HomeMy WebLinkAboutSpecial 2013-12-09 Item 2 - Ordinance - Reenact TMC Chapter 3.80 "Equipment Rental and Replacement Fund"COUNCIL AGENDA SYNOPSIS
MeetinsDate
Prepared by
Mg ,or's review
Council rev et»
12/09/13
BG (0,
,/ ,
1,1 Ordinance
ri Bid Award
Mtg Date 0
LIl Public Hearing
illtsDate
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SPONSOR Council E Mayor E HR El DCD El Finance E Fire IT E P&R 11 Police Fl PUT/
SPONSOR'S This ordinance will update the current policies and practices for the Equipment Rental and
SUMMARY Replacement Fund. The new ordinance will replace Ordinance No. 1309 and will now cover
full replacement (not just depreciation), include all city vehicles, specifically Fire pumpers
and ladder trucks, and allow for additional funding if needed. Council is being asked to
approve the Ordinance amending Tukwila Municipal Code Chapter 3.80 for the Equipment
Rental and Replacement Fund.
REVIEWIil) BY COW Mtg. II] CA&P Cmte E F&S Cmte E Transportation Cmte
Z Utilities Cmte Arts Comm. 11 Parks Comm. El Planning Comm.
DATE: 12/02/13 COMMITTEE CI IAIR: JOE DUFFIE
RECOMMENDATIONS:
SPoNsoR/ADmiN.
COMMITTEE
Public Works
Unanimous Approval; Forward to Consent Agenda at Special Meeting
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$0.00 $0.00 $0.00
ITEM INFORMATION
ITEM No.
Spec 2
CAS NUMBER:
STAFF SPONSOR: BOB GIBERSON
ORIGINAL AGENDA DATE: 12/09/13
AGENDA ITEM TITLE Ordinance to Update Equipment Rental Fund
Tukwila Municipal Code Chapter 3.80
CATEGORY Discussion
Mtg Date 12/09/13
E Motion
AltgDate
Resolution
Mtg Date
1,1 Ordinance
ri Bid Award
Mtg Date 0
LIl Public Hearing
illtsDate
E Other
Ali's. Date
Mtg Date 12/09/13
SPONSOR Council E Mayor E HR El DCD El Finance E Fire IT E P&R 11 Police Fl PUT/
SPONSOR'S This ordinance will update the current policies and practices for the Equipment Rental and
SUMMARY Replacement Fund. The new ordinance will replace Ordinance No. 1309 and will now cover
full replacement (not just depreciation), include all city vehicles, specifically Fire pumpers
and ladder trucks, and allow for additional funding if needed. Council is being asked to
approve the Ordinance amending Tukwila Municipal Code Chapter 3.80 for the Equipment
Rental and Replacement Fund.
REVIEWIil) BY COW Mtg. II] CA&P Cmte E F&S Cmte E Transportation Cmte
Z Utilities Cmte Arts Comm. 11 Parks Comm. El Planning Comm.
DATE: 12/02/13 COMMITTEE CI IAIR: JOE DUFFIE
RECOMMENDATIONS:
SPoNsoR/ADmiN.
COMMITTEE
Public Works
Unanimous Approval; Forward to Consent Agenda at Special Meeting
COST IMPACT / FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$0.00 $0.00 $0.00
Fund Source:
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
12/09/13
MTG. DATE
ATTACHMENTS
12/09/13
Informational Memorandum dated 11/27/13
Draft Ordinance Equipment Rental & Replacement Fund
Ordinance No. 1309
Vehicle/Equipment Procurement and Replacement Policy 900-05
Minutes from the Utilities Committee meeting of 12/02/13
225
226
TO:
City of Tukwila
Jim Haggerton, Mayor
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Utilities Committee
FROM: Bob Giberson, Public Works Directo
BY: Gail Labanara, Public Works Analyst
DATE: November 27, 2013
SUBJECT: Ordinance to Update Equipment Rental Fund 501
Tukwila Municipal Code Chapter 3.80
ISSUE
The Equipment Rental Fund Ordinance requires updating to reflect current procedures.
BACKGROUND
The Equipment Rental Fund Ordinance No. 1309 was established in 1983 as state law RCW
35.21.088 requires that every city with a population over 8,000 should establish an Equipment
Rental Fund. Ordinance No. 1309 included the initial funds needed to contribute for the Equipment
Rental revolving account and the ability to charge the home unit on a monthly basis for depreciation
and maintenance. The initial ordinance included all City vehicles except for Fire Department
pumpers and ladder trucks. Ordinance No. 1309 no longer reflects the current City procedures
under the Vehicle /Equipment Procurement and Replacement Policy 900 -05.
DISCUSSION
The draft Ordinance will update the current policies and practices for the Equipment Rental and
Replacement Fund. Ordinance No. 1309 will still stand as a historical document for the
establishment of the Fund. The main changes to the Ordinance include;
• Covers full replacement of the vehicle (not just a depreciation schedule)
• All City vehicles are now included, specifically Fire pumpers and ladder trucks
• For each biennial budget, staff will include a full review of each department's fleet
requirements and criteria for replacement, which will vary depending on best practices,
type of equipment, and meeting the operational needs of the home unit.
