Explanation
The purpose of this legislation is to authorize the Director of Public Utilities to renew and increase a service agreement with Arcadis U.S., Inc. for the Orion Project Management Information System (PMIS) Support Services application for use by the Departments of Public Utilities, Finance and Management, Public Service, and Recreation and Parks. The Orion Project Management Information System (PMIS) is a web-based electronic project management system to facilitate supervision and administration of projects, contracts, tasks, budget, and schedules along with construction documents such as Submittals, Requests for Information, Request for Proposals, and Pay Applications via the Construction Management side of the program. PMIS support services and upgrade enhancements are ongoing and additional funding has been provided as modification to prior contracts. The agreement for this service will be established in accordance with the pertinent provisions for Sole Source Procurement of Chapter 329 of the Columbus City Code.
The City of Columbus began using a software solution for capital project management under the Professional Program Management contract for the Department of Public Utilities’ Wet Weather Program in 2006. PMIS was highly effective, and the City determined that expanded use of PMIS could potentially benefit other divisions within the Department of Public Utilities and other City departments as well. The City was able to determine that the current PMIS, developed by Malcolm-Pirnie (now Arcadis U.S., Inc.) could be cost-effectively expanded to serve the needs of both the Department of Public Utilities and other departments city-wide.
The original contract PO127028 was established in accordance with the pertinent provisions for Sole Source Procurement of Chapter 329 of the Columbus City Code and authorized under Ordinance No. 0403-2018. Services under the original contract covers for one (1) year period from date of execution with the option to renew annually based upon mutual agreement, availability of budgeted funds and approval of Columbus City Council. This Renewal No. 4 is to provide the necessary funding for the continuation of the Orion Project Management Information System (PMIS) Support Services. The amount of additional funds for Renewal No. 4 is to ADD $236,500.00. Total amount including this renewal is $1,726,500.00. This contract shall not automatically renew. All other terms and conditions of the original agreement remain in full force and effect. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
SUPPLIER: Arcadis U.S., Inc. (57-0373224, D365 #009409); Expires 3/18/2023
Arcadis U.S., Inc. does not hold MBE/FBE status.
1. Amount of additional funds: Total amount of additional funds needed for Renewal No. 4 is to ADD $236,500.00. Total contract amount including this modification is $1,726,500.00
2. Reason additional funds were not foreseen: This is an annual service agreement and renewals were anticipated and explained in the original legislation under Ordinance No. 0403-2018.
3. Reason other procurement processes not used: Work under this renewal is a continuation of services included in the scope of the original contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How was cost determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: $236,500.00 is being requested for this service. This ordinance is contingent on the passage of the 2023 Operating Budget, Ordinance #2937-2022.
$204,069.20 was spent in 2022
$213,617.12 was spent in 2021
Title
To authorize the Director of Public Utilities to renew and increase a service agreement in accordance with City Code relating to sole source procurement with Arcadis U.S., Inc. for the Orion Project Management Information System Support Services application for use by the Departments of Public Utilities, Finance and Management, Public Service, and Recreation and Parks; and to authorize the expenditure of $13,481.00 from the Recreation and Parks Operating Fund, $63,619.00 from the Public Service Department Operating Fund, $21,995.00 from the Finance and Management Department's General Operating Fund, $137,405.00 from the Electricity Operating Fund, the Water Operating Fund, the Sewerage System Operating Fund, and the Stormwater Operating Fund; ($236,500.00)
Body
WHEREAS, the Departments of Public Utilities, Finance and Management, Public Service, and Recreation and Parks utilize a Project Management Information System (PMIS) developed by Malcolm-Pirnie, which is now Arcadis U.S., Inc. and,
WHEREAS, it has become necessary to renew the support services agreement for the Departments of Public Utilities, Finance and Management, Public Service, and Recreation and Parks, and
WHEREAS, this contract is for one (1) year, from the date of execution by the City, with the option to renew annually based upon mutual agreement, budgeted funds, and approval by City Council, and
WHEREAS, the Department of Public Utilities wishes to establish a service agreement in accordance with the pertinent provisions for Sole Source Procurement of Chapter 329 of the Columbus City Code, and
WHEREAS, it has become necessary in the usual daily operation of the Departments of Public Utilities, Finance and Management, Public Service, and Recreation and Parks, to authorize the Director of Public Utilities to enter into a planned Renewal No. 4 for the Orion Project Management Information System Support Services application with Arcadis U.S., Inc.; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities is authorized to enter into a service agreement with Arcadis U.S., Inc. for the Orion Project Management Information System (PMIS) Support Services application, in accordance with the pertinent provisions for Sole Source procurement of Chapter 329 of the Columbus City Code, for one year, from the date of execution, with the option to renew annually based upon mutual agreement, budgeted funds, and approval by City Council.
SECTION 2. That the expenditure of $236,500.00 or so much thereof as may be needed, is hereby authorized per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 4. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.