Explanation
This legislation authorizes the Director of Public Utilities to enter into a planned modification (Mod#1) for professional services with Hickman Lawn Care, Inc. in the amount of $80,000.00 for continuation of invasive plant management services for the Division of Water.
Ordinance 2392-2016 authorized the Director of the Department of Public Utilities to enter into a three-year contract with Hickman Lawn Care, Inc. in the amount of $429,650.00 for invasive plant management services.
The Department of Public Utilities, Division of Water advertised Invitation to Bid RFQ002036 on July 11, 2016. Nine (9) vendors were solicited and the Director of Public Utilities received bids from two (2) vendors on July 27, 2016. After reviewing and evaluating the bids, the Division of Water recommended the award of the contract be made to Hickman Lawn Care, Inc. as the lowest responsible and responsive bidder. Services under this agreement are to be provided over a period of three (3) years. Funds for the project shall be reviewed and approved each year of the three-year contract by City Council and the Mayor, along with the Auditor's certification of funds.
This modification is in accordance with the relevant provisions of Chapter 329 of the City Code relating to contract modifications.
This ordinance authorizes an expenditure of $80,000.00 from the Water Operating Fund.
The City may, at any time during the performance of the services under this Agreement, propose a modification of the Contract by a properly authorized written instrument. With the approval of City Council and execution of such modification by both parties hereto, it shall be fully incorporated into this Contract and shall govern all subsequent performance under the Contract.
SUPPLIER: Hickman Lawn Care, Inc., MAJ (31-1432478), CC in process of renewing.
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. 1 is $80,000.00. The Division will request additional future modifications as additional work orders are approved. Total contract amount including this modification is $280,000.00.
2. Reasons additional funds were not foreseen: The need for additional funds was known at the time of initial contract. This is a planned contract modification.
3. Reason other procurement processes were not used: This is a planned modification to provide professional services for invasive plant management.
4. How was cost determined: The costs of modification No. 1 were based on planned modification amounts estimated based on the level of work orders submitted and estimated monthly consultant invoice amounts.
FISCAL IMPACT: The money for this contract is budgeted and available within the Water Operating Fund ($80,000.00).
$89,925.00 was spent for services in 2017
$110,075.00 was spent for services in 2016
Title
To authorize the Director of Public Utilities to enter into a planned modification for professional services with Hickman Lawn Care, Inc. in the amount of $80,000.00 for the continuation of invasive plant management services; to authorize the expenditure of $80,000.00 from the Water Operating Fund. ($80,000.00)
Body
WHEREAS, Ordinance No. 2392-2016, passed by the Columbus City Council on October 24, 2016, authorized the Department of Public Utilities, Division of Water to enter into a contract for the identification, removal and mitigation of invasive plants and noxious weed species; and
WHEREAS, it is necessary to authorize a planned modification (Mod No. 1) of the Professional Services agreement with Hickman Lawn Care, Inc. for the Division of Water; and
WHEREAS, this modification is in accordance with the relevant provisions of Chapter 329 of the City Code relating to contract modifications; and
WHEREAS, it has become necessary in the usual daily operation of the Division of Water to authorize the Director of Public Utilities to enter into a planned modification for the continuation of invasive plant management services with Hickman 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 hereby is authorized to modify and increase a contract with Hickman Lawn Care, Inc. for the Department of Public Utilities, Division of Water.
SECTION 2. The said firm shall conduct the work to the satisfaction of the Director of Public Utilities and Administrator of the Division of Water.
SECTION 3. That this modification is in accordance with the relevant provisions of Chapter 329 of the City Code relating to contract modifications.
SECTION 4. That the expenditure of $80,000.00 or so much thereof as may be needed, is hereby authorized per the accounting codes in the attachment to this ordinance.
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 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 7. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.