Explanation
This ordinance authorizes the Director of Public Utilities to modify and extend the contract with Intelex Technologies for the purpose of software support and upgrade services. Intelex is a system used by the Regulatory Compliance Section and Divisions at the Department of Public Utilities to track documents and keep work-flow compliant. The Intelex system is a third party, vendor-hosted software and the code cannot be modified by City Staff. Intelex will need to be upgraded in the future and an annual subscription fee will be paid to use the software. In order to keep the technology solution current, the Department of Public Utilities will need to contract with Intelex Technologies to transition from the Intelex v5 platform to the v6 platform in Intelex’s hosted environment.
Intelex Technologies is the recommended vendor to complete this upgrade. They provide the software and existing software support. They are in the best position to provide the Department of Public Utilities with services for the upgrade project.
This original contract was established for one (1) year from the date of execution. This ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of the City Code pertaining to the waiver of competitive bidding. All other terms and conditions of the original agreement remain in full force and effect. This modification includes an extension of time and an additional $ 0.00. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required.
Supplier: Intelex Technologies Vendor# 038166 FID# 98-1506411 expires 6/9/2023
Intelex Technologies does not hold MBE/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.1 is $0.00. Total contract amount including this modification is $52,095.00.
2. Reason additional funds were not foreseen: The need for additional time was not known at the time of the initial contract award. There were several technical delays implementing Phase I that took longer to work through than expected, but has been completed. This has caused a delay in Phase II. This is not a planned modification and no additional funds are needed at this time.
3. Reason other procurement processes were not used: Work under this modification is a continuation of services included in the scope of the original 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. The cost for this modification is $0.
FISCAL IMPACT: No funding is needed for this renewal
$4,970.00 was spent in 2021
$ 0.00 was spent in 2020
Title
To authorize the Director of Public Utilities to modify and extend the contract with Intelex Technologies, to provide software support services to upgrade the Intelex system; to waive the competitive bidding provisions of City Code; and to authorize the expenditure of $0.00 from the Sanitary Sewer Operating Fund, Water Operating Fund, Power Operating Fund, and Stormwater Operating Fund. ($0.00)
Body
WHEREAS, the Department of Public Utilities has a need for professional services to keep the technology solution current for software and software support and to upgrade platforms in Intelex Technologies hosted environment; and
WHEREAS, due to extensive record keeping requirements of EMS, Intelex Technologies is the recommended provider for this upgrade since they are the current provider of software support and the code cannot be modified by City Staff; and
WHEREAS, Intelex Technologies database record keeping systems are currently being utilized at the Department of Public Utilities for support and maintenance of their EMS program on a subscription basis. In order to keep the technology solution current, Intelex Technologies is the recommended vendor for this system upgrade. As such, this ordinance seeks authority to waive the competitive bidding provisions of Columbus City Code section 329; and
WHEREAS, modification No. 1 will extend the contract through and including July 31, 2023; and
WHEREAS, the vendor has agreed to modify and extend contract No. PO288361 at current prices and conditions, and it is in the best interest of the City to exercise this option; and
WHEREAS, the expenditure of $0.00 or so much thereof as is needed is authorized within the Sewer Operating Fund, Water Operating Fund, Power Operating Fund and Stormwater Operating Fund for this agreement; and
WHEREAS, it has become necessary in the usual daily operation of The Department of Public Utilities to authorize the Director to modify and extend an existing contract for professional services with Intelex Technologies related to software support and upgrade to the Intelex system, all for the preservation of the public health, peace, property and safety; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Department of Public Utilities Director is hereby authorized to modify and extend contract No. PO288361 with Intelex Technologies for software support and upgrades to the current platform in Intelex Technologies hosted environment in accordance with the terms and conditions of the agreement on file in the Office of the Director of Public Utilities. The total amount of additional funds needed for this contract modification No. 1 is ADD $0.00. Total contract amount including this modification is $52,095.00.
SECTION 2. That the expenditure of $0.00 or so much thereof as may be needed, is hereby authorized per the accounting codes in the attachment to this ordinance.
SECTION 3. That the said firm shall conduct the work to the satisfaction of the Director of Public Utilities.
SECTION 4. That this Council finds it in the City’s best interests to waive the relevant provisions of Chapter 329 of the City Code relating to competitive bidding.
SECTION 5. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.