Explanation
BACKGROUND:
This ordinance authorizes the second of two renewals of two contracts initially authorized by ordinance 0474-2017 and renewed by ordinance 1377-2018, with Prime AE Group Inc. and Woolpert Inc. to provide professional services in support of the Departments of Technology; Public Service; Public Utilities; and Development’s GIS applications and projects. Single point coordination of this contract by the Department of Technology is beneficial in that it maximizes operational efficiencies.
These services were procured in 2016 through the Request for Proposals process via RFQ003347. A total of five (5) proposals were received on the due date of November 21, 2016. A five-person evaluation committee represented by the Departments of Public Utilities, Public Service, Building and Zoning Services, Development, and Technology scored the proposals based on quality and feasibility of proposed services; competence; past performance (relevant project experience); ability of the offeror; and environmental impact. The committee provided the following ranking to the Director of Technology (with total possible points being 100):
Prime AE Group Inc. 92
Woolpert Inc. 89
CDM Smith 83
JMT Technology Group 81
22nd Century Technologies 44
To provide flexibility in service provision, an award was made to the two highest bidders, necessitating a waiver of the competitive bidding provisions of section 329 of the Columbus City Code, as authorized by ordinance 0474-2017.
The term of this renewal is for one year, from June 8, 2019 to June 7, 2020. In the year 2020, prior to the end of the contract, the department will need to solicit proposals to continue to receive these services. In total, expenditures resulting from passage of this ordinance will not exceed $560,000.00 with Woolpert’s contract renewal amount being $460,000 and Prime AE Group’s contract renewal amount being $100,000. Both contracts allow for billing at hourly rates in an amount not to exceed $560,000.00 in sum.
This ordinance also authorizes the extension of existing purchase orders PO065033, PO065050 and PO122210 with Prime AE Group and PO064461, PO064513 and PO123373 with Woolpert (established following passage of ordinances 0474-2017 and 1377-2018) to June 7, 2020 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 2020.
The City’s GIS system supports several business applications utilized by city residents and city employees. Applications include but are not limited to: crime mapping, snow and ice operation application, capital improvement projects mapping, and various utility dashboards, zoning map application, citywide desktop software used for data maintenance and analysis, as well as other miscellaneous GIS products.
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: 04/18/2021
FISCAL IMPACT:
Funds for the above described contract renewal are budgeted and available as identified within Section 2. With passage of this ordinance, in aggregate, a total of $1,430,090.34 will have been legislated for these contracts for the above mentioned purpose. This amount is broken down as follows:
Original Ordinance - 0474-2017: $ 430,090.34
Renewal #1 - Ord.# 1377-2018: 440,000.00
Renewal #2 - Ord.# 1466-2019: 560,000.00
Total: $1,430,090.34
EMERGENCY DESIGNATION:
Emergency action is requested to allow for the continuation of the GIS project without interruption and to implement the new project for Department of Public Service at the earliest possible date.
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 Departments of Technology, Public Service, Public Utilities and Development’s GIS applications and projects; to authorize extension of various Purchase Orders associated with the contract to allow for the use of any remaining funds to continue provision of GIS services; to authorize the expenditure of $235,000.00 from the Department of Technology, Information Services Operating Fund and $325,000.00 from the Public Service Department's Street Construction, Maintenance, and Repair Fund; and to declare an emergency. ($560,000.00)
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 the Departments of Technology; Public Service; Public Utilities; and Development’s GIS applications and projects; and
WHEREAS, the renewed term of these contracts will be for one year, from June 8, 2019 to June 7, 2020; and
WHEREAS, this ordinance authorizes the extension of existing PO065033, PO065050 and PO122210 with Prime AE Group and PO064461, PO064513 and PO123373 with Woolpert to June 7, 2020 to allow for the use of remaining funds; and
WHEREAS, for the above-described purpose, a portion of these funds will be expended from the Information Operating fund, some of which will be billed back to the Departments of Public Utilities and Development via the direct bill mechanism; and
WHEREAS, for the above-described purpose, a portion of these funds will be expended directly from the Public Service Department's Street Construction, Maintenance, and Repair Fund; and
WHEREAS, 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, 2019 through June 7, 2020.
SECTION 2. That the total cost of the above-described renewal will be $560,000.00, with Prime AE Group’s contract renewal amount being $100,000.00 and Woolpert’s contract renewal amount being $460,000.00
SECTION 3. That existing Purchase Orders PO065033, PO065050 and PO122210 with Prime AE Group and PO064461, PO064513 and PO123373 with Woolpert be extended to June 7, 2020 to allow for the use of remaining funds; and
SECTION 4. That the expenditure of $560,000.00, or so much thereof as may be necessary, is hereby authorized to be expended as follows (see 1466-2019 EXP):
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: 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}|Amount:
$11,600.00|
Vendor Total: Woolpert Inc. /$460,000.00
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: $5,000.00|
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: $30,000.00|
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}|Amount:
$11,600.00|
Dept/Div.: 59-12|Obj Class: 03 |Main Account: 63050| Fund: 2265|Sub-fund:
000001|Program:CW001|Section 3: na| Section 4: na| Section 5: na {DPS}|Amount:
$325,000.00|
SECTION 5. 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 6. 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 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.