HomeMy WebLinkAboutPW17-385 - Other - TBD / Various - Waiver of bidding - 04/19/17 K e- cord ern
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CONTRACT COVER SHEET
This is to be completed by the Contract Manager prior to submission
to the City Clerk's Office. All portions are to be completed.
If you have questions, please contact the City Clerk's Office at 253-856-5725.
Vendor Name: TBD NJ
Vendor Dumber:
JD Edwards Number
Contract Number: PW17- I
This is assigned by City Clerk's Office
Project Name: Waiver of Bidding - Repairs to Police Vehicles
Description: 0 Interlocal agreement F1 Change Order ❑ Amendment [I Contract
® Other: Waiver of Bidding
Contract Effective Date..: 4119/ 017 Termination Date: 4/19/ 017
Contract Renewal Notice (Days):
Number of days required notice for termination or renewal or amendment
Contract Manager: R. Green Department: PW - Fleet Services
Contract Amount: $0,00
Approval Authority: E] Director Z Mayor Q, City Council Meeting Date
Detail: (ire. address, location, parcel number, tax id, etc..):
REQUEST FOR MAYOR'S SIGNATURE
ENT Prig-it on Cherry-Cored Pap
er,
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Routing Information:
(ALL REQUESTS MUST FIRST BE ROUTED THROUGH THE LAW DEPARTMENT)
Approved by Director�_
Originator: Ron Green Phone (Originator): x5680
Date Sent: 3 r-1-7-- 114 /-7 Date Required:
�73& 4 -)
Return Signed Document to: Ron Green Contract Termination Date: 12/3 1/17
VENDOR NAME: Date Finaince Notified:
n/ (orally required on contracts n/a
a $20,000 and over or on any Grant),
DATE OF COUNCIL APPROVAL: July 2013 Date Risk Manager Notified:n/a
:jeured on Non-City Standard Contracts/Agreements
Has this Document been Specificag1l Account Number:
Authorized in the Budget? OYE NO
Brief Explanation, of Document:
Waiver of bidding and signature Iprocuremlent code requirements for repairs to police,
vehicles,.
IQ P Gr. ........
I a amom EN
All Contracts Must B,e Routed Through The Law Department
(This area to be completed by the Law Dp part rpent)
Received
ApproKff orn "W. DEPT
�4 or
Law Dep ments:
Date Forwarded to M,2y2L.,__
Shaded Areas To Be Completed By Administration Staff
Received:
Recommendations and
Disposition:
RECEIVED
Date Returned:
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Ccj ODE OF KV7NT
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ADMINISTRATION
Timothy 1. LaPorte, P.E,
Public Works Director
400 West Gowe
lie Kent, WA 98032
KENT Fax: 253-856-6500 I�11 W A I I I 1 11 G
PHONE: 253-856-5500
4/6/2017
Mayor Cooke—
We recently experienced a, rash of police vehicle accidents—none of them caused
by officers---resulting in two police vehicles being totaled and three more in need
of repair. At the same time, we have been successful hiring new patrol officers
and bringing them on board. The net result is that we are sharing 20 patrol
vehicles among 50 officers. Our PW-fleet staff are unable to install and wire all
the unique electronics that are required for police vehicles soon enough, to serve
the current needs of the police department. Ron Green, fleet superintendent, has
sought out possible, vendors to complete these installations, and only two exist
within the nearby area that have the capacity to make these installations in a
timely manner. After contacting both these vendors, Mr. Green, in collaboration
with Matt Stansfield in the police department, has selected Systems for Public
Safety, Inc. as the most able and qualified vendor to perform these electronics
installations. We expect that we will outsource five vehicles at this time, and the
estimated total cost should be under $20,000,
In 2013, the city council recognized that when many of our fleet vehicles (patrol
cars, vactors, sidearm mowers, etc.) are damaged, repair or replacement can be
expensive, and it is not practical to take time to obtain competitive bids or to
seek requests for proposals before jumping in and repairing these vehicles. The
council approved a motion (attached) that authorized the public works director to
purchase goods, services, or repairs when needed in an expedited fashion so that
our staff coul:d get this equipment back into service, so long as the expenditures
were within established budgets. The motion also required that PW staff would
report back to the public works committee on a regular basis with a description of
monies expended under the authority of that motion. No time limitation was
placed' on the motion,, so, it appears to remain in effect,
In May, 2015, the council revised the city's procurement code. Since the code is
comprehensive in nature, the city attorney has advised that it would be
preferable to ask you, under the provisions of RCW 3.7'0.110 and in light of this
prior council motion, to authorize the public works director (or designee) to
continue to purchase materials, supplies, goods, services, and repairs as needed
When necessary to rapidly put the city equipment back into service and to waive
procurement code bidding requirements, so long as the expenditures are within
established budgets. We also ask that your continue the obligation to provide
regular reports of these expenditures to you and to the public works committee,.
We ask that you provide this authorization in a "blanket" fashion, as the council
> has, for the remainder of the 2017 calendar year., In the event the total cost of
0 any single job under this authorization will exceed $65,000, staff will seek Council
C!,
< authorization.
Mr. LaPorte and our Labor Relations division in Human Resources have consulted
with Teamsters Union representatives to confirm that the union does not object
(1) MAYOR SUZE FFE COOKS BMW
City of Kent Public Works Department
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to outsourcing this work. The union and the Fleet Services division will work
together to determine what work, if any, should be outsourced and will continue
to offer overtime opportunities to existing members when practical. In
conjunction with the city attorney, we will separately work on a permanent
procurement code anmendrnent to clarify the ongoing ability to quickly get
expensive equipment back into use.
If you agree with this request, we thank you and ask that you sign where
indicated below.
Sincerely,
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