Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Public Utilities, to renew an agreement with enfoTech & Consulting, Inc. for annual software maintenance and support of the iPACS system. The iPACS system supports the Department of Public Utilities Industrial Wastewater Pretreatment Group (IWPG) enabling them to manage the industrial pre-treatment permitting process. The original agreement (EL013772) was awarded through an RFP (SA004523) and authorized by ordinance 2544-2012, passed December 3, 2012. That agreement included four (4) options to renew for annual software support. This ordinance will authorize the second renewal option and will provide service for the period December 11, 2014 to December 10, 2015 at a cost of $16,592.
This ordinance also authorizes the Director of the Department of Technology, on behalf of the Department of Public Utilities, to modify an agreement with enfoTech,& Consulting, Inc. for software licenses and professional services to implement the Field Assistant Service Tracking (FAST) module. This module is a mobile device software application that supports the ability to review and enter iPACS data remotely in the field. The cost of this modification will be $34,900.00.
1. Amount of additional funds to be expended: $34,900.00
Original contract amount: $191,495.00
Amount of original contract and modifications: $259,579.00
2. Reason additional goods/services could not be foreseen:
The need for this modification was known when the original contract was negotiated in 2012, however, the funding was not available to purchase the additional capability at the time.
3. Reason other procurement processes are not used:
The City entered into a five year agreement with enfoTech through competitive procurement (SA004523) and negotiated a contract that allows for modifications to the original scope of work. It is in the City's best interests to utilize this agreement to incorporate additional functionality into the proprietary enfoTech system.
4. How cost of modification was determined:
The City and enfoTech negotiated the cost of services shown in the Statement of Work for these software licenses and professional services.
FISCAL IMPACT:
During 2012 and 2013, the Department of Technology legislated $191,495.00 (Ord. 2544-2012) and $16,592.00 respectively with EnfoTech & Consulting, Inc. for professional services, software licenses and annual software maintenance and support of the pre-treatment information management system (iPACS). The total cost associated with this ordinance is $51,492.00. The funding for this ordinance is available within the Department of Technology, Internal Services Fund, direct charge budget for DPU. The aggregate contract total amount, including this modification is $259,579.00.
CONTRACT COMPLIANCE NUMBER:
Vendor: EnfoTech & Consulting, Inc. C.C.#/F.I.D#: 22 - 3364641 Expiration Date: 07/02/2016
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities, to renew an agreement for annual software maintenance and support and modify that agreement for software licenses and professional services for the iPACS system with enfoTech & Consulting, Inc.; and to authorize the expenditure of $51,492.00 from the Department of Technology, Internal Services Fund. ($51,492.00)
Body
WHEREAS, the Director of the Department of Technology, on behalf of the Department of Public Utilities, has a need to renew and modify an agreement with enfoTech & Consulting, Inc. for professional services, software licenses and annual software maintenance and support of the pre-treatment information management system (iPACS). The iPACS system supports the Department of Public Utilities Industrial Wastewater Pretreatment Group (IWPG) enabling them to manage the industrial pre-treatment permitting process; and
WHEREAS, the original agreement (EL013772) was awarded through an RFP (SA004523) and authorized by ordinance 2544-2012, passed December 3, 2012. That agreement included four (4) options to renew for annual software support; and
WHEREAS, this ordinance will authorize the second renewal option and will provide service for the period December 11, 2014 to December 10, 2015 at a cost of $16,592.00; and
WHEREAS, this ordinance also authorizes the Director of the Department of Technology, on behalf of the Department of Public Utilities, to modify the agreement with enfoTech,& Consulting, Inc for software licenses and professional services to implement the Field Assistant Service Tracking (FAST) module. The cost of this modification will be $34,900.00; and
WHEREAS, the Director of the Department of Technology, on behalf of the Department of Public Utilities, will need to renew and modify an agreement with enfoTech & Consulting, Inc. for professional services, software licenses and annual software maintenance and support of the pre-treatment information management system (iPACS), to support the Department of Public Utilities Industrial Wastewater Pretreatment Group (IWPG) and for the immediate preservation of 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 Director of the Department of Technology, on behalf of the Department of Public Utilities, be and is hereby authorized to renew and modify an agreement with enfoTech & Consulting, Inc. for professional services ($7,400.00), software licenses ($27,500.00) and annual software maintenance and support ($16,592.00) of the pre-treatment information management system (iPACS). The coverage term period is from December 11, 2014 to December 10, 2015, at a total cost of $51,492.00.
SECTION 2: That the expenditure of $51,492.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Professional Services: 3336 - $7,400.00
Div.: 47-01|Fund: 514|Sub-Fund: 550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $451.40 - Electricity
Div.: 47-01|Fund: 514|Sub-Fund: 600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $2,871.20 - Water
Div.: 47-01|Fund: 514|Sub-Fund: 650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $3,219.00 - Sewers & Drains
Div.: 47-01|Fund: 514|Sub-Fund: 675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3336|Amount: $858.40 - Stormwater
Software Licenses: 3358 - $27,500.00
Div.: 47-01|Fund: 514|Sub-Fund: 550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $1,677.50 - Electricity
Div.: 47-01|Fund: 514|Sub-Fund: 600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $10,670.00 - Water
Div.: 47-01|Fund: 514|Sub-Fund: 650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $11,962.50 - Sewers & Drains
Div.: 47-01|Fund: 514|Sub-Fund: 675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3358|Amount: $3,190.00 - Stormwater
Maintenance and Support Services: 3369 - $16,592.00
Div.: 47-01|Fund: 514|Sub-Fund: 550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $1,012.11 - Electricity
Div.: 47-01|Fund: 514|Sub-Fund: 600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $6,437.70 - Water
Div.: 47-01|Fund: 514|Sub-Fund: 650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $7,217.52 - Sewers & Drains
Div.: 47-01|Fund: 514|Sub-Fund: 675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $1,924.67 - Stormwater
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 this ordinance shall take effect and be in force from and after the earliest time period allowed by law.