HomeMy WebLinkAboutRes2008-134Sponsored by: Oates
CITY OF SEWARD, ALASKA
RESOLUTION 2008-134
A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGF,R TO SELECT AND
PURCHASF. OUTRIGHT, VEHICLES AND EQUIPMENT IN AN
AGGREGATE AMOUNT NOT TO EXCEED $308,574, AND TO PURCHASE
HEAVY EQUIPMENT WITH ACCESSORIES, SUBJECT TO OBTAINING
FINANCING, IN AN AGGREGATF, AMOUNT NOT TO EXCEED $1,937,597,
FROM THE MOTOR POOL INTERNAL SERVICE FUNll
WHEREAS, the City of Seward conducted an Efficiency Study addressing fifty-six areas of
City government where efficiencies were possible; and
WHEREAS, Administration has provided Council a description, price and justification of
vehicles they would like to purchase and/or lease; and
WHEREAS, the list of vehicles and equipment is consistent with the guidance from Council
pertaining to the Efficiency Study; and
WHEREAS, the current cash balance in the motor pool fund is $1.071 million; and
WHEREAS, the vehicle and equipment purchases will decrease the motor pool Lund by
approximately $308,574, leaving $762,426 in the fiord; and
WHEREAS, the annual lease payments would draw down the motor pool fined by $347,788,
which is offset by vehicle rent payments into the motor pool; and
WHEREAS, projected cash balance in the motor pool at 12/31/09, accounting for these
purchases and leases, is $1.14 million; and
WHEREAS, the finance department will issue a Request for Bids to obtain capital financing
for the purchase of the heavy equipment with accessories, in order to obtain the most favorable
financing terms; and
WHEREAS, upon City Council approval administration will begin to select and
purchase/lease vehicles and heavy equipment.
NOW, THEREFORE, BF. IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA, that:
CITY OF SEWARD, ALASKA
RF,SOLU'1'ION 2008-134
Section 1. Seward City Counci I authorizes the City Manager to select and purchase outright
the following individual vehicles:
2009 Subaru Forester not to exceed $26,642.00;
2 Chevrolet Impala Police Package with a LED Lightbar and other emergency lighting,
console, duel gun mount, in car camera Motorola mobile radio, graphics and other related
equipment (includes installation) not to exceed $76,240.00 (538, 210 per vehicle);
2 Taylor-Dunn ET-3000 GT not to exceed $47,600.00 ($23,800 per vehicle);
2 Chevy F,xpress Passenger 1500 LT Vans not to exceed $76,692.00 ($38,246 per vehicle);
and
Voh~o ECR58 Compact Excavator not to exceed $81,400.00.
Section 2. Seward City Council authorizes the City Manager to select and lease/purchase the
following individual vehicles, subject to funding:
Triple Combination Pumper- Custom Chassis not to exceed $550,000.00;
Plow/Sander (2009 55001 6X4 (DF557)) not to exceed $272,443.00;
Water Tanker (2009 Diamond SPEC 7600 SBA 6X4 (SF647)) not to exceed $165,154.00;
2 Volvo I,-90 Loaders not to exceed $440,000.00 ($220,000 per loader); and
Altec Bucket Truck not to exceed $510,000.
Section 3. This resolution shall take effect immediately upon its adoption.
PASSED AND APPROVED by City Council of the City of Seward this 8`~ day of
December, 2008.
CITY OF SEWARD, ALASKA
RESOLUTION 2008-134
THE C[TY OF SEWARD, ALASKA
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Willard Dunham, Vice Mayor
AYES: Valdatta, Bardarson, Smith, Kellar, Kcil, Dunham
NOES: None
ABSENT: Corbridge
ABSTAIN: None
ATTEST:
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Council Agenda Statement
Meeting Date: Monday, December 8, 2008
To: City Council
Through: City Manager Phillip Oates ~lI
From: Executive Liaison Anne Bailey (~.
Agenda Item: Resolution 2008-13~ ,Authorizing the City Manager to Select and
Purchase Outright, Vehicles and Equipment u1 an Aggregate Amount
Not to Exceed $308,574, and to Purchase Heavy Equipment with
Accessories, Subject to Obtaining Financing, in an AggregateAmount
Not to Exceed $1,937,597, From the Motor Pool Internal Service
Fund
BACKGROUND & JUSTIFICATION•
The City of Seward conducted an Efficiency Study that addressed fifty-six (56) areas of City
govermnent where efficiencies were possible. This list of vehicles and equipment (for purchase or
least) is consistent with the guidance ti•om the Council pertaining to the Efficiency Study.
The current cash balance in the motor pool fund is $1.071 million. The purchases described below
will decrease the motor pool fund by approximately $308,574, leaving $762,426 in the fiord. The
annual lease payments would draw down the motor pool fund by $347,788, which is offset by vehicle
rent pa}nnents into the motor pool. The projected cash balance in the motor pool at 12/31/09,
accounting for these purchases and leases, is $1.14 million.
