Explanation
1. BACKGROUND: This legislation authorizes the Director of the Department of Technology and the Director of the Department of Public Utilities to enter into an agreement with Wireless Matrix Corporation in the amount of $439,271.34, for an Automated Vehicle Location (AVL) System.
The Department of Public Utilities is in the process to implement a fully functional Automated Vehicle Location (AVL) system that will enable the location and monitoring of City-owned vehicles. The initial project targets installation of the AVL system on approximately 500 vehicles. The system will be used to determine the geographic location of vehicles through the use of a global positioning system (GPS) and transmit the location back to the requestor. The system will be capable of visually displaying the location of the vehicles in near real time, as well as record the information for replay and reporting.
The City anticipates numerous benefits as a result of implementing this system, including:
· Increased operating efficiencies through route optimization and evenly distributing workloads
· Improved customer service through quicker response time
· Lower fuel costs by reducing engine idling and miles driven
· Improved safety for the field personnel
· Enhanced emergency preparedness
2. BID INFORMATION: The selection of the firm providing the system has been performed in accordance with the procedures set forth in Columbus City Code, Section 329.14, "Awarding professional service contracts through requests for proposals". The evaluation criteria for this contract included: 1. vendor's competence, 2. quality and feasibility, 3. ability, 4. past performance, 5. pricing structure, and 6. environmental preference.
Seventeen requests for proposals (RFP's) were received on December 9, 2009 and narrowed down to Wireless Matrix Corporation, SageQuest LLC, Navtrak, Inc., and WebTech Wireless.
Wireless Matrix Corporation was the firm selected for the Automated Vehicle Location (AVL) System. Their Contract Compliance Number is 91-1625653 (expires 11/11/11, Majority). Additional information regarding each firm, description of work, contract time frame and detailed amounts can be found on the attached Information form.
3. FISCAL IMPACT: Funds for this project are available within the Water Build America Bonds Fund, the Sanitary Build America Bonds (B.A.B.'s) Fund, the Stormwater Build America Bonds Fund, and the Electric Build America Bonds Fund. An amendment to the 2010 Capital Improvements Budget is also necessary. Additionally, $235,622.00 will be expended from the Operations and Maintenance budgets for 2012 and 2013 to cover maintenance agreements for this system.
EMERGENCY DESIGNATION: It is requested that this Ordinance be handled in an emergency manner in order to pass before City Council's December recess and to have the contract in place as soon as possible.
Title
To authorize the Directors of the Department of Technology and the Department of Public Utilities to enter into an agreement with Wireless Matrix Corporation for an Automated Vehicle Location (AVL) System for the Department of Public Utilities; to authorize the transfer and expenditure of funds within the Water Build America Bonds Fund, the Sanitary Build America Bonds Fund, the Stormwater Build America Bonds Fund, and the Electric Build America Bonds Fund; to amend the 2010 Capital Improvements Budget; and to declare an emergency ($439,271.34)
Body
WHEREAS, seventeen proposals for an Automated Vehicle Location (AVL) System were received onDecember 9, 2009; and
WHEREAS, Wireless Matrix Corporation was the firm selected for this project, based on criteria set forth in Columbus City Codes; and
WHEREAS, this system will be used to determine the geographic location of vehicles through the use of a global positioning system (GPS) and transmit the location back to the requestor; and
WHEREAS, it is necessary to authorize the transfer and expenditure of funds within the Water Build America Bonds Fund, the Sanitary Build America Bonds Fund, the Stormwater Build America Bonds Fund, and the Electric Build America Bonds Fund, for purposes of providing sufficient funding for the aforementioned project expenditures; and
WHEREAS, it is necessary to authorize an amendment to the 2010 Capital Improvements Budget for the purpose of providing sufficient spending authority for the aforementioned project expenditures; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology and the Department of Public Utilities, in that it is immediately necessary to authorize the Directors of Technology and Public Utilities to enter into an agreement for an Automated Vehicle Location (AVL) System Project, in an emergency manner in order to have the contract executed as soon as possible, for the immediate preservation of the public health, peace, property and safety;
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Directors of the Department of Technology and the Department of Public Utilities be and hereby are authorized to enter into an agreement for an Automated Vehicle Location (AVL) System with Wireless Matrix Corporation, 4700 Lakehurst Court, Suite 100, Dublin, Ohio 43016; in the amount of $439,271.34; in accordance with the terms and conditions of the contract on file in the offices of the Department of Public Utilities.
