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048-24 - Resolution - PW Admin VehicleDocusign Envelope ID: E92F5C70-58DE-4410-8FC4-8FFAA3E2BDE9 I:4*19A111IIQLl►[#K*I. ►• ,i A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON, APPROVING THE PURCHASE OF A FORD VEHICLE FROM THE EQUIPMENT RENTAL REVOLVING FUND 500 AND DOCUMENTING PROCUREMENT PROCEDURES. WHEREAS, the Public Works Department has identified new equipment in the form of additional vehicles necessary for continued operations in 2024; and WHEREAS, the City is a member of Washington State Department of Enterprise Services (DES), and thus is positioned to utilize contracts for purchases and services procured by WA DES, consistent with RCW 39.34.030; and WHEREAS, consistent with City Contract No. C057-13 and the City's Procurement Procedures Policies, adopted as Resolution No. 073-23, as amended, the City's Public Works Department identified Bud Clary Ford/Hyundai (Vendor) as an authorized Ford dealer and an approved vendor for the desired vehicles through DES Contract No. 05916 (DES Contract); and WHEREAS, staff reviewed the procurement process utilized by DES for the DES Contract, confirmed the statutory procurement requirements were met, and obtained all necessary documentation from DES and the Vendor regarding procurement; and WHEREAS, Public Works staff requested quotes and on August 23, 2024, received quotes from Bud Clary Ford/Hyundai totaling of $47,036.93 (applicable tax included); and WHEREAS, on August 28, 2024, the City's Public Works Department completed the Interlocal Agreement Purchase Checklist for the selected Vendor and confirmed the quote was consistent with the DES Contract; and WHEREAS, the City's Procurement Policies require City Council authorization for purchasing budgeted items that cost $35,000 or more and for unbudgeted purchases; and WHEREAS, the Bud Clary Ford/Hyundai quotes, attached as Exhibit A, are for the purchase of ER&R Equipment in an amount that exceeds the $35,000 authorization limit; and WHEREAS, the Port Orchard City Council, at the 2015 recommendation of the State Auditor's Office, wishes to document their selection/procurement process as described herein for this purchase by Resolution; now, therefore, THE CITY COUNCIL OF THE CITY OF PORT ORCHARD, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: THAT: It is the intent of the Port Orchard City Council that the recitals set forth above are hereby adopted and incorporated as findings in support of this Resolution. Docusign Envelope ID: E92F5C70-58DE-4410-8FC4-8FFAA3E2BDE9 Resolution No. 048-24 Page 2 of 2 THAT: The City Council approves the purchase of a Ford Vehicle from Bud Clary Ford/Hyundai in the amount of $47,036.93 (applicable tax included). The Mayor or his designee is authorized to take all actions necessary to effectuate the purchase consistent with this authorization. THAT: The Resolution shall take full force and effect upon passage and signatures hereon. PASSED by the City Council of the City of Port Orchard, SIGNED by the Mayor and attested by the City Clerk in authentication of such passage on this 1011 day of September 2024. Signed by: ------P:3P5847n Robert Putaansuu, Mayor ATTEST: DocuSigned by: 1NAUL Brandy Wallace, MMC, City Clerk Docusign Envelope ID: E92F5C70-58DE-4410-8FC4-8FFAA3E2BDE9 EXHIBIT A n ORCHARD Equipment Rental & Revolving Fund Purchase Request Form RCW 43.19.648 — Requires all local governments to convert their vehicle fleets to electricity or biofuel. Local governments are required to transition all vehicles to electricity or biofuels to the extent practicable. WAC 194-29-030 provides further guidance regarding this issue. If it is not practical for local governments to use electricity or biofuel for police, fire or emergency response vehicles, including utility vehicles frequently used for emergency response, it is encouraged to consider alternate fuels and vehicle technologies to displace gasoline and diesel fuel use. Please attach the quote for vehicle / equipment. Description of item. PW Admin - 2023 Ford Mach-E SUV AWD Procurement method: Washington DES Department Water Sewer Storm Street Public Works DCD Police Admin Addition or Replacement ✓ Addition to Fleet Replacement Vehicle / Equipment being replaced: Fleet Standardization ✓ Requested Vehicle / Equipment follows fleet standardization Requested Vehicle / Equipment DOES NOT follow Standardization. List items that are not fleet standard and reason for addition. Requested Vehicle / Equipment does not have a standard Cost $ 47,036.93 Fleet standard cost plus 8.4% WSST $2950 Additional cost (including WSST) Decals $250, Amber Lighting w / install $2600 TOTAL $49,886.93 Docusign Envelope ID: E92F5C70-58DE-4410-8FC4-8FFAA3E2BDE9 STANDARDS FOR VEHICLES Police Department Standard Vehicle Model Chassis Drive Train Color Graphics Accessories Ford Sedans Automatic