Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Waste Identification, Cleanup, and Emergency Spill Response with Buckeye Elm Contracting LLC, City wide for services and materials to properly identify, clean-up, and dispose of hazardous and non-hazardous waste. The term of the proposed option contract would be approximately (2) years, expiring June 30, 2028 with the option to renew for one (1) additional year or portion thereof. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003264.
A formal best value proposal (BVP) solicitation was published for the purchase of Waste Identification, Disposal, and Emergency Spill Response Services. Bid waiver is requested due to the scoring committee consisting of six people, instead of an odd number.
Proposals were evaluated by a six (6) member committee, based upon various criteria including specification conformity and completeness of response, total cost of ownership, past performance, total cost of ownership and past performance resulting in an award recommendation to Buckeye Elm Contracting.
BID INFORMATION: Request for Quotation RFQ031163 was advertised and proposals were opened September 29,2025. Three (3) vendor responses were received.
An evaluation committee consisting of 6 representatives from the various Departments. Each member of the committee scored and ranked the proposals. All offers and cost proposals were evaluated in compliance with Columbus City Code 329, the committee submitted final rankings.
Buckeye Elm Contracting received the highest score, 110.83 out of 125 points. The selected Offeror provides Waste Identification, Disposal, and Emergency Spill Response Services.
The request for purchase of Waste Identification, Disposal, and Emergency Spill Response Services used the best value competitive sealed proposal process to award the supplier that provided the relevant criteria specifically listed in the BVP and the lowest cost.
In accordance with the Committee recommendations, the Purchasing Office recommends the award to:
Buckeye Elm Contracting, CC# 025637, renewal pending, All Items, $1.00
Total Estimated Annual Expenditure: $1,900,000, City wide
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.
FISCAL IMPACT: The expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003264. Citywide agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Director of the Department of Finance and Management to enter into a contract for the option to purchase Waste Identification, Disposal, and Emergency Spill Response Services with Buckeye Elm Contracting, LLC; to waive the competitive bidding requirement that the evaluation committee for this Best Value Procurement be made up of an odd number of people; and to authorize the expenditure of $1.00. ($1.00)
Body
WHEREAS, Citywide agencies have an ongoing need to purchase Waste Identification, Disposal, and Emergency Spill Response Services; and
WHEREAS, a best value procurement (BVP) for a multi-year Universal Term Contract (UTC) was solicited and evaluated by a committee via Request for Quote RFQ031163 resulting in the recommendation to award Buckeye Elm Contracting; and
WHEREAS, a bid waiver is needed to waive the requirement of Columbus City Code Section 329.18(d)(7) that the evaluation committee consist of an odd number of committee members due to the committee for this BVP having six members; and
WHEREAS, this ordinance addresses the Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products and services at low prices, and 2) providing an effective option contract for Citywide agencies to purchase Waste Identification, Disposal, and Emergency Spill Response Services; and
WHEREAS, it has become necessary in the daily operation of Citywide agencies to authorize the Director of Finance and Management to enter into a Universal Term Contract for the option to purchase Waste Identification, Disposal, and Emergency Spill Response Services; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of the Department of Finance and Management is hereby authorized to enter into the following contract for the option to purchase Waste Identification, Disposal, and Emergency Spill Response Services UTC in accordance with Request for Quotation RFQ031163 for a term of approximately (2) years, expiring June 30, 2028 with the option to renew for one (1) additional year or portion thereof, as follows:
Buckeye Elm Contracting, LLC, All Items, $1.00
SECTION 2. That this Council finds it is in the best interest of the City of Columbus to waive the requirement of Columbus City Code Section 329.18(d)(7) that the evaluation committee consist of an odd number of committee members and hereby waives the same for this contract.
SECTION 3. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO003264 of this ordinance to pay the cost thereof.
SECTION 4. 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 5. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.