6.2 Resolution No. 23-8121 2023 Vehicle & Equipment PurchasesCITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION DATE TIME
03/27/2023 4:00 P.M.
AGENDA SECTION ORIGINATING DEPARTMENT: FISCAL APPROVAL:
NO: 6
YV
BY:
Finance & Administration FINAL APPROVAL:
ITEM
NO: 2
Page 1 BY: Debbie Pack, Director h BY: ji'l IS:
1 W(C./
ITEM: Resolution No. 23-812.1
Approve Resolution No. 23-8121 authorizing the City Manager to execute agreements for the
purchase of Vehicles and Equipment approved under the 2023 Sub-CIP.
BACKGROUND:
On February 6, 2023, (Resolution 23-8103) the City Commission approved the 2023 sub-CIP. In that
action Commission approved the purchase of eighty two (82) items under Vehicles and Equipment
from the Sales Tax Capital, Sanitation and Solid Waste Funds for various departments for a total
estimated cost of $2,032,326 plus a $250,000 allocation to be used for Parks Vehicle and Equipment
purchases in 2023.
Staff from Central Garage work with departments to compile a detailed list of specifications based on
the needs of the department. Specifications are intended to be generic enough that any manufacturer
could meet them; however, in some cases the particular need may not be available in a certain brand.
For example, if a particular size alternator is needed to run ancilliary equipment, that size alternator
may not be available in all makes.
Staff solicited bids for twenty three (23) of the vehicles and equipment that were approved in the sub-
CIP. Detailed bid tabulations for those moving forward at this time are attached.
Estimated costs for the Vehicles and Equipment being brought forward in this action were established
during the 2023 budget process in May of 2022.
The following bids were under bud et and are being recommended for award to the low bidder:
Description
Dept.
Funding
Budgeted
Recommended
Recommended Bidder
Source
Amount
Bid Amount
Two (2) 30 Yard
Solid Waste
Solid
17,500
12,515
Downing Sales & Services,
Portable Waste
Waste
Inc.
Containers
Fund
Four (4) Portable Litter
Solid Waste
Solid
38,000
33,000
Metta Technologies, Inc.
Fences
Waste
Fund
Two (2) Daily Cover
Solid Waste
Solid
11,500
9,825
Tarp -O -Matic
Tarps
Waste
Fund
One (1) 25 Yard Rear
Sanitation
Sanitation
160,000
107,612*
Truck Component Services
Load Packer Truck
Fund
*Net of trade in allowance
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION DATE TIME
03/27/2023 4:00 P.M.
AGENDA SECTION ORIGINATING DEPARTMENT: FISCAL APPROVAL:
NO:
BY:
ITEM Finance & Administration FINAL APPROVAL:
NO:
Page 2 BY: Debbie Pack, Director BY:
The following bids are being recommended to be awarded to a bid that is not from the lowest bidder
for the noted reason(s) and are under budget. See attached bid summary for a list of all bids on each
item and justification for not recommending low bid.
Dept Funding Budgeted Recommended Recommended Reason(s) low
Description Source Amount Bid Amount Bidder bid not
recommended
One (1) 60" Zero PW- Did not meet
Turn Mower Streets Sales Tax 16,320 13,407 Hometown Minimum
Outdoor Power Horsepower spec
The following bids were the low bid and are over budget; however, staff is recommending awarding
them as bid:
Description
Dept.
Funding
Budgeted
Recommended
Recommended Bidder
One (1)
Solid
Source
Amount
Bid Amount
One (1) 15' Flex Wing
PW — Flood
Sales Tax
22,032
24,500
G&R Implement
Rotary Cutter
Control
Equipment
met several
One (1) 30' Boom
PW— Flood
Sales Tax
140,000
144,230.65*
Alamo Industrial
Mower (Rebuild)
Control
Power
*includes $4,453.20 in freight
The following bids are being recommended to be rejected for the reasons noted:
Description
Dept
Budgeted
Amount
Bidder
Reason(s)
Recommended
Action
One (1)
Solid
1,026,000
1) Berry
Dozer
Waste
Tractor &
Neither bid
Rebid
Equipment
met several
2) Central
specifications*
Power
Systems
*Spec was for a D7 dozer which is a mid-range size and what is needed in terms of power and life
expectancy. The spec included a high drive motor (position on drive train) which keeps the motor out
of mud and other debris resulting in longer life expectancy and lower upkeep costs. Both bids received
were for low drive among other deficiencies.
AGENDA SECTION
NO:
ITEM
NO:
Page 3
FISCAL NOTE:
Budget Summary:
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION DATE TIME
03/27/2023 4:00 P.M.
ORIGINATING DEPARTMENT:
Finance & Administration
BY: Debbie Pack, Director
FISCAL APPROVAL:
BY:
FINAL APPROVAL:
M
Fund
2023
Budget
Recommended
Bids
Estimated Cost
of Remaining
Items to be Bid
Under(Over)Budget
Sales Tax
584,329
182,138
396,737
5,454
Sanitation
160,000
107,612
0
52,388
Solid Waste
1,093,000
55,340
1,026,000
11,660
If the remaining items come in on budget, it is anticipated that the ending fund balance in the Vehicle
& Equipment Capital Reserve Fund will be around $896,000.
COMMISSION ACTION OR RECOMMENDED ACTION:
Staff has identified the following options for the City Commission's consideration:
1.) Approve Resolution No. 23-8121 authorizing the City Manager to execute agreements with
selected vendors
2.) Approve Resolution No. 23-8121 authorizing the City Manager to execute agreements with
selected vendors with amendments City Commission deems appropriate.
3.) Postpone consideration of Resolution No. 23-8121 to a specific date and time and provide staff
with direction on additional information needed to reconsider the purchase/rebids.
4.) Do not approve Resolution No. 23-8121 and provide staff with direction resulting in rebidding,
delay of delivery and possible cost increases.
Staff recommends Option #1
Attachments: Resolution No. 23-8121
2023 Vehicle & Equipment Bid Sheets
2023 Sub-CIP — Vehicles & Equipment
RESOLUTION NUMBER 23-8121
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE
AGREEMENTS WITH VARIOUS VENDORS FOR THE PURCHASE OF VEHICLES AND
EQUIPMENT APPROVED ON THE 2023 SUB-CIP.
BE IT RESOLVED by the Governing Body of the City
Section 1. The City Manager is authorized to execute a
purchase listed equipment/vehicles approved on the 202 Sub-(
terms and conditions of the agreements.
Kansas:
with the following vendors to
bruary 6, 2023, subject to the
Bid Amount
Description
-','Recommended Bidder
Action
Two (2) 30 Yard Portable Waste
Downing Sales &..
12,515
Containers
Services,
Award
Inc,
Four (4) Portable Litter Fences
metra" Technologies,
33,000
Inc.Award
Two (2) Daily Cover Tarps
Tarp-O=Matic
9,825
Award
One (1) 60" zero"Turn Mowgr
Hometown " Outdoor
13,407
,
Power
Award
One (1) 25 Yard 'Pear Load Packer'Truck ;Tack Component 107,612
Services Award
One (1) 15' Flex Wing') ' Cutter G&R Implement 24,500
Award
One (1) 30' Boom Mower 7777 Alamo Industrial 144, 230.65 Award
Section 2. The City Clerk is hereby directed to file and retain the original agreement according to
the City of Salina Records Management Policy.
Section 3. This resolution shall be in full force and effect from and after its adoption.
Adopted by the Board of Commissioners and signed by the Mayor this 27" day of March, 2023.
Michael L. Hoppock, Mayor
(SEAL)
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