Motor Pool Cash Purchases
General Fleet Fuel-Efficient Vehicle
Type of Vehicle: 2009 Subaru Forester
Price: $26,642
Justification for Purchase: Provide a fuel efficient all wheel drive vehicle for employees to use for
business trips outside Seward. This should help reduce travel costs and fuel consumption costs. The
savings in travel costs will pay for the vehicle in two years.
2 Police Vehicles, plus specialized equipment
Type of Vehicle: Chevrolet Impala Police Package
Price: $ 19, 855
1 ~• ~
Type of Specialized Equipment: LED Lightbar and other emergency lighting, console, duel gun
mount, in car camera Motorola mobile radio, graphics and other related equipment (includes
installation)
Price: $18,265
Total: 576,240 ($38,120 per vehicle)
Justification for Purchase: Chevrolet Impalas are the most fuel efficient Police Package Vehicle
available (I 9-24 miles per gallon) and they are front wheel drive equipped which should improve
handling during the winter months. Purchasing 2 more police vehicles will allow each Seward officer
to have a take home vehicle. Providing each officer with a take home vehicle will Facilitate faster
emergency response time, allow the officer to have access to all their equipment without having to
return to the office, and could increase a vehicles operating life between 6.5-8 years si~cc the vehicle
is not operated all ofthc time.
Electric Vehicle for Parking
Type of Vehicle: Taylor-Dunn ET-3000 GT
Price: $23,800
,iustification for Purchase: Currently, the Parking Department uses a Ford Taurus to conduct business.
This vehicle is ill-equipped to perform the necessary daily parking functions and would be sold as
surplus upon the purchase of an electric vehicle. The Taylor-Dunn electric vehicle is em~ironmentally
friendly, has a 3,000 pound load capacity, a 10,000 pound tow capacity and saves the City fuel costs.
This vehicle would be used for:
• Lot Clean-ups
• Supply Deliveries
• Line-Striping
• Moving Parking Signs, Bollards, etc...
• Fee Collections
• Transportation to Downtown &/or City Hall and NE Parking Lot
• Other Functions as Needed
Electric Vehicle for Parks and Recreation
Type of Vehicles Taylor-Dunn ET-3000 GT
Price: $23,800
Justification for Purchase: Currently, Parks and Recreation uses full-size gasoline powered trucks to
conduct daily camping business at the Waterfront Park, Forest Acres and Spring Creek
Campgrounds.
An electric vehicle is environmentally friendly, would save the City fuel costs and would be used tor:
• Camper Customer Compliance
• Litter Patrol
• Restroom Cleaning General Park Maintenance
• Transportation To and From Park Locations
• Supply Deliveries
• Other Functions as Needed
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Passenger Vans for TYC (qty 2)
Type of Vehicles: Chevy Express Passenger 1500 LT (All Wheel Drive)
Price: S76,692 ($38,346 per vehicle)
Justification for Purchase: Replacement van(s) for Parks and Recreation programming; TYC
Afterschool Program, Summer Day Camps, Schools Out Camps, and Sport Shuttles & Field Trip,
Compact Excavator and Trailer (used)
Type of Excavator: Volvo ECR58 or ECR 88
Price: $81,400
Justification for Purchase: Job site access is becoming more difficult and digging is harder since the
easily developed land has been developed. Currently, the Electric Department has 1 backhoe, in need
of major repairs%replaccment. The backhoe has been used approximately 5,000 hours. The mini
excavator is too small for many jobs and does not dig efficiently. The new Volvo Compact Excavator
will improve efficiency and save the City and the conununity money. The small excavator will be
traded in when the large excavator is purchased. Due to the size and weight ofthe new excavator, a
larger trailer is needed to haul the equipment to work sites.
Leases and/or Purchases
Fire Truck
Type: Triple Combination Pumper- Custom Chassis
Price: $550,000
Justification for Purchase: The current vehicle is forty-three years old and no longer reliable as an
emergency response vehicle. Maintenance stafhhas invested countless hours attempting to repair and
maintain the vehicle. Replacement parts arc uncreasingly difficult to find resulting in increased down
time and more expenses. Also, National and Federal standards are not being met.
The new vehicle would:
L Meet current DOT requirements for motor vehicles and the new National Fire Protection
Association 1901 Standard for Automotive Fire Apparatus 2009 edition.
2. Increase the amount offn•e hose, water and personnel seating.
3. Enclose equipment carried on the vehicle.
4. Increase the Fire Department capabilities and provide a safer vehicle for volunteers.
Plow/Sander
Type: 2009 SSOOi 6X4 (DF557)
Price: $272,443
Justification for Purchase: The current unit is a 1982 White Western Star purchased from state
surplus in 1994 for $5,000. This unit has been used as a back-up sander but the plow has not been
working correctly or efficiently for quite some time. Below is a list of reasons why the current unit
should be replaced:
l . The current unit can not maintain the required speed to plow snow efficiently. The engine is
underpowered and will not throw the snow up and over the guardrail or snow berm as
required.
