Explanation
This legislation authorizes the Director of Public Utilities to modify an existing contract (EL014022) with GeoNexus Technologies, LLC for software upgrade services related to the integration of the Department of Public Utilities' Geographic Information System (GIS) Dashboard and Oracle Work and Asset Management (WAM) software.
The Department of Public Utilities advertised Request for Proposals (RFPs) for the subject services in the City Bulletin in accordance with the provisions of Columbus City Code, Section 329.14 (SA004353). Four hundred one (401) vendors were solicited, including thirty five (35) minority and female owned businesses on April 21, 2012. One (1) proposal (MAJ) was received on May 18, 2012. The proposal was reviewed based on quality and feasibility. GeoNexus Technologies, LLC was determined to be qualified to provide the software and services for the GIS and WAM Integration Project, for which the Director of Public Utilities concurred. The recommended award amount for this one (1) year contract was $93,140.00. After implementation in 2013, it became apparent that an upgrade and an expansion of the integration software was necessary in order to assure data integrity between the two existing systems.
This modification will allow the upgrade of software that will synchronize the ESRI ArcGIS with the Oracle WAM software. Without this critical synchronization, the GIS and WAM systems will encounter data reliability issues. This software upgrade will ensure that GIS and WAM systems are aligned, providing a single consistent inventory of assets as data is modified in either system. Both existing software programs are integral to the daily operations of the Department of Public Utilities and the Division of Sewerage and Drainage. The GIS Dashboard provides spatial location information for DPU distribution assets. The Oracle WAM software provides work order management of those same distribution assets.
1. Amount of additional funds: The amount of additional funds needed is $120,000.00. The original contract (EL014022) was established for $93,140.00. This modification will ADD $120,000.00 for a total contract cost of $213,140.00. Annual maintenance fees of $16,000 will be due after the first year.
2. Reason additional needs were not foreseen: Only upon implementation of the original integration software in 2013 was it discovered that an additional upgrade was necessary to ensure data reliability between the two systems.
3. Reason other procurement processes not used: The base software is already in use within DPU and this upgrade is designed to complement and enhance the existing solution by synchronizing data across systems. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How cost was determined: The Department of Public Utilities and the vendor, GeoNexus Technologies, LLC, negotiated the cost of the upgrade.
SUPPLIER: GeoNexus Technologies, LLC (27-1138304), expires 8/1/2015 (MAJ)
The company is not debarred according to the Excluded Party Listing System of the Federal Government.
FISCAL IMPACT: $120,000.00 is needed and budgeted in the 2013 Public Utilities Budget.
Prior Year Expenditures from Sewerage System Operating Fund for this project
2012: $93,140.00
2011: $0
Title
To authorize the Director of Public Utilities to modify a contract with GeoNexus Technologies, LLC for software upgrade services for the Department of Public Utilities, to authorize the expenditure of $7,320.00 from the Electricity Operating Fund, $46,560.00 from the Water Operating Fund, $52,200.00 from the Sewerage Operating Fund, and $13,920.00 from the Stormwater Operating Fund. ($120,000.00)
Body
WHEREAS, the Department of Public Utilities utilizes both GIS mapping and work order software for operation and maintenance of utility distribution assets; and
WHEREAS, the Department of Public Utilities requires both software systems to be integrated and synchronized for enhanced mapping and operational efficiency; and
WHEREAS, this software is the only off-the-shelf integration software which link both of DPU's existing GIS and WAM software solutions; and
WHEREAS, upon implementation of the basic integration software it became apparent that a software upgrade was needed to fully utilize the features and functionality of the two software systems, it is necessary to upgrade the existing software; NOW THEREFORE
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 modify contract EL014022 with GeoNexus Technologies, LLC, for software upgrade services in accordance with the terms and conditions on file in the office of the Director of Public Utilities.
SECTION 2. That the expenditure of $120,000.00 or so much thereof as may be needed, be and the same hereby is authorized as follows:
Fund No. 550
OCA 600023
Object Level 1: 03
Object Level 3: 3358
Amount: $7,320.00
Fund No. 600
OCA 600049
Object Level 1: 03
Object Level 3: 3358
Amount: $46,560.00
Fund No. 650
OCA 600056
Object Level 1: 03
Object Level 3: 3358
Amount: $52,200.00
Fund No. 675
OCA 600065
Object Level 1: 03
Object Level 3: 3358
Amount: $13,920.00
SECTION 3. That the said firm shall conduct the work to the satisfaction of the Director of Public Utilities.
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.