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Home My WebLink AboutOrdinance 4306 ORDINANCE NO. 4306 AN ORDINANCE AMENDING ORDINANCE 4289 TO INCREASE THE AUTHORITY OF THE MAYOR TO APPROVE THE PURCHASE OF THE USED OVER THE ROAD SEMI TO AN AMOUNT NOT TO EXCEED $35,000.00 BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1 . The City Council hereby amends Ordinance 4289 which waived the requirements of formal competition bidding for the purchase of one (1) Used Powered Over The Road Tractor by changing the amount in Section 3 of that ordinance from "not to exceed $27,000.00" to "not to exceed $35,000.00." Section 2. All other provisions of Ordinance 4289 waiving the requirements of formal bidding and authorizing the Mayor to approve said purchase remain in full force and effect. Section 3. The City Council hereby determines that the City of Fayetteville is in immediate need of the Over The Road Tractor and hereby determines that the immediate passage of this ordinance is necessary for the purchase of such equipment. Therefore, an emergency is declared to exist and this ordinance being necessary for the public safety and welfare shall be in full force and effect from and after its passage and approval. PASSED AND APPROVED this 3rd day of April, 2001 . APPROVED: fOl 0J t . ' ' a BY: DAN COODY, Y61 By: H ather oodruf , City Clerk NAME OF FILE: Ordinance No. 4306 CROSS REFERENCE: Ordinance No. 4289 04/03/01 Ordinance No. 4306 04/28/01 Inter-Office Memo to Mayor/City Council thru John Maguire thru Peggy Vice from W. A. Oestreich 04/03/01 Staff Review Form 03/28/01 Departmental Memo to Bill Oestreich from Randy Allen Picture of 1996 Mack CH613SF 04/09/01 Departmental Memo from City Clerk 02/06/01 Ordinance No. 4289 01/13/01 Inter-Office Memo to Mayor/City Council thm John Maguire from William Oestreich 02/06/01 Staff Review Form 02/14/01 Departmental Memo from City Clerk NOTES : Of OF --------------- FAX: S014"30S TO: Mayor/City Council THRU: John Maguire, Administrative, Services Director THRU: Peggy Vice, Purchasing Manager FROM : W. A. Oestreich, Fleet Operations Superintendent DATE: April 28 2001 SUBJECT: . AMENDMENT TO ORDINANCE 4289-BID WAIVER Reference the attached Agenda Request for an Amendment to Ordinance 4289 - Bid Waiver for the purchase of an Over the Road Tractor for primary use in the Street Maintenance Division. This unitwill be utilized to transport the paving machine, milling machine, rollers and other construction, . oversize and heavy equipment that its not capable of moving distances under their own power. .The original Bid Waiver requested and approved set a not to exceed cost of $27,000.00 with trade for the purchase of such equipment. Under circumstances existing at the time of the original request,,the dollar amount was considered appropriate. This dollar amount took into consideration that various compromises would be necessary when procuring equipment of this type. However, an opportunity has suddenly presently surfaced that provided a unit that met all the necessary requirements for a unit of this type without the necessity of compromising any specific item. This unit is located at Sooner Truck Sales of Catoosa, OK and provides us with an ideal set up for our intended use. Negotiations have been made with Sooner Truck in an attempt to procure this unit for the City of Fayetteville within the dollar amount specified. This has not proved , to * be successful, therefore it is necessary to raise the amount from $27,000.00 to $35,000.00 to complete this purchase. A copy of the vehicle specifications along with * a. picture of the unit is included along with comments from Randy Allen, Street Superintendent regarding the purchase of this vehicle . It is anticipated that overall performance of this unitwill be far superior than that of units which do not meet.the total package available with this vehicle. Projected life span of this unit should provide the City with reliable service for 8 to 10 years after being placed in service. The opportunity presented with the availability of this unit is definitely to the advantage of the City and securing this vehicle at the trade cost of $35,000.00 will provide us with many years of economical and reliable service. I STAFF REVIEW FORM XXX AGENDA REQUEST r= sar -r-'3-cv3 �Lr CONTRACT REVIEW c-.�. ��e[a-3-'r•s[v� i_� r _ GRANT REVIEW For the Fayetteville City Council meeting: April 3, 2001 FROM: Re W.A.Oestreich Fleet Operations Administrative Services O&oR Name Division Department ACTION RFOI IIRFr1• Approval of an Amendment to Bid Waiver Ordinance No. 4289, Section C, to change total cost from $27,000.00 to $35,000.00. COST TO CITY• $ 35.000.00 $ 618. 