Explanation
BACKGROUND:
This ordinance authorizes the Directors of the Departments of Technology and Public Utilities to modify an agreement with Hansen Banner, LLC for professional services to upgrade the Columbus Utility Billing System (CUBS), in the amount of $472,000.00. The coverage term period is one (1) year from the date of a purchase order certified/confirmed by the City Auditor's Office. In 1994, the Department of Public Utilities initiated a contract (CT-15918) for software and services related to the Water and Sewer Information Management System (WASIMS) with SCT Utility Systems. Section 12 of the original contract provided for modifications and changes in scope of service. SCT Utility Systems later changed their name to Indus Utility Systems, then to its current name Hansen Banner, LLC.
The agreement was most recently authorized by authority of ordinance 1366-2018, passed June 11, 2018. This modification will provide for additional professional services to upgrade the CUBS system to version 5.1 of the Hansen Banner, LLC software. In addition, this legislation will include a funding transfer (Transfer $150,000 from 62030 and $125,000 from 66530 to 63050). This modification will cover the second phase of the CUBS upgrade project.
1. Amount of additional funds to be expended: $472,000.00
Original contract amount: $1,186,330.00
Amount of original contract, renewals and modifications: $13,089,600.31
This ordinance modification: $472,000.00
Total aggregate contract: $13,561,600.31
2. Reason additional goods/services could not be foreseen:
The need for this modification was known, but funding was not available until 2018.
3. Reason other procurement processes are not used:
It is not feasible to bid for an alternate service since Hansen developed the software for the CUBS system. The company has developed custom software for the City and is the only company who can support these customizations.
4. How cost of modification was determined:
The City of Columbus and Hansen Banner, LLC negotiated the cost of services shown in the Hansen Statement of Work for these upgrade services.
This ordinance also requests approval to continue services provided by Hansen in accordance with sole source procurement provisions of Section 329 of the Columbus City Code; as it has been determined Hansen is the sole distributor of the software products associated with the CUBS system, and does not utilize distributors or resellers to provide maintenance and support, or professional services for its software products.
Finally, this ordinance will also authorize the transfer of appropriation between object class codes ((Transfer $150,000 from 62030 and $125,000 from 66530 to 63050) within the Department of Technology, direct charge budget for the Department of Public Utilities to allow for sufficient appropriation to make the purchase for the CUBS upgrade project.
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 2016 and 2017, $326,654.96 and $1,074,429.34, respectively was legislated for maintenance, support, and upgrades. The cost associated with this contract modification (2018) with Hansen Banner LLC., is $472,000.00. The funds are identified and available within the Department of Technology, Information Services Operating Fund - DPU's direct charge budget. A transfer of appropriation between object class codes (Transfer: $150,000 from 62030 and $125,000 from 66530 to 63050) totaling $275,000.00 is also requested to allow for sufficient appropriation to make the requested purchase. The aggregate contract total amount including this request is $13,561,600.31.
CONTRACT COMPLIANCE:
Vendor Name: Hansen Banner LLC CC#:46-5651020 Expiration Date: 07/14/2018
(DAX Acct. ID: 008834)
Title
To authorize the transfer of appropriation between object class codes in the Information Services Operating Fund; to authorize the Directors of the Department of Technology and the Department of Public Utilities to modify an annual software maintenance and support and professional services contract with Hansen Banner, LLC., in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $472,000.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($472,000.00)
Body
WHEREAS, it is necessary to authorize the Directors of the Departments of Technology and Public Utilities to modify an agreement with Hansen Banner, LLC., for professional services for the Columbus Utility Billing System (CUBS); and.
