Explanation
BACKGROUND: For the option to purchase Pre-Owned Vehicles for Division of Police. Pre-Owned Vehicles are needed to provide covert vehicles for the Division of Police.
The term of the proposed option contract is from the date of execution by the City up to and including November 30, 2011 with the right to extend for two (2) additional one year periods subject to mutual agreement by both parties. The Purchasing Office opened formal bids on April 23, 2009.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA003245). Fifty Four bids (54) were solicited; Three (3) bids were received.
The Purchasing Office is recommending award of contract to the lowest, responsive, responsible and best bidder:
Bob McDorman Chevrolet / Item # 2: CC#310714139 (Expires 9-25-10)
Total Estimated Annual Expenditure: $500,000.00
This company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
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 Mail, Print Services and UTC Fund. The Division of Police will be required to obtain approval to expend from their own appropriations for their estimated annual expenditure.
This ordinance also transfers $20.00 between Object Levels in order to provide sufficient appropriation authority for this expenditure and any other expenditures between now and the end of this year. The net impact upon the Mail, Print Services and UTC Fund is zero.
Title
To authorize and direct the Finance and Management Director to enter into one (1) contract for the option to purchase Pre-Owned Vehicles from Bob McDorman Chevrolet Inc.; to transfer $20.00 between Object Levels within the Mail, Print Services and UTC Fund; to authorize the expenditure of one (1) dollar to establish the contract from the Mail, Print Services and UTC Fund; and to declare an emergency. ($1.00)
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on April 23, 2009 and selected the lowest, responsive, responsible and best bids; and
WHEREAS, this ordinance addresses Purchasing objective of 1) maximizing the use of City resources by obtaining optimal products/services at low prices and 2) encouraging economic development by improving access to City bid opportunities and 3) providing effective option contracts for City agencies to efficiently maintain their supply chain and service to the public; and
WHEREAS, because the Pre-Owned Vehicles are used to provide covert vehicles for the Division of Police, this is being submitted for consideration as an emergency measure; and
WHEREAS, an emergency exists in the usual daily operation of the Division of Police in that it is immediately necessary to enter into contract for an option to purchase Pre-Owned Vehicles, 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 and directed to enter into the following contract for option to purchase Pre-Owned Vehicles in accordance with SA003245 from the date of execution by the City up to and including November 30, 2011 with the right to extend for two (2) additional one year periods subject to mutual agreement by both parties:
Bob McDorman Chevrolet, Inc. / Item #2: Amount: $1.00
SECTION 2. That the City Auditor be and is hereby authorized to transfer appropriation in the amount of $20.00 from Dept. 45-01, Fund 05-517, OL3 3000, OCA 451130 to Dept. 45-01, Fund 05-517, OL3 6600, OCA 451130.
SECTION 3. That the expenditure of $1.00 is hereby authorized from the Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 6650, OCA: 451130, to pay the cost thereof.
SECTION 4. 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.