HomeMy WebLinkAbout2015-02-10; City Council; 21840; Purchase Public Safety Vehicles from BMW Motorcycles EscondidoCITY OF CARLSBAD - AGENDA BILL
AB#
MTG.
DEPT.
21.840
02-10-15
PW-PEM
REQUEST FOR AUTHORIZATION TO PURCHASE FOUR PUBLIC
SAFETY VEHICLES FROM BMW MOTORCYCLES OF ESCONDIDO
FOR $121,429 AND AN ADDITIONAL APPROPRIATION OF
FUNDS IN THE AMOUNT OF $9,500
DEPT. DIRECTOR
CITY ATTY.
CITY MGlgN^/aX jb)^
RECOMMENDED ACTION:
Adopt Resolution No. 2015-023 . authorizing the purchase of four public safety vehicles from BMW
Motorcycles of Escondido for $121,429 and an additional appropriation of funds in the amount of
$9,500.
ITEM EXPLANATION:
In June 2014, the Carlsbad City Council adopted the Fiscal Year 2014-15 Operating Budget which
included a number of vehicles, including the replacement of four BMW motorcycles. The Carlsbad City
Council authorized $112,000 to be appropriated from the Vehicle Replacement Fund to purchase all
four vehicles. In addition to the budget adoption process, the City Council authorizes vehicle
acquisitions which are in excess of $100,000, either individually or collectively from the same dealer.
Based on these guidelines, staff is requesting City Council authorization to purchase four BMW
motorcycles. The vehicles being replaced exceed the city's requirements for vehicle replacement per
Administrative Order Number 3. At the time of replacement, the replaced vehicle will be stripped of all
reusable specialty equipment, retired from the fleet and sold at public action.
The City of Carisbad conducted competitive bid # RFB 15-04 in December of 2014. BMW Motorcycles of
Escondido was the sole respondent to the bid. BMW Motorcycles of Escondido is offering the City of
Carisbad a total purchase price of $121,428.69 for all four motorcycles with an estimated delivery date
of 90 days. Staff finds the bid to be customary and reasonable and requests City Council authorize the
Administrative Services Director to appropriate the additional $9,500 from the Vehicle Replacement
Fund.
FISCAL IMPACT:
Staff requests that City Council approves the purchase of four (4) BMW motorcycles and authorize the
Administrative Services Director to appropriate $9,500 from the Vehicle Replacement Fund. The
$9,500 appropriation is to cover the additional cost between what was approved by City Council in June
2014 to purchase the four motorcycles and the competitive bid # RFB 15-04 submittal.
DEPARTMENT CONTACT: Steve Hodges (760) 434-2925 steve.hodges@carlsbadca.gov
FOR CLERK USE.
COUNCIL ACTION: APPROVED CONTINUED TO DATE SPECIFIC •
DENIED • CONTINUED TO DATE UNKNOWN •
CONTINUED • RETURNED TO STAFF •
WITHDRAWN • OTHER - SEE MINUTES •
AMENDED • REPORT RECEIVED •
Authorization Purchase Vehicles BMW Escondido
February 10, 2015
Page 2 of 2
The total estimated cost for all four motorcycles is $121,428.69. Sufficient cash is available in the
Vehicle Replacement fund to fully fund the purchases.
ENVIRONMENTAL IMPACTS:
Pursuant to Public Resources code Section 21065, this action does not constitute a "project" within the
meaning of CEQA in that it has no potential to cause either a direct physical change in the environment,
or a reasonably foreseeable indirect change in the environment, and therefore does not require
environmental review.
