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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />AUGUST 2, 2016 <br />CLERK OF COUNCIL USE ONLY: <br />TITLE: APPROVED <br />CONTRACT AWARD TO IRV SEAVER <br />❑ As Recommended <br />MOTORCYCLES FOR POLICE <br />❑ As Amended <br />❑ Ordinance on 18' Reading <br />MOTORCYCLES SPEC. 16 -009 <br />( � <br />❑ Ordinance on 2 "d Reading <br />{STRATEGIC PLAN NO. 6,2) <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />Ia *41i7141Jd :4L,I • <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 three police motorcycles in the amount of $84,055; and a $25,000 contract for <br />motorcycle repairs for a total amount not to exceed $109,055, 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, three 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 results in more downtime of the vehicle for the police <br />officers. <br />Iry Seaver Motorcycles provides motorcycle repair services to the Fleet Maintenance Division. <br />The purchase of motorcycles, when added to the vendor's fiscal purchases, will exceed $25,000 <br />aggregate limit. In order to continue utilizing their services staff recommends maintaining the <br />current blanket order contract in the amount of $25,000. <br />The notice inviting bids was advertised on January 22, 2016, on the City's online bid <br />management and publication system. A summary of the bid invitations and bids received is as <br />follows: <br />6 Vendors were notified <br />7 Vendors downloaded the bid packet <br />3 Bid received <br />22A -1 <br />