Explanation
1. BACKGROUND: This legislation authorizes the Director of Finance and Management, on behalf of the Office of Construction Management, to modify and increase the architectural / engineering services agreement, with Technical Site Planners (hereinafter “TechSite”), for the IT Data Center Facility project, in the amount of $245,850.00.
TechSite provided an assessment of critical equipment at the Data Center West Facility as part of the original contract. From that assessment it was determined various critical equipment was either at the manufacturer’s recommended end-of-life or equipment needed repairs/upgrades. Modification No. 1 (current) is needed for TechSite to provide design services for the replacement and/or upgrades of multiple pieces of equipment for the facility.
2. MODIFICATION INFO:
A. The amt of additional funds to be expended under the modification: $245,850.00
Original Contract Amount: $ 38,810.00 (PO499346)
Modification No. 1 (current): $245,850.00
Total (Original and Mod 1): $284,660.00
B. Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded.
The original contract was awarded through the RFP process but only the assessment portion was contracted with Techsite, knowing a modification would be needed when funding was available for the design services.
C. Why it would not be in the city’s best interests to have the additional contract requirements awarded through other procurement processes?
Retaining TechSite ensures a smooth transition, preserves critical project context, and eliminates the inefficiencies of re-explaining goals to a new team. Bypassing a second bidding phase will allow the project to move faster into execution.
D. How the price for the additional goods or services which are subject of the modification was determined.
The vendor provided a fee proposal and was accepted by the City.
3. CONTRACT COMPLIANCE INFO: TechSite, DAX No. 5995, expires 3/28/27, Majority-designated
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against TechSite.
4. FUTURE MODIFICATION(S): A future modification for Construction Administration Services is expected and will be legislated once construction services are procured.
5. FISCAL IMPACT: There are sufficient funds within the Information Services Capital Projects Fund - Fund No. 5105.
Title
To authorize the Director of Finance and Management, on behalf of the Office of Construction Management, to modify and increase the architectural / engineering services agreement with TechSite; for the IT Data Center Facility project; and to authorize an expenditure up to $245,850.00 within the Information Services Capital Projects Fund. ($245,850.00)
Body
WHEREAS, the Department of Finance and Management, on behalf of the Office of Construction Management, entered into an architectural / engineering services agreement with TechSite for the IT Data Center Facility project, under Contract Number PO499346; and
WHEREAS, Modification No. 1 (current) will provide design services for the replacement and/or upgrades of multiple pieces of equipment for the facility documented in an assessment report prepared by TechSite; and
WHEREAS, a future modification for Construction Administration Services is expected and will be legislated once construction services are procured; and
WHEREAS, it is necessary to authorize an expenditure up to $245,850.00 within the Information Services Capital Projects Fund - Fund No. 5105; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Finance and Management, Office of Construction Management, to authorize the Director of Finance and Management to modify and increase the architectural / engineering services agreement with TechSite, for the IT Data Center Facility project; for the preservation of the public safety, peace, property and safety; and NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management is hereby authorized to modify and increase the architectural / engineering services agreement, on behalf of the Office of Construction Management, with TechSite, for the IT Data Center Facility project, in the amount of $245,850.00.
SECTION 2. That an expenditure of $245,850.00, or so much thereof as may be needed, is hereby authorized in the Information Services Capital Projects Fund - Fund No. 5105, per the accounting codes in the attachment to this ordinance.
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 hereby authorized and directed to transfer any unencumbered balance in the project account to the unallocated balance 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 no longer required for said project; except that no transfer shall be made from a project account by monies from more than one source.
SECTION 5. That the City Auditor is authorized to establish proper project accounting numbers as appropriate.
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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.