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Home My WebLink About2001-04-03 - Agendas - Final FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS FINAL AGENDA CITY COUNCIL APRIL 3, 2001 A meeting of the Fayetteville City Council will be held on April 3, 2001 at 6:30 p.m. in Room 219 of the City Administration Building located at 113 West Mountain Street, Fayetteville, Arkansas. NOMINATING COMMITTEE REPORT A. CONSENT 1 . APPROVAL OF THE MINUTES : Approval of the March 20, 2001 City Council minutes. 2. PARKING DECK: A resolution approving a contract amendment in the amount of $26,750.00 with Garver Engineers in connection with the design of the parking deck on the E.J. Ball lot. 3. GENERATORS: A resolution awarding Bid 01 - 13 in the amount of $ 111 ,778.00 to Williams Tractor for the purchase of two trailer mounted generator sets. 4. RESEARCH AND TECHNOLOGY: A resolution requesting appropriations from the Department of Finance and Administration Disbursing Officer for money held in escrow for the Research and Technology Park. 5, CELL PHONES & PAGERS : A resolution amending the Rules of Order and Procedure of the Fayetteville Mayor/City Council by adding a restriction against use of Cell Phones and Pagers during meetings. B. OLD BUSINESS 1. CIVIL SERVICE : An ordinance granting authority to the Fayetteville Civil Service Commission to appoint and remove the Police and Fire Chief; and for other purposes. The ordinance was tabled on the third reading at March 20, 2001 City Council meeting. 113 WEST MOUNTAIN 72701 501521-7700 FAX 501 575-8257 0 0 C. NEW BUSINESS 1 , VA 01-3.00: An ordinance approving VA 01 -3 .00 submitted by Bleaux Barnes for property located along the south side of Appleby Road and to the west of the Quail Creek Subdivision. The request is to vacate that portion of the existing Appleby Road right-of-way in excess of the Master Street Plan requirement. 2. RULES OF ORDER AND PROCEDURE: Discussion of amendments to the Rules of Order and Procedure of the Fayetteville Mayor/City Council. 3. VICE-MAYOR: Election of a Vice-Mayor. 4, AMENDMENT TO BID WAIVER: An ordinance approving an amendment to Bid Waiver Ordinance 4289, Section C, to change the total cost from $27,000.00 to $35,000.00. Meeting of April 3, 2001 o L SANTOS ✓ JORDAN REYNOLDS ✓ THIEL YOUNG ZURCHER TRUMBO J DAVIS ✓ COODY a SANTOS JORDAN REYNOLDS ✓ THIEL YOUNG ✓ ZURCHER TRUMBO ✓ DAVIS ✓ COODY Meeting of April 3, 2001 SANTOS JORDAN REYNOLDS THIEL YOUNG ZURCHER I '/ TRUMBO /y DAVIS COODY L, AeA7 dap SANTOS ✓ �/ ✓ JORDAN ✓ ✓ REYNOLDS ✓ ✓ THIEL t/ ✓ ✓ YOUNG ✓ ✓ ZURCHE TRUMBO � DAVIS ✓ ✓ COODY Meeting of April 3, 2001 pQ� SANTOS JORDAN REYNOLDS f THIEL YOUNG ✓ l� ZURCHER TRUMBO DAVIS COODY 7 - 0. 7-0 -0 ilk SANT JORDAN REYNOLDS THIEL ✓ YOUNG f ZURC TRUMBO J DAVIS COODY Meeting of April 3, 2001 Wy SANTOS r/ ✓ r/ JORDAN REYNOLDS ✓ �� THIEL ✓ '� YOUNG ✓ '✓ ZURCH TRUMBO ✓ DAVIS ✓ ✓ ✓ �� COODY SANTOS JORDAN REYNOLDS THIEL YOUNG ZURCHER TRUMBO DAVIS COODY /6 �y 7 'BO r , THE CITY OF FAYETTEVILLE, ARKANSAS FINAL AGENDA CITY COUNCIL APRIL 3, 2001 . A meeting of the Fayetteville City Council will be held on April 3, 2001 at 6:30 p.m. in Room 219 of the City Administration Building located at 113 West Mountain Street, Fayetteville, Arkansas. h � j NOMINATING COMMITTEE REPORT Yi A. CONSENT r' y 1 . APPROVAL OF THE MINUTES : Approval of the March 20, 2001 City Council minutes. 