Explanation
BACKGROUND:
This legislation will authorize the Director of the Department of Technology on behalf of the Department of Public Utilities to enter into contract with Telvent USA LLC (wholly owned subsidiary of Schneider Electric doing business as Schneider Electric), for professional services, software licensing and ArcFM software maintenance and support associated with the IVR Responder 10.8.1 upgrade project for the Department of Public Utilities (DPU). The Division of Power (DOP) uses a system called Responder to track and manage power outages, etc. This system uses a tool list called ArcFM that integrates with ESRI's GIS to trace outages on the DOP GIS data layers. This is a critical operational management system, as well as customer interactions management system related to power outages. DPU is upgrading the current Responder application and upgrading ArcFM to 10.8.1 in order to keep the system current and to also take advantage of new functionality. ArcFM software is also used by DPU to track the City’s electric assets using geographic information system (GIS) technology currently used by DoT’s GIS office for tracking the City’s fiber assets using GIS technology. The total cost associated with this legislation is $525,589.00 (which includes $70,000.00 in contingency funds in case of any unforeseen circumstances). The coverage term period for this contract is one (1) year from the date of a purchase order confirmed/certified by the Columbus City Auditor's Office.
This ordinance requests approval of services provided by Telvent USA LLC for the IVR Responder ArcFM Upgrade 10.8.1, in accordance with sole source procurement provisions of Chapter 329 of Columbus City Codes. It has been determined that Telvent USA LLC is the sole source of software licensing, professional services, maintenance and support and training/implementation services for ArcFM software solutions and does not utilize re-sellers for this purpose. Given the circumstances, this ordinance also requests to waive competitive bidding provisions/requirements of the Columbus City Code for the approval of services provided by Telvent USA LLC for the IVR Responder ArcFM Upgrade 10.8.1.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
FISCAL IMPACT:
The total cost of this ordinance is $525,589.00. Funds have been budgeted and are available in the Department of Technology, Information Services Division, Information Services Operating Fund.
CONTRACT COMPLIANCE:
Vendor Name: Telvent USA LLC; C.C. #/F.I.D #: 52 - 1366064; Expiration Date: 06/11/2020
DAX Vendor Account #: 009049
Title
To authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities, to enter into a contract with Telvent USA LLC, for professional services, software licensing and ArcFM software maintenance and support associated with the IVR Responder 10.8.1 upgrade project for the Department of Public Utilities (DPU); in accordance with sole source procurement provisions of the Columbus City Code; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $525,589.00 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($525,589.00)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Technology, on behalf of the Department of Public Utilities, to enter into a contract with Telvent USA, LLC, for professional services, software licensing and ArcFM software maintenance and support associated with the IVR Responder 10.8.1 upgrade project for the Department of Public Utilities (DPU), in the amount of $525,589.00 (which includes contingency funds in the amount of $70,000.00). The coverage term period for this contract is one (1) year from the date of a purchase order confirmed/certified by the Columbus City Auditor's Office; and
WHEREAS, the Division of Power (DOP) uses a system called Responder to track and manage power outages, etc. This system uses a tool list called ArcFM that integrates with ESRI's GIS to trace outages on the DOP GIS data layers. This is a critical operational management system, as well as customer interactions management system related to power outages. DPU is upgrading the current IVR Responder application and upgrading ArcFM to 10.8.1 in order to keep the system current and to also take advantage of new functionality. ArcFM software is also used by DPU to track the City’s electric assets using geographic information system (GIS) technology currently used by DoT’s GIS office for tracking the City’s fiber assets using GIS technology; and
WHEREAS, the services provided by Telvent USA, LLC for the IVR Responder 10.8.1 Upgrade are in accordance with sole source procurement provisions of Chapter 329 of the Columbus City Code as it has been determined that Telvent USA LLC is the sole source of licensing, maintenance and support, and training services for ArcFM software solutions, and does not utilize re-sellers for this purpose; and
WHEREAS, it is in the City's best interests to waive the competitive bidding provisions/requirements of the Columbus City Code for the services provided by Telvent USA, LLC for the IVR Responder 10.8.1 Upgrade; and
WHEREAS, this ordinance authorizes contingency funds in the amount of $70,000.00 for any unforeseen circumstances; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Technology in that it is immediately necessary to authorize the Director to enter into a contract with Telvent USA, LLC, for professional services, software licensing and ArcFM software maintenance and support associated with the IVR Responder 10.8.1 upgrade project for the Department of Public Utilities (DPU) in order to initiate services from the supplier at the prices proposed, 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, on behalf of the Department of Public Utilities (DPU), be and is hereby authorized to enter into a contract with Telvent USA, LLC (wholly owned subsidiary of Schneider Electric doing business as Schneider Electric), for professional services, software licensing and ArcFM software maintenance and support associated with the IVR Responder 10.8.1 upgrade project for the Department of Public Utilities (DPU). The total cost of this legislation/ordinance is $525,589.00 (which includes contingency funds in the amount of $70,000.00). The coverage term period for this contract is one (1) year from the date of a purchase order confirmed/certified by the Columbus City Auditor's Office.
SECTION 2: The total cost associated with this legislation is $525,589.00 and so the expenditure of that amount, or so much thereof as may be necessary, is hereby authorized to be expended from (Please see attachment 2182-2020 EXP):
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 this contract is being entered into pursuant to the sole source provisions of the Columbus City Code Chapter 329.
SECTION 6: That the competitive bidding provisions and requirements of the Columbus City Code are hereby waived.
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.