Explanation
BACKGROUND:
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. (formerly known as Maximus Systems, Inc.). This modification will enable the City of Columbus, Fleet Management Division to purchase consulting services for additional staff training and data cleansing services, associated with the Fleet Focus software currently utilized by the Fleet Division. The cost for these services is not to exceed an amount of $59,450, including project management services ($3,200), onsite training and support services ($40,000), remote data cleansing services ($8,000), and travel expenses (not to exceed $8,250). The original contract provided language allowing for modifications and extensions.
1. Amount of additional funds to be expended: $59,450
Original Contract Amount with: $135,908.90
Amount of original contract and two (2) modifications: $248,431.13
2. Reasons additional goods/services could not be foreseen:
When the original scope of services was defined, the Fleet Division did not fully
realize the complexity of the Fleet Focus system upgrade. Consequently, sufficient
services for staff training and data cleansing were not included.
3. Reason other procurement processes are not used:
AssetWorks is the software vendor and has provided professional services to
support system upgrades and training in the past (e.g., those authorized through
ordinance 0610-2009). The existing contract allows for modifications to
accommodate additional services, as needed. Consequently, other vendors were
not sought to provide the needed services.
4. How cost of modification was determined:
AssetWorks provided a proposal to the Fleet Division. With the consultation
of the Department of Technology, the proposal was negotiated to narrow the scope
of service. The final proposed cost of $59,450 was accepted by the Fleet Division,
pending approval from City Council.
The data cleansing services provided through this modification will enable the Fleet Management Division to better utilize the existing software to support inventory and purchasing management, and shop activity management. The training services will provide on-site refresher training and on-the-job support to fleet staff so they are more familiar with the Fleet Focus software and are better able to utilize it as a tool to complete their jobs. 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. Also, Fleet Focus gives the Division the ability to provide accountability by tracking an unlimited number of 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 with the existing company AssetWorks, Inc., and to waive the competitive bidding provisions of the Columbus City Codes (Section 329), as the application just received upgrades and updates approved through ordinance 0721-2010.
EMERGENCY:
Emergency designation is requested in order to continue with services without interruption critical to daily operations and to provide for subsequent payment.
FISCAL IMPACT:
In 2008 and 2009, the Department of Technology expended $74,163.00 and $139,744.95 respectively for services associated with the Fleet Focus application provided by AssetWorks, Inc. (formerly known as Maximus Systems, Inc.). Earlier this year (2010), the Department of Technology expended $64,216.00 for maintenance and support services associated with the Fleet Focus application, with AssetWorks, Inc. Funding is available within the Department of Technology Information Services Fund to cover the $59,450.00 for this modification. Through the Department of Technology, the aggregate contract total, including this funding of $59,450.00 is $661,456.45.
CONTRACT COMPLIANCE:
Vendor Name: AssetWorks, Inc. CC#/FID#: 46-0521049 Expiration Date: 2-17-2012
Title
To authorize the Director of the Department of Finance and Management, on behalf of the Department of Technology, to modify an existing contract in accordance with the original contractual agreement as modified by Ordinance # 0721-2010, with AssetWorks, Inc to purchase consulting services for additional staff training and data cleansing services; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure of $59,450.00 from the Department of Technology Information Services Fund; and to declare an emergency. ($59,450.00)
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, 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, also Fleet Focus gives the Fleet Management Division the ability to provide accountability with tracking an unlimited number of 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; and
WHEREAS, this modification will enable the City of Columbus, Fleet Management Division to purchase additional staff training, consulting and project management services, and data cleansing services associated with the Fleet Focus software application currently utilized by the Fleet Division.
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 329.07); and
WHEREAS, an emergency exists in the usual daily operation of the city whereby it is necessary for the Director of Finance and Management on behalf of the Department of Technology to modify an existing contract with AssetWorks, Inc., to provide consulting services, additional staff training and data cleansing services, associated with the Fleet Focus software currently utilized by the Fleet Division; 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 Director of the Department of Finance and Management be and is hereby authorized to modify an existing contract by $59,450.00, in accordance with the original contractual agreement (CT18276: ORD 644-97) as modified by ordinance 0721-2010 (purchase order FL004711) with AssetWorks, Inc., to provide consulting services, additional staff training and data cleansing services, associated with the Fleet Focus software associated with the Fleet Focus software application utilized by the Fleet Management Division.
SECTION 2: That the expenditure of $59,450.00 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: 3331|Amount: $40,000.00
Div: 47-01|Fund: 514 |Subfund: 513|OCA Code: 514013|Obj. Level One:03|Obj. Level Three: 3336|Amount: $19,450.00
SECTION 3: That this ordinance requests to waive the competitive bidding provisions of the Columbus City Codes Section 329.07.
SECTION 4: 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 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.