Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to modify an agreement with Michael Vander Does, to provide professional services in support of Columbus Television (CTV) renovation projects. The original agreement (ED046822) was executed August 16, 2012, and subsequently modified by authority of ordinance 2338-2012, passed December 3, 2012, through purchase order EL013767 and ordinance 2645-2013, passed December 2, 2013, through purchase order EL015117. This modification will extend the agreement to provide additional professional services. The modified agreement will be for a term period of one year from the date of a purchase order certified by the Columbus City Auditor's Office, and will provide an additional $13,800 to assist City staff in managing the renovation projects.
*Amount of additional funds to be expended: $13,800.00
ED046822 $19,000.00
EL013767 Modification # 1 $20,000.00
EL015117 Modification # 2 $18,000.00
Modification # 3 $13,800.00
TOTAL $70,800.00
To meet immediate service needs, this modification adds an additional $13,800.00 to the existing agreement to provide for services to support the effective management and documentation of the renovation project.
*Reasons additional goods/services could not be foreseen:
These additional needs have arisen from several unforeseen construction requirement and design changes that were not anticipated when the original agreement was established.
*Reason other procurement processes are not used:
Given Mr. Vander Does' involvement in the original design work and design modification, it is in the City's best interests to retain his services in support of the renovation project. Procuring these services from another vendor would diminish the efficiency and effectiveness of those services, as an alternate vendor would not be familiar with the designs.
*How cost of modification was determined:
The cost of the service was negotiated with Mr. Vander Does. Mr. Vander Does will provide services as specified the statement of work as part of this one year agreement, and will enable the City to better document and manage the project.
Given that this service is being procured without competitive bidding, this ordinance requests a waiver of competitive bidding requirements of Columbus City Code, in accordance with Chapter 329.
FISCAL IMPACT:
During 2012 and 2013, the Department of Technology (DoT) encumbered a total of $39,000.00 and $18,000.00 respectively for renovation design services for the modernization of the CTV facilities as part of the technology transition to HDTV. The funds for this contract modification in the amount of $13,800.00 are available in the Department of Technology, Information Services Division, internal service fund. Including this modification, the aggregate contract total amount is $70,800.00.
CONTRACT COMPLIANCE:
Vendor: Michael Vander Does C.C# : 04 - 6480246 Expiration Date: 05/27/2016
Title
To authorize the Director of the Department of Technology to modify an agreement with Michael Vander Does, to provide professional services in support of Columbus Television (CTV) renovation project; to extend the agreement for a coverage term period of one year from the date of a purchase order certified by the Columbus City Auditor's Office to provide services as identified in the statement of work for the CTV renovation project, final drawings, and client representation and advocacy services; to waive the competitive bidding provisions of the Columbus City Code; and to authorize the expenditure of $13,800.00 from the Department of Technology, Information Services Division, internal services fund. ($13,800.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology to modify a contract with Michael Vander Does, for professional services in support of Columbus Television (CTV) renovation projects, additional client representation and advocacy services; and
WHEREAS, the original agreement (ED046822) was executed August 16, 2012, and most recently modified by the authority of ordinance 2645-2013, passed December 2, 2013, through purchase order EL015117; and
WHEREAS, this modification will extend the agreement to provide additional client representation and advocacy services as identified in the statement of work for the CTV renovation project. The modified agreement will be for a one year term, from the date of a purchase order certified by the Columbus City Auditor's Office, and will provide an additional $13,800.00 to assist City staff in managing the renovation projects; and
WHEREAS, this ordinance requests approval of the services provided by Michael Vander Does and to waive the competitive bidding provisions of the Columbus City Code Chapter 329 as it has been determined Michael Vander Does will modify a contract with the Department of Technology; and
WHEREAS, it is immediately necessary for the Director of the Department of Technology to modify a contract with Michael Vander Does for professional services in support of Columbus Television (CTV) renovation projects, thereby preserving the public health, peace, safety, and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That the Director of the Department of Technology be and is hereby authorized to modify a contract with Michael Vander Does for professional services in support of Columbus Television (CTV) renovation projects. This modification will extend the agreement to provide additional client representation and advocacy services as identified in the statement of work for the CTV project. The modified agreement will be for a one year term, from the date of a purchase order certified by the Columbus City Auditor's Office, and will provide an additional $13,800.00 to assist City staff in managing the renovation project.
SECTION 2: That the expenditure of $13,800.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div.: 47-02| Fund: 514| Sub-fund: 001| OCA Code: 472425| Obj. Level 1: 03| Obj. Level 3: 3336| Amount: $13,800.00| {Professional Services}
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 Council finds it in the best interests of the City to waive the competitive bidding provisions of the Columbus City Code, Chapter 329.
SECTION 6: That this ordinance shall take effect and be in force from and after the earliest period allowed by law.