Explanation
BACKGROUND: To modify and extend the existing citywide contract for the option to purchase group radio services for any city agency (the Division of Police is the largest user) to and including April 30, 2005. A contract for group radio services offered by the contractor was established on October 4, 1999 (contract number FL-900277). The Purchasing Office negotiated terms and conditions with Nextel Communications to provide group radio services for any city agency based on their needs. Their contract compliance number is 17-8219796. This company is not listed on the Auditor of State Findings for Recovery Database. This company is not listed on the Federal Excluded Parties Listing.
1. Amount of additional funds: The estimated annual citywide expenditure for this contract was $450,000.00, however, only a portion of this is anticipated to be expended for the group radio portion of the contract in the ensuing year. Each agency must obtain approval to expend from their own budgeted funds for their actual expenditures from this contract.
2. Reason additional needs were not foreseen: The purchase of technology for group radio services has been a sole source purchase in the past. Technology has evolved enough that other carriers are now providing similar services. This change created the opportunity for a Referral For Statement of Qualifications (RFSQ) to be written and the bid process to move forward; however, the other technologies have not matured to the point of being able to be viable solutions for those agencies needing a group radio capability. The Department of Technology has hired a telecommunications consultant to assist in not only defining the present/future technology but also to do an analysis of invoices, research how wireless voice and wireless data is presently being used by city agencies, assist in creating a transfer of wireless voice and data policy, and make a recommendation on the best solution for the use of wireless voice and data transfer based on agency needs. This request for extension will allow the consultant to make a full report and still allow present services to continue.
3. Reason other procurement processes not used: The Department of Technology and the Finance/Purchasing Office are currently assisting a telecommunications consultant to evaluate for not only the city's present wireless voice and data needs but also group radio services.
4. How cost was determined: The cost and terms and conditions of the original contract were negotiated with Nextel Communications in accordance with sole source provisions of the Columbus City Code.
FISCAL IMPACT: No funding is required to extend the option contract. Each agency will establish a purchase order for their estimated annual expenses (based on their budget) for group radio services.
This ordinance is being submitted as an emergency measure because without emergency action, no less than 37 days will be added to the procurement cycle and the efficient delivery of public services will be slowed
Title
To authorize and direct the Finance Director to modify and extend the citywide contract for the option to purchase group radio services with Nextel Communications, to waive the provisions of competitive bidding and to declare an emergency.
Body
WHEREAS, the Purchasing Office negotiated a contract for the purchase of group radio services and in conjunction with the Department of Technology is working with a telecommunications consultant to do an analysis of not only the city's present wireless voice and data needs but also group radio needs;
WHEREAS, the vendor has agreed to extend FL-900277 at negotiated terms and conditions to and including December, 2005 and it is in the best interest of the City to exercise this option until the consultant's evaluation can be completed; and
WHEREAS, group radio services are needed by Department of Safety personnel to assure open communications are constantly met and field personnel of other city agencies need to keep in contact with coworkers to assure that all City operations related to specific projects are completed in a timely and safe manner. In order to avoid a lapse in our ability to provide group radio services, this ordinance 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 extend FL-900277 for an option to purchase radio 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 FL-900277 with Nextel Communications to and including December 31, 2005.
SECTION 2. 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 329.16 (Modifications) of the Columbus City Code.
SECTION 3. 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.