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HomeMy Public PortalAboutORD13829 BILL NO. 2004-126 SPONSORED BY COUNCILMAN BROWN _ ORDINANCE NO. / '� i 1i' AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AMENDING THE CITY CODE, CHAPTER TWO, ARTICLE TEN, BYADDING ONE NEW DIVISION PERTAINING TO THE CREATION OF A VEHICLE AND EQUIPMENT REPLACEMENT PLAN. BE IT ENACTED BY THE COUNCIL OF THE CITY OF JEFFERSON, MISSOURI, AS FOLLOWS: Section 1 . The City Code, Chapter 2, Article;X°, is hereby amended by adding the following: Divisloo 3, Vehicle and E(joilmi nt Replacement Ihuuls 2-396 Dermitions. When used in this division of this chapter of' the city code, the following words shall have the following mesnriog: A. "Asset" means a vehicle or item ol•cquipmeni as defined herciu. B. "Equipment" means a vehicle• powered by a motor traveling on wheels or tracks,and designed to he ridden by it's operator,items which are used when affixed to such vehicles; or, trailers and other devices which arc lowed by it motor vehicle as well as items attached to them; or,devices which are powered by it rnoto►•and which ru•e operated 1►y a person walking behind the device and which said device has a purchase price of no less tl►an Five Thousand Dollars C. "Vehicle" it motor vel►icle used printat•ily for (ran sport iIll, the driver and passengers,hill excluding vehicles which,in the opinion of'(lie Fleet :Manager. because of the exteul or nature ot'there use,or because o1•the n►anner hr Ivlrich items are affixed to them,arc not likely to retain a substantial portion of their value after it period ol•years. 2-397 Vehicle Replacement Program,created. There is hereby authorized and created a Vehicle Replacement Pr•ogran► 0,101►. Vehicles purcluised through the VRII shall he exempt ti-om the geneval provisions of this code as to purchase and disposition of assets and instead shall be purchased, nuuraged, and disposed pnrsuanl to the terms of the \110 progr•anr as set forth herein. A. The proceeds lions the sale of, all vehicles purchased by the VIM shall he credited to au account set np for this purpose (referred to herein as the VIZI, accc►unt). The funds in file V101) accoanl may used h} the Ileel nuuurger, without frn•ther surthorization, for the initial purchase ol•such vehicles as the Council has authorized to Ile in the program and for the replace►neIII of such vehicles. If a vehicle Is sold rol.more than the original purchase price,that net gab► Shall be credited to VRI,account. No expendlture ol•funds may be snack whlch would reduce the ,I01'account to a negative halance. Ihnllei's 1Me Ik•Irte,l ir,l p•showy Nm, 11""wd h•�t is'11.,m)1bu, l ,,Illy l uA thdui•urce•.:0011?bol1kl R. Pellicles nnay be added or wilhdrawo from the V111'upon►lilt,revon►ntcndaliou of file Fleet Manager with the consent of the Council. ('. All funds deposited in the 11111' accounl shall be considered a coutinuilig appropriation and unexpended funds shall not lapse al the end of any fiswrl year. 1). In addifiou the ('(little![ shall annually appropriate to the NT11 account an additional sun to be known as the Vltl'Contingency sal►-account. The Fleet 111ana{;er is authorized to expend funds from this sub-account for marketlog, the sale of vehicles, advertising, adjustments for market conditions and inflation, covering transactional losses, minor repair-, and enhancements to vehicles purchased to increase their markelabilily. The Fleet 1lanager will annual request such funds as are expected to he needed for the V111' Conlinkency sub-account. F'. Adminisl►-ation and Supervision of the x'10. I. The VIM sh;r11 be supervised by the Fleet Manager,appointed by the ('fly Administrator. 2. The dillies of the Fleet Manager shall 1►e as follows: a. Procure vehicles included in the plan. b. Develop a marketing and sales plan for the disposal of Vltl' vehicles. C. Determine file viability of adding or deleting vehicles from file V10. The determination sl►;rll include file replacement value and vehicle life. d. Determine charge backs to Depar(ments for vehicles whose \,;title is reduced below expected nutt•kel value due to damage or wear and lea- heyond nurnutl expectations. C. F,ntcr into any necessary agreements for the administration of file plan proNided fhal the Ficel 1lanager shall not be authorized to enter into any agreement that requires financial resources Hurl are not available within the V111' accouni. f. Maintain it list of file vehicles included in the plan, their purchase price, (heir expected market value,and after safe, their actual sale price. 9. Provide the Finaotic Department and Auditors with such information as Ihvy may require to provide financial reports on the plan. It. llainlain it list of all p;u•Ifes who have requested to be considered for ngreemcnls for negoliated purchases or sales I hullet'.i Nile Ih-14-IM IC H I:,IIO„It Men In WI h"I a,l I:Ow.vt Ill its 7 C.