City of Columbus - File #: 0683-2011

• File #: 0683-2011
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 4/22/2011
• In control: Administration Committee
• On agenda: 6/6/2011
• Final action: 6/8/2011
• 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 $57,000.00 from the Department of Technology Information Services Fund; and to declare an emergency. ($57,000.00)

Date	Ver.	Action By	Action	Result
6/8/2011	1	CITY CLERK	Attest
6/7/2011	1	MAYOR	Signed
6/6/2011	1	Columbus City Council	Approved	Pass
6/6/2011	1	COUNCIL PRESIDENT PRO-TEM	Signed
5/27/2011	1	Auditor Reviewer	Reviewed and Approved
5/27/2011	1	CITY AUDITOR	Reviewed and Approved
5/27/2011	1	Technology Drafter	Sent for Approval
5/27/2011	1	CITY ATTORNEY	Reviewed and Approved
5/27/2011	1	Technology Drafter	Sent to Clerk's Office for Council
5/25/2011	1	Finance Reviewer	Reviewed and Approved
5/25/2011	1	FINANCE DIRECTOR	Reviewed and Approved
5/25/2011	1	Technology Drafter	Sent for Approval
5/24/2011	1	Finance - Purchasing Reviewer	Sent for Approval
5/23/2011	1	Finance Reviewer	Reviewed and Approved
5/23/2011	1	Finance Reviewer	Reviewed and Approved
5/23/2011	1	Finance Reviewer	Sent for Approval
5/20/2011	1	Technology Drafter	Sent for Approval
5/19/2011	1	Technology Drafter	Sent for Approval
5/19/2011	1	TECHNOLOGY DIRECTOR	Reviewed and Approved
5/19/2011	1	Technology Drafter	Sent for Approval
5/19/2011	1	EBOCO Reviewer	Sent for Approval
5/19/2011	1	ODI DIRECTOR	Reviewed and Approved
5/18/2011	1	TECHNOLOGY DIRECTOR	Reviewed and Disapproved
5/12/2011	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 renew an existing contract, in accordance with the original contractual agreement (CT18276: ORD 644-97) entered on May 29, 1997, with AssetWorks, Inc., for FleetFocus FA annual software maintenance and support. The agreement was most recently renewed by authority of ordinance 0721-2010 (purchase order FL004711), passed July 12, 2010. This renewal will provide software maintenance and support from July 1, 2011 through June 30, 2012 at a cost of $57,000.00.

The FleetFocus 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, FleetFocus gives the Division the ability to provide accountability by tracking 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.


FISCAL IMPACT:
In 2009 and 2010, the Department of Technology expended $139,744.95 and $123,666.00 respectively for upgrades, maintenance and support services associated with the Fleet Focus application provided by AssetWorks, Inc. Funding is available within the Department of Technology, Internal Services Fund to cover the $57,000.00 for this modification. Through the Department of Technology, the aggregate contract total, including this funding of $57,000.00 is $718,456.45.


EMERGENCY DESIGNATION:
Emergency designation is being requested to allow for payment and continual su...