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HomeMy WebLinkAboutCC AG PKT 2008-07-14 #EE• AGENDA STAFF REPORT DATE: July 14, 2008 TO: Honorable Mayor and City Council THRU: David Carmany, City Manager FROM: Vince Mastrosimone, Director of Public Works SUBJECT: APPROVE PURCHASE OF A POLICE MOTORCYCLE FROM HUNTINGTON BEACH HONDA SUMMARY OF REQUEST: It is requested that the City Council adopt Resolution No. 5761 approving the purchase of one police motorcycle from Huntington Beach Honda for $25,625. • BACKGROUND: Public Works and Police Department staff developed a bid specification for a Honda police motorcycle to replace one of the three motorcycles in the fleet. The Notice of Inviting Bids was mailed to at least five area Honda dealers, however only Huntington Beach Honda submitted a bid. The fact that only one bidder responded is consistent with what has occurred at other public agencies. It appears Huntington Beach Honda is the only area dealer interested or able to provide the product specified. The bid submitted proposes to provide a 2009 motorcycle when they become available at the end of 2008. No 2008 models are available. The Police Department is in urgent need of a replacement motorcycle due to increased expensive repairs needed on the current equipment. Huntington Beach Honda has indicated that they have a brand new 2006 model in-stock with full warranty which is substantially equivalent to the 2008 model requested in the bid specifications. Delivery on this piece would be much sooner than for the 2009 model. Police and Public Works staff have reviewed the specifications of the 2006 model and report this piece is an acceptable substitute for the 2009 model. The model year may have an impact of the future sale of this motorcycle at the end of its useful life. That impact would likely be small due • to the severe duty cycle police equipment undergoes. The model year will not have an impact of the serviceability of the unit. Agenda Item E E Page 2 FINANCIAL IMPACT: The City Council approved a budget amendment on September 24, 2007 of $25,000 for this purchase. Therefore, staff requests that the City Council re- appropriate the funds from the fiscal year 2007-08 to the 2008-09 budgets as outlined on the attached budget resolution. The balance will be funded from savings on the purchase of other vehicles in account 001-050-48075. (Budget Amendment 09-01-02) RECOMMENDATION: It is respectfully recommended that the City Council adopt Resolution No. approving the purchase of one police motorcycle from Huntington Beach Honda for $25,625. vmce Mastroslmone, Director of Public Works Attachments: A. -Bid Proposal B. -Resolution NOTED AND APPROVED: ~'~ David Carmany, ity Manager • • PROOF OF PUBLICATION (2015.5 C.C.P.) • STATE OF CALIFORNIA, County of Orange I am a citizen of the United States and a resident of the county afore- said; I am over the age of eighteen years, and not a party to or inter- ested in the above-entitled matter. am the principal clerk of the printer of the SEAL BEACH SUN, a newspaper of general circulation, printed and published weekL~[ in the City of Seal Beach, County of Orange and which newspaper has been adjudged a newspaper of general circulation by the Superior Court of the County of Orange, State of California, under the date of 2/24n~. Case Number A82583; that the notice of which the annexed is a • printed copy (set in type not smaller than nonpareil), has been published in each regular and entire issue of said newspaper and not in any supplement thereof on the following dates, to-wit: ;L all in he year 2008. I certify (or declare) under penalty of perjury that the foregoing is true and correct. This space is for the County Clerk's Filing Stamp Proof of Publication of ............................................... ............................................... _.~,. . NQT,ICEIS'HEREBYGIYEN ~hatthe:C• oBSeeCBeeoh~211 8th Street.- Seal Beech`;:Cbunt~oi•. Orange; ,Gelifomla;_Swlll: receive at the~oftlcelof~fha•ClgrClerksan or before~tie'fi`o"rir.^of;3:00',~IuG' PURCHASE OFONE'('1:)•~2008; HONDA ST1300PIiFPOL'ICE„~". MOTORCIGCL •` ~ %-" ~. • :Bids Iftia~.opened-a~d`piiblicyr,_ ~t "~ tat f 1• i of'~he~Cit"y, of=Seal Iri'the Seal _B_ each_ Sun 3' ' • ~.~...... ~. .