Explanation
BACKGROUND: The Police Division needs to purchase three (3) prisoner transport vehicles to replace old, worn out, high mileage vehicles that are not cost effective to maintain or repair. Legislation passed Council on December 13, 2004 for the initial three (3) prisoner transport vehicles, Ordinance 2156-2004. This legislation authorizes the purchase of three (3) additional cab & chassis with modular bodies for prisoner transport vehicles from Bob McDorman Chevrolet using General Fund monies allocated to the Fleet Management Division for vehicle replacement in accordance with Solicitation SA001340GRW. Bids were received November 18, 2004 as follows:
Vendor Price (ea.)
Byers Chevrolet LLC $47,493.00
Greenfield Pontiac Buick $50,620.00
Bob McDorman Chevrolet $50,893.91
Havis-Shields Equipment Corp. $53,884.00
Graham Ford $54,991.00
Sixty six (66) vendors were solicited (1 MBE). Five (5) bids were received as listed above. Byers Chevrolet was the apparent low bidder; however, they did not meet specification 3.14.1 for an extended cab and bid a regular cab, making them non-responsive. Greenfield Pontiac Buick GMC is the next apparent low bidder, however when the local credit is applied, Bob McDorman Chevrolet is the lowest responsive and responsible bidder.
Bob McDorman Chevrolet contract compliance number is 310714139, expires 9/03/2005. Bob McDorman is a majority business enterprise.
Emergency action is necessary to meet the manufacturer's order cutoff deadline.
FISCAL IMPACT: The Fleet Management Division Funds budgeted $3 million in the 2005 General Fund budget for the purchase of Public Safety vehicles. This ordinance authorizes an expenditure of $152,681.73. The Fleet Management Division purchased three (3) prisoner transport vehicles for the Police Division in 2004 at a cost of $152,681.73.
Title
To authorize the Finance Director to establish a purchase order to purchase three (3) prisoner transport vehicles for the Police Division from Bob McDorman Chevrolet, to authorize the expenditure of $152,681.73 from the General Fund, and to declare an emergency. ($152,681.73)
Body
WHEREAS, the Police Division needs to replace prisoner transport vehicles that have high mileage and excessive maintenance costs; and
WHEREAS, the Fleet Management Division has General Fund monies budgeted for vehicle replacements, and
WHEREAS, bids were taken for these vehicles via Solicitation SA001340GRW,
WHEREAS, Bob McDorman Chevrolet is the lowest, most responsive and most responsible bidder that met the specifications, and
WHEREAS, an emergency exists in the usual daily operation of the Public Service Department, Fleet Management Division, in that it is immediately necessary to establish a purchase order so that Fleet Management will meet the manufacturer's order cutoff deadline for the purchase of three (3) prisoner transport vehicles for the Police Division, thereby preserving the public health, peace, property, safety, and welfare, now, in which the emergency is set forth and defined in a preamble thereto, therefore,
BE IT ORDAINED BY THE COUNCIL OF THE CITY OF COLUMBUS:
Section 1. That the Finance Director be and is hereby authorized and directed to issue a purchase order to purchase three (3) additional prisoner transport vehicles from Bob McDorman Chevrolet for the Police Division in accordance with Solicitation SA001340GRW.
Section 2. That the expenditure of $152,681.73, 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. 59-05; Fund 010; OCA Code 591201; OL3 Code 6650.
Section 3. That for the reasons stated in the preamble hereto, which is hereby made a part hereof, this ordinance is 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.