HomeMy WebLinkAboutR-2023-149 Resolution ratifying the declaration of an emergency and authorizing the City Manager to execute all applicable contracts for the 2023 police vehicle order RESOLUTION NO. R-2023-149
A RESOLUTION ratifying the declaration of an emergency and authorizing the City
Manager to execute all applicable contracts for the 2023 police vehicle
order.
WHEREAS, Article VI, section 6 of the City of Yakima Charter and the Yakima Municipal
Code Chapter 1.80 provide that the City Council may declare an emergency and waive the bidding
requirement for supplies, material, equipment or services; and
WHEREAS, the Yakima Police Department's fleet has reached or exceeded end of service
life and creates a risk of interrupted emergency services to the community; and
WHEREAS, Bud Clary Ford announced a limited window on July 2023 to order vehicles
due to the ongoing supply chain issues and backlog of unfilled orders throughout the state; and
WHEREAS, an emergency was declared by the City Manager on September 1, 2023
allowing the Yakima Police Department to proceed with the purchase of the vehicle order; and
WHEREAS,the purchase price for the 2023 police vehicle order 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 costs; 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 execution of all
necessary contracts for the 2023 police vehicle order, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY Of YAKIMA:
The emergency, as declared on November 7, 2023 by the City Manager is hereby ratified,
the City Council resolves that there was an emergency, and the City Manager's execution of all
appropriate documents for the police vehicle purchase is hereby ratified and approved.
ADOPTED BY THE CITY COUNCIL this 7th day of November, 2023.
" Y �ti Gt.tiC-�- it
ATTEST: : NIA 1‘
`1‘ Janice Deccio, Mayor
• "'„id 1 ..'/ " �. ,i 1 • .r*� •Zi
Rosalinda Ibarra, City Clerk +,1�h,,gSMNG'�
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 14.
For Meeting of: November 7, 2023
ITEM TITLE: Resolution ratifying the declaration of an emergency and authorizing
the City Manager to execute all applicable contracts for the 2023
police vehicle order
SUBMITTED BY: *Ira Cavin, Lieutenant
Matt Murray, Chief of Police
SUMMARY EXPLANATION:
Bud Clary Ford announced a limited window in July 2023 to order vehicles due to the ongoing
supply chain issues and backlog of unfilled orders throughout the state. The Yakima Police
Department followed the City's Emergency Purchase policy prior to placing the order with Bud
Clary Ford.
The final cost of the replacement exceeded $50,000 resulting a ratification by City Council via
resolution, in accordance with the City of Yakima Administrative Code ADM 3-500 City/County
Procurement Manual which required approval by City Council for emergency costs. The approved
Emergency Justification form, Purchase Agreement, and Purchase Order are attached for City
Council review. The emergency police vehicle order is funded through Police Capital Fund 333.
ITEM BUDGETED: Yes
STRATEGIC PRIORITY: Public Safety
APPROVED FOR SUBMITTAL BY THE CITY MANAGER
RECOMMENDATION:
Adopt Resolution.
ATTACHMENTS:
Description Upload Date Type
❑ Resolution 11/2/2023 Resolution
❑ purchase order 10/26/2023 Backup Material
❑ emergency purchase justification 11/2/2023 Corer Memo
2
RESOLUTION NO. R-2023-
A RESOLUTION ratifying the declaration of an emergency and authorizing the City
Manager to execute all applicable contracts for the 2023 police vehicle
order.
WHEREAS, Article VI, section 6 of the City of Yakima Charter and the Yakima Municipal
Code Chapter 1.80 provide that the City Council may declare an emergency and waive the bidding
requirement for supplies, material, equipment or services; and
WHEREAS, the Yakima Police Department's fleet has reached or exceeded end of service
life and creates a risk of interrupted emergency services to the community; and
WHEREAS, Bud Clary Ford announced a limited window on July 2023 to order vehicles
due to the ongoing supply chain issues and backlog of unfilled orders throughout the state; and
WHEREAS, an emergency was declared by the City Manager on September 1, 2023
allowing the Yakima Police Department to proceed with the purchase of the vehicle order; and
WHEREAS, the purchase price for the 2023 police vehicle order 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 costs; 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 execution of all
necessary contracts for the 2023 police vehicle order, now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY Of YAKIMA:
The emergency, as declared on November 7, 2023 by the City Manager is hereby ratified,
the City Council resolves that there was an emergency, and the City Manager's execution of all
appropriate documents for the police vehicle purchase is hereby ratified and approved.
