Explanation
BACKGROUND:
This ordinance authorizes the Directors of the Departments of Technology and Public Utilities to modify an agreement with Ventyx, Inc. for professional services to enhance and customize the Columbus Utility Billing System (CUBS). 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 Ventyx, Inc.
The agreement was most recently modified by authority of ordinance 1579-2010, passed December 6, 2010, through purchase order EL011779. That modification provided for service through one year from the date of a certified purchase order to complete two projects: CUBS Archive Manager and CUBS MV90 Integration. This modification will extend the term of the last modification for the period June 16, 2012 through March 31, 2013, to allow additional time to complete the scope of work associated with the last modification. This modification will also increase funding by $17,600 to complete additional work needed on the CUBS MV90 Integration.
1. Amount of additional funds to be expended: $17,600.00
Original contract amount: $1,186,330.00
Amount of original contract and 23 modifications: $8,997,910.78
2. Reason additional goods/services could not be foreseen:
The scope of work for this project is unchanged, but the time and funding needed to complete project tasks is more than originally estimated. The need to extend the timeline and increase funding could not be foreseen when the original contract modification was executed in 2010.
3. Reason other procurement processes are not used:
It is not feasible to bid for an alternate service since Ventyx, Inc. developed the software for the CUBS system. The company has developed other modifications to the software and are familiar with those upgrades. Furthermore, Ventyx has performed the project work completed so far, so it would not be in the City's best interests to transition that work to another vendor.
4. How cost of modification was determined:
After reviewing additional work needed to complete the MV90 Integration project, the DoT and Ventyx project managers have estimated an additional one hundred (100) hours of work are required to complete the project: 80 hours for technical support and 20 hours for project management. The current rates proposed by Ventyx are $170.00 per hour for technical support and $200.00 per hour for project management, yielding a total cost of $17,600.
This ordinance will also amend ordinance 1579-2010 to correct discrepancies in the hourly professional service rates. Ordinance 1579-2010 referenced blended hourly rates of $173.41 for the MV90 Integration project and $173.75 for the Archive Purge project. These rates were calculated based on initial estimates from Ventyx, and do not correspond to the billable hourly rates specified in the statements of work associated with these projects. The billable hourly rates for the MV90 project are: $170.00 per hour for technical support and $200.00 per hour for project management. The billable hourly rates for the Archive/Purge project are: $185.00 per hour for project management, $175.00 per hour for principle systems engineering, and $165.00 per hour for senior business consulting. The amendment to ordinance 1579-2010 will authorize the correct billable hourly rates as stated in the statements of work.
The amendment will also authorize a new purchase order to be created. The amount of the new purchase order is $11,420.20 for the Archive/Purge project . In addition to this amount, this ordinance will authorize a $10,000 contingency to pay for any currently unforeseen costs associated with the MV90 and Archive/Purge projects. The new purchase order will be used to pay past due invoices, which could not be paid using purchase order EL011779, for services delivered prior to June 16, 2012. The purchase order will also be used to pay for completion of the Archive Purge project and travel expenses incurred from June 16, 2012 through March 31, 2013.
EMERGENCY:
Emergency designation is requested as to avoid interruption in the performance of services necessary to complete the project before the end of the year.
FISCAL IMPACT:
In 2010 and 2011 $485,235.00 and $296,436.00 was legislated respectively for services provided by Ventyx, Inc. The cost associated with this contract modification and funding increase for professional services and enhanced maintenance support to upgrade and customize the Columbus Utility Billing System (CUBS) with Ventyx, Inc. is $39, 020.20. Once this ordinance is passed, the remaining funds on EL011779 (totaling $29,020.20) will be cancelled and new purchase orders established. The aggregate contract total including this request is $9,611,981.78. Funds are identified and available in the Department of Technology, Information Services Fund Direct Charge Budget for the Department of Public Utilities for this expenditure.
