Explanation
This ordinance authorizes the Finance and Management Director to establish a contract with Intelex Technologies Inc. for standard software support, maintenance renewals, user licenses and passwords. This software will be used in conjunction with the development of the Environmental Management System (EMS) being developed to ensure environmental compliance for Fleet Management at 120 locations comprised of fleet maintenance facilities, fuel stations and generator sites. Maintaining a comprehensive and up-to-date data base is essential to the EMS process by assuring full compliance, training and certifications tracking, and documentation.
As authorized by Ordinance 0777-2013, passed April 22, 2013, the Department of Finance and Management, Fleet Management Division, is currently under contract with Gresham, Smith and Partners for an environmental audit of all city fuel and generator sites, as well as the development and implementation of an EMS. The audit includes a review of applicable federal and state environmental laws and rules for fuel tank and generator sites, physical inspection of sites and records reviews. When complete there will be a report issued outlining findings of the audit and recommendations to bring sites into compliance where necessary. The EMS is intended to ensure that the city remains in compliance with environmental rules and regulations by including comprehensive staff training on the applicable laws. Furthermore, the EMS will allow for the city to better prepare for environmental risks and respond to emergencies if they occur.
The Intelex software platform will serve as an integral component of the EMS upon implementation. Intelex Technologies database recordkeeping systems are currently being utilized at the Department of Public Utilities for support and maintenance of their EMS. Due to the extensive recordkeeping requirements of the EMS system, and the need for city wide uniformity, Intelex Technologies is the recommended vendor for this system. As such, this ordinance seeks authority to waive the competitive bidding provisions of Columbus City Codes, 1959, Section 329.
Intelex is a subscription based service but with start-up costs the service is more expensive in the first year but will be lower in subsequent years (less than $20,000 annually).
Intelex Technolgoies, Inc. CC# 980605430
Emergency action: is requested to allow proper support, maintenance renewals, user licenses and passwords to ensure EMS compliance at all 120 locations.
Fiscal Impact: Funding is available within the Fleet Management Capital Budget for this contract.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish a contract with Intelex Technologies for standard software support, maintenance renewals, user licenses and passwords related to the citywide Environmental Management System (EMS) initiative; to authorize the expenditure of $30,000.00 from the Fleet Management Capital Fund; to waive the competitive bidding provisions of Columbus City Codes, 1959; and to declare an emergency. ($30,000.00)
Body
WHEREAS, the Department of Finance and Management, Fleet Management Division has a need to implement an environmental management system to ensure that its environmental compliance activities are sustainable and to reduce the Department's environmental footprint, and
WHEREAS, to comply with EMS standards and procedures there is a need for standardization of recordkeeping, software support, maintenance renewals, user licenses and passwords for the 120 fleet maintenance facilities, fuel stations and generator sites, and
WHEREAS, due to extensive recordkeeping requirements of EMS, Intelex is the recommended provider for this EMS System.
WHEREAS, Intelex Technologies database recordkeeping systems are currently being utilized at the Department of Public Utilities for support and maintenance of their EMS program and in order to maintain citywide uniformity, Intelex Technologies is the recommended vendor for this system. As such, this ordinance seeks authority to waive the competitive bidding provisions of Columbus City Code section 329.07.
WHEREAS, an emergency exists in the usual daily operations of the Fleet Management Division in that it is necessary to enter into agreement for standard software support, maintenance renewals, user licenses and passwords in regards to the Environmental Management System (EMS) being deployed to ensure environmental compliance for Fleet Management at 120 locations comprised of fleet maintenance facilities, fuel stations and generator sites for the preservation of public peace, property, health, safety and welfare, now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to establish a contract with Intelex Technologies Inc. for standard software support, maintenance renewals, user licenses and passwords.
SECTION 2. That the expenditure of $30,000.00 or so much thereof as may be necessary in regard to the action authorized in Section 1, be and is hereby authorized and approved as follows:
Division: 45-05
Fund: 513
Subfund: 002
Capital Project: 550005-100000
OCA Code: 513050
Object Level 1:06
Object Level 3:6621
Amount: $30,000.00
SECTION 3. That the monies in the foregoing SECTION 2 shall be paid upon order of the Director of Finance and Management and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 4. That the competitive bidding provisions of Columbus City Codes, 1959, Section 329 are hereby waived in regard to the action authorized in Section 1.
SECTION 5. 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 6. That for reasons stated in the preamble hereto, which is made a part thereof, 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 the passage if the Mayor neither approve nor vetoes the same.