Explanation
The purpose of this legislation is to authorize the Director of Public Utilities to enter into a planned renewal of its contract with Madden Brothers, Inc. for the purpose of providing Yard Waste and Log Grinding Services for the Division of Sewerage and Drainage, Compost Facility. The City of Columbus operates a composting facility that processes sewage sludge from two interconnected wastewater treatment plants into soil conditioner / mulch for wholesale. Maintaining continuous operations is necessary to comply with wastewater permit standards and to protect public health. The City utilizes ground yard waste, whole tree woodchips, sawdust, straw, logs, and ground wood waste as bulking agents to process sewage sludge.
The services to be performed under this agreement call for Madden Brothers Inc. to provide equipment and operator for grinding yard waste and wood waste, sizing and grinding logs.
The Department of Public Utilities solicited Competitive Bids for the subject services in accordance with the provisions of Section 329 (RFQ005860). Sixty-five (65) vendors were solicited. One (1) bid (1 MAJ) was received, on June 28, 2017. After a review of the bid, the Division of Sewerage and Drainage recommended an award be made for items 10 and 20 to Madden Brothers, Inc. as the only responsive, responsible, and best bidder.
The City of Columbus has crews to chip brush and trees from storm damage in the public right-of-way. In the event that a severe storm causes damage that exceeds the capacity of City crews to promptly cleanup, the intent is for this contract to allow for the vendor to be contacted to mobilize equipment and crews to chip brush and trees obstructing public streets and sidewalks and deliver those woodchips to the SW Compost Facility located at 7000 Jackson Pike, Lockbourne, Ohio.
No bids were received for Items 30 and 40.
The initial contract was for a period of one (1) year, from the date of execution, with the option to renew for three (3) additional years, on a year-to-year basis, based upon mutual agreement of the parties, the availability of budgeted funds, and the approval of Columbus City Council. This proposed renewal is for the second year of the contract. The contract will be extended through 12/23/19.
SUPPLIER: Madden Brothers, Inc. (34-1739227) (DAX #006826), Expires October 2, 2019
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 renewal No. 1 is $80,000.00. Total contract amount including this modification is $210,000.00.
2. Reason additional funds were not foreseen: The need for additional funds was known at the time of the initial contract, as this is an annual expenditure.
3. Reason other procurement processes were not used: Work under this modification is a continuation of services included in the scope of the original bid contract.
4. How was cost determined: The cost, terms, and conditions of the renewal are in accordance with the original agreement.
FISCAL IMPACT: $80,000.00 is budgeted and needed for this purchase.
$64,240.84 was spent in 2017
$54,409.06 was spent in 2016
Title
To authorize the Director of Public Utilities to renew its service agreement with Madden Brothers, Inc. to provide Yard Waste and Log Grinding Services for the Division of Sewerage and Drainage; and to authorize the expenditure of $80,000.00 from the Sewerage System Operating Fund. ($80,000.00)
Body
WHEREAS, the Division of Sewerage and Drainage, Compost Facility has a Universal Term Contract that provides for the purchase of woodchips to be used as bulking agents for composting and to produce the product Com-Til, and
WHEREAS, the services to be performed under this agreement call for Madden Brothers, Inc. to provide equipment and operator service to grind yard waste (shrubs, leaves, tree limbs, logs, etc.) that is received by the Compost Facility, and
WHEREAS, the finished product will be used as an alternative source for bulking agents, and
WHEREAS, the Director of Public Utilities received and opened bids on June 28, 2017 and the Division of Sewerage and Drainage recommended an award be made for items 10 and 20 to the only responsive, responsible, and best bidder, Madden Brothers, Inc., and
WHEREAS, the initial contract was in effect for a period of one (1) year from the date of execution and, upon mutual agreement and approval by the Columbus City Council, this contract can be extended for three (3) additional years on a year-to-year basis based upon mutual agreement of the parties, the availability of budgeted funds, and the approval of Columbus City Council, and
WHEREAS, the Department of Public Utilities now wishes to renew its service agreement with Madden Brothers, Inc. to provide the necessary funding and extend the contract through December 23, 2019, and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities, Division of Sewerage and Drainage to authorize the Director of Public Utilities to renew its contract for Yard Waste and Log Grinding Services with Madden Brothers, Inc. in accordance with the terms, conditions and specifications of Solicitation Number RFQ005860 on file; 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 renew its service agreement with Madden Brothers, Inc., 66 Pearl Road, Brunswick, Ohio 44212, for Yard Waste and Log Grinding Services for the Division of Sewerage and Drainage. The total amount of this renewal no. 1 is ADD $80,000.00. The total contract amount including this renewal is $210,000.00. The contract will be extended through December 23, 2019.
SECTION 2. That said firm shall conduct the work to the satisfaction of the Director of Public Utilities and the Administrator of the Division of Sewerage and Drainage.
SECTION 3. That this contract renewal is in accordance with the relevant provisions of Chapter 329 of City Code relating to contract modifications and renewals.
SECTION 4. That the expenditure of $80,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6100 Sewerage System Operating Fund in object class 03 Services 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 this ordinance shall take effect and be in force from and after the earliest period allowed by law.