Explanation
1. BACKGROUND
This ordinance authorizes the Interim Director of Public Service to modify and extend the agreement with Kapsch TrafficCom USA, Inc., hereafter referenced as Kapsch, to add additional funds to support and maintain the Connected Vehicle Control Center software on all components and configuration developed to monitor and control the Smart Columbus Connected Vehicle Environment Roadside Units along High Street, Morse Road, Cleveland Avenue and Alum Creek.
Ordinance 1312-2019 authorized the Chief Innovation Officer to enter into a professional services contract with Kapsch to provide and program infrastructure technology to enable the transportation environment; and develop and deploy the Connected Vehicle applications that enable the enhanced safety and mobility features Smart Columbus desires. The contract began upon issuance of a notice to proceed with the term continuing until completion of work. Ordinance 0695-2021 authorized the modification of the contract to cover the cost of work to support and maintain the Connected Vehicle Control Center software. Ordinance 1203-2022 authorized the transfer of signature authority from the Chief Innovation Officer to the Director of Public Service and the modification of the contract to cover the continued cost of work to support and maintain the Connected Vehicle Control Center software.
This planned contract modification is needed to maintain and operate the Columbus Connected Vehicle Environment at over 85 traffic signals that provide and receive information for safety applications currently active for the over 1,000 vehicles; 313 private owner, 383 COTA vehicles, 300 City vehicles, and 17 freight vehicles. Over $7 million of investment was put into the Connected Vehicle Environment project and has always been planned to be maintained after the Smart Columbus grant period expires. This modification lasts into 2025.
1.1 Amount of additional funds to be expended: $130,000.00
The original contract amount: $1,050,000.00 (PO185823, Ord. 1312-2019)
The total of Modification No. 1: $150,000.00 (PO266702, Ord. 0695-2021)
The total of Modification No. 2: $150,000.00 (PO328332, Ord. 1203-2022)
The total of Modification No. 3: $130,000.00 (This Ordinance)
The contract amount including all modifications: $1,480,000.00
1.2 Reasons additional goods/services could not be foreseen:
This is a planned modification that is necessary to allow additional resources to cover the continued cost of work to support and maintain the Connected Vehicle Control Center software. The cost to support and maintain the software is an annual expense rather than a one-time payment. This modification will allow continued maintenance and support of the Connected Vehicle Control Center software, which is necessary to monitor and control the Smart Columbus Connected Vehicle Environment Roadside Units along High Street, Morse Road, Cleveland Avenue and Alum Creek.
1.3 Reason other procurement processes are not used:
The current contract utilizes specialized software that was designed and managed by the current vendor, it was decided that it is in the best interest of the City to modify the existing contract instead of bidding this part of the work.
1.4 How cost of modification was determined:
The cost of this contract modification is consistent with the cost of software support and maintenance established within the original proposal/contract.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Kapsch.
2. CONTRACT COMPLIANCE
The contract compliance number for Kapsch TrafficCom USA, Inc. is CC028572 and expired 3/15/2023. The vendor is in the process of updating the certification, and the contract will not begin until the contract compliance certification is renewed.
3. FISCAL IMPACT
Funding for this contract is budgeted, available, and appropriated within Fund 2265, the Street Construction Maintenance and Repair Fund.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This expenditure is to modify a contract that was put in place prior to the implementation of this program and as such is not a part of the program.
5. EMERGENCY DESIGNATION
Emergency designation is requested to allow for the uninterrupted and continued support and maintenance of the Connected Vehicle Control Center software of the Smart Columbus - CVE Road-Side Unit System Integrator project.
Title
To authorize the Interim Director of Public Service to enter into a contract modification with Kapsch TrafficCom USA, Inc. in connection with the Smart Columbus - CVE Road-Side Unit System Integrator project; to authorize the expenditure of up to $130,000.00 from the Street Construction Maintenance and Repair Fund; and to declare an emergency. ($130,000.00)
Body
WHEREAS, Ordinance 1312-2019 authorized the Chief Innovation Officer to enter into a professional services contract with Kapsch TrafficCom USA, Inc., in the amount of $1,050,000.00 for the provision of various design services related to the Smart City Challenge; and
WHEREAS, Ordinance 0695-2021 authorized the Chief Innovation Officer to modify a professional services contract with Kapsch TrafficCom USA, Inc., in the amount of $150,000.00 for the provision of maintaining the Connected Vehicle Control Center software; and
WHEREAS, Ordinance 1203-2022 authorized the Chief Innovation Officer to transfer signature authority to the Director of Public Service or the Director of Public Service’s designee for all past, present and future contracts and modifications entered into by the City of Columbus in connection to the USDOT Smart City Challenge Connected Vehicle Environment project with Kapsch TrafficCom USA, Inc. and authorized the Director of Public Service to modify a professional services contract with Kapsch TrafficCom USA, Inc., in the amount of $150,000.00 for the provision of maintaining the Connected Vehicle Control Center software; and
WHEREAS, it is necessary to execute a contract modification with Kapsch TrafficCom USA, Inc. in an amount up to $130,000.00 to provide additional funds to pay for continued maintenance and support of the Connected Vehicle Control Center software; and
WHEREAS, this expenditure is to modify a contract that was put in place prior to the implementation of this program and as such is not a part of the program; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to enter into a contract modification with Kapsch TrafficCom USA, Inc., to continue uninterrupted services and continued support and maintenance of the Connected Vehicle Control Center software of the Smart Columbus - CVE Road-Side Unit System Integrator project, all for the immediate preservation of 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 Interim Director of Public Service be, and hereby is, authorized to execute a contract modification with Kapsch TrafficCom USA, Inc., 8201 Greensboro Dr., Suite 1002, McLean, VA 22102, in an amount of up to $130,000.00 related to the Smart Columbus - CVE Road-Side Unit System Integrator project.
SECTION 2. That the expenditure of $130,000.00 or so much thereof as may be needed, is hereby authorized in Fund 2265 (Street Construction Maintenance and Repair Fund), Dept-Div 5913 (Traffic Management), Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 3. That the 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 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.