Explanation
1. BACKGROUND:
This ordinance authorizes the Director of Public Service to modify and increase the existing software, software licensing, and maintenance services contract with ReCollect Systems, Inc. to add the Waste Wizard application and to add funds for year three of the contract.
In November of 2013 the Department of Public Service entered into a three-year contract with ReCollect Systems to use their web application for the city’s refuse, recycling, and yard waste programs. This application allows residents to search by address to determine collection dates, to populate a printable calendar to serve as a reminder for collection dates, to receive reminders about collection days, and to sign-up to receive emailed updates about the programs. There is also an administrative dashboard which provides metrics and allows customizable schedules.
In July of 2015, per ordinance 1436-2015, the Department of Public Service added ReCollect’s street sweeping web application to the contract. The success of the refuse program demonstrated this type of interaction is useful to residents. This same interaction applied to the street sweeping program is expected to increase awareness of street sweeping times, reduce towing of resident vehicles, and increase street sweeping efficiency. The street sweeping web application is expected to be operational in early 2016.
The ReCollect Waste Wizard will be added to the contract through this ordinance. It is an on-line educational tool to assist users in finding organizations that will recycle or dispose of materials in an environmentally friendly way, diverting more materials from the landfill. It is meant to complement the city’s residential recycling program with Rumpke.
The following is the history of the contract funding:
$ 15,000.00 Original Contract Amount (ED049735)
$ 15,000.00 Amount of Contract Modification number 1 (ED051812)
$ 8,250.00 Amount of Contract Modification number 2 (EL017276, ordinance #1436-2015)
$ 30,999.00 Amount of Contract Modification number 3 (this modification)
$ 69,249.00 Total contract amount including all modifications
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against ReCollect Systems, Inc.
2. CONTRACT COMPLIANCE
The contract compliance number for ReCollect Systems, Inc. is 981077853 and expires 09/28/17.
3. FISCAL IMPACT
Cash and budget appropriation are available for this expenditure within the Department of Public Service Street Construction Maintenance and Repair Fund, the Department of Public Service Division of Refuse Collection General Fund Budget, and the Mayor’s Office 2014-15 Get Green Initiative grant.
4. Emergency Justification
Emergency action is requested to allow implementation of this service as soon as possible to aid efforts to divert materials from the landfill.
Title
To authorize the Director of Public Service to modify and increase the existing software, software licensing, and maintenance services contract with ReCollect Systems, Inc., to add the Waste Wizard application and to add funds for year three of the contract; and to declare an emergency. ($30,999.00)
Body
WHEREAS, the Department of Public Service has an existing contract with ReCollect to use the ReCollect web application for refuse collection, recycling services, yard waste collection, and street sweeping services; and
WHEREAS, funds need to be added for year three of the contract; and
WHEREAS, there is a need to provide an additional service to residents who want to recycle or dispose of items in an environmentally friendly way that are not accepted through the city’s residential recycling program; and
WHEREAS, ReCollect can provide this service with their Waste Wizard application; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary for implementation of the Waste Wizard application to aid efforts to divert materials from the landfill, thereby preserving the public health, peace, prosperity, 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 and directed to modify and increase the existing contract with ReCollect Systems, Inc., 3381 Cambie Street, Suite 528, Vancouver, BC V5Z-4R3, for the ReCollect software, software licensing, and maintenance services contract, in the amount of up to $30,999.00, bringing the total contract amount to $69,249.00.
SECTION 2. That for the purpose of paying the cost of this contract modification the sum of up to $30,999.00, or so much thereof as may be needed, is hereby authorized to be expended from the Street Construction Maintenance and Repair Fund, No. 265, for the Department of Public Service Division of Infrastructure Management; from the Department of Public Service Division of Refuse Collection General Fund, No. 010; and from the Mayor’s Office General Government Grants Fund, No. 220, as follows:
Fund / Fund Name / O.L. 01-03 Codes / OCA / Amount
265 / SCMRF / 03-3336 / 591155 / $13,000.00
010 / Admin - Administrative Mgt / 03-3336 / 593566 / $15,000.00
220 / 2014-15 Get Green Initiative / 03-3347 / 401401 / $2,999.00
SECTION 3. 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 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.