Explanation
1. BACKGROUND
The purpose of this ordinance is to authorize the Director of Finance and Management to enter into a contract and issue a purchase order as needed with Victor Stanley, Inc., in order to purchase twenty Metal Street Litter Receptacles, for the Department of Public Service, Division of Refuse Collection. This purchase will assist the Division with replacing 20 existing litter receptacles along City streets in downtown, and the Short North.
The Purchasing Office advertised and solicited a competitive bid in accordance with City Code Section 329.06 (RFQ019112) through Vendor Services. The City received three bids that were received and opened on July 2, 2021, as follows:
Company Name Bid Amount City/State Majority/MBE/FBE
Victor Stanley, Inc. $22,120.00 Dunkirk, MD Majority
Grainger $14,840.00 Palantine, IL Majority
Holzberg Communications, Inc. $21,339.60 Totowa, NJ Majority
The award is to be made to Victor Stanley, Inc., as the responsible and best bidder for all lines of its bid of $22,120.00. The Purchasing Department approved the award to Victor Stanley Inc. because Grainger and Holzberg Communications did not meet the required specifications for the receptacle, or could not provide the receptacle due to supply chain constraints. Grainger removed themselves from consideration due to supply chain constraints, and Holzberg submitted a bid that did not include a side opening door, and were therefore unresponsive.
Searches in the System for Award Management (Federal) and the Findings for Recovery list (State) produced no findings against Victor Stanley, Inc.
2. CONTRACT COMPLIANCE INFORMATION
The contract compliance number for Victor Stanley, Inc. is CC009006 and expired 07/19/2019. The vendor will need to update their registration, before a contract can be executed and a purchase order can be issued.
3. FISCAL IMPACT
Funds are available and appropriated for this purchase within the Refuse Bond Fund, Fund 7703.
4. EMERGENCY DESIGNATION
Emergency action is requested to expedite delivery of the waste receptacles for immediate use to replace damaged units in the City right of way locations downtown and in the Short North.
Title
To authorize the Director of Finance and Management to enter into a contract with Victor Stanley, Inc., for the purchase of twenty metal street litter receptacles; to authorize the expenditure of up to $22,120.00 from the Refuse Bond Fund to purchase the receptacles; and to declare an emergency. ($22,120.00)
Body
WHEREAS, the Department of Public Service, Division of Refuse Collection, needs to purchase twenty metal street litter receptacles; and
WHEREAS, the Purchasing Office opened an informal bid on July 2, 2021, for twenty metal street litter receptacles; and
WHEREAS, Victor Stanley Inc. submitted a bid in the amount of $22,120.00 for twenty metal street litter receptacles and is the lowest responsive and responsible and best bidder; and
WHEREAS, the Division of Refuse Collection recommends an award to be made to the lowest, responsive, responsible, and best bidder, Victor Stanley Inc.; and
WHEREAS, a purchase order will be issued by the Department of Finance and Management in accordance with the terms, conditions and specifications of RFQ019112 on file in the Purchasing Office; and
WHEREAS, it is necessary to expend funds to pay for the litter receptacles; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service, Division of Refuse Collection, in that it is immediately necessary to authorize the Director of Finance and Management to establish a purchase order to purchase the litter receptacles advertised on RFQ019112 to expedite delivery of the litter receptacles for immediate use, thereby preserving the public health, peace, property, 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 be and is hereby authorized to establish a contract with and issue purchase orders to Victor Stanley Inc. for the purchase of twenty metal street litter receptacles.
SECTION 2. That the expenditure of $22,12000, or so much thereof as may be needed, is hereby authorized in Fund 7703 (Refuse Bond Fund), Dept-Div 5902 (Refuse Collection), Project P520007-100000 (Mechanized Collection Equipment - Containers) in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
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 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.