Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology and the Director of the Department of Public Utilities to continue a contract with Telvent USA LLC for maintenance and support of ArcFM software for the Department of Public Utilities (DPU). ArcFM software is used by DPU to track the city’s electric assets using geographic information system (GIS) technology. The original agreement (ED044943) was entered into on October 26, 2011 between Telvent Miner & Miner, Inc. and DPU. That agreement was most recently reauthorized with the passage of ordinance 1472-2015, passed June 22, 2015, through purchase order EL017475. This contract will provide software maintenance and support services for the period August 6, 2016 through August 5, 2017 at a cost of $13,983.00.
This ordinance also authorizes the Director of the Department of Technology (DoT) to contract with Telvent for ArcFM software maintenance and support currently used by DoT’s Geographic Information Systems (GIS) Office for tracking the city’s fiber assets using GIS technology. The original agreement (EL014753) was authorized by ordinance 1365-2013, passed July 15, 2013. That agreement was most recently reauthorized with passage of ordinance 1472-2015, passed June 22, 2015, through purchase order EL017474. This contract will provide software maintenance and support services for the period August 6, 2016 through August 5, 2017 at a cost of $6,060.00.
This ordinance also authorizes the Director of the Department of Technology to purchase licenses for ArcFM software for fiber group staff members of the Department of Technology as part of the fiber tracking effort. The purchase will provide server licenses, installation, maintenance and support for the new software licenses that will be co-termed with existing licenses for the period August 6, 2016 through August 5, 2017 at a cost of $46,129.00.
Finally, this ordinance requests approval to continue services provided by Telvent USA LLC, in accordance with sole source procurement provisions of Section 329 of Columbus City Codes. It has been determined that Telvent USA LLC is the sole source of licensing, maintenance and support and training services for ArcFM software solutions and does not utilize re-sellers for this purpose.
FISCAL IMPACT:
In 2014, and 2015, $12,542.72 and $18,782.33 respectively, was expended with Telvent USA LLC by DoT (and on behalf of DPU) for the provision of maintenance and support, and purchase of additional ArcFM software solutions and training. The total cost for the 2016-2017 annual maintenance and support of the ArcFM software solutions utilized by DPU and DoT in support of their GIS applications, and the purchase of additional ArcFM software solutions is $66,172.00. Funds are budgeted and available in the Department of Technology, Information Services Division, Information Services Operating Fund to cover this cost.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
CONTRACT COMPLIANCE:
Vendor Name: Telvent USA LLC C.C.#: 52 - 1366064 Expiration Date: 07/03/2016
DAX VENDOR ACCOUNT NO.:
Vendor Name: Telvent USA LLC.# 009049
Title
To authorize the Director of the Department of Technology and the Director of the Department of Public Utilities to continue a contract with Telvent USA LLC, for software maintenance and support on ArcFM software; to authorize the Director of Technology to contract with Telvent for the purchase of licenses and for software maintenance and support on ArcFM software in accordance with sole source procurement provisions of the Columbus City Code; to authorize the expenditure of $66,172.00 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($66,172.00)
Body
WHEREAS, it is necessary to authorize the Directors of the Department of Technology and the Department of Public Utilities to continue the contract with Telvent USA, LLC for ArcFM software maintenance and support for use by DPU to track the City's water, sewer and electric assets using GIS technology; and
WHEREAS, it is also necessary to authorize the Director of the Department of Technology to contract with Telvent for the purchase of licenses and for ArcFM software maintenance and support used by the Department of Technology for tracking the city's fiber assets using GIS technology; and
WHEREAS, the services provided by Telvent USA, LLC are in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code as it has been determined that Telvent USA LLC is the sole source of licensing, maintenance and support, and training services for ArcFM software solutions, and does not utilize re-sellers for this purpose; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Technology in that it is immediately necessary to authorize the Director to continue the contract with Telvent USA LLC for ArcFM software maintenance and support on behalf of the Department of Public Utilities and also to contract with the same for licenses, maintenance and support for the Department of Technology, 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 Directors of the Department of Technology and Department of Public Utilities be and are hereby authorized to continue a contract with Telvent USA, LLC for annual software maintenance and support of the ArcFM software solutions utilized by DPU in support of their GIS applications. This contract will provide software maintenance and support services for the period August 6, 2016 through August 5, 2017 at a cost of $13,983.00
SECTION 2. That the Director of the Department of Technology be and is hereby authorized to contract with Telvent USA, LLC for ArcFM software maintenance and support services for the period August 6, 2016 through August 5, 2017 at a cost of $6,060.00 and to establish a purchase order/contract to procure new server software licenses, installation, maintenance and support for the period August 6, 2016 through August 5, 2017 at a cost of $46,129.00 to be utilized by the Department of Technology for tracking the City's fiber assets using GIS technology. Total cost will be $52,189.00.
SECTION 3: That the total cost associated with this legislation is $66,172.00 and so the expenditure of $66,172.00, or so much thereof as may be necessary, is hereby authorized to be expended from (Please see attachment 1657-2016 EXP):
Dept.: 47| Div.: 47-02|Obj Class: 03 |Main Account: 63050|Fund: 5100|Sub-fund: 510001|Program: IT010|Section 3: 470201|Section 4: IT01|Section 5: IT0103|Amount: $16,154.00|{professional services}
Dept.: 47| Div.: 47-02|Obj Class: 03 |Main Account: 63945|Fund: 5100|Sub-fund: 510001|Program: IT005 |Section 3: 470201|Section 4: IT01|Section 5: IT0103|Amount: $29,975.00|{new licenses }
Dept.: 47| Div.: 47-02|Obj Class: 03 |Main Account: 63946|Fund: 5100|Sub-fund: 510001|Program: IT005 |Section 3: 470201|Section 4: IT03|Section 5: IT0301|Amount: $6,060.00|{DoT maint.&support}
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63946| Fund: 5100|Sub-fund: 510001| Program: CW001 |Section 3: 470104| Section 4: IS02|Section 5: IT1308|Amount: $852.96|{DPU -Elec.m & s}
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63946| Fund: 5100|Sub-fund: 510001| Program: CW001 |Section 3: 470104| Section 4: IS02|Section 5: IT1309|Amount: $5,425.40|{DPU -Water m & s}
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63946| Fund: 5100|Sub-fund: 510001| Program: CW001 |Section 3: 470104| Section 4: IS02|Section 5: IT1310|Amount: $6,082.61|{DPU-Sewer m & s}
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63946| Fund: 5100|Sub-fund: 510001| Program: CW001 |Section 3: 470104| Section 4: IS02|Section 5: IT1311|Amount: $1,622.03|{DPU-Storm m & s}
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 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 these contracts are being entered into pursuant to the sole source provisions of the Columbus City Code Chapter 329.
SECTION 7: 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.