Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to enter into contract modification with Lucity, Inc., in the amount of up to $80,000.00 for enhancements to the work order management system related to the currently installed Lucity, Inc. software.
The Department of Public Service has a need to implement additional functions to the Lucity software currently in use for the following three (3) divisions/groups: Pavement Management, Guardrail & Fence Maintenance, and Refuse. The City wishes to deploy the Lucity Pavement Management solution to provide turn-key analysis and reporting of the City’s street segments in regards to pavement condition, maintenance history, and scheduled maintenance. The Guardrail & Fence Maintenance segment will be used to capture maintenance and repair data for the City’s guardrails and fences. The Refuse Division has been using an in-house database to store and manage information specific to its refuse inventory and operations: container size, location, route, and amounts collected. The Lucity solution will be deployed to meet the existing needs of this system, with the ability to enhance and streamline existing processes.
The original agreement (EL013745) was authorized by ordinance 2278-2012, passed November 12, 2012 and included the first year of ASM fee for the term period of March 1, 2014 through February 28, 2015. Most recently, year three of the five year agreement with Lucity, Inc., for annual support and maintenance fees (ASM) on the work order management system was authorized by ordinance 0201-2016 passed February 22, 2016 (PO005808). This ordinance will authorize the addition of enhancements for the Pavement Management system, addition of a Guardrail & Fence Maintenance system and the addition of a Refuse Inventory system, at a cost of $80,000.00.
The original contract amount: $1,000,000.00 (EL013745, Ord. 2278-2012)
The total of Modification No. 1: $80,000.00 (This Ordinance)
The contract amount including all modifications: $1,080,000.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Lucity, Inc.
2. CONTRACT COMPLIANCE
The contract compliance number for Lucity, Inc. is 48-1234072, Vendor Number 008935 and expires 08/26/2017.
3. FISCAL IMPACT
Funding in the amount of $80,000.00 is available in the Department of Public Service General Permanent Improvement Non-Bond Fund, Fund 7748. An amendment to the 2017 Capital Improvement Budget is required to establish sufficient budget authority for the project.
4. EMERGENCY DESIGNATION
Emergency action is requested to expedite authorization of this contract modification in order to facilitate and maintain uninterrupted services from the supplier.
Title
To amend the 2017 Capital Improvements Budget; to appropriate funds within the Department of Public Service General Permanent Improvement Non-Bond Fund; to authorize and direct the City Auditor to transfer funds and appropriation within the General Permanent Improvement Non-Bond Fund; to authorize the Director of the Department of Public Service to enter into a contract modification with Lucity, Inc., for enhancements to the work order management system; to authorize the expenditure of up to $80,000.00 from the Department of Public Service General Permanent Improvement Non-Bond Fund, and to declare an emergency ($80,000.00).
Body
WHEREAS, the original agreement (EL013745) was authorized by ordinance 2278-2012, passed November 12, 2012; and
WHEREAS, Lucity, Inc., supplied the proprietary software, the professional services to configure the software, and is currently providing software maintenance and support for this software; and
WHEREAS, this ordinance authorizes the Director of the Department of Public Service to enter into a contract modification with Lucity, Inc., for enhancements to the work order management system, training, annual support and maintenance fees (ASM) on the work order management system currently utilized by the Department of Public Service; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Director of Public Service to enter into a contract modification with Lucity, Inc., for enhancements to the work order management system, annual support and maintenance fees (ASM) on a work order management system currently utilized by the City of Columbus, 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 2017 Capital Improvements Budget authorized by ordinance 1124-2017 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change /Amended
7748 / P748592-100000 / Refuse-General (General Perm Imp Carryover) / $226,335.00 / ($80,000.00) / $146,335.00
Fund / Project / Project Name / Current / Change /Amended
7748 / P590130-100032 / Facilities-Lucity Enhancements (General Perm Imp Carryover) / $0.00 / $80,000.00 / $80,000.00
SECTION 2. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2017, the sum of $80,000.00 is appropriated in Department of Public Service General Permanent Improvement Non- Bond Fund in Object Class 06 Capital Outlay per the account codes in the attachment to this ordinance.
SECTION 3. That the transfer of $80,000.00, or so much thereof as may be needed, is hereby authorized between projects within Fund 7748 General Permanent Improvement Non-Bond Fund per the account codes in the attachment to this ordinance.
SECTION 4. That the Director of the Department of Public Service be and is hereby authorized to enter into a contract modification with Lucity, Inc., for enhancements to the work order management system, annual support and maintenance fees (ASM) on the enterprise work order management system at a cost of up to $80,000.00.
SECTION 5. That the expenditure of the sum of $80,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7748 General Permanent Improvement Non- Bond Fund in object class 06 Capital Outlay per the accounting codes in the attachment to this ordinance.
SECTION 6. 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 7. 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 8. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 9. 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.