2. PARKING DECK: A resolution approving a contract amendment in the amount of $26,750.00 with Garver Engineers in connection with the design of the parking 1 deck on the E.J. Ball lot. 3. GENERATORS : A resolution awarding Bid 01 -13 in the amount of $ 111 ,778.00 (1 to Williams Tractor for the purchase of two trailer mounted generator sets. 4. RESEARCH AND TECHNOLOGY: A resolution requesting appropriations 01 from the Department of Finance and Administration Disbursing Officer for money '7 held in escrow for the Research and Technology Park. CELL PHONES & PAGERS: A resolution amending the Rules of Order and Procedure of the Fayetteville Mayor/City Council by adding a restriction against use of Cell Phones and Pagers during meetings. \ B. Y� OLD BUSINESS CIVIL SERVICE: An ordinance granting authority to the Fayetteville Civil 1�"`JJJ••• / IService Commission to appoint and remove the Police and Fire Chief; and for v vez other purposes. The ordinance was tabled on the third reading at March 20, 2001 f City Council meeting. 113 WEST MOUNTAIN 72701 501521-7700 FAX 501575-8257 w C. NEW BUSINESS 1 . A O1 -3.00: An ordinance approving VA 01 -3 .00 submitted by Bleaux Barnes for property located along the south side of Appleby Road and to the west of the Quail Creek Subdivision. The request is to vacate that portion of the existing �t U Appleby Road right-of-way in excess of the Master Street Plan requirement. 2. ULES OF ORDER AND PROCEDURE: Discussion of amendments to the Rules of Order and P cedure of the Fayetteville Mayor/City Council. 3. VICE-MAYOR: Election of a Vice-Mayor. h7o 7jpO�) 4. f / ENDMENT TO BID WAIVER: An ordinance approving an amendment to i U id Waiver Ordinance 4289, Section C, to change the total cost from $27,000.00 l/ to $35,000.00. �v i FAYETTEVREE THE CITY OF FAYETTEVILLE, ARKANSAS March 20, 2001 To all City Aldermen, My plans for hiring a new Fire Chief include enlisting the expertise of a group of professionals and other stakeholders to help select the strongest resumes. I expect this group to consist of: • two Civil Service Commissioners • two City Aldermen • a Public Administration professor from the University of Arkansas • our Interim Fire Chief • our Personnel Director, and • our Administrative Services Director As Mayor, I will continue recruiting and hiring the most highly qualified candidate for any job we offer in this administration. Sincerely, Dan Coody Mayor 113 WEST MOUNTAIN 72701 501521-7700 FAX 501 575$257 FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS FINAL AGENDA CITY COUNCIL APRIL 3, 2001 A meeting of the Fayetteville City Council will be held on April 3, 2001 at 6:30 p.m. in Room 219 of the City Administration Building located at 113 West Mountain Street, Fayetteville, Arkansas. NOMINATING COMMITTEE REPORT A. CONSENT 1. APPROVAL OF THE MINUTES : Approval of the March 20, 2001 City Council minutes. 2. PARKING DECK: A resolution approving a contract amendment in the amount of $26,750.00 with Garver Engineers in connection with the design of the parking deck on the E.J. Ball lot. 3. GENERATORS: A resolution awarding Bid 01 - 13 in the amount of $ 111 ,778.00 to Williams Tractor for the purchase of two trailer mounted generator sets. 4. RESEARCH AND TECHNOLOGY: A resolution requesting appropriations from the Department of Finance and Administration Disbursing Officer for money held in escrow for the Research and Technology Park. 5, CELL PHONES & PAGERS: A resolution amending the Rules of Order and Procedure of the Fayetteville Mayor/City Council by adding a restriction against use of Cell Phones and Pagers during meetings. B. OLD BUSINESS 1 . CIVIL SERVICE: An ordinance granting authority to the Fayetteville Civil Service Commission to appoint and remove the Police and Fire Chief; and for other purposes. The ordinance was tabled on the third reading at March 20, 2001 City Council meeting. 