TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Steve S. Charelian, Finance Director
Mario Hernandez, Purchasing Supervisor
Mike Grafton, Equipment Maintenance Supervisor
SUBJECT:Title
Consideration of the Purchase of Three Budgeted Police Motorcycles from Long Beach BMW Motorcycles in the Amount of $109,535.97 (Finance Director Charelian).
A) WAIVE FORMAL BIDDING DUE TO COOPERATIVE
PURCHASING
B) AUTHORIZE PURCHASE
Line
_________________________________________________________
Recommended Action
RECOMMENDATION:
Staff recommends that the City Council waive formal bidding per Manhattan Beach Municipal Code (MBMC) Section 2.36.150 (cooperative purchasing) and approve the purchase of three budgeted replacement Police motorcycles from Long Beach BMW Motorcycles in the amount of $109,535.97.
FISCAL IMPLICATIONS:
Funds totaling $198,657 are budgeted in the current Fiscal Year (FY) 2022-2023 Fleet Management Fund for the purchase and equipping of these replacement vehicles. The total cost for these motorcycles is $109,535.97. The remaining budgeted funds of $89,121.03 will be used for vehicle graphics and other necessary safety and communications equipment. Any unspent budgeted funds will be returned to the Fleet Fund balance.
BACKGROUND:
The FY 2022-2023 Budget includes funding for the purchase of these three police motorcycles in the City’s fleet in order to maintain service levels, reduce repair costs and provide for effective fleet operations.
DISCUSSION:
Currently, the City is utilizing Honda ST1300P motorcycles that have been in service for more than eleven years and have reached the end of serviceable life. These motorcycles are critical to the operation of the City’s traffic officers and meet the criteria for replacement based on factors such as vehicle age, mileage, condition, usage, maintenance, and repair history.
Honda stopped making the ST1300P model in 2020; therefore, alternative police motorcycles were sourced. The only comparable model available for purchase is the BMW 1200 RTP that also happens to be the preferred choice of the Los Angeles County Sheriff Department. BMW is also providing the City with a three-year maintenance plan that will create some cost savings. The selection of the replacement motorcycles have been approved by the Police Department and the City’s Equipment Maintenance Supervisor.
After careful evaluation of various purchasing options and pricing, staff determined that it was in the best interest of the City to not proceed with its own bid process and to instead utilize the bid process of the County of Los Angeles Sheriff's Department (LA County Sheriff's Department) Bid Specification #RFB-IS-22201046-1. Whenever practical and in the City's best interest, the City "piggybacks" onto contracts which are economically advantageous. Piggybacking is the extension of pricing, terms, and conditions of one agency's contract to another governmental agency at the mutual consent of all parties. This is permissible under the City's Municipal Code, Section 2.36.150 (Cooperative Purchasing).
The LA County Sheriff's Department found that Long Beach BMW was the lowest bidder for its BMW motorcycle. Staff determined that using the LA County Sheriff's Department's resources, manpower and purchasing power enables the City to obtain the best pricing. Long Beach BMW intends to extend the same terms, conditions and prices that are stipulated in its one-year contract with the LA County Sheriff's Department, which commenced on June 15, 2022, to the City of Manhattan Beach.
Based on this available piggyback opportunity, staff recommends City Council authorize the purchase of three BMW Police Motorcycles in the amount of $109,535.97. If this purchase is approved, the existing vehicles will be declared surplus and sent to auction for the highest attainable value. The new vehicles will arrive in approximately 6-8 months.
PUBLIC OUTREACH:
After a thorough analysis, staff determined that there would be no impact to the public and that public outreach was not required for the approval of this contract.
ENVIRONMENTAL REVIEW:
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that there is no possibility that the activity may have a significant effect on the environment; therefore, pursuant to Section 15061(b)(3) of the State CEQA Guidelines the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW:
The City Attorney has reviewed this report and determined that no additional legal analysis is necessary.
ATTACHMENT/ATTACHMENTS:
1. Price Quote from Long Beach BMW Motorcycles
2. Los Angeles County Sheriff’s Department Motorcycle RFP
3. Piggyback Approval Letter from Long Beach BMW Motorcycles
4. Los Angeles County Sheriff Purchase Order