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HomeMy WebLinkAboutPW Purchase 7 Motorbikes (need PO)Agenda Item No: -� , AA Meeting Date: May 18, 2015 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: 41tIl'Gt City Manager Approval:))/,4 " Acting Director of Public Works File No.: 01.14.16.01 SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE ACTING DIRECTOR OF PUBLIC WORKS TO PURCHASE SEVEN 2015 BMW POLICE DEPARTMENT MOTORCYCLES TO REPLACE SEVEN EXISTING MOTORCYCLES, IN AN AMOUNT NOT TO EXCEED $223,892.55. BACKGROUND: On January 20, 2015, the City Council approved Resolution number 13869 "authorizing the Public Works Director to execute the purchase of up to 48 vehicles for various City departments in accordance with the guidelines set forth in San Rafael's "Fleet Management Policies and Procedures." Four San Rafael Police Department motorcycles were among those identified for replacement. After discussion with the San Rafael Police Department and further examination of the original budget documents associated with the January 20, 2015 Council action, it is apparent that staff intended to recommend the purchase of seven motorcycles. However, the staff report erroneously notes the purchase of only four units. The San Rafael Police Department has two full time motorcycle riders. Ten SRPD officers are trained and do ride motorcycles throughout the year. The Police Department receives annual grants to support more than 50 traffic enforcement operations. These operations often require three to five officers on motorcycles in addition to the two full time riders. Motorcycle officers are also assigned to special events such as the Marin County Fair, parades and similar occasions. Six of the seven motorcycles proposed for replacement exceed the 4 year useable life recommended by the City's Fleet Management Policy. The seventh, unit 9150, has been in continuous service since 2012. Motorcycles with this type of wear and tear and mileage (30,000+) often require expensive repairs. FOR CITY CLERK ONLY File No.: 14-1 —36/ X 9-9- u®•/ Council Meeting: -S /f 8]2ois, Disposition: RLSot,b-'io,J f31.26 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 The following table identifies each motorcycle and the year it was placed in service: Unit # Year Placed in Service 9 2008 11 2008 150 2012 154 2009 155 2008 201 2009 202 2009 San Rafael froze vehicle replacement activity in fiscal years 09-10, 10-11 and for most of 11-12. This strategy, while fiscally necessary, kept vehicles in service beyond their usable life leading to increased down time and costly repairs. Replacing the above noted motorcycles would provide the Police Department with needed resources and reduce the maintenance associated with older vehicles. ANALYSIS: The process utilized for the purchase of these motorcycles complies with the requirements set forth in chapter 2.55.090 of San Rafael's Municipal Code, which calls for the solicitation of competitive bids for the purchase of equipment "estimated to exceed twenty thousand dollars ($20,000.00)." As required, a notice inviting sealed bids was published in the Marin Independent Journal on March 25, 2015. Public Works provided specifications to three Bay Area dealerships: • Santa Rosa BMW • CalMoto European Cycles • San Jose BMW One dealer, Santa Rosa BMW, submitted a bid to the City Clerk on March 27, 2015. The bid from Santa Rosa BMW meets the requirements described in Section 2.55.100 of the Municipal Code. FISCAL ENVACT: The cost for these seven motorcycles will be a maximum of $223,892.55. There are sufficient finds in the Vehicle Replacement Fund (4600) for this purchase. OPTIONS: 1. Council may choose to approve the resolution authorizing the purchase of seven SRPD motorcycles. 