REPORT TO THE CITY COUNCIL
FROM: JOE VARGAS, Director
Department of Transportation
BRIAN BARR, Assistant Director
Department of Transportation
BY: CLIFF TRAUGH, Business Manager
Department of Transportation, Municipal Fleet Division
SUBJECT
Title
Award a two-year Requirements Contract with provisions for three one-year extensions to Herwaldt Automotive Group, Inc. of Fresno, California, for a maximum of 75 marked patrol BMW motorcycles over a 5-year term in the total amount of $2,109,211.84, plus annual CPI adjustments, for the Police Department. The FY22 purchase will be 15 motorcycles in the amount of $421,844.37 (Bid File 9626)
Body
RECOMMENDATION
Staff recommends Council approve the award of a two-year Requirements Contract with provisions for three one-year extensions to Herwaldt Automotive Group, Inc. of Fresno, California, for a maximum of 75 marked patrol BMW RT1250P motorcycles in the total amount of $2,109,211.84, plus annual CPI adjustments.
EXECUTIVE SUMMARY
The City of Fresno Police Department is requesting approval to purchase a maximum of 75 BMW RT1250P marked patrol motorcycles over a five-year term. Initially, the Police Department will purchase 15 motorcycles from this contract as replacements in FY22. The new units will mobilize law enforcement officers and transport all needed equipment safely and securely. The motorcycles will be purchased through a competitive bidding procurement process and will be funded by the adopted FY2022 budget and American Rescue Plan Act (ARPA) funds appropriated December 9, 2021. Bids expire March 14, 2022.
BACKGROUND
With an emphasis on community partnerships, the Police Department is responsible for daily policing operations within the city of Fresno. The overall goal of the Police Department is to maintain the highest level of service while keeping our community safe. To accomplish this goal, PD officers utilize 397 active marked units, including 76 motorcycles, to conduct daily patrols, respond to emergency calls, and proactively engage in community outreach.
The motorcycle patrol units are on a 5 year or 60,000-mile replacement schedule which has been established by the Public Safety Division as the optimum replacement time. A Requirements Contract was identified as the most appropriate method of procurement to expedite these replacements. The Public Safety Fleet Division reasonably anticipates the replacement of 75 motorcycles over the next five years. For FY22, 15 units have been identified that meet or exceed these guidelines and will be replaced. The Department of Transportation recommends this purchase based on the replacement schedule and the needs of the Police Department.
Industry standard tests performed by Michigan State Police and Los Angeles County Sherriff’s Office evaluated police patrol motorcycles from BMW, Harley-Davidson, Honda Powersports and Yamaha Motorsports. The BMW RT1250P was determined to be the best available unit for police patrol duties. Evaluations considered dynamic handling, acceleration, braking, ergonomics and fuel economy. The Police Department has been utilizing BMW motorcycles for patrol needs since 2003 and has experienced success in the functionality, performance, and durability of the product.
Competitive bids were solicited for the BMW RT1250P marked patrol motorcycles on November 19, 2021 and advertised in the Fresno Business Journal. The Notice Inviting Bids was sent to two exchanges and specifications were distributed to four potential bidders. One bid was received and reviewed on December 14, 2021. Herwaldt Automotive Group, Inc was determined to be the sole responsive and responsible bidder. Purchasing Division has approved this requirements contract and recommends Council to approve. The initial term of this contract is for two years, with three one-year provisional extensions. Staff will evaluate vendor performance, quality, and market prices prior to renewal of each extension. Bids expire March 14, 2022.
The City Attorney’s Office has reviewed and approved to form.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act Guidelines Section 15378, the award of this contract does not qualify as a project.
LOCAL PREFERENCE
Local preference is applicable to this award, and sole responsive and responsible bidder is local to the city of Fresno.
FISCAL IMPACT
General Funds will be used to lease purchase seven marked patrol motorcycles valued at $196,860.71. Funding to cover the first lease payment on these motorcycles has been included in the FY2022 adopted budget under the operations of the Police Department. An additional 8 units will be purchased as a cash acquisition in the amount of $224,983.66, utilizing American Rescue Plan Act (ARPA) funds appropriated in the 30th Amendment to the Annual Appropriation Resolution No. 2021-1020 on December 9, 2021.
Attachments:
Bid Evaluation 9626