30-02 Ordinance RECORD OF ORDINANCES
Dayton Legal Blank, Inc. Form No. 30043
Ordinance No. Passed . 20
AN ORDINANCE WAIVING COMPETITIVE BIDDING
REQUIREMENTS, PURSUANT TO SECTION 8.04
("CONTRACTING PROCEDURES"), PARAGRAPH C. ("WAIVER
OF COMPETITIVE BIDDING") OF THE REVISED DUBLIN
CHARTER FOR THE PROCUREMENT OF 911 PUBLIC SAFETY
ANSWERING POINT (PSAP) COMMUNICATIONS EQUIPMENT
WITHIN THE DIVISION OF POLICE AND APPROPRIATING
FUNDS FOR THE PROCUREMENT OF SAID EQUIPMENT.
WHEREAS, Section 8.04 C ("WAIVER OF COMPETITIVE BIDDING") of the Revised
Dublin Charter authorizes Council, by a vote of no less than five (5) members, to waive
competitive bidding requirements if the statutory or common law of the State of Ohio
does not require competitive bidding or if Council determines that such waiver is the best
interest of the City; and
WHEREAS, pursuant to Section 4931.41 (F) of the Ohio Revised Code, 911 PSAP
equipment is exempt from competitive bidding requirements; and
WHEREAS, Council has determined that waiving competitive bidding requirements for
the 911 PSAP equipment is in the best interest of the City; and
WHEREAS, the annual appropriations must be amended to provide adequate funding for
the procurement of the above-referenced equipment;
NOW, THE FORE BE IT ORDAINED by the Council of the City of Dublin, State
of Ohio, of the elected members concurring:
Section 1. That competitive bidding requirements are hereby waived for the
procurement of Plant Vesta 911 PSAP equipment, to be installed by the Motorola
Corporation, in an amount not to exceed $305,000 and that such waiver is in the best
interest of the City.
Section 2. That there be appropriated from the unappropriated balance in the Capital
Improvement Tax fund, the sum of $238,500 to Account No. 401-0314-780-2522 and
$66,500 to Account No. 401-0314-780-2579 to provide adequate funding for procurement
of the above-referenced equipment.
Section 3. That this ordinance shall be effective upon the earliest date permitted by
law.
Passed this ~ 4'~ day of r(=~~ , 2002.
Mayor - residing Officer
ATTEST: I hereby certify that copies of this
Ordinance/Resolution were posted in the
City of Dublin in accordance with Section
~ 731.25 of the Ohio Revised Code.
~~l irn~c/ 'L~-L.~
Clerk of Council
~ -
~Y 'lerk of Council, Dublin, O
Office of City Manager
5200 Emerald Parkway • Dublin, Ohio 43017-1006
Phone: 614-410-4400 • Fax: 614-410-4490 M e m o
To: Members of Dublin City Council
From: Marsha I. Grigsby, Interim City Manager
Date: February 27, 2002
Waiver of Competitive Bidding Requirements for the Procurement of 911 Public Safety
Re: Answering Point (PSAP) Communications Equipment
David L. Harding, Director of Human Resources/Procurement
BY~ Heinz Von Eckartsberg, Police Lieutenant
Jay Sommerville, Communications Supervisor
Attached for your consideration, please find Ordinance No. 30-02 waiving competitive bidding
requirements for the procurement of 911 Public Safety Answering Point (PSAP) communications
equipment within the Division of Police and appropriating the funds for the purchase of said
equipment.
Section 8.04 (C) of the Revised Dublin Charter authorizes Council, by a vote of no less than five
members, to waive competitive bidding requirements if the statutory or common law of the State of
Ohio does not require competitive bidding or if Council determines that such waiver is in the best
interest of the City. (In the matter at hand, Section 4931.41 (F) of the Ohio Revised Code specifically
exempts 911 PSAP equipment from competitive bidding requirements.)
This purchase involves the replacement of the existing 911 PSAP equipment within the Division of
Police with a new 911 PSAP system. The replacement of this equipment is necessary to
accommodate the new 10-digit dialing and area code overlay that will become mandatory in our
service area on October 31, 2002. In addition, this upgrade will enable the City to accept 911 calls
that are currently being answered by the Columbus Division of Police. Through careful, extensive
research conducted by the Division of Police, it has been concluded that the Plant Vesta 911 PSAP
system, at a total cost of $305,000, would be the most suitable/compatible system, given the City's
present and future needs. While there are other equipment makes that are available at a lower cost,
these makes will not integrate with our console network in the future and will not provide the ease of
network/position expansion to accommodate future needs.
This purchase was originally programmed into the 2001 Operating Budget, but the first two proposals
made by Motorola in the last quarter of 2001, for installation of the system, were rejected for reasons
of cost. The first proposal came in at nearly double the budget; the second proposal was nearly
$170,000 above budget. (The original budget for this project was $200,000 for the PSAP equipment
plus an additional $80,000 in the IT budget for the logging recorder component.) Staff consequently
initiated negotiations to reduce the cost and after numerous subsequent proposals, revisions have now
been made to the scope of work that have significantly reduce the cost without jeopardizing the goals
or quality of the project.
Given that the Plan Vesta 911 PSAP equipment is the most suitable/compatible system available in
light of the City's present and future integration needs, and that staff has significantly reduced the
cost through a long and detailed set of negotiations, staff believes it would be in the best interest of
the City to waive competitive bidding requirements for the purchase of said equipment.
Although the total cost of the 911 PSAP system upgrade is $305,000, staff has obtained a
commitment from Washington Township to reimburse the City for one-half of the total purchase price
up to a maximum of $100,000.
Mr. Jay Sommerville, Communication Supervisor within the Division of Police, has invested
extensive time and effort in research and negotiation on this issue over the past several months and he
is regarded as the resident technical expert on this matter. Mr. Sommerville will be in attendance at
the March 4, 2002 Council Meeting to address questions or provide explanation on the merits of the
new system.
DH/lcw
Attachment