Explanation
The purpose of this legislation it to authorize the Director of Public Utilities to execute a planned modification of an existing service agreement with Irth Solutions, Inc. to supply, integrate and support a Ticket Management System (TMS) for the purpose of receiving and processing utility line locate requests as generated by the Ohio Utilities Protection Service (OUPS). The City of Columbus, Department of Public Utilities (DPU) receives approximately 120,000 buried asset utility line locate requests from OUPS annually. Upon receipt of these requests, DPU marks underground electric, water, and sewer facilities in the proposed excavation area. The TMS provides an internet-based ticket management solution as well as a locally installed mobile solution which can operate in a disconnected environment.
The original contract was in effect for one (1) year to and including February 28, 2013. The contract language allows for the Department of Public Utilities to extend the contract for two (2) additional years on a year to year basis upon mutual agreement and budgeted funds. This proposed modification is the 3rd year of the contract. The new expiration date will be February 28, 2015.
SUPPLIER: Irth Solutions, Inc. (31-1137223), expires May 11, 2013 and 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 for this contract modification No. 2 is $33,000.00. Total contract amount including this modification is $94,500.00.
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract, as this is a planned modification of the contract. This legislation is to encumber the funds budgeted for fiscal year 2014 for the Department of Public Utilities.
3. Reason other procurement processes not used: Work under this modification is a continuation of services included in the scope of the original 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: $33,000.00 is budgeted and available for this planned modification. This ordinance is contingent on the passage of the 2014 Operating Budget, Ordinance #2731-2013.
$31,500.00 was spent in 2013
$30,000.00 was spent in 2012
Title
To authorize the Director of Public Utilities to enter into a planned modification of the Ticket Management System contract with Irth Solutions, Inc. for the Department of Public Utilities, and to authorize the expenditure of $33,000.00 from the Sewerage System Operating Fund. ($33,000.00)
Body
WHEREAS, the Department of Public Utilities has a contract with Irth Solutions, Inc. for a Ticket Management System, and
WHEREAS, the original contract was in effect for one (1) year to and including February 28, 2013. The contract language allows for the Department of Public Utilities to extend the contract for two (2) additional years on a year to year basis upon mutual agreement and budgeted funds, and
WHEREAS, this planned modification No. 2 of the contract will provide for the continuation of the services without interruption, and
WHEREAS, the vendor has agreed to modify and extend DL018206 at current prices and conditions and it is in the best interest of the City to exercise this option, and
WHEREAS, the Director of Public Utilities wishes to extend and increase the existing contract for one (1) year with a new expiration date of February 28, 2015; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities be and hereby is, authorized to modify and increase Contract No. DL018206 with Irth Solutions, Inc. for the supply, integration and support of a Ticket Management System, in accordance with the terms and conditions as shown in the agreement on file in the office of the Division of Sewerage and Drainage. Total amount of modification No. 2 is ADD $33,000.00. Total contract amount including this modification is $94,500.00.
SECTION 2. That this modification is in accordance with Section 329.16 of the Columbus City Codes.
SECTION 3. That the expenditure of $33,000.00, or so much thereof as may be necessary, be and the same hereby is authorized from the Sewerage System Operating Fund 650, Department 60-05, to pay the cost of the modification to Contract DL018206, as follows.
OCA: 605077
Object Level One: 03
Object Level 3: 3332
Amount: $33,000.00
Total Requested Amount: $33,000.00
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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.