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Item 4F - Memo M E M O R A N D U M January 3, 2023 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 4F Approve purchase of replacement motorcycles from BMW Motorcycles of North Dallas in an amount not to exceed $135,0000 Action Requested: Approve the purchase of replacement motorcycles from BMW Motorcycles of North Dallas in an amount not to exceed $135,000. Background Information: Per the Southlake Vehicle Replacement Policy the vehicles are scheduled or recommended for replacement. State of Texas and City of Southlake bidding requirements have been met by utilizing a City of Fort Worth contract. Department Cost Police Services $135,000 The City’s Vehicle Replacement Committee in May 2022 reviewed and discussed vehicles scheduled for replacement per the Policy and to review available options. The committee evaluated individual vehicle condition, repair history, age, mileage and usage before recommending replacement. These units are at the end of their 4-year lease and are due to be replaced. The units are being replaced with BMW motorcycles which have provided better maintenance history and are available at a lower cost than the current Harley Davidson motorcycles. Financial Considerations: The request will be funded through the FY 2023 Vehicle Replacement Fund. Strategic Link: C1 – Achieve the highest standards of safety and security. B2 – Collaborate with select partners to implement service solutions. F2 – Invest to provide and maintain high quality public assets. Citizen Input/ Board Review: None Legal Review: None Alternatives: Deny and return current motorcycles to vendor. Supporting Documents: Vendor quote and City of Fort Worth contract. Staff Recommendation: Approve the purchase of these replacement motorcycles from BMW Motorcycles of North Dallas. FROM: Quote order # 1262022 TO: Date 12/6/2022 Item Quantity Unit Price Ext. Unit Price 1 4 $32,872.50 $32,872.50 $32,872.50 $32,872.50 $32,872.50 $32,872.50 $32,872.50 $32,872.50 Terms: Date $131,490.00 $0.00 $131,490.00 R1250RTP vin# Plano, TX 75074 P) 972-881-0774 F) 972-881-1326 900 Avenue K suite #100 INVOICE Description Purchase of four BMW motorcycles per bid specs accepted by the city of of Fort Worth on contract# 13150 Southlake, Tx 76092 P) 817-235-6026 1400 Main street suite# 420 R1250RTP vin# R1250RTP vin# R1250RTP vin# SUB-TOTAL TAX TAX # Total Amount Owed BMW Motorcycles Of North Dallas City of Southlake Due upon receipt of invoice CITY OF FORT WORTH / PURCHASING DIVISION INVITATION TO BID NO. 19-0129 MOTORCYCLES BID C LOSING DATE: MAY 9, 2019 For further information contact: LaKlta Slack -Johnson, Buyer Bids are solicited for furnishing the equipment as set forth in this solicitation. Completed Bids including one executed original, one copy and one USB flash drive containing electronic versions ofall bid documents must be received in the Purchasing,,, Division by 1.30 P.,M,.,,May 9, 2019 and then publicly opened and read aloud a12:OO P.M. in the Council Chambers. Bids must be submitted in a -sealed envelope WITH THE BID NUMBER WRITTEN ON THE OUTSIDE OF THE ENVELOPE, addressed to the Purchasing Manager, YOUR BID MUST BERECEIVED BYTHE PURCHASING OFFICE AND TIME STAMPED PRIOR TOTHE 1:3VDEADLINE |MORDER TDBE CONSIDERED. Bids shall bemailed orhand delivered to the following address: Bids delivered by special courier (i.e. Federal Expreoa, Special Delivery etc.) are to be marked on the outside of the courier's shipping envelope ^B|O No. 19-0129 MOTORCYCLES" AND MUST BE RECEIVED BY THE PURCHASING OFFICE AND TIME STAMPED PRIOR TOTHE 1:3nDEADLINE |NORDER TO BE CONSIDERED Late bids will be returned or destroyed -, they will not be opened nor considered in the evaluation of the bid. Bids may be withdrawn at anytime prior to the official opening. Bide may not be aKered, amended or withdrawn after the official opening. The undersigned egreee, if the bid is accepted, to h/mieh