Explanation
BACKGROUND: This legislation authorizes the Director of Public Utilities to renew and increase an existing Indefinite Quantity Contract for Disposal of Clean Fill Dumping Services with JDM Services LLC dba Frank Road Recycling Solutions in the amount of $100,000.00. The Department of Public Utilities uses this service to dispose of clean fill from repair projects involving water, sewer and power infrastructure.
The Department of Public Utilities publicly opened one bid on January 16, 2019 and JDM Services LLC dba Frank Road Recycling Solutions was the only responsive, responsible and best bidder. Purchase Agreement, PA003788, was established in accordance with Request for Quotation RFQ011085 and authorized under Ordinance Number 0391-2019 and will expire April 1, 2022. Renewal #1 was established under Ordinance Number 0265-2020 to increase funding to the Agreement.
This legislation seeks to extend and add funding to the contract. This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract renewals.
SUPPLIER: JDM Recycling Services LLC dba Frank Road Recycling Solutions, vendor #005944, CC#31-1772741 expires 2/7/21, 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 the second contract renewal is to ADD $100,000.00. Total contract amount including this renewal is $330,000.00.
2. Reasons additional funds were not foreseen: The need for additional funds was known at the time of the initial contract. This renewal and funding increase is to provide the additional funding necessary for the payment of services to be provided through April 1, 2022.
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: $100,000.00 is budgeted and needed for this purchase. This ordinance is contingent on the passage of the 2021 Operating Budget, Ordinance 2503-2020.
$104,145.00 was spent in 2020
$62,000.54 was spent in 2019
Title
To authorize the Director of Public Utilities to renew and increase an Indefinite Quantity Contract with JDM Services, LLC., dba Frank Road Recycling Solutions, for Disposal of Clean Fill Dumping Services for the Division of Water; and to authorize the expenditure of $100,000.00 from the Water Operating Fund. ($100,000.00)
Body
WHEREAS, the Department of Public Utilities entered into an Indefinite Quantity Contract for the purchase of Clean Fill Dumping Services in accordance with Chapter 329 of the Columbus City Code, pursuant to solicitation, RFQ011085, with JDM Services LLC, dba Frank Road Recycling Solutions, being the only responsive, responsible and best bidder; and
WHEREAS, the Department of Public Utilities wishes to renew PA003788 with JDM Services LLC dba Frank Road Recycling Solutions for the Disposal of Clean Fill Services to provide additional funding without extending the term of the contract; and
WHEREAS, the vendor has agreed to renew and increase PA003788 at current prices and conditions; and
WHEREAS, it has become necessary in the usual daily operation of the Department of Public Utilities to authorize the Director to renew and increase an Indefinite Quantity Contract with JDM Services, LLC., dba Frank Road Recycling Solutions, for Clean Fill Dumping 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 PA003788 with JDM Services LLC., dba Frank Road Recycling solutions, for Disposal of Clean Fill Dumping Services for the Division of Water, in accordance with the terms and conditions as shown in the agreement on file in the Department of Public Utilities. Total amount of this second renewal is to ADD $100,000.00. Total contract amount including this renewal is $330,000.00.
SECTION 2. That the expenditure of $100,000.00 or so much thereof as may be needed, is hereby authorized in Fund 6000 (Water Operating) in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 3. 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 4. 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 5. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.