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Home My WebLink AboutR-2023-050 Resolution ratifying the declaration on an emergency and authorizing the purchase of a hot asphalt tank trailer RESOLUTION NO. R-2023-050 A RESOLUTION ratifying the declaration on an emergency and authorizing the purchase of a hot asphalt tank trailer. WHEREAS, the City of Yakima's Street Division requires a hot asphalt tank trailer to perform its annual chip seal program this summer between the months of June 1st and August 31st; and WHEREAS, the City opened a bid process for the necessary equipment, but all bidding vendors required over 270 days to deliver the required tanker, and thus are unable to provide a tank trailer before work must start during the summer season, which would result in extra cost to the City; the hot asphalt tank trailer is a critical component to the City's chip seal operations; and WHEREAS, Kraft Tank Corporation of Kansas City, Kansas, has 5 tank trailers in stock and available at this time that meet the City's requirements; and WHEREAS, an emergency was declared by the City Manager on February 10, 2023, under Emergency PO# 2302E, allowing the Fleet Manager to purchase one of Kraft Tank Corporation's tank trailers for $95,380.50; and WHEREAS, the purchase price for the 2023 Etnyre Hot Asphalt Tanker Trailer exceeds $50,000, resulting in the need to seek ratification by City Council via resolution, in accordance with City of Yakima Administrative Code ADM 3-500 City Procurement Manual which requires approval by City Council for emergency cost; and WHEREAS, the City Council deems it to be in the best interest of the City and its residents to ratify the City Manager's declaration of an emergency, and authorize the purchase of a hot asphalt tank trailer, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The emergency, as declared on February 10, 2023 by the City Manager, is hereby ratified, the City Council resolves that there was an emergency, and the City Manager's purchase of a 2023 Etnyre Hot Asphalt Tanker Trailer is hereby ratified and approved. ADOPTED BY THE CITY COUNCIL this 4th day of April, 2023. ‘ti ZA_(--05 • Janice Deccio, Mayor ATTEST: So "a Claar Tee, City Clerk �'i, rt V+: .4 4o fy BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 6.K. For Meeting of:April 4, 2023 ITEM TITLE: Resolution ratifying the declaration on an emergency and authorizing the purchase of a hot asphalt tank trailer SUBMITTED BY: *Scott Schafer, Public Works Director Kerry Jones, Fleet and Facilities Manager SUMMARY EXPLANATION: The City of Yakima's Street Division requires a hot asphalt tank trailer to perform its annual chip seal program this summer between the months of June 1st and August 31 st. The City opened a bid process for the purchase of the necessary equipment, but all bidding vendors required over 270 days to deliver the required tanker, and thus are unable to provide a tank trailer before work must start during the summer season, which would result in extra cost to the City. The hot asphalt tank trailer is a critical component to the City's chip seal operations. Kraft Tank Corporation of Kansas City, Kansas, has 5 tank trailers in stock and available at this time that meet the City's requirements. An emergency was declared by the City Manager on February 10, 2023, under Emergency PO# 2302E, allowing the Fleet Manager to purchase one of Kraft Tank Corporation's tank trailers for $95,380.50 in order to have this in time for the City's chip sealing operation. Since the purchase price for the 2023 Etnyre Hot Asphalt Tanker Trailer exceeded $50,000, this results in the need to seek ratification by City Council via resolution, in accordance with City of Yakima Administrative Code ADM 3-500 City Procurement Manual which requires approval by City Council for emergency cost. ITEM BUDGETED: Yes STRATEGIC PRIORITY: Public Safety APPROVED FOR SUBMITTAL BY THE CITY MANAGER RECOMMENDATION: Adopt Resolution ATTACHMENTS: 2 Description Upload Date Type ❑ resolution 3/30/2023 Co'er Memo D Emergency Justification Fomi 2302E 3/21/2023 Backup Material 4 City of Yakima 2302E Emergency Purchase Order Justification c 552 55a(P-L5t) Requestor Name: Your Department/Division: Kerry Jones Equipment Rental 4 qZ4, `I sit Requestor Phone: Requisition(PR) Number: (509)406-1715 TR 5 Requested Vendor: Cost Estimate(incl. TAX): i Kraft Tank Corporation 103,297.08 Vendor's Address: Vendor E-Mail : 320 Kindleberger Rd,Kansas City,KS 66115 ryan@krafttank.com Vendor Contact Name: Vendor Phone: Ryan Wagner (816)783-3641 1. What is the emergency situation? Describe damages or loss of property or essential services that are/may be a result of this emergency. (Attach extra sheet if necessary.) Trailer went out to bid but build times are to long. Need to have a trailer by June 1st for chip seal. 2. What labor and/or materials are required? Attach a copy of your quote or estimate. Trailer quote attached for built trailer 3. Did vendor quote prevailing wages, if applicable (e.g. repairs, construction, maintenance)? Yes n No❑x 4. Was vendor informed of the Intent and Affidavit filing requirements with L&I? Yes n No fl 5. Does vendor have a current certificate of insurance on file with the City? Check ICE: http://cityice/purchasing/contractor-listl Yeses Nolx 6. Are federal funds being used? If federal funds are being used, a cost price analysis must be done at earliest opportunity and a copy sent to Purchasing. Yes n No n STATEMENT OF NEED: My division's recommendation for an emergency purchase order and waiver of the quote or bid requirements is based upon an objective review of the emergency situation and appears to be in the best interest of the City. 1 understand that if this purchase is over $50.000, or if any change orders to this purchase increase the amount to $50,000 or over. that our division must initiate and prepare necessary information(Resolution)to advise City Council that there has been an emergency situation requiring immediate action. Ke r rV Jones n e s Digitally signed by Kerry Jones 2/3/23 1 1 Date:2023.02.03 13:27:40-08'00' Signature of Division Manager Date Scott Schafer Digitally signed by Scott Schafer 2/3/23 2 Date:2023.02.03 14:29:53-08'00' Signature of Department Head Date Knott$ Susan Digitally signed by Knotts,Susan 2/6/23 Date:2023.02.06 09:25:58-08'00' 3. --ACTT n I G-1 ( Reco m dation o Approval by Purchasing Manager Date 4. Approval by City Manager Date Please complete entire form and forward to Purchasing. Purchasing will forward to the City Manager for final approval.