Explanation
BACKGROUND:
This legislation authorizes the Directors of the Departments of Technology (DoT) and Public Utilities (DPU) to renew and modify an agreement with Wireless Matrix Corporation to provide automated vehicle location (AVL) services for the AVL system utilized by DPU. The original agreement (EL011222), awarded through RFP SA003436, was authorized by ordinance 1406-2010, passed December 13, 2010, and provided service through June 17, 2012. The original agreement allowed for annual renewals, subject to mutual agreement and approval from proper City authorities. This renewal will provide service for the period June 18, 2012 to June 17, 2013, at a cost of $174,982.09.
Without increasing funding for the original agreement, this legislation will also authorize a modification to extend the existing purchase order for the original agreement through June 17, 2013, making available any unspent balance to purchase and install AVL equipment on additional DPU vehicles. The original scope of the agreement was to install the AVL system on 485 DPU vehicles. Subsequent to the original agreement, additional needs for the AVL system have been identified. Furthermore, purchase of a planned key lock system has been delayed, delaying systems integration services included in the original agreement. Neither the expanded scope nor project delays could have been foreseen at the time of the original agreement. As the current vendor was awarded the original contract through competitive bidding and now has unique knowledge of DPU's needs for AVL services, it is not in the City's best interests to procure additional services through an alternate procurement method. Wireless Matrix will continue to honor the pricing agreed to in the original agreement.
The AVL system enables the location and monitoring of City-owned vehicles, and has been deployed on 532 DPU vehicles. The system is used to determine the geographic location of vehicles through the use of a GPS and transmits the location back to the requestor. The system visually displays the location of the vehicles in near real time, as well as records the information for replay and reporting.
The benefits of the system include:
· 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
EMERGENCY DESIGNATION:
It is requested that this ordinance be handled as an emergency in order for the purchase order/contract for the continuation of AVL services to be processed prior to the upcoming expiration date so that services can continue and deliverables received in a timely manner.
FISCAL IMPACT:
In the year 2010, the Departments of Technology (DoT) and Public Utilities (DPU) expended funds (via the passage of Ord. No. 1406-2010), in the amount of $439,271.34 for the purchase of an Automated Vehicle Location System (AVL). This ordinance authorizes funding in the amount of $174,982.09 for automated vehicle location (AVL) services for the aforementioned AVL System utilized by DPU. Funds for this project are available within the Department of Technology, Internal Services Fund. Including this renewal, the aggregate contract total amount is $614,253.43.
CONTRACT COMPLIANCE NUMBER:
Vendor Name: Wireless Matrix Corporation C.C#: 91 - 1625653 Expiration date: 9/16/2013
Title
To authorize the Directors of the Department of Technology and the Department of Public Utilities to renew and modify an agreement with Wireless Matrix Corporation for automated vehicle location (AVL) services for the AVL System utilized by the Department of Public Utilities; and to extend an existing purchase order; and to authorize the expenditure of $174,982.09 from the Department of Technology, Internal Services Fund, and to declare an emergency. ($174,982.09)
Body
WHEREAS, this legislation authorizes the Directors of the Departments of Technology (DoT) and Public Utilities (DPU) to renew and modify an agreement with Wireless Matrix Corporation to provide automated vehicle location (AVL) services for the AVL system utilized by DPU; and
WHEREAS, the original agreement allowed for annual renewals, subject to mutual agreement and approval from proper City authorities. This renewal will provide service for the period June 18, 2012 to June 17, 2013, at a cost of $174,982.09; and
WHEREAS, this legislation will also authorize a modification to extend the existing purchase order (EL011222) for the original agreement through June 17, 2013, making available any unspent balance to purchase and install AVL equipment on additional DPU vehicles.
WHEREAS, the AVL system is used to determine the geographic location of vehicles through the use of a GPS and transmits the location back to the requestor. The system visually displays the location of the vehicles in near real time, as well as records the information for replay and reporting; 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 renew and modify an agreement for an automated vehicle location (AVL) services for the AVL system utilized by DPU, 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 renew and modify an agreement to provide automated vehicle location (AVL) services with Wireless Matrix Corporation, for the AVL system utilized by the Department of Public Utilities for the term period June 18, 2012 to June 17, 2013 in the amount of $174,982.09. This legislation will also authorize a modification to extend the existing purchase order (EL011222) for the original agreement through June 17, 2013, making available any unspent balance to purchase and install AVL equipment on additional DPU vehicles.
SECTION 2. That the expenditure of $174,982.09 or so much thereof as may be necessary is hereby authorized to be expended from:
Div.:47-01|Fund:514|Sub-fund:550|OCA Code: 514550|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $10,673.91 - Electricity
Div.:47-01|Fund:514|Sub-fund:600|OCA Code: 514600|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $67,893.05 - Water
Div.:47-01|Fund:514|Sub-fund:650|OCA Code: 514650|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $76,117.21 - Sewers & Drains
Div.:47-01|Fund:514|Sub-fund:675|OCA Code: 514675|Obj. Level 1: 03|Obj. Level 3: 3369|Amount: $20,297.92 - Storm water
SECTION 3. 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 4. 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.