ADOPTED BY THE CITY COUNCIL this 7th day of November, 2023.
ATTEST: Janice Deccio, Mayor
Rosalinda Ibarra, City Clerk
Page 1 of 3
City of Yakima Purchase Order # 23 4523
129 North 2nd Street
Yakima,WA 98901
Email address:purch@yakimawa.gov
Vendor ID: Vendor Email: fleetfunding@budclary.com PURCHASE ORDER NUMBER MUST APPEAR ON ALL PACKAGES,
14713 PACKING SLIPS,INVOICES AND CORRESPONDENCE
PO Date: 09/01/2023
Required Date: 11/01/2023
Bud Clary Ford/Hyundai Ship To: City of Yakima, Public Works
700 7th Ave Equipment Rental
Longview WA 98632 2301 Fruitvale Blvd
Yakima WA 98902
FOB:
Terms:
Special Instructions:
Subject: 2023 FORD F-150 4X4 Attention:
Line Qty Unit Description Unit Price Tax Total
1 1 EA Our Part Number: $46,801.00 8.50% $46,801.00
2023 FORD F-150 PD2318
2 1 EA Our Part Number: $46,801.00 8.50% $46,801.00
2023 FORD F-150 4X4
3 1 EA Our Part Number: $46,801.00 8.50% $46,801.00
2023 FORD F-150 4X4
Non-Taxable Subtotal $ 0.00
Taxable Subtotal $ 140,403.00
Taxes $ 11,934.27
Total $ 152,337.27
Purchasing Department Contact: Kristine White
Acceptance of this constitutes an agreement to make delivery
within specified time. Do not substitute unless authorized. PU CHASING MANAGER
authorized on behalf of City of Yakima
Page 2 of 3
City of Yakima
Purchase Order(PO)Terms and Conditions
1. CHANGES:No alteration in any of the terms,conditions,delivery,price,quality,quantities,or specifications of this order will be effective without written
consent of the City.
2. ADD-ON:By mutual agreement,the quantity of items purchased maybe increased within 12 months of the date of award,provided the original purchase price,
terms,conditions,and specifications remain the same.
3. HANDLING:No charges will be allowed for handling which includes,but is not limited to,packing wrapping,bags,containers,or reels,unless otherwise
stated herein.
4. DELIVERY:For any exception to the delivery date as specified on this order,Vendor shall give prior notification and obtain written approval thereto from the
City. With respect to delivery under this order,time is of the essence,and the order is subject to termination for failure to deliver as specified. The acceptance
by the Purchaser of late performance with or without objection or reservation shall not waive this right to claim damage for such breach nor constitute a waiver
of the requirement for the timely performance of any obligation remaining to be performed by Vendor.
5. MSDS:Material Safety Data Sheets to be included with shipments of any material requiring this documentation,per OSHA and WSHA regulations.
6. PAYMENT TERMS:Unless otherwise negotiated,the terms of payment shall be net 30 days from receipt of a proper invoice. PO numbers must be noted on
all invoices.
7. COMPLIANCE WITH APPLICABLE LAWS:Vendor shall comply with all applicable federal,state,local laws and regulations. Purchases that are funded
by the Federal Transit Authority shall be in accordance with the Third Party Contracting Guidance found in FTA Circular 4220.1F,which is available at
https://www.transit.dot.gov/regulations-and-guidance/fta-circulars/third-party-contracting-guidance
8. LICENSES:If applicable,successful vendor shall have a valid and current business license per Chapter 5.02 Section 5.02.010 of the Yakima Municipal Code
covering this type of business and shall satisfy all applicable City Code provisions. Said license shall be obtained prior to the award of any PO/contract.
Inquiries as to fees,etc.,should be made to the Office of Code Administration,telephone(509)575-6121.
9. PAYMENTS AND ASSIGNMENTS:Invoices will not be processed for payment until items invoiced are received. All payments to Vendor shall be remitted
by mail,unless other arrangements have previously been made. Furthermore,the provisions of monies due under this contract shall only be assignable with
prior written consent of the City.
10. SHIPPING INSTRUCTIONS:Unless otherwise specified,all goods are to be shipped prepaid,FOB Destination. Where shipping addresses indicate room
numbers and/or inside delivery,it will be up to the Vendor to make delivery to that location at no additional charge. Where specific authorization is granted to
ship goods to FOB shipping point,Vendor agrees to prepay all shipping charges and route as instructed. It is also agreed that the Purchaser reserves the right
to refuse COD shipments.
