Explanation
BACKGROUND: The purpose of this legislation is to authorize the Director of the Department of Public Utilities to renew and modify contracts with Ironsite, Inc. and Watershed Organic Lawn Care LLC for services associated with the Green Infrastructure Inspection and Maintenance Project. The City of Columbus is committed to investing in green infrastructure. As part of this commitment, the City has built a number of bio-retention basins in the right-of-way and/or on City owned property.
The City is currently responsible for the maintenance of 62 Facilities with 1,061 basins and wetlands. These facilities are located in Clintonville, Linden, Eastmoor, American Addition, Southwest Columbus, Blacklick, Hilltop, the South Side, Dublin, Reynoldsburg, Easton, Barthman Parsons, West Town Street/US 62, 2nd Street, River South Roadways West Rich Street, West Main Street Riversouth, West Broad St. at Starling Street, Hoover Reservoir, 910 Dublin Road, Dublin Road Water Plant, Griggs Reservoir, O’Shaughnessy Reservoir, Mound Street Booster Station and the Smoky Row Booster Station. Each facility and location may have multiple sites with basins, swales or other types of green infrastructure. Additional facilities may be added in the future.
The Department of Public Utilities publicly advertised and solicited competitive bids in accordance with Section 329 of Columbus City Code (RFQ025742). Thirty-one (31) vendors (1-EBE/WBE, 26-MAJ, 3-MBE, 1-WBE) were solicited and two (1-EBE/WBE and 1 MAJ) bids were received and opened on September 13, 2023.
The bids for Ironsite, Inc. for Group 1 and Watershed Organic Lawn Care LLC for Groups 2 and 3 as the lowest responsive, responsible and best bidders.
The contract term is for one year through November 30, 2024. The contract language allows to renew annually for two (2) additional years based upon mutual agreement, availability of funds, and approval by Columbus City Council. Future modifications will be required to incorporate additional green infrastructures into this contract as facilities are constructed and turned over to the City for maintenance.
Ordinance #2799-2023 authorized the execution of the contracts. It is the intent of the Department of Public Utilities that this contract modification #1 add additional funding and extend the contract through November 30, 2025.
This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications and renewals.
SUPPLIERS:
Ironsite, Inc., vendor #005926, EBE/WBE status, expires 7/16/25
Watershed Organic Lawn Care LLC, vendor #005742, majority status, expires 3/31/25
The companies are 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 the contract modification is $279,000.00. Total contract amount including this modification is $562,000.00.
2. Reasons additional funds were not foreseen: The need for additional funds was known at the time of the initial contract. This funding increase is to provide the additional funding necessary for the payment of services to be provided through November 30, 2025.
3. Reason other procurement processes were 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: $279,000.00 is budgeted and needed for this service.
$636,564.93 was spent in 2023
$309,246.71 was spent in 2022
Title
To authorize the Director of the Department of Public Utilities to modify and renew contracts with Ironsite, Inc. and Watershed Organic Lawn Care LLC for the Green Infrastructure Inspection and Maintenance Project; and to authorize the expenditure of $101,000.00 from the Water Operating Fund and $178,000.00 from the Stormwater Operating Fund. ($279,000.00)
Body
WHEREAS, the Department of Public Utilities entered into contracts for the Green Infrastructure Inspection and Maintenance Project in accordance with Chapter 329 of the Columbus City Code, pursuant to solicitation, RFQ025742, with Ironsite, Inc. and Watershed Organic Lawn Care; and
WHEREAS, this original contract language allowed for a one (1) year contract with the option to renew the agreement for two (2) additional years on a year to year basis; and
WHEREAS, the Department of Public Utilities wishes to renew and modify to increase funding to contracts with Ironsite, LLC and Watershed Organic Lawn Care for Green Infrastructure Inspection and Maintenance Project; and
WHEREAS, the vendors have agreed to modify to extend the expiration of the contract and to increase the contract at current prices and conditions; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to renew for an additional year and to modify to increase the funding on the contracts with Ironsite, Inc. and Watershed Organic Lawn Care for Green Infrastructure Inspection and Maintenance Project, thereby preserving the public peace, property, health, welfare, and safety; and NOW THEREFORE;
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Utilities be and is hereby authorized to renew and modify to add funding to contracts with Ironsite, Inc. and Watershed Organic Lawn Care for Green Infrastructure Inspection and Maintenance Project, in accordance with the terms and conditions as shown in the agreement on file in the Department of Public Utilities. Total amount of this modification is $279,000.00. Total contract amount including this modification is $562,000.00.
SECTION 2. That the expenditure of $279,000.00 or so much thereof as may be needed, be and is hereby authorized in Object Class 03 Services $101,000.00 from Fund 6000-Water Operating and $178,000.00 from Fund 6200-Stormwater Operating per the accounting codes in the attachment to this 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 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.