Explanation
BACKGROUND:
This ordinance authorizes the Director of Finance and Management, on behalf of the Fleet Management Division to renew and modify an existing contract, in accordance with the original contractual agreement (CT18276: ORD 644-97) entered on May 29, 1997, with AssetWorks, Inc. The agreement was most recently renewed by authority of ordinance 1300-2014, passed June 23, 2014. This renewal/modification will provide for annual software maintenance and support, as well as GPS/AVL service costs, vendor hosting fees, and the expansion of credit card usage at compressed natural gas stations. The contract renewal and modification will be for at a total cost of $730,000.00.
AssetWorks is the vendor who currently provides a software platform for Fleet, Fuel and GPS databases, which are interfaced with each other to provide comprehensive management, analysis, and tracking functionality. AssetWorks also provides professional services to support system upgrades and training and they are PCI compliant and manage the retail CNG fuel transactions through the fuel application. The existing contract allows for modifications to accommodate additional services as needed. Consequently, other vendors were not sought to provide these services.
The FleetFocus module/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 also allows for the collection and management of maintenance and usage data on a citywide basis.
It should also be noted that the GPS/AVL system and associated monitoring costs were competitively bid pursuant to Formal bid SA004040 and AssetWorks was selected as the lowest, responsive, and responsible bidder.
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 modifying the existing contract.
FISCAL IMPACT:
Funding for the contract renewal has been budgeted for and is available within the 2015 Fleet Management Operating Budget, Fund 513.
EMERGENCY DESIGNATION:
Emergency designation is being requested to allow for payment and to continue support without interruption critical to daily operations.
CONTRACT COMPLIANCE:
Vendor Name: AssetWorks, Inc.
CC#: 46-0521049
Expiration Date: 03/12/2017
Title
To authorize the Director of Finance and Management, on behalf of the Fleet Management Division, to renew and modify an existing annual contract with AssetWorks, Inc., for support of the Fleet Focus application utilized by the Fleet Management Division; to waive the competitive bidding provisions of City Code Chapter 329; to authorize the expenditure of $730,000.00 from the Fleet Management Operating Fund; and to declare an emergency. ($730,000.00)
Body
WHEREAS, this ordinance authorizes the Director of Finance and Management, on behalf of the Fleet Management Division, to renew and modify an existing contract, in accordance with the original contractual agreement (CT18276: ORD 644-97) as modified by ordinance 1300-2014 with AssetWorks, Inc. as the original contract provided language allowing for modifications and extensions; and
WHEREAS, this ordinance authorizes the Director of Finance and Management on behalf of the Fleet Management Division to renew and modify an existing contract with AssetWorks, Inc., for the annual license renewal, maintenance and support, GPS/AVL service, vendor hosting servicesm and to provide for expansion of credit/fuel card usage. This will include support of Wright Express Card processing, MasterFleet card, Fleet One, GasCard, Visa Fleet, and FuelMan. Additionally, there will be PCI Recertification and an upgrade of two FuelFocus ICU's at CNG sites; and
WHEREAS, Asset Works and its enterprise suite of Fleet Focus applications provides a management system utilized by the Fleet Management Division to bill, manage, monitor and analyze all maintenance related data within the Division, in addition to the ability to provide accountability with tracking an unlimited number of city-owned fleet equipment vehicles to support the daily operational requirements of city government; and
WHEREAS, this ordinance requests approval to continue services provided by AssetWorks, Inc., and to waive the competitive bidding provisions of the City Code Chapter 329 as it has been determined that AssetWorks, Inc. has made available upgrades to the existing modules and these upgrades are necessary for the functionality of the current application; and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Finance and Management, Fleet Management Division, in that it is immediately necessary for the Director of Finance and Management to renew and modify an existing contract with AssetWorks, Inc. to avoid service interruption and continue with needed services for the 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 Finance and Management, on behalf of the Fleet Management Division, is hereby authorized to renew and modify an existing contract with AssetWorks, Inc. (original contractual agreement CT18276: ORD 644-97), related to the operation of the Fleet Focus system and related applications.
SECTION 2: That the expenditure of $730,000.00, or so much thereof as may be necessary in regard to the action authorized in Section 1, be and is hereby authorized as follows:
Div: 45-05
Fund: 513
Subfund: 001
OCA Code: 451206
Obj. Level One: 03
Obj. Level Three: 3375
Amount: $730,000.00
SECTION 3. That the competitive bidding provisions of City Code Chapter 329 are hereby waived in regard to the action authorized in Section 1.
SECTION 4. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 5. 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 6. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared an emergency measure and shall take effect and be enforced from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.