Explanation
This legislation authorizes the Director of Public Utilities to enter into a contract with Tokay Software, Inc. for a software service upgrade and three (3) additional seat licenses for Backflow Prevention Management Software. The Department of Public Utilities used an RFP process to award this contract. Proposals were opened on December 4, 2015. Tokay Software, Inc. was the only bidder.
Tokay Software, Inc. publishes and supports cross-connection control program management software for use in managing backflow prevention within a water distribution system. This upgrade of existing software is necessary to allow for on-line submittal of up to 42,000 annual backflow prevention assembly test reports processed by the Backflow Compliance Office as part of their regulatory compliance program. On-line submittal will improve the efficiency of processing test reports, resulting in improved service to customers and stakeholders. Improved efficiency will allow staff to focus on new regulatory requirements adopted in the Ohio Administrative Code on 10/26/2015. The ongoing software support will allow DPU’s users of the software to continue to create, search, and modify work orders for operational efficiency. This contract will also provide for three (3) additional seat licenses of the software within the Department of Public Utilities.
Emergency action is requested in order to avoid a disruption in backflow prevention software services.
SUPPLIER: Tokay Software, Inc.(04-3491562), expires 4/5/2018 (MAJ)
FISCAL IMPACT:
$43,262.50 is needed and budgeted in the 2016 Water Operating Fund for this expenditure.
Future anticipated expenditures for this project (these are estimated costs and are subject to change):
$45,350 per year 2017 - 2025
Prior Year Expenditures with this vendor:
2016 - estimated through May 31, 2016, $15,000
2015 - $9123
2014 - $2150
2013 - $19,850
2012 - $1200
2011 - $1200
Title
To authorize the Director of Public Utilities to enter into a ten (10) year contract with Tokay Software, Inc. for software services and to authorize the expenditure of $43,262.50 from the Water Operating Fund; and to declare an emergency. ($43,262.50)
Body
WHEREAS, the Division of Water is required by the Ohio EPA and the Ohio Administrative Code to run an effective cross-connection and backflow control program; and
WHEREAS, the Department of Public Utilities presently uses Tokay backflow software for tracking customer compliance with, and enforcement of City Code 1113.01 and Department of Public Utilities Rule and Regulation 09-02; and
WHEREAS, the Department of Public Utilities is modernizing the collection of information pertaining to compliance with the above referenced rules and regulations; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to enter into contract with Tokay Software, Inc 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 enter into a ten year contract with Tokay Software, Inc. for software upgrade services, three (3) additional software licenses for the Division of Water, and hosting services for an on-line backflow prevention assembly test report submittal portal.
SECTION 2. That the expenditure of $43,262.50 or so much thereof as may be needed, be and the same hereby is authorized for the first year of the contract in Fund 6000 Water Operating Fund in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 3. That said firm shall conduct the work to the satisfaction of the Director of Public Utilities
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 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, which 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.