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Home My WebLink About109-24 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 109-24 File Number: 2024-1815 LEWIS AUTOMOTIVE GROUP (PURCHASE AGREEMENT): A RESOLUTION TO APPROVE THE PURCHASE OF TWO ELECTRIC VEHICLES FROM LEWIS AUTOMOTIVE GROUP IN THE TOTAL AMOUNT OF $123,249.00 PLUS ANY APPLICABLE SURCHARGES, FREIGHT CHARGES, AND DELIVERY FEES UP TO 10% OF THE ORIGINAL PRICE, PURSUANT TO ORDINANCE 6491, AND TO APPROVE A BUDGET ADJUSTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section I: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the purchase of the Mustang Mach-E and the 2024 Ford Lightning in the total amount of $123,249.00 plus any applicable surcharges, freight charges, and delivery fees up to 10% of the original price. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. PASSED and APPROVED on April 2, 2024 Page 1 Attest: 00%%ji I I i I fig O�`��,�,.�•T R�gs,,�i ��• G •:cam% ~• 'LI= ETi EVILLi ; Kara Paxton, City erk Treasurer FAYG 9•. q�,KAN�,P; J=�. �'NG 401 i ON; CITY OF FAYETTEVILLE ARKANSAS MEETING OF APRIL 2, 2024 TO: Mayor Jordan and City Council THRU: Terry Gulley, Asst Public Works Director - Ops FROM: Ross Jackson, Jr., Fleet Operations Superintendent SUBJECT: Lewis Automotive Group RECOMMENDATION: CITY COUNCIL MEMO 2024-1815 A RESOLUTION TO AUTHORIZE THE PURCHASE OF TWO VEHICLES FROM LEWIS AUTOMOTIVE GROUP OF FAYETTEVILLE AR pursuant to Ordinance 6491, IN THE AMOUNT OF $123,249 PLUS ANY APPLICABLE SURCHARGES, FREIGHT CHARGES, AND DELIVERY FEES UP TO 10% OF THE ORIGINAL PRICE, AND TO APPROVE BUDGET ADJUSTMENTS. BACKGROUND: Fleet has began the process of implementing light duty rolling stock EV replacements where utilization and mission allow. DISCUSSION: Parking Division's unit 1282 began to have engine oil consumption issues recognized by the manufacturer, necessitating it coming out of front line service. Fleet is recommending replacement instead of repairs. An EV sedan will be purchased in its place. Unit 1189u is no longer capable of front line service or motorpool rental operations. An EV pickup will be purchased and will have an initial purpose of being loaned out to divisions to use and demo for utilization data collection for future EV replacement and staff familiarization. After that, it will have 3 uses within Fleet; a shop admin vehicle, used by light automotive staff for service calls and transportation of employees and equipment to vendors when workload requires. BUDGET/STAFF IMPACT: Budget adjustments are being presented for your approval. These purchases were unanimously approved at the March 12th Equipment Committee. ATTACHMENTS: SRF (#3), BA (#4), Lewis Ford Quote (#5), Lewis Ford Ford Mach-E (#6), Ordinance 6491 - Bid Waving (#7) Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 _= City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 - Legislation Text File #: 2024-1815 Lewis Automotive Group A RESOLUTION TO APPROVE THE PURCHASE OF TWO ELECTRIC VEHICLES FROM LEWIS AUTOMOTIVE GROUP IN THE TOTAL AMOUNT OF $123,249.00 PLUS ANY APPLICABLE SURCHARGES, FREIGHT CHARGES, AND DELIVERY FEES UP TO 10% OF THE ORIGINAL PRICE, PURSUANT TO ORDINANCE 6491, AND TO APPROVE A BUDGET ADJUSTMENT 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 authorizes the purchase of the Mustang Mach-E and the 2024 Ford Lightning in the total amount of $123,249.00 plus any applicable surcharges, freight charges, and delivery fees up to 10% of the original price. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. Page 1 Ross Jackson Submitted By City of Fayetteville Staff Review Form 2024-1814 Item ID 4/2/2024 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 3/12/2024 FLEET OPERATIONS (770) Submitted Date Division / Department Action Recommendation: A RESOLUTION TO AUTHORIZE THE PURCHASE OF TWO VEHICLES FROM LEWIS AUTOMOTIVE GROUP OF FAYETTEVILLE AR, IN THE AMOUNT OF $123,249 PLUS ANY APPLICABLE SURCHARGES, FREIGHT CHARGES, AND DELIVERY FEES UP TO 10% OF THE ORIGINAL PRICE, AND TO APPROVE BUDGET ADJUSTMENTS. 