Explanation
BACKGROUND: To modify and extend the existing city-wide contract for the option to purchase New/Recharged Toner Cartridges for the Purchasing Office to and including December 31, 2005. Formal bids were opened by the Purchasing Office on October 22, 1998. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. 214-98JY). Contract number CT20027, with US Laser, Inc. was established in accordance with bids received. Their contract compliance number is 31-1357570. This company is not listed on the Auditor of State Findings for Recovery Database. This company is not listed on the Federal Excluded Parties Listing.
1. Amount of additional funds: The estimated annual expenditure for the contract is $250,000.00 Each agency must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2. Reason additional needs were not foreseen: The volatility of the commodity market for this item coupled with the changing fiscal environment in the City has caused research to be initiated into how to best purchase toner cartridges in the most cost efficient manner while meeting the technological needs of all agencies. Specifications for a new bid are being developed.
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. Each agency must set aside their own funding for their estimated expenditures.
In order to provide uninterrupted service and supply this ordinance is being submitted as an emergency
Title
To authorize and direct the Finance Director to modify and extend the citywide contract for the option to purchase New/Recharged Toner Cartridges, with US Laser, Inc., and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids, and selected the lowest bid; and
WHEREAS, the supplier has agreed to extend CT20027 at current prices and conditions to and including December 31, 2005, and it is in the best interest of the City to exercise this option; and
WHEREAS, this ordinance to modify and extend the existing contract is submitted as an emergency to ensure all agencies have toner cartridges available when needed without interrupting daily operations while a new bid specification is being developed; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to extend CT20027 for an option to purchase New/Recharged Toner Cartridges 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 CT20027 with US Laser, Inc. to and including December 31, 2005.
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.
.