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38-10 ResolutionRECORD OF RESOLUTIONS Resolution No. 38 -10 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 internet 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 internet auction. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of Dublin, State of Ohio, of 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 internet auction. Section 2. This auction will be conducted using a third -parry 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 Manager 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. .. y 1 1 Mayor - I/ / /rJ/�u. � ►i_ �� /Limit i _ Offi ATTEST: Clerk of Council CITY OF DUBLIN_ Office of the City Manager 5200 Emerald Parkway • Dublin, OA 43017 -1090 Phone: 614 -410 -4400 • Fax: 614 - 410 -4490 To: Members of Dublin City Council From: Terry Foegler, City Manager-"-� Date: August 19, 2010 Initiated By: Marsha Grigsby, Deputy City Manager/Director of Finance Bryan K. Thurman, Deputy Director of Finance Re: Resolution 38 -10, 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 38 -10 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. Two 1998 BMW motorcycles ( #lOM1 and #IOM2) — These vehicles were replaced in 2010 due to age, reliability and high maintenance costs. Two 2007 Ford Crown Victorias ( #1716 and #1719) - The standard replacement schedule for front line cruisers is every three years or 90,000 miles, whichever comes first. The current mileage for these vehicles is 101,692 and 125,110 respectively. These vehicles were taken out of service and replaced with similar vehicles in 2010, and Fleet staff has recommended disposal. At times, if there is a need to replace a Community Education Vehicle (CEU) vehicle, a front line vehicle is re- equipped as a CEU vehicle and the CEU vehicle is then sold. At this time, there is not a need to replace a CEU vehicle. CEU vehicles receive very few miles and it is more advantageous for the City to sell the newer front line vehicle. Two 2007 Ford Crown Victori as ( #1723 and #1724) - As stated above, the standard replacement schedule for front line cruisers is every three years or 90,000 miles, whichever comes first. The current mileage for these vehicles is 102,310 and 93,932 respectively. These vehicles will be taken out of service in 2010 and replaced with Chevy Tahoe SUVs. As part of our fleet utilization analysis, it was determined the Tahoes would improve the Police department's ability to meet the goal of operational readiness and also improve their capabilities during weather emergencies. Memo re. Resolution 38 -10, Disposal of City -Owned Property (Vehicles) August 19, 2010 Page 2 of 2 • 2008 Ford Crown Victoria ( #10825) —This vehicle was wrecked and considered a total loss. The vehicle was replaced and the City purchased the totaled vehicle and stripped it for parts. The estimated value of the parts is in excess of $5,000 and far exceeded the cost to purchase the vehicle. The vehicle will be sold as a salvage vehicle. • 2008 Ford Crown Victoria ( #10815) — This vehicle was wrecked and considered a total loss. The City purchased the totaled vehicle and stripped it for parts. The estimated value of the parts is in excess of $5,000 and far exceeded the cost to purchase the vehicle. The vehicle will be sold as a salvage vehicle. As part of the fleet utilization analysis, it was determined that the vehicle is no longer needed and will not be replaced. • 1999 Ford Crown Victoria ( 91915) — This vehicle was wrecked and has been replaced. • Three IHC 7400 dump trucks /snow plows ( #2702, #2901 and 42921) - Six trucks were eligible for Diesel Emissions Reduction Grant (DERG) funds. These three trucks have been replaced. Two of the remaining trucks are scheduled to be replaced in 2010 and the final one in 2011. 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. This has been completed and the City has received reimbursement for the above vehicles. • 1978 Jaguar XJ 6L — This vehicle was left on the property when the City purchased the site where the Dublin Arts Council is currently located. After several years, the City has been able to secure the title and can dispose of the vehicle. The vehicle is in poor condition. • 2002 Schwartz street sweeper — The City currently contracts most of its street sweeping and currently owns two street sweepers. This street sweeper is in need of major repairs and the City no longer needs the sweeper. The City will continue to maintain the newer street sweeper for use on an as needed basis. • 1997 Ford F250 — This vehicle is in need of major repairs, including extensive front end work, steering repairs and rear axle work. As part of the fleet utilization analysis, it was determined that the vehicle is no longer needed and will not be replaced. The vehicles 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 August 23, 2010 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 38 -10 at the August 23, 2010 City Council meeting. Exhibit SACouncil Packets \2010 \08 -23 -10 Council Meeting \Res 38 -10 -attachment re Vehicles 8- 23- 2010.xls 8/18/2010 i i I Hours Year Tag # Asset # Serial Number Make & Model Dept. Mileage I Used Notes 1998 1 10M1 10973646 WB10418ALWZC64176 BMW Motorcycle Police 35,669 1 Replaced with 110M1 1998E 10M2 109739462 WB10418A2WZC64204 BMW Motorcycle I Police ( 19,766 Replaced with 110M2 2007! 1716 097407791 2FAFP71W97X102481 Ford Crown Victoria ' Police Replaced by 11016 new 101,692 Crown Victoria f Replaced by 11017 new 2007 1719 1 ! 097407741 2FAFP71WX7X102487 Ford Crown Victoria 1 Police E 125,110 Crown Victoria 2007 1723 1 09740772 2FAFP71 W87X102486 Ford Crown Victoria Police 102,310 Replaced by Tahoes 2007 1724 109740771 2FAFP71W67X102485 Ford Crown Victoria Police 93,932 Replaced byTahoes Vehicle was wrecked. Parts were stripped of all good parts and put on 20081 10825 109741331 2FAHP71V48X176800 Ford Crown Victoria ( Police 36,279 11019 Vehicle was wrecked and we stripped of all good 2008 10815 ( 097413291 2FAHP71V88X176802 ! Ford Crown Victoria - Police l 35,220 parts and put on 11015 Wrecked vehicle. 1999 1915 100009282 2FAFP7lW8XX214463 Ford Crown Victoria Police 38,008 1 Replaced. i 19971 2702 00007484 1HTSCAAM9VH464228 IHC Truck /Snow Plow Streets! 33,495 i 3697 DERG replacement truck 19991 2901 i 00008575; 1 HTSCAAMOXH656303 IHC Truck /Snow Plow Streets! 30,339 3087 DERG replacement truck 1999 2921 00008472 1HTSDAAR2XH647675 IHC Truck /Snow Plow Streets 29,555 4752 DERG replacement truck 1978 N/A JAVLN49C109777 j JaguarXJ6L !Streets 74,659' Schwarz Street I Rear collection box is 2002 2264 00011818 49HAADVB82DK14164 Sweeper Streets) 53,897 1954 rusted needs replaced 1997 4707 00007677 ! 1 FTEF271-3VNC85299 Ford F250 Truck, Streetsl 59,342 Major repairs needed SACouncil Packets \2010 \08 -23 -10 Council Meeting \Res 38 -10 -attachment re Vehicles 8- 23- 2010.xls 8/18/2010