Explanation
Background: This ordinance authorizes the Director of the Recreation and Parks Department to enter into various contracts for the management of the Emerald Ash Borer infestation. This ordinance authorizes the Director of Recreation and Parks and the Director of Finance and Management to enter into various contracts relating to the EAB management process for the Recreation and Parks Department. This ordinance also authorizes the Director of Finance and Management to enter into contract with Vermeer Mfg. Co. for the purchase of two Vermeer BC-1800XL Brush Chippers for the Recreation and Parks Department in accordance with State of Ohio contract Schedule Number 800311, Index Number STS515, as previously authorized by 0582-87 and to authorize the Director of Recreation and Parks to enter into contract with Greenscapes Landscape Co. for the installation of street trees.
The Emerald Ash Borer (EAB) is an exotic boring insect from Southeast Asia, first identified in Michigan in 2002, that infests and eventually kills trees of the Fraxinus genus, more commonly known as ash trees. Once an ash tree is dead, its structural integrity diminishes quickly and it is not uncommon for large limbs to fail on both high wind and calm days without warning. First identified locally in 2003, Columbus is beginning its 10th year of the EAB infestation. It is estimated that approximately 30,000 ash trees of various sizes exist on City of Columbus property; this includes trees along streets, in parks, golf courses and on several municipal campuses.
In 2011, City leaders, in coordination with the City Forestry Division of the Recreation and Parks Department committed to an organized project approach to address the EAB crisis. To date, approximately 19,000 ash trees have been removed city wide. That is approximately 63% of the estimated public ash tree population.
This ordinance will allow immediate funding for administration, services, supplies, tree replacements, and to remove Emerald Ash Borer (EAB) infested and damaged trees. The supplies, services, and equipment needs that will be paid for as part of this funding request will include, but are not limited to, tree removal contracts, stump removal contracts, tree replacement contracts, cellular service contracts and supplies, office supplies, uniforms, computer supplies, EAB related forestry supplies, safety equipment, and City of Columbus Forestry employee staff time for the EAB project. All supply, service, and equipment needs related to the Emerald Ash Borer response have been established as one overall capital improvement approved project. Each direct purchase order, purchase order, or universal term contract will be written separately based on all City of Columbus Codes that apply.
This ordinance is requesting the authorization of voted bond funds and the authorization for the Director of Recreation and Parks and the Director of Finance and Management to enter into various contracts relating to the EAB management process. This ordinance will establish an Auditor's Certificate and authorize the expenditures for EAB management, park improvements, street tree plantings, and the purchase of needed equipment and supplies through the City of Columbus Purchasing Office. Contracts will be entered into in compliance with the relevant provisions of Columbus City Code Chapter 329, however this legislation will set up all of the funding required to enter into contracts with vendors on an as-needed basis. All purchases will be through competitive bids solicited and opened by the Purchasing Office, through any current universal term contract, or through any current State of Ohio purchasing contract, per Ordinance No. 0582-87.
Within the authorization noted above, this ordinance is requesting specific authorization for the Director of Finance and Management to enter into contract with Vermeer Heartland Inc. for the purchase of two Vermeer BC-1800XL Brush Chippers to be used by EAB program staff to help with the removal of debris from City property. Rick Brewer, Citywide Occupational Safety and Health Manager received a letter from Safex, a safety consultant located in Westerville, Ohio, addressing their evaluation on the safety features of the Vermeer Chippers to be purchased. Safex compared the Vermeer Chippers to other available chippers within the industry and listed a few safety advantages Vermeer offered. The new chippers will replace existing Vermeer chippers in need of replacement currently being used by EAB staff. The existing chippers are identified as brass tags 22284 and 22285. This purchase will be from a State of Ohio purchasing contract, as previously authorized by 0582-87. The State of Ohio Contract to be used is Schedule Number 800311, Index No: STS515, and it expires on 7/31/2017. The pricing, according to this contract, is $75,396.00 for each chipper.
Also within the authorization noted above, this ordinance specifically authorizes the Director of Recreation and Parks to enter into contract with Greenscapes Landscape Co., Inc. for the installation of 1,110 street trees throughout the City of Columbus. These street tree plantings will work to replace lost Ash trees in numerous Columbus Neighborhoods. It will also be helping to replace other tree species that have been removed throughout the city due to other causes of tree mortality. The new tree plantings will represent a diverse species of trees selected specifically for each planting location. It takes into consideration the specific site restrictions that each location has in an effort to replace some of our lost Urban Tree Canopy and reduce storm water run-off in the area while not interfering with nearby utilities or structures. Bids were advertised through Vendor Services, in accordance with City Code Section 329, on August 8, 2016 and received by the Recreation and Parks Department on August 25, 2016. Greenscapes Landscape Co. was the only bidder. The costs for this project will be $331,890.00 with a contingency of $32,000.00 for a total of $363,890.00. $312,500.00 of this authorization will come from the EAB project authorization noted above. To address the tree replacements of other species removed due to other causes of tree mortality, an additional $51,390.00 in voted bond funds is authorized from the street tree project noted per the accounting codes attached to this ordinance.
Principal Parties:
Vermeer Heartland Inc.
