Explanation
BACKGROUND: The Department of Technology has a need to evaluate the condition of the City's computer center's aging Heating, Ventilation and Air Conditioning (HVAC) system. The HVAC system is critical to daily computer operations, as it controls humidity and provides most favorable air temperatures required for the computer facility environment.
This legislation authorizes the Director of the Department of Technology to establish a contract, with Advanced Engineering Consultants, Ltd., for professional services, to assist with developing engineering plans and bid specifications for the evaluation of the computer center's HVAC system. This effort is necessary to determine the need for improvements, repairs and or replacement of the HVAC system, which will ultimately reduce the risk of service interruption associated with computer operations, which provides services to various City Agencies.
The Department of Technology followed the guidelines of City Code Chapter 329.14, awarding professional service contracts through the requests for proposals (RFP). The RFP was prepared and posted on the City's solicitation web site and was mailed to potential offerors. Also, they were mailed to those who responded to the solicitation notice; with a total of ten (10) proposals mailed. Among the ten (10) mailings were three (3) certified emerging MBE businesses. Additionally, during the RFP process, the Department formed an evaluation committee. This committee consisted of three (3) members. These members represented City Departments of EBOCO and the Department of Technology. Out of this process five (5) offers were received:
Dynamix Engineering Ltd
Prater Engineering Associates
Star Consultants Inc.
LLI Engineering, Inc.
Advanced Engineering Consultants, Ltd.
Calls were made to the references and the results conveyed to the evaluation team.
Advanced Engineering Consultants Ltd was unanimously selected by the evaluation team and is recommended for award. The basis of the award was the understanding of the DoT needs, past experience in similar projects and pricing.
There are no sub-contractors proposed for this contract.
Funds for this project were budgeted and are available within the Information Services Capital Improvement Fund.
This ordinance also authorizes the transfer of cash between projects within the Information Services Bond Fund, and amends the 2006 Capital Improvement Budget to accommodate the expenditures authorized by this ordinance.
EMERGENCY: There is an immediate need to establish a contract with Advanced Engineering Consultants, Ltd. to enable the immediate evaluation of the HVAC and the development of the scope and specifications. The desire is to begin improvements, repairs and or replacement process before the 2007 summer months.
FISCAL IMPACT: There have been no previous costs for this type of contract.
There is sufficient budget authority available in the 2006 Information Services Capital Improvement Fund.
CONTRACT COMPLIANCE NUMBER:
311612308 -- Expiration: 07/13/2008 Advanced Engineering Consultants, Ltd.
Title
To authorize the Director of the Department of Technology to establish a contract with Advanced Engineering Consultants, Ltd. for HVAC engineering services for the Department of Technology; to authorize the transfer of cash between projects in the Information Services Capital Improvement Fund; to amend the 2006 capital improvements budget; to authorize the expenditure of $50,000.00 from the Information Services Capital Improvement Fund; and to declare an emergency. ($50,000.00)
Body
WHEREAS, the Department of Technology seeks services to assist in developing engineering plans and bid specifications for the data center's HVAC system; and
WHEREAS, this legislation will authorize the Director of the Department of Technology to establish a contract for said services; and
WHEREAS, the Department of Technology followed the guidelines of City Code Chapter 329.14, awarding professional service contracts through the requests for proposals (RFP).
WHEREAS, it is necessary to transfer cash between projects in the Information Services Capital Improvement Fund; and
WHEREAS, it is necessary to amend the 2006 Capital Improvements Budget for the aforementioned purpose; and
WHEREAS, there is sufficient capital authority in the Clearpath Server Upgrades Project No. 470040 to accommodate this purchase; and
WHEREAS, an emergency exits in the usual daily operation of the Department of Technology in that it is immediately necessary to establish a contract with Advanced Engineering Consultants, Ltd. for HVAC engineering services essential to support daily operations of all City agencies, thereby protecting 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 the Department of Technology be and is hereby authorized to establish a contract with Advanced Engineering Consultants, Ltd. to assist in developing engineering plans and bid specifications for the data center's HVAC system.
SECTION 2. That the City Auditor is hereby authorized and directed to transfer monies within the Information Services Capital Improvement Fund, Subfund No. 514-002, Department of Technology, Information Services Division, Division No. 47-02, as follows:
From:
Project Number: 470040| Project Name: Clearpath Server Upgrades| Amount Transfer Out: $12,485| Current Balance in Project: $138,531.13| New Balance in Project: $126,046.13
To:
Project Number: 470036|Project Name: HVAC Upgrade| Amount Transfer In: $12,485| Current Balance in Project:$37,515.25 |New Balance in Project: $50,000.25
SECTION 3. That the Capital Improvement Budget for the Department of Technology, Information Services Capital Fund, Fund 514, Subfund 002 is hereby amended as follows in order to establish sufficient funding authority:
Current 2006 CIB:
Project Number: 470040| Project Name: Clearpath Server Upgrades| Amount: $138,531
Project Number: 470036|Project Name: HVAC Upgrade| Amount: $37,515
Revised CIB:
Project Number: 470040| Project Name: Clearpath Server Upgrades| Amount: $126,046
Project Number: 470036|Project Name: HVAC Upgrade| Amount: $50,000
SECTION 4. That paying for the cost of this project, the expenditure, in an amount not to exceed $50,000.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.: 47-02| Fund: 514| Subfund: 002| Project Number: 470036| Project Name: HVAC Upgrade |OCA: 470036|Obj. Level 1: 06| Obj. Level 3: 6620| Amount: $50,000.00.
SECTION 5 . 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.