2. Council may choose to modify the resolution to purchase only four motorcycles based the January 20, 2015, staff report and instruct staff to pursue acquisition of the additional three motorcycles next fiscal year. 3. Council may choose to withhold authorization for this purchase, meaning the Police Department will continue to use motorcycles that have exceeded their useful life, as defined by the City's Fleet Management Policies and Procedures. ACTION REQUIRED: Adopt resolution. Enclosures: Resolution Santa Rosa BMW Bid WA01 Administration\01.14 Purchasing\01.14.16 Vehicle and Equipment\2015-05-18 Purchase PD Motorcycles\Council & Agenda\PD Motorcycles Report -FINAL 4.28.15.doc RESOLUTION NO. 13926 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE ACTING DIRECTOR OF PUBLIC WORKS TO PURCHASE SEVEN 2015 BMW POLICE DEPARTMENT MOTORCYCLES TO REPLACE SEVEN EXISTING MOTORCYCLES, IN AN AMOUNT NOT TO EXCEED $223,892.55. WHEREAS, on January 20, 2015, the San Rafael City Council approved Resolution number13869 "authorizing the Public Works Director to execute the purchase of up to 48 vehicles for various City departments in accordance with the guidelines set forth in San Rafael's Fleet Management Policies and Procedures"; and WHEREAS, four (4) SRPD motorcycles were among the vehicles scheduled for replacement; and WHEREAS, seven (7) SRPD motorcycles were originally requested and budgeted for replacement; and WHEREAS, section 2.55.090 of the San Rafael Municipal Code calls for formal bids for the purchase of equipment in excess of $20,000; and WHEREAS, a Notice Inviting Sealed Bids for purchase of seven (7) was duly published in the Marin Independent Journal on March 25, 2015; and WHEREAS, staff solicited bids from three Bay Area BMW dealerships, one of whom submitted a sealed bid to the City Clerk on March 27, 2015; and WHEREAS, the bid submitted by Santa Rosa BMW complies with the requirements set forth in chapter 2.55 of the San Rafael Municipal Code; and WHEREAS, there are sufficient funds in the City's Vehicle Replacement Fund (#600) for this purchase. NOW, THEREFORE BE IT RESOLVED that the City Council of the City of San Rafael authorizes the Acting Director of Public Works to execute the purchase of seven (7) 2015 BMW motorcycles. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of said City held on Monday, the 18`x' day of May, 2015 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk CITY OF SAN RAFAEL QUOTATION SHEET Please submit this sheet to: City Clerk, City of San Rafael City Hall - Room 209 1400 Fifth Ave., P.O. Box 151560 San Rafael, CA 94915-1560 Deadline: On or before 10:00 A.M., Tuesday, April 7, 2015 Bid Prices Quoted Shall be Valid for 60 Days NOTE: QUOTES SHALL INCLUDE ALL APPLICABLE CHARGES AND FEES DATE: 3/27/2015 NAME OF FIRM OR VENDOR: DCD MOTORSPORTS DBA SANTA ROSA BMW ADDRESS: 800 AMERICAN WAY CITY & STATE: WINDSOR ,CA 95492 PHONE: 707 838-9100 X4 SIGNATURE OF REPRESENTA TITLE: Dennis Gonzales PRES C:\Users\Servicel\AppData\Local\MicrosoR\Windows\Temporary Intemet Files\Content.Outlook\V310G9DWSan Rafael PD Motorcycle Quotation Sheet FINAL 3.25.15.doe 1 of 2 SINGLE TOTAL UNIT PRICE -ALL ITEM # TY. DESCRIPTION PRICE UNITS 2015 BMW R 1200 RT -P Law Enforcement Motorcycles in accordance with the attached 1 7 E ui ment/O tions listing $29276.57 $204935.99 Discount $ Tax 9.2.50/6 $2708•.08 $18956.56 Total uote 531.984.65 1 .22 92.55 Bid Prices Quoted Shall be Valid for 60 Days NOTE: QUOTES SHALL INCLUDE ALL APPLICABLE CHARGES AND FEES DATE: 3/27/2015 NAME OF FIRM OR VENDOR: DCD MOTORSPORTS DBA SANTA ROSA BMW ADDRESS: 800 AMERICAN WAY CITY & STATE: WINDSOR ,CA 95492 PHONE: 707 838-9100 X4 SIGNATURE OF REPRESENTA TITLE: Dennis Gonzales PRES C:\Users\Servicel\AppData\Local\MicrosoR\Windows\Temporary Intemet Files\Content.Outlook\V310G9DWSan Rafael PD Motorcycle Quotation Sheet FINAL 3.25.15.doe 1 of 2 CITY OF SAN RAFAEL INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. DATE OF MEETING: May 18, 2015 FROM: Kevin McGowan DEPARTMENT: PUBLIC WORKS DATE: 4/24/15 TITLE OF DOCUMENT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE ACTING DIRECTOR OF PUBLIC WORKS TO PURCHASE SEVEN 2015 BMW POLICE DEPARTMENT MOTORCYCLES TO REPLACE SEVEN EXISTING MOTORCYCLES, IN AN AMOUNT NOT TO EXCEED $223,892.55. Department Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY APPROVED AS TO FORM: AGENDA ITEM: r � J F City Manager (signature) City Attorney (signature) NOT APPROVED REMARKS: File No. 01.14.16.01