Explanation
BACKGROUND: To modify and extend the existing city-wide contract for the option to purchase Erosion Control Materials for the Division of Sewerage and Drainage, the largest user, to and including March 31, 2009. Formal bids were opened by the Purchasing Office on December 22, 2005. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. FL002999 with Meredith Brothers, Inc. (CC# 311031839 expires 1/14/2010) and FL003000 with Johnston-Morehouse-Dickey Co. (CC# 250578730 expires 1/16/2010) was established in accordance with bids received. Bid No. SA001851; Contract is through March 31, 2008 with an option to extend one (1) additional year.
1. Amount of additional funds: No additional funds are required to modify and extend the existing agreement.
2. Reason additional needs were not foreseen: The need was foreseen. An extension is provided for in the original contract.
3. Reason other procurement processes not used: The same exact products are required as originally bid. No lower pricing/more attractive terms and conditions are anticipated through rebidding at this time.
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. The Division of Sewerage and Drainage 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 be 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 Erosion Control Materials, with Meredith Brothers, Inc. and Johnston-Morehouse-Dickey Co., 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 FL002999 and FL003000 at current prices and conditions to and including March 31, 2009, 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 erosion control materials, this is being submitted for approval as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to extend FL002999 and FL003000 for an option to purchase Erosion Control Materials 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 FL002999 with Meredith Brothers, Inc. and FL003000 with Johnston-Morehouse-Dickey Co. to and including March 31, 2009, in accordance with Bid No. SA001851; Contract is through March 31, 2008 with an option to extend one (1) additional year.
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.