Explanation
BACKGROUND: For the option to purchase Motorola Radio Repair Parts for the Department of Public Safety, Support Services, the largest user. The term of the proposed option contract would be two and one-half (2.5) years. Contract is through December 31, 2009. The Purchasing Office opened formal bids on April 5, 2007.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation SA002338JY) Twenty-four bids were solicited; Four (4) bids were received (MAJ-4). The lowest bidder submitted additional terms and conditions which were acceptable to the City Attorney and the Agency. Also, Motorola was unable to meet specification 3.1.2 requiring discount on total catalogue exempting a limited number of items which was acceptable to the City Attorney and the Agency. Therefore a waiver is required.
The Purchasing Office is recommending the contract award to the lowest and best bidder:
Motorola , Inc., MAJ, CC #36-1115800 (Expires April 28, 2008)
Total Estimated Annual Expenditure: $90,000.00
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 this option contract is budgeted in the Universal Term Contract (UTC) Fund. The Department of Public Safety/Support Services and other agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize and direct the Finance & Management Director to enter into a UTC for the option to purchase Motorola Radio Repair Parts with Motorola, Inc., to authorize the expenditure of one (1) dollar to establish the contract from the Purchasing UTC Fund, to waive competitive bidding and to declare an emergency. ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 5, 2007 and selected the lowest and best bid; and
WHEREAS, the lowest and best bidder submitted additional terms and conditions that are acceptable to Department of Public Safety, Division of Support Services, the largest user; and
WHEREAS, due to the acceptance of additional terms and conditions and in accordance with Section 329.27 of the Columbus City Code this legislation is being submitted as a waiver, 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, these radio repair parts are used to keep city radio equipment operational, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Public Safety, Support Services in that it is immediately necessary to enter into a contract for an option to purchase Motorola Radio Repair Parts, 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 the following contract for an option to purchase Motorola Radio Repair Parts in accordance with Solicitation SA002338JY as follows:
Motorola, Inc., All Items, Amount: $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from Purchasing UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. That in accordance with Section 32.27 of the Columbus City Code, this Council finds the best interest of the City is served by waiving, and does hereby waive Section 329.06 of the Columbus City Code.
SECTION 4. That this contract is subject to future monetary appropriations by Columbus City Council.
SECTION 5. 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.