Explanation
1. BACKGROUND
The intent of this project was to implement a data collection system to be installed in each refuse truck to be used with the existing Routeware 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 Routeware that displays routes to be followed by each vehicle. It is anticipated the new equipment will be phased-in over a three-five year period, and will require continued support of the software for an indefinite period. This ordinance will authorize funds for Modification No. 5 of the contract. Original contract Ordinance 1696-2019.
1.1 Amount of additional funds to be expended: $312,000.00
Original contract amount: $295,000.00 (PO189716)
Modification No. 1 amount: $150,000.00 (PO249284)
Modification No. 2 amount: $262,501.60 (PO277932)
Modification No. 3 amount: $250,000.00 (PO335102)
Modification No. 4 amount: $250,000.00 (PO431051)
Modification No. 5 amount: $312,000.00 (This Ordinance)
Contract amount including all modifications \ $1,519,501.60
1.2 Reasons additional goods/services could not be foreseen:
This is a planned modification.
1.3 Reason other procurement processes are not used:
This contract was bid using the City’s RFP process. This modification was described and was anticipated in the original contract as a future modification. Another procurement process is not required.
1.4 How cost of modification was determined:
The cost, terms and conditions are in accordance with the original agreement.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Routeware. Routeware, Inc. is licensed with the Office of the Secretary of State to conduct business in the State of Ohio.
2. CONTRACT COMPLIANCE
Routeware, Inc. contract compliance number is CC030689, expired 9/6/2021. The vendor will need to update their compliance with the City before a contract can be executed.
3. FISCAL IMPACT
Funding for this contract is available within the Division of Refuse Collection General Fund operating budget.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was in place prior to the implementation of the Minority and Woman Owned Business Enterprise & Small Local Business Enterprise program and as such is not a part of the program.
5. EMERGENCY DESIGNATION
Emergency action is requested to expedite this contract to avoid a contract lapse which could lead to operational disruptions, thereby preserving the public health, peace, safety, and welfare of the traveling public.
Title
To authorize the Director of Public Service to modify the contract with Routeware, Inc. for Street Equipment-Refuse Data Collection System software; to authorize the expenditure of up to $312,000.00 from the Division of Refuse Collection General Fund operating budget to pay for this contract; and to declare an emergency. ($312,000.00)
Body
WHEREAS, there is a need to modify a professional services contract to provide for the upgrading and implementing a data collection system installed in each refuse truck to be used with the Routeware Inc. routing system software; and
WHEREAS, a modification will be performed for the funding for year five contingent upon the needed funding being available; and
WHEREAS, the Director of Public Service is hereby authorized to modify its professional services contract with Routeware, Inc.; now, therefore
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 modify the contract with Routeware, Inc. in order to avoid operational disruptions 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 Director of Public Service is hereby authorized to modify its 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 $312,000.00.
SECTION 2. That the expenditure of $312,000.00, or so much thereof as may be needed, is hereby authorized in Fund 1000 (General Fund), from Dept-Div 5902 (Refuse Collection), Subfund 100010 (General Fund Operating), in Object Class 03 (Maintenance of Software) per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 4. 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 5. 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 6. 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.