Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to modify a professional services contract with Tran Products LLC dba Polygon Solutions to add additional funds to augment the original scope of services for the Infrastructure Asset Management and Geospatial Services Program.
Ordinance 2832-2022 authorized the Director of Public Service to enter into a professional services contract with Tran Products LLC dba Polygon Solutions in an amount of up to $410,085.00 for the Infrastructure Asset Management and Geospatial Services Program. This project intends to establish a professional services task order for automating the pavement management process, geo-locating maintenance agreements, developing a Street Network Roadway Manual, asset inventory data clean up services and conducting training on ESRI Roads and Highways, and the Feature Manipulation Engine (FME).
This planned contract modification adds additional funds for software maintenance, and technical support and adds additional code modification enhancements related to our pavement management application.
1.1 Amount of additional funds to be expended: $112,000.00
This ordinance authorizes the Director of Public Service to modify the contract in the amount of $112,000.00.
The original contract amount: $ 410,085.00 (PO357286, Ord. 2832-2022)
The total of Modification No. 1: $ 346,330.00 (PO416334, Ord. 2930-2023)
The total of Modification No. 2: $ 112,000.00 (This Ordinance)
The contract amount including all modifications: $ 868,415.00
1.2 Reasons additional goods/services could not be foreseen:
This is a planned modification that is necessary to add additional funds to pay for software maintenance, technical support, and additional software coding related to the pavement management application.
1.3 Reason other procurement processes are not used:
The Infrastructure Asset Management Geo-Spatial project was formally advertised, bids were evaluated and the proposal from Tran Products DBA Polygon Solutions was selected by the committee as the best. Annual contract modifications will continue to be required for maintenance and support related to this custom software. It is in the best interest of the city to modify this contract with Polygon Solutions in order to avoid having to duplicate efforts thereby costing the City extra funds to implement.
1.4 How cost of modification was determined:
The cost of this contract modification is consistent with the direct labor, overhead, and profit rates established within the original proposal/contract as negotiated during the RFP/RFQ process.
2. CONTRACT COMPLIANCE
The contract compliance number Tran Products LLC dba Polygon Solutions is CC003126 and expires 05/01/2025.
3. FISCAL IMPACT
Funding in the amount of $112,000.00 is available within the Street Construction Maintenance and Repair Fund (2265). Funds are appropriated.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was bid with an anticipated City of Columbus MBE/WBE Program goal of 12% as assigned by the City’s Office of Diversity and Inclusion (ODI). After ODI’s review of the Utilization Plan and other related information the contractor submitted with their bid response, ODI has approved an MBE/WBE Program goal of 50% for this contract. Failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance as described in the “City’s Minority and Women-Owned Business Enterprise & Small Local Business Enterprise Program Manual” and in the “City of Columbus MBE/WBE Program Special Provision” that were part of the bid documents for this contract.
5. EMERGENCY DESIGNATION
The department requests emergency designation for this ordinance so that work can continue developing the asset management and geospatial computer systems so that they can be put into service as quickly as possible for the immediate preservation of the public health, peace, property, safety and welfare of the traveling public.
Title
To authorize the Director of the Department of Public Service to modify a contract with Tran Products LLC dba Polygon Solutions in connection with the Infrastructure Asset Management and Geospatial Services Program; to authorize the expenditure of $112,000.00 from the Street Construction Maintenance and Repair Fund; and to declare an emergency ($112,000.00)
Body
WHEREAS, the Department of Public Service is engaged in the Infrastructure Asset Management and Geospatial Services Program; and
WHEREAS, contract no. PO357286 with Tran Products LLC dba Polygon Solutions in the amount of $410,085.00 was authorized by ordinance no. 2832-2022; and
WHEREAS, Modification 1, contract no. PO416334 was authorized by ordinance 2930-2023; and
WHEREAS, it has become necessary to modify the contract in an amount up to $112,000.00 and provide additional funds for the Infrastructure Asset Management and Geospatial Services Program; and
WHEREAS, funding for this expenditure is available in the Street Construction Maintenance and Repair fund; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Director to modify a contract with Tran Products LLC dba Polygon Solutions to continue developing the asset management and geospatial computer systems so that they can be put into service as quickly as possible, all for the immediate preservation of the public health, peace, property, and safety; NOW THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Service be, and hereby is, authorized to enter into a contract modification with Tran Products LLC dba Polygon Solutions at 5500 New Albany Road, Columbus, Ohio 43054, for the Infrastructure Asset Management Geo-Spatial Professional Services project in an amount up to $112,000.00, or so much thereof as may be needed, in accordance with the plans and specifications on file in the Department of Public Service, which are hereby approved.
SECTION 2. That the expenditure of $112,000.00, or so much thereof as may be needed, is hereby authorized in Fund 2265 (Street Construction Maintenance and Repair fund), Dept-Div 5901 (Public Service Director’s Office), in Object Class 03 (Services) per the accounting codes in the attachment to this ordinance.
SECTION 3. That funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance 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 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.