HomeMy WebLinkAbout2011-04-19 - Agendas - Final Aldermen
Mayor Lioneld Jordan Ward 1 Position 1—Adella Gray
Taye
e�lle Ward 1 Position 2—Brenda ion
City Attorney Kit Williams Ward 2 Position 1 —Mark Kinw
Ward 2 Position 2—Matthew Petty
City Clerk Sondra Smith Ward 3 Position l—Justin Tennant
ARKANSAS Ward 3 Position 2—Robert Ferrell
Ward 4 Position 1 —Rhonda Adams
Ward 4 Position 2—Sarah E.Lewis
Final Agenda
City of Fayetteville Arkansas
City Council Meeting
April 19, 2011
A meeting of the Fayetteville City Council will be held on April 19, 2011 at 6:00 PM in Room
219 of the City Administration Building located at 113 West Mountain Street, Fayetteville,
Arkansas.
Call to Order
Roll Call
Pledge of Allegiance
Mayor's Announcements, Proclamations and Recognitions:
1. Northwest Arkansas Land Use Planning Program Receives National Green
Infrastructure Implementation Award
City Council Meeting Presentations, Reports and Discussion Items:
1. Botanical Garden Annual Report—Walt Eilers and Ron Cox
Agenda Additions:
A. Consent:
1. Approval of the April 5, 2011 City Council meeting minutes.
2. Bid #11-27 R&R Truck and Trailer Manufacturing, Inc.: A resolution awarding Bid
#11-27 and authorizing a contract with R&R Truck & Trailer Manufacturing, Inc. in the
amount of $43,835.00 for the purchase of two (2) thirty-five foot (35') mobile litter
conveyors, and approving a budget adjustment.
113 West Mountain Fayetteville,AR 72701 (479)575-8323 accessfayelteville.org
Telecommunications Device for the Deaf TDD/TTY(479)521-1316
3. Bale Chevrolet, Street Maintenance Division: A resolution authorizing a contract with
Bale Chevrolet of Little Rock, Arkansas in the amount of$20,404.00 for the purchase of
one (1) Chevrolet pickup truck pursuant to a state procurement contract for use by the
Street Maintenance Division, and approving a budget adjustment.
4. Landers Dodge, Traffic Division: A resolution authorizing a contract with Landers
Dodge of Benton, Arkansas in the amount of $13,863.00 for the purchase of one (1)
Dodge Dakota pickup truck pursuant to a state procurement contract for use by the
Traffic Division, and approving a budget adjustment.
5. Landers Dodge, Meter Division: A resolution authorizing a contract with Landers
Dodge of Benton, Arkansas in the amount of $17,560.00 for the purchase of one (1)
Dodge Dakota pickup truck pursuant to a state procurement contract for use by the Meter
Division.
6. Landers Dodge, Transportation Division: A resolution authorizing a contract with
Landers Dodge of Benton, Arkansas in the amount of$17,560.00 for the purchase of one
(1) Dodge Dakota pickup truck pursuant to a state procurement contract for use by the
Transportation Division.
7. Fleet Budget Adjustment: A resolution approving a budget adjustment in the amount of
$11,924.00 to transfer funds to the fleet expense account.
8. Parks Top Dresser Budget Adjustment: A resolution approving a budget adjustment
in the amount of$19,900.00 for the purchase of a top dresser for the Parks Division.
9. McClelland Consulting Engineers, Inc. Amendment #2: A resolution approving
Amendment #2 to the engineering services agreement with McClelland Consulting
Engineers, Inc. in the amount of$247,013.00 for construction and design phase services
for the Highway 265 water and sewer relocations project, and approving a $20,000.00
project contingency.
10. Bid #11-28 Garney Companies, Inc.: A resolution awarding Bid #11-28 and
authorizing a contract with Gamey Companies, Inc. in the amount of$4,989,135.00 for
the construction of Highway 265 water and sewer replacements, approving a project
contingency of$200,000.00, and approving a budget adjustment.
11. McClelland Consulting Engineers, Inc. Task Order #2: A resolution approving Task
Order #2 to a contract with McClelland Consulting Engineers, Inc. in the amount of
$12,900.00 to develop and bid an airport security improvements project for Fayetteville
Executive Airport-Drake Field contingent upon receipt of a grant award, authorizing
application for and acceptance of a grant from the Arkansas Department of Aeronautics
in the amount of$144,000.00, and approving a budget adjustment.
