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Home My WebLink About281-25 RESOLUTIONPage 1 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 281-25 File Number: 2025-2475 A RESOLUTION TO APPROVE THE PURCHASE OF PARTS AND REPAIR SERVICES FROM ORIGINAL EQUIPMENT MANUFACTURERS OR THEIR AUTHORIZED VENDORS OR REPAIR LOCATIONS IN EXCESS OF $40,000.00 TO TEAR DOWN, INSPECT, REPAIR AND MAINTAIN WARRANTY WHERE APPLICABLE FOR VEHICLE AND EQUIPMENT REPAIRS AS NEEDED THROUGH DECEMBER 31, 2026, WITHIN THE APPROVED BUDGET WHEREAS, pursuant to Ark. Code Ann. §14-58-104(6), formal competitive bidding is not necessary for “replacement parts and labor for repairs of machinery and equipment.” 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 approves the purchase of parts and repair services from original equipment manufacturers or their authorized vendors or repair location in excess of $40,000.00 to tear down, inspect, repair and maintain warranty where applicable for vehicle and equipment repairs as needed through December 31, 2026, within the approved budget. PASSED and APPROVED on December 16, 2025 Approved: _______________________________ Molly Rawn, Mayor Attest: _______________________________ Kara Paxton, City Clerk Treasurer Mailing address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov CITY COUNCIL MEMO 2025-2475 MEETING OF DECEMBER 16, 2025 TO: Mayor Rawn and City Council THRU: Terry Gulley, Asst Public Works Director - Ops FROM: Ross Jackson, Jr., Fleet Operations Superintendent SUBJECT: PARTS, TEAR DOWN, INSPECT AND REPAIR SERVICES RECOMMENDATION: A RESOLUTION TO APPROVE THE PURCHASE OF PARTS AND REPAIR SERVICES FROM ORIGINAL EQUIPMENT MANUFACTURERS, THEIR AUTHORIZED VENDORS OR AFTERMARKET VENDORS FOR EXPENDITURES IN EXCESS OF $40,000 TO TEAR DOWN, INSPECT, REPAIR AND MAINTAIN WARRANTY WHERE APPLICABLE FOR VEHICLE AND EQUIPMENT REPAIRS AS NEEDED INCLUDING BUT NOT LIMITED TO UTILIZING CORPORATE ACCOUNTS, PURCHASING COOPERATIVES AND STATE CONTRACTS THROUGH DECEMBER 31, 2026 AND WITHIN THE APPROVED BUDGET. BACKGROUND: Fleet Operations, along with approved repair vendors and distributors, may perform internal engine, powertrain, body or hydraulic repairs on fleet vehicles and equipment. These repairs may involve assets that are still covered under manufacturer or dealer warranty, as well as older units that are no longer under the original manufacturers' warranty but may have a new part or component warranty. In situations where Fleet Operations does not have adequate staffing, scheduling capacity, or available shop space to complete the work in a timely manner due to existing workload, authorized external vendors may be utilized. Tear-down, inspection, and diagnostic services related to engine and powertrain repairs are exempt from quote requirements, as the full scope of work and necessary parts cannot be reasonably determined until disassembly and inspection are complete. During the tear-down and inspection process, Fleet staff or authorized repair vendors may identify additional damaged or failed components that are not covered under warranty and must be replaced to complete the repair safely and effectively. When this occurs, these components may be repaired or replaced at the same time as the warranty work to minimize downtime and avoid duplication of labor. DISCUSSION: Fleet Operations recommends approving total expenditures in excess of $40,000, per city policy, through the end of the fiscal year to maintain vehicle and equipment warranties or part and component warranties for these vendors and within the approved budget. BUDGET/STAFF IMPACT: Parts and repair services are funded through Fleet Operations annual operating budget. ATTACHMENTS: 3. Staff Review Form Page 1 City of Fayetteville, Arkansas Legislation Text 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 File #: 2025-2475 A RESOLUTION TO APPROVE THE PURCHASE OF PARTS AND REPAIR SERVICES FROM ORIGINAL EQUIPMENT MANUFACTURERS OR THEIR AUTHORIZED VENDORS OR REPAIR LOCATIONS IN EXCESS OF $40,000.00 TO TEAR DOWN, INSPECT, REPAIR AND MAINTAIN WARRANTY WHERE APPLICABLE FOR VEHICLE AND EQUIPMENT REPAIRS AS NEEDED THROUGH DECEMBER 31, 2026, WITHIN THE APPROVED BUDGET WHEREAS, pursuant to Ark. Code Ann. §14-58-104(6), formal competitive bidding is not necessary for “replacement parts and labor for repairs of machinery and equipment.” 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 approves the purchase of parts and repair services from original equipment manufacturers or their authorized vendors or repair location in excess of $40,000.00 to tear down, inspect, repair and maintain warranty where applicable for vehicle and equipment repairs as needed through December 31, 2026, within the approved budget. City of Fayetteville Staff Review Form 2025-2475 Item ID 12/16/2025 City Council Meeting Date - Agenda Item Only N/A for Non-Agenda Item Ross Jackson 11/18/2025 FLEET OPERATIONS (770) Submitted By Submitted Date Division / Department Action Recommendation: A RESOLUTION TO APPROVE THE PURCHASE OF PARTS AND REPAIR SERVICES FROM ORIGINAL EQUIPMENT MANUFACTURERS, THEIR AUTHORIZED VENDORS OR AFTERMARKET VENDORS FOR EXPENDITURES IN EXCESS OF $40,000 TO TEAR DOWN, INSPECT, REPAIR AND MAINTAIN WARRANTY WHERE APPLICABLE FOR VEHICLE AND EQUIPMENT REPAIRS AS NEEDED INCLUDING BUT NOT LIMITED TO UTILIZING CORPORATE ACCOUNTS, PURCHASING COOPERATIVES AND STATE CONTRACTS THROUGH DECEMBER 31, 2026 AND WITHIN THE APPROVED BUDGET. Budget Impact: 9700.770.1910-5214.00 9700.770.1910-5315.00 Shop Account Number Fund Project Number Project Title Budgeted Item?Yes Total Amended Budget $1,679,600.00 Expenses (Actual+Encum)$- Available Budget $1,679,600.00 Does item have a direct cost?No Item Cost $- Is a Budget Adjustment attached?No Budget Adjustment $- $458.00 Remaining Budget $1,679,600.00 V20221130 Purchase Order Number:Previous Ordinance or Resolution # Change Order Number:Approval Date: Original Contract Number: Comments: