Explanation
Need: The Columbus Health Department has a need to replace the five digital video recorders (DVR) that are a part of the existing building security system at 240 Parsons Avenue. The current DVRs are aged and failing, and the manufacturer no longer offers replacement parts when repairs are needed. Because an emergency exists and there is not enough time to obtain formal bids without compromising security operations, this legislation requests waiving the competitive bidding procedures of Chapter 329 of Columbus City Code and authorizing the Director of Department of Finance and Management to make this purchase. The total amount of this expenditure is $30,865.00.
Although the emergency did not allow for formal bids, informal bids were sought through the City's Vendor Services webpage, Solicitation No. SO025650, and bids were received from three vendors. The bid price received for each DVR was:
Bid Vendor Contract Compliance No. Expiration Date
$5,797.00 KNS Services, Inc. 31-1460220 12/18/08
$6,410.00 North American Video, Inc. 22-3389053 09/26/08
$6,649.29 Lynk3 Technologies None
The security system for the Health Department was installed and is maintained by Matrix Systems Inc. Besides being the low bidder, KNS Services, Inc., is the only bidder that is an authorized licensed affiliate of Matrix Systems. As such, they are authorized to install the DVR's.
Emergency Designation: Emergency legislation is necessary to complete the purchase and installation as soon as possible.
Fiscal Impact: This capital improvement project expenditure is budgeted within The Blind School Renovation Project, Fund 706.
Title
To authorize and direct the City's Finance and Management Director to establish a purchase order with KNS Services, Inc., for the purchase and installation of a digital video recording system at the Health Department; to authorize the expenditure of $30,865.00 from the Health Renovation Fund; to waive the provisions of the competitive bidding provisions of the Columbus City Code; and to declare an emergency. ($30,865.00)
Body
WHEREAS, the Health Department's security system has five digital video recorders (DVR) that are aged and failing, and the manufacturer no longer offers replacement parts when repairs are needed; and
WHEREAS, an emergency exists because the equipment is no longer dependable and there is not enough time to obtain formal bids without compromising security operations; and
WHEREAS, it is in the best interest of the City that competitive bidding be waived; and
WHEREAS, informal bids were sought through the City's Vendor Services webpage, Solicitation No. SO025650, and bids were received from three vendors with KNS Services, Inc., being the lowest and best bidder; and
WHEREAS, an emergency exists in the daily operations of the Department of Health in that it is immediately necessary to enter into a contract for the purchase of DVR's for the Health Department's 240 Parsons Avenue facility for the immediate preservation of the public peace, property, health, safety and welfare, now therefore
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Director of Finance and Management is hereby authorized and directed to establish a purchase order with KNS Services, Inc., for the purchase and installation of a digital video recording system at the Health Department's 240 Parsons Avenue facility.
Section 2. That the expenditure of $30,865.00 is hereby authorized from the Health Renovation Fund, Fund No. 706, Project No. 570053, Department of Health, Division No. 50, Object Level One 06, Object Level Three 6644, OCA No. 501713.
Section 3. That in accordance with Section 329.27 of Columbus City Codes, this Council finds it is in the best interest of the City of Columbus to waive the provisions of Section 329.06 of the Columbus City Codes to permit the aforementioned purchase.
Section 4. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance and to make any accounting changes necessary to ensure that this contract is properly accounted for and recorded accurately on the City's financial records.
Section 5. That for reasons stated in the preamble hereto, which is hereby made a part thereof, 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.