Explanation
This ordinance authorizes a modification and extension of an existing contract with Technology Sight Planners (TechSite) in the amount of $78,955.00. On March 2, 2018, the Department of Technology (DoT), through the utilization of a Request for Statement of Qualification process, received one (1) response (RFSQ007973/PR199751) for site assessment and other related services to the City's Data Centers. In April of 2018, the department established a contract with Technology Sight Planners for $50,000.00 via PO111139 to perform a thorough site assessment of the city’s east and west data centers. The initial phase of the assessment involved a determination of the state of the current infrastructure and future needs. To determine this, TechSite interviewed department personnel and reviewed existing documentation.
The second phase of the assessment was the engineering phase and was authorized under the authority of Ord. No. 3402-2018, which passed on December 10, 2018. Following passage of Ord. No. 3402-2018, purchase order PO150895 was established. This was the first of two renewal of the original contract. Based on TechSites’ assessment and subsequent recommendations for upgrades and improvements, it was determined that there was a need for additional professional services.
To address the need for additional professional services, a modification of the previously renewed contract was authorized via Ord. No. 2180-2019. This ordinance, which authorized adding $80,150.00 to the contract for professional services (but did not extend the term) resulted in the establishment of purchase order PO192000.
Finally, this ordinance represents the second and final allowable renewal of the original contract. This renewal is needed to fund engineering support work for the project described above. The total cost of this modification/renewal is $78,955.00 with a contract term of one year, commencing on the date of a confirmed/approved purchase order by the City Auditor’s Office. This modification is critical to the success of this on-going project, which is being undertaken to ensure that the City’s technology infrastructure is up-to-date, secure and meets the city’s technology needs.
1. Amount of additional funds to be expended: $78,955.00
Original contract amount: $50,000.00
Amount of renewal # 1: (Ord. 3402-2018) $59,570.00
Amount of modification no.# 1 (Ord. 2180-2019) $80,150.00
Amount of renewal #2 (Ord. 1920-2020) $78,955.00
Total aggregate contract: $268,675.00
2. Reason additional goods/services could not be foreseen
The renewal is needed to fund engineering support work for the above-described project. It was not known at the outset of the project how many hours would be needed to accomplish this phase of the project.
3. Reason other procurement processes are not used
It is not feasible to bid for an alternate service since Technology Site Planners initiated the project. To change providers in the middle would disrupt the project.
4. How cost of modification was determined
Technology Site Planner (aka TechSite) provided DoT with a cost proposal for this renewal and phase of the project with project staff hourly rates.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier and so that these funds be made available at the earliest possible date and the project continues without interruption.
FISCAL IMPACT:
This ordinance authorizes the second and final renewal of the original contract for an additional $78,955.00 for the continuation of professional services. These funds are budgeted and available in the Information Services Internal Service Operating Fund for this purpose.
CONTRACT COMPLIANCE NUMBER:
Vendor: Technology Sight Planners CC#: 31-1811554 Expiration Date: 7/23/2022
(DAX Vendor Account #: 005995)
Title
To authorize the Director of the Department of Technology to modify and renew a contract with Technology Site Planners for the continuation of professional services associated with the upgrade of the City’s east and west data centers; to authorize the expenditure of $78,955.00 from the Department of Technology, Information Services Division, Information Services Internal Service Operating Fund; and to declare an emergency. ($78,955.00)
Body
WHEREAS, in April of 2018, the Department of Technology entered into contract with Technology Sight Planners for a site assessment of the city’s east and west data centers; and
WHEREAS, the initial phases of the project have been completed and additional funds, via renewal of the original contract, are needed to continue professional services associated with this project on the City’s east and west data centers; and
WHEREAS, a contract modification and renewal, representing the second allowable and final renewal of the current contract is needed to provide additional funds for professional services totaling $78,955.00 for a term of one year, commencing on the date of a confirmed/approved purchase order by the City Auditor’s Office; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Technology in that it is immediately necessary to authorize the Director of Technology to modify and renew a contract with Technology Site Planners (TechSite) for the continuation of professional services associated with this project on the City’s east and west data centers, 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 Director of the Department of Technology be and is hereby authorized to modify and renew a contract with Technology Site Planners (TechSite), representing the second allowable and final renewal of the current contract, for the continuation of professional services associated with the project at the City’s east and west data centers in the amount of $78,955.00 for a term of one year, commencing on the date of a confirmed/approved purchase order by the City Auditor’s Office.
SECTION 2. That the expenditure of $78,955.00, or so much thereof as may be necessary, be and is hereby authorized for the above-mentioned purpose as is follows: (See attachment 1920-2020 EXP) Dept./Div. 47-02| Fund 5100 | Sub-fund: 510001| Object Class: 03| Main Account: 63050| Program: CW001 | Amount: $78,955.00|
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 this ordinance.
SECTION 4: 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 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 approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.