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Home My WebLink About016-25 - Resolution - Purchase of Mechanic's VanDocusign Envelope ID: A7FDAE87-CC37-45C1-AEB3-4518CBCAE2CF RESOLUTION NO. 016-25 A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON, APPROVING THE PURCHASE OF VEHICLES FOR THE EQUIPMENT RENTAL REVOLVING FUND AND DOCUMENTING PROCUREMENT PROCEDURES. WHEREAS, the City's Public Works Department has identified the need to purchase a replacement for Vehicle No. 1027 to support continued operations; and WHEREAS, the City is a member of the Washington State Department of Enterprise Services (DES); 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 Public Works Department identified Bud Clary Ford as an authorized Ford dealer and approved vendor for the desired vehicles through DES Contract No. 28423 (DES Contract); and WHEREAS, staff confirmed the vendor's eligibility and pricing under the DES contract and verified that all required procurement procedures were followed; and WHEREAS, the 2025-2026 Biennial Budget includes sufficient funds within the Equipment Rental and Revolving Fund 500 for the purchase of vehicles and equipment; and WHEREAS, the City's Procurement Policies require City Council authorization for budgeted purchases costing $35,000 or more and for unbudgeted purchases; 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. THAT: The City Council approves the purchase of all vehicles listed in the purchase orders attached hereto in Exhibit A. The Mayor or his designee is authorized to take action 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 this 2 nd Q&p4April 2025. r6b P4aAtA SW Robert Putaansuu, Mayor AIT 44L, Fbfl(AAJ�O, Q.ORT O+RC',. Brandy Wallace, MMC, City Clerk . SEAL _ Docusign Envelope ID: A7FDAE87-CC37-45C1-AEB3-4518CBCAE2CF City of Port Orchard 216 Prospect Street Port Orchard, WA 98366 (360) 876-4407 Bud Clary Ford Hyundai (W403) 700 7th Ave P.O. Box 127 Longview, WA 98632 360.423.4321 Bill To: Attn: Accounts Payable City of Port Orchard 216 Prospect Street Port Orchard, WA 98366 ap@portorchardwa.gov -PURCHASE ORDE P.O. No. 013-25 Date: April 23, 2025 Ship To: City of Port Orchard 216 Prospect Street Port Orchard, WA 98366 Ordered By Department: signed by: Authorized Signature: 'ublic Works I bVAJAA 0340,ft, 46A5A54BBD00418... City Clerk or Authorized Representative Signature No. of Item DESCRIPTION Unit Price Total 1 2025 Ford Transit Full -Size Cargo Van $73,138.00 $73,138.00 Legend Stabiligrip 3-piece floor with steel HD full -step threshold $2,247.00 $2,247.00 *Contract: WA State DES #28423 **See attached Quote 2025-3-899 dated 3/28/2025 IF TOTAL COST IS OVER $7,500.00 ATTACH PROCUREMENT DOCUMENTS THIS ORDER IS A CONFIRMATION Yes THIS ORDER IS NOT A CONFIRMATION ACCOUNT CODE Subtotal $75,385.00 Sales Tax (8.4%) $6,332.34 Balance Due 1 $81,717.34 Docusign Envelope ID: A7FDAE87-CC37-45C1-AEB3-4518CBCAE2CF 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. C USO Description of item: ZbZ 2t Procurement method: ) VV 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 Fleet standard cost r6 t S = 'g,cmo Additional cost for consideration '�«��—� = SOU-1 It TOTAL �S1..c�v�.,s : WO 000 \3 b ZZ Docusign Envelope ID: A7FDAE87-CC37-45C1-AEB3-4518CBCAE2CF 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 Ford 1/2 Ton Regular Automatic White City Logo Lights 3/4 Ton 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 — C Date L( 2-2� I have reviewl e vehicles / equipment listed above and request approval for purchase. Department Directo Date Approved for purchase by: , V �� - 1 45 elj�, ER R Represe ative Date Docusign Envelope ID: A7FDAE87-CC37-45C1-AEB3-4518CBCAE2CF Eric Evans From: NOREPLY@des.wa.gov Sent: Friday, March 28, 2025 1:28 PM To: Eric Evans Cc: descarssystem@des.wa.gov Subject: Vehicle Quote - 2025-3-899 - PORT ORCHARD, CITY OF - 21802 Vehicle Quote Number: 2025-3-899 Create Purchase Request View organization purchase requests This is a quote only. You must create a purchase request to order this vehicle(s) Contract & Dealer Information Contract #: 28423 Dealer: Bud Clary Ford (W403) Organization Information Organization: PORT ORCHARD, CITY OF - 21802 Email: eevans@portorchardwa.gov Quote Notes: Vehicle Location: KITSAP COUNTY Color Options & Qty r_............ --- Oxford _.,._.�... Oxford White (YZ) - 1 i Tax Exempt: N Vehicle Options Order Code Option Description 12025-04002-0001 2025 Ford Transit Full -Size Cargo Van 2025-04002-0002 INFORMATION ONLY: Vehicle sales tax is 8.4%. Dealer Contact: Kathleen Brennan Dealer Phone: (360) 423-4321 Ext: 10943 i I d Qty Unit Price Ext. Price i 1 $46,051.00 $46,051.00 ! 1 $0.00 $0.00 2025-04002-0003 INFORMATION ONLY: Bud Clary Ford Hyundai (Clary Longview, LLC) - DES Vendor #W403, State 1 $0.00 $0.00 Vendor Payee #SWV0271256 2025-04002-0004 INFORMATION ONLY: NEW FOR CONTRACT #28423: Delivery location must be selected, see option 1 $0.00 $0.00 #0202. Standard equipment includes TWO keys. For additional keys, see option #0210 2025-04002-0005 INFORMATION ONLY: Ford Motor Company is not able to guarantee that this vehicle will be produced 1 $0.00 $0.00 during the current model year production cycle. Also, due to uncontrollable increasing costs of raw materials, Ford might not be able to provide price protection for vehicles that will need to be re- ordered as 2026 model year. If Ford is unable to build this vehicle, we will contact you when we receive notification, offering the choice of order cancellation without penalty or acceptance of 26MY CARS contract pricing to re -order vehicle (and upfits if applicable) with factory expedited scheduling. 2025-04002-0006 INFORMATION ONLY: Bud Clary Ford CARS Cancellation Fees: NO fee to cancel order if vehicle has 1 $0.00 $0.00 not been scheduled for production and is able to be cancelled at factory. 2% cancellation fee if vehicle has been serialized and is locked in for production by manufacturer. 10% cancellation fee if vehicle has been serialized and has specialized equipment ordered. Custom bodies cannot be cancelled. 2WD and 4x2 vehicles cannot be cancelled. Absolutely NO cancellation if customer has licensed/registered vehicle. 1 Docusign Envelope ID: A7FDAE87-CC37-45C1-AEB3-4518CBCAE2CF 2025-04002-0007 INFORMATION ONLY: (#010-059 Roof Height/GVWR/Length/Al I -Wheel Drive) (#060-074 Cargo 1 $0.00 $0.00 Door/Glass options) (#075-#076 EcoBoost) (#077-189 Factory options) (#190-196 Extra Cost Metallic Paints) (#200-299 Dealer -Installed Options) (#300-599 Allied Body Works - Cargo Van Upfits: bulkheads, shelving, ladder racks, liftgates, lighting, prisoner transport, etc., are available and will be installed prior to vehicle delivery. To view, at bottom of page, check the box to the right of DISPLAY UPFIT OPTIONS. 1 2025-04002-0008 INFORMATION ONLY: CARGO Vans include Sliding Passenger Side Door, 50/50 Rear Doors w/ 180- degree opening on low/medium roof cargo vans, 253-degree opening on high roof cargo vans, Glass options are available. $0.00 $0.00 2025-04002-0031 BLOCK C: HIGH ROOF -- LONG LENGTH (Select C1, C2 or C3) 1 $0.00 $0.00 i i I 2025-04002-0036 C3 (NEW): HIGH ROOFT35 HD SRW, 9950# GVWR, Long Length, 148in WB, 238in OL, 109.4in OH 1 $5,211.00 $5,211.00 (Includes 4.10 Limited Slip #X4L) (Not available w/ 3.5L EcoBoost Engine #99G) (F5X/101A/148WB) 2025-04002-0037 C3 (NEW): All -Wheel Drive (AWD) Upgrade (F6X) 1 $3,629.00 $3,629.00 1 2025-04002-0068 Fixed Rear Door Glass (includes rear window defroster and rearview mirror) (If ordered w/ Medium or 1 $245.00 $245.00 High Roof, must also order Privacy Glass #92E) (17A) i 2025-04002-0072 Privacy Glass -- Rear Glass and 2nd Row Passenger (can only be ordered with Fixed Rear Door Glass 1 $221.00 $221.00 and Fixed Passenger Side Door Glass #17B) (92E) 2025-04002-0077 Battery - Dual Absorbed Glass Mat (AGM) Batteries (70 amp -hours each) (63E) 1 $290.00 $290.00 2025-04002-0080 Vehicle Maintenance Monitor (Includes Engine Hour Meter) (depending on engine, will display engine 1 hour meter, oil life, oil level, tire pressure) (61C) 2025-04002-0086 Front Fog Lamps (55D) 1 $45.00 $45.00 $103.00 $103.00 2025-04002-0088 Black High -Intensity Discharge (HID) Headlamps with LED signature surround (emit a brighter, more 1 $446.00 $446.00 natural light than halogen headlamps to improve visibility) (not available with Exterior Upgrade Package 18D/18L) (91C) 2025-04002-0089 Back -Up Alarm w/97 dB(A) warning capability (43B) 1 $182.00 $182.00 2025-04002-0090 Intelligent Access w/ Push Button Start (413) 1 $363.00 $363.00 2025-04002-0092 Remote Start (68B) 1 $486.00 $486.00 2025-04002-0096 Reverse Sensing System (43R) 1 $290.00 $290.00 2025-04002-0101 High Resolution Digital Camera (Must also order Audio Pack #58B, 58C, 58E or 58F) (61E) (No- 1 $0.00 $0.00 charge) 2025-04002-0103 Audio Pack #58B: SYNC4 w/ AM/FM stereo and 12in display, Bluetooth, dual USB ports, Embedded 1 $912.00 $912.00 Voice Recognition and Connected Navigation (90-day trial) (Also includes Electronic Air Temperature Control) (Must also order 360-Degree Split -View Camera #61D or High Resolution Digital Camera #61E) (58B) 2025-04002-0107 B-Pillar Assist handle (passenger side) (standard on Low Roof Cargo Van) (41B) 1 $25.00 $25.00 2025-04002-0111 Front Overhead Shelf (Not available w/ Low Roof) (66D) 1 $74.00 $74.00 2025-04002-0125 Trailer Tow Package (Includes Tow/Haul Mode w/ Trailer Wiring Provisions #53D, 4/7-pin connector 1 $476.00 $476.00 assembly and rear jumper, relay system for back-up/B+/running lights, frame -mounted hitch receiver) (deletes Rear Recovery Hook) (Does not include Trailer Brake Controller, must be ordered separately if desired) (53B) 2 Docusign Envelope ID: A7FDAE87-CC37-45C1-AEB3-4518CBCAE2CF 2025-04002-0126 Trailer Brake Controller (includes Large Center Console #67E) (Must also order Trailer Tow Package #53B or Tow/Haul Mode #53D) (67D) $397.00 $397.00 2025-04002-0133 Upfitter Package: Includes High -Capacity Upfitter Switches, Large Center Console w/ integrated Shifter 1 $598.00 $598.00 #67E and Auxiliary Fuse Panel w/ High Spec interface Connector #87E) (67C) i 2025-04002-0138 Push Down Manual Parking Brake (allows the driver to push the hand lever to the fully down position, 1 $192.00 $192.00 while the parking brake remains engaged. Useful where additional clearance to pass over the parking brake lever is necessary, such as a swivel seat.) (Included w/ 11000# GVWR configurations) (Not available with Power Outlet 110V/400W #90D) (90G) 2025-04002-0149 Wheel Well Liners (front only) (15C) $290.00 $290.00 2025-04002-0150 Auxiliary Air -Conditioning and Heater, Front & Rear (driver -controlled) (Heat is distributed from rear of 1 $843.00 $843.00 front -passenger seat; AC is distributed from rear of van) (Deletes Vinyl Flooring; cannot add front and rear vinyl #16E) (Not available w/ Load Area Protection Package #96D) (57G) 2025-04002-0153 Seats (Power): Cloth (Dark Palazzo Grey) 10-way heated power driver and 10-way heated power 1 $971.00 $971.00 i passenger seat (21Q) 2025-04002-0200 INFORMATION ONLY: #200-699 Dealer Installed Options. (#200-249 Basic Dealer Options) (#250- 1 $0.00 $0.00 299 Setina Manufacturing Equipment: push bumpers, window guards, partitions, prisoner seats, and more) (#300-399 Lighting: Amber lighting packages and options, Spotlights) #700-899 Van Upfits will be installed prior to vehicle delivery. Allied Body Works, Seattle. (To view #700-999 options, click on j DISPLAY UPFIT OPTIONS at bottom of page). 2025-04002-0202 VEHICLE DELIVERY ? PLEASE SELECT ONE: $0.00 $0.00 2025-04002-0204 Delivery to customer location in Northwest Washington (counties of: Clallam, Island, Jefferson, King, 1 $250.00 $250.00 Kitsap, Mason, Pierce, San Juan, Skagit, Snohomish, Whatcom) (DLR) 2025-04002-0210 INFORMATION ONLY: Standard equipment includes TWO keys. 1 $0.00 $0.00 2025-04002-0211 Two (2) extra integrated key/fobs (Total 4 keys) (Factory option - maximum 4 keys programmed to 1 $74.00 $74.00 vehicle) (86F) 2025-04002-0300 INFORMATION ONLY: #300-399 Lighting options. Options #301: Amber package, installed prior to 1 $0.00 $0.0( delivery. Options #310-399: Lighting addons, requires combining with Amber Package #301 or with controller/switch #302/303. Pricing is effective for vehicle orders received by 12/30/2025. 