11. REJECTION:All goods or materials purchased herein are subject to approval by the Purchaser. Any rejection of goods or materials resulting because of
nonconformity to the terms and specifications of this order,whether held by the Purchaser or returned will be at Vendor's risk and expense.
12. IDENTIFICATION:All invoices,packing lists,packages,shipping notices,and other written documents affecting this order shall contain the applicable PO
number. Packing lists shall be enclosed in each and every box or package shipped pursuant to this order,indicating the contents therein.
13. INFRINGEMENTS:Vendor agrees to protect and save harmless,the Purchaser against all claims,suits,or proceedings for patent,trademark,copyright,or
franchise infringement arising from the purchases,installation,or use of goods and materials ordered and to assume all expenses and damages arising from such
claims,suits,or proceedings,
14. WARRANTIES:Vendor represents and warrants that the goods are new,current,and fully warranted by the manufacturer. Delivered goods will comply with
specifications and be free from defects in labor,material and manufacture. All UCC implied and expressed warranties are incorporated in this PO. Vendor
shall transfer all warranties to the City.
15. CASH DISCOUNT:In the event that the Purchaser is entitled to a cash discount,the period of computations will commence on the date of delivery or receipt
of a correctly completed invoice,whichever is later. If an adjustment in payment is necessary due to damage,the cash discount period shall commence on the
date final approval for payment is authorized. If a discount is made part of the contract but the invoice does not reflect the existence of a cash discount,Purchaser
is entitled to a cash discount with the period commencing on the date it is determined by Purchaser that a cash discount applies.
16. TAXES:Unless otherwise indicated,the Purchaser agrees to pay all State of Washington sales or use tax. No charge by Vendor shall be made for Federal
excise taxes,and the Purchaser agrees to furnish Vendor,upon acceptance of articles supplies under this order,with an exemption certificate.
17. LIENS,CLAIMS,AND ENCUMBRANCES:Vendor warrants and represents that all the goods and materials ordered herein are free and clear of all liens,
claims,or encumbrances of any kind.
18. RISK OF LOSS:Regardless of FOB Point,Vendor agrees to bear all risks of loss,injury,or destruction of goods and materials ordered herein which occur
prior to delivery. Such loss,injury,or destruction shall not release Vendor from any obligation hereunder.
19. HOLD HARMLESS:Vendor shall indemnify,defend and hold harmless the City and its agencies,their divisions,officers,employees,and agents,from all
claims,suits or actions of any nature arising out of or related to the activities of Vendor,its officers,subcontractors,agents or employees under this PO/contract.
20. FORCE MAJEURE:Vendor will not be responsible for delays in delivery due to acts of God,fire,strikes,epidemics,war,riot,delay in transportation or
railcar transport shortages,provided vendor notifies the Purchasing Manager immediately in writing of such pending or actual delay. Normally,in the event or
any such delays(acts or God,etc.)the date of delivery will be extended for a period equal to the time lost due to the reason for delay.
21. TERMINATION: (i)The parties may terminate this PO by mutual agreement. (ii)The City may terminate this PO at any time with written notice to Vendor.
Upon receipt of the written notice,Vendor shall stop performance,and City shall pay Vendor for goods delivered and accepted. (iii)The City may terminate
this PO at any time if Agency fails to receive funding,appropriations,or other expenditure authority. (iv)If Vendor breaches any PO provision or is declared
insolvent,the City may terminate this PO for cause with written notice to Vendor,and Vendor shall be liable for all incidental and consequential damages
resulting from its breach,including all damages as provided in the UCC.
22. PUBLIC DISCLOSURE:PO and all contents and attachments shall be deemed a public record as defined in RCW 42.56"Public Records."
City PO Terms and Conditions 10/2020
Page 3 of 3
23. NONDISCRIMINATION:During the performance of this contract,the Vendor agrees as follows:
The Vendor shall not discriminate against any person on the grounds of race,creed,color,religion,national origin,sex,age,marital status,sexual orientation,
pregnancy,veteran's status,political affiliation or belief,or the presence of any sensory,mental or physical handicap in violation of the Washington State Law
Against Discrimination(RCW chapter 49.60)or the Americans with Disabilities Act(42 USC 12101 ct seq.).
