Explanation
Background: This ordinance authorizes the Director of Public Utilities to modify an existing contract with Asplundh Tree Expert, LLC for Tree Trimming and Vegetation Management Services. The contract amount being authorized by this ordinance is $1,045,000.00.
The Department of Public Utilities uses this service for tree trimming, tree removal, and vegetation removal in and around power distribution lines, street light circuits, water treatment facilities, sewer treatment facilities, and other areas served by the City of Columbus.
Procurement:
The Department of Public Utilities solicited competitive bids through Vendor Services from April 5, 2021 to April 21, 2021 for tree trimming and vegetation management services in accordance with the relevant provisions of Chapter 329 of City Code, RFQ018278. One Hundred Forty-Three vendors were solicited; Three bids were received. The bids were evaluated on April 21, 2021. After reviewing the bids, the Department of Public Utilities recommended the award be made to Asplundh Tree Expert, LLC, as they were the lowest, responsive, responsible, and best bidder.
The original term of the contract was for a period of three years from the date of execution by the City of Columbus, up to and including June 30th, 2024, with yearly renewal options for an additional two years, for a maximum contract length of five years, on a year-by-year basis, authorized by Ordinance 1244-2021. The contract amount authorized was $450,000.00.
Ordinance 0091-2022 authorized the first modification, increasing the funding allocations by $805,000.00.
Ordinance 2970-2022 authorized the second modification, increasing the funding allocations by $200,000.00.
Ordinance 0078-2023 authorized the third modification, increasing the funding allocations by $270,000.00.
Ordinance 1723-2023 authorized the fourth modification, increasing the funding allocations by $600,000.00.
Ordinance 0232-2024 authorized the first renewal and fifth modification, increasing the funding allocations by $845,000.00 and extending the contract through June 30, 2025.
Ordinance 0318-2025 authorized the second renewal and sixth modification, increasing the funding allocations by $900,000.00 and extending the contract through June 30, 2026.
Ordinance 1482-2025 authorized the seventh modification, increasing the funding allocations by $30,000.00.
This ordinance authorizes the eighth modification, extending the contract expiration date up to and including March 31st, 2027, to better align with the City’s fiscal operating year and is being submitted in accordance with the relevant provisions of Chapter 329 of City Code. For each year of the contract, funding is contingent on availability within the budget, mutual agreement between the parties, approval of City Council, and certification of funds by the City Auditor. This contract does not automatically renew. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested.
1. Amount of additional funds: The total amount of additional funds needed for this contract modification No. 8 is $1,045,000.00. The total contract amount including this renewal is $5,145,000.00.
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract, and this legislation authorizes additional funding to cover the continuation of the consultant’s work through March 31st, 2027.
3. Reason other procurement processes were not used: Work under this modification No. 8 is a continuation of services included in the scope of the original bid contract. No lower pricing/more attractive terms and conditions are anticipated currently.
4. How was cost determined: The costs, terms, and conditions are in accordance with the original agreement.
Principal Party:
Asplundh Tree Expert, LLC
12488 Lancaster Street, Unit 94
Millersport, Ohio 43046
Debbie Cooper, (740) 467-1028
Contract Compliance Number: 001744
Contract Compliance Expiration Date: 10/21/2026
Fiscal Impact: $1,045,000.00 is available from within the Public Utilities Operating Funds.
$911,255.85 was spent in 2025
$834,586.31 was spent in 2024
Title
To authorize the Director of Public Utilities to modify the contract with Asplundh Tree Expert, LLC for Tree Trimming and Vegetation Management Services; and to authorize the expenditure of $1,045,000.00 split between the Electricity and Water Operating Funds. ($1,045,000.00)
Body
WHEREAS, it is necessary to authorize the Director of the Department of Public Utilities to modify an existing indefinite quantity agreement with Asplundh Tree Expert, LLC for Tree Trimming and Vegetation Management Services; and
WHEREAS, Ordinance 1244-2021 authorized the initial term of the contract; and
WHEREAS, Ordinance 0091-2022 authorized a contract modification with Asplundh Tree Expert, LLC to add additional funding without extending the term of the contract; and
WHEREAS, Ordinance 2970-2022 authorized a contract modification with Asplundh Tree Expert, LLC to add additional funding without extending the term of the contract; and
WHEREAS, Ordinance 0078-2023 authorized a contract modification with Asplundh Tree Expert, LLC to add additional funding without extending the term of the contract; and
WHEREAS, Ordinance 1723-2023 authorized a contract modification with Asplundh Tree Expert, LLC to add additional funding without extending the term of the contract; and
WHEREAS, Ordinance 0232-2024 authorized a contract renewal and modification with Asplundh Tree Expert, LLC for one-year, up to and including June 30, 2025, and add additional funding; and
WHEREAS, Ordinance 0318-2025 authorized a contract renewal and modification with Asplundh Tree Expert, LLC for one year, up to and including June 30, 2026, and add additional funding; and
WHEREAS, Ordinance 1482-2025 authorized a contract modification with Asplundh Tree Expert, LLC to add additional funding without extending the term of the contract; and
WHEREAS, The Department of Public Utilities wishes to modify the contract, up to and including March 31st, 2027, and provide additional funding for the same services as under the original agreement; and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications and renewals; and
WHEREAS, it is necessary to authorize the expenditure of $1,045,000.00 from within the Public Utilities Operating Funds; and
WHEREAS, it has become necessary in the usual daily operations of the Department of Public Utilities to authorize the Director to enter into a modification with Asplundh Tree Expert, LLC for Tree Trimming and Vegetation Management Services; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Public Utilities be and is hereby authorized to modify an existing Indefinite Quantity Agreement with Asplundh Tree Expert, LLC for Tree Trimming and Vegetation Management Services. The modification amount being authorized by this ordinance is $1,045,000.00.
SECTION 2. That this modification No. 8 is in accordance with the relevant provisions of City Code, Chapter 329, relating to contract modifications and renewals.
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 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 5. That for the purpose stated in Section 1, the expenditure of $1,045,000.00, or so much thereof as may be needed, be and is hereby authorized in object class 03 Services, split between the Electricity and Water Operating Funds, per the accounting codes in the attachment to this ordinance.
SECTION 6. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.