Explanation
BACKGROUND: This ordinance authorizes the Director of Public Utilities to modify and increase funding to an existing contract (EL015568) with JDM Services, LLC for the disposal of clean fill from repair projects involving water, sanitary and power infrastructure. All three Divisions within the Department of Public Utilities use this service.
The Department of Public Utilities advertised and solicited competitive bids in accordance with Section 329 (Solicitation SA005248). Forty (40) vendors (40 MAJ) were solicited and one (1) bid (MAJ) was received and opened on January 30, 2014. The bid from JDM Services LLC was recommended for an award in the amount of $131,500.00, as the lowest, responsive and responsible bid received. The contract was established for one (1) year with the option to renew for three (3) additional years on a year-to-year basis. This modification is for the second year of the contract and the first of the additional three (3) years of renewal options.
Contract Compliance: 31-1772741, expires 1/27/2017
JDM Services LLC does not hold MBE/FBE status.
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 this contract modification is ADD $111,500.00. Total contract amount including this modification is $243,000.00
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract. The contract was initially established for one (1) year and contract language allows for two (2) additional years on a year to year basis and available funding and approval by Columbus City Council. This legislation authorizes the first of two planned contract modifications.
3. Reason other procurement processes not used: Work under this modification is a continuation of services included in the scope of the original RFP. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How was cost determined: The Department of Public Utilities and JDM Services, LLC negotiated the cost of the planned contract modification.
FISCAL IMPACT: There is sufficient budget authority in all the enterprise funds to cover the cost of this contract. ($111,500.00)
Prior Year Expenditures from Water Operating Fund
2013 - $72,975
2014 - $75,000
Prior Year Expenditures from Sewerage System Operating Fund
2013 - $38,425
2014 - $29,960
Prior Year Expenditures from Power Operating Fund
2013 - $0
2014 - $0
Title
To authorize the Director of Public Utilities to modify an existing contract with JDM Services, LLC to provide clean fill disposal services within Franklin County for the disposal of clean soil and clean hard fill from repair and excavation projects for the Division of Power, Division of Water and the Division of Sewerage and Drainage, to authorize the expenditure of $80,000.00 from the Water Operating Fund; $1,500.00 from the Power Operating Fund and $30,000.00 from the Sewer Systems Operating Fund; and to declare an emergency. ($111,500.00)
Body
WHEREAS, the Department of Public Utilities has an existing contract with JDM Services, LLC for clean fill disposal services (EL015568); and
WHEREAS, the contract language allows for the Department of Public Utilities to extend the contract for two (2) additional years on a year-to-year basis upon mutual agreement and budgeted funds; and
WHEREAS, this planned modification of the contract will provide for the continuation of the services without interruption; and
WHEREAS, the vendor has agreed to extend the existing contract (EL015568) at current prices and conditions and it is in the best interest of the City to exercise this option, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities in that it is immediately necessary to authorize the Director of Public Utilities to extend and increase an existing contract (EL015568) with JDM Services, LLC for disposal site services for clean soil mixed with clean hard fill, in an emergency manner in order to meet community commitments for the immediate preservation of the public health, peace, property and safety; 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 extend and increase an existing contract (EL015568) with JDM Services, LLC, for Disposal of Clean Soil mixed with Clean Hard Fill.
SECTION 2. That this modification is in accordance with the relevant provisions of Chapter 329 of the Columbus City Codes.
SECTION 3. That the expenditure of $111,500.00, or so much thereof as may be necessary, be and the same hereby is authorized, as follows:
Division of Power Fund 550
OCA: 606723
Object Level 3389
Amount: $1500.00
Division of Water Fund 600
OCA: 602730
Object Level: 3389
Amount: $80,000.00
Division of Sewerage and Drainage Fund 650
OCA: 605089
Object Level 3389
Amount: $30,000.00
TOTAL: $111,500.00
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 for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure and shall take effect and be 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.