Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities (DPU), to establish a contract with Schneider Electrical Systems USA, Inc. for ArcFM software maintenance and support. 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 authorized by ordinance 1657-2016, passed July 11, 2016, through purchase order PO022917. This contract will provide software maintenance and support services for the period August 6, 2017 through August 5, 2018 at a cost of $14,371.00.
This ordinance will also authorize the Director of the Department of Technology (DoT) to establish a contract with Schneider Electrical Systems USA, Inc. for ArcFM software maintenance and support currently used by DoT’s 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 authorized by ordinance 1657-2016, passed July 11, 2016, through purchase order PO022943. This contract will provide software maintenance and support services for the period August 6, 2017 through August 5, 2018 at a cost of $12,605.47. The total cost associated with this ordinance is $26,976.47.
This ordinance is being submitted in accordance with the provisions of sole source procurement through chapter 329.06 of Columbus City Code. Schneider Electrical Systems USA, Inc. 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.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
FISCAL IMPACT:
For years 2015 and 2016, $18,782.33 and $66,712.00 respectively was legislated for ArcFM maintenance and support (with additional ArcFM software solutions in 2016). Total cost of this year's (2017) contract is $26,976.47. Funds are budgeted and available in the Department of Technology, Information Services Division, Information Services Operating Fund.
CONTRACT COMPLIANCE:
Vendor Name: Schneider Electrical Systems USA, Inc. C.C. #/F.I.D.: 04-1339430 Expiration Date: 06/17/2018
Dax Vendor Account #: 009049
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities, to establish a contract with Schneider Electrical Systems USA, Inc. for ArcFM software maintenance and support in accordance with sole source procurement provisions of the Columbus City Code; to authorize the expenditure of $26,976.47 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($26,976.47) AMENDED BY ORD. 2799-2017; PASSED 11/20/2017.
Body
WHEREAS, it is necessary to authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities, to establish a contract with Schneider Electrical Systems USA, Inc. for ArcFM software maintenance and support for the period August 6, 2017 through August 5, 2018, at a cost of $26,976.47 which entails the amount of $12,605.47 for DoT’s maintenance and support for tracking the city's fiber assets using GIS technology, and $14,371.00 for DPU’s maintenance and support to track the City's water, sewer, and electric assets using GIS technology, and
WHEREAS, the services provided by Schneider Electrical Systems USA, Inc. are in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code and it has been determined that Schneider Electrical Systems USA, Inc. 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 enter into a contract with Schneider Electrical Systems USA, Inc. 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 Director of the Department of Technology, on behalf of the Department of Public Utilities (DPU), be and is hereby authorized to establish a contract with Schneider Electrical Systems USA, Inc. for software maintenance and support of the ArcFM software solutions for the term period August 6, 2017 through August 5, 2018 at a total cost of $26,976.47, which includes the cost of $12,605.47 allocated to DoT’s maintenance and support, and $14,371.00 for DPU’s portion.
SECTION 2: That the total cost associated with this legislation is $26,976.47 and so the expenditure of that amount, or so much thereof as may be necessary, is hereby authorized to be expended from (Please see attachment 1826-2017 EXP):
Dept.: 47 | Div.: 47-02 | Obj Class: 03 | Main Account: 63946 | Fund: 5100 | Sub-fund: 510001 | Program: IT005 | Section 3: N/A | Section 4: N/A | Section 5: N/A | Amount: $12,605.47 | {DoT}
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: $876.63 | {DPU -Electricity}
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: $5,575.95 | {DPU -Water}
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: $6,251.38 | {DPU-Sewer & Drains}
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: $1,667.04 | {DPU-Storm water}
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 accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 5: That these contracts are being entered into pursuant to 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.