Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology, on behalf of the Department of Public Utilities, to enter into a contract with enfoTech & Consulting, Inc., for software maintenance and support of the iPACS system. The iPACS system supports the Department of Public Utilities Industrial Wastewater Pretreatment Group (IWPG) enabling them to manage the industrial pre-treatment permitting process. The original agreement (EL013772) was awarded through an RFP (SA004523) and authorized by ordinance 2544-2012, passed December 3, 2012 and was most recently renewed under the authority of ordinance 2199-2017 through purchase order PO088160, passed September 18, 2017. This contract will be for the coverage term period from December 11, 2018 to December 10, 2019, at a cost of $22,653.00.
This ordinance also authorizes the Director of the Department of Technology, on behalf of the Department of Public Utilities, to modify the contract with enfoTech & Consulting, Inc for software licenses and professional services to migrate data from Excel into the iPACS system which supports the Department of Public Utilities Industrial Wastewater Pretreatment Group (IWPG) enabling them to manage the industrial pre-treatment permitting process. The original agreement (EL013772) was authorized by ordinance 2544-2012, passed December 3, 2012. The cost of this modification will be $2,805.00, with a coverage term period one (1) year from the date of a purchase order confirmed/certified by the Columbus City Auditor's Office.
1. Amount of additional funds to be expended: $2,805
Original contract amount: $191,495.00
Amount of original contract, annual renewals and modifications: $330,343.00
2. Reason additional goods/services could not be foreseen:
The need for this modification was not known at the time and were therefore not included when the original contract was negotiated in 2012.
3. Reason other procurement processes are not used:
These services are provided under the sole source provisions.
4. How cost of modification was determined:
The vendor EnfoTech & Consulting, Inc. provided a quote document for professional services that was accepted by the City of Columbus.
This ordinance is being submitted in accordance with the provisions of sole source procurement of the City of Columbus City Code, Chapter 329. The iPACS System was developed by enfoTech. enfoTech owns the iPACS title and is the only entity that is authorized to license the software systems and to provide technical services, nor do they have any local distributor or service agent for the sale or support of the software.
FISCAL IMPACT:
During the years of 2016 and 2017, the Department of Technology legislated $22,653.00 for each year with EnfoTech & Consulting, Inc. for software maintenance and support services for the pre-treatment information management system (iPACS). The total cost associated with this ordinance is $25,458.00, which includes $22,653.00 for annual software maintenance and support services and $2,805.00 for professional services. The funding for this ordinance is available within the Department of Technology, Information Services Operating Fund.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: EnfoTech & Consulting, Inc.; C.C. #/F.I.D#: 22-3364641; Expiration Date: 07/05/2018
(DAX Vendor Acct.: 001697)
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities, to enter into a contract with enfoTech & Consulting, Inc., in accordance with the sole source provisions of the Columbus City Code, for software maintenance and support of the iPACS system ($22,653.00); to authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities, to modify a contract agreement with enfoTech & Consulting, Inc for software licenses and professional services to migrate data from Excel into the iPACS system ($2,805.00); and to authorize the expenditure of $25,458.00 from the Department of Technology, Information Services Operating Fund. ($25,458.00)
Body
WHEREAS, the Director of the Department of Technology, on behalf of the Department of Public Utilities, has a need to enter into a contract with enfoTech & Consulting, Inc., for software maintenance and support of the iPACS system. This contract will be for the coverage term period from December 11, 2018 to December 10, 2019, at a cost of $22,653.00; and
WHEREAS, the original agreement (EL013772) was awarded through an RFP (SA004523) and authorized by ordinance 2544-2012, passed December 3, 2012. The contract was most recently renewed under the authority of ordinance no. 2199-2017 (Purchase Order: PO088160), passed September 18, 2017 for the period December 11, 2017 to December 10, 2018 at a cost of $22,653.00; and
WHEREAS, this ordinance will also authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities to modify the contract agreement with enfoTech & Consulting, Inc for software licenses and professional services to migrate data from Excel into the iPACS system which supports the Department of Public Utilities Industrial Wastewater Pretreatment Group (IWPG) enabling them to manage the industrial pre-treatment permitting process. The cost of this modification will be $2,805.00, with a coverage term period one (1) year from the date of a purchase order confirmed/certified by the Columbus City Auditor's Office; and
WHEREAS, this contract is being established in accordance with the sole source provisions of Chapter 329 of the Columbus City Codes because the iPACS System was developed by enfoTech and enfoTech owns the iPACS title and is the only entity that is authorized to license the software systems and to provide technical services, nor do they have any local distributor or service agent for the sale or support of the software; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director of the Department of Technology to enter into a contract with enfoTech & Consulting, Inc. for software maintenance and support services for the pre-treatment information management system (iPACS) and to also modify the contract with enfoTech & Consulting, Inc for software licenses and professional services to migrate data from Excel into the iPACS system, to support the Department of Public Utilities Industrial Wastewater Pretreatment Group (IWPG) and 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, on behalf of the Department of Public Utilities, be and is hereby authorized to enter into a contract with enfoTech & Consulting, Inc. for software maintenance and support services for the pre-treatment information management system (iPACS). This coverage term period is from December 11, 2018 to December 10, 2019, at a cost of $22,653.00.
SECTION 2: That the Director of the Department of Technology, on behalf of the Department of Public Utilities, be and is hereby authorized to also modify an agreement with enfoTech & Consulting, Inc for software licenses and professional services to migrate data from Excel into the iPACS system. The cost of this modification will be $2,805.00. The coverage term period is one (1) year from the date of a purchase order confirmed/certified by the Columbus City Auditor's Office. The total amount of funding being requested via this ordinance is $25,458.00.
SECTION 3: That the expenditure of $25,458.00 or so much thereof as may be necessary is hereby authorized to be expended from (please see attachment 1187-2018 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: $171.11|
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: $1,088.34|
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: $1,220.17|
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: $325.38|
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: $1,381.83|
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: $8,789.36|
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: $9,854.06|
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: $2,627.75|
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 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 6: That this contract is being established in accordance with the sole source provisions of Chapter 329 of the Columbus City Codes.
SECTION 7: That this ordinance shall take effect and be in force from and after the earliest period allowed by law.