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Home My WebLink AboutOrdinance 4289 ORDINANCE NO. 4289 AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF USED DIESEL POWERED OVER THE ROAD TRACTOR TO BE UTILIZED BY THE STREET MAINTENANCE DIVISION; ESTABLISHING A REVIEW AND RECOMMENDATION PROCEDURE FOR THE PURCHASE OF THE LISTED EQUIPMENT AND UTILIZING THE TRADE ALLOWANCE FOR THE UNIT LISTED IN SECTION 2-C AND AUTHORIZING THE MAYOR TO APPROVE PURCHASE OF THE LISTED EQUIPMENT WITH THE DISPOSAL OF THE UNIT LISTED IN 2-C. 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 ) Used Powered Over the Road Tractor which will primarily be utilized by the Street Maintenance Division. Said formal bidding requirements would prevent purchase of such units as dealers do not find it practical or feasible to hold units of this type for the time necessary to comply with those requirements. Section 2. The City Council hereby establishes the following procedure for review and recommendation for the equipment listed in Section 1 . above: A. Representative of the Fleet Operations Division and the Fayetteville Street 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. C. The "Trade-In" Unit is as follows: Unit #721 - 1980 Peterbilt COE Tractor VIN: 132077N Section 3. The Mayor is hereby authorized to approve the purchase of one ( 1 ) used Diesel Powered Over the Road Tractor and the disposal of the Unit listed in Section 2-C as trade in for a total cost not to exceed $27,000.00. Page 2 Ordinance No. 4289 PASSED AND APPROVED this 6th day of Feburary , 2001 . / APPROVED: ce Charles D. Co(%, Mayor By: / Heather Woodruff, City Cfdrk NAME OF FILE: CROSS REFERENCE: Date Contents of File Initials AGO y� � ORDINANCE NO. AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF USED DIESEL POWERED OVER THE ROAD TRACTOR TO BE UTILIZED BY THE STREET MAINTENANCE DIVISION; ESTABLISHING A REVIEW AND RECOMMENDATION PROCEDURE FOR THE PURCHASE OF THE LISTED EQUIPMENT AND UTILIZING THE TRADE ALLOWANCE FOR THE UNIT LISTED IN SECTION 2-C AND AUTHORIZING THE MAYOR TO APPROVE PURCHASE OF THE LISTED EQUIPMENT WITH THE DISPOSAL OF THE UNIT LISTED IN 2-C. 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 ) Used Diesel Powered Over the Road Tractor which will primarily be utilized by the Street Maintenance Division. Said formal bidding requirements would prevent purchase of such units as dealers do not find it practical or feasible to hold units of this type for the time necessary to comply with those requirements. Section 2. The City Council hereby establishesthe following procedure for review and recommendation for the equipment listed in Section 1 above: A. Representatives of the Fleet Operations Division and the Fayetteville Street 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. C. The °Trade-In" Unit is as follows: Unit #721 - 1980 Peterbilt COE Tractor VIN: 132077N Section 3. The Mayor is hereby authorized to approve the purchase of one (1) Used Diesel Powered Over the Road Tractor and the disposal of the Unit listed in Section 2 - C as trade in for a total cost not to exceed $27,000.00. PASSED AND APPROVED this_day of , 2001 APPROVED By: Dan Coody, Mayor ATTEST By: Heather Woodruff, City Clerk CITY OF FAYETTEVILLE FLEET OCA R ° TONS INTER-OFFICE MEMORANDUM TO: Mayor/City Council THRU: John Maguire, Administrative Services Director FROM: William Oestreich, Fleet Operations Superintendent DATE: January 13, 2001 SUBJECT: Bid Waiver for a Used Diesel Over the Road Tractor Attached is a proposed Ordinance providing for a Bid Waiver to purchase one (1 ) Used Diesel Powered Over the Road Tractor. Anew unit of this type has a customer cost of $65,000.00 to $100,000.00. Itis the intent to limit the cost to a maximum of approximately $27,000.00 for a used unit in good condition delivered to our facility in