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 January 31, 2006. 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 Boise Cascade Office Products (FID#: 82-0477390) was established in accordance with bids received During the term of the contract their name changed to Office Max - A Boise Company but retained the same federal identification number. The company has recently changed name their name to Office Max, Inc. and has changed their federal identification number to 82-0100960. 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: The Purchasing Office has exhausted all available extension options for this contract. This modification is being requested as a waiver ordinance to permit one additional extension pending the completion of the State of Ohio's bid process. It is anticipated pricing receiving by the State of Ohio will be advantageous to the City of Columbus. The Purchasing Office expects to utilize the State of Ohio contracts instead of pursuing our own bid process if advantageous to do so.
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 during the modification period. 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.
4. How cost was determined: The cost, terms and conditions are in accordance with original agreement and permitted modifications.
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 and Management Director to modify and extend the citywide contract for the option to purchase Papers for Various Output Devices, with Office Max, Inc., to waive the provisions of formal competitive bidding and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids, and selected the lowest bid; and
WHEREAS, the vendor has agreed to extend FL001088 at current prices and conditions to and including January 31, 2006, and it is in the best interest of the City to modify and extend; and
WHEREAS, the current contract expires on October 14, 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 and Management Director be and is hereby authorized and directed to modify and extend FL001088 to and including January 31, 2006.
SECTION 2. That purchase orders issued in accordance with this extension will be issued to Office Max, Inc., federal identification number 82-0100960.
SECTION 3. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Sections 329.06 (Formal Competitive Bidding) and 329.16 (Modifications) of the Columbus City Code.
SECTION 4. 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.