113 WEST MOUNTAIN 72701 501521-7700 FAX 501 575.8257 w C. NEW BUSINESS 1 , VA 01 -3.00: An ordinance approving VA 01 -3 .00 submitted by Bleaux Bames for property located along the south side of Appleby Road and to the west of the Quail Creek Subdivision. The request is to vacate that portion of the existing Appleby Road right-of-way in excess of the Master Street Plan requirement. 2. RULES OF ORDER AND PROCEDURE: Discussion of amendments to the Rules of Order and Procedure of the Fayetteville Mayor/City Council. 3. VICE-MAYOR: Election of a Vice-Mayor. 4, AMENDMENT TO BID WAIVER: An ordinance approving an amendment to Bid Waiver Ordinance 4289, Section C, to change the total cost from $27,000.00 to $35,000.00. i ana Eroyles - ADFA Grant -- $193,46O.doc Research & 1'echnol A. 4. Page 1 April 4, 2001 Ms. Carla Wooley Senior Budget Analyst ARKANSAS DEPARTMENT OF FINANCE & ADMINISTRATION P.O. Box 3278 Little Rock, AR 72203 SUBJECT: Request Disbursement of Grant Funds Totaling $193,460.00 Dear Ms. Wooley: Governor Mike Huckabee has signed the enclosed Act 1122 of 2001 (Senate Bill 582). This legislation makes an appropriation for the Department of Finance and Administration disbursing officer for payments to various projects. These projects were authorized by the Economic Development of Arkansas Fund Commission in June of 1999 and summarily placed into escrow. Item number 01 of the aforementioned Act refers to the City of Fayetteville (Arkansas) • Research and Technology Park. The appropriation is in the amount of $193,460.00. Accordingly, the Fayetteville City Council convened for its regularly scheduled meeting at 6:30 p.m. on Tuesday, April 3, 2001 . Item number AA on the attached "consent agenda" lists Resolution No. _, which authorizes the mayor to formally request the release of the funds in question. The enclosed resolution was adopted by the city council. Please accept this communication as my formal request for the release of $193,460.00 to the City of Fayetteville (Arkansas). We look forward to directing these funds so as to establish a presence for supporting Arkansas' newest research and technology endeavor. Should you have questions, or if I can be of any further assistance to you, please do not hesitate to call. Sincerely, Dan Coody Mayor Enclosures • Research & Technol . . A. 4. Page 2 Stricken language would be deleted from and underlined language would be added to the law as it existed prior to this session of the General Assembly. .v 1 State of Arkansas As Engrossed: 5312101 5317101 S317101 2 83rd General Assembly A Bill Act 1122 of 2001 3 Regular Session, 2001 SENATE BILL 582 4 5 By: Joint Budget Committee 6 7 For An Act To Be Entitled 8 AN ACT TO MAKE AN APPROPRIATION FOR THE 9 DEPARTMENT OF FINANCE AND ADMINISTRATION - 10 DISBURSING OFFICER FOR PAYMENTS TO VARIOUS 11 PROJECTS AUTHORIZED BY THE ECONOMIC 12 DEVELOPMENT OF ARKANSAS FUND COMMISSION 13 HELD IN ESCROW; AND FOR OTHER PURPOSES. 14 15 16 Subtitle 17 AN ACT FOR THE DEPARTMENT OF FINANCE 18 AND • 19 ADMINISTRATION - DISBURSING OFFICER - 20 ECONOMIC DEVELOPMENT PROJECTS HELD 21 IN 22 ESCROW APPROPRIATION. 