05 Sep Special Commission Meeting Minutes 8-4-23
PORT COMMISSION OF THE PORT OF EDMONDS MINUTES OF SPECIAL MEETING
(Via Zoom, Hybrid Meeting) August 4, 2023
Steve Johnston, President
Jim Orvis, Vice President
Jay Grant, Secretary
Angela Harris, Executive Director
Brandon Baker, Director of Marina Operations
Brian Menard, Director of Facilities and Maintenance
Brittany Williams, Manager of Properties and Economic Development
Karin Michaud, Office Manager
Tina Drennan, Manager of Finance and Accounting
Jordan Stephens, Port Attorney
CALL TO ORDER
President Johnston called the meeting to order at 10:00 a.m.
All those in attendance participated in the Pledge of Allegiance to the American Flag.
APPROVAL OF AGENDA
COMMISSIONER GRANT MOVED TO APPROVE THE AGENDA AS PRESENTED. COMMISSIONER PRESTON SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY.
There were no public comments.
APPROVAL OF PURCHASE OF DRY STORAGE FORKLIFT REPLACEMENT
Executive Director Harris reviewed that the Port currently owns a Wiggins Marina Bull forklift that was purchased in July 2019. The machine was custom built for the Dry Stack operation to meet certain height restrictions around the Dry Stack and Public Launch operations. Since deployment, the lift has worked extremely well, meeting all the operational requirements of the Dry Stack operation and supporting the Public Launch and Work Yard operations.
Executive Director Harris advised that the Director of Facilities and Maintenance, Brian Menard is requesting the purchase of a second Wiggins Marina Bull Forklift to meet the operational requirements of the Port and to simplify the maintenance of the machine as the parts will be interchangeable for service and repairs. There is currently a one-year lead time on the order of new machines, so it is imperative to place an order now to have a machine for the 2024 season.
Executive Director Harris informed that the Port Attorney has reviewed and approved the Sole Source Justification document, which was attached to the Staff Report. In addition, staff has negotiated the payment terms to meet government purchasing requirements. A wire transfer down payment of $142,518 will be required upon signing the order agreement when approved. Another payment will be due prior to leaving the factory.
Mr. Menard commented that the current Wiggins forklift has proved its value, and the customization of it has made it simple and easy to use. The Taylor Forklift was purchased in 2006, has roughly 8,500 hours, and is reaching the end of its useful life. Before having the machine go into total failure mode, he would like to be proactive by replacing the Taylor forklift with a Wiggins. The new forklift will replicate the exact build of the current piece of equipment. The Taylor forklift is becoming costly to repair, and he is concerned about the downtime.
Commissioner Orvis asked if there have been any problems with the current Wiggins forklift, particularly weather-related issues. Mr. Menard responded that he has had to replace the computer screen. The Commissioners briefly discussed the best way to provide weather protection for the equipment. Mr. Menard recommended they provide some type of shelter to protect the expensive machines from the weather. The original idea was to replace a few of the dry stack spaces with a shed, but the plan was never implemented because of permitting concerns due to height restrictions. The Taylor forklift has a taller mast (24 feet), but the mast on the Wiggins forklift is just over 21 feet.
Executive Director Harris recommended the Commission approve the Sole Source Justification documentation and authorize staff to move forward with the purchase and initiate the wire transfer as a down payment with the order now.
Commissioner Grant clarified that staff is asking the Commission to approve both the down payment (wire transfer) and the entire forklift purchase of $475,060 plus sales tax ($49,881.30), plus delivery (approximately $20,000). The total cost would be approximately $544,941.30. Mr. Menard advised that the down payment would be paid in 2023. Due to required lead time, the remainder of the cost would be included in the 2024 Budget.
COMMISSIONER GRANT MOVED THAT THE COMMISSON APPROVE THE SOLE SOURCE JUSTIFICATION AND AUTHORIZE STAFF TO PROCEED WITH PURCHASING A CUSTOM WIGGINS MARINA BULL FORKLIFT AS PER THE ATTACHED SPECIFICATIONS. HE FURTHER MOVED THAT THE COMMISSION AUTHORIZE PORT STAFF TO INITIATE A WIRE TRANSFER OF $142,518.00 AS A DOWN PAYMENT WITH THE ORDER. COMMISSIONER CASS SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY.
APPROVAL OF PURCHASE OF A REPLACEMENT FOR THE GENERAL PURPOSE 10,000 POUND FORKLIFT
Executive Director Harris reviewed that the Port operates a small CAT support forklift for various tasks and services, and $100,000 was budgeted in 2023 for a replacement purchase. The Director of Facilities and Maintenance reviewed quotes for three different brands (CAT, Clark and Doosan), and is now requesting the purchase of a Doosan diesel forklift. There is currently a six-month lead time on the order of new machines. She recommended the Commission approve the purchase as presented.
Commissioner Grant voiced concern that the draft motion doesn’t state the full amount of the purchase. Port Attorney Stephens explained that the draft motion refers to the specifications attached to the Staff Report, which are part of the public record.
COMMISSIONER ORVIS MOVED THAT THE COMMISSION AUTHORIZE STAFF TO PROCEED WITH PURCHASING A DOOSAN D45S-9 DIESEL 10,000 LB CAPACITY FORKLIFT AS PER THE ATTACHED SPECIFICATIONS. HE FURTHER MOVED THAT THE COMMISSION AUTHORIZE PORT STAFF TO INITIATE A WIRE TRANSFER OF $2,500.00 AS A DOWN PAYMENT WITH THE ORDER. COMMISSIONER PRESTON SECONDED THE MOTION, WHICH CARRIED UNANIMOUSLY.
The Commission meeting was adjourned at 10:15 a.m.
Port Commission Secretary