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HomeMy WebLinkAboutStaff Report 3.C 11/19/2012 � Reni.ala'Itwiv. #3 C a W � . • \ ys `nk1^ DATE: November 19; 2012 TO: Honorable Mayor and Members of the City Council through City Manager ' FROM: Patrick Williams, Chief of Police p SUBJECT: Resolution Approving the Trade„In.of Four Used Police Motorcycles toward the Purchase of One'New 2013 Harley-Davidson FLHTP Police Electra Glide Motorcycle for theNet:Amount of$4,770.75':from;Harley-Davidson of Ukiah, Authorizing the-Purchase and Installation of Additional Radio Equipment in the Amount of$4,773.69, and Authorizing the City Manager to Execute all.Purchase Related Docuinentsiand-to-Include the Total Cost of$9;544.44 for this Purchase in"the 2nd Quarter Budget Adjustments RECOMMENDATION I It is recommended that the City Council adopt the attached Resolution Approving the Trade-In of Four Used Police Motorcycles toward the Purchase of One New 2013 Harley-Davidson FLHTP Police Electra Glide Motorcycle for the',NetAmount of$4,770.75 from Harley-Davidson of Ukiah, Authorizing the Purchase,and Installation of Additional Radio Equipment in the Amount of$4,773.69, and Authorizing the City,Manager to Execute.all Purchase Related Documents and to Include the Total Cost of$9,544.44 for this Ptrchase in the'2"d'Quarter Budget Adjustments. BACKGROUND The Petaluma Police Department currently has one police sergeant sand.four traffic officers assigned to ride motorcycles full-time. Four of..these motorcycles are low-in mileage but one has current mileage of 22,300. The Police,Department also has one training motorcycle,which is stripped down and not used foi traffic enforcement, and four high-mileage, used motorcycles ready to be removed from the fleet. These four motorcycles were replaced.within the last year with the purchase of new motorcycles authorized by Council. Previous,'staff reports discussing the purehasecof the four`new motorcycles indicated the old motorcycles would be sold at auction. This,report,is seeking-Council authorization to trade.in the four motorcycles to a dealership toward"the;purchaserof an additional motorcycle rather than selling the motorcycles at auction. This would allow the current otoreycle with 22,300 miles to be kept in the fleet as a spare motorcycleTo"r 2=3 yeais for use by traffic officers when their primary vehicle is out of service 1 for maintenance or repairs. Agenda'Review: el City Attorney swa _ _ Finance Director City Manager DISCUSSION Police motorcycles are traditionally considered to be high7mileage when they exceed 30000 miles. Beyond 30,000 miles the maintenance costs of a motorcycle:tend to rise and there are often extended periods of time•when the motorcycle is out of service for repairs. Within a year the current highest-mileage motorcycle will likely needito be replaced. By purchasing a new motorcycle now, the existinghioforcycle with 22,300 miles will likely be available for 2-3 years as a spare motorcycle,whenbthers are unavailable during_maintenance and repairs. The last time Petaluma police motorcycles were sent ur auction was in April 2007. Two motorcycles were sold and the City received $10,304 after the auction company deducted commissions and fees. This averaged $5,152 per motorcycle. In exploring the option of trading in the four motorcycles to a dealership, the City advertised an invitation to bid for the purchase of new motorcycle. .The invitation was published in the Argus Courier on September 13, 2012, an amendment published on September 27, 2012, and • bids were due on October 10, 2012: Two dealerships, Michael's Harley-Davidson in Cotati and Harley-Davidson of Ukiah, were directly notified of the bid opportunity. The only dealership to submit a bid was I-larley-Davidson of Ukiah. This total