Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to modify a professional services contract and to add funds to the current contract term for Truck Washing Services with TNT Powerwash Inc., in the amount of $65,000.00, and 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 solicited Requests for Proposals (Solicitation RFQ017984) for the Truck Washing Services contract for the Department of Public Service, Division of Refuse Collection. The contract is to be used for power washing all vehicles in the Division of Refuse Collection fleet. The service contract authorized the Director of Public Service to enter into a professional services contract with TNT Powerwash, Inc., which was the bidder that submitted the proposal that scored the highest by the evaluation committee. The initial term of this contract was for three years with the option of two one-year renewals. Public Service would like to modify the contract to continue this service and add funds to the contract in the amount of up to $65,000.00 to pay for these this services.
1.1 Amount of additional funds to be expended: $65,000.00
The original contract amount: $45,000.00 (PO381991)
The total of Modification No. 1: $65,000.00 (This ordinance)
The contract amount including all modifications: $110,000.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against TNT Powerwash, Inc.
1.2 Reasons additional goods/services could not be foreseen:
This contract is used for power washing all vehicles in the Division of Refuse Collection fleet. It is necessary to add funds to the existing contract in order to wash trucks throughout the winter months, to remove salt and other contaminants that can cause damage and shorten the operational lifespan of the vehicles.
1.3 Reason other procurement processes are not used:
The original contract term was for three (3) years, with the option for two (2), one (1) year renewals.
1.4 How cost of modification was determined:
The cost of this contract modification and extension is consistent with rates that were established by historical data from invoices the City has paid thus far for services rendered.
2. CONTRACT COMPLIANCE
TNT Powerwash Inc. contract compliance number is CC010784 and expires 2/22/2025.
3. FISCAL IMPACT
This is an unplanned contract modification however the funds are available and appropriated in the Division of Refuse Collection's 2023 General Fund budget.
4. EMERGENCY DESIGNATION
Emergency action is requested to allow timely modification and execution of this contract, to prevent a lapse of truck washing services for all vehicles located at all Division of Refuse Collection facilities.
Title
To authorize the Director of Public Service to modify the contract with TNT Powerwash, Inc. for Truck Washing Services at Division of Refuse Collection facilities; to authorize the expenditure of $65,000.00 from the General Fund for the first modification of the current contract; and to declare an emergency. ($65,000.00)
Body
WHEREAS, the City of Columbus, Division of Refuse Collection requires truck washing services for all of their vehicles; and
WHEREAS, a three-year contract with two renewal options to perform these services was awarded to TNT Powerwash, Inc.; and
WHEREAS, it is necessary to authorize the option to modify the current contract; and
WHEREAS, it is necessary to add funds to the contract to pay for this modification; and
WHEREAS, it is necessary to authorize the expenditure of $65,000.00 from the Division of Refuse Collection from the General Fund to pay for the modification; and
WHEREAS, it may be necessary to execute contract modifications to clarify terms and conditions of the contract, and to execute contract modifications to implement program improvements and enhancements; 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 authorize the Director to modify the contract with TNT Powerwash, Inc. to prevent a lapse in the contract and to allow the continuation of the service through the winter months to remove residual from salt and ice melting solutions to preserve the operational life span of the vehicles, 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 Director of Public Service be and hereby is authorized to modify a contract with TNT Powerwash, Inc., 3220 Toy Rd. Groveport, OH 43125, in order to add funds to the current contract for the 2023 Truck Washing Services contract.
SECTION 2. That the expenditure of $65,000.00, 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 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.