Explanation
BACKGROUND: This legislation authorizes the Director of Public Utilities to modify a service contract with Asplundh Tree Expert Company for Power Line Clearance, Tree Trimming and Removal Services; in an amount up to $95,000.00 for the Divisions of Water and Power.
This service contract provides power line clearance, tree trimming, and removal services associated with the maintenance of the City’s electric distribution systems and related infrastructure throughout the Department of Public Utilities. Work will be performed within City of Columbus corporation limits or other areas serviced by City agencies.
CONSTRUCTION CONTRACT AWARD: The Director of Public Utilities publicly opened two bids on January 18, 2017 from: Asplundh Tree Expert Company - $321,107.76 and The Davey Tree Expert Company - $451,090.50.
Asplundh Tree Expert Company’s bid was deemed the lowest, best, most responsive and responsible bid in the amount of $321,107.76. Their Contract Compliance Number is 23-1277550 (expires 02/02/19, Majority).
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Asplundh Tree Expert Company.
Amount of additional funds: Total amount of additional funds needed for this contract modification No. 1 is $95,000.00. Total contract amount including this modification is $416,107.76.
Reasons additional funds were not foreseen: The need for additional funds was known at the time of the initial contract. However, the Divisions of Water and Power chose not to encumber all budgeted funds at the onset of the contract in order to avoid potential over-encumbrance of funds.
Reason other procurement processes were 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.
How cost was determined: The cost, terms, and conditions are in accordance with the original agreement.
FISCAL IMPACT: There is sufficient budget authority in the Water Operating Fund and the Electricity Operating Fund to cover the cost of this service.
Title
To authorize the Director of Public Utilities to modify a service contract with Asplundh Tree Expert Company for the Power Line Clearance, Tree Trimming and Removal Services Project; and to authorize the expenditure of an additional $45,000.00 from the Water Operating Fund and $50,000.00 from the Electricity Operating Fund. ($95,000.00)
Body
WHEREAS, the Department of Public Utilities maintains a comprehensive program to manage trees and brush that grow around power lines and other department infrastructure and the program has shown to be effective at improving the reliability of service that it provides its customers; and
WHEREAS, two bids for the Power Line Clearance, Tree Trimming and Removal Services were received and publicly opened in the offices of the Director of Public Utilities on January 18, 2017; and
WHEREAS, Asplundh Tree Expert Company was awarded the contract as the lowest, most responsive, responsible bidder in an amount up to $321,107.76; and
WHEREAS, the Department of Public Utilities now seeks to modify the contract by authorizing the expenditure of an additional $95,000.00 for the Divisions of Water and Power without extending the term of the contract; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to modify this contract with Asplundh Tree Expert Company, 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 Utilities be and hereby is authorized to modify the service contract for the Power Line Clearance, Tree Trimming and Removal Services Project with Asplundh Tree Expert Company, 12488 Lancaster St. Unit 94, Millersport, Ohio 43046; in an amount up to $95,000.00; in accordance with the terms and conditions of the contract on file in the Office of the Division of Power.
SECTION 2. That said construction company shall conduct the work to the satisfaction of the Director of Public Utilities.
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 expenditure of $95,000.00 or so much thereof as may be needed, be and is hereby authorized in Fund 6000 (Water Operating) and Fund 6300 (Electricity Operating); in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 5. 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 6. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.