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 6 sites with 98 basins located in or around the Riversouth area of downtown, W. Broad St. at Starling called Group A. There are 28 sites with 51 basins/wetlands and 19 swales located at Griggs, O’Shaughnessy, Hoover Reservoirs, Idlewild Drive, American Addition, Crawford Farms, Watershed Roadway Improvements Part 2 at Hoover Reservoir and Watershed Roadway Improvements Part 3 at Griggs Reservoir, Smokey Row Booster Station Drainage Project, Dublin Road Water Plant Treatment Capacity No. 3 and Dublin Road Water Plant Treatment Capacity Increase, both the Barthman Parsons Blueprint Green Infrastructure Pilot Projects Phase I & II called Group B. Each site may have multiple basins, swales, or other types of green infrastructures. 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. All of the green components were built pursuant to plans, and will be maintained according to those plans. The City reserves the right to make changes to the plan in the event plants do not perform to plan due to unforeseen conditions. The contractor will work with Watershed Maintenance staff when performing maintenance at the basins, located at the reservoirs.
The Division of Sewerage and Drainage - Stormwater Section and the Division of Water are in need of adding four more sites to the contract. For the Brentnell Avenue & Bar Harbor Road project we are adding 1 bio-basin; Blueprint Clintonville Cooke/Glenmont area we are adding 17 bio-basins; and the Briggs Road Detention Basin retrofit to meet Ohio EPA requirements is 1 large basin, all for the Division of Sewerage and Drainage - Stormwater Section. The Division of Water is adding the Reservoir Pollution Reduction Project at Hoover Reservoir a late addition at Twin Bridges Site 24 with 4 bio-basins and 1 swale.
The current contract was established for a period of one (1) year with two (2) renewal options on a year to year basis upon mutual agreement, availability of funding and Columbus City Council approval. The current year’s agreement is for the second year of the contract and is for the period of September 1, 2018 through and including August 31, 2019. This modification includes an additional $45,396.10 to allow for the establishment of a contingency fund to be used as necessary if there is a repair identified outside of the service agreement. If unforeseen issues or difficulties are encountered that would require additional funding, a modification would be required.
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. Other sites will come online over the next several years. The Clintonville area is slated for 600 Rain Gardens under several Blueprint plans, we may pick up several of these Rain Gardens toward the tail end of the contract. The Division of Water has added several sites to this contract and is planning to add another in the next year. The Division of Transportation had added the West Broad Street site at Starling and may add more sites in the future. All Transportation projects that have storm sewer features such as bio-basins will be maintained by the Division of Sewerage and Drainage.
The Division of Water owns several of the sites listed in this contract. The Division of Water decided it was more cost effective for them to provide funding and have the Division of Sewerage and Drainage manage the contract instead of hiring more personnel to manage their portion.
1. Amount of additional funds: Total amount of additional funds needed for this contract modification No. 2 is ADD $299,068.68. Total contract amount including this modification is $673,756.54.
2. Reason additional funds were not foreseen: Additional funds were foreseen as this is a continuation of the contract. When the original contract was established it was known that additional sites would be added from time to time throughout the contract and therefore additional funds would also be required.
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. This modification includes an additional $45,396.10 to allow for the establishment of a contingency fund to be used as necessary if there is a repair identified outside of the service agreement.
SUPPLIER: Watershed Organic Lawn Care (31-1653866) (DAX Vendor #001519), Expires November 3, 2018
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: $184,068.68 is budgeted and needed for this contract modification within the Division of Sewerage and Drainage - Stormwater Operating Fund. $115,000.00 is budgeted and needed for this contract modification within the Division of Water Operating Fund.
