Title
Contract: BMW Motorcycle Original Equipment Manufacturer (OEM) Parts and Repairs [Two-Thirds Vote Required]
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FileID
File ID: 2025-01463
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Location
Location: Citywide
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Recommendation
Recommendation: Pass a Motion by two-thirds: 1) suspending competitive bidding in the best interest of the City for the purchase of BMW Motorcycle Original Equipment Manufacturer (OEM) Parts and Repairs; 2) awarding an five-year contract to A&S Motorcycle Parts, Inc. in an amount not to exceed $650,000; and 3) authorizing the Interim City Manager or designee to execute the contract specified above provided that sufficient funds are available in the adopted budget for the applicable fiscal years.
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Contact
Contact: Stacey Chatman, Program Specialist, (916) 808-6711; Alison Kerstetter, Fleet Manager, (916) 808-1163, Department of Public Works
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Presenter
Presenter: None
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Attachments
Attachments:
1-Description/Analysis
2-Contract
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Description/Analysis
IssueDetail
Issue Detail: The Department of Public Works, Fleet Management Division, has an ongoing requirement to purchase BMW Motorcycle Original Equipment Manufacturer (OEM) parts and repairs for the City’s fleet. The City has standardized on BMW Motorcycles for the Police Department Fleet. To service and repair these motorcycles an authorized dealer must be utilized. There are no authorized dealers within the City and only one authorized dealer within the surrounding area. To meet service and repair needs for existing fleet the Department is seeking to suspend competitive bidding and award a five year contract to the closest authorized dealer.
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Policy Considerations: The recommendations in this report are in accordance with City Code Chapter 3.56 which authorizes City Council to suspend competitive bidding when, upon a two-thirds vote, it is determined that it is the best interest of the City to do so.
Economic Impacts: None.
Environmental Considerations: California Environmental Quality Act (CEQA): No environmental review is necessary because the recommendations in this report involve the purchase of 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 has completed extensive research to find an authorized BMW Motorcycle service center to issue parts and complete repairs for the BMW Motorcycle fleet within the City. Authorized service centers are trained by manufacturers to provide parts and repairs for the specific brand of vehicles or equipment. This is especially important as the warranty stays intact when authorized service centers complete repairs and services. The Department has previously solicited bids for service and repair of BMW motorcycles and it has typically yielded only one bidder, A&S Motorcycle Parts, Inc. Upon preparing for a new contract this year research was conducted through BMW and A&S Motorcycle Parts, Inc is the only authorized dealer within a reasonable distance. The next closest location is in Concord.
A&S Motorcycle Parts, Inc. is the only authorized dealer within a 20-mile radius of the City. Fleet Management recommends awarding the contract to A&S Motorcycle Parts, Inc. as they are the closest authorized dealer.
Financial Considerations: Sufficient funding exists in the Department of Public Works Fiscal Year (FY) 2025/26 operating budget (Fleet Fund, Fund 6501) to purchase BMW Motorcycle OEM parts and repairs through June 30, 2026. Purchases made after June 30, 2026, are subject to funding availability in the adopted budget of the applicable fiscal year.
The recommended contract amount of $650,000 reflects the amount anticipated to be expended over the five-year contract period.
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.