Explanation
BACKGROUND: To modify and extend the existing contract for the option to purchase OEM Motorcycle Parts for the Purchasing Office to and including July 31, 2005.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06. Formal bids were opened on July 18, 2002 (SA000295 GRW): 3 bids received: MAJ 3; 15 bids solicited: MAJ 14, MBE 1; FBE 0); Contracts FL0001309 with C&A Harley Davidson Inc (contract compliance number 341495631). and FL0001310 with Classic Cycles LTD Inc., (contract compliance number 311040116) were approved per Ordinance #1418-02, passed September 16 2002.
1. Amount of additional funds: No funding is required to extend these option contracts. Fleet Management must obtain approval to expend from their own budgeted fund for their estimated expenditures. The annual expenditure estimate is $30,000.00. ($20,000.00 to C&A Harley Davidson and $10,000.00 to Classic Cycles LTD Inc.)
2. Reason additional needs were not foreseen: Not applicable. The original contract was established with the option to renew if all parties agree.
3. Reason other procurement processes not used: It is in the best interest of the city to continue to utilize the terms, conditions and pricing in the existing contracts.
4. How cost was determined: Pricing is in accordance with SA000295 GRW.
FISCAL IMPACT: No funding is required to extend the option contract.
This ordinance is being submitted as an emergency because without emergency action, no less then thirty-seven days will be added to the procurement cycle and the efficient delivery of valuable public services will be slowed.
Title
To authorize and direct the Finance Director to modify and extend the citywide contract for the option to purchase OEM Motorcycle Parts from C&A Harley Davidson Inc. and Classic Cycles LTD Inc. and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on July 18, 2002 for the purchase of OEM Motorcycle Parts (SA-000295 GRW) and entered into contract with C&A Harley Davidson Inc. and Classic Cycles LTD Inc. based on bids received; and
WHEREAS, both vendors have agreed to extend contracts number FL001309 and FL001310 until July 31, 2005 in accordance with the option to extend in the existing contract and it is in the best interest of the City to exercise this option; and
WHEREAS, this ordinance is being submitted as an emergency measure in order to maintain the existing supply matrix without interruption; for the purchase of OEM Motorcycle Parts used in maintaining the City's fleet of motorcycles operated by the Police Division and
WHEREAS, an emergency exists in the usual daily operation of the Fleet Management Division in that it is immediately necessary to extend FL001309 and FL001310 for the option to purchase OEM Motorcycle Parts, 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 Finance Director be and is hereby authorized and directed to modify and extend FL001309 with C&A Harley Davidson Inc. and FL001310 with Classic Cycles LTD Inc. to and including July 31, 2005.
SECTION 2. That this modification is in accordance with Section 329.16 of the Columbus City Code.
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