Explanation
This legislation authorizes the Directors of the Departments of Technology (DoT) and Public Utilities (DPU) to enter into an agreement with CalAmp Corporation (dba Wireless Matrix Corporation) to provide automated vehicle location (AVL) services for the AVL system utilized by DPU with a term period coverage from June 18, 2014 to June 17, 2015, at a cost of $184,734.00 . The original agreement (EL011222), awarded through RFP SA003436, was authorized by ordinance 1406-2010, passed December 13, 2010, and provided service through June 17, 2012. The original contract provided language to allow for one year of AVL services and two (2) annual renewals for a three (3) year agreement, subject to mutual agreement and approval from proper City authorities. The second of the two renewals was processed by authority of ordinance 1036-2013, passed June 10, 2013, through purchase order EL014595.
This ordinance will also authorize the Director of the Finance and Management Department, on behalf of the Department of Public Utilities, to issue a purchase order for replacement parts needed to maintain the AVL system. The purchase order will provide for twenty-five (25) replacement R26 AVL reporting units and associated accessories at a cost of $5,599.75. CalAmp Corporation is the sole source supplier for the R26 units needed for the DPU AVL system, so this purchase is requested under sole source procurement provisions of Columbus City Code.
The AVL system enables the location and monitoring of City-owned vehicles managed by DPU. The system is used to determine the geographic location of vehicles through the use of a GPS and transmits the location back to the requestor. The system visually displays the location of the vehicles in near real time, as well as records the information for replay and reporting.
The benefits of the system include:
· Increased operating efficiencies through route optimization and evenly distributing workloads
· Improved customer service through quicker response time
· Lower fuel costs by reducing engine idling and miles driven
· Improved safety for the field personnel
· Enhanced emergency preparedness
Finally, this ordinance requests approval to enter into an agreement to provide services provided by CalAmp Corporation (dba Wireless Matrix Corporation) in accordance with sole source procurement provisions of Section 329 of the Columbus City Code; as it has been determined CalAmp is the sole distributor of the AVL application, and does not utilize distributors or resellers to provide maintenance and support for its software products.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract to avoid interruption of service.
FISCAL IMPACT:
In 2012 and 2013, the Departments of Technology (DoT) and Public Utilities (DPU) expended funds in the amounts of $174,982.09 and $187,493.60 respectively for the automated vehicle location system (AVL) and annual (AVL) services. This ordinance (2014) authorizes funding in the amount of $184,134.00 for the fourth year of automated vehicle location (AVL) services for the AVL System utilized by DPU and also $5,599.75 for replacement parts needed to maintain the AVL system. Funds for this project are available within the Department of Technology, Internal Services Fund. Including this renewal, the aggregate contract total amount is $991,480.78.
CONTRACT COMPLIANCE NUMBER:
Vendor: CalAmp Corporation (dba Wireless Matrix Corporation) C.C#: 91 - 1625653 Expiration date: 05/01/2016
Title
To authorize the Directors of the Department of Technology and the Department of Public Utilities to enter into a contract agreement with CalAmp Corporation (dba Wireless Matrix Corporation) for automated vehicle location (AVL) services for the AVL System utilized by the Department of Public Utilities; to authorize the Director of Finance and Management to issue a purchase order for replacement parts needed to maintain the AVL system; in accordance with the sole source provisions of the City of Columbus Code; to authorize the total expenditure of $189,733.75 from the Department of Technology, Internal Services Fund; and to declare an emergency. ($189,733.75)
Body
WHEREAS, this legislation authorizes the Directors of the Departments of Technology (DoT) and Public Utilities (DPU) to enter into a contract agreement with CalAmp Corporation (dba Wireless Matrix Corporation) to provide automated vehicle location (AVL) services for the AVL system utilized by DPU. This ordinance will authorize services for the period June 18, 2014 to June 17, 2015, at a cost of $184,734.00; and
WHEREAS, this ordinance will also authorize the Director of the Finance and Management Department, on behalf of the Department of Public Utilities, to issue a purchase order for replacement parts needed to maintain the AVL system, at a cost of $5,599.75; and
WHEREAS, the AVL system is used to determine the geographic location of vehicles through the use of a GPS and transmits the location back to the requester. The system visually displays the location of the vehicles in near real time, as well as records the information for replay and reporting; and
WHEREAS, CalAmp Corporation is the sole source supplier for the AVL services and the replacement parts needed for the DPU AVL system, therefore these services and goods are being requested under sole source procurement provisions of Columbus City Code; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology and the Department of Public Utilities, in that it is immediately necessary to authorize the Directors of Technology and Public Utilities to enter into a contract agreement for an automated vehicle location (AVL) services for the AVL system utilized by DPU and also to authorize the Director of the Finance and Management Department, on behalf of the Department of Public Utilities, to issue a purchase order for replacement parts needed to maintain the AVL system, in order to have the contract executed as soon as possible, for the immediate preservation of the public health, peace, property and safety:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Directors of the Department of Technology and the Department of Public Utilities be and hereby are authorized to enter into a contract agreement to provide automated vehicle location (AVL) services with CalAmp Corporation (dba Wireless Matrix Corporation), for the AVL system utilized by the Department of Public Utilities for the term period June 18, 2014 to June 17, 2015 in the amount of $184,134.00. This ordinance will also authorize the Director of the Finance and Management Department, on behalf of the Department of Public Utilities, to issue a purchase order for replacement parts needed to maintain the AVL system, at a cost of $5,599.75. The total amount associated with this ordinance is $189,733.75.
SECTION 2. That the expenditure of $189,733.75 or so much thereof as may be necessary is hereby authorized to be expended from:
Object Level 1: 03| Object Level 3 code: 3369 - Software Maintenance/Support: Total: $184,134.00
Dept./Div.:47-01| Fund 514| Subfund: 550| OCA code: 514550| Amount: $ 11,232.18| (DPU - Electricity)
Dept./Div.:47-01| Fund 514| Subfund: 600| OCA code: 514600| Amount: $ 71,443.99| (DPU - Water)
Dept./Div.:47-01| Fund 514| Subfund: 650| OCA code: 514650| Amount: $ 80,098.29| (DPU - Sewers & Drains)
Dept./Div.:47-01| Fund 514| Subfund: 675| OCA code: 514675| Amount: $ 21,359.54| (DPU - Stormwater)
Object Level 1: 03| Object Level 3 code: 2245 - Replacement Parts : Total: $5,599.75
Dept./Div.:47-01| Fund 514| Subfund: 550| OCA code: 514550| Amount: $ 341.59| (DPU - Electricity)
Dept./Div.:47-01| Fund 514| Subfund: 600| OCA code: 514600| Amount: $ 2,172.70| (DPU - Water)
Dept./Div.:47-01| Fund 514| Subfund: 650| OCA code: 514650| Amount: $ 2,435.89| (DPU - Sewers & Drains)
Dept./Div.:47-01| Fund 514| Subfund: 675| OCA code: 514675| Amount: $ 649.57| (DPU - Stormwater)
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 this agreement is being established in accordance with the sole source provisions of the City of Columbus Code, Section 329.07.
SECTION 6. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is 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.