03.20 Purchase Vehicle Parts and Labor Service oF oR
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*� �:a AGENDA ITEM
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�U��P April 9, 2019
TO: Honorable Mayor and Members of the City Council
THRU: Rick Otto, City Manager
FROM: Christopher C , Public Works Director
REVIEW: City Manag � Finance �
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1. SUBJECT
Authorize purchase of vehicle parts and labor service from Iry Seaver BMW Inc. and
Quinn Company as sole source vendors.
2. SUMMARY
Purchase parts and service from Iry Seaver Motorcycles and Quinn Company on a sole
source basis to support both the City of Orange Fire and Police Departments' vehicles.
3. RECOMMENDED ACTION
1. Approve the purchase of parts and labor from Iry Seaver Motorcycles in the
amount of$45,000.
2. Approve the purchase of parts and labor from Quinn Company in the amount of
$50,000.
4. FISCAL IMPACT
The total expenditure for this purchase is $95,000 and will be funded through Parts and
Supplies (710).
5. STRATEGIC PLAN GOALS _
Goal 1: Provide for a safe community
a: Provide staffing and resources to deliver services that ensure public safety.
Goal 2: Be a fiscally healthy community
a: Expend fiscal resources responsibly.
6. DISCUSSION AND BACKGROUND
The City in some cases requires factory, original equipment manufacturer (OEM)
replacement parts and service for its emergency services vehicles. Council has previously
authorized Iry Seaver Motorcycles (BMW) and Quinn Company (Caterpillar) as the two
proprietary vendors that are certified OEM suppliers, along with the annual cost for
services supplied.
ITEM 3•a� 1 04/09/2019
Pursuant to Sections 3.08.140 of the Orange Municipal Code, the City Council is
authorized to approve the procurement of certain materials, supplies, equipment, and
services without following either formal or informal bid procedures if the required materials
and services are offered by only one vendor, or when only one vendor is able to supply
materials and services within the time frame and/or under terms and conditions which
reasonably meet the needs of the using City Department.
7. ATTACHMENT
1. Iry Seaver discounted pricing letter
2. The Quinn Company discounted pricing letter
ITEM 2 04/09/2019
�r�� �, � �''�� IRV SEAVER MOTORCYCLES
� �° � " `�, 607 West Katefla Avenue
� -'! �Orange, Califomia 92867-4607
�' � ' Phone: 714-532-3700
.,` Fax: 714-532-5763
www.irvseaverbmw.com
City Of Orange,Fleet Services 3/14/18
637 W. Struck Ave
Orange,CA.92867
RE: Discounted Pricing on BMW Motorcycle OEM Parts and Labor
To Whom It May Concern,
Iry Seaver Motorcycles honors discounted pricing on all BMW Motorcycle OEM Parts and Services in the amount
in the below noted amounts.
Discounted pricing provided to the City Of Orange.
Parts 10%Discount off OEM List Pricing
Labor/Service 10%Discount off Dealership Normal Pricing
Our Dealership has an OEM regional coverage area that includes Orange County. If you have any questions or
require additional information,please contact me at your earliest convenience.
Sincerel
C/ � �
�'--
/
�
David Diaz
General Manager
Iry Seaver Motorcycles
.�h �u��N ` Date: March 18,2019
t:�
2019 Parts and Service Customer Support Agreement
Quinn Company is committed to assist our customers in experiencing the lowest aperating costs from their equipment. Customer Support
Agreeme�ts(CSA's)show our commitment to the valued relationship with our customers and help ensure mutual success.
Customer Name: City of Orange
Account number(s): 475981
Agreement Expfration pate: December 31,2019
. .. �- . . . • . • .. � .
GROUND ENGAGING TOOLS 2096 NAT GET 2
fIL7Ett5 2096 NAT Pa 4
NAAPWARE 15% FOC NEC 3146
BATTERIES 2096 NAT ELf 3430
, ._ . , _ _-.�. �_r. _� � .. . _...____. _. _ -- -
,. _.. .__ . _e_. ---��. . _. .. ":_ __ : :�yCUSTQMER;EtESPcONSF$IL'�,TIES� --�-- - --. _ __ � .� ._ -- - - - .�
� Assist Quinn Company in determining parts usage for Inventory purposes,to include current machine population and annual parts and
commodity consumptfon.Not�fy Quinn Company of any changes to equipment populatfon or parts usage.
