Explanation
BACKGROUND: To modify eight (8) contracts for the option to purchase Emergency Repair Services for the Department of Development, the largest user. The term of the proposed option contracts modifications will be one year with an option to renew for one additional years if mutually agreed. Each contract expiration date is March 30, 2005; the modifications will extend the contracts through March 31, 2006.
To establish the original contracts, the Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No.SA000567). One-Hundred and sixteen (MAJ:100) (F1:6) (M1A:10)bids solicited; eleven (MAJ:11) were bids received. The Purchasing Office recommended award of eight (8) contracts to the lowest, responsive, responsible and best bidder and contracts were established in accordance with the passage and approval of Ordinance 0687-2004:
Stairway Chairlift, MAJ, CC#31-1674969, $5,000.00
Absolute Air, MAJ, CC#31-1427312, $35,000.00
All About Drains, MAJ, CC#27-9482908, $20,000.00
Ready Wire Electrical Contractors, LLC MAJ, CC#52-2441243, $5,000.00
Holt Mechanical, MAJ, CC#31-1563918, $20,000.00
Ohio Mechanical Inc., MAJ, CC#31-1676592, $40,000.00
ABC Gas Repair Inc., F1, CC#31-0947284, $20,000.00
Union Electric & Communications, MAJ, CC#31-1708186, $15,000.00
1. Amount of additional funds: The estimated annual expenditure for the contracts is $160,000.00. The Development Department Neighborhood Services Division 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. An extension is provided for in the original contract.
3. Reason other procurement processes not used: No lower pricing or better terms are anticipated by rebidding.
4. How cost was determined: The cost, terms and conditions are in accordance with the original contracts
The companies are still not listed on the State of Ohio Unresolved Findings for Recovery Database, and they are not debarred according to the Federal Excluded Parties Listing.
This ordinance is being submitted as an emergency because, without emergency action, no less than thirty-seven days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: No funding is required to modify the option contracts. The Neighborhood Service Division will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to modify by extending eight (8) contracts for the option to purchase Emergency Repair Services, with All About Drains, Absolute Air, ABC Gas Repair, Ohio Mechanical, Holt Mechanical, Ready Wire Electrical Services LLC, Union Electric & Communications LLC, and Stairway/Chairlift, and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on January 29, 2004 and selected the lowest, responsive, responsible and best bidders; and
WHEREAS, all of the suppliers have agreed to extend the contracts through March 31st 2006; and
WHEREAS, this ordinance is being submitted for consideration as an emergency measure to maintain the supply matrix without interruption for the purchase of Emergency Repair Services for the Neighborhood Services Division; and
WHEREAS, an emergency exists in the usual daily operation of the Development Department, Neighborhood Services Division, in that it is immediately necessary to modify by extending eight contracts for the option to purchase Emergency Repair Services, 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 by extending the following contracts to and through March 31, 2006:
Stairway Chairlift, FL002178
Absolute Air, Plumbing and Heating Services, FL002181
Kenneth James DBA All About Drains, FL002180
Ready Wire Electrical Contractors, LLC, FL002179
Holt Mechanical, FL002176
Ohio Mechanical, FL002174
ABC Gas Repair Inc, FL002173
Union Electric & Communications, LLC, FL002177
SECTION 2. That this modification is in accordance with Section 329.16 of the Columbus City Codes.
SECTION 3. That for the reason stated in the preamble here to, 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.