any and all items upon which phmoo are offereg, at the price(s) and upon the terms, conditions and ecnp*/sp*oificatinnocontained inthis document. The period for acceptance of this bid will be 90 calendar days after the bid opening date. _ Company Name and Address: Company's ' Email address: me and Title Date: Telephone Number: Fax Number: FIM Should other Governmental entities decide to participate in this controo, would you)he Vendor, agree that all terms, conditions, specifications, and pricing shall apply (see section 11)? Yes j( No Pre -Bid Conference: Nopre-bid conference ° Pmrt—| BkdSo|icitatiunK}ffer • Part—U Instruction to Bidders ° Part —III Scope ofServices/Specifications ° Part—|V Standard Purchasing Terms and Conditions w Part —V uAttachments Revised 6.25.18cg 1922-i i� i 4 BUYER: La'Kita Slack -Johnson PHONE #: (817)392 - 8314 ext. DELIVERY REQUIRED: 5/9/2019 V Vendor Name: S; City of Ft Worth E I- - — Pi N1 Address.AAA 1 Finance Administration DI N". K #100 R 200 Texas Street, 3rd Floor Cb City, State Zip Code: Plano, T)( FORT WORTH TV 76102 R T Item Class -Item Quantity Unit 7 Unit Price Total .......... 3,000 The City of Fort Worth is accepting bids for an 5 year contract for motorcycles. All items shall be bid per attached specification, (Attachment G) 2,000 R1250 RT-P motorcycles, Brand name or approved equal, 10 EA Make and Model OffereciAlft TOTAL: WE AGREE TO FURNISH ANY OR ALL OF THE ITEMS QUOTED AT THE PRICES SHOWN. QUOTE MUST BE HELD FIRM FOR PERIOD OF 90 DAYS. TERM OF PAYMENT: ,ve COMPANY: [I DELIVERY: SIGNATURE: TELEPHONE NUMBER: NAME AND TITLE: b-Z 7k" t('11' elxll� y I-PI�12Z fie "Vo�_ WOt,�l A 1-1Z1,: lxm'A 4 zz/ llje,- //2 se CONFLICT OF INTEREST OUESTIONNAIREE For vendor doing Visiness with Local governrnental entity quUmmme refw�os nwde to Ow lxvv n,,y H,B 21 RTh Ley, Regular Session. c issonils'e. bewig nod 0 ailo cons wil ChoqAk-- i bw 1% anti q who has a cwq"na: A&Tm inn In as of A non hy Axnvw 1 176 qDy.X;aqtn a joc, S 405wym— Tim rs Artnt Kpoynt X om-my xq aim, Dig We nov,qM uoucys Tx yqj y ky axonpri to Lo Tat! AQy!>cjp- 176 30Vn-! I �pa GovxnmeM Coac A vxAm aaamp ts vii slOnss 7 pa vwAs kwwi!qk,, QN, nrw! Ode A" win an und- ih .t an b A i h0me of vendor who hm a Mmmus mjwKnsWp wuh WM govanman,ar emity, CK W"S DOX H you Irp ffling in up char; tO ii d)MVMUsl`y MO quPsfioirtalrp, OFRCE USE ONLY Thy am: —ou i P, iKi wy. q p A� upday,i r � -yj�j q P�j ruay co wqh &a jyNn"AN I I&, a q"v ay layr thm- t"e On bjynon 11, S40, qe !We cn Vl,p y0A b�snM ;,Woe HQ ------- ----- — - — -------------------- ---- ------- ..... - --- -------- WcW gwammwu WHmr aboin whan Me mtnnuawm in lhle,4^cllon is bpIng d�scloswd. 7y� inysi Vem I vidiry Fnrou A B, C A C nurs W w 'W pmc�jylyl or over bu�T43$ 1,51 w0m) as da9roj KI low VM f bat, L,oc,'ad r I tok"li-w:n�'al -�nO te oly q-00""—A P tynP 001 WAY n0nu 1 Ai -t T, 0�al jaw,mo r Q(v ro, so m ims A A ---- — ------ ---- - "'— RAINEW10 I ATTACHMENT - B ITB - 19-0129 Bidder's Name: 90CLESOf H-DWS WO Bidder's Local Address;;' Phone: ri*)� Zli XM Fax: Email: 77 MA/ Name of person assigned sped ical y for this Agreement: Name/Title Phone Fax: I�az _/9� 71 Email:}, m a i 1:IV. I Name/Title Phone-, Email: MEET Fax: Printed Name Date CONSIDERATION OF LOCATION OF BIDDER'S PRINCIPAL PL4CE OF BUMIIESS Section 2-14 of the Fort Worth Code of Ordinances authorizes the City Council, when considering competitive sealed bids, to enter into a contract for certain purchases with a bidder whose principal place of business is in the corporate limits of the City of Fort Worth and whose bid is within 3 or 5 percent of the lowest bid, depending on the value of the request and goods oi services requested, if the lowest bid is from a business outside the municipality and contracting with the local bidder would provide the best combination of price and other economic benefits to the municipality. Requests to be considered a local business must be submitted