Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to purchase Refuse Collection Containers with Paris Site Furnishings and Outdoor Fitness. Department of Public Service Division of Refuse Collection is the sole user for services and materials for refuse collection. The containers will be used to replace existing receptacles and add receptacles in new areas. The term of the proposed option contract would be approximately two (2) years, expiring August 31, 2025, with the option to renew for one (1) additional year. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002253.
A formal best value proposal (BVP) solicitation was published for the purchase of Refuse Collection Containers.
Proposals were evaluated by a three (3) 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 Paris Site Furnishings.
BID INFORMATION: Request for Quotation RFQ024039 was advertised and proposals were opened March 15, 2023. One (1) response was received.
An evaluation committee consisted of three (3) representatives from the Department of Public Service Division of Refuse Collections. Each member of the committee scored and ranked the proposal. The offer and cost proposal was evaluated in compliance with Columbus City Code 329.
Paris Site Furnishings and Outdoor Fitness met all requirements. The selected Offeror provides refuse collection containers used for refuse collection.
The request for purchase of Refuse Collection Containers used the best value competitive sealed proposal process to award the supplier that provided the relevant criteria specifically listed in the BVP.
In accordance with the Committee recommendations, the Purchasing Office recommends the award to:
Paris Site Furnishings and Outdoor Fitness, CC# 045280, expires May 3, 2025, Items 1 - 4 as specified and negotiated, $1.00.
Total Estimated Annual Expenditure: $700,000.00, Division of Refuse Collection, Sole user
Emergency Designation: The Finance and Management Department respectfully requests this legislation to be considered an emergency ordinance to ensure that the Department of Public Service will be able to utilize 2023 CDBG grant funding to replace existing receptacles and add receptacles in new areas throughout the City. Purchases made from this funding must be completed by October 31, 2023.
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 BRPO002253. Division of Refuse Collection 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 Paris Site Furnishings and Outdoor Fitness; to authorize the expenditure of $1.00; and to declare an emergency. ($1.00).
Body
WHEREAS, the Division of Refuse Collection has an ongoing need to purchase refuse collection containers; and,
WHEREAS, a formal request for proposal (BVP) for a multi-year Universal Term Contract (UTC) was solicited and evaluated by a committee via Request for Quote RFQ024039 resulting in the recommendation to award Paris Site Furnishings and Outdoor Fitness; 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 Department of Public Service Division of Refuse Collection to purchase refuse collection containers; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service Division of Refuse Collection to replace existing receptacles and add receptacles in new areas to be determined, in that it is necessary to authorize the Finance and Management Director to immediately enter into a Universal Term Contract for the option to purchase Refuse Collection Containers, thereby preserving the public health, property, safety, and welfare; NOW, THEREFORE,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to enter into the following contract for the option to purchase Refuse Collection Containers in accordance with Request for Quotation RFQ024039 for a term of approximately two (2) years, expiring August 31, 2025 with the option to renew for one (1) additional year, as follows:
Paris Site Furnishings and Outdoor Fitness, Items 1 - 4 as specified and negotiated, $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO002253 of this ordinance to pay the cost thereof.
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 for the reason 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.