Explanation
Background: This ordinance authorizes the Director of Public Utilities to modify an existing contract with Woolpert, Inc. for the Cityworks Asset Management System (AMS) Project. The contract amount being authorized by this ordinance is $250,000.00.
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.
Procurement:
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 modification No.1. If unforeseen issues or difficulties are encountered that would require additional funding, an additional modification would be requested. This contract does not automatically renew.
Ordinance 1327-2024 authorized the first renewal option, without funding, extending the contract through June 20, 2025.
Ordinance 1006-2025 authorized the second renewal option, without funding, extending the contract through June 20, 2026.
This Ordinance authorizes modification No. 1 and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code.
1. Amount of additional funds: The total amount of additional funds needed for this contract modification #1 is $250,000.00. Total contract amount including this modification is $3,246,465.00.
2. Reason additional funds were not foreseen: The potential need for additional funds was known at the time of the initial contract for the Cityworks implementation support services phase.
3. Reason other procurement processes were not used: Work under this modification is a continuation of services included in the scope of the original contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How was cost determined: The cost, terms, and conditions were negotiated. The cost for this modification was provided by written quotation and is $250,000.00.
Principal Parties:
Woolpert, Inc.
1 Easton Oval, Suite 400
Columbus, Ohio 43219
Brian Stevens, (614) 476-6000
Contract Compliance Number: 001040
Contract Compliance Expiration Date: 04/03/2027
Subcontractor:
Resource International, Inc.
Contract Compliance Number: 004197
Contract Compliance Expiration Date: 01/30/2026
Dynotec, Inc.
Contract Compliance Number: 005053
Contract Compliance Expiration Date: 02/12/2026
Fiscal Impact: $250,000.00 is available from within the Public Utilities Operating Funds to meet the financial obligations of this contract modification.
$616,203.08 was spent in 2024
$660,297,60 was spent in 2023
Title
To authorize the Director of Public Utilities to modify an existing contract with Woolpert, Inc. for the Cityworks Asset Management System Project by adding additional funding; and to authorize the expenditure of $250,000.00 split among the Public Utilities Operating Funds. ($250,000.00)
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, procurement for these services were conducted in accordance with the relevant provisions of Chapter 329 of Columbus City Code relating to the Request for Proposals (RFP) process and twenty-two (22) proposal were received and reviewed by the Department of Public Utilities on October 19, 2021 (Solicitation: RFQ018791); and
WHEREAS, a contract, authorized by Ordinance 1439-2022, was established with Woolpert, Inc. based upon the proposal received; and
WHEREAS, Ordinance 1327-2024 authorized a contract renewal with Resource International, Inc. for one additional year, up to and including June 20th, 2025; and
WHEREAS, Ordinance 1006-2025 authorized a contract renewal with Resource International, Inc. for one additional year, up to and including June 20th, 2026; and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications; and
WHEREAS, it is necessary to authorize the expenditure of $250,000.00 from the Public Utilities Operating Fund, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds; 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 Project 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 the Department of Public Utilities be and is hereby authorized to modify an existing contract with Woolpert, Inc. for the Cityworks Asset Management System (AMS) Project by adding additional funding. The additional funding amount being authorized by this ordinance is $250,000.00;
SECTION 2. That this modification is in accordance with the relevant provisions of Chapter 329 of City Code.
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 purpose stated in Section 1, the expenditure of $250,000.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from Public Utilities in object class 03 Services, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds, per the accounting codes in the attachments to this ordinance.
SECTION 6. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.