Explanation
BACKGROUND: For the option to establish a Universal Term Contract to purchase Motorola Two-Way Radios and Accessories for the Division of Support Services, the largest user. These Motorola radios will be utilized by all City agencies for replacement and new 800MHz, UHF and VHF radio purchases. The term of the proposed option contract would be three (3) years, expiring September 30, 2017, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on October 16, 2014.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA005619). Eighty-six (86) (MBR:2, HL1:1) bids were solicited; A total of two (2) bid proposals were received. The bid received by R.E.M. Communications was deemed non-responsive after extensive communication with the Support Services Division, as well as the Police Division and the Fire Division. Support Services could not recommend a contract with R.E.M., due to R.E.M.'s inabililty to offer a radio that can work on both analog and digital systems, which is necessary through 2016.
The Purchasing Office is recommending award to the lowest, responsive, responsible and best bidder in compliance with the specifications.
Motorola Solutions Inc., CC# 36-1115800 expires 1/14/16
Total Estimated Annual Expenditure: $900,000.00
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 Two-Way radios & accessories are necessary in the work environment of Public Safety and other city agencies and any discontinuation of this product would negatively affect the delivery of valuable public services.
FISCAL IMPACT: Funding to establish these option contracts is from the General Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into one (1) Universal Term Contract for the option to purchase Two-Way Radios and Accessories with Motorola Solutions Inc.; to authorize the expenditure of one (1) dollar to establish the contract from the General Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on October 16, 2014; two bids were received and the lowest, responsive, responsible and best bid has been selected; 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, Two-Way Radios and Accessories are necessary in the work environment of Public Safety and other city agencies, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance and Management, Purchasing Office, in that it is immediately necessary to enter into contract with Motorola Solutions Inc. for the option to purchase Two-Way Radios and Accessories to ensure uninterrupted supply of materials and 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 and Management Director be and is hereby authorized to enter into the following contract for an option to purchase Two-Way Radios and Accessories with Solicitation SA005619; contract is through September 30, 2017 and may be extended for one (1) additional one year subject to mutual agreement by both parties:
Motorola Solutions, Inc.; Awarded all items; Amount $1.00.
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund 10, OCA: 450047, Object Level 3: 2270 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.