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HomeMy WebLinkAboutAGENDA REPORT 2009 0506 CC REG ITEM 10I CITY OF M006tPARK,CAUF0. "'v"`� City Council Meeting -6 - of ,5 ,700 9 ACTION: ,� MOORPARK CITY COUNCIL AGENDA REPORT TO: Honorable City Council FROM: Ron Nelson, Captain DATE: April6, 2009 (CC Meeting of 516109) SUBJECT: Consider Resolution Amending the Fiscal Year 2008/09 Budget to Appropriate ;19,750 from the Equipment Replacement Fund for the Purchase and Setup of a Replacement Police Motorcycle for Traffic Enforcement SUMMARY The City of Moorpark (City) currently has in its vehicle fleet a 2003 BMW police motorcycle used for traffic enforcement, which is in need of replacement. After much research, it has been determined that the 2009 Harley-Davidson FLHTP Electra Glide Police Motorcycle is the best choice as a replacement for the 2003 BMW. If approved, the attached resolution would amend the fiscal year 2008109 budget to appropriate $19,750 from the Equipment Replacement Fund (4003) and approve the purchase and outfitting of the new police motorcycle from the lowest responsible bidder. BACKGROUND The Police Department has three motorcycle officers assigned to traffic enforcement duties. For traffic enforcement it is widely recognized that the motorcycle is the most versatile and efficient mode of transportation in any city where there is a high volume of traffic circulation. The City, with its intersecting State Highways 118 and 23, experiences some of the highest volume of traffic in the County. The Police Department currently fields two Harley-Davidson motorcycles and one BMW motorcycle in its traffic enforcement fleet. A spare Harley-Davidson motorcycle is maintained to use when one of the three motorcycles used daily is out of service for any extended maintenance. The BMW, which was purchased new in 2003, has exceeded the replacement mileage benchmark of 50,000 miles. This motorcycle has been well maintained by the officer riding it, allowing it to remain in service longer than expected; however, lately it has required additional maintenance to keep it in a serviceable condition for the rigorous duty of traffic enforcement. {f replaced, the BMW would either be sold to another police o0oist Honorable City Council May 6, 2009 Page 2 agency as a training motorcycle, or auctioned by the City of Moorpark as surplus property. The three most common motorcycles used by local law enforcement agencies are the BMW, Honda, and Harley-Davidson. All three are comparably priced. Police Department staff researched each motorcycle to determine which bike best fit the needs of the department, and determined that the Harley-Davidson was the best choice for a number of reasons. The first reason was the superior service provided by the Harley-Davidson dealer, located in Moorpark. As noted above, the City currently owns three Harley-Davidsons. Each time one of these has required service, the business has provided free towing to and from the business, same day service on most repairs, and in some instances free service for minor repairs. Not only has this meant a monetary savings for the City, but also that the motorcycles are quickly put back into deployment for needed traffic enforcement. By contrast, the BMW and Honda service providers are located outside the City and any servicing of these motorcycles would require them to be driven or trailered to repair facilities in either Thousand Oaks, North Hollywood, or long Beach. The service waiting times with these businesses have historically been much longer, meaning the bikes have been out of deployment for longer periods of time while repairs were made. The second reason is rider comfort over a long period of riding tune. The Honda received the most number of complaints, as the seating configuration forces the rider to lean forward a bit more, placing more strain on the back and arms. The Harley- Davidson and BMW did not receive many rider comfort complaints, although the Harley- Davidson has a lower center of gravity making it slightly more stable when negotiating tight turns in heavy traffic The third reason is the trade-in value of the Harley-Davidson versus the other motorcycles. According to a poll of authorized dealers, it is estimated that a 4-year-old Harley Davidson with 40,000 miles can be traded in for approximately $7,000. Of course this may change depending on the economy and condition of the motorcycle. By contrast the other two motorcycles would garner less than $1,000 for trade-in. DISCLA SION The high volume of traffic within the City places traffic safety and the orderly flow of traffic within and through the City at a high priority for the Police Department and the City's residents. With this in mind, there is a real need to maintain a serviceable fleet of traffic motorcycles, including the replacement of aging equipment such as the current BMW. 000182 Honorable City Council May 6, 2009 Page 3 This request was not budgeted for in the Fiscal Year 2008/09 budget and it is now requested that the purchase of a new Harley-Davidson FLHTP Electra Glide Police motorcycle be funded through the Equipment Replacement Fund (4003). Police Department Staff solicited bids from three local dealers fora 2009 Harley- Davidson FlHTP Electra Glide Police Motorcycle. Bids for the motorcycle were returned by two of the three dealers, Simi Valley Harley-Davidson and Santa Barbara Harley-Davidson. The bid responses are as follows: Bidder Dealer Quote Santa Barbara Haney-Davidson $18,434.72 Simi Valley Harley-Davidson $19,000.00 The bid from Simi Valley Harley Davidson included an optional third year extended unlimited mile service contract for the price of$639, which can be deducted from the bid amount if the City decides against the extra service coverage, bringing the comparable bid amount to $18,361. Because of the extreme service demands