Explanation
BACKGROUND: This ordinance authorizes the Director of Finance and Management to enter into contract with Software House International (SHI) for the purchase, full parts warranty, delivery and installation of thirty-two (32) American Power Conversion (APC) SYBT4 battery modules. These APC Uninterruptible Power Supply (UPS) batteries will be installed at 1250 Fairwood Avenue and are necessary to back-up the 800 MHz communications system in an effort to avoid any interruptions to communication due to any power outages. The current batteries have outlasted their useful lives.
This ordinance also authorizes the amendment of the 2010 Capital Improvement Budget (CIB) and authorizes the City Auditor to transfer funds between projects within the Safety Voted Bond Fund.
The selection process for this contract was completed in accordance with the competitive procurement provisions under Section 329.14 of the Columbus City Code. Proposals were received for SA003716 on October 7, 2010 from eight (8) companies.
Ten (10) bids were submitted by 8 companies (2 companies submitted 2 bids each) as follows (2 MBE, 0 FBE):
Company City/State Amount____________________
*OM Office Supply (MBE) Mechanicsburg PA $17, 595
* Power & Systems Info Orlando, FL $29,936
*J&S Power Solutions (MBE) Hinsdale IL $35,200
Software House Intl (SHI) Columbus OH $43,800
Power & Systems Info Orlando, FL $48,300
Sutton Battery Inc Columbus OH $50,240
Seps, Inc Burr Ridge IL $54,200.75
Mako Power LLC. Lewis Center OH $55,000
Gruber Tech Inc Phoenix AZ $84,603.52
J&S Power Solutions Inc (MBE) Hinsdale IL $149,760
*Alternate bids.
The evaluation group determined that Software House International (SHI) submitted the lowest and best overall proposal because the three bids lower than SHI were for alternate products and did not meet the specifications. The alternate bid submitted by Power & Systems Info was specified with batteries with used cases, and J&S Power Solutions was specified as only replacing the battery modules, not the entire batteries. The bid from OM Office Supply was to replace the batteries with an alternate product with no other verifiable documentation.
Contract Compliance: Software House International (SHI). #22-3009648 expires 11-16-2011.
EMERGENCY DESIGNATION: Emergency designation is requested in order to avoid any possibility of battery backup failure which could be detrimental to the existing communication systems.
FISCAL IMPACT: This ordinance authorizes an expenditure of $43,800.00 from Public Safety's Voted Bond Fund for the purchase and installation of 32 APC Battery Modules at 1250 Fairwood Avenue. The CIB is also amended and funds transferred between projects to properly align cash and appropriations with projected expenditures.
Title
To amend the 2010 Capital Improvement Budget; to authorize the transfer of $43,800.00 between projects within the Safety Voted Bond Fund; to authorize the Director of Finance and Management to enter into contract with Software House International on behalf of the Division of Support Services for the purchase and installation of thirty-two (32) American Power Conversion (APC) SYBT4 battery modules, to authorize the expenditure of $43,800.00 from the Safety Voted Bond Fund; and to declare an emergency. ($43,800.00).
Body
WHEREAS, there is a need to replace the existing thirty-two (32) APC batteries at 1250 Fairwood Ave to backup the City's 800 MHz Communication System, and
WHEREAS, Request for Proposals (RFP) were solicited and received in accordance with Columbus City Codes, and
WHEREAS, after review of the bids received, the Division of Support Services recommends Software House International as the lowest and best overall proposal, and
WHEREAS, it is necessary to amend the 2010 Capital Improvement Budget and transfer cash between projects in the Safety Voted Bond Fund, and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Support Services, in that it is immediately necessary to authorize the Director of Finance and Management to enter into contract with Software House International for the purchase, full parts warranty, delivery and installation of thirty-two (32) American Power Conversion (APC) SYBT4 battery modules in an effort to avoid any disruptions in communications, 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 Director of Finance and Management is authorized to enter into contract with Software House International on behalf of the Division of Support Services for the purchase, full parts warranty, delivery and installation of thirty-two (32) American Power Conversion (APC) SYBT4 battery modules,
SECTION 2. That the 2010 Capital Improvement Budget is hereby amended as follows;
Voted Safety Funds
Fund Number 701
Project/Project # Current CIB Revised CIB
Police Facility Renovation - 330021-100000 (Voted 2008) $1,655,000 $1,611,200
Police &Fire Communications System - 320001-100000 (Voted 2008) $0 $43,800
SECTION 3. That the city Auditor is hereby authorized and directed to transfer funds within Safety Voted Bond Fund as follows:
FROM:
Dept/Div. 3003| Fund 701|Project Number 330021-100000|Project Name: Police Facility Renovation|OCA Code: 713321|Amount: $43,800.00.
TO:
Dept/Div. 3002| Fund 701|Project Number 320001-100000|Project Name: Police and Fire Communications System|OCA Code: 642629|Amount: $43,800.00
SECTION 4. That the expenditure of $43,800.00, or so much thereof as may be necessary in regard to the action authorized in SECTION 1, be and is hereby authorized and approved as follows:
Division: 30-02
Fund: 701
Project Number: 320001-100000
OCA Code: 642629
Object Level One: 06
Object Level 3: 6644
Amount $43,800.00
SECTION 5. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contract or contract modifications associated with this ordinance.
SECTION 6. 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 of ten days after passage if the Mayor neither approves nor vetoes the same.