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HomeMy WebLinkAboutR-2000-086 Sole source purchase (park maintenance)RESOLUTION NO. R-2000- 86 A RESOLUTION authorizing the purchase of a Holder C-240 Multipark Tractor and accessories and implements from Meridian Tractor, Inc. of Jackson, Wyoming for a purchase price not to exceed $45,175.32 (plus sales tax) as a sole source purchase without calling for bids. WHEREAS, Article VI, Section 6 of the City of Yakima Charter and the Yakima Municipal Code Chapter 1.80 generally require that purchase of equipment, materials, or services in excess of $25,000 be done by competitive bid, subject to certain exceptions; and WHEREAS, the law recognizes a "sole source purchase" exception from these competitive bidding requirements when, due to the uniqueness of the product to be purchased and the fact that there is only one source, it would be futile to utilize competitive bidding for such product; and WHEREAS, the Public Works Department requires the purchase of a tractor for use by the Parks and Recreation Division; and WHEREAS, the tractor must have a 20 -mile per -hour transport speed, a hydrostatic transmission with automatic load sensing, mid -unit articulation, rapid removal and attachment of implements and accessories, and be street legal; and WHEREAS, an extensive search and investigation conducted by personnel from the Parks and Recreation Division, Equipment Rental Division and the Public Works Department reveals that the Holder C-240 Multipark Tractor and accessories and implements is the only tractor system that will satisfy said requirements; and WHEREAS, Meridian Tractor, Inc. of Jackson, Wyoming is the only source in the western United States for purchase of said tractor system and is willing to sell the City said system for $45,175.32 plus sales tax; and WHEREAS, the City Council finds it would be futile to call for bids regarding a tractor system since there is only one tractor system that will satisfy said requirements of the Parks and Recreation Division and there is but one source for said system; and WHEREAS, the City Council finds that it is in the best interest of the City to authorize purchase of a Holder C-240 Multipark Tractor and accessories and implements from Meridian Tractor, Inc. of Jackson, Wyoming without callings for bids, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized and directed to purchase a Holder C-240 Multipark Tractor and accessories and implements from Meridian Tractor, Inc. of Jackson, (1k)res/sole source/tractor/public works/pm Wyoming for a purchase price not to exceed $45,175.32 sales tax, as a sole source purchase without calling for bids. ADOPTED BY THE CITY COUNCIL this 18th day of July, 2000. ATTEST: City Clerk (1k)res/sole source/tractor/public works/pm My, Place, Mayor DEPARTMENT OF PUBLIC WORKS 2301 Fruitvale Blvd, Yakima, Washington 98902 Phone (509) 575-6005 June 12, 2000 To: Dick Zais, City Manager From: Chris Waarvick, Public Works Director Richard Wonner, Fleet and Facilities Manager Equipment Rental Division Re: Approval for Sole Source Purchase—Holder Model C-240 Multipark Tractor 2000 Capital Replacement Program HISTORY In the fourth quarter of 1999, the Fleet Manager was assigned the tasks of reviewing the City fleet for content and quality, assessing the opportunity to incorporate multi- purpose in place of single purpose equipment to reduce the overall size of the fleet, and to develop a progressive action plan to ultimately eliminate the "ghost fleet." The concept of multi-purpose equipment was precipitated by the fact that the City owns and operates dedicated use equipment on a seasonal basis with relatively low annual operating hours. Much of this equipment is quite costly and is idle much of the year. At this juncture more than two-thirds of the equipment identified for replacement in 2000 has been processed for replacement. The remainder will be committed in the next few weeks. Conclusion of this process will enable proceeding with preparation of the 2001 Annual Budget. A major portion of the remaining equipment requiring replacement is within the Parks and Recreation Division. Addressing this Division's replacement needs was purposely held until near the end of the 2000 Budget implementation process when it was determined that incorporating multi-purpose vehicles had the highest potential in the Administration 575-6005 Equipment Rental 575-6005 Parks & Recreation 575-6020 Refuse 575-6005 Yakima lkirr Parks and Recreation Division because of the diversity of the Parks and Recreation fleet and the seasonal nature of the work performed. Many of the career staff members of the Parks and Recreation Division possess many years of direct experience in the profession and have evaluated