DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: City Wide
SUBJECT:
Police Motorcycles
SUMMARY:
This ordinance authorizes acceptance of a contract with Kent Powersports to provide the San Antonio Police Department with 11 police motorcycles for a total cost of $263,659.00. Funding is available from the Equipment Renewal and Replacement Fund (ERRF).
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached tabulation of two bids submitted by Kent Powersports and Marineland of Waco, Inc., to provide 11 Police motorcycles. The low responsive bid was submitted by Kent Powersports for a total cost of $263,659.00.
The police motorcycles will be used to provide public safety support, law enforcement and security for the residents of the City of San Antonio and surrounding areas.
Based on thorough research and knowledge of the industry, the Building and Equipment Services Department, Fleet Acquisitions Division could not identify any viable alternative fueled equipment that would be available to meet the current requirements.
Vehicles and equipment that meet their expected life cycle are usually sold at auction but are sometimes traded in to the selling dealer. If the fleet asset is in the ERRF then the proceeds are returned to the fund. The proceeds are then used to purchase new similar vehicles and equipment for the same department that operated the sold fleet asset.
The ERRF charges a monthly lease rate to each respective department/fund the entire time a department/fund has possession of a vehicle or equipment. When the vehicle or equipment reaches the end of its life-cycle or the contractually obligated period, the replacement fund provides the financial resources for its like replacement.
ISSUE:
This contract will provide the SAPD with eleven 2015 Honda GL1800 police motorcycles from Kent Powersports for a total cost of $263,659.00.
The life expectancy for these vehicles is 36 months. The police motorcycles have a three year factory warranty.
The Small Business Economic Development Advocacy Ordinance requirements were waived due to the lack of qualified SMWBE's available to provide the goods and services.
There were no bids submitted from local bidders for this contract; therefore, the Local Preference Program was not applied.
The Veteran-Owned Small Business Preference Program does not apply to goods/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
All of the equipment to be replaced has met or will meet its age or mileage requirement cycles before replacement. The replacement date is considered the optimum time for replacement as delaying the acquisition could make the vehicles no longer economically feasible to repair and could lead to the department's inability to provide essential services to the residents of San Antonio.
FISCAL IMPACT:
The purchase of 11 police motorcycles is for a total cost of $263,659.00. The purchase will be funded through the Equipment Renewal and Replacement Fund.
The Equipment Renewal and Replacement fund charges a monthly lease rate to each respective department/fund the entire time a department/fund has possession of a vehicle or equipment. When the vehicle or equipment reaches the end of its life-cycle or the contractually obligated period the replacement fund provides the financial resources for its like replacement.
The replacement of these vehicles is consistent with the City's vehicle replacement program. Moreover, these new vehicles will be placed in the ERRF upon entry into service.
RECOMMENDATION:
Staff recommends the approval of the contract with Kent Powersports to provide 11 police motorcycles for a total cost of $263,659.00.
This contract is procured by means of low bid and a Contracts Disclosure Form is not required.