In the event of the Vendor's noncompliance with the non-discrimination clause of this contract or with any such rules,regulations,or orders,this contract may
be cancelled,terminated,or suspended in whole or in part and the Vendor maybe declared ineligible for any future City contracts.
24. ANTI-TRUST:Vendor and the Purchaser recognize that in actual economic practice,overcharges resulting from anti-trust violations are in fact borne by the
Purchaser,therefore,Vendor hereby assigns to the Purchaser any and all claims for such overcharges.
25. DEFAULT:The Vendor covenants and agrees that in the event suit is instituted by the Purchaser for any default on the part of the Vendor and the Vendor is
adjudged by a court of competent jurisdiction to be in default,he shall pay to the Purchaser all costs,expenses expended or incurred by the Purchaser in
connection therewith,and reasonable attorneys'fees.
26. SEVERABILITY:if a court of competent jurisdiction declares any provision of the PO to be invalid,the other provisions and the rights and obligations of the
parties remain in effect.
27. ACCEPTANCE: This order expressly limits acceptance to the terms and conditions stated herein. All additional or different terms proposed by Vendor are
objected to and hereby rejected,unless otherwise provided in writing by the City.
28. INSURANCE: For all public work and improvement projects,including maintenance projects,and upon request by the ordering department,the following
insurance requirements apply:
Indemnity/Contractor's Liability Insurance.
(A) The Service Provider agrees to indemnify and save harmless the City,its officers,agents and employees against and from any and all actions,
suits,claims,demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons,or damages to property
arising out of,result from or occurring in connection with the performance or any service hereunder.
(B) The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property.
(C) Contractors Liability insurance: The contractor shall obtain and maintain in full force and effect during the term of the contract,commercial
general liability coverage with insurance carriers admitted to do business in the State of Washington. The insurance companies must carry a Best's Rating of
A-VII or better. At all times during the life of this contract,Contractor agrees to maintain,on a primary and non-contributory basis and at its sole expense,the
insurance coverages,limits,and endorsements noted below. All such insurance shall not be subject to any deductible or self-insured retention(SIR). There
shall be no cancellation,material change,reduction in limits or intent not to renew the insurance coverage(s)without 30 days written notice from the contractor
or its insurer(s)to City of Yakima.The requirements contained herein,as well as City of Yakima'a review or acceptance of insurance maintained by Contractor
is not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this contract. The policies will be
written on an occurrence basis,subject to the following minimum limits of liability:
Commercial General Liability: Combined Single Limit: $2,000,000 Per Occurrence
$2,000,000 Annual Aggregate
Auto Liability: Combined Single Limit $2,000,000 Per Occurrence
The City of Yakima,its agents,employees,authorized volunteers;elected and appointed officials are included as Primary/Non-Contributory additional insured.
If Contractor carries higher coverage limits,such limits shall be shown on the Certificate of Insurance and Endorsements and City of Yakima shall be named as
an additional insured for such higher limits.
The Contractors'insurance coverage shall be primary insurance with respect to those who are Additional Insureds under this agreement. Any insurance,self-
insurance or insurance pool coverage maintained by the City shall be in excess of the Contractor's insurance and shall not contribute to it.
The contractor will provide a Certificate of insurance to the City as evidence of coverage. A copy of the additional insured endorsement attached to the policy
will be included with the certificate. This Certificate of insurance shall be provided to the Purchasing Manager,prior to commencement of this work.
If at any time during the life of the contract or any extension,the contractor fails to maintain the required insurance in full force and effect,all work under the
contract shall be discontinued immediately. Any failure to maintain the required insurance maybe sufficient cause for the City to terminate the contract.
The contractor shall also maintain workers compensation through the State of Washington.
(D) Contractor's Waiver of Employer's Immunity under Title 51 RCW. Contractor intends that its indemnification,defense,and hold harmless
obligations set forth above in section A.shall operate with full effect regardless of any provision to the contrary in Title 51 RCW,Washington's Industrial
Insurance Act. Accordingly,to the extent necessary to fully satisfy the Contractor's indemnification,defense,and hold harmless obligations set forth above in
section A,Contractor specifically waives any immunity granted under Title 51 RCW,and specifically assumes all potential liability for actions brought by
employees of the Contractor against the City and its officers,employees,agents,and volunteers. The parties have mutually negotiated this waiver. Contractor
shall similarly require that its subcontractors,and anyone directly or indirectly employed or hired by Contractor,and anyone for whose acts Contractor may be
liable in connection with its performance of this Agreement to comply with the terms of this paragraph,waive any immunity granted under Title 51 RCW,and
assume all potential liability for actions brought their respective employees.The provisions of this section shall survive the expiration or termination of this
Agreement.
