Explanation
BACKGROUND: The City of Columbus Division of Police (CPD), in collaboration with the Columbus City School District (CCS), was awarded FY2009 Secure Our Schools (SOS) grant funding from the U.S. Department of Justice, Office of Community Oriented Policing Services (COPS) (Ordinance 0924-2010, passed 07/14/2010). The Secure Our Schools (SOS) Project focuses on improving the security in schools and on school grounds. CPD and CCS seek to improve the safety of the school building environment by expanding video surveillance technology into the District Schools. The collaborative application for enhancements to the current school camera security system includes the purchase of digital video recorders and interior and exterior cameras.
The City solicited a formal bid request for the purchase of the camera security system. Bids for digital video recorders and cameras were received at the end of April and beginning of May 2012. Bid prices for this equipment were much lower than anticipated. The grantor approved a budget modification to allow the Division of Police to purchase additional quantities of equipment based on the lower pricing. The Purchasing Office then negotiated with the lowest, most responsive bidders for the additional quantities in order to make full use of the grant funding. In order to procure the additional quantities, a bid waiver is necessary for these additional quantities. The bid waiver does not apply to the majority of the items being purchased, as these were solicitated in the competitive bid. This ordinance authorizes the Director of Finance and Management to enter into the necessary contracts under provisions of Section 329.27 of Columbus City Codes, 1959, for the purchase of security equipment at a higher quantity than stated in the original bid.
BID INFORMATION: A formal bid process was completed for the purchase of a camera security system for the Columbus City School District. A bid waiver is necessary because the numbers of DVR and Camera Equipment to purchase has been increased to take advantage of available grant funds. The bid waiver applies only to the additional quantities. Based on the increased quantities on the cameras, the suppliers are providing lower pricing than originally quoted.
A formal bid was posted, SA004340, on April 23, 2012, for the purchase of Dedicated Micros digital video recorders (DVR's). There were 80 companies contacted (4 MBR, 1M1A and 1 F1) with 9 responses (1MBR and 1 F1).
Violeta, Inc. (MAJ) - $148,986.00 - was the lowest, responsive, responsible and best bidder for the original bid quantities and has agreed to supply the additional DVR's at the same unit price.
Contract Compliance No: 20-0624164 Expires 05/07/2014
A formal bid was posted, SA004341, on May 2, 2012, for the purchase of Interior and Exterior Dome (CCTV) Security Cameras. There were 164 companies contacted (3 MBR, 4 M1A and 1 F1) with 27 responses (1MBR and 1 F1).
Violeta, Inc. (MAJ) - $52,065.00 - was the lowest, responsive, responsible and best bidder for the original bid quantities and has agreed to supply the Exterior Cameras slightly under the original bid amount based on the increased quantity.
Perlmutter Purchasing Power (MAJ) - $88,481.50 - was the lowest, responsive, responsible and best bidder for the original bid quantities and has agreed to supply the Interior Cameras slightly under the original bid amount based on the increased quantity.
Contract Compliance No: 49-5507798, Expires 5/14/2014
The listed companies are not debarred according to the Federal Excluded Parties Listing or the State of Ohio Auditor's Finding For Recovery Database.
EMERGENCY DESIGNATION: Emergency legislation is needed because the acquisition and payment of this equipment must be completed within the award period, set to expire on February 28, 2013.
FISCAL IMPACT: Currently, there is an appropriation of $292,250.00 in the General Government Grant Fund for the Secure Our Schools (SOS - 2009) Grant Project. The federal award amount reimbursable through the COPS office is $146,125.00. The required 50% cash match amount is $146,125.00 and will be provided by the Columbus City School District to the City of Columbus Department of Public Safety, Division of Police to meet the grant match requirement. All grant expenditures will be reimbursed by COPS grant and the cash match from the Columbus City School District.
Title
To authorize and direct the City of Columbus Director of Finance and Management to enter into contracts with Violeta, Inc. for the purchase of DVR's and Exterior Cameras for the Columbus Division of Police and with Perlmutter Purchasing Power for the purchase of Interior Cameras for the Columbus Division of Police; to waive provisions of competitive bidding under Section 329 of Columbus City Code, 1959; to authorize the expenditure of $289,532.50 from the General Government Grant Funds; and to declare an emergency ($289,532.50)
Body
WHEREAS, the U.S. Department of Justice, Office of Community Oriented Policing Services (COPS) has awarded a FY2009 Secure Our Schools Grant for a collaborative SOS project submitted by the City of Columbus and Columbus City Schools in the amount of $146,125.00; and
WHEREAS, the City of Columbus Division of Police and Columbus City Schools seek to improve the safety of the school building environment by expanding video surveillance technology into the Columbus Public School District Schools; and
WHEREAS, The Columbus City Schools District will provide the required 50% cash match amount of $146,125.00 to the City of Columbus Division of Police for grant project expenditures and all personnel and/or funding necessary to install, maintain and upgrade the video system expansion; and
WHEREAS, formal bid responses SA004340 and SA004341 for the purchase of DVR's and Internal and External Camera Equipment came in at a much lower cost than anticipated, so the numbers of equipment to purchase have been increased to take advantage of available grant funds; and
WHEREAS, it is necessary to waive the provisions of competitive bidding under Section 329.27 of Columbus City Code, 1959, due to the increase in quantities of cameras and equipment being purchased, and
WHEREAS, an emergency exists in the daily operation of the City of Columbus Public Safety Department, Division of Police, in that it is immediately necessary to authorize and direct the City of Columbus Director of Finance and Management to enter into the necessary contracts to purchase security equipment prior to the grant period end date, and to waive competitive bidding provisions of Columbus City Code Section 329.27 for the immediate preservation of 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 Director of Finance and Management be and is hereby authorized and directed to enter into contracts with Violeta, Inc. for the purchase of DVR's and Exterior Camera Equipment, and with Perlmutter Purchasing Power for the purchase of Interior Camera Equipment for the Columbus Division of Police for the expansion of video surveillance technology into the Columbus City School District Schools.
SECTION 2. That the Director of Finance and Management be and is hereby authorized and directed to waive provisions of competitive bidding under Section 329.27 of Columbus City Code, 1959; and
SECTION 3. That formal bid responses came in at a much lower cost than anticipated, so the numbers of equipment to purchase have been increased in order to take advantage of available FY2009 Secure Our Schools (SOS) Grant funds from the U.S. Department of Justice, Office of Community Oriented Policing Services (COPS).
SECTION 4. That the expenditure of $289,532.50, or so much thereof as may be needed, of which $201,051.00 shall be expended with Violeta, Inc. and $88,481.50 shall be expended with Perlmutter Purchasing Power, be and the same is hereby authorized as follows:
DIV |
|
FUND |
|
OBJ LEVEL(1) |
|
OBJ LEVEL (3) |
OCACD |
GRANT |
AMOUNT |
30-03 |
|
220 |
|
02 |
|
2206 |
339048 |
339048 |
289,532.50 |
SECTION 5. That the monies authorized in the foregoing Section 4 shall be paid upon order of the Director of Public Safety; and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 6. 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 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.