Explanation
This legislation authorizes the Director of Public Utilities to enter into a service agreement with irth Solutions, LLC to supply, integrate, and support a Ticket Management System (TMS) for the purpose of receiving and processing utility locate requests as generated by the Ohio Utilities Protection Service (OUPS). The City of Columbus, Department of Public Utilities (DPU) receives approximately 140,000 locate requests from OUPS annually. Upon receipt of these requests, the DPU marks underground electric, water, and sewer facilities in the proposed excavation area. The TMS provides both a web-based hosted Ticket Management solution as well as a locally installed mobile solution which can operate in a disconnected environment.
The City of Columbus, Department of Public Utilities solicited a Request for Proposals for a Ticket Management System (SA005697). Eight-two (82) vendors (1-MBR, 1-M1A and 80 MAJ) were solicited and two (2) proposals (2 MAJ) were received and opened on January 9, 2015. The selection of irth Solutions, LLC was in accordance with relevant provisions of Columbus City Code Chapter 329 relating to awarding professional service contracts through requests for proposals.
The initial term of this Agreement shall be from March 1, 2015 through and including February 29, 2016 and may be renewed by written modification for five (5) additional successive one year terms. Renewal of this Agreement is subject to the authorization of Columbus City Council and the certification by the City Auditor of the availability of funds for such purposes. This service agreement will not automatically renew.
SUPPLIER: irth Solutions, LLC (46-1568259), expires February 28, 2016
Irth Solutions, LLC does not hold MBE/FBE status.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
FISCAL IMPACT: $35,300.00 is budgeted and needed for this purchase.
$31,500.00 was spent in 2014
$31,500.00 was spent in 2013
EMERGENCY DESIGNATION: Due to the nature of the Line Locating work as required by the Ohio Revised Code, we were unable to discontinue the use of this subscription as it would have increased the risk of damage to our facilities and placed citizens and work crews in potentially hazardous situations, and we would not be in compliance with the Ohio Revised Code. The delay in bringing this ordinance before Council is due to contract language clarification and revisions which took much longer than expected. This ordinance is being submitted as an emergency because, without emergency action, no less than thirty-seven days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
Title
To authorize the Director of Public Utilities to enter into a service agreement with irth Solutions, LLC to supply, integrate and support a Ticket Management System for the Department of Public Utilities, to authorize the expenditure of $2,153.30 from the Electricity Operating Fund, $13,696.40 from the Water Operating Fund, $15,355.50 from the Sewer System Operating Fund, $4,094.80 from the Stormwater Operating Fund, and to declare an emergency. ($35,300.00)
Body
WHEREAS, the City of Columbus has a need for a Ticket Management System (TMS); and
WHEREAS, the Department of Public Utilities solicited a Request for Proposals for a Ticket Management System (SA005697) in accordance with relevant provisions of Columbus City Code Chapter 329 relating to awarding professional service contracts through requests for proposals. Eight-two (82) vendors (1-MBR, 1-M1A and 80 MAJ) were solicited and two (2) proposals (2 MAJ) were received and opened on January 9, 2015; and
WHEREAS, the Department of Public Utilities recommends an award be made to the lowest, responsive and responsible bidder irth Solutions, LLC for the purpose of providing a Ticket Management System for the Department of Public Utilities; and
WHEREAS, irth Solutions, LLC is willing to provide this System pursuant to the terms contained within the service agreement; and
WHEREAS, irth Solutions, LLC will supply, integrate and support a Ticket Management System (TMS) for the purpose of receiving and processing locate requests as generated by the Ohio Utilities Protection Service. The TMS provides both a web-based hosted Ticket Management solution as well as a locally installed mobile solution which can operate in a disconnected environment; and
WHEREAS, the term of this Agreement shall be from March 1, 2015 through and including February 29, 2016, and may be renewed by written modification for five (5) additional successive one year terms. Renewal of this Agreement is subject to the authorization of Columbus City Council and the certification by the City Auditor of the availability of funds for such purposes. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested. This service agreement will not automatically renew; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize the Director to enter into a service agreement for the Ticket Management System in order to remain compliant with the Ohio Revised Code requirements and so that the efficient delivery of valuable public services will not be slowed, for the immediate preservation of the public health, peace, property and safety; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities be and is hereby authorized to enter into a service agreement to supply, integrate and support a Ticket Management System (TMS) for the purpose of receiving and processing locate requests as generated by the Ohio Utility Protection Service for the Department of Public Utilities, in the amount of $35,300.00, with irth Solutions, LLC, 5009 Horizons Drive, Columbus, Ohio 43220, in accordance with the terms and conditions as shown in the agreement on file in the office of the Department of Public Utilities. This contract is for a period of one (1) year from March 1, 2015 through and including February 29, 2016, with the option to renew for five (5) additional years, on a year to year basis upon mutual agreement, budgeted funds, and approval by Columbus City Council. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested. This contract shall not automatically renew.
SECTION 2. That said firm shall conduct the work to the satisfaction of the Director of Public Utilities.
SECTION 3. That this contract is in accordance with the relevant provisions of Columbus City Code Chapter 329 relating to awarding professional service contracts through requests for proposals.
SECTION 4. That the expenditure of $35,300.00 or so much thereof as may be needed, be and the same hereby is authorized from Department 60-01, to pay the cost of this contract as follows:
Fund: 550
OCA: 600023
Object Level 1: 03
Object Level 03: 3332
Amount: $2,153.30
Fund: 600
OCA: 600049
Object Level 1: 03
Object Level 03: 3332
Amount: $13,696.40
Fund: 650
OCA: 600056
Object Level 1: 03
Object Level 03: 3332
Amount: $15,355.50
Fund: 675
OCA: 600065
Object Level 1: 03
Object Level 03: 3332
Amount: $4,094.80
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 for the reasons stated in the preamble hereto, where 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.