Explanation
This ordinance is to authorize the Director of the Department of Public Utilities to enter into a contract for professional services to implement the Cityworks Asset Management System (AMS) department wide. These services include various phases: planning, design, configuration, advanced functionality development (integrations and data migration), training, system deployment, and extended software support with Woolpert, Inc.
The goal is to implement a commercially available off-the-shelf solution using industry best practices that will serve as the Asset Management System for the entire Department of Public Utilities enterprise. The Cityworks Asset Management System solution will support Department of Public Utilities' overarching immediate and long-term asset management needs. This project will be focused on delivering integrated software functionality and business processes supporting inventory tracking and control, asset condition reporting, inspections, service requests, corrective and preventive maintenance, work management, mobile, reporting, analytics, training, and data-driven decision-making. The Cityworks Asset Management System will replace the existing Oracle Work and Asset Management System.
The selection of the firm providing this professional service has been performed in accordance with the procedures set forth in Columbus City Codes, Chapter 329, and “Awarding professional service contracts through requests for proposals." The evaluation criteria for this contract included: 1. Local workforce 2. Project team 3. Past Performance 4. Understanding of the project 5. Software requirements/Technology 6. Training and ongoing support 7. Environmentally preferable.
Twenty Two (22) Requests for Proposal (RFP) were received on July 16, 2021. Of the Twenty-Two (22) responses, the committee selected Three (3) of the highest firms for additional interviews and requested clarification of their proposals. These interviews were conducted on September 21-23, 2021. The Evaluation Committee met October 19, 2021 to submit final scores and recommended that the Work and Asset Management System project be awarded to Woolpert, Inc. The Director concurred.
This contract is for two (2) years from date of execution, with the option to renew for an additional five (5) years on a year-to-year basis, or a portion there of, based upon mutual agreement of the parties, availability of funding, and approval by Columbus City Council. Future contract modifications are anticipated. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested. This contract does not automatically renew.
SUPPLIER: Woolpert, Inc. Vendor# 001040, Contract Compliance# 201391406 expires 4/15/23, MAJ. Additional information regarding all bidders, description of work, contract time frame, and detailed amounts can be found on the attached Information form.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Woolpert, Inc.
FISCAL IMPACT: $2,996,465.00 (includes a contingency fund of $272,406.00) is needed for this service.
$0.00 was spent in 2021
$0.00 was spent in 2020
Title
To authorize the Director of the Department of Public Utilities to enter into contract with Woolpert, Inc., for the implementation of a Cityworks Asset Management System for the Department of Public Utilities; to authorize the expenditure of $182,785.00 from the Electricity Operating Fund, $1,162,628.00 from the Water Operating Fund, $1,303,462.00 from the Sewer System Operating Fund and $347,590.00 from the Stormwater Operating Fund ($2,996,465.00).
Body
WHEREAS, the Department of Public Utilities has a need for professional services related to an updated and modernized Work and Asset Management System that will allow Department of Public Utilities to better track, maintain and manage its various asset types: and
WHEREAS, the Department of Public Utilities solicited a Request for Proposals for a Work and Asset Management System (RFQ018791) in accordance with relevant provisions of Columbus City Code Chapter 329 relating to awarding professional service contracts through requests for proposals. Twenty Two (22) proposals were received and opened on July 16, 2021. Of these Twenty Two (22) responses, the committee selected three (3) of the highest firms for additional interviews and requested clarification of their proposals On September 21-23, 2021. The evaluation committee met October 19, 2021 to submit final scores and recommended that the Work and Asset Management System Project be awarded to Woolpert, Inc.; and
WHEREAS, the contract amount will be utilized to provide services under this contract related to the Cityworks Asset Management System for use throughout the Department of Public Utilities; and
WHEREAS, services under this agreement are to be provided over a period of two (2) years with the option to renew for an additional five (5) years on a year-to-year basis with the funding based upon budgeted funds and approved by Columbus City Council; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to enter into an agreement with Woolpert Inc. for Cityworks Asset Management System administration for the Department of Public Utilities; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Director of the Department of Public Utilities be and is hereby authorized to enter into contract for Cityworks Asset Management System implementation with Woolpert, Inc., 1 Easton Oval, suite 400, Columbus, OH 43219, in accordance with the terms on file in the office of the Department of Public Utilities.
SECTION 2. The said firm shall conduct the work to the satisfaction of the Director of Public Utilities.
SECTION 3. That the expenditure of $2,996,465.00 (includes a contingency fund of $272,406.00), or so much thereof as may be needed, is hereby authorized 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 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 6. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.