Explanation
BACKGROUND: To modify and extend four of the existing city-wide contracts for the option to obtain Small Electric Motors to and including April 30, 2007. Formal bids were opened by the Purchasing Office on March 18, 2004. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA001053). Five (5) contracts were established in accordance with bids received. However, this request is to modify and extend four (4) contracts as one vendor has repeatedly failed to renew contract compliance.
FL002252 McNaughton-McKay Electric 38-3301318
FL002234 American Electric Motor Service, Inc. 31-1117055
FL002253 GD Supply, dba Johnstone Supply 31-1114455
FL002532 Motion Industries 63-0251578
As all items are available from the above listed vendors and the contract is due to expire, it is necessary to proceed with extending the contracts as shown.
None of the companies are debarred according to the Federal Excluded Parties Listing or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
1. Amount of additional funds: The estimated annual expenditures for these contracts are $40,000.00. Various 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 foreseen. An extension is provided for in the original contract.
3. Reason other procurement processes not used: The same exact product is required as originally bid. No lower pricing/more attractive terms and conditions are anticipated at this time.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreement
FISCAL IMPACT: No funding is required to extend the option contracts. Various city agencies 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 Contracts, this ordinance is be submitted as an emergency.
Title
To authorize and direct the Finance and Management Director to modify and extend four of the citywide contracts for the option to obtain Small Electric Motors with Motion Industries, GD Supply dba Johnstone Supply, American Electric Motor Service, Inc. and McNaughton-McKay Electric, and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids, and selected the lowest bids; and
WHEREAS, the vendors have agreed to extend FL002532, FL002253, FL002234, and FL002252 at current prices and conditions to and including April 30, 2007, and it is in the best interest of the City to exercise this option; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to extend FL002532, FL002253, FL002234, and FL002252 for the option to obtain Small Electric Motors, 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 and directed to modify and extend FL002532 with Motion Industries, Inc., FL002253 with GD Supply dba Johnstone Supply, FL002234 with American Electric Motor Service, Inc., and FL002252 with McNaughton-McKay Electric to and including April 30, 2007.
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.