Explanation
1. BACKGROUND: This ordinance authorizes the Director of Public Utilities to modify and increase the Enterprise Application Integration (EAI) agreement with Brown & Caldwell Ohio, LLC, in the amount of $498,822.00, for the Department of Public Utilities (DPU).
DPU entered into a contract with Brown and Caldwell in May 2010 to determine the Department's level of readiness for an Enterprise Application Integration (EAI) solution. The objective of the project was to look at options that allow software systems to share information to improve access to business data. DPU's goal was to evaluate options for pulling together the essential data DPU staff needed to perform their jobs. The Brown and Caldwell Team has been researching and reporting the use of data and information systems and how employees use those systems to support the key business processes. It was determined that the Department of Public Utilities level of readiness is low to moderate due to lack of data consolidation, repetition and cohesive organization.
The contract was modified in 2011 (Modification No. 1) to implement improvements of readiness, improve chances of successful EAI implementation, and lower risked associated with lack of data control and organization. The Brown and Caldwell Team assisted DPU in developing a Business Intelligence System (BIS) Pilot. The scope of work included requirements gathering, prototype development, refinement and deployment of a BIS Pilot as well as assisting in software selection.
The contract is now ready to be modified a second time (Modification No. 2) in order to move the Business Intelligence System from its current pilot state to a functional production environment.
1.1 Amount of additional funds to be expended: $498,822.00
Original Contract Amount: $ 347,999.58
Modification 1: $ 466,014.00
Modification 2 (current): $ 498,822.00
Total (Orig. + Mods. 1-2) $1,312,835.58
1.2. Reasons additional goods/services could not be foreseen:
As stated in Ordinance No. 0138-2010, this is a multi-phase agreement. The first phase included the study and recommendations for the EAI and the second phase includes the implementation of the EAI. Implementation could be either in whole or in selected instances at the discretion of the Steering Committee.
1.3. Reason other procurement processes are not used:
This was a planned contract modification identified in the original contracting legislation. The Brown and Caldwell Team is familiar with the project and will provide continuity in completion of the agreement in the best interests of the City.
1.4. How cost of modification was determined:
A Cost Summary was submitted by the Consultant and reviewed and approved by Department personnel.
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT: The Department of Public Utilities (DPU) currently supports a wide variety of electronic business support systems each serving customers throughout the four divisions. Many of these programs have overlapping data, users, technical criteria, and purposes. The Enterprise Application Integration system will help DPU achieve an optimal level of operational efficiency and will provide a data management environment that will foster the development of new and innovative tools for business analysis and management.
3. FUTURE CONTRACT MODIFICATION: This agreement may be modified in the future in consideration of a long-term approach to building-out the data mart.
4. CONTRACT COMPLIANCE INFO: 94-1446346, expires 5/2/14, Majority
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Brown & Caldwell Ohio, LLC.
5. EMERGENCY DESIGNATION: It is requested that this Ordinance be handled in an emergency manner in order to continue implementation without a disruption in services.
6. FISCAL IMPACT: Funds for this project are available within the Water Works Enlargement Voted Bonds Fund, the Sanitary Sewer General Obligation Bond Fund, Fund 664, the Stormwater Build America Bonds (B.A.B's) Fund, and the Electric Permanent Improvements Fund. An amendment to the 2013 Capital Improvements Budget is also necessary.
Title
To authorize the Director of Public Utilities to modify the Enterprise Application Integration (EAI) agreement with Brown & Caldwell Ohio, LLC in the amount of $498,822.00; to authorize transfers and expenditures within the Water Build America Bonds Fund, the Sanitary Sewer General Obligation Bond Fund, the Stormwater Build America Bonds Fund, and the Electric Permanent Improvements Fund; to amend the 2013 Capital Improvements Budget; and to declare an emergency. ($498,822.00)
Body
WHEREAS, Contract No. EL010294 was authorized by Ordinance No. 0138-2010, passed March 1, 2010, was executed on April 23, 2010, and was approved by the City Attorney on May 3, 2010; and
WHEREAS, Contract Modification No. 1 EL011904 was authorized by Ordinance No. 0720-2011 passed June 13, 2011, was executed on July 14, 2011, and was approved by the City Attorney on July 27, 2011; and
WHEREAS, Modification No. 2 is needed to move the Business Intelligence System from its current pilot state to a functional production environment; and
WHEREAS, it is necessary for this Council to authorize the City Auditor to transfer and expend funds within the Water Build America Bonds Fund, the Sanitary Sewer General Obligation Bond Fund, the Stormwater Build America Bonds (B.A.B's) Fund, and the Electric Permanent Improvements Fund; and
WHEREAS, it is necessary to authorize an amendment to the 2013 Capital Improvements Budget for purposes of providing sufficient funding and expenditure authority for the aforementioned project expenditures; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, in that it is immediately necessary to authorize the Director of Public Utilities to modify and increase the Enterprise Application Integration (EAI) agreement with Brown & Caldwell Ohio, LLC, in an emergency manner in order to continue implementation without a disruption in services; for the immediate preservation of 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 Public Utilities is hereby authorized and directed to modify and increase the Enterprise Application Integration (EAI) agreement with Brown & Caldwell Ohio, LLC, for the Department of Public Utilities, in the amount of $498,822.00.
