Explanation
BACKGROUND: For the option to purchase Spread Spectrum Radio Equipment for the Department of Public Service, Division of Planning and Operations, the largest user. Spread Spectrum Radio Equipment is wireless equipment used to communicate traffic signal information to intersections and roadway field operations. The term of the proposed option contract would be through May 31, 2011 with the option to extend two additional one year periods, subject to mutual agreement by both parties, in accordance with formal bid SA003235. The Purchasing Office opened formal bids on April 30, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003235). Twenty six bids were solicited (MAJ: 25, F1: 1); Four bids were received (MAJ: 4).
The low bidder for Items 2, 3, 4, 5 and 6 did not comply with a request to provide samples for evaluation at no cost to the City; therefore, they are non-responsive.
Item 7 is not being recommended for award as the cost to establish and administer a contract for this one, low usage, low cost item does not appear to be cost effective, so this item will be bid as needed.
The Purchasing Office is recommending award of one contract to the lowest responsive, responsible and best bidder:
Tessco, Inc., CC#521868893, exp 9/14/2011.
Total Estimated Annual Expenditure: $50,000.00
This company is not debarred according to the Excluded Parties listing of the Federal Government and are not listed in the Auditor of States database for Findings for Recovery.
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 these option contracts is budgeted in the Mail, Print Services, and UTC Fund. City agencies will be required to obtain approval to expend from their own appropriations.
Title
To authorize and direct the Finance and Management Director to enter into one contract for the option to purchase Spread Spectrum Radios and Parts for the Department of Public Service with Tessco, Inc.; to authorize the expenditure of one dollar to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 30, 2009 and selected the lowest responsive, responsible and best bid; and
WHEREAS, this ordinance addresses the Purchasing objective 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 the Department of Public Service to efficiently maintain its supply chain and service to the public; and
WHEREAS, in order to ensure Spread Spectrum Radios and Equipment is supplied without interruption to enable the transmission of wireless communication for traffic control devices, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Service/Division of Planning and Operations in that it is immediately necessary to enter into a contract for an option to purchase Spread Spectrum Radios and Equipment 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 the following contract for the option to purchase Spread Spectrum Radios and Equipment for the term ending May 31, 2011 with the option to extend for two additional one-year periods in accordance with Solicitation No. SA003235 as follows:
Tessco, Inc. Items: 1, 2, 3, 4, 5, and 6: Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services, and UTC Fund, 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.