Explanation
1. BACKGROUND
The City of Columbus, Department of Public Service currently holds a contract with Infrastructure Management Services (IMS). This legislation authorizes the Director of Public Service to modify and increase this contract with IMS in the amount of $256,678.00.
Work performed to date on this contract includes survey of the condition of arterial streets in the entire City network using a Road Surface Tester (RST) and collection of right-of-way asset information. Work to be performed as part of future tasks includes, but not limited to, testing of the City's entire residential street network. Network level testing using block-to-block referencing will be performed on approximately 1583 test miles of pavement using stationing from the previous survey. The field investigation will include a Laser RST surface condition survey, GPS referencing, 3 camera digital video, and an environmental survey. IMS will install the current version of the PavePRO Manager pavement management software with the updated field data and digital images at 25' intervals. The pavement management software will be linked to the City's GIS and department staff will be provided update training in software operation and data interpretation.
Contract amount was arrived at through negotiations with the vendor. Services are provided on a unit-price basis and the City will be charged only for the actual number of miles tested and included in the database.
Original contract amount: $500,000.00 (Ordinance 1165-2007, EL007889)
Modification number 1 amount: $75,000.00 (Ordinance 0970-2010, EL010731)
Modification number 2: $256,678.00
Total contact amount, including this modification: $831,678.00
Ordinance 1165-2007 authorized the contract for IMS as a sole source vendor in that the asset management database utilized is proprietary. The information contained within the database can only be duplicated by IMS, and the equipment they own and operate to collect the data is highly specialized and serves to populate only this database. It would be uneconomical for the City to consider purchasing this type of equipment and collecting data necessary for input into the system.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Infrastructure Management Services.
2. CONTRACT COMPLIANCE
Infrastructure Management Service's contract compliance number is 20-0843083 and expires 3/18/15.
3. FISCAL IMPACT
Funding for this modification is available within the Streets and Highways G.O. Bond Fund due to cancellation of encumbrances from completed projects. A transfer of cash and authority is necessary for this project and will be reimbursed after the 2013 Bond Sale.
4. EMERGENCY DESIGNATION
Emergency action is requested to allow this modification to proceed on schedule to provide funding for necessary roadway surveying and testing to determine priority roadway and asset management projects.
Title
To amend the 2013 Capital Improvement Budget, to authorize the City Auditor to transfer cash and appropriation between projects within the Streets & Highways Bond Fund; to authorize the Director of Public Service to execute a contract modification with Infrastructure Management Services in connection with the Resurfacing - Pavement and Asset Management project; to authorize the expenditure of $256,678.00 from the Streets and Highways Bonds Fund for this contract modification; and to declare an emergency. ($256,678.00)
Body
WHEREAS, the Department of Public Service currently holds the contract for the Resurfacing - Pavement and Asset Management project with Infrastructure Management Services; and
WHEREAS, City Auditor's Contract No. EL007889 was authorized by Ordinance No. 1165-2007; and
WHEREAS, City Auditor's Contract No. EL010731was authorized by Ordinance No. 0970-2010; and
WHEREAS, the Director of Public Service has identified the need to modify and increase this professional service contract to provide for additional roadway testing and surveying by Infrastructure Management Services; and
WHEREAS, this legislation authorizes the second modification to this contract in the amount of $256,678.00; and
WHEREAS, a satisfactory proposal has been submitted by Infrastructure Management Services; and
WHEREAS, it is necessary to authorize an amendment to the 2013 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that this contract should be modified immediately so that funding can be made available for necessary roadway surveying and testing to determine priority roadway and asset management projects; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the 2013 Capital Improvement Budget authorized by ordinance 0645-2013 be amended as follows to establish sufficient authority for this project:
Fund / Project / Project Name / Current / Change / Amended
704 / 530282-100053 / Resurfacing-Preventive Surface Treatments (Voted Carryover) / $35,752 / ($35,752) / $0
704 / 530282-100054 / Resurfacing-SR 3-Long-Cleveland-Westerville Rd (Voted Carryover) / $344 / ($344) / $0
704 / 530282-100055 / Resurfacing 2010-Project 4 (Voted Carryover) / $87,069 / ($87,069) / $0
704 / 530282-100061 / Resurfacing-Zone 2 (Voted Carryover) / $121,187 / ($116,849) / $4,338
704 / 530282-100001 / Resurfacing - Pavement & Asset Mgmt / (Voted Carryover) / $579 / $240,012 / $240,591
746 / 530282-100056 / / Resurfacing 2010-Project 5 (Voted Carryover) / $16,088 / ($16,088) / $0
746 / 530282-100001 / Resurfacing - Pavement & Asset Mgmt / (Voted Carryover) / $0 / $16,088 / $16,088
SECTION 2. That the City Auditor be and is hereby authorized to transfer of cash and appropriation within the Streets & Highways G.O. Bond Fund as follows:
Transfer from:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 530282-100053 / Resurfacing-Preventive Surface Treatments / 06-6600 / 748253 / $35,751.49
704 / 530282-100054 / Resurfacing-SR 3-Long St-Cleveland-Westerville Rd / 06-6600 / 748254 / $343.04
704 / 530282-100055 / Resurfacing 2010-Project 4 / 06-6600 / 742855 / $87,068.67
704 / 530282-100061 / Resurfacing-Zone 2 / 06-6600 / 748261 / $116,849.09
746 / 530282-100056 / Resurfacing 2010-Project 5 / 06-6600 / 768256 / $16,087.19
Transfer to:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 530282-100001 / Resurfacing - Pavement & Asset Mgmt / 06-6600 / 742001 / $240,012.29
746 / 530282-100001 / Resurfacing - Pavement & Asset Mgmt / 06-6600 / 742821 / $16,087.19
SECTION 3. That the Director of Public Service be and is hereby authorized to modify and increase a contract with Infrastructure Management Services, Inc., 1820 W. Drake Dr., Suite 108, Tempe, AZ, 85283 (contracting address) for the Resurfacing - Pavement and Asset Management contract in the amount of $256,678.00;
SECTION 4. That for the purpose of paying the cost of this contract mod, the sum of $256,678.00 or so much thereof as may be needed, is hereby authorized to be expended from the Streets and Highways G.O. Bonds Fund, No. 704 as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 530282-100001 / Resurfacing - Pavement & Asset Mgmt / 06-6682 / 742001 / $240,590.81
746 / 530282-100001 / Resurfacing - Pavement & Asset Mgmt / 06-6682 / 742821 / $16,087.19
SECTION 5. 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 6. 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 7. 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 8. 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.