Explanation
This ordinance authorizes the first of two renewals of two contracts initially authorized by ordinance 0474-2017 with Prime AE Group Inc. and Woolpert Inc. to provide professional services in support of the Departments of Public Utilities; Public Service; Development; and Technology’s GIS applications and projects. The term of this renewal is for one year, from June 8, 2018 to June 7, 2019. Following this renewal, the department has an option to renew for one additional one year (per ordinance 0474-2017) subject to mutual agreement and approval of proper City authorities. In total, expenditures resulting from passage of this ordinance will not exceed $440,000.00 with Woolpert’s contract renewal amount being $340,000 and Prime AE Group’s contract renewal amount being $100,000.
This ordinance also authorizes the transfer of $80,000 within the Department of Technology operating fund’s direct charge budget. An appropriation transfer, from object class 02 to 03, to be billed against Public Service’s street construction maintenance and repair fund, is needed to ensure there are adequate moneys in the proper accounting code to accommodate this renewal.
Finally, this ordinance also authorizes the extension of existing purchase orders PO065033 and PO065050 with Prime AE Group and PO064461and PO064513 with Woolpert (established following passage of ordinance 0474-2017) to June 7, 2019 to allow for the use of any remaining funds. This extension will ensure the availability of funds to continue provision of GIS services to the above-mentioned departments into 2019.
CONTRACT COMPLIANCE NUMBER
Vendor Name: Prime AE Group, Inc.
DAX Vendor#: 002102 CC#: 26-0546656, Expiration Date: 09/21/2019
Vendor Name: Woolpert, Inc.
DAX Vendor#: 001040 CC#: 20-1391406, Expiration Date: 03/29/2019
FISCAL IMPACT
Funds for the above described contract renewal are budgeted and available as identified within Section 2.
Title
To authorize the Director of the Department of Technology to renew contracts with Prime AE Group, Inc. and Woolpert, Inc. to continue to provide professional services in support of the Department of Technology and various other city departments' GIS applications and projects; to transfer $80,000.00 within the Department of Technology operating fund direct charge budget to ensure adequate funding for the contract renewal; to authorize extension of Purchase Orders PO065033, PO065050, PO064461 and PO064513 to allow for the use of any remaining funds to continue provision of GIS services; to authorize the expenditure of $440,000.00 from the Department of Technology, Information Services Operating Fund; and to declare an emergency. ($440,000.00)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Technology to renew contracts with Prime AE Group, Inc. and Woolpert, Inc. to provide professional services in support of Departments of: Public Utilities, Public Service, Development, and Technology’s GIS applications and projects; and
WHEREAS, the renewed term of these contracts will be for one year, from June 8, 2018 to June 7, 2019; and
WHEREAS, it is necessary to transfer $80,000 within the Department of Technology’s operating fund’s direct charge budget, from object class 02 to 03, to be billed against Public Service’s street construction maintenance and repair fund, to ensure there are adequate moneys in the proper accounting code to accommodate this renewal; and
WHEREAS, this ordinance authorizes the extension of existing PO065033 and PO065050 with Prime AE Group and PO064461and PO064513 with Woolpert to June 7, 2019 to allow for the use of remaining funds; and
WHEREAS, it an emergency exists in the usual and daily operation of the Department of Technology in that it is immediate necessary to authorize the Director of the Department of Technology to renew contracts with Prime AE Group, Inc. and Woolpert, Inc. to continue provision of professional 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 renew contracts with Prime AE Group, Inc. and Woolpert, Inc. to provide professional services in support of the Departments of Public Utilities; Public Service; Development; and Technology’s GIS applications and projects for one year, from June 8, 2018 through June 7, 2019.
SECTION 2. That the total cost of the above-described renewal will be $440,000.00, with Woolpert’s contract renewal amount being $340,000.00 and Prime AE Group’s contract renewal amount being $100,000.00.
SECTION 3. That the transfer of $80,000.00, within the Department of Technology’s operating fund’s direct charge budget, to be billed against Public Service’s street construction maintenance and repair fund, be authorized as follows (see EXP1377-2018):
TRANSFER FROM:
{DOT - Transportation Infrastructure / $80,000.00}
Dept.: 47 | Div.: 4701 | Obj Class: 02 | Main Account: 62030 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1316 | Amount: $80,000.00 | {Transportation Infrastructure}
TRANSFER TO:
{DOT - Transportation Infrastructure / $80,000.00}
Dept.: 47 | Div.: 4701 | Obj Class: 03 | Main Account: 63050 | Fund: 5100 | Sub-fund: 510001 | Program: CW001 | Section 3: 470104 | Section 4: IS02 | Section 5: IT1316 | Amount: $80,000.00 | {Transportation Infrastructure}
SECTION 4. That existing Purchase Orders PO065033 and PO065050 with Prime AE Group and PO064461and PO064513 with Woolpert be extended to June 7, 2019 to allow for the use of remaining funds; and
SECTION 5. That the expenditure of $440,000.00, or so much thereof as may be necessary, is hereby authorized to be expended as follows (see EXP1377-2018):
Vendor Total: Prime AE Group Inc./$100,000.00
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 {Transportation Infrastructure}|Amount: $50,000.00|
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: $3,050.00|
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: $19,400.00|
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: $21,750.00|
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}|Amount: $5,800.00|
Vendor Total: Woolpert Inc./$340,000.00
Dept/Div.: 47-02|Obj Class: 03 |Main Account: 63050| Fund: 5100|Sub-fund: 510001|Program:IT020|Section 3:na| Section 4:na|Section 5: na |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:IS01|Section 5: IT1211 {Development}|Amount: $15,000.00|
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 {Transportation Infrastructure}|Amount: $150,000.00|
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: $9,150.00|
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: $58,200.00|
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: $65,250.00|
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}|Amount: $17,400.00|
SECTION 6. That the monies in the foregoing Sections shall be paid upon order of the Director of the Department of Technology and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 7. 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 8. 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 9. 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.