Explanation
BACKGROUND: The Division of Police, Department of Public Safety, needs to purchase three (3) raid vans. These vans will be used by the Narcotics Bureau and the S.W.A.T. Section as rapid deployment vehicles, to complete their missions in executing search warrants, barricades situations, and to address neighborhood crime.
Bid Information: A formal bid was advertised through the Purchasing office (Solicitation No. SA002965) and bids were received on July 24, 2008 for the purchase of the (3) vans. Bids were received from the following vendors:
Interstate Ford (Majority) $73,965.00 Byers Ford (Majority) $74,367.00
Advantage Ford (FBE) $74,475.00 Byers Chevrolet (Majority) $80,217.00
The Division of Police recommends acceptance of the bid submitted by Byers Chevrolet as being the lowest and best bid that met all the vehicle specifications. The three other bids did not meet specifications in the following areas:
-Mirror outside LH and RH remote electric heated
-Rear doors with swing out window are not available
Heated mirrors and side windows that open are considered safety items by the Division of Police, particularly in situations where officers spend an inordinate amount of time in surveillance situations.
All the bidders for the vans have agreed to hold their bid prices for this purchase.
A formal bid, solicitation SA003202 was opened on March 5, 2009 for the conversion of the rear cargo area of the three vans. Bids were received from two vendors as follows:
FunTrail Vans Inc. (Majority) - $35,475.00 Gerling & Associates, Inc. (unavailable) - $44,961.00
The Division of Police recommends acceptance of the bid submitted by FunTrail Vans, Inc. as the lowest and best bid that met all the conversion specifications.
These companies are not debarred according to the Federal excluded parties listing or prohibited from being awarded a contract according to the Auditor of State unresolved findings for recovery certified search.
Emergency Designation: Emergency legislation is requested to expedite the process of the award so the vehicles can be put in use as soon as possible. Also, the deadline to order vans is the first week in April, 2009.
Contract Compliance Number: Byers Chevrolet - 314139860, expires 05/20/2010, FunTrail Vans, Inc. - 311224828, expires 10/7/2010.
FISCAL IMPACT: This ordinance requests an expenditure of $115,692.00 for the purchase of three raid vans from the Public Safety Bond fund. There is no financial impact on the Division of Police General Fund budget for this purchase.
Title
To authorize and direct the Finance and Management Director to enter into a contract with Byers Chevrolet for the Division of Police to purchase three one ton extended vans and to enter into contract with FunTrail Vans, Inc. for the purchase of van conversions; to authorize the expenditure of $115,692.00 from the Safety Bond Funds, and to declare an emergency. (115,692.00)
Body
WHEREAS, the Division of Police needs to purchase three (3), raid vans and conversion services, and
WHEREAS, these three vehicles will be used by the Police Narcotics Bureau and the S.W.A.T. Section, and
WHEREAS, a formal bid, Solicitation SA002695 One Ton Extended Vans was received by the Purchasing Office on July 24, 2008; and
WHEREAS, Byers Chevrolet was the lowest, responsive, responsible and best bidder meeting all specifications; and
WHEREAS, a formal bid, Solicitation SA003202 Van Conversion was received on March 5, 2009; and
WHEREAS, FunTrail Vans, Inc. was the lowest, responsive, responsible and best bidder; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Police, Department of Public Safety, in that it is immediately necessary to purchase these three raid vans with conversions thereby preserving the public peace, property, health, safety and welfare; now therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the Director of Finance and Management be and is hereby authorized and directed to enter into a contract with Byers Chevrolet for the purchase of three (3), one ton extended vans for the Division of Police, Department of Public Safety.
SECTION 2. That the Director of Finance and Management be and is hereby authorized and directed to enter into a contract with FunTrail Vans, Inc. for van conversions for the Division of Police.
SECTION 3. That the expenditure of $115,692.00, or so much thereof as may be needed, be and the same is hereby authorized as follows:
DEPT: 30-03 | FUND: 701 | OBJ LEV1: 06 | OBJ LEV 3: 6652 | OCA: 330034 | PROJECT: 330034
SECTION 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 5. 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.