Explanation
The Department of Public Utilities entered into a contract with Watershed Organic Lawn Care and Landscape for the purpose of inspecting the performance of and maintaining the City's biorentention basins. The City of Columbus is committed to investing in green infrastructure. As part of this commitment, the City has built a number of bioretention basins in the right-of-way and/or on City owned property.
Bioretention basins are engineered, shallow depressions that treat stormwater runoff using pollutant removal mechanisms that function in natural ecosystems: settling, filtration, absorption, microbial breakdown and nutrient assimilation. Surface runoff is directed into the bioretention area where it temporarily ponds before infiltrating through mulch and a soil media planted with vegetation. The infiltrated water percolates into soils and, if necessary, enters a perforated underdrain that discharges into a water body or storm drain system.
The City is currently responsible for the maintenance of 50 basins located in the River South area of downtown and 38 basins located at Griggs, O'Shaughnessy and Hoover reservoirs. The contractor, will work with Watershed Maintenance staff when performing maintenance at the basins located at the reservoirs.
The Department of Public Utilities advertised Request for Proposals (RFP's) for the subject services in the City Bulletin in accordance with the provisions of Sections 329.25, Columbus City Codes, 1959. Two hundred twenty-six (226) vendors (19 MBE, 3 FBE, 204 MAJ) were solicited (SA004768), and five (5) proposals (1 MBE, 4 MAJ) were received and opened on February 13, 2013. The evaluation and final ranking of the firm was based upon the criteria specified in the RFP and Watershed Organic Lawn Care and Landscape was determined to be the most qualified responder to provide the services for the Bioretention Basin and Maintenance Services project. This contract was for a period of one (1) year from the date of execution. The current expiration date is June 17, 2014.
The Division is currently in the process of evaluating bids for the award of a new contract for these services, but the new contract will not be in place before the existing contract expires. The Division is pleased with their performance and requests authority to modify the original contract to extend the contract completion date to August 31, 2014.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification No. 1 is $28,750.00 Total contract amount including this modification is $72,185.00
2. Reason additional funds were not foreseen: The scope of the current contract has increased. The current funds will only provide for payment of services through April 30, 2014. The modification is needed to ensure continued maintenance of the basins, which are located in highly visible areas, during the growing season (May 1, 2014 - August 31, 2014).
3. Reason other procurement processes not used: Work under this modification 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. The procurement process is moving along toward a new contract.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
EMERGENCY DESIGNATION: This Ordinance is being submitted as emergency to allow for the prompt extension and increase of the current contract without delay to provide the necessary funds and extension of time in order to stay ahead of excessive weed growth that occurs in the Spring and Summer months, while the procurement process is progressing toward the establishment of a new contract.
SUPPLIER: Watershed Organic Lawn Care and Landscape (20-8300390), Expires June 6, 2014
Watershed Organic Lawn Care and Landscape does not hold MBE/FBE status.
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.
FISCAL IMPACT: $28,750.00 is budgeted and needed for this purchase.
$42,502.50 was spent in 2013
$11,050.00 was spent in 2012
Title
To authorize the Director of Public Utilities to enter into a contract modification with Watershed Organic Lawn Care and Landscape for Bioretention Basin Inspection and Maintenance Services for the Division of Sewerage and Drainage, to authorize the expenditure of $28,750.00 from the Stormwater Operating Fund, and to declare an emergency. ($28,750.00)
Body
WHEREAS, the City of Columbus is committed to investing in green infrastructure, and
WHEREAS, as part of this commitment, the City has built a number of bioretention basins in the right-of-way and/or on city owned property, and
WHEREAS, the City is currently responsible for the maintenance of 50 basins located in the River South area of downtown and 38 basins located at Griggs, O'Shaughnessy and Hoover reservoirs, and
WHEREAS, the Department of Public Utilities has a contract with Watershed Organic Lawn Care and Landscape for Bioretention Basin Inspection and Maintenance Services, and
WHEREAS, the Division is currently in the process of evaluating bids for the award of a new contract for these services, but the new contract will not be in place before the existing contract expires, and
WHEREAS, the Division of Sewerage and Drainage wishes to modify and increase EL014501 with Watershed Organic Lawn Care and Landscape for Bioretention Basin Inspection and Maintenance Services to extend the contract to August 31, 2014, to provide continued maintenance of the basins until such time that a new contract is established, and
WHEREAS, the vendor has agreed to modify and extend the current contract at no increase in prices and no change in conditions, and it is in the best interest of the City to exercise this option, and
WHEREAS, the Department of Public Utilities, Division of Sewerage and Drainage hereby requests this City Council to authorize the Director of Public Utilities to modify and extend the current contract for Bioretention Basin Inspection and Maintenance Services with Watershed Organic Lawn Care and Landscape, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Sewerage and Drainage in that it is immediately necessary to allow for the prompt establishment of a contract modification without delay to provide the necessary funds and extension of time in order to stay ahead of excessive weed growth that occurs in the Spring and Summer months for the preservation of 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 Utilities be, and is hereby authorized to modify and extend contract EL014501 with Watershed Organic Lawn Care and Landscape for Bioretention Basin Inspection and Maintenance Services for the Department of Public Utilities, in accordance with the terms and conditions as shown in the contract on file in the office of the Division of Sewerage and Drainage. Total amount of additional funds needed for this contract modification No. 1 is $28,750.00. Total contract amount including this modification is $72,185.00
SECTION 2. That this modification is in accordance with Section 329.16 of the Columbus City Codes.
SECTION 3. That the expenditure of $28,750.00 or so much thereof as may be needed, be and the same hereby is authorized from the Stormwater Operating Fund, Fund 675, Department 60-15, to pay the cost of this contract as follows:
OCA: 675002
Object Level 1: 03
Object Level 03: 3377
SECTION 4. 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 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.