Explanation
BACKGROUND: To modify and extend the existing city-wide contract for the option to purchase Moving Services through February 28, 2014. The contract provides services that include moving boxes and furniture from one location to one or more locations, disassembly and reassembly of furniture (as required) and moving surplus furniture to a local storage facility. Formal bids were opened by the Purchasing Office on September 15, 2011. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA004087MEL). FL005089, with Premier Office Movers, LLC. was established in accordance with bids received. Their contract compliance number is 743059487 (expires 9/5/15). As the contract has no provisions for extensions beyond October 31, 2013, this ordinance is being submitted as a waiver of competitive bidding.
1. Amount of additional funds: The estimated annual expenditure for the contract is $30,000.00. 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.
3. Reason other procurement processes not used: Various new projects and renovations are in process and moving services will be needed to move city offices to new locations. A bid will be advertised in 2014 to establish a new contract for moving services.
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. City agencies 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 the Finance and Management Director to modify and extend the citywide contract for the option to purchase Moving Services, with Premier Office Movers, LLC., to waive competitive bidding provisions of the Columbus City Codes, 1959; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids, and selected the lowest bid; and
WHEREAS, vendor has agreed to extend FL005089 at current prices and terms and conditions to and including February 28, 2014, 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 Moving Services for city agencies, this is being submitted for approval as an emergency measure and request waiver of competitive bidding provisions of the Columbus City Code; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to extend FL005089 for an option to purchase Moving Services 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 to modify and extend FL005089 with Premier Office Movers, LLC. to and including February 28, 2014.
SECTION 2. That City Council has determined that it is in the best interest of the City of Columbus that the formal competitive bid requirements of the City Code be and are hereby waived to allow for the modification and extension of the current contract with Premier Office Movers, LLC for moving services.
SECTION 3. That this contract modification and extension is being done in accordance with the City of Columbus Procurement Code Sections 329.16 and 329.27.
SECTION 4. 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.