SECTION 2. That this contract modification is in compliance with Section 329.16 of Columbus City Codes, 1959.
SECTION 3. That the City Auditor is hereby authorized to transfer $193,542.94 within the Department of Public Utilities, Division of Water, Water Build America Bonds Fund, Fund No. 609, Dept/Div. No. 60-09, Object Level Three 6655, as follows:
Fund No. | Project No. | Project Name | OCA Code | change
609 | 690370-100000 (carryover) | Upground Reservoir | 609370 | -$193,542.94
609 | 690485-100000 (carryover) | Technology Resources | 609485 | +$193,542.94
SECTION 4. That the City Auditor is hereby authorized to transfer $216,987.57 within the Department of Public Utilities, Sanitary Sewer General Obligation Bond Fund, Fund 664, Dept./Div. No. 60-05, Object Level Three 6655, as follows:
Fund No. | Project No. | Project Name | OCA Code | change
664 | 650745-100000 (carryover) | 2009 General Construction Contract | 646745 | -$216,987.57
664 | 650729-100000 (carryover) | Enterprise Application Integration (EAI) | 664729 | +$216,987.57
SECTION 5. That the City Auditor is hereby authorized to transfer $57,863.35 within the Department of Public Utilities, Division of Sewerage and Drainage, the Stormwater Build America Bonds (B.A.B's) Fund, Fund No. 676, Dept/Div. No. 60-15, Object Level Three 6655, as follows:
Project No. | Project Name | OCA Code | Change
676 | 610775-100000 (carryover) | Evergreen & Dewberry SSI's | 685775 | -$57,863.35
676 | 611018-100000 (carryover) | Technology Services | 676018 | +$57,863.35
SECTION 6. That the City Auditor is hereby authorized to transfer $30,428.14 within the Department of Public Utilities, Division of Power, Electric Permanent Improvements Fund, Fund No. 565, Dept/Div. No. 60-07, Object Level Three 6655, as follows:
Project No. | Project Name | OCA Code | Change
565 | 671161-100000 (carryover) | Children's Hospital | 565161 | -$30,428.14
565 | 670639-100000 | Technology Services | 565639 | +$30,428.14
SECTION 7. That the 2013 Capital Improvements Budget is hereby amended as follows:
Fund No. | Proj. No. | Proj. Name | Current Authority | Revised Authority | Change
609 | 690370-100000 (carryover) | Upground Reservoir | $681,438 | $487,895 | -$193,543
609 | 690485-100000 (carryover) | Technology Resources | $0 | $193,543 | +$193,543
664 | 650745-100000 | 2009 General Construction Contract | $14,932 | $257,648 | +242,717
(cancellation - creation of authority)
664 | 650745-100000 | 2009 General Construction Contract | $257,648 | $40,661 | -$216,988
664 | 650729-100000 | Enterprise Application Integration (EAI) | $0 | $216,988 | +$216,988
676 | 610775-100000 (carryover) | Evergreen & Dewberry SSI's | $75,323 | $17,459 | -$57,864
676 | 611018-100000 (carryover) | Technology Services | $0 | $57,864 | +$57,864
565 |671161-100000 (carryover) | Children's Hospital | $46,900 | $16,471 | -$30,429
565 |670639-100000 | Technology Services | $0 | $30,429 | +$30,429
SECTION 8. That for the purpose of paying the cost of the Enterprise Application Integration (EAI) or as much thereof as may be needed, by and the same, is hereby authorized as follows: Division of Water | Dept/Div. No. 60-09 | Water Build America Bonds Fund | Fund No. 609 | Project 690485-100000 (carryover) | OCA 609485 | Object Level One 06 | Object Level Three 6655 | Amount $193,542.94.
SECTION 9. That for the purpose of paying the cost of the Enterprise Application Integration (EAI) or as much thereof as may be needed, by and the same, is hereby authorized as follows: Division of Sewerage and Drainage | Dept./Div. No. 60-05 | Sanitary Sewer General Obligation Bond Fund | Fund 664 | Project 650729-100000 (carryover) | 664729 | Object Level One 06 | Object Level Three 6655 | Amount $216,987.57.
SECTION 10. That for the purpose of paying the cost of the Enterprise Application Integration (EAI) or as much thereof as may be needed, by and the same, is hereby authorized as follows: Division of Sewerage and Drainage (Stormwater) | Dept/Div. No. 60-15 | Stormwater Build America Bonds (B.A.B.s) Fund | Fund No. 676 | Project 611018-100000 (carryover) | OCA 676018 | Object Level One 06 | Object Level Three 6655 | Amount $57,863.35.
SECTION 11. That for the purpose of paying the cost of the Enterprise Application Integration (EAI) or as much thereof as may be needed, by and the same, is hereby authorized as follows: Division of Power | Dept/Div. No. 60-07 | Electric Permanent Improvements Fund | Fund No. 565 | Project 670639-100000 (carryover) | OCA 565639 | Object Level One 06 | Object Level Three 6655 | Amount $30,428.14.
SECTION 12. 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 13. That the City Auditor is hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 14. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 15. 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 16. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is 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.