Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to modify and extend a service contract with Civil and Environmental Consultants, Inc., to add funds in the amount of $45,000.00; to authorize the Director of Public Service to execute contract modifications if needed to clarify terms and conditions of the contract or to implement program improvements and enhancements. The Department of Public Service has an ongoing need for contractual services for explosive gas monitoring and reporting therein, at the former Franklin County landfill sites, which is required by the Ohio Environmental Protection Agency. This is a planned contract modification.
In 2020, the Department of Public Service solicited Requests for Proposals (Solicitation RFQ015889) for explosive gas monitoring services for the Department of Public Service, Division of Refuse Collection. The contract was to be used for repairing and/or replacing, inspecting, and monitoring all aspects of explosive gas monitoring equipment at former landfill sites in Franklin County. The 2020 service contract and PO238090 authorized the Director of Public Service to enter into a professional services contract with Civil and Environmental Consultants, Inc., which was the bidder that submitted the only proposal. Recent EPA requirements require additional monitoring be performed at the Jackson Pike landfill site. The RFQ Scope of Contracted Service section allows for additional services to be requested as part of the contract. The cost for additional monitoring, and related reporting therein, was provided by the contractor, and approved by the Division of Refuse Administrator, and the Department of Public Service Operations Fiscal Manager.
Public Service would like to modify and extend the contract to continue this service, and to add funds in the amount of up to $45,000.00 to pay for these additional services.
The original contract amount: $10,000.00 (PO238090)
The total of Modification No. 1: $15,000.00 (PO288156)
The total of Modification No. 2 $35,825.00 (PO326405)
The total of Modification No.3 $45,000.00 (This Ordinance)
The contract amount including all modifications: $95,825.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Civil and Environmental Consultants, Inc.
2. CONTRACT COMPLIANCE
Civil and Environmental Consultants, Inc. contract compliance number is CC001963 and expires 5/19/2024.
3. FISCAL IMPACT
This contract modification and expenditure is planned and appropriated in the Division of Refuse Collection's 2023 General Fund budget.
4. EMERGENCY DESIGNATION
Emergency action is requested to allow timely execution of this contract, to prevent a lapse of in monitoring at the landfill sites so the appropriate reports can be submitted to the Ohio Environmental Protection Agency (OEPA) by the required deadlines. Also to install additional venting required by a recent OEPA assessment performed at the Jackson Pike landfill site.
Title
To authorize the Director of the Department of Public Service to modify the contract with Civil and Environmental Consultants, Inc., for explosive gas monitoring; to authorize the expenditure of $45,000.00; and to declare an emergency. ($45,000.00)
Body
WHEREAS, the City of Columbus, Department of Public Service requires explosive gas monitoring services; and
WHEREAS, to authorize the contract modification and extend the contract until June 30, 2024 is necessary to obtain these services; and
WHEREAS, it is necessary to add funds to the contract; and
WHEREAS, it is necessary to authorize the expenditure of $45,000.00 from the Division of Refuse Collection from the General Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Public Service Department, Refuse Collection Division, in that it is immediately necessary to modify and extend the contract with Civil and Environmental Consultants, Inc., to prevent a lapse in monitoring at the landfill sites so the appropriate reports can be submitted to the Ohio Environmental Protection Agency (OEPA) by the required deadlines, 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 hereby is authorized to modify and extend a contract with Civil and Environmental Consultants, Inc., 250 Old Wilson Bridge Road - Ste-250, Worthington, OH 43085, to June 30, 2024 to pay for the 2023 Explosive Gas Monitoring contract.
SECTION 2. That the expenditure of $45,000.00, or so much thereof as may be needed, is hereby authorized in Fund 1000, the General Fund, Object Class 03 (Purchased Services).
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 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 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 6. 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.