• Additional funding can be added to the Equipment Rental and Replacement Fund, which
will enable each department to obtain the equipment that is needed to "right size" our City
fleet as well as stabilize the funding for the replacement.
RECOMMENDATION
The Council is being asked to approve the Ordinance amending Tukwila Municipal Code Chapter
3.80 for the Equipment Rental and Replacement Fund and consider this item at the December 9,
2013 Committee of the Whole Meeting and the Special Meeting that same night.
Attachments: Draft Equipment Rental & Replacement Fund Ordinance
Ordinance No. 1309
Vehicle /Equipment Procurement and Replacement Policy 900 -05
z:\public works \equipment rental (fleet)Unto memo ordinance no. 1309.doc
227
228
AFT
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
TUKWILA, WASHINGTON, REPEALING ORDINANCE NO. 1309,
AS CODIFIED AT TUKWILA MUNICIPAL CODE CHAPTER 3.80;
REENACTING TUKWILA MUNICIPAL CODE CHAPTER 3.80 AS
"EQUIPMENT RENTAL AND REPLACEMENT FUND" TO
UPDATE COVERED EQUIPMENT AND METHOD OF
REPLACEMENT FUNDING; PROVIDING FOR SEVERABILITY;
AND ESTABLISHING AN EFFECTIVE DATE.
WHEREAS, pursuant to state law, RCW 35.21.088, every city having a population
of more than 8,000 shall establish an equipment rental fund; and
WHEREAS, the City of Tukwila desires to fund for replacement of City vehicles and
related equipment; and
WHEREAS, the City desires to establish replacement criteria and an orderly
schedule of replacing necessary City vehicles and related equipment; and
WHEREAS, an update is required to accurately reflect current policies and
practices;
NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, HEREBY ORDAINS AS FOLLOWS:
Section 1. Tukwila Municipal Code (TMC) Chapter 3.80 is hereby reenacted to
read as follows:
CHAPTER 3.80
EQUIPMENT RENTAL AND REPLACEMENT FUND
Sections:
3.80.010 Established
3.80.020 Purpose of Fund
3.80.030 Sources of Revenue
3.80.040 Rental Rates
3.80.050 Administration
3.80.060 Reporting and Review
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Section 2. TMC Section 3.80.010 is hereby reenacted to read as follows:
3.80.010 Established
The fund is to be known as the Equipment Rental and Replacement (ER &R) Fund,
pursuant to RCW 35.21.088, for the purpose of operations, supplies, repairs,
maintenance, and replacement of the City's vehicles and related equipment.
Section 3. TMC Section 3.80.020 is hereby reenacted to read as follows:
3.80.020 Purpose of Fund
The purpose of the Equipment Rental and Replacement Fund shall be for the
control, operation, and maintenance of the City's fleet equipment, and for the rental of
such equipment to the various City departments at rates sufficient to meet the costs of
operation and to provide funds for acquisition and replacement of covered equipment.
Equipment in the ER &R Fund must have a replacement value of at least $5,000. All
City vehicles will be included, as well as other equipment that meets the value threshold
and requires maintenance by the Public Works Department's Fleet Division.
Section 4. TMC Section 3.80.030 is hereby reenacted to read as follows:
3.80.030 Sources of Revenue
A. The Equipment Rental and Replacement Fund shall obtain its funding by any of
the following:
1. Direct appropriation in the biennial budget;
2. Budget transfer made by ordinance from other funds of the City;
3. From proceeds received from the rental of any equipment owned by the
fund to other departments, offices, or funds of the City. This shall include transfers from
other funds or direct payment of amounts received for the use of such equipment on
reimbursable projects performed by the City;
4. From the sale of any equipment in the ER &R Fund.
B. The funds included in the Equipment Rental Fund for the origination of the
system were detailed in City of Tukwila Ordinance No. 1309, as well as calculations
related to valuations of the existing equipment at the time of the creation of the
Equipment Rental Fund.
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Page 2 of 4
Section 5. TMC Section 3.80.040 is hereby reenacted to read as follows:
3.80.040 Rental Rates
A. The administrator of the. ER &R Fund or designee shall establish a schedule of
reasonable rental rates and other charges sufficient to cover the maintenance,
operation, and replacement of the equipment. The rates shall take into consideration
the costs of operating supplies, maintenance expenses, insurance, depreciation, and
other direct and indirect costs. There shall be a contingency for the purpose of adding
additional equipment and replacement of old equipment, including shop and
administrative equipment and other items that may be reasonable or necessary in the
operation of the ER &R Fund.
B. The annual equipment replacement charge will be determined by dividing
estimated years of life into the estimated purchase price and charging the home unit on
a monthly basis. Shared equipment may be charged on a pro rata share basis.
C. Replacement exceptions occur when the replacement item is over 10 percent
of the estimated cost. The home unit is then responsible to fund the difference or, if an
addition to the fleet is proposed, the home unit will fund the entire initial purchase.
Departments will also have the ability to set aside funds for future purchases, enhancing
the ability to plan for additional capital equipment fleet requirements. These processes
will be accomplished through the ER &R transfer procedures.
