Explanation
BACKGROUND: To modify and extend the existing city-wide contract for the option to purchase Papers for Various Output Devices for all City agencies, with the Police Division being one of the largest users, to and including October 14, 2005. Formal bids were opened by the Purchasing Office on February 21, 2002. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA000201RFM). Contract Number FL001088, with OfficeMax (Formerly known as Boise Cascade Office Products) was established in accordance with bids received. The contract was modified and extended for an additional year as permitted in the original contract on February 4, 2004 (Ordinance 0160-2004). Their contract compliance number is 82-0477390. This supplier is not listed in 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 $400,000. Each agency must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2. Reason additional needs were not foreseen: Due to increased workload, a new bid for these papers was not processed in time to have a new contract in place prior to the current contract expiration date. A new bid is currently being pursued.
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. This contract reflects the same pricing with the same supplier as the paper contract competitively bid by the State of Ohio and currently available on the State Term Schedule. Their current contract expires October 14, 2005.
4. How cost was determined: The cost, terms and conditions are in accordance with original agreement.
FISCAL IMPACT: No funding is required to extend this contract. Each agency must set aside their own funding for their estimated expenditures.
In order to provide uninterrupted service and supply to all City agencies, 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 Papers for Various Output Devices, with OfficeMax (Formerly known as Boise Cascade Office Products), and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids, and selected the lowest bid; and
WHEREAS, vendor has agreed to extend FL001088 at current prices and conditions to and including October 14, 2005, and it is in the best interest of the City to modify and extend; and
WHEREAS, the current contract expires on January 31, 2005 and an emergency measure is required to maintain a supply of papers for operations; and
WHEREAS, an emergency exists in the usual daily operation of the City in that it is immediately necessary to extend FL001088 for an option to purchase Papers for Various Output Devices to provide uninterrupted service and supply to all City agencies, 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 FL001088 with OfficeMax (Formerly known as Boise Cascade Office Products) to and including October 14, 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.