Explanation
This ordinance authorizes the Director of Public Utilities to modify an existing contract for tree trimming and removal services required by the Division of Water. This is the third modification of the contract and is to add additional funding for the Division of Water only. This modification does not extend the length of the contract. The Division of Water requires additional funding for the removal of a large number of dead and diseased trees along city 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 was recommended to Asplundh Tree Expert Co. as the lowest, responsive and responsible bid received. The contract was awarded for a two-year period. This legislation authorizes the expenditure of an additional $40,000.00 during the second year of the contract. The length of the contract is not affected by this modification. The Contract Compliance Number for Asplundh Tree Expert Co. is 23-1277550, expires 10/22/2014.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification #3 is $40,000.00. Total amount of the contract including this modification is $864,000.00
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract. This legislation is to encumber the funds necessary for tree trimming and removal services to improve the area around city 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.
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.
Emergency action is requested in order to process payment in a timely manner.
FISCAL IMPACT: There is sufficient budget authority in the 2014 Water Operating Fund for this modification. In 2012, the Division of Water's expenditure was $24,549.00 and in 2013 it was $24,285.00. Year to date expenditure for 2014 is $128,947.19.
Title
To authorize the Director of Public Utilities to modify an existing contract with Asplundh Tree Expert Co for tree removal services for the Division of Water; to authorize the expenditure of $40,000.00 from the from the Water Operating Fund; and to declare an emergency. ($40,000.00)
Body
WHEREAS, the Department of Public Utilities has a contract with Asplundh Tree Expert Co. for tree trimming and 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 for the Division of Water for tree trimming services for the removal of a large number of dead and diseased trees along city 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, an emergency exists in the usual daily operation of the Division of Water, Department of Public Utilities, in that it is immediately necessary to authorize the Director of Public Utilities to pay Asplundh Tree Expert Co. fees in a timely manner and to modify the existing agreement for the immediate 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 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. 3 is ADD $40,000.00. Total contract amount including this modification is $864,000.00.
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 $40,000.00, or so much thereof as may be needed, is hereby authorized as follows:
FUND DEPT/
FUND NAME DIV. OCA OL3 AMOUNT
600 Water 60-09 603001 3375 $40,000.00
SECTION 4. That for the reasons stated in the preamble hereto, which is hereby 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.
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