Explanation
1. BACKGROUND:
The Department of Public Utilities requests authority to contract for services to configure and implement the EAM (Enterprise Asset Management, formerly Synergen Computerized Maintenance Management System) in the Division of Electricity and the Division of Water. The Division of Sewerage and Drainage initiated this project in 1997 under a competitive procurement process that selected EMA as the vendor to help select a product and to assist in the implementation. Synergen CMMS was selected as the software. The software was purchased and licensed to the City of Columbus.
The project was initially a phased installation of the maintenance management software in the Division of Sewerage and Drainage. When successful implementation within the DOSD was completed, the same system was to be implemented in the Divisions of Water and Electricity. The original software purchase included enough licenses to support all three divisions. The system is designed to integrate all utility maintenance matters into one system that includes work requests, work scheduling, work execution, materials/supplies/labor accounting and management, work history, asset inventory, asset condition, trending, analysis and reporting.
The Division of Sewerage and Drainage has successfully implemented the maintenance management software in its Sewer Maintenance Operations Center and is completing implementation at the two wastewater treatment plants. Approval of this legislation will enable all divisions of within the Department of Public Utilities to use the same maintenance management software.
2. SOLE SOURCE PROVISION:
In so much as the Division of Sewerage and Drainage has successfully implemented its CMMS under the terms of an existing contract with SPL WorldGroup, the Department of Public Utilities has determined it necessary to request this Council to authorize its Director to award a contract for the Divisions of Water and Electricity under the sole source provisions of the Columbus City Codes. As part of the Division of Electricity/Division of Water project, SPL WorldGroup will subcontract with EMA for business practices consulting services.
3. MULTI-YEAR RENEWALBE CONTRACT:
The total cost of this project is estimated to be $2 million dollars and will be managed by the Division of Operational Support. The project is anticipated to be performed as two phases, with the Division of Water providing funding totaling $1,600,000.00 in 2005 and the Division of Electricity providing $400,000.00 in 2006 to complete the project.
4. FISCAL IMPACT:
This legislation also requests authority to transfer funds within the Division of Water's Voted Bond Fund for purposes of providing the funding for the first phase of the proposed contract. It is also necessary to amend the 2004 Capital Improvements Budget, for purposes of establishing sufficient authority for this expenditure. Funding for the project is included in the Division of Electricity's 2006 - 2011 CIP.
5. EMERGENCY DESIGNATION
This legislation is requested to be an emergency measure so that the implementation of the system can begin immediately in the Divisions of Water and Electricity. Completion of this project is critical to fully integrating maintenance matters within the department into one comprehensive system.
Title
To authorize the Director of Public Utilities to enter into contract with SPL WorldGroup for the implementation of a computerized maintenance management system for the Divisions of Electricity and Water, in accordance with the sole source procurement provisions of the the Columbus City Codes; to authorize the transfer and expenditure of $1,600,000.00 from within the Water Works Enlargement Voted Bond Fund; to amend the 2004 Capital Improvements Budget; and to declare an emergency. ($1,600,000.00)
Body
WHEREAS, the Department of Public Utilities began configuration and implementation of Computerized Maintenance Management System (CMMS) software in the Division of Sewerage and Drainage in 1997 after an extensive software selection process, and
WHEREAS, the project has progressed as a phased installation and is now in use at the Sewer Maintenance Operations center and is undergoing final installation at the Jackson Pike and Southerly Wastewater Treatment Plants, and
WHEREAS, the next phase of the department wide project is the configuration and implementation of the CMMS in the Divisions of Electricity and Water, and
WHEREAS, SPL WorldGroup is the sole source that can provide configuration and implementation services for their software product, 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 to enter into contract with SPL WorldGroup for configuration and implementation of Computerized Maintenance Management System software in the Divisions of Electricity and Water in accordance with the sole source procurement provisions of Columbus City Codes for the immediate preservation of the public health, peace, property and safety; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Director of Public Utilities is hereby authorized to enter into contract with SPL WorldGroup for configuration and implementation of Computerized Maintenance Management System software in the Divisions of Electricity and Water in accordance with the sole source procurement provisions of Columbus City Code Section 329.07.
Section 2. That the expenditure of $1,600,000.00 or as much thereof as may be needed be and the same is authorized from the Water Works Enlargement Voted 1991 Bonds Fund No. 606, Department 60, Division 09, OCA Code 606465, Object Level Three 6621, Object Level One 06, Project Number 690465.
Section 3. That the City Auditor is hereby authorized and directed to transfer funds within the Water Works Enlargement Voted 1991 Bonds Fund No. 606, Department of Public Utilities, Division of Water, as follows:
FROM:
Proj. 690431| Morse/R-New Albany Rd-Water Line| OCA 606431| $1,250,000.00
Proj. 690405| Refugee Rd. 16" Water Line| OCA 606405| $350,000.00
TO:
Proj. 690465| Computerized Maintenance Mgt. System| OCA 606465| $1,600,000.00
Section 4. That the 2004 Capital Improvements Budget Ordinance No. 1059-2004 is hereby amended as follows to provide sufficient budget authority for the professional services contract awarded herein:
CURRENT:
Project 690431 - Morse/Reynoldsburg New Albany Rd. Waterline - $1,250,000.00
Project 690405 - Refugee Rd. 16" Water Line - $1,222,776.00
Project 690465 - Computerized Maintenance Mgt. System - $0.00
AMENDED TO:
Project 690431 - Morse/Reynoldsburg New Albany Rd. Waterline - $0.00
Project 690405 - Refugee Rd. 16" Water Line - $872,776.00
Project 690465 - Computerized Maintenance Mgt. System - $1,600,000.00
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 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.