TO: Honorable Mayor and Members of the City Council
THRU: Tom Kisela, City Manager
FROM: Christopher Cash, Public Works Director
1. Subject
title
Authorize the purchase of two 2024 BMW R1250RT-P motorcycles for the Police Department from Irv Seaver BMW utilizing the City of Santa Ana's piggyback contract provision, and the purchase of a 2025 Ford F550 valve truck for the Public Works Department utilizing a Cooperative Purchasing Agreement.
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2. Summary
Purchase of two 2024 BMW R1250RT-P motorcycles for the Police Department from Irv Seaver BMW utilizing the City of Santa Ana's piggyback contract provision; and purchase of one Ford F550 valve truck for the Public Works Department from National Auto Fleet Group utilizing the Cooperative Purchase Agreement. The City Council has previously approved the Cooperative Purchasing Agreement as the standard for vehicle procurement.
3. Recommended Action
recommendation
1. Approve the purchase of two 2024 BMW R1250RT-P Motorcycles from Irv Seaver Motorcycles, utilizing the City of Santa Ana piggyback contract, IFB No. 23-148, in the amount of $60,676.
2. Approve the purchase of one 2025 Ford F550 valve truck from National Auto Fleet Group, utilizing the Cooperative Purchase Agreement through Sourcewell Contract No. 091521-NAF, in the amount of $185,069.
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4. Fiscal Impact
The expense for this purchase is $245,745 and will be funded through Vehicle Replacement Fund (720):
720.5023.55212.19999 Motor Vehicle Replacements
5. Strategic Plan Goals
Goal 1: Maintain Strong Emergency and Safety Services
Goal 5: Improve Infrastructure, Mobility, and Technology
6. Discussion and Background
Staff has recognized the necessity of replacing two police motorcycles. Additionally, staff has determined that one of the City’s fleet vehicles, a 2000 Ford F450, is beyond its useful life and needs replacement. These vehicle replacements have been accounted for in the approved budget.
Motorcycles
Staff will utilize a piggyback competitive bid from the City of Santa Ana's contract to achieve cost savings while complying with competitive bidding requirements.
In 2020, Irv Seaver submitted the lowest bid for the 2021 BMW R1250RT-P motorcycles and has maintained the pricing of $28,685 for the past four years. However, due to the introduction of new nondelegable features on the 2024 model, it became necessary to solicit fresh bids.
Staff worked with Irv Seaver to secure the lowest competitive bid for the 2024 BMW motorcycles via the City of Santa Ana piggyback contract, which awarded IFB No. 23-148 to Irv Seaver BMW. This agreement includes a piggyback clause that permits other public agencies to procure under the same terms.
The updated 2024 models feature nondelegable enhancements designed to improve safety and operational efficiency, such as adaptive headlights and keyless rides. These enhancements, however, result in a $1,653 increase per unit, representing a 5.94% increase compared to the 2021 model. Furthermore, ongoing inflationary pressures and supply chain issues within the automotive sector continue to affect manufacturing costs. The cost for each 2024 BMW R1250RT-P motorcycle is $30,388, bringing the total expenditure for two motorcycles to $60,676.
Valve Truck
The proposed purchase of a new 2025 Ford F550 valve truck for use by the Public Works Department Water Division is part of the fleet replacement program designed to update the City's aging vehicles. The current vehicle, which is approximately 25 years old, has exceeded its optimal lifecycle, with increased maintenance costs and reduced reliability. The replacement will enhance operational capabilities for valve maintenance, emergency water line repairs, and daily Water Division operations.
The City Council previously authorized a Cooperative Purchasing Agreement (CPA) using Sourcewell as a vehicle and equipment procurement standard. This purchase is a continuation of that policy. Sourcewell contracts are nationally solicited, competitively bid, and awarded. National Auto Fleet was awarded contract No. 091521-NAF for cars, trucks, vans, sports utility vehicles, and others. Through Sourcewell's contract with National Auto Fleet Group, pricing discounts range from 1% to 25.86% across 15 manufacturers, depending on the model. The total savings to the City for this purchase is 6.2%, a savings of $3,892 off the manufactured suggested retail price of the vehicle. The total cost to purchase the Ford F550, including the equipment installation, is $185,069.
Current Vehicle and Proposed Vehicle Table
The table below represents the proposed vehicle replacements.
|
Current Vehicle |
Replacement Vehicle |
Department |
Cost |
|
2016 BMW R1250RT-P |
2024 BMW R1250RT-P |
Police |
$30,338 |
|
2016 BMW R1250RT-P |
2024 BMW R1250RT-P |
Police |
$30,338 |
|
2000 Ford F450 |
2025 Ford F550 |
Public Works |
$185,069 |
|
|
|
Total |
$245,745 |
7. ATTACHMENTS
• Santa Ana IFB No. 23-148
• Santa Ana Purchase Order and Invoice