EXHIBITS:
1. Resolution No. 2015-023 authorizing the of four public safety vehicles from BMW Motorcycles of
Escondido and appropriation of funds
2. BMW Motorcycles of Escondido response to bid # RFB 15-04 conducted by the City of Carlsbad
1 RESOLUTION NO. 2015-023
2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA AUTHORIZING THE PURCHASE FOUR PUBUC SAFETY
VEHICLES FROM BMW MOTORCYCLES OF ESCONDIDO FOR
4 $121,429 AND AN ADDITIONAL APPROPRIATION OF FUNDS IN THE
AMOUNT OF $9,500
5 "
^ WHEREAS, funds where previously appropriated to the Fiscal Year 2014-15 Fleet Vehicle
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Replacement Fund by the Carisbad City Council for the purchase of four BMW Motorcycles; and
WHEREAS, the Fleet Management Division has reviewed the overall condition,
maintenance history, future maintenance needs and determined it is in the best fiscal interest
11 of the City of Carisbad to replace the requested vehicles; and
12 WHEREAS, the City of Carisbad used formal bidding procedures to conduct competitive
bid # RFB 15-04 to establish the cost of procurement of four (4) BMW motorcycles; and
WHEREAS, the City of CaHsbad has procured a bid from BMW Motorcycles of Escondido
to provide four (4) BMW motorcycles for a total cost of $121,428.69.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carisbad,
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18 California, as follows:
19 1. That the above recitations are true and correct.
2. That the City of Carisbad Fleet Management division is authorized to purchase
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four (4) BMW motorcycles from BMW Motorcycles of Escondido for a total cost of $121,428.69.
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3 The Administrative Services Director is authorized to appropriate $9,500 from
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24 the vehicle replacement fund in addition to the $112,000 previously appropriated in the Fiscal
25 Year 2014-15 Operating Budget.
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PASSED, APPROVED AND ADOPTED at a Regular Meeting ofthe City Council ofthe City
of Carlsbad on the 10**" day of February, 2015, by the following vote to wit:
AYES:
NOES:
Council Members Hall, Blackburn, Schumacher, Wood, Packard.
None.
ABSENT: None.
ykk
MATT HALL, Mayor
ATTEST:
SHELLEY COLUN^AJistant City Clerk
(SEAL)
REQUEST FOR BIDS
December 8, 2014
RFB 15-04 Date Due: January 6, 2015
11:00 A.M.
FOR: 2015 BMW R 1200 RT-P Motorcycles
The City of Carlsbad is requesting bids for four (4) new and unused 2015 BMW R 1200 RT-P Motorcycle
with all standard features plus the options listed on the attached specification sheet. Quoted prices must
include delivery and all other costs.
In accordance with the Carlsbad Municipal Code, awards shall be based on a best value evaluation.
Criteria used for the evaluation will include: cost, responsiveness to specifications, delivery schedule,
and unspecified value-added offerings which may be offered by the bidder. The lowest bidder may not
receive the award.
ITEM QTY DESCRIPTION UNITPRICE EXTENDED PRICE
1 4 2015 BMW R1200 RT-P Motorcycles /i ju
Labor & Freight (Not-taxable) h J '
OPENED. WITNESSED AND RECORDED: SUBTOTAL HZ^?2^.& ^
80/0 TAX ^m^oi
DATE IDGNAIU^ CA Tire Fee ^/^-OD ^1
TOTAL ZlVjalM
The attached specification and unspecified value-added offerings sheets must be completed and
returned with your bid. / K l
Delivery days after receipt of order Warranty ^(amo*^U jLJOK N^^'\€-S
Price to include delivery to: City of Carlsbad, Fleet Maintenance Division, 2480 Impala Drive, Carlsbad,
CA 92008 with ail documents required by the California Department of Motor Vehicles for registration.
The City will register the vehicles with the DMV.
Bids must be received in a sealed envelope clearly marked "Bid 15-04 Four 2015 BMW R1200 RT-
P Motorcycles". Bid must be received at "City of Carlsbad Purchasing Department, 1635 Faraday
Avenue, Carlsbad CA 92008" prior to the bid closing date and time listed. Bids may be mailed or
dropped into the bid box in the lobby at the above address. Late bids will not be accepted.
Bid due by 11am on Tuesday, January 6, 2015 Postmarks not accepted, late bids will be retumed
unopened.
If you have questions regarding the specifications, please call Steve Hodges at (760) 434-2925.
If you have questions regarding the bid process, please call John DeRego at (760) 602-2467.
THE CITY ENCOURAGES THE PARTICIPATION OF MINORITY AND WOMEN-OWNED BUSINESSES.
PUBLIC AGENCY CLAUSE
It is intended that any other public agency (i.e., city, district, public authority, public agency, municipal
utility and other political subdivision or public corporation of California) located in the State of
California shall have the option to participate in any award made as a result of this solicitation for a
period of ninety (90) days after award of the bid. The City of Carlsbad shall incur no financial
responsibility in connection with purchase by another public agency. The public agency shall accept
sole responsibility for placing order or payments to the vendor. Option shall not be considered in bid
evaluation. Indicate below whether said option is or is not granted.