~ v PUBLICATION PROCESSED BY: THE SEAL BEACH SUN 216 Main Street Seal Beach, CA 90740 (562j 430-7555 O NOTICE INVITING SEALED BIDS OR PROPOSALS NOTICE IS HEREBY GIVEN that the City of Seal Beach, 211 8~' Street, Seal Beach, County of Orange, Califomia, will receive at the office of the City Clerk on or before the hour of 3:00 PM, Thursday, May 15, 2008, sealed bids or proposals for: PURCHASE OF ONE (1) 2008 HONDA ST1300PA POLICE MOTORCYCLE Bids will be opened and publicly declared at 3:00 PM, Thursday, May 15, 2008, in the City Clerk's Office located in the Seal Beach City Hall, 211 8~' Street, Seal Beach, Califomia. Bids must be made on the forms provided for the purpose in an envelope addressed to the City of Seal Beach, Seal Beach, Califomia, marked: PURCHASE OF ONE (1) 2008 HONDA ST1300PA POLICE MOTORCYCLE Bids shall be for furnishing all labor, equipment, and materials in accordance with the specifications. Specifications are enclosed herein. The work shall be done in accordance with these specifications. Any questions regarding this bid should be addressed to Bob Mullins at 562899- 4100, extension 1128. The City of Seal Beach reserves the right to accept or reject any bids presented; to waive any irregularity and informality in the bids and bid process; and to retain all bids and guarantees for a period of thirty (30) calendar days for examination and comparison, after the time set for the opening thereof. ..~ • By order of the City of Seal Beac County of nge, State of Califomia. Lin Devine City Clerk of the City of Seal Beach • P-1 PURCHASE OF ONE (1) 2008 HONDA ST7300PA POLICE MOTORCYCLE It is intended of these specifications to obtain competitive bids for the purchase of One (1} 2008 Honda ST1300PA Police motorcycle for the City of Seal Beach's fleet. The vehicle shall be provided in a neat and clean condition, all equipment furnished shall be of standard manufacture, and options are to be factory build-in. Each bidder shall submit adequate information on equipment, materials, or services they propose to furnish to enable the City to evaluate the suitability for the purpose intended. Bidders are requested to bid in accordance with the specifications without the use of substitutions or equals, unless otherwise specified in the specifications. Where specifications for specific items are not included, manufacturer's standard specifications for vehicles will be met. Bids on articles differing from the specifications set forth herein may be considered, provided that such articles are considered by the City to be functionally comparable to, and in all essential respects in compliance with, the specification requirements. Bids will be considered only on new production models and unused material, unless otherwise specified. Vehicles purchased hereunderwill be subjectto final inspection and acceptance at destination. Bidder shall submit a list of references of other fleet accounts to whom they provide service. Reference list shall contain the name and phone number of the company as well • as a contact person. The bid shall include a description of the vehicle(s) which shall include year, mileage, color, and options. State sales tax (figured at 7.75%) should be identified in the bid as a separate listed amount. It is understood that the vehicles offered by the bidder will meet all requirements of the specifications in this advertisement, unless deviations there from are clearly set forth in the submitted bid. Whenever a question as to the meaning of any portion of these specifications is in dispute, or where there may be more than one interpretation given to any portion of the specifications, the interpretation of the City shall be final. P-2 r1 LJ CONTRACTOR'S BID • • PURCHASE OF ONE (1) 2008 HONDA ST1300PA POLICE MOTORCYCLE Narne of Company ~ U>`t'((N (~ T ~ ~ ~~ L"'~ ~ Address 1~ ~5 ~ ~E~~k C3~V Phone Authorized Signatur Date: S-l~l-2oc~~ Federall.D. 2~N _ Title ©w~•~q~, No. ~ 3 ~0~($ 74 CIO Pursuant to the General Conditions of the City of Seal Beach and the Detailed Specifications, the above-signed firm offers to furnish the vehicle described below. PURCHASE OF ONE (1) 2008 HONDA ST1300PA POLICE MOTORCYCLE DESCRIPTION MEET SPECIFICATIONS es or No Make -Honda Model - 2008 ST1300PA, latest model, factory equipped ~~ ` ~~ ~ with black trim and saddleba s. Color -White ~~, Each unit will be su lied with the followin arts: For emergency lighting, the requirement is for Sound Off Signal Generation 4 LED Lights with CA Title 13 Lenses >~~ which meets all lighting requirements. This will include wirin harnesses and ro er' installation. Two front mounted emergency lights by mirrors. Sound Off Signal Predator 2 Single Surface Mount Lights, ~1 ~ #EP2SSMDBRWP on the left and #EP2SSMDBBWP on 1~ the right side wired into the Honda OEM wiring harness Position #2 on the Handlebar switch. The