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 $150,000, 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 to execute a contract for the purchase of parts and service for BMW motorcycles for a period of one year, with the option to renew for one additional 12-month period. The Department of Public Works, 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.
The City Charter 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 Public Works, 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 us to use a local vendor, facilitate the timely acquisition of these parts and service while providing us with competitively bid pricing. On July 6, 2010, City Council approved the purchase of four BMW motorcycles from this same vendor.
This matter was reviewed by Deputy City Attorney Amy R. Burton on August 24, 2010 and Budget Management Officer Victoria Bell on August 31, 2010.
SUSTAINABILITY
ยท Environmental benefits - 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 October 5, 2010, 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 is $150,000, including tax, and is included in the Fleet Services Fund (IS 386) in the Department of Public Works (PW). 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 five 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 AGREEMENT BETWEEN THE CITY OF SANTA MONICA AND R.C.A. INVESTMENTS, INC. DBA LONG BEACH BMW MOTORCYCLES.
Respectfully Submitted,
LORI ANN FARRELL
DIRECTOR OF FINANCIAL MANAGEMENT/CFO
MICHAEL CONWAY
DIRECTOR OF PUBLIC WORKS
APPROVED:
PATRICK H. WEST
CITY MANAGER