Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to issue a purchase order to C&A Harley Davidson, Inc. for the purchase of three (3) Harley Davidson FLHTP Police motorcycles for the Police Division. The following bids were received by the Purchasing office on March 20, 2008, for the purchase of Police motorcycles via SA002832.
Bid Amount
Vendor Fully equipped Status
C & A Harley Davidson $28,790.00 EA Majority
After review of the bids received, the Fleet Management Division and the Police Division recommend acceptance of the only responsive, responsible and best bid submitted by C & A Harley Davidson, Inc. in the total amount of $86,370.00 for the purchase of three (3) motorcycles.
CONTRACT COMPLIANCE: C & A Harley Davidson, Inc. 34-1495631 expires 9/21/2008.
EMERGENCY ACTION is necessary so that the purchase order for these motorcycles can be issued as soon as possible in order to meet the manufacturer's order cutoff deadline.
FISCAL IMPACT: The Fleet Management Division budgeted $2,130,000 in the 2008 General Fund vehicle allocation. Year to date, approximately $971,033.00 has been encumbered from the General Fund vehicle allocation to purchase sixty (60) city vehicles. This ordinance authorizes an expenditure of $86,370.00 for the purchase of three (3) Harley Davidson motorcycles for the Police Division. These motorcycles will replace current units with high mileage.
Title
To authorize the Finance and Management Director to establish a purchase order with C&A Harley Davidson, Inc. for three motorcycles for the Public Safety Department, Police Division, per the terms and conditions of SA002832 with C&A Harley Davidson, Inc.; to authorize the expenditure of $86,370.00 from the 2008 General Fund vehicle allocation in the Fleet Management Division; and to declare an emergency. ($86,370.00)
Body
WHEREAS, the Police Division needs to replace motorcycles, 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 SA002832, and
WHEREAS, the Fleet Management Division and the Police Division recommend acceptance of the only responsible, responsive and best bid as submitted by C&A Harley Davidson, Inc., 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 three motorcycles for the Police Division, thereby ensuring these replacement motorcylces are ordered by the manufactuer's cut-off date, 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 to issue a purchase order with C&A Harley Davidson to purchase three motorcycles for the Police Division via the Fleet Management Division General Fund vehicle allocation, in accordance with Solicitation SA002832.
Section 2. That the expenditure of $86,370.00, 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 1 06; 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.