HomeMy WebLinkAboutOrdinance 4183 ORDINANCE NO, 4183
AN ORDINANCE WAIVING THE REQUIREMENTS OF
FORMAL COMPETITIVE BIDDING AND APPROVING THE
PURCHASE OF A TEST RELEASE DIESEL POWERED 4
WHEEL DRIVE 80/82 HP TRACTOR WITH FULL NEW UNIT
FACTORY SUPPORTED WARRANTY TO BE UTILIZED BY
THE PARKS MAINTENANCE DIVISION; ESTABLISHING A
REVIEW AND RECOMMENDATION PROCEDURE FOR
PURCHASE OF THE LISTED EQUIPMENT; AND
AUTHORIZING THE MAYOR TO APPROVE PURCHASE OF
THE LISTED EQUIPMENT.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1 . The City Council hereby waives the requirements of formal competitive
bidding for the purchase of one (1) Test Release Diesel Powered 4 Wheel Drive 80/82 HP Tractor
which will be utilized by the Parks Maintenance Division. Said formal bidding requirements
would prevent purchase of such a unit as dealers do not find it practical for feasible to hold a unit
of this type for the time necessary to comply with the requirements.
$�ction2. The City Council hereby establishes the following procedure for review and
recommendation for purchase of the equipment listed in Section 1 above:
A. Representatives of the Fleet Operations Division and the Parks
Maintenance Division shall evaluate, compare and finalize a recommendation to
the Equipment Committee.
B. The Equipment Committee shall review the recommendation received
and shall forward the recommendation along with their comments to the Mayor for
consideration.
_F A The Mayor is hereby authorized to approve the purchase of one (1 ) Test
R�lcaseJ5 ered 4 Wheel Drive 80/82 HP Tractor at a cost not to exceed $39,000.
�; ' P?►9 AND APPROVED this 7th day of Sptember , 1999.
APPROVED:
�.
By:—
Fred Hanna, Mayor
ATTEST:
By:
Bather Woodruff, City lerk
�. STAFF REVIEW FORM
xx AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville City Council meeting of September 7 , 1999
FRnM -
W . A , Oestreich Fleet Operations Administrative Services
Name Division rtment
ACTTnN RF.Qi1TRF.rf - 1w�1/�".//V/f'h"f Depa�— =f> �e/ 70je .
Approval of Ordinance providing for a Bid Waiver to purchase 1 " Test Release "
Diesel powered 4 Wheel Drive 80 / 82 HP Tractor with Full New Unit Factory
Supported Warranty provided . This will allow the Mayor to approve for
purchase the unit recommended by the Fleet Operations Division , Parks
Maintenance Division and the Equipment Committee . This unit will be utilized
by the City of Fayetteville Parks Maintenance Division .
rncT Tn rTTv •
$ 39 , 000 . 00 $ 226 , 630 . 00 Repl / Exp Tractor /Mower
Cost of this Request Category/ Project Budget Category/ Project Name
9700 - 1920 - 5802 . 00 $ 187 , 323 , 00 Vehicles & Ecruinment
Account Number Funds Used To Date Program Name
98068 - 001 $ 39 , 307 , 00 Shop
Project Number Remaining Balance Fund
BUDGET REVIEW : XX Budgeted Item Budget Adjustment Attached
Budg t Coordinator Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW : GRANTING AGENCY :
Account ' g Date A Coordina Date
City Attorne / DateId
ternal Auditor Date
Purchasing Officer Date
STAFF RF.rnMMF.WnATTAN •
�- A prov f Bid WZaier Ordinan� .Z �
Division Bead D� Cross Reference
New Item : Yes No
partment ,tment , irector Date
Prev Ord/Res # :
Administ-ri,ti/vveeS�erv_i'ceess Director Date
Orig Contract Date :
ma or Date
STAFF REVIEW FORM
Description: Annroval of Bid Waiver Meeting Date:September 7. 1999
Comments: Reference Comments:
Budget Coordinator:
Accounting Manager:
City Attorney:
Purchasing Officer:
ADA Coordinator:
Internal Auditor:
CITY OF FA YETTEV/LLE
FLEET OP R ° TONS
INTER-OFFICE MEMORANDUM
TO: Mayor/City Council
THRU: Kevin Crosson, Administrative Services Director
FROM: William Oestreich, Fleet Operations Superintendent
DATE: August 26, 1999
SUBJECT: Bid Waiver for a Test Release Diesel 4 WD Tractor
Attached is a proposed Ordinance providing for a Bid Waiver to purchase a Diesel Powered 4 Wheel
Drive 80/82 HP Tractor that has been utilized for test purposes by the manufacturer. This is a common practice
by manufacturers to release units of this type to select dealers. Testing of these particular units was for air
conditioner efficiency. The test time is on the area of 200 hours of running time. A full factory backed new unit
warranty will be provided.