Section 6. TMC Section 3.80.050 is hereby reenacted to read as follows:
3.80.050 Administration
The Public Works Department will maintain the assigned equipment and provide
the detailed records for the equipment replacement plan. All labor, materials, repairs,
replacements and other costs will flow through this system and provide the basis for
reporting. In addition, because this is a proprietary fund, it will be maintained in a
manner similar to the Water and Sewer Funds. Reconciliation with the Finance
Department will occur annually by the last day of February, following the close of the
fiscal year.
Section 7. TMC Section 3.80.060 is hereby created to read as follows:
3.80.060 Reporting and Review
An equipment replacement plan will be approved in each adopted budget. Criteria
for replacement will vary depending on fleet management best practices, type of
equipment, and meeting the operational needs of the home unit.
Section 8. Repealer. Ordinance No. 1309 is hereby repealed.
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Section 9. Corrections by City Clerk or Code Reviser. Upon approval of the
City Attorney, the City Clerk and the code reviser are authorized to make necessary
corrections to this, including the correction of clerical errors; references to other local,
state or federal laws, codes, rules, or regulations; or ordinance numbering and
section /subsection numbering.
Section 10. Severability. If any section, subsection, paragraph, sentence, clause
or phrase of this ordinance or its application to any person or situation should be held to
be invalid or unconstitutional for any reason by a court of competent jurisdiction, such
invalidity or unconstitutionality shall not affect the validity or constitutionality of the
remaining portions of this ordinance or its application to any other person or situation.
Section 11. Effective Date. This ordinance or a summary thereof shall be
published in the official newspaper of the City, and shall take effect and be in full force
five days after passage and publication as provided by law.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, WASHINGTON, at
a Special Meeting thereof this day of , 2013.
ATTEST /AUTHENTICATED:
Christy O'Flaherty, MMC, City Clerk
APPROVED AS TO FORM BY:
Office of the City Attorney
Jim Haggerton, Mayor
Filed with the City Clerk:
Passed by the City Council:
Published:
Effective Date:
Ordinance Number:
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Page 4 of 4
CITY OF TUKWILA
WASHINGTON
ORDINANCE NO /3����
AN ORDINANCE OF THE CITY OF TUKWILA, WASHINGTON,
CREATING AND ESTABLISHING A SPECIAL FUND TO BE
KNOWN AS THE EQUIPMENT RENTAL FUND (507) TO BE
USED AS A REVOLVING FUND FOR OPERATIONS, SUPPLIES,
REPAIRS, AND FOR REPLACEMENT OF THE CITY'S VEHI-
CLES AND RELATED EQUIPMENT.
WHEREAS, the City of Tukwila desires to fund for depreciation
of City vehicles and related equipment, and
WHEREAS, the City also desires to provide accurate costs for
its operating departments, and
WHEREAS, the City desires to establish replacement criteria
and an orderly schedule of City vehicles and related equipment replace-
ment.
WOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF TUKWILA,
WASHINGTON, D0 ORDAIN AS FOLLOWS:
Section 1. That there is hereby established and created a
special revolving fund to be known as the Equipment Rental Fund pursuant to
RCW 36.21,088 for the purpose of operations, supplies, repairs, and replace-
ment and maintenance of the City's vehicles and related equipment.
Section 2. Equipment in the fund must have a replacement value
of at least $2,000. Equipment from the Current, Street, Golf, Water and
Sewer Funds will be included. All vehicles except Fire Department pumpers
and ladder trucks will be incloded. Data processing equipment alarm systems,
buildings or playground equipment are not included. See Attachment °A" for
items in the Fund as of January 1, 1034.
Section 3. The funds included in the Equipment Rental Fuld will
contribute an initial amount and equipment per the schedule On Attachment
"8° over a three-year period (includes interest at lU% per annum on balance
owing.)
1984 1985 T$86 Total
Current 107,500 110,080 101,640 319.148
Golf 47°000 30,000 24,475 101,475
Street 43,500 40,000 37,675 121,176
Water 10,000 10,000 9,000 29,000
Sewer 1 l800 11 000 12 000 34,000
TOTALS 219,000 201,0 O0 134,790 604,790
The initial contribution calculation includes depreciation through
3/31/83, interest to be earned until scheduled replacement, and expected
salvage value.
The annual equipment replacement charge will be determined by
dividing estimated years of life into purchase price and charging the
"home unit" on a monthly basis. When a unit other than the home unit uses
the equipment, the using unit is charged and the home unit credited.
Replacement exceptions occur when the replacement item is a plus
or minus ten percent, the hone unit is responsible to fund the difference or
conversely receive a credit; or if a brand new item is proposed, the home
unit will fund the entire initial purchase.
Page 2
The operation and maintenance cost for each piece of equipment in the fund
will be borne by the home units. Direct costs will be charged to each piece
of equipment along witha loading factor which will cover all indirect costs.
SECTION 4. The Public Works Department will operate and
maintain the assigned equipment and provide the detailed records for the
Program. The Finance Department will maintain the present Job Cost Systems,
along with a few program adjustments, which will provide a complete accounting
system for the Program. All labor, materials, repairs, replacements and other
costs will flow through this system and provide the basis for reporting. In
addition, because this is a "Proprietary Fund", it will be maintained very
similar to the Water and Sewer Funds.