CONTRACT COMPLIANCE:
Vendor Name: Ventyx, Inc. CC#/F.I.D#: 94 - 3273443 Expiration Date: 7/13/2012
Title
To authorize the Directors of the Department of Technology and the Department of Public Utilities (DPU), to modify an existing contract and increase funding with Ventyx, Inc. for professional services and enhanced maintenance support to upgrade and customize the Columbus Utility Billing System (CUBS); to amend ordinance 1579-2010 to correct discrepancies in the hourly professional service rates; to waive the competitive bidding provisions in accordance with the Columbus City Code; to authorize the expenditure of $39,020.20 from the Department of Technology Information Services Fund; and to declare an emergency. ($39,020.20)
Body
WHEREAS, SCT Utility Systems, Inc. currently known as Ventyx, Inc. and the Department of Public Utilities executed contract CT-1518 in 1994 under Ord. 1996-94 for software and services related to the Water and Sewer Information Management System (WASIMS), now referred to as the Columbus Utility Billing System (CUBS); and
WHEREAS, the Department of Technology, and the Department of Public Utilities (DPU) has a need to modify an existing contract and increase funding with Ventyx, Inc. in the amount of $17,600.00 ( CUBS MV90 Integration), for professional services and enhanced maintenance support to upgrade and customize the Columbus Utility Billing System (CUBS), and will extend the term of the last modification for the period June 16, 2012 through March 31, 2012, to allow additional time to complete the scope of work associated with the last modification; and
WHEREAS, this ordinance will also amend ordinance 1579-2010 to correct discrepancies in the hourly professional service rates. Ordinance 1579-2010 referenced blended hourly rates of $173.41 for the MV90 Integration project and $173.75 for the Archive Purge project. These rates were calculated based on initial estimates from Ventyx, and do not correspond to the billable hourly rates specified in the statements of work associated with these projects. The billable hourly rates for the MV90 project are: $170.00 per hour for technical support and $200.00 per hour for project management. The billable hourly rates for the Archive/Purge project are: $185.00 per hour for project management, $175.00 per hour for principle systems engineering, and $165.00 per hour for senior business consulting. The amendment to ordinance 1579-2010 will authorize the correct billable hourly rates as stated in the statements of work; and
WHEREAS, the amendment will also authorize a new purchase order to be created. The amount of the new purchase order is $11,420.20 for the Archive/Purge project . In addition to this amount, this ordinance will authorize a $10,000 contingency to pay for any currently unforeseen costs associated with the MV90 and Archive/Purge projects. The new purchase order will be used to pay past due invoices, which could not be paid using purchase order EL011779, for services delivered prior to June 16, 2012. The purchase order will also be used to pay for completion of the Archive Purge project and travel expenses incurred from June 16, 2012 through March 31, 2013; and
WHEREAS, once this ordinance is passed, the remaining funds on EL011779 (totaling $29,020.20) will be cancelled and new purchase orders established; and
WHEREAS, this ordinance also requests approval to waive the competitive bidding provisions in accordance with the Columbus City Code, Section 329.06; and
WHEREAS, an emergency exists in the daily operation of the city in that it is immediately necessary for the Directors of the Department Technology, and the Department of Public Utilities to modify a contract with Ventyx, Inc for professional services and enhanced maintenance support to upgrade and customize the Columbus Utility Billing System (CUBS) so as not to impact the daily operation of the services provided by DPU 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 Technology, and the Department of Public Utilities, (DPU) is hereby authorized to modify and increase funds to a contract with Ventyx, Inc. in the amount of $17,600.00 for the CUBS MV90 Integration project, for professional services and enhanced maintenance support to upgrade and customize the Columbus Utility Billing System (CUBS). This ordinance will also amend ordinance 1579-2010 to correct discrepancies in the hourly professional service rates. Ordinance 1579-2010 referenced blended hourly rates of $173.41 for the MV90 Integration project and $173.75 for the Archive Purge project. These rates were calculated based on initial estimates from Ventyx, and do not correspond to the billable hourly rates specified in the statements of work associated with these projects. The billable hourly rates for the MV90 project are: $170.00 per hour for technical support and $200.00 per hour for project management. The billable hourly rates for the Archive/Purge project are: $185.00 per hour for project management, $175.00 per hour for principle systems engineering, and $165.00 per hour for senior business consulting. The amendment to ordinance 1579-2010 will authorize the correct billable hourly rates as stated in the statements of work. The amendment will also authorize a new purchase order to be created in the amount of $11,420.20 for the Archive/Purge project . In addition to this amount, this ordinance will authorize a $10,000 contingency to pay for any currently unforeseen costs associated with the MV90 and Archive/Purge projects. Once this ordinance is passed, the remaining funds on EL011779 (totaling $29,020.20) will be cancelled and new purchase orders established. The new purchase orders will be used to pay past due invoices, which could not be paid using purchase order EL011779, for services delivered prior to June 16, 2012. This modification will extend the term of the last modification for the period June 16, 2012 through March 31, 2013, to allow additional time to complete the scope of work associated with the last modification.
SECTION 2. That the expenditure of $39,020.20 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.:47-01|Fund:514|Sub-fund:550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $1,073.60 - Electricity - (MV90)
Div.:47-01|Fund:514|Sub-fund:600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $6,828.80 - Water - (MV90)
Div.:47-01|Fund:514|Sub-fund:650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $7,656.00 - Sewers & Drains - (MV90)
Div.:47-01|Fund:514|Sub-fund:675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $2,041.60 - Storm water - (MV90)
Total Amount for the MV90 Project: $17,600.00
Div.:47-01|Fund:514|Sub-fund:550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $696.63 - Electricity - (Archive/Purge)
Div.:47-01|Fund:514|Sub-fund:600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $4,431.04 - Water - (Archive/Purge)
Div.:47-01|Fund:514|Sub-fund:650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $4,967.79 - Sewers & Drains - (Archive/Purge)
Div.:47-01|Fund:514|Sub-fund:675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $1,324.74 - Storm water - (Archive/Purge)
Total Amount for the Archive/Purge Project: $11,420.20
Div.:47-01|Fund:514|Sub-fund:550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $610.00 - Electricity - (Contingency)
Div.:47-01|Fund:514|Sub-fund:600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $3,880.00 - Water - (Contingency)
Div.:47-01|Fund:514|Sub-fund:650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $4,350.00 - Sewers & Drains - (Contingency)
Div.:47-01|Fund:514|Sub-fund:675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $1,160.00 - Storm water - (Contingency)
Total Amount of Contingency Funds: $10,000.00
SECTION 3. 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 4. That for good cause shown, the competitive bidding provisions of Section 329.06 of the Columbus City Code are hereby waived.
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 and shall take effect and be in force from and after its passage and approval by the Mayor or ten days after its passage if the Mayor neither approves nor vetoes the same.