Explanation
BACKGROUND: This ordinance is to modify and extend the existing city-wide contract for the option to purchase City Uniforms for various City agencies. The current contract needs to be extended for five (5) additional months, set to expire on February 28, 2013 or sooner based on a new contract(s) being established prior to that expiration date. The current contract with Cintas Corporation expires September 30, 2012. New specifications are going to be competitively bid soon that incorporate high-visability safety apparel. The initial contract FL003963 was established in accordance with Ordinance 0584-2008 that passed on May 7, 2008 and modified and extended for six (6) months as per Ordinance 0679-2012 on April 4, 2012. Cintas Corporation contract compliance #311703809 expires 03/19/14.
1. Amount of additional funds: The estimated annual expenditure for this contract is $200,000.00. City agencies must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2. Reason additional needs were not forseen: The need was identified but specifications and a formal bid process were unable to to be done before the contract expiration.
3. Reason other procurement processes not used: N/A
4. How cost was determined: Pricing and terms are in accordance with the original agreement.
This ordinance is being submitted as an emergency to be in compliance with union negotiated agreements and to provide City workers with uniforms for their personal safety.
FISCAL IMPACT: No funding is required to extend the option contract. Each city agency must set aside their own funding fr their estimated expenditures.
Title
To authorize the Finance and Management Director to modify and extend the UTC contract for the option to purchase City Uniforms with Cintas Corporation, and to declare an emergency.
Body
WHEREAS, the Purchasing Office entered into a UTC type contract based on the results of a formal competitive bid proces (SA002796) for the purchase of City Uniforms, and,
WHEREAS, FL003963 was established with Cintas Corporation as per Ordinance 0584-2008 passed May 7, 2008, modified and extended for six (6) months per Ordinance 0679-2012 passed April 4, 2012 for the purchase of City Uniforms, and it is in the best interest of the City to modify this contract to extend for an additional five (5) months until a newbid process and contract can be established, and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to modify and extend FL003963 for the option to purchase City 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 and Management Director be and is hereby authorized to modify and extend FL003963 with Cintas Corporation until February 28, 2013.
SECTION 2. 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 approved by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.