Explanation
1. BACKGROUND
The City of Columbus, Department of Public Service, Division of Design and Construction currently holds a contract with Infrastructure Management Services (IMS). This legislation authorizes the Director of Public Service to modify and increase this contract with IMS in the amount of $75,000.00.
Work performed to date on this contract includes survey of the condition of all the streets in the entire City network using a Road Surface Tester (RST) and collection of right-of-way asset information. Work to be performed as part of future tasks includes re-survey of the condition of the arterial street network in the City using the RST along with Dynaflect-based deflection testing equipment. This pavement survey testing is to update the City's pavement condition database. Software training will also be provided for the latest version of the PavePRO Manager pavement management software.
This additional work can be completed within a period of approximately one year.
It was not planned to re-survey the arterial streets in the City's network using funds from the original contract. However, funds remained on this contract due to the reduction of the original scope (fewer right-of-way assets were collected than scoped). The amount of funds remaining on the contract is insufficient to complete all of the proposed deflection testing, thus the amount being requested as part of the modification is to make up the difference.
A majority of the proposed work can be performed using existing funds on the current contract making it cost and time efficient to have the same consultant finish the remaining work with a modification. Additionally, it would provide directly comparable data.
There is $211,672.60 remaining on the original contract amount of $500,000.00. The consultant's proposal estimates the task for re-surveying the arterial streets at $280,236.00. This would require an additional $68,563.40 in funds. However, since the work performed under this contract is compensated on a fee schedule and the City is charged for actual work performed, it is requested that the modification is for $75,000.00 to allow for contingencies.
The original contract amount was $500,000 and was authorized by ordinance 1165-2007. This is modification #1. It is desired to increase the contract amount by $75,000.00 for the described testing. The total contract amount including this modification is $575,000.00.
Ordinance 1165-2007 authorized the contract for IMS as a sole source vendor in that the asset management database utilized is proprietary. The information contained within the database can only be duplicated by IMS, 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 Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Infrastructure Management Services.
2. CONTRACT COMPLIANCE
Infrastructure Management Service's contract compliance number is 20-0843083 and expires 12/5/10.
3. FISCAL IMPACT
Funding for this modification is available within the Streets and Highways G.O. Bond Fund due to cancellation of encumbrances from completed projects.
4. EMERGENCY DESIGNATION
Emergency action is requested to allow this modification to proceed on schedule to provide funding for necessary roadway surveying and testing to determine 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 amend the 2010 Capital Improvements Budget; to authorize the transfer of cash and appropriation within the Streets and Highways G.O. Bonds Fund; to authorize the expenditure of $75,000.00 from the Streets and Highways G.O. Bonds Fund for this contract modification; and to declare an emergency. ($75,000.00)
Body
WHEREAS, the Department of Public Service currently holds the contract for the Resurfacing - Pavement and Asset Management project with Infrastructure Management Services; and
WHEREAS, City Auditor's Contract No. EL007889 was authorized by Ordinance No. 1165-2007, passed July 23, 2007, executed April 2, 2008 and approved by the City Attorney on April 4, 2008; and
WHEREAS, the Director of Public Service has identified the need to modify and increase this professional service contract to provide for additional roadway testing and surveying by Infrastructure Management Services; and
WHEREAS, this legislation authorizes the first modification to this contract in the amount of $75,000.00; and
WHEREAS, a satisfactory proposal has been submitted by Infrastructure Management Services; 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 expenditure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Design and Construction in that this contract should be modified immediately so that funding can be made available for necessary roadway surveying and testing to determine priority roadway and asset management projects; 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 and increase a contract with Infrastructure Management Services, Inc., 1895 Rohlwing Road, Suite D, Rolling Meadows, Illinois 60008 for the Resurfacing - Pavement and Asset Management project in the amount of $75,000.00, for the Division of Design and Construction in accordance with the specifications and plans on file in the Office of Support Services.
Section 2. That the 2010 Capital Improvement Budget authorized by ordinance 0564-2010 be and is hereby amended due to encumbrance cancellations as follows:
Fund/Project / Project Name /OCA/ Current / Change / Amended
704 / 530161-100000 / Roadway Improvements / $0 (Carryover) / $138,511.00 (Carryover) / $138,511.00 (Carryover)
704 / 530282-100000 / Resurfacing / $0 (Carryover) / $31.00 (Carryover) / $31.00 (Carryover)
Section 3. That the 2010 Capital Improvement Budget authorized by ordinance 0564-2010 be and is hereby amended to provide sufficient authority for this project as follows:
Fund/Project / Project Name /OCA/ Current / Change / Amended
704 / 530161-100000 / Roadway Improvements / $138,511.00 (Carryover) / ($74,970.00) (Carryover) / $63,541.00 (Carryover)
704 / 530282-100000 / Resurfacing / $31.00 (Carryover) / ($31.00) (Carryover) / $0.00 (Carryover)
704 / 530282-100001 / Resurfacing - Pavement and Asset Management / $0.00 (Carryover) / $75,000.00 (Carryover) / $75,000.00
Section 4. That the transfer of cash and appropriation within The Streets and Highways G.O. Bonds Fund, 704, be authorized as follows:
Transfer From:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 530161-100000 / Roadway Improvements / 06-6600 / 590046 / $74,969.09
704 / 530282-100000 / Resurfacing / 06-6600 / 590048 / $30.91
Transfer To:
Fund / Project / Project Name / O.L. 01-03 Codes / OCA / Amount
704 / 530282-100001 / Resurfacing - Pavement and Asset Management / 06-6600 / 742001 / $75,000.00
Section 5. That for the purpose of paying the cost of this contract mod, the sum of $75,000.00 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 and Asset Management / 06-6600 / 742001 / $75,000.00
Section 6. 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 7. 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.