Explanation
BACKGROUND: To establish a contract for the option to purchase GPS Equipment, support and training (UTC) for the Public Utilities Department/ Division of Water (the largest user) and other City Agencies. The term of the proposed option contract will be two years with an option to renew for one additonal year, if mutually agreed.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA001439). Formal bids were opened on February 24, 2005. Twenty-One (MAJ: 20; MBE: 1; FBE: 0) bids were solicited; two (MAJ: 2; MBE/FBE: 0) bids were received. The Purchasing Office is recommending award of contracts to the lowest responsive, responsible and best bidder for each of the two categories of GPS equipment, associated support and training:
Ellerbusch Instrument Co., Inc. , MAJ, Contract Compliance #31-0833816. Award all items within Specifications/Category A - Engineering/Survey Grade Equipment, support and training.
Total Estimated Annual Expenditure: $100,000.00 in 2005.
MapSync Company, MAJ, Contract Compliance #61-1262482. Award all items within Specifications/Category B - Professional Grade GPS Equipment, Support and Training.
Total Estimated Annual Expenditure: $100,000.00 in 2005.
Both companies are not debarred according to the Excluded Party Listing System of the Federal Government and are not listed in the Auditor of State database for Findings for Unresolved Recovery.
This ordinance is submitted as an emergency measure in order to establish the option contract for the immediate and future purchase of GPS Equipment, support and training for the Public Utilities Department/ Division of Water, the largest user, and other City Agencies. This technology will provide City agencies with quality measuring technology for the determination of boundaries, area, elevation of land and the specific location of infrastructure.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Purchasing Contract Account. The Public Utilities Department/Division of Water and other City Agencies 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 GPS Equipment, support and training with Ellerbusch Instrument Co., Inc. and MapSync Company, to authorize the expenditure of two dollars to establish the contracts from the City Print Services Fund, and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids (Solicitation No. SA001539) on February 24, 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, this ordinance is being submitted as an emergency measure so the Public Utilities Department/Division of Water, the largest user, and other City agencies can immediately obtain up-to-date measuring and location technology critical to delivering essential services to the public; 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 GPS Equipment, support and 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 contracts for the option to purchase GPS Equipment, support and training with Ellerbusch Instrument Co., Inc. for all items within Specifications/Category A - Engineering/Survey Grade Equipment, support and training and, MapSync Company, for all items within Specifications/Category B - Professional Grade GPS Equipment, Support and Training.
SECTION 2. That the expenditure of $2.00 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 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.