SECTION An equipment replacement plan will be approved in
each years adopted budget. Criteria for replacement will vary depending on type
of equipment.
SECTION 6. This ordinance shall be effective on the first day
of January, 1984.
PASSED BY THE CITY COUNCIL OF THE CITY OF TUKWILA, NA5UINGTON,
at a regular meeting thereof this r� day of , 4 - , 1983.
.
:
-- —
Approved as to Form:
Daniel Woo, City Attorney
in Anderson, City Clerk
Published, Record Chronicle - December 26, 1983
Record Chronicle - January 6, 1984, Republished due to editing error.
234
ATTACHMENT A, PAGE 1
ATTACHMENT A.
EQUIPMENT RENTAL WORKSHEET
(2) (3) (4) (5) (6)
Year Depreciation Value Estimated
Year Equipment Vehicle To Be Original thru on Replacement
Purchased Descri•tion Number Re ►l aced Cost 12/31/83 1/I 84 Cost
(7) (8)
Contribution Home
(9)
1984
Equipment
Capital Unit Real. Ch.arie
CURRENT FUND - POLICE
New (replace 95) -- 1984
1981 Toyota 4 -Door 84 1988
1980 Toyota Lift Back 85 1987
1976 Dodge Dart 93 1984
1975 Dodge Dart 99 1985
1983 Dodge Diplomat 86 1986
1983 Dodge Diplomat 87 1986
1980 Dodge 89 1984
1980 Dodge 96 1984
1981 Chevrolet 97 1985
1979 Dodge St. Regis K -9 98 1984
1982 . Dodge Diplomat 100 1985
1977 Pontiac 88 1984
1978 Kawasaki 388 1985
1978 Kawasaki 389 1984
1982 Kawasaki 442 1987
-0- -0-
5,856 2,501
5,585 3,205
4,330 4,330
4,000 3,600
8,679 2,899
8,679 2,899
6,706 6,706
6,706 6,706
8,687 6,517
6,499 6,499
8,424 6,514
4,931 4,931
4,327 3,727
4,706 4,706
5,462 2,182
-0- 7,500
3,355 8,500
2,380 9,000
-0- 7,500
400 8,000
5,780 13,000
5,780 13,000
-0- 11,000
-0- 11,000
2,170 12,000
-0- 11,000
1,910 12,000
-0- 7,500
600 6,500
-0- 6,000
3,280 7,000
SUBTOTALS 93,577 67,922 25,655 61,500
7,500 Admin. 935
4,500 Invest. 835
4,500 Invest. 800
6,500 Invest. 500
6,000 Invest. 400
9,500 Patrol 2,890
9,500 Patrol 2,890
10,000 Patrol 2,750
10,000 Patrol 2,750
9,000 Patrol 2,170
10,000 Patrol 2,750
9,000 Patrol 1,910
6,500 Crime Prev. 500
5,000 Traffic 600
5,000 Traffic 1,500
4,000 Traffic 1,090
116,500 25,270
CURRENT FUND - FIRE
1978 Oldsmobile 501 1988 7,300 4,3+ 2,920 14,000 8,000 Admin. 585
1983 Chevrolet 514 1993 9,055 905 8,150 16,000 4,000 Prevention 1,015
1976 Dodge Pickup 503 1986 5,500 est. 4,400 1,100 11,000 7,000 Prevention 550
1980 Dodge 4 -WD Pickup 504 1990 8,713 3,483 5,230 16,000 6,500 Training 870
1978 GMC Aid Car 508 1986 25,000 18,750 6,250 60,000 41,000 Emer. Serv. 2,085
SUBTOTALS
55,568 31,918 23,650
66,500 5,015
W
C)
ATTACHMENT A, PAGE 2
Year
Purchased
(1)
Equi pment
Description
Vehicle
EQUIPMENT RENTAL WORKSHEET
(2)
Year
To Be
(3)
Original
(4) (5)
Depreciation Value
on
thru
'(6)
Estimated
Replacement
(7)
Contribution
(8)
Home
(9)
1984
Equipment
CURRENT FUND - PUBLIC WORKS
,.. ,r..
11 ,,v-T
w
L.apttar
unit
xep1.. Charge
1980 AMC Concord
1
1990
5,280
2,120
3,160
10,000
4,500
Admin.
525
1980 AMC Concord
2
1990
5,280
2,120
3,160
10,000
4,500
Admin.
525
1977 Pontiac
25
1985
5,000
4,380
620
7,700
5,500
Eng.
620
1974 Dodge 1/2 Ton Van
21
1985
3,500
3,150
350
11,000
8,500
Eng.
350
1971 Chevrolet 1/2 Ton Van
5
1984
2,800
2,800
-0-
10,000
9,000
Bldg. Maint.