virtually every type of equipment available in the industry from all of the various manufacturers. This experience enables them to quickly assess the features and applicability of any piece of equipment they might review. EQUIPMENT TO BE REPLACED The 2000 Equipment Replacement Budget authorized $187,500 for the replacement of: 3) Three-quarter ton pickups 3) Three - wheel utility vehicles 1) Rotary mower 1) Turf sweeper 1) Greens mower ,RECOMMEND,4TION After extensive evaluation of available options and hands-on demonstrations, staff respectfully requests the sole source purchase of a Holder Model C-240 Multipark Tractor, equipped with a 72 -inch rotary mower, a 60 -inch Stensballe CO 1500 broom sweeper, and a 52 -inch snow blower. Other attachments are available and can be added at a later date at reasonable pricing. The total price for the described equipment is $45,175 plus state sales tax. After placing the orders for the pickups, the utility vehicles, the turf sweeper, the greens mower, and adding a Top Dresser to the fleet, approximately $60,000 remains uncommitted from the 2000 Equipment Replacement Fund Allocation JUSTIFICATION Direct cost reductions from purchasing less equipment in the future, cost savings from increases in operating efficiencies from operating faster, more versatile machinery, and reductions in maintenance costs due to the increased durability of the Holder equipment will provide the financial justification for implementation of this proposal. DAMelynn's Files\Equipment-Rental \Memos\Sole Source.doc 2 JUSTIFICATION (Continued) Staff and management members of the Parks and Recreation, Public Works Administration, and Equipment Rental Divisions have participated in the selection process by surveying most of the machinery available today, discussing the options, and unanimously approving the recommendation. This equipment will replace ER 5199, a rotary mower scheduled for replacement in 2000. In addition, ER 5171X and 5192X, both "ghost fleet," will be eliminated. (These two pieces are used by Facilities staff exclusively to remove snow from the Public Works complex sidewalks). Sidewalk snow removal will be incorporated into the services provided by the new equipment. Funds are available from the 2000 ERF appropriation. Incorporation of multi-purpose equipment into the fleet is consistent with reducing the overall size of the fleet, reducing the "ghost fleet," and increasing the annual utilization of equipment. Using a sole source vendor is necessary because of the unique features of the equipment, including a hydrostatic transmission with automatic load sensing for speed control, mid unit articulation for improved maneuverability, rapid removal and attachment of implements, 20 miles -per -hour transport speed, being street legal, and a manufacturer with over 100 years of experience building this type of equipment. In addition, Holder equipment is exclusively offered to the western United States by Meridian Tractor, Inc., located in Jackson, Wyoming. This purchase will facilitate future standardization. RW/ms Cc: Denise Nichols, Parks & Recreation Sue Ownby, Purchasing D: \Melynn's Files\Equipment-Rental\Memos\Sole Source.doc 3 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. U For Meeting of July 18, 2000 ITEM TITLE: A Resolution Authorizing Sole Source Purchase of Holder Multipark Tractor and Accessories (Parks Maintenance) SUBMITTED BY: Chris Waarvick, Director of Public Works Richard Wonner, Fleet Manager CONTACT PERSON/TELEPHONE: Richard Wonner 576-6412 SUMMARY EXPLANATION: After extensive evaluation of available options and hands-on demonstrations, staff respectfully advises Council that an equipment sole source situation exists for the purposes and efficiencies required by the Department (further detail found in attached report dated June 12, 2000) for a Multipark Tractor and accessories. Staff requests City Council approval of the attached resolution authorizing a sole source vendor for a Multipark Tractor and accessories. The cost of the equipment is approximately $45,175 and funds are available in the 2000 budget. Implementation of this proposal is financially justified because there will be cost savings from increases in efficiencies resulting from faster operation, Increased versatility and reduced maintenance costs due to higher durability. Resolution X Ordinance Other (Specify) Contract Mail to (name and address): Phone: Funding Source: Equipment Rental and Replacement Fund (551) $45, 175 Appropriated APPROVED FOR SUBMITTAL: �� �--�, City Manager STAFF RECOMMENDATION: Staff respectfully requests Council approval of proposed resolution waiving formal bid requirements and allowing the sole source purchase. BOARD/COMMISSION/COMMITTEE RECOMMENDATION: COUNCIL ACTION: