Explanation
BACKGROUND:
This ordinance will authorize the Director of the Department of Technology to modify an existing contract with Ice Miller Whiteboard, LLC to provide professional services for the creation of a construction and management agreement with BlueMile for the purpose of managing and connecting the City of Columbus' fiber optic assets. The original contract with Ice Miller Whiteboard, LLC was established in December 2012 via ED047150. This contract modification allows Ice Miller Whiteboard and the Department of Technology, on behalf of the City of Columbus, to work together to complete a construction and management agreement for the continued expansion and management of the City's fiber optic infrastructure, at a cost of $20,000.00. It was not known at the time of the original contract the extent of professional services that would be needed to complete the project work; therefore it is in the City's best interest to continue these services through Ice Miller Whiteboard, LLC , instead of through another procurement process. The pricing offered the City was obtained via the quote provided by the vendor. This ordinance also requests $5,000 in contingency funds to accommodate for any unforeseen changes to the project scope. The total amount requested via this ordinance is $25,000.00.
Ice Miller Whiteboard provides growth and development strategies to local governments with a focus on Telecommunications, broadband and network solutions. Whiteboard provides broadband planning services such as:
· Development and drafting of fiber optic agreements and broadband policy
· Telecommunications and technology contracting and service negotiations/agreements
This ordinance in addition to the approval request to modify the existing contract; also request to waive the competitive bidding provisions of the Columbus City Code 329.06, to continue services with Ice Miller Whiteboard, LLC to complete the project work.
EMERGENCY DESIGNATION:
Emergency legislation is required to facilitate prompt contract execution and related payment for services.
FISCAL IMPACT:
In 2012, $20,000.00 was expended (via ED047150) on the original contract with Ice Miller Whiteboard, LLC, to provide professional services in the creation of an agreement for the purpose of managing and connecting the City of Columbus' fiber optic assets. The passage of this ordinance will authorize a contract modification for an additional $20,000.00 with a contingency of $5,000.00 for any unforeseen changes to the project scope from the Department of Technology, Internal Services Fund. Including this modification, the aggregate contract total is $40,000.00 unless contingency funds are needed the amount would be $45,000.00.
CONTRACT COMPLIANCE:
Vendor Name: Ice Miller Whiteboard, LLC F.I.D#/C.C#: 35 - 0874357 Expiration Date: 08/02/2014
Title
To authorize the Director of the Department of Technology to modify an existing contract with Ice Miller Whiteboard, LLC, to provide professional services to assist with implementing the broadband and fiber optic plan for the City for $20,000.00 and to authorize a $5,000.00 contingency for any unforeseen project changes; to waive the competitive bidding provisions of Columbus City Code; to authorize the expenditure of $25,000.00 from the Department of Technology Information Services Division, Internal Services Fund; and to declare an emergency. ($25,000.00)
Body
WHEREAS, this ordinance will authorize the Director of the Department of Technology to modify an existing contract with Ice Miller Whiteboard, LLC, in the amount of $20,000.00, for professional services in implementing the broadband and fiber optic plan for the City. This ordinance also requests $5,000 in contingency funds to accommodate any potential unforeseen changes to the project scope not known at this time, for a total amount of $25,000, and
WHEREAS, this contract modification will allow Ice Miller Whiteboard and the Department of Technology, on behalf of the City of Columbus, to continue to work together to complete a broadband and fiber optic plan, create a construction and management agreement for the purpose of managing and connecting the City of Columbus' fiber optic assets, and
WHEREAS, this ordinance requests approval to continue services provided by Ice Miller Whiteboard to complete the project scope, and therefore to waive the competitive bidding provisions of Columbus City Code, Section 329.06, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Department of Technology to modify an existing contract with Ice Miller Whiteboard,LLC, on behalf of the City of Columbus, to provide professional services in assisting with implementing the broadband and fiber optic plan for the City for the preservation of 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 the Department of Technology be and is hereby authorized to modify an existing contract with Ice Miller Whiteboard, LLC in the amount of $20,000.00, to provide professional services for implementing the broadband and fiber optic plan for the City and creation of a construction and management agreement. This ordinance also requests $5,000 in contingency funds to accommodate any potential unforeseen changes to the project scope not known at this time.
SECTION 2: That the expenditure of $25,000.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.:47-02|Fund:514|Sub fund: 001|OCA Code: 470206|Obj. Level 1:03|Obj. Level 3: 3336| Amount: $20,000.00
Div.:47-02|Fund:514|Sub fund: 001|OCA Code: 470206|Obj. Level 1:03|Obj. Level 3: 3336| Amount: $5,000.00 {Contingency Funds}
SECTION 3: That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with 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 this ordinance authorizes a contract modification between Ice Miller Whiteboard, LLC and the Department of Technology, on behalf of the City of Columbus, and to waive the competitive bidding provisions of Columbus City Code, Section 329.06.
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.