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 relevant provisions of Chapter 329 of City Code relating to 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 through 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 3rd 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 and including September 22, 2017.
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 5-21-16
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. 2 is $55,000.00. Total contract amount including this modification is $251,851.00.
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: $55,000.00 is budgeted and available within the Stormwater Operating Fund for this contract modification.
$96,157.87 was been spent to date in 2015
$97,976.24 was spent in 2014
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, and to authorize the expenditure of $55,000.00 from the Storm Sewer Operating Fund. ($55,000.00)
Body
WHEREAS, the Division of Sewerage and Drainage wishes to modify, increase and extend contract EL016290 with Williams Creek Management Corporation for the Low Maintenance Vacant Lot Pilot Program to provide additional funding necessary for 2016-2017 and to extend the contract through September 22, 2017, and
WHEREAS, the vendor has agreed to modify, increase and extend EL016290 at current prices and conditions, and it is in the best interest of the City of Columbus to excercise this option, and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to enter into a planned modification with Williams Creek Management Corporation for the Sewearage and Drainage, Storm Sewer Maintenance Section for the continuation of the Low Maintenance Vacant Lot Pilot Program; 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. 2 is $55,000.00. Total contract amount including this modification is $251,851.00. This contract is extended through and including September 22, 2017.
SECTION 2. That the expenditure of $55,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6200 Storm Sewer Operating Fund in object class 03 Services per the accounting codes in the attachment to the ordinance.
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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.