TITLE
Recommendation to adopt resolution authorizing City Manager to execute a contract with RCA Investments, dba Long Beach BMW Motorcycles, a Long Beach-based business (not an MBE, WBE or SBE), for the purchase of parts and service for BMW motorcycles, on the same terms and conditions afforded to the City of Santa Monica, in an annual amount not to exceed $125,000, for a period of one year, with the option of renewing for one additional one-year period, at the discretion of the City Manager. (Citywide)
DISCUSSION
City Council approval is being requested to authorize the City Manager or designee to enter into a contract with Long Beach BMW Motorcycles, for the purchase of parts and service for BMW motorcycles. The Department of Financial Management, Fleet Services Bureau, services 30 BMW motorcycles for the Long Beach Police Department's Motor Patrol program. This service includes routine oil changes, repair and maintenance of brake systems, tires, steering controls, fuel systems, body fairing, clutch systems, electronic systems, and a multitude of subsystem maintenance. Long Beach BMW Motorcycles provides service to motorcycles when advanced repairs requiring diagnostic equipment and tools are needed that would not be feasible for the City to invest in due to the infrequency of their use. BMW motorcycle parts and service are only available through factory-authorized vendors.
City Charter Section 1802 provides an alternative procurement method by permitting the City to purchase or otherwise obtain services, supplies, materials, equipment and labor with other governmental agencies by purchasing under their contracts on a voluntary and selective basis when authorized by a Resolution of the City Council.
The Department of Financial Management, Fleet Services Bureau, investigated procurement options and learned that the City of Santa Monica had completed a competitive bid process for parts and service for BMW motorcycles and has a contract with RCA Investments, dba Long Beach BMW Motorcycles, that meets the City's needs. This cooperative purchase agreement will allow the City to use a local vendor, facilitate the timely acquisition of parts and service, while providing competitively bid pricing. On May 15, 2012, City Council approved the purchase of five BMW motorcycles from this same vendor.
This matter was reviewed by Deputy City Attorney Amy R. Webber on November 12, 2012 and Budget Management Officer Victoria Bell on November 15, 2012
SUSTAINABILITY
This vendor is located within a quarter of a mile from the Fleet Services Bureau, which reduces transportation costs and exhaust emissions in transportation. Also, well-maintained and tuned motorcycles produce less harmful emissions into the environment.
TIMING CONSIDERATIONS
City Council action is requested on December 11, 2012, to ensure that the contract for parts and service for the BMW motorcycles is in place in a timely manner.
FISCAL IMPACT
The cost of this contract, in an amount not to exceed $125,000, is budgeted in the Fleet Services Fund (IS 386) in the Department of Financial Management (FM). Costs are recovered through maintenance charges to the Police Department. The award of this contract will provide continued support to our local economy by assisting in the preservation of six full-time employees residing in Long Beach with employment.
SUGGESTED ACTION
Approve recommendation.
BODY
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LONG BEACH AUTHORIZING THE CITY MANAGER TO PURCHASE PARTS AND SERVICE FOR BMW MOTORCYCLES THROUGH THE REQUEST FOR QUOTATION BETWEEN THE CITY OF SANTA MONICA AND R.C.A. INVESTMENTS, INC. DBA LONG BEACH BMW MOTORCYCLES.
Respectfully Submitted,
JOHN GROSS
DIRECTOR OF FINANCIAL MANAGEMENT
APPROVED:
PATRICK H. WEST
CITY MANAGER