Explanation
BACKGROUND: This ordinance authorizes the Director of Public Utilities to modify contract EL014095 for power line clearance, tree trimming and removal services required by the Division of Power and the Division of Water. This Modification #4 will provide additional funding to be used for the installation and maintenance of street lighting circuits and 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 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 for a period of 730 calendar days (2 years) with an annual extension clause that states that subject to mutual agreement, the period covered by the ensuing contract, under the same terms and conditions stated herein can be extended for two (2) additional one-year periods, or portion thereof at the same pricing. Ordinance 0035-2015 provided for a new expiration date of March 30, 2016. This legislation authorizes the expenditure of an additional $440,000.00 and the contract to be extended through March 30, 2017.
CONTRACTOR: Asplundh Tree Expert Co. 23-1277550, expires 8/27/16.
1. Amount of additional funds: Total amount of additional funds needed for this contract Modification #4 is $440,000.00. Total amount of the contract including this modification is $1,684,000.00.
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 power line clearance, tree trimming and removal services for the installation and maintenance of street lighting circuits, and to make critical repairs 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.
FISCAL IMPACT: There is sufficient budget authority in both the Power and Water Operating Funds in 2016 to cover this service. This ordinance is contingent on the passage of the 2016 operating budget, which is Ordinance 2888-2015.
Power: 2013 expenditures for this service was $300,427 and in 2014 expenditures for this service totaled $271,235.
Water: 2013 expenditures for this service was $24,285 and in 2014 expenditures for this service totaled $185,889.
Title
To authorize the Director of Public Utilities to enter into a planned modification with Asplundh Tree Expert Co for Tree Removal Services for the Division of Power and the Division of Water; to authorize the expenditure of $335,000.00 from the Electricity Operating Fund and $105,000.00 from the Water Operating Fund. ($440,000.00)
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 to increase and extend EL014095 at the current prices and conditions to and including March 30, 2017 with the Asplundh Tree Expert Company and to provide additional funding for the Division of Power for tree trimming and removal services for the installation and maintenance of street lighting circuits and to clear dead and diseased trees along the city properties for the Division of Water; and
WHEREAS, the vendor has agreed to modify to increase and extend EL014095 at current prices and conditions, and it is in the best interest of the City to exercise this option; and
WHEREAS, that it has become necessary in the usual daily operation of the Division of Power and the Division of Water, Department of Public Utilities to authorize the Director to modify a contract with Asplundh Tree Expert Co. for the public health, safety and welfare; 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 to increase and extend EL014095 with the Asplundh Tree Expert Co, 12488 Lancaster Street, Unit 94, Millersport, OH 43046, for tree trimming and removal services for the Department of Public Utilities, Division of Power and the Division of Water, in accordance with the terms and conditions on file. Total amount of Modification No. 4 is ADD $440,000.00. Total contract amount including this modification is $1,684,000.00.
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 $440,000.00, or so much thereof as may be needed, is hereby authorized as follows:
FUND DEPT/
FUND NAME DIV. OCA OL3 AMOUNT
550 Electricty Operating 60-07 606764 3375 $325,000.00
(DAX: 60-6007-03-63260-6300-000000-EL002-0600706-0000)
550 Electricity Operating 60-07 606772 3375 10,000.00
(DAX: 60-6007-03-63260-6300-000000-EL002-0600705-0000)
600 Water Operating 60-09 603001 3375 100,000.00
(DAX: 60-6009-03-63260-6000-000000-WT002-0600904-WT03)
600 Water Operating 60-09 602540 3375 5,000.00
(DAX: 60-6009-03-63260-6000-000000-WT002-0600903-WT01)
$440,000.00
SECTION 4. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.