Explanation
1. BACKGROUND
This ordinance authorizes the Director of Finance and Management to enter into a new contract with Truck Country of Indiana, dba Stoops Freightliner (“Stoops Freightliner”), for the purchase and installation of methane detection systems on 21 previously-purchased Automated Side Loader refuse trucks.
The Department of Finance and Management, Purchasing Office, advertised a best value competitive sealed proposal process (BVP) for Automated Side Loaders through the Vendor Services portal and Bonfire on August 31, 2021. Five proposals were received on October 14, 2021. A committee, consisting of two (2) representatives from the Department of Public Service and one (1) from the Division of Fleet Management that provide technical expertise, evaluated both formal and written proposals in accordance with Chapter 329 of the City Code. Stoops Freightliner was chosen to be one of the vendors to provide Automated Side Loaders to the City by the evaluation committee via a universal term contract (UTC). As authorized by Ordinance 3096-2021, passed January 10, 2022, the Department of Finance and Management entered into a UTC with Stoops Freightliner on January 27, 2022. That UTC expired on December 31, 2025.
In fall of 2025, 21 Automated Side Loader refuse trucks which had been previously ordered pursuant to the UTC with Stoops Freightliner were in the process of being built. During an inspection of such refuse trucks, it was discovered that necessary methane detections systems had not been installed. Pursuant to in-person discussions with representatives from the Department of Public Service and the Division of Fleet Management, Stoops Freightliner was directed to install the necessary methane detection systems on such refuse trucks. Those methane detection systems fall outside the scope of the UTC, and no other contract was in place for such systems.
The Department of Finance and Management is seeking approval to waive the competitive bidding provisions of Columbus City Code Chapter 329 in order to enter into a new contract with Stoops Freightliner to allow for installation of the necessary methane detection systems on 8 of the refuse trucks which have not yet been completed.
Additionally, 13 refuse trucks have had the methane detection systems installed and have been delivered to the City. With respect to the already completed and delivered trucks, this ordinance also authorizes the City Auditor to make payment for invoices related to those trucks to Stoops Freightliner for services rendered through the approval of a Then and Now Certificate.
2. CONTRACT COMPLIANCE
The contract compliance number for Truck Country of Indiana, dba Stoops Freightliner is CC013531 and expires 12/23/26.
3. FISCAL IMPACT
Funding in the amount of $55,020.00 is available and appropriated for the payment of these expenditures in Fund 7703 within the Department of Public Service as noted on the attached “Then and Now Certificate” as approved by the City Auditor.
4. REQUEST FOR WAIVER OF FORMAL COMPETITIVE BIDDING REQUIREMENTS
The Department of Finance and Management is seeking approval to waive the competitive bidding provisions of Columbus City Code Chapter 329 in order to enter into a new contract with Stoops Freightliner to allow for the completion of this important project.
5. EMERGENCY DESIGNATION
Emergency action is requested as funds are needed immediately to pay existing invoices.
Title
To authorize the Director of Finance and Management to enter into a new contract with Truck Country of Indiana, dba Stoops Freightliner, for the purchase and installation of methane detection systems on previously-purchased Automated Side Loader refuse trucks; to authorize and direct the City Auditor to authorize payment to Truck Country of Indiana, dba Stoops Freightliner, for services rendered as part of this project per invoices approved by the Public Service Department Director (or designee) in an amount not to exceed $55,020.00, of which $34,060.00 will be on a Then and Now Certificate to pay invoices due for services already performed; to authorize the expenditure of $55,020.00 from the Refuse Bond Fund; to waive the competitive bidding provisions of Columbus City Code; and to declare an emergency. ($55,020.00)
Body
WHEREAS, the Department of Public Service has a need for the purchase and installation of methane detection systems on previously-purchased Automated Side Loader refuse trucks; and
WHEREAS, the Automated Side Loader refuse trucks were purchased pursuant to a universal term contract (UTC) that was established pursuant to the City’s best value procurement method with Truck Country of Indiana, dba Stoops Freightliner (“Stoops Freightliner”), which contract expired on December 31, 2025; and
WHEREAS, after in-person discussions with representatives from the Department of Public Service and the Division of Fleet Management in fall 2025, Stoops Freightliner proceeded to install methane detection systems on 21 previously-purchased Automated Side Loader refuse trucks, which methane detection systems fall outside the scope of the UTC under which the refuse trucks were purchased; and
WHEREAS, methane detections systems have been completed on 13 of the refuse trucks, and those trucks have been delivered to the City, which are the subject of invoices DE-42653, DE-43108, and DE-43703; and
WHEREAS, a PO with a prior certificate of availability of funds has not been obtained for invoices DE-42653, DE-43108, and DE-4370; and
WHEREAS, Section 5705.41 (D)(1) of the Ohio Revised Code provides that in certain circumstances a political subdivision may authorize payment on a contract executed without prior certification by the City Auditor; and
WHEREAS, City Council now has before it a certificate from the City Auditor certifying there was at the time of making these contracts and at the time of the execution of such certificate a sufficient sum appropriated for the purpose of such contracts and in the treasury or in process of collection to the credit of an appropriate fund free from any encumbrances (a “Then and Now Certificate”); and
WHEREAS, less than thirty days have passed since City Council’s receipt of the Then and Now Certificate attached to this Ordinance from the City Auditor; and
WHEREAS, City Council desires to satisfy the obligations of this contract; and
WHEREAS, methane detection systems are also needed for the remaining 8 previously-purchased Automated Side Loader refuse trucks that have not yet been completed and delivered; and
WHEREAS, it is necessary for the Department of Finance and Management to enter into a contract with Truck Country of Indiana, dba Stoops Freightliner, for the purchase and installation of such methane detection systems and to waive the competitive bidding provisions of Columbus City Code Chapter 329 for such contract; and
WHEREAS, an emergency exists in the usual daily operation of Departments of Public Service and Finance and Management in that it is immediately necessary to authorize a contract with Truck Country of Indiana, dba Stoops Freightliner, and to present this ordinance for the City Auditor to issue warrants in accordance with Ohio Revised Code Section 5705.41 (D)(1) to pay existing invoices, all for the immediate preservation of the public peace, property, health, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management is hereby authorized to enter into a contract with Truck Country of Indiana, dba Stoops Freightliner, for the purchase and installation of methane detection systems on previously-purchased Automated Side Loader refuse trucks in the amount of $20,960.00.
SECTION 2. That this Council finds it to be in the best interests of the City to waive the relevant provisions of Chapter 329 of City Code relating to competitive bidding for this contract and does hereby waive the same.
SECTION 3. That City Council hereby acknowledges receipt of the “then and now certificate” from the City Auditor attached to this ordinance and authorizes and directs the City Auditor to authorize payment to the vendor per the invoices approved by the Public Service Department Director (or designee) in an amount not to exceed $34,060.00.
SECTION 4. That the expenditure of $55,020.00, or so much thereof as may be needed, is hereby authorized in Fund 7703 (Refuse G. O. Bond Fund), Dept-Div 5902 (Division of Refuse Collection), Project P520001-100000 (520001-100000 Mechanized Collection Equipment) 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. 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 approved by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.