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HomeMy WebLinkAboutResolution No. 2021-002 A Resolution of the City Council of the City of Arlington, Washington, Declaring that the Purchase of Lighted X Displays for the Arlington Municipal Airport... RESOLUTION NO. 2021-002 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARLINGTON, WASHINGTON, DECLARING THAT THE PURCHASE OF "LIGHTED X" DISPLAYS FOR THE ARLINGTON MUNICIPAL AIRPORT IS A PURCHASE INVOLVING SPECIAL MARKET CONDITIONS AND AUTHORIZING NEGOTIATION WITH THE SUPPLIER OF THE EQUIPMENT WHEREAS, the City of Arlington is obligated to follow competitive bidding statutes except in certain circumstances defined by state law when competitive bidding is not feasible or in the best interests of the city; and WHEREAS, when competitive bidding is not feasible or in the best interests of the City RCW 35.23,352 requires written findings to that effect; and WHEREAS, the City Council of the City of Arlington wishes to make written findings in support of its decision to purchase certain equipment subject to special market conditions; and WHEREAS, certain used equipment has been identified as available for sale that fits the specific needs of the City at a very favorable price and may be sold before the City could complete a formal bidding process; and WHEREAS, RCW 39.04.280(1) provides a "special facilities or market condition" exception from competitive bidding requirements for purchases of materials, supplies, or equipment; and WHEREAS, although the term "special facilities or market condition" is not defined in the statute, the Municipal Research and Services Center (MRSC) has opined that used equipment offered at a very favorable price combined with the risk it could be sold before a county has a chance to complete the bidding process constitutes a special market condition'; and WHEREAS, City staff along with the concurrence of the City Attorney is requesting the City to invoke the "special market conditions" exception to competitive bidding to proceed with the purchase of the used lighted X units; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF ARLINGTON, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: http://mrsc.org/Home/Explore-Topics/Public-Works/Purchasing-and-Bidding/Purchasing-and-Bidding-for- Washington-State-Local/Purchasing-and-Bidding-Definitions-Exemptions-and,aspx#specialfaciIi ties RESOLUTION NO. 2021-002 1 1. Findings. The City Council finds as follows: a. Currently, the Arlington Municipal Airport has two "lighted X" displays that have been utilized over the last 15-20 years and while they have sufficed for most projects, the Airport has nonetheless had to rent additional X's in support of construction projects. b. Additionally, the Airport this year had to invest $5,500 on its current lighted X's in replacement generator, LED lighting update and rental for a standalone generator while it was down during a construction project. c. Because the Airport operates two separate runways, a total of four lighted X's are required for extended closures of both runways. d. Purchase of additional X's will update and ensure proper supply of lighted X's to conduct projects and safely close runways. e. The City has found two lighted X units for sale by Inland Asphalt Company of Yakima, WA, who are offering these items for sale at a price of$15,000 for two items ($7,500 each), which is nearly 60% reduction in price and a $21,000 savings over the new purchase price for the same model and type. f. These lighted X equipment items rarely make it to the marketplace and typically when they do they are in very poor condition; after an extensive comparative search City staff has found only a handful of used X's around the country available for sale, all of which were in exceedingly poor condition and were as much or more in cost than the units currently available for sale through Inland Asphalt Company of Yakima, WA. g. The units being considered for purchase have been used on one project only and total approximately 1500 hours of use per unit. They are FAA approved and LED lighted. 2. Based on the foregoing findings, the City Council hereby declares that the proposed purchase of the "Lighted X" displays is a purchase involving special market conditions within the meaning of RCW 39,04.280 and the City's financial policies. Pursuant to RCW 39.04.280(1)(b) competitive bidding shall be waived and City staff is hereby authorized to negotiate with Inland Asphalt Company of Yakima, WA for the purchase of the equipment at the estimated total cost of$15,000.00. RESOLUTION NO, 2021-002 2 APPROVED by the Mayor and City Council of the City of Arlington this 19th day of January, 2021. CITY OF ARLINGTON Barbara Tolbert, Mayor ATTEST: Ak ' Q/Ii Wendy Van ter Meersche, City Clerk APPROVED AS TO FORM: Stev n J le, ty Attorney RESOLUTION NO. 2021-002 3 Exhibit A History and Proposed Purchase Documents Arlington Municipal Airport is proposing the purchase of two additional lighted X's used for visual aids in order to close runways at the Airport during: • Construction • Accidents and incidents • Events • Natural disasters or Airport staging during such events This is standard practice for airports