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Home My WebLink AboutOrdinance 4291 ORDINANCE NO. 4291 AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF USED DIESEL POWERED PASSENGER VEHICLES TO BE UTILIZED BY THE FAYETTEVILLE TROLLEY PROGRAM; ESTABLISHING A REVIEW AND RECOMMENDATION PROCEDURE FOR THE PURCHASE OF THE LISTED EQUIPMENT AND UTILIZING THE TRADE ALLOWANCE FOR THE UNITS LISTED IN SECTION 2-C AND AUTHORIZING THE MAYOR TO APPROVE PURCHASE OF THE LISTED EQUIPMENT WITH THE DISPOSAL OF THE UNITS 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 two (2) used diesel powered passenger vehicles which will primarily be utilized by the Fayetteville Trolley Program. 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. Representatives of the Fleet Operations Division and the Administrative Services Director or his designee 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" Units are as follows: Unit #210- 1985 Ford E-350 Bus VIN : 1FDKE30L4FHC26165 Unit 4213- 1987 Ford E-350 Bus VIN: 1FDKE30L6HHCO2808 Section 3 . The Mayor is hereby authorized to approve the purchase of two (2) used diesel powered passenger vehicles and the disposal of the units listed in Section 2-C as trade in for a total cost not to exceed $56,000.00 PASSED AND APPROVED this 20th day of February, 2001 . ord . 4291 rrA% APPROVED: 1 u i w dS By: Charles D. Coody, May ATTEST- By: TTEST By: Heather Woodruff, City Cl rk 0 0 NAME OF FILE: Ordinance No. 4291 CROSS REFERENCE: 02/20/01 Ordinance No. 4291 01/12/01 Inter-Office Memo to Mayor/City Council thru John Maguire from William Oestreich regarding Bid Waiver for Used Powered Passenger Vehicles 02/20/01 Staff Review Form 03/08/01 Departmental Memo from City Clerk NOTES: 0 0 ORDINANCE NO. AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF USED DIESEL POWERED PASSENGER VEHICLES TO BE UTILIZED BY THE FAYETTEVILLE TROLLEY PROGRAM; ESTABLISHING A REVIEW AND RECOMMENDATION PROCEDURE FOR THE PURCHASE OF THE LISTED EQUIPMENT AND UTILIZING THE TRADE ALLOWANCE FOR THE UNITS LISTED IN SECTION 2-C AND AUTHORIZING THE MAYOR TO APPROVE PURCHASE OF THE LISTED EQUIPMENT WITH THE DISPOSAL OF THE UNITS 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 two (2) Used Diesel Powered Passenger Vehicles which will primarily be utilized by the Fayetteville Trolley Program. 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. Representatives of the Fleet Operations Division and the Administrative Services Director or his designee 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" Units are as follows: Unit #210 - 1985 Ford E-350 Bus VIN: 1 FDKE30L4FHC26165 Unit #213 - 1987 Ford E-350 Bus VIN: 1 FDKE30L6HHCO2808 Section 3. The Mayor is hereby authorized to approve the purchase of two (2) Used Diesel Powered Passenger Vehicles and the disposal of the Units listed in Section 2 - C as trade in for a total cost not to exceed $56,000.00. PASSED AND APPROVED this_day of , 2001 APPROVED By: Dan Coody, Mayor ATTEST By: Heather Woodruff, City Clerk CITY OF FAYETTEVILLE FLEET OCA ° TONS INTER-OFFICE MEMORANDUM TO: Mayor/City Council THRU: John Maguire, Administrative Services Director FROM: William Oestreich, Fleet Operations Superintendent DATE: January 12, 2001 SUBJECT: Bid Waiver for Used Diesel Powered Passenger Vehicles Attached is a proposed Ordinance providing for a Bid Waiver to purchase two (2) Used Diesel Powered Passenger Vehicles. A new unit of this type has a customer cost of $55,000.00 to $75,000.00. It is the intent to limit the cost to a maximum of approximately $28,000.00 each for used units 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 $56,000.00 for the two units. Trade In Units: #210 - 1985 Ford E-350 EI Dorado Passenger Coach VIN: 1 FDKE30L4FHC26165 #213 - 1987 Ford E-350 EI Dorado Passenger Coach VIN: 1 FDKE30L6HHCO2808 Attached is a copy of the fixed asset record showing purchase date and purchase price of the retired units. Both have gone well beyond the normal life span of units of this type. It is no longer practical to keep them 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 suitable units will be submitted to the Equipment Committee and Mayor Coody. New Dis,pl,ay, Fipxed l/ , I , Status 2 Fully Depr I , Use I , Asset # : 700213 Cost : 22 , 179 . 