Explanation
BACKGROUND
This ordinance authorizes the Director of Public Utilities to enter into a planned contract renewal and modification for the Reservoir Restoration Project with Williams Forestry & Associates, LLC to add funding for 2025 in an amount up to $1,400,000.00. This contract is used to maintain the shoreline at the Hoover and O’Shaughnessy Reservoirs by planting trees, shrubs and for herbicide treatment of invasive species.
PROCUREMENT
The Department of Public Utilities solicited competitive bids for the Reservoir Restoration Project in accordance with the relevant provisions of Chapter 329 (RFQ025146). Fifty-six (56) vendors (1 EBE/MBE, 1 EBE/WBE, 46 MAJ, 6 MBE, 1 MBE/WBE, 1 WBE) were solicited and three (1 EBE/MBE and 2 MAJ) bids were received on July 12, 2023. One contract was awarded to Williams Forestry & Associates, LLC.
CONTRACT AMOUNTS / TIMELINE
The contract term was for one year from the date of execution to and including October 31, 2024. The contract language allows for two (2) 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.
This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract renewals and modifications.
Cost summary:
Original Contract - Ordinance #2734-2023 $ 300,000.00
Modification #1 - Ordinance #3475-2023 $ 600,000.00
Modification/Renewal #2 - Ordinance #0789-2024 $ 300,000.00
Modification #3 - Ordinance #2582-2024 $ 15,000.00
Modification/Renewal #4 - Ordinance #0294-2025 (pending) $ 1,400,000.00
Contract Total to Date: $ $ 2,615,000.00
1. Amount of additional funds: Total amount of additional funds needed for this contract modification is to ADD $1,400,000.00. Total contract amount including this modification is $2,615,000.00.
2. Reason additional funds were not foreseen: The need for additional funds were included in the initial contract. This contract is funded on an incremental basis.
3. Reason other procurement processes are not used: Work under this modification is a continuation of services. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How cost was determined: A cost proposal was provided by Williams Forestry & Associates, LLC in their bid and was deemed acceptable.
SUPPLIER(S) / CONTRACT COMPLIANCE INFORMATION
Williams Forestry & Associates, LLC, vendor #044891 expires 3/28/25, majority status
The certification of Williams Forestry & Associates, LLC 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. Williams & Associates LLC is classified as a majority company by the City’s Office of Diversity and Inclusion.
FISCAL IMPACT
$1,400,000.00 funds are budgeted and available for this expenditure within the Water Operating Fund. This ordinance is contingent on the passage of the 2025 Operating Budget, Ordinance 3036-2024.
$920,278.80 was spent in 2024
$282,814.50 was spent in 2023
Title
To authorize the Director of the Department of Public Utilities to renew for an additional year and modify the contract with Williams Forestry & Associates, LLC for the Reservoir Restoration Project; and to authorize the expenditure of $1,400,000.00 from the Water Operating Fund. ($1,400,000.00)
Body
WHEREAS, the Department of Public Utilities solicited competitive bids for the Reservoir Restoration Project in accordance with the relevant provisions of Section 329 (RFQ025146); and
WHEREAS, the Department of Public Utilities entered into a contract for the Reservoir Restoration Project with Williams Forestry & Associates, LLC; and
WHEREAS, the contract is used to maintain the shoreline at the Hoover and O’Shaughnessy Reservoirs by planting trees, shrubs and for herbicide treatment of invasive species; and
WHEREAS, the contract language allows for two (2) one (1) year renewal options on a year to year basis upon mutual agreement, availability of funds, and approval by Columbus City Council; and
WHEREAS, the Department of Public Utilities wishes to renew for an additional year and to provide funding for services through October 31, 2026; and
WHEREAS, the vendor has agreed to modify and 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 modify a contract with Williams Forestry & Associates, LLC for the Reservoir Restoration Project; 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 renew for an additional year and modify the contract for the Reservoir Restoration Project with Williams Forestry & Associates, LLC per the terms and conditions of RFQ025146 on file in the Department of Public Utilities.
SECTION 2. That the expenditure of $1,400,000.00 or so much thereof as may be needed, $1,400,000.00 is hereby authorized in Fund 6000 (Water Operating Fund) in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 3. That said firm shall conduct the work to the satisfaction of the Director of the Department of Public Utilities.
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 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 6. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.