Explanation
BACKGROUND: This legislation authorizes the Finance and Management Director to modify and extend an existing Universal Term Contract (UTC) for the option to purchase printers with US Laser LLC. The contracts provide Printers City wide. These machines are used to copy, print, scan, and fax documents. An RFQ process is needed to establish a new contract. The current contract expires on June 30, 2026 and there is not enough time to use a procurement process to award a new contract. A lapse in contract would cause an interruption of this service which is needed for Citywide Departments. Pricing and terms have not changed on the contract.
The contract, PO334353 was established in accordance with Request for Quotation RFQ021814 under Ordinance Number 1758-2022 and will expire June 30, 2026. The City and US Laser LLC have agreed to modify and extend the contract for an additional one (1) year term subject to approval of proper City Authorities. The new contract expiration date will be June 30, 2027. The intent is to complete a new bid process prior to the new expiration.
Per the requirements of Section 329.09(a) of City Code:
(1) The amount of additional funds to be expended under the modification: No additional funds are necessary to modify the option contract as requested.
(2) Why the need for additional goods or services could not be foreseen at the time the contract was initially awarded: No additional goods or services are being ordered at this time. This extension allows the opportunity for user agencies to order additional goods or services, if needed, until a new contract is in place.
(3) Why it would not be in the city's best interests to have the additional contract requirements awarded through other procurement processes specified in this chapter: Any lapse in this contract would cause an interruption of this service which is needed for Citywide Departments.Pricing and terms have not changed on the contract.
(4) How the price for the additional goods or services which are the subject of the modification was determined: The pricing has not changed.
FISCAL IMPACT: No funding is required to modify and extend the option contract. Citywide Departments must set aside their own funding for their estimated expenditures.
EMERGENCY DESIGNATION: The Finance and Management Department respectfully requests this legislation to be considered an emergency because the current contract expires June 30, 2026, and it is in the best interest of the City to modify and extend the contract to ensure the availability of the goods/services.
Title
To authorize the Finance and Management Director to modify and extend a Universal Term Contract for the option to purchase printers with US Laser LLC; and to declare an emergency. ($0.00)
Body
WHEREAS, the Purchasing Office entered into a Universal Term Contract for Printers for use by Citywide Departments; and
WHEREAS, it is necessary to modify and extend the existing Universal Term Contract with US Laser LLC, to ensure Citywide departments have the capability to copy, print, scan, and fax documents on the printers provided by this UTC ; and
WHEREAS, an emergency exists in the usual daily Citywide operation in that it is immediately necessary to authorize the Finance and Management Director to modify and extend a Universal Term Contract with US Laser LLC for the option to purchase printers so that such services may continue uninterrupted as the current contract expires on June 30, 2026, all for the immediate preservation of the public health, peace, property, safety and welfare; and now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance and Management Director is hereby authorized to modify and extend the option contract with US Laser LLC, PO334353 for a period of one (1) year, up to and including June 30, 2027.
SECTION 2. That this modification is in accordance with relevant provisions of Chapter 329 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.