Explanation
BACKGROUND: This legislation authorizes the Director of Public Utilities to enter into a planned contract modification with Williams Creek Management Corporation for the continued maintenance of the Low Maintenance Vacant Lot Pilot Program for the Division of Sewerage and Drainage, Storm Sewer System Maintenance Section. The Department of Public Utilities advertised Requests for Proposals (RFP's) for the subject services in the City Bulletin in accordance with the pertinent provisions of Columbus City Codes Chapter 329 for professional services (SA005380). Forty-nine (49) vendors (40 MAJ, 6 M1A, 3 F1) were solicited and two (2) proposals (1 MAJ, 1 M1A), were received on May 15, 2014. The proposals were reviewed and after negotiations with both proposers it was determined that the proposal submitted by the Williams Creek Management Corporation would best meet the needs of the Department of Public Utilities.
The original contract was in effect for one (1) year to and including September 22, 2015. The contract language allows for the Department of Public Utilities to extend the contract for two (2) additional years on a year to year basis upon mutual agreement and budgeted funds. This proposed modification is the 2nd year of the contract and needs to be established without delay in order to provide the funding necessary for the payment of services to be provided through September 22, 2016. It has been determined that this funding will be needed earlier than originally anticipated for the continuation of this pilot program.
The Department of Public Utilities is responsible for stormwater management for the City and further responsible for eliminating sewer overflows. The Department has an interest in increasing the amount of pervious (non-paved) property within the City. Such property reduces stormwater impacts.
The Columbus Land Bank has an inventory of property, some of which is in need of upgraded maintenance. The Department of Public Utilities and the Columbus Land Bank selected nine (9) properties for this Low Maintenance Vacant Lot Pilot Program.
CONTRACTOR: Williams Creek Management Corp (20-4043645); Expires 6-6-15
Williams Creek Management Corp. 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.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification No. 1 is $46,851.00. Total contract amount including this modification is $196,851.00.
2. Reason additional needs were not foreseen: Additional needs were foreseen as this is a planned modification of the original contract.
3. Reason other procurement processes not used: The same exact service is required as originally bid. 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.
FISCAL IMPACT: $46,851.00 is budgeted and available within the Stormwater Operating Fund for this contract modification.
$17,321.88 has been spent to date in 2015
$97,976.24 was spent in 2014
$0.00 was spent in 2013
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency to allow for modification No. 1 of the Low Maintenance Vacant Lot Pilot Program to be established without delay in order to provide the funding necessary for the payment of services to be provided through September 22, 2016.
Title
To authorize the Director of Public Utilities to enter into a planned modification of the Low Maintenance Vacant Lot Pilot Program contract with Williams Creek Management Corporation for the Division of Sewerage and Drainage, to authorize the expenditure of $46,851.00 from the Storm Sewer Operating Fund, and to declare an emergency. ($46,851.00)
Body
WHEREAS, the Department of Public Utilities is responsible for stormwater management for the City, and is further responsible for eliminating sewer overflows from its wastewater system; and
WHEREAS, the Department has an interest in increasing the amount of pervious (non-paved) property in the City as such property reduces stormwater impacts, and is interested in learning how to maintain such property as cost-effectively as possible; and
WHEREAS, the Columbus Land Bank has a large inventory of property, some of which is in need of better maintenance; and
WHEREAS, the Department and the Columbus Land Bank selected nine properties for this pilot project; and
WHEREAS, the Department had solicited requests for proposals pursuant to the requirements of City Code Chapter 329 for professional service contracts; and
WHEREAS, the Director of Public Utilities received two proposals on May 15, 2014 in response to the Division of Sewerage and Drainage, Storm Sewer System Maintenance Section's Requests for Proposals for the Low Maintenance Vacant Lot Pilot Program. The Department held additional discussions with both proposers and permitted revisions to the proposals, which resulted in the submission of a combined proposal with Williams Creek Management Corp. as the lead; and
WHEREAS, upon evaluation it was determined that the revised proposal submitted by Williams Creek Management Corporation would best meet the needs of the Department of Public Utilities for the Low Maintenance Vacant Lot Pilot Program and was therefore awarded the contract; and
WHEREAS, the original contract was for a period of one (1) year from the date of execution by the City of Columbus through September 22, 2015 and upon mutual agreement and approval by the Columbus City Council, this contract could be extended for two (2) additional years on a year to year basis and funds availability; and
WHEREAS, the Division of Sewerage and Drainage, Storm Sewer Maintenance Section wishes to extend and increase the current contract for one (1) additional year with a new expiration date of September 22, 2016; and
WHEREAS, this ordinance is in accordance with the pertinent provisions of Columbus City Codes, Chapter 329 relating to contract modifications; 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, increase and extend the current contract for the Low Maintenance Vacant Lot Pilot Program with Williams Creek Management Corporation; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Utilities, Division of Sewerage and Drainage in that it is immediately necessary to allow for modification No. 1 of the Low Maintenance Vacant Lot Pilot Program with Williams Creek Management Corporation to be established without delay in order to provide the funding necessary for the payment of services to be provided through September 22, 2016 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 hereby is authorized to modify, increase and extend Contract No. EL016290 with Williams Creek Management Corporation, 4620 South County Road 600 East, Plainfield, IN 46168-8470 for the continuation of the Low Maintenance Vacant Lot Pilot Program, in accordance with the terms and conditions as shown in the agreement on file in the office of the Division of Sewerage and Drainage. Total amount of modification No. 1 is $46,851.00. Total contract amount including this modification is $196,851.00. The new expiration date for this contract is September 22, 2016.
SECTION 2. That this ordinance is in accordance with the pertinent provisions of Chapter 329 of the Columbus City Codes relating to contract modifications.
SECTION 3. That the expenditure of $46,851.00 or so much thereof as may be needed, be and the same hereby is authorized from the Storm Sewer Operating Fund, Fund No. 675 as follows:
OCA: 675002
Object Level 1: 03
Object Level 3: 3336
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, where 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.