Explanation
The Department of Public Utilities entered into a contract with Watershed Organic Lawn Care for the purpose of inspecting the performance of, and maintaining, the City’s bio-retention basins. The City of Columbus is committed to investing in green infrastructure. As part of this commitment, the City has built a number of bio-retention basins in the right-of-way and/or on City owned property.
Bio-retention basins are engineered, shallow depressions that treat stormwater runoff using pollutant removal mechanisms that function in natural ecosystems: settling, filtration, absorption, microbial breakdown and nutrient assimilation. Surface runoff is directed into the bio-retention area where it temporarily ponds before infiltrating through mulch and a soil media planted with vegetation. The infiltrated water percolates into soils and, if necessary, enters a perforated underdrain that discharges into a water body or storm drain system.
The City is currently responsible for the maintenance of 4 sites with 46 basins located in the Riversouth area of downtown and 16 sites with 36 basins/wetlands and 15 swales located at Griggs, O’Shaughnessy and Hoover reservoirs; the Idlewild Drive Basin and the American Addition Phase I site. Each site may have multiple basins, swales, or other types of green infrastructures. There is a need to modify and extend the contract for the addition of 38 more bio-basins/rain gardens in the Riversouth area, located in downtown Columbus. These 38 were being maintained by Lifestyle Community under an agreement with the City of Columbus, Transportation Division. The 38 basins are owned by the City of Columbus and are located in City of Columbus right-of-way, and maintenance will start January 1, 2017.
The Division of Sewerage and Drainage, Stormwater Section is currently waiting for approval to maintain another site where 34 bio-basins are located. Currently these basins are being maintained privately. Since we are not sure if the private company will continue to maintain the City of Columbus owned basins located in Livingston Avenue right-of-way, or turn them over for the City to begin maintaining on January 1, 2017, we are requesting approval within this contract modification to potentially cover these basins as well. Additional sites may be added in the future. All facilities are located in Franklin, Fairfield, and Delaware Counties. The primary requirements are to inspect the green infrastructure components and repair or replace them if necessary, and to provide general maintenance. The contractor will work with Watershed Maintenance staff when performing maintenance at the basins located at the reservoirs.
This 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. The Division of Sewerage and Drainage, Stormwater Section is utilizing the second extension option. This is the third year of a three (3) year contract. This contract will be extended through August 31, 2017. Future modifications will be required to incorporate additional green infrastructures into this contract as facilities are constructed and turned over to the City for maintenance.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification No. 3 is $0.00 Total contract amount including this modification is $288,509.66
2. Reason additional funds were not foreseen: Additional funds are not needed at this time as there are currently enough funds available to cover the costs for another year with the inclusion of the additional sites. This modification is needed to ensure continued maintenance of the basins and the addition of the new basins, which are located in highly visible areas, through August 31, 2017.
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.
SUPPLIER: Watershed Organic Lawn Care (31-1653866), Expires November 3, 2018
Watershed Organic Lawn Care 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.
FISCAL IMPACT: $0.00 is needed for this modification No. 3.
$71,793.27 was spent in 2015
$37,787.42 was spent in 2014
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency in that it is immediately necessary to allow for contract modification No. 3 to provide for the extension of time necessary for the continuation of service because, without emergency action, no less than thirty-seven days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
Title
To authorize the Director of Public Utilities to enter into a planned contract modification with Watershed Organic Lawn Care for the Green Infrastructure Inspection and Maintenance Project for the Division of Sewerage and Drainage, and to declare an emergency. ($0.00)
Body
WHEREAS, the City of Columbus is committed to investing in green infrastructure, and
WHEREAS, as part of this commitment, the City has built a number of bio-retention basins in the right-of-way and/or on city owned property, and
WHEREAS, the City is currently responsible for the maintenance of 4 sites with 46 basins located in the Riversouth area of downtown and 16 sites with 36 basins/wetlands and 15 swales located at Griggs, O’Shaughnessy and Hoover reservoirs; the Idlewild Drive Basin and the American Addition Phase I site. Each site may have multiple basins, swales, or other types of green infrastructures, and
WHEREAS, the Department of Public Utilities has a contract with Watershed Organic Lawn Care for the Green Infrastructure and Maintenance Project, and
WHEREAS, the Division of Sewerage and Drainage wishes to modify and extend EL016443 with Watershed Organic Lawn Care for the Green Infrastructure Inspection and Maintenance Project so as to provide continued maintenance of the basins, along with the addition of 38 more bio-basins/rain gardens in the Riversouth area, located in downtown Columbus. These 38 were being maintained by Lifestyle Community under an agreement with the City of Columbus, Transportation Division. The 38 basins are owned by the City of Columbus and are located in City of Columbus right-of-way, and maintenance will start January 1, 2017, and
WHEREAS, the Division of Sewerage and Drainage, Stormwater Section is currently waiting for approval to maintain another site where 34 bio-basins are located. Currently these basins are being maintained privately. Since we are not sure if the private company will continue to maintain the City of Columbus owned basins located in Livingston Avenue right-of-way, or turn them over for the City to begin maintaining on January 1, 2017 we are requesting approval within this contract modification to potentially cover these basins as well, and.
WHEREAS, with the addition of the new bio-basins/rain gardens, the vendor has agreed to modify and extend the current contract to and including August 31, 2017, 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 Department of Public Utilities, Division of Sewerage and Drainage, Stormwater Section, in that it is immediately necessary to allow for contract modification No. 3 to provide for the extension of time necessary for the continuation of service, 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 and extend contract EL016443 with Watershed Organic Lawn Care, 5332 Sharon Avenue, Columbus, Ohio 43214, for the Green Infrastructure Inspection and Maintenance Project, for the Department of Public Utilities, Division of Sewerage and Drainage, Stormwater Section, to and including August 31, 2017. Total amount of additional funds needed for this contract modification No. 3 is ADD $0.00. Total contract amount including this modification is $288,509.66
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 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 4. 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 ten days after passage if the Mayor neither approves nor vetoes the same.