Explanation
BACKGROUND: This legislation authorizes the Director of Public Utilities to renew and increase an existing Indefinite Quantity Contract for Yard Waste and Log Grinding Services with Edwards Landclearing, Inc. in the amount of $130,000.00.
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 contract call for Edwards Landclearing, Inc. to provide equipment and an operator for grinding yard waste, wood waste, sizing and grinding logs.
The Department of Public Utilities publicly opened two bids on July 2, 2019 and Edwards Landclearing, Inc. was deemed to be the lowest, responsive, responsible and best bidder.
The Purchase Agreement, PA004194, was established in accordance with Request for Quotation RFQ012741 and authorized under Ordinance Number 2118-2019 and will expire December 1, 2020. In accordance with the bid specifications, the City can renew the contract for an additional three year term subject to mutual agreement, availability of funding and approval of Columbus City Council.
This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract renewals.
SUPPLIER: Edwards Landclearing, Inc., vendor #006549, CC#34-1112541 expires 5/16/21, Majority 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.
1. Amount of additional funds: Total amount of additional funds needed for this contract renewal No.#1 is to ADD $130,000.00. Total contract amount including this modification is $220,000.00.
2. Reasons additional funds were not foreseen: The need for additional funds was known at the time of the initial contract. This renewal and increase is to provide the additional funding necessary for the payment of services to be provided through December 1, 2020.
3. Reason other procurement processes were not used: Work under this renewal 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.
FISCAL IMPACT: $130,000.00 is budgeted and needed for this purchase. This ordinance is contingent on the passage of the 2020 Operating Budget, Ordinance 2926-2019.
$62,000.54 was spent in 2019
$86,582.91 was spent in 2018
Title
To authorize the Director of Public Utilities to renew and increase an Indefinite Quantity Contract with Edwards Landclearing, Inc. for Yard Waste and Log Grinding Services for the Division of Sewerage and Drainage; and to authorize the expenditure of $130,000.00 from the Sanitary Sewer Operating Fund. ($130,000.00)
Body
WHEREAS, the Division of Sewerage and Drainage entered into an Indefinite Quantity Contract for the purchase of Yard Waste and Log Grinding Services; and
WHEREAS, this contract was entered into in accordance with Chapter 329 of the Columbus City Code, pursuant to solicitation, RFQ012741, with Edwards Landclearing, Inc. deemed the lowest, responsive, responsible and best bidder; and
WHEREAS, the Indefinite Quantity Contract specifications allow for three (3), one (1) year extensions on a year to year basis with funds being reviewed and approved for each subsequent year of the Contract and the parties agree that the City’s obligation for subsequent years is subject to and conditioned upon the approval of City Council, and appropriation and certification of funds by the City Auditor; and
WHEREAS, the vendor has agreed to renew and increase PA004194 at current prices and conditions; and
WHEREAS, this Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract renewals; 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 to renew and increase an Indefinite Quantity Contract with Edwards Landclearing, Inc. for the purchase of Yard Waste and Log Grinding Services; 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 and increase an Indefinite Quantity Agreement PA004194 with Edwards Landclearing, Inc. for the purchase of Yard Waste and Log Grinding Services for the Division of Sewerage and Drainage, in accordance with the terms and conditions as shown in the agreement on file in the Department of Public Utilities. Total amount of renewal No. #1 is to ADD $130,000.00. Total contract amount including this renewal is $220,000.00.
SECTION 2. That this renewal is in accordance with the relevant provisions of Chapter 329 of City Code relating to contract renewals.
SECTION 3. That the expenditure of $130,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6100 Sewerage and Drainage Operating in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 4. 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 5. 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 6. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.