Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to modify a professional services contract with Woolpert, Inc. to add additional funds to augment the original scope of services in the Asset Work Order System (AWOS) project.
Ordinance 2748-2023 authorized the Director of Public Service to enter into a professional services contract with Woolpert, Inc. in the amount of up to $549,590.00 for the AWOS project. The intent of this project is to provide the City of Columbus, Department of Public Service an improved Work Order and Asset Management System to provide the ability to view, manage assets, create work orders, monitor resources across the enterprise with the capability to “measure and manage” performance, identify needs, plan work, and report with the highest level of transparency available. The department is requesting additional functionality that was not included in the original scope of services. Including these additional functions now enhances software integrations and customizations allowing for more automation and increased efficiencies of AWOS. Section 2.1 of the underlying contract authorizes the City to expand the scope of services of the contract along with a right to cancel the contract at any time without a predetermined contract termination date.
This planned contract modification adds additional funds for software maintenance, and technical support and adds additional code modification enhancements related to the Asset Work Order System (AWOS) project.
1.1 Amount of additional funds to be expended: $250,000.00
This ordinance authorizes the Director of Public Service to modify the contract in the amount of $250,000.00.
The original contract amount: $ 549,590.00 (PO4203748, Ord. 2748-2023)
The total of Modification No. 1: $ 250,000.00 (This Ordinance)
The contract amount including all modifications: $ 799,590.00
1.2 Reason additional goods/services could not be foreseen:
This is a modification that is necessary to add additional funds to pay for software maintenance, technical support, and additional software coding related to the Asset Work Order System (AWOS) project.
1.3 Reason other procurement processes are not used:
The Asset Work Order System (AWOS) project was formally advertised, bids were evaluated and the proposal from Woolpert, Inc. was selected by the committee as the best. Annual contract modifications will continue to be required for maintenance and support related to this custom software. It is in the best interest of the city to modify this contract with Woolpert, Inc. in order to avoid having to duplicate efforts thereby costing the City extra funds to implement.
1.4 How cost of modification was determined:
The cost of this contract modification is consistent with the direct labor, overhead, and profit rates established within the original proposal/contract as negotiated during the RFP/RFQ process.
2. CONTRACT COMPLIANCE
The contract compliance number for Woolpert, Inc. is CC001040 and expires 04/17/2025.
3. FISCAL IMPACT
Funding in the amount of $125,000.00 is available within Fund 6500, Mobility Enterprise Fund. The remaining amount of $125,000.00 is available in Fund 2265, the Street Construction Maintenance and Repair Fund. All funds are budgeted and appropriated.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was bid with an anticipated City of Columbus MBE/WBE Program goal of 10% as assigned by the City’s Office of Diversity and Inclusion (ODI). Failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance as described in the “City’s Minority and Women-Owned Business Enterprise & Small Local Business Enterprise Program Manual” and in the “City of Columbus MBE/WBE Program Special Provision” that were part of the bid documents for this contract.
5. EMERGENCY DESIGNATION:
The department requests emergency designation for this ordinance so that work can continue developing the Asset Work Order System (AWOS) project computer systems so that they can be put into service as quickly as possible for the immediate preservation of the public health, peace, property, safety and welfare of the traveling public.
Title
To authorize the Director of the Department of Public Service to modify a professional services contract with Woolpert, Inc. for the Asset Work Order System (AWOS) project; to authorize the expenditure of up to $250,000.00 from the Mobility Enterprise Fund, and the Street Construction Maintenance and Repair Fund, and to declare an emergency. ($250,000.00)
Body
WHEREAS, the Department of Public Service is engaged in the Asset Work Order System (AWOS) project program; and
WHEREAS, contract no. PO420378 with Woolpert, Inc. in the amount of $549,590.00, was authorized by ordinance no. 2748-2023; and
WHEREAS, it has become necessary to modify the contract in an amount up to $250,000.00 and provide additional funds for the Asset Work Order System (AWOS) project; and
WHEREAS, funding for this expenditure is available in the Mobility Enterprise Fund, and the Street Construction Maintenance and Repair fund; 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 to modify a contract with Woolpert, Inc. to continue developing the Asset Work Order System (AWOS) so that they can be put into service as quickly as possible, all 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 Service be, and hereby is, authorized to enter into a contract modification with Woolpert, Inc. at One Easton Oval, Suite 310, Columbus, OH 43219, for Asset Work Order System (AWOS) project in the amount of $250,000.00, or so much thereof as may be needed, in accordance with the plans and specifications on file in the Department of Public Service, which are hereby approved.
SECTION 2 That the expenditure of $125,000.00, or so much thereof as may be needed, is hereby authorized in Fund 6500, (Mobility Enterprise Fund), Dept-Div 5901 (Director’s Office), in Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 3. That the expenditure of $125,000.00, or so much thereof as may be needed, is hereby authorized in Fund 2265, (Street Construction Maintenance and Repair Fund), Dept-Div 5901 (Director’s Office), in Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 4. That the 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 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 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 7. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is 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 (10) days after its passage if the Mayor neither approves nor vetoes the same.