113 West Mountain Fayetteville,AR 72701 (479)575-8323 accessfayetteville.org
Telecommunications Device for the Deaf TDD/TTY(479)521-1316
B. Unfinished Business:
1. Amend §117.102 Pedicab Permitted Zone of Operation and Approved Fixed Routes:
An ordinance to amend §117.102 Pedicab Permitted Zone of Operation and Approved
Fixed Routes (B) Route Approval and (F) of the Fayetteville Code to allow use of
pedicabs on streets with a posted speed limit of thirty-five (35) miles per hour or higher if
authorized by the Transportation Services Director and (D) to allow pedicabs to operate
on Scull Creek Trail, Mud Creek Trail and Frisco Trail. This ordinance was left on the
First Reading at the March 15, 2011 City Council meeting. This ordinance was left on
the Second Reading at the April 5, 2011 City Council meeting.
Left on the Second Reading
A. Amend Section 3 of the proposed ordinance Amend §117.102 Pedicab
Permitted Zone of Operation and Approved Fixed Routes by striking
Section 3 in its entirety and replacing it with the following new Section 3,
which shall read as follows:
Section 3: That the City Council of the City of Fayetteville, Arkansas hereby
amends §117.102 Pedicab Permitted Zone of Operation And Approved
Fixed Route of the Fayetteville Code by repealing (D) in its entirety and
enacting a new (D) as follows:
"(D) Operation on City Trails. No Pedicab shall be operated on
city transportation trails (Frisco Trail, Scull Creek Trail, Mud Creek Trail,
etc.) without the express prior approval of the date, time, route and fee for the
special event by the Director of Parks and Recreation. Pedicabs may not
be operated on any city recreational trails in city parks (such as Lake
Fayetteville, Gulley Park, Wilson Park, etc.)." This amendment was tabled at the
April 5, 2011 City Council meeting to the April 19, 2011 City Council meeting.
This amendment was Tabled
2. Amend §174.03 Exemptions: An ordinance to amend §174.03 Exemptions of Chapter
174 Signs of the Fayetteville Code to allow advertising on pedicabs. This ordinance was
left on the First Reading at the March 15, 2011 City Council meeting. This ordinance
was left on the Second Reading at the April 5, 2011 City Council meeting.
Left on the Second Reading
3. Amend §117.47 Advertising: An ordinance to amend §117.47 Advertising of the
Fayetteville Code to remove authorization to place advertising signs on taxicabs. This
ordinance was left on the First Reading at the March 15, 2011 City Council meeting.
This ordinance was left on the Second Reading at the April 5, 2011 City Council meeting.
Left on the Second Reading
113 West Mountain Fayetteville,AR 72701 (479)575-8323 accessfayetteville.org
Telecommunications Device for the Deaf TDD/TTY(479)521-1316
C. New Business:
1. VAC 11-3769 (Bracey): An ordinance approving VAC 11-3769 submitted by John Bracey
for property located at 237 Ray Avenue to vacate a portion of a utility easement, a total of
178.7 square feet.
2. VAC 11-3792 (U of A): An ordinance approving VAC 11-3792 submitted by H2
Engineering for property located on the north side of Douglas Street between Oakland and
Storer Avenues to vacate a 15-foot wide alley right-of-way.
3. VAC 11-3793 (U of A): An ordinance approving VAC 11-3793 submitted by H2
Engineering for property located on the north side of Douglas Street between Oakland and
Storer Avenues to vacate a 15-foot wide utility easement.
4. Amend §35.19 and §35.30 Definitions: An ordinance to amend §35.19 and §35.30
Definitions of the Code of Fayetteville to change the definition of concession stands to
remove the exemption for stands operated on a short term basis for festivals.
5. Washington Regional Medical Center Roundabout: An resolution to designate the
location of Washington Regional Medical Center as the new location of and the successor
hospital of the City Hospital, to approve and authorize the mayor to execute a quit claim
deed to convey the current site of the City Hospital to Washington Regional Medical Center,
all contingent upon the concurrent action of the Board of Trustees of the City Hospital to
designate Washington Regional Medical Center as the successor City Hospital and the
donation of approximately 1.1 acres by Washington Regional Medical Center for
construction of the roundabout at North Hills Boulevard and Futrall Drive.
6. Landers Chevrolet, Sewer Maintenance Division: A resolution authorizing a contract
with Landers Chevrolet in the amount of$67,767.00 for the purchase of three (3) Chevrolet
Silverado pickup trucks pursuant to a state procurement contract for use by the Sewer
Maintenance Division.
City Council Tour: Monday, April 18, 2011 at 4:30 p.m. The Council will tour the Animal
Shelter.