bid of$23,770.75 also provided a trade- in credit of$19,000 for the four used motorcycles. The'trade-in value represents an average of $4,750 per motorcycle, and the base bid of$17,245 before tax and other fees is within the estimated budget for this purchase. In March 2012, the+City-of Petaluma purchased two 2012 Harley-Davidson motorcycleslwith the same specifications. Harley-Davidson of Ukiah was the successful bidder for that purchase among four dealerships and:the+total price including taxes and fees was $23.246.15'per motorcycle: By comparison, the sales price of this motorcycle before the trade-in allowance is $524.60 less than the purchase in March:and the motorcycle is one year newer. The alternative to the recommended action is to.submit the'four motorcycles to auction and the police department could continue using the existing motorcycle until it reaches the end of its useable life; estimated to be within one year.. Whether the auction process would net the City a higher or lower sales amount is not known. This alternative would not permit the Police Department to have a,spare niotorcycle'to keep a traffic officer in service during periods of maintenance,or repair of their primary vehicle. FINANCIAL IMPACTS The net purchase price of anew motorcycle will be $4,770.75. Since the existing motorcycle will remain in service for 2-3 years, the new motorcycle will require the purchase and installation of additional radio equipment in the amount of$4,773.69 for a total cost of$9,544.44 after the trade-in credit is applied. The Asset Forfeiture fund is recommended for these expenses and the current balance of the fund.k $405,569.85. ATTACHMENTS 1. Resolution 2.. Invitation to Bid published September 27, 2012 3. Specifications provided to interested vendors 4. Bid submitted by Harley-Davidson of Ukiah on October 10, 2012 5. Metromobile:Communications quote for required radio equipment 3 Q'?c�a me 1- Resolution Approving the Trade-In of.Four,Used Police Motorcycles toward the Purchase of One New`2013 Harley-Davidson FLHTP PoliceElectra Glide Motorcycle for the Net Amount of$4,770:75 from Harley-Davidson of Ukiah,Authorizing the Purchase and Installation,of Additional Radio Equipment in the Amount of$4,773.69, and Authorizing the City Manager to Execute all Purchase Related Documents and to Include the Total Cost of$9,544.44 for-this Purchase in the 2" Quarter'Budget Adjustments WHEREAS,the City of Petaluma.Police Department requests to purchase one (1) new 2013 Harley-Davidson FLHTP Pollee Electra Glide motorcycle in the amount of$23,770.75 from Harley-Davidson of Ukiah; and WHEREAS, the Petaluma.Police Department Has four used Harley Davidson police motorcycles recently removed from service;,and WHEREAS, Invitations to Bid were published,by the Petaluma City Clerk in accordance with Chapter 4.04 of the Petaluma Municipal Code requiring the City to conduct its own competitive bid process for certain purchases; and WHEREAS, Harley-Davidson of Ukiah submitted the only bid pursuant to the published Invitation, in the amount of$23,770:75, less a trade-in allowance of$19,000 for four used City motorcycles with a net cost to the`city of$4,770.75, NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL HEREBY (1) Approves the trade in of`four'used City of Petaluma police motorcycles toward the purchase of one (1) new 2013 Harley-Davidson FLHTP'Police Electra Glide motorcycle fora net purchase in the amount of$4,770.75, subject+to the conditions and specifications contained in the proposal of Harley-Davidson of Ukiah-in response to the police departments request, and authorizes the City Manager, or his designee, to execute any necessary documents to complete the purchase; and (2) Authorizes the purchase and installationof additional required radio equipment for the new motorcycle in the amount of$4,773.69; and Authorizes the inclusion of the necessary budget adjustment in the 2nd Quarter Budget Amendment Ordinance to FY 12=13. y Air c.c`t.mr"� a CERTIFICATION OF PUBLICATION IN Petaluma•Argus-Courier (Published Thursdays) IN THE • SUPERIOR COURT OF THE STATE OF CALIFORNIA In and for the County of Sonoma UR t1,t IJA L L dttA-T to•.S DECLARATION 9 f t 3 hay(K' I am a citizen of the United States, over the age of eighteen years and a resident of said county and was at all said times the principal clerk of the ,printer and publisher of The Petaluma Argus-Courier, a newspaper of general circulation, published weekly in the City of Petaluma, in said County of Sonoma, State of California; that The Petaluma Argus-Courier is and was at all times herein mentioned, a newspaper of general circulation as -- • ,that=term is defined by Section;6000 of the Government Code; its status as such newspaper of general'circulation LEGAL,NOTICE having been established by Court Decree No. 35518 of .The city ofPotaluma is seeking bids theSuperior Court of the State of California,:in and for .fortbe Purcpasetbe ferley-ngi P ,Cor�h,1, rawl2012 Haltey-iiiii• o• the County of Sonoma, Department No. I thereof; and as Pollee MeteFEyele, provided by said Section 6000, is published for the shoulder ragated t epedeeatlons P Y P Inquiries be regardi tot dissemination of local and telegraphic -news and 'Sgt.-Marlin Christensen PetPi:616111h,CA ep artmenr- intelligence of a g eneral character, having a bona fide gg9 p etalemeBouard No North, 94052, subscription list of paying subscribers, and is not devoted PH:oo7.n•,•- • ' to the •interests, or published for the entertainment or Sealed bids will be..aecepted until instruction of a particular class,profession, trade,calling, 1 00,era'in the Citti Slerk 2012 Office P P $ Wednesdi e.Se e n Clark's 012ca, race or denomination, or for the entertainment and City Hall:11 English Street,Petaluma; the4952. instruction of such classes, professions, trades, callings, Ceira Cooper. races or denominations, that at all said times said cCebrkw Septaitymmbel' '2013 newspaper has been established, published in the said 2597516-.Pub.Sep.-13,2012 1ti. City of Petaluma, in said County and State at regular intervals for more than one year preceding the first publication of this notice herein mentioned; that said notice was set in type not smaller than nonpareil and was preceded with words printed in black face type not smaller than nonpareil, describing and expressing in general terms, the purport and character of the notice intended to be given that the City of Petaluma—seeking • • bids to purchase one (1) new Harley-Davidson:Police Motorcycle in-printed copy, was published-and printed in said newspaper at least one• consecutive time commencing on the 13th day of September, 2012 and ending on the 13th day of September, 2012, to-wit September 13,2012. I DECLARE UNDER PENALTY OF PERJURY that the foregoing is true and correct. DATED this 13th day of September, 2011�2, att Petaluma, California ( // L,"'P ce/LmJ Signed 5 Mary Jane Hutchinson,Chief Clerk 2597516 5 CERTIFICATION OF PUBLICATIONIN Petaluma Argus-Courier (Published Thursdays) IN THE SUPERIOR COURT OF THE STATE OF CALIFORNIA In and for the County of Sonoma 1,„/4 1r -'no.S DECLARATION C} I L1 I lam a citizen of the United States, over the age of eighteen years.and a resident of said county•and was at all said times the principal clerk of the printer and publisher of The Petaluma Argus-Courier, a newspaper of general circulation, published weekly in the City of Petaluma, in said County of Sonoma, State of California; that The Petaluma Argus-Courier is and was at.all times herein mentioned,.'a newspaper of general circulation as that term is defined by Section 6000 of the Government Code; its status as`such newspaper of general circulation % - having been established by Court Decree No 35518 of AMENDED having the Superior Court of the State of California, in and for on septemtieybli 2012;Hhe tion II' P of Seittrma,p'.13,. 