Explanation
Background: This ordinance authorizes the Director of Columbus Water & Power to modify an existing sole source agreement with Tom Synnott Associates, Inc. for software licenses, support, and maintenance of the Falcon Enterprise, Falcon document management system (DMS) software. The contract amount being authorized by this ordinance is $13,200.00.
The Falcon Enterprise software includes the following: Falcon/DMS Document Management, Custom Electronic Form, Falcon/Indexer, Falcon/SVP, Falcon/Deliver, Falcon/Enterprise, Falcon/DMS Sentry PDF Publisher Module, and Falcon/API Developer Toolkit. This software has been utilized by the Department of Public Utilities for approximately 24 years and is used to support the Engineering plan review process for the Division of Water, Division of Power, and Division of Water Reclamation.
Tom Synnott Associates, Inc. is the sole developer of the software and will provide all licenses, support, maintenance, and modifications required to keep the system up to date.
The original term of the contract was for a period of one-year, up to and including March 31st, 2027, authorized by Ordinance 0110-2026. The contract amount authorized was $44,875.00.
This ordinance authorizes the first modification of the contract and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
1. Amount of additional funds: The total amount of additional funds needed for this contract modification No. 1 is $13,200.00. The total contract amount including this modification is $58,075.00.
2. Reason additional funds were not foreseen: The Department is currently switching over its billing system, and the new billing system has built in additional options regarding permitting that need to be included in the falcon software for the two systems to communicate accurately.
3. Reason other procurement processes were not used: The vendor is the sole developer of the software and provides all licenses, support, maintenance, and modifications required to keep the system up to date.
4. How was cost determined: The cost is based upon a quote that was provided by the vendor covering the estimated requirements for the updates.
Principal Party:
Tom Synnott Associates, Inc.
4722 Campbells Run Rd.
Pittsburgh, PA 15205
Andrew Synnott, (412) 787-0980
Contract Compliance Number: 001939
Contract Compliance Expiration Date: April 24th, 2028
Fiscal Impact: $13,200.00 is available from within the Public Utilities Operating Funds to meet the financial obligations of this contract.
$49,125.00 was spent in 2025
$49,125.00 was spent in 2024
Title
To authorize the Director of Public Utilities to modify an existing sole source contract with Tom Synnott Associates, Inc. for software licenses, support, and maintenance of the Falcon Enterprise, Falcon DMS software; and to authorize the expenditure of $13,200.00 split between the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds. ($13,200.00)
Body
WHEREAS, it is necessary to authorize the Director of Columbus Water & Power to modify an existing sole source contract with Tom Synnott Associates, Inc. for software licenses, support, and maintenance of the Falcon Enterprise, Falcon DMS software; and
WHEREAS, Columbus Water & Power utilizes the Falcon Enterprise software programs by Tom Synnott Associates, Inc., the sole developer of this software; and
WHEREAS, it is necessary to authorize the expenditure of $13,200.00 from within the Public Utilities Operating fund, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds; and
WHEREAS, it has become necessary in the usual daily operations of Columbus Water & Power in that it is necessary to authorize the Director to modify an existing sole source contract with Tom Synnott Associates, Inc. for software licenses, support, and maintenance of the Falcon Enterprise, Falcon DMS software; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Columbus Water & Power be and is hereby authorized to modify an existing sole source contract with Tom Synnott Associates, Inc. for Software Support and Maintenance of the Falcon Enterprise, Falcon DMS software.
SECTION 2. That this contract is in accordance with the relevant provisions of Chapter 329 of the Columbus City Codes.
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 $13,200.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized 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 6. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.