Explanation
1. BACKGROUND
This ordinance authorizes a bidding waiver for the Director of Public Service to modify an existing contract with ReCollect Systems, Inc. (ReCollect) for the provision of software, software licensing, and maintenance services through December 31, 2017.
In November 2013, the Department of Public Service entered into a three-year contract with ReCollect to provide the City with an online platform through which the City can communicate information concerning its refuse, recycling, and yard waste programs to residents. The aforementioned application included features allowing users to perform address searches to determine designated collection dates and to receive service alerts and collection day reminders via telephone and email.
Pursuant to Ordinance 1436-2015, the Department of Public Service executed a contract modification, effective July 6, 2015, with ReCollect to procure ReCollect Streets, an application designed to notify residents about street sweeping events, increasing operational efficiency and reducing ticketing and towing of resident vehicles.
Pursuant to Ordinance 2572-2015, the Department of Public Service executed a contract modification, effective November 4, 2015, with ReCollect to procure Waste Wizard, an online educational tool intended to complement the City’s residential recycling program.
The Director of Public Service executed a City of Columbus Contract for Services Under $20,000, effective October 31, 2016, for the purpose of extending services through July 31, 2017.
A bidding waiver is requested to allow services to continue through ReCollect. Switching to another service provider will require that company to duplicate the work already performed by ReCollect to establish and provide these services, causing the Department of Public Service to unnecessarily expend additional funds.
Original contract amount: $15,000.00 (ED049735)
Modification No. 1 amount: $15,000.00 (ED051812)
Modification No. 2 amount: $8,250.00 (Ord. 1436-2015, EL017276)
Modification No. 3 amount: $30,999.00 (Ord. 2572-2015, EL017611)
Under $20K contract amount: $19,999.00 (PO033906)
Modification No. 4 amount: $11,666.65 (This modification)
Contract amount including all modifications: $100,914.65
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against ReCollect.
2. CONTRACT COMPLIANCE
The contract compliance number for ReCollect Systems, Inc. is CC77853-102722, which expires on September 28, 2017.
3. FISCAL IMPACT
Funding in the amount of $11,666.65 is available in the General Fund within the Department of Public Service.
Title
To authorize the Director of Public Service to modify and increase an existing contract with ReCollect Systems, Inc; to waive the competitive bidding provision of Columbus City Code; and to authorize the expenditure of $11,666.65 from the General Fund. ($11,666.65)
Body
WHEREAS, in November 2013, the Department of Public Service entered into a three-year contract with ReCollect Systems, Inc. (ReCollect) for the provision of an online platform through which the City can communicate information concerning its refuse, recycling, and yard waste programs to residents; and
WHEREAS, Ordinance 1436-2015 authorized the Director of Public Service to execute a contract modification, effective July 6, 2015, with ReCollect for the purpose of procuring ReCollect Streets, an application designed to notify residents about street sweeping events, increasing operational efficiency and reducing ticketing and towing of resident vehicles; and
WHEREAS, Ordinance 2572-2015 authorized the Director of Public Service to execute a contract modification, effective July 6, 2015, with ReCollect for the purposes of procuring Waste Wizard, an online educational tool intended to complement the City’s residential recycling program, and extending services through November 14, 2016; and
WHEREAS, the Director of Public Service executed a City of Columbus Contract for Services Under $20,000, effective October 31, 2016, for the purpose of extending services through July 31, 2017; and
WHEREAS, it is in the city's best interest to waive the competitive bidding provisions of City Code Chapter 329 to allow services to continue through ReCollect since switching to another service provider will require that company to duplicate the work already performed by ReCollect to establish and provide these services, causing the Department of Public Service to unnecessarily expend additional funds; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Service to authorize the Director to execute a contract modification with ReCollect to provide for the continuation of the aforementioned software, software licensing, and maintenance services through December 31, 2017; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Service be and is hereby authorized to execute a contract modification with ReCollect Systems, Inc., 3381 Cambie Street, Suite 528, Vancouver, BC V5Z-4R3, in the amount of up to $11,666.65 for software, software licensing, and maintenance services.
SECTION 2. That this Council has determined it is in the best interest of the City to waive the competitive bidding requirements of City Code Chapter 329 to allow services to continue through ReCollect.
SECTION 3. That the expenditure of $11,666.65, or so much thereof as may be needed, is hereby authorized in Fund 1000 General Fund per the account codes in the attachment to this ordinance.
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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.