Explanation
1. BACKGROUND
This ordinance authorizes the Director of Public Service to modify a professional services contract with Asplundh Tree Expert LLC for year two of a possible five-year contract term, so funds can be added to pay for the second year of services.
The City advertised a competitive bid (RFQ020315) in accordance with Section 329.06 through Vendor Services. The City received two bids that were opened on November 18, 2021, as follows:
Company Name RFP Score City/State Majority/MBE/FBE
Asplundh Tree Expert LLC 78 Millersport, OH Majority
Russell Tree Experts 70 Westerville. OH Majority
The contract was awarded to Asplundh Tree Experts LLC, as the highest scoring bidder.
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 for year two of the contract and to add funds in the amount of up to $150,000.00 to pay for these additional services.
The original contract amount: $49,999.00 (PO304054)
The total of Modification No. 1: $150,000.00 (This Ordinance)
The contract amount including all renewals: $199,999.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Asplundh Tree Expert LLC.
The following Contract Modification requires approval by City Council in order for the Division to expend more than $100,000.00 in a fiscal year per City Code 329.19(g):
2. CONTRACT COMPLIANCE
The contract compliance number for is CC001744 and expires 10/24/2024.
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
The department requests emergency designation for this ordinance to prevent interruption of services.
Title
To authorize the Director of Public Service to modify the tree trimming services contract with Asplundh Tree Expert LLC and to add funds; to authorize the expenditure of up to $150,000.00 from the General Fund; and to declare an emergency. ($150,000.00)
Body
WHEREAS, the Department of Public Service, Division of Refuse Collection has a need for tree trimming services; and
WHEREAS, the Director of Public Service executed the tree trimming service contract with Asplundh Tree Expert LLC for the Department of Public Service; and
WHEREAS, the contract is a three-year contract with two one-year renewals; and
WHEREAS, the Department of Public Service desires to modify the contract for year two of the contract term and to add funds to pay for the second year of services; 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 Director of Public Service to modify the contract with Asplundh Tree Expert LLC for year two to prevent interruption of services, 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 is hereby authorized to modify the tree trimming services contract with Asplundh Tree Expert LLC for year two of the contract term, and to add up to $150,000.00 to pay for the second year of services.
SECTION 2. That the expenditure of $150,000.00 or as much thereof as may be needed, is hereby authorized in Fund 1000 (General Fund), Dept-Div 5902 (Refuse Collection), in Object Class 03 (Purchased Services) per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 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.