City of Columbus - File #: 0721-2010

• File #: 0721-2010
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 5/5/2010
• In control: Administration Committee
• On agenda: 7/12/2010
• Final action: 7/14/2010
• Title: To authorize the Director of Finance and Management, on behalf of the Department of Technology, to modify and extend an existing annual contract with AssetWorks, Inc formerly known as Maximus Inc., for the annual license renewal and support on the Fleet Focus application utilized by the Fleet Management Division; to waive the competitive bidding provisions of the Columbus City Codes; to authorize the expenditure not to exceed $64,216.00 from the Department of Technology Information Services Fund; and to declare an emergency ($64,216.00)

Date	Ver.	Action By	Action	Result
7/14/2010	1	MAYOR	Signed
7/14/2010	1	CITY CLERK	Attest
7/12/2010	1	Columbus City Council	Approved	Pass
7/12/2010	1	COUNCIL PRESIDENT	Signed
6/21/2010	1	Technology Drafter	Sent for Approval
6/21/2010	1	Auditor Reviewer	Reviewed and Approved
6/21/2010	1	CITY AUDITOR	Reviewed and Approved
6/21/2010	1	Technology Drafter	Sent for Approval
6/21/2010	1	CITY ATTORNEY	Reviewed and Approved
6/21/2010	1	Technology Drafter	Sent to Clerk's Office for Council
6/20/2010	1	FINANCE DIRECTOR	Reviewed and Approved
6/18/2010	1	ODI DIRECTOR	Reviewed and Approved
6/18/2010	1	Technology Drafter	Sent for Approval
6/18/2010	1	Finance Reviewer	Reviewed and Approved
6/17/2010	1	Technology Drafter	Sent for Approval
6/17/2010	1	EBOCO Reviewer	Sent for Approval
6/16/2010	1	Technology Drafter	Sent for Approval
6/16/2010	1	TECHNOLOGY DIRECTOR	Reviewed and Approved
6/4/2010	1	TECHNOLOGY DIRECTOR	Reviewed and Disapproved
6/2/2010	1	Technology Drafter	Sent for Approval

Explanation
BACKGROUND:
This ordinance authorizes the Director of Finance and Management on behalf of the Department of Technology to modify and extend an existing contract, in accordance with the original contractual agreement (CT18276: ORD 644-97) entered on May 29, 1997, with AssetWorks, Inc., formerly known as Maximus Systems, Inc., for the annual license renewal and support of the Fleet Focus application (formerly known as the Fleet Anywhere application) utilized by the Fleet Management Division, with a coverage period from July 1, 2010 through June 30, 2011 with the cost for this ordinance not to exceed $64,216.00. The original contract provided language allowing for modifications and extensions.

The Fleet Focus application provides a management system utilized by the Fleet Management Division to bill, manage, monitor and analyze all maintenance related data within the division. Also, Fleet Focus gives the Division the ability to provide accountability by tracking an unlimited number of city-owned fleet equipment such as refuse trucks, fire apparatus, compost graders and various on road vehicles to support the daily operational requirements of city government. The system allows for the collection and management of maintenance data on a citywide basis.

This ordinance requests approval to continue services provided by AssetWorks, Inc., and to waive the competitive bidding provisions of the Columbus City Codes (Section 329) to continue services with the existing company and existing contract, as the application just received upgrade and updates approved through ordinance #0610-2009.

FISCAL IMPACT:
During fiscal year 2009, funding in the amount of $66,715.00 was expended for maintenance and $72,729.95 for a one-time expense associated with upgrades, for services associated with the Fleet Focus application, with Maximus Systems, Inc. In 2007, the amount of $70,000.00 was expended and $74,163.00 in fiscal year 2008. Funding is available within...