HomeMy WebLinkAboutRes2007-028
Sponsored by: Yoder
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CITY OF SEWARD, ALASKA
RESOLUTION 2007-028
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO
ENTER INTO AN AGREEMENT WITH RESURRECTION
RENT ALS TO PROVIDE PORT ABLE TOILET SERVICE
WHEREAS, each year portable toilets are needed in City parks and campgrounds
to accommodate the public; and
WHEREAS, in past years Resurrection Rentals has provided the services under
an open purchase order, as approved by the City Council; and
WHEREAS, City Code allowed an exception to the competitive procurement
procedure, since Resurrection Rentals was the only local provider of this type of service;
and
WHEREAS, the only current proposer is Resurrection Rentals; and
WHEREAS, Resurrection Rentals has agreed to provide the necessary portable
toilet units and related services; and
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WHEREAS, the services to be provided and fees to be paid are listed within the
contract.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF SEWARD, ALASKA, that:
Section 1. The City Manager is authorized to enter into a contract with
Resurrection Rentals for portable toilet services.
Section 2. This resolution shall take effect immediately upon its adoption.
THE CITY OF SEWARD, ALASKA
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Vanta Shafer, Mayo
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CITY OF SEWARD, ALASKA
RESOLUTION 2007-028
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AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Dunham, Valdatta, Schafer, Amberg, Shafer
None
Thomas
Bardarson
(City Seal)
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Council Agenda Statement
Meeting Date: March 27, 2007
To: Marvin Yoder, Interim City Manager
From: Karin Sturdy, Parks & Recreation
Director
Agenda Item: Contract Portable Toilets via Exemption from Competitive
Procurement Procedures
BACKGROUND & JUSTIFICATION:
In 2002, the City of Seward released a Request for Proposals (RFP) for providing portable toilets
(port-a-potty) units to meet the high demands in our campgrounds and parks areas. There was one
bidder and a contract with Resurrection Rentals was signed and subsequently extended to the
maximum length allowed until it recently expired. Pursuant to City Code requirements, City staff
called and mailed the RFP packets to other vendors around the state. There is only one local vendor
and this sole provider in the Seward area is the only business interested in serving us.
In an end-of-season phone call with the business owner, he relayed to parks and recreation staff that
their business would prefer to conduct business on an open purchase order fashion, as opposed to the
guidelines of the contract. The RFP process was demanding and not cost-effective. He indicated he
may choose not to respond to an RFP, feeling certain that the City would choose his business after
the completion of that process.
According to City Code, the Council can find an exemption from competitive procurement
procedures by finding it is in the public’s best interest, determined by the contractor’s sentiment that
he chooses not to respond to a formal bid. Therefore, we find that the services can be procured at a
lower cost without bidding (6.10.130). Council can further find and exemption by section 6.10.135
noting this contractor as the only proposer.
The expenditure has been budgeted at $20,000. With the increased prices over previous years, we can
expect to exceed this budget by approximately $3,000, unless we take extreme measures to reduce
services to the public. Council direction as to whether or not we should submit a budget amendment
to Council for such a line item increase adjustment this year would be appreciated. In future years, we
can explore the construction of permanent facilities to reduce this line item.
The contractor has signed two copies of the contract which will expire at the end of this summer
season.
INTENT:
The intent of this action is to allow long-practicing private enterprise the business of serving
community members and residents with porta-potty services in parks and campgrounds.
CONSISTENCY CHECKLIST:
Where applicable, this agenda statement is consistent with the Seward City Code, Charter,
Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures.
FISCAL NOTE:
The bulk of the expenditure has been budgeted and is appropriated. The contractor’s increases may
cause the line item to exceed budget by approximately $3,000.
Approved by Finance Department: ________________________
RECOMMENDATION:
Council approve Resolution 2007- _____ authorizing the City Manager to enter into an agreement
with Resurrection Rentals to provide portable toilet service.