Explanation
This legislation authorizes the Director of Public Utilities, to enter into a support contract with Advanced Control Systems, Inc. to maintain the SCADA (Supervisory Control and Data Acquisition) operating system, for the Division of Power. This contract will provide software and hardware parts, maintenance and support with 16 additional engineering hours per year, hardware and software support and licensing, 8 AM to 8 PM helpdesk coverage, workstations, network switches, PRISM VPN Router, and CommTrol (Equinox). The SCADA System is in use at the 9 substations and 6 reclosers operated by the Division of Power.
The current SCADA distribution system has been in use for over 23 years. The Division of Power has installed remote equipment in electrical substations which communicates with Advanced Control Systems, Inc. master units using licensing protocol. Advanced Control Systems, Inc. maintains all copyright privileges for their products and these products must be purchased directly from the company. There are no agents or dealers authorized to resale these products. The one year support contract is only offered through Advanced Control Systems, Inc., therefore, the Division of Power desires to enter into contract with Advanced Control Systems, Inc. in accordance with the relevant provisions of Chapter 329 of City Code relating to Sole Source procurement. This support contract is required to maintain an embedded system. The sole source justification letter from Advanced Control Systems, Inc. is attached to this ordinance.
The maximum obligation of the City, for service and parts described in this agreement, is limited to the amount of $20,744.00 for a period of one (1) year from October 1, 2018 through and including September 30, 2019. This contract includes an additional $10,000 to allow for the establishment of a contingency fund to be used as necessary if there is a repair identified outside of the service agreement. Total amount of this contract is $30,744.00. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required.
SUPPLIER: Advanced Control Systems, Inc. (46-4574462), DAX Vendor #008779, Expires July 20, 2018
Advanced Control Systems, Inc. does not hold MBE/FBE status.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT: $30,744.00 is budgeted and needed for this purchase.
$182,323.50 was spent in 2016
$50,160.00 was spent in 2017
Title
To authorize the Director of Public Utilities to enter into contract with Advanced Control Systems, Inc. for the hardware and software parts, maintenance and support services to maintain the SCADA (Supervisory Control and Data Acquisition) operating system for the Division of Power in accordance with the relevant provisions of City Code for Sole Source procurement; and to authorize the expenditure of $30,744.00 from the Electricity Operating Fund. ($30,744.00)
Body
WHEREAS, this legislation authorizes the Director of Public Utilities to enter into a contract with Advanced Control Systems, Inc. for the purpose of providing hardware and software parts, maintenance and support services to maintain the SCADA (Supervisory Control and Data Acquisition) operating system for the Division of Power, and
WHEREAS, this contract will provide software and hardware parts, maintenance and support with 16 additional engineering hours per year, hardware and software support and licensing, 8 AM to 8 PM helpdesk coverage, workstations, network switches, PRISM VPN Router, and CommTrol (Equinox), and
WHEREAS, the term of this contract is for the period of one (1) year from October 1, 2018 through and including September 30, 2019, and
WHEREAS, the total amount of this contract includes $10,000.00 to allow for the establishment of a contingency fund to be used as necessary if there is a repair identified outside of the service agreement, and
WHEREAS, if unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required. This contract shall not automatically renew, and
WHEREAS, the City may, at any time during the performance of the services under this Agreement propose a modification of the Contract by a properly authorized written instrument. With the approval of City Council, appropriation and certification of funds by the City Auditor, and execution of such modification by both parties hereto, it shall be fully incorporated into this Contract and shall govern all subsequent performance under the Contract, and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code relating to Sole Source procurement because Advanced Control Systems, Inc. maintains all copyright privileges for their products and these products must be purchased directly from the company and the support contract is only offered through Advanced Control Systems, Inc.; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Power, to authorize the Director of Public Utilities to enter into contract for the hardware and software parts, maintenance and support services to maintain the SCADA (Supervisory Control and Data Acquisition) operating system with Advanced Control Systems, Inc.; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities be and is hereby authorized to enter into contract with Advanced Control Systems, Inc., for the hardware and software parts, maintenance and support services to maintain the SCADA (Supervisory Control and Data Acquisition) operating system, and for the establishment of a contingency fund to be used as necessary if there is a repair identified outside of the service agreement for the Division of Power, in accordance with the terms and conditions as shown in the agreement on file in the office of the Division of Power. Total contract amount is $30,744.00. This contract is for the time period from October 1, 2018 through and including September 30, 2019.
SECTION 2. That said firm shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Power.
SECTION 3. That agreement is being established in accordance with the relevant provisions of Chapter 329 of City Code relating to sole source procurement.
SECTION 4. That the expenditure of $30,744.00 or so much thereof as may be needed, is hereby authorized in Fund 6300 Electricity Operating Fund in object class 02 Materials & Supplies in the amount of $5,000.00, and in object class 03 Services in the amount of $25,744.00, per the accounting codes in the attachment to 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 the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modification associated with this Ordinance.
SECTION 7. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.