Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to enter into professional services contracts with Tran Products dba Polygon Solutions in the amount of up to $410,085.00 for the Infrastructure Asset Management Geo-Spatial Professional Services project.
The City of Columbus, Department of Public Service, is responsible for managing over 10 billion dollars in physical infrastructure assets for the 14th largest city in the United States. In an effort to better manage the performance and investments of the system, the intent of this project is to establish a professional services task order for automating the pavement management process, geo-locating maintenance agreements, developing a Street Network Roadway Manual, asset inventory data clean up services and conducting training on ESRI Roads and Highways, and the Feature Manipulation Engine (FME).
The Department of Public Service, Office of Support Services, solicited Requests for Proposals for the Infrastructure Asset Management Geo-Spatial Professional Services contract. The project was formally advertised on the Vendor Services and Bonfire web sites from July 20, 2022 to August 17, 2022. The city received two (2) responses. An interview and Q&A session was held with the committee and both consultants September 1, 2022. All proposals were deemed responsive and were fully evaluated when the Evaluation Committee met on September 1, 2022. The responding firms were:
Company Name City/State Majority/MBE/MBR/F1/AS1/PHC
Polygon Solutions Columbus, OH MBE
Woolpert, Inc. Columbus, OH Majority
Polygon Solutions received the highest score by the evaluation committee and will be awarded the Infrastructure Asset Management Geo-Spatial Professional Services contract.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Polygon Solutions.
2. CONTRACT COMPLIANCE
The contract compliance number for Polygon Solutions is CC003126 and expires 08/09/2024.
3. FISCAL IMPACT
Funding for this contract is budgeted, available, and appropriated within Fund 2265, the Street Construction Maintenance and Repair Fund.
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 12% as assigned by the City’s Office of Diversity and Inclusion (ODI). After ODI’s review of the Utilization Plan and other related information the contractor submitted with their bid response, ODI has approved an MBE/WBE Program goal of 50% for this contract. 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
Emergency action is requested to expedite this contract to update the management and maintenance of infrastructure as soon as possible, to ensure the safety of the travelling public.
Title
To authorize the Director of the Department of Public Service to enter into a professional services contract with Polygon Solutions for the Infrastructure Asset Management Geo-Spatial Professional Services project; to authorize the expenditure of up to $410,085.00 from the Street Construction Maintenance and Repair Fund; and to declare an emergency. ($410,085.00)
Body
WHEREAS, there is a need to enter into a professional services contract to provide for better management and improvement of the performance and investments of physical infrastructure assets; and
WHEREAS, the Department of Public Service, Office of Support Services, solicited Requests for Proposals for the Infrastructure Asset Management Geo-Spatial Professional Services project; and
WHEREAS, Polygon Solutions submitted the best overall proposal for this project; and
WHEREAS, it is necessary to enter into a contract with Polygon Solutions for the provision of professional engineering consulting services described above in the amount of up to $410,085.00; and
WHEREAS, this contract opportunity was submitted to the City’s Office of Diversity and Inclusion (ODI) for review and assignment of an MBE/WBE goal prior to bidding; and
WHEREAS, this contract was bid with an anticipated City of Columbus MBE/WBE Program goal of 12% as assigned by the City’s Office of Diversity and Inclusion (ODI); and
WHEREAS, after ODI’s review of the Utilization Plan and other related information the contractor submitted with their bid response, ODI has approved an MBE/WBE Program goal of 50% for this contract; and
WHEREAS, failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance; 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 enter into a professional services contract with Polygon Solutions in order to provide funding for the Infrastructure Asset Management Geo-Spatial Professional Services so that the management and maintenance of infrastructure may be up to date as soon as possible, to ensure the safety of the travelling public 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 professional services contract with Polygon Solutions at 5500 New Albany Road, Columbus, Ohio 43054, for the Infrastructure Asset Management Geo-Spatial Professional Services project in an amount up to $410,085.00.
SECTION 2. That the expenditure of $89,055.00, 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 3. That the expenditure of $188,430.00, or so much thereof as may be needed, is hereby authorized in Fund 2265, (Street Construction Maintenance and Repair Fund), Dept-Div 5911 (Infrastructure Management), in Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $93,215.00, or so much thereof as may be needed, is hereby authorized in Fund 2265, (Street Construction Maintenance and Repair Fund), Dept-Div 5912 (Design and Construction), in Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $39,385.00, or so much thereof as may be needed, is hereby authorized in Fund 2265, (Street Construction Maintenance and Repair Fund), Dept-Div 5913 (Traffic Maintenance), in Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 6. 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 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.