fights are to be mounted on black painted bracket Vic: ~ arms usin stainless steel mountin bolts. One Sound Off Signal Predator 2 Single Surface Mount Light, #EP2SSMDBRWP mounted on center of the front fairing above the headlight and below the "Honda° decal ~ ~ ~ ~~ wired into the Honda OEM wiring harness Position #2 on the Handlebar switch. Rear mounted atop the motorcycles rear high deck bar a Whelen Dominator 4 with the 2 right LED's in red and the 2 ' ~~ left LED s in blue. Mounted vertically to the rear deck bar 2 WATTCO Custom Vertical mount Whelen TIR 3, blue on 1 P-3 DESCRIPTION MEET SPECIFICATIONS es or No the right, red on the left with both Whelen LED devices ~ ~ wired into the Honda OEM wiring harness Position #1 on ~~~ ~ ~~ the Handlebar switch. This is to include the mounting hardware. Rear mounted chromed accessory/crash bar with side `,~-~ lates located on the lower left and ri ht sides. I Sound Off Signal Predator 2 Single Surface Mount Lights, #EP2SSMDBRWP on the right and #EP2SSMDBBWP on the left on the side plates of the listed rear bar. This will be ~~~ wired into the Honda OEM wiring harness Position #1 on the Handlebar switch. This is to include the mounting hardware. Two Blue surface mounted round "Truck-Cite" lights mounted on the rear accessory/crash bar plates. Wired to ~'~5 turn on when the motorc cle headli ht is on. Ri ht and left front chrome accesso /crash bars, ~ ~S Install a Unitrol 80KM siren amplifierwith a MC100 speaker wired into the OEM Honda wiring harness for handlebar controls to activate on a "momentary yelp° tone in position (~~ ~ 3 and the "wail" tone in position 4. The speaker is to be ~ ~ mounted to the lower portion of the left front accessory/crash bar. The air hom is to be integrated into the Honda OEM horn button. Wig-wag headlight flasher to activate the headlights. This will be wired into the Honda OEM wiring harness Position ~~~ #2 on the Handlebar switch. License plate frame with red LED 3~ brake light feature on ~JG to & bottom. Installation of two Hella Micro DE Xenon Foglights. Each is to be mounted atop the center of the front accessory/crash ~~ 5 bars. The lights are to be wired into Honda OEM headlight harness and will be on whenever the headli ht is on. H igh capacity Gel-type battery and Battery Tender plug out ~ .. to the ri ht side of the motorc cle. ~ ~ 5 Gel seat inserts ~ Bracket and holders for baton and flashlight. This is to be black in color, approved by a Seal Beach PD ~l~S representative prior to installation and mounted on the front side of the ri ht front crash bar. Installation of chromed left and right side rear saddlebag accessory/crash bars mated to the rear accessory/crash ~L s bar. Installation of provided Stalker DSR-2X moving radar unit. T f ~S [~cG ~~~~~, he. ~rackets and wirin harnesses will be rovided. This is I P-4 .~ • • • • DESCRIPTION MEET SPECIFICATIONS es or No to include installation of the front and rear antennas to be mounted on the left side of the front and rear crash bars. YC Mounting of the counting unit in the rear, the display unit by 1 the front windshield and the remote on the left handlebar. Hondaline heated hand ri s u'- Hondaline 12 volt DC accesso lu ~~'~ Heli-bar handlebars with extension billet. "~ S Ad'ustable clutch handle ti'C Fabrication and installation of a black metal holster for designated LTI Laser speed devices by the SBPD i'~S representative. Upon approval, installation will be done on the ri ht side behind the front accesso /crash bar. Application of City of Seal Beach provided "Police," "Seal " ~~5 and Seal Beach Ci Seal decals. Beach, One notepad holder mounted adjacent to the gas tank filler i ~~~ ve cap. This will be approved by the SBPD representat before installation. Installation of a horizontal mounting bracket to the rear frame and crash/accessory bar area for the deployment of a Colt M-4 type carbine. This is to have a chrome finish ~~~ with metal formed to prevent access to the magazine, The wea in handle on azine release o tics or char ma ~ ~ ~'t"~ g . p , p g g ~~ ,. , will be secure until activation of an electronic lock or by a key. The location of the button is to be done upon inspection by the SBPD representative. The lock is not to be owered unless the ke is in the "on" osition. All radio work is to be done by separate contract with the ~ ~~ OEM vendor, Control One. Does the bid furnished meet all specifications? Yes ~ No If "No", bidder shall clearly indicate each area of noncompliance and provide a detailed explanation of the deviation(s). ~~G ~Ti AGE Bid Price : $ :za :'7 ~S~ - ~~ Sales Tax: $ ( ~4 ;~ - ~3'$' Total Amount $ SLS', (oT~~~ -S0* *(Please write out the Total Bid Amount Below): DELIVERY TIME: ~ {a 1' ~? ~ n O ~ ' ~ T ca ~ ~. G'c ~ ' ~ c~ hz o~ . • ~w~r~~ ~rvG ?