Black City Decal Lights SUV 2WD Vehicle Number Radios 4WD Antennas AWD Public Works and Planning Standard Truck Model Chassis Cab Size Drive Train Color Graphics Accessories Lights Ford 1/2 Ton Regular Automatic White City Logo 3/4Ton Extended 2WD Truck Number Radios 1 Ton Crew Cab 4WD Antennas Tool Boxes Administration and Planning Standard Vehicle Type Chassis Drive Train Color Graphics Accessories Electric Sedans Automatic White City Logo Lights Biofuel SUV 2WD Vehicle Number Radios 4WD Antennas AWD Reviewed by Mechanic: Name Date (2 I 1 2- I haKCTeyiewed the cles / equipment listed above and request approval for purchase. l"1a-Y Department Directov Date Approved for purchase by: C13 R Represe ative Date Docusign Envelope ID: E92F5C70-58DE-4410-8FC4-8FFAA3E2BDE9 Organization Purchase Request Details Organization Information Contract #: 05916 - Motor Vehicles Status: Submitted To Dealer Organization: 21802 - PORT ORCHARD, CITY OF - 21802 Order Contact: Chris Esguerra Contact Phone: (360)900-8095 Contact Email: cesguerra@portorchardwa.gov Contract Automobile Request System (CARS) Return to Org Re uq ests Quote #: 2024-8-392 Submit Date: 08-23-2024 Order Date: Expected Delivery Date: Delivery Date: Cancel Date: Organization Reference #: Dealer: Bud Clary Ford/Hyundai - W403 Organization PO #: Dealer Address: Dealer Contact: Marie Tellinghiusen Dealer Phone: (360) 423-4321 Ext: 10945 Dealer Email: ford.orders@budclary.com Internal Notes: Please submit purchase request. Dealer will update to add model year discount. Comments To Dealer: Dealer discounts and updated price needed for quote Dealer Reference #: 24-0874 u390 STK Dealer Comments: Please send a copy of your PO. 08/23/24 Revised to add info block, model year credit. Color Options Color Name Quantity Space White Metallic (A3) 1 Tax Exempt: N Vehicle Options Order Code Order Code Description Qty Unit Price Ext. Price 2023-0306-001 2023 Ford Mach-E SUV, Battery Electric (BEV) - 2023.5MY Built after 06/26/23 1 $46,532.00 $46,532.00 2023-0306-003 INFORMATION ONLY: Bud Clary Ford o 1 $0.00 $0.00 jyithin 20 days of vehicle delivery. 2023-0306-004 INFORMATION ONLY. Bud Clary Ford CARS Cancellation Fees: NO fee to cancel order if vehicle has not been scheduled for production and is able to be cancelled at factory. $500 cancellation fee if vehicle has been serialized and is locked in for production by manufacturer. $750 cancellation fee if vehicle has been 1 $0.00 $0.00 delivered to customer and must be picked up by dealer and re -stocked into inventory. Absolutely NO cancellation if customer has licensed/registered vehicle. Upfits/Equipment ordered for vans, trucks, chassis cabs and police/fire vehicles will have a 10-30% re -stocking fee; custom bodies cannot be cancelled. 2023-0306-005 INFORMATION ONLY (2023.5MY - Job #2 - Built after 06/26/23): EPA -Estimated Ratings: Standard Range Battery (RWD Select or Premium = 250 miles) (eAWD Select or Premium = 230 miles); Extended 1 $0.00 $0.00 Range Battery (RWD Premium = 310 miles) (eAWD CA Route I = 312 miles) (eAWD Premium = 290 miles) (eAWD GT = 270 Miles) (eAWD GT Performance Edition = 260 miles) 2023-0306-010 2023.5MY (Job #2) Ford Mach-E SUV, Battery Electric (BEV), 5-Passenger SUV, SELECT Trim Level #100A, Rear -Wheel Drive (RWD), Standard Range, Primary Electric Motor (Rear) / 72kWh Usable Standard Range High -Voltage Battery, Single -Speed Transmission, 225/60RI8 All -Season (A/S) BSW 1 $0.00 $0.00 Tires, 18in carbonized gray -painted aluminum wheels (K1R/100A/994/44A/TTSJ) THIS IS THE BASE VFHTCT F __ Plano rp,Aa­ Vphiolp Ctnminrd Cnpoc fnr ommnlpta Apemr ntinn DES Home I Contact Us I Help I Privacy Policy © Copyright © 2024 - Department of Enterprise Services Docusign Envelope ID: E92F5C70-58DE-4410-8FC4-8FFAA3E2BDE9 2023-0306-011 SELECT TRIM OPTION: All -Wheel Drive (AWD) (adds Secondary Electric Motor, Front) 1 $3,110.00 $3,110.00 (Kl S/100A/995/44A/TTSJ) 2023-0306-099 Delayed Warranty Start (Customer submits request at www.fordwsd.com) 1 $0.00 $0.00 2023-0306-203 Fire Extinguisher, 2.5# Chemical ABC Rated w/ Mounting Bracket (DLR) 1 $43.00 $43.00 2023-0306-204 Flare Kit, 3 Piece Triangle, for roadside emergency use (DLR) 1 $57.00 $57.00 2023-0306-250 Stock Vehicle Upcharge, Dealer stock vehicle with all contract required equipment, delivery 14 days (Call 1 $250.00 $250.00 dealer for availability) (DLR) 2023-0306-909 2023 model year discount - Kl S (must deliver by 09/27/24) (credit) 1 ($6,600.00) ($6,600.00) 2023-0306-910 t FORMATION ONLY: Ford is offering a $2,500 Customer Cash Program. This will be paid by check tj the customer directly from Ford. Must deliver by 09/27/24. 1 $0.00 $0.00 Request Totals Total Vehicles: 1 Sub Total: $43,392.00 8.4 % Sales Tax: $3,644.93 Request Total: $47,036.93 DES Home I Contact Us I Help I Privacy Policy © Copyright © 2024 - Department of Enterprise Services