Explanation
1. BACKGROUND
This ordinance authorizes the Interim Director of Public Service to enter into a professional services contract with NeoTreks, Inc. in the amount of up to $300,000.00 for the Integrated Winter Weather Solution project.
The intent of this project is to provide the City of Columbus, Department of Public Service to create an integrated winter weather solution that would allow for the combination of multiple systems into one integrated solution to better manage the city’s snow and ice operations.
The Department of Public Service, Office of Support Services, solicited Requests for Proposals for the Integrated Winter Weather Solution contract. The project was formally advertised on the Vendor Services web site from October 4, 2023, to November 1, 2023. The city received two (2) responses. An interview and Q&A session was held with the committee and both vendors. All proposals were deemed responsive and were fully evaluated by the Evaluation Committee on December 13, 2023. The responding firms were:
Company Name City/State Majority/ODI Certification
NeoTreks, Inc. Castle Rock, CO Majority
Rubicon SmartCity New York, NY Majority
NeoTreks, Inc. received the highest score by the evaluation committee and will be awarded the Integrated Winter Weather Solution contract.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against NeoTreks, Inc.
As part of their bid NeoTreks, Inc. has proposed the following subcontractor to work on the project:
Company Name City/State Majority/ODI Certification
Columbus Car Audio & Accessories Columbus, OH Majority
2. CONTRACT COMPLIANCE
The contract compliance number for NeoTreks, Inc. is CC047044 and expires 10/20/2025.
3. FISCAL IMPACT
Funding in the amount of $300,000.00 is available in Fund 2265, the Street Construction Maintenance and Repair Fund. All funds are budgeted and appropriated.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was bid with an anticipated City of Columbus MBE/WBE Program goal of 8% as assigned by the City’s Office of Diversity and Inclusion (ODI). NeoTreks, Inc. submitted a proposal that did not meet the goal. After reviewing the information provided, ODI decided to waive the goal requirements for this award due to the specialized system that is being provided to the City.
5. EMERGENCY DESIGNATION
Emergency action is requested to expedite this contract combining multiple systems into one integrated solution to better manage the city’s snow and ice operations in order to allow adequate time to install the system so that it is operable in time for winter operations training, to ensure the safety of the traveling public.
Title
To authorize the Interim Director of the Department of Public Service to enter into a professional services contract with NeoTreks, Inc. for the Integrated Winter Weather Solution project; to authorize the expenditure of $300,000.00 from the Street Construction Maintenance and Repair Fund, and to declare an emergency. ($300,000.00)
Body
WHEREAS, there is a need for the Department of Public Service to enter into a professional services contract to create an integrated winter weather solution that would allow for the combination of multiple systems into one integrated solution to better manage the city’s snow and ice operations; and
WHEREAS, the Department of Public Service, Office of Support Services, solicited Requests for Proposals for the Integrated Winter Weather Solution project; and
WHEREAS, NeoTreks, Inc. submitted the best overall proposal for this project; and
WHEREAS, it is necessary to enter into contract with NeoTreks, Inc. for the provision of professional engineering consulting services described above in the amount of up to $300,000.00; and
WHEREAS, 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; and
WHEREAS, this contract was bid with an anticipated City of Columbus MBE/WBE Program goal of 8% as assigned by the City’s Office of Diversity and Inclusion (ODI); and
WHEREAS, NeoTreks, Inc. submitted a proposal that did not meet the MBE/WBE Program goal, and upon reviewing the information provided, ODI waived the goal requirements for this award due to the specialized system that is being provided to the City; 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 enter into contract with NeoTreks, Inc. so that the new integrated system may be up to date as soon as possible in order for winter operations training before the upcoming winter season, to ensure the safety of the traveling public, for the immediate preservation of the public health, peace, property, and safety; 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 professional services contract with NeoTreks, Inc. at 202 Sixth Street-Suite 302, Castle Rock, CO 80104, for the Integrated Winter Weather Solution project in an amount up to $300,000.00.
SECTION 2. That the expenditure of $300,000.00, or so much thereof as may be needed, is hereby authorized in Fund 2265, (Street Construction Maintenance and Repair Fund), Dept-Div 5911 (Infrastructure Management), in Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 3. That 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.