HomeMy WebLinkAboutRes2009-132 Sponsored by: Oates
*NMI. CITY OF SEWARD, ALASKA
RESOLUTION 2009 -132
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO SELECT AND
PURCHASE OUTRIGHT, VEHICLES AND EQUIPMENT IN AN
AGGREGATE AMOUNT NOT TO EXCEED $286,000 IN 2010 AND $130,000
IN 2011, AND TO PURCHASE HEAVY EQUIPMENT WITH
ACCESSORIES, SUBJECT TO OBTAINING FINANCING, IN AN AMOUNT
NOT TO EXCEED $380,000 IN 2010, FROM THE MOTOR POOL
INTERNAL SERVICE FUND
WHEREAS, the City of Seward has completed preparation of its first Biennial Budget,
effective for calendar years 2010 and 2011; and
WHEREAS, as a part of the Biennial Budget process, John Bird conducted a review of the
City's motor pool fleet and developed a replacement plan utilizing criteria such as vehicle condition,
mileage, and /or hours, and offered recommendations as to the timing for replacement of existing
vehicles and equipment within the City's fleet; and
WHEREAS, during the budget process, staff further pared the fleet listing and identified
vehicles and equipment which could be eliminated from the fleet, as well as identified items which
could be delayed into the future, in order to shore up reserves to mitigate current economic
uncertainties; and
WHEREAS, the original Motor Pool Replacement Plan identified 123 fleet items totaling
$11,815,600, and that list was pared down by 21 items to a new total of $9,016,600; and
WHEREAS, the list of vehicles and equipment slated for replacement in 2010 and 2011
includes: two police vehicles; one harbor flatbed; three parks and recreation trucks; a tractor, cube
van, sander, flatbed, and dump truck for public works; and a wastewater sewer jet; with the cost of
replacement for each vehicle or piece of equipment not to exceed those listed on the attached Motor
Pool 2010/2011 Capital Replacement Requirements Listing, totaling $286,000 in 2010 (includes
2009 and 2010 suggested replacements), plus $380,000 subject to obtaining financing fora D6 CAT
Dozer, and $130,000 in 2011; and
WHEREAS, upon City Council approval, administration will begin to select and purchase
these replacement vehicles and equipment.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SEWARD, ALASKA that:
CITY OF SEWARD, ALASKA
RESOLUTION 2009 -132
Section 1. The Seward City Council hereby approves the 2010 /2011 Motor Pool Capital
Replacement Plan.
Section 2. The Seward City Council hereby authorizes the city manager to select and purchase
outright, replacement vehicles and /or equipment to replace those items listed on the attached Motor
Pool Fund 2010/2011 Capital Replacement Requirements list, in amounts not to exceed the amounts
listed for each individual vehicle and /or piece of equipment, with 2009 and 2010 outright purchases
totaling not -to- exceed $286,000, to be purchased in 2010, and 2011 purchases totaling not -to- exceed
$130,000.
Section 3. The Seward City Council hereby authorizes the city manager to select and purchase
outright, an International 7400 Dump Truck for an amount not -to- exceed $110,000, with said
amount included within Section 1 ($286,000) above.
Section 4. The Seward City Council hereby authorizes the city manager to select and lease /purchase
a D6 CAT Dozer subject to financing and funding, not to exceed $380,000 in 2010.
Section 5. This resolution is effective immediately upon adoption.
PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 23rd day of ---
November, 2009.
THE CITY • F SEWARD, ALASKA
�$
.�/
Willard E. Dunham, Mayor
AYES: Valdatta, Bardarson, Smith, Shafer, Dunham
NOES: Keil, Amberg
ABSENT: None
ABSTAIN: None
ATTEST:
Jean Lewis
City Clerk
(City Seal)
N
� •( 1 a
".
lx
0 r�l
Council Agenda Statement
Meeting Date: November 23, 2009
Through: Phillip Oates, City Manager
From: Kristin Erchinger, Finance Director V itt
Agenda Item: Purchase of 2010 and 2011 Motor Pool Fleet Replacement Vehicles
and Equipment
BACKGROUND & JUSTIFICATION:
In preparation for the City of Seward's first biennial budget, the city manager commissioned a
study of the City's motor pool fleet aimed at: 1) determining whether the City's contributions to
the motor pool fund were sufficient to meet the goal of forward- funding replacement of the
City's fleet vehicles and equipment; 2) identifying all equipment and vehicles in the fleet; 3)
assessing the condition (mileage, hours, age) of each item in the fleet; and 4) developing a
systematic replacement plan to simplify the process of requesting annual replacement of
equipment and vehicles.
The result of this study was the development of the Motor Pool Capital Replacement Plan. This
Plan lists all of the equipment and vehicles in the City's fleet, and prioritizes those items into the
specific year in which replacement should occur. In determining the timing for replacement.
John Bird utilized criteria including the current condition of the item, the total miles or hours on
the equipment, and the age of the equipment. The unedited result of his work is attached hereto
as Exhibit C, and recommends 2010 budget replacements totaling $1,672,000 (includes items he
recommended for replacement during 2009 or 2010), and 2011 budget replacements totaling
$1,667,000.
During the budget process, staff pared down the items on Exhibit C (from 123 total items) by
identifying items to be completely removed from the motor pool fleet (21 items totaling
$2,799,000), items which could be purchased used rather than new, (resulted in savings of
$69,000), and items which replacement could be postponed to a later year ($740,000). The
explanation for each item is attached hereto as Exhibit B.
The final recommendation to the city council is reflected in Exhibit A. This schedule shows
purchases in 2010 (includes 2009 and 2010 items) totaling $286,000, the lease /purchase of a
CAT tractor totaling $380,000 in 2010, and purchases in 2011 totaling $130,000.
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.
Other:
ATTORNEY REVIEW:
INTENT:
The intent of this resolution is to obtain Council approval of the 2010/2011 Motor Pool Capital
Replacement Plan, and authorization to purchase the replacement vehicles and equipment for
cach of the items listed on Exhibit A. Upon authorization, departments will begin the process of
purchasing replacement vehicles and equipment.
FISCAL NOTE:
Total appropriations for 2010 will be $286,000, which includes items under $50,000 and the
purchase of an International 7400 dump truck for an amount not -to- exceed $110,000. A
lease /purchase for an amount not -to- exceed S380,000 for a D6 CAT tractor is authorized for
2010. Total appropriations for 2011 are $130,000.
Approved by Finance Department: J` 4a� ��2C�,lr•$G
RECOMMENDATION:
Seward City Council approve Resolution 2009 4 approving the 2010/2011 Motor Pool
Capital Replacement Plan, authorizing the city manager to select and purchase outright, vehicles
and equipment in an aggregate amount not to exceed S286,000 in 2010; to select and purchase
outright, vehicles and equipment in an aggregate amount not to exceed $130,000 in 2011; and to
purchase heavy equipment with accessories, subject to obtaining financing, in an aggregate
amount not to exceed S380,000 from the motor pool internal service fund.