Explanation
1. BACKGROUND
This ordinance authorizes the Director of Finance and Management to enter into contract and issue purchase orders as needed with Custom Container Solutions LLC for the purchase of ten 30 Cubic Yard Roll-Off Dumpsters for the Department of Public Service, Division of Refuse Collection. The Division of Refuse Collection will use the dumpsters at newly established neighborhood convenience centers located at Division of Refuse Collection facilities for diverting waste away from the landfill, meeting department and city litter control and recycling initiatives.
Special Assistance Grants are available on a competitive basis from the Ohio Environmental Protection Agency (OEPA). The purpose of these awards is to support recycling, recycling market development, and litter prevention activities. Ordinance 0032-2023 authorized the Director of Public Service, on behalf of the City of Columbus, to submit applications to and execute grant agreements with the Ohio Environmental Protection Agency (OEPA) relative to litter control and recycling initiatives, accept, appropriate, and expend awarded grant funds, and issue refunds, if necessary.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of City Code Chapter 329 relating to competitive bidding (Solicitation RFQ028455) through Vendor Services. The City received five bids for the ten 30 Cubic Yard Roll-Off Dumpsters on September 5th, 2024, and they were tabulated as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
Custom Container Solutions LLC $65,640.00 Milton, PA Majority
Municipal Equipment Inc. $75,100.00 Louisville, KY Majority
Fyre Marketing LLC $79,990.00 Madeira Beach, FL Majority
Monmouth Solutions Inc. $93,500.00 Lowell, MA Majority
Phoenix Contracting LLC $98,500.00 Ruskin, FL Majority
The award is to be made to Custom Container Solutions LLC, the lowest responsive and responsible and best bidder for the ten 30 Cubic Yard Roll-Off Dumpsters, with a bid of $65,640.00.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Custom Container Solutions LLC.
2. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for Custom Container Solutions LLC is CC019316 and expires 03/06/2026.
3. FISCAL IMPACT
A grant from the Ohio Environmental Protection Agency in the amount of $44,666.00 from the General Government Grants Fund, Fund 2220; funds in G592303 (2023 Ohio EPA Litter Grant) are appropriated and will partially fund the purchase of the dumpsters. Public Service will contribute a local share in the amount of $20,974.00 from the General Fund, Fund 1000.
4. EMERGENCY DESIGNATION
The department requests emergency designation for this ordinance so the dumpsters can be put into service as quickly as possible to prevent interruption to, or disruption of, the City’s recycling program and make use of grant funds that will expire at the end of this year.
Title
To authorize the Director of Finance and Management to enter into contract with Custom Container Solutions LLC for the purchase of ten 30 Cubic Yard Roll-Off Dumpsters for the Department of Public Service; to authorize the transfer of appropriation of funds within the General Government Grants Fund; to authorize the expenditure of up to $65,640.00 from the General Government Grants and General Funds; to repay any unused grant funds at the end of the grant period; and to declare an emergency. ($65,640.00)
Body
WHEREAS, the Department of Public Service, Division of Refuse Collection is responsible for collecting recyclables as part of its Recycling Program; and
WHEREAS, Ordinance 0032-2023 authorized the Department of Public Service, Division of Refuse Collection to apply for and accept a special assistance grant from the Ohio Environmental Protection Agency for purchase of 30 Cubic Yard Roll-Off Dumpsters to assist with litter control and recycling initiatives; and
WHEREAS, Ordinance 0032-2023 authorized the execution of the grant agreement and other requisite agreements related to a special assistance grant, appropriation and expending grant funds awarded by Ohio EPA, and refund of any unused funds; and
WHEREAS, it is necessary to purchase ten 30 Cubic Yard Roll-Off Dumpsters to assist with its Recycling Program; and
WHEREAS, the Purchasing Office received formal bids on September 5th, 2024, for ten 30 Cubic Yard Roll-Off Dumpsters for the Division of Refuse Collection; and
WHEREAS, Custom Container Solutions LLC submitted a bid in the amount of $65,640.00 for ten 30 Cubic Yard Roll-Off Dumpsters; and
WHEREAS, it has become necessary in the usual daily operation in the Department of Public Service to authorize the Director of Finance and Management to enter into contract with and to issue purchase orders to Custom Container Solutions LLC in accordance with the terms, conditions, and specifications of Solicitation Number RFQ028455 on file in the Purchasing Office; and
WHEREAS, funds are available in the General Fund and the General Government Grants Fund for this expense; and
WHEREAS, appropriation must be transferred from object class 02 to 06 in the General Government Grants Fund for this expense; and
WHEREAS, it is necessary to authorize the expenditure of up $65,640.00 with Custom Container Solutions LLC for the purchase of ten 30 Cubic Yard Roll-Off Dumpsters; and
WHEREAS, at the end of the grant period, any repayment of unencumbered balances required by the grantor is hereby authorized and any unused City match monies may be transferred back to the City fund from which they originated in accordance with all applicable grant agreements; and
WHEREAS, an emergency exists in the usual daily operations of the Department of Public Service in that it is immediately necessary to authorize the Director of Finance and Management to create purchase orders with Custom Container Solutions LLC so the equipment for collecting recyclables throughout the City of Columbus as part of its Recycling Program during the limited grant period can be purchased and paid for before the grant expires and put into service as quickly as possible, 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 Director of Finance and Management be and is hereby authorized to establish contracts with and issue purchase orders to Custom Container Solutions LLC for the purchase of ten 30 Cubic Yard Roll-Off Dumpsters for the Department of Public Service, Division of Refuse Collection.
SECTION 2. That the transfer of appropriation of $44,666.00, or so much thereof as may be needed, is hereby authorized within Fund 2220 (General Government Grants Fund), Dept-Div 5902 (Refuse Collection), Project G592303 (2023 Ohio EPA Litter Grant), from Object Class 02 (Materials and Supplies) to Object Class 06 (Capital Outlay) per the account codes in the attachment to this ordinance.
SECTION 3. That the expenditure of $44,666.00, or so much thereof as may be needed, is hereby authorized in Fund 2220 (General Government Grants Fund), Dept-Div 5902 (Refuse Collection), Project G592303 (2023 Ohio EPA Litter Grant), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 4. That the expenditure of $20,974.00, or so much thereof as may be needed, is hereby authorized in Fund 1000 (General Fund), Dept-Div 5902 (Refuse Collection), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 5. Funds are hereby deemed appropriated and expenditures and transfers authorized to carry out the purposes of this ordinance and the City Auditor shall establish such accounting codes as necessary.
SECTION 6. 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 7. 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 8. At the end of the grant period, any repayment of unencumbered balances required by the grantor is hereby authorized and any unused City match monies may be transferred back to the City fund from which they originated in accordance with all applicable grant agreements.
SECTION 9. 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.