Explanation
BACKGROUND: For the option to purchase Service and Training Ammunition for the Division of Police, the largest user. The term of the proposed option contract would be from the date of execution through September 30, 2007 with the option to extend for one additional year.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001737). Thirty-eight (MAJ: 37, MBE: 0; FBE: 1) bids were solicited; seven (MAJ: 7) bids were received. One bid was deemed non-responsive for submitting an incomplete bid document. Items 2, 4, 5 and 6 received lower bids for alternate products, however, those alternates did not meet specifications.
The Purchasing Office is recommending award of a contract to the lowest responsive, responsible and best bidders:
Matre Arms & Ammunition Inc., CC#31-0780448, Estimated Annual Expenditure: $107,785.00
Pennsylvania Police Supply, Inc., CC#25-1645953, Estimated Annual Expenditure: $17,175.00
Vance Outdoors, Inc. MAJ, CC#31-0782344, Estimated Annual Expenditure: $1,857.00
These companies are not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
This ordinance is being submitted as an emergency because, without emergency action, no less than 37 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 and Management Director to enter into three contracts for an option to purchase Service and Training Ammunition with Matre Arms & Ammunition Inc., Pennsylvania Police Supply, Inc. and Vance Outdoors, Inc., to authorize the expenditure of three dollars to establish the contract from the Purchasing/Contract Operation Fund, and to declare an emergency. ($3.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on September 1, 2005 and selected the lowest responsive, responsible and best bids; 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, in order to avoid a lapse in our ability to provide Service and Training Ammunition, this is being submitted for approval as an emergency measure; 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 Service and Training Ammunition, 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 and Management Director be and is hereby authorized and directed to enter into three contracts for an option to purchase Service and Training Ammunition in accordance with Solicitation No. SA001737 as follows:
Matre Arms & Ammunition Inc., Items: 1, 2 and 4
Pennsylvania Police Supply, Inc., Items: 3 and 5
Vance Outdoors, Inc., Item: 6
SECTION 2. That the expenditure of $3.00 is hereby authorized from Purchasing Contract Account, Organization Level 1: 45-50, Fund: 05-517, Object Level 3: 2270, OCA: 450020, to pay the cost thereof.
SECTION 3. 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.