Explanation
1. BACKGROUND
This ordinance authorizes the Interim Director of Public Service to modify a service contract with Fresh Bloom Bins, to add funds for year two of the initial contract term for 300 Gallon Removal and Disposal services, in the amount of $90,000.00; to authorize the Director of Public Service to execute contract modifications if needed to clarify terms and conditions of the contract or to implement program improvements and enhancements. The Department of Public Service has an ongoing need for contractual services for the removal and disposal of 300 gallon refuse containers throughout the City, as areas are transitioned to 90 gallon containers.
In 2023, the Department of Public Service solicited Requests for Proposals (Solicitation RFQ025208) for the removal and disposal of 300 gallon refuse containers for the Department of Public Service, Division of Refuse Collection, which was awarded to Fresh Bloom Bins.
Public Service would like to modify the contract, and add funds in the amount of up to $90,000.00 to pay for these continued services.
1.1 Amount of additional funds to be expended: $90,000.00
The original contract amount: $48,000.00 (PO395534)
The total of Modification No. 1: $90,000.00 (PO419695)
The total of Modification No. 2: $90,000.00 (This Ordinance)
The contract amount including all modifications: $228,000.00
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Fresh Bloom Bins.
1.2 Reasons additional goods/services could not be foreseen:
This contract is used for removing 300 gallon containers from areas of the City where illegal dumping has become problematic, and replacing them with individual, 90 gallon containers. The conversion process has accelerated, and therefore it is necessary to encumber additional funds, so work can continue without interruption.
1.3 Reason other procurement processes are not used:
The vendor has an existing one-year contract executed on July 13, 2023. There is an option for three (3) one (1) year renewals. Therefore a bid is not needed at this time.
1.4 How cost of modification was determined:
The cost of this contract modification and extension is consistent with rates that were established by historical data from invoices the City has paid thus far for services rendered.
2. CONTRACT COMPLIANCE
Fresh Bloom Bins contract compliance number is WBE-032875 and expires 1/23/2026.
3. FISCAL IMPACT
This planned contract modification and expenditure is appropriated in the Division of Refuse Collection's 2024 General Fund budget.
4. MINORITY AND WOMAN OWNED BUSINESS ENTERPRISE & SMALL LOCAL BUSINESS ENTERPRISE PROGRAM
This is a minority and woman owned business.
5. EMERGENCY DESIGNATION
Emergency action is requested to allow timely execution of this contract modification, to prevent a lapse in the conversion of 300 gallon containers to 90 gallon containers in zones throughout the City, in order to decrease illegal dumping.
Title
To authorize the Interim Director of Public Service to modify a contract with Fresh Bloom Bins for 300 Gallon removal and disposal services; to authorize the expenditure of $90,000.00 from the general fund; and to declare an emergency. ($90,000.00)
Body
WHEREAS, the City of Columbus, Department of Public Service requires 300 Gallon Removal and Disposal services; and
WHEREAS, a one year contract with three one-year renewal options to perform these services was awarded to Fresh Bloom Bins (RFQ025208); and
WHEREAS, it is necessary to authorize a modification to the contract; and
WHEREAS, it is necessary to add funds to the contract; and
WHEREAS, it is necessary to authorize the expenditure of $90,000.00 from the Division of Refuse Collection from the General Fund; and
WHEREAS, an emergency exists in the usual daily operation of the Public Service Department, Division of Refuse Collection, in that it is immediately necessary to authorize the Interim Director to modify the contract with Fresh Bloom Bins to prevent a lapse in the conversion of 300 gallon containers zones throughout the City, in order to decrease illegal dumping, all for the immediate preservation of the public health, peace, property, safety and welfare; and now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Interim Director of Public Service be and hereby is authorized to modify a contract with Fresh Bloom Bins, 1985 W. Henderson Road, Columbus, OH 43220, to pay for contractual services for the removal and disposal of 300 gallon refuse containers throughout the City, as areas are transitioned to 90 gallon containers.
SECTION 2. That the expenditure of $90,000.00, or so much thereof as may be needed, is hereby authorized in Fund 1000, the General Fund, Object Class 03 (Purchased Services).
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 the City Auditor is hereby authorized to transfer the unencumbered balance in a project account to the unallocated balance account within the same fund upon receipt of certification by the Director of the Department administering said project that the project has been completed and the monies are no longer required for said project.
SECTION 6. 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.