Explanation
This ordinance will authorize the Director of the Department of Technology (DoT) to enter into contract with Sogeti USA, (The Engineering and Technology Services Division of Capgemini America, Inc.) to acquire a citywide Data Management Platform (DMP) which includes software, software support, and professional services for the implementation/configuration of the platform, training, and data governance related activities totaling $ 2,276,338.00 (detailed below) in addition to a $11,662.00 contingency fee for any unforeseen cost to implement the DMP project for the City of Columbus, Department of Technology. The total cost being requested in this ordinance for this purchase is $2,288,000.00. The term period will be one year from the date of a purchase order confirmed/certified by the Columbus City Auditor’s office. Subject to mutual agreement and approval of proper City authorities the contract will be for a one year term with a two-one year renewal options.
The intended use of the requested fund is to procure, design, implement, and support the City's DMP. The platform consists of two software programs with multi-years of software support and maintenance, with Talend (three years @ $761,016.00 with two additional years @$399,640.00) and Cloudera (three years @ $223,560.00, professional services and training @ $892,122.00) for implementation of the platform, Data Governance related services, training, and a $11,662.00 contingency fee. The DMP will be developed under the auspices of the Data and Analytics Services (DAS) Section of the DoT. The DAS section's mission is to enable and encourage City departments to manage, share, and publish data that unleashes public and private sector innovation with open data and empowers data driven decision-making throughout the City.
A Data Management Platform (DMP) is a (central hub/platform) system designed to collect, organize, and manage data of different types from different origins (sources) including online, offline, mobile and beyond. City departments collect, curate, and utilize data every day to make informed decisions that impact the services provided to Columbus Residents.
In a DMP, all city data will be centralized in the “Data Lake” and the City will have a unique opportunity to correlate data collected, (“measure, monitor, manage”) data from different sources and departments to create a comprehensive profile of its customers while protecting the customer’s privacy and the security of the data.
Establishing the DMP will provide the necessary technology to treat data as an asset which will improve the decision making process, improve operational efficiencies, prepare the City for future data / technology disruption, and expand the City’s ability to use public data for public good. In addition to improving the quality of existing data, the DMP will help the city to better understand the needs of its internal and external customers.
The Department of Technology, through utilization of a Request for Proposal process, received 10 vendor proposals in responses to solicitation number RFQ009263, opened on July 10, 2018 for purposes of procuring DMP Platform. The evaluation process was conducted in four phases. Phases one and two were based on the content of the proposals received from the vendors. Phase three consisted of two parts; the on-site Proof of Concept (POC) presentation and the hands-on examination of DMP solutions by DoT’s Data and Analytics Services (DAS) team. The fourth phase was focused on negotiations with two shortlisted vendors. The POC evaluation phase was conducted by eight committee members from four departments including departments of Technology, Finance, Public Utilities, and Public Safety.
Nine of the ten vendors were promoted to phase two, and three were promoted to the third phase. The DAS team entered into negotiation with two vendors and ultimately recommend the contract award be to the vendor with the lowest best overall solution; Sogeti USA. The procurement analysis took longer than expected due to complexity of the platform and longer than anticipated negotiations.
This ordinance requests a waiver of competitive bidding requirements, in accordance with section 329 of Columbus City Code due to the length of time it took to go through the evaluation process and the demonstrations of the vendors systems (during which the allowable 180 day term period expired).
This project also requires the addition of computer hardware. The new computer equipment will be acquired under a separate ordinance request.
FISCAL IMPACT:
Funds are available within the Department of Technology, Information Services Division, Information Services Bond Fund. Funding for this expense will come from Project Number: P470068-100000, Project Name: Data Management Services - for a total amount of $2,288,000.00.
CONTRACT COMPLIANCE:
Sogeti USA, (The Engineering and Technology Services Division of Capgemini America, Inc.)