(E) Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115,then,in the event of liability for damages
arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Contractor and the City,its officers,
officials,employees,and volunteers,the Contractor's liability hereunder shall be only to the extent of the Contractor's negligence.
29. FEDERAL SUSPENSION AND DEBARMENT: The contractor certifies,that neither it nor its"principals"(as defined in 49 CFR.29.105(p)is presently
debarred,suspended,proposed for debarment,declared ineligible,or voluntarily excluded from participation in this transaction by any federal department or
agency.
City PO Terms and Conditions 10/2020
r-;p.
E4''- City of Yakima # 6
3 •
Emergency Purchase Justification
Requestor Name: Your Department/Division:
LT- I A- Coq vtN POLI cc-:- / Pfiy1Z0L
Requestor Phone: Requisition(PR)Number:
.5 -728-(o$9,r-
Cost Estimated(Incl.TAX): Funding Source Account No.:2. 33-7. z G
,
/S- (S Men-pc,
Re nested Vendor: Is Budget Amendment Required:
ato <<- r .2D YES
Vendor's Address: Vendor E-Mail:
`70., 7 7''' Ave- - Long7viE(..11 G,.4441-1 0 teociaS e_ Qc.0Ct.Y42y , C04-,
Vendor Contact Name: Vendor Phone:
.4'f4 t �7,� JAL4-y ) /- 3(0o-yz 3 - q 3 Z,
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.) _
u (Pm T I-19ILL1. f V-- ,
2. What labor and/or materials are required? Attach a copy of your quote or estimate. 3 \el l c-i. ,5 TC, Sk.t,f' )VL:j'
QUoi� Ti +eiCHt� CcC�
3. Did vendor quote prevailing wages, if applicable (e.g. repairs, construction, maintenance)? Yes 0 No 0 /1/4 /,
4. Was vendor informed of the Intent and Affidavit filing requirements with L&I? Yes Q No iQ NI
A
5. Does vendor have a current certificate of insurance on file with the City? Check ICE:
http://citvice/purchasinq/contractor-list/ Yes Q No Q tj A
6. Are federal funds being used? If federal funds are being used, a SAM check must be completed before work begins
and a cost price analysis must be done at earliest opportunity and a copy sent to Purchasing (see City Purchasing
Manual for form).
Yes Q No 4'41
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.
I understand that if this purchase is over $49,999, 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.
1 ' t 2 2-20z3
Sign y`;�.ion Manager Date
2. / 0 02 26z3
Sign. ure of Depa ent He Date
P/9 5/0-'7
men tion of proval by Purchasing Manager Date ��''//
4. 4e/C�l/i�'t/?
App I it c r of Fi nce and Budget Date
5. _ 0 1 30 `zG L3
Approval by City Manager Date
Please complete entire form and forward to Purchasing.
Purchasing will forward to the Finance Director and City Manager for final approval.
02/2023
Clear Form
City of Yakima
200 S. 3rd Street �� �
Police Department Yakima, Washington 98901 \ ffr
Matthew Murray,Chief of Police Telephone(509)575-6200 Fax (509)575-6007 , '"'` '
Memorandum I
3
August 24, 2023
To: Bob Harrison
City Manager
From: Lt Ira Cavin#6186 el
Subject: 2023 CSO Vehicle Order—Emergency PO Exception request
On August 8th I spoke with Lt Stephens, who currently oversees the Community Service Officer
program at the Yakima Police Department. He and I discussed the current state of the vehicles
being used by the 5 CSO officers. These officers assumed the duties of animal control and parking
enforcement earlier this year, from codes and utilities respectively. Along with those functions,
the police department inherited 4 vehicles. Two of the vehicles were in extreme disrepair.
One of the vehicles, an ACO truck, has required well over$10,000 in repairs, but continues to fail
in the field. There have been several instances in which CSOs have been left stranded while
responding to calls in the city.
