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Resolution 17-11RECORD OF RESOLUTIONS Blank. Inc.. Form No, 3145 Resolution No. 17 -11 Passed 20 A RESOLUTION DECLARING CERTAIN CITY -OWNED PROPERTY AS SURPLUS AND AUTHORIZING THE CITY MANAGER TO DISPOSE OF SAID PROPERTY IN ACCORDANCE WITH SECTION 37.08 OF THE DUBLIN CODIFIED ORDINANCES WHEREAS, the City of Dublin possesses certain equipment assets used in the performance of its daily operations; and WHEREAS, these equipment assets have reached the end of their useful life for City purposes; and WHEREAS, it has been determined that the City should maximize the return on investment by selling these assets; and WHEREAS, it has been determined that intemet auction is a method through which the City may wish to dispose of these assets; and WHEREAS, the City has selected GovDeals as the vendor to implement an intemet auction NOW, HEREFORE, BE IT RESOLVED by the Council of the City of Dublin, State of Ohio, LP f the elected members concurring that: Section 1. The City Manager is hereby authorized to dispose of personal property, fleet and equipment assets that have been declared as surplus through the use of intemet auction. Section 2. This auction will be conducted using a third -party contractor, namely: GovDeals, www.GovDeals.com Robert DeBardelaben, President 5907 Carmichael Place Montgomery, AL 36117 Telephone No. (800) 613 -0156 The contract outlining the specifics of the terms and conditions under which this contractor will carry out this service to the City can be made available upon request to the Department of Finance. Section 3. The Council of the City of Dublin hereby declares the property listed in Exhibit "A" as surplus and authorizes the City Manger to dispose of said property in a manner consistent with Section 37.08 of the Dublin Codified Ordinances. Section 4. This Resolution shall take effect and be in force upon passage in accordance with Section 4.04(a) of the Revised Charter. Passed this L L�I y l day of 2011. Mayor - Pre ' g Officer ATTEST: C Clerk of Council CfrP OF DUBLIN_ Office of the City Manager 5200 Emerald Parkway • Dublin, OH 43017 -1090 Phone: 614 -410 -4400 • Fax: 614 -410 -4490 To: Members of Dublin City Council From: Marsha Grigsby, City Manager " Date: April 7, 2011 Initiated By: Michelle L. Crandall, Director of Administrative Services Re: Resolution 17 -11, Disposal of City -Owned Property (Vehicles) Summary Memo Section 37.08 of the Dublin Codified Ordinance requires City Council authorization for disposal of all motor vehicles or other property valued at $5,000 or above. As Council is aware, a replacement schedule for vehicles is identified as part of the Capital Improvements Program (CIP). Before vehicles are taken out of service, an evaluation is completed as to current condition and maintenance history. If, after the evaluation, the vehicle is determined to have had minimal maintenance costs and staff believes the vehicle provides continued value to the City, the vehicle will be maintained as part of the City's fleet and the replacement schedule will be modified. Resolution 17 -11 authorizes the City Manager to dispose of certain vehicles that are no longer in service. Staff has identified the following motor vehicles for auction. Details of the vehicles are included in the attached "Exhibit A ". • Three IHC 7400 dump trucks /snow plows ( #2922, #2223 and #2224) - Six trucks were eligible for Diesel Emissions Reduction Grant (DERG) funds. These are the final three trucks to be replaced. The DERG grant pays 49% of the cost to replace the vehicles. As part of the grant requirements, the City is required to destroy the engines and certify that the destruction was completed. • One 1997 and one 2003 Chevrolet 2500 - Both of these vehicles have failed engines. The 2003 would cost approximately $3,500 to repair. The 1997 would also be costly to repair and is scheduled for replacement this fall with a CNG vehicle. • 1999 Ford Crown Victoria's ( #1920) —This has not been used as a frontline cruiser for several years. This is being removed from the fleet due to the condition of the vehicle (rusted frame, age, mileage). • 2003 Finn Hydro Seeder —This piece of equipment was replaced in 2009 and should have been removed at that time. • Several vehicles were identified for removal from the City fleet as part of a fleet analysis completed in 2010. Five of these vehicles are currently being removed and several more will be removed once the City's new CNG vehicles are purchased and operational. The vehicles that are identified at this time for removal are as follows: o 1999 Chevrolet 5 -10 Memo re. Resolution 17 -10, Disposal of City -Owned Property (Vehicles) April 7, 2011 Page 2 of 2 o 2000 Chevrolet S -10 o 2003 GMC Sonoma 0 1999 Jeep Cherokee 0 2003 Ford Windstar • 2003 Ford Windstar (noted above) — This vehicle was recalled due to faulty axles. The dealership has offered to buy this vehicle back from the City for $6,675, a price above the Blue Book. The Blue Book value for the make, model, mileage and condition of this vehicle is as follows: Fair condition = $4475.00 Good condition = $5025.00 Excellent condition = $5375.00 Staff believes that the dealership's offer of $6,675 is fair and is more than would be realized by posting the vehicle to GovDeals. These vehicles, except for the Ford Windstar, will be sold by internet auction, as authorized by Section 37.08. Upon approval of this resolution, bidding will open as soon as practicable after April 11, 2011 and will remain open the required minimum of two weeks. This information will be posted on the City of Dublin website, along with a link to take customers directly to the auction website at www.GovDeals.com Under the terms of the City's agreement with GovDeals, the City will pay a commission to GovDeals of 7.5% of sale proceeds; however, the City will incur no cost unless the items are sold. The GovDeals site is well known among public entities and will provide a broad pool of prospective buyers for City surplus items. Recommendation Staff recommends adoption of Resolution 17 -11. Resolution 17 -11 - Exhibit Hours Year Tag # Asset # Serial Number Make & Model Dept. Mileage Used Notes 1999 2922 00008471 1 HSDAAR2XH647676 IHC Truck/Snow Plow Streets 43,852 5,530 DERG replacement truck 2000 2223 00009538 1HTSDAAR9YH276614 IHC Truck/Snow Plow Streets 46,899 4,891 DERG replacement truck 2000 2224 00009539 1HTSDAAROYH276615 IHC Truck/Snow Plow Streets 41,346 8,720 DERG replacement truck Engine seized. $3,500 to repair. Previous significant repair investments for this 2003 2321 0090668 1GCHK29UX3E263974 Chevrolet 2500 Streets 71,966 vehicle. Engine seized. Slated for 1997 4709 9739443 1GCGK29R8VE275244 Chevrolet 2500 Streets 54,475 CNG replacement in Fall 2011 Rusted Frame, High Mileage, Age. Replaced with Crown 1999 1920 00009276 2FAFP71 W6XX214459 Ford Crown Victoria Police 98,651 Victoria #10815. Identified as part of fleet 1999 3964 00009011 1GCCS19X6XK223820 Chevrolet S-1 0 Building 54,952 reduction analysis Identified as part of fleet 2003 3340 0090704 1GTCS19X438230403 GMC Sonoma Planning 48,509 reduction analysis Identified as part of fleet 2000 3925 00009301 1GCCS19WXYK157877 Chevrolet S-1 0 Engineering 30,885 reduction analysis Removed and replaced with another vehicle identified as 1999 3904 00008303 1J4FF28S9XL647641 Jeep Cherokee Facilities 69,904 part of fleet reduction analysis 1995 8250 Finn Hydro Seeder Parks 828 Replaced in 2009 Recall on axle. Dealership offering to buy back at above Blue Book value. Recreation given Events van that was part 2003 3368 0090645 2FMZA50453BB29298 Ford Windstar Van Recreation 28,768 of fleet reduction analysis