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File #: 1361-2021    Version: 1
Type: Ordinance Status: Passed
File created: 5/25/2021 In control: Public Utilities Committee
On agenda: 6/21/2021 Final action: 6/24/2021
Title: To authorize the Director of Public Utilities to renew the Invasive Plant Management contract with Hickman Lawn Care, Inc.; and to authorize the expenditure of $70,000.00 for the third phase of the contract from the Water Operating Fund. ($70,000.00)
Attachments: 1. 1361-2021 Financial Coding, 2. 1361-2021 Info Form

Explanation

 

This legislation authorizes the Director of the Department of Public Utilities to renew the contract with Hickman Lawn Care, Inc. in the amount of $70,000.00 for invasive plant management services.

 

The Department of Public Utilities, Division of Water advertised Invitation to Bid RFQ011905 on March 25, 2019.  Nine (9) vendors were solicited and the Director of Public Utilities received bids from two (2) vendors on April 5, 2019.  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 subject to review and approval each year of the three-year contract by City Council and the Mayor, along with the Auditor's certification of funds.  Notwithstanding any provision in this Agreement to the contrary, the maximum obligation of the City for services described in this agreement for the third phase, which runs through February 28, 2022, are estimated at $70,000.00. The City is not obligated to spend the maximum obligation authorized under this Agreement.

 

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), pending.                     

 

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. 2 is $70,000.00. Total contract amount including this renewal is $250,000.00. 

 

2.  Reasons additional funds were not foreseen:  The need for additional funds was known at the time of the initial contract.  This modification is to provide the additional funding necessary for the payment of services to be provided through February 28, 2022.

 

3.   Reason other procurement processes were not used:  This is a planned renewal to provide professional services for Invasive Plant Management.

 

4.  How was cost determined:  The cost, terms and, conditions are in accordance with the original agreement.

 

FISCAL IMPACT:  The money for this contract is budgeted and available within the Water Operating Fund ($70,000). 

 

$50,792.00 was spent for services in 2020

$112,920.00 was spent for services in 2019

 

Title

 

To authorize the Director of Public Utilities to renew the Invasive Plant Management contract with Hickman Lawn Care, Inc.; and to authorize the expenditure of $70,000.00 for the third phase of the contract from the Water Operating Fund. ($70,000.00)

 

Body

 

WHEREAS, the Department of Public Utilities, Division of Water has a need for the identification, removal and mitigation of invasive plants and noxious weed species; and

 

WHEREAS, Ordinance No. 1130-2019, passed by the Columbus City Council on May 13, 2019, authorized the Department of Public Utilities, Division of Water, to enter into a contract with Hickman Lawn Care, Inc. for Invasive Plant Management Services; and

 

WHEREAS, the original contract was for a three year period, with funding being added each year/phase based upon mutual agreement of the parties, budgeted funds, and approval by City Council; and

 

WHEREAS, the Department of Public Utilities now wishes to renew this contract and add funding for the third phase of the agreement; and

 

WHEREAS, this ordinance authorizes the expenditure of $70,000.00, or so much thereof as may be needed, from the Water Operating Fund; and

 

WHEREAS, this renewal is in accordance with the relevant provisions of Chapter 329 of the City Code relating to contract modifications and renewals; 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 the contract with Hickman Lawn Care, Inc., for Invasive Plant Management Services for the Division of Water, for the preservation of the public health, peace, property and safety; 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 renew and increase the contract with Hickman Lawn Care, Inc. for the Department of Public Utilities, Division of Water.

 

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 Water.

 

SECTION 3.  That the expenditure of $70,000.00 or so much thereof as may be needed, is hereby authorized in object class 03 Services, Water Operating Fund 6000, 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.