Explanation
Background: This legislation is to authorize the Finance and Management Director to modify the existing contract with Delille Oxygen Company for the purchase of Lab, Industrial, and Specialty Gases and to extend the contract for six (6) months up to and including June 30, 2017, at the same terms and conditions of Contract# FL005584, as agreed by both parties. The gases are needed for laboratory, welding and medical use.
A formal bid was opened by the Purchasing Office on September 15, 2016. A bid evaluation was conducted by the Purchasing Office and the Public Utilities Department. It was determined the bidders did not respond to the Request for Quote (RFQ002505) as required. A new bid will be issued. The current contract expires on November 30, 2016. A contract modification is needed to extend the contract through June 30, 2017 so the Public Utilities Department (biggest user) and various City agencies can to conduct business with Delille Oxygen Company and purchase lab, industrial and specialty gases without interruption.
1. Amount of additional funds: Public Utilities and various 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 foreseen. However, the quotes received from bidders did not meet requirements of the bid.
3. Reason other procurement processes were not used: A formal bid is needed to award a contract (UTC) so lab, industrial, and specialty gases can be purchased on an as needed basis.
4. How cost was determined: Prices will be in accordance with the requirements of the bid.
This ordinance is being submitted as an emergency because without emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of lab, industrial and specialty gases will be slowed.
This company is not debarred according to the excluded party listing system of the Federal Government or prohibited from being awarded a contract according to the Auditor of State unresolved finding for recovery certified search.
Fiscal Impact: No funding is required to modify and extend the contract. The Public Utilities Department and various City agencies must set aside their own funding for their estimated expenditures.
Title
To authorize the Finance and Management Department to modify and extend the contract with Delille Oxygen Company for the purchase of Lab, Industrial, and Specialty Gases; and to declare an emergency. ($0.00)
Body
WHEREAS, the contract with Delille Oxygen Company expires November 30, 2016; and
WHEREAS, it is necessary to modify and extend the existing contract with Delille Oxygen Company for six (6) months, up to and including June 30, 2017, at the same terms and conditions of Contract# FL005584, as agreed by both parties; and
WHEREAS, an emergency exists in the usual daily operations of the Public Utilities Department (biggest user) and various City agencies in that it is immediately necessary to authorize such contract modification and extension in order to maintain lab, industrial and specialty gases, for the immediate preservation of the public peace, health, safety and welfare; now, therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Finance and Management Director is authorized to modify and extend the existing contract with Delille Oxygen Company for the purchase of Lab, Specialty, and Industrial Gases for six (6) months, up to and including June 30, 2017, at the same terms and conditions of Contract# FL005584, as agreed by both parties.
Section 2: That a contract modification and extension is needed to conduct business with Delille Oxygen Company to allow City agencies to purchase lab, industrial and specialty gases for laboratory, welding and medical use, without interruption.
Section 3. That for reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be an emergency measure, which shall take effect and be in force from and after its passage and approved by the Mayor, or ten days after passage if the Mayor neither approves nor vetoes the same.