Explanation
Background: This legislation authorizes the Finance and Management Director to issue purchase orders, on behalf of the Fleet Management Division, with Motorola Solutions, Inc., Buckeye Mountain Inc., Upstate Wholesale Supply, Spacebound, Inc., Parr Public Safety, and Funtrails Vans, for the up-fitting of Division of Police vehicles. These up-fitting parts and services are needed so that the vehicles can be placed into service.
The Department of Finance and Management, Fleet Management Division seeks authority to issue purchase orders with Motorola Solutions Inc. for the acquisition of sixty-five (65) in car video systems for the Division of Police. These video systems will be purchases through a State of Ohio cooperative contract. Ordinance #582-87 authorizes City agencies to participate in Ohio Department of Administrative Services (DAS) cooperative contracts. The State of Ohio cooperative contract 573077 with Motorola Solutions, Inc. expires 6/30/2021. The cost of these video systems is $356,750.00.
This legislation also authorizes the Finance and Management Director to establish purchase orders for the purchase of computers and necessary hardware/accessories per the results of bid RFQ015693. This bid was processed in accordance with the competitive bidding provisions of Columbus City Code. Three bids were received and opened for RFQ015693 on June 18, 2020.
The Finance and Management Department recommends awarding the bid as follows:
Lines 10, 20, 30, 80, 90 [which include the Fujitsu Lifebook 7939 computer and associated warranties and cables] awarded to Buckeye Mountain Inc.
Buckeye Mountain Inc., (CC#: 26-3246190, exp. 6/4/22, MAJ - vendor#: 032828) $127,568.00
Lines 40, 100, 110, 120, 130 [which include the Fujitsu Computer Mount, Keyboard Tray, and Sierra Wireless Airlink Router and accessories] awarded to Upstate Wholesale Supply
Upstate Wholesale Supply, (CC#: 16-1382350, exp. 11/2/20, MAJ - vendor#: 000826) $96,882.00
Lines 50, 60, 70 [which include the Wired Car Adapter, Keyboard, and Ethernet Network Adapter] awarded to Spacebound, Inc.
Spacebound, Inc., (CC#: 34-1755801, exp. 6/18/22, MAJ - vendor#:022814) $14,713.87
Lastly, this legislation also authorizes the Finance and Management Director to establish purchase orders for the purchase of up-fitting packages for previously purchased Police vehicles per the results of bid RFQ016219. Two bids were received and opened on September 3, 2020 from Parr Public Safety and Funtrails Vans. All of the lines from the original RFQ were not bid on, resulting in two subsequent RFQs: RFQ016541 for Police Upfit Lights and Sirens was opened on September 24, 2020 with one bid from Parr Public Safety; RFQ016836 for Police Upfit Lines 50 & 60 was opened on October 29, 2020 with two bidders, Parr Public Safety and Funtrails Vans.
The bids were processed in accordance with the competitive bidding provisions of Columbus City Code.
The Finance and Management Department recommends bid awards be made to Parr Public Safety, as the most responsive and responsible bidder as follows:
RFQ016219 Lines 10, 20, 30, 70, 90, 100, & 120 [which include Command Staff Vehicle, Mounted unit pickup truck, bike patrol pickup truck, dive team truck, dive team van vehicle equipment, drivers license card reader] ($35,980.07)
RFQ016541 Lights and Sirens (38,340.00)
RFQ016836 Line Line 20 CSSU van vehicle equipment upfitting ($3,875.61)
Parr Public Safety, (CC#: 20-1619573, exp. 12/31/2020, MAJ vendor number 001060) $78,195.68 total
The Finance and Management Department recommends bid awards be made to Funtrails Vans, as the most responsive and responsible bidder as follows:
RFQ016219 Lines lines 40, 80, 110) [which include Bike Patrol Unit vehicle cap, dive team vehicle cap, dive team vehicle interior storage] ($21,109.60)
RFQ016836 Line Line 10 CSSU van vehicle interior storage ($4,203.78)
Funtrails Vans (CC#: 31-1224828, exp. 8/18/2022, MAJ vendor number 004872) $25,313.38 total
Fiscal Impact: This ordinance authorizes an expenditure of $356,750.00 with Motorola from the Special Income Tax fund for the purchase of sixty-five (65) in car video systems for the Division of Police; $127,568.00 with Buckeye Mountain, Inc., $96,882.00 with Upstate Wholesale Supply, and $14,713.87 with Spacebound, Inc. from the Special Income Tax fund for the purchase of sixty-seven (67) Fujitsu Lifebook Computers and necessary hardware/accessories; the expenditure of $78,195.68 with Parr Public Safety for the purchase of multiple vehicle up-fitting packages for Police; and the expenditure of $25,313.38 with Funtrails Vans for the purchase of multiple vehicle up-fitting packages for Police for a grant total of $699,422.93. The Department of Finance and Management budgeted $9.0 million in the Special Income Tax Fund for 2020 Citywide Vehicle Acquisitions. The Fleet Management Division expended $4.1 million in 2019 and $6.5 million in 2018 from the Special Income Tax Fund for the purchase of vehicles and associated up-fitting for General Fund Departments.