Announcements:
Adjournment:
113 West Mountain Fayetteville,AR 72701 (479)575-8323 accessfayetteville.org
Telecommunications Device for the Deaf TDD/TTY(479)521-1316
NOTICE TO MEMBERS OF THE AUDIENCE
All interested parties may appear and be heard before the City Council. Ifyou wish to address
the City Council on an agenda item please queue behind the podium when the Chair asks for
public comment. Once the chair recognizes you, go to the podium and give your name and
address. Address your comments to the Chair, who is the presiding officer. The Chair will
direct your comments to the appropriate elected official, staff member or others for response.
Please keep your comments brief, to the point and relevant to the agenda item being
considered so that everyone has a chance to spear
Interpreters or TDD for hearing impaired are available for all City Council meetings, a 72
hour advance notice is required. For further information or to request an interpreter,please
call 575-8330.
As a courtesy please turn off all cell phones and pagers.
A copy of the City Council agenda is available at accessfayetteville.org or in the office of the
City Clerk, 113 West Mountain, Fayetteville,Arkansas.
113 West Mountain Fayetteville,AR 72701 (479)575-8323 accessfayetteville.org
Telecommunications Device for the Deaf TDD/TTY(479)521-1316
Aldermen
Mayor Lioneld Jordan Ward 1 Position 1—Adella Gray
Taye
e�lle Ward 1 Position 2—Brenda ion
City Attorney Kit Williams Ward 2 Position 1 —Mark Kinw
Ward 2 Position 2—Matthew Petty
City Clerk Sondra Smith Ward 3 Position l—Justin Tennant
ARKANSAS Ward 3 Position 2—Robert Ferrell
Ward 4 Position 1 —Rhonda Adams
Ward 4 Position 2—Sarah E.Lewis
Tentative Agenda
City of Fayetteville Arkansas
City Council Meeting
April 19, 2011
A meeting of the Fayetteville City Council will be held on April 19, 2011 at 6:00 PM in Room
219 of the City Administration Building located at 113 West Mountain Street, Fayetteville,
Arkansas.
Call to Order
Roll Call
Pledge of Allegiance
City Council Agenda Session Presentations:
Mayor's Announcements, Proclamations and Recognitions:
1. Northwest Arkansas Land Use Planning Program Receives National Green
Infrastructure Implementation Award
City Council Meeting Presentations, Reports and Discussion Items:
1. Botanical Garden Annual Report—Walt Eilers and Ron Cox
Agenda Additions:
A. Consent:
1. Approval of the April 5, 2011 City Council meeting minutes.
113 West Mountain Fayetteville,AR 72701 (479)575-8323 accessfayelteville.org
Telecommunications Device for the Deaf TDD/TTY(479)521-1316
2. Bid #11-27 R&R Truck and Trailer Manufacturing, Inc.: A resolution awarding Bid
#11-27 and authorizing a contract with R&R Truck & Trailer Manufacturing, Inc. in the
amount of $43,835.00 for the purchase of two (2) thirty-five foot (35') mobile litter
conveyors, and approving a budget adjustment.
3. Bale Chevrolet, Street Maintenance Division: A resolution authorizing a contract with
Bale Chevrolet of Little Rock, Arkansas in the amount of$20,404.00 for the purchase of
one (1) Chevrolet pickup truck pursuant to a state procurement contract for use by the
Street Maintenance Division, and approving a budget adjustment.
4. Landers Dodge, Traffic Division: A resolution authorizing a contract with Landers
Dodge of Benton, Arkansas in the amount of $13,863.00 for the purchase of one (1)
Dodge Dakota pickup truck pursuant to a state procurement contract for use by the
Traffic Division, and approving a budget adjustment.
5. Landers Dodge, Meter Division: A resolution authorizing a contract with Landers
Dodge of Benton, Arkansas in the amount of $17,560.00 for the purchase of one (1)
Dodge Dakota pickup truck pursuant to a state procurement contract for use by the Meter
Division.
6. Landers Dodge, Transportation Division: A resolution authorizing a contract with
Landers Dodge of Benton, Arkansas in the amount of$17,560.00 for the purchase of one
(1) Dodge Dakota pickup truck pursuant to a state procurement contract for use by the
Transportation Division.
7. Landers Chevrolet, Sewer Maintenance Division: A resolution authorizing a contract
with Landers Chevrolet in the amount of $67,767.00 for the purchase of two (2)
Chevrolet Silverado pickup trucks pursuant to a state procurement contract for use by the
Sewer Maintenance Division.
8. Fleet Budget Adjustment: A resolution approving a budget adjustment in the amount of
$11,924.00 to transfer funds to the fleet expense account.