2025-04002-0301 AMBER PACKAGE - Base Surface Lighting Package. (4) Soundoff mPower 4in LED amber warning lights, installed (2) on front of vehicle, (2) on rear of vehicle. Wired to 8-button controller. (AL301) 2025-04002-0700 INFORMATION ONLY: #700-899 Van Upfits will be installed prior to vehicle delivery. Allied Body Works, Seattle, 800-733-7450. Pricing is effective for orders received thru 12/19/2025. Adrian Steel shelving packages include partition, contact Allied for details/specs. 1 $2,076.00 $2,076.0( $0.00 $0.00 2025-04002-0712 Upgrade to Adrian Steel composite partition with window in lieu of standard steel partition with door. 1 $533.00 $533.00 Must select Adrian Steel package. (ADR CMPUG) (ABW712) 2025-04002-0725 Adrian Steel General Service Package (Fits High Roof, 148in WB Van Only) (ADR 4317TH148) 1 $6,923.00 $6,923.00 (ABW725) 2025-04002-0856 Lighting - Adrian Steel LED lighting package including up to (4) LED dome lights and wire harness 1 $942.00 $942.00 installed to work with factory door switches. (ADR 63480) (ABW856) Quote Totals �Lv�� C� =ice C. AZ/ Z4-7 • Total Vehicles: 1 Sub Total: $73,138.00 V�.✓� SOu_ �V1 �� _ 8.4 % Sales Tax: $6,143.59 r ^� Quote Total: $79,281.59 Docusign Envelope ID: A7FDAE87-CC37-45C1-AEB3-4518CBCAE2CF Eric Evans From: Reid Cashman <reid.cashman@budclary.com> Sent: Wednesday, March 26, 2025 11:18 AM To: Eric Evans Cc: Jeremy Baker; ford orders Subject: RE: Transit van build Good mornuig Eric, Yes, Jeremy sent over the build and price for this one. This particular floor is ail option we're adding to contract, in the meantime we'll quote it as an addon: #999 Legend Stabiligrip 3-piece floor with steel HD frill -step threshold. This option compatible with all Transit wheelbases and can accommodate factory AC and DRW options. (LEG FDSTGFLR) (ABW767) 52,247.00 Rest of build to order: 2025-04002-0712 Upgrade to Adrian Steel composite partition with window in lieu of standard steel $533.00 partition with door. Must select Adrian Steel package. (ADR CMPL?G) (ABW? 12) 2025-04002-0725 Adrian Steel General Service Package (Fits High Roof, 148in WB Van Only) (ADR $6,923.00 4317TH148) (ABW725) 2025-04002-0856 Lighting - Adrian Steel LED lighting package including up to (4) LED dome lights and $942.00 wire harness installed to work with factory door switches. (ADR 63480) (ABW856) To proceed with ordering the floor, when you submit your purchase request to us type in the Comments to Dealer field "Order #999 Legend floor ABW767 52,247.00" and we'll revise your order to add the option. Thanks! / L ee �"zait Bud Clary Ford Hyundai -- Senior Fleet Coordinator 700 7°i Ave, PO Box 127, Longview WA 98632 P: 360-423-4321 ext 10944 E: Reid.Cashmanrkbudclarv.com Stock vehicles available with select model year discounts! Save with our 8.4% Sales Tax. From: Eric Evans <eevans@portorchardwa.gov> Sent: Tuesday, March 25, 2025 8:39 AM To: Reid Cashman <reid.cashman@budclary.com> Subject: Transit van build Good Morning, Reid, I was working with Jeremy Baker from Allied on adding flooring to a van build that wasn't on the state contract. Have you had a chance to look at that document? Thankyou, Docusign Envelope ID: A7FDAE87-CC37-45C1-AEB3-4518CBCAE2CF My Cart (i item) GET AN EXTRA $60.00 OFF� Your Enfilre� [Ll,rchatsic! �v`flheni i 0 L I U p te f i a i i A e_',rc o u i t t h h i I Subtotal- $599.99 Lsevn More ofU.S. GENERAL Qty: 1 $599.99 42 In. X 22 In. Roll Cab, Series 3, Add to My List Green Save For Later woftme Protect This with Extended Service ingilwole Protection Learn More 0 2-Year Plan - 14.99 Best Value 0-Year Plan - 159.99 Recommendations Based On Your Cart '" Order Summary Subtotal: '599.99 Est. Tax- 167.80 Est. Shipping & $136.98 Handling: Taxes and Shipping for 98383 Change Est. $804.77 Total: Start Secure + Have Coupon? + Why Do We Charge For Shipping? Need Help? Customer Support: I - 800-444-3353 Online Support Online FAQs