Explanation
BACKGROUND: This legislation is for the option to establish a Universal Term Contract (UTC) for Refuse Collection Containers. The Division of Refuse is the sole user. Refuse Collection Containers are used for residential trash services throughout the City. The term of the proposed option contract would be approximately three years, expiring June 30, 2020, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on April 20, 2017.
The Purchasing Office advertised and solicited competitive bids in accordance with the relevant provisions of Chapter 329 relating to competitive bidding (Request for Quotation No. RFQ004845). Four (4) bids were received but one bidder offered a leasing program, the lowest bidder did not meet sizing specifications on the stamped serial number, and two bidders exceeded weight limits on the 65 gallon containers. The Division of Refuse has asked that the Purchasing Office award those items to the 2nd lowest, most responsive bidder. It is recommended that the City waive the competitive bidding procedure to allow for award to Rehrig Pacific Company for items # 1, 1B, 2, 2B and 4.
The Purchasing Office is recommending award to the overall lowest, responsible and best bidder as follows:
Rehrig Pacific Company, CC# CC010971 expires 4/18/2019, items #1, 1B, 2, 2B and 4, $1.00
Total Estimated Annual Expenditure: $375,000, Division of Refuse, the sole user. No bids were received on items# 3, 5 and 6. These items are being considered a sole source as they are replacement parts for specific manufacturer's containers already on hand and will be purchased accordingly on a new contract.
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: Funding to establish this option contract is from the General Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into a contract for the option to purchase Refuse Collection Containers with Rehrig Pacific Company; to waive the competitive bidding provisions of the Columbus City Code; and to authorize the expenditure of $1.00 to establish the contract from the General Fund. ($1.00).
Body
WHEREAS, the Refuse Collection Containers UTC will provide for the purchase of residential trash containers needed throughout the City; and,
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 20, 2017 and selected the overall lowest, responsible and best bidder; and
WHEREAS, it is recommended that the City waive the competitive bidding procedure to allow for award to Rehrig Pacific Company for items # 1, 1B, 2, 2B and 4; and
WHEREAS, this ordinance addresses Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, it has become necessary in the usual daily operation of the Division of Refuse to authorize the Finance and Management Director to enter into contract with Rehrig Pacific Company for the option to purchase Refuse Collection Containers, now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director be and is hereby authorized to enter into the following contract for the option to purchase Refuse Collection Containers in accordance with Request for Quotation RFQ004845 for a term of approximately three years, expiring June 30, 2020, with the option to renew for one (1) additional year, as follows:
Rehrig Pacific Company, Items #1, 1B, 2, 2B and 4, $1.00
SECTION 2. That this Council finds it is in the best interest of the City of Columbus to waive the relevant provisions of Columbus City Codes Chaapter 329 to permit the aforementioned purchase.
SECTION 3. That the expenditure of $1.00 is hereby authorized in Fund 1000 General Fund in Object Class 02 Materials and Supplies per the account codes in the attachment 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.