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HomeMy WebLinkAbout22B - SPEC - POLICE MOTORCYCLESREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MARCH 1, 2016 CLERK OF COUNCIL USE ONLY: TITLE: APPROVED CONTRACT AWARD FOR POLICE 171 As Recommended MOTORCYCLES (SPEC. 16 -009) © 0 As Amended Ordinance on t'' Reading {STRATEGIC PLAN NO. 6, 2 } j] Ordinance on 2nd Reading {SURPLUS ALLOCATION FUNDING} L Implementing Resolution ® Set Public Hearing For CONTINUED TO iiii0 i +.V11i•11# i CITY MANAGER RECOMMENDED ACTION Authorize a one -time purchase and payment of purchase order to Iry Seaver Motorcycles for the purchase of 12 police motorcycles in an amount not to exceed $336,212, subject to non - substantive changes approved by the City Manager and City Attorney. A portion of the funds for this project is in accordance with the Council approved Surplus Allocation Plan dated October 20, 2015. Department: Project: Category: Total Funding: Finance Vehicle Replacement Facilities /Assets $400,000 FY 15 -16 DISCUSSION The Finance and Management Services Agency Facilities, Fleet Maintenance and Central Stores Division is responsible for the acquisition, maintenance, repair, and replacement of vehicles, trucks, and maintenance equipment. The City's Vehicle Replacement Policy provides guidelines and criteria for determining when vehicles need replacement. This criteria includes vehicle age, mileage, maintenance costs, and safety history. As a result of reviewing the City's replacement criteria, 12 police motorcycles purchased in 2007 with an average mileage of 90,943 miles have been identified for replacement. Ten of the motorcycles were included in the approved FY 2015 -16 Surplus Allocation Plan for Vehicle Replacement. When combined with the two Police Crime Scene Investigation (CSI) trucks that were awarded earlier this year, this purchase completes the first year of the Vehicle Replacement Plan. 2213-1 Contract Award for Police Motorcycles March 1, 2016 Page 2 The notice inviting bids was advertised on January 22, 2016, on the City's online bid management and publication system. A summary of the bid invitations and bids received is as follows: 6 Vendors were notified 7 Vendors downloaded the bid packet 3 Bids received 0 Bids received from Santa Ana vendors The bids were opened on February 09, 2016 and evaluated (Exhibit 1). The bid received from Iry Seaver Motorcycles is responsive to the specifications and meets the City's requirements. To allow for unanticipated charges, a five percent contingency has been included in the award amount. STRATEGIC PLAN ALIGNMENT Approval of this item assists the City's effort to meet Goal #6 Community Facilities & Infrastructure, Objective #2, (address deferred maintenance on City buildings and equipment). FISCAL IMPACT Funds in the amount of $280,177 are available in FY 2015 -16 Finance Fleet Maintenance account (05010022- 66400) and $56,035 in the Police Department Central Distribution Center account (01114450-66400). Carlos Rojas Chief of Police Santa Ana Police Department CL /sp Exhibit 1: Abstract of Bids APPROVED AS TO FUNDS AND ACCOUNT: Francisco Gutierrez Executive Director Finance and Management Services Agency 228 -2 Contract Award for Police Motorcycles March 1, 2016 Page 3 ABSTRACT OF BIDS BMW POLICE MOTORCYCLES (16 -00' Iry Seaver Bidder Motorcycles Location 2016 base model Destination & delivery Sales tax (8.00 %) License & registration Sub -total Misc. charges not included above Total Bid per unit Pricing guaranteed through: Orange $24,706.94 Included $1,976.55 Included $26,683.49 $0.00 $26,683.49 4/30/2016 Long Beach BMW Beaudry Police Motorcycles Motors Coeur d' Arlene, Long Beach ID $24,752.82 $24,894.00 Included Included $1,980.23 $1,992.00 Included $246.00 $26,733.05 $27,132.00 $118.90 $0.00 $26,851.95 $27,132.00 12/31/2016 12/31/2016 EXHIBIT 1 22B -3 22B -4