Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology (DoT) to modify an agreement with Michael Vander Does, to provide professional services in support of Columbus Television (CTV) renovation projects. DoT recently entered into an agreement with Mr. Vander Does through purchase order ED046822 to provide design services, at a cost of $19,000.00. This modification will extend the agreement to provide final drawings, and client representation and advocacy services. The modified agreement will be 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 $20,000.00 to assist City staff in managing the renovation projects.
To meet immediate needs for design services, DoT entered into an agreement with Michael Vander Does in the amount of $19,000.00. This modification adds an additional $20,000.00 to the existing agreement to provide for services to support the effective management and documentation of the upcoming renovation projects.
*Amount of additional funds to be expended: $20,000.00
ED046822 $19,000.00
Modification 1 $20,000.00
TOTAL $39,000.00
*Reasons additional goods/services could not be foreseen:
These additional needs were anticipated when the original agreement was established, but the cost of these services could not be accurately gauged without completing the designs.
*Reason other procurement processes are not used:
Given Mr. Vander Does involvement in the design work, it is in the City's best interests to retain his drawings, representation and advocacy services in support of the upcoming renovation projects. Procuring these services from another vendor would diminish the efficiency and effectiveness of those services, as an alternate vendor would not be familiar with the designs.
*How cost of modification was determined:
The cost of the service was negotiated with Mr. Vander Does. Mr. Vander Does will provide the following services as part of this one year agreement: final drawings at a cost not to exceed $5,000, and client representation and advocacy services at a cost not to exceed $15,000. These services will enable the City to better document and manage upcoming CTV renovation projects.
Given that this service is being procured without competitive bidding, 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 vendor at the negotiated prices.
FISCAL IMPACT:
During 2012, the Department of Technology (DoT) encumbered $19,000.00 for renovation design services for the modernization of the CTV facilities as part of the technology transition to HDTV. The funds for this contract modification in the amount of $20,000.00 are available in the Department of Technology, Information Services Bonds Fund (GTC-3 Control Room Renovation Project #470054-100001). Including this modification, the aggregate contract total amount is $39,000.00.
CONTRACT COMPLIANCE:
Vendor: Michael Vander Does CC# :046480246 Expiration: 07/24/2014
Title
To authorize the Director of the Department of Technology to modify an agreement with Michael Vander Does, to provide professional services in support of Columbus Television (CTV) renovation projects; to extend the agreement for a one year year term to provide final drawings, and client representation and advocacy services; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $20,000.00 from the Department of Technology, Information Services Bonds Fund; and to declare an emergency. ($20,000.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology to modify a contract with Michael Vander Does, for renovation design and drawing services; and
WHEREAS, this modification will extend the existing contract established under ED046822 for an additional year from the date of receipt of a purchase order certified by the Columbus City Auditor's Office and add an additional $20,000.00 to accommodate the timeframe identified in Michael Vander Does additional Scope of Work for services to be provided for the CTV renovation design services; and
WHEREAS, this ordinance requests approval of the services provided by Michael Vander Does, and to waive the competitive bidding provisions of the Columbus City Code, under Section 329; as it has been determined Michael Vander Does will modify a contract with the Department of Technology; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology (DoT), in that it is immediately necessary for the Director of the Department of Technology to modify a contract with Michael Vander Does for CTV renovation and design services thereby preserving the public health, peace, 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 a contract with Michael Vander Does for CTV renovation design services and drawings to increase the contract amount by $20,000.00 and to extend the contract coverage period one year from the date of a purchase order certified by the Columbus City Auditor, to accommodate the timeframe identified in Michael Vander Does Additional Scope of Work for services to be provided for the CTV renovation design and drawings.
SECTION 2: That the expenditure of $20,000.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept/Div.:47-02| Fund 514| Sub-fund 002| OCA Code: 475401| Project Number: 470054-100001| Project Name: GTC-3 Control Room| Obj. Level 1: 06| Obj. Level 3: 6655| Amount $20,000.00| Information Services Bond Fund|{Carryover Funds}|
SECTION 3: That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with the ordinance.
SECTION 4: That this ordinance requests to waive the competitive bidding provisions of the Columbus City Code, Section 329.06.
SECTION 5: 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 approved by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.