Explanation
1. BACKGROUND
This ordinance authorizes the Interim Director of Public Service to modify a professional services contract with LRT Associates LLC to add additional funds to support technology and data related projects, analysis on existing systems, implementation of cloud based data management and project management in the amount of $200,000.00.
Ordinance 3263-2022 authorized the Director of Public Service to enter into a professional services contract with LRT Associates LLC for the Project Management Professional Services. This ordinance authorizes the Interim Director of Public Service to modify the original contract to add additional funding of $200,000.00 for continued Project Management Professional Services related to aforementioned technology support and project management.
The Department of Public Service, solicited Requests for Proposals for the Project Management Professional Services contract. The project was formally advertised on the Vendor Services and Bonfire web sites from October 5, 2022, to November 3, 2022. The city received one (1) response. The proposal was deemed responsive and was fully evaluated when the Evaluation Committee met on November 10, 2022.
This modification is necessary to cover the cost of the Project Management Professional Services continued technology implementation, project improvements, and asset performance monitoring.
1.1 Amount of additional funds to be expended: $200,000.00
The original contract amount: $200,000.00 (PO363789, Ord.3263-2022 )
The total of Modification No. 1: $200,000.00 (POTBD, Ord. 0609-2024)
The contract amount including all modifications: $400,000.00
1.2 Reasons additional goods/services could not be foreseen:
This is a planned modification that is necessary to allow for additional resources to continue technology and data-related improvement projects.
1.3 Reason other procurement processes are not used:
LRT Associates LLC won the initial request for proposal and have been actively working with city personnel on technology and data-related improvement projects that are not complete. It’s in the best interest of the Department to continue working with the selected vendor.
1.4 How cost of modification was determined:
The cost of this modification was determined by an internal review of the work proposed and the suggested hours proposed by the vendor. The fee is based on an appropriate estimate of the hours determined to be required for the proposed tasks.
2. CONTRACT COMPLIANCE
LRT Associates LLC contract compliance number is MBE030816 and expires 9/17/2024.
3. FISCAL IMPACT
Funding in the amount of $200,000.00 is available and appropriated within Fund 2265, the Street Construction Maintenance & Repair Fund. Funds for these expenditures are contingent on passage of the 2024 budget.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract opportunity was submitted to the City’s Office of Diversity and Inclusion (ODI) for review and assignment of an MBE/WBE goal prior to bidding. ODI determined there was not an opportunity for MBE/WBE participation in this contract and did not assign a goal. This contract was not bid with a City of Columbus MBE/WBE Program goal and the requirements of the City’s MBE/WBE Program are not applicable to this contract.
5. EMERGENCY DESIGNATION
Emergency action is requested to allow the parties to execute this contract modification as soon as possible in order to prevent a lapse in the provision of services beyond the current contract term, which has recently expired.
Title
To authorize the Interim Director of Public Service to modify a service agreement with LRT Associates LLC for Business Systems Analyst Project Management Services; to authorize the expenditure of up to $200,000.00 from the Street Construction Maintenance & Repair Fund; and to declare an emergency. ($200,000.00)
Body
WHEREAS, there is a need to authorize the Interim Director of Public Service to modify a services contract with LRT Associates LLC to provide support for technology and data related projects, analysis on existing systems, implementation of cloud based data management and project management; and
WHEREAS, ordinance 3263-2022 authorized the Director of Public Service to enter into a professional services contract with LRT Associates LLC for the Project Management Professional Services; and
WHEREAS, this ordinance authorizes the Interim Director of Public Service to modify the original contract to add additional funding of $200,000.00 for continued Project Management Professional Services related to aforementioned technology support and project management; and
WHEREAS, this modification is necessary to cover the cost of the Project Management Professional Services continued technology implementation and project improvements; and
WHEREAS, ODI determined there was not an opportunity for MBE/WBE participation in this contract and did not assign a goal and the requirements of the program are not applicable to this 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 Interim Director of Public Service to modify a service agreement with LRT Associates LLC in order to provide funding for Project Management Professional Services support technology and data related projects, analysis on existing systems, implementation of cloud based data management and project management, to complete the project in a timely manner to ensure the safety of the traveling public, all for the immediate preservation of the public health, peace, property, safety and welfare; and now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Interim Director of Public Service be, and hereby is, authorized to enter into a contract modification with LRT Associates LLC, 7949 Compton Ct., Westerville, OH 43082, for Professional Services Business Systems Analyst Services in an amount up to $200,000.00.
SECTION 2. That the expenditure of $200,000.00, or so much thereof as may be needed, is hereby authorized in Fund 2265 (Street Construction Maintenance & Repair Fund), Dept-Div 5901 (Public Service - Directors Office), in Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
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 City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
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.