Explanation
BACKGROUND: This legislation authorizes the Director of the Department of Development to waive the competitive bidding requirements of Columbus City Code Chapter 329; to appropriate $207,000 from the unappropriated balance of the Land Management Fund for the administration of the Land Reutilization Program (Land Bank) in the Department of Development’s Land Redevelopment Division; to enter into contracts with up to ten contractors (below) to provide lawn care services on city owned property held in the Land Bank; and to authorize the expenditure of up to $500,000 from the Land Management Fund for lawn mowing contracts.
Twenty companies responded to an Invitation to Bid (RFQ-007624). All bids were reviewed and ranked by an evaluation committee based on the criteria established in the bid solicitation. The evaluation committee selected the best proposals based on price, prior experience, resources, and qualifications. The highest ranked bidder is unable to provide lawn care services for all properties maintained by the Land Bank, thus the department has the need to enter into contract with multiple vendors.
The final amounts for each original contract will be determined by the Director of Development based on the number of properties acquired by the program and the maintenance services needed. If funding remains after the establishment of each of the original contracts, it may be necessary to modify the funding of the original contracts until the $500,000 is encumbered.
These companies will be offered contracts:
Mowtivation Lawn Services LLC
Truckco LLC
Shining Company
Lawn Appeal
Consolidated Services and Management
DDJ's Lawncare Service LLC
Byrd Management Service Co LLC
Rich Enterprise
Roots Unlimited LLC
Quality Lawn Care TAM
WAIVE COMPETITIVE BIDDING: The Department seeks to waive competitive bidding because multiple contracts are to be awarded from one procurement effort and because price was not the only deciding factor in awarding the contracts. The evaluation committee considered past experience, available equipment, and personnel as additional criteria. No single bidder is able to provide lawn care services in a timely manner for all properties maintained by the Land Bank, thus the department has the need to enter into contract with multiple vendors.
FISCAL IMPACT: Funds for these contracts are available in the Land Management Fund. Three hundred thousand dollars has already been appropriated for lawn mowing and this ordinance appropriates an additional $207,000 from the unappropriated balance of the Land Management Fund (Fund 2206) for the 2018 budget year. Of the $207,000, $200,000 is for lawn mowing contracts and $7,000 are for other operational expenses. The unobligated balance of this fund is approximately $1,177,331.
EMERGENCY JUSTIFICATION: Emergency action is requested to continue to provide uninterrupted lawn care services for city owned property held in the Land Bank.
Title
To authorize the Director of the Department of Development to enter into contracts with up to ten contractors to provide lawn care services on city owned property held in the Land Bank; to waive the competitive bidding requirements of Columbus City Code; to appropriate $207,000.00 from the unappropriated balance of the Land Management Fund; to authorize the expenditure of up to $500,000.00 from the Land Management Fund; and to declare an emergency. ($500,000.00)
Body
WHEREAS, the Department of Development desires to enter into contracts with up to ten contractors for lawn care services for a total of up to $500,000. If funding remains after the establishment of each of the original contracts, the funding of the contracts may need to be modified until the amount up to $500,000 is encumbered; and
WHEREAS, these companies responded to an Invitation to Bid (RFQ-007624) and were selected by an evaluation committee as the best proposals based on price, prior experience, resources, and qualifications; and
WHEREAS, the Land Management Fund was created in September 1998 to provide funds for various expenses associated with the management and maintenance of properties held in the Land Bank; and
WHEREAS, it is necessary to appropriate $207,000 from the unappropriated balance of the Land Management Fund to the Department of Development for the administration of the Division of Land Redevelopment; and
WHEREAS, the unobligated balance of this fund is approximately $1,177,331; and
WHEREAS, it is necessary to waive the Columbus City Code Chapter 329 requirement and enter into contracts with up to 10 contractors for lawn care services; and
WHEREAS, funds in the amount of $500,000 are available for these contracts in the Land Management Fund within the Department of Development; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Development in that it is immediately necessary to enter into contracts with these companies to continue to provide uninterrupted lawn care services all for the preservation of the public health, peace, property, safety and welfare; and NOW THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1: That City Council has determined that it is in the best interest of the City of Columbus to waive the competitive bidding requirements of Chapter 329 of Columbus City Code to enter into the contracts listed in Section 2.
SECTION 2. That the Director of Development is authorized to enter into contracts, and modify the contracts relating to funding as needed, with the following companies to perform lawn care services:
Byrd Management Service
Mowtivation Lawn Services LLC
DDJ's Lawncare Service LLC
Truckco LLC
Shining Company
Quality Lawn Care TAM
Consolidated Services and Management,
Lawn Appeal,
Rich Enterprise
Roots Unlimited LLC
SECTION 3. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ended December 31, 2018, the sum of $207,000 is appropriated in Land Management Fund, Fund 2206 in Object Class 03 Contractual Services per the accounting codes in the attachment to this ordinance.
SECTION 4. That for the purpose stated in Section 2, the expenditure of up to $500,000, or so much therefore as may be necessary, is hereby authorized in Fund 2206 Land Management Fund.
SECTION 5. 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 6. That the monies appropriated in the foregoing Section 4 shall be paid upon the order of the Development Director and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 7. That the City Auditor is authorized to make any accounting changes to revise the funding source for any contract or contract modification associated with this ordinance.
SECTION 8. 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 passage and approval by the Mayor or ten days after its passage if the Mayor neither approves nor vetoes the same.