HomeMy WebLinkAbout4.04 Purchase PD Motorcycle~~
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CITY CLERK
File # ^~~~-~~
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: April 21, 2009
SUBJECT: Request to Waive Competitive Bid Process and Authorize Staff to
Purchase Specialized Police Motorcycles Directly from Vendor.
Report Prepared by Amy Cunningham, Sr. Administrative Analyst~Q'~
ATTACHMENTS: Resolution Waiving the Competitive Bid Process and Authorizing
Staff to Purchase Specialized Police Motorcycles Directly from
Vendor.
RECOMMENDATION: Adopt Resolution authorizing Staff to purchase specialized police
motorcycles directly from vendor.
FINANCIAL STATEMENT: Adequate funding exists in the adopted Fiscal Year 2008-2009
Internal Service Fund for the purchase and emergency equipment
installation for the three replacement motorcycles.
DESCRIPTION:
The City has three Harley Davidson FLHP Road Kings in its fleet for traffic safety and enforcement
purposes. In order to assure safety and reliability and to minimize repair expenses, the City reviews
motorcycles for potential replacement after four years of service. Based upon the use type and number of
hours units are operating each shift, the factors typically used to evaluate the useful life of law
enforcement fleet motorcycles are general condition, age, repair history, and mileage. Based upon general
motorcycle condition, and maintenance and repair expenses, Staff has scheduled the three motorcycles for
replacement during the current fiscal year. To avoid additional costly repairs and ensure the motorcycles
are consistently available for traffic officer use, Staff has determined that the following motorcycles
should be replaced.
VIN Milea a Purchase Date
1HD 1 FHW l OSY649354 31,841 03/31/05
1 HD 1 FHW 185Y622287 32,995 12/09/04
1 HD 1 FHW l OSY622476 28,709 12/09/04
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COPY TO:
F:\Agendastmts\08-09\motorcycle purchase 04-09 agenda stmt.doc
Page 1 of 2
ITEM NO. i'f:~
Pursuant to standard purchasing practices, a local check for motorcycles meeting the specified criteria was
unsuccessful. Additionally, no state bid award exists for purchase of the Harley Davidson Road King for
law enforcement use. As performance and safety requirements for highway traffic enforcement differ
significantly from those necessary for usage on local streets and roads, the California Highway Patrol has
selected BMW motorcycles for their enforcement purposes.
Staff has contacted three area vendors to obtain quotes for motorcycle units conforming to law
enforcement specifications to ensure that the City receives competitive pricing. Information from area
vendors is outlined in the table below:
McGuire Harley
Davidson V
Walnut Creek
Livermore Harley
Davidson
Harley Davidson
of VaIle'o
Cost $47,576.50 $49,227.00 $51,150.00
Sales Tax (9.75%) 4,638.70 4,799.64 4,475.64
Total 3 Units X52,215.20 X54,026.64 $55,625.64
Total er Unit $17,405.07 $18,008.88 $18,541.88
Adequate funding exists in the Fiscal Year 2008-2009 Internal Service Fund for purchase of the three
replacement units and necessary emergency equipment. It is anticipated that the units would be equipped
and in service near the beginning of Fiscal Year 2009-2010.
Typically, the City's Purchasing Ordinance requires that major purchases over $20,000 be subject to the
competitive bid process. The adopted Purchasing Ordinance provides that the competitive bid process
may be waived under the following circumstances:
o When City Council specifically waives the competitive bid process and authorizes Staff to
negotiate the purchase of vehicles by a four-fifths (4/5) vote (D.M.C. §2.36.050(a) 11).
In this case, Staff requests that the City Council apply this exception and authorize the purchase of
replacement motorcycles directly from the lowest cost vendor, McGuire Harley Davidson. Following
delivery, the City will be responsible for the additional costs associated with installing emergency
equipment such as police radios and communication equipment, lights and sirens.
In order to adopt the proposed resolution, the City Council must approve it by a four-fifths (4/5) vote.
RECOMMENDATION:
Staff recommends that the City Council adopt the Resolution waiving the competitive bid process and
authorizing Staff to purchase motorcycles directly from the vendor.
a~,a
RESOLUTION NO. - 09 ~
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
WAIVING THE COMPETITIVE BID PROCESS AND
AUTHORIZING STAFF TO PURCHASE SPECIALIZED
POLICE MOTORCYCLES DIRECTLY FROM VENDOR
WHEREAS, §2.36.050(a) (11) of the Dublin Municipal Code provides that the City Council may
specifically waive the competitive bid process and authorizes staff to negotiate the purchase of vehicles by
a four-fifth (4/5) vote; and
WHEREAS, the City of Dublin, Police Services has three motorcycles in the fleet to assist with
traffic safety and enforcement throughout the City; and
WHEREAS, in order to assure safety and reliability, these units are currently due for replacement;
and
WHEREAS, Staff has obtained competitive quotes from three vendors for motorcycles meeting
law enforcement specifications; and
WHEREAS, adequate funding exists in the adopted Fiscal Year 2008-2009 Internal Service Fund
to replacement the motorcycles.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
specifically waive the competitive bid process pursuant to Dublin Municipal Code §2.36.050(a) (11) (as
amended) and authorizes staff to purchase specialized police motorcycles directly from McGuire Harley
Davidson.
BE IT FURTHER RESOLVED that the City Manager and/or her designee is hereby authorized to
execute any purchase orders, or other documents required to arrange for the purchase and delivery of the
vehicles.
PASSED, APPROVED AND ADOPTED this 21st day of April, 2009.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Mayor
City Clerk
Attachment 1