Explanation
This ordinance authorizes the Director of the Department of Technology (DoT) to modify an existing contract with TP Resources for phase 2 enhancements to the Pavement Assessment Work-limit System (PAWS) 2.0 on behalf of the Department of Public Service (DPS). This modification will add $597,292.00 to the existing contract. The term of this modified contract will commence on the date of confirmed purchase order by the CityAuditor’s Office and end at the conclusion of the project.
On December 7, 2020, Ordinance no. 2727-2020 ($430,000.00) authorized entering into contract with TP Resources for development of a Pavement Assessment Work-limit System (PAWS) 2.0 for the Department of Public Service (DPS). However, DPS requested that certain enhancements be added to the system. These enhancements included: First-year maintenance and support, Database management, Reporting, Pavement asset management integration, Advanced group pay function and Ramp management.
On November 22, 2021, Ordinance no. 2871-2021 ($247,050.00) authorized modifying the contract with TP Resources for development of a Pavement Assessment Work-Limit System (PAWS) 2.0 for the Department of Public Service (DPS). DPS had requested that certain enhancements be added to the system. These enhancements were authorized as Phase 1 and included the following: First-year maintenance and support, Database management, Reporting, Pavement asset management integration, Advanced group pay function and Ramp management.
This ordinance will authorize modifying the contract with TP Resources for Phase 2 enhancements and devlopment of a Pavement Assessment Work-Limit System (PAWS) 2.0 for the Department of Public Service (DPS). New functionality is expected to be managed as a second phase of the PAWS 2.0 project. The new functionality (Phase 2) to improve the current PAWS system will be centered around Data and Functionality, Mapping and Production, Reporting, Pavement Asset Management Integration, System Performance and Contingency Reporting. This purchase adds further functionality to newly developed software used to manage the design of the Columbus resurfacing and other right of way maintenance programs. This funding allows the software to be improved and provide highly efficient functions for designers. The programs that this software supports continue to grow while staffing has not. This is essential to help and maintain the volume of work needed by Columbus and replaced a 20 year old software that had reached end of life. The total amount of funding being requested via this legislation is $597,292.00. Including this request, the aggregate contract total amount is $1,274,342.00.
This Ordinance also requests waiver of the relevant sections of Chapter 329 of Columbus City Codes pertaining to competitive bidding. To bid this out at this time would slow down the project considerably.
Finally, this ordinance authorizes the expenditure of $597,292.00 for the above-described enhancements.
FISCAL IMPACT
In years 2020 and 2021, the Department of Technology (DoT) legislated $430,000.00 (via Ord. 2727-2020) and $247,050.00 (via Ord. 2871-2021) respectively with Tran Products, LLC dba TP Resources for Pavement Assessment Work-Limit System (PAWS). Funds for these PAWS 2.0 Phase 2 enhancements/new functionality are budgeted and available in the Street Construction Maintenance fund, Department of Public Service, Division of Transportation Design and Construction. Including this modification request, the aggregate contract total amount is $1,274,342.00.
CONTRACT COMPLIANCE
Vendor Name: Tran Products, LLC dba TP Resources
City Acct. DAX #: 003126
FID#/CC#: 27-2843241
Expiration Date: 08/09/2024
EMERGENCY
Emergency action is requested to avoid service interruption and to also ensure that a purchase order is established as soon as possible for project continuity and continuation of the project without interruption.
Title
To authorize the Director of the Department of Technology to modify an existing contract with Tran Products LLC, doing business as TP Resources, on behalf of the Department of Public Service for enhancements to its Pavement Assessment work-limit System (PAWS) 2.0 Phase 2; to waive relevant sections of Columbus City Codes pertaining to competitive bidding; to authorize the expenditure of $597,292.00 from the Operating Budget of the Street Construction Maintenance fund in the Department of Public Service, Division of Transportation Design and Construction; and to declare an emergency. ($597,292.00)
Body
WHEREAS, the original contract was authorized on December 7, 2020, Ordinance no. 2727-2020 passed, authorizing The Department of Technology (DoT) to enter into contract with TP Resources for development of a Pavement Assessment Work-limit System (PAWS) 2.0 for the Department of Public Service (DPS); and
WHEREAS, on November 22, 2021, Ordinance no. 2871-2021 passed, which authorized modifying the contract with TP Resources for development of a Pavement Assessment Work-limit System (PAWS) 2.0 phase 1; and
WHEREAS, the Department of Public Service has requested that the above-mentioned contract with Tran Products LLC, doing business as TP Resources, be modified to add funds for enhancements to their Pavement Assessment Work-limit System (PAWS) 2.0 Phase 2; and
WHEREAS, DoT wishes to modify said contract, on behalf of the Department of Public Service, by adding funds totaling $597,292.00; and
WHEREAS, a waiver of the relevant sections of Chapter 329 of Columbus City Codes pertaining to competitive bidding is needed for this contract modification; and
WHEREAS, funds for this modification are budgeted and available in the Street Construction Maintenance fund, Department of Public Service, Division of Transportation Design and Construction; and
WHEREAS, an emergency exists in the usual and daily operation of the Department of Technology in that it is immediately necessary to authorize the Director of Technology, on behalf of the Department of Public Service, to modify an existing contract with Tran Products LLC, doing business as TP Resources, for enhancements to the Pavement Assessment Work-limit System (PAWS) 2.0 Phase 2 for project continuity and continuation of the project without interruption, 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 Director of the Department of Technology be and is hereby authorized to modify an existing contract with Tran Products LLC, doing business as TP Resources, on behalf of the Department of Public Service for enhancement to Public Service’s Pavement Assessment Work-limit System (PAWS) 2.0 Phase 2, the term of which will begin on the date of a confirmed purchase order by the City Auditor’s Office and end at the conclusion of the project at a total cost of $597,292.00.
SECTION 2. That the expenditure $597,292.00, or so much thereof as may be necessary is hereby authorized to be expended as follows in the attachment to this ordinance. (See 2709-2022 EXP)
SECTION 3. That this Council finds that it is in the City's best interest to waive the competitive bidding provisions of Columbus City Code Chapter 329 and such provisions are hereby waived.
SECTION 4. 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 5. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriate, and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. 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.