Explanation
The Director of Public Utilities entered into a contract with WAQ, Inc. dba Southwest Lawn to provide Lawn Maintenance Services for the Department of Public Utilities' Southerly Wastewater Treatment Plant, FEM Project No. 0202.22. The work to be performed under this contract includes lawn maintenance services, cutting of grasses, trimming around structures, tanks, fences, buildings, flower beds, sidewalks, driveways, floodwalls, trees, curb ornamentals, small tree/branch trimming, clearing and grubbing of shrubs, plants, grasses and small trees, etc. Additional Department of Public Utilities facilities may be added in the future.
The Department of Public Utilities solicited Competitive Bids for the subject services in accordance with the pertinent provisions of Section 329 (SA004805). Two hundred seventy-eight (278) vendors (247 MAJ, 27 MBE, 4 FBE) were solicited. Six (6) bids (5 MAJ, 1 MBE) were received, on February 20, 2013. WAQ, Inc. dba Southwest Lawn was determined to be the lowest, most responsive, responsible and best bidder. The Director of Public Utilities concurred. The original contract was for a period of one year with two (2) one year renewal options on a year to year basis upon mutual agreement, availability of funding and Columbus City Council approval. This legislation is to encumber the funds budgeted for fiscal year 2015 and for the Department of Public Utilities to exercise the second (2nd) extension option. This is the 3rd year of a three (3) year contract. The contract will expire on April 22, 2016.
SUPPLIER: WAQ, Inc. dba Southwest Lawn (31-1592385), Expires February 7, 2015
WAQ, Inc. dba Southwest Lawn 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 No. 2 is $40,000.00. Total contract amount including this modification is $117,851.00.
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract, as this is an annual expenditure. This legislation is to encumber the funds budgeted for fiscal year 2015 for the Division of Sewerage and Drainage.
3. Reason other procurement processes not used: Work under this modification is a continuation of services included in the scope of the original bid contract. No lower pricing/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: $40,000.00 is budgeted and available in the Sewerage System Operating Fund for this expenditure. This ordinance is contingent on passage of the 2015 Operating Budget, ORD #2621-2014.
$34,469.00 was spent in 2014
$30,969.00 was spent in 2013
Title
To authorize the Director of Public Utilities to enter into a planned modification with WAQ, Inc. dba Southwest Lawn to provide Lawn Maintenance Services for the Department of Public Utilities' Southerly Wastewater Treatment Plant, and to authorize the expenditure of $40,000.00 from the Sewerage System Operating Fund. ($40,000.00)
Body
WHEREAS, the Department of Public Utilities has a contract with WAQ, Inc. dba Southwest Lawn to provide Lawn Maintenance Services at the Southerly Wastewater Treatment Plant, FEM Project No. 0202.22; and
WHEREAS, the vendor has agreed to modify, increase and extend Contract EL014264 at current prices and conditions to and including April 22, 2016, and it is in the best interest of the City to exercise this option; and
WHEREAS, it is immediately necessary to authorize the Director of Public Utilities to modify the existing contract with WAQ, Inc. dba Southwest Lawn in order to provide for continuation of Lawn Maintenance Services at the Southerly Wastewater Treatment Plant; 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, increase and extend Contract No. EL014264 with WAQ, Inc. dba Southwest Lawn, 4401 Broadway, Grove City, Ohio 43123, for Lawn Maintenance Services for the Department of Public Utilities, FEM Project No. 0202.22, to and including April 22, 2016, in accordance with the terms and conditions on file in the office of the Division of Sewerage and Drainage. Total amount of modification No. 2 is ADD $40,000.00. Total contract amount including this modification is $117,851.00.
SECTION 2. That this modification is in accordance with the pertinent provisions of Chapter 329 of the Columbus City Codes.
SECTION 3. That the expenditure of $40,000.00, or as much thereof as may be needed, be and the same hereby is authorized from the Sewerage System Operating Fund, Fund 650, Department/Division 60-05, to pay the cost of this contract, as follows:
OCA: 605378
Object Level 1: 03
Object Level 3: 3377
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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.