on this form with bid packages to -b-t considered by the City of Fort Worth. Questions should be addressed to the Purchasing staff listed in the bid or request package. b. What percentage of estimated gross company sales (worldwide) are sales originating in Fort Worth? "Originating in Fort Worth^ shall payable at the Fort Worth office, [must exceed 50%] Economic Development opportunities resulting from contract, The undersigned does hereby affirm that the information supplied is true and correct as of the date hereof, under penalty of perjury. ATTACHMENT lTB - 19-0129 Please complete and return this form with your oic-, The bidder shall furnish references for, at least three (3) reven, customers to wilorn products arid/or / I services have been provided that are sirnifar [,c, �,hose' requii-E-,d'b�, this solicitation. The City will be the sole judge of references. Please use additional slIaeq,I-,I Company's Name Name of Contact Title of Contact Present Address City, State, Zip Code Telephone Number Email 2 Company's Name Name of Contact Title of Contact Present Address City, State, Zip Code Telephone Number Email 3, Company's Name Name of Contact Title of Contact Present Address City, State, Zip Code Telephone Number Email 900AVENUEK#300 I PLAN(lTX (TEXAS75O74 WAP+Houns </wxpo' *Ouns' ��� ��� ����� o/nscnows- ���������.��~�� �-��e|�972�81O774> BMWMOTORCYCLES BMW - OF MOTORCYCLES - NORTH D�ALw�AS DEALERSHIP -- HOURS) VISITOU Celebrating 25 years of excellence BMW Motorcycles of North Dallas (/map -and -directions -dealership --hours) has been a fixture on the North Texas motorcycle scene since 1993. Located at 900 K Avenue in East Piano, just outside of downtown, BMW Motorcycle of North Dallas also carries four other premium brands of primarily European -made motorcycles including; Ducati from Italy, Royal Enfield from India, Triumph from Britain, Ural sidecar rigs from Russia. To learn more about our other brands, please visit the European Cycle Sports (http://www.europeancyclesports.com/) website After over 20years as a tenant at 900 KAvenue, BMW Motorcycles of North Dallas purchasedthe entire building in 2014 and more than doubled the dealership's facility to over 12,000 square feet, making it the largest Eurocentric motorcycle retailer inTexas and one nfthe largest inthe nation. The expansion allowed ustoexpand our Parts & Gear department sothat wenow have anexpanded offering of helmets, jackets, boots and accessories to customize your bike. If you're looking for service for any BMW, BMW Motorcycles of North Dallas has a staff four fully -trained master technicians with a combined experience of over 100 years. Most service issues can be addressed the same day you bring your bike in. From Airheads to the latest high-performance machinery, our experienced staff is ready to quickly and professional take care of all your service needs. We also offer fleet service to area law enforcement motor patrol wantsto be yourclealer, butwe knowwe have to earn your business.There are manygreat reasons whyyou should shop (http://www.europeancyclesports.com/inventory/vl) with us. Here are a few: 9 First and most importantly, motorcycles are our only business. We specialize in providing Dal [as -area riders wheeled cars at our store, motorcycles ropeancyclesports.com/defaukmsp? page=xAll Inventory) sold and serviced by a knowledgeable and experienced staff (http://www.europeancyclesports.com/read-other-experience-on--xtestimoniaIs) of dedicated motorcycle enthusiasts. w Second, we are here to earn your business, that's why we have a new "Coupon Match" program. Bring in any coupon from acompeting brand dealer and wewill match ormaybe even beat it! • Third, weoffer RydeSmmart7iack Days for purchasers ofselect bikes like the BMW S10OQRR (http://www.europeancyclesports.com/default.asp?page=xAllinventory&cat=sport) so you can experience the full potential ofyour new bike |nasafe and controlled environment, • Forth, when