..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 2 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 most recently modified under the authority of ordinance 2302-2015, passed November 23, 2015, through purchase order EL017788. This contract will provide the second year of an existing three year support services plan along with support for new licenses for the coverage term period from December 18, 2016 through December 17, 2017, at a cost of $44,710.00.
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) for the purchase of additional licenses and co-term them with existing support, in the amount of $7,200.00, for the coverage term period from December 18, 2016 through December 17, 2017.
1.1 Amount of additional funds to be expended: $7,200.00
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
Modification #3 total: $ 7,200.00
2016 software support agreement: $44,710.00
Total contract amount: $951,190.00
1.2 Reason additional goods/services could not be foreseen:
It was not foreseen at the time of the original agreement that these additional licenses would be needed.
1.3 Reason other procurement processes are not used:
It is not in the City’s best interests to procure additional services/purchases 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 a 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.
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 the 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:
In 2015, the expenditure of $41,895.00 was legislated (via Ord. 2302-2015) with CGI Technologies and Solutions, Inc. for services/purchases. Approval of this ordinance will allow for funding in the amount of $51,910.00 for services/purchases with CGI Technologies and Solutions, Inc. Funding is available within the Department of Technology, Information Services Operating Fund. Including this request, the aggregate contract total amount is $951,190.00.
CONTRACT COMPLIANCE:
Vendor: CGI Technologies and Solutions, Inc. (DAX Vendor Acct.#: 009176); CC#: 54-0856778; Expiration Date: 05/21/2017
Title
To authorize 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 maintenance and support services and new licenses 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 $51,910.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($51,910.00)
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 maintenance and support services ($44,710.00) and new licenses ($7,200.00), provided by CGI Technologies and Solutions, Inc. for the Department of Public Utilities Mobile Dispatching System, in the total amount of $51,910.00; and
WHEREAS, the original contract (EL012209) was authorized by ordinance 0265-2011 on March 14, 2011 and most recently modified under the authority of ordinance 2302-2015, passed November 23, 2015, through purchase order EL017788. This contract will provide the second year of an existing three year support services plan along with support for new licenses for the coverage term period from December 18, 2016 through December 17, 2017, at a cost of $44,710.00; and
WHEREAS, 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) for the purchase of additional licenses and co-term them with existing support, in the amount of $7,200.00, for the coverage term period from December 18, 2016 through December 17, 2017; and
WHEREAS, the total amount of funding being requested via this ordinance is $51,910.00; 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 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 maintenance and support services and new licenses, 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 Year 2 of a 3 year contract (Evergreen Support Plan) for PragmaCAD software maintenance and support services for the coverage term period from December 18, 2016 through December 17, 2017, at a cost of $44,710.00 provided by CGI Technologies and Solutions, Inc. for the Department of Public Utilities Mobile Dispatching System. This ordinance will also authorize both Directors to modify the original software support contract (EL012209) for the purchase of additional licenses and co-term them with existing support with CGI Technologies and Solutions, Inc. in the amount of $7,200.00. The total amount of funding being requested via this ordinance is $51,910.00.
SECTION 2. That the expenditure of $51,910.00 or so much thereof as may be necessary is hereby authorized to be expended from (Please see attachment 2924-2016 EXP):
New Licenses: $7,200.00
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63945| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1308 {Electricity}|Amount: $439.20|
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63945| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1309 {Water}|Amount: $2,793.60|
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63945| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1310 {Sanitary Sewer}|Amount: $3,132.00|
Dept.: 47| Div.: 47-01|Obj Class: 03 |Main Account: 63945| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1311 {Storm Sewer}|Amount: $835.20|
Maintenance and Support: $44,710.00
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 {Electricity}|Amount: $2,727.31|
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 {Water}|Amount: $17,347.48|
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 {Sanitary Sewer}|Amount: $19,448.85|
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 {Storm Sewer}|Amount: $5,186.36|
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 the 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.