Explanation
The Inspection Services Section, of the Public Service Department, Transportation Division, has utilized the same computer system to assist with its management of construction projects since the late 1980s. This construction project documentation and payment system has since become inefficient, unreliable, and the technology antiquated which means that it has become increasingly difficult to maintain or support.
The Inspection Services Section has been searching for a replacement system since 2001. The section solicited materials and demonstrations from potential software companies and other municipalities in an effort to identify a customer friendly and cost effective solution. This extensive search process identified four software companies that offer possible solutions. After further review of the software products, it was determined that the most reliable, all-encompassing and therefore cost-effective solution to the needs of the Transportation Division is the Integrated Project Management system by SharpeSoft, Inc. SharpeSoft's system can be integrated into Inspection Services' work processes with minimal customization whereas the systems supplied by the other companies have some limitations and would require the development of a custom application in order to meet the needs of the section.
The contract with SharpeSoft will be for the pilot phase of the new software. This pilot phase will see the utilization of the software on four construction projects over the next year including both Public Service and Public Utilities projects. Should this pilot phase prove successful, it is anticipated that the Transportation Division will work toward advancing the system to full-scale implementation at which time funding will be requested through legislation. It is estimated that another $150,000.00 will be needed for additional user licenses and annual fees. Following full-scale implementation, annual fees (to maintain licenses and for software maintenance) are estimated at $35,000.00 per year. Hardware costs of units to advance to full-scale implementation are estimated at $120,000.00. Annual hardware replacement costs are estimated at $15,000.00 per year. Total estimated cost for the combined pilot phase and full-scale implementation are $430,000.00 (excluding the aforementioned post full-scale annual fees).
The software provided by SharpeSoft is uniquely qualified to be integrated into Inspection Services' work processes in the most efficient and cost-effective manner. Further, this product offers the potential for a paperless system and cross-utilization with partner agencies (e.g. public utilities, Franklin County). Accordingly, it is requested that the provisions of the City Code with regard to competitive bidding be waived.
SharpeSoft's contract compliance number is 680379364 and expires 9/13/09.
Emergency Action is requested to commence the phased-in implementation of this new construction project and payment management system at the earliest possible date so the existing inefficient, unreliable, and antiquated software can be replaced.
Fiscal Impact: The SharpeSoft software is estimated to cost $131,500.00 that includes the cost of the base software, user licenses for about 25% of the Full Time Regular (FTR) staff, installation, annual maintenance, data conversion, and training. In addition, hardware units (i.e. laptops) are needed for about 25% of the FTR staff for the initial pilot phase at an estimated cost of $28,500.00. Accordingly, this ordinance authorizes the expenditure of $160,000.00 from the Roadway Improvement Project of the Streets and Highways Improvement Fund.
Title
To authorize the Public Service Director to enter into contract with SharpeSoft, Inc. for the purpose of providing a replacement construction project and payment management system for the Inspection Services Section of the Transportation Division; to waive competitive bidding requirements of the Columbus City Code; to authorize the expenditure of $160,000.00 from the Streets and Highways Improvement Fund; and to declare an emergency. ($160,000.00)
Body
WHEREAS, the Inspection Services section of the Transportation Division has the responsibility for providing inspection services for various City Divisions; and
WHEREAS, the current construction payment software program has become increasingly unreliable in generating payment estimates from the compilation of contract pay item quantities; and
WHEREAS, since 2001, the Inspection Services section, of the City of Columbus, Public Service Department, Transportation Division, has solicited materials and demonstrations from potential software companies and other municipalities in an effort to identify a cost effective replacement solution to their existing inefficient, unreliable, and antiquated system; and
WHEREAS, this search process identified and evaluated several products and the search committee has concluded that the most reliable, all-encompassing and cost-effective replacement solution is available through SharpeSoft Inc.; and
WHEREAS, it was determined that the product manufactured by SharpeSoft Inc. is uniquely qualified to perform the tasks required by the Inspection Services Section; and
WHEREAS, the Transportation Division has determined that it is in the best interest of the Division and the City to purchase this system; and
WHEREAS, an emergency exists in the usual daily operation of the Transportation Division in that the contract should be awarded immediately so that the current inefficient and unreliable software can be replaced, thereby preserving the public health, peace, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Public Service Director be and is hereby authorized to enter into a contract with SharpeSoft Inc., 925 Market St., Yuba City, CA 95991, for the construction project and payment management system replacement project in the amount of $160,000.00, for the Transportation Division.
SECTION 2. That this Council finds the best interest of the City is served by waiving and does hereby waive section 329.06 (Formal Competitive Bidding) of the Columbus City Code.
SECTION 3. That for the purpose of paying the cost of the contract, the sum of $160,000.00 or so much thereof as may be needed, is hereby authorized to be expended from the Streets and Highways Improvement Fund, Fund 766 for the Transportation Division, Dept.-Div. 59-09, OCA Code 642728, Object level 01/03 Codes 06/6655 and project 530161.
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 reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby 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.