9700.7700.1920-5802.00 Account Number 02078.2024 02081.2024 Project Number Budgeted Item? Yes Does item have a direct cost? Yes Is a Budget Adjustment attached? Yes Purchase Order Number: Change Order Number: Original Contract Number: Comments: Budget Impact: Shop Fund Light/Medium Utility Vehicles Passenger Vehicles Total Amended Budget Expenses (Actual+Encum) Available Budget Item Cost Budget Adjustment Remaining Budget Project Title $ 960,000.00 $ 562,526.46 Is 397,473.54 $ 123,249.00 $ 88,249.00 e. 362,473.54 Previous Ordinance or Resolution # Approval Date: V20221130 City of Fayetteville, Arkansas - Budget Adjustment (Agenda) Budget Year Division Adjustment Number FLEET OPERATIONS (770) /Org2 2024 Requestor: Ross Jackson BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: A RESOLUTION TO AUTHORIZE THE PURCHASE OF TWO VEHICLES FROM LEWIS AUTOMOTIVE GROUP OF FAYETTEVILLE AR, IN THE AMOUNT OF $123,249 PLUS ANY APPLICABLE SURCHARGES, FREIGHT CHARGES, AND DELIVERY FEES UP TO 10% OF THE ORIGINAL PRICE, AND TO APPROVE A BUDGET ADJUSTMENT. (PTEL_F003/2300; FLET_F001/2297) COUNCIL DATE: ITEM ID#: 4/2/2024 2024-1815 Holly Black 3/12/202q 7:23 Pl Budget Division Date D - (City Council) TYPE: JOURNAL#: GLDATE: RESOLUTION/ORDINANCE CHKD/POSTED: TOTAL 95,776 95,776 v.2024116 Increase / (Decrease) Project.Sub# Account Number Expense Revenue Project Sub.Detl AT Account Name 9700.770.1920-5802.00 21,014 02081 2024 EX Vehicles & Equipment - base 9700.770.1920-6602.47 - 28,229 02081 2024 RE Transfer from Fund - Capital Improvemen 9700.770.1910-4999.99 - (7,215) RE Use Fund Balance - Current 4470.800.8900-7602.70 28,229 - 22005 1 EX Transfers To Funds - Shop 4470.090.8900-5314.00 (28,229) - 22005 1 EX Professional Services 2130.430.9131-5331.00 (24) - EX Motorpool Charges - Maintenance 2130.430.9131-5331.01 1,992 - EX Motorpool Charges - Replacement 2130.430.9131-5331.02 342 - EX Motorpool Charges - Shop Overhead 2130.430.9131-5331.03 72 - EX Motorpool Charges - Shop OH Insurance 2130.430.9130-4999.99 - 2,382 RE Use Fund Balance - Current 9700.770.1920-5802.00 67,235 - 02078 2024 EX Vehicles & Equipment - base 9700.770.1910-5331.00 (21) - EX Motorpool Charges - Maintenance 9700.770.1910-5331.01 4,312 - EX Motorpool Charges - Replacement 9700.770.1910-5331.02 693 - EX Motorpool Charges - Shop Overhead 9700.770.1910-5331.03 161 - EX Motorpool Charges - Shop OH Insurance 9700.770.1910-4999.99 - 72,380 RE Use Fund Balance - Current I of 1 AdI k Lewis Ford Automotive Group Fleet and Commercial Sales CJ MitcheU 1479-871-92601 cj,.m...itQhell a wisauto group.com City of Fayetteville (QC689) Prepared For: Ross Jackson [Fleet]2024 Ford Lightning Mr. Ross Jackson, Quote on 2024 Ford pro Lightning Extended range. $67235.00 Doc Fee $129.00 Fleet incentive-$129.00 Total $67235 This wilt be an order unit and I would say 3-6 months. Thank You, CJ Mitchell Alk Lewis Ford Automotive Group Fleet and Commercial Sales CJ Mitchell1479-871-92601 cj.,.mit_chgti@tewisauto group.com City of Fayetteville Fin Code QC698 Prepared For: Ross Jackson Mustang Mach-E Extended Range Mr. Ross Jackson, Quote on Mustang Mach-E SELECT AWD Extended Range 310 mile Range Please note that this is a in stock unit, and it is Space White Metallic in Color. Price $55885.00 Doc Fee $129.00 Total Price $56014.00 Thank You, CJ Mitchell 113 West Mountain Street Fayetteville. AR 72701 (479) 575-8323 Ordinance: 6491 File Number: 2021-0718 BID WAIVER FOR FLEET VEHICLES: AN ORDINANCE TO WAIVE COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF NEW VEHICLES THROUGH VARIOUS MANUFACTURERS' AUTHORIZED DEALER NETWORKS, BUT TO REQUIRE INFORMAL QUOTES OR BIDS FOR SIMILAR VEHICLES. AND TO AUTHORIZE THE MAYOR TO EXECUTE ANY AGREEMENTS NECESSARY TO PARTICIPATE IN GOVERNMENT FLEET PROGRAMS WHEREAS. new vehicles are available at a discounted rate directly from various manufacturers' authorized dealer networks through government fleet programs; and WHEREAS, not all dealers are part of an authorized dealer network and using the government fleet programs ensures consistent pricing and includes other benefits like technician training, access to available inventories statewide, increased standard warranties, and discounts on diagnostic software and parts: and WHEREAS. dealers