Explanation
BACKGROUND: This ordinance is to modify and extend the existing city-wide contracts for the option to purchase Heavy Duty Specialty Services for Fleet Management, and waive the competitive bidding procedure to allow for extensions beyond those authorized in the original contracts. The current contracts need to be extended for six (6) months to expire on 9/30/12 so that new specifications can be developed for a competitive bid. The following contracts were established in accordance with Ordinance 0873-2008 that passed on June 16, 2008. Contracts FL003994 with Center City International, Contract Compliance #311048371 expires 06/15/12, FL003992 with C.W. DeMary Service, Inc., Contract Compliance #310743464 expires 03/21/13, FL003987 with ESEC Corp., Contract Compliance #341285858 expires 05/16/14, FL004004 with Flora's Diesel Repair Service, Inc., Contract Compliance #311202449 expires 10/07/13, FL003988 with Hydro Supply Co., Contract Compliance #311065617 expires 02/08/14, FL003985 with Keens Body Shop, Inc., Contract Compliance #310854439 expires 10/31/13, FL003993 with Taliaferro Enterprises Inc., Contract Compliance #311073146 expires 05/18/14, FL003991 with PBA Body Shop, LLC, Contract Compliance #611578173 expires 10/29/12, FL003995 with U.S. Hydraulic Services, LTD, Contract Compliance #311505105 expires 11/11/12 and FL004038 with HYO Inc., Contract Compliance #311201883 expires 09/13/13, have expired 3/31/12.
1. Amount of additional funds: The estimated annual expenditure for this contract is $350,000.00. 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 identified but specifications were unable to be developed in time.
3. Reason other procurement processes not used: N/A
4. How cost was determined: Pricing and terms and conditions are in accordance with the original agreement.
FISCAL IMPACT: No funding is required to extend the option contract. Each city agency must set aside their own funding for their estimated expenditures.
Title
To authorize and direct the Finance and Management Director to modify and extend the UTC contracts for the option to purchase Heavy Duty Specialty Services with Center City International, C.W. DeMary Services, Inc., ESEC Corp., Flora's Diesel Repair Service, Inc., Hydro Supply Co., Keens Body Shop, Inc., Taliaferro Enterprises, Inc., PBA Body Shop, LLC, U.S. Hydraulic Services, LTD and HYO Inc.; to waive formal competitive bidding provisions of the Columbus City Code; and to declare an emergency.
Body
WHEREAS, the Purchasing Office entered into UTC type contracts based on the results of a formal competitive bid process (SA002823) for the purchase of Heavy Duty Specialty Services; and,
WHEREAS, it is necessary to waive bidding requirements in order to extend these contracts beyond the extension periods authorized in the original contracts; and
WHEREAS, the contracts were established with the above mentions parties as per Ordinance 0873-2008 passed June 16, 2008 for the purchase of Heavy Duty Specialty Services, and it is in the best interest of the City to modify these contracts to extend the expiration date for six (6) months until a new bid process and contracts 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 the contracts for the option to purchase Heavy Duty Specialty 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 FL003994 with Center City International, FL003992 with C.W. DeMary Service, Inc., FL003987 with ESEC Corp., FL004004 with Flora's Diesel Repair Service, Inc., FL003988 with Hydro Supply Co., FL003985 with Keens Body Shop, Inc., FL003993 with Taliaferro Enterprises Inc., FL003991 with PBA Body Shop, LLC, FL003995 with U.S. Hydraulic Services, LTD and FL004038 with HYO Inc.
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 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.