Explanation
Background: This ordinance authorizes the Director of Public Utilities to enter into a contract renewal with Resource International, Inc. to continue providing Work and Asset Management (WAM) database and system administrative support.
Since 2005, the City of Columbus, Department of Public Utilities (DPU), aka Columbus Water & Power (CWP) has been utilizing a Work and Asset Management system (WAM) provided by Synergen/SPL/Oracle to manage and track maintenance, work, assets and materials. All of CWP’s divisions utilize the system, but the Department of Technology (DOT) is responsible for oversight and administration of the system, including centralized Information Technology (IT) functions, hardware and software support, email, security, and system integrations citywide. A project has been initiated to replace our existing Oracle WAM system. It will likely be several years before a new system is implemented so continued use and support is still necessary for our existing system.
The purpose of this contract is to provide WAM database and system administration support for DPU on an “as-needed” basis. These services will include but are not limited to maintenance and upkeep of both hardware and software as suggested by Department of Public Utilities in collaboration with the Department of Technology and Oracle.
Procurement:
The project was formally advertised (RFQ020377) on the Vendor Services website and Bonfire from November 15, 2021 to December 17, 2021. The city received one (1) response. The proposal was deemed responsive and was fully evaluated by the Evaluation Committee on December 21, 2021.
The original term of the contract was for a period of one year from the date of execution by the City of Columbus, with yearly renewal options for an additional four (4) years (for a maximum contract length of five (5) years), on a year by year basis, authorized by Ordinance 0743-2022. Any renewals will be contingent on funding availability, mutual agreement between the City and vendor, approval by ordinance of Columbus City Council, and appropriation and certification of funds by the City Auditor. The contract does not automatically renew.
Ordinance 1474-2023 authorized the first renewal option, without funding, extending the contract through May 31, 2024.
Ordinance 2937-2023 authorized additional funding allocations and extended the contract through December 31, 2024, allowing future renewals or modifications to be on a calendar-year cycle.
Ordinance 2863-2024 authorized the second one-year renewal option, without funding, extending the contract through December 31, 2025.
This Ordinance authorizes the third one-year renewal option to extend the contract up to and including December 31, 2026, provide additional funding, and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code.
1. Amount of additional funds: The total amount of additional funds needed for this contract renewal #3 is $100,000.00. Total contract amount including this modification is $650,000.00.
2. Reason additional funds were not foreseen: The need for additional funds was known and provided for at the time of the initial contract award. This is a planned renewal.
3. Reason other procurement processes were not used: This renewal is part of the terms of the contract as originally bid.
4. How was cost determined: The cost for this renewal was provided by a written quotation and is in accordance with the original terms of the contract.
Principal Parties:
Resource International, Inc.
6350 presidential Gateway
Columbus, Ohio 43231
Farah B. Majidzadeh, (614) 823-4949
Contract Compliance Number: 004197
Contract Compliance Expiration Date: 01/30/2026
Subcontractor:
Woolpert, Inc.
1 Easton Oval, Suite 400
Columbus, Ohio 43219
Brian Stevens, (614) 476-6000
Contract Compliance Number: 001040
Contract Compliance Expiration Date: 04/03/2027
Fiscal Impact: $100,000.00 is available from within the Public Utilities Operating Funds to meet the financial obligations of this contract.
$166,422.65 has been spent so far in 2025
$184,903.76 was spent in 2024
$189,168.51 was spent in 2023
Title
To authorize the Director of Public Utilities to renew the contract with Resource International, Inc. for Work and Asset Management (WAM) database and system administrative support; and to authorize the expenditure of $100,000.00 split between the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds. ($100,000.00)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to renew and increase an existing contract with Resource International, Inc. for Work and Asset Management (WAM) database and system administrative support; and
WHEREAS, Ordinance 0743-2022 authorized the initial term of the contract; and
WHEREAS, Ordinance 1474-2023 authorized a contract renewal with Resource International, Inc. for one additional year; and
WHEREAS, Ordinance 2937-2023 authorized a contract modification with Resource International, Inc. to extend the contract expiration date up to and including December 31, 2024, and add additional funding; and
WHEREAS, Ordinance 2863-2024 authorized a contract renewal with Resource International, Inc. for one additional year, up to and including December 31, 2025; and
WHEREAS, The Department of Public Utilities wishes to renew the contract for an additional up to and including December 31, 2026, and provide additional funding for the same services as under the original agreement; and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract renewals; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, to authorize the Director of Public Utilities to extend the current contract for Work and Asset Management (WAM) database and system administrative support with Resource International, Inc.; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Utilities be and is hereby authorized to renew and increase an existing agreement with Resource International, Inc. for Work and Asset Management (WAM) database and system administrative support. The modification amount being authorized by this ordinance is $100,000.00.
SECTION 2. That this renewal No.3 is in accordance with the relevant provisions of City Code, Chapter 329, relating to contract modifications and renewals.
SECTION 3. 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 4. 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 5. That for the purpose stated in Section 1, the expenditure of $100,000.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from Public Utilities in object class 03 Services, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds, per the accounting codes in the attachments to this ordinance.
SECTION 7. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.