AGENDA MEMORANDUM

Meeting Date:           November 13, 2007

From: Mike Thornton, Purchasing Manager

Subject:                      Resolution ratifying an emergency lease/purchase authorized by City Manager Jay Evans and ratifying his signature on the lease agreement

Staff Recommendation:

Staff recommends ratification of an emergency lease/purchase authorized by the City Manager for a portable breathing air compressor to be used by the Fire Department for $77,093.84.  This amount includes a lease cost of $2,843.84.

Analysis:

The Fire Department requested the emergency lease/purchase of a portable trailer mounted SCBA fill station.  The existing SCBA fill station has failed and is not usable.

Because the system that recently failed is over 21 years old and has had repeated maintenance issues, it is in the best interests of the City to replace it.  Funds for a replacement compressor were  requested during the last two budget cycles, but were not approved.

The portable compressor is used on-site during an emergency event such as a fire to refill SCBA bottles used by the firefighters.  This is a specialized unit that can refill a bottle in very little time. 

The Fire Department received price quotes from two distributors of different manufacturers.   Both dealers specialize in providing breathing systems and apparatus for public safety use. The quotes are as follows:

Dealer                                                            Manufacturer                        Quoted Price

Channel Innovations Corporation       MAKO                                    $74,250.00

Breathing Air Systems                         Bauer                                       $77,118.00

Since funds for this purchase are not available in the current 2008 budget year, staff pursued options for a lease/purchase of the compressor.  The use of the lease purchase required a $7,425.00 (10%) down payment.  Baystone Financial Group, which specializes in public safety equipment leasing, provided the lease option.  This will allow the Fire Department to appropriately budget for the final payment during the next budget cycle.  The lease/purchase agreement has been executed.

Options:

1. Ratify the emergency lease/purchase authorized by City Manager Jay Evans; or

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

The down payment of $7,425.00 will be transferred from the Fire Department capital purchase account for machinery and equipment to the Fleet Services new equipment purchases account.  The single lease payment of $69,662.84 will be due on October 15, 2008 and will be made from the Fleet Servcies new equipment account in the 2008/2009 budget year.

Submission Date and Time:    11/8/2007 11:46 AM____

Department: ______________________ Prepared by:  ______________________                      Attachments:         Yes____   No ______ Advertised:   ____Not Required ______ Dates:   __________________________                      Attorney Review :       Yes___  No ____ _________________________________            Revised 6/10/04

Reviewed by: Dept. Head ________ Finance  Dept. __________________                                    Deputy C.M. ___________________                                          Submitted by: City Manager ___________________

Account No. _001-5110-519-64-12__ Project No. ___________________ WF No. _____WF 494122  Job 38__ Budget  _____$123,000__________ Available ____$103,000__________

Note:   Lease agreement to be received Friday per MT

RESOLUTION NO._______________

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA RATIFYING AN EMERGENCY LEASE/PURCHASE AUTHORIZED BY CITY MANAGER JAY EVANS FOR A PORTABLE BREATHING AIR COMPRESSOR TO BE ASSIGNED TO THE FIRE DEPARTMENT AND RATIFING THE SIGNATURE OF CITY MANAGER JAY EVANS IN EXECUTION OF A LEASE AGREEMENT; AND PROVIDING AN EFFECTIVE DATE

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

            THAT the City Commission hereby ratifies the signature of City Manager Jay Evens in the execution of a lease agreement with BAYSTONE FINANCIAL GROUP, whose address is 1680 Charles Place Manhattan, KS 66502, for the lease/purchase of a breathing air compressor trailer.

 THAT this resolution shall become effective immediately.

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the __13th___ day of __November_______ 2007.

                                                                            __________________________

                                                                             Mayor

ATTEST:

_____________________________________

City Clerk