Explanation
1. BACKGROUND
This legislation authorizes the Director of Public Service to execute necessary document/agreements with, and to accept grant funds, from The Recycling Partnership, Inc. This legislation also seeks to appropriate the grant funds, authorize the expenditure of the grant funds, and execute a contract modification with Paul Werth Associates, Inc.
The Department of Public Service seeks authorization to execute documents necessary to accept a grant from The Recycling Partnership, Inc. This legislation also authorizes the Director of Public Service to administer the grant funds in accordance with the terms and conditions of the award and to refund any unused funds after the grant period ends if the final accounting determines a refund is owed. The grant provides $1 per household in direct funding for recycling education and outreach efforts regarding the Refuse Divisions' transition to weekly recycling. The grant also provides technical assistance in designing and creating educational materials.
This legislation also authorizes the Director of Public Service to modify a professional service contract with Paul Werth Associates, Inc., to add additional funds for the Residential Recycling Communication and Outreach project. With the acceptance of the aforementioned grant the Refuse Division requests authority to utilize these grant funds to perform communications and outreach related to the deployment of a weekly recycling program. The additional funds will be used for recycling education on digital platforms, social media and traditional media to create a layered messaging campaign that focuses on increasing recycling participation, reducing litter, and raising awareness of the reduction goals set by our city’s Climate Action Plan.
The original contract amount: $ 250,000.00 (Ord. 1330-2023)
Modification No. 1 $ 230,879.00 (This ordinance)
The contract amount including all modifications: $ 480,879.00
The original contract with Paul Werth Associates, Inc., resulted from a request for proposal formally advertised on vendor service and Bonfire websites from March 23, 2023 to April 13, 2023. The city received five (5) responses. All responses were fully evaluated by a committee that scored each proposal. Paul Werth Associates, Inc., received the highest score by the evaluation committee and was awarded the Residential Recycling Communication and Outreach contract.
Searches in the Excluded Party List System (Federal) and the Findings for Recovery list (State) produced no findings against Paul Werth Associates, Inc.
2. CONTRACT COMPLIANCE
Paul Werth Associates, Inc.’s contract compliance number is CC004255 and expires 03/31/2024.
3. FISCAL IMPACT
Approval of this legislation will authorize the Director of Public Service to accept, appropriate, expend and return unused grants funds from The Recycling Partnership, Inc.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
The original contract with Paul Werth Associates, Inc., was bid with a City of Columbus MBE/WBE Program goal of 15% as assigned by the Office of Diversity and Inclusion (ODI). Failure by the contractor to meet this goal subjects the contractor to the Penalties for Non-Compliance as described in the “City’s Minority and Women-Owned Business Enterprise & Small Local Business Enterprise Program Manual” and in the “City of Columbus MBE/WBE Program Special Provision” that were part of the bid documents for this contract. This subsequent modification also subjects the contractor to the Penalties for Non-Compliance as described in the “City’s Minority and Women-Owned Business Enterprise & Small Local Business Enterprise Program Manual”
5. EMERGENCY DESIGNATION
Emergency action is requested as this program began June 12, 2023, and there is a strong need to immediately increase awareness for city-wide participation in the weekly recycling program.
Title
To authorize the Director of Public Service to execute documents necessary to accept a grant from The Recycling Partnership, Inc., for $1.00 per household in direct funding; to authorize the appropriation and expenditure of the grant for $230,879.00; to modify a contract with Paul Werth Associates, Inc., in an amount not to exceed $230,879.00 , for the Residential Recycling Communication and Outreach project; and to declare an emergency. ($230,879.00)
Body
WHEREAS, the Department of Public Service is engaged in an education and outreach effort regarding the Refuse Divisions' transition to weekly recycling; and
WHEREAS, the Department of Public Service seeks authorization to execute documents/agreements with, and to accept grant funds from, The Recycling Partnership, Inc., in the amount of $230,879.00; and
WHEREAS, it is necessary to appropriate the grant funds so they can be expended on this education and outreach program for the weekly recycling program; and
WHEREAS, the Director of the Department of Public Service has identified the need to modify a contract with Paul Werth Associates, Inc., for the education and outreach efforts of the program, in the amount not to exceed $230,879.00; and
WHEREAS, an emergency exists within the Department of Public Service in that it is immediately necessary to authorize the Director of Public Service to execute documents/agreements with and to accept grant funds from The Recycling Partnership, Inc., and modify a service contract and expend grant funds with Paul Werth Associates, Inc., in order to increase awareness and participation in the weekly recycling program that began on June 12, 2023, thereby preserving the public health, peace, property, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Public Service is authorized to execute documents/agreements with, and to accept and expend grant funds from, The Recycling Partnership., Inc., in the amount of $230,879.00.
SECTION 2. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2023, the sum of $230,879.00 is appropriated in Fund 2291 (Private Grant Fund from Dept-Div 59-02 (Division of Refuse Collection) object class 03 (Services) per the account codes in the attachment to this ordinance. Appropriation of grant funds is contingent upon the execution of the grant agreement.
SECTION 3. That, at the end of the grant period, or upon request of the grantor, any repayment of unencumbered balances required by the grantor is authorized and any unused City match monies may be transferred back to the City fund from which they originated in accordance with all applicable grant agreements.
SECTION 4. That the Director of the Department of Public Service is authorized to modify a contract with Paul Werth Associates, Inc. in an amount not to exceed to $230,879.00.
SECTION 5. That the expenditure of $230,897.00 or so much thereof as may be needed, is authorized in Fund 2291 (Private Grant Fund) Dept-Div 59-02 (Division of Refuse Collection), object class 03 (Services) per the account codes in the attachment to this ordinance.
SECTION 6. Funds are deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 7. 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 8. That the City Auditor is authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 9. That for the reasons stated in the preamble hereto, which is made a part hereof, this ordinance is declared to be an emergency measure and shall take effect and be in force from and after its passage and approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.