Explanation
BACKGROUND: This legislation authorizes the Director of Public Utilities to renew and modify an indefinite quantity contract with Edwards Landclearing, Inc. for Yard Waste and Log Grinding Services.
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 wood chips, 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 and wood waste, sizing and grinding logs.
The Department of Public Utilities opened three bids on June 23, 2021 and Edwards Landclearing, Inc. was the only responsive, responsible and best bidder. An indefinite quantity contract was established in accordance with Request for Quotation RFQ018927 and authorized under Ordinance Number 0150-2021. Modification #1 to add additional funding to the contract was authorized by Ordinance #0096-2022.
It is the intent of the Department of Public Utilities that this indefinite quantity contract be renewed to and including November 30, 2023 and modify the contract to add additional funding to the contract. The contract language allowed for the option to renew annually for three (3) additional one year periods based on mutual agreement, availability of budgeted funds and approval by City Council. This is the second year of the contract.
This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract renewal and modifications.
SUPPLIER: Edwards Landclearing, Inc., vendor #006549, CC#34-1112541 expires 5/12/23, 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 indefinite quantity contract is $100,000.00. Total contract amount including this modification is $360,000.00.
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 November 30, 2023.
3. Reason other procurement processes were not used: Work under this renewal and modification 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 service.
$189,911.73 was spent in 2021
$157,986.08 was spent in 2020
Title
To authorize the Director of Public Utilities to renew and modify the indefinite quantity contract with Edwards Landclearing, Inc. for Yard Waste and Log Grinding Services; and to authorize the expenditure of $100,000.00 from the Sewerage Operating Fund. ($100,000.00)
Body
WHEREAS, the Department of Public Utilities entered into an indefinite quantity contract for Yard Waste and Log Grinding Services in accordance with Chapter 329 of the Columbus City Code, pursuant to solicitation, RFQ018927, with Edwards Landclearing, Inc. being the only 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 three (3) additional years on a year to year basis. The second year of the contract will be in effect for one year to and including November 30, 2023; and
WHEREAS, the Department of Public Utilities wishes to renew and modify the indefinite quantity contract with Watershed Organic Lawn Care for Green Infrastructure Inspection and Maintenance Project; and
WHEREAS, the vendor has agreed to renew and modify to 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 renew and modify the contract with Edwards Landclearing, Inc. for 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 modify the contract with Edwards Landclearing, Inc. for Yard Waste and Log Grinding Services, in accordance with the terms and conditions as shown in the agreement on file in the Department of Public Utilities. Total amount of this renewal and modification #2 is $100,000.00. Total contract amount including this modification is $360,000.00.
SECTION 2. That the expenditure of $100,000.00 or so much thereof as may be needed, be and is hereby authorized in Object Class 03 Services in Fund 6100-Sewerage 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.