and specified by the FAA for extended closures like the ones fore mentioned.The Airport will need these lighted X's for upcoming projects. Currently,the Airport has two lighted X's that have been utilized over the last 15-20 years and while they have sufficed for most projects the Airport has nonetheless had to rent additional X's in support of construction projects. Additionally, it should be noted that the Airport this year had to invest$5,500 on its current lighted X's in replacement generator, LED lighting update and rental for a standalone generator while it was down during the construction project. Because the Airport operates two separate runways a total of four lighted X's are required for extended closures of both runways. Purchase of these additional X's will update and insure proper supply of lighted X's to conduct projects and safely close runways. The units we are proposing have been used on one project only and total approximately 1500 hours of use per unit. They are FAA approved and LED lighted.The total cost of$15,000 plus tax represent a nearly 60% reduced costs of new lighted X's of the same model and type. These lighted X equipment items rarely make it to the marketplace and typically when they do they are in very poor condition. Currently after an extensive comparative search there were only a handful of used X's around the country available for sale. All were in exceedingly poor condition and were as much or more in cost than the units proposed. Benefits to this purchase: • Savings of over$21,000 over new purchases that the Airport will need to make for currently scheduled upcoming projects. • Ability to close all runways simultaneously(currently not able to do so). Given the use of the Arlington Airport for use in mass casualty incident,Cascadia rising, Pandemic mass inoculation sites,there are times when multiple areas of the Airport may need to be shut down or restricted access.This would prepare the Airport for the necessary closures now and at a significant savings of money and time. • Upgrade to current stock of lighted X's that ultimately will need to be replaced in a few years. • Short time use on these particular units ensure a nearly new condition on a quality FAA approved piece of equipment for use by the Airport for years to come. • Lack of available comparable used units nationwide limits any possible reasonable bid process.These simply are not commonly found in the used market much less within the same state (these are located in Yakima). .��? C � I G ------�_ '— ���� � 1 1 C r � ,' U1 ' ll �. � �'I �` • . �` i i s. Inland Asphalt Company An Equal Opportunity Employer' ' Pa 955 Lacy Road • Richland,WA 99352 509.943.0674 Contractor Registration#INLANAC9840t( Fax: 509.946.4954 To: Arlington Municipal Airport Contact: Marty D.Wray Address: 18204 59th Drive NE,STE A Phone: Arlington,WA 98223 Fax: Project Name: Runway Closure Markers Bid Number: Project Location: Bid Date: 1/7/2021 Item# Item Description Estimated Quantity Unit Unit Price Total Price 1 HALI-BRITE LED Runway Closure Marker 1.00 EACH $7,500.00 $7,500.00 VIN#7FSBG0911IB465519 Model MLG8M 1,500.4 Hours 2 HALI-BRITE LED Runway Closure Marker 1.00 EACH $7,500.00 $7,500.00 VIN#7FSBG091XIB465518 Model MLG8M 1,165.7 Hours 3 Delivery Fee To Arlington Municipal Airport For Above 1.00 LS $900.00 $900.00 Two Units Bid Price Subtotal: $15,g00.00 Total Sales Tax 8.60% $1,367.40 Total Bid Price: $17,267.40 Notes: • This Quotation Is Firm For 30 Days • This Quote Is Submitted As A Single Package Unless Noted Above. It May Not Be Modified In Scope Or Price Without Inland Asphalt's Consent. • LED Lighted X's Are Sold"AS IS"Without Warranty Payment Terms: Full Payment Required 30 Days From Invoice Date. Buyer Agrees To Pay For Any Collection Costs And Attorney's Fees Inland Asphalt Co. May Incur To Effect Collection Of Monies Due For Work Performed. Buyer Authorizes Inland Asphalt Co.To Investigate Their Credit As Deemed Appropriate. Past Due Balances Are Subject To Interest of 18%Or As Applicable By State Law. ACCEPTED: CONFIRMED: The above prices,specifications and conditions are satisfactory and Inland Asphalt Company are hereby accepted. Buyer: Signature: Authorized Signature: �� )4,ew Date of Acceptance: Estimator: Doug Migas 509-430-2106 doug.migas@inlandnw.com 1/7/2021 4:09:02 PM Page 1 of 1 Exhibit B Cost comparisons QpTBANSSM3 U 1-866-725-6983 f Login I My Account Home—Airport Supply,Airport RIP/Wild— —Lighted Runway Closure Marker LIGHTED RUNWAY CLOSURE MARKER Closure Marker Extra Select Closure Marker Ertra +1 Regular Pace$20,995.00 On Sale For:$19,995.00 .c Rentals P.rchas,O,d,— COVID-1Y Updatc, CLEARANCE L MyAccount Order Status FAQ 0 Contact Us 0 � a ©a000 4 (800)500-9980 ' View Cart WAREHOUSES Search Request a Calib.ck ultemh saw @epui+ O.ppporf About Us Rentals Ctutoml.ogo&Ifs COViD•19Uafatas CLEARANCE -• ll Shop by Category Horne>.y1t:-:iu t e�11:>1fes>Alr+ort BJuI ode: Traffic Safety Products Lighted "X" Runway Closure Marker Contractor Safety Barricades Construction Steel Fence Panels � � Product Code:RCMX t,.a Water Flllable&Airport Barricades 0Reviews Write a review -- ur5 spec Buyer\ shnt C. 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