500
1975 Dodge 3/4 Pickup
18
1985
4,200
3,780
420
9,000
6,800
Park
420
1979 Dodge e/4 Pickup
20
1989
5,841
2,921
2,920
11,000
4,000
Park
585
1974 J. C. Penny Mower
61
1984
1,900
1,900
-0-
12,000
11,000
Park
650
1977 John Deer Mower
64
1987
2,400
1,680
720
12,000
7,500
Park
240
1980 Jacobsen Mower
70
1990
11,228
4,488
6,740
17,000
4,000
Park
1,125
1980 Snowco Trailer
70
1990
2,700
720
1,980
4,000
500
Park
330
SUBTOTALS
50,129
39,059
20,070
22,000 *
65,800
5,870
CURRENT FUND - RECREATION
1974 Dodge 1 Ton Van
22
1984
6,000
6.,000
-0-
12,000
11,000
Recreation
690
1976 Dodge 1 Ton Van
23
1984
6,300
6,300
-0-
12,000
11,000
Recreation
690
1977 Pontiac LeMans
24
1985
4,931
4,32.1
610
7,700
5,500
Recreation
610
SUBTOTALS
17,231
16,621
610
24,000 *
27,500
1,990
CURRENT FUND -_PLANNING
1980 Datsun Pickup
6
1988
6,000
3,000
3,000
9,000
3,000
Building
750
CURRENT FUND - ADMINISTRATION
1975 AMC Hornet
7
1987
4,500
3,375
1,125
9,000
6,500
Mayor
375
1975 Dodge Dart
10
1985
4,000
3,600
400
7,700
5,700
Mayor
400
SUBTOTALS
8,500
6,975
1,525
12,200
775
CURRENT FUND TOTALS
231,005
156,495
74,510
107,500 *
291,500
39,670
ATTACHMENT A, PAGE 3
Yea r
Purchased
(1 )
Equipment
Description
Vehicle
Number
(2)
Year
To Be
QUIPMENT RENTAL WORKSHEET
(3)
Original
(4)
Depreciation
thru
(5)
Value.
on
•(6)
Estimated
Replacement
(7)
(8)
Contribution Home
(9)
1984
Equipment
STREET
-
,. �••••
to l /u,
4v.
60 -.1 E,01
UfIIL
Kept. Lnarge
1968 2 Ton Chev. Manlift
4
1988
22,000
10,000
12,000
30,000
10,000
Street
3,000
1977 Dodge 3/4 Ton Pickup
9
1987
5,037
3,537
1,500
10,000
5,000
Street
500
1980 Dodge 1 Ton Dump Truck
15
1990
11,211
4,481
6,730
20,000
5,000
Street
1,120
1973 Chev 1 Ton Dump Truck
16
1984
3,000
3,000
-0-
15,000
13,000
Street
750
1982 Ford 2 Ton Dump Truck
28
1992
13,602
2,722
10,880
25,000
4,000
Street
1,360
1972 J. D. 500 Backhoe
50
1987
10,000
7,000
3,000
30,000
14,000
Street
1,000
1973 J. D. Mower /Loader
52
1988
6,000
4,400
1,600
16,000
6,500
Street
400
1980 Mobile Sweeper
60
1995
65,000
17,300
47,700
150,000
20,000
Street
4,335
1975 Asphalt Spreader
69
1990
6,482
3,892
2,590
15,000
4,000
Street
430
1973 Pacific Pump a Tank
72
1988
1,200
880
320
3,000,
1,000
Street
80
New Paint Striper
1984
16,500
16,500
Street
825
New 5 -Ton Roller
1984
10,000
10,000
Street
330
New Fault Detector
1984
2,000
2,000
Street
100
TOTAL STREET
143,532
57,212
86,320
43,500 *
111,000
14,230
GOLF COURSE
1974 Ford Courier Pickup
14
1985
3,310
3,000
310
8,000
6,000
Golf Course
310
1977 Cushman Scooter
505
1985
2,000
1,750
250
5,000
4,000
Golf Course
250
1978 Jacobson Mower
107
1984
11,000
11,000
-0-
15,000
13,000
Golf Course
750
1978 Greens Mower - Jacobson
108
1986
6,000
4,500
1,500
13,000
6,000
Golf Course
750
1983 Greenaire Aeriator
117
1993
6,800
680
6,120
12,000
50'0
Golf Course
680
Turf Vac
118
1986
3,000 est.
2,000
1,000
5,000
3,500
Golf Course
500
1983 Greens Mower - Toro
123
1991
10,000
1,250
8,750
18,000
2,000
Golf Course
1,250
1983 Top Dresser
124
1991
4,956
456
4,500
9,000
1,000
Golf Course
640
Yazoo Rotary Mower
111
1984
6,000 est.
6,000
-0-
12,000
12,000
Golf Course
750
1953 Ford Tractor
109
1984
3,000 est.
3,000
-0-
15,000
14,000
Golf Course
500
1953 Ford Tractor
110
1985
3,000 est.
3,000
-0-
16,000
15,000
Golf Course
Ryan Sod Cutter
112
1985
1,000 est,
1,000 est.
