TO:
Honorable Mayor Powell and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Jim Arndt, Public Works Director
Bruce Moe, Finance Director
Gwen Eng, General Services Manager
SUBJECT: Title
Purchase of Two Replacement Police Motorcycles from Huntington Beach Honda in the Amount of $47,902.68.
APPROVE
Body
____________________________________________________________________
RECOMMENDATION:
Staff recommends that the City Council:
a) Waive formal bidding per Municipal Code Section 2.36.150 (cooperative purchasing); and
b) Award an order for two police motorcycles to Huntington Beach Honda in the amount of $47,902.68.
FISCAL IMPLICATIONS:
Funds totaling $59,000 are budgeted in the fiscal year (FY) 2012-2013 Fleet Management Fund for the purchase and equipping of these vehicles. The remaining budgeted Fleet Management funds of $11,097.32 will be used to procure graphics and other necessary safety equipment necessary for these vehicles. The total cost is expected to be within the budgeted amount.
DISCUSSION:
The fiscal year (FY) 2012-2013 budget includes the replacement of 61 vehicles in the City's fleet. The list includes a wide variety of vehicles that need to be replaced in order to maintain service levels, reduce repair costs and provide for cost-effective fleet operations. The list represents several "catch-up" years when the fleet was not actively replaced due to budget constraints. Where possible and practical, alternative fuel vehicles have been selected, with eight such vehicles on the list replacing traditional fuel vehicles.
This purchase is for two replacement Police motorcycles. The replacement of a police motorcycle is based on several factors including age (between 4-6 years), reliability, maintenance/repair costs and mileage. The existing units are 2007 Honda police motorcycles. Maintenance costs for these vehicles are expected to escalate in future years.
On October 5, 2010, the City Council awarded Bid #817-11 to Huntington Beach Honda for the purchase of four budgeted replacement police motorcycles. The vendor has agreed to hold pricing for the purchase of two motorcycles at the same unit price, allowing us to simply "piggyback" on our own prior bid. The comparison in Attachment "1" is a review of the original bid responses and of the extended price for two police motorcycles including sales tax, discounts and other fees.
The lowest bidder, Big Sky Kawasaki, specified a vehicle that did not meet specifications. As a result, Big Sky Kawasaki was bypassed as being non-responsive.
If this purchase is approved, the new vehicles will arrive in approximately 30 days and the existing units will be retired and sent to auction.
Attachment:
1. Bid #817-11 Police Motorcycles Bid Comparison