Explanation
1. BACKGROUND
This ordinance authorizes a bidding waiver for the Director of Public Service to modify a professional services contract with Routeware, Inc to add additional funds for software maintenance, technical support, and continued services in the amount of $350,000.00 for the Refuse Data Collection System.
The Department of Public Service, Office of Support Services, solicited Requests for Proposals for the Street Equipment-Refuse Data Collection System contract. The project was formally advertised on the Bonfire and Vendor Services websites from October 23, 2018, to November 29, 2018. The City received one (1) response. The proposal was deemed responsive and was fully evaluated when the Evaluation Committee met on December 6, 2018. The responding firm was:
Company Name City/State Majority/MBE
Routeware, Inc. Portland, OR MAJ
Routeware, Inc. received 81.0 out of a possible 100 score from the evaluation committee. After a satisfactory demonstration period in order to evaluate performance of the system, Routeware, Inc. was awarded the Street Equipment-Refuse Data Collection System contract.
Ordinance 1696-2019 authorized the Director of Public Service to enter in to a professional service contract for the provision of a data collection system, and equipment, to be installed in each refuse truck for one year, with the option of five one-year renewals. This was integrated with the existing routing system from the same vendor to gather routing and refuse collection data and allow reporting of data for management and efficiency purposes. New equipment replaced the existing equipment that displayed routes followed by each vehicle.
Contract modifications were planned for funding for subsequent years of the contract. It was anticipated the new equipment would be phased-in over a three-to-five-year period, and would require continued support of the software for an indefinite period.
Ordinance 2458-2020 authorized modification 1 of the original contract to provide additional funding for phase 2 of the project, which included installation and programming of hardware and monthly service fees. Ordinance 1245-2021 authorized modification 2 of the original contract to provide additional funding for phase 3 of the project, which included the continuation of installation and programming of hardware and monthly service fees. Ordinance 1210-2022 authorized modification 3 of the original contract which included the continuation of installation and programming of hardware and monthly service fees. Ordinance 1617-2023 authorized modification 4 of the original contract to provide yearly funding for continuation of installation and programming of hardware and monthly service fees. Ordinance 1699-2024 authorized modification 5 of the original contract to provide yearly funding for continuation of monthly service fees. This ordinance authorizes modification 6 of the original contract to provide yearly funding for continuation of monthly service fees, as anticipated in the original contract.
1.1 Amount of additional funds to be expended: $350,000.00
Original contract amount: $295,000.00 (PO189716, Ord. 1696-2019)
Modification No. 1 amount: $150,000.00 (PO249284, Ord. 2458-2020)
Modification No. 2 amount: $235,000.00 (PO277932, Ord. 1245-2021)
Modification No. 3 amount: $250,000.00 (PO335102, Ord. 1210-2022)
Modification No. 4 amount: $250,000.00 (PO431051, Ord. 1617-2023)
Modification No. 5 amount: $312,000.00 (PO462170, Ord. 1699-2024)
Modification No. 6 amount: $350,000.00 (This Ordinance, Ord. 1635-2025)
Contract amount including all modifications: $1,842,000.00
1.2 Reasons additional goods/services could not be foreseen:
This is a planned modification that is necessary to add additional funds to pay for software maintenance, technical support, and continued services.
1.3 Reason other procurement processes were not used:
This project was formally advertised, bids were evaluated and the proposal from Routeware, Inc. was selected by the committee. Annual contract modifications will continue to be required for maintenance and support related to this contract.
1.4 How cost of modification was determined:
The cost and terms and conditions are in accordance with the original contract.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Routeware. Routeware, Inc. is licensed with the Office of the Secretary of State to conduct business in the State of Ohio.
2. CONTRACT COMPLIANCE
Routeware, Inc. contract compliance number is CC030689, expiring 5/21/2027.
3. FISCAL IMPACT
Funding for this contract is available within the Division of Refuse Collection General Fund operating budget.
4. EMERGENCY DESIGNATION
Emergency action is requested to expedite this contract to avoid a contract lapse which could lead to refuse collection operational disruptions, thereby preserving the public health, peace, safety, and welfare of the traveling public.
Title
To authorize the Director of the Department of Public Service to modify the contract with Routeware, Inc. for Street Equipment-Refuse Data Collection System software; to waive the formal bidding requirements of the Columbus City Codes; to authorize the expenditure of up to $350,000.00 from the Division of Refuse Collection General Fund operating budget to pay for this contract; and to declare an emergency. ($350,000.00)
Body
WHEREAS, there was a need to provide for the upgrading and implementing a data collection system to be installed in each refuse truck to be used with the existing RouteSmart routing system; and
WHEREAS, the Department of Public Service, Office of Support Services, solicited Requests for Proposals for the Street Equipment-Refuse Data Collection System project; and
WHEREAS, a multi-year contract was entered with Routeware, Inc. for the provision of professional services described above in the amount of up to $295,000.00 for one year with the option of three one-year renewals; and
WHEREAS, contract modifications were planned for funding subsequent years support of software maintenance, technical support, and continued services; and
WHEREAS, the original contract with Routeware, Inc., in the amount of $295,000.00, was authorized by ordinance no. 1696-2019; and
WHEREAS, contract modification one with Routeware Inc., in the amount of $160,000.00, was authorized by ordinance no. 2458-2020; and
WHEREAS, contract modification two with Routeware, Inc., in the amount of $235,000.00, was authorized by ordinance no. 1245-2021; and
WHEREAS, contract modification three with Routeware, Inc., in the amount of $250,000.00, was authorized by ordinance no. 1210-2022; and
WHEREAS, contract modification four with Routeware, Inc., in the amount of $250,000.00, was authorized by ordinance no. 1617-2023; and
WHEREAS, contract modification five with Routeware, Inc., in the amount of $312,000.00, was authorized by ordinance no. 1699-2024; and
WHEREAS, Routeware, Inc. is the only vendor capable of providing their proprietary program that is compatible with the City's current hardware; and
WHEREAS, it is necessary to waive the competitive bidding requirements of Columbus City Code and modify the contract in an amount up to $350,000.00 to continue software maintenance, technical support, and continued services; 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 modify the contract with Routeware, Inc. in order to avoid refuse collection operational disruptions 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 Public Service be, and hereby is, authorized to enter into a contract modification with Routeware, Inc. at 16575 SW 72nd Avenue, Portland, Oregon, 97224, for the Refuse Data Collection System in an amount up to $350,000.00.
SECTION 2. That City Council finds that it is in the best interest of the City of Columbus to waive the formal competitive bidding requirements of City Code Chapter 329.
SECTION 3. That the expenditure of $350,000.00, or so much thereof as may be needed, is hereby authorized in Fund 1000 (General Fund), from Dept-Div 5902 (Refuse Collection), Subfund 100010 (General Fund Operating), in Object Class 03 (Maintenance of Software) per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 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.