012;nvitation the County of Sonoma,Department No. I thereof; and as to bid for One")1) Now 2012;Harley , Davidson,PoliceMotorcycle: r. provided by said Section 6000, is published for the That invitation and the deadline-,for dissemination of local and telegraphic news and s wemittid9 bias,ie, me aaa enrol:' intelligence of a general character, having a bona fide the clry or Le aroma is seeking bids -fordhepurchase:thetollowingi subscription list of paying subscribers;and is not devoted One(1) otor%c1.3'NAtiybDsvieson , to the interests, or published for the entertainment or police Motoroycie• instruction of a particular class,profession,trade,calling, logoiaes regarding sdecifi Itimis. • race or denomination, or for the entertainment and should e�aciaa.to:. Sgt Marlin Christensen., instruction of such classes, professions, trades, callings, .Petaluma':.PSIiEeDapartment • 969 Petaluma Boulevard North races or denominations, that at all said times said Petaluma,CA'94952- newspaper has been established, published in the said v"`'0''78'43 'Sealed bids,will•be•accepted until! City of Petaluma, in said County and State at regular •wedneaday;,OCtober 10,2012 at 3:00•p m-in the"Ciry Clerk's Office;City intervals for more than one year preceding the first 'Hair 11'English Street, Petaluma. publication of this notice herein mentioned; that said Clair 4952., • notice was set-in type not smaller than nonpareil and was •cityper . - . ' i preceded with words printed in black face type not September 27;2012 "' )2599295`-Pob:;Se.27;2012 t• smaller than nonpareil, describing and expressing in iii;. general terms, the purport and character of the notice intended to be given that the AMENDED INVITATION TO BID — One (1),new 2013 Harley- Davidson Police Motorcycle in printed copy; was • published and printed in said newspaper at least one consecutive time commencing on the 27th day of September; 2012 and ending on the 27th day of September,2012,to-wit September 27,2012. I DECLARE UNDER PENALTY OF PERJURY that the foregoing is true and correct. DATED this 27th day of September, 2012, at Petaluma, California. S Signed /!I -• 07.ry Jane Hutchinson,Chief C erk 2599296 A\N-cct.MCh.\- '3 City of Petaluma REQUEST FOR PURCHASE 2x13 441111-Harley-Davidson FLHTP`POlice Electra Glide Quote Specifications and Description SCOPE OF SPECIFICATIONS This RFQ is for the 2012 Harley-Davidson FLHTP Elects Glide Solo Certified Traffic Law Enforcement Motorcycle. These specifications describe the mechanical, safety and comfort requirements for solo, certified traffic law enforcement motorcycles which will be used by the Petaluma Police Department Traffic Team to conduct traffic safety enforcement. Color Scheme: Vivid Black°:and Birch White (Houston Style Paint Scheme) to match last two police motorcycles ordered in Milk!Zo:z... Quantity: 1 SPECIFICATIONS All proposed FLHTP motorcycles to be in full compliance as follows: A. Engine Piston displacement of not less than 1690cc, OIN Twin Cam,103® Vibration-Isolated V-Twin, air cooled,with two cylinders ecluipped with overhead valves and featuring an EFI idle and heat management system,producing minimal vibration frequencies and magnitudes.Engine and transmission isolated from motorcycle frame. 1. Power train deluxe chrome group designed for low maintenance;black wrinkle paint finish on engine,chrome,rocker boxes,timing cover,outer primary housing and transmission covers. 