~i~s~in 51~C ~-(~~r~~,~~ ~eTC~~vi"~ F r v~ TIG~~.S ~-f~ ~~~TS P-5 The undersigned has carefully checked all words and figures inserted in this bid and the undersigned will not be released on account of the errors of the undersigned in the • preparation of this bid. E ~p~ain o~ our signature any erasures or interlineation in this proposal. s / / r: Signature: / Printed Name: ~~~~ S'~~+ l'f~la Title: Date: 5~~ 1 t,l ' ?..c~~~ GENERAL CONDITIONS The requirements herein specified are minimum, unless otherwise stated. 1. The vehicle shall be new, of the best quality, and late model vehicle. Each bidder shall quote its earliest delivery time with the bid, and elapsed time between bid date and delivery date shall be a determining factor in the award of the purchase order. The City reserves the right to award to other than the lowest bidder, if, in the Cites opinion, the delivery time is excessive. 2. All equipment covered by this bid shall comply with the provisions of the Occupational Safety and Health Act of 1970 (or latest revision); all applicable State of California Codes; all Federal Vehicle Safety Specifications; the State of California Safety Orders, including Air- Pollution Control laws and regulations; all of the Califomia Motor Vehicles Pollution Control Board requirements on crankcase, exhaust, and fuel emissions; and the Califomia Motor Vehicle Code, if such regulations apply. Bidder certifies that all items furnished under this bid will conform and comply with said standards and regulations. Bidder further agrees to indemnify and hold the City harmless for all damages assessed against the City as a result of the bidder's failure to comply with any acts, standards, and/or regulations issued thereunder, and for the failure of the items fumished under this bid to so comply. 3. Manufacturer's standard equipment and all applicable devices shall comply with the State of California Administrative Code. 4. All equipment shall meet that which is required by the Federal Motor Vehicle Standards. 5. Quality, construction details, materials, performance characteristics, and price quotations shall be analyzed by the City, and the equipment which, in its opinion, best serves the interest of the City of Seal Beach, will be purchased. 6. Bidder shall register the vehicles for the City of Seal Beach. 7. Warranty period will start on the first day of the month that the vehicles are put into service. Repair work performed by the City's authorized person(s) WILL NOT VOID any portion of the warranty. 8. if manufacturer's corrections or modifications applicable to any or all vehicles underwan'anty are required, the bidder shall accomplish same at dealer's place of business or at the City of Seal Beach Public Works Garage, if space is available. The burden of transportation of P-6 vehicle(s) shall be borne by the vendor. • 9. Full payment of vehicles will not be made until corrections on initial warranty items and bid deficiencies are complete. 10. Vehicles will be delivered F.O. B. to the City of Seal Beach Public Works Garage, located at 1776 Adolfo Lopez Drive, Seal Beach, California. Delivery will be between the hours of 8:30 AM and 3:30 PM, Monday through Friday. 11. Bidders will show on the bid list all the information requested. In the event the bidder does not wish to bid on a specific category, a "NO BID" entry shall be shown for the specific category. Failure to do so will disqualify you from the bid process. Any proposal which does not clearly and fully indicate the amount of the bid for each item thereof will be rejected. All prices are to be F.O.B. City of Seal Beach Public Works Garage, 1776 Adolfo Lopez Drive, Seal Beach, California. 12. Where brand or manufacturer's names are used in the description section, your bid shall be on the brands or manufacturers described. Substitutes may be bid where substitution meets or exceeds specified brand requirements. 