(es No
READ THE ATTACHED GENERAL PROVISIONS CAREFULLY. THEY ARE A PART OF YOUR BID.
Firm ftl^Ul ^O^orCKfcJcS of £sCeyA.oido
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Terms: Ne^T 30 citv BSCo^dCo(o
state,210 C4 ^lOT^
GUARANTEE OF GOOD FAITH REQUIRED: ' — ~:—^
None (FAILURE TO SUBMIT „ „^ V ,> h-- 'V-)(AV\ <
GUARANTEE OF GOOD FAITH WILL VOID P""* Name FMCR ^(p^<> THE BID. SEE PARAGRAPH 3, GENERAL , ^^JX:2.^^ PROVISIONS.) Signature__,^^^^!::l
Telephone. 1^66. 5Z6. (1^8 Datelt/lolm
CITY OF CARJLSBAD
Property Management Department
Fleet Operations Division
Specifications for four (4) 2015 BMW R 1200 RT-P motorcycles, with all
standard features plus the following options.
MINIMUM SPECIFICATIONS
DESIRED
Quantity
(Per
Bike)
Option
Code/BMW PN
AS
SPECIFIED
OFFEROR'S
SUGGESTED
ALTERNATIVE
Night Black & Alphine White III 1 753
Dynamic ESA 1 191
GPS Preparation 1 272
Chrome Exhaust 1 350 -X
Heated Seat 1 518
Tire Pressure Monitoring 1 530
Cruise Control 1 538 y
Weather Protection 1 649
Red LED-X Light 5 63 17 2 361 718
Blue LED-X Light 5 63 17 2 361719
Duplex LED-X Red/Blue 1 63 17 2 361 720
White Torus LED TDL/Alley 6 63 17 2 361 722
Auxilary LED Turn Signals 2 63 17 2 361 725
Auxiiary LED Brake/Tail Light 2 63 17 2 361 726
Saddlebag LED Lights w/sensor switch 1 63 17 2 361 727
PVR Wireless kit for Motorola
APX7500(harness and module) 1 N/A
Large leather bound ticket book
holder 1 N/A
BMW Sport Exhaust System 1 77 23 8 536 874
Extra Ignition Key 1 51 25 7 681 202
Stock Side Stand "Kicker" Peg 1 46 53 2 153 834
Note Pad Holder 1 65 14 0 421315
Rear Flashlight/PR24 Holder Left 1 N/A
Power Socket Plug 1 61 13 8 060 106
Rocket Cover Protector Set 1 N/A
BMW Navigator V GPS Kit Complete 1 77 52 8 536 090
Saddlebag Liners 1 71 60 7 704 109
Radio Power Plug Connector 1 82 00 0 419 534
Radio Speaker Plug 1 N/A
Helmet Headset Interface Plug 1 N/A
Accessory Connection Plugs 3 N/A
LTI 20/20 LidarGun Mount 1 N/A
1
BIDDER 8 STATEMENT OF UNSPECIFIED VALUE-ADDED OFFERINGS
List items or services you are offering in addition to those in the attached specifications or scope of
work offered as part of your bid and included in your bid pricing. If none, please state "none".
Attachments may be used.
• All parts purchased over the cotinter and in service by the
City of Carlsbad will be charged to the department at a 10%
discount off of MSRP.
• Priority Servicing. We understand that down time costs your
department money and we are determined to make your
Authority Motorcycles a service priority.
• Free pick-Lip and delivery for service work. Simply make the
arrangements when scheduling the service.
• The technician performing the work and build is BMW
Master Certified and has mastered every course that BMW
offers in the field of Authority Motorcycles.
• As vou will read in the warranty statement, all ofthe Code~3
lighting and siren equipment is serviceable by our shop. No
need to take your motorcycle to another shop for the different
equipment.
• Our technician has extensive experience in the installation of
common radio and radar systems into the motorcycle. Please
note: We are not authorized to tune or repair radio
equipment.
• We are a PVP reseller and can provide all ofthe necessaiy
units, parts, and installation know ledge needed to build and
service the PVP svstems.