Explanation
BACKGROUND: This legislation authorizes the Director of the Department of Public Utilities to modify a contract with Edwards Land Clearing, Inc. for Yard Waste and Log Grinding Services to provide funding for services through November 30, 2025.
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 Land Clearing, 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 Land Clearing, Inc. was the only responsive, responsible and best bidder. A contract was established in accordance with Request for Quotation RFQ018927 and authorized under Ordinance Number 0150-2021. Modification #1 to add funding to the contract was authorized by Ordinance #0096-2022. Modification #2 to extend the contract and to add funding to the contract was authorized under Ordinance Number 2583-2022. Ordinance #1080-2023 authorized Modification #3 to add funding to the contract.
This legislation seeks to modify the contract to add funding to provide services through November 30, 2025. This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications.
SUPPLIER: Edwards Land Clearing, Inc., vendor #006549 cc# expires 5/8/25, 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 funds needed for the contract is $350,000.00. Total contract amount including this modification is $970,000.00.
2. Reasons additional funds were not foreseen: The need for funds were known at the time of the initial contract. This funding increase is to provide the funding necessary for the payment of services to be provided through November 30, 2025.
3. Reason other procurement processes were not used: Work under this 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: $350,000.00 is budgeted and needed for this service. This ordinance is contingent on the passage of the 2024 Operating Budget, Ordinance 3012-2023.
$484,760.80 was spent in 2023
$237,071.06 was spent in 2022
Title
To authorize the Director of the Department of Public Utilities to modify a contract with Edwards Land Clearing, Inc. for Yard Waste and Log Grinding Services; and to authorize the expenditure of $350,000.00 from the Sewer Operating Fund. ($350,000.00)
Body
WHEREAS, the Department of Public Utilities entered into a contract for Yard Waste and Log Grinding Services in accordance with Chapter 329 of the Columbus City Code, pursuant to solicitation, RFQ018927, with Edwards Land Clearing, Inc. being the only bidder; and
WHEREAS, the Department of Public Utilities wishes to modify the contract with Edwards Land Clearing, Inc. for Yard Waste and Log Grinding Services; and
WHEREAS, the vendor has agreed to modify to add funding to the 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 the contract with Edwards Land Clearing, 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 modify the contract with Edwards Land Clearing, 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 modification #3 is $350,000.00. Total contract amount including this modification is $970,000.00.
SECTION 2. That the expenditure of $350,000.00 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.