WHEREAS, it is necessary to modify this contract to increase funds by $472,000.00 for additional professional services from Hansen Banner, LLC., to upgrade the CUBS system to version 5.1 of the Hansen Banner software in the Columbus Utility Billing system (CUBS) for DPU. The coverage term period is one (1) year from the date of a purchase order certified/confirmed by the City Auditor's Office; and
WHEREAS, this ordinance authorizes the City Auditor to transfer appropriation totaling $275,000.00 between object class codes within the Department of Technology, direct charge budget for the Department of Public Utilities to allow for sufficient appropriation to make the requested purchase; and
WHEREAS, Hansen Banner, LLC., is the sole distributor of the software products associated with the CUBS system, and does not utilize distributors or resellers to provide maintenance and support, or professional services for its software products; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize the Directors of the Department of Technology and the Department of Public Utilities to modify a contract for professional services with Hansen Banner, LLC. to support the Columbus Utility Billing System (CUBS), 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 Directors of the Department of Technology and the Department of Public Utilities be, and are hereby, authorized to modify a contract with Hansen Banner, LLC. for additional professional services to upgrade the CUBS system to version 5.1 of the Hansen Banner, LLC software in the amount of $472,000.00. The coverage term period is one (1) year from the date of a purchase order certified/confirmed by the City Auditor's Office.
SECTION 2: That the City Auditor is hereby authorized to transfer appropriation totaling $275,000.00 between object class codes within the Department of Technology, Information Services operating fund, per the account codes in the attachment to this ordinance. (see attachment 1128-2018 EXP)
TRANSFER FROM:
{DOT - Department of Public Utilities / $125,000.00}
Dept.: 47 | Div.: 4701 | Obj Class: 06 | Main Account: 66530 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1308 | Amount: $7,625.00 | {Electricity}
Dept.: 47 | Div.: 4701 | Obj Class: 06 | Main Account: 66530 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1309 | Amount: $48,500.00 | {Water}
Dept.: 47 | Div.: 4701 | Obj Class: 06 | Main Account: 66530 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1310 | Amount: $54,375.00 | {Sewers & Drains}
Dept.: 47 | Div.: 4701 | Obj Class: 06 | Main Account: 66530 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1311 | Amount: $14,500.00 | {Stormwater}
TRANSFER FROM:
{DOT - Department of Public Utilities / $150,000.00}
Dept.: 47 | Div.: 4701 | Obj Class: 02 | Main Account: 62030 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1308 | Amount: $9,150.00 | {Electricity}
Dept.: 47 | Div.: 4701 | Obj Class: 02 | Main Account: 62030 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1309 | Amount: $58,200.00 | {Water}
Dept.: 47 | Div.: 4701 | Obj Class: 02 | Main Account: 62030 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1310 | Amount: $65,250.00 | {Sewers & Drains}
Dept.: 47 | Div.: 4701 | Obj Class: 02 | Main Account: 62030 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1311 | Amount: $17,400.00 | {Stormwater}
TRANSFER TO:
{DOT - Department of Public Utilities / $275,000.00}
Dept.: 47 | Div.: 4701 | Obj Class: 03 | Main Account: 63050 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1308 | Amount: $16,775.00 | {Electricity}
Dept.: 47 | Div.: 4701 | Obj Class: 03 | Main Account: 63050 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1309 | Amount: $106,700.00 | {Water}
Dept.: 47 | Div.: 4701 | Obj Class: 03 | Main Account: 63050 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1310 | Amount: $119,625.00 | {Sewers & Drains}
Dept.: 47 | Div.: 4701 | Obj Class: 03 | Main Account: 63050 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1311 | Amount: $31,900.00 | {Stormwater}
SECTION 3: That the expenditure of $472,000.00 or so much thereof as may be necessary, is hereby authorized to be expended from the Department of Technology, Information Services operating fund, per the account codes in the attachment to this ordinance. (see attachment 1128-2018 EXP)
(DoT - Department of Public Utilities/ $472,000.00 {Professional Services}
Dept.: 47 | Div.: 4701 | Obj Class: 03 | Main Account: 63050 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1308 | Amount: $28,792.00 | {Electricity}
Dept.: 47 | Div.: 4701 | Obj Class: 03 | Main Account: 63050 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1309 | Amount: $183,136.00 | {Water}
Dept.: 47 | Div.: 4701 | Obj Class: 03 | Main Account: 63050 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1310 | Amount: $205,320.00 | {Sewers & Drains}
Dept.: 47 | Div.: 4701 | Obj Class: 03 | Main Account: 63050 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1311 | Amount: $54,752.00 | {Stormwater}
SECTION 4: That the City Auditor is authorized to make any changes to revise the funding source for any contract 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 ordinance modification is in accordance with the sole source provisions of the City of Columbus Code Chapter 329.
SECTION 7: 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.