Explanation
BACKGROUND: To modify and extend the existing city-wide contracts with Avery Dennison and 3M Company for the option to purchase Reflective Sheeting for the Department of Public Service, Division of Transportation to and including February 1, 2008, with the option to extend for one additional year, through February 1, 2009, subject to the mutual consent of both parties. This modification will extend the contract through February 1, 2008. The Purchasing Office opened formal bids on May 6, 2004. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. ( SA001092).
FL002362 with 3M Company, contract compliance # 410417775 (expires 5/31/08); and FL002363 with Avery Dennison, contract compliance # 951492269 (expires 8/4/07 )were established in accordance with bids received. These companies are not 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 expenditure for these items is $30,000.00 with 3M Company and $100,000.00 with Avery Dennison. The City agency must obtain approval to expend from its own budgeted funds for their estimated expenditures.
2) Reason additional needs were not foreseen: An option to extend for an additional period, through February1, 2008, was provided for in the original contract.
3) Reason other procurement processes not used: The same products are required as originally bid. No lower pricing/more attractive terms or conditions are anticipated through re-bidding at this time.
4) How cost was determined: The cost, terms and conditions are in accordance with the original agreement and as permitted by in the original bid.
FISCAL IMPACT: No funding is required to extend the option contracts. The Division of Transportation must set aside their own funding for their estimated expenditures.
To maintain an uninterrupted supply of Reflective Sheeting to the Department of Public Service, Division of Transportation using the Universal Term Contract, this ordinance is be submitted as an emergency.
Title
To authorize and direct the Finance and Management Director to modify and extend the UTC contracts for the option to purchase Reflective Sheeting with 3M Company and Avery Dennison, and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids for the purchase of reflective sign sheeting, and selected the lowest bids; and
WHEREAS, the current suppliers have agreed to extend FL002362 and FL002363 at current prices and conditions to and including February 1, 2008, and it is in the best interest of the City to exercise this option; and
WHEREAS, in order to avoid a lapse in our ability to provide necessary reflective sheeting to use on highway signs and other traffic control devices to assure optimum visibility, this is being submitted for approval as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Transportation in that it is immediately necessary to extend FL002362 and FL002363 for an option to purchase Reflective Sheeting 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 FL002362 with 3M Company and FL002363 with Avery Dennison to and including February1, 2008.
SECTION 2. This contract modification is in accordance with Section 329.16 of the Columbus City Code.
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.