_ _ � - _ IQEACERiRES,PONSIBILITiES� ._ _ _. ,. . �. -
' Work with the customer fn determining parts usage for inventory purposes. T
• Quinn Company agrees ta extend the discounts listed above.
,, . . ., ,. .. __... . _ �.
; : "`�' � aMi1SCEUJINEOUS; . . . __ ...-.__ . .-.
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_ . .�._.� _.__ ,�._,__.�_ .__....,... _ _ __ . ,, :
' This agreement is intended for the customer working only within Quinn Company's dealer territory.
• Dealer or customer may adjust quantity or stock items through written agreement between both parties.
• Both parties shall revisit this cantract each year far renewal purpases.
� - _ . _,. .� ,. _, , . ,, , _ _ .._. __
� . s.� .. � . � ._ '`;LERMINATION�tOF'AGREEMEM'r':',.'_. - - - . _ :
, This agreement may be terminated with or withaut cause at any time by either party by giving thirty(30)days notice in wrlting to
the other party�of it's intention to do so.
� Each party to thia agreement has the optlon to renegot(ate,amend or part from this agteement on the anniversary af the signing
date for the(ife s an of this e reement.
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i _ , : i_ .. :' iDiSCI:AIMER�F.OR�DfL�41fS°OR;FAIiURFS A "_
No party to this agreement shall be responsible for delays or failures in perFormance resulting hom acts beyond the reasanable control of such party
which may not be overcome 6y due diligence. Such acts shall include,without limitation,delays In trensportation,late delivery by the dealer's suppliers
or manufacturers,or an inability to obtain necessary labor,materials,supplies,equipment or manufacturing facilities,acts of Gad,material shortages,
riots,act of war,governmental regulations imposed after the fact,fire�earthquakes,and other natural disasters. In the event of an occurrence giving
prompt written notite to the ather parry statlng the particulars and all efforts being taken to overcome the delay or failure. 'Fhe time of perFormance
shall 6e extended by the period of any such defay.
CITY COiJNCIL MINUTES APRIL 9, 2019
3. CONSENT CALENDAR(Continued)
3.18 Contract Change Order No. 1, Bid No. 189-15, Metrolink Parking Lot Restoration.
(A2100.0; AGR-6739.1)
ACTION: Approved Contract Change Order No. 1 in the amount of $92,960 to FS
Contractors, Inc. for the additional work.
3.19 Purchase and installation of a modular office and electrical improvements for the
Department of Public Works,Water Division. (C2500.P; AGR-6758)
ACTION: 1)Approved the Sales Agreement and Site Services Agreement for the purchase,
installation, and electrical improvements of a new modular office from Mobile Modular
Management Corporation for $173,608, and authorized the Mayor and City Clerk to
execute on behalf of the City; and 2) Authorized the appropriation of$82,983 from the
Water Fund unreserved fund balance to expenditure account number
600.8041.56020.18934, Water Fund—Field Supervisor's Office.
3.20 Purchase of vehicle parts and labor service from Iry Seaver BMW, Inc. and Quinn
Company as sole source vendors. (C2500.M.7)
ACTION: 1)Approved the purchase of parts and labor from Iry Seaver Motorcycles in the
amount of$45,000;and 2)Approved the purchase of parts and labor from Quinn Company
in the amount of$50,000.
3.21 General Plan Annual Progress Report to the State of California. (C2500.G.2.0)
,
ACTION: Received and filed the 2018 General Plan Annual Progress Report for submittal
to the State.
(ITEM REMOVED AND HEARD SEPARATELY)
3.22 Temporary closing of sections of public streets for approved special events.
Resolution No. 11143. (54000.5.4)
A Resolution of the City Council of the City of Orange approving additional temporary
closure of sections of public streets for a special event and revising an existing approved
closure.
Councilmember Nichols asked about the May 4 Festival Parade's impact on the Orange
Public Libraxy. Economic Development Manager Susan Galvan stated that staff is working
with the Library to secure alternative parking options in the surrounding area. Notices of
the changes will be advertised to the public through the City's website and Chamber of
Commerce.
MOTION —Nichols
SECOND —Alvarez
AYES —Alvarez, Murphy,Nichols, Monaco
Moved to approve Resolution No. 11143 authorizing the closure of municipal parking lots
and temporary suspension of neighborhood permit parking restrictions for certain events
and dates occurring in Fiscal Year 2019-2020.
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