you but a new BMW R1200 GS or GSAwe'll payyour tution to the Bill Dragoo Off Road Riding School wFifth, wehave many ways to make it easy to get your new bike onthe road with programs like BMW's 3ASY RIDE Plan to lower payments and special offers available on Ducatis and Triumphs too. With over 12�00 square feet, European Cycle Sports bone ofthe largest European -exclusive motorcycle dealerships inthe nation. VVecarry afull selection ofall the offerings from BMW Motonadsoyou won't have torun allover North Texas to find the right bike for you. You will find them all right herein Piano (http:/hawoweuropeancyciemports,cnm/nap-an6-d\naot|ons-dea|e,sh|p—hours). As part of the major remodeling the BMW Motorcycles of North Dallas parts and accessory department has more than doubled in size. The new space has allowed us the room needed to add the full line of BMW Riding Gear selections of many other top brands, You'll always find a good selection of helmets, boots, and jackets for all your riding needs. expanded apparel selection? We'd love to show you around! service for. Serving residents of: Texas, Oklahoma, Arkansas, Louisiana and Collin County, Dallas County, Delta County, Denton County, Ellis County, Hood County, Hunt County, Johnson County, Kaufman County, Parker County, Rockwall County, Somervell County, Plano, Irving, Fort Worth, Arlington, Grapevine, Carrollton, McKinney, Denton, Grand Prairie, Mesquite, Frisco, Richardson, Lewisville, Addison, Allen, Azle, Balch Springs, Bedford, Benbrook, Burleson, Cedar Hill, Cleburne, Colleyville, Coppell, Corinth, Crowley, Desoto, Duncanville, Ennis, Euless, Farmers Branch, Flower Mound, Forest Hill, Forney, Glenn Heights, Grapevine, Greenville, Haltom City, Highland Village, Hurst, Keller, Lancaster, Little Elm, Mansfield, Midlothian, Mineral Wells, Murphy, North Richland Hills, Prosper, Rockwall, Rowlett, Saginaw, Sachse, Seagoville, Southlake, Terrell,The Colony, University Park, Watauga, Waxahachie, Weatherford, White Settlement, Wylie • ACIS i it r; BMW Motorcycle of North Dallas is conveniently located near the areas of Richardson, Murphy, Parker and Allen. 900 Avenue K #300 Plano, TX (Texas) 75074 Phone: 972-881-0774 (TEL:9728810774) Fax: 972-881-1326 r CONTACTr • MONDAY CLOSED TU ES. - FRI. 10:OOAM - 6:OOPM SATURDAY 9:OOAM - S:OOPM SUNDAY CLOSED � • � r r • i O'; NOUN 0514111101 ,• r :. , Y!r'.VEF;ELI 5ro' . (http:// w.dealerspike.com) COPYRIGHTO2019 DEALER SPIKE ALL RIGHTS RESERVED Base Unit, R1250 RT-P, or Equal Qty 10 units (Estimated) Color Night Black $20,197.93 $201,979.30 Heated seat 1 $159.09 $1,590.90' Tire pressure monitoring 1 $250.00 $2,500.00 Cruise Control 1 $350.00 $3,500.00 Weather Protection 1 $250.00 $2,500.00 Red LED-X Light 5 $541.82 $5,418.20 Blue LED-X Light 5 $541.82 $5,418.20' Duplex LED-X Red / Blue 1 $362.07 $3,620.70' White Torus LED TDL/Alley 6 $461.44 $4,614.40' Auxiliary LED Turn Signals 2 $145.65 $1,456.50' Auxiliary LED Brake/Tail Light 2 ' $113.27 $1,132.70 Saddlebag LED Lights w/sensor switch 1 $143.61 $1,436.10 Unit Total Cost - $235,167.00 OPTIONS LED Auxiliary Headlights (order 2) 2 $151.24 $1,512.40 Bolt 6 x 40 (order 2) 2 $10.71 $107.10' M6 Hex Nut (order 2) 2 $6.00 $60.00 Adaptor Cable (order 2) 0 not needed $0.00 Keyless Ride w/two transmitters 193 1 $475.00 $4,750.00 Extra Ignition Key 1 $312.79 $3,127.90 Police Side Stand Extension/ Base 1 $31.67 $316.70 Note Pad Holder 1 $42.35 $423.50 Gun Lock 1 $115.00 - $1,150.00 Gun Lock Cable 1 $19.00 $190.00 BMW Motorrad Battery Charger (2.5 Ah) 1 $155.65 $1,556.50 Power Socket Plug 0 $0.00 $0.00 Unit Total Cost $13,194.10 ADDITIONS Radio Power Plug Connector 1 $9.41 $94.10 Radio Speaker Plug 11 $9.41 $94.10 Kustom/Stalker/MIC Remote Attachment Kit 1 -$11.76 $117.60` Accessory Connection Plugs (3) 1 $9.41 $94.10` Valve Cover Guards - Stainless Steel 1 $207.81 $2,078.10 Sump / Engine Protection Guard 1 $122.95 $1,229.50' Fillister Head Screws M6 x 20 (order 5) 5 $15.41 $154.10 Grommet (order 5) 5 $12.47 $124.70 Bushing (order 5) 5 $24.59 $245.90 Bracket front (order 1) 1 $33.45 $334.50' Bracket Rear (order 1) 1 $54.53 $545.30' Fillister Head Screws M8 x 25 (order 5) 5 $7.65 $76.50 Front 12v Power Outlet (lighter style) 1 $53.88 $538.80 Front 12v USB Power Outlet 1 $49.41 $494.10 Fused Front Power Socket Harness 1 $29.12 $291.20' �=Kustorn Raptor Display Head Mount ::Kustom Raptor Radar Counter Mount all' WILSIMEM41-410jimns a 21411151 Maintenance cost for 5 yea s BRAIN .. ....... .. . 