HomeMy WebLinkAboutItem 21 - Purchase BMW Motorcycles for the Police Department and AA for Future Purchases Public Works Agency
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Item # 21
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
November 7, 2023
TOPIC: Purchase of 16 BMW Motorcycles for the Police Department; Appropriation
Adjustment for Future Vehicle Purchases
AGENDA TITLE
Award a Purchase Order to Seavco Inc. dba Irv Seaver Motorcycles for Sixteen BMW
Motorcycles in an Amount Not to Exceed $484,806 (Specification No. 23-148);
Appropriation Adjustment for Future Vehicle Purchases (Non-General Fund)
RECOMMENDED ACTION
1.Approve an appropriation adjustment recognizing $1,235,687 in prior year fund
balance in the Equipment Replacement Fund, Prior Year Carry Forward revenue
account and appropriate the same amount into the Equipment Replacement Fund,
Machinery and Equipment expenditure account for this item and anticipated FY
2023-2024 replacement vehicle expenditures. (Requires five affirmative votes)
2.Authorize a one-time purchase and payment of purchase order to Seavco Inc. dba
Irv Seaver Motorcycles for sixteen BMW R 1250 RT-P Motorcycles, in the amount of
$479,806, plus a contingency amount of $5,000, for a total amount not to exceed
$484,806, subject to non-substantive changes approved by the City Manager and
City Attorney.
GOVERNMENT CODE §84308 APPLIES: No
DISCUSSION
The Public Works Agency’s Parks, Fleet, and Facilities Division is responsible for the
acquisition, maintenance, repair, and replacement of vehicles, trucks, and maintenance
equipment. With the assistance of the Fleet Services Team, the Santa Ana Police
Department (SAPD) have identified vehicles that require replacement. SAPD has a fleet
of 245 vehicles, 25 of which these vehicles are BMW motorcycles assigned to the
Traffic Division of the Field Operations Bureau. SAPD uses BMW motorcycles as the
standard for traffic enforcement services.
The City's Vehicle Replacement Policy provides guidelines and criteria for determining
when a vehicle needs replacement. The Equipment Lifecycle Guidelines include the
replacement of all police traffic motorcycles every three years or every 60,000 miles.
This recommended replacement schedule is based on criteria such as vehicle age,
Purchase of 16 BMW Motorcycles for the Police Department; Appropriation Adjustment
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November 7, 2023
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mileage, maintenance costs, and safety history. Based on this criteria, sixteen older
motorcycles have been identified for replacement.
The Invitation for Bids (IFB) No. 23-148 was advertised on August 25, 2023 on the
City’s online bid management and publication system. A summary of IFB vendor
participation and results is as follows:
184 Vendors notified
23 Santa Ana vendors notified
10 Vendors downloaded the bid packet
2 Bids received
0 Bids received from Santa Ana vendors
Bids were solicited, opened on September 12, 2023, and evaluated (Exhibit 1). Two
bids were submitted by the IFB deadline. The bids submitted by Seavco Inc. dba Irv
Seaver Motorcycles and RCA Investments dba Long Beach BMW Motorcycles were
deemed responsive and met IFB specifications. The bid submitted by Irv Seaver
Motorcycles was determined to be the lowest, responsible bid, responsive to the
specifications, and meets the City’s requirements.
Staff recommends awarding the purchase order for sixteen BMW R 1250 RT-P
Motorcycles to Seavco Inc. dba Irv Seaver Motorcycles.
FISCAL IMPACT
With the approval of the requested appropriation adjustment, $1,235,687 will be
recognized in prior year fund balance in the Equipment Replacement Fund, Prior Year
Carry Forward revenue account (No. 07017002-50001) and appropriate the same
amount into the Equipment Replacement Fund, Machinery and Equipment expenditure
account (No. 07017100-66400). The following table summarizes expenditures for this
item and future FY 23-24 vehicle replacement expenditures. Proposed contracts for
each of the future purchases will be brought to City Council for consideration on future
agendas.
No. of
Vehicles Department/Vehicle Type Amount
16 Police Department - BMW Motorcycles $484,806
1 Police Department CSI - Chevrolet Truck $217,553
1 Planning & Building Animal Control - Chevrolet Truck $132,328
1 Public Works Sewer Services - Chevrolet Truck $191,000
1 Public Works Water Meter - Chevrolet Truck $120,000
2 Public Works Water Resources - Chevrolet Equinox $90,000
Total Appropriation Adjustment:$1,235,687
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Funding is available in the FY 23-24 budget and funding for subsequent fiscal years will
be included in the proposed budgets for City Council consideration. The following table
summarizes the funds budgeted and available for expenditure.
Fiscal
Year
Accounting
Unit-Account
#
Fund
Description
Accounting Unit,
Account Description
Amount
Appropriation Adjustment
FY 23-24 07017100-
66400
Equipment
Replacement
Equipment Replacement,
Machinery and
Equipment
$484,806
FY 24-25 07017100-
66400
Equipment
Replacement
Equipment Replacement,
Machinery and
Equipment
$750,881
TOTAL $1,235,687
EXHIBIT(S)
1. Abstract of Bids
Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency
Approved By: Steven A. Mendoza, Acting City Manager
BIDDER LOCATION TOTAL
Seavco Inc. dba Irv Seaver
Motorcycles Orange, CA 479,805.44$
RCA Investments dba Long
Beach BMW Motorcycles Long Beach, CA 491,271.52$
BMW POLICE MOTORCYCLES (23-148)
ABSTRACT OF BIDS
EXHIBIT 1