Explanation
This ordinance authorizes the Finance and Management Director on behalf of the Fleet Management Division to enter into contract with Parr Public Safety Equipment Inc for the up fitting of seventy-five (75) Crown Victoria Police Interceptors on behalf of the Division of Police. Ordinance 0925-2012, which passed May 7, 2012, authorized the purchase of such vehicles. The Public Safety Department, Communications Division will oversee the installation of equipment in these Police vehicles.
The upfitting of these vehicles will include the installation of lighting components, light bars, cameras, and communication infrastructure so they will be ready to be deployed into service. Because of the complexity of the service for the "upfitting" it was determined that an "Request For Information" (RFI) process be used to select a vendor related to several key factors for an award and they were: the vendor must have certified installers for the Panasonic Arbitrator & Brite Computer Console system, full service warranty services upon immediate notification (within a 2-4 hour window), previous experience with installations for the similar equipment, and be able to guarantee delivery of at least eight cruisers per week, once all the "parts & pieces" were in for the "upfits". After publishing the RFI on the city's Vendor Services website, three vendors responded indicating their willingness to submit competitive bids. After a panel from Fleet Management, Support Services, and Purchasing conducted interviews with all three, Fleet Management and Support Services determined that Parr Public Safety Equipment Inc was the only vendor capable of providing the services within the parameters desired, thereby receiving the contract for these services.
Emergency action is requested to allow the upfitting of the new cruisers and their deployment into service as soon as possible thereby removing older, high maintenance vehicles.
Contract compliance number: 201619573 which expires 12/31/2013.
Fiscal Impact: a total of $415,412.75 will be spent from the Special Income Tax Fund for the Division of Police. This ordinance authorized the appropriation and expenditure of $415,412.75 from the Special Income Tax Fund.
Title
To authorize the Finance and Management Director to create a purchase order with Parr Public Safety Equipment Inc. for the upfitting of seventy-five (75) 2011 Crown Victoria Police Interceptors; to authorize the appropriation of $415,412.75 from the Special Income Tax Fund; to authorize the expenditure of $415,412.75 from the Special Income Tax Fund; to waive the competitive bidding provisions of the Columbus City Codes; and to declare an emergency. ($415,412.75)
Body
WHEREAS, the Fleet Management Division purchased seventy-five 2011 Crown Victorias on behalf of the Division of Police; and
WHEREAS, it is now necessary to upfit the cruisers with lighting components, light bars, radios and other communication infrastructure which will be overseen by the Communications Division so they can be deployed onto the City streets as soon as possible; and
WHEREAS, a Request for Information was published on Vendor Services for the upfitting; and
WHEREAS, Parr Public Safety Equipment Inc was the sole vendor to respond to this RFI and will be awarded this contract; and
WHEREAS, it is in the best interest of the City to waive competitive bidding requirements as Parr Public Safety has certified installers and meet all requirements on installation and warranty work thereby validating the warranty; and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Fleet Management Division, in that it is immediately necessary to upfit the newly purchased Police cruisers so that they are ready to be deployed into the Police Fleet as soon as possible, 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 and Management Director on behalf of the Fleet Management Division is hereby authorized to issue a purchase order with Parr Public Safety Equipment Inc for the upfitting of seventy-five (75) 2011 Crown Victoria Police Interceptors with lighting components, light bars, cameras and communication infrastructure so they can be placed in service as soon as possible.
Section 2. That the City Auditor is authorized to appropriate $415,412.75 within the Special Income Tax Fund as follows:
Department: 30-03
Fund: 430
OCA: 430036
Obj Level 03: 6643
Amount: $415,412.75
Section 3. That the expenditure of $415,412.75, or so much thereof as may be necessary, in regard to the action authorized in Section 2, be and is hereby authorized from the Special Income Tax Fund 430 as follows:
Department: 30-03
Fund: 430
OCA: 430036
Obj Level 03: 6643
Amount: $415,412.75
Section 4. That in accordance with the Columbus City Codes, City Council has determined it is in the best interest of the City of Columbus that the bidding requirements be and hereby are waived for the action authorized in SECTION 1.
Section 5. 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.