sr-081412-3k1_
City of
Santa Moveica
City Council Report
City Council Meeting: August 14, 2012
Agenda Item:
To: Mayor and City Council
From: Martin Pastucha, Director of Public Works
Subject: Purchase of Parts and Repairs Services for Police Motorcycles
Recommended Action
Staff recommends that the City Council award Bid #37842 -OG for the purchase of parts
and repair services for police BMW motorcycles from Long Beach BMW, a California —
based company, for a total amount not to exceed $142,000 for the life of the contract
through FY 2013 -14 (includes a 10% increase for FY2013 -14).
Executive Summary
In April 2012, the City solicited bids for the purchase of parts and repair services for
BMW motorcycles used by the Police Department. Two bids were received. Staff
recommends Long Beach BMW to provide the City with parts and repair services for a
total amount not to exceed $142,000 through FY 2013 -14.
Discussion
The City purchases parts and repair services as part of its vehicle repair program,
based on established City purchasing guidelines to acquire the most competitive
pricing. In FY 2011 -12, approximately $67,580 was spent on the purchase of parts and
repair services for police motorcycles. The amount of $142,000 is not to be exceeded
for the life of the contract.
Vendor Selection
In April 2012, the City published Notices Inviting Bids for the purchase of parts and
repair services for police BMW motorcycles. The bids were posted on the City's online
bidding website in accordance with City Charter and Municipal Code provisions. A total
of two bids were received and publicly opened on April 11, 2012, for the purchase of
parts and repair services for police BMW motorcycles, per attachment A.
0
The bids were evaluated based on competitive pricing, ability to meet specifications,
and the historical reliability and timeliness of repairs. Based on these criteria, Long
Beach BMW Motorcycles is recommended as the best bidder for these parts and
services, in accordance with City specifications. The amount saved on parts and
emergency /after -hours repairs will offset the cost of Long Beach BMW's higher hourly
labor rate. Historically, the City spends approximately 30% more on parts than it does
on labor for motorcycle repairs. In FY2011 -12, approximately $67,580 was spent on the
purchase of parts and repair services for police motorcycles. Long Beach BMW
Motorcycles' bid is for purchases through the end of FY2011 -12, of which there were
none, with a second year renewal option for the period of July 1, 2012 through June 30,
2013 at the same price, terms and conditions, and a third year renewal option from July
1, 2013 through June 30, 2014 at a 10% price increase.
Financial Impacts & Budget Actions
The purchase order to be awarded to Long Beach BMW Motorcycles is not to exceed
$142,000 over two fiscal years, FY 2012 -13 and FY 2013 -14 (includes a 10% increase
in FY 2013 -14). Funds in the amount of $67,600 are available in the FY 2012 -13
budget. The purchase order will be charged to account 54459.522920. Budget
authority for subsequent years will be requested in each budget cycle for Council
approval. Future funding is contingent upon Council approval.
Prepared by: Ryan Kraemer, Sr. Administrative Analyst
Approved:
Forwarded to Council:
Martin Pastucha Rod Gould
Director of Public Works City Manager
Attachments: Attachment A — Bid Summary
2
Attachment A — Bid Summary
BID #: 37842 -OG
BID CLOSE DATE: 04/11/2012
BID TITLE: FURNISH AND DELIVER VARIOUS BMW MOTORCYCLE PARTS AND SERVICE
AS REQUESTED BY FLEET MANAGEMENT THROUGH 6130112 WITH TWO ONE -
YEAR RENEWAL OPTIONS.
CLARK'S MOTORCYCLE
INC dba BMW
MOTORCYCLES OF
VENTURA
LONG BEACH BMW
MOTORCYCLES
NEWBURY PARK, CA
LONG BEACH, CA
PRICING:
HOURLY LABOR RATE:
$90.00
$96.00
EMERGENCY (AFTER
HOURS ) RATE:
$135.00
$96.00
% DISCOUNT OFF OF
MANUFACTURER'S LIST
PRICE:
10%
15%
SAME DAY /NEXT DAY
DELIVERY PROVISION
CAN COMPLY
CAN COMPLY
VENDOR LOCATION:
830 TOURLAMINE DR.,
NEWBURY PARK, CA 91320
2125 E SPRING ST.,
LONG BEACH, CA 90806
PAYMENT TERMS:
NET 30
NET 30
RENEWAL
OPTIONS:
YEAR 2 (07/01/12-
06/30/13:
SAME PRICE, TERMS, &
CONDITIONS
SAME PRICE, TERMS, &
CONDITIONS
YEAR 3 (07/01/13-
06/30/14:
SAME PRICE, TERMS, &
CONDITIONS
10% INCREASE
FOB POINT:
SANTA MONICA
LONG BEACH
BUSINESS LICENSE
REQUIREMENTS:
CAN COMPLY
CAN COMPLY
INSURANCE
REQUIREMENTS:
CAN COMPLY
CAN COMPLY
ARIZONA:
NO PRESENCE
NO PRESENCE