arcadis U.S., Inc. for the Orion Project Management Information System Support Services application, in accordance with the pertinent provisions for Sole Source procurement of Chapter 329 of the Columbus City Code, for one year, from the date of execution, with the option to renew annually based upon mutual agreement, budgeted funds, and approval by City Council
SECTION 2. That the expenditure of $500,000.00 or so much thereof as may be needed, is hereby authorized per the accounting codes in the attachment to this ordinance.
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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.