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HomeMy WebLinkAbout03/01/2016 05B Transit Bus #60 Engine Replacement 10 I 11 pi" 0 141 L ite ellowo BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDASTATEMENT Item No. 5.B. For Meeting of: March 1, 2016 ITEM TITLE: Resolution ratifying the declaration of an emergency and authorizing the City Manager to execute the replacement of the engine for Transit Bus # 60 SUBMITTED BY: Scott Schafer, Director of Public Works Richard Wonner, Fleet and Facilities Manager, 576 -6412 SUMMARY EXPLANATION: Yakima Transit's bus #60 had a premature catastrophic failure with its engine in late 2015. The Equipment Rental Division had insufficient resources as well as labor time to repair and replace the engine. Since Yakima Transit did not have a sufficient number of spare busses to provide service when a bus is out of commission, an emergency was declared to expedite the repair and replacement of the engine to avoid shutting down a bus route. To also complicate matters, was the inability to wait to present this at the next scheduled City Council meeting prior to needed the work completed. It is in the best interest of the City to declare an emergency dispensing necessity for bidding for services, material, and equipment and supplies costing more than $25,000 and to authorize the execution of all applicable documents to remove and replace the engine in Transit bus # 60. Cummins Northwest, located here in Yakima, has since conducted the necessary work in a timely manner with high quality results due to their technical and expertise knowledge. Their efforts allowed Transit to continue their vital service on all routes without limitations. The total amount for repairs was $29,235.58. Staff is seeking City Council approval for the emergency repair work conducted on Transit bus #60. ITEM BUDGETED: Yes STRATEGIC PRIORITY: Public Trust and Accountability APPROVED FOR SUBMITTAL: //'-") Interim City Manager STAFF RECOMMENDATION: Staff respectfully requests City Council to declare an emergency dispensing and hereby authorizing the City Manager to execute all necessary documents to replace the engine within Transit bus # 60 without calling for bids. BOARD/COMMITTEE RECOMMENDATION: N/A ATTACHMENTS: Description Upload Date Type Reseution ratifyilng an emergency repair and 2./3/2016 Reseution wiacement Lr Pansit Bus 6O engine DI Emergency Birdlime Order kr Pansit bus :#60 Engine 21512016 3 mIkup IMaterial RESOLUTION NO. R -2016- A RESOLUTION ratifying the declaration of an emergency and authorizing the City Manager to execute all applicable contracts for the labor and materials for the removal, and replacement of the engine for Transit bus # 60. 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 dispensing with the necessity for bidding for services, material, and equipment and supplies costing more than $25,000; and WHEREAS, the engine failed prematurely and catastrophically; and WHEREAS, the Equipment Rental Division had insufficient resources in terms of labor hours available to rebuild the engine: and WHEREAS, Yakima Transit does not have a sufficient number of spare buses to maintain regular service levels; and WHEREAS, an emergency was declared in order to expeditiously restore the bus to service; and WHEREAS, the City Council finds that it is in the best interest of the City to declare an emergency and authorize the execution of all necessary documents for contracts for the labor and materials for the removal, and replacement of the engine for Transit bus # 60, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: An emergency is hereby declared and the City Manager's execution the purchase and all appropriate documents for the labor and materials for the removal, and replacement of the engine for Transit bus # 60 without calling for bids, is hereby ratified and approved. ADOPTED BY THE CITY COUNCIL this 1S day of March, 2016. ATTEST: Avina Gutierrez, Mayor Sonya Claar Tee, City Clerk # 1509 City of Yakima ■ 41; I , 4 Emergency Purchase Order Justification _. Requestor Name: Your Depa . ent/DivisiOn: Kerry Jones Equipment Rental _ ...... • Requestor Phone: Requisition (PR) Number: 1509 . , .7 1 12612 Requested Vendor: Cost Estimate (incl. TAX): Cummins Northwest 20,000 Vendor's Address: Vendor E : 1905 E. CENTRAL AVE john.ausink@oummine.com , 1 Vendor Contact Name: Vendor Phone: John Ausink 509 • 3 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.) Engine blew, needs rebuilt. A bus route will have to be shut down if we lose anymore buses, due to mechanical failure. 2. What labor and/or materials are required? Attach a copy of your quote or estimate. Will need all internal engine components and labor to install them 3. Did vendor quote prevailing wages, if applicable (e.g. repairs, construction, maintenance)? Yes No 19 4. Was vendor informed of the Intent and Affidavit filing requirements with L&I? rims Yes II No 19 5. Does vendor have a current certificate of insurance on file with the City? Check ICE: iltiOlLeijt 1.0-V12111012aungi.Contrffict Yes is 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. I understand that if this purchase is over $24,999, or if any change orders to this purchase increase the amount to $25,000 or over that or division must initiate and prepare necessary information (Resolution) to ao ise City Council that then has been an emergency situation requiring immediate action. J _ ky , rt 3 j Signature *f io - *a 1 ent Head Date 2. 3 h 5 _. Recommendation of A .e, royal by Purchasing Manager Date 3. 1 , . ) ,: i r zy , ' 1 , -- ApPrafiak h 1:--001-c-4- C 1'11,, rrdd...* r Date J t) e co ml. let - v tire forts and r v 31,0 v rd to !Wield - key sfschasing Hi forward in 1 e City III izt ager tor thief appgsval.