Explanation
BACKGROUND: This ordinance is to authorize the Director of the Department of Public Utilities to enter into a contract for professional services to provide Work and Asset Management Database and System Administrative Support with Resource International, Inc.
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. 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 Oracle WAM system.
The City has several divisions that utilize the current Oracle WAM including: Department of Public Utilities, Division of Water (DOW), DPU Division of Sewerage and Drainage (DOSD), DPU Division of Power (DOP) and DPU Fiscal. The Department of Technology (DOT) will be responsible for centralized Information Technology (IT) functions, such as hardware and software support, email, security as well as system integrations citywide. DPU IT support will be responsible for oversight and administration WAM system.
The purpose of this project is to provide Database and System Administration Support for the City’s Department of Public Utilities on an “as-needed” basis. These services will include but are not limited to maintenance and upkeep on both hardware and software as suggested by Department of Public Utilities in collaboration with 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 term of this contract shall be 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, based on funding availability, mutual agreement between the City and each vendor, approval by ordinance of Columbus City Council, and appropriation and certification of funds by the City Auditor. This contract shall not automatically renew.
SUPPLIER: Resource International, Inc. (31-0669793 D365 V#004197) Expires 5/31/2023
Resource International, Inc. holds WBE 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: $250,000.00 is needed for this service.
$169,369.78 was spent in 2020.
$222,418.68 was spent in 2021.
Title
To authorize the Director of Public Utilities to enter into contract with Resource International, Inc. for Work and Asset Management Database and System Administrative Support for the Department of Public Utilities; to authorize the expenditure of $15,250.00 from the Electricity Operating Fund, $97,000.00 from the Water Operating Fund, $108,750.00 from the Sewer System Operating Fund and $29,000.00 from the Stormwater Operating Fund. ($250,000.00)
Body
WHEREAS, the Department of Public Utilities has a need for professional services related to the Work and Asset Management Database and System Administrative Support to provide service to their customers that is more proactive, transparent, and data driven; and
WHEREAS, the procurement was conducted in accordance with the relevant provisions of Columbus City Code Chapter 329 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, for Work and Asset Management Database and System Administrative Support; and
WHEREAS, a contract is being established with Resource International, Inc. based upon the proposal received; and
WHEREAS, the contract amount will be utilized to provide services under this contract related to the Work and Asset Management Database and System Administrative Support in use throughout the Department of Public Utilities; and
WHEREAS, the term of this contract shall be 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, based on funding availability, mutual agreement between the City and the vendor, approval by ordinance of Columbus City Council, and appropriation and certification of funds by the City Auditor. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required and is subject to and conditioned upon the approval of City Council, and appropriation and certification of funds by the City Auditor. This contract shall not automatically renew, and
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Director of Public Utilities be and is hereby authorized to enter into contract for Work and Asset Management Database and System Administrative Support with Resource International, Inc., 6350 Presidential Gateway, Columbus, Ohio 43231, in accordance with the terms on file in the office of the Department of Public Utilities.The term of this contract shall be for a period of one year from the date of execution with yearly renewal options for an additional four (4) years upon annual approval by city authorities.
SECTION 2. The said firm shall conduct the work to the satisfaction of the Director of Public Utilities.
SECTION 3. That this contract is in accordance with the relevant provisions of Columbus City Code Chapter 329 relating to awarding professional service contracts through requests for proposals.
SECTION 4. That the expenditure of $250,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6100 Sanitary Sewer Operating Fund, Fund 6000 Water Operating Fund, Fund 6300 Power Operating Fund, and Fund 6200 Stormwater Operating Fund, in object class 03 Services in the amount of $250,000.00 per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.