Explanation
BACKGROUND:
This ordinance authorizes the Directors of the Departments of Technology and Public Utilities to renew an agreement with Ventyx, Inc., for annual software maintenance and support for the Columbus Utility Billing System (CUBS). The original contract (CT-15918) was established in 1994, and most recently renewed by authority of ordinance 1699-2012, passed September 10, 2012, through purchase order EL013576. This renewal will provide support for the period October 1, 2013 to September 30, 2014, at a cost of $348,485.00. The CUBS system supports billing and collections for DPU. This contract will allow DoT and DPU to continue utilizing services provided by Ventyx Inc. for annual maintenance and support for CUBS.
This ordinance also requests approval to continue software maintenance and support services as well as professional services provided by Ventyx, Inc. in accordance with sole source procurement provisions of Section 329 of the Columbus City Code; as it has been determined Ventyx is the sole distributor of the software products associated with the CUBS system, and does not utilize distributors or resellers to provide maintenance and support for its software products.
Furthermore, this ordinance authorizes the Directors of the Departments of Technology and Public Utilities to modify an agreement with Ventyx, Inc. for professional services to upgrade the Columbus Utility Billing System (CUBS). Section 12 of the original contract (CT-15918) provided for modifications and changes in scope of service. The agreement was most recently modified by authority of ordinance 2359-2012, passed November 19, 2012, through purchase order EL013799. This modification will provide for additional professional services to upgrade the CUBS system to version 4.3 of the Ventyx Customer Suite. This modification will cover the second phase of the CUBS upgrade project, expected to be completed no later than December 31, 2014. Ventyx, Inc. is the CUBS system vendor and has unique knowledge of DPU customizations to the standard Ventyx system, making them uniquely capable of completing the required work.
1. Amount of additional funds to be expended: $195,000.00
Original contract amount: $1,186,330.00
Amount of original contract and 27 modifications: $10,694,627.78
2. Reason additional goods/services could not be foreseen:
The need for this modification was known (see ordinance 2359-2012), but funds were not available in 2012 to contract for the entire cost of the scope of work, which required dividing the scope into phases 1 and 2.
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.
4. How cost of modification was determined:
The City and Ventyx negotiated the cost of services shown in the Ventyx Statement of Work for these upgrade services.
This ordinance also requests approval to continue software maintenance and support services as well as professional services provided by Ventyx, Inc. in accordance with sole source procurement provisions of Section 329 of the Columbus City Code; as it has been determined Ventyx is the sole distributor of the software products associated with the CUBS system, and does not utilize distributors or resellers to provide maintenance and support for its software products.
FISCAL IMPACT:
In 2011 and 2012, $296,436.00 and $342,181.00 was legislated for maintenance, support and upgrades. The 2013 cost associated with this contract renewal and modification with Ventyx, Inc. is $543,485.00. The aggregate contract total including this request is $10,694,627.78. The funds are identified and available within the Department of Technology, Information Services Fund.
EMERGENCY:
Emergency legislation is requested in order to avoid interruption of service provided for the Columbus Utility Billing System (CUBS).
CONTRACT COMPLIANCE:
Vendor: Ventyx Inc. F.I.D#/CC#: 94 - 3273443 Expiration Date: 6/10/2015
Title
To authorize the Directors of the Department of Technology, and the Department of Public Utilities, to renew an annual software maintenance and support services contract and modify the contract for professional services with Ventyx, Inc., formerly known as Indus Utility Systems, Inc.; in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $543,485.00 from the Department of Technology Information Services Fund; and to declare an emergency. ($543,485.00)
Body
WHEREAS, this ordinance authorizes the Directors of the Departments of Technology and Public Utilities to renew an agreement with Ventyx, Inc., for annual software maintenance and support for the Columbus Utility Billing System (CUBS). The CUBS system supports billing and collections for DPU. This contract will allow DoT and DPU to continue utilizing services provided by Ventyx Inc. for annual maintenance and support for CUBS; and.
WHEREAS, the original contract (CT-15918) was established in 1994, and most recently renewed by authority of ordinance 1699-2012, passed September 10, 2012, through purchase order EL013576. This renewal will provide support for the period October 1, 2013 to September 30, 2014, at a cost of $348,485.00; and
WHEREAS, this ordinance also authorizes the Directors of the Departments of Technology and Public Utilities to modify an agreement with Ventyx, Inc. for professional services to upgrade the Columbus Utility Billing System (CUBS). Section 12 of the original contract (CT-15918) provided for modifications and changes in scope of service. This modification will provide for additional professional services to upgrade the CUBS system to version 4.3 of the Ventyx Customer Suite. This modification will cover the second phase of the CUBS upgrade project, expected to be completed no later than December 31, 2014, at a cost of $195,000.00; and
WHEREAS, this ordinance also requests approval to continue software maintenance and support services provided by Ventyx, Inc. in accordance with sole source procurement provisions of Section 329 of the Columbus City Code; as it has been determined Ventyx is the sole distributor of the software products associated with the CUBS system, and does not utilize distributors or resellers to provide maintenance and support for its software products; and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Technology and Public Utilities in that it is immediately necessary for the Directors of the Department of Technology and the Department of Public Utilities to renew and modify a contract for software maintenance and support services with Ventyx, Inc. to support the Columbus Utility Billing System (CUBS) and the daily operation activities, 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 of Technology and the Department of Public Utilities be and is hereby authorized to renew an agreement with Ventyx, Inc., for annual software maintenance and support for the Columbus Utility Billing System (CUBS). This renewal will provide support for the period October 1, 2013 to September 30, 2014, at a cost of $348,485.00. This ordinance authorizes the Directors of the Departments of Technology and Public Utilities to modify an agreement with Ventyx, Inc. for professional services to upgrade the Columbus Utility Billing System (CUBS). This modification will cover the second phase of the CUBS upgrade project, expected to be completed no later than December 31, 2014, at a cost of $195,000.00. The total amount of funds requested for this ordinance are $543,485.00.
SECTION 2: That the expenditure of $543,485.00.00 or so much thereof as may be necessary is hereby authorized to be expended from:
3336 - Professional Services: $195,000.00
Div.: 47-01|Fund: 514|Sub-fund: 550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3336 |Amount: $11,895.00| Electricity
Div.: 47-01|Fund: 514|Sub-fund: 600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3336 |Amount: $75,660.00| Water
Div.: 47-01|Fund: 514|Sub-fund: 650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3336 |Amount: $84,825.00| Sewers & Drains
Div.: 47-01|Fund: 514|Sub-fund: 675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3336 |Amount: $22,620.00| Storm Water
3369 - Software License &Annual Support Fees: $348,485.00
Div.: 47-01|Fund: 514|Sub-fund: 550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3369 |Amount: $21,257.59| Electricity
Div.: 47-01|Fund: 514|Sub-fund: 600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3369 |Amount: $135,212.18| Water
Div.: 47-01|Fund: 514|Sub-fund: 650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3369 |Amount: $151,590.97| Sewers & Drains
Div.: 47-01|Fund: 514|Sub-fund: 675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3369 |Amount: $40,424.26| Storm Water
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contracts modifications associated with this ordinance.
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 contract is being established in accordance with the sole source provisions of the Columbus City Codes, Section 329.07.
SECTION 6: 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.