Explanation
1. BACKGROUND
The Department of Public Service, Division of Refuse Collection, utilizes 96 gallon, 300 gallon, 8 cubic-yard, roll-off containers, and other types as-needed, in its mechanized collection system for residential trash collection. The Division also requires replacement parts for containers that are not covered by warranties. The Purchasing Office has completed bidding or has established universal term contracts (UTC) for the purchase of these commodities. This ordinance authorizes the Director of Finance and Management to establish purchase orders for the Division of Refuse Collection from established Universal Term Contracts (UTC) or completed bids for the purchase of refuse collection containers and replacement parts.
This ordinance also authorizes the Finance and Management Director to associate all general budget reservations resulting from this ordinance with the following current, pending and future Universal Term Contract Purchase Agreements for Refuse containers for the Division of Refuse Collection:
Universal Term Contract Purchase Agreements:
300 Gal Automated Refuse Containers
96 Gallon Automated Refuse Containers
64 Gallon Automated Refuse Containers
Toter Container Parts
The above Purchase Agreement associations also require approval by City Council in order for the division to expend more than $100,000.00 in a fiscal year against them per City Code 329.19(g) (Procurement from a Universal Term COntract Exceeding One Hundred Thousand Dollars).
2. FISCAL IMPACT
Funding is available and budgeted within the Refuse Bond Fund, 7703. It is necessary to amend the 2021 Capital Improvements Budget to align budget authority with the proper project. The funds are appropriated.
3. EMERGENCY
Emergency action is requested to prevent an interruption in the supply of refuse containers and parts to ensure the continued delivery of refuse collection services to all residents.
Title
To amend the 2021 Capital Improvement Budget; to authorize the Director of Finance and Management to establish purchase orders and associate relevant purchase agreements with multiple vendors for the purchase of refuse collection containers and parts; to authorize the expenditure of up to $850,000.00 from the Refuse Bond Fund for the purchase of these containers and parts; to authorize the purchase of more than $100,000.00 from individual universal term contracts established for the purchase of refuse containers and parts; and to declare an emergency. ($850,000.00)
Body
WHEREAS, the Department of Finance and Management has established citywide UTC contracts or completed formal bids for the purchase of refuse collection containers and replacement parts; and
WHEREAS, the Division of Refuse Collection has a need to purchase additional containers for the collection of refuse throughout the city; and
WHEREAS, it may be necessary to purchase more than $100,000.00 from a UTC established for the purchase of these containers and parts; and
WHEREAS, the purchase of these containers and parts constitute a portion of the container replacement program and is a budgeted expense within the Division of Refuse Collection’s Capital Improvement Budget; and
WHEREAS, it is necessary to amend the 2021 Capital Improvement Budget to align budget authority with the proper project; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service in that it is immediately necessary to authorize the Director of Finance and Management to establish purchase orders from established Universal Term Contracts (UTC) or completed bids to prevent an interruption in the supply of refuse containers and parts to ensure the continued delivery of refuse collection service to all residents, 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 2021 Capital Improvement Budget authorized by Ordinance 2707-2021 be amended as follows to establish sufficient budget authority for this project:
Fund / Project / Project name / Current / Change / C.I.B. as Amended
7703 / P520007-100000 / 59-02 Mechanized Collection Equipment - Containers (Voted 2019 SIT Supported) / $850,000.00 / ($850,000.00) / $0.00
7703 / P520007-100028 / 59-02 Mechanized Collection Equipment - Contract Refuse Containers - 2022 (Voted 2019 SIT Supported) / $0.00 / $850,000.00 / $850,000.00
SECTION 2. That the expenditure of $850,000.00, or so much thereof as may be needed, is hereby authorized in Fund 7703 (Refuse Bond Fund), Dept.-Div 5902 (Refuse Collection), Project P520007-100028 (Mechanized Collection Equipment - Contract Refuse Containers - 2022), in Object Class 06 (Capital Outlay) per the accounting codes in the attachment to this ordinance.
SECTION 3. That City Council approves the purchase of more than $100,000.00 from individual universal term contracts established for the purchase of refuse containers and replacement parts for the Division of Refuse Collection.
SECTION 4. That the Finance and Management Director be and hereby is authorized to establish purchase orders totaling $850,000.00, per the terms and conditions of existing citywide universal term contracts or soon to be completed contracts, with multiple vendors for the purchase of refuse collection containers and replacement parts.
SECTION 5. 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 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 approval by the Mayor or ten days after passage if the Mayor neither approves nor vetoes the same.