Explanation
BACKGROUND:
This ordinance authorizes the Director of Finance and Management, on behalf of the Fleet Management Division to 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 1226-2015, passed June 1, 2015. This ordinance authorizes a no cost contract modification between AssetWorks and City so that all GPS equipment can be upgraded from 2G to 3G technology. This equates to more power to send and receive information and therefore the ability to achieve a higher efficiency through the wireless network.
This equipment upgrade must take place over the next 18 months as 2G technology will no longer be supported by the provider. This upgrade will enhance the speed associated with the exchange of data at no additional cost to the City of Columbus. Furthermore, AssetWorks will assist the Fleet Management Division to make this transition for most applicable units through training and support.
GPS gives the Division the ability to provide accountability by tracking city-owned fleet equipment such as refuse trucks, fire apparatus, police cruisers, snow plows 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.
FISCAL IMPACT:
There is no funding required for this contract modification.
EMERGENCY DESIGNATION:
Emergency designation is being requested to allow for immediate transition of all hardware related to technological upgrades from 2G to 3G so as to continue functionality and 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 modify an existing contract with AssetWorks, Inc., for a no cost upgrade associated with the GPS application utilized by the Fleet Management Division; and to declare an emergency. ($0.00)
Body
WHEREAS, this ordinance authorizes the Director of Finance and Management, on behalf of the Fleet Management Division, to modify an existing contract, to enable AssetWorks to upgrade the network from 2G to 3 G; and
WHEREAS, AssetWorks 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, 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 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 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 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.