City of Columbus - File #: 1654-2009

• File #: 1654-2009
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 11/23/2009
• In control: Finance & Economic Development Committee
• On agenda: 12/7/2009
• Final action: 12/9/2009
• Title: To authorize and direct the Finance and Management Director to modify and extend the current option contracts for Office Papers (recycled) with RIS Paper Company and Sterling Paper Company; and to declare an emergency.

Date	Ver.	Action By	Action	Result
12/9/2009	1	CITY CLERK	Attest
12/8/2009	1	MAYOR	Signed
12/7/2009	1	Columbus City Council	Approved
12/7/2009	1	COUNCIL PRESIDENT	Signed
11/30/2009	1	CITY AUDITOR	Reviewed and Approved
11/30/2009	1	CITY AUDITOR	Reviewed and Approved
11/30/2009	1	Finance Drafter	Sent for Approval
11/30/2009	1	CITY ATTORNEY	Reviewed and Approved
11/30/2009	1	Finance Drafter	Sent to Clerk's Office for Council
11/25/2009	1	ODI DIRECTOR	Reviewed and Approved
11/25/2009	1	Finance Drafter	Sent for Approval
11/24/2009	1	FINANCE DIRECTOR	Reviewed and Approved
11/24/2009	1	Finance Drafter	Sent for Approval
11/24/2009	1	EBOCO Reviewer	Sent for Approval
11/23/2009	1	Finance - Purchasing Drafter	Sent for Approval
11/23/2009	1	Finance - Purchasing Reviewer	Reviewed and Approved
11/23/2009	1	Finance Reviewer	Reviewed and Approved

Explanation

BACKGROUND: To modify and extend the existing contracts for the option to purchase office papers (recycled) by City agencies to and including March 30, 2010. The existing contracts , FL003367 with RIS Paper Company and FL003368 with Sterling Paper Company, end on January 31, 2010 and there are no further extensions available. However, the extension of these contracts will permit agencies the ability to get office paper until 2010 funds are available and until a new contract(s) is/are established. A new bid process (SA003425) opened on November 12, 2009 but will not be awarded in sufficient time this year so that agencies can make office paper purchases after January 31, 2010. On the current contracts, formal bids were opened by the Purchasing Office on November 16, 2006. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Solicitation #SA002233). The following contracts were established in accordance with bids received:

FL003367 with RIS Paper Company, FID# 13-5585947 and
FL003368 with Sterling Paper Company, FID# 31-4317038

These companies are not debarred according to 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 $350,000.00. City agencies must obtain approval to expend from their own budgeted funds for their estimated expenditures.
2. Reason additional needs were not foreseen: The need was unforeseen, as the current bid results require additional time to determine an award, but the modification and extension requires City Council approval.
3. Reason other procurement processes not used: A new formal bid process was done but can not be awarded in time to prevent a lapse.
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...