City of Columbus - File #: 1682-2009

• File #: 1682-2009
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 12/1/2009
• In control: Safety Committee
• On agenda: 12/14/2009
• Final action: 12/16/2009
• Title: To authorize and direct the Finance & Management Director to enter into a contract for the option to purchase Motorola Radio and Electronics Replacement Parts for the Police /Support Services Division, the largest user, to authorize the expenditure of one (1) dollar to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)

Date	Ver.	Action By	Action	Result
12/16/2009	1	CITY CLERK	Attest
12/15/2009	1	MAYOR	Signed
12/14/2009	1	Columbus City Council	Approved	Pass
12/14/2009	1	COUNCIL PRESIDENT	Signed
12/7/2009	1	Auditor Reviewer	Reviewed and Approved
12/7/2009	1	CITY AUDITOR	Reviewed and Approved
12/7/2009	1	Finance - Purchasing Drafter	Sent for Approval
12/7/2009	1	CITY ATTORNEY	Reviewed and Approved
12/7/2009	1	Finance - Purchasing Drafter	Sent to Clerk's Office for Council
12/4/2009	1	EBOCO Reviewer	Sent for Approval
12/4/2009	1	ODI DIRECTOR	Reviewed and Approved
12/4/2009	1	Finance Drafter	Sent for Approval
12/2/2009	1	FINANCE DIRECTOR	Reviewed and Approved
12/2/2009	1	Finance Drafter	Sent for Approval
12/1/2009	1	Finance - Purchasing Drafter	Sent for Approval
12/1/2009	1	Finance - Purchasing Reviewer	Reviewed and Approved
12/1/2009	1	Finance Reviewer	Reviewed and Approved

Explanation

BACKGROUND: For the option to purchase Motorola Radio and Electronics Replacement Parts for Police / Support Services Division, the largest user. This contract provides the ability to purchase replacement parts for two way radios including Motorola 800MHz, UHF, and VHF units that are used by all City agencies but primarily by law enforcement personnel.

The term of the proposed option contract would be through September 30, 2012 with the option to extend the contract for one additional year, subject to mutual agreement. The Purchasing Office opened formal bids on November 5, 2009.

The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06, Solicitation SA003428. Fifty seven (57) bids were solicited (F1: 0, M1A: 0). Four (4) bids were received. One (1) bid was rejected. Motorola submitted additional terms and conditions which conflicted with the bid requirements.

The Purchasing Office is recommending award of the contract to the lowest, responsive, responsible and best bidder:

Bear Communications. CC#953868203 (Expires August 20, 2011), All items.
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 this option contract is budgeted in the Mail, Print Services and UTC Fund. City 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 contract for the option to purchase Motorola Radio and Electronics Replacement Parts for the Police /Support Services Di...