Explanation
This legislation authorizes the Director of Public Utilities to enter into a contract modification with GeoNexus Technologies, LLC for annual software support and maintenance services related to the integration of the Department of Public Utilities’ Geographic Information System (GIS) Dashboard and Oracle Work and Asset Management (WAM) software. The GIS Dashboard provides spatial location information for DPU distribution assets. The Oracle WAM software provides work order management of those same distribution assets.
The Department of Public Utilities (DPU) advertised Request for Proposals (RFPs) for software upgrade services in the City Bulletin in accordance with the relevant provisions of Columbus City Code Chapter 329 relating to the award of professional service contracts, through requests for proposals (SA004353). Four hundred one (401) vendors were solicited, including thirty five (35) minority and female owned businesses on April 21, 2012. One (1) proposal (MAJ) was received on May 18, 2012. The proposal was reviewed based on quality and feasibility. GeoNexus Technologies, LLC was determined to be qualified to provide the software and services for the GIS and WAM Integration Project, for which the Director of Public Utilities concurred.
Due to a shortage of resources a reprioritization of existing projects occurred resulting in the need to extend the timeline for this project. Work under this modification is to pay for the continuation of services included in the scope of the original bid contract. The base software is already in use within DPU and the upgrade is designed to complement and enhance the existing solution by synchronizing data across systems. This modification No. 3 will authorize payment for the annual support and maintenance services for GeoWorx Map and GeoWorx Sync from March 15, 2015 - March 15, 2016 which are associated with the original contract. All other terms and conditions of the contract will remain in effect through the duration of the contract. This modification is in accordance with the relevant provisions of Columbus City Code Chapter 329 relating to contract modifications.
SUPPLIER: GeoNexus Technologies, LLC (27-1138304), expires 9/7/2017 (MAJ)
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification No. 3 is ADD $20,999.00. Total contract amount including this modification is $234,139.00.
2. Reason additional funds were not foreseen: The need for additional funds for annual support and maintenance services were inadvertently not included within modification No. 2 as it was not realized that there was a need for anything more than an extension of time to allow for completion of the project and payment of all invoices.
3. Reason other procurement processes not used: Work under this modification is a continuation of services included in the scope of the original bid contract. The base software is already in use within DPU and this annual support and maintenance is necessary to ensure the availability of technical support, upgrades and mainteannce as necessary.
4. How cost was determined: The additional funding being requested at this time is based on the annual support and maintenance costs associated with the original contract.
FISCAL IMPACT: $20,999.00 is needed and budgeted for this service for the Department of Public Utilities.
$112,899.12 was spent in 2014
$31,100.00 was spent in 2013
Title
To authorize the Director of Public Utilities to modify and increase a contract with GeoNexus Technologies, LLC for the GIS and WAM Integration Project for the Department of Public Utilities; and to authorize the expenditure of $1,280.94 from the Electricity Operating Fund, $8,147.61 from the Water Operating Fund, $9,134.57 from the Sewerage Operating Fund, and $2,435.88 from the Stormwater Operating Fund. ($20,999.00)
Body
WHEREAS, the Department of Public Utilities has a contract with GeoNexus Technologies, LLC for software upgrade services related to the integration of the Department of Public Utilities’ Geographic Information System (GIS) Dashboard and Oracle Work and Asset Management (WAM) software, and
WHEREAS, the Department of Public Utilities utilizes both GIS mapping and work order software for operation and maintenance of utility distribution assets; and
WHEREAS, the Department of Public Utilities requires both software systems to be integrated and synchronized for enhanced mapping and operational efficiency; and
WHEREAS, this software is the only off-the-shelf integration software which links both of DPU’s existing GIS and WAM software solutions; and
WHEREAS, the Department of Public Utilities wishes to modify and increase EL014022 with GeoNexus Technologies, LLC to allow for the payment of annual support and maintenance services for the GeoWorxMap and GeoWorx Sync for the time period of March 15, 2015 to March 15, 2016, and
WHEREAS, this modification No. 3 will modify and increase the contract to provide the funds necessary for payment of the annual support and maintenance services, and
WHEREAS, the vendor has agreed to modify and increase EL014022 at current prices and conditions, and it is in the best interest of the City to exercise this option, and
WHEREAS, this modification is in accordance with the relevant provisions of Columbus City Code Chapter 329 relating to contract modifications, and
WHEREAS, the Department of Public Utilities, hereby requests this City Council to authorize the Director of Public Utilities to modify and increase the existing contract with GeoNexus Technologies, LLC in order to provide for the purchase of the annual support and maintenance for the software utilized for the GIS and WAM Integration Project, 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 Director of Public Utilities be and is hereby authorized to modify and increase contract EL014022 with GeoNexus Technologies, LLC, 3005 Boardwalk Street , Suite 107, Ann Arbor, MI 48108, for annual support and maintenance services for the period of March 15, 2015 to March 15, 2016 for the GIS and WAM Integration Project in accordance with the terms and conditions on file in the office of the Director of Public Utilities. Total amount of modification No. 3 is ADD $20,999.00. Total contract amount including this modification is $234,139.00.
SECTION 2. That the expenditure of $20,999.00 or so much thereof as may be needed, be and the same hereby is authorized as follows:
Fund No.: 550
OCA: 600023
Object Level 1: 03
Object Level 3: 3369
Amount: $1,280.94
Fund No.: 600
OCA: 600049
Object Level 1: 03
Object Level 3: 3369
Amount: $8,147.61
Fund No.: 650
OCA: 600056
Object Level 1: 03
Object Level 3: 3369
Amount: $9,134.57
Fund No.: 675
OCA: 600065
Object Level 1: 03
Object Level 3: 3369
Amount: $2,435.88
SECTION 3. That this modification is in accordance with the relevant provisions of Columbus City Code Chapter 329 relating to contract modifications.
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 period allowed by law.