Lt Stephens identified excess funds left from an unused contract with the humane society for
animal control services. He proposed to the Chief to use the excess funds to get a jump on
replacement of the non-functional vehicles. Currently the CSO program is not able to fully respond
to the animal control and parking calls it is tasked with handling, due to only having a few
functional units. A breakdown in the animal control vehicle with an animal on board could also
result injury to the animal due to heat exposure or delays in getting the animal to medical care.
I checked and found that Ford had re-opened the 2023 order bank for light trucks. They will close
the order bank on Sept 6th "or sooner". Ordering now will allow us to take advantage of 2023
pricing rather than 2024 rates, which undoubtably will see an increase.
Yakima Municipal Code 3.15 requires that all vehicles be purchased from the Equipment Rental
Replacement fund. The Chief has initiated the process of transferring the necessary funds to the
ERR accounts, but the resolutions will require council approval and that will cause us to miss the
deadline of Sept 6th. We are requesting an emergency exception to place the orders, since funding
has been identified. Council can later approve the required transfers.
I have also attached Lt Stephens' memos outlining in more detail what I have described above.
Thank you in advance-
City of Yakima
200 S. 3rd Street ,
,
Police Department Yakima, Washington 98901 ���
Matthew Murray,Chief of Police Telephone(509)575-6200 Fax (509)575-6007 Arkt r
Memorandum `
August 8, 2023
To: Matthew Murray
Chief of Police
From: Chad Stephens
Lieutenant, Gold Team
Subject: Budget Transfer Proposal
This memorandum is to request a transfer of funds from the Community Service Officer
(CSO), Professional Services account so they can be used to purchase vehicles for use by the
CSOs and the justification for the transfer.
Since implementation of the CSO program within the Yakima Police Department in January
of 2023, we have struggled with infrastructure items, especially vehicles. The vehicles we
adopted from Utility Services and the Codes Division were in extremely poor repair. Since
receiving the vehicles, we have spent well in excess of each vehicles resale value to repair
them and keep the operational, yet they continue to break down and have continuous
mechanical problems. CSOs have been stranded in the middle of intersections and other
location because of mechanical issues. These current vehicles have limited effectiveness and
continually repairing them far exceeds their monetary value.
I am proposing the transfer of funds originally allocated for payments to the Humane Society
for animal housing, Professional Services, to a fund where they can be used to purchase three
vehicles and associated equipment. This is possible because the Professional Services fund
has and will continue to have an excessive in it because of the current contact with the
Humane Society.
As of the August Cayenta Report, this fund, 1 3084100 (Professional Services)has
$180,506.81 left in it. We began the year with$203,600.00. We have spent $23,093.19 or
approximately 11.3% of the budget. (see highlighted budget below) I am proposing we
transfer$160,000.00 for the purchase of three F150 service vehicles and associated
equipment for the combined CSO duties. These vehicles would advance our ability to
consistently respond to calls for service in a safe and efficient manner.
Dist Code Title Budget Total Actual Committed Remaining %Expended
13081110 Salaries-Permanent 150,452.61 75,762.81 0.00 74,689.80 50.4
13081200 Overtime 955.00 3,071.37 0.00 -2,116.37 321.6
1 3081300 Special Pay 50.00 893.13 0.00 -843.13 1,786.3
1 3082800 Uniforms And Clothing 900.00 0.00 0.00 900.00 9 0.0
1 3083110 Office And Operating Supplies 800.00 241.40 0.00 558.60 30.2
1 3083200 Operating Supplies-Fuel 8,000.00 42.82 0.00 7,957.18 0.5
1 3083500 Small Tools&Minor Equipment 36,675.46 0.00 -36,675.46
1 3084100 Professional Svcs 203,600.00 23,093.19 0.00 180,506.81 11.3
13084210 Telephone 150.00 0.00 0.00 150.00 0.0
13084212 Cellular Telephone 1,900.00 311.86 0.00 1,588.14 16.4
1 3084213 Data Communications 3,420.00 630.41 0.00 2,789.59 18.4
1 3084220 Postage 1,100.00 0.60 0.00 1,099.40 0.1
13084300 Transportation 1,000.00 0.00 0.00 1,000.00 0.0
1 3084800 R&M/Contractors 7,811.00 6.21 0.00 7,804.79 0.1
1 3084910 Miscellaneous Expense 1,000.00 0.00 0.00 1,000.00 0.0
1 3084995 Equipment Replacement Costs 5,065.00 4,220.80 0.00 844.20 83.3
The following quote for three F 150s was provided by Lt. Cavin at my request for this proposal.
