Explanation
BACKGROUND: To modify and extend the existing contracts for the option to purchase office papers (recycled) by City agencies to and including March 30, 2010. The existing contracts , FL003367 with RIS Paper Company and FL003368 with Sterling Paper Company, end on January 31, 2010 and there are no further extensions available. However, the extension of these contracts will permit agencies the ability to get office paper until 2010 funds are available and until a new contract(s) is/are established. A new bid process (SA003425) opened on November 12, 2009 but will not be awarded in sufficient time this year so that agencies can make office paper purchases after January 31, 2010. On the current contracts, formal bids were opened by the Purchasing Office on November 16, 2006. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Solicitation #SA002233). The following contracts were established in accordance with bids received:
FL003367 with RIS Paper Company, FID# 13-5585947 and
FL003368 with Sterling Paper Company, FID# 31-4317038
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
1. Amount of additional funds: The estimated annual expenditure for the contract is $350,000.00. 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 unforeseen, as the current bid results require additional time to determine an award, but the modification and extension requires City Council approval.
3. Reason other procurement processes not used: A new formal bid process was done but can not be awarded in time to prevent a lapse.
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. City agencies must set aside their own funding for their estimated expenditures.
To keep interrupted supply of service to the City Agencies 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 the current option contracts for Office Papers (recycled) with RIS Paper Company and Sterling Paper Company; 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 FL003367 and FL003368 at current prices to and including March 31, 2010, and it is in the best interest of the City to exercise this modification and extension; and
WHEREAS, in order to avoid a lapse in our ability for city agencies to purchase Office Papers (recycled) for their communication needs, this is being submitted for approval as an emergency measure; and
WHEREAS, an emergency exists, it is immediately necessary to modify and extend FL003367 and FL003368 for the option to purchase Office Papers (recycled), thereby preserving the public and the City's 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 FL003367 with RIS Paper Company and FL003368 with Sterling Paper Company, to and including March 31, 2010.
SECTION 2. That this modification and extension 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.