SECTION 2. That the City Auditor is hereby authorized to transfer $170,437.28 within the Department of Public Utilities, Division of Power and Water (Water), Dept/Div. No. 60-09, Water Build America Bonds Fund, Fund No. 609, Object Level Three 6655, as follows:
Fund No. | Project No. | Project Name | OCA Code | Change
609 | 690485-100000 (carryover) | Technology Resources | 609485 | -$170,437.28
609 | 690485-100002 (carryover) | Technology Resources - AVL | +$170,437.28
SECTION 3. That the City Auditor is hereby authorized to transfer $191,083.03 within the Department of Public Utilities, Division of Sewerage and Drainage, Dept/Div. No. 60-05, Sanitary Build America Bonds Fund, Fund No. 668, Object Level Three 6655, as follows:
From:
Project No. | Project Name | OCA Code | Change
650404-100030 | 2007 Annual Lining Contract (carryover) | 630404 | (-$191,083.03)
To:
Project No. | Project Name | OCA Code | Change
650729-100001 | Technology Resources - AVL | 687291 | (+$191,083.03)
SECTION 4. That the City Auditor is hereby authorized to transfer $50,955.48 within the Department of Public Utilities, Division of Sewerage and Drainage, Stormwater Section, Dept/Div. No. 60-15, Stormwater Build America Bonds Fund, Fund No. 676, Object Level Three 6655, as follows:
Project No. | Project Name | OCA Code | Change
610775-100000 (carryover) | Evergreen & Dewberry Storm Sewer | 685775 | -$50,955.48
611018-100000 (carryover) | Technology Services | 676018 | +$50,955.48
SECTION 5. That the City Auditor is hereby authorized to transfer $26,795.55 within the Department of Public Utilities, Division of Power and Water (Power), Dept/Div. No. 60-07, Electric Build America Bonds Fund, Fund No. 559, Object Level Three 6655, as follows:
Project No. | Project Name | OCA Code | Change
670608-100004 (carryover) | Dublin Ave Sub 138 KV Switch Repl | 536084 | -$26,795.55
670639-100000 (carryover) | Technology Services | 559639 | +$26,795.55
SECTION 6. That the 2010 Capital Improvements Budget is hereby amended as follows:
Fund No. | Proj. No. | Proj. Name | Current Authority | Revised Authority | Change
609 | 690485-100000 (carryover) | Technology Resources | $1,000,000 | $829,562 | -$170,438
609 | 690485-100002 (carryover) | Technology Resources - AVL | $0 | $170,438 | +$170,438
668 | 650404-100030 | 2007 Annual Lining Contract (carryover) | $200,000 | $8,916 | -$191,084
668 | 650729-100001 | Technology Resources - AVL | $0 | $191,084 | +$191,084
676 | 610775-100000 (carryover) | Evergreen & Dewberry Storm Sewer | $68,398 | $17,442 | -$50,956
676 | 611018-100000 (carryover) | Technology Services | $40,368 | $91,324 | +$50,956
559 | 670608-100004 (carryover) | Dublin Ave Sub 138 KV Switch Repl | $250,000 | $223,204 | -$26,796
559 | 670639-100000 (carryover) | Technology Services | $0 | $26,796 | +$26,796
SECTION 7. That for the purpose of paying the cost of an Automated Vehicle Location (AVL) System or as much thereof as may be needed, by and the same, is hereby authorized as follows: Division of Power and Water (Water) | Div. No. 60-09 | Water Build America Bonds Fund | Fund No. 609 | Project 690485-100002 (carryover) | OCA 694852 | Object Level One 06 | Object Level Three 6655 | Amount $170,437.28.
SECTION 8. That for the purpose of paying the cost of an Automated Vehicle Location (AVL) System or as much thereof as may be needed, by and the same, is hereby authorized as follows: Division of Sewerage and Drainage | Div. No. 60-05 | Sanitary Build America Bonds Fund | Fund No. 668 | Project 650729-100001 | 687291 | Object Level One 06 | Object Level Three 6655 | Amount $191,083.03
SECTION 9. That for the purpose of paying the cost of an Automated Vehicle Location (AVL) System or as much thereof as may be needed, by and the same, is hereby authorized as follows: Division of Sewerage and Drainage (Stormwater) | Div. No. 60-15 | Stormwater Build America Bonds Fund | Fund No. 676 | Project 611018-100000 | OCA 676018 | Object Level One 06 | Object Level Three 6655 | Amount $50,955.48.
SECTION 10. That for the purpose of paying the cost of an Automated Vehicle Location (AVL) System or as much thereof as may be needed, by and the same, is hereby authorized as follows: Division of Power and Water (Power) | Div. No. 60-07 | Electric Build America Bonds Fund | Fund No. 559 | Project 670639-100000 | OCA 559639 | Object Level One 06 | Object Level Three 6655 | Amount $26,795.55.
SECTION 11. 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 12. That the City Auditor is hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance 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 no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 13. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
SECTION 14. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is 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.