Explanation
BACKGROUND:
This legislation will authorize the assignment of all past, present and future business done by the City of Columbus, Departments of Finance and Management, Technology and Public Utilities, with CalAmp Corporation, formerly Wireless Matrix Corporation to CalAmp Wireless Networks Corporation. That purchase included the professional services utilized for the automated vehicle location (AVL) application, which is compatible with the DPU mobile dispatching system, so authorization is needed to continue obtaining professional services to support continued support of the application.
This legislation also authorizes the Director of the Departments of Technology (DoT) on behalf of the Department of Public Utilities (DPU) to continue an agreement with CalAmp Wireless Networks Corporation to provide automated vehicle location (AVL) services for the AVL system utilized by DPU. The original agreement (EL011222), awarded through RFP SA003436, was authorized by ordinance 1406-2010, passed December 13, 2010, and provided service through June 17, 2012. The original contract provided language to allow for one year of AVL services and two (2) annual renewals for a three (3) year agreement, subject to mutual agreement and approval from proper City authorities. The second of the two renewals was processed by authority of ordinance 1036-2013, passed June 10, 2013, through purchase order EL014595. The most recent agreement (EL016165), was authorized by ordinance 1461-2014, passed July 14, 2014, and provided services from June 18, 2014 through June 17, 2015. This ordinance will authorize services for the period June 18, 2015 to June 17, 2016, at a cost of $192,411.84.
Finally, this legislation will authorize the Director of the Finance and Management Department, on behalf of the Department of Public Utilities, to issue a purchase order for hardware and accessories needed to maintain the AVL system. The purchase order will provide for sixty (60) R26 AVL reporting units and associated accessories at a cost of $35,329.40. CalAmp Wireless Networks Corporation is the sole source supplier for the R26 units needed for the DPU AVL system, so this purchase is requested under sole source procurement provisions of Columbus City Code.
The AVL system enables the location and monitoring of City-owned vehicles managed by DPU. The system is used to determine the geographic location of vehicles through the use of a GPS and transmits the location back to the requestor. The system visually displays the location of the vehicles in near real time, as well as records the information for replay and reporting.
The benefits of the system include:
• Increased operating efficiencies through route optimization and evenly distributing workloads
• Improved customer service through quicker response time
• Lower fuel costs by reducing engine idling and miles driven
• Improved safety for the field personnel
• Enhanced emergency preparedness
This ordinance requests approval to continue an agreement for services provided by CalAmp Wireless Networks Corporation in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code; as it has been determined CalAmp Wireless Networks Corporation is the sole distributor of the AVL application, and does not utilize distributors or resellers to provide maintenance and support for its software products.
EMERGENCY:
Emergency action is requested to ensure that the necessary purchase order and associated contract for equipment and services are established in a timely manner.
FISCAL IMPACT:
In 2013 and 2014, the Departments of Technology (DoT) and Public Utilities (DPU) expended funds in the amounts of $187,493.60 and $189,733.75 respectively for the automated vehicle location system (AVL) and annual (AVL) services. This ordinance (2015) authorizes funding in the amount of $192,411.84 for the fifth year of automated vehicle location (AVL) services for the AVL System utilized by DPU and also $35,329.40 for replacement parts needed to maintain the AVL system. Funds in the amount of $227,741.24 are available within the Department of Technology, Internal Services Fund. Including this renewal, the aggregate contract total amount is $1,219,222.02.
