Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to renew and modify the Street Equipment-Refuse Data Collection System contract with Routeware, Inc., to add funds for Phase 2 of the contract.
The intent of this project is to implement a data collection system to be installed in each refuse truck to be used with the Routeware routing system. This system will gather routing and refuse collection data to allow reporting of data for management and efficiency purposes, as well as replacing the existing equipment that displays routes to be followed by each vehicle. It was anticipated the new equipment would be phased-in over a three to five year period.
Ordinance 1696-2019 authorized the establishment of the contract. The budgeted amount for Phase 1 of the contract was $295,000.00. The funding required for Phase 2 of the contract is $108,000.00 to be used for the installation and programming of hardware, and $52,000.00 to cover monthly service fees through March 2021, for a total Phase 2 total amount of $160,000.00.
Original contract amount: $295,000.00 (PO189716; Ordinance 1696-2019)
Modification No. 1 amount: $160,000.00 (this ordinance)
Contract amount including all modifications $455,000.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Routeware.
2. CONTRACT COMPLIANCE
The Routeware contract compliance number is CC030689 and expires 9/6/2021.
3. FISCAL IMPACT
Funding for this contract is available and appropriated within the Division of Refuse Collection General Fund operating budget.
4. EMERGENCY DESIGNATION
Emergency action is requested to expedite this contract to prevent interruption of the services being provided.
Title
To authorize the Director of Public Service to renew and modify a contract with Routeware for the Street Equipment-Refuse Data Collection System project; to authorize the expenditure of up to $160,000.00 from the Division of Refuse Collection General Fund to pay for this renewal; and to declare an emergency. ($160,000.00)
Body
WHEREAS, the Division of Refuse Collection has a need for routing software for refuse collection vehicles and to collect data concerning refuse collection; and
WHEREAS, there is an existing contract with Routeware to provide these services; and
WHEREAS, the contract will need to be renewed and modified to add funds to funds to pay for Phase 2 of the contract; and
WHEREAS, it is necessary to pay for services provided by Routeware for Phase 2 of the contract; 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 of Public Service to renew and modify the contract with Routeware in order to prevent interruption of the services being provided, 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 is hereby authorized to renew and modify the Street Equipment-Refuse Data Collection System contract with Routeware, Inc., 16575 SW 72nd Avenue, Portland, Oregon, 97224, in an amount up to $160,000.00.
SECTION 2. That the expenditure of $160,000.00, or so much thereof as may be needed, is hereby authorized in Fund 1000 (General Fund), from Dept-Div 5902 (Refuse Collection), in Object Class 03 (Professional Services) per the accounting codes in the attachment to this ordinance.
SECTION 3. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 4. 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.