Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to modify a contract with IMS Infrastructure Management Services relative to the Resurfacing - Pavement and Asset Management project.
The scope of services for this project includes surveying the condition of all city streets using a Road Surface Tester (RST) and the collection of right-of-way asset information. The Department of Public Service utilizes the data compiled by IMS to prioritize streets for resurfacing and maintenance projects, and scheduling repair and replacement of signs, wheelchair ramps, curbs, and other facilities.
This modification would provide funding for testing of the city's entire arterial street network.
Original contract amount $500,000.00 (Ordinance 1165-2007, EL007889)
Modification number 1 $75,000.00 (Ordinance 0970-2010, EL010731)
Modification number 2 $256,678.00 (Ordinance 0812-2013, EL014300)
Modification number 3 $312,806.00
Total contact amount, including this modification: $1,144,484.00
Ordinance 1165-2007 authorized the contract for IMS as a sole source vendor in that the asset management database utilized is proprietary. Only IMS can duplicate the information in the database and the equipment they own and operate to collect the data is highly specialized and serves to populate only this database. It would be uneconomical for the city to consider purchasing this type of equipment and collecting data necessary for input into the system.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against IMS Infrastructure Management Services.
2. CONTRACT COMPLIANCE
The contract compliance number for IMS Infrastructure Management Service is 20-0843083 and expires on 4/15/17.
3. FISCAL IMPACT
Funds in the amount of $312,806.00 are available for this project in the Streets and Highways Bonds Fund within the Department of Public Service
4. EMERGENCY DESIGNATION
The department is requesting emergency legislation to provide funding for necessary roadway surveying and testing services so as to enable the Department of Public Service to identify and plan for priority roadway and asset management projects.
Title
To authorize the Director of Public Service to execute a contract modification with Infrastructure Management Services in connection with the Resurfacing - Pavement and Asset Management project; to authorize the expenditure of up to $312,806.00 from the Streets and Highways Bonds Fund relative to this contract modification; and to declare an emergency. ($312,806.00)
Body
WHEREAS, Ordinance 1165-2007 authorized the Director of Public Service to enter into contract with IMS Infrastructure Management Services in the amount of $500,000.00 relative to the Resurfacing - Pavement and Asset Management project; and
WHEREAS, Ordinance 0970-2010 authorized the Director of Public Service to execute contract modification one with IMS in the amount of $75,000.00; and
WHEREAS, Ordinance 0812-2013 authorized the Director of Public Service to execute contract modification two with IMS in the amount of $256,678.00; and
WHEREAS, this legislation authorizes a third modification to this contract in the amount of $312,806.00 to facilitate the surveying and testing of the city's entire arterial street network; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to modify this contract so that funding can be made available for necessary roadway surveying and testing to determine priority roadway and asset management projects, thereby preserving 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 Public Service be and is hereby authorized to modify a professional services contract with IMS Infrastructure Management Services, Inc., 1820 W. Drake Drive, Suite 108, Tempe, Arizona 85283, relative to the Resurfacing - Pavement and Asset Management project.
SECTION 2. That for the purpose of paying the cost of this contract modification, the sum of $312,806.00 or so much thereof as may be needed, is hereby authorized to be expended from the Streets and Highways G.O. Bonds Fund, No. 704 as follows:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 530282-100001 / Resurfacing - Pavement & Asset Mgmt / 06-6682 / 742001 / $312,806.00
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.