Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology and the Director of the Department of Public Utilities to renew an annual agreement with Telvent USA LLC, for ArcFM software maintenance and support. The original agreement (ED044943) was entered into on October 26, 2011 between Telvent Miner & Miner, Inc. and DPU. That agreement was renewed and assigned to Telvent USA by authority of ordinance 1406-2012, passed July 9, 2012, through purchase order EL013391. This renewal will provide software maintenance and support services for the period August 6, 2013 through August 5, 2014 at a cost of $4,732.20.
This ordinance will also authorize the Director of the Department of Technology to enter into an agreement with Telvent to purchase new ArcFM software with associated training services, to be utilized by the Department of Technology in tracking the City's fiber assets using GIS technology. The cost of this purchase is $35,977.00, which includes $24,300.00 for software licenses and $11,677.00 for associated training services.
This ordinance also requests approval to continue services provided by Telvent USA LLC, in accordance with sole source procurement provisions of Section 329 of the Columbus City Code. It has been determined Telvent USA LLC is the sole source of licensing, maintenance and support, and training services for ArcFM software solutions, and does not utilize re-sellers for this purpose.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
FISCAL IMPACT:
In 2011 and 2012, $4,123.42 (ED044943) and $4,732.20 (EL013391) respectively were expended with Telvent Miner & Miner, Inc. and DOT/DPU, for the provision of maintenance and support ArcFM software solutions. The cost for the 2013 renewal agreement for the annual maintenance and support of the ArcFM software solutions utilized by DPU in support of their GIS applications is $4,732.20, and the cost to enter into a new agreement with Telvent to purchase new ArcFM software with associated training services is $35,977.00. The total cost of this legislation is $40,709.20. Funds are budgeted and available in the Department of Technology Internal Service Fund budget and the Department of Technology, Information Services Division, Capital Improvement Bonds Fund to fund this purchase. The total aggregate contract amount for the existing software maintenance and support, including this renewal, is $13,596.82.
CONTRACT COMPLIANCE:
Vendor Name: Telvent USA LLC C.C.#: 52 - 1366064 Expiration Date: 07/11/2014
Title
To authorize the Director of the Department of Technology and the Director of the Department of Public Utilities to renew an annual agreement with Telvent USA LLC, for ArcFM software maintenance and support of the ArcFM software solutions utilized by DPU in support of their GIS applications; to authorize the Director of Technology to enter into an agreement with Telvent to purchase new ArcFM software and associated training services, to be utilized by the Department of Technology in tracking the City's fiber assets using GIS technology; in accordance with sole source procurement provisions of the Columbus City Codes; to authorize the expenditure of $4,732.20 from the Department of Technology, Internal Service Fund and $35,977.00 from Information Services Division, Capital Improvement Bonds Fund; and to declare an emergency. ($40,709.20)
Body
WHEREAS, the original agreement (ED044943) was entered into on October 26, 2011 between Telvent Miner & Miner, Inc. and DPU. That agreement was renewed and assigned to Telvent USA by authority of ordinance 1406-2012, passed July 9, 2012, through purchase order EL013391; and
WHEREAS, this legislation authorizes the Director of the Department of Technology and the Director of the Department of Public Utilities to renew an annual agreement with Telvent USA LLC, for annual software maintenance and support of the ArcFM software solutions utilized by DPU in support of their GIS applications for the period August 6, 2013 through August 5, 2014 at a cost of $4,732.20; and
WHEREAS, this ordinance will also authorize the Director of the Department of Technology to enter into an agreement with Telvent to purchase new ArcFM software with associated training services, to be utilized by the Department of Technology in tracking the City's fiber assets using GIS technology at a cost of $35,977.00, which includes $24,300.00 for software licenses and $11,677.00 for associated training services; and
WHEREAS, this ordinance also requests approval to continue services provided by Telvent USA LLC, in accordance with sole source procurement provisions of Section 329 of the Columbus City Code. It has been determined Telvent USA LLC is the sole source of licensing, maintenance and support, and training services for ArcFM software solutions, and does not utilize re-sellers for this purpose; and
WHEREAS, an emergency exists in the daily operation of the Departments of DoT and DPU, in that it is immediately necessary for the Director's of both the Department of Technology and the Department of Public Utilities to renew an annual agreement with Telvent USA LLC, for annual maintenance and support of the ArcFM software solutions utilized by DPU and for the Director of Technology to establish a contract with Telvent for the purchase of new ArcFM software with associated training services in support of the City's GIS applications 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 Directors of the Department of Technology and Department of Public Utilities, be and is hereby authorized to renew an annual agreement with Telvent USA LLC, for annual maintenance and support of the ArcFM software solutions utilized by DPU in support of their GIS applications. This renewal will provide software maintenance and support services for the period August 6, 2013 through August 5, 2014 at a cost of $4,732.20. This ordinance will also authorize the Director of the Department of Technology to enter into an agreement with Telvent to purchase new ArcFM software with associated training services, to be utilized by the Department of Technology in tracking the City's fiber assets using GIS technology. The cost of this purchase is $35,977.00, which includes $24,300.00 for software licenses and $11,677.00 for associated training services. The total cost associated with this legislation is $40,709.20.
SECTION 2. That the expenditures of $4,732.20 and $35,977.00 respectively or so much thereof as may be necessary as authorized in Section 1 are hereby authorized to be expended from the following:
Division: 47-01| Fund: 514| Subfund: 550| OCA Code: 514550| OBJ Level 1: 03| OBJ Level 03: 3369| Amount: $288.66| Electricity/Power
Division: 47-01| Fund: 514| Subfund: 600| OCA Code: 514600| OBJ Level 1: 03| OBJ Level 03: 3369| Amount: $1,836.09| Water
Division: 47-01| Fund: 514| Subfund: 650| OCA Code: 514650| OBJ Level 1: 03| OBJ Level 03: 3369| Amount: $2,058.51| Sanitary Sewers & Drains
Division: 47-01| Fund: 514| Subfund: 675| OCA Code: 514675| OBJ Level 1: 03| OBJ Level 03: 3369| Amount: $548.94| Storm Water
Dept./Div.:47-02| Fund: 514| Sub-fund: 002| OCA Code: 514046| Project Number: 470046-100000| Project Name: Connectivity Project Fiber/Wireless (Carryover)| Obj. Level 1: 06| Obj. Level 3: 6655| Amount: $35,977.00| Information Services Bonds Fund|
SECTION 3. 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 4. 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 5. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 6. That this agreement is being established in accordance with the sole source provisions of the Columbus City Codes, Section 329.07.
SECTION 7. 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.