Explanation
BACKGROUND:
This ordinance authorizes the Director of the Department of Technology (DoT) to enter into contracts with Prime AE Group Inc. and Woolpert Inc. to provide GIS professional services in support of the Departments of: Public Utilities, Public Service, Building and Zoning Services, Development, and Technology’s GIS applications and projects. The single point coordination and management of these contracts by DoT will increase efficiencies. Additionally, awarding the project to two vendors will provide flexibility as it will allow for the utilization of resources from two companies. The term of these contract agreements will be for one year from the date of a certified purchase order from the City Auditor, and will include an option to renew for two additional one year terms, subject to mutual agreement and approval of proper City authorities. Each contract agreement will provide for up to $215,045.17 of service, to be billed at proposed hourly rates, for a total spending amount not to exceed $430,090.34.
To procure these services, a Request for Proposals (RFQ003347) was published and responses were due on November 21, 2016. The solicitation received five (5) proposals, which were scored by an evaluation committee of five (5) employees, one from each of the following departments: Public Utilities, Public Service, Building and Zoning Services, Development, and Technology. Each committee member scored the proposals using the following criteria: quality and feasibility of proposed services (10 points), competence (30 points), past performance (relevant project experience) (30 points), ability of the offeror (15 points), and environment impact (5 points). The committee provided the following ranking to the Director of Technology:
Prime AE Group Inc. 92 points out of 100
Woolpert Inc. 89
CDM Smith 83
JMT Technology Group 81
22nd Century Technologies 44
The committee recommended the two highest scoring offerors - Prime AE Group Inc. and Woolpert Inc. - to the Director of the Department of Technology. The Director concurred with the committee’s recommendation.
Although the Department solicited request for proposals and received five responses, the department is requesting to award contract agreements to the two highest scored offerors (Prime AE group Inc. and Wolpert, Inc.) in order to provide flexibility and to allow utilization of resources from two companies for GIS services to city departments. Therefore, this ordinance also requests to waive the competitive bidding provisions in accordance with section 329 of the Columbus City Code.
FISCAL IMPACT:
Funds for the GIS services were budgeted as identified within Section 2 and are available within the Department of Technology, direct charge agencies Information Services Operating fund totaling $312,000.00 and $118,090.34 in the Enterprise System Upgrade-GIS Project, Project Number: 470047-100005, Information Services Division, Information Services bond fund.
CONTRACT COMPLIANCE:
Vendor Name: Prime AE Group Inc. CC# : 26-0546656 Expiration: 10/30/2017
DAX Vendor Acct.# :002102
Vendor Name: Woolpert Inc. CC# : 20-1391406 Expiration: 05/22/2017
DAX Vendor Acct.# :001040
Title
To authorize the Director of the Department of Technology to enter into contracts with Prime AE Group, Inc. and Woolpert, Inc. to provide GIS professional services in support of the Department of Technology and various other city departments' GIS applications and projects; to waive the competitive bidding provisions of the Columbus City Code; and to authorize the expenditure of $312,000.00 from the Department of Technology, Information Services Operating Fund and $118,090.34 from the Information Services Division, Information Services Bond Fund. ($430,090.34)
Body
WHEREAS, a Request for Proposals (RFQ003347) to provide GIS professional services in support of the Department of Technology and various other city departments' GIS applications and projects was published and responses due on November 21, 2016; and
WHEREAS, five (5) proposals were received and were scored by an evaluation committee of five (5) employees, one from each of the following departments: Public Utilities, Public Service, Building and Zoning Services, Development, and Technology with the committee recommending the two highest scoring offerors, Prime AE Group, Inc. and Woolpert, Inc.; and
WHEREAS, it is necessary to authorize the Director of the Department of Technology to enter into contracts with Prime AE Group, Inc. and Woolpert, Inc. to provide professional services in support of Departments of: Public Utilities, Public Service, Building and Zoning Services, Development, and Technology’s GIS applications and projects; and
WHEREAS, the term of these contracts will be for one year from the date of a certified purchase order from the City Auditor, and will include an option to renew for two additional one year terms, subject to mutual agreement and approval of proper City authorities. Each contract will provide for up to $215,045.17 for services, to be billed at proposed hourly rates, for a total spending amount not to exceed $430,090.34; and
WHEREAS, it is in the City's best interest to waive the competitive bidding provisions of Chapter 329 of the Columbus City Code to enter into these contracts; and
WHEREAS, it is necessary for the Director of the Department of Technology to enter into contracts with Prime AE Group, Inc. and Woolpert, Inc. to provide GIS services in support of various city departments' GIS applications and projects to avoid interruption of service, thereby preserving the public health, property, 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 is hereby authorized to enter into contracts with Prime AE Group, Inc. and Woolpert, Inc. to provide GIS professional services in support of the Departments of: Public Utilities, Public Service, Building and Zoning Services, Development, and Technology’s GIS applications and projects. The term of these agreements will be for one year from the date of a certified purchase order from the City Auditor, and will include an option to renew for two additional one year terms, subject to mutual agreement and approval of proper City authorities. Each contract will provide for up to $215,045.17 for services, to be billed at proposed hourly rates, for a total spending amount not to exceed $430,090.34.