(DAX Vendor Acct. #: 026081) F.I.D.#/:22-2575929 Expiration Date: 02/15/2021
Title
To authorize the Director of the Department of Technology to enter into contract with Sogeti USA, (The Engineering and Technology Services Division of Capgemini America, Inc.) to acquire a citywide Data Management Platform (DMP) which includes software, software support, and professional services, training, and data governance related activities in addition to a contingency fee for any unforeseen cost to implement the City’s DMP project; to waive the competitive bidding provisions of the Columbus City Code; and to authorize the expenditure of $2,288,000.00 from the Department of Technology, Information Services Division, Information Services Bond Fund. ($2,288,000.00)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology enter into a contract with Sogeti USA, (The Engineering and Technology Services Division of Capgemini America, Inc., F.I.D.#/:22-2575929) for a citywide Data Management Platform (DMP) which includes software, software support, and professional services for the implementation/configuration of the platform, training, and data governance related activities totaling $ 2,276,338.00 in addition to a $11,662.00 contingency fee for any unforeseen cost to implement the DMP project for a period of one year from the date a purchase order is confirmed/certified by the Columbus City Auditor’s office and, subject to mutual agreement and approval of proper City authorities, the term of the contract will be for one year, with two-one year renewal options; and
WHEREAS, the DMP platform consists of two software programs with multi-years of software support and maintenance with Talend (for three years @ $761,016.00 with two additional years @$399,640) and Cloudera (for three years @ $223,560.00, professional services and training @ $892,122.00) for implementation of the platform, Data Governance related services, training, and a $11,662.00 contingency fee for a total cost of $2,288,000.00; and
WHEREAS, the City has a need to acquire and implement a DMP whereby all city data will be centralized in the “Data Lake” and the City will have a unique opportunity to correlate data collected, (“measure, monitor, manage”) data from different sources and departments to create a comprehensive profile of its customers while protecting the customer’s privacy and the security of the data; and
WHEREAS, The Department of Technology (DoT) through utilization of a Request for Proposals, received (10) ten proposals in response to RFQ009263, opened on July 10, 2018 to acquire a citywide Data Management Platform (DMP) with the committee selecting Sogeti USA, to be awarded the contract; and
WHEREAS, it is in the best interest of the City to waive the competitive bidding provisions in accordance with section 329 of the Columbus City Code due to the length of time it took to go through the evaluation process and the demonstrations of the vendors systems during which the allowable 180 day term period expired; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Technology to authorize the Director of the Departments of Technology enter into a contract with Sogeti USA, (The Engineering and Technology Services Division of Capgemini America, Inc. for a citywide Data Management Platform (DMP), 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 (DoT) be, and is hereby, authorized to enter into a contract with Sogeti USA, (The Engineering and Technology Services Division of Capgemini America, Inc.) for the purchase of a citywide Data Management Platform (DMP) software licensing, multi- years software maintenance and support, training services, data conversion services and software implementation services, for the period of one year from the date of a purchase order confirmed/certified by the Columbus City Auditor’s office, in the amount of $2,288,000.00, and, subject to mutual agreement and approval of proper City authorities, the term of the contract will be for one year, with two-one year renewal options.
SECTION 2: That the expenditure of $2,288,000.00 or so much thereof as may be necessary, is hereby authorized to be expended from: (See attachment 1087-20197 EXP)
Dept. / Div.: 47-02 | Procurement Category: Enterprise and Research and Technology Based Services | Fund: 5105 | Sub fund: N/A | Project Name: Data Management Services | Project Number: P470068-100000 (Carryover) | Object Class: 06 | Main Account: 66530 | Program Code: CW001 | Section 3: 470201 | Section 4: IT03 | Section 5: N/A | Amount: $1,384,216.00 | {software licensing, software maintenance & support}
Dept. / Div.: 47-02 | Procurement Category: Enterprise and Research and Technology Based Services | Fund: 5105 | Sub fund: N/A | Project Name: Data Management Services | Project Number: P470068-100000 (Carryover) | Object Class: 06 | Main Account: 66530 | Program Code: CW001 | Section 3: 470201 | Section 4: IT03 | Section 5: N/A | Amount: $892,122.00 | {Professional Services}
Dept. / Div.: 47-02 | Procurement Category: Enterprise and Research and Technology Based Services | Fund: 5105 | Sub fund: N/A | Project Name: Data Management Services | Project Number: P470068-100000 (Carryover) | Object Class: 06 | Main Account: 66530 | Program Code: CW001 | Section 3: 470201 | Section 4: IT03 | Section 5: N/A | Amount: $11,662.00 | {Contingency fee}
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 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 6: That the competitive bidding provisions of the Columbus City Code are hereby waived.
SECTION 7: That this ordinance shall take effect and be in force from and after the earliest period allowed by law.