23 24 25 BE IT ENACTED BY THE GENERAL ASSEMBLY OF THE STATE OF ARKANSAS: 26 27 SECTION 1 . APPROPRIATIONS. There is hereby appropriated, to the Department of 28 Finance and Administration - Disbursing Officer, to be payable from cash funds as defined by 29 Arkansas Code 19-4-801 of the Department of Finance and Administration - Disbursing Officer, 30 for grants to various projects approved by the Economic Development of Arkansas Fund 31 Commission held in escrow, the following: 32 33 34 ITEM 35 NO. • 36 (01) CITY OF FAYETTEkMLE - ARKANSAS Research & 1 ecnnoi A. 4. Page 3 As Engrossed: S3/2/O1 S3/7/Ol S3/7101 SB582 • 1 RESEARCH AND TECHNOLOGY 1939460 2 (02) CITY OF MENA - AIRPORT INSTRUMENT 3 LANDING SYSTEM 386o920 4 (03) CITY OF STEPHENS - WATER/SEWER 5 IRONHORSE PAPER MILL 131, 120 6 (04) GREENE COUNTY - ECONOMIC DEVELOPMENT 7 CENTER 145, 095 8 (05) LITTLE RED RIVER REGIONAL IRRIGATION 9 SYSTEM - SURFACE WATER DIVERSION 10 AND HARD PIPE IRRIGATION 96, 730 11 (06) CITY OF PRESCOTT - NEVADA COUNTY 12 WATER/ROADIMPROVEMENTS 101,570 13 (07) CLARK CO LINTY - BUSINESS DEVELOPMENT 14 PARK 1050920 15 (08) COMMUNITY WATER SYSTEM- LONOKE/WHITE 16 COUNTIES WATER SUPPLYPROJECT 145. 095 17 . 18 TOTAL AMOUNTAPPROPRIATED S 1. 305. 910 19 20 SECTION 2. COMPLIANCE WITH OTHER LAWS. Disbursement of funds authorized by 21 this act shall be limited to the appropriation for such agency and funds made available by law for 22 the support of such appropriations; and the restrictions of the State Purchasing Law, the General 23 Accounting and Budgetary Procedures Law, the Revenue Stabilization Law, the Regular Salary 24 Procedures and Restrictions Act, or their successors, and other fiscal control laws of this State, 25 where applicable, and regulations promulgated by the Department of Finance and 26 Administration, as authorized by law, shall be strictly complied with in disbursement of said 27 funds. 28 29 SECTION 3. LEGISLATIVE INTENT. It is the intent of the General Assembly that any 30 funds disbursed under the authority of the appropriations contained in this act shall be in 31 compliance with the stated reasons for which this act was adopted, as evidenced by the Agency 32 Requests, Executive Recommendations and Legislative Recommendations contained in the 33 budget manuals prepared by the Department of Finance and Administration, letters, or 34 summarized oral testimony in the official minutes of the Arkansas Legislative Council or Joint *5 Budget Committee which relate to its passage and adoption. 36 Research & TechnoL, A. 4. Page 4 As Engrossed: S3/2/01 S3/7/Ol S3/7/01 SB582 W 1 SECTION 4. EMERGENCY CLAUSE. It is found and determined by the General • 2 Assembly, that the Constitution of the State of Arkansas prohibits the appropriation of funds for 3 more than a two (2) year period; that the Economic Development of Arkansas Fund Commission 4 has approved vital economic development projects, that the projects have not been able to 5 receive the funds approved by the commission thereby depriving the citizens of the economic 6 benefits of the projects for a year. Therefore, an emergency is hereby declared to exist and this 7 Act being necessary for the immediate preservation of the public peace, health and safety shall 8 be in full force and effect from and after the date of its passage and approval. 9 If the bill is neither approved nor vetoed by the Governor, it shall become effective on the 10 expiration of the period of time during, which the Governor may veto the bill. If the bill is vetoed 11 by the Governor and the veto is overridden, it shall become effective on the date the last house 12 overrides the veto. 13 /s/Joint Budget Committee 14 15 16 APPROVED: 3/27/2001 17 18 • 19 20 21 22 23 24 25 26 27 28 29 30 31 32 • Cell Phones&Pagers A. 5. Page 1 . 