Explanation
Background: This legislation authorizes the Finance and Management Director to enter into an Universal Term Contract (UTC) for Video Storage Equipment, maintenance and support for the Division of Police with CDW Government, LLC. Video Storage products and services will be utilized by law enforcement to preserve video evidence from crime scenes and other public interactions. The term of the proposed option contract is for three (3) years from the contract execution. The contract may be extended for up to two additional one (1) year periods, subject to mutual agreement by both parties.
Bid Information: RFQ004361 was advertised and Request For Proposals were received on March 9, 2017. Eight (8) responses were received.
An evaluation committee consisted of representatives from Departments of Technology, Public Safety and Finance and Management. Of the eight (8) vendors that submitted proposals, four (4) finalists were selected for further evaluation and scoring. The finalists were invited to present their solutions and to answer questions. After review of the evaluation committee's work, the Directors of Finance and Management, Public Safety and Technology recommend acceptance of the proposal submitted by CDW Government, LLC.
A waiver of the Columbus City Codes is being requested as the current City Code does not provide an RFP process for other than professional services.
The vendor recommendation award to: CDW Government, LLC; Vendor Account # 007352.
Total Estimated five year expenditure: $2,113,053.78
This company is not debarred according to the Excluded Party Listing System of the Federal Government or prohibited from being awarded a contract according to the Auditor of State Unresolved Findings for Recovery Certified Search.
Emergency action is requested so that Video Storage can be ready and available in time for further deployment of the body worn cameras utilized by the Division of Police. This will have a direct effect on the security and safety of civilians and police officers of the City of Columbus.
Fiscal Impact: Funding to establish this $1 option contract is from the General Fund. City agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into a contract with CDW Government, LLC for the option to purchase Video Storage Equipment to be used by the Division of Police, as well as associated accessories, software, maintenance, and support; to waive the competitive bidding requirement of City Code Chapter 329; to authorize the expenditure of $1.00 to establish the contract from the General Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, there is a need to purchase Video Storage for the Division of Police; and
WHEREAS, the Purchasing Office advertised and solicited proposals; and
WHEREAS, after review the Directors of Finance and Management, Public Safety and Technology recommend acceptance of the proposal submitted by CDW Government, LLC; and
WHEREAS, this ordinance requests a waiver of applicable competitive bidding requirements of Chapter 329 of the City Code because the City Code does not provide for a Request For Proposal (RFP) process for goods; and
WHEREAS, this ordinance addresses Purchasing objectives 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, an emergency exists in the usual daily operation of the Department of Public Safety, Division of Police, in that it is immediately necessary to authorize the Finance and Management Director to enter into an option contract for the purchase of Video Storage for use by the Division of Police for the immediate preservation of 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 is hereby authorized to establish an option contract for Video Storage with CDW Government, LLC and associated accessories, software, maintenance, and support for the Division of Police in accordance with solicitation RFQ004361 for the term expiring three (3) years from contract execution. The contract may be extended for up to two additional one (1) year periods, subject to mutual agreement by both parties.
CDW Government, LLC, Negotiated Contract, $1.00
SECTION 2. That this Council finds it is in the best interest of the City of Columbus to waive the competitive bidding requirements of Chapter 329 of the City Code.
SECTION 3. That the expenditure of $1.00 is hereby authorized in Fund 1000 General Fund in Object Class 03 Services, Materials and Supplies per the account codes in the attachment of this ordinance.
SECTION 4. That for the reason stated in the preamble hereto, which is hereby made a part hereof, this ordinance is hereby declared to be and 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.