Explanation
Background: In 1992, the Transportation Division entered into a contract with Infrastructure Management Systems, LLC ("IMS") to provide a pavement management database - and collect the necessary data to populate the database for the City of Columbus. The database has been operational since early 1994 and has provided pavement condition data, which is used in developing a prioritized list of streets for resurfacing and preventive maintenance. IMS has continued to develop its database software, which is now capable of maintaining data on all City right-of-way assets. With this contract, the City will update the database software application to include right-of-way asset information. In addition, this contract will result in existing pavement condition data to be refreshed, reflecting current roadway conditions. The City, through IMS, last collected pavement condition data in 2000.
Data collected for the asset management database will be utilized by the Transportation Division to prioritize streets for resurfacing, maintenance projects, and scheduling replacement and repair of signs, wheelchair ramps, curbs, for example. The contract is set up to be a multi-year contract with annual extensions authorized by City Council. This legislation will authorize the purchase of the relevant software updates and authorize IMS to collect data on streets in the system thus giving the Transportation Division more current data for pavement and roadway infrastructure conditions.
The data collection will be done in phases such that arterial roadways will be tested by the end of the one year contract period, with data collection for residential roadways beginning soon after the arterial data collection is complete. All new subdivisions, annexations, and other improved roadways (between 2000-2006) will be tested and added to the database. Additionally, $50,000.00 of the $400,000.00 total will be earmarked for the identification and inventory of unimproved City right-of-ways (i.e., "paper streets and alleys"), located within the City of Columbus.
This contract is for one year with yearly renewal options for the subsequent five years. There would be an option each year to perform the next phase of data collection, expanding or reducing data collection for various right-of-way assets as deemed appropriate by the Public Service Department. It is the Division's intention to return to Council for funding approval each year as part of this contract. The Division has a six-year plan for collecting data in stages for input into the database. This will provide more current data to help better evaluate the resurfacing program, along with providing the necessary requirements for OPWC.
In addition to the immediate benefit to the City through the use of an asset maanagement program, each year the Ohio Public Works Commission (OPWC) makes available to local subdivisions several million dollars for infrastructure work. In order to qualify for these funds, the OPWC requires an inventory of all streets and bridges and a report on their condition. The only efficient way to store and retrieve this kind of information is in a computerized asset management database. Maintaining the asset and pavement database will aid in the City's annual efforts to maximize the amount of grants awarded by OPWC to the City.
IMS is a sole source vendor in that the asset management database utilized by the Division is proprietary. While the information contained within the database is owned and in the possession of the City, it can only be replicated by IMS and used in its condition dating software. The equipment IMS owns and operates to collect the data is highly specialized and serves to populate only this database. It would not be economical for the City to consider purchasing this type of equipment and collecting data necessary for input into the system. (IMS - Contract Compliance 20-843083, expiration: 11/20/08).
Emergency action is requested to proceed with the software purchase and data collection as soon as possible to provide the information critical to determining improvements to the City's infrastructure and assisting the Transportation Division in providing this information for possible funding from the OPWC.
Fiscal Impact: This Asset Management Database project is budgeted in the 2006 Bond Sale within the 1995, 1999, 2004 Voted Streets and Highways Fund in the amount of $400,000.00.
Title
To authorize the Director of Public Service to enter into a contract with Infrastructure Management Services, LLC to provide data collection services for the Asset Management Database for the Transportation Division in accordance with the sole source procurement provisions of the Columbus City Codes, 1959; to authorize the expenditure of $400,000.00 from the 1995, 1999, 2004 Voted Streets and Highways Fund; and to declare an emergency. ($400,000.00)
Body
WHEREAS, the Transportation Division is responsible for maintaining the City's roadways and certain right-of-way assets; and
WHEREAS, it is necessary to continue data collection and maintenance of an asset management database; and
WHEREAS, the provision exists through prior legislation to continue the relationship with Infrastructure Management Services, LLC, and both parties agree to the work proposed; and
WHEREAS, this contract is being awarded per the sole source provisions of the Columbus City Code Chapter 329.07(e); and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, Transportation Division, in that the contract should be approved immediately so the work may proceed without delay, thereby preserving the public health, peace, and safety; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Public Service Director be and is hereby authorized to enter into a contract with Infrastructure Management Services, LLC, 1895 Rohlwing Road, Suite D, Rolling Meadows, Illinois 60008, in the amount of $400,000.00 to provide data collection services for the Asset Management Database project for the Transportation Division.
SECTION 2. That this Council finds to be in the best interests of the City of Columbus that this contract be awarded per the sole source provisions of the Columbus City Codes, 1959, Chapter 329.07(e) with respect to the services provided by IMS.
SECTION 3. That for purpose of paying the costs of the contract, the sum of $400,000.00 or so much thereof as may be necessary, is hereby authorized to be expended from Fund 704, the voted 1995, 1999, 2004 Streets and Highways Fund, Department No. 59-09, Transportation Division, Object Level One Code 06, Object Level Three Code 6682, OCA Code 644385 and Project 530282 (Resurfacing).
SECTION 4. 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.