Explanation
BACKGROUND: This ordinance authorizes the option to purchase Harley Davidson Motorcycles for the Department of Finance & Management, Division of Fleet Management and all city agencies. The term of the proposed option contracts will be through June 30, 2016 with the option to extend one additional year, subject to mutual agreement by both parties, in accordance with formal bid SA005486. The Purchasing Office opened formal bids on July 24, 2014. Harley Davidson Motorcycles are used by the Division of Police.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA005486). Twenty six (26) bids were solicited (MAJ: 24, F1: 2) Two bids were received (MAJ: 2).
The Purchasing Office is recommending award of one contract to the lowest responsive, responsible and best bidder:
AD Farrow Co. LLC, CC No. 320045982 exp. 4/24/2016
Total Estimated Annual Expenditure: $130,000.00
This company is not debarred according to the Excluded Parties listing of the Federal Government and is not listed in the Auditor of States database for Findings for Recovery.
This ordinance is being submitted as an emergency because, without emergency action, no less than 37 days will be added to this procurement cycle and the efficient delivery of valuable public services will be slowed.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the General Fund. The city agency will be required to obtain approval to expend from its own appropriations.
Title
To authorize the Finance and Management Director to enter into contract with AD Farrow Co., LLC for the option to purchase Harley Davidson Motorcycles; to authorize the expenditure of one dollar ($1.00) to establish this contract from the General Fund; and to declare an emergency.
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on July 24, 2014 and selected AD Farrow Co., LLC as the lowest, responsive, responsible and best bid; and
WHEREAS, this ordinance addresses the Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices 2) encouraging economic development by improving access to City bid opportunities and 3) providing an effective option contracts for the Department of Finance and Management, and other city agencies and to efficiently maintain their supply chain and service to the public; and
WHEREAS, these Motorcycles will replace older high maintenance units used by Division of Police; and
WHEREAS, an emergency exists in the usual daily operation of the Department of Finance & Management /Division of Fleet Management in that it is immediately necessary to enter into contract for the option to purchase Harley Davidson Motorcycles, 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 and Management Director be and is hereby authorized to enter into the following contract for the option to purchase Harley Davidson Motorcycles for the term ending June 30, 2016 with the option to extend for one additional year in accordance with Solicitation No. SA005486 as follows:
AD Farrow Co. LLC, Items: All (1-30). Amount $1.00
SECTION 2. That the expenditure of $1.00 is hereby authorized from the General Fund, Organization Level 1: 45-01, Fund: 10, Object Level 3: 2270, OCA: 450047, to pay the cost thereof.
SECTION 3. That for the reason stated in the preamble here to, 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.