9. Parks Top Dresser Budget Adjustment: A resolution approving a budget adjustment
in the amount of$19,900.00 for the purchase of a top dresser for the Parks Division.
10. McClelland Consulting Engineers, Inc. Amendment #2: A resolution approving
Amendment #2 to the engineering services agreement with McClelland Consulting
Engineers, Inc. in the amount of$247,013.00 for construction and design phase services
for the Highway 265 water and sewer relocations project, and approving a $20,000.00
project contingency.
11. Bid #11-28 Garney Companies, Inc.: A resolution awarding Bid #11-28 and
authorizing a contract with Gamey Companies, Inc. in the amount of$4,989,135.00 for
the construction of Highway 265 water and sewer replacements, approving a project
contingency of$200,000.00, and approving a budget adjustment.
113 West Mountain Fayetteville,AR 72701 (479)575-8323 accessfayetteville.org
Telecommunications Device for the Deaf TDD/TTY(479)521-1316
12. McClelland Consulting Engineers, Inc. Task Order #2: A resolution approving Task
Order #2 to a contract with McClelland Consulting Engineers, Inc. in the amount of
$12,900.00 to develop and bid an airport security improvements project for Fayetteville
Executive Airport-Drake Field contingent upon receipt of a grant award, authorizing
application for and acceptance of a grant from the Arkansas Department of Aeronautics
in the amount of$144,000.00, and approving a budget adjustment.
B. Unfinished Business:
1. Amend §117.102 Pedicab Permitted Zone of Operation and Approved Fixed Routes:
An ordinance to amend §117.102 Pedicab Permitted Zone of Operation and Approved
Fixed Routes (B) Route Approval and (F) of the Fayetteville Code to allow use of
pedicabs on streets with a posted speed limit of thirty-five (35) miles per hour or higher if
authorized by the Transportation Services Director and (D) to allow pedicabs to operate
on Scull Creek Trail, Mud Creek Trail and Frisco Trail. This ordinance was left on the
First Reading at the March 15, 2011 City Council meeting. This ordinance was left on
the Second Reading at the April 5, 2011 City Council meeting.
Left on the Second Reading
A. Amend Section 3 of the proposed ordinance Amend §117.102 Pedicab
Permitted Zone of Operation and Approved Fixed Routes by striking
Section 3 in its entirety and replacing it with the following new Section 3,
which shall read as follows:
Section 3: That the City Council of the City of Fayetteville, Arkansas hereby
amends §117.102 Pedicab Permitted Zone of Operation And Approved
Fixed Route of the Fayetteville Code by repealing (D) in its entirety and
enacting a new (D) as follows:
"(D) Operation on City Trails. No Pedicab shall be operated on
city transportation trails (Frisco Trail, Scull Creek Trail, Mud Creek Trail,
etc.) without the express prior approval of the date, time, route and fee for the
special event by the Director of Parks and Recreation. Pedicabs may not
be operated on any city recreational trails in city parks (such as Lake
Fayetteville, Gulley Park, Wilson Park, etc.)." This amendment was tabled at the
April 5,2011 City Council meeting to the April 19,2011 City Council meeting.
This amendment was Tabled
2. Amend §174.03 Exemptions: An ordinance to amend §174.03 Exemptions of Chapter
174 Signs of the Fayetteville Code to allow advertising on pedicabs. This ordinance was
left on the First Reading at the March 15, 2011 City Council meeting. This ordinance
was left on the Second Reading at the April 5, 2011 City Council meeting.
Left on the Second Reading
113 West Mountain Fayetteville,AR 72701 (479)575-8323 accessfayetteville.org
Telecommunications Device for the Deaf TDD/TTY(479)521-1316
3. Amend §117.47 Advertising: An ordinance to amend §117.47 Advertising of the
Fayetteville Code to remove authorization to place advertising signs on taxicabs. This
ordinance was left on the First Reading at the March 15, 2011 City Council meeting.
This ordinance was left on the Second Reading at the April 5, 2011 City Council meeting.
Left on the Second Reading
C. New Business:
1. VAC 11-3769 (Bracey): An ordinance approving VAC 11-3769 submitted by John Bracey
for property located at 237 Ray Avenue to vacate a portion of a utility easement, a total of
178.7 square feet.
2. VAC 11-3792 (U of A): An ordinance approving VAC 11-3792 submitted by H2
Engineering for property located on the north side of Douglas Street between Oakland and
Storer Avenues to vacate a 15-foot wide alley right-of-way.
3. VAC 11-3793 (U of A): An ordinance approving VAC 11-3793 submitted by H2
Engineering for property located on the north side of Douglas Street between Oakland and
Storer Avenues to vacate a 15-foot wide utility easement.
