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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />AUGUST 21, 2018 <br />TITLE: <br />AWARD PURCHASE ORDER TO IRV <br />SEAVER MOTORCYCLES FOR THE <br />PURCHASE OF POLICE MOTORCYCLES <br />(SPECIFICATION NO. 18-054) <br />{STRATEGIC PLAN NO. 6,2) <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1s' Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize a one-time purchase and payment of purchase order to Iry Seaver Motorcycles for the <br />purchase of thirteen police motorcycles in the amount of $348,232; and a $25,000 contract for <br />motorcycle repairs for a total amount not to exceed $373,232, subject to non -substantive <br />changes approved by the City Manager and City Attorney. <br />DISCUSSION <br />The Finance and Management Services Agency Facilities, Fleet Maintenance and Central Stores <br />Division is responsible for the acquisition, maintenance, repair, and replacement of vehicles, <br />trucks, and maintenance equipment. The City's Vehicle Replacement Policy provides guidelines <br />and criteria for determining when vehicles need replacement. This criteria includes vehicle age, <br />mileage, maintenance costs, and safety history. As a result of reviewing the City's replacement <br />criteria, twelve police motorcycles purchased in 2007 with an average mileage of 69,667 miles <br />have been identified for replacement. These older motorcycles with high mileage are more time <br />consuming and expensive to repair which result in more downtime of the vehicle for the police <br />officers. Additionally, one police motorcycle recently inoperable due to a traffic accident, needs <br />to be replaced. <br />The initial notice inviting bids was advertised on June 11, 2018, on the City's online bid <br />management and publication system. Due to additional funds being available in the new fiscal <br />year, a second solicitation was advertised on July 23, 2018. A summary of the bid invitations and <br />bids received is as follows: <br />Description <br />June 11, 2018 <br />July 23, 2018 <br />Vendors notified <br />11 <br />10 <br />Vendors downloaded bid packet <br />6 <br />6 <br />Bids received <br />2 <br />2 <br />Bids from Sana Ana vendors <br />0 <br />0 <br />2213-1 <br />