Explanation
BACKGROUND:
This ordinance authorizes a modification of an existing contract with Technology Sight Planners (TechSite) in the amount of $80,150.00. 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 contract 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 was the engineering phase and was authorized under the authority of Ord. No. 3402-2018, passed on December 10, 2018 through purchase order PO150895, which was the first modification of the original contract. Based on the recommendations/assessments for upgrades and improvements, the advantages and disadvantages of each were detailed through schematic drawings, plans, and a high level budget to allow for the future east and west facility upgrades and thus the need for additional professional services.
This ordinance represents the second modification of the original contract. The Technology Site Planners professional services being requested via this legislation are for the City’s east and west data centers and include construction administration, proposed detailed engineering costs for the east data center capacity upgrades and the arc flash coordination analysis as specified in the attached Statement of Works (SOW's). The total cost associated with this ordinance contract modification is $80,150.00, with a coverage term period through April 9, 2020. 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 one (1) additional one-year term.
A modification of the above-mentioned contract is needed to provide funds to continue the professional services associated with this project on the City’s east and west data centers as identified in the attached SOW's. 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: $80,150.00
Original contract amount: $50,000.00
Amount of modification no.# 1 (including contingency): $59,570.00
Amount of this ordinance no.# 2180-2019 modification : $80,150.00
Total aggregate contract: $189,720.00
2. Reason additional goods/services could not be foreseen:
The need for this modification is to provide funds to continue the professional services associated with this phase of the project. It was not known at the outset of the project how many hours would be needed to accomplish this phase of the project.
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 this phase of the project with project staff hourly rates.
EMERGENCY:
Emergency action is requested to expedite authorization of this contract in order to facilitate and maintain uninterrupted services from the supplier and so that these funds be made available at the earliest possible date and the project continues without interruption.
FISCAL IMPACT:
In 2018, $109,570.00 was expended for professional services related to this project for site assessments of the city’s east and west data centers. This ordinance authorizes a modification to the original contract for an additional $80,150.00 for the continuation of professional services with a coverage term period through April 9, 2020. These funds are available in the Information Services Internal Service Operating Fund for this purpose.
CONTRACT COMPLIANCE NUMBER:
Vendor: Technology Sight Planners CC#: 31-1811554 Expiration Date: 2/28/2020
(DAX Vendor Account #: 005995)
Title
To authorize the Director of the Department of Technology to modify a contract with Technology Site Planners for the continuation of professional services associated with this project on the City’s east and west data centers; to authorize the expenditure of $80,150.00 from the Department of Technology, Information Services Division, Information Services Internal Service Operating Fund; and to declare an emergency. ($80,150.00)
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 professional services associated with this project on the City’s east and west data centers; and
WHEREAS, the second phase of the assessment was the engineering phase and was authorized under the authority of Ord. No. 3402-2018, passed on December 10, 2018 through purchase order PO150895, which was the first modification of the original contract. Based on the recommendations/assessments for upgrades and improvements, the advantages and disadvantages of each were detailed through schematic drawings, plans, and a high level budget to allow for the future east and west facility upgrades and thus the need for additional professional services; and
WHEREAS, a contract modification of the current contract established under (PO111139) via (RFSQ007973/PR199751) is needed to provide additional funds for professional services totaling $80,150.00; and
WHEREAS, this legislation authorizes the Director of the Department of Technology to modify a contract with Technology Site Planners for the continuation of professional services associated with this project on the City’s east and west data centers, in the amount of $80,150.00 for the coverage term period through April 9, 2020; however, upon mutual agreement and approval from appropriate City authorities, the ensuing contract can be extended (renewed) for one (1) additional one-year term; 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 a contract with Technology Site Planners (TechSite) for the continuation of professional services associated with this project on the City’s east and west data centers, 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 a contract with Technology Site Planners (TechSite) for the continuation of professional services associated with this project on the City’s east and west data centers in the amount of $80,150.00. The coverage term period is through April 9, 2020. By mutual agreement and approval from appropriate City authorities, the ensuing contract can be extended (renewed) for one (1) additional one-year term.
SECTION 2. That the expenditure of $80,150.00, or so much thereof as may be necessary, be and is hereby authorized for the above-mentioned purpose as is follows: (See attachment 2180-2019 EXP)
Dept./Div. 47-02| Fund 5100 | Sub-fund: 510001| Object Class: 03| Main Account: 63050| Program: CW001 | Amount: $80,150.00|
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.