Explanation
The purpose of this legislation is to authorize the Director of Public Utilities to enter into a planned modification with Madden Brothers Inc. for the purpose of providing Yard Waste and Log Grinding Services for the Division of Sewerage and Drainage, Compost Facility.
The Division of Sewerage and Drainage, Compost Facility utilizes a contract that provides for the purchase of woodchips to be used as bulking agents for composting and to produce the product Com-Til. The services to be performed under this agreement calls for Madden Brothers, Inc. to provide equipment and an operator to grind yard waste (shrubs, leaves, tree limbs, logs, etc.) that are received by the Compost Facility. The finished product will be used as an alternative source for bulking agents. The City of Columbus has crews to chip brush and trees from storm damage on public right-of-way. In the event that a severe storm causes damage that exceeds the capacity of City crews to promptly cleanup, this contract allows for the vendor to be contacted to mobilize equipment and crews to chip brush and trees obstructing public streets and sidewalks and deliver those woodchips to the SW Compost Facility located at 7000 Jackson Pike, Lockbourne, Ohio.
The original contract was in effect for one (1) year to and including August 26, 2014. The contract language allows for the Department of Public Utilities to extend the contract for three (3) additional years on a year to year basis upon mutual agreement, budgeted funds and approval by Columbus City Council. This proposed modification is the 4th year of the contract. The new contract expiration date is August 26, 2017. This modification is in accordance with the relevant provisions of City Code Chapter 329 relating to contract modifications.
SUPPLIER: Madden Brothers, Inc. (34-1739227) Expires July 2, 2017. Madden Brothers, Inc. 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. 3 is $130,000.00. Total contract amount including this modification is $490,000.00.
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 2016 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 cost was determined: The cost, terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: $130,000.00 is needed and budgeted for this service.
$129,929.06 was spent in 2015
$96,715.00 was spent in 2014
Title
To authorize the Director of Public Utilities to enter into a planned modification with Madden Brothers, Inc. for Yard Waste and Log Grinding Services for the Division of Sewerage and Drainage; and to authorize the expenditure of $130,000.00 from the Sewerage System Operating Fund. ($130,000.00)
Body
WHEREAS, the Division of Sewerage and Drainage, Compost Facility utilizes a contract that provides for the purchase of woodchips to be used as bulking agents for composting and to produce the product Com-Til, and
WHEREAS, the services to be performed under this agreement call for Madden Brothers Inc. to provide equipment and an operator to grind yard waste (shrubs, leaves, tree limbs, logs, etc.) that are received by the Compost Facility, and, when called upon, after a severe storm event, to mobilize equipment and crews to chip brush and trees obstructing public streets and sidewalks and deliver those woodchips to the SW Compost Facility, located at 7000 Jackson Pike, Lockbourne, Ohio, and
WHEREAS, the finished product will be used as an alternative source for bulking agents, and
WHEREAS, the Director of Public Utilities received one (1) formal bid (SA004885) on May 1, 2013 and Madden Brothers, Inc. was awarded the contract, and
WHEREAS, the original contract was for one (1) year through August 26, 2014 and upon mutual agreement and approval by the Columbus City Council, this contract can be extended for three (3) additional years on a year to year basis and funds availability, and
WHEREAS, the Division of Sewerage & Drainage wishes to modify, increase and extend contract EL014772 with Madden Brothers, Inc. for Yard Waste and Log Grinding Services to provide additional funding necessary for 2016 and to extend the contract to a new expiration date of August 26, 2017, and
WHEREAS, the vendor has agreed to modify, increase and extend EL014772 at current prices and conditions, and it is in the best interest of the City of Columbus to exercise this option, and
WHEREAS, it is immediately necessary to authorize the Director of Public Utilities to modify the existing contract with Madden Brothers, Inc. in order to provide for continuation of Yard Waste and Log Grinding Services, in accordance with the relevant provisions of City Code Chapter 329 relating to contract modifications; 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 enter into a planned modification of EL014772 with Madden Brothers Inc., 66 Pearl Road, Brunswick, Ohio 44212, for Yard Waste and Log Grinding Services, in accordance with the terms and conditions on file in the Office of the Division of Sewerage and Drainage. Total amount of modification No. 3 is ADD $130,000.00. Total contract amount including this modification is $490,000.00. The new expiration date is August 26, 2017.
SECTION 2. That this modification is in accordance with the relevant provisions of City Code Chapter 329 relating to contract modifications.
SECTION 3. That the expenditure of $130,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6100 Sewerage System Operating Fund in object class 03 Services per the accounting codes in the attachment to this ordinance.
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.