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 Transportation is the largest user) to and including October 31, 2004. 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 84-1116272. 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 Nextel 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 has created an opportunity to develop a Referral For Statement of Qualifications (RFSQ) for those services that are similar. This request for extension will allow the RFSQ process to occur without interruption in present group radio services. Because the original contract did not allow for this extension, this ordinance is being submitted as a waiver of the requirements of competitive bidding.
3. Reason other procurement processes not used: The Department of Technology and the Finance/Purchasing Office is currently going through the RFSQ process to procure wireless voice, data and group radio services.
4. How cost was determined: The cost, terms and conditions of the original contract were negotiated with Nextel Communications.
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, to waive competitive bidding requirements and to declare an emergency.
Body
WHEREAS, the Purchasing Office negotiated a contract for the purchase of group radio services; and is pursuing a RFSQ process to establish a new contract;
WHEREAS, the vendor has agreed to extend FL-900277at negotiated terms and conditions to and including October 31, 2004 and it is in the best interest of the City to exercise this option until the RFSQ process can be completed; and
WHEREAS, group radio services are needed by field personnel 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 October 31, 2004.
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.