Explanation
BACKGROUND: To modify and extend the existing city-wide contract for the option to purchase Supplemental Uniforms for the Division of Fire, the largest user to and including September 30, 2004. Formal bids were opened by the Purchasing Office on August 12, 2002. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. The bid process failed to yield an acceptable bid and informal bids were sought (Proposal No. SO005986) with revised specifications. Contract Number FL001303, with Roy Tailors Uniform Company of Columbus, Inc. was established in accordance with informal bids received by waiving the formal competitive bid provisions of the City Code. Roy Tailor's contract compliance number is 31-1261664.
1. Amount of additional funds: The estimated annual expenditure for the contract is $60,000.00. The Division of Fire 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 agreement
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 contract. The Division of Fire 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 citywide contract for the option to purchase Supplemental Uniforms, with Roy Tailors Uniform Company of Columbus, Inc., and to declare an emergency.
Body
WHEREAS, the Purchasing Office solicited informal bids, selected the lowest bid and established a contract with Roy Tailors Uniform Company of Columbus Inc; and
WHEREAS, vendor has agreed to extend FL001303 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 FL001303 for an option to purchase Supplemental Uniforms 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 FL001303 with Roy Tailors Uniform Company of Columbus, 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.