Explanation
BACKGROUND: To modify the existing citywide contract for the option to purchase Mail Sort Services through and including October 31, 2004. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA000235). The Purchasing Office opened formal bids on April 18, 2002 and a contract with Presort America Limited was established in accordance with bids received, FL001208. Presort America Limited has an active contract compliance number (311478200.) Presort America is not currently listed on the State of Ohio Auditor Findings for Recovery database.
1. Amount of additional funds: The estimated annual expenditure for the contract is $20,000.00. No additional funds are necessary to modify the option contract. Any City agency must obtain approval to expend from their budgeted funds; however, the Department of Technology is the largest user.
2. Reason additional needs were not foreseen: Needs were forseen. The additional time extension is available per the original contract.
3. Reason other procurement processes not used: The current contract provides the City the ability to obtain mail sort services in an expeditious manner based on a competitive bid. No lower pricing or better terms are anticipated through rebid.
4. How cost was determined: The cost was determined from the bid submitted in response to the ITB.
FISCAL IMPACT: No funding is required. Each City agency must set aside their own funding for their estimated expenditures.
To maintain an uninterrupted supply of service to the City Agency using the Universal Term Contract, this ordinance is being submitted as an emergency.
Title
To authorize and direct the Finance Director to modify the citywide contract for the option to purchase Mail Sort Services, with Presort America Limited, and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids, and selected the lowest bidder; and
WHEREAS, this supplier has agreed to provide services at pricing acceptable to the City of Columbus, and it is in the best interest of the City to exercise this option; and
WHERAS, this ordinance is an emergency measure because the City will incur significantly higher costs for mail services if this modification to extend the agreement is not approved before the expiration date of the original agreement (May 31, 2004); and
WHEREAS, an emergency exists in the usual daily operation of the Department of Technology in that it is immediately necessary to modify FL001208 for an option to purchase Mail Sort 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 Director be and is hereby authorized and directed to modify FL001208 with Presort America Limited to extend the original agreement through October 31, 2004.
SECTION 2. 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.