-0-
3,500
3,500
Golf Course
Spray Tank
116
1984
500 est,
500
-0-
5,000
5,000
Golf Course
250
West Point Aeriator
119
1986
1,000
1,000
-0-
9,000
9,000
Golf Course
TOTAL GOLF COURSE
61,566
39,136
22,430
47,000 *
94,500
6,630
CO
ATTACHMENT A, PAGE 4
Year
chased
(1)
Equipment
Descri
Vehicle
EQUIPMENT RENTAL WORKSHEET
(2) (3) (4)
Year
To Be
Original
Depreciation Value
thru on
Estimated
Replacement
(7)
Contribution
(8)
(9)
1904
Equipment
WATER
-
-
.^,~.~^
."/°`
^v
u pica/
un t
xepl' Char
1975 Ford Pickup Courier
11
1985
3,900
3,510
390
8°000
6,500
Water
390
1977 Dodge 1 Ton
12
1887
7,526
5,266
2,260
13,000
8°000 /
Water
750
1902 Dodge 3/4 Ton Pickup
29
1992
7,951
1,691
6,360
16,000
2,000
Water
795
1978 J. D. 310 Duckhoe
51
1993
20,800
8,320
12,480
40°000
4,000
Water
1,385
1975 Pincof 5000 Generator
79
1992
1,080
500
500
4^000
500
Water
60
Nev Light Bar Trailer
1984
5,500
5,500
Water
180
TOTAL WATER
41,177
19^187
21,090
9,500 *
26,500
8,560
SEWER
1977 GMC Sewer Jet
8
'
1987
15,305
10J15
4,590
30,080
16,000
Sewer
1,530
1980 Dodge 1 Ton With Box
17
1990
9,571
3`831
5,740
18,000
4"000
Sewer
955
1977 Gorman Trash Pump
63
1992
6,136
2,866
3,270
14`000
4,000
Sewer
410
New Hydraulic Comp. Backhoe
1984
5,800
5,800
Sewer
195
TOTAL SEWER
31,02
17,412
13,600
5,800 *
29,800
3,090
EQUIPMENT RENTAL
1975 Dodge 1/2 Ton Van
13
1985
3`900
3,510
390
8,000
6,000
Equip.
Rent.
398
1974 Ingram Port. Compressor
55
1989
4,250
2,830
1,420
10,000
5,000
Equip.
Rent.
285
1872 Lincoln Welder
TOTAL EQUIPMENT RENTAL
62
1987
3,000
11.150
2,200
8,540
800
2,610
5,000
3,000
14
Equip,
Rent.
265
940
940
GRAND TOTAL
519,442
297,982
221,460
209,300 *
567,300
68,120
(l) Initial contribution will be made by Current Fund,
* 1984 Scheduled Replacement only.
Index: 900 -05
Page 1 of 5
TITLE: VEHICLE /EQUIPMENT PROCUREMENT &
REPLACEMENT POLICY
PURPOSE:
To outline the City's fleet management program to support the departmental core duties in the
most budget responsible manner and to establish general procedures for the planning and
purchasing of fleet inventory capital equipment.
REFERENCES:
Tukwila Municipal Code Chapter 3.80, Equipment Rental Fund
RCW 35.21.088
Ordinance No. 1309
NFPA 1901
POLICY STATEMENT:
Consistent and predictable timelines for purchase of capital equipment in the 501 Fund promotes
efficiency and department satisfaction. Equipment will be purchased in a manner that best meets
the overall needs of the City and that is consistent with City policy and State law. Working
closely with customer departments and Finance, it shall be the responsibility of Fleet Services to
plan, budget, and purchase capital equipment in accordance with the Tukwila Municipal Code
and schedule listed in this policy.
DEFINITIONS:
Heavy apparatus means pumper, aerial ladder, vactor waste truck, heavy rescue, SWAT Van, or
vehicles where the gross vehicle weight is in excess of 8,500 lbs.
Passenger vehicle means sedans, light -duty trucks, station wagons, SUVs, vans (cargo and
passenger), motorcycles, 4x4s, or any other vehicle where the gross vehicle weight is less than
8,500 lbs.
PROCEDURES:
INTRODUCTION
The City of Tukwila requires vehicles and equipment for service delivery, law enforcement, street
maintenance, utilities maintenance, inspections, fire suppression, parks maintenance, emergency
response, and administrative services. The fleet has a significant budget impact on the City. The
objective of this vehicle replacement guideline /procedure is to promote an orderly plan for
purchasing and funding a standardized fleet replacement program and to identify future
departmental fleet and equipment requirements.
239
TITLE: VEHICLE /EQUIPMENT
PROCUREMENT & REPLACEMENT POLICY
Index: 900 -05
Page 2
of 5
All City vehicles and equipment acquired and maintained shall be recommended for replacement
in accordance with this guideline.
1) The guidelines for vehicles /equipment considered for replacement are based upon the unit
meeting predetermined age and/or mileage criteria. Additional consideration will also be
given to functionality and overall condition of the vehicle. Priority will be given to those
departments whose services relate to public health and safety and emergency response
(First Responders).
a) As passenger vehicles reach the targeted miles or age for replacement, Fleet
Management will perform a vehicle maintenance evaluation. Factors that will be
considered in the evaluation of passenger vehicles include:
• Mileage - The most heavily weighted factor.
• Maintenance Costs - The second most important factor.
• Vehicle Age - Age alone does not provide a direct correlation to reliability or
maintenance; mileage is a far more accurate gauge.
• Vehicle must be fully depreciated.
b) Factors that will be considered in the evaluation of heavy apparatus include:
• Mileage - Experience has shown that beyond 100,000 miles, reliability begins to
drop significantly.
• Vehicle Age - With increased age comes a decrease in features and performance.
