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File #: 0296-2021    Version: 1
Type: Ordinance Status: Passed
File created: 2/1/2021 In control: Public Utilities Committee
On agenda: 6/14/2021 Final action: 6/18/2021
Title: To authorize the Director of Public Utilities to modify, renew and increase an indefinite quantity contract with Watershed Organic Lawn Care for the Green Infrastructure Inspection and Maintenance Project; and to authorize the expenditure of $117,000.00 from the Water Operating Fund and $127,000.00 from the Stormwater Operating Fund. ($244,000.00)
Attachments: 1. Ord 0296-2021 Information, 2. ORD 0296-2021 Financial Coding

Explanation                     

 

BACKGROUND:  The purpose of this legislation is to authorize the Director of Public Utilities to modify, renew and increase funding to an indefinite quantity contract with Watershed Organic Lawn Care for the Green Infrastructure Inspection and Maintenance Project. 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.   

 

A bioretention basin consists of a soil bed planted with vegetation located above a gravel layer with an underdrain. Stormwater runoff entering the bioretention facility is filtered first through the vegetation and then the soil bed before being conveyed downstream through the underdrain system, slowing the runoff velocity and treating stormwater runoff by absorption, decomposition, and filtration. Bioretention facilities are often sited adjacent to and used to treat runoff from paved surfaces such as parking lots.

 

Bioretention basins improve water quality through: soil and media filtration, stormwater detention, natural evapotranspiration, and biological uptake of water and nutrients. Stormwater can be conveyed to bioretention facilities via sheet flow, channelization, curb cuts, inlets or conveyance systems.

 

The City is currently responsible for the maintenance of 14 Facilities with 55 basins/wetlands and 24 swales in Group 1- Water and Regional Basins. These facilities are located at Idlewild Drive, Griggs Reservoir, O’Shaughnessy Reservoir, Hoover Reservoir, Dublin Road Water Plant, 910 Dublin Road Landscape, Briggs Road Detention, Crawford Farms Stormwater Retrofit, Mound Street Booster Station, Smokey Row Booster Station, and Joyce Avenue. Each facility and location may have multiple sites with basins, swales, or other types of green infrastructure. Additional facilities may be added in the future. 

 

The City is currently responsible for the maintenance of 11 facilities with 436 basins in Group 2- Urban Basins Type A. These facilities are located at Weisheimer Road, Overbook/Chatham, Schreyer-Springs,  Weisheimer-Indian Springs, Morse-Dominion, Blenheim-Glencoe Cooke/Glenmont, American Addition Phase I, Moler Road, Brentnell Avenue & Bar Harbor Road, American Addition Phase 2 & 3. Additional facilities may be added in the future.

 

The City is currently responsible for the maintenance of 8 facilities with 106 basins in Group 2- Urban Basins Type B. These facilities are located at Barthman Parsons, W. Town Street/U.S.62 DA, 2nd Street, River South Roadways W. Rich Street- Riversouth Street, W. Main Street Riversouth Street, W. Broad St. at Starling Street. Additional facilities may be added in the future.   

 

Watershed Organic Lawn Care will coordinate with Stormwater and Regulatory Management Section (SRMS) staff when performing inspection and maintenance at the remaining basins.

 

The Department of Public Utilities publicly opened three bids on June 10, 2020 and Watershed Organic Lawn Care was the lowest, responsive, responsible and best bidder. An indefinite quantity contract was established in accordance with Request for Quotation RFQ015680 and authorized under Ordinance Number 1534-2020.

 

The first year of the indefinite quantity contract expires on August 31, 2021 and it is the intent of the Department of Public Utilities that this indefinite quantity contract renewal #1 and modification be for a period of one (1) year beginning September 1, 2021 through and including August 31, 2022. The contract language allows for the option to renew annually for two (2) additional one year periods based on mutual agreement, availability of budgeted funds and approval by City Council. Future modifications and renewals will be required to incorporate additional green infrastructures into this contract as facilities are constructed and turned over to the City for maintenance. 

 

This legislation seeks to modify, renew and add funding to the indefinite quantity contract. This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications and renewals.

 

SUPPLIER:  Watershed Organic Lawn Care (31-1653866) (Vendor #005742), Expires 5/26/22

 

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 this indefinite quantity contract renewal is $244,000.00.  Total contract amount including this renewal is $488,000.00.

 

2.                     Reasons additional funds were not foreseen: The need for additional funds was known at the time of the initial contract.  This funding increase is to provide the additional funding necessary for the payment of services to be provided through August 31, 2023.

 

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:  $244,000.00 is budgeted and needed for this service.

 

$104,145.00 was spent in 2020

$250,634.34 was spent in 2019

 

 

Title

 

To authorize the Director of Public Utilities to modify, renew and increase an indefinite quantity contract with Watershed Organic Lawn Care for the Green Infrastructure Inspection and Maintenance Project; and to authorize the expenditure of $117,000.00 from the Water Operating Fund and $127,000.00 from the Stormwater Operating Fund.  ($244,000.00)

 

 

Body

 

WHEREAS, the Department of Public Utilities entered into an indefinite quantity contract for Green Infrastructure Inspection and Maintenance Project in accordance with Chapter 329 of the Columbus City Code, pursuant to solicitation, RFQ015680, with Watershed Organic Lawn Care being the lowest, responsive, responsible and best bidder; and

 

WHEREAS, this original contract language allowed for a one (1) year contract with the option to renew the agreement for two (2) additional years on a year to year basis. The second year of the contract will be in effect for one year beginning September 1, 2021 through and including August 31, 2022; and

WHEREAS,  the Department of Public Utilities wishes to modify, renew and increase funding to the indefinite quantity contract with Watershed Organic Lawn Care for Green Infrastructure Inspection and Maintenance Project without extending the term of the contract; and

 

WHEREAS, the Department of Public Utilities recognizes the Covid-19 Pandemic has been an additional burden on the vendor and would like to compensate the vendor by reimbursing for the cost of additional mileage incurred by employees to the work sites;

 

WHEREAS, the vendor has agreed to modify, renew and increase the indefinite quantity contract 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 modify, renew and increase the indefinite quantity contract with Watershed Organic Lawn Care for Green Infrastructure Inspection and Maintenance Project;

 

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, modify and increase an indefinite quantity contract with Watershed Organic Lawn Care for Green Infrastructure Inspection and Maintenance Project, in accordance with the terms and conditions as shown in the agreement on file in the Department of Public Utilities. Total amount of this modification is $244,000.00.  Total contract amount including this renewal is $488,000.00.

 

SECTION 2.  That the expenditure of $147,500.00 or so much thereof as may be needed, be and is hereby authorized in Object Class 03 Services, ($89,000.00 in Fund 6200-Stormwater Operating and $58,500.00 in Fund 6000-Water Operating) and $96,500.00 in Object Class 02 Materials and Supplies ($38,000.00 in Fund 6200-Stormwater Operating and $58,500.00 in Fund 6000-Water Operating) 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.