Agenda Report
May 9, 2022
TO: Honorable Mayor and City Council
FROM: Department of Public Works
SUBJECT: AUTHORIZE PURCHASE ORDER CONTRACT WITH NEW CENTURY MOTORSPORTS (OBA: NEW CENTURY BMW MOTORCYCLES) FOR
PURCHASE OF NINE OUTFITTED BMW R 1250 RT-P POLICE
MOTORCYCLES FOR AN AMOUNT NOT TO EXCEED $303,688
RECOMMENDATION:
It is recommended that the City Council:
1. Find that this action is exempt under the California Environmental Quality Act (CEQA) in accordance with Section 15061 (b)(3), the General Rule that CEQA only applies to projects that may have an effect on the environment; and
2. i) Accept the bid dated March 1, 2022, submitted by New Century Motorsports dba New Century BMW Motorcycles (New Century BMW) for new BMW R 1250 RT-P police motorcycles, ii) reject all other bids, and iii) authorize a purchase order contract with New Century BMW for the purchase of nine outfitted BMW R 1250 RT-P police motorcycles for an amount not to exceed $303,688.
BACKGROUND:
The Department of Public Works, Building Systems and Fleet Management Division (BSFMD) is tasked with providing vehicle replacement for various City departments based on a scoring system including factors such as the vehicle's age, mileage, condition, usage , maintenance and repair history . As part of the approved FY 2022 Operating Budget, a 3-Year Fleet Replacement Plan is being implemented to comprehensively address the City's aging fleet. This three-year plan prioritizes the City's vehicle replacement needs in support of each department's operations, ensuring safe modes of transportation and vehicle equipment for staff to perform their duties and services, decreasing fleet maintenance and repair costs, and simultaneously allowing a consolidated effort to group similar vehicle types for economies of scale and efficient purchasing process.
As part of the Fleet Replacement Plan, five motorcycles assigned to the Police Department (PD) have been identified for replacement (#2306, #2333, #2335, #2363 and #2364). In addition, four more motorcycles will be procured by PD to supplement their current fleet of MEETING OF 05/09/2022 AGENDA ITEM NO. ___,6'--- - -
Purchase of Nine Police Motorcycles
May 9, 2022
motorcycles through funding from the PD's Asset Forfeiture Fund. The patrol officers on motorcycle duty are tasked with providing traffic control and enforcement and are often the first on the scene during critical incidents as they can maneuver through traffic faster.
They also play a prominent role as police escorts, maintaining public safety at special events, festivities, and special operations. As such, the additional four motorcycles will provide sufficient and much needed motorcycles in the rotation for adequate coverage and improved response time during recurring, emergency, or as needed traffic enforcement, patrol, and various public safety service needs of the community.
PD has utilized Honda police motorcycles for its traffic control and enforcement operations.
However in 2022, Honda ceased manufacturing this model, thus, necessitating a change in the City's police motorcycle platform. PD and BSFMD staff researched available options in the market through consultations with outside agencies and vendors. BMW, Harley Davidson, and Yamaha models were the three comparable motorcycles considered that were within $1,000 difference of each other in base price range. The BMW model surfaced as the current industry standard for other police agencies. Representatives from both departments attended a presentation of the BMW police motorcycle model. PD field tested the BMW motorcycle for two weeks, enabling police officers to test drive and experience the performance firsthand. PD provided consistent positive feedback during the test drive period and determined the BMW model as the most viable option due to its reliability, maneuverability, customizable platform, and ability to meet the overall needs of the City. Considerations and research for electric alternatives to replace these particular motorcycles have been conducted as well. There are no electric motorcycle options on the market at this time that are equipped to handle the rigors, extensive use, and deployment of police motorcycles in PD's daily work operations.
On February 10, 2022, a Notice Inviting Bids for New BMW R 1250 RT-P Police Motorcycles was posted on PlanetBids and published in the local paper on February 17, 2022. The posting generated notices to all vendors who have previously registered with the City for this particular commodity class. Staff referenced a list of local vendors in the City's business license database as well as on line web searches in an attempt to reach potential local vendors. There are no BMW motorcycle dealerships or sellers located in Pasadena.
A total of 11 vendors downloaded the specifications of which none were local. Three non local bids were received by the opening date of March 2, 2022.
BID RES UL TS:
Per the bid specification, bidders were asked to provide the unit price for a new BMW R 1250 RT-P police motorcycle, a prepaid maintenance contract for three years or 36,000 miles, and an extended service contract for seven years with unlimited miles. The motorcycles will be delivered to the City fully outfitted to the PD's specifications. No additional outfitting to motorcycles will be required before deployment into service.
Purchase of Nine Police Motorcycles
May 9, 2022
The bid results are as follows:
Bidder
1. New Century BMW Motorcycles
2. Long Beach BMW Motorsports
3. Irv Seaver Motorcycles
Alhambra, CA
Long Beach, CA
Orange, CA
Bid Amount ($)
$303,688
$318,182
$318,504
New Century BMW has not done business with the City. They were founded in 1992 and have expanded their operations in the past ten years to include motorcycle sales and services. Their technicians hold the highest level of BMW certification that can perform authorized and specialized services such as outfitting motorcycles to the customer's specifications. As the lowest responsible and responsive bidder, staff recommends issuing a purchase order with New Century BMW for the purchase of these nine new outfitted police motorcycles.
COUNCIL POLICY CONSIDERATION:
By providing the departments with the proper equipment to perform its function, the proposed purchase furthers the City Council's Strategic Plan goals to ensure public safety, increase conservation and sustainability, and maintain fiscal responsibility and stability.
ENVIRONMENTAL IMPACT:
This purchase complies with all South Coast Air Quality Management District rules and regulations for engine emissions and clean air standards in the South Coast basin.
Purchase of Nine Police Motorcycles
May 9, 2022
FISCAL IMPACT:
The total cost of this action is $303,688. Funding for this action will be addressed by the utilization of existing budgeted appropriations in the Fleet Replacement Fund and Police Department's Asset Forfeiture Fund budget accounts 50322060-850500 and 20733001- 850400. Indirect and support costs such as maintenance and repair are anticipated to be $180,000 over the lifecycle of the nine motorcycles and will be addressed annually by utilization of existing budgeted appropriations in the Police Department's operating budget under10133013-861600.
Prepared by:
Mark McCullough
Public Works Administrator BSFMD
Approved by:
Respectfully submitted,
?kt/If;.._
TONY OLMOS, P.E.
Director of Public Works
Attachment A: Purchase for PD Motorcycles - Vehicle Condition Report