Explanation
The Department of Public Utilities entered into a planned modification with Duke's Root Control Inc. for Root Control Services for the Division of Sewerage and Drainage, Sewer Maintenance Operations Center. This contract was the result of a Director's bid received on April 11, 2007. Duke's Root Control Inc. was the lowest, responsive, responsible bidder and met all requirements of the specifications. The original contract was for a period of one year with three (3) one year renewal options on a year to year basis. The final extension has been exercised and the contract will expire on December 31, 2011. The Division is pleased with their performance and requests authority to modify and increase the original contract to provide the funding necessary for fiscal year 2011 in the amount of $285,000.00.
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.
Contract Compliance: 75-3026801, expires March 2, 2013
Duke's Root Control Inc. does not hold MBE/FBE status.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification No. 4 is $285,000.00. Total contract amount including this modification is $1,425,613.50. The modification represents funding added during the contract period for costs related to the services provided. The need for increased funding is to cover anticipated contract billings during fiscal year 2011.
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract, as this is an annual expenditure. This legislation is to encumber the funds budgeted for fiscal year 2011 for the Division of Sewerage and Drainage.
3. Reason other procurement processes 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.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: The Division of Sewerage and Drainage allocated $285,000.00 for these services in the 2011 budget.
The following amounts were encumbered in 2009 and 2010 for this service:
2010 - $285,000.00
2009 - $285,000.00
Title
To authorize the Director of Public Utilities to enter into a planned modification of the Root Control Services contract with Duke's Root Control Inc., for the Division of Sewerage and Drainage, and to authorize the expenditure of $285,000.00 from the Sewerage System Operating Fund. ($285,000.00)
Body
WHEREAS, the Department of Public Utilities has a contract with Duke's Root Control Inc. for Root Control Services, and
WHEREAS, the Sewer Maintenance Operations Center utilizes the root control service for the application of chemical herbicide to prevent growth of tree roots in sanitary sewer lines 8" to 36" in diameter, and
WHEREAS, the original contract was for a period of one year with three (3) one year renewal options on a year to year basis. The final extension has been exercised and the contract will expire on December 31, 2011, and
WHEREAS, the Division of Sewerage and Drainage wishes to modify and increase EL007222 with Duke's Root Control Inc. for Root Control Services to provide the funding necessary for fiscal year 2011, and
WHEREAS, the vendor has agreed to modify and increase EL007222 at current prices and conditions, and it is in the best interest of the City to exercise this option, and
WHEREAS, these root control services are used by the Department of Public Utilities, for the preservation of the public, health, peace, property and safety; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Public Utilities Director be and is hereby authorized to modify and increase contract EL007222 with Duke's Root Control Inc. Total amount of modification No. 4 is ADD $285,000.00. Total contract amount including this modification is $1,425,613.50.
Section 2. That this modification is in accordance with Section 329.16 of the Columbus City Codes.
Section 3. That the expenditure of $285,000.00, or so much thereof as may be needed, be and the same hereby is authorized from the Sewer System Operating Fund, Fund No. 650 as follows, to pay the cost thereof:
OCA: 605089
Object Level l: 03
Object Level 3: 3375
Section 4. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.