City of Columbus - File #: 2143-2006

• File #: 2143-2006
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 11/16/2006
• In control: Safety Committee
• On agenda: 12/11/2006
• Final action: 12/13/2006
• Title: To authorize and direct the Director of Finance & Management to enter into a contract with The Charles Ritter Co. for the purchase of a mobile filing system for the Division of Police, to authorize the expenditure of $20,513.24 from the Law Enforcement Seizure Fund; to waive the provisions of competitive bidding; and to declare an emergency. ($20,513.24)

Date	Ver.	Action By	Action	Result
12/13/2006	1	MAYOR	Signed
12/13/2006	1	CITY CLERK	Attest
12/11/2006	1	Columbus City Council	Approved	Pass
12/11/2006	1	COUNCIL PRESIDENT	Signed
11/28/2006	1	CITY ATTORNEY	Reviewed and Approved
11/28/2006	1	Safety Drafter	Sent to Clerk's Office for Council
11/27/2006	1	Auditor Reviewer	Reviewed and Approved
11/27/2006	1	CITY AUDITOR	Reviewed and Approved
11/27/2006	1	Safety Drafter	Sent for Approval
11/24/2006	1	Finance Reviewer	Reviewed and Approved
11/24/2006	1	Finance - Purchasing Reviewer	Reviewed and Approved
11/24/2006	1	FINANCE DIRECTOR	Reviewed and Approved
11/24/2006	1	Safety Drafter	Sent for Approval
11/22/2006	1	Finance Reviewer	Reviewed and Approved
11/21/2006	1	EBOCO Reviewer	Reviewed and Approved
11/21/2006	1	ODI DIRECTOR	Reviewed and Approved
11/21/2006	1	Safety Drafter	Sent for Approval
11/20/2006	1	Safety Reviewer	Reviewed and Approved
11/20/2006	1	Safety Reviewer	Reviewed and Approved
11/20/2006	1	SAFETY DIRECTOR	Reviewed and Approved
11/20/2006	1	Safety Drafter	Sent for Approval
11/16/2006	1	Safety Reviewer	Reviewed and Approved
11/16/2006	1	Safety Reviewer	Reviewed and Approved

Explanation

The Division of Police, Department of Public Safety needs to purchase a mobile filing system for the personnel section. Currently there is not sufficient space for all files with the system now in use, making accessing records difficult and time consuming.

Bid Information: The Purchasing Office solicited bids, SA002148, Mobile Filing System which opened September 21, 2006. Four responses were received but all bids were non-responsive due to not meeting the weight capacity for the flooring. It was discovered that a major factor in weight distribution was the constriction the Division of Police placed on the location of the filing system. All suppliers were contacted and given an opportunity to revise their configurations for the filing system. Two suppliers responded with revisions which met the weight capacity requirements. The bids were Continental Office in the amount of $28,455.73 and The Charles Ritter Co. in the amount of $20,513.24. Since the Division of Police requested revised configurations from all respondents, it is necessary to waive competitive bidding.

Award of the contract is to be made to the lowest, responsive, responsible and best bidder, The Charles Ritter Co.  

Contract Compliance:  340491920  -  expires 12/12/06

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.

Fiscal Impact: This purchase will be funded with Drug Seizure Funds; therefore, there will be no effect on  the financial status of the General Fund.

Emergency Designation:      Emergency legislation is requested so that the filing system will be ready as soon as possible and year-end processing of purchase orders.

Title

To authorize and direct the Director of Finance & Management to enter into a contract with The Charles Ritter Co. for the purchase of a mobile filing system for the Division of Police, to authorize the expenditure of $20,513.24 from the Law Enforcement Seizure Fund; to waive the provisions of competitive bidding; and to declare an emergency. ($20,513.24)

Body

WHEREAS, the Division of Police, Department of Public Safety needs to purchase a mobile filing system for the personnel unit; and

WHEREAS, bids for the purchase of a mobile filing system were solicited by the Purchasing Office; and

WHEREAS, the suppliers were given an opportunity to revise their configurations due to the weight capacity of the flooring; and

WHEREAS, it is in the best interest of the City that competitive bidding be waived; and

WHEREAS, the lowest, responsive, responsible and best bidder was The Charles Ritter Co.; and

WHEREAS, the funding source for this purchase will come from the Law Enforcement Seizure Fund; and

WHEREAS, an emergency exists in the usual daily operation of the Division of Police in that it is immediately necessary to authorize the Director of Finance and Management to enter into a contract for the purchase of  a mobile filing system, 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 & Management be and is hereby authorized to enter into a contract with The Charles Ritter Co. for the purchase of a mobile filing system for the Division of Police.

Section 2. That in accordance with Section 329.27 of Columbus City Codes, this Council finds it is in the best interest of the City of Columbus to waive the provisions of Section 329.06 of the Columbus City Codes to permit the aforementioned purchase.

Section 3. That the expenditure of $20,513.24 from the Division of Police, Division No. 30-03 | Fund 219 | OCA Code 301838 | Object Level One 06 | Object Level Three 6640 or so much thereof as may be needed, be and same is hereby authorized.

Section 4. 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.