of a police motorcycle, the optional third year extended unlimited mile service contract is highly recommended. Additionally, Simi Valley Harley Davidson is located within the City of Moorpark, bringing an additional sales tax value to the City of approximately $183, thereby lowering the overall cost of the motorcycle to $18,178. Simi Valley Harley Davidson has provided motorcycles and services to the City for the past few years and has proven itself as a responsible and trustworthy business. Based on this information, the lowest responsible bidder for the specified police motorcycle is Simi Valley Harley Davidson. FISCAL IMPACT The fiscal impact to the city includes the original purchase price of the motorcycle, police service related accessories, and installation of emergency equipment. The motorcycle comes complete from the dealer with emergency lights and siren. The only other items required to complete the motorcycle are police radio and speed enforcement radar equipment. The equipment on the BMW motorcycle is still in good condition and can be transferred to the new Harley Davidson motorcycle, saving the City from having to purchase new equipment. The only cost associated with the transfer of equipment would be any labor charges. The County of Ventura's Fleet Services Division is the City's normal provider for these services. Fleet Services provided an estimate of approximately 10 hours labor to complete the transfer, at a cost of$69.70 per hour, for a total estimate of$697. Fleet «001813 Honorable City Council May 6, 2009 Page 4 services recommended that $50 be budgeted for any contingency for time or needed parts to complete the transfer. The following is a breakdown of the costs associated with the purchase of the motorcycle: Purchase price: $18,361 (includes emergency lights and siren, equipment saddle bags, installation, freight, handling, sales tax, and DOC fees) Third year emended service contract: $639 (covers the cost of general repairs) Communications equipment installation: X750 Total: $19,750 Because the new motorcycle is considered a normal replacement for one already in use, the City's Equipment Replace Fund (4003) would be the appropriate source of funding for this purchase. STAFF RECOMMENDATION (ROLL CALL VOTE REQUIRED) 1) Adopt Resolution No. 2009- , authorizing an amendment to the FY 2008/09 budget to allocate $19,750 from the Equipment Replacement Fund (4003) for the purchase of a 2009 Harley-Davidson FLHTP Electra Glide Police Motorcycle; and 2) Award the purchase of the Motorcycle to Simi Valley Harley Davidson, the lowest responsible bidder; and 3) Authorize the City Finance Department to process the necessary purchase order to obtain the motorcycle with the allocated funds. Attachments: 1. Vehicle Description 2. Draft Resolution 000184 Honorable City Council May 61 2009 Page 5 Attachment 1 Vehicle Description SPECIFICATIONS GENERAL: 2009 HARLEM DAVIDSON FLHTP ELECTRA GLIDE POLICE MOTORCYCLE MAJOR STANDARD EQUIPMENT: A. FUEL TANK COLOR— Birch White B. FRAME COLOR— Black C. ENGINE — Air-cooled Twin Cam 103 (1687.87 cc), overhead valves, with hydraulic, self-adjusting lifters. D. SEAT — One-piece, deluxe solo air-adjustable police-type covered with breathable material. E. PURSUIT LAMPS — Front-mounted PAR-36 lamps, one red, one blue, incandescent#67650-04 F. FAIRING AND WINDSHIELD — "Bat wing" fork-mounted fairing in "Birch White"; clear, breakaway Lexan windshield G. FOOT SUPPORTS — Pivoting footboards with non-skid rubber pads on upper surfaces. H. SADDLEBAGS — Black, law enforcement style with special latches for easy access while seated on motorcycle. I. KEYS—Three (3) sets of keys for all locks. OPTIONAL EQUIPMENT: a. Tour Pak adaptor plate b. LED Light Kit for Police Tour.Pak, one red, one blue, one split red/blue rear C. Engine Guard LED light kit, red/blue kit d. Four-point LED flasher module ELECTRA GLIDE e. Wiring Harness - - f. Headlight strobe kit - g. Emergency response kit, Siren/Speaker ampler �- h. Front/Rear ABS Brakes i. Heated Hand Grips j. Center stand 0 0 1 E, v. r r Honorable City Council May 61 2009 Page 6 Attachment 2 RESOLUTION NO. 2009-a"Now-mmummunwo A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR 2008/09 BUDGET TO ALLOCATE $19,750 FROM THE EQUIPMENT REPLACEMENT FUND (4003) TO THE PUBLIC SAFETY BUDGET ACCOUNT TO FUND THE PURCHASE AND SETUP OF A NEW REPLACEMENT POLICE MOTORCYCLE WHEREAS, on July 2, 2008, the City Council adopted the budget for Fiscal Year 2008/09; and WHEREAS, a staff report has been presented to said Council requesting a budget amendment allocating $19,750 from the Equipment Replacement Fund for the purchase and setup of a 2009 Harley-Davidson FLHTP Electra Glide Police Motorcycle; and WHEREAS, Exhibit "A7 hereof describes said budget amendment and its resultant impacts to the budget line item(s), NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. A budget amendment allocating $19,750 from the Equipment Replacement Fund for the purchase and setup of a 2009 Harley-Davidson FLHTP Electra Glide Police Motorcycle, more particularly described in Exhibit "B" attached hereto is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this e day of May, 2009. Janice S. Parvin, Mayor Attest: Deborah S. Traffenstedt, City Clerk Attachment: Exhibit "A7— Budget Revision 000186 Honorable City Council May 6, 2049 Page 7 EXHIBIT A BUDGET AMENDMENT FOR EQUIPMENT REPLACEMENT FUND TO PURCHASE ONE 2009 HARLEM-DAVIDSON FLHTP ELECTRA GLIDE POLICE MOTORCYCLE FOR USE BY POLICE DEPARTMENT TRAFFIC UNIT FY 2008109 FUND ALLOCATION FROM: Fund Title Fund-Account Number Amount Equipment Re lacement Fund 4003-5500 $ 19,750.00 Total $ 19,750.00 DISTRIBUTION OF APPROPRIATION TO EXPENSE ACCOUNTS: Amended Account Number Current Bud Revision Budqet 4403-92M0000-9505 $ 0 $ 19,750.00 $ 19,750.00 Total $ 0 $ 19,750.40 $ 19,750.00 Finance approval: