(A) Generally. Amendments to existing contracts shall require the submission of a request to amend to the Board of Aldermen in the following circumstances:
(1) When:
(a) The cost of the original contract was greater than $50,000 and the amendment is in the amount of $25,000 or more;
(b) The amendment would increase the contract amount to $50,000 or greater; or
(c) Any amendment sought after the contract has been amended two or more times, no matter what the dollar amount, if any, involved.
(2) When the amendment extends the term of the contract beyond one year or for a period longer than a permitted multi-year agreement.
(B) Standards regarding the waiver of competitive procurement for amendments. The Board of Aldermen may approve amendments without the need to proceed with the provisions of §§ 38.021, 38.022 or 38.023, in the event the Director of Purchasing makes a written determination, supported by documentation, that:
(1) The amendment is consistent with the scope of services of the original procurement; and
(2) Soliciting qualifications, proposals or competitive bids for the purchase would:
(a) Cause a hardship for the city;
(b) The solicitation would result in a major increase in the cost of such equipment, materials, supplies or contractual services; or
(c) The contractor is the sole source for such commodities or services.
(C) Due diligence. In reaching the determination in division (A) above, the Director of Purchasing shall state, in writing, the reasons for his decision. The determination regarding sole source shall be made in conformity with § 38.026.
(Ord. passed 6-20-2005)