Explanation
BACKGROUND:
This ordinance authorizes the Directors of the Departments of Technology (DoT) and Public Utilities (DPU) to modify a contract agreement with Hansen Banner, LLC for professional services for the Enhanced Metering Project (EMP) to upgrade and enhance its water, sewer, and power metering which will consist of the implementation of an automated meter infrastructure system to provide meter readings associated with the Columbus Utility Billing System (CUBS), in the amount of $891,000.00. The project will also include the installation, via meter exchange, of the existing power, sewer, and water meters and all the software required to operate the system, and to interface with the Columbus Utility Billing Systems (CUBS) and City software applications. 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 contract agreement was most recently authorized by authority of Ordinance No. 2175-2019, passed September 16, 2019, through purchase order PO205755. This modification will provide for additional professional services to enhance/upgrade the CUBS system. This modification will cover the third phase of the CUBS upgrade project.
1. Amount of additional funds to be expended: $891,000.00
Original contract amount: $1,186,330.00
Amount of original contract, renewals and modifications: $13,801,728.48
This ordinance modification: $891,000.00
Total aggregate contract: $14,692,728.48
2. Reason additional goods/services could not be foreseen:
The need for this modification was known, but the scope of work and the associated cost was not known at the time of the last contract modification.
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 and Enhanced Metering Project (EMP) 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 Banner, LLC Statement of Work (SOW(s)) for these professional/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.
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 2018 and 2019, $813,820.23 and $346,307.12, respectively was legislated for maintenance, support, and upgrades. The cost associated with this contract modification (2020) with Hansen Banner LLC., is $891,000.00. The funds are identified and available within the Department of Technology, Information Services Operating Fund - DPU's direct charge budget. The aggregate contract total amount including this request is $14,692,728.48.
CONTRACT COMPLIANCE:
Vendor Name: Hansen Banner, LLC CC#:46-5651020 Expiration Date: 07/12/2020
(DAX Acct. ID: 008834)
Title
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., in accordance with the sole source provisions of the Columbus City Code; to authorize the expenditure of $891,000.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($891,000.00)
Body
WHEREAS, it is necessary to authorize the Directors of the Departments of Technology and Public Utilities to modify a contract 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 $891,000.00 for additional professional services from Hansen Banner, LLC., for the Enhanced Metering Project (EMP) to enhance/upgrade the CUBS system and 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, 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) in order to maintain uninterrupted services from the supplier, 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 for the Enhanced Metering Project (EMP) to upgrade the CUBS system and the Hansen Banner, LLC software in the amount of $891,000.00. 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 expenditure of $891,000.00 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 1550-2020 EXP)
SECTION 3: 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 4: 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 5: That this ordinance modification is in accordance with the sole source provisions of the City of Columbus 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.