HomeMy WebLinkAbout1999-01-26 - Agendas - Final FAYE'T'TEVI LLE
THE CITY OF FAYETTEVILLE, ARKANSAS
SPECIAL CITY COUNCIL MEETING
JANUARY 26, 1999
4:30 P.M.
A special meeting of the Fayetteville City Council will be held on January 26, 1999 at 4:30 p.m. in
the City Administration Building, 113 West Mountain Street, Room 326, Fayetteville, Arkansas.
The following item will be discussed:
I. ENGINE REPLACEMENT: A ordinance approving a bid waiver to have Northwest Truck
and Equipment Company replace an engine in a fire truck (city fleet unit #24) at an estimated cost
of $ 16,000.
This will be the only item presented to the Council for consideration. The council meeting will be
followed by their regularly scheduled agenda session.
113 WEST MOUNrAIN 72701 501-521-7700
FAX 501-575-8257
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ORDINANCE NO,
AN ORDINANCE WAIVING THE REQUIREMENTS OF
COMPETITIVE BIDDING TO HAVE NORTHWEST TRUCK
AND EQUIPMENT COMPANY REPLACE AN ENGINE IN FIRE
TRUCK -CITY FLEET UNIT #24, AT AN ESTIMATED COST OF
$ 16,000.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS :
Section 1 . The City Council hereby waives the requirements of competitive bidding for
replacement of an engine in fire truck - city fleet unit #24. The requirements of competitive bidding
are not practical or feasible as Northwest Truck and Equipment Company is a factory authorized
facility specializing in Detroit Engines and has previously performed maintenance on city fleet units.
It is necessary that the work be performed by a shop familiar with the City's apparatus, and one with
a working agreement with the engine manufacturer. Additionally, the engine was tom down by
Northwest Truck and Equipment Company to determine the extent of the damage. It would not be
practical or feasible to obtain quotes from other shops for the engine replacement as the unit is in
a state of disassembly and other shops normally will not go into a competitors facility to attempt to
bid ajob for themselves.
Section2. The City Council hereby approves the estimate of $ 16,000 for the replacement
of an engine in fire truck-city fleet unit 424.
PASSED AND APPROVED this day of , 1999.
APPROVED:
By:
Fred Hanna, Mayor
ATTEST:
By:
Heather Woodruff, City Clerk
AGENDA REQUEST
For the Fayetteville City Council meeting of FEBRUARY 2, 1999
FROM:
MICKEY JACKSON, CHIEF FIRE FIRE
Name Division
Department
.......................................,.. ............... ......................._--------- ...... .._--------------------------------------------_.....
COUNCIL ACTION REQUIRED:
APPROVAL OF A BID WAIVER TO HAVE NORTHWEST TRUCK AND EQUIPMENT
COMPANY REPLACE AN ENGINE IN A FIRE TRUCK (CITY FLEET UNIT #24) AT
AN ESTIMATED COST OF $ 16,000
COST TO CITY:
$ 161000.00 VEHICLE/EQUIPMENT MAINTENANCE__
Coat of this Request Category/Projecl Budget Category/Project Name
1010-3020-5403.00 OPERATIONS PROGRAM
Account Number Funds Used To Date Program Name
N/A $0.00 GENERAL FUND
Project Number Remaining Balance Fund
------------------------------------------- ---------------- ___________________________________________ ___------___________________-----__________________-___
BUDGET REVIEW: Budgeted Item Budget Adjustment Attached
Budget Coordinator Administrative Services Director
___________________________________________ ________________ _------------------------------------------ --------- ------------------- ------------- ___----________
CONTRACT/LEASE REVIEW GRANT APPLICATION REVIEW
Accounting Manager Date
City Attorney Date
Purchasing Officer Date
Internal Auditor Date Internal Auditor Date
___________________________________________________________ _____________________________________________________________________---------------- _____________--_
STAFF RECOMMENDATION
Div —
red iC4"�a< Date`
D Iment r Date
Admin (live rvlc; tractor — Date/
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FAYETTEVILLE
THE CITY OF FAYETTEVILLE. ARKANSAS
DEPARTMENTAL CORRESPONDENCE
T4.; City Council of Fayetteville
Thru : Fred Hanna, Mayor
From: Mickey Jackson, Fire Chief/
Date: January 20, 1999
RE: Bid Waiver Request - Council Agenda for February 2
I'm requesting a bid waiver to have Northwest Truck and Equipment of Springdale
replace a blown engine in one of our fire trucks, City fleet unit #24, "Truck 4" to us. Northwest
Truck is a Detroit Diesel shop and has done almost all our truck maintenance not done by our
City Shop for many years. We need this job done by a shop familiar with our apparatus, and one
with a working agreement with the engine manufacturer. Also, the truck has been towed to
Northwest's shop for tearing the engine down to determine how bad the damage is. This part of
the job has been done, and they have recommended replacement of the engine at an estimated
cost of $ 16,000.
If you need additional information on this project, please give me a call at 575-8365 (city
extension 365), or come by the office. Thank you for your consideration of this request.
MJ/ca
Y OF FA YETTE VILLE
TH41EIET 01F1ERA'TH(CDH5
LOTAR-OEM JIHEMMNXW
TO: Mickey Jackson, Fire Chief
FROM: W. A. Oestreich, Fleet Operations Superintendent
DATE: January 20, 1999
SUBJECT: JUSTIFICATION FOR SOLE SOURCE & BID WAIVER
ORDINANCE
Regarding the engine problem with Unit #24, I feel the proper procedures have been followed as the
shop has inspected the unit prior to having it towed to Northwest Truck for further necessary repairs.
Our inspection determined that coolant was leaking from the left air box of the engine. This indicated
an internal problem that would best be handled by a shop with the specialized tools and experienced
personnel. Northwest was the most logical choice as they have an excellent service department with
a very skilled technician that specializes in Detroit Diesel Engines. We have had previous experience
with Northwest with very good results.
Tear down was accomplished by Northwest with the following results:
Engine was locked up due to 94 Piston seizing in the Sleeve. The coolant that entered the air
box had apparently came from this cylinder. It caused the overheat condition which also
shows damage to the other cylinders. (Severe Scoring) Due to the damage to the engine it
would not be in our best interest to attempt an in frame overhaul. The recommendation would
be to replace the complete engine with a FAR unit. The price quoted by Northwest of
$ 12,500.00 for an engine of this type plus installation labor, tear down labor and incidentals
is well in he for a unit of this type. As they are a Factory Authorized Facility, it would be in
the best interest of the City to utilize Northwest to complete the job. It would not be practical
to obtain quotes from other shops for this work as the unit is in a state of disassembly and
movement would be very costly. Other shops normally will not go into a competitors facility
to attempt to bid a job for themselves.
If you have any questions or comments, please contact me at extension 494.