Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology and the Director of the Department of Public Utilities to modify and renew an annual software maintenance and support contract with Hach Company for the Water Information Management System (WIMS). The original contract (EL011006) was authorized by ordinance 1318-2010, passed October 4, 2010. The contract was most recently renewed by authority of ordinance 1238-2011, passed September 12, 2011, through purchase order EL012118. This renewal will provide another year of maintenance and support for the period October 1, 2012 to September 30, 2013, at a cost of $11,532.00.
In addition to the renewal of the maintenance and support service, this ordinance requests authorization to modify the contract to purchase additional WIMS software licenses and on-site training services, at a cost of $6,175. While the need for additional licensing and training was generally known at the time of the original contract, specific needs and associated costs were not known. Because Hach Company is the sole source for WIMS software and training, it is not possible for the City to obtain needed services through an alternative procurement process. Pricing for these services was negotiated with the vendor.
WIMS enables the Division of Sewerage and Drainage (DOSD) and the Division of Power and Water (DOPW) to manage water quality sample information, incorporate input from plant operations data sources, track 79,000 tests on 16,000 different samples annually, and transfer approved results to end users automatically. The WIMS system has replaced out dated information systems, allowing DOSD and DOPW to satisfy their regulatory reporting requirements more efficiently.
This ordinance also requests approval to continue services provided by Hach Company in accordance with sole source procurement provisions of Section 329 of the Columbus City Code; as it has been determined the Hach Company is the sole distributor of WIMS, and does not utilize distributors or re-sellers to provide support for its WIMS software product.
EMERGENCY:
Emergency designation is requested to immediately facilitate prompt payment and to avoid interruption in the performance of services necessary in the usual daily operation.
FISCAL IMPACT:
In 2005 ($40,926.75; SA001712) and 2006 ($43,822.08; SA002174) the Department of Public Utilities purchased WIMS via a formal bid process. In 2010 and 2011, the Department of Technology legislated $13,621.00 and $11,532.00 respectively with Hach Company for software maintenance and support services. This request in the amount of $17,707.00, has been budgeted and identified within the Department of Technology Internal Services Fund. The aggregate contract total including this request is $42,860.00.
CONTRACT COMPLIANCE:
Vendor Name: Hach Company F.I.D/C.C.#: 42-0704420 Expiration Date: 04/03/2013
Title
To authorize the Director of the Department of Technology and the Director of Public Utilities to modify and renew an annual contract with Hach Company for software maintenance and support on the WIMS system; and to purchase additional WIMS software licenses and on-site training services; in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $17,707.00 from the Department of Technology Internal Services Fund; and to declare an emergency. ($17,707.00)
Body
WHEREAS, the Director of the Department of Technology and the Director of the Department of Public Utilities have a need to modify and renew an annual contract for software maintenance and support with Hach Company; to enable the Division of Sewerage and Drainage (DOSD) and the Division of Power and Water (DOPW) to manage water quality sample information and reporting, and
WHEREAS, this contract renewal provides software maintenance and support on the Water Information Management System (WIMS) and obligates the vendor to provide upgrades, new releases and technical support for the software licensed to the Department of Public Utilities for a one (1) year term period of October 1, 2011 through September 30, 2012, in the amount of $11,532.00, and
WHEREAS, this ordinance also requests authorization to modify the contract to purchase additional WIMS software licenses and on-site training services, at a cost of $6,175.00, and
WHEREAS, WIMS enables the Division of Sewerage and Drainage (DOSD) and the Division of Power and Water (DOPW) to manage water quality sample information, incorporate input from plant operations data sources, track 79,000 tests on 16,000 different samples annually, and transfer approved results to end users automatically. The WIMS system has replaced out dated information systems, allowing DOSD and DOPW to satisfy their regulatory reporting requirements more efficiently, and
WHEREAS, this contract renewal is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology and the Department of Public Utilities in that it is immediately necessary to modify and renew a contract with Hach Company to provide software maintenance and support on the WIMS system and to purchase additional WIMS software licenses and on-site training services, so as not to negatively impact the operation of the services provided by the Department of Public Utilities 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 Director of the Department of Technology and the Director of the Department of Public Utilities is hereby authorized to modify and renew an annual contract with Hach Company, to provide software maintenance and support on the Water Information Management System (WIMS), of which the contract also obligates Hach Company to provide upgrades, new releases and technical support on the software licensed to the Department of Public Utilities, in the amount of $11,532.00, for a one (1) year term period from October 1, 2012 through September 30, 2013. This ordinance also requests authorization to modify the contract to purchase additional WIMS software licenses and on-site training services, at a cost of $6,175.00, for a total amount of $17,707.00.
SECTION 2: That the expenditure of $17,707.00 or so much thereof as may be necessary is hereby authorized to be expended from Div.:47-01|Fund:514 as follows:
Training & services: $4,625.00
Sub-fund|OCA Code| Division| OL 1: | OL 3| Amount
550 |514550 | Electricity| 03 | 3331 | $282.12
600 |514600 | Water | 03 | 3331| $1,794.50
650 |514650 | Sewers & Drains| 3331| $2,011.88
675 |514675 |Stormwater | 03 | 3331| $ 536.50
Software license: $1,550.00
Sub-fund|OCA Code| Division| OL 1: | OL 3| Amount
550 |514550 | Electricity| 03 | 3358 | $94.55
600 |514600 | Water | 03 | 3358| $601.40
650 |514650 | Sewers & Drains| 03 | 3358| $674.25
675 |514675 |Stormwater | 03 | 3358| $179.80
Software maintenance and support renewal: $11,532.00
Sub-fund|OCA Code| Division| OL 1: | OL 3| Amount
550 |514550 | Electricity| 03 | 3369 | $ 703.45
600 |514600 | Water | 03 | 3369| $4,474.42
650 |514650 | Sewers & Drains| 03 | 3369| $5,016.42
675 |514675 |Stormwater | 03 | 3369| $1,337.71
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 this contract renewal is being established in accordance with the sole source provisions of the Columbus City Code, Section 329.07.
SECTION 5: That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.