As an example, NFPA 1901, Standard for Automotive Fire Apparatus (2008
edition), does not recommend a specific lifespan for fire apparatus because of all
the various factors that impact life span. An apparatus may be used as a front line
piece of equipment for 5 to 10 years, depending on usage factors, or apparatus
greater than 15 years that have been properly maintained and that are still in
serviceable condition can be placed in reserve status.
• Maintenance Costs - There are far fewer heavy apparatus -type vehicles in the fleet.
As a result, there is a far greater impact upon a Department's ability to fulfill its
mission when one of these vehicles is unavailable due to maintenance and repair
needs.
• Vehicle must be fully depreciated.
2) REPLACEMENT CRITERIAM - Timely replacement ensures vehicles /equipment are
replaced once the vehicle's life cycle or economic costs reach a minimum. Anticipated
depreciation and resale value are considerations in replacing vehicles; however other
criteria such as operating costs, safety standards and departmental needs are also
evaluated.
Fleet Management recommends replacement of a vehicle based on the criteria met for
each class of vehicle. A technical /maintenance evaluation of requested replacement
vehicles will be performed by Fleet Management staff and forwarded to the Public Works
Director for approval and inclusion in the budget. The targeted replacement cycles, in
terms of recommended minimum years and miles, are as follows:
240
TITLE: VEHICLE /EQUIPMENT
PROCUREMENT & REPLACEMENT POLICY
Index: 900 -05
Page 3
of 5
Description
Automobiles
Sedans, Station Wagons
Law Enforcement Patrol
Motorcycles
Vans
Passenger
Cargo
Light Duty Trucks
Age/Miles
7 yrs /100,000 miles
3 yrs /100,000 miles
4 yrs /85,000 miles
8 yrs /110,000 miles
10 yrs /110,000 miles
Pickup & 4 x 4 7 yrs /100,000 miles
Sports Utility 7 yrs /100,000 miles
Medium & Heavy Duty Trucks /Apparatus
Aerial Ladder 10 yrs
Aid Car 5 yrs
Dump Truck 15 yrs /4,000 hours
Flatbed 15 yrs /4,000 hours
Pumper 10 yrs
Rescue 15 yrs
Vactor Waste 8 yrs /3,000 hours
Miscellaneous Equipment
Backhoe 10 yrs /4,000 hours
Forklift 10 yrs
Generator (Pad Mounted) 20 yrs
Grounds Keeping Equipment 10 yrs
Manlift 10 yrs
Mower 7 yrs
Sweeper 10 yrs /4,000 hours
Tractor 10 yrs /4,000 hours
Utility Cart 8 yrs
Note: (» The above vehicle /equipment criteria are from the National Association of Fleet Administrators 1998 Lifecycle
Survey, NFPA 1901 Annex D Standards for Automotive Fire Apparatus (2003 ed.), and Tukwila Fleet Management
historical data.
3) ACQUISITION - Public Works' Fleet Services is responsible for acquiring all City
vehicles and fleet equipment inventory using the most cost effective and `best practice'
method to meet the City's need in providing core services.
Annually, Fleet Management and the User department will jointly review departmental
requirements and vehicle specifications. It is Fleet Management's goal to select the
proper vehicle for the customer. Suitability and appropriateness for the job intended,
balanced by initial cost, depreciation/resale value, and maintenance factors are the primary
objectives for the fleet operating review. Compatibility with the rest of the fleet, fuel
economy, safety /repair records, and serviceability are also important considerations.
The City has created a Vehicle/Equipment Technical Committee to establish standardized
platforms; e.g. police cruisers, sedans, command vehicles for First Responders, etc. It is
the responsibility of the Committee to review current standardized platforms and ascertain
if the vehicle is meeting the criteria established. The Committee reviews all proposed
changes to an established platform configuration and forwards their recommendation to
the Executive Committee (Fire Chief, Police Chief, Public Works Director, and Finance
Director) for final approval.
241
TITLE: VEHICLE/EQUIPMENT
PROCUREMENT & REPLACEMENT POLICY
Index: 900 -05
Page 4 of 5
Once the replacement cycle is complete, the replaced vehicle is turned in to the Fleet
Department and evaluated for:
• Placement into the standby /loaner /reserve pool;
• Reassigned as a "low usage" vehicle to another Department; or
• Declared surplus and sold at auction unless another disposal method is chosen by
the City Council.
a) VEHICLE REQUEST FORM - If a Department requests to add, replace, or transfer a
vehicle in their fleet, a completed Vehicle Request Form shall be submitted during the
annual vehicle replacement process (March - July). Each Department Head shall
review and approve all requests for replacement, addition, or transfer before
submitting the request to Fleet Management. All special requirements, as noted on the
request form, require justification data. If the request involves changing an existing,
established standardized platform, then the request must first be reviewed and
endorsed by the Vehicle /Equipment Technical Committee.
b) The Public Works Director shall be responsible for taking action on all vehicle
requests by either: Putting the proposed replacement vehicle on the list and include
the cost in the next budget process; Transferring the vehicle to a new department;
Adding the vehicle to a department's fleet inventory and seeking additional future
funding for replacement and increased maintenance costs during the next budget
process. (Note: Additions are defined as any increase in the total number of vehicles
assigned to a City Department.)
c) If funding is not provided during the budget process, then the vehicle will not be
included on the replacement list. Similarly, for an addition to the fleet, if funding for
replacement and increased maintenance costs have not been included in the budget,
then the vehicle shall be declared surplus and sold at auction.
d) The procedure for requesting a vehicle for the fleet is as follows:
e)
Who Takes the Action?
