Explanation
This ordinance authorizes the Director of the Department of Technology (DoT) to enter into contracts with EMH&T and Woolpert Inc. to provide professional services in support of the Departments of Public Utilities, Public Service, Neighborhoods, Development, and Technology’s GIS applications and projects. The single point coordination and management of this contract by DoT will increase efficiencies. Additionally, awarding the project to two vendors will provides flexibility as it allows for resources from two companies. The term of these agreements will be one year from the date of a confirmed purchase order from the City Auditor's Office. Both include options to renew for two additional one year terms, subject to mutual agreement and approval of proper City authorities. EMH&T’s agreement will provide up to $190,000.00 in services and Woolpert’s agreement will provide up to $241,000.00 in services. Both are to be billed at hourly rates, as stated in the contracts. Total expenditures for these services, as authorized by this ordinance, are not to exceed $431,000.00.
To procure these services, a Request for Proposal (RFQ014195) was published and responses were due by December 16, 2019. The solicitation received ten (10) proposals, which were scored by an evaluation committee of seven (7) employees from the following departments: Public Utilities, Public Service, Neighborhoods, Development, and Technology. Each committee member scored the proposals using the following criteria: Proposal Quality and Feasibility (10 points), Competence (30 points), Relevant Project Experience (past performance) (40 points), Ability (15 points), and Environment Impact (5 points) for a total of 100 points.
The committee provided details on scores of all offerors which identified the following top two scorers:
Woolpert Inc.: 91
EMH&T: 87.71
The committee recommended hiring the two highest scoring offerors to the Director of the Department of Technology and the Director concurred with the committee’s recommendation.
The term of these contracts will be one year from the date of confirmed purchase orders from the City Auditor’s Office.
Although the Department solicited requests for proposals and received ten responses, the department is requesting to award contracts to the two highest scored offerors (Woolpert, Inc. and EMH&T). This provides flexibility and allows use of resources from two companies for GIS services by city departments. Therefore, this ordinance also requests to waive the competitive bidding provisions in accordance with section 329 of the Columbus City Code.
FISCAL IMPACT:
This ordinance also authorizes extending existing agreements with Woolpert Inc. and Prime Ae Group, Inc. through extension of purchase orders for GIS services. These purchase orders and associated ordinances are as follows:
• Woolpert- PO064461: Ordinance no. 0474-2017
• Woolpert- PO123373: Ordinance no. 1377-2017
• Woolpert- PO178340: Ordinance no. 1466-2018
• Prime Ae- PO065033: Ordinance no. 0474-2017
• Prime Ae- PO122210: Ordinance no. 1377-2018
• Prime Ae- PO178353: Ordinance no. 1466-2019
This ordinance authorizes extending these purchase orders, and all balances available thereon, to run concurrent to the purchase orders that will be established as a result of this ordinance. Hence, the above noted existing six purchase orders will expire at the same time as the purchase orders that will be established from passage of this ordinance; one year from the date the confirmed purchase orders from the City Auditor’s Office.
CONTRACT COMPLIANCE:
Woolpert Inc. : CC# 20-1391406 Expiration- 4/18/2021
DAX#- 001040
EMH&T : CC# 31-0685594 Expiration- 12/17/2021
DAX#-004214
FISCAL IMPACT:
Funds for these contracts are available and budgeted the Information Services Operating Fund and/or the respective direct charge allocations of the above-named departments.
EMERGENCY DESIGNATION:
Five departments’ GIS applications’ implementation and development depends on the availability of existing and new funds. Specifically, two DPU applications (DPU dashboard and Hydrant Web) are at the end-of-life on 12/31/2020 and disruption or delay on developing these replacement applications are very risky (both apps are under development). In particular, DPU dashboard is used by the entire department for life-safety related issues (water, sewer, power).
Title
To authorize the Director of the Department of Technology to enter into contracts with Woolpert, Inc. and EMH&T for professional services in support of the Departments of Public Utilities, Public Service, Neighborhoods, Development, and Technology’s GIS applications and projects; to extend six existing purchase orders, three with Woolpert and three with Prime AE Group, Inc. to run concurrent with this contract and to authorize the use of any remaining funds/unspent balance thereon; to waive the competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $431,000.00; and to declare an emergency. ($431,000.00)
Body
WHEREAS, on December 19, 2019, proposals for GIS services were received on behalf of city agencies; and
WHEREAS, an evaluation committee of seven city employees, representing user agencies scored Woolpert, Inc. and EMH&T highest out of ten respondents; and
WHEREAS, the Department of Technology desires to contract with Woolpert, Inc. for $241,000.00 and EMH&T for $190,000.00 for professional services in support of the Departments of Public Utilities, Public Service, Neighborhoods, Development, and Technology’s GIS applications and projects at a total cost of $431,000.00 for a term of one year from the date of a confirmed purchase order from the City Auditor’s Office; and
WHEREAS, it is in the City's best interest to waive the competitive bidding provisions of Chapter 329 of the Columbus City Code to enter into these contracts; and
WHEREAS, the Department of Technology also desires to extend six existing purchase orders, three with Woolpert and three with Prime AE Group, Inc. to run concurrent with this contract and to authorize the use of any remaining funds/unspent balance thereon; and
WHEREAS, the above noted extended purchase orders will expire on the same date as the contract established by this ordinance; and
WHEREAS, an emergency exists in the Department of Technology in that it is immediately necessary to authorize the Director to contract with Woolpert, Inc. and EMH&T and to extend six existing purchase orders, three with Woolpert and three with Prime AE Group, Inc. in order to avoid disruption or delay in providing professional services in support of the Departments of Public Utilities, Public Service, Neighborhoods, Development, and Technology’s GIS applications, all for the preservation of the public health, peace, property and 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 enter into a contracts with Woolpert Inc. for $241,000.00 and EMH&T $190,000.00 for professional services in support of the Departments of Public Utilities, Public Service, Neighborhoods, Development, and Technology’s GIS applications and projects for a period of one year from the date of a confirmed purchase order by the City Auditor’s Office.
SECTION 2. That the expenditure of $431,000.00, or so much so much thereof as may be necessary, is hereby authorized to be expended pursuant to contracts authorized in Section 1 as follows in the attachment to this ordinance. (see 1205-2020EXP)
SECTION 3. That it in the City's best interest to waive the competitive bidding provisions of the Columbus City Codes Chapter 329 for these purchases.
SECTION 4. That the extensions of purchase orders PO06446, PO123373, PO178340, PO065033, PO122210, PO178353 with Woolpert, Inc. and Prime AE Group, Inc. to run concurrent with the contracts established by this ordinance, and that the use of any remaining funds/unspent balance is hereby authorized.
SECTION 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or all contract modifications associated with this ordinance.
SECTION 6. 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 7. That for the reason 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.