Fayetteville. The plan is to utilize trade allowances for the following to allow this to be a total trade difference of $27,000.00 for the unit. Trade In Unit: #721 - 1980 Peterbilt COE Tractor VIN: 132077N Attached is a copy of the fixed asset record showing purchase date and purchase price of the retired unit. It has done its job well but has also gone well beyond the normal life span for a unit of this type. It is no longer practical to keep it in operation without a substantial expenditure. An opportunity to save a substantial amount of money with the purchase of used units has proven to work out well in the past. We have been very fortunate in locating very serviceable units in the market. Therefore every effort will be made to continue this record with other economically priced used units. Upon approval of a Bid Waiver, a purchase recommendation for a suitable unit will be submitted to the Equipment Committee and Mayor Coody. New Dis,p1,ay, F'ikxe,d -As,s,e,t, Trarks,a,cti A Iniqu Cost + Adj : . 00 I , Asset # : 700721 Acc Depr . 00 I , TRACTOR - PETERBUILT - 1980 - RETIRED , I , I , , I , I , Type option , press Enter . Reset Tran Date / Seq : + , l , 5=Display -Wo—re . I , I , - - --Transaction- - -- - - - - - - - -- - - - - - - -General Ledger-- - - - - - - - - - - - - - - I , I , Opt Date Seq Type Account Number Proj SubP 12 /05/ Display Asset Transaction FA0725S1 10/28/ I , 9/29/ Transaction Date / Seq : 3/01/ 1994 001 I , 3 3/ 01/ Transaction Type Record Pur – Transaction Amount . 41129 . 25 Depreciation Period Thru : G/ L Account # I. I 1 9700 . 0815 . 00 Project / Sub- Project G/ L Date . . . 3/01 / 1994 Home Organization 9700 1910 ,-F3=E,x,it. , , F4, F3=Exit F12=Cancel 1f r 1. r II � •STAFF REVIEW FORM • XX AGENDA REQUEST _ CONTRACT REVIEW _ GRANT REVIEW For the Fayetteville City Council meeting of February 6, 2001 FROM: W.A.Oestreich Fleet Operations Administrative Services S ;rA P Name Division Department RE UL ACTION REQUIRED: /-roR APPROVAL OF AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF A USED DIESEL POWERED OVER THE ROAD TRACTOR TO BE UTILIZED BY THE FAYETTEVILLE STREET MAINTENANCE DIVISION; ESTABLISHING A REVIEW AND RECOMMENDATION PROCEDURE FOR THE PURCHASE OF THE LISTED EQUIPMENTAND UTILIZING THE TRADE ALLOWANCE FOR THE UNIT LISTED IN SECTION 2-C OF THE ORDINANCE AND AUTHORIZING THE MAYOR TO APPROVE PURCHASE OF THE LISTED EQUIPMENT WITH THE DISPOSAL OF THE UNIT LISTED IN 2-C OF THE ORDINANCE. COST TO CITY: $ 27,000.00 $ 618, 197.00 Med/Hvy Utility Veh. Repl/Exp Cost of this Request Category/Project Budget Category/Project Name 9700-1910-5802.00 $ -0- Vehicles & Equipment Account Number Funds Used To Date Program Name 98064 $ 618.197.00 Shop Project Number Remaining Balance Fund BUDGET REVIEW: XX Budgeted Item _ Budget Adjustment Attached Budget Coordinator Administrative Services Director CONTRACT/GRANT/LEASE REVIEW: GRANTING AGENCY: Acco ting angfoer JDate ADA Coordinator Date - / S I b(.101 CitOttorn y Date Internalditor Date Purchasing Officer Date TAFF RECMENDATION PIP ry=�OM aiver Ordinance Dmo ion Head Date Cross Reference New Item: Yes No Clepartment Director Date �y I Prev Ord/Res #: A r;in7is�eSe ce Director /Date " r Ong Contract Date: Mayor D e STAFF REVIEW FORM Description: Bid Waiver Ordinance OTR Tractor Meeting Date: February 6. 2001 Comments: Reference Comments: Budget Coordinator: Accounting Manager: City Attorney: Purchasing Officer: ADA Coordinator: Internal Auditor: FAYETTEVILLE THE CITY OF FAYETTEVIIIE, ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Bill Oestreich, Fleet Operations From: Heather Woodruff, City Clerk Date: February 14, 2001 Attached is an ordinance approving a bid waiver for the purchase of an over the road tractor. The original will be microfilmed and filed with the City Clerk. cc: Nancy Smith, Internal Audit