Explanation
This legislation authorizes the Director of Public Utilities contract modification No. 1 with contract with Irth Solutions, LLC to supply, integrate, and support a Ticket Management System (TMS) for the purpose of receiving and processing utility locate requests as generated by Ohio 811 for the Department of Public Utilities. The City of Columbus, Department of Public Utilities (DPU) receives approximately 155,000 locate requests from Ohio 811 annually. Upon receipt of these requests, the Department of Public Utilities marks underground electric, water, sludge, and sewer facilities in the proposed excavation area. The Ticket Management System is a necessity in ensuring various buried assets are not damaged within the community.
The City of Columbus, Department of Public Utilities solicited a Request for Proposal for a Ticket Management System (RFQ016767). Two (2) proposals (2 MAJ) were received and opened on November 20, 2020. Originally, the Selection Committee recommended further negotiations with 4iQ Solutions, LLC. At this point, the negotiations have failed pursuant to section 329.28 (h), and the Selection Committee is now recommending an award to Irth Solutions, LLC.
The original contract was for one (1) year with the option of five (5) annual renewals, or a portion thereof, based upon mutual agreement of the parties, availability of funding and approval by Columbus City Council. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested. This contract is being modified for year 2 of the contract and extended through February 28, 2024.
This ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of the City Code relating to contract modifications and renewals.
SUPPLIER: Irth Solutions, LLC. (46-1568259) V#008549 expires12/14/2023 does not hold MBE/FBE status.
The company is not 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.
1. Amount of additional funds: Total amount of additional funds needed for this modification No. 1 is $35,983.19. Total contract amount including this modification is $69,837.01 (Original contract PO304715- $33,853.82)
2. Reasons additional funds were not foreseen: The need for additional funds was known at the time of the initial contract.
3. Reason other procurement processes were not used: Work under this modification is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: $35,983.19 is budgeted and needed for this purchase.
$65,982.53 was spent in 2021
$31,557.00 was spent in 2020
EMERGENCY DESIGNATION: Emergency designation is being requested due to unforeseen delays in the procurement process. This contract is critical to our operations and further delays would cause a disruption of services that are needed for the support of the ticket management system.
Title
To authorize the Director of Public Utilities to enter into a planned modification with Irth Solutions, LLC to supply, integrate and support a Ticket Management System for the Department of Public Utilities, to authorize the expenditure of $35,983.19 from the Electricity Operating Fund, the Water Operating Fund, the Sewer System Operating Fund, and the Stormwater Operating Fund; and to declare an emergency. ($35,983.19).
Body
WHEREAS, the Department of Public Utilities has a contract with Irth Solutions, LLC for a Ticket Management System (TMS); and
WHEREAS, the original contract language allowed for a one (1) year contract with the option to renew for five (5) additional successive one (1) year terms after the initial one (1) year period, or a portion thereof, based upon mutual agreement of the parties, availability of funding and approval by Columbus City Council; and
WHEREAS, the Department of Public Utilities now wishes to modify and increase contract PO304715 with Irth Solutions, LLC to supply, integrate, and support a Ticket Management System (TMS) for the purpose of receiving and processing utility locate requests as generated by Ohio 811 for the Department of Public Utilities; and
WHEREAS, this modification No. 1 will extend the contract through and including February 28, 2024, and add $35,983.19. All terms and conditions of the original agreement remain in full force and effect. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested; 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 modify and increase the contract with Irth Solutions, LLC for ticket management system needs so there is no disruption in this service, 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 be and is hereby authorized to modify and increase contract No. PO304715 Irth Solutions, LLC, 5009 Horizons Dr., Columbus, OH 43220 for the Ticket Management System (TMS) for the purpose of receiving and processing utility locate requests as generated by the Ohio 811 for the Department of Public Utilities, in accordance with the terms and conditions as shown on file in the office of the Department of Public Utilities. The amount of modification No. 1 is ADD $35,983.19. Total contract amount including this modification is $69,837.01.
SECTION 2. That said firm shall conduct the work to the satisfaction of the Director of Public Utilities.
SECTION 3. That this modification is in accordance with the relevant provisions of Chapter 329 of City Code relating to contract modifications and renewals.
SECTION 4. That the expenditure of $35,983.19 or so much thereof as may be needed, is hereby authorized in Fund 6100 Sanitary Sewer Operating Fund, Fund 6000 Water Operating Fund, Fund 6300 Power Operating Fund, and Fund 6200 Stormwater Operating Fund, in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 6. That for 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.