Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to renew an existing professional services contract with RouteSmart Technologies, Inc. (RouteSmart) relative to the Route Optimization System project. The Route Optimization System project facilitates the implementation of a route optimization system for City refuse collection and snow removal services. This system ultimately decreases windshield time, reduces route planning time, and improves overall efficiency. This contract is an annual contract and further modifications will be done as needed.
The Department of Public Service, Office of Support Services, solicited Requests for Proposals for the Facilities - Routing Optimization System project. The department formally advertised the project on the Vendor Services website from December 24, 2014, to February 6, 2015. The City received three (3) responses. The Evaluation Committee met on March 4, 2015, and thoroughly evaluated all proposals and deemed them responsive.
Company Name City/State Majority/MBE/FBE/ASN /PHC
WM Logistics, LLC Magnolia, TX MAJ
Hull & Associates, Inc. Dublin, OH MAJ
RouteSmart Technologies, Inc. Columbia, MD MAJ
The evaluation committee gave RouteSmart Technologies, Inc. the highest score and was awarded the Facilities - Routing Optimization System contract.
Ordinance 1223-2015 authorized the Director of Public Service to execute a professional services contract with RouteSmart to facilitate the implementation of a route optimization system for City refuse collection and snow removal services.
Ordinance 2752-2016 authorized the Director of Public Service to execute a contract modification with RouteSmart to facilitate the acquisition of additional equipment necessary to the completion of the aforesaid route optimization system.
Ordinance 2101-2017 authorized the Director to execute a contract modification with RouteSmart to support annual software licensing and maintenance fees through June 30, 2018.
Ordinance 3033-2018 authorized the Director to execute a contract modification with RouteSmart to support annual software licensing and maintenance fees through September 30, 2019.
Ordinance 1238-2019 authorized the Director to execute a contract modification with RouteSmart to support annual software licensing and maintenance fees through September 30, 2020.
The purpose of this modification is to extend the term of the existing contract with RouteSmart and to authorize the payment of annual software licensing and maintenance fees through September 30, 2021.
Original Contract Amount: $1,000,000.00
ORD. 1223-2015, EL017163)
Modification 1 Amount: $57,655.00
(ORD. 2752-2016, PO041262)
Modification 2 Amount: $77,579.00
(ORD. 2101-2017, PO101426)
Modification 3 Amount: $68,529.00
(ORD. 3033-2018, PO149479)
Modification 4 Amount: $73,971.00
(ORD. 1238-2019, PO177817)
Modification 5 Amount: $79,425.00
(This ORD.)
Total Contract Amount, including all Modifications: $1,357,159.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against RouteSmart Technologies, Inc.
2. CONTRACT COMPLIANCE
The contract compliance number for RouteSmart Technologies, Inc. is CC000499 and expires 4/30/2021.
3. FISCAL IMPACT
Funds in the amount of $79,425.00 are available for this project as follows: $55,597.50 in the General Fund and $23,827.50 in the Street Construction, Maintenance, and Repair Fund.
4. EMERGENCY DESIGNATION
Emergency action is requested in order to authorize payment to RouteSmart for annual licensing and maintenance fees as soon as reasonably practicable in order to prevent any interruptions in service.
Title
To authorize the Director of Public Service to modify an existing contract with RouteSmart Technologies for annual licensing and maintenance fees relative to the Routing Optimization System project; to authorize the expenditure of up to $55,597.50 from the General Fund; to authorize the expenditure of up to $23,827.50 from the Street Construction, Maintenance, and Repair Fund; and to declare an emergency. ($79,425.00)
Body
WHEREAS, Ordinance 1223-2015 authorized the Director of Public Service to execute a professional services contract with RouteSmart Technologies, Inc. (RouteSmart) for the provision of technical services necessary to facilitate the implementation of a route optimization system for City refuse collection and snow removal services; and
WHEREAS, Ordinance 2752-2016 authorized the Director of Public Service to execute a contract modification with RouteSmart to acquire additional equipment needed for the route optimization system; and
WHEREAS, Ordinance 2101-2017 authorized the Director of Public Service to execute a contract modification with RouteSmart to support annual software licensing and maintenance fees through June 30, 2018; and
WHEREAS, Ordinance 3033-2018 authorized the Director of Public Service to execute a contract modification with RouteSmart to support annual software licensing and maintenance fees through September 30, 2019; and
WHEREAS, Ordinance 1238-2019 authorized the Director of Public Service to execute a contract modification with RouteSmart to support annual software licensing and maintenance fees through September 30, 2020; and
WHEREAS, there is a need to extend the term of the existing professional services contract with RouteSmart and to authorize the payment of annual software licensing and maintenance fees through September 30, 2021; and
WHEREAS, this legislation authorizes the Director of Public Service to execute a fifth modification with RouteSmart for the aforesaid purpose; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Director to modify the contract with RouteSmart in order to facilitate payment of annual licensing and maintenance fees as soon as reasonably practicable so as to avoid any service interruptions, thereby preserving 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 Public Service be and is hereby authorized to modify the contract with RouteSmart Technologies, 8850 Stanford Blvd., Suite 3250, Columbia, Maryland, 21045, relative to the Route Optimization System project.
SECTION 2. That the expenditure of $55,597.50, or so much thereof as may be needed, is hereby authorized in Fund 1000 (General Fund), Dept-Div 5902 (Division of Refuse Collection), Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 3. That the expenditure of $23,827.50, or so much thereof as may be needed, is hereby authorized in Fund 2265 (Street Construction, Maintenance, and Repair Fund), Dept-Div 5911 (Division of Infrastructure Management), Object Class 03 (Purchased Services) per the attachment to this ordinance.
SECTION 4. 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 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.