Resolution 40-23RECORD OF RESOLUTIONS
GOVERNMENT FORMS & SUPPLIES 844-224-3338 FORM NO. 30045
40-23 Resolution No.___J_W@J@{__SFO Passed 720
A RESOLUTION WAIVING COMPETITIVE BIDDING
REQUIREMENTS PURSUANT TO SECTION 8.04
(“CONTRACTING PROCEDURES”), PARAGRAPH (C)
(“WAIVER OF COMPETITIVE BIDDING”), OF THE REVISED
CHARTER FOR THE PROVIDER OF TENTS, TABLES AND
CHAIRS FOR THE 2023 INDEPENDENCE DAY CELEBRATION
AND DUBLIN IRISH FESTIVAL
WHEREAS, Section 8.04(c) of the Revised Dublin Charter authorizes Council, by a
vote in favor of no less than five (5) members, to waive competitive bidding
requirements if Council determines that it is in the best interest of the City to do so;
and
WHEREAS, O'Neil Tents has provided tents, tables and chairs for the Dublin Irish
Festival and the Independence Day Celebration for more than 25 years and has
discounted their services, provided excellent support and flexibility over those years;
and
WHEREAS, staff has researched multiple local and national companies and has not
found other providers interested or able to provide the necessary equipment; and
WHEREAS, it has been recommended by staff that it is in the City’s best interest to
waive competitive bidding requirements and to designate O’Neil Tents as the provider
of tents, tables and chairs at the 2023 Independence Day Celebration and Dublin Irish
Festival due to the lack of other suppliers, financial and logistical benefits this vendor
provides to the City.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin, State of
Ohio, of the elected members concurring, that:
Section 1. O’Neil Tents is hereby designated as the provider for tents, tables and chairs
for the 2023 Independence Day Celebration and the Dublin Irish Festival.
Section 2. Competitive bidding requirements are hereby waived for these purchases,
as it has been determined to be in the City’s best interest to do so.
Section 3. This Resolution shall take effect upon passage in accordance with Section
4.04(a) of the Revised Charter.
Passed this day of 2023.
Mayor - Presiding Officer
ATTEST:
Clerk of Council
RECORD OF RESOLUTIONS
GOVERNMENT FORMS & SUPPLIES 844-224-3338 FORM NO. 30045
40-23
Resolution No. Passed , 20
A RESOLUTION WAIVING COMPETITIVE BIDDING
REQUIREMENTS PURSUANT TO SECTION 8.04
(“CONTRACTING PROCEDURES”), PARAGRAPH (C)
(“WAIVER OF COMPETITIVE BIDDING”), OF THE REVISED
CHARTER FOR THE PROVIDER OF TENTS, TABLES AND
CHAIRS FOR THE 2023 INDEPENDENCE DAY CELEBRATION
AND DUBLIN IRISH FESTIVAL
WHEREAS, Section 8.04(c) of the Revised Dublin Charter authorizes Council, by a
vote in favor of no less than five (5) members, to waive competitive bidding
requirements if Council determines that it is in the best interest of the City to do so;
and
WHEREAS, O’Neil Tents has provided tents, tables and chairs for the Dublin Irish
Festival and the Independence Day Celebration for more than 25 years and has
discounted their services, provided excellent support and flexibility over those years;
and
WHEREAS, staff has researched multiple local and national companies and has not
found other providers interested or able to provide the necessary equipment; and
WHEREAS, it has been recommended by staff that it is in the City’s best interest to
waive competitive bidding requirements and to designate O’Neil Tents as the provider
of tents, tables and chairs at the 2023 Independence Day Celebration and Dublin Irish
Festival due to the lack of other suppliers, financial and logistical benefits this vendor
provides to the City.
NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin, State of
Ohio, of the elected members concurring, that:
Section 1. O’Neil Tents is hereby designated as the provider for tents, tables and chairs
for the 2023 Independence Day Celebration and the Dublin Irish Festival.
Section 2. Competitive bidding requirements are hereby waived for these purchases,
as it has been determined to be in the City’s best interest to do so.
Section 3. This Resolution shall take effect upon passage in accordance with Section
4.04(a) of the Revised Charter.
Passed this LL tay of Woes 2023. ¢ iy
Mayor - Presiding Officer
ATTEST: Aamo:
Clerfor Couftcil (/
To: Members of Dublin City Council
From: Megan D. O’Callaghan, P.E., City Manager
Date: May 16, 2023
Initiated By: Alison LeRoy, Community Events Director
Re: Resolution 40-23- Waiving Competitive Bidding Requirements Pursuant to
Section 8.04 (“Contracting Procedures”), Paragraph (C) (“Waiver of Competitive
Bidding”), of the Revised Charter for the Provider of Tents, Tables and Chairs
for the 2023 Independence Day Celebration and Dublin Irish Festival
Background
Attached is a resolution waiving competitive bidding requirements for tables, tents and chairs for
the Independence Day Celebration and Dublin Irish Festival. Section 8.04 (c) of the Revised
Charter authorizes Council, by a vote in favor of no less than five (5) members, to waive the
competitive bidding requirement if it determines that such waiver is in the best interest of the City.
Summary
In recent years, there has been extensive consolidation in event suppliers, including tents, due to
the loss of business during the pandemic. In addition, these industries have had issues hiring
seasonal staff. O’Neil Tents has supplied tents, tables and chairs for both the Dublin Irish Festival
and Independence Day events for more than 25 years. Staff has researched and sought bids from
Central Ohio, regional and national tent companies but could not locate other companies
interested in providing a bid.
No other Central Ohio suppliers have the equipment needed for the festival. Staff was able to
identify one supplier out of Chicago that has the necessary equipment, but the supplier would not
bid due to high shipping costs and the cost of lodging the workers required to set up the
equipment. Staff also contacted another supplier that would only bid on Clearspan/large format
tents, which is inadequate to supply the entire festival.
O’Neil Tents has been a valued vendor and supporter of Dublin events. Each year, O’Neil discounts
the total bill by 10 percent as their sponsorship donation – an estimated $25,500 in 2023.
Throughout the years, they have ordered and built specialty tents at the City’s request and have
an in-house sewing facility, allowing them to quickly repair and replace any damaged tents.
The approved budgeted amount for Independence Day is $10,000 and $245,000 for the Dublin
Irish Festival. The number of tents, tables and chairs for each event is dynamic during the
planning phase of the event; however, staff anticipates that the final cost for this equipment will
be within the budgeted amounts.
Recommendation
Staff recommends approval of Resolution 40-23 - Waiving Competitive Bidding Requirements
Pursuant to Section 8.04 (“Contracting Procedures”), Paragraph (C) (“Waiver of Competitive
Bidding”), of the Revised Charter for the provider of tents, tables and chairs for the 2023
Independence Day Celebration and Dublin Irish Festival.
Office of the City Manager
5555 Perimeter Drive • Dublin, OH 43017-1090
Phone: 614.410.4400 • Fax: 614.410.4490 Memo