Explanation
BACKGROUND: This legislation authorizes the Director of Public Utilities to modify to add funding to an indefinite quantity contract with Watershed Organic Lawn Care for the Green Infrastructure Inspection and Maintenance Project without extending the term of the contract. 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. Watershed Organic Lawn Care will coordinate with Stormwater and Regulatory Management Section (SRMS) staff when performing inspection and maintenance at the basins.
The Department of Public Utilities publicly opened three bids on June 10, 2020 and Watershed Organic Lawn Care was the lowest, responsive, responsible and best bidder. An indefinite quantity contract was established in accordance with Request for Quotation RFQ015680 and authorized under Ordinance Number 1534-2020. Ordinance Number 0296-2021 authorized renewal/modification #1 to extend the contract expiration to August 31, 2022 and to add additional funding to the contract. The contract contains multi-year renewal options.
This legislation seeks to modify to add funding to the indefinite quantity contract. This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications and renewals.
SUPPLIER: Watershed Organic Lawn Care (31-1653866) (Vendor #005742), Expires 5/26/22
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 the indefinite quantity contract renewal is $125,000.00. Total contract amount including this renewal is $613,000.00.
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 August 31, 2023.
3. Reason other procurement processes were not used: Work under this renewal 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: $125,000.00 is budgeted and needed for this service.
$104,145.00 was spent in 2020
$250,634.34 was spent in 2019
Title
To authorize the Director of Public Utilities to modify the indefinite quantity contract with Watershed Organic Lawn Care for the Green Infrastructure Inspection and Maintenance Project; and to authorize the expenditure of $125,000.00 from the Stormwater Operating Fund. ($125,000.00)
Body
WHEREAS, the Department of Public Utilities entered into an indefinite quantity contract for the Green Infrastructure Inspection and Maintenance Project in accordance with Chapter 329 of the Columbus City Code, pursuant to solicitation, RFQ015680, with Watershed Organic Lawn Care being the lowest, responsive, responsible and best bidder; and
WHEREAS, the original contract language allowed for a one (1) year contract with the option to renew the agreement for two (2) additional years based upon mutual agreement, availability of budgeted funds, and approval by City Council; and
WHEREAS, there is a need to add additional funding without extending the term of the contract; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to modify to add funding to the contract with Watershed Organic Lawn Care for Green Infrastructure Inspection and Maintenance Project;
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 modify the contract with 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 to add funding without extending the term of the contract. Total amount of this modification #2 is $125,000.00. Total contract amount including this modification is $613,000.00.
SECTION 2. That the expenditure of $125,000.00 or so much thereof as may be needed, be and is hereby authorized in Object Class 03 Services in 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.