\HFilo Coaled(hduumns.INI 1.1,fi of the vehicles In the VI:11. I. Provide annually Jill accounting to the City Council as to the performance of the VIU, in the previous year and the expected performance iu the subsequent year. 2-398 Purchases by the VRII. The Fleet Manager is Jill lhor•ized, contr•JU•y provisions of the City Code not withstanding,to purchase vehicles by any of the following means,except when Stale or Federal laws or regulations, or the provisions of any grant agreement. require otherwise; A. Competitive bidding as provided in this chapter B. Purchase from Stale Contract C. Purchase from MoDol Contract 1). Purchases based upon a uegoliated agreement with a particular vendor, provided dial such vendor must be selected according Wall established written procedure which provides it m►echanism for all known interested parties to snake proposals in it fair an even manner•. Direct negotiations as provided in this sub-section n►ay only he used if the Fleo Manager certifies to the Council that the use of direct negotiations in it particular instance is in the best interests of the City,and setting forth Ill par•ficular why suet► m►caus are in the hest interests of the City,and why the other•available means are Iess desirable. This subsection shall also authorize negotiated agreell►ents which include a repurchase agreement. In making such purchases,(lie Fleet Manager shall abide by all provisions of the City Code not inconsistent with Ibis Division,all rules set forth by file Council,and all policies adopted by the City Administrator. 2-399 Sale of Assets by the VRP The Fled Manager is authorized, conlran provisions of file Cify Code not withstanding,to dispose of vehicles by Jury of the following u►canS,except when Slate or Federal lass's or regulations, or the provisions of any grant agreement, require otherwise: A. Sale by auction 11, Sale by sealed bid C. Solicitation of offers la purchase the asset. Such solicitations shall be upon the condition that no offer less than file purchase price may be accepted,unless it lower price is authorized by the Cl(y Administrator with,Police to the Council. 1). Sales haled upon a negotiated agreement %with a particular %endor•, provided that such vendor mist he selected according to an established %written procedure which provides 11 mechanism for all interested parries to make proposals in a fair Jill even manner. Direct negotiations as provided in Ibis sub-section may only be used if 111e Fleet ;Manager certifies to the Council that the use of direct negotiations in a parficular instance is ill the hest interests of the City, and selling forth in particular why such means are in the best irterests of Ilse City, and why the other available means are less desirable. This subsection shall also authorize negotiated agreements which include it repurchase agreement. E. Sales by a third party selected according to the City's standard procedures for lhaflrt'aNnlc' I>clncd,cuiashmm,h,n la+cnc.ltcun,ho.,nlhrn C.\I)I Acs C"1111 1lhdmanccs2001•I:o ,Inl selecting; providers of services. Any such agreement shall set forth (he paratilders attd authority of the (hird party provider. 2-4110 Damage to Assets Purchased by the VIO' A. The Fleet Manager ssitI InM11 tit in a contpl'eltensive list of all vehicles purchased by (fie Fluid, The Flee( Manager will promp(ly notify the Risk Manager of each purchase or sale of'1111 assel by (he plan. It. 11,1111 asset is da ill aged,and the Cite receives any compensation from insurance or otherwise, the amount received shall he added to the appropriate sttb- accounl which purchased the asset orig;inall�'. TIIe Flee) M.111a90-1111k.N',in his (IiscreIinn transfer fun(Is front(he ConI ill);cncy sub-account to I he sub-account which incurred the loss. It* after receipt of insurance proceeds and discretionary transfers by the Fleet \lanug;er there is insufficient funding; to replace the asset, the asset shall not be replace until %licit lime its sufficient funds become available. (sections 2-401 to 2-414 reserved) 2-405 F.ouipmeni Replacement Plait,Crealed. 'There is hereby authorized and created within (he General Fund:tit account to be known as(he Viluipment Replacement Account(hereinafter in this division referred to as the "ER1'") to be funded annually in au autotim as provided herein. A. General uut•uose of the Ll MLI. The purpose of Ihis program is to manage the equipment of the Cite and eustlre that it is replaced in on efficient manner in accordance with the mission slatentent of the Cite, its departments and divisions. R, ticL1:VLalioa of Fund into Sub-accoullo" I. The Finance Director shall segregate the moncy into sub-accounts for each Department participating, in the I'uud and further each Depar(metIVS sub-account into sub-timmnts for elicit Division svithin that dep:u9111enl in accordance with the table ol'allosvable equipment (TOE) es(ablished and/or untended by the Council. 2. The funds in elicit sub-account utay be expended according, to the provisions of this division. Fu1ds may he transferred between suh- accounls pursuant to established pruce(lure%. 3. DUI purchases of assets by the fund shall be assigned 1)1v Finance Director to a particular sub-accotutl. Puretlase of an Ilsset from more thrill one sub-account 11111s1 he :1111horized by the Cotulcil. 4. The proceeds from the sale of all equipment purchased by the ER shall Ile credited (o (lie particular sill►-account from whiel►originally purchased. 11'an asset is sold for more Than the original purchase price, Mat net grain shall be credited to the uppropriale sub-account. No expenditure of funds stay be made sshich would reduce any s11b- accouu( (o it negative balance. Uallcr' Nulo UcIcICJIcVi„hoenetr+ In,rnr.ltc,ii„L,".nllw 1 C \tylllci Connnl i Ndui.mccs 2W4. 