Explanation
BACKGROUND: To modify and extend two existing city-wide contracts for the option to purchase Vehicle Identification Materials for the Fleet Management Division to and including May 31, 2006. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Proposal No. SA000442). Formal bids were opened on May 15, 2003.
Purchase orders #FL001720 with 3M Company (contract compliance #41-0417775) and #FL001722 with Graphic Impressions, Inc. (contract compliance #48-1018043) were established in accordance with bids received. These companies are not debarred according to the Federal Excluded Parties Listing or listed in the Auditor of State Unresolved Findings for Recovery database.
1. Amount of additional funds: No additional funds are needed to modify these contracts.
2. Reason additional needs were not foreseen: The need was foreseen. An extension is provided for in the original contracts.
3. Reason other procurement processes not used: The Fleet Management Division and Purchasing Office have determined that extending these contracts in accordance with SA000442 is the most efficient method to continue to procure Vehicle Identification Materials.
4. How cost was determined: The cost, terms and conditions are in accordance with the original agreements.
FISCAL IMPACT: No funding is required to extend the option contracts. The Fleet Management Division will encumber funds from their appropriations as needed.
This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to the procurement cycle and the efficient delivery of valuable public services will be slowed.
Title
To authorize and direct the Finance Director to modify and extend the citywide contracts for the option to purchase Vehicle Identification Materials with 3M Company and Graphic Impressions, Inc., and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids for Vehicle Identification Materials and selected the lowest responsive and responsible bids; and
WHEREAS, bid #SA000442 provided for a one-year extension of the contract period if agreed to by the City and the current suppliers; and
WHEREAS, two current suppliers of Vehicle Identification Materials have agreed to extend FL001720 and FL001722 to and including May 31, 2006, and it is in the best interest of the City to exercise this option; and
WHEREAS, to ensure Vehicle Identification Materials are available to the Fleet Management Division as necessary without interruption, this ordinance is being submitted 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 FL001720 and FL001722 for an option to Vehicle Identification 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 Director be and is hereby authorized and directed to modify and extend purchase orders #FL001720 with 3M Company and #FL001722 with Graphic Impressions, Inc. to and including May 31, 2006.
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.