Explanation
This ordinance authorizes the Director of Public Utilities to enter into a contract renewal with Resource International, Inc. to continue providing Work and Asset Management (WAM) database and system administrative support.
Since 2005, the City of Columbus, Department of Public Utilities (DPU) has been utilizing a Work and Asset Management system (WAM) provided by Synergen/SPL/Oracle to manage and track maintenance, work, assets and materials. All of DPU’s divisions utilize the system, but the Department of Technology (DOT) is responsible for oversight and administration of the system, including centralized Information Technology (IT) functions, hardware and software support, email, security, and system integrations citywide. A project has been initiated to replace our existing Oracle WAM system. It will likely be several years before a new system is implemented so continued use and support is still necessary for our existing system.
The purpose of this contract is to provide WAM database and system administration support for DPU on an “as-needed” basis. These services will include but are not limited to maintenance and upkeep of both hardware and software as suggested by Department of Public Utilities in collaboration with the Department of Technology and Oracle.
Procurement:
The project was formally advertised (RFQ020377) on the Vendor Services website and Bonfire from November 15, 2021 to December 17, 2021. The city received one (1) response. The proposal was deemed responsive and was fully evaluated by the Evaluation Committee on December 21, 2021.
The original term of the contract was for a period of one year from the date of execution by the City of Columbus, with yearly renewal options for an additional four (4) years (for a maximum contract length of five (5) years), on a year by year basis, authorized by Ordinance 0743-2022. Any renewals will be contingent on funding availability, mutual agreement between the City and vendor, approval by ordinance of Columbus City Council, and appropriation and certification of funds by the City Auditor. The contract does not automatically renew.
Ordinance 1474-2023 authorized the first renewal option, without funding, extending the contract through May 31, 2024.
Ordinance 2937-2023 authorized additional funding allocations and extended the contract through December 31, 2024, allowing future renewals or modifications to be on a calendar-year cycle.
This Ordinance authorizes the second one-year renewal option, 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 renewal #2 is $0.00. Total contract amount including this modification is $550,000.00
2. Reason additional funds were not foreseen: The potential need for additional funds was known at the time of the initial contract, however, only a time extension is needed for this renewal.
3. Reason other procurement processes were not used: This renewal is part of the terms of the contract as originally bid.
4. How was cost determined: n/a
Principal Parties:
Resource International, Inc.
6350 presidential Gateway
Columbus, Ohio 43231
Farah B. Majidzadeh, (614) 823-4949
Contract Compliance Number: 004197
Contract Compliance Expiration Date: 01/30/2026
MWBE Certification Status: WBE
MWBE Certification Expiration Date: 05/31/2025
Subcontractor:
Woolpert, Inc.
1 Easton Oval, Suite 400
Columbus, Ohio 43219
Brian Stevens, (614) 476-6000
Contract Compliance Number: 001040
Contract Compliance Expiration Date: 04/17/2025
Fiscal Impact: No fiscal action is required at this time.
$189,168.51 was spent in 2023
$0.00 was spent in 2022
Title
To authorize the Director of Public Utilities to renew the contract with Resource International, Inc. for Work and Asset Management (WAM) database and system administrative support. ($0.00)
Body
WHEREAS, the Department of Public Utilities (DPU) has a need for database and system administrative support for its Work and Asset Management (WAM) system that manages and tracks maintenance, work, assets and materials; and
WHEREAS, procurement for these services was conducted in accordance with the relevant provisions of Chapter 329 of Columbus City Code relating to the Request for Proposals (RFP) process and one (1) proposal was received and reviewed by the Department of Public Utilities on December 21, 2021 (Solicitation: RFQ020377); and
WHEREAS, a contract, authorized by Ordinance 0743-2022, was established with Resource International, Inc. based upon the proposal received; and
WHEREAS, Ordinance 1474-2023 authorized a contract renewal with Resource International, Inc. for one additional year; and
WHEREAS, DPU wishes to renew the contract for an additional year from the date of execution for the same services as under the original agreement; and
WHEREAS, only a time extension is needed at this time; and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract renewals; 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 extend the current contract for Work and Asset Management (WAM) database and system administrative support with Resource International, Inc.; 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 renew the current contract for Work and Asset Management (WAM) database and system administrative support with Resource International, Inc. Renewal No. 2 to this contract includes no additional funding.
SECTION 2. That this renewal 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.