Explanation
BACKGROUND: To modify and extend the existing city-wide contract for the option to obtain Laboratory Supplies to and including May 30, 2007. Formal bids were opened by the Purchasing Office on September 12, 2003. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (SA000528). The following contract was established in accordance with bids received:
FL001888 VWR Scientific Products Contract Compliance 91-1319190 expires 8/09/2008
The contract was modified to extend the term in accordance with the specifications until November 30, 2006. It is now necessary to extend the contract for a period of six (6) months to allow for a new contract to be advertised and bid.
1. Amount of additional funds: The estimated annual expenditure for this contract is $250,000.00. Various city agencies 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 and a new contract is in process. However, due to staffing levels, this contract was not initiated in time for a completed contract to be available when the original contract expires. Due to usage demands of this commodity, a lapse in supply would be an undue hardship on city agencies.
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 the original agreement.
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search. This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
Title
To authorize and direct the Finance & Management Director to modify and extend the existing citywide contract for the option to obtain Laboratory Supplies with VWR Scientific Products, to waive formal competitive bidding requirements, and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids, and selected the lowest bid; and
WHEREAS, the vendor has agreed to extend FL001888 at current prices and conditions to and including May 30, 2007, and it is in the best interest of the City to exercise this option; and
WHEREAS, this ordinance addresses Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to extend FL001888 for the option to obtain Laboratory Supplies, 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 and Management Director be and is hereby authorized and directed to modify and extend FL001888 with VWR Scientific Products to and including May 30, 2007.
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 Sections 329.06 (Formal Competitive Bidding) of the Columbus City Code
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.