HomeMy WebLinkAbout22A - SPEC - POLICE MOTORCYCLESREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
AUGUST 2, 2016
CLERK OF COUNCIL USE ONLY:
TITLE: APPROVED
CONTRACT AWARD TO IRV SEAVER
❑ As Recommended
MOTORCYCLES FOR POLICE
❑ As Amended
❑ Ordinance on 18' Reading
MOTORCYCLES SPEC. 16 -009
( �
❑ Ordinance on 2 "d Reading
{STRATEGIC PLAN NO. 6,2)
❑ Implementing Resolution
❑ Set Public Hearing For
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CONTINUED TO
FILE NUMBER
Authorize a one -time purchase and payment of purchase order to Iry Seaver Motorcycles for the
purchase of three police motorcycles in the amount of $84,055; and a $25,000 contract for
motorcycle repairs for a total amount not to exceed $109,055, subject to non - substantive
changes approved by the City Manager and City Attorney.
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, three police motorcycles purchased in 2007 with an average mileage of 69,667 miles
have been identified for replacement. These older motorcycles with high mileage are more time
consuming and expensive to repair which results in more downtime of the vehicle for the police
officers.
Iry Seaver Motorcycles provides motorcycle repair services to the Fleet Maintenance Division.
The purchase of motorcycles, when added to the vendor's fiscal purchases, will exceed $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.
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 Bid received
22A -1
Contract Award for Police Motorcycles
August 2, 2016
Page 2
0 Bids received from Santa Ana vendors
The bids were opened on February 9, 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 $84,055 for the purchase of three motorcycles are available in FY 2016-
17 Fleet Replacement account (07010100- 66400). Funds in the amount of $25,000 for
motorcycle repairs are available in FY 2016 -17 Equipment Maintenance - Garage Operations
account (07510100-62322).
�f
Carlos Rojas
Chief of Police
Santa Ana Police Department
CL /sp
Exhibit: 1. Abstract of Bids
APPROVED AS TO FUNDS AND ACCOUNTS:
Francisco Gutierrez 6C^i
Executive Director
Finance and Management Services Agency
22A -2
ABSTRACT OF BIDS
BMW POLICE MOTORCYCLES (16 -009)
Iry Seaver Long Beach BMW Beaudry Police
Bidder Motorcycles Motorcycles Motors
Coeur d' Arlene,
Location Orange Long Beach ID
2016 base model
$24,706.94
$24,752.82
$24,894.00
Destination & delivery
Included
Included
Included
Sales tax (8.00 %)
$1,976.55
$1,980.23
$1,992.00
License & registration
Included
Included
$246.00
Sub -total
$26,683.49
$26,733.05
$27,132.00
Misc. charges not $0.00 $118.90 $0.00
included above
Total Bid per unit $26,683.49 $26,851.95 $27,132.00
EXHIBIT 1
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