Explanation
BACKGROUND: For the option to purchase Police Canines (K9's) and Handler Training for the Division of Police. The term of the proposed option contract would be through November 30, 2007, with contract extensions available for two (2) additional one-year periods.
The Purchasing Office formally bid this purchase in accordance with Section 329.06 (Solicitation No. SA001350). Eleven companies were solicited. Two of these companies were identified in the City vendor database as majority owned, the remaining companies were not listed in the City's vendor database so their status is unknown. One (MAJ:1) bid was received.
The Purchasing Office is recommending award of a contract to the only company who submitted a bid, Gold Shield Canine Training, Ltd. The Division of Police has reviewed this quotation and found it to be acceptable. However, the company's bid document was deemed non-responsive due to omissions and payment terms that did not meet the City's requirements. The Public Safety Department, Division of Police requested that we cancel the bid and consider the only response received on an informal basis. The bidder has rescinded their payment terms and will accept our requirements. Since the City has contracted with this supplier in the past, there is no benefit to having the company supply the omitted information that was required in the original bid specifications. This company is not debarred according to the Federal Excluded Parties Listing or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search. Their contract compliance number is 31-1759733. The total estimated yearly expenditure for 2005 is $73,926.00.
This ordinance is being submitted as an emergency because, without emergency action, no less than thirty-seven days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
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 a contract for an option to purchase Police Canines (K9's) and Handler Training with Gold Shield Canine Training, Ltd., to authorize the expenditure of one dollar to establish the contract from the Purchasing/Contract Operation Fund, to waive the requirements of competitive bidding and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on November 11, 2004; and,
WHEREAS, the Purchasing Office is recommending award of a contract (on an informal basis) to the only company who submitted a bid, Gold Shield Canine Training, Ltd. Their bid is acceptable to the Public Safety Department, Division of Police and the vendor has agreed to rescind payment terms that conflict with the City's standard terms and conditions; however, this requires the requirements of competitive bidding be waived; and
WHEREAS, this ordinance addresses Purchasing objectives 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, this ordinance is being submitted as an emergency measure to expedite the purchase of a police dog and the scheduling of handler training classes; and
WHEREAS, an emergency exists in the usual daily operation of the Purchasing Office in that it is immediately necessary to enter into a contract for an option to purchase Police Canines (K9's) and Handler Training, 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 a contract for an option to purchase Police Canine (K9's) and Handler Training in accordance with the bid received from Gold Shield Canine Training Ltd. on bid number SA001350 and incorporating the company's acceptance of the City's payment terms.
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 in accordance with Section 329.27 of the Columbus City Code, this Council finds that the best interest of the City is served by waiving, and does hereby waive, Section 329.06 (Formal Competitive Bidding) of the Columbus City Code.
SECTION 4. That for the reason stated in the preamble here to, 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.