CONTRACT COMPLIANCE NUMBER:
Vendor: CalAmp Wireless Networks Corporation C.C#: 91-1625653 Expiration date: 05/01/2016
Title
To authorize the assignment of all past, present and future business done by the City of Columbus, Department of Finance and Management, Technology and Public Utilities, with CalAmp Corporation, formerly Wireless Matrix Corporation, to CalAmp Wireless Networks Corporation; to authorize the Directors of the Department of Technology and the Department of Public Utilities to continue a contract agreement with CalAmp Wireless Networks Corporation for automated vehicle location (AVL) services for the AVL System utilized by the Department of Public Utilities; to authorize the Director of Finance and Management to issue a purchase order for replacement parts needed to maintain the AVL system in accordance with the sole source provisions of the City of Columbus Code; to authorize the total expenditure of $227,741.24 from the Department of Technology, Internal Services Fund; and to declare an emergency. ($227,741.24)
Body
WHEREAS, this legislation authorizes the assignment of all past, present and future business done by the City of Columbus, Departments of Finance and Management, Technology, and Public Utilities, with CalAmp Corporation, formerly Wireless Matrix Corporation, to CalAmp Wireless Networks Corporation. That purchase included the professional services utilized for the automated vehicle location (AVL) application, of which is compatible with the DPU mobile dispatching system, so authorization is needed to continue obtaining professional services to support continued support of the application; and
WHEREAS, this legislation authorizes the Directors of the Departments of Technology (DoT) and Public Utilities (DPU) to continue a contract agreement with CalAmp Wireless Networks Corporation to provide automated vehicle location (AVL) services for the AVL system utilized by DPU. This ordinance will authorize services for the period June 18, 2015 to June 17, 2016, at a cost of $192,411.84; and
WHEREAS, this ordinance will also authorize the Director of the Finance and Management Department, on behalf of the Department of Public Utilities, to issue a purchase order for replacement parts needed to maintain the AVL system, at a cost of $35,329.40; and
WHEREAS, the AVL system is used to determine the geographic location of vehicles through the use of a GPS and transmits the location back to the requester. The system visually displays the location of the vehicles in near real time, as well as records the information for replay and reporting; and
WHEREAS, CalAmp Wireless Networks Corporation is the sole source supplier for the AVL services and the replacement parts needed for the DPU AVL system, therefore these services and goods are being requested under sole source procurement provisions of Columbus City Code; and
WHEREAS, an emergency exists in the usual daily operation of the Departments of Technology and Public Utilities in that it is immediately necessary to authorize the Directors to continue a contract agreement with CalAmp Wireless Networks Corporation for automated vehicle location (AVL) services for the AVL system utilized by DPU and also to authorize the Director of the Finance and Management Department, on behalf of the Department of Public Utilities, to issue a purchase order for replacement parts needed to maintain the AVL system, for the immediate preservation of the public health, peace, property and safety:
NOW, THEREFORE;
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the assignment of all past, present and future business done by the City of Columbus, Departments of Finance and Management, Technology, and Public Utilities, with CalAmp Corporation, formerly Wireless Matrix Corporation, to CalAmp Wireless Networks Corporation is hereby authorized. That purchase included the professional services utilized for the automated vehicle location (AVL) application, of which is compatible with the DPU mobile dispatching system, so authorization is needed to continue obtaining professional services to support continued support of the application.
SECTION 2. That the Directors of the Department of Technology and the Department of Public Utilities be and hereby are authorized to continue a contract agreement to provide automated vehicle location (AVL) services with CalAmp Wireless Networks Corporation, for the AVL system utilized by the Department of Public Utilities for the term period June 18, 2015 to June 17, 2016 in the amount of $192,411.84.
SECTION 3. That the Director of the Finance and Management Department, on behalf of the Department of Public Utilities, is hereby authorized to issue a purchase order for replacement parts needed to maintain the AVL system, at a cost of $35,329.40. The total amount associated with this ordinance is $227,741.24.
SECTION 4. That the expenditure of $227,741.24 or so much thereof as may be necessary is hereby authorized to be expended from:
Object Level 1: 03| Object Level 3 code: 3369 - Software Maintenance/Support: Total: $192,411.84
Dept./Div.:47-01| Fund 514| Subfund: 550| OCA code: 514550| Amount: $ 11,737.13|(Electricity)
Dept./Div.:47-01| Fund 514| Subfund: 600| OCA code: 514600| Amount: $ 74,655.79|(Water)
Dept./Div.:47-01| Fund 514| Subfund: 650| OCA code: 514650| Amount: $ 83,699.15|(Sewers & Drains)
Dept./Div.:47-01| Fund 514| Subfund: 675| OCA code: 514675| Amount: $ 22,319.77|(Stormwater)
Object Level 1: 03| Object Level 3 code: 2245 - Replacement Parts: Total: $35,329.40
Dept./Div.:47-01| Fund 514| Subfund: 550| OCA code: 514550| Amount: $ 2,155.09|(Electricity)
Dept./Div.:47-01| Fund 514| Subfund: 600| OCA code: 514600| Amount: $ 13,707.81|(Water)
Dept./Div.:47-01| Fund 514| Subfund: 650| OCA code: 514650| Amount: $ 15,368.29|(Sewers & Drains)
Dept./Div.:47-01| Fund 514| Subfund: 675| OCA code: 514675| Amount: $ 4,098.21|(Stormwater)
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 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 7. That this agreement is being established in accordance with the sole source provisions of the City of Columbus Code, Chapter 329.
SECTION 8. 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.