2. Compression'Ratio:.9.6:1 3. Electronic Sequential Port Fuel Injection System(ESPF1) 4. Chain Drive Twin Gams 5. Screaming Eagle Air Cleaner.Stage 1 w/download for EFIHD#29773-02B 6. H-D!Catalyst Muffler for Touting HD#80463;06 7. Premium Oil Cooler Kit For Touring:Models HD#26082-05(Standard in 2012) Page 1 of 4 City of Petaluma REQUEST,FOR PYJRCHASE 2oi3 Harley-Davidson/RUITP Police Electra Glide B. Clntehtrransmission 1. Clutch shall be of the latest multiple nine(9)plate design,wet 2. Transmission to be of latest design,manual type,with not less than six(6)forward speeds. 3: Requires Clutch disengaged for started motor operation:low effort hand levers 4. Primary Drive,double-row chain,36:25 ratio. 5. (creaseless shifter shaft with"anti-vibration"rubber spacers. 6. Chrome,cross-over dual exhaust system. 7. Gear Ratios 1" 9.312 2d 6.421 3d 4:774 4th 3.926 5th 3279 6th 2.79 C. Brakes Disc brakes for both front and rear wheels. Front brakes having dual 11.5-inch diameter drilled discs;rear brakes shall be single disc. Brakes shall be relatively free of heat fade, with four(4)piston calipers and flat expanding rotors. Braking system will include most current Anti-Lock Braking System(ABS). D. Suspension 1. System permitting optimum handling as required in traffic enforcement. 2, 413 mm telescopic front forks with cartridge style damping. 3. Rear air-adjustable shocks. 4. Rear suspension swing arm bearing shall require no lubrication for life of the motorcycle. K Wheels/Tires 1. 9 spoke Cast Aluminum wheels,rim material to be impermeable to compressed air. 2. Tubeless type to have non-skid tread,designed to operate on paved highways and shall have a full,four-ply fabric reinforcement Manufacturer,Dunlop: Front D408F(130x80xI7)and rear D407 (180x65x16)tires.-Bead retention extended mobility tires designed to remain on the wheel during sudden loss of air pressure. 3. Sealed,automotive style wheel bearings requiring no endplay adjustment and service interval of 100,000 miles. Page 2 of 4 City of Petaluma REQUEST FOR PURCHASE Zorl.3 Harley-DavidsonFFSHTP Police Electra Glide F. Fuel Tank 1. Fuel tank to have a capacity of six(0 US gallons.Must provide a minimum of 1 gal of reserve capacity when main supply,is exhausted. 2. Electric fuel pump 3. Low fuel light indicating reserve fuel in use when main supply is exhausted. C. Electrical System 1. Battery. Sealed, heavy-duty maintenance-free, 12 volt,minimum rated-28 ampere hours with 270 cold cranking amps. 2. Ignition.Non-waste sparks alpha control. 4. Cha Charging S.stem. ial a pha, ,.50 amp high-output alternator,-solid state regulator. 3. Charging System.Three phase, provided with electrical accessory connection. 5. Hand.Controls.Water-resistant,integrated switches. 6. Starting System. 12 volt started,solenoid engagement,relay required. 7, Horn. Sound level audible above the motorcycle and'traffic-generated noise. 8. Lighting:The motorcycle shall be provided with the following: a. Quartz Halogen headlight,55-watt low beam and 60 watt high beam. b. Pursuit lamps front mounted PAR 36 one red and one blue. c. Tail Light with and brake light configuration. d. Turn Signal°self canceling system e. Flashers;four-way integrated into turn signal switches. 1. License plate lighting,two blue indicator lamps. 9. Siren System. IL Visual Displays 1. Speedometer,Certified analog speedometer,range 0-120mph,re-settable trip meter 2. Odometer:Calibrated,cumulative 3., Tachometer,analog 4. Fuel level gauge 5. Pursuit lamp indicator 6. Sight glass'on brake master cylinders 7. Low fuel indication lamp 8. Neutral 9. Turn signals Page 3 of 4 City of Petaluma REQUEST FOR PURCHASE` zo i3 Sig Harley-Davidson FLHTP'Police'Electra Glide 10.High beam 1I.Oil Pressure 12:Engine diagnostic I. Feature Requirements ' 1. Seat. Deluxe solo air; saddle, special police Itype, breathable material covering, read back support,quick release mechanism;single air bladder with reservoir and integral gauge. 