1 RESOLUTION NO. • A RESOLUTION AMENDING THE RULES OF ORDER AND PROCEDURE OF THE FAYETTEVILLE MAYOR/ CITY COUNCIL BY ADDING A RESTRICTION AGAINST USE OF CELL PHONES AND PAGERS DURING MEETINGS WHEREAS, it is disruptive and inconsiderate for persons attending City Council Meetings to allow their cell phone or pager to make an audible noise during the meeting. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1 . That the Fayetteville City Council hereby amends its Rules of Order and Procedure by adding paragraph A. 8. Cell Phones and Pagers: "8. Cell Phones and Pagers • Cell phones must be turned off and not used within the Councilmembers' Room during City Council meetings. Pagers must be turned off or put in silent mode within the Councilmembers' Room during City Council meetings. These restrictions also apply during Agenda Sessions in Room 326." PASSED AND APPROVED this day of April, 2001. APPROVED: By: DAN COODY, Mayor ATTEST: By: Heather Woodruff, City Clerk • Bid Waiver C. 4. Page 1 STAFF REVIEW FORM r ===NUNNxxx AGENDA REQUEST wT' iwiLL CONTRACT REVIEW • GRANT REVIEW AYLTI E VIL.LL For the Fayetteville City Council meeting: April 31 2001 FROM : W.A.Oestreich Fleet Operations Administrative Services Name Division Department ACTIL7N RFC]IIIRFrI• - Approval of an Amendment to Bid Waiver Ordinance No. 4289, Section C, to change total cost from $27,000.00 to $35;000.00. CAST TA CITV- $ 35,000.00 $ 618. 197:00 Med/Hvv Utility Veh RePI/Exp Cost of this Request Category/Project Budget Category/Project Name 9700-.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 Aftdget Coordinator Administrative Services Director Accounting -ManagerDate ADA Coordinator Date City Attorney Date Internal Auditor Date Purchasing Officer Date STAFF RFCAMMFNInATI0 APproyal of Amendment to Bid Waiver Ordinance #4289. Division Head , Date Cross Reference New Item: Yes No Department Director Date k Prev Ord/Res #: 4289 Administrative Services Director Date Orig Contract Date: °r Date Bid Waiver C. 4. Page 2 STAFF REVIEW FORM Description: Amendment to Ordinance 4289 Meeting Date: April 3. 2001 Comments: Reference Comments: Budget Coordinator: Accounting Manager: City.Attorney: . Purchasing Officer: • ADA Coordinator: Internal Auditor: is Diu waiver C. 4. Page 3 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 is 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 amountwas 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. Itis anticipated that overall performance of this unit will 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. Bid Waiver C. 4. Page 4 FAYETTEVILLE . THE CITY OF FAYETTEVILLE, ARKANSAS - DEPARTMENTAL CORRESPONDENCE , TO : Bill Oestreich , Fleet Maintenance Superintendent FROM : Randy Allen , Street Superintendent � L ., . 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 am operator drive the truck . and. 