Explanation
BACKGROUND: For the certification of funds to establish Universal Term Contracts in January 2009 to purchase Video Surveillance Consulting Services and Powdered Activated Carbon from formal bids opening in late December. Approval of the actual awards for contracts from these bids would be obtained through legislation submitted to City Council in January 2009.
Video Surveillance Consulting Services RFP (UTC) is currently advertised as SA003131, bids are scheduled to open on 12/22/2008 and evaluations should be completed in January 2009. The Public Safety Director, Finance and Management Director and the Mayor's Office would like proceed with legislation to establish the option contract prior to approval of the 2009 budget.
Powdered Activated Carbon is used for filtering impurities from the City drinking water. Volatile pricing, a nationwide shortage of product, and a 50% increase in usage by the City effect this year's PAC bids. Industry conditions and vendor input suggest that the City is more likely to obtain the quantity required at the optimum pricing if the contract is entered into in mid January. It is possible that the City will need to award contracts to multiple vendors to obtain the quantity required to meet the filtering requirements of the City. The Public Utilities Director and the Finance and Management Director would like proceed with legislation to establish the option contract prior to approval of the 2009 budget.
This ordinance would approve $5.00 to be certified pending legislative approval by City Council of the actual contract awards.
This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing UTC Account. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Columbus City Auditor to establish an Auditor's Certificate to be applied only after future City Council legislative approval to enter into contracts to purchase Video Surveillance Consulting Services and Powdered Activated Carbon, to authorize the appropriation of five (5) dollars to establish the contract from the Purchasing/UTC Account, and to declare an emergency. ($5.00).
Body
WHEREAS, the Purchasing Office is currently soliciting bids and will present future legislation to enter into contracts; and
WHEREAS, this ordinance addresses Purchasing objectives of: 1) maximizing the use of City resources by obtaining optimal products/services at low prices; 2)encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, in order to ensure Video Surveillance Consulting Services and Powdered Activated Carbon are obtained in a manner designed to obtain the best service at the lowest cost to the citizens of Columbus, this is being submitted for consideration as an emergency measure; 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 Columbus City Auditor be and is hereby authorized and directed to establish an Auditor's Certificate for five (5) dollars to apply to future legislation to establish contract for the purchase of Video Surveillance Consulting Services and Powdered Activated Carbon.
SECTION 2. That the expenditure of $5.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That for the reason stated in the preamble here to, 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.