City of Columbus - File #: 2081-2003

• File #: 2081-2003
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 9/5/2003
• In control: Utilities Committee
• On agenda: 9/29/2003
• Final action: 10/1/2003
• Title: To authorize the Finance Director to modify and increase the contract with FYDA Freightliner Columbus, for an additional 16' aluminum step van, for the Division of Water, to authorize the expenditure of $54,602.00 from Water Systems Operating Fund, and to declare an emergency. ($54,602.00)

Date	Ver.	Action By	Action	Result
10/1/2003	1	CITY CLERK	Attest
9/30/2003	1	MAYOR	Signed
9/29/2003	1	Columbus City Council	Approved	Pass
9/29/2003	1	COUNCIL PRESIDENT	Signed
9/18/2003	1	Utilities Drafter	Sent for Approval
9/18/2003	1	CITY ATTORNEY	Reviewed and Approved	Pass
9/18/2003	1	Utilities Drafter	Sent to Clerk's Office for Council
9/17/2003	1	ODI DIRECTOR	Reviewed and Approved
9/17/2003	1	Utilities Drafter	Sent for Approval
9/17/2003	1	Auditor Reviewer	Reviewed and Approved
9/17/2003	1	CITY AUDITOR	Reviewed and Approved
9/16/2003	1	EBOCO Reviewer	Reviewed and Approved
9/15/2003	1	Utilities Drafter	Sent for Approval
9/12/2003	1	UTILITIES DIRECTOR	Reviewed and Approved
9/12/2003	1	UTILITIES DIRECTOR	Reviewed and Approved
9/10/2003	1	Utilities Drafter	Sent for Approval
9/9/2003	1	Utilities Drafter	Sent for Approval
9/8/2003	1	Utilities Drafter	Sent for Approval
9/5/2003	1	Utilities Drafter	Sent for Approval
9/5/2003	1	Utilities Drafter	Sent for Approval
9/5/2003	1	Utilities Drafter	Sent for Approval

Explanation

The Purchasing Office received and opened bid number SA000414GRW for two 16' diesel-powered step vans, on March 13, 2003. The Purchasing Office entered into contract number FL001698 with FYDA Freightliner Columbus for these vans. The Division of Water would like to modify this contract to purchase an additional vehicle, due to an unexpected expansion of projects and personnel. It is in the Division's best interest to modify the current contract, rather than submitting new formal bids, as FYDA Freightliner Columbus was the lowest responsive, responsible, and best bidder. The Contract Compliance Number for FYDA Freightliner Columbus 31-0789102. They do not have MBE/FBE status.

1. The Division needs an additional $54,602.00. The original contract was established for $109,204.00. The total amount of the original contract and this modification is $163,806.00.
2. The Division was not originally aware of the need for this additional vehicle, as we were not expecting the approval of additional projects and staff.
3. The Division does not expect better pricing or terms of contract from other vendors, as this contract was formally bid in March 2003, and FYDA Freightliner Columbus was the lowest responsive, responsible, and best bidder to meet specifications.
4. FYDA Freightliner Columbus has agreed to extend their pricing and terms and conditions from the original contract.

It is requested that this Ordinance be handled in an emergency manner, as the vehicle is needed for the expanded projects and personnel that has been approved. We would like to complete as much of these projects as we can before winter arrives.

FISCAL IMPACT: The Division of Water has not allocated funds for this third vehicle in the 2003 Budget. Remaining funds in Object Level One "06" will be reprioritized in order to cover this purchase.

There were no expenditures for this type of step van in 2002.
$111,116.00 was expended for step vans in 2001.



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