Explanation
BACKGROUND: This ordinance is to modify an existing city-wide contract for the option to purchase Generator Preventative Maintenance, Repair, and Rental of Generators, for various City agencies, and declare an emergency. The current contract is split between two Vendors, JD Power Systems, Inc., and Cummins Bridgeway, LLC. The contract was established in accordance with Ordinance 2124-2015, passed on September 23, 2015. The current contract FL006354 with Cummins Bridgeway, LLC will expire 10/31/2017. Cummins Bridgeway, LLC has declined to extend for one additional year. JD Power Systems, Inc., FL006353 has been extended to 10/31/18. This Ordinance authorizes the Finance and Management Director to modify the Universal Term Contract to expand the scope of the contract, from Categories: 1A thru E, 2A thru E, 3A thru E, and 5A thru H to include 4A thru D, and 4AA thru DD. This enables city agencies to utilize all categories from Generator Preventative Maintenance, Repair, and Rental of Generators from JD Power Systems, Inc., without interruption during the winter months, Compliance #329-09.
1. Amount of additional funds: No additional funding is required to modify this contract. City agencies must obtain approval to expend from their own funds for their estimated expenditures. This modification continues to make critical services available.
2. Reason additional needs were not foreseen: It was unknown at the time the solicitation was done and contract established that Cummins Bridgeway, LLC would decline to extend their contract and create an emergency. There are no additional needs. The modification will combine all categories with a single vendor, JD Power Systems, Inc.
3. Reason other procurement processes not used: For administrative reasons it is more effective to modify this contract.
4. How cost was determined: Pricing will continue according to contract FL006453.
FISCAL IMPACT: No funding is required to modify the contract. Each city agency must set aside their own funding for their estimated expenditures.
Title
To authorize the Finance and Management Director to modify the Universal Term Contract for the option to purchase services for Generator Preventative Maintenance, Repair, and Rental of Generators, as needed, with JD Power Systems, Inc.; and to declare an emergency.
Body
WHEREAS, the Purchasing Office entered into a Universal Term Contract based on the results of a formal competitive bid process (SA005943) for the purchase of Generator Preventative Maintenance, Repair, and Rental of Generators; and
WHEREAS, FL006353 was established with JD Power Systems, Inc. as per Ordinance 2124-2015 passed September 23, 2015 for the purchase of Generator Preventative Maintenance, Repair, and Rental of Generators; and
WHEREAS, it is in the best interest of the City to modify this contract to include the addition of services, Categories 4A thru D, 4AA thru DD, which was precipitated by the sudden and unforeseen action of Cummins Bridgeway declining to extend their contract, FL006354; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department in that it is immediately necessary to authorize the Director to enter into this modification of FL006353, Option to Purchase Generator Preventative Maintenance, Repair, and Rental of Generators with JD Power Systems, Inc. to ensure continued uninterrupted services provided to various City agencies at a time of the year when these services are likely to be in need, for the public 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 be and is hereby authorized to modify FL006353 with JD Power Systems, Inc. to now include Categories 4A thru D, and, 4AA thru DD.
SECTION 2. That this modification is in accordance with applicable provisions of Chapter 329 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.