Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to enter into a contract with State Wide Emergency Products, LLC for the purchase of sixty-two (62) Code 3 light bars and sirens and to enter into a contract with Insight Public Sector for sixty-two tough book computers, docking systems, and cruiser video systems for the Division of Police. This purchase is necessary to equip sixty-two (62) police cruisers that are on order. Formal bids were received by the Purchasing Office on January 28, 2010 for the purchase of Code 3 light bars, sirens, Panasonic Cameras, laptops, and accessories via SA#003468 & SA#003470. Ordinance 1687-2009, which passed Council on December 14, 2009, authorized a contract to Germain Ford for the purchase of light bars, sirens, cameras and laptops. However, at the request of the Purchasing office, the original bid award to Germain Ford was cancelled and re-bid. The decision to cancel the award and re-bid it has resulted in a savings of approximately $67,000 for these products.
The following bids were received on January 28th for the light bars and sirens:
Statewide Emergency Products, LLC (Majority) $1,331.00
D&M Distributors (Majority) $1,394.00
D.R. Ebel Fire Equipment (Majority) $1,421.65
On Duty Equipment (Female) $1,362.40
K. E. Rose Co. (Majority) $1,402.49
Parr Public Safety Eqpt. (Female) $1,366.24
Whelen Engineering Co.(Inactive) $ 990.00
Whelen's Engineering was the lowest bid, but do not meet specifications because they did not bid Code 3 light bars and sirens. Code 3 was specified based on Division of Support Services recommendation and because the Division has standardized light bars and sirens to the Code 3 product line. Therefore, the Division of Police recommends a bid award to the lowest bidder meeting specifications, Statewide Emergency Products, LLC in the total amount of $82,522.00.
The following bids were received on January 28th for Panasonic cameras, laptops, and accessories:
Insight Public Sector (PHC) $4,797.50 for cameras, and $4,571.10 for laptops and accessories
Business Services (Majority) $5,489.94 for cameras, and $5,314.94 for laptops and accessories
CDW Government (Majority) $4,929.00 for cameras, and $4,832.55 for laptops and accessories
Global Gov't Education (Majority) $4,932.35 for cameras, and $4,694 for laptops and accessories
Mobile TEK Consulting (Inactive) $5,038.00 for cameras, and $4,837 for laptops and accessories
OGIS Communication (AFA) $5,240.00 for cameras, and $4,890 for laptops and accessories
Paragon Development (Majority) $4,944.00 for cameras, and $4,722 for laptops and accessories
Stepford, Inc. (Inactive) $5,053.17 for cameras, and $4,814.86 for laptops and accessories
Tessco, Inc (PHC) only bid on two accessories items
Waring Enterprises (Majority) $5,177.50 for cameras, and $4,950 for laptops and accessories
WPCS International (Majority) $5,176.49 for cameras, and $ 4,964.01 for laptops and accessories
The Division of Police recommends a bid award to the lowest bidder meeting specifications, Insight Public Sector in the total amount of $580,853.20.
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.
Contract Compliance: Statewide Emergency Products, 54-2105325; expires 2/16/12, Insight Public Sector, 36-3949000, expires 4/04/10
Emergency Designation: Emergency action is necessary so that the contracts for the light bars, sirens, cameras, laptops and accessories can be issued as soon as possible in order to have the equipment available to install into the new cruisers that are on order.
FISCAL IMPACT: This ordinance authorizes an appropriation and expenditure of $663,375.20 in General Permanent Improvement funds for the purchase of sixty-two (62) light bars, sirens, cameras, laptops and accessories for the Division of Police.
Title
To appropriate and transfer $663,375.20 within the General Permanent Improvement Fund; to authorize the Finance and Management Director to enter into contracts with Statewide Emergency Products LLC and Insight Public Sector, Inc. for the purchase of light bars, sirens, cameras, laptops and accessories for the Division of Police; to authorize the expenditure of $663,375.20 from the General Permanent Improvement Fund; and to declare an emergency. ($663,375.20)
Body
WHEREAS, the Division of Police needs to install light bars, sirens, cameras, laptops and accessories for sixty-two (62) new marked police cruisers; and
WHEREAS, funds are available for appropriation for this expenditure in the General Permanent Improvement Fund; and
WHEREAS, formal advertisements for bids (SA003468 and SA003470) were opened on January 28, 2010; and
WHEREAS, the Division of Police recommends acceptance of the lowest, best, and most receptive bids submitted by Statewide Emergency Products LLC and Insight Public Sector, Inc.; 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 authorize the Finance and Management Director to enter into contracts for the purchase of light bars, sirens, cameras, laptops and accessories for the Division of Police, thereby preserving the public peace, health, property, safety and welfare; now, therefore:
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
SECTION 1. That the City Auditor is hereby authorized to appropriate $663,375.20 within the unallocated balance of the General Permanent Improvement Fund ,748, Dept. No 45-01, Project 748999, OCA 643114, Object Level One- 06.
SECTION 2. That funds need to be transferred within the General Permanent Improvement Fund, Fund 748 as follows:
From:
Dept 45-01: Project 748999: OCA 643114: Obj Lvl One- 06: Amount $663,375.20
To:
Dept 30-03: Project 330035: OCA 748035: Obj Lvl One-06; Object Level Three 6650, Amount $663,375.20
SECTION 3. That the Director of Finance and Management be and is hereby authorized to enter into contract with Statewide Emergency Products LLC for the purchase of sixty-two (62) light bars and sirens and enter into a contract with Insight Public Sector, Inc. for the purchase of sixty-two (62) camera systems, laptops and accessories for the Division of Police in accordance with Solicitations SA003468 and SA003470.
SECTION 4. That the expenditure of $663,375.20, or so much thereof as may be needed for the purchase of light bars, sirens, cameras, laptops and accessories is hereby authorized from Dept/Div: 30-03, Fund 748, OCA 748035, Project 330035, Object Level One- 06, Object Level Three- 6650.
SECTION 5. That the City Auditor is authorized to make the necessary transfer between funds, and such funds are hereby appropriated, to carry out the purposes of this ordinance.
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.