2.. Side Stand.Jiffy stand,rubber design: 3. Engine Guards Front engine guard and read saddlebag guards. 4. Saddlebags. Factory installed, law enforcement type injection molded GTX fiberglass saddlebags with police style speed latches. 5. Foot Boards.Adjustable,three position design, 6. Drive;Final belt drive,Gates Aramid fiber,reinforced Poly Chain. 7. Windshield: Lexan with break away mounts 8. Key,Three(3)keyed"alike 9. Wheelbase..63.5'in 10. Seat Laden Weight 7911bs. 11. Weight in Running Order 8251bs. 12.2 Year Factory Warranty twenty-four(24)month J. Emergency and Special'Equipment 1. Harley-Davidson plug and play Tour Pac HD #5418040 2. Harley-Davidson I.El)Split RED/BLUE Light Kit HD#69941-10 3. Tour Pac Mounting Plate;HD#53196-09 4. Harley-Davidson PAR-36 Front LED`Pursuit Lamp Kit Red and Blue HD#69250-04. 5. Harley-Davidson 106 watt Siren with Amp HI) #91453-00A 6. Harley-Davidson Multi-Pocket Windshield Pouch HD'#58904-03 7. Harley-Davidson Internal'Battery for;Tour:Pac'HD#65989=97A 8. Harley-Davidson Heated Grip Kit HD#56512-02C 9. ME Black Side Box Push Button Release Kit ME#450-2 • Page 4 of 4 \ p cc �;A�o4 City of Petaluma, California ' Office of the City Clerk ,aba T1 `English Street, Petaluma, CA 94952 Tel: 707.778.4360 Fax: 707.778.4554 E-Mail: cityclerk @ci.petaluma.ca.us Bid Results: One (1) New 2013 Harley-Davidson Police Motorcycle Wednesday; October 10, 2012 3:00 0.m. Company %, otalq ' Harley Davidson of Ukiah ..$4,770:75 \ \ r City of Petaluma-Bid Invitation-September 13,2012 BID SUMMARY ONE 2013 HARLEY:DAVIDSON FLHTP POLICE ELECTRA'GLIDE'MOTORCYCLE Dealer: _fit) 2)1 4 (/(d sus 1, 0 Address: o' 00 //A s7(Y S? Contact: DU(/7 7 7 / / 7 PH#: , 707 - /li - /7OL Fax#: 7v 7- J / v ! 2- ` f Base Unit Cost: $ / 7 a V - Freight: $ / /S Handling: $, p- Accessories: $. -6/02 0 69 Labor( $ Q /0 . q--› Sales Tax'@ 8%: $ / 74 d -'a G Total Cost $ a 3 7 7. Less Trade-In: $ J 9' Q O p (Allowance for all 4 motorcycles) TOTAL PURCHASE: $ n _ - --- - , =The City of_Petaluma-may enter into warranty, long-term maintenance and a buy=back-agreement _ -- I with the winning bidder. Please mail bids to Petaluma City Clerk Please virite;'Motorcycle'Bid"onthe envelope 11 English St so your bid will remain sealed until opened on Petaluma,CA 94952 September 26,2012 1 Awn-c �mc�\- 5 METROMOBILE COMMUNICATIONS SALES ORDER# 34221 3549 HAVEN AVE., SUITE A ORDER./ QUOTE DATE: 17-Oct-2012 MENLO PARK, CA,94025=1070 SALESPERSON: J.Pessah (650) 367-1992 ° (800) 383-2929 CUSTOMER PO# TBD FAX (650) 367-1995 ° www:metromobife:com SCHEDSHIP DATE: 1-2 Week BILL TO SHIP TO NAME Petaluma Police Department MMC ADDRESS 969 Petaluma Blvd CITY,ST ZIP Petaluma CA 94952 ATTENTION Sgt. Savano TELEPHONE 707-481-3567 a en'si& ,eltemn��Quanhty"' , t•,_ � ),� ' "• �,D es'cnptlon . �'�„ - - ��p: �� '�UndiPrlce��� Extensron,, ,y 1 1 Kenwood TK890'BK9FMSH1 Remote Mount Radio 1,529.00 1,529.00 2 1 WSCA Discount#02702 (458.00) (458.00) 3 1 Antenna System 105.00 105.00 4 1 PVP Wireless Motor:Kit 1,645.00 1,645.00 5 2 Blue Fender Mount Led,Kits - 139.00 278.00 6 1 Ram Mount for Customer.supplied Radar 95.00 95.00 7 1 Miscellaneous Hardware 75.00 75.00 I'RSTALLATIOWSPECIALH-NSTRUCTIONs y 6 SYSTEM.CQNFIGURATIONj y EQUIPMENT TOTAL $3,269.00 Labor is to install radio and antenna'system'on SALES TX 8.25% 269.69 Nnew Harley Davidson Elactra Glide. All Work must SUB-TOTAL $3,538.69 be performed at MMC. TRAVEL FEE 0.00 SHIPPING &HANDLING .35.00 INSTALLATION& LABOR 1200.00 LICENSING TOTAL $4,773.69 DOWN PAYMENT REPEATER'BILLING UNITS©,$ per MONTH=$0.00 BALANCE $4,773.69 PAYMENT TERMS: NET 30 DAYS LEASE,TERMS: DOWN PAYMENT OF MONTHLY PAYMNTS OF WITH A BUYOUT OF This quotation valid for 45 days. LEASE TERMS SUBJECT TO LEASE COMPANY APPROVAL