A new unit of this type has a customer cost of $53,564.00 plus transportation costs from Houston, TX
to the dealer. (Dealer invoice is $43,307.00 plus transportation charges and set up charges). It is the intent to
limit the cost to a maximum of $39,000.00 fully set up and delivered to our facility here in Fayetteville.
An opportunity for an end user such as the City of Fayetteville to obtain a unit of this type at a savings
such as this occurs very seldom. it would be to our advantage to utilize this opportunity at this time by switching
the acquisition of a smaller unit during 1999 and a unit such as the one described in 2000. The impact on the
operating budget will be negligible.
Upon approval of a Bid Waiver, a purchase recommendation for a suitable unit will be submitted to
the Equipment Committee and Mayor Hanna.
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THE CITY OF FAYETTEVIEEE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Bill Oestreich, Fleet Operations Superintendent
oIljk
From: Terry Gulley, Turf & Facility Coordinator
Date: August 26, 1999
Subject: Purchase of larger tractor for Parks Division
# # ## # # # # # # # ### # # # # # # # # # # # # # # # # # ## # # # # # # # # # # # # # # # # # # ## # # # # # # # # # # # # # # # # # # # # # # # # #
The Parks and Recreation Division is requesting for Fleet Operations to provide us with a 82hp
tractor, which will provide the Division with the ability to obtain maximum use off our current
equipment. The Parks and Recreation Division is currently operating this equipment with tractors
that provide marginal horsepower, thus not allowing the full potential off the equipment to be
obtained. The following usage will be improved with this tractor, aereating of turf areas, brush
hogging, and leveling of Park land. I appreciate any help that you may provide towards obtaining
this tractor for the Parks and Recreation Division.
FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Bill Oestreich, Fleet Operations
From: Heather Woodruff, City Clerk
Date: September 9, 1999
Attached is a copy of the ordinance approving a bid waiver for an 82 hp tractor. The original
will be microfilmed and filed with the City Clerk.
CC. Yolanda Fields, Internal Auditor
c W, cw,& Ll � 93
MICROFILMED XX AGENDA REQUEST STAFF REVIEW FORM 1!/IICRO FILMED
CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville City Council meeting of September 7 , 1999
PROM ,
W . A . Oestreich Fleet Operations Administrative Services
Name Division Department
ArTTnm RR(x1TRrn ,
Approval of Ordinance providing for a Bid Waiver to purchase 1 " Test Release"
Diesel powered 4 Wheel Drive 80 / 82 HP Tractor with Full New Unit Factory
Supported Warranty provided . This will allow the Mayor to approve for
purchase the unit recommended by the Fleet Operations Division , Parks
Maintenance Division and the Equipment Committee . This unit will be utilized
by the City of Fayetteville Parks Maintenance Division ,
MAT Tn CTTV *
$ 39 , 000 . 00 $ 226 , 630 . 00 Re 1p / Exp Tractor /Mower
Cost of this Request Category/ Project Budget Category/ Project Name
9700- 1920- 5802 . 00 $ 187 , 323 . 00 Vehicles & Equipment
Account Number Funds Used To Date Program Name
98068 - 001 $ 39 , 307 . 00 Shop
Project Number Remaining Balance Fund
BUDGET REVIEW : XX Budgeted Item Budget Adjustment Attached
Q0
Budg t Coordinator Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW : GRANTING AGENCY :
Acco) nt ' 1 g r Date ADA Coordina Date
.Z7- g
Ci y Attorne Date ternal Auditor Date
Purchasing Officer Date
STAFF RF.CAMMRN11AT Tr%M -
rov !f: ,Bld, ,Wa.i r Ordinan76
Division Head Date Cross Reference
New Item : Yes No
partment` irector Date
Prev Ord/Res # '
Administ tive Services Director Date
Orig Contract Date :
ma or Date
STAFF REVIEW FORM
Description: Approval of Bid Waiver Meeting Date:$gptember 7. 1999
Comments: Reference Comments:
Budget Coordinator:
Accounting Manager:
City Attorney:
Purchasing Officer:
ADA Coordinator:
Internal Auditor:
ORDINANCE NO.
