Vancouver City Council

ADMINISTRATIVE REPORT

Date: March 25, 2003

Author/Local:P.Kemp/7257

RTS No. 03306

C.C. File No: 3700

Council: April 8, 2003

TO: Vancouver City Council

FROM: Chief Constable
General Manager of Engineering Services
Manager of Purchasing Services

SUBJECT: Standardization and Purchase of Police Motorcycles

RECOMMENDATION

A. THAT Council authorize the standardization of the Vancouver Police Department motorcycle fleet to Harley Davidson FHPLI Road King motorcycles based on best value.

B. THAT Council approve the direct purchase of twenty-one (21) Harley Davidson FHPLI Road King motorcycles at a net cost of $146,979 ($419,979 purchase less minimum resale of $273,000) , plus the 7% Goods and Services Tax (less any municipal rebate received) and PST (where applicable) Tax, and the Provincial Environmental Levy, subject to a contract satisfactory to the Director of Legal Services, with the source of funds from the 2003 Police Department Operating Budget.

POLICY

The policy of Council is to award contracts for the purchase of equipment, supplies and services that will give the highest values based on quality, service and price.

Contracts with a value over $300,000 are referred to Council.

Council approved the sole sourcing of Harley Davidson motorcycles for police operations on April 25, 1997 based on user preference.

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BACKGROUND

The Vancouver Police Department currently has thirty five (35 ) motorcycles in the fleet. All thirty five (35) are Harley Davidson Road Kings. Twenty one (21) of the motorcycles are past their economic lives and are in need of replacement. The last set of motorcycles were replaced in 2000. At that time Harley Davidson Road Kings were low bid meeting specifications and were the recommended bid. In 1997, Council bypassed the normal tendering process and authorized the purchase of Harley Davidson motorcycles based on user preference .

DISCUSSION

Over the past few years the City has performed various economic analysis on the motorcycle fleet. Based on capital, resale and maintenance figures, the annual life cycle cost for the Harley Davidson Road King motorcycles has been less than other brands of motorcycles in Vancouver Police Department use. In addition to the lower cost, the Vancouver Police Department prefer the Harley Davidson Police motorcycle for its safety, performance and reliability.

Based on the above rationale, a Request for Quotation was prepared and sent directly to the following Harley Davidson dealers:

Trev Deeley's Motorcycle Ltd.
Harley Davidson - Chilliwack,
Southside Harley Davidson - Langley,
Kanes Harley Davidson - Kelowna and
Buell Harley Davidson - Prince George

Trev Deeley's Motorcycles Ltd. was the only proponent to respond.

The Request for Quotation also requested pricing for the optional trade-in of twenty one (21) 1998 Harley-Davidson FLHPI Police motorcycles. The City reserves the right to dispose of these surplus motorcycles by other methods, such as public auction or surplus offer or a combination of methods that will result in best value to the City.

Trev Deeley offered a purchase price of $19,999 each for the 2003 100^th Anniversary model Harley Davidson FLHPI Road King police motorcycle at a total price of $419,979. The total optional trade-in value of $13,000, if the City selects this option for all motorcycles, will offset the purchase price by $273,000, resulting in a potential net cost to the City of $146,979.

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Funding is provided for in the 2003 Vancouver Police Department Operating Budget.

CONCLUSION

Accordingly, staff recommend standardizing the Vancouver Police Department Motorcycle Fleet with Harley Davidson FLHPI Motorcycles and the direct purchase of twenty-one (21) 2003 100^th Anniversary Harley-Davidson FLHPI Police Motorcycles, from Trev Deeley Motorcycles Ltd. at a potential net cost of $146,979 ($419,979 purchase less minimum resale of $273,000).

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