13. Submission of a signed bid shall be interpreted to mean that the bidder does agree to and has accepted all of the terms and conditions set forth in all the pages which make up this bid document. Vendor signature is required on all sheets where noted. All bids must be typewritten or clearly printed, in ink; no erasures are permitted. Mistakes may be crossed out, the corrections made adjacent and must be initialed, in ink, by the person authorized to sign the bid. Proposals/quotations, if signed by other than the regular committing Sales Manager, must also be signed by the Sales Manager. The bid should be checked and • verified before submission, as it cannot be withdrawn after the bid opening. Responsibility for errors and omissions on the part of the bidders in making up their bids will not be assumed by the City. Bids must be submitted on the forms provided. No oral or telephone modifications of any bid will be considered. Any bid may be withdrawn, either personally, by written request, or by telegraphic request (confirmed) at any time prior to the designated bid opening time. _ . 14. Your bid must be received at the office of the City Clerk, 211 8"' Street, Seal Beach, Califomia 90740, on or before 3:00 PM on May 15, 2008 Each bid shall be in a separate sealed envelope with the bid name, due date, and time showing on the outside of the envelope. 15. Bidders must satisfy themselves by personal examination of the proposed work and by personal examination of the proposed contract documents as to the actual conditions and requirements of these specifications, and shall not at any time after submission of the bids, dispute, complain, or assert that there was any misunderstanding in regard to the nature or the amount of work to be done, unless a written change in these specifications or contract, or written clarification thereof has been issued by the City. 16. The City of Seal Beach will award the contract to the lowest responsible bidder; however, said City reserves the right to accept or reject any or all bids and any part of any bid, to waive any informality in the bids received, and if necessary, to take the said bids under advisement for a period not to exceed thirty (30) calendar days. The City shall not be required to make a statement of the reason for acceptance/rejection. The City shall be the sole judge as to whether any bid is acceptable and such decision of said party shall be final • P-7 . and conclusive. The City reserves the right to reject the bid of any bidder(s) who has previously failed to perform properly or complete on time, contracts of a similar nature, or to reject the bid of a bidder who is not in a position to perform such a contract satisfactorily. A • dealer's past wan'anty service pertormance and failure to correct deficiencies which may have resulted in a cost of the City which was a proper warranty service, will be a factor in making an award. 17. The City expressly reserves the right to award the contract to the bidder that best meets the requirements as set forth in the specifications. 18. Bidder's signed bid and written acceptance by the City in the form of a Purchase Order, shall constitute a contract. No formal contract agreement or bonds are required unless so noted. 19. The successful bidder shall accept the compensation, as herein indicated, as full payment as specified herein. No adjustments in payment to bidder resulting in an increased cost above bid price quoted herein will be accepted. All invoices to be submitted in duplicate to the City of Seal Beach Police Department, attention Lucy Agins, 911 Seal Beach Boulevard, Seal Beach, California 90740. Invoices shall contain the Purchase Order number, description of item(s), size(s), quantities, unit price(s), extended total, and terms. 20. Time for taking discounts offered for prompt payment will be computed from the date of delivery and acceptance at destination or from the date correct invoice is received if the latter date is later than the acceptance date. 21. City shall have the right to cancel at any time for seller's breach of any provisions of this bid, including failure to meet their stated delivery date. Time is of the essence to meet the promised delivery date. Any subsequent bid award may be canceled by City if seller, in City's judgment, is failing to make sufficient progress so as to endanger performance of this • bid and subsequent order in accordance with its terms. City reserves the right to terminate the contract without penalty, without cause, or with cause immediately, ten (10) calendar days after written notice thereof if delivered to the seller personally or by mail addressed as shown on the purchase order form. 22. If seller breaches this contract and fails to deliver the goods, materials, services, or equipment provided herein within the stated delivery time, or by failing to make sufficient progress so as to endanger performance of this bid and subsequent order (default), then City may terminate this contract and purchase the goods, materials, services, or equipment from whatever source, and seller shall be liable to City forthe difference in price which City is obligated to pay, and the price paid by the City shall be considered the prevailing market price at the time such purchase is made, p{us its costs and expenses in enforcing its rights hereunder, including reasonable attorney's fees. Further, City may offset any such costs or expenses incurred against any of the monies which may be owing to the seller. 