Explanation
This ordinance authorizes the Director of Public Utilities to enter into a contract renewal with Resource International, Inc. to continue providing Work and Asset Management (WAM) database and system administrative support.
Since 2005, the City of Columbus, Department of Public Utilities (DPU) has been utilizing a Work and Asset Management system (WAM) provided by Synergen/SPL/Oracle to manage and track maintenance, work, assets and materials. All of DPU’s divisions utilize the system, but the Department of Technology (DOT) is responsible for oversight and administration of the system, including centralized Information Technology (IT) functions, hardware and software support, email, security, and system integrations citywide. A project has been initiated to replace our existing Oracle WAM system. It will likely be several years before a new system is implemented so continued use and support is still necessary for our existing system.
The purpose of this contract is to provide WAM database and system administration support for DPU on an “as-needed” basis. These services will include but are not limited to maintenance and upkeep of both hardware and software as suggested by Department of Public Utilities in collaboration with the Department of Technology and Oracle.
PROCUREMENT:
The project was formally advertised (RFQ020377) on the Vendor Services website and Bonfire from November 15, 2021 to December 17, 2021. The city received one (1) response. The proposal was deemed responsive and was fully evaluated by the Evaluation Committee on December 21, 2021.
The original term of the contract was for a period of one year from the date of execution by the City of Columbus, with yearly renewal options for an additional four (4) years (for a maximum contract length of five (5) years), on a year by year basis, authorized by Ordinance 0743-2022. Any renewals will be contingent on funding availability, mutual agreement between the City and vendor, approval by ordinance of Columbus City Council, and appropriation and certification of funds by the City Auditor. The contract does not automatically renew.
This Ordinance authorizes the first one-year renewal option, and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code.
1. Amount of additional funds: The total amount of additional funds needed for this contract renewal #1 is $0.00. Total contract amount including this modification is $250,000.00
2. Reason additional funds were not foreseen: The potential need for additional funds was known at the time of the initial contract, however, only a time extension is needed for this renewal.
3. Reason other procurement processes were not used: This renewal is part of the terms of the contract as originally bid.
4. How was cost determined: n/a
SUPPLIER:
Resource International, Inc. | D365 Vendor # 004197 | EIN on file | Expires 1/31/2024 |
Resource International, Inc. holds WBE status.
SUBCONTRACTOR:
Woolpert, Inc. | EIN on file | D365 Vendor #001040 | Expires 4/17/2025 |
Neither the Contractor nor Subcontractor are 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.
FISCAL IMPACT:
None
$75,888.26 has been spent in 2023
$0.00 was spent in 2022
$0.00 was spent in 2021
EMERGENCY DESIGNATION:
This ordinance is being submitted as an emergency in order to allow continuity of support for DPU’s existing Work and Asset Management system (WAM) while its replacement is in development. The contract lapsed on April 29, 2023, so the emergency is necessary to minimize the amount of time the necessary support services are not covered.
Title
To authorize the Director of Public Utilities to renew the contract with Resource International, Inc. for Work and Asset Management (WAM) database and system administrative support; and to declare an emergency. ($0.00)
Body
WHEREAS, the Department of Public Utilities (DPU) has a need for database and system administrative support for its Work and Asset Management (WAM) system that manages and tracks maintenance, work, assets and materials; and
WHEREAS, procurement for these services was conducted in accordance with the relevant provisions of Chapter 329 of Columbus City Code relating to the Request for Proposals (RFP) process and one (1) proposal was received and reviewed by the Department of Public Utilities on December 21, 2021 (Solicitation: RFQ020377); and
WHEREAS, a contract, authorized by Ordinance 0743-2022, was established with Resource International, Inc. based upon the proposal received; and
WHEREAS, DPU wishes to renew the contract for one additional year from the date of execution for the same services as under the original agreement; and
WHEREAS, only a time extension is needed at this time; and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract renewals; 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 of Public Utilities to renew the current contract for Work and Asset Management (WAM) database and system administrative support with Resource International, Inc., without delay, for the immediate 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 Director of Public Utilities is hereby authorized to renew the current contract for Work and Asset Management (WAM) database and system administrative support with Resource International, Inc. Renewal No.1 to this contract includes no additional funding.
SECTION 2. That this renewal is in accordance with the relevant provisions of Chapter 329 of City Code.
SECTION 3. 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.