Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology (DoT) and the Director of the Department of Public Utilities (DPU) to establish an annual contract with Telvent USA LLC, for ArcFM software maintenance and support. ArcFM software is used by DPU to track the City's water, sewer and electric assets using GIS technology. The original agreement (ED044943) was entered into on October 26, 2011 between Telvent Miner & Miner, Inc. and DPU. That contract was most recently renewed by authority of ordinance 1365-2013, passed July 15, 2013, through purchase order EL014658. This contract will provide software maintenance and support services for ArcFM Primary (seat #1), ArcFM Secondary (Seat #2-3), ArcFM Viewer & Conduit Manager with a term period of August 6, 2014 through August 5, 2015 and ArcFM Responder for the pro-rated period of March 14, 2015 to August 5, 2015 at a cost of $7,215.08.
This ordinance will also authorize the Director of the Department of Technology to establish an annual contract with Telvent for ArcFM software maintenance and support for ArcFM Secondary (Seat #4-5), ArcFM Development Package and ArcFM Fiber Manager. ArcFM Fiber Manager is used by the Department of Technology for tracking the City's fiber assets using GIS technology. The original agreement (EL014753) was authorized by ordinance 1365-2013, passed July 15, 2013. This contract will provide software maintenance and support services for the period August 24, 2014 to August 5, 2015 at a cost of $5,327.64. The total for both of these contracts being authorized under this ordinance is $12,542.72.
Finally, this ordinance requests approval to continue services provided by Telvent USA LLC, in accordance with sole source procurement provisions of Chapter 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 2012 and 2013, $4,732.20 (EL013391) and $40,709.20 (EL014658 and EL014753) respectively were expended with Telvent USA LLC and DOT/DPU, for the provision of maintenance and support, and the purchase of additional ArcFM software solutions and training. The total cost for the 2014 annual maintenance and support of the ArcFM software solutions utilized by DPU and DoT in support of their GIS applications is $12,542.72. Funds are budgeted and available in the Department of Technology, Information Services Division, Internal Service Fund to cover this cost.
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 establish a contract with Telvent USA LLC, for maintenance and support on ArcFM software used by Department of Public Utilities in tracking the City's utilities assets; to authorize the Director of Technology to establish a contract with Telvent for maintenance and support on ArcFM software 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 $12,542.72 from the Department of Technology, Information Services Division, Internal Service Fund; and to declare an emergency. ($12,542.72)
Body
WHEREAS, this ordinance authorizes the Directors of the Department of Technology and the Department of Public Utilities to establish a contract 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 ArcFM Primary (seat #1), ArcFM Secondary (Seat #2-3), ArcFM Viewer & Conduit Manager for term period August 6, 2014 through August 5, 2015 and ArcFM Responder for the pro-rated period of March 14, 2015 to August 5, 2015 at a cost of $7,215.08; and
WHEREAS, this ordinance will also authorize the Director of the Department of Technology to enter a contract with Telvent for ArcFM software maintenance and support for ArcFM Secondary (Seat #4-5), ArcFM Development Package, and Fiber Manager for the term period August 24, 2014 through August 5, 2015 to be utilized by the Department of Technology for tracking the City's fiber assets using GIS technology at a cost of $5,327.64 for a total of $12,542.72 being authorized under this ordinance; and
WHEREAS, this ordinance also requests approval to continue services provided by Telvent USA LLC, in accordance with sole source procurement provisions of Chapter 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 Department of Technology and Department of Public Utilities, in that it is immediately necessary for the Directors of the Department of Technology and the Department of Public Utilities establish an annual contracts with Telvent USA LLC, for ArcFM software maintenance and support 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 enter into a contract with Telvent USA LLC, for annual software maintenance and support of the ArcFM software solutions utilized by DPU in support of their GIS applications. This contract will provide software maintenance and support services for the applicable software with a term period from August 6, 2014 through August 5, 2015 and for ArcFM Responder a pro-rated period of March 14, 2015 to August 5, 2015 at a cost of $7,215.08. This ordinance will also authorize the Director of the Department of Technology to enter into contract with Telvent for ArcFM software maintenance and support to be utilized by the Department of Technology for tracking the City's fiber assets using GIS technology at a cost of $5,327.64. The total cost associated with this legislation is $12,542.72.
SECTION 2. That the expenditures of $12,542.72 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: $440.12| Electricity/Power
Division: 47-01| Fund: 514| Subfund: 600| OCA Code: 514600| OBJ Level 1: 03| OBJ Level 03: 3369| Amount: $2,799.45| Water
Division: 47-01| Fund: 514| Subfund: 650| OCA Code: 514650| OBJ Level 1: 03| OBJ Level 03: 3369| Amount: $3,138.56| Sewers & Drains
Division: 47-01| Fund: 514| Subfund: 675| OCA Code: 514675| OBJ Level 1: 03| OBJ Level 03: 3369| Amount: $836.95| Storm Water
Division: 47-02|Fund: 514|Subfund: 001|OCA Code: 470202|Obj. Level 1:03|Obj. Level 3: 3369|Amount: $5,327.64 |ISD
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 these contracts/agreements are being established in accordance with the sole source provisions of the Columbus City Codes, Section 329.07.
SECTION 6. 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.