Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Public Utilities (DPU), to modify an agreement with Canadian Time Systems (dba Key Tracer Systems Inc.) for integration between the key management system and Networkfleet, DPU’s automated vehicle location (AVL) system. The key management system provides increased security and control over vehicles and prevents unauthorized key access. The information from the key management system will be sent to the AVL system via the interface, so that DPU can identify who is driving the vehicle in their AVL system. The original agreement (EL015195) was authorized by ordinance 2422-2013, passed December 16, 2013. Most recently under ordinance 1749-2016 passed by City Council on July 18, 2016 annual maintenance and support contract was established for (term period 08/2016 through 08/2017). This modification includes the development, testing and completion of an interface between the key management system and DPU’s AVL system (Networkfleet) in the amount of $30,650.00
1. Amount of additional funds to be expended: $30,650.00
Original contract amount: $174,085.00
Maintenance and support agreement (via Ord. 1749-2016): $22,480.00
Modification #1 (via this Ord. 2753-2016): $30,650.00
Total amount of the original contract, maintenance agreement and modification(s): $227,215.00
2. Reason additional goods/services could not be foreseen:
Key Tracer Systems, Inc. is the key management system vendor and they are in the best position to develop an interface, as they have a unique understanding of how their system works and they are also in the best position to support the interface. Key Tracer has already developed the interface that sends information from the key management system to the Department of Public Utilities AVL system. They can reuse this interface to connect to the new AVL system that DPU is in the process of switching to, if they were to utilize a another vendor, this interface would need to be re-created and would not be cost effective for the City of Columbus.
3. Reason other procurement processes are not used:
Key Tracer already created an interface with DPU’s prior AVL system. They can reuse that interface and modify to work with the new AVL system.
4. How cost of modification was determined:
Quote was provided by the vendor and accepted by the City of Columbus.
Canadian Time Systems (DBA Key Tracer Systems, Inc.) is the sole source provider of the development and integration for the Fleet Management to proxSafe application(s), and do not utilize external or 3rd Party vendors, developers or resellers to provide custom client application development services or products. For this reason, this ordinance is being submitted in accordance with the provisions of Sole Source procurement of the City of Columbus Section 329.
DPU requires a key management system to automate management of vehicle assignments through its automated vehicle location (AVL) system. Benefits of the system include: increased security and control over vehicles, preventing unauthorized key access; increased productivity and reduced liability; and reduction in the number of lost or misplaced keys. The system was originally procured by solicitation SA005016 and authorized by Ordinance 2422-2013, passed by Columbus City Council on December 16, 2013 for $174,085.00 under (EL015195).
FISCAL IMPACT:
In 2013, $174,085.00 and earlier in 2016, $22,480.00 was legislated for the procurement of the Key Tracer System. Passage of this ordinance will authorize the expenditure of $30,650.00 for professional services for integration between the key management system and Networkfleet, DPU’s automated vehicle location (AVL) system bringing the aggregate contract total amount to $227,215.00. Funds have been identified and are available within the Department of Technology, Information Services Operating Fund.
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: Canadian Time Systems (dba Key Tracer Systems Inc.), DAX Vendor Acct. #: 011017; CC. #: 98 0620985; Expiration Date: 10/27/2017
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities to modify an agreement with Canadian Time Systems (dba Key Tracer Systems Inc.) for the integration between the key management system and Networkfleet, DPU’s automated vehicle location (AVL) system in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $30,650.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($30,650.00)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities, to modify an agreement with Canadian Time Systems (dba Key Tracer Systems Inc.) for professional services for the integration between the key management system and Networkfleet, DPU’s automated vehicle location (AVL) system and;
WHEREAS, the original agreement was authorized by ordinance 2422-2013, passed December 16, 2013 through purchase order EL015195; and
WHEREAS, the coverage term period of this agreement is one (1) year from the date of a purchase order certified/confirmed by the Columbus City Auditor's Office; and
WHEREAS, this contract is in accordance with the sole source provisions of the Columbus City Code, Chapter 329; 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, on behalf of the Department of Public Utilities, to modify an agreement with Canadian Time Systems (dba Key Tracer Systems Inc.) for professional services for the integration between the key management system and Networkfleet, DPU’s automated vehicle location (AVL) system, 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 the Department of Technology, on behalf of the Department of Public Utilities, be and is hereby authorized and directed to modify an agreement with Canadian Time Systems (dba Key Tracer Systems Inc.) for the integration between the key management system and Networkfleet, DPU’s automated vehicle location (AVL) system, at a total cost of $30,650.00. The term of this agreement is one (1) year from the date of a purchase order certified/confirmed by the Columbus City Auditor's Office.
SECTION 2: That the expenditure of $30,650.00 or so much thereof as may be necessary is hereby authorized to be expended from (Please see attachment 2753-2016 EXP):
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1308 {Electricity}|Amount: $1,869.65|
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1309 {Water}|Amount: $11,892.20|
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1310 {Sanitary Sewer}|Amount: $13,332.75|
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1311 {Storm Sewer}|Amount: $3,555.40|
SECTION 3: 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 4: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
SECTION 5: That this agreement is established in accordance with the sole source provisions of the Columbus City Code, Chapter 329.
SECTION 6: 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.