HomeMy WebLinkAbout22E - PO FOR TWO MOTORCYCLESREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JUNE 2, 2020
TITLE:
AWARD A PURCHASE ORDER IN THE
AMOUNT OF $85,674 TO IRV SEAVER
MOTORCYCLES, FOR TWO POLICE
MOTORCYCLES AND REPAIR SERVICES
FOR THE POLICE DEPARTMENT
(NON -GENERAL FUND)
(SPECIFICATION NO. 20-065)
/s/ Kristine Ri
CITY MANAGER
CLERK OF COUNCIL USE ONLY:
F-ITUNT10671irs,
❑ As Recommended
❑ As Amended
❑ Ordinance on 1s' Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For_
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
Authorize a one-time purchase and payment of purchase order to Iry Seaver Motorcycles, for two
Police Department motorcycles in the amount of $60,674, which includes a $5,000 contingency,
and a $25,000 contract for motorcycle repairs for a total amount not to exceed $85,674, subject to
non -substantive changes approved by the City Manager and City Attorney.
DISCUSSION
The Public Works Agency's Fleet Maintenance 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, two police motorcycles purchased in 2016,
Unit # 60055 and 60174 have been identified for replacement. Unit # 60055 has exceeded its life
cycle according to Fleet Services equipment replacement guidelines. Unit # 60174 was involved in
a traffic collision rendering the motorcycle as a total loss, needing replacement.
This contract award will provide two BMW Police Motorcycles for the Santa Ana Police
Department's Traffic Division. The FY 2019-20 budget includes funding for these two motorcycles
that have reached the end of their useful life. These motorcycles will not increase the number of
vehicles assigned to the Police Department. BMW has a three-month lead time for the delivery of
these vehicles from receipt of order. Once the vehicles are received, they are retrofitted with the
required equipment. With these timelines, it is expected that the new vehicles will go into service
in the Fall of 2020.
22E-1
Award Purchase Order for Police Motorcycles
June 2, 2020
Page 2
The Notice Inviting Bids was advertised on April 21, 2020, on the City's online bid management
and publication system. A summary of the Invitation for Bids and bids received is as follows:
204 Vendors were notified
0 Santa Ana vendors were notified
9 Vendors downloaded the bid packet
2 Bids received
0 Bids received from Santa Ana vendors
Two bids were received and evaluated. The results are as follows:
Vendor Location Amount
Iry Seaver Motorcycles Orange, CA $27,836.91
RCA Investments Long Beach, CA $28,074.60
The bid submitted by Iry Seaver Motorcycles is responsive to the specifications and meets the
City's requirements. The cost for two motorcycles is $55,674. Additionally, Iry Seaver Motorcycles
provides motorcycle repair services to the Fleet Maintenance Division. The purchase of
motorcycles, when added to the vendor's fiscal expenses for these services, will exceed the
$25,000 aggregate limit. In order to continue utilizing their services staff recommends maintaining
the current blanket order contract in the amount of $25,000.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Strategic Plan Goal #6 - Community
Facilities & Infrastructure, Objective #2 (address deferred maintenance on City buildings and
equipment).
FISCAL IMPACT
Funds for this purchase are available in the following Fleet Division accounts:
Fiscal
Accounting Unit-
Fund
Accounting Unit,
Amount
Year
Account #
Description
Account Description
2019-20
07017100-66400
Equipment
Equipment Replacement,
$30,337
Replacement
Machinery & Equipment
2019-20
07517101- 66400
Fleet
Equipment Replacement,
$30,337
Maintenance
Machinery & Equipment
Fleet
Equipment Replacement -Garage
2019-20
07517100-62322
Operation, Maintenance & Repair
$25,000
Maintenance
Machinery & Equipment
Total
$85,674
22E-2