Explanation
BACKGROUND: This legislation authorizes the Director of the Department of Public Utilities to modify the contracts for Project Dry Basement with The Waterworks and J&D Home Improvement Inc. dba The Basement Doctor.
The Project Dry Basement: Backwater Valve Installation and/or Sump Pump program consists of installing backwater valves and sump pumps and other such work as maybe necessary to prevent sewer backups in single and two-family homes in Columbus due to surcharging in city sewers from heavy rain or sewer blockages by protecting the home up to the top of casting of the nearest upstream manhole with a Spears or pre-approved backwater valve, which allows use of plumbing fixtures above that elevation in the remainder of the home. Only homes deemed eligible by the City of Columbus, Department of Public Utilities, Division of Sewerage and Drainage qualify for this program. Under this program an eligible home with an interior perimeter foundation drain connection to the lateral is also eligible, at the owner’s option, for the installation of a sump pump that will redirect the foundation drainage away from the sanitary lateral to the sump pump and then discharge that drainage away from the house.
The Department of Public Utilities advertised formal bids on Vendor Services and solicited formal bids on Bonfire (RFQ018044). Two bids were received and publicly opened on March 31, 2021. It was the intention of the Department of Public Utilities to award multiple contracts to complete as many projects as possible.
After a review of the bids, The Waterworks and J&D Home Improvement Inc. dba The Basement Doctor, it was determined that both bidders met the specifications and each were awarded contracts in accordance with Request for Quotation RFQ018044 and authorized under Ordinance Number 0409-2021. Modification #1 authorized by Ordinance #0107-2022 was to extend the contracts through March 31, 2023. Modification #2 authorized by Ordinance #0159-2023 authorized extending the contract through March 31, 2024. The contract contains multi-year modification options.
This legislation seeks to modify the contracts for an additional year and to modify to add funding through the end of the contract. This Ordinance is being submitted in accordance with the relevant provisions of Chapter 329 of City Code pertaining to contract modifications.
SUPPLIERS:
The Waterworks, vendor #004777, CC#31-1162504, expires 3/9/25, MAJ
J & D Home Improvement Inc. dba The Basement Doctor, vendor #028672, CC#31-1225499, expires 6/29/24, MAJ
The companies are 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 modification is to ADD $250,000.00. Total contract amount including this modification is $2,400,000.00.
2. Reasons additional funds were not foreseen: The need for additional funds were 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 March 31, 2025.
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: $250,000.00 is needed for this service. This ordinance is contingent on the passage of the 2024 Operating Budget, Ordinance 3012-2023.
$722,233.11 was spent in 2023
$230,670.76 was spent in 2022
EMERGENCY DESIGNATION: This ordinance is being submitted as an emergency in order to allow continuity of the services of Project Dry Basement. The contract will lapse on March 31, 2024, the emergency is necessary to minimize the amount of time services are not available for the project.
Title
To authorize the Director of the Department of Public Utilities to modify the contracts with The Waterworks, and J&D Home Improvement Inc. dba The Basement Doctor, for Project Dry Basement; and to authorize the expenditure of $250,000.00 from the Sewerage Operating Fund; and to declare an emergency. ($250,000.00)
Body
WHEREAS, the Department of Public Utilities entered into contracts for Project Dry Basement in accordance with Chapter 329 of the Columbus City Code, pursuant to solicitation, RFQ018044, with The Waterworks, and J&D Home Improvement Inc. dba The Basement Doctor; and
WHEREAS, the original contract language allowed for a one year contract with the option to renew the agreement for additional years based upon mutual agreement, availability of budgeted funds, and approval by City Council; and
WHEREAS, the Department of Public Utilities wishes to modify the contracts for Project Dry Basement; and
WHEREAS, the vendor has agreed to modify and increase the contracts at current prices and conditions; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities that it is immediately necessary to authorize the Director of the Department of Public Utilities to modify a contract for Project Dry Basement services with The Waterworks and J&D Home Improvement Inc. dba The Basement Doctor for Project Dry Basement without delay so that the contract can be timely renewed, for the immediate 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 the Department of Public Utilities be and is hereby authorized to modify the contracts with The Waterworks and PA005206 with J&D Home Improvement Inc. dba The Basement Doctor for Project Dry Basement for the Department of Public Utilities in accordance with the terms and conditions as shown in the agreement on file. Total amount of this renewal is to ADD $250,000.00. Total contract amount including this modification is $2,400,000.00.
SECTION 2. That the expenditure of $250,000.00, or so much thereof as may be needed, is hereby authorized in Fund 6100 (Sewerage Operating). $150,000.00 in object class 02 Materials and Supplies and $100,000.00 in object class 03 Services per the accounting codes in the attachment to this ordinance.
SECTION 3. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this Ordinance is hereby declared to be an emergency measure, and shall take effect and be in force from and after its passage and approval by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.