Explanation
BACKGROUND:
This ordinance authorizes 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. The original agreement (ED046822) was executed August 16, 2012, and subsequently modified by authority of ordinance 2338-2012, passed December 3, 2012, through purchase order EL013767. This modification will extend the agreement to provide additional 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 $18,000 to assist City staff in managing the renovation projects.
*Amount of additional funds to be expended: $18,000.00
ED046822 $19,000.00
EL013767 Modification # 1 $20,000.00
Modification # 2 $18,000.00
TOTAL $57,000.00
To meet immediate service needs, this modification adds an additional $18,000.00 to the existing agreement to provide for services to support the effective management and documentation of the upcoming renovation project.
*Reasons additional goods/services could not be foreseen:
These additional needs have arisen from several design changes that were not anticipated when the original agreement was established.
*Reason other procurement processes are not used:
Given Mr. Vander Does involvement in the original design work and design modification, it is in the City's best interests to retain his services in support of the upcoming renovation project. 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 services as part of this one year agreement, and will enable the City to better document and manage the project.
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 a total of $39,000.00 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 $18,000.00 are available in the Department of Technology, Information Services Division. Including this modification, the aggregate contract total amount is $57,000.00.
CONTRACT COMPLIANCE:
Vendor: Michael Vander Does C.C# : 04 - 6480246 Expiration Date: 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 project; 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 $18,000.00 from the Department of Technology, Information Services Division; and to declare an emergency. ($18,000.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology to modify a contract with Michael Vander Does, for professional services in support of Columbus Television (CTV) renovation projects, additional client representation and advocacy services; and
WHEREAS, The original agreement (ED046822) was executed August 16, 2012, and subsequently modified by authority of ordinance 2338-2012, passed December 3, 2012, through purchase order EL013767; and
WHEREAS, this modification will extend the agreement to provide additional 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 $18,000 to assist City staff in managing the renovation projects; 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 professional services in support of Columbus Television (CTV) renovation projects, 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 professional services in support of Columbus Television (CTV) renovation projects. This modification will extend the agreement to provide additional 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 $18,000 to assist City staff in managing the renovation project.
SECTION 2: That the expenditure of $18,000.00 or so much thereof as may be necessary is hereby authorized to be expended from:
Dept./Div.: 47-02| Fund: 514| Sub-fund: 001| OCA Code: 472425| Obj. Level 1: 03| Obj. Level 3: 3336| Amount: $18,000.00| {Professional Services}
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 authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 5: That this ordinance requests to waive the competitive bidding provisions of the Columbus City Code, Section 329.06.
SECTION 6: 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.