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HomeMy WebLinkAboutRes2018-003Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2018-003 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING PURCHASE OF A 2017 FORD F250 4X4 TRUCK FROM KENDALL FORD TO REPLACE A 2002 DODGE 2500 4X4 TRUCK, IN AN AMOUNT NOT TO EXCEED $33,323.75 UTILIZING THE STATE OF ALASKA'S PROCUREMENT CONTRACT, AND WAIVING COMPETITIVE PROCUREMENT PROCEDURES WHEREAS, the Parks and Recreation Department's Dodge Ram 2500 number 220 is 15 years old with more than 73,000 miles and it requires frequent maintenance to remain in-service and vehicle number 220 is currently in need of significant, costly repairs making replacement necessary and more cost-efficient; and WHEREAS, the Motor Pool Fund includes funding to replace this vehicle, as approved in the 2018- l 9 budget; and WHEREAS, this vehicle with plow is needed for the Seward Parks and Recreation Department's snow removal needs including plowing a variety of City parking lots, paths, trails, campgrounds, sidewalks and access ways WHEREAS, the old truck will be placed in the next surplus sale; and WHEREAS, the 2011 Fisher plow on the 2002 Dodge Ram will be removed and installed on the new Ford F250; and WHEREAS, Seward City Code 6.10.120(B) exempts from competitive procurement requirements/purchases which utilize competitive bids obtained by other governmental units, and the Parks and Recreation Department is purchasing this vehicle utilizing the State of Alaska's purchasing contract. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is hereby authorized to purchase a Ford F250 4X4 from Kendall Ford in an amount not to exceed $30,331.00, with funding to come from the Motor Pool Internal Service Fund, as approved in the 2018-19 Budget. Section 2. The City Manager is hereby authorized to purchase removal and installation of the 2011 Fisher Extreme V plow from the 2002 Dodge to the 2017 Ford F250 as well as other safety equipment from Quality Equipment Sales & Service in an amount not to exceed $2,992.75. CITY OF SEWARD, ALASKA RESOLUTION 2018-003 Section 3. The Seward City Council hereby finds that it is in the public interest to exempt the purchase of this truck from competitive procurement requirements, as the City is utilizing the State of Alaska's purchasing contract for this purchase. Section 4. The 2002 Dodge Ram 2500 vehicle number 220 is declared surplus to the City's needs and can be sold to the public. Section 5. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 80' day of January, 2018. THE CITY OF SEWARD, ALASKA David Squires, Mayo AYES: Slater, Horn, Towsley, Squires NOES: None ABSENT: Casagranda, Keil, McClure ABSTAIN: None ATTEST: (City Seal) •�•.••••••••,,,. .••� O� SEtq, • ,� • .......4, • V, • 'ORPO�� •., O • SEAL ti•.,F OF�A�P.••• Agenda Statement Meeting Date: January 08, 2018 To: City Council Through: Jim Hunt, City Managek From: Karin Sturdy, Parks and Recreation Director Agenda Item: Purchase of new Vehicle to replace vehicle number 220 BACKGROUND & JUSTIFICATION: The Parks and Recreation Department needs to replace vehicle 220, a 2002 Dodge 2500. The replacement plan for Parks and Recreation vehicles is based upon age and wear. Unit 220 has been in the shop most recently to flush transmission fluid and install new filter, repair and replace drive line, replace ball joints and repair a variety of ongoing electrical issues. It is currently in need of a new transmission, an alignment and replacement of most front-end components. This vehicle serves two primary purposes within the Park Maintenance and Campground Division. During the summer months, 220 is a work vehicle used in performing duties essential to Park and Campground operations. In the winter months, 220 serves as the primary tool used to remove snow from dozens of City parking lots, paths, trails, campgrounds, sidewalks and access ways. This vehicle replacement was approved in the 2018-19 budget in Resolution 2017-066 and the Capital Improvement Plan Resolution 2017-067. With input from the Public Works Department, Parks and Recreation staff recommends the purchase of a Class 155XC 3/4 Ton Ford F250 4X4 Extended Cab using the State bidding list. According to Seward City Code, 6.10.120.13 "The City may utilize competitive bids obtained by other governmental units. " The listed price for'/4 Ton extended cab 4x4 truck is $30,331.00. Personnel received and reviewed competitive quotes to remove the newer 2011 snow plow currently on the 2002 Dodge 2500, and have it installed on the new 2017 Ford F250 along with required safety beacon, rear window protector and iCom radio exchange. Quality Equipment Sales and Service came in the lowest amount at $2,992.75. $45,000.00 has been budgeted to replace this vehicle and plow; the Parks and Recreation Department will come in under the budgeted amount for the complete vehicle at not to exceed $33,323.75. INTENT: To purchase a reliable replacement vehicle for plowing snow and aid in Park Maintenance and Campground operations. 