2b„IHi `t 5. All funds appropriated to the EAP accr►utlt ~hall be considered a continuing;appropriation and unexpended funds shall not lapse al fire Cliff of ally flscrl Year. C. Adn►inislration and Supervision of the FAU1. I. The 1,111' shall be supervised by the EAU,IN1.11111ger,appointed by file City Admiuist•afor. 2. The duties of file ERII Manager~hall Ile as follows: a. Maintain tike lable of allowlible equipment as approved or amended by the Council included ill the plan, their purchase price, their expected market value, surd after sale, their actual sale price. h. Determine the expected useful life expectancy of each item of equipment based on the expected optimal little to dispose of the vehicle. V. Develop it marketing; and sales plan for the disposal of h:IZP equipment. d. Determine the visibility of'a ddinf;or deleting esluiputentfrom the ERP. The determination shall include the replacenuvit • value and expected useful life of the equipment. Make recommendations of equipment additions/deletions to the Council for approval. C. Determine charge backs to Departments for equipment whose \-;title is reduced below expected market value(file to damage or wear and tear heyond normal expectations. 1'. I?nler into any necessary ag;recnuellts for the administration of the plan provided Ihaf the 1-:141, Manager shall not be authorized to enter into any ag;reen►ent that requires financial resources Ihat are not available 1011itl the 1?12P account. g;. For each item included ill the ERP the ER11 manager will detern►iae Ihe;unount of n►o►ey which mull be set aside each year so Mutt there►gill be suflicienl assets available to replace the asset at the end of its expected life, This amount is referred to hereinafter as its `•annual replacement value." "Anmsal Replacement Values"shall be set wilh the consent of the Council. It. Provide the Finance Department and Auditors with such Information as the}'may require to provide financial reports on the plan. i. Provide it recommendation to the Finance Director and the I1who's Now OvIcled Icu 13 Sho a ehtn, lo.rrl;d tr\l ,.h.n.o Ihm C.Ah►diW('nulled Ihdwancev:INbI•I:i���d Ci(y Administrator as to the amount to be appropriated to (Ite ERP cite It year based on the equipn It'll t to he added to the plats and the suns of the annual repla Celli ell l values. i. Provide annually an accounting,to the City Council as to the performance of the 1-:141, in file previous year and the expected perf(►rnutttce in file subsequent I, S and 111 year periods. 1). 1?qulpnuml to he included in I?RP,additions,deletions and changes. The h:RP shall initially coulain that equipment of the City which is included ors the attached schedule A, which is incorporated herein as if more fully and completely set forth. I. F(lidpntenl nuty lie added or deleted to the list by Council action. 2. Decisions and changes in file ISItP plan as to Hitting of purchases., priority of scheduling;of*replacement., and substilulions of like kind Rents, will be wilhin the prerogative of the NRP 11a11ager. 3. "Transactions which require transfer of funds belweeu suh-accounts associated with different departments stay he made by the h:RI' ralanag cl.with the authorization of the('ity Administrator. 1;. Purchase and Sale of I-:RP equipment. • I. Equipment to be included in the ERP will he acquired according; to eslatblislted City procedures, however no additional authorization shall be reguir•ed for the ERI, Ifanag,er to acquire the e(auipntenl included on the list. The h,RI, Manager tnay, in his discretion purchase any item of cquipntcut incbrded in the program even ifsuch item is not specifically included in the annual recommendation when such purchase is in the best interests of'file City and the viability of the program. 2. F.RP equipment stay fie dkilmed of in the following;auaamaer; a. Sale by auction b. Sale by sealed bid C. Solicitation ol'offers to purchase the asset. Such solicitations shall be upon the condition that no offer less Than the expected sale price Carried on the item as reported to Ilse city council may be accepted, unless it lower price is approved by the City Administrator wish notice to the (Wily Council. d. Sales based upon a negotiated agreement with a particular vendor, provided (fiat such vendor must be selected according; to a►t es(ahlishcd )ripen procedure which provides a mechanism for u11 interested parties to stake proposals in a fair an evert manner. Direct negotiations as provided in (his sub-section may only be used it' the LAII 1hahcr's Note. Uc•VICki IV Is shuuu thM. 11hCIL•,I tcU i„IIna n Ihu, (:\tyfdrs('ouncil Urdmanres:OOaC(,"ass �) 1lanager certifies to flit, Council that (lie use of direct Ilegotiatioils in a pill-Ii ell lar iustoitcc is in the best interests of the City, and setting;forth in particular why such means are in the best interests of the('ity, and why the other available means are less desirable. This subsection shall also authorize negotlated al,rce ill euls whiell include a rcpurclutse c. Sales by ;I third parr, selected according to the City's standard procedures for selecting providers oiservices. Ally such agreeniew shall set forth the parameters and authority of the third party provider. 2-406 Purchase of Assets by Chi, Employees. City employees shall not he allmml to purchase surplus city property unless such property is sold to tiro highest bidder. Section 2. 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