do not have pricing prior to an ordering window. which is often not open long enough to complete the full bidding process. and the pricing that would be submitted in the bidding process will be the same as through a government fleet program: and WHEREAS, authorizing purchases through government fleet programs without competitive bidding will allow the Fleet Division to place orders within short ordering windows, purchase existing inventory when available, obtain quotes quickly from different manufacturers based on the specific needs of a division or department, and ensure staff has the equipment needed to maintain a high level of service to Fayetteville residents and businesses. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF Page 1 Printed on 1016121 Ordinance 6491 File Number 2021-0718 FAVETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville. Arkansas hereby finds the above circumstances make competitive bidding not feasible or practical and therefore waives the requirements of formal competitive bidding and authorizes the purchase of new vehicles through the various vehicle manufacturers' authorized dealer networks. and further authorizes the Fleet Division to solicit informal bids or quotes prior to the purchase of vehicles without the need for further approval by the City Council. Section 2: that the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to sign any agreements or documents necessary to participate in the government fleet programs. PASSED and APPROVED on 10/5/2021 Attest: RK `��a.• tJIT Y 0 .G Kara Paxton. City Clerk Treasurer_ E; ;9s •9'Qk .SAS . •• ,��. Page 2 Printed on 10/6l21 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 ! Text File File Number: 2021-0718 Agenda Date: 10/5/2021 Version: 1 Status: Passed In Control: City Council Meetinq File Type: Ordinance Aqenda Number: CA BID WAIVER FOR FLEET VEHICLES: AN ORDINANCE TO WAIVE COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF NEW VEHICLES THROUGH VARIOUS MANUFACTURERS' AUTHORIZED DEALER NETWORKS, BUT TO REQUIRE INFORMAL QUOTES OR BIDS FOR SIMILAR VEHICLES, AND TO AUTHORIZE THE MAYOR TO EXECUTE ANY AGREEMENTS NECESSARY TO PARTICIPATE IN GOVERNMENT FLEET PROGRAMS WHEREAS, new vehicles are available at a discounted rate directly from various manufacturers' authorized dealer networks through government fleet programs; and WHEREAS, not all dealers are part of an authorized dealer network and using the government fleet programs ensures consistent pricing and includes other benefits like technician training, access to available inventories statewide, increased standard warranties, and discounts on diagnostic software and parts; and WHEREAS, dealers do not have pricing prior to an ordering window, which is often not open long enough to complete the full bidding process, and the pricing that would be submitted in the bidding process will be the same as through a government fleet program; and WHEREAS, authorizing purchases through government fleet programs without competitive bidding will allow the Fleet Division to place orders within short ordering windows, purchase existing inventory when available, obtain quotes quickly from different manufacturers based on the specific needs of a division or department, and ensure staff has the equipment needed to maintain a high level of service to Fayetteville residents and businesses. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby finds the above circumstances make competitive bidding not feasible or practical and therefore waives the requirements of formal competitive bidding and authorizes the purchase of new vehicles through the various vehicle manufacturers' authorized dealer networks, and further authorizes the Fleet Division to solicit informal bids or quotes prior to the purchase of vehicles without the need for further approval by the City Council. City of Fayetteville, Arkansas Page I Printed on 101612021 File Number: 2021-0718 Section 2: that the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to sign any agreements or documents necessary to participate in the government fleet programs. City of Fayetteville, Arkansas Page 2 Printed on 101612021