Explanation
BACKGROUND: This ordinance is for the option to establish one (1) Universal Term Contract to purchase Harley Davidson OEM motorcycle parts for the Fleet Management Division. These Harley Davidson OEM motorcycle parts are used by the Fleet Management Division to repair various Harley Davidson motorcycles. The term of the proposed option contract will be two (2) years, expiring March 31, 2014, with the option to renew for one (1) additional year. The Purchasing Office opened formal bids on February 16, 2012.
The Purchasing Office advertised and solicited competitive bids in accordance with Section 329.06 (Solicitation No. SA004261). Twenty-three (23) bids were solicited: (M1A-1, F1-1, MBR-1). One (1) bid was received. The solicitation requested catalog bids for various Harley Davidson motorcycle parts.
The Purchasing Office is recommending award to the overall lowest, responsive, responsible and best bidder in compliance with the specifications.
C & A Harley Davidson, Inc., CC# 34-1495631 (expires 06/01/13).
Total Estimated Annual Expenditure: $50,000.00
The company is not debarred according to the Federal Excluded Parties Listing or the State Auditor's Findings For Recovery Database.
FISCAL IMPACT: Funding to establish this option contract is budgeted in the Mail, Print Services and UTC Fund. City Agencies will be required to obtain approval to expend from their own appropriations for their estimated annual expenditures.
Title
To authorize the Finance and Management Director to enter into one (1) Universal Term Contract for the option to purchase Harley Davidson OEM motorcycle parts with C & A Harley Davidson, Inc.; and to authorize the expenditure of one (1) dollar to establish the contract from the Mail, Print Services and UTC Fund. ($1.00).
Body
WHEREAS, the Purchasing Office advertised and solicited formal bids on February 16, 2012 and selected the lowest, responsive, responsible and best bid; and
WHEREAS, this ordinance addresses Purchasing objectives 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 there is a need to maintain a supply of Harley Davidson OEM motorcycle parts for motorcycle repairs within City Agencies; 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 an option to purchase Harley Davidson OEM motorcycle parts for the term ending March 31, 2014, with the option to renew for one (1) additional year subject to mutual agreement in accordance with Solicitation No. SA004261 as follows:
C & A Harley Davidson, Inc.: Awarded all items: $1.00
SECTION 2: That the expenditure of $1.00 is hereby authorized from Mail, Print Services and UTC Fund, Organization Level 1: 45-01, Fund: 05-517, Object Level 3: 2270, OCA: 451130, to pay the cost thereof.
SECTION 3: That this ordinance shall take effect and be in force from and after the earliest period allowed by law.