AN ORDINANCE WAIVING THE REQUIREMENTS OF
FORMAL COMPETITIVE BIDDING FOR THE PURCHASE OF
A TEST RELEASE DIESEL POWERED 4 WHEEL DRIVE 80/82
HP TRACTOR WITH FULL NEW UNIT FACTORY SUPPORTED
WARRANTY TO BE UTILIZED BY THE PARKS
MAINTENANCE DIVISION.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1 . The City Council hereby waives the requirements of formal competitive
bidding for the purchase of a Test Release Diesel Powered 4 Wheel Drive 80/82 HP Tractor which
will be utilized by the Parks Maintenance Division. As said formal bidding requirements would
prevent purchase of such units as dealers do not find it practical to hold units of this type for the time
necessary to comply with those requirements. Therefore, with the time frame required, it would not
be feasible or practical to take and award a formal competitive bid.
Section 2. The total number of units involved in this purchase will not exceed 1
unit.
Section 3 . The City Council hereby authorizes representatives of the Fleet
Operations Division and the Parks Maintenance Division to evaluate, compare and finalize a
recommendation to the Equipment Committee upon unanimous approval to purchase an appropriate
unit "on the spot" at a total cost not to exceed $39,000.00.
Section 4. The City Council hereby authorizes the Equipment Committee to
review the recommendation for final approval prior to submission to the Mayor.
Section 5 . The City Council hereby authorizes the Mayor to review the
recommendations of the Equipment Committee prior to approving purchase.
PASSED AND APPROVED this day of 1999
APPROVED
By:
Mayor
ATTEST
By:
City Clerk
CITY OF FA YETTEV/LLE
ELEGY OPE ° TIONS
INTER-OFFICE MEMORANDUM
TO: Mayor/City Council
THRU: Kevin Crosson, Administrative Services Director
FROM: William Oestreich, Fleet Operations Superintendent
DATE: August 26, 1999
SUBJECT: Bid Waiver for a Test Release Diesel 4 WD Tractor
Attached is a proposed Ordinance providing for a Bid Waiver to purchase a Diesel Powered 4 Wheel
Drive 80/82 HP Tractor that has been utilized for test purposes by the manufacturer. This is a common practice
by manufacturers to release units of this type to select dealers. Testing of these particular units was for air
conditioner efficiency. The test time is on the area of 200 hours of running time. A full factory backed new unit
warranty will be provided.
A new unit of this type has a customer cost of $53,564.00 plus transportation costs from Houston, TX
to the dealer. (Dealer invoice is $43,307.00 plus transportation charges and set up charges). It is the intent to
limit the cost to a mabmum of $39,000.00 fully set up and delivered to our facility here in Fayetteville.
An opportunity for an end user such as the City of Fayetteville to obtain a unit of this type at a savings
such as this occurs very seldom. it would be to our advantage to utilize this opportunity at this time by switching
the acquisition of a smaller unit during 1999 and a unit such as the one described in 2000. The impact on the
operating budget will be negligible.
Upon approval of a Bid Waiver, a purchase recommendation for a suitable unit will be submitted to
the Equipment Committee and Mayor Hanna.