Explanation
BACKGROUND: For the option to purchase EF Johnson Radio Repair Parts for the Department of Public Safety, Support Services, the largest user. The term of the proposed option contract will be two (2) years. The contract expires December 31, 2009. There is an option to renew for one additional year upon agreement by both parties. The Purchasing Office opened formal bids on August 3, 2006.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. (Solicitation SA002398JY) Twenty-five (25) bids were solicited (M1A:1, F1:4); three (3) bids were received.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder in compliance with the specifications.
Utility Communications, Inc., CC #06-0863774 (expires August 24, 2008)
Total Estimated Annual Expenditure: $30,000.00
This company is 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 Purchasing UTC Contract Account. The Division of Support Services 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 one (1) UTC contract for the option to purchase EF Johnson Radio Repair Parts with Utility Communications, Inc., to authorize the expenditure of one (1) dollar to establish the contract from the Purchasing/UTC Contract Fund, and to declare an emergency ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on May 17, 2007 and selected the lowest, responsive, responsible and best bid; 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, these EF Johnson Radio Repair Parts are used in the city's 800MHz radios to replace/repair existing radios, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Support Services therefore, it is immediately necessary to enter into a contract for an option to purchase EF Johnson Radio Repair Parts, 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 contract for an option to purchase EF Johnson Radio Repair Parts in accordance with Solicitation SA002398JY as follows:
Utility Communications, Inc., All Items: Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Purchasing UTC 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.