Title:
Title
Contract: BMW Motorcycle Original Equipment Manufacturer (OEM) Parts and Repairs (Two-Thirds Vote Required)
End
FileID
File ID: 2020-00979
Location
Location: Citywide
End
Recommendation:
Recommendation
Pass a Motion: 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 initial one-year contract with four one-year renewal options to A&S Motorcycle Parts, Inc. in an amount not to exceed $350,000 for the potential five-year term; and 3) authorizing the City Manager or the City Manager’s designee to execute the contract and renewal options specified above provided that sufficient funds are available in the adopted budget for the applicable fiscal years.
FileName
Contact: Alison Kerstetter, Program Specialist, (916) 808-1163; Mark Stevens, Fleet Manager, (916) 808-5869, Department of Public Works
Body
Presenter: None
Attachments:
1-Description/Analysis
2-Contract
Description/Analysis
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.
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. 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. due to the proximity to the City if staff must visit the vendor as well as to save on transportation costs.
Financial Considerations: Sufficient funding exists in the Department of Public Works Fiscal Year (FY) 2020/21 operating budget (Fleet Fund, Fund 6501) to purchase BMW Motorcycle OEM parts and repairs through June 30, 2021. Purchases made after June 30, 2021 are subject to funding availability in the adopted budget of the applicable fiscal year.
The recommended contract amount of $350,000 reflects the amount anticipated to be expended over the potential contract period maximum for five years.
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 1 authorized service center within a 20-mile radius.