Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to renew an agreement with Gudenkauf Corporation, for maintenance and restoration services in support of the City’s fiber optic infrastructure. The original agreement was authorized by ordinance 0817-2014, passed May 12, 2014, in award of solicitation SA005282. That agreement included options to renew for two (2) additional one year terms, subject to mutual agreement and approval of proper City authorities. Most recently ordinance 1026-2015 passed May 18, 2015 authorized the first renewal option (second of a three year agreement), providing service for the period May 22, 2015 to May 21, 2016. This ordinance will authorize the second and final renewal option (third year of a three year agreement), providing service for the period May 22, 2016 to May 21, 2017 at a cost of $120,000.00.
The City owns approximately 500 miles of fiber optic cabling in various strand count quantities throughout the City. Services are needed to regularly inspect and maintain these assets, and provide emergency restoration in the event of unforeseen damage to the fiber network. This agreement provides labor, equipment, and materials needed to ensure reliable operation of the City’s fiber network.
With the implementation of the state mandated Ohio Utility Protection Services program (OUPS), effective January 1, 2016, the fiber optic cable location requests have increased and require an estimated additional funding of $70,000.00 (part of the total ask of $120,000.00). Actual numbers vary per month and we currently have two months of data to work from. Additional funding may be necessary as more actual data is collected.
This ordinance will also authorize the extension and expenditure of any unspent balance on purchase order EL017122 ($5,605.17 as of March 11, 2016) through May 21, 2017, in support of existing maintenance work currently in progress.
CONTRACT COMPLIANCE:
Vendor Name: Gudenkauf Corporation CC# : 31-0908234 (DAX Vendor Account#:004454) Expiration Date: 01/30/2017
EMERGENCY DESIGNATION:
Emergency action is requested to initiate service from the contractor at the negotiated prices.
FISCAL IMPACT:
In 2014 and 2015, the Department of Technology legislated $132,555.96 (via Ord. 0817-2014) and $70,000.00 (via Ord. 1025-2015) with Gudenkauf Corporation for maintenance and restoration services in support of the City’s fiber optic infrastructure. Funds for this year's expense have been budgeted and are available within the Department of Technology, Information Services Division, Information Services Operating Fund. Including this renewal, the aggregate contract total amount is $322,555.96.
Title
To authorize the Director of the Department of Technology to renew an agreement with Gudenkauf Corporation for maintenance and restoration services for fiber optic infrastructure; to authorize the extension and expenditure of any unspent balance of a previously certified purchase order; to authorize the expenditure of $120,000.00 from the Department of Technology, Information Services Division, Information Services Operating Fund; and to declare an emergency. ($120,000.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology to renew an agreement with Gudenkauf Corporation for maintenance and restoration services in support of the City’s fiber optic infrastructure; and
WHEREAS, the original agreement was authorized by ordinance 0817-2014, passed May 12, 2014, in award of solicitation SA005282. That agreement included options to renew for two (2) additional one year terms, subject to mutual agreement and approval of proper City authorities. Ordinance 1026-2015 passed May 18, 2015 authorized the first renewal option (second of a three year agreement), providing service for the period May 22, 2015 to May 21, 2016. This ordinance will authorize the second and final renewal option (third year of a three year agreement), providing service for the period May 22, 2016 to May 21, 2017 at a cost of $120,000.00; and
WHEREAS, the City owns approximately 500 miles of fiber optic cabling in various strand count quantities throughout the City. Services are needed to regularly inspect and maintain these assets, and provide emergency restoration in the event of unforeseen damage to the fiber network; and
WHEREAS, this ordinance will also authorize the extension and expenditure of any unspent balance on purchase order EL017122 ($5,605.17 as of March 11,2016) through May 21, 2017; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director to renew an agreement with Gudenkauf Corporation for maintenance and restoration services in support of the City’s fiber optic infrastructure, for the preservation of 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 Director of the Department of Technology, be and is hereby authorized to renew an agreement with Gudenkauf Corporation, for maintenance and restoration services in support of the City’s fiber optic infrastructure for the period May 22, 2016 to May 21, 2017 at a cost of $120,000.00. This ordinance will also authorize the extension and expenditure of any unspent balance on purchase order EL017122 ($5,605.17 as of March 11, 2016) through May 21, 2017.
SECTION 2: That the expenditure of $120,000.00 or so much thereof as may be necessary is hereby authorized to be expended from: (See attachment 0773-2016 EXP)
Department: 47| Division: 47-02| Object Class: 03| Main Account: 63050:|Fund: 5100|Subfund: 510001|Program: IT015| Section 3: 470201|Section 4: IT01| Section 5: IT0103| Amount: $120,000.00|
SECTION 3: 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 4: 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 5: 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.