Explanation
BACKGROUND: For the option to purchase Portable Radios and Accessories for the Division of Police, the largest user. The term of the proposed option contract would be two years with the option to renew for three additional one-year periods. The original contract period is through April 30, 2007. The Purchasing Office opened formal bids on March 17, 2005.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001560. Seventy-five (MAJ:70, MBE:5, FBE:0) bids were solicited; two (MAJ:2) bids were received.
While there was a lower priced bid submitted by Bear Communications, Inc., for the EF Johnson 5100 Radio, that bid did not meet key specifications. Field tests, over a 30 day period, proved the lower priced EF Johnson 5100 radios produced transmissions that were full of static and totally unreadable and/or the radio did not transmit at all. In addition, the loading of software to the EF Johnson radio was not only difficult to accomplish but also very time consuming since various keypad options would not function as needed. These are just a sampling of the problems with the lower bid radio which deem this radio unfit for use by public safety forces.
The Purchasing Office is recommending the award of the contract to the lowest, responsive, responsible and best bidder:
Motorola, Inc , MAJ., Contract Compliance #36-1115800.
Total Estimated Annual Expenditure: $1,200,000.00.
The company is not debarred according to the Federal Excluded Parties Listing and is not listed in the Unresolved Findings for Recovery database with the State of Ohio Auditor's Office.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing Contract Account. The Division of Police will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance Director to enter into one contract for the option to purchase Portable Radios and Accessories with Motorola, Inc., to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on March 17, 2005 and selected the lowest responsive, responsible and best bid; and
WHEREAS, this ordinance addresses Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, it is necessary to establish a contract as soon as possible for the Purchase of Portable Radios and Accessories for the Division of Police to ensure uninterrupted delivery of communication equipment; and
WHEREAS, that this ordinance shall take effect and be in force from and after the earliest period allowed by law and that the Purchasing Office is authorized to enter into contract for an option to purchase Portable Radios and Accessories, 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 enter into the following contract for an option to purchase Portable Radios and Accessories for the Division of Police in accordance with Solicitation No. SA001560 as follows:
Motorola, Inc., Items: All Items, Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That this ordinance shall take effect and be in force from and after the earliest period allowed by law.