Explanation
BACKGROUND
This ordinance authorizes the Director of Public Utilities to modify a contract with Deer Valley Farm Supply for the Class B Liquid Biosolids Land Application Program to provide for services for the Division of Water Reclamation.
This contract provides the service of applying sewage sludge for agricultural purposes. The work generally shall include: the agronomic land application of up to 10% Total Solids (TS) liquid biosolids, tank pumping and cleaning services, the transport of 25% TS dewatered biosolids cake and transport of incinerator ash. The Contractor is responsible for professional management of the Land Application of Biosolids with Regional Storage program, which generally includes preparing site authorization requests, samples, daily activity reports, weekly progress reports, invoices and submitting this information to the City’s Project Manager. The contract is utilized by the Southerly Wastewater Treatment Plant, Jackson Pike Wastewater Treatment Plant and the Compost Facility.
This ordinance will extend the contract for one year from date of execution, per the allowable extensions in the original agreement.
PROCUREMENT
The Department of Water and Power solicited competitive bids for the Class B Liquid Biosolids Land Application Program in accordance with the relevant provisions of Chapter 329 (RFQ022645). A contract was established and authorized under Ordinance #0114-2023 and PA006258.
CONTRACT AMOUNTS / TIMELINE
The contract term was for one (1) year from the date of execution. Ordinance No. 0360-2025 extended the underlying contract through July 31, 2026, while Ordinance No. 3063-2025 authorized additional funding. The original contract language allowed for five (5) one (1) year renewal options on a year to year basis upon mutual agreement, availability of funds, and approval by Columbus City Council. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be requested. We are currently in the fourth year of a six year contract.
This legislation seeks to modify the contract to add funding to provide for services through the term of the contract. This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications.
Cost summary:
Original Contract, Ordinance #0114-2023 $800,000.00
Modification #1, Ordinance #2043-2023 $562,515.00
Modification /Renewal#2, Ordinance #0464-2024 $600,000.00
Modification #3, Ordinance #2586-2024 $300,000.00
Modification / Renewal #4 Ordinance # 0360-2025 $350,000.00
Modification #5 Ordinance # 3063-2025 $250,000.00
Modification #6 (Pending) $200,000.00
Estimated Contract Total: $3,062,515.00
1. Amount of additional funds: Total amount of additional funds needed for the contract is $200,000.00. Total contract amount including this modification is $3,062,515.00.
2. Reason additional funds were not foreseen: Funding is added on an incremental basis to provide for services. The need for additional funds were included in the initial contract.
3. Reason other procurement processes are not used: The pricing was obtained through a formal bid (RFQ022645) and awarded to the bidder that met the specifications. Planned contract modifications were anticipated to add funds for continuation of services. This is one of those planned contract modifications so a new procurement process is not required.
4. How cost was determined: A cost proposal was provided by Deer Valley Farm Supply in their bids and was reviewed by the Division of Water Reclamation and was deemed acceptable.
SUPPLIER(S) / CONTRACT COMPLIANCE INFORMATION
Deer Valley Farm Supply, vendor #043008, cc# expires 8/21/27
The certification of Deer Valley Farm Supply was in good standing at the time of the contract award. 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
$200,000.00 is budgeted and needed for this purchase. Funds are budgeted and available for this expenditure within the Sanitary Sewer Operating Fund
$241,002.83 has been spent year to date in 2026
$388,526.68 was spent in 2025
$598,911.18 was spent in 2024
EMERGENCY DESIGNATION
There was confusion over the end date of this contract due to multiple ordinances processed in 2025 (as well as 2024 and 2023). Fiscal reviewed the contract terms and discovered the expiration date is 7/31/2026. We respectfully request this ordinance be approved as an emergency to avoid a contract lapse and provision of services.
Title
To authorize the Director of Public Utilities to modify and renew a contract with Deer Valley Farm Supply for the Class B Liquid Biosolids Land Application Program to add additional funding and extend the contract end date; to authorize the expenditure of $200,000.00 from the Sanitary Sewerage Operating Fund; and to declare an emergency. ($200,000.00)
Body
WHEREAS, the Department of Public Utilities entered into contract for the Class B Liquid Biosolids Land Application Program with Deer Valley Farm Supply in accordance with Chapter 329 of the Columbus City Code, pursuant to solicitation RFQ022645; and
WHEREAS, there is a need to modify this contract to add funding and extend the end date; and
WHEREAS, Ordinance #0114-2023 established the contract, which permitted up to five annual renewal options; and
WHEREAS, this ordinance authorizes the fourth year of the up-to six year contract; and
WHEREAS, the current expiration date is July 31, 2026; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Utilities in that it is immediately necessary to authorize the Director of Public Utilities to modify and extend the current contract for liquid land application services with Deer Valley Farm Supply, all for the immediate 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 the Department of Public Utilities is hereby authorized to modify and renew the contract for the Class B Liquid Biosolids Land Application Program with Deer Valley Farm Supply per the terms and conditions of RFQ022645 on file in the Department of Public Utilities.
SECTION 2. That said firm shall conduct the work to the satisfaction of the Director Public Utilities.
SECTION 3. This legislation seeks to modify the contract to add funding to provide services through the term of the contract. This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications.
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 the expenditure of $200,000.00 is authorized in Fund 6100 (Sanitary Sewer-Operating) in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 6. 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 7. 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.