23. The successful bidder shall be excused from performance hereunder during the time and to the extent that they are prevented from obtaining, delivering, or performing in the customary manner by act of God, fire, strike, partial or total interruption of, loss or shortage of transportation facilities, lockout, commandeering of raw materials, products, plants of facilities by the government, where satisfactory evidence thereof is presented that the performance is not due to the fault or negligence of the early not performing. 24. The City reserves the right to purchase services from any vendor depending on availability at time of need. P-8 • C7 1 have read and under regoing pages of Conditions. ,,~` r f 0 '$~ ~~i Si nature g lk ~ ~ ~ l l~l (3'f C ly ~,1,~'~ik ~N ~ ~ Company the City of Seal Beach General (~W ~~~~ Title ~- ~~ .~~~ Date P-9 ~"Tf~ C (-~ 1~~~ ~~ May 14, 2008 1. There is not a 2008 Model Honda ST1300PA. We are bidding on a 2009 Model which will be available in late 2008. 2. We are substituting a Sound Off Model EP2SSMDBBW and EP2SSMDBRW (Generation 4 LED's) for the Whelen (Generation3) Dominator 4 light. We are also substituting Sound Off LED3 for Whelen TIR3. This will keep all LED Lighting from one Supplier which shall ensure ease with light flashing synchronization. Wiring together more then one manufactured brand light has proven problematic in our experience and adds a level of complexity with respect to warranty. 3. Clarification: The City of Seal Beach shall provide the Stalker DSR-2X moving • radar, brackets, and wiring harness. The City of Seal Beach shall approve the exact position of the radar head unit {display} on the dash board as to ensure clearance of the movable windshield. Other options for placement may be offered at time of approval. 4. Clarification: The M4 Carbine rack is custom designed for placement on left side of bike to accommodate security of the weapons right facing ejection port/dust cover, ergonomical deployment from the secured thirty round magazine cradle and position of the Weapon lock preventing charging handle movement to chamber a round. It is available in standard black powered for uniformity with weapon in an effort to reduce public profile of the weapon. Note: Please indicate barrel length. . • RESOLUTION NUMBER 5761 • A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEAL BEACH APPROVING PURCHASE OF ONE POLICE MOTORCYCLE FROM HUNTINGTON BEACH HONDA (BUDGET AMENDMENT 09-01-02) WHEREAS, the City of Seal Beach solicited bids from vendors to provide a 2008 Honda police motorcycle per the bid specifications; and WHEREAS, Huntington Beach Honda submitted the lowest and only responsible bid; and WHEREAS, the 2008 model is not currently available, the 2009 model will not be available until the end of 2008, and the bidder is able to deliver a 2006 model in a timely manner, and WHEREAS, the Police Department is in urgent need of a replacement motorcycle due to the expense of repairing current equipment; and WHEREAS, the proposed substitution meets all of the bid specifications except model year and is an acceptable substitute. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SEAL BEACH DOES HEREBY RESOLVE: Section 1. The City Council hereby approves the purchase of one 2006 model Honda police motorcycle from Huntington Beach Honda for $25,625. • PASSED, APPROVED AND ADOPTED by the City Council of Seal Beach, at a meeting hereof held on the 14th day of Julv , 2008 by the following vote: AYES: COUNCILMEMBERS NOES: COUNCILMEMBERS ABSENT: COUNCILMEMBERS ABSTAIN: COUNCILMEMBERS Mayor ATTEST: City Clerk STATE OF CALIFORNIA } COUNTY OF ORANGE } SS CITY OF SEAL BEACH } I, Linda Devine, City Clerk of the City of Seal Beach, California, do hereby certify that the foregoing resolution is the original copy of Resolution Number 5761 on file in the office of the City Clerk, passed, approved, and adopted by the City • Council of the City of Seal Beach, at a regular meeting held on the 14th day of Julv , 2008. City Clerk