$129,745.76 was spent in 2017
$81,668.52 was spent in 2016
Title
To authorize the Director of Public Utilities to enter into a planned modification of the Green Infrastructure Inspection and Maintenance Project with Watershed Organic Lawn Care for the Department of Public Utilities; to authorize the transfer of $45,000.00 between object classes within the Stormwater Operating Fund; to authorize the expenditure of $184,068.68 from the Stormwater Operating Fund, and $115,000.00 from the Water Operating Fund. ($299,068.68)
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 6 sites with 98 basins located in or around the Riversouth area of downtown, W. Broad St. at Starling called Group A. There are 28 sites with 51 basins/wetlands and 19 swales located at Griggs, O’Shaughnessy, Hoover Reservoirs, Idlewild Drive, American Addition, Crawford Farms, Watershed Roadway Improvements Part 2 at Hoover Reservoir and Watershed Roadway Improvements Part 3 at Griggs Reservoir, Smokey Row Booster Station Drainage Project, Dublin Road Water Plant Treatment Capacity No. 3 and Dublin Road Water Plant Treatment Capacity Increase, both the Barthman Parsons Blueprint Green Infrastructure Pilot Projects Phase I & II called Group B. 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 and the Division of Water wishes to modify, increase and extend PO081787 with Watershed Organic Lawn Care for the Green Infrastructure and Maintenance Project so as to provide for the addition of four more sites. For the Brentnell Avenue & Bar Harbor Road project we are adding 1 bio-basin; Blueprint Clintonville Cooke/Glenmont area we are adding 17 bio-basins; and the Briggs Road Detention Basin retrofit to meet Ohio EPA requirements is 1 large basin, all for the Division of Sewerage and Drainage - Stormwater Section. The Division of Water is adding the Reservoir Pollution Reduction Project at Hoover Reservoir a late addition at Twin Bridges Site 24 with 4 bio-basins and 1 swale to the program; and
WHEREAS, this modification includes an additional $45,396.10 to allow for the establishment of a contingency fund to be used as necessary if there is a repair identified outside of the service agreement; and
WHEREAS, additional modifications will be required to incorporate additional green infrastructures into this contract as facilities are constructed and turned over to the City for maintenance; and
WHEREAS, this ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code relating to contract modifications; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Sewerage & Drainage - Stormwater Section and Division of Water, to authorize the Director of Public Utilities to modify, increase and extend the current contract for the Green Infrastructure Inspection and Maintenance Project with Watershed Organic Lawn Care; 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, increase and extend contract PO081787 with Watershed Organic Lawn Care, for the Green Infrastructure Inspection and Maintenance Project for the Department of Public Utilities, Division of Sewerage and Drainage - Stormwater Section and Division of Water so as to provide for the addition of four more sites, and for the establishment of a contingency fund to be used as necessary if there is a repair identified outside of the service agreement, for the Division of Sewerage and Drainage - Stormwater Section, in accordance with the terms and conditions on file in the Office of the Division of Sewerage and Drainage - Stormwater Section. For the Brentnell Avenue & Bar Harbor Road project we are adding 1 bio-basin; Blueprint Clintonville Cooke/Glenmont area we are adding 17 bio-basins; and the Briggs Road Detention Basin retrofit to meet Ohio EPA requirements is 1 large basin, all for the Division of Sewerage and Drainage - Stormwater Section. The Division of Water is adding the Reservoir Pollution Reduction Project at Hoover Reservoir a late addition at Twin Bridges Site 24 with 4 bio-basins and 1 swale, to the program. Total amount of additional funds needed for this contract modification No. 2 is ADD $299,068.68. Total contract amount including this modification is $673,756.54.
SECTION 2. That said firm shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrators of the Division of Sewerage and Drainage and the Division of Water.
SECTION 3. That this modification is in accordance with the relevant provisions of Chapter 329 of City Code relating to contract modifications.
SECTION 4. That the transfer of $45,000.00 or so much thereof as may be needed, is hereby authorized within Fund 6200 Stormwater Operating Fund, from object class 03 Services to object class 02 Materials & Supplies per the account codes in the attachment to this ordinance.
SECTION 5. That the expenditure of $299,068.68 or so much thereof as may be needed, is hereby authorized in Fund 6200 Stormwater Operating Fund in object class 02 Materials & Supplies in the amount of $45,000.00 and in object class 03 Services in the amount of $139,068.68; and in Fund 6000 Water Operating Fund in object class 03 Services in the amount of $115,000.00, per the accounting codes in the attachment to this ordinance.
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 this Ordinance shall take effect and be in force from and after the earliest period allowed by law.