Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to modify an existing professional services contract with RouteSmart Technologies, Inc. (RouteSmart) relative to the Route Optimization System project.
Ordinance 1223-2015 authorized the Director of Public Service to execute a professional services contract with RouteSmart to facilitate the implementation of a route optimization system for City refuse collection and snow removal services.
Ordinance 2752-2016 authorized the Director of Public Service to execute a contract modification with RouteSmart to facilitate the acquisition of additional equipment necessary to the completion of the aforesaid route optimization system.
Ordinance 2101-2017 authorized the Director to execute a contract modification with RouteSmart to support annual software licensing and maintenance fees through June 30, 2018.
The purpose of this modification is to extend the term of the existing contract with RouteSmart and to authorize the payment of annual software licensing and maintenance fees through September 30, 2019.
Original Contract Amount: $1,000,000.00 (Ord. 1223-2015, EL017163)
Modification 1 Amount: $57,655.00 (Ord. 2752-2016, PO041262)
Modification 2 Amount: $77,579.00 (Ord. 2101-2017, PO101426)
Modification 3 Amount: $68,529.00 (This ordinance)
Total Contract Amount, including all Modifications: $1,203,763.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against RouteSmart Technologies, Inc.
2. CONTRACT COMPLIANCE
Presently, RouteSmart Technologies, Inc. does not have a valid contract compliance number and will be required to become contract compliant before entering into contract with the City.
3. FISCAL IMPACT
Funds in the amount of $68,529.00 are available for this project as follows: $47,970.00 in the General Fund and $20,559.00 in the Street Construction Maintenance and Repair Fund.
4. EMERGENCY DESIGNATION
Emergency action is requested in order to authorize payment to RouteSmart for annual licensing and maintenance fees as soon as reasonably practicable in order to prevent any interruptions in service.
Title
To authorize the Director of Public Service to modify an existing contract with RouteSmart Technologies, Inc., for annual licensing and maintenance fees relative to the Routing Optimization System project; to authorize the expenditure of up to $47,970.00 from the General Fund; to authorize the expenditure of up to $20,559.00 from the Street Construction Maintenance and Repair Fund; and to declare an emergency. ($68,529.00)
Body
WHEREAS, Ordinance 1223-2015 authorized the Director of Public Service to execute a professional services contract with RouteSmart Technologies, Inc. (RouteSmart) for the provision of technical services necessary to facilitate the implementation of a route optimization system for City refuse collection and snow removal services; and
WHEREAS, Ordinance 2752-2016 authorized the Director of Public Service to execute a contract modification with RouteSmart to acquire additional equipment needed for the route optimization system; and
WHEREAS, Ordinance 2101-2017 authorized the Director of Public Service to execute a contract modification with RouteSmart to support annual software licensing and maintenance fees through June 30, 2018; and
WHEREAS, there is a need to extend the term of the existing professional services contract with RouteSmart and to authorize the payment of annual software licensing and maintenance fees through September 30, 2019; and
WHEREAS, this legislation authorizes the Director of Public Service to execute a third modification with RouteSmart for the aforesaid purpose; 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 requisite contract modification in order to facilitate payment of annual licensing and maintenance fees to RouteSmart as soon as reasonably practicable so as to avoid any service interruptions, 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 be and is hereby authorized to modify a contract with RouteSmart Technologies, Inc., 8850 Stanford Blvd., Suite 3250, Columbia, Maryland, 21045, relative to the Route Optimization System project.
SECTION 2. That the expenditure of $47,970.00, or so much thereof as may be needed, is hereby authorized in Fund 1000 (General Fund), Dept-Div 59-02 (Division of Refuse Collection), Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 3. That the expenditure of $20,559.00, or so much thereof as may be needed, is hereby authorized in Fund 2265 (Street Construction Maintenance and Repair Fund), Dept-Div 59-11 (Division of Infrastructure Management), Object Class 03 (Purchased Services) per 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 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 7. 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.