SECTION 2. That the expenditure of $430,090.34 or so much thereof as may be necessary is hereby authorized to be expended from: (see 0474-2017 EXP)
Vendor Total: Prime AE Group Inc./$215,045.17
Dept/Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS01|Section 5: IT1211{Development}|Amount: $6,000.00|
Dept/Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104|Section 4:IS02|Section 5: IT1303{Building & Zoning}|Amount: $25,000.00|
Dept/Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104|Section 4:IS02|Section 5: IT1316{DPS- Infrastructure}|Amount: $40,000.00|
Dept/Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1308{Electricity}|Amount: $6,100.00|
Dept/Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1309{Water}|Amount: $38,800.00|
Dept/Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1310{Sanitary Sewer}|Amount: $43,500.00|
Dept/Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1311{Storm Sewer}|Amount: $11,600.00|
Dept./Div.: 47-02| Fund: 5105| Subfund: N/A| Procurement Category: Engineering and Research and Technology Based Services|| Project Name: Enterprise System Upgrades-GIS | Project Number: P470047-100005 (2016 funds)| Object Class: 06 |Main Account: 66530| Program Code: CW001| Section 3: N/A | Section 4: N/A |Section 5: N/A| Amount: $44,045.17 |
Vendor Total: Woolpert Inc./$215,045.17
Dept/Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS01|Section 5: IT1211{Development}|Amount: $6,000.00|
Dept/Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104|Section 4:IS02|Section 5: IT1303{Building & Zoning}|Amount: $25,000.00|
Dept/Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104|Section 4:IS02|Section 5: IT1316{DPS- Infrastructure}|Amount: $10,000.00|
Dept/Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1308{Electricity}|Amount: $6,100.00|
Dept/Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1309{Water}|Amount: $38,800.00|
Dept/Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1310{Sanitary Sewer}|Amount: $43,500.00|
Dept/Div.: 47-01|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:CW001|Section 3:470104| Section 4:IS02|Section 5: IT1311{Storm Sewer}|Amount: $11,600.00|
Dept./Div.: 47-02| Fund: 5105| Subfund: N/A| Procurement Category: Engineering and Research and Technology Based Services|| Project Name: Enterprise System Upgrades-GIS | Project Number: P470047-100005 (2016 funds)| Object Class: 06 |Main Account: 66530| Program Code: CW001| Section 3: N/A | Section 4: N/A |Section 5: N/A| Amount: $5,954.83 |
Dept./Div.: 47-02| Fund: 5105| Subfund: N/A| Procurement Category: Engineering and Research and Technology Based Services|| Project Name: Enterprise System Upgrades-GIS | Project Number: P470047-100005 (Carryover)| Object Class: 06 |Main Account: 66530| Program Code: CW001| Section 3: N/A | Section 4: N/A |Section 5: N/A| Amount: $68,090.34 |
SECTION 3. That this Council finds it in the City's best interest to waive the competitive bidding provisions of the Columbus City Codes Chapter 329.
SECTION 4. That the City Auditor is authorized to make any changes to revise the funding source for any contract or contract modifications associated with this ordinance.
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 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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.