Explanation
The Purchasing Office received and opened bid number SA000414GRW for two 16' diesel-powered step vans, on March 13, 2003. The Purchasing Office entered into contract number FL001698 with FYDA Freightliner Columbus for these vans. The Division of Water would like to modify this contract to purchase an additional vehicle, due to an unexpected expansion of projects and personnel. It is in the Division's best interest to modify the current contract, rather than submitting new formal bids, as FYDA Freightliner Columbus was the lowest responsive, responsible, and best bidder. The Contract Compliance Number for FYDA Freightliner Columbus 31-0789102. They do not have MBE/FBE status.
1. The Division needs an additional $54,602.00. The original contract was established for $109,204.00. The total amount of the original contract and this modification is $163,806.00.
2. The Division was not originally aware of the need for this additional vehicle, as we were not expecting the approval of additional projects and staff.
3. The Division does not expect better pricing or terms of contract from other vendors, as this contract was formally bid in March 2003, and FYDA Freightliner Columbus was the lowest responsive, responsible, and best bidder to meet specifications.
4. FYDA Freightliner Columbus has agreed to extend their pricing and terms and conditions from the original contract.
It is requested that this Ordinance be handled in an emergency manner, as the vehicle is needed for the expanded projects and personnel that has been approved. We would like to complete as much of these projects as we can before winter arrives.
FISCAL IMPACT: The Division of Water has not allocated funds for this third vehicle in the 2003 Budget. Remaining funds in Object Level One "06" will be reprioritized in order to cover this purchase.
There were no expenditures for this type of step van in 2002.
$111,116.00 was expended for step vans in 2001.
Title
To authorize the Finance Director to modify and increase the contract with FYDA Freightliner Columbus, for an additional 16' aluminum step van, for the Division of Water, to authorize the expenditure of $54,602.00 from Water Systems Operating Fund, and to declare an emergency. ($54,602.00)
Body
WHEREAS, contract number FL001698 was authorized by Ordinance Number 0779-2003, passed June 2, 2003, allowing the Finance Director to enter into a contract with FYDA Freightliner Columbus for two 16' aluminum step vans, and
WHEREAS, it is necessary to modify this contract to provide for an additional 16' aluminum step van, and
WHEREAS, the Division does not expect better pricing or terms of contract from other vendors, as FYDA Freightliner Columbus was the lowest responsive, responsible, and best bidder for this vehicle, and
WHEREAS, FYDA Freightliner Columbus has agreed to extend their pricing and terms and conditions from the original contract, and
WHEREAS, an emergency exists in the usual daily operation of the Division of Water, Department of Public Utilities, in that it is immediately necessary to authorize the Finance Director to modify and increase contract number FL001698 for an additional 16' aluminum step van, for the Meter Repair and Backflow Prevention activities, for the immediate preservation of 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 to modify and increase contract number FL001698 with FYDA Freightliner Columbus, for an additional 16' aluminum step van, for the Division of Water, Department of Public Utilities.
Section 2. That the expenditure of $54,602.00 or as much thereof as may be needed, is hereby authorized from Water Works Fund 600, Department 60-09, OCA Code 602672, Object Level One 06, Object Level Three 6652, to pay the cost thereof.
Section 3. That for reasons stated in the preamble hereto, which is 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 its passage, if the Mayor neither approves nor vetoes the same.