City of Columbus - File #: 0739-2007

• File #: 0739-2007
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 4/30/2007
• In control: Finance & Economic Development Committee
• On agenda: 6/25/2007
• Final action: 6/27/2007
• Title: To authorize and direct the Finance & Management Director to modify an existing sole source contract with Itron, Inc., for the purchase and maintenance of software and hardware for the data capturing system used by the Power & Water Division by adding Universal Term Contract language and by establishing the contract period, to authorize the expenditure of one (1) dollar to establish the contract from the Purchasing/UTC Contract Account, and to declare an emergency. ($1.00)

Date	Ver.	Action By	Action	Result
6/27/2007	1	CITY CLERK	Attest
6/26/2007	1	MAYOR	Signed
6/25/2007	1	Columbus City Council	Approved	Pass
6/25/2007	1	COUNCIL PRESIDENT	Signed
6/12/2007	1	Auditor Reviewer	Reviewed and Approved
6/12/2007	1	CITY AUDITOR	Reviewed and Approved
6/12/2007	1	Finance - Purchasing Drafter	Sent for Approval
6/12/2007	1	CITY ATTORNEY	Reviewed and Approved
6/12/2007	1	Finance - Purchasing Drafter	Sent to Clerk's Office for Council
6/11/2007	1	EBOCO Reviewer	Reviewed and Approved
6/11/2007	1	ODI DIRECTOR	Reviewed and Approved
6/11/2007	1	Finance - Purchasing Drafter	Sent for Approval
6/8/2007	1	FINANCE DIRECTOR	Reviewed and Approved
6/8/2007	1	Finance - Purchasing Drafter	Sent for Approval
6/7/2007	1	Finance - Purchasing Reviewer	Reviewed and Approved
6/5/2007	1	Finance - Purchasing Drafter	Sent for Approval
4/30/2007	1	Finance - Purchasing Reviewer	Sent for Approval

Explanation

BACKGROUND: In 2005, Ordinances 0587-2005 and 1019-2005 were passed authorizing the purchase of new equipment from Itron, Inc. and modifying the contract (CT-09367/PR029519), to identify Itron, Inc. as a sole source provider for maintenance of the data capturing system used by the Power & Water Division for meter reading and billing.

The Division has requested that the Finance & Management Purchasing Office further modify the present contract to include Universal Term Contract language which will allow multi-year extensions of this sole source contract using procedures established by the Purchasing Office. This will improve the Division's ability to manage this contract in accordance with UTC procedures outlined in City Code. The modified contract will expire on September 30, 2012 with annual extensions available until September 30, 2015.

Itron, Inc., CC#911011792, Expires 3/26/2009
Estimated Annual Expenditure: $42,500.00

1. Amount of additional funds: No additional funds are necessary to modify the contract other than the $1.00 needed to create a UTC document.
2. Reason additional needs were not foreseen: Needs were foreseen. This modification is in the best interest of the City because it will save contract modification processing time for an ongoing sole source agreement.
3. Reason other procurement processes not used: Adding other supplier's equipment or allowing other companies to maintain the system will void the equipment warranty.
4. How cost was determined: Terms and conditions are in accordance with the original agreement.

The company is not 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: Funding to establish this option contract is budgeted in the Purchasing/UTC Contract Account. The Department of Public Utilities, Power & Water Divi...