Explanation
BACKGROUND: To modify the existing citywide contract for the option to purchase Large Lamps for all City Agencies, contract length stays the same and expires March 31, 2008. The Purchasing Office opened formal bids on January 20, 2005. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA001388). FL002551, with Consolidated Electrical Distributors was established in accordance with bids received for items within categories 2, 3, 4 and 5. This modification will amend FL002551 to include items within category 1. Their contract compliance number is 952563864.
1. Amount of additional funds: The estimated annual expenditure for the contract is $78,063.36. City Agencies must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2. Reason additional needs were not foreseen: The need was foreseen. A pricing error occurred by W. W. Grainger, the supplier originally awarded category 1 items, resulting in that company no longer being low bidder for items within category 1.
3. Reason other procurement processes not used: Formal bid process was used.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement
The company is not debarred according to the Excluded Party Listing System of the Federal Government. This company is not listed with the Auditor of State for unresolved findings.
FISCAL IMPACT: No funding is required to modify the option contract. City Agencies must set aside their own funding for their estimated expenditures.
To maintain an uninterrupted supply of service to the City Agency using the Universal Term Contract, this ordinance is being submitted as an emergency.
Title
To authorize and direct the Finance Director to modify the citywide contract for the option to purchase Large Lamps with Consolidated Electrical Distributors, and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 20, 2005, and selected the most responsive, responsible, and best bid; and
WHEREAS, the vendor has agreed to modify FL002551 to include items within category 1 at bid prices and conditions to and including March 31, 2008. Due to a error by W. W. Grainger in the submission of their pricing on this bid, they are no longer low bidder for items within category 1 and it is in the best interest of the City to exercise the option to award category 1 items to the low bidder, Consolidated Electrical Distributors; and
WHEREAS, large lamps are needed by the Division of Electricity to assure that all street light emergency are completed in a timely and safe manner and in order to avoid a lapse in our ability to provide contractual large lamps, this is being submitted for approval as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to modify FL002551 for an option to purchase Large Lamps by adding items within category 1 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 Finance Director be and is hereby authorized and directed to modify FL002551 with Consolidated Electrical Distributors by adding items included in category 1.
SECTION 2. That this modification is in accordance with Section 329.16 of the Columbus City Codes.
SECTION 3. 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.