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AGENDA ITEM REVIEW FORM |
7.H.
Regular City Council Meeting
- Meeting Date:
- 09/13/2023
- Department Head:
- Nigel Reynoso
- Submitted By:
- Michelle Boucher, Police Administrator, Police Department
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding authorization to purchase three (3) fully marked Harley-Davidson Motorcycles using Fiscal Year 2023-2024 Capital Projects budgeted funds. (Nigel Reynoso, Administrative Lieutenant)
SUMMARY:
Purchase of the Vehicles
The City of San Luis Police Department is seeking approval for the purchase of three (3) new, fully marked Harley-Davidson Motorcycles. All the new motorcycles will be assigned to the San Luis Police Department Patrol Division for the motor Officers and to replace the current motorcycles that need to be placed out of service. The funds for the purchase of these vehicles were approved as a Fiscal Year 2023-2024 Capital Project. The estimated requested funds were based on the request to purchase one (1) fully marked police Ford Explorer and one (1) fully marked Harley-Davidson Motorcycle. Ford Dealerships are still currently unable to provide quotes for Police Vehicles due to factory issues. In the time since the budget request was made, the need for more than one (1) motorcycle has increased greatly. The current motorcycles are all 2014 Hondas; parts for this model are no longer being made, and it is increasingly more difficult to repair them. They are breaking down weekly, with no backup, and taking months to repair, if at all.
Total Purchase
Within the budgeted amount of $137,100.00, there are sufficient funds to purchase all three (3) fully equipped motorcycles. The total cost for all three (3) will be $120,000.00. We are asking the Mayor and City Council to approve the purchase, and due to the urgent need and time constraints, going out to bid will not be cost-efficient; we request the mayor and City Council waive formal purchasing procedures as allowed under Section 3.05.010 (F). The vendor, Bobby's Territorial Harley-Davidson in Yuma, previously held the state contract when this quote was requested in March 2023. They no longer hold the state contract but will be honoring the same pricing. Currently, no other vendor has a state contract for the Police Harley-Davidson Motorcycles. Since the state contract went through a bidding process, the bidding process would likely not result in a better price.
The City of San Luis Police Department is seeking approval for the purchase of three (3) new, fully marked Harley-Davidson Motorcycles. All the new motorcycles will be assigned to the San Luis Police Department Patrol Division for the motor Officers and to replace the current motorcycles that need to be placed out of service. The funds for the purchase of these vehicles were approved as a Fiscal Year 2023-2024 Capital Project. The estimated requested funds were based on the request to purchase one (1) fully marked police Ford Explorer and one (1) fully marked Harley-Davidson Motorcycle. Ford Dealerships are still currently unable to provide quotes for Police Vehicles due to factory issues. In the time since the budget request was made, the need for more than one (1) motorcycle has increased greatly. The current motorcycles are all 2014 Hondas; parts for this model are no longer being made, and it is increasingly more difficult to repair them. They are breaking down weekly, with no backup, and taking months to repair, if at all.
Total Purchase
Within the budgeted amount of $137,100.00, there are sufficient funds to purchase all three (3) fully equipped motorcycles. The total cost for all three (3) will be $120,000.00. We are asking the Mayor and City Council to approve the purchase, and due to the urgent need and time constraints, going out to bid will not be cost-efficient; we request the mayor and City Council waive formal purchasing procedures as allowed under Section 3.05.010 (F). The vendor, Bobby's Territorial Harley-Davidson in Yuma, previously held the state contract when this quote was requested in March 2023. They no longer hold the state contract but will be honoring the same pricing. Currently, no other vendor has a state contract for the Police Harley-Davidson Motorcycles. Since the state contract went through a bidding process, the bidding process would likely not result in a better price.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE THE PURCHASE OF THREE (3) NEW 2023 HARLEY-DAVIDSON POLICE MOTORCYCLES AND APPROVE THE MARKING AND EQUIPPING OF THE VEHICLES FOR A TOTAL AMOUNT NOT TO EXCEED $137,100.00 AS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $120,000.00
- BUDGETED AMOUNT:
- $137,100.00
- AVAILABLE AMOUNT TO TRANSFER:
- N/A
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- 255-021-90050.228/Capital Outlay-ARPA Revenue Loss Miscellaneous Projects/$550,691.00
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
The total amount to purchase all three (3) new motorcycles will be $120,000.00. Fiscal Year 2023-2024 budgeted amount was $137,100.00 in account 255-021-90050.228.