Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to enter into professional services contracts with Routeware, Inc. in the amount of up to $295,000.00 for the Street Equipment-Refuse Data Collection System project.
The intent of this project is to implement a data collection system to be installed in each refuse truck to be used with the existing RouteSmart routing system. This system will gather routing and refuse collection data to allow reporting of data for management and efficiency purposes, as well as replacing the existing equipment provided by RouteSmart that displays routes to be followed by each vehicle. It is anticipated the new equipment will be phased-in over a three-year period.
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 web sites from October 23, 2018, to November 29, 2019. 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/MBR/F1/AS1/PHC
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 in an actual work situation, Routeware, Inc. will be awarded the Street Equipment-Refuse Data Collection System contract.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Routeware, Inc.
The budgeted amount is $295,000 for the first year of the five-year contract. Years two through five of the contract are contingent upon funding being available. Contract modifications will be written to add funds for years two through five of the contract if the funding is available. Funding needs for those years range from $270,000 to $300,000 a year.
2. CONTRACT COMPLIANCE
Routeware, Inc. is currently working towards becoming contract compliant.
3. FISCAL IMPACT
Funding for this contract is available within Fund 7748, the General Permanent Improvement NonBond Fund. An amendment to the 2019 Capital Improvement Budget is required to match cash and establish sufficient budget authority for the project. A cash transfer within Fund 7748 is required to move cash to the proper project. Funds will also need to be appropriated within Fund 7748.
4. EMERGENCY DESIGNATION
Emergency action is requested to expedite this contract to complete the project in a timely manner, thereby preserving the public health, peace, safety, and welfare of the travelling public.
Title
To amend the 2019 Capital Improvement Budget; to authorize the transfer of funds within the General Permanent Improvement Non-Bond Fund; to appropriate funds within the General Permanent Improvement Non-Bond Fund; to authorize the Director of Public Service to enter into a professional services contract with Routeware, Inc. for the Street Equipment-Refuse Data Collection System project; to authorize the expenditure of up to $295,000.00 from the General Permanent Improvement NonBond Fund to pay for this contract; and to declare an emergency. ($295,000.00)
Body
WHEREAS, there is a need to enter into a professional services contract 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, Routeware, Inc. submitted the best overall proposal for this project; and
WHEREAS, it is necessary to enter into a multi-year contract with Routeware, Inc. for the provision of professional services described above in the amount of up to $295,000.00 for the first year; and
WHEREAS, a modification will be performed for the funding for years two through five contingent upon the needed funding being available; and
WHEREAS, it is necessary to authorize an amendment to the 2019 Capital Improvement Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, it is necessary for Council to authorize a transfer of funds and to appropriate funds within Fund 7748, the General Permanent Improvement NonBond Fund, to establish sufficient cash to pay for the project; 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 contract with Routeware, Inc. in order to expedite this contract to complete the project in a timely manner, 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 2019 Capital Improvements Budget authorized by ordinance 1326-2019 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / C.I.B. / Change / C.I.B. as Amended
7748 / P520757-100000 / 59-02 Refuse Collection Container (General Perm Imp Carryover) / $289,756.00 / $7,735.00 / $297,491.00 (to match cash)
7748 / P520757-100000 / 59-02 Refuse Collection Container (General Perm Imp Carryover) / $297,491.00 / ($295,000.00) / $2,491.00
7748 / P530020-100030 / Street Equipment-Refuse Data Collection System (General Perm Imp Carryover) / $0.00 / $295,000.00) / $295,000.00
SECTION 2. That the transfer of $295,000.00, or so much thereof as may be needed, is hereby authorized within Fund 7748 (General Permanent Improvement NonBond Fund), from Dept-Div 5902 (Refuse Collection), Project P520757-100000 (59-02 Refuse Collection Container), Object Class 06 (Capital Outlay) to Dept-Div 5902 (Refuse Collection), Project P530020-100030 (Street Equipment-Refuse Data Collection System), Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 3. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2019, the sum of $295,000.00 is appropriated in Fund 7748 (General Permanent Improvement NonBond Fund), from Dept-Div 5902 (Refuse Collection), Project P530020-100030 (Street Equipment-Refuse Data Collection System), in Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 4. That the Director of Public Service be, and hereby is, authorized to enter into a professional services contract with Routeware, Inc. at 16575 SW 72nd Avenue, Portland, Oregon, 97224, for the Street Equipment-Refuse Data Collection System project in an amount up to $295,000.00.
SECTION 5. That the expenditure of $295,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7748 (General Permanent Improvement NonBond Fund), from Dept-Div 5902 (Refuse Collection), Project P530020-100030 (Street Equipment-Refuse Data Collection System), in Object Class 06 (Capital Outlay) 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 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 8. 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 9. 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.