Explanation
This ordinance authorizes the Director of the Department of Public Utilities to renew the contract with Irth Solutions, LLC to supply, integrate, and support a Ticket Management System (TMS).
The purpose of the TMS is to receive and process utility locate requests generated by Ohio 811 for the Department of Public Utilities (DPU). DPU receives approximately 160,000 locate requests from Ohio 811 annually. Upon receipt of these requests, DPU line location staff marks underground electric, water, sludge, and sewer facilities in the proposed excavation area. TMS is a necessity in ensuring various buried assets are not damaged.
PROCUREMENT:
In 2020, DPU solicited a Request for Proposal for a Ticket Management System (RFQ016767). Two (2) proposals (2 MAJ) were received and opened on November 20, 2020. Originally, the Selection Committee recommended further negotiations with 4iQ Solutions, LLC. However, negotiations failed and, pursuant to section 329.28 (h) of Columbus City Code, the Selection Committee recommended an award to Irth Solutions, LLC.
The original contract, authorized by Ordinance 2712-2021, was for one (1) year with the option of five (5) annual renewals, or a portion thereof, based upon mutual agreement of the parties, availability of funding, and approval by Columbus City Council. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested. This ordinance authorizes a renewal for the third year of the contract, which will be extended through February 28, 2025.
This ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of the Columbus City Codes relating to contract modifications and renewals.
1. Amount of additional funds: Total amount of additional funds needed for this renewal No. 2 is $35,517.68. Total contract amount including this modification is $104,979.69.
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract.
3. Reason other procurement processes were not used: This renewal is part of the terms of the contract as originally bid.
4. How was cost determined: The cost is in accordance with the original agreement
SUPPLIER:
Irth Solutions LLC | D365 Vendor # 008549 | EIN on file | Expires 12/14/2023 |
The company does not hold MBE or WBE status.
The Contractor 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.
FISCAL IMPACT:
$35,517.68 is budgeted and available for this contract renewal.
$35,983.18 has been spent in 2023
$33,478.82 was spent in 2022
$0.00 was spent in 2021
Title
To authorize the Director of the Department of Public Utilities to renew the contract with Irth Solutions, LLC to supply, integrate, and support a Ticket Management System for the Department of Public Utilities; and to authorize the expenditure of $35,517.68 split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds. ($35,517.68)
Body
WHEREAS, the Department of Public Utilities (DPU) the Department of Public Utilities has a contract with Irth Solutions, LLC for a Ticket Management System (TMS); and
WHEREAS, the TMS allows DPU to receive and process utility locate requests generated by Ohio 811 so staff can mark underground electric, water, sludge, and sewer facilities in a proposed excavation area, which is necessary in ensuring various buried assets are not damaged; and
WHEREAS, DPU solicited a Request for Proposals for a TMS in 2020 and the original contract language allowed for a one (1) year contract with the option to renew for five (5) additional one (1) year terms, or a portion thereof, based upon mutual agreement of the parties, availability of funding and approval by Columbus City Council; and
WHEREAS, Ordinance 2712-2021 authorized the initial year of the contract and Ordinance 3502-2022 authorized the second year to and including February 28, 2024; and
WHEREAS, this ordinance authorizes the third year of the contract to and including February 28, 2025; and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of the Columbus City Codes; and
WHEREAS, the expenditure of $35,517.68 or so much thereof as may be needed, is hereby authorized from object class 03, Services, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds, per the accounting codes attached to the ordinance; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, to authorize the Director of Public Utilities to renew the contract to supply, integrate, and support a Ticket Management System with Irth Solutions, LLC; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Utilities is hereby authorized to renew the contract to supply, integrate, and support a Ticket Management System with Irth Solutions, LLC, 5009 Horizons Dr., Columbus, OH 43230. Renewal No.2 to this contract adds $35,517.68.
SECTION 2. That this renewal is in accordance with the relevant provisions of Chapter 329 of the Columbus City Codes.
SECTION 3. That the expenditure of $35,517.68 or so much thereof as may be needed, is hereby authorized from object class 03, Services, split among the Electricity, Water, Sanitary Sewer, and Stormwater Operating Funds, per the accounting codes attached to the 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 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.