Explanation
BACKGROUND: This legislation authorizes the Director of Public Utilities to enter into a professional service agreement with ARCOS LLC for the implementation of an Overtime Call-Out System to assist in the tracking, reporting and automated calling of Department of Public Utilities (DPU) employees for overtime opportunity purposes.
The Department of Public Utilities (DPU) is required to offer overtime (OT) to eligible employees on a rolling basis based on various criteria including but not limited to classification, previous OT acceptance/rejection, and union agreements. Currently this type of information is tracked via Excel spreadsheet or other offline methods and lacks conformity across Divisions and calls to eligible staff are made manually. This system will be used Department wide by all DPU's Divisions, including Water, Sewerage & Drainage and Power.
PROCUREMENT: Request for proposals (RFP) were formally advertised on the Vendor Services and Bonfire websites in accordance with the procedures set forth in Columbus City Codes, Chapter 329 from June 27, 2022 to July 29, 2022. The city received three (3) responses. The proposals were deemed responsive and were fully evaluated when the Evaluation Committee met on August 24, 2022. Of the three (3) responses, the committee selected these firms for additional interviews to further discuss their project proposals. These interviews were conducted on October 4-12, 2022. The Evaluation Committee met again on November 18, 2022 submitted final scores and recommended that the Overtime Call-Out System project be awarded to ARCOS, LLC. The committee felt that ARCOS LLC submitted the strongest proposal overall for the following reasons: 1.) Solution offered various methods for contacting employees 2.) Well developed solutions for overtime equalization needs. The Director concurred.
The term of this contract shall be for a period of five (5) years from date of execution to May 30, 2028. For each year of the five (5) year contract, funds for services shall be reviewed, and expenditures shall be approved by ordinance of City Council, and appropriation and certification of funds by the City Auditor, with the option to renew for an additional five (5) one (1) year terms for a total of ten (10) years based on funding availability; mutual agreement between the parties, approval of ordinance of Columbus City Council, and appropriation and certification of funds by the City Auditor.
The maximum obligation of the City for services described in this contract for the period commencing from date of execution or May 31, 2023 whichever comes first, through May 30, 2024 (“Year 1") is limited to the amount of $503,895.00 (includes contingency funds of $43,000.00) unless all the following occur: this Contract is modified in writing; Columbus City Council enacts an ordinance approving the new amount; and the Columbus City Auditor has certified the availability of the additional funds. Funds for years two (2) through five (5) are subject to annual approval by Columbus City Council and appropriation by the Columbus City Auditor and shall be memorialized in a written modification to this Contract. The City is not obligated to spend the maximum obligation authorized for any year under this Contract. Year two (2) costs under this Contract for the period from May 31, 2024 through May 30, 2025 are estimated at $245,895.00. Year three (3) costs for the period from May 31, 2025 through May 30, 2026 are estimated at $245,895.00. Year four (4) costs for the period from May 31, 2026 through May 30, 2027 are estimated at $245,895.00. Year five (5) costs for the period from May 31, 2027 through May 30, 2028 are estimated at $245,895.00.
SUPPLIER: ARCOS, LLC, Vendor# 031696, Contract Compliance# CC-031696 expires 12/21/24, MAJ.
FISCAL IMPACT: $503,895.00 (includes a contingency fund of $43,000.00) is needed for this service.
$0.00 was spent in 2022
$0.00 was spent in 2021
Title
To authorize the Director of the Department of Public Utilities to enter into contract with ARCOS, LLC., for the implementation of an Overtime Call-Out System for the Department of Public Utilities; to authorize the expenditure of $503,895.00 from the Electricity Operating Fund, the Water Operating Fund, the Sewer System Operating Fund and the Stormwater Operating Fund ($503,895.00).
Body
WHEREAS, the Department of Public Utilities has a need for professional services for an Overtime Call-Out System that will assist in the tracking, reporting and automated calling of DPU employees for overtime opportunity; and
WHEREAS, the Department of Public Utilities solicited a Request for Proposals for an Overtime Call-Out System (RFQ022200) in accordance with relevant provisions of Columbus City Code Chapter 329 relating to awarding professional service contracts through requests for proposals. Three (3) Requests for Proposal (RFP) were received on July 29, 2022. Of the three (3) responses, the committee selected all of them for additional interviews and requested clarification of their proposals. These interviews were conducted on October 4-12, 2022, The Evaluation Committee met again on November 18, 2022 to submit final scores and recommended that the Overtime Call-Out System project be awarded to ARCOS, LLC; and
WHEREAS, the contract amount will be utilized to provide services under this contract related to the Overtime Call-Out System for use throughout the Department of Public Utilities; and
WHEREAS, services under this agreement are to be provided for a period of five (5) years from date of execution to May 30, 2028. For each year of the five (5) year contract, funds for services shall be reviewed, and expenditures shall be approved by ordinance of City Council, and appropriation and certification of funds by the City Auditor, with the option to renew for an additional five (5) one (1) year terms for a total of ten (10) years based on funding availability; mutual agreement between the parties, approval of ordinance of Columbus City Council, and appropriation and certification of funds by the City Auditor.
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to enter into an agreement with ARCOS, LLC for the implementation of Overtime Call-Out System for the Department of Public Utilities; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Director of the Department of Public Utilities be and is hereby authorized to enter into contract for implementation of the Overtime Call-Out System with ARCOS, LLC, 8800 Lyra Drive, suite 200, Columbus. OH 43240, in accordance with the terms on file in the office of the Department of Public Utilities.
SECTION 2. The said firm shall conduct the work to the satisfaction of the Director of Public Utilities.
SECTION 3. That the expenditure of $503,895.00 (includes a contingency fund of $43,000.00), or so much thereof as may be needed, is hereby authorized per the accounting codes in the attachment to this 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.