City of Sacramento
City Council - 2PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-01033 5/28/2024 Consent Item 9.
Supplemental No. 4: BMW Motorcycle Original Equipment Manufacturer (OEM) Parts and Repairs
File ID: 2024-01033
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager or City Manager’s designee to execute Supplement No. 4 to Contract No. 2020-2566 with A&S Motorcycle Parts, Inc. for the purchase of BMW Motorcycle original equipment manufacturer (OEM) parts and services increasing the amount of the contract by $150,000 for a revised total contract not-to-exceed amount of $500,000.
Contact: Bobbie Small, Program Specialist, (916) 808-6711, [email protected]; Alison Kerstetter, Fleet Manager, (916) 808-1163, [email protected]; Department of Public Works
Presenter: None.
Attachments:
1-Description/Analysis
2-Supplemental Agreement No. 4
Description/Analysis
Issue Detail: The Department of Public Works, Fleet Management Division, consistently needs to procure BMW Motorcycle original equipment manufacturer (OEM) parts and repair services for the City’s BMW Motorcycle fleet.
Policy Considerations: The recommendations in this report are in accordance with City Code Section 3.56.290, which requires City Council approval of supplemental contracts that increase the contract amount beyond the city manager’s statutory authority.
Economic Impacts: None.
Environmental Considerations:
File ID: 2024-01033 5/28/2024 Consent Item 9.
California Environmental Quality Act (CEQA): California Environmental Quality Act (CEQA): No environmental review is necessary because the recommendations in this report involve the purchase of vehicle services and are not considered to be a project in accordance with Section 15378(b)(2) of the California Environmental Quality Act guidelines.
Sustainability: Not Applicable
Commission/Committee Action: None.
Rationale for Recommendation: The Department of Public Works, Fleet Management Division conducted extensive research to locate an authorized BMW Motorcycle service center capable of providing parts and servicing for the City’s BMW Motorcycle fleet. Authorized service centers undergo specialized training by manufacturers to handle parts and repairs for their specific brands of vehicles or equipment. This is critical for maintaining warranty integrity, as repairs and preventative maintenance completed by authorized service centers ensure warranty validity. The City Council awarded the contract with an initial not-to-exceed amount of $350,000. Three subsequent supplemental contracts extended the time of performance. However, due to a higher rate of utilization than originally projected, the current contract authority is expected to be depleted before the contract term ends. Therefore, Fleet Management Division recommends approving Contract Supplement No. 4 to prevent any service disruptions.
Financial Considerations: Sufficient funds are available in the Department of Public Works, Fleet Management Division’s, Fiscal Year (FY) 2023/24 operating budget (Fleet Fund, Fund 6501) to purchase BMW Motorcycle original equipment manufacturer (OEM) parts and repairs through June 30, 2024. Purchases made after June 30, 2024, are subject to funding availability in the adopted budget of the applicable fiscal year.
Due to the forecasted structural budget gap, the City Manager has directed City departments to minimize costs and for all new contracts to receive an additional level of scrutiny to ensure they are necessary for the operation of the City. This contract has been reviewed and approved by the City Manager’s Office to advance to Council for approval. Funding for the proposed contract beyond FY2023/24 is subject to Council approval.
Local Business Enterprise (LBE): A&S Motorcycle Parts, Inc. is not an LBE vendor. The minimum LBE participation requirement was waived by the Director of Public Works.
Staff conducted an extensive search within the local area and found one authorized service center within a 20-mile radius.
CONTRACT ROUTING SHEETContract Cover/Routing Form: Must Accompany ALL Contracts; however, it is NOT part of the contract.General Information (Required)Original Contract # (supplements only): ________ Supplement/Addendum #: ___________________Assessors Parcel Number(s): ________________________________________________________________Contract Effective Date: _________ Contract Expiration Date (if applicable): _________$ Amount (Not to Exceed): ______________________ Adjusted $ Amount (+/-): _____________________Other Party: ______________________________________________________________________________Project Title: _____________________________________________________________________________Project #: ____________________________________ Bid/RFQ/RFP #: ___________________________City Council Approval: if YES, Council File ID#: __________Contract Processing ContactsDepartment: ______________________________Contract Coordinator: _______________________Project Manager: _________________________________Department Review and Routing(Signature) (Date)(Signature) (Date)(Signature) (Date)(Signature) (Date)Special Instruction/Comments (i.e. recording requested, other agency signatures required, etc.)_______________________________________________________________________________________------------------FOR CLERK & IT DEPARTMENTS ONLY DO NOT WRITEBELOW THIS LINE------------------ 2020-25660409/06/202009/05/2025$ 500,000.00 $ 150,000.00A&S Motorcycle Parts, Inc.BMW Original Equipment Manufacturer (OEM) Parts and ServicesSuspend Competitive Bidding2020-00979Bobbie SmallSong Moua [email protected] Works
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Project Title and Job Number: Date: Purchase Order #: Supplemental Contract No.: The City of Sacramento ("City") and _______________________________________("Contractor"), as parties to that certain Non-Professional Services Agreement designated as Contract Number ______________, including any and all prior supplemental contracts modifying the contract (the contract and all supplemental contracts are hereafter collectively referred to as the "Contract"), hereby supplement and modify the Contract as follows: The specified in Exhibit A of the Contract is amended as follows:In consideration of the additional and/or revised services described in section 1, above, the maximum not-to-exceedamount that is specified in Exhibit B of the Contract for payment of Contractor's fees and expenses, isincreased by ___________, and the Contracts maximum not-to-exceed amount is amended as follows:__________ __________ __________ __________ Agreement's original not-to-exceed amount: Net change by previous supplemental contracts: Not-to-exceed amount prior to this supplemental contract: Increas by this supplemental contract: New not-to exceed amount including all supplemental contracts: __________ Contractor warrants and represents that the person or persons executing this supplemental contract on behalf ofContractor has or have been duly authorized by Contractor to sign this supplemental contract and bind Contractor to theterms hereof.Except as specifically revised herein, all terms and conditions of the Contract shall remain in full force and effect, andContractor shall perform all of the services, duties, obligations, and conditions required under the Contract, assupplemented and modified by this supplemental contract.[SIGNATURES ON FOLLOWING PAGE] A&S Motorcycle Parts, Inc.BMW Original Equipment Manufacturer (OEM) Parts and Services2020-256604/16/202404$ 150,000.00$ 350,000.00$ 0.00$ 350,000.00$ 150,000.00$ 500,000.00"The increased consideration is necessary to cover the additional equipment purchases and repairs requiredby prior supplemental contracts that extended the time of performance."
SUPPLEMENTAL CONTRACT
(Rev. 11-1-19)
Approval Recommended By: Approved As To Form By: Project Manager City Attorney Approved By: Attest: ____________________________________ Contractor City Clerk Approved By: City of Sacramento