Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to modify an agreement with Technology Site Planners increasing the fund amount and extending the term period, for construction administration and commissioning services in support of the City Hall uninterrupted power supply (UPS) replacement project in the amount of $23,110.00. DoT entered into a one (1) year agreement with Technology Site Planners, through purchase order ED045239, to support the design phase of the UPS replacement project. This modification will extend the agreement for a one year term, from the date of a purchase order certified by the Columbus City Auditor's Office, to provide services in support of the construction phase of the project.
This modification adds an additional $23,110.00 to the existing agreement for an aggregate total of $41,610.00. The complexity of the UPS replacement project requires unique technical knowledge to support the construction phase. This complexity was not anticipated when the original agreement was established with Technology Site Planners, so the services and costs to support the construction phase were not included in the original agreement. Because Technology Site Planners has been involved in the design phase of the project, they are uniquely qualified to provide the construction administration and commissioning services needed to support the construction phase, so it is not in the City's best interests to procure these services using an alternate procurement method. The City and Technology Site Planners negotiated the scope and cost of this modification, and Technology Site Planners has agreed to deliver the service at a not to exceed amount of $23,110.00.
Given the need to extend and modify the existing agreement to obtain additional services, this ordinance requests a waiver of competitive bidding requirements of Columbus City Code, in accordance with section 329.27.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the negotiated prices.
FISCAL IMPACT:
During 2011 the Department of Technology expended $18,500.00 (ED045239) for services delivered by Technology Site Planners to support the design phase of the UPS replacement project. This year (2012) the cost for the requested services in support of the City Hall uninterrupted power supply (UPS) replacement project is $23,110.00. Funding for this modification is budgeted and available within the Department of Technology, Information Services Division, Capital Improvement Fund. The contract aggregate total, including this modification is $41,610.00.
CONTRACT COMPLIANCE:
Vendor Name: Technology Site Planners FID#/CC#: 31 - 1811554 Expiration Date: 12/02/2013
Title
To authorize the Director of the Department of Technology to modify an agreement with Technology Site Planners to increase funds and extend the term period, for construction administration and commissioning services in support of the City Hall uninterrupted power supply (UPS) replacement project; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $23,110.00 from the Department of Technology, Information Services Division, Capital Improvement Fund; and to declare an emergency. ($23,110.00)
Body
WHEREAS, this ordinance authorizes the Director of the Department of Technology to modify an agreement with Technology Site Planners, for construction administration and commissioning services in support of the City Hall uninterrupted power supply (UPS) replacement project; and
WHEREAS, DoT entered into a one (1) year agreement with Technology Site Planners, through purchase order ED045239, to support the design phase of the UPS replacement project. This modification will extend the agreement for a one year term, from the date of a purchase order certified by the Columbus City Auditor's Office, and will provide an additional $23,110.00 for services in support of the construction phase of the project; and
WHEREAS, given the need to extend and modify the existing agreement to obtain additional services, this ordinance requests a waiver of competitive bidding requirements of Columbus City Code, in accordance with section 329.27; and
WHEREAS, an emergency exists in the usual daily operation of the City in that it is immediately necessary to authorize the Director of the Department of Technology to modify an agreement with Technology Site Planners, for construction administration and commissioning services in support of the City Hall uninterrupted power supply (UPS) replacement project, 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 the Department of Technology be and is hereby authorized to modify an agreement with Technology Site Planners, for construction administration and commissioning services in support of the City Hall uninterrupted power supply (UPS) replacement project in the amount of $23,110.00, for a one (1) year term, from the date of a purchase order certified by the Columbus City Auditor's Office.
SECTION 2: That the expenditure of $23,110.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div. 47-02| Fund 514| Subfund: 002| Project Number: 470031-100002| Project Name: City Hall Data Center Facility Upgrades| OCA Code: 514312| Obj. Level 1: 06|Obj. Level 3: 6683| Amount: $23,110.00|
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 the competitive bidding provisions of the Columbus City Code, Section 329.27 are hereby waived.
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.