Explanation
BACKGROUND: To modify and extend the existing city-wide contract for the option to purchase Universal Fuel Card Services for Fleet Management, the largest user to and including July 31, 2008. Formal proposals were opened by the Purchasing Office on March 7, 2002. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.12. (Proposal No. SA000207 JAY). FL0011215 with US Bank Voyager Fleet Systems Inc. was established in accordance with proposals received. Their contract compliance number is 760476053.
1. Amount of additional funds: The estimated annual expenditure for the contract is $2,000,000.00. Fleet Management 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. An extension is provided for in the original contract.
3. Reason other procurement processes not used: No better terms, conditions or pricing are expected by re-bidding at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
FISCAL IMPACT: No funding is required to extend the option contracts. Fleet Management 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 Director to modify and extend the citywide contract for the option to purchase Universal Fuel Card Services, with US Bank Voyager Fleet Systems Inc., and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal proposals, and selected the best offer; and
WHEREAS, vendor has agreed to extend FL001215 at current prices and conditions to and including July 31, 2008, and it is in the best interest of the City to exercise this option; and
WHEREAS, in order to avoid a lapse in our ability to provide Universal Fuel Card Services, this is being submitted for approval as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management in that it is immediately necessary to extend FL001215 for an option to purchase Universal Fuel Card 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 Director be and is hereby authorized and directed to modify and extend FL001215 with US Bank Voyager Fleet Systems Inc. to and including July 31, 2008.
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.