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HomeMy WebLinkAboutRes2016-015 Sponsored by: Hunt CITY OF SEWARD,ALASKA RESOLUTION 2016-015 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA,AUTHORIZING THE PURCHASE OF A FORD F-350 XL FROM WORTHINGTON FORD FOR A NET PRICE OF $23,352.00 INCLUDING TRADE-IN OF VEHICLE #507 AND THE PURCHASE OF INSTALLED AFTER-MARKET OPERATING EQUIPMENT FROM QUALITY EQUIPMENT SALES AND SERVICE FOR $12,850 FOR A TOTAL PROJECT COST OF$36,202, AND APPROPRIATING FUNDS WHEREAS, the city Electric Department is in need of a new utility linemen truck to replace vehicle #507, a Ford F-550 truck which has incurred significant repair costs, making replacement necessary and more cost-efficient; and WHEREAS,this vehicle is essential to the day-to-day operations of the Electric Department; and serves as the primary service vehicle for the line crew when out in the field; and WHEREAS, the Electric Department requires a truck large enough for operations when more than two linemen are dispatched to a jobsite; and WHEREAS, the Electric Department requires certain after-market equipment installed to effectively and efficiently perform operational duties; and • WHEREAS,the city solicited quotes based on the State's competitive procurement process, for one-ton crew cab trucks, and Cal Worthington Ford provided the lowest bid to meet the city's criteria; and WHEREAS,the Seward City Council expressed an interest in the option of trading in the old `linemen's truck', and the bid price includes trade-in; and WHEREAS, Quality Equipment Sales & Service is the lowest responsive bidder for the requested list of additional equipment; and WHEREAS, Seward City Code 6.10.120(B) exempts from competitive procurement requirements,major purchases when the City utilizes bids obtained from other governmental units. 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 F-350 XL from Cal Worthington Ford in the amount of$32,352.00 less $9,000 for trade-in for a net cost of$23,352, with funding to come from the Motor Pool Fund reserves. CITY OF SEWARD,ALASKA RESOLUTION 2016-015 Section 2. The City Manager is hereby authorized to trade in the city's vehicle#507 to Cal Worthington Ford at a trade-in value of$9,000. Section 3. The City Manager is hereby authorized to purchase installed essential equipment from Quality Equipment Sales & Service in the amount of$12,850. Section 4. Funding in the amount of$36,202 is hereby appropriated from the Motor Pool Internal Service Fund net asset account no. 03000-0000-3400 to the capital equipment account no. 03000-0000-8103. Section 5. In accordance with Seward City Code 6.10.120(B),this purchase is exempt from competitive procurement requirements in accordance with the recitals above which are incorporated herein. Section 6. This resolution shall take effect immediately. PASSED AND APPROVED by the City Council of the City of Seward, Alaska,this 22nd day of February, 2016. THE CITY OF SEWARD,ALASKA /e 04 /I/ can Bardarson,Mayor AYES: Casagranda, Keil, Butts, Squires, McClure, Bardarson NOES: None ABSENT: Altermatt ABSTAIN: None ATTEST: _. C / i J•hannaMrey, CMC °° r ' s,� ity Clerk 0��� 6 K°e ortn, 1 C., is pM b y (City Seal) o „a. I {4 •• we • 0 ° 00 3„�Q°as u°i`a ep.veEzgd It 1 I Agenda Statement e- pF sets, Meeting Date: February 22, 2016 vost4S,0 clp To: Seward City Council'. 11AKP Through: Jim Hunt, City Manager bl From: John Foutz, Electric Utility Manager Agenda Item: Replace Vehicle#507 with a Ford F-350, trade-in to the dealership the old vehicle and add required aftermarket equipment BACKGROUND & JUSTIFICATION: In a recent Motor Pool budget work session, the administration provided justification for replacement of the existing electric utility's linemen truck. The 2008 vehicle has more than 106,000 miles, and has required repair costs of more than $20,000. Research into an appropriate replacement vehicle included careful consideration of the length of the vehicle, functionality and appropriate cab size. The department reviewed the results of the State's competitive procurement process for a class 147 crew cab SRW 1 ton 4X4 truck(see Attachment 1 and 2). The three lowest bidders on the State's procurement are Cal Worthington, followed by Anchorage Chrysler and Alaska Sales and Service (Chevrolet). Staff contacted the dealers to consider the option of including trading in of the old truck, at the time of purchase. Two dealerships agreed to offer a bid with trade-in, and the third declined to bid. The declining bidder was not the lowest dealership on the state's procurement list. Cal Worthington Ford offered the lowest sale price and the highest buy-back price(see Attachment 3). The electric department obtained quotes to provide and install the essential equipment needed to perform the duties of this vehicle, and the lowest bid was from Quality Equipment Sales and Service (see Attachment 4). • INTENT: To replace vehicle#507 with a reliable vehicle that will save the City money in repair costs. CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan X 2. Strategic Plan X 3. Other (list): 2016 Motor Pool Fund X FISCAL NOTE: The Motor Pool work session identified the need to replace the electric utility linemen truck. However, the 2016/2017 Budget did not appropriate any funds for the purchase of vehicles and/or equipment, pending the outcome of the Motor Pool work session. Therefore, funding for this purchase requires appropriation from Motor Pool Fund reserves. Approved by Finance Department: 3 t .DA A/44 ATTORNEY REVIEW: Yes No X Not Applicable RECOMMENDATION: 2D 1 0 13 To approve the purchase of a new truck from Cal Worthington Ford, including trade in of the old truck, and the purchase and installion of accessory equipment from Quality Equipment Sales and Service.