..Explanation
BACKGROUND: To waive competitive bidding allowing a modification and extension of the existing city-wide contract FL001103 for the option to purchase Fire Protection Equipment Maintenance for the Division of Facilities Management, the largest user, to and including December 31, 2004. Formal bids were opened by the Purchasing Office on February November 21, 2001. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA000126DRM). Contract No. FL001103, with Harold D. Hard Company, was established in accordance with bids received. Their contract compliance number is 31-0681122.
1. Amount of additional funds: No additional funds are needed to modify this contract. Each agency would be responsible for setting up it's own funds. It is estimated that the divisions will spend approximately $40,000.00 annually.
2. Reason additional needs were not foreseen: The most recent solicitation did not yield a useable bid. Specifications are being revised and a new bid will be forthcoming.
3. Reason other procurement processes not used: Formal bids were opened by the Purchasing Office on February 19, 2004. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA001033). Four bids were received and were deemed non-responsive due to material information that was not included with the bid proposals. A new formal bid is currently being processed. An extension of the previous contract will allow the agencies to maintain their supply of goods and services.
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 contract. Each agency must set aside their own funding for their estimated expenditures.
In order to provide uninterrupted service and supply, this ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle.
Title
To authorize and direct the Finance Director to modify and extend the citywide contract for the option to purchase Fire Protection Equipment Maintenance, with Harold D. Hard Company, to waive competitive bidding requirements, 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 FL001103 at current prices and conditions to and including December 31, 2004, and it is in the best interest of the City to exercise this option; and
WHEREAS, the Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA001033); and
WHEREAS, all bids were deemed non-responsive due to material information that was not included with the bid proposals; and
WHEREAS, the contract has run out and there is an immediate need to comply with the laws governing Fire Protection Equipment Maintenance, this is being submitted for approval as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Facilities Management in that it is immediately necessary to extend FL001103 for an option to purchase Fire Protection Equipment Maintenance 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 FL001103 with Harold D. Hard Company to and including December 31, 2004.
SECTION 2. 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 Section 329.06 (Competitive Sealed Bidding) and 329.16 (Contract Modifications) 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.