City of Columbus - File #: 0797-2007

• File #: 0797-2007
• Version: 1
• Type: Ordinance
• Status: Passed
• File created: 5/10/2007
• In control: Safety Committee
• On agenda: 6/4/2007
• Final action: 6/11/2007
• 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)

Date	Ver.	Action By	Action	Result
6/11/2007	1	CITY CLERK	Attest
6/8/2007	1	MAYOR	Signed
6/4/2007	1	Columbus City Council	Approved	Pass
6/4/2007	1	COUNCIL PRESIDENT	Signed
5/18/2007	1	ODI DIRECTOR	Reviewed and Approved
5/18/2007	1	Service Reviewer	Reviewed and Approved
5/18/2007	1	CITY ATTORNEY	Reviewed and Approved
5/18/2007	1	Service Reviewer	Sent to Clerk's Office for Council
5/17/2007	1	Safety Reviewer	Reviewed and Approved
5/17/2007	1	SAFETY DIRECTOR	Reviewed and Approved
5/17/2007	1	Service Reviewer	Reviewed and Approved
5/17/2007	1	EBOCO Reviewer	Reviewed and Approved
5/16/2007	1	Service Reviewer	Reviewed and Approved
5/16/2007	1	Auditor Reviewer	Reviewed and Approved
5/16/2007	1	CITY AUDITOR	Reviewed and Approved
5/16/2007	1	Service Reviewer	Reviewed and Approved
5/15/2007	1	Finance - Purchasing Reviewer	Reviewed and Approved
5/15/2007	1	FINANCE DIRECTOR	Reviewed and Approved
5/14/2007	1	Finance Reviewer	Reviewed and Approved
5/11/2007	1	Finance Reviewer	Reviewed and Approved
5/10/2007	1	Service Drafter	Sent for Approval
5/10/2007	1	Service Reviewer	Reviewed and Approved

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 encum...