10/2/2019 10:32: 10 AM Related Content I New Window I Help I Personalize Page I T Contract Entry Contract 3*110 SHARE j Contract Version Contract 10 0000000000000000000007958 Version I Status Current Status Approved Approved Date 0710512019 AdministratodBuyer SLACKI. S4ark,Lakila A ko -ad-or Contract Style General Contract Edit Comments Activity Log Process Option General Contract Contract Activities Document Status Supplier BMWMOTORC-014 Primary Contact Info Thresholds & Notifications Supplier ID 00DOG41052 RETAIL MOTORCYCLE Contract Releases Mayor & Council MOMKILtG ................... Custom Fields Begin Onto 0612612019 Expire Date 061251,2020 Amount Summary Ronewal Data Maximum Amount 276,777.00 USD Currency USD CRRNT Lino Item Released Amount 0.00 Primary Contact Category Released Amount 83,033.10 Supplier Contract Rof 19-0129 Ong w/ 4 Renewal Open Item Released Amount 0.00 Description ITB PD Motorcycles Contract Total Released Amount 83,033,10 Master Contract ID Adjusted Amount OW Tax Exempt ID Remaining Amount 193,743.90 Tax Exempt Remaining Percent 70.00 Ordor Contract Options Allow Multicurrency PO Allow Open Item, Reference Must Use Contract Rate Date Rate Date 0611W2019 Corporate Contract El Adjust Supplier Pricing First Auto Default LI Lock Chartfields 0 Price Can Be Changed on Order Dispatch Method Print _Dispatch _P0 Defaults Add Open Item Price Adjustments Price Adjustment Template - Voucher Contract Options Invoice Number Gross Amount 0,00 USD AP Business Unit Freight Amount 0.00 Accounting Template Sales Tax Amount 0,00 Payment Terms ID NET30 VAT Amount 0.00 Basis Data Typo Mist Charge Amount 0.00 Miscellaneous Charges Retention - v Contract items Catalog Search Item Search Search for Contract Lines Motor vehicles Lines Personalize I Find View All j 10' First I of 1 1 Last 1 a Groupings =:) Details FOrder B,,Amount -ll-Item -in-fo-r-m-ar,-o-nF-2efoult—Schiduie-11 _Relea.eAm.nts F—Raleasectuarittues F_LW_ r�Tv E Line ttam Description UOM Category Merchandise Amt Include for Raton" Status PD Motorcycles EA 25100000 •Active View Category Hierarchy Category Search Contract Categories Lines Personalize j Find j View All First 1 of I Last --it. q P,.,,g Option. 117R.I.as. —Amounts I, Line category Dinictiption Status 25100000 Motor vehicles iat A� Active =R. r h J Save Return �to Search ovious in List Next in List Notify Contract I Z CnW Grp View Page 1 of 2 Tire i pressure ■I Duplex LED-XRed I Blue �Auxiliery LED Turn Signals �=AuxillzrryD Brakeffail Light Saddlebag LED Lights w/sensor ILED Auxiliary Headlights (order 2) _® Keyless Ride!transmitters Police Side Stand Extension / Base iNote Pad Holder ,_LAPD Rear Gun Lock Release Gun Lock Variable Timer (required for ab -Radio Power Plug Connector Radio Speaker:Pi���� Accessory Connection Plugs (3) Valve Cover Guards - Stainless Steel ,Bushing (order 5) Bracket front (orrier 1 "WAINL. Mu# ..Head Screws M8 x 25 (order Radar Conn; on Plug 1 Kustom Raptor Display Head Mount 1 Kustom Raptor Radar Counter Mount 1 Kustom Ka Band Front & Rear Antenna Mounts 1 Radar 1 War Gun Adaptor Plate 1 1 Unit Total Cost Dealer basic Assembly 1 Freight 1 `Unit Total Cost Total Cost Maximum delivery time from receipt of PO (days) Maintenance cost for 5 years Estimated fuel mileage (MPG) (Average miles ridden a year: 8500 x 10 Units x 5 Years) Total cost of all 16 units shall be transferred to the Bid Solicitation Sheet