Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to issue a purchase order to Germain Ford for the purchase of five (5) Ford Explorer Police Canine Units for the Police Division. The Police Division needs to replace existing high mileage canine units. The following bids were received by the Purchasing office on May 3, 2007 for the purchase of Canine units via SA002388.
Vendor Bid Amount Status
Germain Ford $42,999.00 per unit Majority
After review of the bids received, the Fleet Management Division and the Police Division recommend acceptance of the lowest responsive, responsible, and best bid submitted by Germain Ford in the total amount of $214,995.00 for the purchase of five (5) canine units.
CONTRACT COMPLIANCE: Contract Compliance for Germain Ford.; 31-1742492, which expires 05/09/2008
EMERGENCY ACTION is necessary so that the purchase order for these vehicles can be issued as soon as possible in order to meet the manufacturer's order cutoff deadline.
FISCAL IMPACT: The Fleet Management Division budgeted $4 million in the 2007 General Fund vehicle allocation and an additional $1 million for vehicles in the Safety Staffing Contingency Fund. Year to date, approximately $3.4 million has been encumbered thus far from the General Fund vehicle allocation and the Safety Staffing Contingency Fund for the purchase of approximately 157 city vehicles. This ordinance authorizes an expenditure of $214,995.00 for the purchase of five (5) Ford Explorer Canine units for the Police Division from the General Fund vehicle allocation.
Title
To authorize the Finance and Management Director to establish a purchase order to purchase Police Canine units for the Public Safety Department, Police Division, per the terms and conditions of SA002388 from Germain Ford; to authorize the expenditure of $214,995.00 from the General Fund vehicle allocation, and to declare an emergency. ($214,995.00)
Body
WHEREAS, the Police Division needs to replace canine units, and
WHEREAS, funds are budgeted in the Fleet Management Division General Fund vehicle allocation for vehicle replacements, and
WHEREAS, a formal advertisement for bids was solicited via SA002388CGW, and
WHEREAS, the Fleet Management Division and the Police Division recommends acceptance of the lowest responsible, responsive, and best bid submitted by Germain Ford, and
WHEREAS, an emergency exists in the usual daily operation of the Finance and Management Department, Fleet Management Division, in that it is immediately necessary to authorize the Finance and Management Director to issue a purchase order for the purchase of canine units for the Police Division, 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 Director of Finance and Management be and is hereby authorized and directed to issue a purchase order to Germain Ford to purchase canine units for the Police Division via the Fleet Management Division General Fund vehicle allocation, in accordance with Solicitations SA002388CGW.
SECTION 2. That the expenditure of $214,995.00, or so much thereof as may be necessary, be and is hereby authorized from funds available within the Fleet Management Division General Fund vehicle allocation, Department No. 45-05, Fund 010, OCA Code 451201, OL3 Code 6650.
SECTION 3. That for the reasons 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.