Title
To authorize the Finance and Management Director, on behalf of the Fleet Management Division, to establish purchase orders for the purchase of sixty-five (65) in car video systems with Motorola Solutions, Inc. in accordance with the terms and conditions of State of Ohio Cooperative Contracts; to authorize the Finance and Management Director to establish purchase orders with Buckeye Mountain, Inc., Upstate Wholesale Supply (DBA Brite Computers), and Spacebound Inc., for the purchase of sixty-seven (67) Fujitsu Lifebook Computers and necessary hardware/accessories to be installed in Police vehicles; to authorize the Finance and Management Director to establish purchase orders with Parr Public Safety and Funtrails Vans for the purchase of multiple vehicle up-fitting packages; and to authorize the appropriation and expenditure of $699,422.93 from the Special Income Tax fund. ($699,422.93)
Body
WHEREAS, the City has a need to replace older high mileage and high maintenance vehicles and by doing so will help eliminate some out of “life cycle” vehicle costs; and
WHEREAS, the purchase of in car video systems, computers and light and siren packages are needed to up-fit recently purchased Police vehicles; and
WHEREAS, there is a need for the Fleet Management Division to utilize the State of Ohio Cooperative Contract pricing with Motorola Solutions, Inc. for the for the purchase of sixty-five (65) in car video systems to be installed in Police vehicles; and
WHEREAS, the Purchasing Office advertised a formal bid (RFQ015693) on June 18, 2020 for the acquisition of sixty-seven (67) Fujitsu Lifebook Computers and necessary hardware/accessories to be installed in Police vehicles, and
WHEREAS, the Finance and Management Department recommends a bid award from RFQ015693 be made to Buckeye Mountain Inc., as the lowest, most responsive, and responsible bidder for Lines 10, 20, 30, 80, and 90, which include the Fujitsu Lifebook 7939 computer and associated warranties and cables, and
WHEREAS, the Finance and Management Department recommends a bid award from RFQ015693 be made to Upstate Wholesale Supply., as the lowest, most responsive, and responsible bidder for Lines 40, 100, 110, 120, and 130, which include the Fujitsu Computer Mount, Keyboard Tray, and Sierra Wireless Airlink Router and accessories, and
WHEREAS, the Finance and Management Department recommends a bid award from RFQ015693 be made to Spacebound Inc., as the lowest, most responsive, and responsible bidder for Lines 50, 60, and 70, which include the Wired Car Adapter, Keyboard, and Ethernet Network Adapter, and
WHEREAS, there is a need to purchase up-fitting packages to be installed in Police Interceptors, Command Staff , Mounted Unit, Bike Patrol, and Dive Team Vehicles,; and
WHEREAS, the Purchasing Office advertised a formal bid for Police Up-fit RFQ016219 on August 4, 2020 and two subsequent bids were posted; RFQ016541 on September 24, 2020 for light and siren up-fitting packages and RFQ016836 for CSSU van vehicle up-fitting and
WHEREAS, the Finance and Management Department recommends a bid award to Parr Public Safety., as the lowest, most responsive, and responsible bidder, for RFQ016219 Lines 10, 20, 30, 70, 90, 100, & 120; RFQ016836 Line 20; and RFQ016541 Lines 10 & 20 and;
WHEREAS, the Finance and Management Department recommends a bid award to Funtrails Vans., as the lowest, most responsive, and responsible bidder, for RFQ016219 Lines 40, 80, & 110; and RFQ016836 Line 10; and
WHEREAS, funding for this up-fitting is budgeted and available within the Special Income Tax fund; and
WHEREAS, Ordinance #582-87 authorizes city agencies to participate in Ohio DAS Cooperative contracts and State Contract 573077 is available for telecommunications equipment and;
