Explanation
BACKGROUND: This ordinance authorizes the Director of Finance and Management, on behalf of the Fleet Management Division, to modify an existing contract with AssetWorks for the purchase of GPS equipment, monthly monitoring services and network integration of the product Key Tracer on behalf of the Department of Public Utilities. The Department of Public Utilities is migrating to the AssetWorks platform from an older GPS system, necessitating this modification. This modification is in accordance with the original contractual agreement (CT18276: ORD 644-97) entered on May 29, 1997, with AssetWorks, Inc. The current agreement was most recently renewed by authority of Ordinance 0971-2016, passed May 2, 2016. This modification also includes GPS/AVL training and support services that AssetWorks will provide to the Department of Public Utilities related to the proper monitoring and use of the equipment.
GPS enables 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: This ordinance authorizes an expenditure of $220,480.80 from the Department of Public Utilities operating budget with AssetWorks, Inc. for the purchase of GPS equipment, monthly monitoring services and network integration of the product Key Tracer. The Department of Public Utilities budgeted $220,480.80 in their operating budget for this expenditure.
EMERGENCY DESIGNATION:
Emergency action is being requested to allow for immediate installation of all hardware necessary for operations 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 additional GPS hardware and monthly monitoring to be utilized by the Department of Public Utilities via Fleet Management; to authorize the expenditure from the Department of Public Utilties' Operating Funds, and to declare an emergency. ($220,480.80)
Body
WHEREAS, this ordinance authorizes the Director of Finance and Management, on behalf of the Fleet Management Division, to modify an existing contract, for the purchase and installation of new GPS hardware and the monthly monitoring fees for the Department of Public Utilities; 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. for the purchase of GPS/AVL equipment, monthly monitoring services, and network integration of the product Key Tracer on behalf of the Department of Public Utilities.
SECTION 2: That the expenditure of $220,480.80, or so much thereof as may be necessary in regard to the action authorized in Section 1, be and is hereby authorized in the Department of Public Utilities operating fund in Object Class 03 - Contractual Services, per the accounting codes in the attachment to this ordinance.
See Attached File: Ord 2143-2016.xls
SECTION 3. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 4. 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 5. 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.