19 , I , I , P . O . # : 00-0038169 Acc Depr . 22 , 179 . 19 , I , TypI , Book Value : . 00 , I , 5= I , Description : BUS - FORD ELDORADO 15 PASSENGER BUS - 1987 , 1 , 18 I , TROLLEY 11 , I , Gen/ Propr . : PROPRIETARY Separate Component : Yes , I , Op , I , Comm Code . . Method Acq : Purch , I , Asset Class : Vehicles Asset Type : TruckVanBs I , Location 1 . : Oper . Ctr . Location 2 : 1910 I , I , Resp Manager : 9700 - 1910 Assigned To : 9700- 1910 I , Manufacturer : Ford Model I . Year Made . : 1987 Serial # : 1FDHE30L6HHCO2808 , I , _ , I , License # . . License Expire Date : , I , Vendor 147 S &S Truck Warranty Expire Date : , I , Check # 488 Check Date 2 /22 / 1994 , I , Jurisdiction : Property : Review Date Reviewed By : I , I , F14=Funding F16=G/L F18=Transactions F20=Mgr / Loc F24 =Documents , I , F3= ,-,F,3=gAit. , , F1,2=C,aAce,1, New - Display Fixe,Q ,_ -._-;,_ _ __ _ _._ - -- _ _, , _ _FA1,3,10,S,1,-, l / I , Status 2 Fully Depr , I , Use I , Asset # : 700210 • Cost +0- : 20 , 358 . 71 , I , I , P . O . # : 00 -0037450 Acc Depr . 20 , 358 . 71 , I , Typ I Book Value : . 00 , I , 5= I . Description : BUS - PASSENGER COACH - FORD ELDORADO - 1985 I , 18 I , I , Gen/ Propr . : PROPRIETARY Separate Component : Yes I , Op , I . Comm Code . . Method Acq : Purch , I , Asset Class : Vehicles Asset Type : TruckVanBs I , I , Location 1 . : Oper . Ctr . Location 2 : 1910 I , I , Resp Manager : 9700- 1910 Assigned To : 9700-1910 , I , I , Manufacturer : Model E350 I , I , Year Made 1985 Serial # : FEC26165 I , I , License # License Expire Date I , I , Vendor 147 S&S Truck Warranty Expire Date : I , I , Check # 451 Check Date 11/08/ 1993 , I , I , Jurisdiction : Property : I , I , Review Date Reviewed By : I , . I , , I , I , F14=Funding F16=G/L F18=Transactions F20=Mgr/ Loc F24=Documents I , F3= F3.F ?t. . . F1,2=,C,aAGe,l - %AFF REVIEW FORM • XX AGENDA REQUEST _ CONTRACT REVIEW _ GRANT REVIEW For the Fayetteville City Council meeting of febrrraro9&1 FROM : W.A.Oestreich Fleet Operations Administrative Services Name Division Department ACTION REQUIRED: APPROVAL OF AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING THE PURCHASEOF USED DIESEL POWERED PASSENGER VEHICLES TO BE UTILIZED BY THE FAYETTEVILLE TROLLEY PROGRAM; 5 iql ESTABLISHING A REVIEW AND RECOMMENDATION PROCEDURE FOR THE PURCHASE OF THE LISTED EQUIPMENT AND fE UZ UTILIZING THE TRADE ALLOWANCE FOR THE UNITS LISTED IN SECTION 2-C OF THE ORDINANCE AND AUTHORIZING THE R MAYOR TO APPROVE PURCHASE OF THE LISTED EQUIPMENT WITH THE DISPOSAL OF THE UNITS LISTED IN 2-C OF THE ORDINANCE. COST TO CITY: $ 56.000.00 $ 576.200.00 Lt/Med Utility Veh. Repl/Exp Cost of this Request Category/Project Budget Category/Project Name 9700.1910-5802.00 $ 146.908.00 Vehicles & Equipment Account Number Funds Used To Date Program Name 98063 $ 429.292.00 Shop Project Number Remaining Balance Fund BUDGET IEW: XX Budgeted Item _ Budget Adjustment Attached Bud#etoorbdinaiokr � Administrative Services Director �CCONT/R` ACT/GRANT&EASE REVIEW: GRANTING AGENCY: Accou Mans r D ADA Coordinator Date City Attorney Date InternalAud r Date ukto I - 15 - oITI Purchasing Officer Date STAF REC ENDATION pp v f OW tdinance Don Has Date Cross Reference New Item: Yes No Frt"mDirector Date A b _V Prev Ord/Res #: ces Director Date ZZ Orig Contract Date: Date STAFF REVIEW FORM Description: Bid Waiver Ordinance Replacement Trolleys Meeting Date: February 6, 2001 Comments: Reference Comments: Budget Coordinator: Accounting Manager: City Attorney: Purchasing Officer: ADA Coordinator: Internal Auditor: FAYETTEVI E S THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Bill Oestrich, Fleet Operations From: Heather Woodruff, City Clerk Date: March 8, 2001 Attached is a copy of the ordinance approving a bid waiver for the Trolley Program. The original will be microfilmed and filed with the City Clerk. m cc: Nancy Smith, Internal Auditor