These vehicles are currently available.
Contract&Dealer Information
Contract#: 05916
Dealer: Bud Clary Ford/Hyundai (W403) Dealer Contact: Marie Tellinghiuseri
Dealer Phone: (360)423-4321 Ext: 10945
Organization Information
Organization: YAKIMA,CITY OF-23913
Email: ira.cavinCa vakimawa.gov
Quote Notes: CSO F150's
Vehicle Location: YAKIMA CITY
Color Options&Qty
Oxford White(YZ)-3
Tax Exempt: N
Vehicle Options
Order Code Option Description Qty Unit Price Ext.Price I
2023-0830-001 2023 Ford F150 4WD 3 $35,674.00 $107,022.00
2023-0830-012 EXTENDED Cab,4WD, 145WB, 6.5 ft Box, 3.3L V6 PFDI(290HP)(18/23/20 3 $3,327.00 $9,981.00
MPG)(FFV Capability)(6480#GVWR, 1770# Payload, 3.73 RAR)
(X1E/100A/99B/44G/145WB)
2023-0830-016 Alternative Engine: 2.7L V6 EcoBoost(325HP)(19/24/21 MPG)(in lieu of 3.3L 3 $1,240.00 $3,720.00
V6 PFDI)(23MY:Auto Start-Stop Technology has been removed--commodity
constraint)(Includes 10-speed automatic transmission with selectable drive
modes)(Not available with Ext Cab 163WB or Crew Cab 157WB)(REG CAB
122WB: 6150#/1720#/3.55 RAR)(REG CAB 141WB: 6435#/1920#/3.55
RAR)(EXT CAB 145WB: 6500#/1640#/3.55 RAR)(CREW CAB 145WB:
6600#/1690#/3.55 RAR)(99P/44G/52X)
0
2023-0830-030 Cloth Seats: 40/Console/40 Front Seat with flow-through console and steering 3 $286.00 $858.00
column mounted shifter)(Ext/Crew Cab Only)(Not available with XLT Trim)
(UWS)
2023-0830-037 Rear Window Fixed Privacy Glass and Defroster(Not available w/XL High 3 $309.00 $927.00
Trim Level #102A)(924/57Q)
12023-0830-039 XL Only-Mirrors, manual-folding,power glass with heat,turn signal, high- 3 $464.00 $1,392.00
intensity LED security approach lamps, LED side-mirror spotlights and black
skull caps(includes interior auto-dimming rearview mirror) (Must also order
XL High Level Trim Upgrade#101A and Tow Technology Package #17T)
(54R/59S)
j 2023-0830-041 Black Platform Running Boards(Available with all cabs and trim levels)(18B) 3 $242.00 $726.00
2023-0830-052 Trailer Tow Package(53A) -to be ordered w/XL Base Trim #101A only 3 $1,279.00 $3,837.00
(includes Trailer Brake Controller,smart trailer tow connector,4-pin/7-pin
connector,and Class IV trailer hitch receiver#53B) (if BLIS is ordered,
includes trailer tow coverage)(53A/101A/102A)
2023-0830-215 Floor Mats, HD Rubber Molded, Front(Weather Tech) (DLR) 3 5,135.00 $405.00
2023-0830-217 Mud flaps, Front(DLR) 3 $88.00 $264.00
2023-0830-218 Mud Flaps, Rear(DLR) 3 $88.00 $264.00
2023-0830-491 DECKED in bed storage system (for 5.5/6.5/6.75ft beds): Two drawer bed 3 $1,997.00 $5,991.00
storage made from 100%recycled polyethylene co-molded to a steel
subframe. Each drawer rated to 2001b capacity,top deck rated to 2,000lb load
capacity. (TB492)
2023-0830-492 DECKED-Add key locks to bed drawers. (TB493) 3 $74.00 $222.00
2023-0830-494 DECKED Cargoglide. 1000 lbs capacity, 70 percent pullout.This cargo glide 3 $1,598.00 $4,794.00
specific to installing on top of a Decked unit. (requires DECKED) (TB491)
Quote Totals
Total Vehicles: 3
Sub Total: $140,403.00
8.5%Sales Tax: $11,934.26
Quote Total: $152,337.26
Lieutenant Chad Stephens
11
Cavin, Ira
From: NOREPLY@des.wa.gov
Sent: Thursday, August 10, 2023 7:49 PM
