Explanation
BACKGROUND: To modify the existing contract for the purchase of Tilt Cab Pumpers (Fire Trucks) for the Public Safety Department, Fire Division. The Purchasing Office opened formal bids on May 6, 2004
The Finance/Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 Solicitation No. SA001099GRW. The Finance Director executed the contract for the purchase of the ten Tilt Cab Pumpers at a cost of $3,534,102.00 in accordance with Ordinance number 1114-2004, passed December 13, 2004.
1. Amount of additional funds: No additional expenditure is required.
2. Reason additional needs were not foreseen: After the contract was executed by all parties, the Public Safety Department, Fire Division identified some required changes in the specifications of the trucks ordered, including adding a 12V heater to the R1 compartment and adding an electric ladder rack for ground ladders.
3. Reason other procurement processes not used: Time is of the essence in maintaining an adequate supply of fully operating tilt cab pumpers. The changes are minor and the Contractor was willing to make the changes as identified by the City. The average turnaround time for formal bidding is now 189 calendar days, the lead time required to build the vehicles is 330 - 365 calendar days, and no better pricing is anticipated by formally re-bidding this need.
4. How cost was determined: The City and the Contractor negotiated the specifications modification. The cost, terms and conditions are same as original contract.
FISCAL IMPACT: No funding is required to make the specifications modification to the Tilt Cab Pumpers.
Title
To authorize and direct the Finance Director to modify the specifications of an existing contract for the purchase of Tilt Cab Pumpers with the Sutphen Corporation, and to waive the formal bid requirements.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 6, 2004 and selected the lowest responsive, responsible and best bid; and
WHEREAS, After the contract was executed by all parties, the Public Safety Department, Fire Division identified some required changes in the specifications of the trucks ordered, including adding a 12V heater to the R1 compartment and adding an electric ladder rack for ground ladders; and
WHEREAS, Because these specifications are material to the desired deliverable, and were not included in the original contract, these changes must be pursued appropriately through code waiver legislation as a modification of contract; and
WHEREAS, Time is of the essence in maintaining an adequate supply of fully operating tilt cab pumpers, and
WHEREAS, The changes are minor and the Contractor was willing to make the changes as identified by the City; and
WHEREAS, The average turnaround time for formal bidding is now 189 calendar days, the lead time required to build the vehicles is 330 - 365 calendar days, and no better pricing is anticipated by formally re-bidding this need; 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 the specifications for each Tilt Cab Pumper in contract number FL002426 at no additional cost as follows:
Add 12V heater to the R1 compartment; Add electric ladder rack for ground ladders
SECTION 2. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Section 329.06 (Formal Competitive Bidding) and Section 329.16 (Contract Modifications) of the Columbus City Code.
SECTION 3. This ordinance shall take effect and be in force from and after its passage or by the earliest period allowed by law.