HomeMy WebLinkAbout179-23 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 179-23
File plumber: 2023-1005
RENTAL EQUIPMENT PROCUREMENT PROCEDURE (BIDDING WAIVER):
A RESOLUTION TO WAIVE COMPETITIVE BIDDING AND AUTHORIZE THE PROCUREMENT OF RENTAL
EQUIPMENT FROM VARIOUS VENDORS IN EXCESS OF $35,000.00 BUT TO REQUIRE AT LEAST 3
WRITTEN OR PUBLISHED QUOTES FOR EACH RENTAL
WHEREAS, City policy and state law require the Purchasing Division to competitively solicit purchases that exceed
$35,000.00 with the same vendor for like or similar goods and services but it is difficult for each department and
Purchasing to verify and maintain compliance when the same vendor is used by multiple departments; and
WHEREAS, with the nature of rental equipment being of unknown variables such as size of equipment, duration of
rental, and equipment available at time of need, the City is not able to practically and feasibly solicit rental equipment
within the competitive bidding timeframe; and
WHEREAS, Purchasing recommends applying quote thresholds by department at the time the rental equipment is
needed, rather than setting an aggregate city-wide budget for this purpose.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines an exceptional situation exists
in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal
competitive bidding and authorizes the procurement of rental equipment from various vendors in excess of $35,000.00,
and authorizes the Purchasing Division or department in need of the equipment to solicit at least three informal written
or published quotes without the need for further approval by the City Council.
PASSED and APPROVED on August 15, 2023
Page 1
Attest: ```,G0(GUll
R K
`�• • CITY n,:�•9`lr
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Kara Paxton, City Cl Treasurer =�•
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF AUGUST 15, 2023
TO: Mayor Jordan and City Council
THRU: Paul Becker, Chief Financial Officer
FROM: Les McGaugh, Purchasing Director
DATE:
SUBJECT: Rental Equipment Procurement Procedure
RECOMMENDATION:
CITY COUNCIL MEMO
2023-1005
A resolution to waive competitive bidding for the procurement of rental equipment from various vendors in
excess of $35,000.00 annual City-wide aggregate spend but require 3 written or published quotes for each
needed rental.
BACKGROUND:
City Policy requires the Purchasing Division to competitively solicit purchases that exceed $35,000.00 with the
same vendor for like or similar goods and services. Various departments use equipment rental vendors and
they are unaware of other departments usage, and as a result, it is difficult for each department and
Purchasing to verify and maintain compliance.
DISCUSSION:
With the nature of rental equipment being of unknown variables such as size of equipment, duration of rental,
and equipment available at time of need, the City is not able to practically and feasibly solicit rental equipment.
Purchasing recommends applying quote thresholds by department at time of need, rather than aggregate
spends annually City Wide.
BUDGET/STAFF IMPACT:
This is a process change. Each department is responsible for their own budget for equipment rental.
ATTACHMENTS: SRF - Rental Equipment Procurement Procedure
Mailing address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
== City of Fayetteville, Arkansas
y 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
- Legislation Text
File #: 2023-1005
Rental Equipment Procurement Procedure
A RESOLUTION TO WAIVE COMPETITIVE BIDDING AND AUTHORIZE THE
PROCUREMENT OF RENTAL EQUIPMENT FROM VARIOUS VENDORS IN EXCESS OF
$35,000.00 BUT TO REQUIRE AT LEAST 3 WRITTEN OR PUBLISHED QUOTES FOR EACH
RENTAL
WHEREAS, City policy and state law require the Purchasing Division to competitively solicit
purchases that exceed $35,000.00 with the same vendor for like or similar goods and services but it is
difficult for each department and Purchasing to verify and maintain compliance when the same vendor is
used by multiple departments; and
WHEREAS, with the nature of rental equipment being of unknown variables such as size of equipment,
duration of rental, and equipment available at time of need, the City is not able to practically and
feasibly solicit rental equipment within the competitive bidding timeframe; and
WHEREAS, Purchasing recommends applying quote thresholds by department at the time the rental
equipment is needed, rather than setting an aggregate city-wide budget for this purpose.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines an exceptional
situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the
requirements of formal competitive bidding and authorizes the procurement of rental equipment from
various vendors in excess of $35,000.00, and authorizes the Purchasing Division or department in need
of the equipment to solicit at least three informal written or published quotes without the need for further
approval by the City Council.
Page 1
Les McGaugh
Submitted By
City of Fayetteville Staff Review Form
2023-1005
Item ID
8/15/2023
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
8/7/2023 PURCHASING (160)
Submitted Date Division / Department
Action Recommendation:
A resolution to waive competitive bidding for the procurement of rental equipment from various vendors in excess
of $35,000.00 annual City-wide aggregate spend but require 3 written or published quotes for each needed rental.
a
Account Number
N/A
Project Number
Budgeted Item? Yes
Budget Impact:
a
Fund
N/A
Project Title
Total Amended Budget
Expenses (Actual+Encum)
Available Budget
Does item have a direct cost? No Item Cost
Is a Budget Adjustment attached? No Budget Adjustment
Remaining Budget
V20221130
Purchase Order Number: Previous Ordinance or Resolution #
Change Order Number:
Original Contract Number:
Approval Date:
Comments: This is a process change. Each department is responsible for their own budget for equipment rental.