Explanation
BACKGROUND: To modify and extend the existing city-wide contracts for the option to purchase Luminaires for the Division of Electricity, the largest user, to and including March 31, 2006. Formal bids were opened by the Purchasing Office on September 11, 2003. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA000506).
Four contracts were established in accordance with the bids: Graybar Electric Company, Inc., contract compliance number, 130794380, FL001905; G E Supply Div. of General Electric, contract compliance number 140689340, FL001906; Consolidated Electrical Distributors, contract compliance number 952563864, FL001908; and Hughes Electric Utilities, contract compliance number 370798775, FL001907.
None of these companies are debarred according to the Excluded Party Listing System of the Federal Government and none of these companies are listed in the Auditor of State Unresolved Findings database.
1. Amount of additional funds: The estimated annual expenditure for the contracts is $294,424.35.00. The Division of Electricity must obtain approval to expend from their own budgeted funds for their expenditures.
2. Reason additional needs were not foreseen: The need was foreseen. An extension is provided for in the original contracts.
3. Reason other procurement processes not used: It is not anticipated that better terms, conditions or pricing will be realized if the City re-bids these items at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement
FISCAL IMPACT: No funding is required to extend the option contracts. The Division of Electricity 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 be submitted as an emergency.
Title
To authorize and direct the Finance Director to modify and extend the citywide contract for the option to purchase Luminaires, with Graybar Electric, G E Supply, Consolidated Electrical Distributors and Hughes Supply, and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids, and selected the lowest and best bids; and
WHEREAS, the current suppliers have agreed to extend their contracts, FL001905, FL001906, FL00907, and FL00908 at current prices and conditions to and including March 31, 2006, and it is in the best interest of the City to exercise this option; and
WHEREAS, in order to avoid a lapse in our ability to provide luminaries to light city streets, 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 extend FL001905, FL001906, FL001907, and FL001908 for an option to purchase Luminaires thereby preserving the public 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 FL001905 with Graybar Electric Company, Inc.; FL001906, with G E Supply; FL001907, with Hughes Supply, Inc; and FL001908, with Consolidated Electrical Distributors to and including March 31, 2006.
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.