Explanation
BACKGROUND: To modify and extend the existing contract for the option to purchase Transportation Services for the Recreation and Parks Department, up to and including March 31, 2010. Formal bids were opened by the Purchasing Office on February 15, 2007.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA002309). Eight bids were solicited. The formal bid opened February 15, 2007. One proposal was received. FL003465, with V.A.T., Inc., was established in accordance with the bid received.
The original contract provided for modification and extension. The Purchasing Office has determined that it would be in the City's best interest to modify the existing contract to include the requirement for the contractor to perform and provide the City copies of drug testing, background checks, and licensing requirements on all drivers and to extend the existing contract up to and including March 31, 2010.
V.A.T., Inc., contract compliance #311004545, expires 2/14/09
Estimated Annual Expenditure: $25,000.00
The company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search. 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.
1. Amount of additional funds: No additional funds are necessary to modify and extend the option contract.
2. Reason additional needs were not foreseen: The drug testing, background checks, and licensing requirements on all drivers was not in the original contract.
3. Reason other procurement processes not used: No lower pricing/more attractive terms and conditions are anticipated through rebidding 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 modify this option contract. The Recreation and Parks Department is required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance and Management Director to modify and extend the existing Recreation and Parks Department contract for Transportation Services with V.A.T., Inc.; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 15, 2007, and selected the lowest bid; and
WHEREAS, it is in the City's best interest to modify and extend contract FL003465 until March 31, 2009 and the vendor has agreed to this modification and extension; and
WHEREAS, this ordinance addresses Purchasing objectives of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 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 avoid a lapse in the City's ability to purchase Transportation Services, this is being submitted for approval as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to modify and extend FL003465 for an option to purchase Transportation 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 and Management Director be and is hereby authorized and directed to modify the existing contract FL003465 with V.A.T., Inc. for Transportation Services to include the requirement for the contractor to perform drug testing, background checks, and licensing requirements on all drivers and to extend the existing contract up to and including March 31, 2010.
SECTION 2. That this modification and extension is in accordance with Section 329.16 of the Columbus City Code.
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.