WHEREAS, it has become necessary in the usual daily operation of the Department of Finance and Management, Fleet Management Division, to authorize the Finance and Management Director to establish purchase orders with Motorola Solutions, Inc., Buckeye Mountain, Inc., Upstate Wholesale Supply (DBA Brite Computers), Spacebound Inc., Parr Public Safety, and Funtrails Vans for the up-fitting of Police vehicles; 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 establish purchase orders pursuant to the terms and conditions of State of Ohio Cooperative Contracts, as follows:
State Contract No. 573077; Motorola Solutions Inc., expires 6/30/2021
Telecommunications equipment ($356,750.00)
SECTION 2. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish purchase orders with Buckeye Mountain, Inc., Upstate Wholesale Supply (DBA Brite Computers), and Spacebound Inc., for the purchase of sixty-seven (67) Fujitsu Lifebook Computers and necessary hardware/accessories.
Buckeye Mountain Inc., (CC#: 26-3246190, exp. 6/4/22, MAJ - vendor#: 032828) $127,568.00
Upstate Wholesale Supply, (CC#: 16-1382350, exp. 11/2/20, MAJ - vendor#: 000826) $96,882.00
Spacebound, Inc., (CC#: 34-1755801, exp. 6/18/22, MAJ - vendor#:022814) $14,713.87
SECTION 3. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish purchase orders with Parr Public Safety., for the purchase of up-fittin for Command Staff Vehicle, Mounted unit pickup truck, bike patrol pickup truck, dive team truck, dive team van vehicle equipment, drivers license card reader, CSSU van, and twelve (12) lights and sirens up-fitting packages.
Parr Public Safety, (CC#: 20-1619573, exp. 12/31/2020, MAJ) $38,340.00
SECTION 4. That the Finance and Management Director, on behalf of the Fleet Management Division, is hereby authorized to establish purchase orders with Funtrails Vans., for the purchase of up-fitting for Bike Patrol Unit vehicle cap, dive team vehicle cap, dive team vehicle interior storage and CSSU van vehicle interior storage.
Funtrails Vans (CC#: 31-1224828, exp. 8/18/2022, MAJ vendor number 004872) $25,313.38 total
SECTION 5. That from the unappropriated monies and from all monies estimated to come into said fund from any and all sources and unappropriated for any other purpose during the fiscal year ending December 31, 2020, the sum of $699,422.93 is appropriated in the Special Income Tax Fund 4430, Sub-Fund 443001 in Object Class 06, per the account codes in the attachment to this ordinance:
See Attached File: Ord 1949-2020 Legislation Template.xls
SECTION 5. That the expenditure of $699,422.93 so much thereof as may be necessary, in regard to the actions authorized in Sections 1 and 2 be and is hereby authorized and approved from the Special Income Tax Fund 4430, Sub-Fund 443001 in Object Class 06 per the accounting codes in the attachment to the ordinance:
See Attached File: Ord 1949-2020 Legislation Template.xls
SECTION 6. That the monies in the foregoing Sections shall be paid upon order of the Director of Finance and Management, and that no order shall be drawn or money paid except by voucher, the form of which shall be approved by the City Auditor.
SECTION 7. That the funds necessary to carry out the purpose of this ordinance are hereby deemed appropriated, and the City Auditor shall establish such accounting codes as necessary.
SECTION 8. That the City Auditor is authorized to make any accounting changes to revise the funding source for all contracts or contract modifications associated with this ordinance.
SECTION 9. That this Ordinance shall take effect and be in force from and after the earliest period allowed by law.