Explanation
BACKGROUND: To modify and extend the existing contract for the option to purchase wireless data services for the Division of Police to and including June 30, 2005 and to also modify the contract to include wireless data equipment. The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Proposal #90-95BW). The Purchasing Office opened formal bids on July 7, 1995. Contract number CT-17225 with Cingular Wireless, was established in accordance with bids received. Their contract compliance number is 51-0272178.
1. Amount of additional funds: No funding is required to modify the option contract (UTC). The estimated annual expenditure for the contract is $180,000.00. The Division of Police must obtain approval to expend from their own budgeted funds for their actual expenditures.
2. Reason additional needs were not foreseen: The technology for wireless data transfer being used by the Division of Police is outdated. Recent mandates from the State of Ohio Department of Safety demand a newer and faster technology be implemented. The present carrier, based on a market survey and requested pricing plans, is still the prudent choice to provide this new technology and equipment. Because the original contract does did not contain provisions for upgrading equipment to new technology, this ordinance is being submitted as a waiver of competitive bidding requirements.
3. Reason other procurement processes not used: The recent mandates did not allow for a formal competitive sealed bid to be conducted. Therefore, an informal process was pursued.
4. How cost was determined: The Division of Police and the Finance/Purchasing Office negotiated the cost, terms and conditions of the contract extension and technology upgrade.
FISCAL IMPACT: No funding is required to extend the option contract. The Police Division must set aside their own funding for their estimated expenditures.
This ordinance is being submitted as an emergency measure because without emergency action, no less then 37 days will be added to the procurement cycle and the efficient delivery of valuable public services will be slowed.
Title
To authorize and direct the Finance Director to modify and extend the contract for the option to purchase wireless data service from Cingular Wireless, to modify the same contract to add wireless data technology equipment, to waive competitive bidding requirements and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids and selected the lowest bid; and
WHEREAS, the vendor has agreed to modify and extend CT-17225 at negotiated terms and conditions to and including June 30, 2005, and it is in the best interest of the City to exercise this option; and
WHEREAS, in order to avoid a lapse in our ability to provide wireless data services to the Division of Police by modifying this agreement to provide the wireless reporting system between police cruisers and Police Headquarters, this ordinance is being submitted as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Police Division in that it is immediately necessary to extend CT-17225 for an option to purchase wireless data services 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 modify and extend contract number CT-17225 with Cingular Wireless to and including June 30, 2005.
SECTION 2. That new wireless data service technology that meets or exceeds State of Ohio Safety Department mandates will be included in this contract modification.
SECTION 3. That in accordance with Section 329.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Section 329.06 (Formal Competitive Bidding) and Section 329.16 (Modifications) of the Columbus City Code.
SECTION 4. 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, or ten days after passage if the Mayor neither approves nor vetoes the same.