Explanation
BACKGROUND
To authorize the Director of the Department 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 Sewerage and Drainage.
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.
PROCUREMENT
The Department of Public Utilities 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.
CONTRACT AMOUNTS / TIMELINE
The contract term was for one (1) year from the date of execution. Ordinance No. 0464-2024 extended the underlying contract through July 31, 2025. The 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 second year of a six year contract.
This legislation seeks to modify the contracts 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 (pending) $300,000.00
Estimated Contract Total: $2,262,515.00
1. Amount of additional funds: Total amount of additional funds needed for the contract is $300,000.00. Total contract amount including this modification is $2,262,515.00.
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 Sewerage and Drainage and was deemed acceptable.
SUPPLIER(S) / CONTRACT COMPLIANCE INFORMATION
Deer Valley Farm Supply, vendor #043008, cc# expires 9/12/24 (update pending), majority status
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.
MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This contract was put in place prior to the implementation of the City of Columbus MBE/WBE Program and is not subject to the requirements of that program. Deer Valley Farm Supply is classified as a majority company by the City’s Office of Diversity and Inclusion.
FISCAL IMPACT
$300,000.00 is budgeted and needed for this purchase. Funds are budgeted and available for this expenditure within the Sanitary Sewer Operating Fund
$362,427.93 was spent in 2023
$332,038.16 was spent in 2022
Title
To authorize the Director of Public Utilities to modify a contract with Deer Valley Farm Supply for the Class B Liquid Biosolids Land Application Program to add additional funding; to authorize the expenditure of $300,000.00 from the Sanitary Sewerage Operating Fund. ($300,000.00)
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, the vendor has agreed to modify the contract at the 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 modify the contract with Deer Valley Farm Supply for the Class B Liquid Biosolids Land Application Program in accordance with the terms, conditions and specifications of solicitation RFQ022645 on file; 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 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 of the Department of 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 $300,000.00 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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.