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State of Ohio - Controlling Board Request
30 East Broad Street, 34th Floor
Columbus, Ohio 43215-3457
(614) 466-5721 FAX:(614) 466-3813
OPERATING REQUEST Controlling Board No.
Status:  Approved
Meeting Date:  12/4/2017


Information Technology
Waiver of Competitive Selection  (Revised Code Section 127.16B)
      No Competitive Opportunity
      Agency Released Competitive Opportunity
Agency Released Competitive Opportunity (Revised Code Section 127.162)
Other Statutory Authority/Bill Section:
Operating Transfer Request  (Revised Code Section 127.14)
      Other Statutory Authority/Bill Section:
Fiscal Year(s)
Bill No.
HB 26
Eligible for OBM
Director Approval?

For FYAmountNameAddressCityStateCountyZip Code
DOT01 2018 $81,574.50 AGILEASSETS INC 3001 BEE CAVES RD STE 200 AUSTIN TX 78746

Fund GroupFund CodeAppropriation Line ItemAppropriation Line Item NameFYAmountFYAmount
HOF 7002 779491 ADMINISTRATION - STATE 2018 $81,574.50 $.00

Jerry Wray 12/04/2017
Agency Director or Authorized Agent On The Date Of
11/15/2017 Christine Morrison
Date Controlling Board President/OBM Director
Name:  Meghan Wadsworth Title:  Legislative Liaison
Phone:  (614) 387 - 5186 Fax:  E-Mail:
  Transportation respectfully requests Controlling Board approval to waive competitive selection in the amount of $81,574.50 in FY 2018 to fund the EIMS Phase 3 Enhancements project from AGILEASSETS INC, 3001 BEE CAVES RD STE 200, AUSTIN, TX. This purchase will utilize Fund 7002, Appropriation Line Item 779491 - Administration - State.  
  This deliverable-based project was extended due to vendor resource constraints and software quality assurance activities.

AgileAssets was overly optimistic when planning project completion dates and the level of expertise required was greater than originally anticipated. The vendor also encountered resource constraints which did not allow the Work Plan scope and the Validations scope to be developed in parallel. A higher number of code defects were identified by ODOT during testing, which also impacted the schedule. A Change Request was established between ODOT and AgileAssets to increase the project schedule and allow the vendor to deliver the remaining project requirements.

AgileAssets is the system used to track ODOT's internal work effort and cost (i.e. labor, equipment and materials) associated with
maintaining the state's roadway network and other transportation assets associated with the state highway system. The system has been in use since 2014 and allows the Department to make strategic decisions and identify inefficiencies and cost savings opportunities. AgileAssets is the only vendor who can provide annual maintenance services to this proprietary system. Additionally, the project included within this request allows for the AgileAssets system to directly interface with the Department's fuel management system, FuelMaster, creating significant time and cost saving by eliminating the need for employees to manually enter tens of thousands of fueling transactions each month.

Agile Assets is the sole vendor on the DAS STS033 - 534358 contract.
Attachments Controlling Board Request No.: DOT0100657
Attachment TypeAttachment Description
Other Project Change Request
Sole source justification letter Sole Source Letter
Other STS Tilte Page
Other Statement of Work
Release and Permit Information
NameFYAmountR & P #R & P DateIssued ByComments
AGILEASSETS INC 2018 $81,574.50

Operating Request Required Information
Purchases of Supplies or Equipment - AGILEASSETS INC
Controlling Board Request No.: DOT0100657
1. Identify the supply or supplies/equipment and provide the amount of each item.
Supply/Equipment NamePrice per UnitNumber of UnitsAmount
EIMS Phase 3 Enhancements Project Deliverables $81,574.50 1 $81,574.50
Cite the account category,  subobject code, and amount of each item included in this purchase from this vendor.
ObjectSubobjectAmountNon-Exempt Amount
510055 $81,574.50 $81,574.50
Total Amounts $81,574.50 $81,574.50
Selection Process: Was this purchase subject to selection by a Request for Proposal (RFP) or Request for Quote (RFQ) process? No
Explain why this purchase was not subject to an RFP or RFQ process.
Vendor is a sole source and is on an STS Contract (STS033) Oaks ID (534358).
4. Contractor Procurement Compliance:
a. Is this vendor in compliance with Buy America? Yes
Explain: AgileAssets is an American company.
b. Is this vendor in compliance with Buy Ohio? N/A
Explain:This is a sole source purchase through an STS contract.