Explanation
BACKGROUND:
This legislation authorizes the Director of the Department of Technology to enter into a contract with Gudenkauf Corporation for the installation of fiber optic cabling at 7 locations across the city. This project will provision fiber optic network capability from our fiber network to the 7 locations included in this construction initiative. This fiber build will provide extended fiber access to areas currently not interconnected, will assist in the provisioning of fiber access to city facilities and provide additional fiber pathways for our fiber marketing initiative.
The Department of Technology (DoT) exercised due diligence by completing the competitive bid process in compliance with Columbus City Code Chapter 329. One formal bid was prepared and posted on the City's solicitation web site; while the bid was posted the Department held a pre-bid walk-through which provided the contractors an opportunity to examine the fiber routes. On Thursday, September 6th at 5:00 p.m., the Department of Technology received and opened one (1) bid associated with Bid Express number 470046-100006, as follows:
Bid Number: Project: Bidders : Amount :
470046-100006: Summer Fiber Expansion project 2016:
1. Gudenkauf Corp.:$1,353,555.00
This bid identified 8 locations for fiber construction. One location for Public Safety; Police 6 Sub - 5030 Ulry Rd - $220,942.02 has been legislated by the Department of Public Safety under ordinance 2458-2016. The remaining seven locations are being covered under this legislation by the Department of Technology, Cologix data center - $211,271.09, Fire 3 to CTSS - $165,820.77, Arlingate to CTSS - $134,970.89, McKinley to CTSS - $180,918.97, Fire Training to CTSS - $187,897.41, Alum Creek to CTSS - $113,582.02, and CNF to Broad St - $138,151.83.
The Department of Technology employs personnel that are engaged in project management related duties directly related to these fiber projects. Project costs incurred by the operating fund include such costs as salaries, possible overtime, and overhead. The division budgets the personnel and additional costs within the division’s operating fund, the Information Services Operating Fund. These costs are capital eligible and doing so is consistent with the efforts by other City divisions to reimburse operating funds when those funds incur expenses more appropriate to capital improvement funding. The Department of Technology will track the hours each employee works on capital-related projects and bill these hours to the associated capital project. This process will reimburse the Information Services Operating Fund for the portion of staff time attributable to the capital project. This ordinance will authorize $150,000 for this purpose. The total cost of this ordinance is $1,282,612.98.
This company is not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
FISCAL IMPACT:
In July and September of this year (2016), the Department of Technology legislated $226,569.55 under ordinance 1819-2016, passed July 18, 2016 and the Department of Public Safety $484,576.19 under ordinance 1842-2016 passed September 12, 2016 for the spring fiber projects totaling $711,145.74. Funds for solicitation #: 470046-100006 totaling $1,132,612.98 and the $150,000.00 for the reimbursement of capital eligible DoT personnel cost have been budgeted and are available within the Department of Technology, Information Services Division, Capital Improvement Bond Fund from within Capital Projects (Project No# 470046-100000, Project No# 470046-100001, and 470047-100003).
EMERGENCY:
Emergency legislation is required to facilitate prompt contract execution and related payment for services.
CONTRACT COMPLIANCE:
Vendor Name: Gudenkauf Corporation C.C.#: 31-0908234 Expiration Date: 01/30/17
DAX VENDOR NUMBER:
Vendor Name: Gudenkauf Corporation Vendor #: 004454
Title
To authorize the Director of the Department of Technology to enter into a contract with Gudenkauf Corporation for the installation of fiber optic cable and related services; to authorize the Director of Technology to reimburse the Information Services Operating Fund for capital eligible DoT personnel expenses incurred; to authorize the expenditure of $1,282,612.98 from the Department of Technology, Information Services Division, Capital Improvement Bond Fund; and to declare an emergency. ($1,282,612.98)
Body
WHEREAS, the Department of Technology has a need to establish a contract for services to be provided for the installation of fiber optic pathway to be built that will provision fiber optic network services to locations within the city; and
WHEREAS, the Department of Technology exercised due diligence by undergoing a formal bid process in compliance with Columbus City Code Chapter 329; and
WHEREAS, after reviewing the bids received from solicitation 470046-100000, it was recommended that the award be made to Gudenkauf Corporation for the locations identified in the solicitation for the Summer Fiber Expansion project 2016, in the amount of $1,132,612.98 as Gudenkauf Corporation was the sole bidder , therefore the overall lowest, responsive and responsible bidder per specification for this solicitation; and
WHEREAS, the Department of Technology employs personnel engaged in activities directly related to these fiber optic cabling projects; and
WHEREAS, these costs can be capitalized; and
WHEREAS, it is necessary to authorize this expenditure in order to provide adequate operating resources for the Department of Technology, Information Services Division; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to authorize the Director to enter into a contract with Gudenkauf Corporation for the installation of fiber optic cabling, thereby preserving 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 Gudenkauf Corporation in the amount of $1,132,612.98 for the installation of fiber optic cabling to be built to seven locations across the city from the date of a certified purchase order from the Auditor’s Office.
SECTION 2. That the Director of the Department of Technology is hereby authorized to expend $150,000.00, or so much thereof as may be necessary, to reimburse the Information Services Operating Fund for project management services and other DoT personnel expenses incurred in connection with the capital improvements program.
SECTION 3. That the expenditure of $1,282,612.98 or so much thereof as may be necessary is hereby authorized to be expended from: (See 2478-2016 EXP)
Gudenkauf - $1,132,612.98
Div.: 47-02|Fund: 5115|SubFund: n/a| Obj. Class.: 06| Main Acct.: 66530| Program: CW001 |Sect 3: 470201 | Sect 4: IT01 | Sect 5: IT0103 | Project ID: P470046-100000 | Procurement Category: Building and Facility Construction and Maintenance Services | Project Name: Connectivity Project Fiber/Wireless | Amount: $502,044.22 (Carryover)
Div.: 47-02|Fund: 5115|SubFund: n/a| Obj. Class.: 06| Main Acct.: 66530| Program: CW001 |Sect 3: 470201 | Sect 4: IT01 | Sect 5: IT0103 | Project ID: P470046-100001 | Procurement Category: Building and Facility Construction and Maintenance Services | Project Name: Fiber | Amount: $30,000.00 (Carryover)
Div.: 47-02|Fund: 5105|SubFund: n/a| Obj. Class.: 06| Main Acct.: 66530| Program: CW001 |Sect 3: 470201 | Sect 4: IT01 | Sect 5: IT0103 | Project ID: P470047-100003 | Procurement Category: Building and Facility Construction and Maintenance Services | Project Name: Asset Management | Amount: $200,970.00 (Carryover)
Div.: 47-02|Fund: 5115|SubFund: n/a| Obj. Class.: 06| Main Acct.: 66530| Program: CW001 |Sect 3: 470201 | Sect 4: IT01 | Sect 5: IT0103 | Project ID: P470046-100000 | Procurement Category: Building and Facility Construction and Maintenance Services | Project Name: Connectivity Project Fiber/Wireless | Amount: $399,598.76 (2016 bond funds)
DOT - Personnel staff - $150,000.00
Div.: 47-02|Fund: 5115|SubFund: n/a| Obj. Class.: 06| Main Acct.: 66530| Program: CW001 |Sect 3: 470201 | Sect 4: IT01 | Sect 5: IT0103 | Project ID: P470046-100000 | Procurement Category: Building and Facility Construction and Maintenance Services | Project Name: Connectivity Project Fiber/Wireless | Amount: $150,000.00 (2016 bond funds)
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 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 6. 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 7. 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.