Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director, on behalf of the Division of Support Services, to establish a purchase order with AEROFLEX Wichita, Inc. for test equipment used for servicing emergency communications systems used by the Divisions of Police and Fire.
This test equipment will replace the current test equipment that is 20 years old, obsolete and unreliable. This test equipment is used to service and calibrate the existing 800 MHz radios, microwave, E911 and PBX communications systems used by Police and Fire. These radios and computers are in service 24 hours a day, 365 days per year, to aid emergency personnel in protecting over one million citizens in the City of Columbus and the surrounding metro area.
Currently there are over 9000 voice radios in use on the City of Columbus 800 MHz Public Safety Radio System. Additionally there are hundreds of data radios in use on the City of Columbus data and Fire PA (MOSCAD) systems. The Federal Communications Commission (FCC) has mandated that prior to installation, all transmitting equipment shall be bench tested to ensure proper operation and that the equipment meets stringent operating specifications. Failing to abide by the FCC rules and regulations can cause the City of Columbus to be fined $10,000 per day, per violation.
The Federal Aviation Administration (FAA) mandates additional regulations when referring to the communications equipment used in our fleet of police helicopters. This includes, but is not limited to, transmitting power, transmitting frequency and modulation characteristics. Violations of FAA rules and regulations may result in the loss of the City of Columbus FAA Repair Station Status with the FAA. The City has maintained this status for more than 20 years. In the event that the City of Columbus would lose this status with the FAA, the whole fleet of helicopters could be grounded.
The Division of Support Services maintains and services all of the emergency communications equipment for the City of Columbus. Much of the test equipment was purchased over 20 years ago. This test equipment does not meet the demands of today's computerized digital technology that is found in modern voice and data two-way radios. With the lack of reliable and up-to-date test equipment, we cannot guarantee accurate results during testing and frequency alignments. With the increased level of Homeland Security and the expansion of radio interoperability, it is imperative that we maintain a high level of reliability and expedite service.
BID INFORMATION: The Purchasing Office advertised and solicited competitive bids in accordance with the Columbus City Code, Section 329.06(a), bid #SA002007. There were two bidders, neither offered pricing for all items for which pricing was requested in the ITB. Research showed the items were not bid because each bidder had to purchase the items from third parties. Should there be product failure, and to avoid conflict between parties, the Division feels it is critical that all of the items be purchased from the same supplier. Given there were two bidders, the Purchasing Office sent a request for each bidder to provide pricing for those items not included in the original bid response. One bidder chose to respond the other chose not to respond. AEROFLEX Wichita, Inc. was the bidder.
CONTRACT COMPLIANCE: AEROFLEX Wichita, Inc. #480777904
FISCAL IMPACT: The 2005 Bond sale allocated $1.79 million to Public Safety, Support Services Division for the purchase of Police and Fire Communication Systems. Current balance in the project is $752,868.
Title
To authorize the Finance and Management Director on behalf of the Department of Public Safety, Division of Support Services, to purchase essential test equipment to service emergency communication radios and computers used by the Divisions of Police and Fire; to waive competitive bidding provisions of the Columbus City Code; to authorize the expenditure of $237,540.00 from the Public Safety Voted Bond Fund and to declare an emergency.( $237,540.00)
Body
WHEREAS, the responsibility of the Police and Fire Communications system is that of the Division of Support Services; and,
WHEREAS, the Division of Support Services has a need to purchase essential test equipment to service emergency communication radios and computers used by the divisions of Police and Fire for the Divisions of Police and Fire; and,
WHEREAS, The Purchasing Office advertised and solicited competitive bids in accordance with the Columbus City Code, Section 329.06(a), bid #SA002007.
WHEREAS, it is the best interest of the City to waive competitive bidding and procure the needed test equipment from AEROFLEX Wichita, Inc.
WHEREAS, The Federal Communications Commission (FCC) and The Federal Aviation Administration (FAA) have mandated regulations when referring to the communications equipment used, to avoid fines and losing FAA repair station status.
WHEREAS, an emergency exists in the daily operations of the Division of Support Services, in that is a need for essential test equipment for servicing emergency communication radios and computers used by the Divisions of Police and Fire, and to ensure compliance with The Federal Communications Commission (FCC) and The Federal Aviation Administration (FAA) mandates, in order to preserve the public peace, health, safety and welfare; now, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS
Section 1. The Finance and Management Director, on behalf of the Division of Support Services, establish a purchase order with AEROFLEX Wichita, Inc. for test equipment used for servicing emergency communications systems used by the Divisions of Police and Fire.
Section 2. To abide by the Federal Communication Commission's rules and regulations to avoid the City of Columbus being fined $10,000 per day, per violation.
Section 3. To ensure compliance with Federal Aviation Administration mandates.
Section 4. That in accordance with 329.07 of the Columbus City Code this Council finds it is in the best interest of the City by waiving, and does hereby waive, Section 329.06 of the Columbus City Code.
Section 5. That for the purpose stated in Section 1 hereof, the purchase be allowed:
DIVISION FUND PROJECT OCA OBJ LEVEL 3 AMOUNT
3002 701 320001 642629 6644 $237,540.00
Section 6. 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.