Explanation
BACKGROUND: To modify and extend existing city-wide contracts for the option to purchase Sanitary Paper for Purchasing Office, to and including September 30, 2004. The Purchasing Office opened formal bids on August 31, 2000. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SO001607RM). Contract No. FL000465, HP Products, CC#35-1116846 and FL000404, Heinrich Paper Company, Inc., CC#31-0998191 were established in accordance with bids received. These companies are not currently debarred according to the Excluded Parties List System of the Federal Government.
1. Amount of additional funds: The estimated annual expenditure for the contract is $134,000.00. No funding is required to extend this option contract. Each agency must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2. Reason additional needs were not foreseen: Needs were foreseen, an extension is provided for in the original contract
3. Reason other procurement processes not used: The same exact product is required as originally bid. No lower pricing/more attractive terms and conditions are anticipated at this time
4. How cost was determined: The cost, terms and conditions are in accordance with original agreement.
FISCAL IMPACT: No funding is required to extend the option contracts. Each agency must set aside their own funding for their estimated expenditures.
In order to provide uninterrupted service and supply this ordinance is being submitted as an emergency
Title
To authorize and direct the Finance Director to modify and extend the city-wide contracts for the option to purchase Sanitary Paper, with HP Products and Heinrich Paper Company, Inc., and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids, and selected the lowest bid; and
WHEREAS, vendors have agreed to extend FL000465 and FL000404 at current prices and conditions to and including September 30, 2004, and it is in the best interest of the City to exercise this option; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to extend FL000465 and FL000404 for an option to purchase Sanitary Paper 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 and extend FL000465 with HP Products and FL000404 with Heinrich Paper Company, Inc. to and including September 30, 2004.
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.