Explanation
Background: This ordinance is for the option to establish one (1) UTC contract for Patrol Mountain Bicycles, associated accessories and replacement parts to be used by the Columbus Division of Police in their daily policing operations. The term of the proposed option contract is through December 31, 2021, with an option to extend for one (1) additional year, subject to mutual agreement by both parties. The Purchasing Office opened formal bids on April 27, 2017.
The Purchasing Office advertised and solicited proposals (RFQ005073). An RFP process was utilized for the procurement of goods so that the Division of Police could evaluate different products and make a best value type decision. One (1) proposal was received.
The Purchasing Office is recommending award to the responsive, responsible, and best bidder as follows:
Volcanic Manufacturing LLC d.b.a Volcanic Bikes: CC# 017250; Expires: 4/24/19
Total Estimated Annual Expenditure: $75,000.00
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.
Fiscal Impact: Funding to establish this 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.
This ordinance is being submitted as emergency legislation as no current contract exist and a contract is needed so Patrol Mountain Bicycles specifically manufactured for use in Policing duties can be purchased from the company named herein.
Title
To authorize the Finance and Management Director to enter into one Universal Term Contract for the option to purchase Patrol Mountain Bicycles, associated accessories and parts with Volcanic Manufacturing, LLC, d.b.a. Volcanic Bikes; to waive provisions of the City Code related to competitive bidding, to authorize the expenditure of one dollar ($1.00) to establish the contract from the General Fund ($1.00); and to declare an emergency.
Body
WHEREAS, Mountain Patrol Bicycles are needed by the Columbus Division of Police for daily policing duties; and
WHEREAS, the Purchasing Office advertised and solicited proposals due on April 27, 2017 and selected Volcanic Manufacturing, LL,C d.b.a. Volcanic Bikes, to negotiate a contract; and
WHEREAS, a Request for Proposal (RFP) process was utilized for a best value procurement and the City Code has no provisions to use an RFP process for the purchase of goods, therefore, a waiver of the competitive bidding provisions of the Columbus City Code is requested in order to enter into contract; 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 Columbus Division of Police, in that it is immediately necessary to enter into a contract for the option to purchase Patrol Mountain Bicycles, associated accessories and parts so vital policing duties can be performed while providing officers with a tool specifically designed for policing duties; 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 enter into the following contract for the option to purchase Patrol Mountain Bicycles, associated accessories and parts through December 31, 2021 with the option to extend for one (1) additional year in accordance with Request for Quote No. RFQ005073;
Volcanic Manufacturing, LLC, d.b.a. Volcanic Bikes; All items and discounts as specified, proposed and negotiated; $1.00
SECTION 2. That this Council finds that it is in the best interest of the City to waive the applicable sections of the City Code related to competitive bidding in order to use an RFP process to purchase goods instead of professional services as evaluation factors other than lowest price were being considered.
SECTION 3. That the expenditure of $1.00 is hereby authorized in Fund 1000 General Fund in Object Class 02 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 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.