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041-23 - Resolution - Purchase of Riding MowerDocuSign Envelope ID: 5CAFC213-763F-4FD0-8E18-9AEA33DA36C3 RESOLUTION NO. 041-23 A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON, APPROVING THE PURCHASE OF A RIDING MOWER FOR THE EQUIPMENT RENTAL REVOLVING FUND 500 AND DOCUMENTING PROCUREMENT PROCEDURES. WHEREAS, a City mower is scheduled for replacement in 2023 as part of the Equipment Rental and Revolving Fund 500 (ER&R) replacement process; and WHEREAS, the City has an interlocal agreement with purchasing cooperative Sourcewell (City Contract No. C075-14) which allows the City to utilize the contracts procured by Sourcewell for services and purchases, so long as the City confirms the contract complies with all applicable statutory procurement requirements for the purchase or service, per RCW 39.34.030; and WHEREAS, pursuant to the City's fleet standardization policies staff identified a mower manufactured by The Toro Company as the desired equipment for purchase; and WHEREAS, consistent with City Contract No. C075-14 and the City's Procurement Procedures Policies, adopted as Resolution No. 036-22, as amended, the City's Public Works Department identified Western Equipment Distributors Inc. DBA Turf Star Western as an Authorized dealer of The Toro Company and as an approved vendor for the desired equipment, awarded via Sourcewell Contract No. 031121-TTC; and WHEREAS, Staff reviewed the procurement process utilized by Sourcewell for this contract to confirm the procurement requirements were met and obtained necessary documentation from Sourcewell and the vendor to confirm statutory procurement requirements were met; and WHEREAS, on April 26, 2023, Public Works staff requested and received a quote from Western Equipment Distributors Inc. DBA Turf Star Western of $40,883.64 (plus applicable tax) for a total purchase price of $44,685.80; and WHEREAS, on April 27, 2023, the City's Public Works Department completed the Interlocal Agreement Purchase Checklist for the selected vendor and confirmed the quoted price was consistent with Sourcewell Contract No. 031121-TTC; and WHEREAS, the 2023-2024 Biennial Budget includes $50,000 in Equipment Rental and Revolving Fund 500 (ER&R) for the purchases of the Riding Mower, respectively; and WHEREAS, the City's Procurement Policies require City Council authorization for purchasing items costing $35,000 or more; and WHEREAS, the Western Equipment Distributors Inc. DBA Turf Star Western quote attached as Exhibit A is for the purchase of ER&R Equipment in an amount that exceeds the $35,000 authorization limit; and DocuSign Envelope ID: 5CAFC213-763F-4FD0-8E18-9AEA33DA36C3 Resolution No. 041-23 Page 2 of 8 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 from Western Equipment Distributors Inc. DBA Turf Star Western in the amount of $44,685.80 (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 91" day of May 2023. EDocuSigned by: r6b PlM"aA-A SWA, 3RQRdQ9FRF5Rd7fl Robert Putaansuu, Mayor ATTEST: DocuSigned by: Brandy Wallace, MMC, City Clerk DocuSign Envelope ID: 5CAFC213-763F-4FD0-8E18-9AEA33DA36C3 OR ER&R Replacement or Addition Purchase Request 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: Proline H800 Mower w/ Hi -Lift dump Procurement method: Sourcewel I Department Water Sewer Storm Street Public Works DCD Police Admin x Addition or Replacement Addition to Fleet - Please state business case for addition: Replacement Vehicle / Equipment being replaced: 1025 - Kubota Riding mower x 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. DocuSign Envelope ID: 5CAFC213-763F-4FD0-8E18-9AEA33DA36C3 X Requested Vehicle / Equipment does not have a standard Cost $42,627.00 Fleet standard cost 42,627.00 Additional cost for consideration and business case: setup- $859.33, delivery- $859.33, Debris suppression kit- $340.14 TOTAL $44,685.80 - tax included $2,058.80 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 Tvpe Chassis Drive Train Color Graphics Accessories Electric Sedans Automatic White City Logo Lights Biofuel SUV 2WD Vehicle Number Radios 4WD Antennas AWD I have reviewed the vehicles / equipment listed above and request approval for purchase. -7-— 4/28/2023 Department Director Date DocuSign Envelope ID: 5CAFC213-763F-4FD0-8E18-9AEA33DA36C3 Approved for purchase by: Gretchen Isaksson 4/27/23 ER&R Representative Date DocuSign Envelope ID: 5CAFC213-763F-4FD0-8E18-9AEA33DA36C3 M ESTERN Quotation for City of Port Orchard City of Port Orchard 216 Propsect Street Port Orchard, CA 98366-5326 Quote No:8078834-00 iQuote No: 131298 Sales Person: Alex Hedlund alex.hedlund@turfstar.com (360) 296-8668 031121-TTC Sourcewell Summary Configuration Name Qty Unit Price Sub Total Sales Tax Total 010-Proline H800 1 $40,883.64 $40,883.64 $3,802.16 $44,685.80 Totals: $40,883.64 $3,802.16 $44,685.80 1 1 P a g e DocuSign Envelope ID: 5CAFC213-763F-4FD0-8E18-9AEA33DA36C3 Remove Watermark Wonder� �F.BTERN ~� 1 _ _ Quotation for City of Port Orchard Quote No:8078834-00 Configuration Product Details 010-Proline H800 Model Product Description Qty Unit Price Extended Sales Tax Total 31051 Proline H800 1 $39,000.00 $39,000.00 $3,627.00 $42,627.00 134-4690 Kit Debris Suppression 1 $311.20 $311.20 $28.94 $340.14 FSD1 Setup 1 $786.22 $786.22 $73.11 $859.33 FSD2 Delivery 1 $786.22 $786.22 $73.11 $859.33 Totals: $44,685.80 2 1 P a g e DocuSign Envelope ID: 5CAFC213-763F-4FD0-8E18-9AEA33DA36C3 Remove PDFelement Quotation for City of Port Orchard Quote No:8078834-00 Standard Terms and Conditions Prices including all finance options are subject to change based on Turf Star Western's receipt of product and estimated shipments. Currently, product availability is a minimum of 6-18 months. Your Final Price will be determined at time of shipment. Delivery is FOB point of origin unless otherwise stated. Office Locations Northern California: 3928 N.Blattela Lane Fresno, CA 93727 Fax: (559) 277-7123 2438 Radley Court Hayward, CA 94545 Fax: (510) 785-3576 11373 Sunrise Gold Circle Rancho Cordova, CA 95742 Fax: (800) 241-1997 Southern California: 79-253 Country Club Drive Bermuda Dunes, CA 92203 Fax: (760) 345-4297 955 Beacon Street Brea, CA 92821 Fax: (800) 775-8873 2110 La Mirada Ste 100 Vista, CA 92083 Fax: (760) 734-4285 Pacific Northwest: 1750 Industrial Dr.NE Salem, OR 97301 Ph: (503) 691-0250 5869 South 194th Kent, WA 98032 Fax: (253) 872-6942 2824 East Garland Spokane, WA 99207 Fax: (509) 483-7563 • WARNING: Cancer and Reproductive Harm-hq://www.P65Wamings.ca.gov For more information, please visit http://www.ttcoCAProp65.com CALIFORNIA SPARK ARRESTER WARNING Operation of this equipment in the State of California may create sparks that can start fires around dry vegetation. A spark arrestor may be required. The operator should contact local fire agencies for laws or regulations relating to fire prevention requirements. 3 1 P a g e