11/11/1999 SMA special meeting of the Kodiak Island Borough
Assembly was held November 11, 1999 in the Assembly
Chambers of the Kodiak Island Borough Building,
710 Mill Bay Road. The meeting was called to order
at 7:30 p.m.
There were present:
Mayor:
Gary L. Stevens
Assemblymembers:
Tom Abell
Scott Arndt
Robin Heinrichs
Absent:
Tuck Bonney
comprising a quorum of the Assembly; and
Linda Freed, Administrative Official
Patti Kirkpatrick, Deputy Clerk
Chris Lynch, Engineering /Facilities Director
Assemblymembers Bonney and Branson were unable to
attend and asked to be excused.
HEINRICHS,
seconded by ARNDT
VOTE ON MOTION TO EXCUSE
MOTION CARRIED
APPROVAL OF AGENDA
HEINRICHS, moved to approve the
seconded by ARNDT agenda.
VOTE ON MOTION TO APPROVE
MOTION CARRIED Unanimous voice vote
Special Assembly Meeting
November 11, 1999
KODIAK ISLAND BOROUGH
Special Assembly Meeting
November 11, 1999
Greg Spalinger
Darlene Turner
Pat Branson (arrived at
7:40 p.m.)
moved to excuse
Assemblymembers Bonney
and Branson.
Unanimous voice vote
ROLL CALL
APPROVAL OF
AGENDA
Volume XXV
Page 208
NEW BUSINESS NEW BUSINESS
A. CONTRACTS CONTRACTS
1. Contract No. 99 -41 Purchase of New 821C CONTRACT
Case Loader for the Borough Landfill. NO. 99 -41
HEINRICHS,
seconded by ARNDT
moved to approve Contract
No. 99 -41 with Yukon
Equipment of Anchorage,
Alaska in an amount not
to exceed $190,968.
Administrative Official Freed said this allowed the
Borough to participate in the state's bid. She noted
the bid price quoted expired November 30, 1999 and
recommended the assembly approve the contract.
In response to Assemblymember Abell, Ms. Freed said
the bid price was proprietary and the vendor asked
that it remain confidential.
Since Assemblymember Arndt was concerned that the
state's bid price was high, he sought and received a
comparison bid on a Volvo Loader for $154,350 from
Construction Machinery, Inc. He said the bid was not
a true comparison; however, he felt staff should have
requested a bid comparison.
In response to Assemblymember Abell, Director Lynch
said a bid comparison was not required because she
felt the state's bid price was fair and this was the
type of equipment needed at the landfill.
In response to Mayor Stevens, Ms. Freed pointed out
the assembly had two choices: 1) they could go out
for bid, even though they had a comprehensive set of
bid specifications; or 2) they could piggyback onto
the state bid, and if that was the case they needed
to get back to the vendor prior to November 30.
Director Lynch said the state purchased ten pieces of
equipment based on the bid specifications. She said
the bid was tailored to the equipment needed at the
landfill.
Assemblymember Spalinger spoke with Kirk Currey, of
CM, Inc., who had explained that the Volvo loader was
a multi - purpose machine with new safety features and
he thought the Volvo loader was worth looking into.
Special Assembly Meeting
November 11, 1999
Volume XXV
Page 209
In response to Assemblymember Branson, Director Lynch
said the loader was recently rebuilt but continued to
break -down. She said it would be spring before a new
loader could be purchased, should they go out for
bid. She said the current loader required
approximately $8,000 a year in repair costs; however,
in the last four months the cost was they had spent
approximately $13,000.
In response to Assemblymember Turner, Director Lynch
noted that if the assembly approved the contract, she
expected delivery of the new loader prior to the end
of the year.
Assemblymember Abell noted that he felt rushed into
making a decision. He wanted staff to comparison
shop to ensure the Borough was spending funds
appropriately.
Acting Manager Freed noted this was scheduled to come
before the assembly in proper form.
In response to Assemblymember Heinrichs, Director
Lynch noted that Case parts were easy to obtain. She
said that the loader would be used for multi -
purposes, i.e., collect and move cover material,
grade roads for snow removal, and some stacking. She
pointed out that the baler crew was familiar and
comfortable with the Case loader.
Mayor Stevens cautioned staff that should they be
required to go out for bid, they should do so in a
timely manner.
In response to Assemblymember Abell, Ms. Freed said
the Borough code required formal advertising for bid
specifications.
Assemblymember Turner urged the Assembly to consider
the long -term ramifications of not approving the
contract. She noted that should the current loader
break down, there would be no replacement until
spring. She said it was important to work together
and suggested a retreat.
Assemblymember Abell wanted review the cost of
comparable loaders. He said that if the prices were
close to the state's contract, then he would file a
motion to reconsider.
Special Assembly Meeting
November 11, 1999
Volume XXV
Page 210
VOTE ON MOTION TO APPROVE
Ayes: Branson, Turner
Noes: Abell, Arndt, Heinrichs,
Spalinger
Absent: Bonney
MOTION FAILED 2 Ayes, 4 Noes
B. OTHER OTHER
1. Executive Session to discuss pending EXECUTIVE
litigation with HTE. SESSION
BRANSON,
seconded by TURNER
VOTE ON MOTION
Ayes:
Noes: None
Absent: Bonney
MOTION CARRIED Unanimous
At 8:00 p.m. Mayor Stevens recessed the special
meeting into executive session. At 8:50 Mayor
Stevens reconvened the special meeting and announced
that no action was taken as a result of the executive
session.
There being no further business to come before the
assembly, the meeting was adjourned at :. ; •.m.
ATTEST:
moved to convene into
executive session to
discuss pending
litigation with HTE.
Arndt, Branson,
Heinrichs, Spalinger,
Turner, Abell
G St
Mayor
dith A. Niel - - ► , CMC Approved: 12/16/99
orough Clerk
Special Assembly Meeting
November 11, 1999
Volume XXV
Page 211