Explanation
BACKGROUND: This ordinance authorizes a modification of Contract EL-011389, with Asplundh Tree Expert Co., to provide power line clearance services for the Division of Power and Water. Power line clearance is a tree trimming service that the division continuously needs for proper maintenance of its street lighting and distribution facilities and removal services as may be required by Watershed Management and Parsons Avenue Water Plant. A request for bids was advertised in the City Bulletin (SA003767) and two bids were received and opened by the Director of Public Utilities on December 1, 2010. The bids were evaluated and an award was recommended to Asplundh Tree Expert Co. as the lowest, responsive and responsible bid received. This is for the 2012 funding for the second year of the two-year contract. The sole purpose of the modification is to increase the maximum monetary obligation. All terms and conditions of the original agreement remain in full force and effect.
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.
Amount of additional funds to be expended: The total amount of additional funds needed for Year 2, Modification #1 is $271,500.00. The original contract EL-011389 was established for $305,000. The total cost of the original contract and modification #1 is $576,500.00.
Reasons additional goods/services could not be foreseen: The need for additional funds was foreseen and is outlined in the original agreement. This legislation is to encumber the funds required for Year 2.
Reasons other procurement processes are not used: The same exact service is required as originally proposed. No lower pricing/more attractive terms and conditions are anticipated at this time.
How cost of modification was determined: The cost, terms and conditions are in accordance with the original agreement.
Contract Compliance Number: 231277550, expires 12/14/2012
FISCAL IMPACT: $241,500.00 was budgeted in the 2012 Electricity Operating Fund and $30,000.00 was budgeted in the Water Operating Fund for this service. This ordinance is contingent on the passage of the 2012 operating budget, Ordinance #1996-2011.
2010 expenditure for this service: $222,521.50
2011 expenditures as of November 30, 2011 for this service: $192,177.47
Title
To authorize the Director of Public Utilities to modify an existing contract with Asplundh Tree Expert Co. for power line clearance services for the Division of Power and Water; to authorize the expenditure of $241,500.00 from the Electricity Operating Fund and $30,000.00 from the Water Operating Fund. ($271,500.00)
Body
WHEREAS, power line clearance services are required by the Division of Power and Water for maintenance of distribution and street lighting circuits and removal services as may be required by Watershed Management and Parsons Avenue Water Plant; and
WHEREAS, the company has agreed to move forward with Year 2 as outlined under the terms of the original contract, and it is in the best interest of the City to exercise this option; and
WHEREAS, these services are used by the Department of Public Utilities, for the preservation of 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 modify and increase EL011389 in order to implement Year 2 with Asplundh Tree Expert Co. Total amount of modification No. 1 is ADD $271,500.00. Total contract amount including this modification is $576,500.00.
SECTION 2. That this contract modification is in compliance with Section 329.16 of Columbus City Codes, 1959.
SECTION 3. That to pay the cost of the aforesaid expenditure of $271,500.00, or so much thereof as may be needed, is hereby authorized as follows:
FUND FUND NAME DEPT/DIV. OCA/OL3 AMOUNT
550 Electricity Operating 60-07 606764/3375 $220,500.00
550 Electricity Operating 60-07 606772/3375 21,000.00
600 Water Operating 60-09 602540/3375 10,000.00
600 Water Operating 60-09 603001/3375 20,000.00
$271,500.00
TOTAL REQUEST: $271,500.00
SECTION 4. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.