Explanation
BACKGROUND: To modify and extend the existing city-wide contract for the option to obtain Construction Castings to and including May 31, 2009. Formal bids were opened by the Purchasing Office on February 10, 2005. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA001517). The following contract was established in accordance with bids received - FL002588, Neenah Foundry Company, Contract Compliance #39-1580331 expires 1/29/09. Amounts encumbered against this UTC contract are as follows: 2005-$145,897.13, 2006-$135,219.00. A modification was processed in 2007 (Ord. 0200-2007) to extend this contract for an additional year and $313,603 was encumbered in 2007. The original contract does contain a clause to allow for 2 - 1 year extensions - this being the last. The company is not debarred according to the Federal Excluded Parties Listing or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
1. Amount of additional funds: The estimated annual expenditure for this contract is $200,000.00. The Division of Sewerage and Drainage 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. Two extensions were provided for in the original contract.
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.
FISCAL IMPACT: No funding is required to extend the option contract. The Division of Sewerage and Drainage 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 and Management Director to modify and extend the UTC contract for the option to obtain Construction Castings with Neenah Foundry Company, 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 FL002588 at current prices and conditions to and including May 31, 2009, 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 FL002588 for the option to obtain Construction Castings to maintain an uninterrupted supply, 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 FL002588 with Neenah Foundry Company to and including May 31, 2009.
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.