aExplanation
1. BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a contract with Ethosoft, Inc., via the RFP process, for professional services and installation services for the Division of Water (DOW) and the Division of Sewerage and Drainage (DOSD) Lab Information Management System (LIMS) Upgrade project, CIP No. 650665-100000 and CIP No.690572-100001, in an amount up to $110,000.00. This amount covers the cost of software support and licenses during implementation of the software described below.
The City operates a Division of Water (DOW) Water Quality Assurance Laboratory (WQAL) and Division of Sewerage and Drainage (DOSD) Surveillance Laboratory. Currently each lab has a different process for information management, both of which are outdated and don’t meet the workflows of the labs. This project will provide a Laboratory Information Management System (LIMS) for both labs to meet the current and future needs of these laboratories and to maintain regulatory compliance. Implementation of the LIMS program in both labs will streamline information input, usage, and reporting for regulatory compliance. Both labs are essential and integral components in the City of Columbus water supply and treatment infrastructure. Adequate safe supply of water and wastewater treatment is essential to economic growth.
This project will provide configuration, installation implementation, training, and annual ongoing licensing, maintenance, and support of the LIMS software. This contract will incorporate the implementation of the LIMS system and five years of licensing and support of the LIMS software. Licensing and software support will need to continue after this initial five-year period for the remaining life of the system. It is anticipated this continuing support will be done in new five-year contracts and awarded through a waiver of the City’s competitive bidding process due to licensing and software support only being available through a single company.
Ordinance 3098-2023 authorized the Department of Public Utilities to enter into contracts Ethosoft, Inc., for the DOSD and DOW Lab Information Management System (LIMS) Upgrade project. The work on the initial contract was to be reimbursed to the City via a loan obtained from the Ohio Water Development Authority (OWDA) Direct Loan Program. At the time of that ordinance it was thought all expenses for the project were eligible to be covered under the loan from OWDA and a second contract would be established with a different funding source to pay for the ongoing operating costs of the contract. It is now necessary to implement the second contract to pay for items that OWDA has determined are not eligible to be loan funded under the first contract. This second contract will be modified at a future time to pay for ongoing licensing and support.
The Community Planning Area is 99 Citywide.
TIMELINE: It is anticipated this project will have two contracts for the initial term of this project. One contract will cover implementation of the LIMS System and the first year of licensing and software support. The term of this contract will be from issuance of a Notice to Proceed authorizing the start of work to final acceptance of the system by the City. The second contract will start when the licensing and software support for the first contract ends and covers the next four years of licensing and support.
ESTIMATED COST OF PROJECT: The price of the LIMS implementation and licensing and software support for the first five years of the system life has been established and set as shown below in the Original Contracts amount. Additional funds are not anticipated to be needed for the original contracts. The City will need ongoing licensing and support for the life of the LIMS software that will extend beyond the terms of the initial contracts. That pricing is unknown at this time and will be negotiated and legislated for the implementation of the next licensing and support contract.
First Year Contract’s Needs $ 110,000.00
Future Anticipated Needs (TBD) $ 0.00
CONTRACTS TOTAL $ 110,000.00
2. ECONOMIC IMPACT/ADVANTAGES; COMMUNITY OUTREACH; PROJECT DEVELOPMENT; ENVIRONMENTAL FACTORS/ADVANTAGES OF PROJECT
Currently each lab has a different process for information management, both of which are outdated and don’t meet the work flows of the labs. Implementation of the LIMS program in both labs will streamline information input, usage, and reporting for regulatory compliance. Both labs are essential and integral components in the City of Columbus water supply and treatment infrastructure. Adequate safe supply of water and wastewater treatment is essential to economic growth. Public informational meetings are not anticipated for this project.
3. CONTRACT COMPLIANCE INFORMATION
Ethosoft, Inc.’s contract compliance is CC044120 with an expiration date of 11/17/2025.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was bid with an anticipated City of Columbus MBE/WBE Program goal of 0% as assigned by the City’s Office of Diversity and Inclusion (ODI) and is not subject to the requirements of that program. Ethosoft is classified by ODI as a Majority company and does not have plans to use a subconsultant for this contract. The MBE/WBE percentage for this contract is anticipated to be 0%.
