Explanation
BACKGROUND: For the option to purchase Non-Lethal & Chemical Munitions for the Police Division. These contracts will be used to supply various munitions to be used in situations in which specialty impact, tactical impact or chemical force is preferred. The term of the proposed option contracts would be approximately two (2) years, with the option to extend the contracts for one additional one-year period if mutually agreed upon. The Contracts are through September 30, 2012. The Purchasing Office opened formal bids on October 28, 2010.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA003741. Fifty-Eight (58) bids were solicited (MBR: 0; F1: 0). Three (3) bids were received.
Vance Outdoors bid alternate items for most of the items in the specifications. The alternates were deemed acceptable equals, except for items 12 and 13 (Wood Batons), which did not meet the specifications due to the casings being a different material than the product specified. In addition, the Police Division has standardized the specified product through testing and use in the field.
The Purchasing Office is recommending award of the contracts to the lowest, responsive, responsible and best bidders:
Vance Outdoors, Inc., CC#542072038 (Expires January 6, 2012), $1.00, Items 2-10 and 14-19.
Pro-Tech Security Sales, CC#341607042 (Expires July 20, 2012), $1.00, Items 1 and 11-13.
Total Estimated Annual Expenditure: $30,000.00.
These companies are not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
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 Mail, Print Services and UTC Fund. The Police Division will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance & Management Director to enter into two (2) contracts for the option to purchase Non-Lethal & Chemical Munitions with Vance Outdoors, Inc. and Pro-Tech Security Sales; to authorize the expenditure of two (2) dollars to establish the contracts from the Mail, Print Services and UTC Fund; and to declare an emergency. ($2.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 28, 2010 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses 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 City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, the Police Division needs the various Munitions to help diffuse potentially dangerous situations for the officers and the public, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Police Division in that it is immediately necessary to enter into a contract for an option to purchase the Non-Lethal & Chemical Munitions, 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 & Management Director be and is hereby authorized and directed to enter into the following contracts for an option to purchase Non-Lethal & Chemical Munitions for the term ending September 30, 2012, with the option to extend the contracts for one (1) additional one-year period if mutually agreed upon, in accordance with Solicitation No. SA003741 as follows:
Vance Outdoors, Inc., Items 2-10 and 14-19, Amount: $1.00
Pro-Tech Security Sales, Items 1 and 11-13, Amount: $1.00
SECTION 2. That the expenditure of $2.00 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.