Explanation
The purpose of this ordinance is to authorize the Director of Public Utilities to enter into a contract modification with Resource International, Inc. for professional services related to the Oracle Work and Asset Management Database and Computerized Maintenance Management System Administration.
The project consists of the administration of the Department of Public Utilities' Oracle Work and Asset Management (WAM) system with a full enterprise license. The goal is to leverage the Department of Public Utilities' mission critical data and systems allowing them to provide service to their customers that is proactive, transparent, and data driven. The consultant will provide database administration and system administration duties, and facilitate performance tracking and reporting.
The Department of Public Utilities advertised Request for Proposals (RFP’s) for the subject services in the City Bulletin in accordance with the relevant provisions of City Code, Chapter 329. One hundred forty-eight (148) vendors (3 AS1, 4 FBE, 1 HL1, 6 M1A, 2 MBE, 3 MBR, 129 MAJ) were solicited (RFQ000964) and three (3) proposals (1 FBE, 2 MAJ) were received and opened on May 19, 2016. The evaluation and final ranking was based upon the criteria in the RFP and Resource International, Inc. was determined to be a qualified responder to provide services for the Oracle Work and Asset Management and Computerized Maintenance Management system for which the Director of the Department of Public Utilities concurred.
There is a need to enter into a modification of the original contract to add additional funds and an extension of time of the Work and Asset Management System. The original contract covers a five-year period with each phase subject to review and approval by Columbus City Council and the Auditor's certification of funds. Modification Number 5 of this agreement is subject to the authorization of Columbus City Council and the certification by the City Auditor of the availability of funds for such purposes. This agreement will not automatically renew. This proposed modification (No. 5) is to extend the contract to August 31, 2022 and will ADD $120,000.00. All other terms and conditions of the original agreement remain in full force and effect.
SUPPLIER: Resource International, Inc. Vendor#004197 CC#31-0669793, Expires 5/31/2023
Resource International, Inc. holds 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.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification No. 5 is $120,000.00. Total contract amount including this modification is $1,170,000.00.
2. Reasons additional funds were not foreseen: The need for additional funds were not known at the time of the initial contract. This modification No. 5 is to extend and provide the additional funding necessary for the payment of services through August 31, 2022 to allow enough time to bid and award a new contract for this service.
3. Reason other procurement processes were not used: Work under this modification is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How was cost determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: $120,000.00 is needed and budgeted for this service.
$180,881.28 was spent in 2020
$177,773.77 was spent in 2019
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency because, without emergency action, no less than thirty-seven days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
Title
To authorize the Director of Public Utilities to modify and increase the contract with Resource International, Inc. for Oracle Work and Asset Management Database and Computerized Maintenance Management System Administration for the Department of Public Utilities; to authorize the expenditure of $7,320.00 from the Power Operating Fund, $46,560.00 from the Water Operating Fund, $52,200.00 from the Sanitary Sewer Operating Fund and $13,920.00 from the Stormwater Operating Fund, and to declare an emergency. ($120,000.00)
Body
WHEREAS, the Department of Public Utilities wishes to modify and increase PO037728 with Resource International, Inc. for Oracle Work and Asset Management Database and Computerized Maintenance Management System Administration Services to provide additional funding necessary for the payment of services through August 31, 2022, and
WHEREAS, the vendor has agreed to modify PO037728 at current prices and conditions, and it is in the best interest of the City to exercise this option, and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to modify, extend and increase the current contract for Oracle Work and Asset Management Database and Computerized Maintenance Management System Administration Services with Resource International, Inc.; now, therefore
WHEREAS, it is necessary to authorize the expenditure of up to $120,000.00 from the Power Operating Fund, the Water Operating Fund, the Sanitary Sewer Operating Fund, and the Stormwater Operating Fund; 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 Director to modify and increase the contract with Resource International Inc. for professional services related to the Oracle Work and Asset Management Database and Computerized Maintenance Management System Administration to avoid interruption in services, 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 Public Utilities be and is hereby authorized to modify and increase contract No. PO037728 for Oracle Work Asset Management Database and Computerized Maintenance Management System Administration with Resource International, Inc., in accordance with the terms on file in the office of the Department of Public Utilities. This proposed modification No. 5 is to extend the contract to August 31, 2022 and will ADD $120,000.00. Total contract amount including this modification is $1,170,000.00.
SECTION 2. That this modification is in accordance with the relevant provisions of City Code, Chapter 329, relating to contract modifications.
SECTION 3. That the expenditure of $120,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6100 (Sewer Operating), Fund 6000 (Water Operating), Fund 6200 (Stormwater Operating) and Fund 6300 (Power Operating); in Object Class 03 Services per the accounting codes in the attachment to 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 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 (10) days after passage if the Mayor neither approves nor vetoes the same.