Explanation
BACKGROUND:
This ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology, to renew an existing contract, in accordance with the original contractual agreement (CT18276: ORD 644-97) entered on May 29, 1997, with AssetWorks, Inc., for FleetFocus FA annual software maintenance and support. The agreement was most recently renewed by authority of ordinance 0721-2010 (purchase order FL004711), passed July 12, 2010. This renewal will provide software maintenance and support from July 1, 2011 through June 30, 2012 at a cost of $57,000.00.
The FleetFocus application provides a management system utilized by the Fleet Management Division to bill, manage, monitor and analyze all maintenance related data within the division. Also, FleetFocus gives the Division the ability to provide accountability by tracking city-owned fleet equipment such as refuse trucks, fire apparatus, compost graders and various on road vehicles to support the daily operational requirements of city government. The system allows for the collection and management of maintenance data on a citywide basis.
This ordinance requests approval to continue services provided by AssetWorks, Inc., and to waive the competitive bidding provisions of the Columbus City Codes (Section 329) to continue services with the existing company and existing contract.
FISCAL IMPACT:
In 2009 and 2010, the Department of Technology expended $139,744.95 and $123,666.00 respectively for upgrades, maintenance and support services associated with the Fleet Focus application provided by AssetWorks, Inc. Funding is available within the Department of Technology, Internal Services Fund to cover the $57,000.00 for this modification. Through the Department of Technology, the aggregate contract total, including this funding of $57,000.00 is $718,456.45.
EMERGENCY DESIGNATION:
Emergency designation is being requested to allow for payment and continual support without interruption critical to daily operations.
CONTRACT COMPLIANCE:
Vendor Name: AssetWorks, Inc. CC#/FID#: 46-0521049 Expiration Date: 2-17-2012
Title
To authorize the Director of Finance and Management, on behalf of the Department of Technology, to modify and extend an existing annual contract with AssetWorks, Inc formerly known as Maximus Inc., for the annual license renewal and support on the Fleet Focus application utilized by the Fleet Management Division; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure not to exceed $57,000.00 from the Department of Technology Information Services Fund; and to declare an emergency. ($57,000.00)
Body
WHEREAS, this ordinance authorizes the Director of Finance and Management, on behalf of the Department of Technology, to modify an existing contract, in accordance with the original contractual agreement (CT18276: ORD 644-97) as modified by ordinance 0721-2010 (purchase order FL004711) with AssetWorks, Inc. as the original contract provided language allowing for modifications and extensions; and
WHEREAS, this ordinance authorizes the Director of Finance and Management on behalf of the Department of Technology to modify and extend an existing contract with AssetWorks, Inc., for the annual license renewal and support of the Fleet Focus application (formerly known as the Fleet Anywhere application) utilized by the Fleet Management Division, with a coverage period from July 1, 2011 through June 30, 2012 with the cost for this ordinance not to exceed $57,000.00; and
WHEREAS, the Fleet Focus application provides a management system utilized by the Fleet Management Division to bill, manage, monitor and analyze all maintenance related data within the Division, in addition to the ability to provide accountability with tracking an unlimited number of city-owned fleet equipment vehicles to support the daily operational requirements of city government; and
WHEREAS, this ordinance requests approval to continue services provided by AssetWorks, Inc., and to waive the competitive bidding provisions of the Columbus City Codes (Section 329); as it has been determined that AssetWorks, Inc. has made available upgrades to the existing modules and these upgrades are necessary for the functionality of the current application; and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Technology in that it is immediately necessary for the Director of Finance and Management to renew an existing contract with AssetWorks, Inc., to avoid service interruption and continue with services for maintenance support and upgrades, for the preservation of 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 Director of Finance and Management be and is hereby authorized to modify and extend an existing contract, in accordance with the original contractual agreement (CT18276: ORD 644-97) entered on May 29, 1997, on behalf of the Department of Technology, for the annual license renewal from AssetWorks, Inc. related to the operation of the FleetAnywhere system, with a coverage period from July 1, 2011 through June 30, 2012 with the cost not to exceed $57,000.00.
SECTION 2: That the expenditure of $57,000.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div: 47-01|Fund: 514 |Subfund: 513|OCA Code: 514013|Obj. Level One: 03|Obj. Level Three: 3369|Amount: $57,000.00
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 4: That the request to modify and extend a contract with AssetWorks, Inc., and to waive the competitive bidding provisions of the Columbus City Codes (Section 329.06) be authorized.
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 approved nor vetoes the same.