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
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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
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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