Explanation
BACKGROUND: This ordinance authorizes the option to purchase Motorola Radio and Electronic Replacement Parts for the Department of Public Safety, Division of Support Services and all city agencies. The term of the proposed option contract will be through October 31, 2015 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA005058. The Purchasing Office opened formal bids on August 22, 2013. This contract provides the ability to purchase repair and replacement parts for two way radios operating primarily on the City of Columbus public safety radio system, as well radios used by other City agencies.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005058). Eighty one (81) bids were solicited (MAJ: 77, MBR: 1, M1A: 1, HL1: 1, FL1: 1 ) Three (3) bids were received (MAJ: 3).
Power Products Unlimited submitted a response with an incomplete pricelist and the Purchasing Office has confirmed they do not sell the complete line of Motorola replacement parts. Motorola Solutions submitted additional terms and conditions which conflicted with the bid requirements.
Therefore, the Purchasing Office is recommending award of the contract to the lowest responsive, responsible and best bidder:
Holzberg Communications, Inc., CC#222864676, exp. 05/22/2014
Total Estimated Annual Expenditure: $100,000.00
This company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of States database for Findings for Recovery.
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. The city agency will be required to obtain approval to expend from its own appropriations.
Title
To authorize the Finance and Management Director to enter into a contract for the option to purchase Motorola Radio and Electronic Replacement Parts with Holzberg Communications, Inc. and to authorize the expenditure of one dollar ($1.00) to establish this contract from the Mail, Print Services, and UTC Fund; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on August 22, 2013 and selected the lowest responsive, responsible and best bid; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices 2) encouraging economic development by improving access to City bid opportunities and 3) providing an effective option contracts for the Department of Public Safety, and other city agencies and to efficiently maintain their supply chain and service to the public; and
WHEREAS, because Motorola Radio and Electronic Replacement Parts will be used to purchase replacement parts for two way radios used in emergency communications, 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/Division of Support Services in that it is immediately necessary to enter into a contract for the option to purchase Motorola Radio and Electronic Replacement 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 and Management Director be and is hereby authorized to enter into the following contract for the option to purchase Motorola Radio and Electronic Replacement Parts for the term ending October 31, 2015 with the option to extend for one additional year in accordance with Solicitation No. SA005058 as follows:
Holzberg Communications, Inc., All items, Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services, and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3. 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.