Explanation
The Department of Public Service, Division of Planning and Operations has been utilizing the program COMBAT to track the snow and ice removal fleet. With the City's Fleet Department implementing NetworkFleet for the tracking of all city vehicles, the Department of Public Service had to migrate to a new program.
The Department of Public Service, Office of Support Services opened formal bids April 22nd, 2013 for the development of an end-user interface for data compiled from NetworkFleet for Planning & Operations. This interface will be a replacement to the current COMBAT system that is utilized. One bid was received; the bid was reviewed based on meeting specifications and overall cost proposals
After review of the bid, it is recommended that award be made to T&M Associates (FID #22-1806708). The estimated expenditure for this award is $47,388.00.
Another portion of this project is the actual collection of the data compiled. The compilation of data is a collaboration between NetworkFleet and the Environmental Systems Research Institute, Inc. (ESRI). The Department of Technology is already contracted with ESRI for City ArcGIS programming.
This legislation will also authorize the Director of Public Service to contract with ESRI for the following:
- ArcGIS GeoEvent Processor for Server Up to Four Cores Licenses: $8,160.00
- ArcGIS GeoEvent Processor for Server Up to Four Cores Staging Server License: $4,836.00
- ArcGIS GeoEvent Processor Implementation Support: $9,944.00
The first year of license costs will be paid by the Department of Public Service. After the first year, the Department of Technology will pay for the license fees.
Bid waiver is requested for this contract. The City of Columbus, Department of Technology is already contracted with the Environmental Systems Research Institute, Inc. (ESRI) for ArcGIS mapping. New licenses are needed with ESRI to implement the GeoEvent Processor that will be used for gathering data from vehicles connected with NetworkFleet. This data collection is necessary so the end-user interface, that was formally bid, can be developed by awarded vendor.
Contract Compliance:
T&M Associates Contract Compliance Number is 22-1806708 and expires 9/20/2014
Environmental Systems Research Institute (ESRI) Contract Compliance Number is 95-2775732 and expires 6/11/2014
Fiscal Impact: The estimated expenditure $70,328.00 and is budgeted within the Street & Highways Bond Fund. This legislation also authorizes the Director of Public Service to enter into the necessary agreements to complete this project.
Title
To authorize the Public Service Director to enter into an agreement with T & M Associates and the Environmental Systems Research Institute, Inc. (ESRI) for development and implementation of a data interface system to replace COMBAT; to waive competitive biddings for the licenses for ArcGIS GeoEvent Processor with ESRI; to authorize expenditure from the Street & Highway Bond Fund and declare an emergency. ($70,328.00)
Body
WHEREAS, The Department of Public Service, Division of Planning and Operations has been utilizing the program COMBAT to track the snow and ice removal fleet; and
WHEREAS, The City's Fleet Department has implemented NetworkFleet for the tracking of all city vehicles, therefore the Department of Public Service had to migrate to a new program; and
WHEREAS, The Department of Public Service, Office of Support Services solicited formal bids for the snow and ice tracking GUI to replace COMBAT and the Department of Public Service selected the lowest, responsive, responsible and best bids; and
WHEREAS, T & M Associates was the lowest, responsive, responsible and best bidder; and
WHEREAS, It is also necessary to contract with the Environmental Systems Research Institute, Inc. for licenses and implemation of the ArcGIS GeoEvent Processor; and
WHEREAS, it is necessary to waive bidding requirements in order to contract with Environmental Systems Research Institute, and
WHEREAS, an emergency exists in the usual daily operation of the Division of Planning and Operations in that the funding should be authorized immediately to ensure project deadlines are met and the snow and ice tracking GUI is in place by the start of the 2013-2014 snow season to preserve the public health, peace, property
; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Service is hereby authorized to enter into contract with T&M Associates 100 East Campus View Blvd. Columbus, OH 43235 for the snow and ice tracking GUI.
Amount: $47,388.00.
SECTION 2. That the Director of Public Service is hereby authorized to enter into contract with Environmental Systems Research Institute, Inc. 380 New York Street Redlands, CA 92373 for ArcGIS GeoEvent Processor licenses and implementation.
Amount: $22,940.00
SECTION 3. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Section 329.06 (formal Competitive Bidding) of the Columbus City Code.
SECTION 4. That the expenditure of $70,328.00 or so much thereof as may be necessary is hereby authorized to be expended from the Streets and Highways Improvement Fund, No. 704, Dept. /Div. 59-11 as follows:
Fund / Project / O.L. 01-03 Codes / OCA code / Amount
704 / 530020-100000 / Street Equipment (Carryover) / 06-6655 / 591246 / $70,328.00
SECTION 5. 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 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 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 8. 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 10 days after its passage if the Mayor neither approves nor vetoes the same.