SR 10-23-2018 3A
City Council
Report
City Council Meeting: October 23, 2018
Agenda Item: 3.A
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To: Mayor and City Council
From: Susan Cline, Director, Public Works, Street & Fleet Services
Subject: Award Bid for the Purchase of up to 20 BMW Motorcycles for the Police
Department
Recommended Action
Staff recommends that the City Council:
1. Authorize the Purchasing Services Manager to issue a purchase order with Long
Beach BMW Motorcycles, a California-based company, for the purchase and
delivery of up to nine BMW Police motorcycles for the Public Works Department
in FY 2018-19 as part of an existing contract with the City of San Diego. This
recommended award is made as an exception to the competitive bidding process
pursuant to Section 2.24.080(b), as competitive bidding has already occurred.
The award is for a total amount not to exceed $283,597, with future year funding
contingent on Council budget approval.
2. Authorize the Purchasing Services Manager to issue any necessary change
orders to the purchase order for the purchase of 11 additional BMW Police
motorcycles through the life of the City of San Diego contract expiring on June
20, 2019, with four one-year extension options through June 20, 2023, to replace
up to five motorcycles damaged beyond repair during the course of Police
Department activities and another six motorcycles that will be up fo r replacement
in FY 2021-22, for an additional amount not to exceed $363,119, resulting in a
total amount not to exceed $646,716, with future year funding contingent on
Council budget approval.
Summary
The Santa Monica Police Department uses 17 BMW motorcycles for a variety of duties
including emergency response, patrol, pursuit, and traffic enforcement. Nine are
scheduled for replacement in FY 2018-19, with another six motorcycles requiring
replacement in FY 2021-22. In addition, five more motorcycles are being requested to
replace units that may be potentially damaged beyond repair during police activities.
Staff recommends purchasing replacement BMW motorcycles from Long Beach BMW
Motorcycles. This would be done as an exemption to the City’s competitive process,
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leveraging a contract between the City of San Diego and Long Beach BMW following
competitive process (bid number 10089355-18-Y).
Discussion
The City replaces vehicles that have reached the end of their cost -effective useful life
based on age, mileage, and repair history in accordance with the Vehicle Replacement
Program. Currently, the Police Department has a total of 17 motorcycles, 15 of which
are production motorcycles used in day-to-day operations and two of which are reserve
motorcycles used for training purposes. This purchase would replace nine motorcycles
for the Police Department in FY 2018-19 that have reached the end of their cost-
effective useful lives and allow staff to replace an additional six motorcycles due for
replacement in 2021-22. The agreement would also allow for the purchase of five
replacement motorcycles in the event of damage. Future purchases would be
contingent upon the City of San Diego maintaining its contract with the Long Beach
BMW through June 20, 2023.
The Police Department’s motorcycles have a useful life of five years. The nine
motorcycles that would be replaced are listed in the vehicle data table below, which
shows the vehicle unit number, model year, age, original cost, total maintenance cost
over the life of the vehicle, and the percentage of the original cost that the maintenance
cost has reached.
Unit # Year Age Original
Cost
Total
Maintenance
Cost
% Maintenance Cost to
Original Cost
20252 2012 6 $26,060 $47,112 181%
20255 2013 5 $26,060 $32,879 126%
20256 2013 5 $26,060 $25,043 96%
20257 2013 5 $26,060 $22,970 88%
20258 2013 5 $26,060 $13,419 51%
20295 2013 5 $29,949 $24,282 81%
20296 2013 5 $29,949 $14,736 49%
20297 2013 5 $29,949 $15,708 52%
20298 2013 5 $29,949 $22,047 74%
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On June 21, 2018, the City of San Diego awarded bid 10089355-18-Y to Long Beach
BMW Motorcycles to supply BMW Police motorcycles over the course of one year, with
an option to extend the contract for four additional one -year periods through June 20,
2023, for a total not to exceed $3,000,000 over five years. The Santa Monica Police
Department has an additional six motorcycles that will be due for replacement in FY
2021-22, which could also be purchased under this contract if the City of San Dieg o
chooses to exercise their extension options. Police Department staff opted to switch to
the Honda Police motorcycle in 2013 to reduce the total cost of ownership. The Honda
motorcycle is not purpose-built like the BMW Police motorcycle, and that manifested
itself over the course of the last five years as the Honda motorcycles have proven to be
less reliable than the BMW counterpart. The BMW Police motorcycle is a purpose-built
motorcycle designed specifically for law enforcement and has been widely adopted as a
standard motorcycle by law enforcement agencies throughout the nation due to its
design, safety rating and flexibility for various assignments and purposes. Therefore, the
BMW Police motorcycle was selected as the standard motorcycle for the Santa Monica
Police Department to replace the remaining inventory of Honda motorcycles. The last
solicitation for the purchase of BMW Police motorcycles in 2007 yielded one bid, also
from Long Beach BMW Motorcycles.
Fleet Management continues to strive to meet the goals of the Sustainable City Plan
and purchase electric vehicles whenever possible. Although there is currently an electric
motorcycle option available on the market at this time, Police staff tested the Zero
Electric Motorcycle and found the battery range to be insufficient to accommodate their
needs. The Police Department utilizes an on-board camera system, mobile radio, GPS
tracker, and emergency warning equipment. A police officer can be deployed in the field
for 12 or more hours during a single shift. During testing, the Police Department
discovered that the use of the electric motorcycle would require officers to spend time
charging the motorcycle mid-shift. As emergency vehicles, these gasoline-powered
motorcycles are exempt from the City’s Sustainable Fleet Policy for reduced emissions
and sustainability. The Police Department has incorporated an all-electric fleet for their
parking enforcement operation.
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Vendor/Consultant Selection
Exception to Competitive Bidding
b. Item was already competitively bid by another governmental agency or is part of
cooperative purchasing with another agency, where item or services are supplied at
same price or better.
Staff recommends Long Beach BMW Motorcycles to furnish and deliver up to 20 BMW
Police motorcycles as an exception to competitive bidding per Municipal Code
2.24.080(b). The BMW Police motorcycle was already competitively bid by the City of
San Diego and awarded to Long Beach BMW Motorcycles under bid number 10089355-
18-Y, which is valid until June 19, 2019, with an option to extend for four additional one-
year terms. Staff recommends utilizing this process to obtain the most competitive
pricing, expedite vehicle purchases, and ensure that vehicle specifications match those
that have already been specifically developed for and utilized by law enforcement and
emergency response agencies. Using the City of San Diego’s bid allows the City to
obtain the most competitive price through a previously conducted governmental agency
bid. If Santa Monica were to conduct its own formal bid, staff estimates it would take
approximately nine months to complete, utilizing significant staff time and resources.
Financial Impacts and Budget Actions
Staff seeks authority to award a purchase order with Long Beach BMW Motorcycles to
furnish and deliver up to 20 BMW Police motorcycles.
Purchase Order Request
Request Amount FY 2018-19 Budget
CIP Account #
Total Purchase Order Amount
$283,597 C7000010.689000 $646,716
Future year funding is contingent on Council budget approval.
Prepared By: Ryan Kraemer, Senior Administrative Analyst
Approved
Forwarded to Council
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Attachments:
A. Long Beach BMW Motorcycles Oaks Initiative Form