197.00 Med/Hvv Utility Veh ReDI/ExD Cost of this Request Category/Project Budget Category/Project Name 97000.1920-5802.00 $ —00.00— 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 y ordinator Administrative Services Director Accounting Manager Date ADA Coordinator - Date City Attorney Date Internal Audit Date Purchasing Officer Date ,qTAFF RFCOMMFNDATION • Approval of Amendment to Bid Waiver Ordinance #4289. Division Head Date Cross Reference New Item. Yes No �tinis ctor' ctor Date Prev Ord/Res #: 4289 ative Sees otor Orig Contract Date: Date STAFF REVIEW FORM Description: Amendment to Ordinance 4289 Meeting Date: April 3, 2001 Comments: P Reference Comments: Budget Coordinator: Accounting Manager: City Attorney: Purchasing Officer: ADA Coordinator: Internal Auditor: FAYETTEVIPLE • THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE i TO : Bill Oestreich , Fleet Maintenance Superintendent FROM : Randy. Allen , Street Superintendent Q, DATE : March 28 , 2001 SUBJECT : Truck Purchase - I have evaluated the 1996 Mack truck that is for sale from Sooner Truck Sales in Tulsa , Oklahoma and it is my recommendation to purchase it . for use in hauling heavy equipment . I had an operator drive the truck and he concurs that it is worth the money for our use . If I can provide any, additiona'l information please let me know , . -;G Unit #2247 • • Sooner TrPhone:( 1OK 74015 800) 892-593 Fax: (910 8) 266- 0 Specification Description F Engine MACK 427 5 1 a Sleeper Non Transmission Fuller I0spd Suspension Camelback ` Front Axle Capacity 12,000 Lbs. Rear Axle Capacity 38,000 Lbs. ' P Y Rear End Ratio 4:42 Serial No. IMIAAI8Y2TWO6 7024 d t, Front Wheels Aluminum &TI W Rear Wheels Disc Wheel Base 200" Tire Size I I R24.5 1996 Mack CH613SF Interior Deluxe "rank Capacity 160 gallons Go To Our Home.Page Odometer 507,794 I'm Interested In This Truck Unit Number 2247 View Similar Trucks in This Dealers Inventory Location Catoosa. OK Print Specification Sheet Warranty Information Engine Warranty : No Warranty Driveline Warranty : No Warranty souner I ruek salr-IIs htlp :/1N+ 11 NNInertI'll cksales ,coIn/ \'icw our inventory on the Internet . All mformason listed above is believed to be accurate, but is subject to correction or change without notice in case of error. See front page for details Copyright ® 1996 - 2001 Interstate Online Software, Inc. Web site is powered by SOARR Truck Sales 8 Management System (740) 587-1695. FAYETTEVI LPLE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Bill Oestreich, Fleet Operations From: Heather Woodruff, City Clerk Date: April 9, 2001 Attached is a copy of the ordinance amending Ord. 4289, bid waiver for the over the road semi. The original will be microfilmed and filed with the City Clerk. cc: Nancy Smith, Internal Audit G Yn_ ORDINANCE NO. 4289 . I . A11CROFILMED AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL . COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF USED DIESEL POWERED OVER THE ROAD . .; TRACTOR TO BE UTTLTZED BY THE STREET MAINTENANCE DIVISION; ESTABLISHING A REVIEW AND RECOMMENDATIONPROCEDUREFOR 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, OQ� 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 forreview 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. c Page 2 , Ordinance No. 4289 PASSED AND APPROVED this 6th day of Feburary 2001 . !fir4 d APPROVED: / k 19 By: Charles D. Coody, Mayor Vii ) • FO\, , ATTES�T�: By: w Heather Woodruff, City C ek .:. 4 t 3 d z, f s Yom. • f ': f=AYne.'T"Y"lifiVlt..t_Eii CITY OF FAYETTEVILLE . , FLEET OPE ° TI ONS INTER-OFFICE MEMORANDUM TO: Mayor/City Council THRU: John Maguire, Administrative Services Director �yr/�� 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 ' yy Cd °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.sh'owing 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 Y` 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. ss,e,t.i'ATraAs,a,Gt,ioA IA - - - - - - - - -„- - - - - - - - - - - -� -- -- - - -- - - - --FA1,3„4 ,S ,1 - I , Cost + Adj : . 00. , I , I , Asset # : 700721 Acc Depr d00 I , 1 , .TRACTOR - PETERBIIILT - 1980, - RETIRED d1 Type option , press - Enter . Reset Tran Date'/ Seq : + . , I , 5=Display More : - - --Transaction - - -- - - - - - - - - - -- - - - -General Ledger- - - - - -- - - - - - - -- , I , ' ' Opt Date Seq Type Account . Number Proj SubP , I , - 12 / 05 / Display Asset Transaction FA0725S1 10 /28 / ` 9/29/ Transaction Date / Seq : ' 3 / 01 / 1994 001' I , B 3/01 / Transaction Type Record Pur Transaction Amount . 4 , 129 . 25 Depreciation Period Thru : yT , G/ L Account # 9700 . 0815 . 00 , I ; , - Project / Sub- Project G/ L Date ' $/ 01/ 1994 Home Organization 9700 1910 F,3=tE;<,i,t, , , F4, F3=Exit F12=Cancel ' i tom;:'