Explanation
BACKGROUND
This legislation authorizes the Director of Public Utilities to enter into a planned contract renewal and modification to add funding for 2025 for Tree Trimming and Vegetative Management Services with Asplundh Tree Expert, LLC in the amount of $900,000.00. The Department of Public Utilities uses this service for tree trimming, tree removal and removal of vegetation in and around power distribution lines, street light circuits, water treatment facilities, sewer treatment facilities and other areas serviced by the City of Columbus.
PROCUREMENT
The Department of Public Utilities solicited competitive bids for Tree Trimming and Vegetation Management Services in accordance with the relevant provisions of Section 329 (RFQ018278). One-hundred and forty-three (143) vendors were solicited. Three (3) bids were received and opened on April 21. 2021. The bid from Asplundh Tree Expert, LLC was deemed as the lowest, responsive, responsible and best bidder.
CONTRACT AMOUNTS / TIMELINE
The contract term was for three years from the date of execution to and including June 30, 2024. The contract language allows for two (2) one (1) year renewal options on a year to year basis upon mutual agreement, availability of funds, and approval by Columbus City Council. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
This legislation seeks to renew and add funding to the contract for an additional year. This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract renewals and modifications.
Cost summary:
Original Contract, Ordinance #1244-2021 $450,000.00
Modification#1, Ordinance #0091-2022 $805,000.00
Modification #2, Ordinance 2970-2022 $200,000.00
Modification #3, Ordinance 0078-2023 $270,000.00
Modification #4, Ordinance #1723-2023 $600,000.00
Renewal/Modification #5, Ordinance #0232-2024 $845,000.00
Renewal/Modification #6, Ordinance #0318-2025 (pending) $900,000.00
Estimated Contract Total: $4,070,000.00
1. Amount of additional funds: Total amount of additional funds needed for this contract modification is to ADD $900,000.00. Total contract amount including this modification is $4,070,000.00.
2. Reasons additional funds were not foreseen: The need for additional funds were known at the time of the initial contract. The contract language allows for two (2) one (1) year renewal options on a year to year basis upon mutual agreement, availability of funds, and approval by Columbus City Council. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested. This funding is to provide the additional funding necessary for the payment of services to be provided through June 30, 2026. This contract is funded on an incremental basis.
3. Reason other procurement processes were not used: Work under this renewal is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
SUPPLIER
Asplundh Tree Expert, LLC, vendor #001744 expires 10/21/26, majority status
The certification of Asplundh Tree Expert, LLC was in good standing at the time of the contract award. The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was put in place prior to the implementation of the City of Columbus MBE/WBE Program and is not subject to the requirements of that program. Asplundh Tree Expert, LLC is classified as a majority company by the City’s Office of Diversity and Inclusion.
FISCAL IMPACT: $900,000.00 is budgeted and needed for this purchase.
$834,586.31 was spent in 2024
$831,987.37 was spent in 2023
$735,793.85 was spent in 2022
Title
To authorize the Director of the Department of Public Utilities to renew and modify a contract with Asplundh Tree Expert, LLC for Tree Trimming and Vegetative Management Services; and to authorize the expenditure of $900,000.00 from the Electricity Operating Fund. ($900,000.00)
Body
WHEREAS, the Department of Public Utilities solicited competitive bids for Tree Trimming and Vegetation Management Services in accordance with the relevant provisions of Section 329 (RFQ018278); and
WHEREAS, the Department of Public Utilities entered into a contract for the purchase of Tree Trimming and Vegetative Management Services Asplundh Tree Expert, LLC,; and
WHEREAS, the contract language allows for two (2) one (1) year renewal options on a year to year basis upon mutual agreement, availability of funds, and approval by Columbus City Council; and
WHEREAS, the Department of Public Utilities wishes to renew for an additional year and to provide funding for services through June 30, 2026; and
WHEREAS, the vendor has agreed to renew and modify the contract at current prices and conditions; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to renew and modify a contract with Asplundh Tree Expert, LLC for Tree Trimming and Vegetative Management Services; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Utilities be and is hereby authorized to renew and modify the contract with Asplundh Tree Expert, LLC for Tree Trimming and Vegetative Management Services in accordance with the terms and conditions as shown in the agreement on file. The amount of this renewal is to ADD $900,000.00. Total contract amount including this renewal is $4,070,000.00.
SECTION 2. That the expenditure of $900,000.00 or so much thereof as may be needed, $900,000.00 is hereby authorized in Fund 6300 (Electricity Operating) in object class 03 Services 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 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.