Explanation
BACKGROUND: This legislation authorizes the Finance Director to modify an existing contract for the purchase of Panel Vans for the Division of Electricity. Bids were solicited in 2004, SA001190GRW, for the purchase of two panel vans. An additional panel van is needed for crews installing street lighting and underground primary/secondary services throughout the city.
Amount of additional funds to be expended under this modification: $68,887
Original Contract Amount: $137,774
Reason additional goods/services could not be foreseen initially: The 2004 budget provided only enough funding for the purchase of two (2) panel vans. Funding for one additional Panel Van is available in the 2005 budget.
Reason other procurement processes are not used: Fyda Freightliner Columbus, Inc. was the only vendor that responded to the solicitation opened July 15, 2004. That bid met all specifications and Contract Number FL002357 was awarded on November 23, 2004, as authorized by Ordinance 1685-2004, passed October 25, 2004. The vendor is currently building the vans to meet our specifications and has agreed to provide one additional van at the existing contract price. Since average vehicle costs have increased, it would be to the city's advantage to proceed with a contract modification.
How cost of modification was determined: Fyda Freightliner Columbus, Inc. has agreed to honor their price as quoted in the original bid to supply one additional panel van.
Contract Compliance Number: 310789102
Emergency action is requested in order that the modification may be executed prior to the manufacturer's cut-off date.
FISCAL IMPACT: $75,000 is budgeted in the Division of Electricity's Operating Fund for the purchase of a Panel Van. $137,774 was spent in 2004 for the purchase of two panel vans. $96,525 was spent in 2003 for light duty trucks.
Title
To authorize the Finance Director to modify an existing contract with Fyda Freightliner Columbus, Inc. for the purchase of one additional Panel Van for the Division of Electricity; to authorize the expenditure of $68,887.00 from the Division of Electricity Operating Fund; and to declare an emergency. ($68,887.00)
Body
WHEREAS, bids were solicited and opened by the Purchasing Office on July 15, 2004, SA001190GRW, for the purchase of two Panel Vans for the Division of Electricity; and
WHEREAS, Contract FL002357 was awarded to Fyda Freightliner Columbus, Inc. based upon the only bid received and as authorized by Ordinance 1685-2004, passed October 25, 2004; and
WHEREAS, the Division of Electricity requires an additional Panel Van to meet its needs for servicing and installing street lighting and underground primary/secondary services throughout the city; and
WHEREAS, Fyda Freightliner Columbus, Inc. has agreed to provide an additional Panel Van under the same terms and conditions and at the price quoted in the original contract; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Utilities, Division of Electricity, in that it is immediately necessary to modify an existing contract with Fyda Freightliner Columbus, Inc. to meet the manufacturer's cut-off date to ensure availability of pricing for the purchase of one additional panel van; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Finance Director be and is hereby authorized to modify contract FL002357 with Fyda Freightliner Columbus, Inc. for the purchase of one (1) additional Panel Van for the Division of Electricity, in the amount of $68,887.00.
SECTION 2. That this contract modification is in compliance with Section 329.13 of Columbus City Codes, 1959.
SECTION 3. That to pay the cost of the aforesaid contract, the expenditure of $68,887.00, or so much thereof as may be needed, is hereby authorized from Division of Electricity, Division No. 60-07, Operating Fund 550, OCA 606723, Object Level Three 6652.
SECTION 4. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is 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.