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Home My WebLink About21-Police Department C OTY OF SAN BERNARDINO - REQUEST FOR COUNOL ACTION c c From: Michael A Billdt, Ollef of Police Subject: Resolution of the Gtyof San Bernardino authorizing the execution of a purchase order for nine 2005 Honda ST1300P police motorcycles to be utilized by the Police Department. M/ CC Meeting Date: August 21,2006 Dept: Police Department Date: August 9, 2006 Synopsis of Previous Council Action 1-17-06 Grants Ad Hoc Committee approved the Request for Council Action for the Selective Traffic Enforcement Program (STEP) Grant to be submitted to the full council. . Resolution 2006-26 was passed by the full council authorizing the police department to submit a Selective Traffic Enforcement Program (STEP) Grant application to the California Office of Traffic Safety. Grant Ad Hoc Committee updated regarding the additional equipment awarded under the STEP grant to include the fifth motorcycle purchase. 1-23-06 6-20-06 Recommended Motion: Adopt resolution. ~~ MIOiAEL A BILLDT, CHlEF OF POLICE Contact person: Sergeant Jarrod Burguan Phone: 384-5738 Supporting data attached: Yes Ward: All FUNDING REQUIREMENTS: Amount: $149,809.41 SOUll:e: OTS Grant - $83,227.45 Account # 123-795-5701 MotorVehicles - $66,581.96 Account # 635-341-5701 Finance Council Notes: Agenda Item No. :l. ( <6>...').I-Ob C OTY OF SAN BERNARDINO - REQUEST FOR COUNOL ACTION STAFF REPORT c c SUBJECT Resolution of the City of San Bernardino authorizing the execution of a purchase order to Callaway Motorsports for the purchase of nine 2005 Honda STl300P police motorcycles to be utilized by the Police Department. BACKGROUND The Police Department currently utilizes a combination of Honda STl300P and Kawasaki KZ I 000 motorcycles for traffic control throughout the city. Five of these motorcycles are being purchased as a grant item related to the Selective Traffic Enforcement Program (STEP) grant from the California Office of Traffic Safety. These five motorcycles are an addition to the police department traffic fleet for the purpose of meeting grant objectives and goals. The older Kawasakis in the traffic fleet have exceeded Kawasaki mileage standards (50,000 mile recommended replacement life), become an economic burden, and specific parts are no longer available; therefore, they will be placed in surplus for auction. They are: Unit #1002 2002 Kawasaki #1003 2002 Kawasaki #1004 2002 Kawasaki #1006 2000 Kawasaki 52,940 miles 53,550 miles 28,500 miles (totaled in a recent collision) 45,961 miles Kawasaki no longer manufactures a police motorcycle; therefore, the Fleet Division and the Police Department staff conducted a study to determine a replacement for these motorcycles. As a result of the'study it was determined that the Honda STl300P is the best unit for the Police Department's needs, and technical specifications were prepared for bid. The first six Hondas were placed into service in early 2006 and have served the needs of the Police Department well. Additionally, there is an estimated cost savings in the long run with the newer technology Honda motorcycles as the service life is anticipated to be greatly improved. During the fitst purchase cycle for the Honda STl300P motorcycle, notices for bid #RFQ F-06- 10 were sent to ten vendors, the San Bernardino Area Chamber of Commerce, advertised on the City's web page, and in the San Bernardino County Sun Newspaper. The same bid process has been utilized for this purchase as well. One bid was received as follows. c c c VENDOR LOCATION OUOTE Callaway Motorsports John Burr Honda West Coast Motorsports B&B Cycles Honda of Redlands Beaumont Honda Corona Motorsports Bert's Mega Mall Mountain Motorsports Chaparral Motorsports Riverside Fontana Perris Victorville Redlands Beaumont Corona Covina Ontario San Bernardino $16,645.49 ea. Tax included NO BID NO BID NO BID NO BID NO BID NO BID NO BID NO BID NO BID The Request for Purchase was sent to all of the above dealers by the Purchasing Department. Following the close of that bid process several dealers were personally contacted by Fleet Management to determine why there had only been the one bid received. Of those dealers contacted, several advised that they were not interested in participating in the process and others simply missed the return deadline. In this process, Callaway Motorsports honored and maintained the same price from the previous process. The bid received from Callaway Motorsports meets all required technical specifications outlined in the bid. This purchase does have a minor change from the original bid in that the emergency equipment package was removed. The Police Department will handle the outfitting of the necessary equipment for police use to expedite the process in order to field the grant funded positions by October I, 2006, and save money by eliminating the dealer from that process. FINANCIAL IMPACT Funds for the five (5) motorcycles being purchased under the OTS STEP grant are available in Account No. 123-795-5701 (Grant Reimbursed) Funds for the four (4) motorcycles are available in the FY 06/07 Account No. 635-341-5701, Motor Vehicles. RECOMMENDATION Adopt resolution. c c c 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE ORDER TO CALLAWAY MOTORSPORTS FOR THE PURCHASE OF NINE 2005 HONDA ST1300P POLICE MOTORCYCLES, TO BE UTILIZED BY THE POLICE DEPARTMENT. BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION I: That Callaway Motorsports submitted the best and lowest quote for nine (9) 2005 Honda STI300P police motorcycles in the total amount of $149,809.41. Pursuant to this determination. the Purchasing Manager is hereby authorized to issue a purchase order to Callaway Motorsports in the amount of$149,809.41. SECTION 2: The Purchase Order shall incorporate by reference this Resolution No. 2006-_, Bid Specification No. F06-10, and shall read: "Not to exceed $149,809.41." SECTION 3: The authorization to execute the above referenced Purchase Order is rescinded ifnot issued within sixty (60) says of the passage of this resolution. III III III III III III III III III c c c 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PURCHASE ORDER TO CALLAWAY MOTORSPORTS FOR THE PURCHASE OF NINE 2005 HONDA ST1300P POLICE MOTORCYCLES, TO BE UTILIZED BY THE POLICE DEPARTMENT. I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on the day of , 2006, by the following vote, to wit: Council Members Navs Abstain Absent Aves ESTRADA BAXTER VACANT DERRY .KELLEY JOHNSON McCAMMACK City Clerk The foregoing resolution is hereby approved this _ day of , 2006. Patrick J. Morris, Mayor City of San Bernardino Approved as to Form: