Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology to enter into a contract with T & M Associates for implementation of a geodatabase in support of the City's fiber asset management. The City requires the database to better manage its growing investments in fiber optic cable, utilizing GIS technology. This contract will provide for professional services to evaluate existing data sources and implement the geodatabase utilizing ArcFM conduit and fiber manager software solutions. The term of this contract is for one year from the date of a purchase order certified by the City Auditor. By mutual agreement and approval of proper City authorities, the agreement can be renewed for an additional one year term. The cost of the agreement is $176,520.00.
To procure the system, a Request for Proposals (SA005117) was published October 10, 2013. The solicitation received three (3) proposals, which were scored by an evaluation committee of three (3) employees of the Department of Technology. Each committee member scored the proposals, using the following criteria: competence of the offeror (up to 25 points), quality and feasibility of proposed services (25 points), ability of the offeror (10 points), past performance of the offeror (15 points), and cost (25 points).
Based on the first round of scoring, the committee invited two vendors for additional discussions and demonstrations of their proposed solutions. Based on the additional information provided, the committee re-scored the finalist proposals using the same criteria outlined above. The final ranking of proposals is as follows:
Offeror Score
1. T&M Associates |95.7|
2. Stantec |92.0|
3. Royal Technocrats |57.0|
The committee recommended the highest scoring offeror - T & M Associates - to the Director of the Department of Technology. The Director concurred with the committee's recommendation and a contract has been successfully negotiated with the vendor.
FISCAL IMPACT:
The total cost associated with this legislation is $176,520.00. Funds were identified and are available within the Department of Technology, Information Services Division, Capital Improvement Bond Fund, Project Number: 470047-100005 (Enterprise System Upgrades - GIS) for $103,732.00 and Project Number 470046-100001 (Fiber) for $72,788.00 totaling $176,520.00
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to initiate services from the supplier at the prices proposed.
CONTRACT COMPLIANCE:
Vendor Name: T & M Associates C.C#/F.I.D#: 22-1806708 Expiration: 09/20/2014
Title
To authorize the Director of the Department of Technology to enter into a contract with T & M Associates for implementation of a geodatabase in support of the City's fiber asset management; to authorize the expenditure of $176,520.00 from the Information Services Division, Capital Improvement Bond Fund; and to declare an emergency. ($176,520.00)
Body
WHEREAS, this legislation authorizes the Director of the Department of Technology to enter into a contract with T & M Associates for implementation of a geodatabase in support of the City's fiber asset management; and
WHEREAS, the City requires the database to better manage its growing investments in fiber optic cable, utilizing GIS technology. This contract will provide for professional services to evaluate existing data sources and implement the geodatabase utilizing ArcFM conduit and fiber manager software solutions; and
WHEREAS, to procure the system, a Request for Proposals (SA005117) was published October 10, 2013. The solicitation received three (3) proposals, which were scored by an evaluation committee of three (3) employees of the Department of Technology with the committee recommending the highest scoring offeror - T & M Associates to contract for the services; and
WHEREAS, the term of this contract is for one year from the date of a purchase order certified by the City Auditor. By mutual agreement and approval of proper City authorities, the agreement can be renewed for an additional one year term. The cost of the agreement is $176,520.00; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology, in that it is immediately necessary for the Director of the Department of Technology to enter into a contract with T & M Associates for implementation of a geodatabase in support of the City's fiber asset management and 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, is hereby authorized to enter into a contract with T & M Associates for implementation of a geodatabase in support of the City's fiber asset management. The term of this contract is for one (1) year from the date of a purchase order certified by the City Auditor. By mutual agreement and approval of proper City authorities, the agreement can be renewed for an additional one year term. The cost of the agreement is $176,520.00.
SECTION 2: That the expenditure of $176,520.00 or so much thereof as may be necessary is hereby authorized to be expended from the Department of Technology, Information Services Division, Capital Improvement Bond Fund, as follows:
Div.: 47-02|Fund: 514|Subfund: 002|Project Name: Enterprise System Upgrades - GIS| Project No.: 470047-100005| Project OCA: 474705| Obj. Level 1: 06|Obj. Level 3: 6655|Amount: $103,732.00|
Div.: 47-02|Fund: 514|Subfund: 004|Project Name: Fiber| Project No.: 470046-100001| Project OCA: 474601| Obj. Level 1: 06|Obj. Level 3: 6655|Amount: $72,788.00|
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 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 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 approval by the Mayor, or ten days after passage if the Mayor neither approved nor vetoes the same.