5. FISCAL IMPACT
Funding for this contract will be obtained through the Water Bond Fund and the Sanitary Bond Fund
A transfer of cash and appropriation within the Water Bond Fund, Fund 6006, in the amount of $55,000.00, and a transfer of cash and appropriation within the Sanitary Bond Fund, Fund 6109, in the amount of $55,000.00, are needed to fund this contract. An amendment to the 2024 Capital Improvement Budget is needed to align budget authority with the proper project.
6. EMERGENCY DESIGNATION
Emergency action is requested in order for the funding to be available to make expenditure corrections prior to the end of the fiscal year to ensure accurate accounting records.
Title
To authorize the Director of Public Utilities to enter into a contract with Ethosoft, Inc. for the DOSD and DOW Lab Information Management System Upgrade project; to authorize an amendment to the 2024 Capital Improvement Budget; to authorize a transfer of cash and appropriation within the Water Bond Fund and within the Sanitary Bond Fund; to expend up to $55,000.00 each from the Water Bond Fund and from the Sanitary Bond Fund for the contract; and to declare an emergency. ($110,000.00)
Body
WHEREAS, the Department of Public Utilities is engaged in the DOSD and DOW Lab Information Management System (LIMS) Upgrade project; and
WHEREAS, Ordinance 3098-2023 authorized a contract with Ethosoft for this project; and
WHEREAS, a second contract is needed to add funding to pay for items not eligible to be reimbursed to Public Utilities under the original contract funding source; and
WHEREAS, an amendment to the 2024 Capital Improvement Budget is needed to align budget authority with the proper project; and
WHEREAS, it is necessary to transfer cash and appropriation between projects within the Water Bond Fund and within the Sanitary Bond Fund to align cash and appropriation with the proper project; and
WHEREAS, funds must be expended to pay for the services Ethosoft, Inc. provides under the DOW and DOSD Lab Information Management System (LIMS) Upgrade contract; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to approve this ordinance so expenditure corrections can be made prior to the end of the fiscal year to ensure accurate accounting records, thereby preserving the public peace, property, health, welfare, and safety; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2024 Capital Improvement Budget authorized by Ordinance 1907-2024 be amended as follows to establish sufficient budget authority for this project:
Fund / Project Number / Project Name (Funding Source) / Current Authority / Revised Authority / Change
6006 / 690026-100000 / Miscellaneous Water Facilities (Voted Water Carryover) / $100,000.00 / $45,000.00 / ($55,000.00)
6109 / 650113-102019 / General Engineering Services Sanitary - 2019 (Voted Sanitary Carryover) / $400,000.00 / $345,000.00 / ($55,000.00)
6006 / 690572-100000 / DOW LIMS Upgrade (Voted Water Carryover) / $0.00 / $55,000.00 / $55,000.00
6109 / 650665-100001 / DOSD LIMS Upgrade (Voted Sanitary Carryover) / $0.00 / $55,000.00 / $55,000.00
SECTION 2. That the transfer of $55,000.00, or so much thereof as may be needed, is hereby authorized within the Water Bond Fund, and that the transfer of $55,000.00, or so much thereof as may be needed, is hereby authorized within the Sanitary Bond Fund, per the accounting codes in the attachment to this Ordinance.
SECTION 3. That the Director of Public Utilities is authorized to enter into a second contract for the DOW and DOSD Lab Information Management System (LIMS) Upgrade project with Ethosoft, Inc., 6050 Peachtree Pkwy, Suite 240 #249 Norcross, GA 30092, for professional services and installation services, in accordance with the terms and conditions as shown in the contract on file with the Department of Public Utilities, in an amount not to exceed $110,000.00.
SECTION 4. That an expenditure not to exceed $110,000.00 is authorized per the accounting codes in the attachment to this Ordinance.
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 the City Auditor is authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 7. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 8. That this ordinance, for the reasons stated in the preamble, which are made a part of this ordinance and fully incorporated for reference as if rewritten, is declared to be an emergency measure and shall take effect and be in force from and after this ordinance’s adoption and approval by the Mayor or ten (10) days after its adoption if the Mayor neither approves nor vetoes this ordinance.