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2. When operating the current unit, the operator is required to constantly monitor and adjust
four separate hydraulic functions and shift the transmission while monitoruig the road, traffic
and sand output.
3. The current unit does not meet all safety standards and the turning radius ofthe vehicle is not
safe on the city streets.
4. The current unit has ?594 hours ofuse that has been extremely hard on all major components
ofthe chassis.
5. The belly blade is worn out; all the pins and bushings need replacement. The estimated cost to
replace these parts is $16,500 (this cost does not include replacing the controls).
6. The painted steel drag chain on the sanding unit needs to be replaced every two years (due to
rust) at a cost of $750. The new model has a stainless steel chain.
Water Tanker
Type: 2009 Diamond SPEC 7600 SBA 6X4 (SF647)
Price: $165,154
.Tustification for Purchase: The current unit is a 1984 Ford LT-9000 purchased in 1993 for $31,160.
The biggest concern with the current unit is SAFETY:
• The rear suspension needs to be rebuilt.
• The water pump drive shaft needs to be replaced. The staff currently must reattach the shaft
at least once a day when the unit is in use.
• The water tank is nearly rusted through in spots.
• The plumbing unit is in complete disarray.
• The cab and chassis are rusted through. Due to rust the throttle pedal is no longer attached to
the floor board.
• Welding was done to lengthen the flame to accorr>Jnodate the tank. This modification is
prohibited by current regulations.
The new Water Tanker would meet all safety regulations and would he used for:
1. Washing Streets
2. Flushing Sewers
3. Dust Control
4. Seward Jettuig
5. Super Chlorinating New Water Lines
6. Fire Department also uses the unit in areas where fire hydrants are not present and mutual aid
is needed (i. e. Lowell Point Fire Department, Bear Creek Fire Department and the Forest
Service).
7. Aid in an Emergency or Mass Disaster (supply showers, water for cooking and cleaning and
fire suppression if the water mauls are not functioning).
2 L-90 Loaders
"I~ype: Volvo
Price: $440,000 ($220,000 per loader)
.Tustification fior Purchase: The acquisition of two Volvo L-90 Loaders would meet efficiency goals
(standardization, fuel efficiency, and speed and maneuverability) established in the Efficiency Study.
.~ ~ ~J
Currently, the Public Works Department has a Volvo L-90 wheeled loader with 7,059 hours of use
and a Volvo L-70 wheeled loader with 3,537 hours on it. Both loaders are dependable with minimal
maintenance problems, however, the Volvo L-70 loader has ]imitations with snow removal and the
cun•ent Volvo L-901oader could be transferred to the Harbor Department for their use at SMIC. Tfus
would provide the Harbor with a loader that is faster, safer, and more efficient in the SMIC area.
The Public Works Department would obtain the two new loaders which they would use frequently
and have the money in the budget to purchase.
The possibility of a "piggy-back" option with another Municipality has offered the City of Seward an
opportunity through Construction Machinery Incorporated to obtain two new machines with
warranties for approximately $440,000.
Altec Bucket Truck (electric)
Type: 65 Foot Double Bucket, Material handler, Over Center on a Tandem Axle Chassis that is
Capable of All Wheel Drive
Price Range: $5]0,000
Justification for Purchase: The cun•ent bucket truck is 20-years-old, has thousands of hours of run
time on the engine, and the body is falling apart. This piece of equipment is required to be maintained
at a high level of integrity to ensure the safety of the linemen working on energized lines and
equipment. The City will try to purchase a used vehicle first.
CONSISTENCY CHECKLIST;
Where applicable, this resolution is consistent with the Seward City Code, Charter, Comprehensive
Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures.
FISCAL NOTE:
The current cash balance in the motor pool fund is $1.071 million. The purchases described below
will decrease the motor pool fund by approximately $308,574, leaving $762,426 in the fund. The
annual lease payments would draw down the motor pool liuld by $347,788, which is offset by vehicle
rent payments into the motor pool. The projected cash balance in the motor pool at 12;31109,
accounting for these purchases and leases, is $1.14 million.
Approved by Finance Departrnent: '' fad /~~~Gu
RECOMM ENllATION:
Council approve Resolution 2008-~~,~Authorizitig the City Manager to Select and Purchase
Outright, Vehicles and Equipment in an Aggregate Amount Not to Exceed $308,574, and to
Purchase Heavy Equipment with Accessories, Subject to Obtaining Financing, in an
Aggregate Amount Not to F,xceed $1,937,597, From the Motor Pool Internal Service Fund
tip.