Explanation
BACKGROUND: This ordinance authorizes the Finance and Management Director to issue a purchase order to A.D. Farrow Co., LLC for the purchase of nine (9) Harley Davidson Police motorcycles for the Police Division. The following bids were received by the Purchasing office on April 26, 2007 for the purchase of Police motorcycles via SA002375.
Bid Amount
Vendor Fully equipped Training Service manuals Status
A.D. Farrow Co., LLC $24,288.79 $1,785.00 $200.20 Majority
C & A Harley Davidson $16,560.00 No Bid No Bid 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 A.D. Farrow Co., LLC in the total amount of $220,784.51 for the purchase of nine (9) motorcycles. Also included in the overall bid is $1,785.00 for training and $200.20 for two sets of service and parts manuals for the Fleet Management Division. The bid by C & A Harley Davidson did not include the lighting system and communication equipment specified in the bid and therefore is non-responsive.
CONTRACT COMPLIANCE: A.D. Farrow Co., LLC; 32-0045982, expires 7/21/2007.
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 $4 million in the 2007 General Fund vehicle allocation and $1 million in the Safety Staffing Contingency Fund for vehicles. Year to date, approximately $2.4 million has been encumbered from the General Fund vehicle allocation and an additional $1 million was encumbered from the Safety Staffing Contingency Fund for the purchase of approximately 157 city vehicles. This ordinance authorizes an expenditure of $220,784.51 for the purchase of nine (9) 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 to purchase Harley Davidson motorcycles for the Public Safety Department, Police Division, per the terms and conditions of SA002375 with A.D. Farrow Co., LLC.; to authorize the expenditure of $220,784.51 from the 2007 General Fund vehicle allocation in the Fleet Management Division; and to declare an emergency. ($220,784.51)
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 SA002375, and
WHEREAS, the Fleet Management Division and the Police Division recommend acceptance of the lowest responsible, responsive and best bid submitted by A.D. Farrow Co., LLC., 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 motorcycles 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 A.D. Farrow Co., LLC to purchase Harley Davidson motorcycles for the Police Division via the Fleet Management Division General Fund vehicle allocation, in accordance with Solicitations SA002375.
Section 2. That the expenditure of $220,784.51, 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.