To: Cavin, Ira
Cc: descarssystem@des.wa.gov
Subject: Vehicle Quote - 2023-8-171 - YAKIMA, CITY OF - 23913
Vehicle Quote Number: 2023-8-171 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#: 05916
Dealer: Bud Clary Ford/Hyundai (W403) Dealer Contact: Marie Tellinghiusen
Dealer Phone: (360)423-4321 Ext: 10945
Organization Information
Organization: YAKIMA,CITY OF-23913
Email: ira.cavin@yakimawa.gov
Quote Notes: CSO F150's
Vehicle Location: YAKIMA CITY
Color Options&Qty
Oxford White(YZ)-3
Tax Exempt: N
Vehicle Options
Order Code Option Description Qty Unit Price Ext.Price
2023-0830-001 2023 Ford F150 4WD 3 $35,674.00 $107,022.00
2023-0830-012 EXTENDED Cab,4WD, 145WB, 6.5 ft Box, 3.3L V6 PFDI(290HP)(18/23/20 MPG)(FFV Capability) 3 $3,327.00 $9,981.00
(6480#GVWR, 1770# Payload, 3.73 RAR)(X1E/100A/99B/44G/145WB)
2023-0830-016 Alternative Engine: 2.7L V6 EcoBoost(325HP)(19/24/21 MPG)(in lieu of 3.3L V6 PFDI)(23MY:Auto 3 $1,240.00 $3,720.00
Start-Stop Technology has been removed--commodity constraint)(Includes 10-speed automatic
transmission with selectable drive modes)(Not available with Ext Cab 163WB or Crew Cab 157WB)
(REG CAB 122WB: 6150#/1720#/3.55 RAR)(REG CAB 141WB: 6435#/1920#/3.55 RAR) (EXT CAB
145WB: 6500#/1640#/3.55 RAR) (CREW CAB 145WB: 6600#/1690#/3.55 RAR) (99P/44G/52X)
2023-0830-030 Cloth Seats: 40/Console/40 Front Seat with flow-through console and steering column mounted shifter) 3 $286.00 $858.00
(Ext/Crew Cab Only)(Not available with XLT Trim)(TTWS)
2023-0830-037 Rear Window Fixed Privacy Glass and Defroster(Not available w/XL High Trim Level #102A)(924/57Q) 3 $309.00 $927.00
2023-0830-039 XL Only- Mirrors, manual-folding, power glass with heat,turn signal, high-intensity LED security 3 $464.00 $1,392.00
approach lamps, LED side-mirror spotlights and black skull caps(includes interior auto-dimming
rearview mirror) (Must also order XL High Level Trim Upgrade#101A and Tow Technology Package
#17T)(54R/59S)
2023-0830-041 Black Platform Running Boards(Available with all cabs and trim levels)(18B) 3 $242.00
$726.00
1
12
2023-0830-052 Trailer Tow Package(53A)-to be ordered w/XL Base Trim #101A only(includes Trailer Brake 3 $1,279.00 $3,837.00
Controller, smart trailer tow connector,4-pin/7-pin connector,and Class IV trailer hitch receiver#53B)
(if BLIS is ordered, includes trailer tow coverage)(53A/101A/102A)
2023-0830-215 Floor Mats, HD Rubber Molded, Front(Weather Tech)(DLR) 3 $135.00 $405.00
2023-0830-217 Mud flaps, Front(DLR) 3 $88.00 $264.00
2023-0830-218 Mud Flaps, Rear(DLR) 3 $88.00 $264.00
2023-0830-491 DECKED in bed storage system (for 5.5/6.5/6.75ft beds): Two drawer bed storage made from 100% 3 $1,997.00 $5,991.00
recycled polyethylene co-molded to a steel subframe. Each drawer rated to 2001b capacity,top deck
rated to 2,000lb load capacity. (TB492)
2023-0830-492 DECKED-Add key locks to bed drawers. (TB493) 3 $74.00 $222.00
2023-0830-494 DECKED Cargoglide. 1000 lbs capacity, 70 percent pullout.This cargo glide specific to installing on top 3 $1,598.00 $4,794.00
of a Decked unit. (requires DECKED)(TB491)
Quote Totals
Total Vehicles: 3
Sub Total: $140,403.00
8.5 0/0 Sales Tax: $11,934.26
Quote Total: $152,337.26
2