Explanation
BACKGROUND: To establish a UTC contract for the option to purchase Replacement Radio Batteries for the Department of Public Safety Division of Support Services, the largest user. The term of the proposed option contract are up to and including September 30, 2017. These Replacement Radio Batteries will be utilized by all City agencies for replacement and new 800MHz, UHF and VHF radio battery purchases. Motorola Inc., is the lowest responsive, responsible bidder meeting the quality standard specified within the bid specifications of formal bid SA005667. Two (2) bidders submitted bids that were lower in price but did not meet the quality standard. The term of the proposed option contract is three (3) years, expiring September 30, 2017, with the option to renew for one (1) additional year.
The Purchasing Office advertised and solicited competitive bids in accordance with Chapter 329 (Solicitation SA005667) One hundred thirty-nine (139) (MBR:3, M1A:2, HL1: 2, F1: 1) bids were solicited; A total of eight (8) bid proposals (F1:1) were received.
Impact Power Technologies and Holzberg Communications each submitted lower bids. The City conducted research and determined that some of the batteries submitted by Impact Power Technologies and Holzberg Communications are not intrinsically safe. Each of these bids were rejected since Police and Fire require intrinsically safe batteries to operate their radios. It is a safety issue.
The Department of Public Safety Division of Support Services is recommending award of a contract to the lowest responsive, responsible and best bidder that meets all quality and safety standards:
Motorola Solutions Inc., CC#361115800 (Expires 01/24/2016)
Total Estimated Annual Expenditure: $100,000.00
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 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 Replacement Radio Batteries 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 December 4, 2014; nine bids were received and the lowest responsive, responsible and best bidder that meets all quality and safety standards 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, because Replacement Radio Batteries will be used to provide replacement radio batteries to maintain operation of existing radios throughout the City, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the multiple City departments in that it is immediately necessary to enter into a contract for an option to purchase Replacement Radio Batteries , 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 a contract for the option to purchase Replacement Radio Batteries with a term ending September 30, 2017, with the option to extend the contract for one (1) additional one-year period, subject to mutual agreement, as follows:
Motorola Inc., 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.