Vehicle requestor
Department Head
Fleet Management
Public Works Director
Action Taken
Establishes justification for the vehicle.
Verifies and approves justification for the vehicle.
Approves fleet transfer, addition to the fleet, or
replacement request. Forwards request to Fleet.
Performs vehicle evaluation and makes a
recommendation to the Public Works Director.
Approves or denies request/transfer; places vehicle on the
replacement list or adds to fleet inventory and seeks
budget funding.
If the request is denied, notifies requesting Department
Head and provides reasoning.
Mayor /City Council Approves Budget
Should the requesting Department Head and the Public Works Director not agree
concerning replacing the vehicle or adding it to the fleet's inventory, then both
242
TITLE: VEHICLE /EQUIPMENT
PROCUREMENT & REPLACEMENT POLICY
Index: 900 -05
Page 5
of 5
Department Heads shall submit their positions in writing to the City Administrator for
a final decision. A decision will be made no later than July of each year such that the
appropriate budget action can be taken.
f) VEHICLE REQUEST CYCLE - Fleet Management will initiate the vehicle
request/replacement cycle in March of each year. From March through July, Fleet
Management shall work with the Departments to create and recommend a vehicle
replacement list based upon budget guidelines provided by the Mayor.
MID -YEAR REQUESTS - If there is an immediate operational need or if a
Department desires to add or replace a vehicle to the fleet outside the annual vehicle
replacement request process (March — July), a completed Vehicle Request Form shall
be submitted for processing as soon as possible. In addition to the Vehicle Request
Form, a budget amendment request for funding must be submitted to, and approved
by, the Finance Director and included with the request form before any action can be
taken.
g)
h) APPROVAL PROCESS - It is important that each completed Vehicle Request Form
follow the above approval process. Fleet Management reviews all requests once
submitted with proper approvals. Once reviewed, requests are presented to the Public
Works Director for recommendation and approval, then the annual vehicle
replacement request is forwarded to the Mayor and City Council for approval and
adoption as part of the budget process.
END
Title:
VEHICLE/EQUIPMENT PROCUREMENT &
REPLACEMENT POLICY
Initiating Department:
Public Works
Effective Date:
03/01/2011
Supercedes:
300 -13
Mayor's Office Approval Signature:
243
244
UTILITIES COMMITTEE
Meeting Minutes
December 2, 2013 — 5:00 p.m. — Conference Room 1
PRESENT
Councilmembers:
Staff:
Guest:
City of Tukwila
Utilities Committee
Joe Duffle, Chair; Allan Ekberg and Verna Seal
Bob Giberson, Frank Iriarte, Gail Labanara, Robin Tischmak, Greg Villanueva,
Pat Brodin, Tanya Taylor, Laurel Humphrey
Chuck Clarke, Cascade Water Alliance
CALL TO ORDER: Committee Chair Duffle called the meeting to order at 5:00 p.m.
I. PRESENTATIONS
No presentations.
II. BUSINESS AGENDA
A. 2013 Surface Water Management Program Survey and Assessment.
The City's National Pollutant Discharge Elimination System (NPDES) Phase II general permit requires that
the City measure public stormwater knowledge and behavior. Hebert Research, Inc. conducted the 2013
phone survey and assessment on behalf of the City, and the results were positive, indicating overall
progress. The number of correct responses given by residents on priority 1 issues rose from 41.9% in 2012
to 44.9% in 2013. The percentage of residents who know to call the Department of Public Works in case of
an illicit discharge rose to 28.2% from 19.7% in 2012. Communication on this topic will remain a priority.
The businesses surveyed correctly answered between 75 and 100 %. INFORMATION ONLY.
B. Ordinance: Update Equipment Rental Fund
Staff is seeking Council approval of an ordinance that would amend Tukwila Municipal Code Chapter 3.80,
"Equipment Rental Fund" to reflect current procedures under the current Vehicle /Equipment Procurement
and Replacement Policy 900 -05. The primary changes to the code are:
• Full vehicle replacement is covered
• All City vehicles are included, specifically fire pumpers and ladder trucks
• Fleet requirements by department will be included in each biennial budget
• Funds can be added to the Equipment Rental and Replacement Fund, enabling "right sizing" of the
City fleet.
UNANIMOUS APPROVAL. FORWARD TO DECEMBER 9 SPECIAL MEETING CONSENT
AGENDA.
C. Cascade Water Alliance Presentation
Chuck Clarke, CEO of Cascade Water Alliance, shared a presentation outlining highlights from the past
year, including major actions taken, changes to supply and demand forecasts, changes to future water
supply strategies and long -term rate impacts, 2014 rates, and changes to water efficiency (conservation)
programs. INFORMATION ONLY.
III. MISCELLANEOUS
Meeting adjourned at 5:38p.m.
Next meeting: TBD, 2014
Committee Chair Approval
Minutbs by LH. Reviewed by GL.
245