Explanation
BACKGROUND:
This ordinance authorizes modifying and renewal of a contract with Technology Sight Planners (TechSite) in the amount of $59,570.00 including a contingency of $10,000.00. On March 2, 2018 the Department of Technology (DoT), through the utilization of a Request for Statement of Qualification process, received only one (1) response to (RFSQ007973/PR199751) for site assessment and other related services to the City's Data Centers. In April of 2018, the department established a contracted with Technology Sight Planners for $50,000.00 via PO111139 to perform a thorough site assessment of the city’s east and west data centers. The initial phase of the assessment involved a determination of the state of the current infrastructure and future needs. To determine this, TechSite interviewed department personnel and reviewed existing documentation.
The second phase of the assessment is the engineering phase as specified in the attached Statement of Work (SOW). In this phase, TechSite is analyzing the strengths and weaknesses of the facility’s physical infrastructure and comparing it to a “best practices” Data Center. Based on those findings, recommendations for upgrades and improvements, and the advantages and disadvantages of each will be detailed. Where needed, recommendations will include schematic drawings, plans and a high level budget to allow for future facility upgrades. This agreement is not subject to automatic renewal. However, upon mutual agreement and approval from appropriate City authorities, the ensuing contract can be extended (renewed) for two (2) additional one-year terms. This ordinance will authorize the first of the two renewals and cover the 12 month term period from April 10, 2019 through April 09, 2020.
A modification of the above-mentioned contract is needed to provide funds to continue the engineering phase of the project. This project is critical to the city in that it will ensure that the city’s technology infrastructure is up-to-date, secure and meets the city’s technology needs.
1. Amount of additional funds to be expended: $59,570.00
Original contract amount: $50,000.00
Amount of this ordinance modification including contingency: $59,570.00
Total aggregate contract: $109,570.00
2. Reason additional goods/services could not be foreseen:
The need for this modification is to provide funds to continue the engineering phase of the project. It was not known at the outset of the project how many hours would be needed to accomplish the second phase.
3. Reason other procurement processes are not used:
It is not feasible to bid for an alternate service since Technology Site Planners initiated the project. To change providers in the middle would disrupt the project.
4. How cost of modification was determined:
Technology Site Planner (aka TechSite) provided DoT with a cost proposal for phase two of the project with project staff hourly rates.
FISCAL IMPACT:
In April, 2018, a contract totaling $50,000.00 was authorized for a site assessment of the city’s east and west data centers. These funds have been exhausted. This ordinance authorizes modifying contract for $59,570.00 which includes a $10,000.00 contingency and renewal of this contract for a second year term from April 10, 2019 through April 09, 2020 to allow for continuation of the engineering phase of this project. These funds are available in the Information Services Internal Service Operating Fund for this purpose.
EMERGENCY DESIGNATION:
It is requested that this ordinance be designated as emergency so that these funds be made available at the earliest possible date and the project continues without interruption.
Vendor Name: Technology Sight Planners CC#: 31-1811554 - Expiration Date 2/28/2020
DAX Vendor #: - 005995
Title
To authorize the Director of the Department of Technology to modify and renew a contract with Technology Site Planners for continuation of the engineering phase of this project on the city’s west data center; to authorize the expenditure of $59,570.00 which includes a contingency to cover any unforeseen services that may be needed from the Department of Technology, Information Services Division, Information Services Internal Service Operating Fund; and to declare an emergency. ($59,570.00)
Body
WHEREAS, in April of 2018, the Department of Technology entered into contract with Technology Sight Planners for a site assessment of the city’s east and west data centers; and
WHEREAS, the initial phase of the project has been completed and additional funds are needed to continue the engineering phase of the project; and
WHEREAS, a contract modification of the current contract established under (PO111139) via (RFSQ007973/PR199751) is needed to provide additional funds totaling $59,570.00 that includes a contingency of $10,000.00 to cover any unforeseen services that may be needed; and
WHEREAS. it is necessary to authorize the second year of this contract with a term period from April 10, 2019 through April 09, 2020 to allow for continuation of the engineering phase of this project; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Technology in that it is immediately necessary to authorize the Director of Technology to modify and renew a contract with Technology Site Planners to allow for continuation of the engineering phase of this project of the city’s west data center, for the immediate preservation of 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 be and is hereby authorized to modify and renew the current contract with Technology Site Planners (TechSite) to continue with the engineering phase of the project on the city’s west data center in the amount of $59,570.00 that includes a contingency of $10,000.00 to cover any unforeseen services that may be needed. That the second year (first renewal) of this contract will be for 12 months with a term period from April 10, 2019 through April 09, 2020.
SECTION 2. That the expenditure of $59,570.00, or so much thereof as may be necessary, be and is hereby authorized for the above-mentioned purpose as is follows: (See attachment 3402-2018EXP)
Dept./Div. 47-02| Fund 5100 | Sub-fund: 510001| Object Class: 03| Main Account: 63050| Program: CW001 | Amount: $49,570.00|
Dept./Div. 47-02| Fund 5100 | Sub-fund: 510001| Object Class: 03| Main Account: 63050| Program: CW001 | Amount: $10,000.00|{Contingency}
SECTION 3: 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 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 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.