Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to enter into a professional services contract with Cultivate Geospatial Solutions, LLC in the amount of up to $650,000.00 for the Asset Information Management System project.
The intent of this project is to provide the City of Columbus, Department of Public Service, professional services for the development of a web based “Asset Information Management System” (AIMS) that will be used to support the monitoring, analysis, reporting and visualization of the infrastructure of the City of Columbus. The project will have two phases. The first phase will be development of a Linear Referencing System (LRS) and preparation of existing data to be used to support the AIMS. The second phase will be development of the Asset Information Management System.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Cultivate Geospatial Solutions, LLC.
2. CONTRACT COMPLIANCE
Cultivate Geospatial Solutions, LLC’s contract compliance number is CC033768 and expires 10/12/2022.
3. BID WAIVER
This project was formally advertised on the Vendor Services and Bonfire web sites from May 6, 2021, to May 27, 2021. The City did not receive any direct responses. The City received notification from a vendor that their submission had been posted to the wrong project. The Department of Public Utilities had an open advertisement for a “Work & Asset Management System”. The vendor’s proposal was received and evaluated by the committee. An interview and Q&A session was held with the committee and the vendor and the decision was made to proceed with the award of the contract. A bid waiver for City Code is requested to enter into contract.
4. FISCAL IMPACT
Funding for this contract is available within Fund 7704, the Streets and Highways Bond Fund. An amendment to the 2020 Capital Improvement Budget and a transfer of cash and appropriation is required to establish sufficient budget authority for the project.
5. EMERGENCY DESIGNATION
Emergency action is requested to expedite this contract to complete the project in a timely manner, to ensure the safety of the travelling public.
Title
To amend the 2020 Capital Improvement Budget; to authorize the transfer of funds and appropriation within the Streets and Highways Bond Fund; to waive the formal bidding requirements of Columbus City Code; to authorize the Director of Public Service to enter into a professional services contract with Cultivate Geospatial Solutions, LLC for the Asset Information Management System project; to authorize the expenditure of up to $650,000.00 from the Streets and Highways Bond Fund to pay for this contract; and to declare an emergency. ($650,000.00)
Body
WHEREAS, there is a need to enter into a professional services contract to support the monitoring, analysis, reporting and visualization of the infrastructure of the City of Columbus; and
WHEREAS, it is necessary to waive the competitive bidding requirements of Columbus City Code and enter into a contract with Cultivate Geospatial Solutions, LLC for the provision of professional engineering services described above in the amount of up to $650,000.00; and
WHEREAS, it is necessary to authorize an amendment to the 2020 Capital Improvement Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, it is necessary for Council to authorize a transfer of funds and appropriation within Fund 7704, the Streets and Highways Bond Fund, to establish sufficient cash to pay for the project; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Director of Public Service to enter into contract with Cultivate Geospatial Solutions, LLC in order to provide funding for the Asset Information Management System to support the monitoring, analysis, reporting and visualization of the Infrastructure of the City of Columbus as soon as possible, to ensure the safety of the travelling public 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 2020 Capital Improvements Budget authorized by ordinance 2521-2020 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / C.I.B. / Change / C.I.B. as Amended
7704 / P530103-100014 / Arterial Street Rehabilitation - James Road (Livingston to Main) (Voted 2019 SIT Supported) / $1,222,000.00 / ($650,000.00) / $572,000.00
7704 / P540004-100000 / Asset Information Management System (Voted 2019 SIT Supported) / $0.00 / $650,000.00 / $650,000.00
SECTION 2. That the transfer of $650,000.00, or so much thereof as may be needed, is hereby authorized within Fund 7704 (Streets and Highways Bond Fund), from Dept-Div 5912 (Design and Construction), Project P530103-100014 (Arterial Street Rehabilitation - James Road (Livingston to Main)), Object Class 06 (Capital Outlay) to Dept-Div 5912 (Design and Construction), Project P540004-100000 (Asset Information Management System), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 3. That Council finds it is in the best interest of the City of Columbus to waive the competitive bidding provisions of City Code Chapter 329 relating to formal competitive bidding requirements and hereby waives said section.
SECTION 4. That the Director of Public Service be, and hereby is, authorized to enter into a professional services contract with Cultivate Geospatial Solutions, LLC located at 4583 Herb Garden Drive, New Albany, Ohio 43054, for the Asset Information Management System project in an amount up to $650,000.00.
SECTION 5. That the expenditure of $650,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7704 (Streets and Highways Bond Fund), Dept-Div 5912 (Design and Construction), Project P540004-100000 (Asset Information Management System), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 6. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 7. 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 8. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 9. 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.