66 CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan (document source here): X 2. Strategic Plan (document source here): X 3. Other (list):2017 Motor Pool Fund X FISCAL NOTE: Funding for this purchase was approved in the 2018 Motor Pool budget, Resolution 2017-066. Approved by Finance Department: ► �� ATTORNEY REVIEW: Yes No X RECOMMENDATION: Council approve Resolution 2018-003, authorizing the City Manager to approve the purchase of a Class 155XC 3/< Ton 4X4 Extended Cab, not to exceed $33,323.75 and declare the 2002 Dodge 2500 vehicle number 220 as surplus property upon delivery of the new vehicle. 67 Page: 1 Sales Order "73EI� S Order Number: 0060919 Order Date: 121612017 BOB'S SERVICES, INC. 2W9 SPAR A VENUE Salesperson: 1800 ANCHORAGE, ALA5KA 99501 Customer Number: 00-COS SHOP (Z7) 276-3221 - FAX (907) 276-1972 Sold To: Ship To: City of Seward City of Seward P.O. Box 167 P.O. Box 167 Seward, AK 99664 Seward, AK 99664 (907) 224-3331 Confirm To: Customer P.O. Ship VIA Comment hickok Item Number Description Description Price Amount MY17195 1.00 MTG FORD F250-550 2017+PLUS 465.17 465.17 MY07813 1.00 ADAPTER: 2017 FORD SD HALOGEN 300.70 300.70 WEL10LAP 1.00 L10 SERIES SUPER LED BEACON AM 164.00 164.00 BSISTROBE 1,00 Whelen Strobe Install 345.00 345.00 HP4030-052 1.00 CAB GUARD HEXAGON TANKBRITE 4 599.95 599.95 1 JOB 17.00 remove all wiring and plow 125.00 2,125.00 reinstall all wiring and mount plow on new truck and instal cb radio also Net Order: 3,999.82 Less Discount: 0.00 Freight: 0.00 Sales Tax: 0.00 Order Total: 3,999.82 Alaska Electric & Control, Inc. DBA Jewell Equipment 9761 W Margin Way Wasilla, AK 99623 I Name / Address I Brenden 224-4055 bhickok@cityofseward.net QQ Estimate Dale Estimate # 12/6/2017 238 Phone ## 907-892-4001 Web Site Jewellequipment.com Rep Item Description Hogs / Qty Rate / Price Total 73973 2017 FORD SUPER DUTY HALOGEN BULB LIGHT 1 234.00 234.00 KIT 698261 ADAPTER KIT, RELAY / updated Jan 2017 1 41.00 41.00 77102 2017 FORD SUPER DUTY F250/350/450/550 MOUNT 1 624.00 624.00 KIT Plow Labor work performed customer's plow 10 100.00 1,000.00 Take plow mount wiring off 2002 Dodge truck -Install wiring and mount on 2011 F250-Gas-Provide mount and headlamp harness MISC Move icom radio from one truck to the other 1 210.00 210.00 MISC Materials for beacon install 1 20.00 20.00 Labor 2HRS install of beacon 2 100.00 200.00 5813AMG ECCO Amber 12V Mag Mount Rotating 1 83.75 83.75 MISC Headache Rack Aluminum 1 450.00 450.00 MISC Install Headache Rack 1 200.00 200.00 **This Estimate Expires in 30 Days** Total $3,062-75 Quality Equipment Sales & Service LLC ESTIMATE # 11801 South Gambell Street Anchorage, AK. 99515 041121 Phone - 907-349-6215 Fax - 907-349-2332 Quality Products, Quality Service ESTIMATE FOR SERVICES Estimate Date /Time : 12/13/2017 1:32PM Seward, City of 2002 Dodge - Pickup R2500 Regis, Norm Mike Lic # : Odometer In: 0 PO Box 167/ 6TH & MADISON Unit # Seward, AK 99664 VIN #: Office 907-224-4058 ---- FAX 907-224-5051 Part Description / Number Qty Sale Extended Labor Description Hours Extended MOUNT FORD F250SD-55OSD 2017 FE77102 1.00 626.00 626.00 FORD LIGHT HARNESS HALOGEN 2017 FE73973 1.00 222.00 222.00 ADAPTER KIT, RELAY FE69826-1 1.00 45.00 45.00 MODULE 3 PORT - SOFT START FE29760-1 1.00 136.00 136.00 LED MINI BAR AMBER WITH CLEAR LENS EC5550CA 1.00 275.00 275.00 ALUMINUM HEADACHE RACK FOR 2007 FORD PROTECH 1.00 625.00 625.001 Uninstall wiring from 2002 Dodge and 6.00 690,00 Reinstall on 2017 Ford Reuse all electrical from previous truck. Install headache rack and install strobe to 3.25 373.75 rack Parts : $ 1,929.00 Labor: $ 1,063,75 Total : $ 2,992.75 Motor vehicle repair practices are regulated by ❑ This vehicle recelved YOU ARE ENTITLED TO A PRICE ESTIMATE FOR THE REPAIRS YOU HAVE chapter ATOP 132, Wis. Adm. Code, administered without face to face AUTHORIZED. THE REPAIR PRICE MAYBE LESS THAT THE ESTIAMTE, BUT WILL the Bureau of Consumer Protection, Wisconsin Customer Contact. NOT EXCEED THE ESTIMATE WITHOUT YOUR PERMISSION. YOUR SIGNATURE Dept, of Agriculture, Trade and Consumer WILL INDICATE YOUR ESTIMATE SELECTION. Protection, P.O. Box 8911. Madison, Wisconsin 1. I request an estimate in writing before you begin repair 53700-0911 Shop Represenlative 2. Please proceed with repairs, but tali me before continuing ifthe price will exceed $ Having authority to do so I hereby order the above products and services, parts and labor and grart permission to you antlers your employees to operate the vehicle described for 3. 1 do not want an estimate the purpose of testing andfor inspection. I agree to pay cash v44ren the vmrk Is completed or to pay on other terms satisfactory to you. Until paler In ful, the amount owing an this Do you want the replaced parts you are entitled to? ❑ Yes ❑ No work shell constitute a lien an the motor vehicle. If collection Is made by suit or otherwise, I agree to pay storage and collection and reasonable attorney's fees. Customer Sign: Payment will be made by ❑ Cash ❑ Check ❑ Credit ❑ Card Charge Dale: Cali when vehicle is ready ❑ Yes ❑ No Page 1 of 1 01-12-06estiwil-With hours