Explanation
Background: This ordinance authorizes the City Auditor to set up a certificate in the amount of $825,000.00 for the purchase of equipment and vehicles for the Recreation and Parks Department. These purchases will be made through the City of Columbus Purchasing Office.
The City of Columbus Purchasing Office previously obtained bids and awarded contracts for the purchase of equipment and vehicles in compliance with the relevant provisions of Columbus City Code Chapter 329. They were authorized by prior Ordinances 0924-2021, 0722-2022, and 1331-2022. They all authorized the purchase of equipment and vehicles, encumbering funds on Auditor’s Certificates totaling $5,168,656.00, based on estimated expenditures for those purchases. A number of supply chain issues and economic factors have caused increased costs for distributors and longer lead times for delivery. The actual bids and awards have exceeded the amount of funding authorized from those prior ordinances. Based on actual and pending awards, there is a need for an estimated $600,000.00 to enter into the remaining contracts for all equipment specified in prior ordinances listed above.
Furthermore, the Purchasing Office recognizes the need to identify contingency funding and/or modify contracts to pay for cost increases if and when the awarded vendor requests additional funding and can provide the required documentation to the Purchasing Office to justify the requested price increase after award. The awarded vendor must demonstrate that the request for price increase to the City and subsequent contract modification is directly attributed to unforeseen acquisition cost increases from the manufacturer or distributor at some point in time between entering into contract with the City and before delivering the equipment to the City. Acceptable documentation must include cost estimates or quotes at the time of procurement and new cost estimates or quotes. Actual acquisition costs from the manufacturer ...
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