Explanation
This ordinance authorizes the Director of Public Utilities to enter into a contract modification 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) 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 DPU’s divisions utilize the system, but the Department of Technology (DOT) is responsible for its oversight and administration, 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.
Based on monthly spending on as-needed tasks, DPU envisions needing additional funds prior to the May 31, 2024 expiration. This ordinance intends to use available funding in 2023 to now add money to the contract and extend the contract to December 31, 2024, at which point, future renewals or modifications will be on a calendar-year cycle. The ordinance 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 modification #1 is $300,000.00. Total contract amount including this modification is $550,000.00
2. Reason additional funds were not foreseen: The potential need for additional funds was known at the time of the initial contract.
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 is in line with estimates at the time of contract-award and is based on DPU’s monthly spend for as-needed tasks.
SUPPLIER:
Resource International, Inc. | D365 Vendor # 004197 | EIN on file | Expires 1/31/2024 |
Resource International, Inc. holds WBE status.
SUBCONTRACTOR:
Woolpert, Inc. | EIN on file | D365 Vendor #001040 | Expires 4/17/2025 |
Neither the Contractor nor Subcontractor are debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT:
$300,000.00 is available for this contract modification.
$157,275.26 has been spent in 2023
$0.00 was spent in 2022
$0.00 was spent in 2021
Title
To authorize the Director of Public Utilities to modify the contract with Resource International, Inc. for Work and Asset Management (WAM) database and system administrative support; and to authorize the expenditure of $300,000.00 split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds. ($300,000.00)
Body
WHEREAS, the Department of Public Utilities (DPU) has a need for database and system administrative support for its Work and Asset Management (WAM) system that manages and tracks maintenance, work, assets and materials; and
WHEREAS, procurement for these services was conducted in accordance with the relevant provisions of Chapter 329 of Columbus City Code relating to the Request for Proposals (RFP) process and one (1) proposal was received and reviewed by the Department of Public Utilities on December 21, 2021 (Solicitation: RFQ020377); and
WHEREAS, a contract, authorized by Ordinance 0743-2022, was established with Resource International, Inc. based upon the proposal received; and
WHEREAS, Ordinance 1474-2023 renewed the contract with no additional funding through May 31, 2024; and
WHEREAS, DPU anticipates needing additional funds prior to that expiration and wishes to modify and extend the contract through December 31, 2024; and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code; and
WHEREAS, the expenditure of $300,000.00 or so much thereof as may be needed, is hereby authorized from object class 03, Services, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds, per the accounting codes attached to the ordinance; 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 modify and 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 Public Utilities is hereby authorized to modify and extend the current contract for Work and Asset Management (WAM) database and system administrative support with Resource International, Inc., 6350 Presidential Gateway, Columbus, OH 43231. Modification No.1 to this contract adds $300,000.00.
SECTION 2. That this modification is in accordance with the relevant provisions of Chapter 329 of City Code.
SECTION 3. That the expenditure of $300,000.00 or so much thereof as may be needed, is hereby authorized from object class 03, Services, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds, per the accounting codes attached to the ordinance.
SECTION 4. 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 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.