Explanation
BACKGROUND: This ordinance authorizes the Director of Public Utilities to enter into a contract for power line clearance, tree trimming and removal services required by the Division of Water for tree trimming and removal services. This Modification #1 for the Division of Water will provide additional funding to remove a large number of dead and diseased trees along city reservoir properties; the majority of which have been damaged by the emerald ash borer blight. The city desires to cut down dead or diseased trees in order to preserve public and private property, to reduce risk of injury from falling trees or limbs, and to support the growth of healthy, native trees.
A request for bids was advertised in the City Bulletin (SA004661) and only one bid was received and opened by the Director of Public Utilities on November 14, 2012. The bid was evaluated and an award is recommended to Asplundh Tree Expert Co. as the lowest, responsive and responsible bid received. The contract will be for a two-year period. This legislation authorizes the expenditure of an additional $100,000.00 for the estimated cost for the first modification of the contract. Legislation will be submitted again in 2014 to provide funding for the second year of the contract. The Contract Compliance Number for Asplundh Tree Expert Co. is 231277550, expires 10/22/2014.
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 #1 is $100,000.00. Total amount of the contract including this modification is $471,000.00
2. Reason additional funds were not foreseen: The need for additional funds was unknown at the time of the initial contract. This legislation is to encumber the funds necessary to make critical repairs to improve the area around the reservoir properties by removing dead and diseased trees, to reduce risk of injury from potential danger of falling trees or limbs.
3. Reason other procurement processes not used: Work under this modification is a continuation of services included in the original scope of the bid contract. No lower pricing or more attractive terms and conditions are anticipated at this time.
4. How was cost determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: There is sufficient budget authority in the 2013 Water Fund to cover this service
2011 expenditures for this service: $204,813
2012 expenditures for this service: $261,866
Title
To authorize the Director of Public Utilities to enter into a construction contract with Asplundh Tree Expert Co for tree removal services for the Division of Water and to authorize the expenditure of $100,000.00 from the Water Operating Fund. ($100,000.00)
Body
WHEREAS, the Department of Public Utilities has a contract with Asplundh Tree Expert Co. for dead and diseased tree removal services; and
WHEREAS, the Department of Public Utilities wishes to modify and increase EL014095 with the Asplundh Tree Expert Co. to provide extra funding to clear dead and diseased trees along the city reservoir's properties for the Division of Water; and
WHEREAS, the vendor has agreed to modify ad increase EL014095 at current prices and conditions, and it is in the best interest of the City to exercise this option; and
WHEREAS; it is necessary to authorize the Director of Public Utilities to modify the existing contract with the Asplundh Tree Expert Co. in order to provide for continuation of tree trimming and removal services; 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 modify and increase Contract EL014095 with the Asplundh Tree Expert Co. for tree trimming and removal services for the Department of Public Utilities, Division of Water, in accordance with the terms and conditions on file. Total amount of modification No. 1 is ADD $100,000.00. Total contract amount including this modification is $471,000.00.
SECTION 2. 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 3. That to pay the cost of the aforesaid contract, the expenditure of $100,000.00, or so much thereof as may be needed, is hereby authorized as follows:
FUND DEPT/
FUND NAME DIV. OCA OL3 AMOUNT
600 Water Operating 60-09 603001 3375 $ 100,000.00
SECTION 4. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.