1210 Vermeer Rd. East Plant 1, P.O. Box 200 Pella, IA 50219
Jerry Beyer 641-621-8146
Contract Compliance Number: - 36-3116243
March 17, 2017
Principal Parties:
Greenscapes Landscape Company
4220 Winchester Pike, Columbus, OH 43232
Tim Kuhn, 614-830-2606
Contract Compliance Number: 31-1027889
September 3, 2017
Emergency Justification: In order to continue the EAB removal and replacement program uninterrupted, it is necessary to authorize this expenditure to have the funding and approval complete when bidding on EAB contracts has been finalized. Emergency legislation is requested in order to continue addressing the EAB crisis as efficiently as possible and to accommodate the specific periods of time when it is most beneficial to plant trees.
Benefits to the Public: Hazardous trees and stumps will be removed, addressing safety concerns in public parks and right of way. Replacement trees will be planted, adding back to the Urban Tree Canopy that has been lost to the EAB crisis Citywide. Tree planting also reduces storm water runoff, reduction in utility costs to nearby homes and businesses, and reduces air pollution.
Community Input Issues: Communities and neighborhoods hit the hardest by the Emerald Ash Borer crisis have expressed their desire for the dangerous trees to be removed and replacement trees planted to restore the tree canopy lost as a result of the infestation.
Area(s) Affected: The entire City of Columbus is affected by the Emerald Ash Borer crisis.
Master Plan Relation: This project will support the mission of the Recreation and Parks Master Plan by helping to meet the tree canopy goals established by the City and providing safe parks for our residents to enjoy.
Fiscal Impact: $967,390.00 is required and budgeted in the Recreation and Parks Voted Bond Fund 7702 to meet the financial obligations of these various expenditures.
Title
To authorize the Director of Recreation and Parks and the Director of Finance and Management to enter into various contracts relating to the Emerald Ash Boror management process including park improvements, street tree plantings, and the purchase of needed equipment and supplies through the Purchasing Office; to authorize the Director of Finance and Management to enter into contract with Vermeer Mfg. Co. for the purchase of two Vermeer BC-1800XL Brush Chippers for the Recreation and Parks Department; to authorize the Director of Recreation and Parks to enter into contract with Greenscapes Landscape Co. for the installation of street trees; to establish Auditor's Certificates in the amount of $967,390.00; to authorize the expenditure of $967,390.00 from the Recreation and Parks Voted Bond Fund; and to declare an emergency. ($967,390.00)
Body
WHEREAS, it is necessary to authorize and direct the Director of Recreation and Parks and the Director of Finance and Management to enter into various contracts relating to the Emerald Ash Boror (EAB) management process including park improvements, street tree plantings, and the purchase of needed equipment and supplies through the Purchasing Office for the Recreation and Parks Department; and
WHEREAS, it is necessary to authorize and direct the Director of Finance and Management to enter into contract with Vermeer Mfg. Co. for the purchase of two Vermeer BC-1800XL Brush Chippers for the Recreation and Parks Department in accordance with State of Ohio contract Schedule Number 800311, Index Number STS515, as previously authorized by 0582-87; and
WHEREAS, it is necessary to authorize and direct the Director of Recreation and Parks to enter into contract with Greenscapes Landscape Co. for the installation of street trees; and
WHEREAS, it is necessary to authorize the expenditure and establish an Auditor's Certificates in the amount of $967,390.00 from the Recreation and Parks Voted Bond Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Recreation and Parks in that it is immediately necessary to authorize the Director to continue addressing the EAB crisis as efficiently as possible and to accommodate the specific periods of time when it is most beneficial to plant trees and to have the funding and approval complete when bidding on EAB contracts has been finalized; NOW, THEREFORE
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Recreation and Parks and the Director of Finance and Management be and is hereby authorized to enter into contracts for the Emerald Ash Boror project including park improvements, street tree plantings, and the purchase of needed equipment and supplies through the Purchasing Officeon behalf of the Recreation and Parks Department.
SECTION 2. That the purchase of services, equipment, supplies, and replacement trees is necessary for existing operations and future removal and replacement of damaged trees.
SECTION 3. That this Council hereby recognizes that this ordinance does not identify specific contractors or vendors for all of the expenditure purposes authorized herein and hereby delegates sole and final contracting decisions relative to the determination of lowest, best, most responsive and most responsible vendor(s) to the Director of Recreation and Parks and/or the Director of Finance and Management.
All contracts will be entered into in compliance with the relevant provisions of City Code Chapter 329, however this legislation will set up all of the funding required to enter into contracts with vendors on an as-needed basis. All purchases will be through competitive bids solicited and opened by the Purchasing Office, through any current universal term contract, or through any current State of Ohio purchasing contract, per Ordinance No. 0582-87.
SECTION 4. That the Director of Finance and Management be and is hereby authorized to enter into contract with Vermeer Mfg. Co. for the purchase of two Vermeer BC-1800XL Brush Chippers for the Recreation and Parks Department in accordance with State of Ohio contract Schedule Number 800311, Index Number STS515, as previously authorized by 0582-87.
SECTION 5. That the Director of Recreation and Parks be and is hereby authorized to enter into contract with Greenscapes Landscape Co. for the installation of street trees.
SECTION 6. 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 7. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 8. That the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 9. For the purpose stated in Section 2, the expenditure of $967,390.00 or so much thereof as may be necessary to pay the cost thereof, be and is hereby authorized from the Voted Recreation and Parks Bond Fund 7702 in object class 06 Capital Outlay per the accounting codes in the attachment
SECTION 10. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby 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 10 days after passage if the Mayor neither approves nor vetoes the same.