Explanation
BACKGROUND:
This ordinance authorizes the Directors of the Departments of Technology (DoT) and Public Utilities (DPU) to modify a contract agreement with Hansen Banner, LLC for professional services for the Enhanced Metering Project (EMP) in the amount of $125,443.00. This ordinance also requests the extension of purchase order PO277167 through June 14, 2023.
The City of Columbus is currently undertaking a project to enhance its water, sewer, and power metering. When complete, the project will consist of the implementation of an automated meter infrastructure system to provide meter readings from Water, Sewer, and Power meters associated with the Columbus Utility Billing System (CUBS). The project includes the installation, via meter exchange, of the existing power, sewer, and water meters and all the software required to operate the system, and to interface with the Columbus Utility Billing Systems (CUBS) and City software applications. The coverage term period is one (1) year from the date of a purchase order certified/confirmed by the City Auditor's Office. In 1994, the Department of Public Utilities initiated a contract (CT-15918) for software and services related to the Water and Sewer Information Management System (WASIMS) with SCT Utility Systems. Section 12 of the original contract provided for modifications and changes in scope of service. SCT Utility Systems later changed their name to Indus Utility Systems, then to its current name Hansen Banner, LLC.
This modification will provide additional project funds to change defined requirements and add additional requirements requested during initial User Acceptance Testing of this phase of the project. The modification will also extend the overall duration of User Acceptance from 20 days to 60 days.
The contract agreement was most recently authorized by authority of Ordinance No. 0668-2021, passed April 5, 2021 through purchase order PO277167. This modification will provide for additional professional services to enhance/upgrade the CUBS system.
1. Amount of additional funds to be expended: $125,443.00
Original contract amount: $1,186,330.00
Amount of original contract, renewals and modifications: $15,292,728.48
This ordinance modification: $125,443.00
Total aggregate contract: $15,418,171.48
2. Reason additional goods/services could not be foreseen:
The need for this modification is due to changes to defined requirements and additional requirements requested during the initial User Acceptance Testing of this phase of the project, and to extend the overall duration of the User Acceptance from 20 days to 60 days.
3. Reason other procurement processes are not used:
It is not feasible to bid for an alternate service since Hansen developed the software for the CUBS and Enhanced Metering Project (EMP) system. The company has developed custom software for the City and is the only company who can support these customizations.
4. How cost of modification was determined:
The City of Columbus and Hansen Banner, LLC negotiated the cost of services shown in the Hansen Banner, LLC Statement of Work (SOW(s)) for these professional/upgrade services.
This ordinance also requests approval to continue services provided by Hansen in accordance with sole source procurement provisions of Section 329 of the Columbus City Code; as it has been determined Hansen is the sole distributor of the software products associated with the CUBS system, and does not utilize distributors or resellers to provide maintenance and support, or professional services for its software products.
Lastly, the ordinance requests extension of purchase order PO277167. The purchase order is set to expire one year from the confirmed purchase order date of June 14, 2021 (expiration June 14, 2022). This legislation is requesting purchase order PO277167 be extended for an additional year to June 14, 2023 to allow for the completion of all work associated with the Enhanced Metering Project (EMP).
FISCAL IMPACT:
In 2020 and 2021, $1,316,607.05 and $600,000.00, respectively was legislated for maintenance, support, and upgrades. The cost associated with this contract modification (2022) with Hansen Banner LLC., is $125,443.00. The funds are identified and available within the Department of Technology, Information Services Operating Fund - DPU's direct charge budget. The aggregate contract total amount including this request is $15,418,171.48.
CONTRACT COMPLIANCE:
Vendor: Hansen Banner, LLC CC#: 46 - 5651020; Expiration Date: 08/13/2022
(City Vendor Account / DAX Acct. ID: 008834)
Title
To authorize the Directors of the Department of Technology and the Department of Public Utilities to modify a contract for professional services with Hansen Banner, LLC., in accordance with the sole source provisions of the Columbus City Code; and to authorize the expenditure of $125,443.00 from the Department of Technology, Information Services Operating Fund. ($125,443.00)
Body
WHEREAS, it is necessary to authorize the Directors of the Departments of Technology and Public Utilities to modify a contract agreement with Hansen Banner, LLC., for professional services for the Columbus Utility Billing System (CUBS), in the amount of $125,443.00; and.
WHEREAS, it is necessary to modify this contract to increase funds by $125,443.00 for additional professional services from Hansen Banner, LLC., for the Enhanced Metering Project (EMP) to enhance/upgrade/integrate the CUBS system and the Hansen Banner software in the Columbus Utility Billing system (CUBS) for DPU. The coverage term period is one (1) year from the date of a purchase order certified/confirmed by the City Auditor's Office; and
WHEREAS, the contract agreement was most recently authorized by authority of Ordinance No. 0668-2021, passed April 5, 2021 through purchase order PO277167; and
WHEREAS, Hansen Banner, LLC., is the sole distributor of the software products associated with the CUBS system, and does not utilize distributors or resellers to provide maintenance and support, or professional services for its software products; and
WHEREAS, this ordinance also requests the extension of purchase order PO277167. The purchase order is set to expire one year from the confirmed purchase order date of June 14, 2021 (expiration June 14, 2022). This legislation is requesting purchase order PO277167 be extended for an additional year to June 14, 2023 to allow for the completion of all work associated with the Enhanced Metering Project (EMP); and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Directors of the Department of Technology and the Department of Public Utilities to modify a contract for professional services with Hansen Banner, LLC to support the Columbus Utility Billing System (CUBS) in order to maintain uninterrupted services from the supplier, 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 Directors of the Department of Technology and the Department of Public Utilities be, and are hereby, authorized to modify a contract with Hansen Banner, LLC. for additional professional services for the Enhanced Metering Project (EMP) to upgrade the CUBS system and the Hansen Banner, LLC software in the amount of $125,443.00. The coverage term period is one (1) year from the date of a purchase order certified/confirmed by the City Auditor's Office. This ordinance also requests the extension of purchase order PO277167 through June 14, 2023.
SECTION 2: That the expenditure of $125,443.00 or so much thereof as may be necessary, is hereby authorized to be expended from the Department of Technology, Information Services operating fund, per the account codes in the attachment to this ordinance. (see attachment 0561-2022 EXP)
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with 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 modification is in accordance with the sole source provisions of the City of Columbus Code Chapter 329.
SECTION 6: That this ordinance shall take effect and be in force from and after the earliest period allowed by law.