'he concurs that it is worth the money for. our use . If I can provide any additional information please let me know . i V' Bid Waiver • • C. 4. Page 5 ORDINANCE NO, 4289 MICROFILMED AN ORDINANCE WANING 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. . Bid Waiver • . C. 4. Page 6 v Page 2 • Ordinance No. 42$9 PASSED AND APPROVED this 6th day of Feburary , 2001 . af+j" APPROVED: i% Charles D. Coody, Mayor nrrES�: By:— Heather Woodruff, City k • • y Did waiver • • C. 4. Page 7 • 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 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 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 • Bid Waiver • C. 4. Page 8 V: AYf::7461' kEiV I LA..E: CITY OF FAYETTEVILLE � FLEET OPERAT (DNS 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 fo 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. . It is 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. tem t ,-P1sp1,aY, k;l;Kea �s,s,e,L, Bid Waiver AsAe,t, Tr,aAs,actiPA IA -� - C. 4. Page 9 Cost + Adj : . 00 , I , Asset # : 700721 Acc Depr . 00 , I , I , TRACTOR - PETERBUILT - 1980 - RETIRED I , iType option , press Enter . Reset Tran Date/ Seq : + 5=Displayore: I , - - - -Transaction- -- - - - -- - - - - - - - - - - - -General Ledger--- - --- - - --- -- - - , I , Opt Date Seq Type Account . Number Proj SubP . I , 12 / 05 / Display Asset Transaction FA0725S1 .I , 10 /28 / 9/29/ Transaction Date / ' 3/ 01 / 1994 001 B 3/ 01 / Transaction Type Record Pur Transaction Amount . 4 , 129 . 25 , I , Depreciation Period Thru : G/ L Account # 9700 . 0815 . 00 Project / Sub- Project G/ L Date 3 /01 / 1994 Home organization 9700 1910 . I , 8-F3=4E;c,i,t, , , F41 F3=Exit F12=Cancel • • r Bid Waiver C. 4. Page 10 • STAFF REVIEW FORM • XX AGENDA REQUEST a _ CONTRACT REVIEW _ GRANT REVIEW For the Fayetteville City Council meeting of February 6, 2001 FROM: W.A.Oestreich Fleet Operations Administrative Services s ,7-/ Name k Division Department Gc ll ACTION REQUIRED: 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 EQUI PMENT AND 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 Coordinate Administrative Services Director CONTRACT/GRANT/LEASE REVIEW: GRANTING AGENCY: Acco ting an r Date ADA Coordinator Date Ci ttorn y Date Internally ditor Date Purchasing Officer Date STAFF RECOMMENDATION Pp f r aiver Ordinance Dmsion Head Date Cross Reference New Item: Yes No Department Director Date �� , - /Q / Prev Ord/Res #: A inistrative Serce� Director Dater T � A Orig Contract Date: Ma or DA—�tl: • k Bid Waiver e • C. 4. Page 11 • 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: • ■V Bid Waiver . ; C. 4. Page 12 � # "! � ' 9' a / _l i � THE CITY OF FAYETTEVILLE, 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 Bid Waiver Unit =2Z 17 C. 4. Page 13 ' Sooner Truck Sales s 2 892 159 dFeza(918) �s6 5800 �K 74015 • Specification Description WIRTa x Engine MACK 427 �} ,. `' s x•� I Sleeper Non i � J Transmisston Fuller 10spd i4 ^' Suspension Camelback Front Axle Capacity 12,000 Lbs. `'I I I Rear Axle Capacity 38,000 Lbs. Rear End Ratio 4:42 us - Serial No. IMIAA18Y2TWO67024 t' Front Wheels Aluminum K � t4 , �,;>tir•. - .<�. ' w-�'1rW.az, n t- fF Rear Wheels Disc Wheel Base 1100" S •` �:d r,. . -+a' ^` Tire Size I 1 R24.5 1996 Mack CH613SF Interior Deluxe Tank Capacity 160 gallons ?07,794 Go To Our Home Page Odometer 1247 I'm Interested In This Truck Unit Number View Similar Trucks in This Dealers Inventory Location Catoosa, OK Print Specification Sheet Warranty Information Engine Warranty : No Warranty Driveline Warranty : No Warranty 1uUnpr I I uck 'sales hiI n :!l1N 1% W-SO U It C rt r u c k 5 a let, . III:o In iew our inventor}' iut the Internet . All Information 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 & Management System (740) 587-1695. Bid Waiver C. 4. Page 14 A ORDINANCE NO, 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 day of April, 2001 . APPROVED: BY: DAN COODY, Mayor ATTEST: By: Heather Woodruff, City Clerk