Explanation
BACKGROUND:
This legislation will authorize both the Director of the Department of Technology and the Director of the Department of Public Utilities to enter into year 1 of a 3 year contract (Evergreen Support Plan) for PragmaCAD software support, provided by CGI Technologies and Solutions, Inc. for the Department of Public Utilities Mobile Dispatching System. The original contract (EL012209) was authorized by ordinance 0265-2011 on March 14, 2011. The agreement was subsequently modified by authority of ordinance 2027-2012, passed October 22, 2012, through purchase order EL013746. This contract will provide the first year of a three year plan support services for the coverage term period from November 23, 2015 through November 22, 2016, at a cost of $39,045.00.
This ordinance will also authorize the Director of the Department of Technology and the Director of the Department of Public Utilities to modify this agreement and the original software support contract (EL012209), including Amendment No. 1 to the Software Support Agreement of November 16, 2011, to include Banner Interface Support at a yearly cost of $2,850.00 to manage support components of the Mobile Dispatching System when it goes live. Support services are expected to be implemented ninety days after system acceptance is authorized by the Department of Public Utilities, at a cost of $41,895.00 per year per Schedule 1 of Amendment No. 1. This contract modification will provide a year of support services for the coverage term period from November 23, 2015 through November 22, 2016, bringing the aggregate annual software support services contract total to $41,895.00.
1.1 Amount of additional funds to be expended: $2,850.00
Original Software agreement (EL012209) $642,385.00
Original Software support plan annual cost: $39,045.00
Modification #1 (EL013746) total: $215,000.00
Modification #2 total: $ 2,850.00
Total contract amount: $899,280.00
Total Software Support Agreement: $41,895.00
1.2 Reason additional goods/services could not be foreseen:
It was not foreseen at the time of the original agreement that these additional services (Banner Interface Support) would be needed.
1.3 Reason other procurement processes are not used:
It is not in the City’s best interests to procure additional service through alternate procurement methods; doing so with another vendor would involve significant additional and unnecessary transition costs.
1.4 How cost of modification was determined:
The cost of the additional services was negotiated with CGI Technologies and Solutions, Inc.
The PragmaCAD system provides the Department of Public Utilities with Mobile Dispatching System which enables the Department of Public Utilities to optimize service order assignments, assign them to technicians in the field, and capture field information for immediate use. This is expected to produce efficiency and productivity gains, and to make the Department more responsive to customers. The Mobile Dispatching System will interface with the current work order system in use, known as CUBS, as well as with the planned AVL system.
As the original Mobile Dispatching System bid winner, CGI Technologies and Solutions, Inc.was awarded a contract by authority of ordinance 0265-2011, which was submitted pursuant to competitive bidding for procurement of the Mobile Dispatching System. Since 2011 CGI Technologies and Solutions, Inc. has been working with the Department of Public Utilities to implement the Mobile Dispatching System. CGI Technologies and Solutions, Inc. will provide an initial 90 days of support after the Mobile Dispatching System is implemented.
CGI Technologies and Solutions, Inc. (CGI) is the sole source provider of the PragmaCAD source code and the Banner interface both developed and retained by CGI and no other party is allowed to install, modify or support this proprietary code. Therefore, CGI is the sole provider for services performed in relation to PragmaCAD and the Banner interface software, so this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the City of Columbus Code, Chapter 329.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier.
FISCAL IMPACT:
Approval of this ordinance will allow for the expenditure of $41,895.00. Funding for this purchase is available within the Department of Technology, Internal Services Fund. Including this request, the aggregate contract total amount is $899,280.00.
CONTRACT COMPLIANCE:
Vendor: CGI Technologies and Solutions, Inc. CC#: 54-0856778 Expiration Date: 05/21/2017
Title
To authorize both the Director of the Department of Technology and the Director of the Department of Public Utilities to enter into and to modify a contract for PragmaCAD software support provided by CGI Technologies and Solutions, Inc. for the Department of Public Utilities Mobile Dispatching System in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $41,895.00 from the Department of Technology, Internal Services Fund; and to declare an emergency. ($41,895.00)
Body
WHEREAS, this legislation authorizes both the Director of the Department of Technology and the Director of the Department of Public Utilities to enter into and to modify a contract for PragmaCAD software support, provided by CGI Technologies and Solutions, Inc. for the Department of Public Utilities Mobile Dispatching System; and
WHEREAS, the original contract (EL012209) was authorized by ordinance 0265-2011 on March 14, 2011 and subsequently modified by authority of ordinance 2027-2012, passed October 22, 2012, through purchase order EL013746; and
WHEREAS, the Department of Technology and the Department of Public Utilities are modifying the original contract (EL012209), including Amendment No. 1 to the Software Support Agreement of November 16, 2011, to manage support components of the Mobile Dispatching System when it goes live and entering into Year 1 of a 3 year contract (Evergreen Support Plan - $39,045.00) and modifying the contract to include Banner Interface Support at a yearly cost of $2,850.00 for maintenance and support of the Mobile Dispatching System; and
WHEREAS, this contract will provide a year of support services for the coverage term period from November 23, 2015 through November 22, 2016, at a cost of $41,895.00; and
WHEREAS, this contract is in accordance with the sole source provisions of the Columbus City Code, Chapter 329; and
WHEREAS, as the original Mobile Dispatching System bid winner, CGI Technologies and Solutions, Inc.was awarded a contract by authority of ordinance 0265-2011, which was submitted pursuant to competitive bidding for procurement of the Mobile Dispatching System. Since 2011 CGI Technologies and Solutions, Inc. has been working with the Department of Public Utilities to implement the Mobile Dispatching System. CGI Technologies and Solutions, Inc. will provide an initial 90 days of support after the Mobile Dispatching System is implemented; and
WHEREAS, an emergency exists in the usual daily operation of both the Departments of Technology and Public Utilities in that it is immediately necessary to authorize both Directors to enter into and to modify a contract for PragmaCAD software support, provided by CGI Technologies and Solutions, Inc. for the Department of Public Utilities Mobile Dispatching System, 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 and the Director of the Department of Public Utilities be and are hereby authorized to enter into and to modify a contract for PragmaCAD software support, provided by CGI Technologies and Solutions, Inc. for the Department of Public Utilities Mobile Dispatching System. This ordinance authorizes the Director of the Department of Technology and the Director of the Department of Public Utilities to enter into Year 1 of a 3 year contract (Evergreen Support Plan) and to modify the contract to include Banner Interface Support at a yearly cost of $2,850.00 for maintenance and support of the Mobile Dispatching System. Support services are expected to be implemented ninety days after system acceptance is authorized by the Department of Public Utilities, at a cost of $41,895.00 per year per Schedule 1 of Amendment No. 1. This contract will provide a year of support services for the coverage term period from November 23, 2015 through November 22, 2016, at a cost of $41,895.00.
SECTION 2. That the expenditure of $41,895.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.:47-01|Fund:514|Sub-fund:550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $2,555.60 - Electricity
Div.:47-01|Fund:514|Sub-fund:600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $16,255.26 - Water
Div.:47-01|Fund:514|Sub-fund:650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $18,224.32 - Sewers & Drains
Div.:47-01|Fund:514|Sub-fund:675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $4,859.82 - Storm water
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 contract is being established in accordance with the sole source provisions of the Columbus City Code, Chapter 329.
SECTION 6. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is 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.