4. Amend §35.19 and §35.30 Definitions: An ordinance to amend §35.19 and §35.30
Definitions of the Code of Fayetteville to change the definition of concession stands to
remove the exemption for stands operated on a short term basis for festivals.
5. Washington Regional Medical Center Roundabout: An resolution to designate the
location of Washington Regional Medical Center as the new location of and the successor
hospital of the City Hospital, to approve and authorize the mayor to execute a quit claim
deed to convey the current site of the City Hospital to Washington Regional Medical Center,
all contingent upon the concurrent action of the Board of Trustees of the City Hospital to
designate Washington Regional Medical Center as the successor City Hospital and the
donation of approximately 1.1 acres by Washington Regional Medical Center for
construction of the roundabout at North Hills Boulevard and Futrall Drive.
City Council Tour: Monday, April 18, 2011 at 4:30 p.m. The Council will tour the Animal
Shelter.
Announcements:
Adjournment:
113 West Mountain Fayetteville,AR 72701 (479)575-8323 accessfayetteville.org
Telecommunications Device for the Deaf TDD/TTY(479)521-1316
NOTICE TO MEMBERS OF THE AUDIENCE
All interested parties may appear and be heard before the City Council. Ifyou wish to address
the City Council on an agenda item please queue behind the podium when the Chair asks for
public comment. Once the chair recognizes you, go to the podium and give your name and
address. Address your comments to the Chair, who is the presiding officer. The Chair will
direct your comments to the appropriate elected official, staff member or others for response.
Please keep your comments brief, to the point and relevant to the agenda item being
considered so that everyone has a chance to spear
Interpreters or TDD for hearing impaired are available for all City Council meetings, a 72
hour advance notice is required. For further information or to request an interpreter,please
call 575-8330.
As a courtesy please turn off all cell phones and pagers.
A copy of the City Council agenda is available at accessfayetteville.org or in the office of the
City Clerk, 113 West Mountain, Fayetteville,Arkansas.
113 West Mountain Fayetteville,AR 72701 (479)575-8323 accessfayetteville.org
Telecommunications Device for the Deaf TDD/TTY(479)521-1316
Botanical Garden Annual Report
Page 1 of 4
BOTANICAL
1� OZARKS
2011 new growth year at BGO
In 2011 the Garden will add four new features to attract visitors:
• A butterfly house demonstrating how to cultivate native butterflies,
• A gift shop featuring Garden-specific items,
• Explore @ BGO, a nine-session day mini-camp for 7 to 10 year olds and
• A 5,000 sf demonstration garden with Ball Horticulture featuring annual
plants still in development.
Education of all ages remains the Garden's primary focus in 2011. This year:
• Garden classes doubled offering 24 different selections.
• Lil' Sprouts continues each Wednesday, April through October, at 10 AM
for pre-schoolers. Attendance averages 50 per week.
• 1,500 fifth-graders from Springdale and other districts are expected for
the Earth Day April 26 celebration hosted by Shaw Elementary students
at the Botanical Garden.
2,000 Fayetteville and area third-grade students are expected to attend
the three-four days of Butterfly Week.
BGO began a docent program partnering with the Aquatic Center to offer
courses on water quality and ecology to meet state life science standards.
• We project that Firefly Fling will attract 4,000 to this family outdoor event.
• BGO offers teacher certification courses approved by the ADE.
The BGSO will distribute 4,000 guest passes through 21 local agencies to
encourage challenged, low income and under privileged Fayetteville residents of
all ages to visit and enjoy the Garden throughout this summer season.
In 2011, the BGSO board set four priorities:
• Simplify membership application and increase membership by 15%.
• Increase unrestricted garden funds through sponsorships, events and
annual giving efforts.
• Raise money for planned capital projects (stream restoration and
education pavilion).
Botanical Garden Annual Report
Page 2 of 4
• Enhance public awareness of the Garden and its programs through
marketing, a speakers' bureau and partnerships with not-for-profits.
BGO will launch its first marketing/branding campaign in April to attract visitors
from around the region to visit as part of a "stay-cation."
Looking back at 2010
The Fayetteville Chamber of Commerce, as the economic developers for the City
of Fayetteville estimated the Garden's 2010 economic impact at $3,018,633
The BGSO board grew to its 18-member potential. The board is now more
diverse with six members from Benton County. Each is a member and Growing
Circles donor and is engaged in one of the seven committees. The board hired
Ron Cox as Executive Director. In his initial seven months Ron added
professional management and communications skills and fundraising expertise.
BGSO collaborated with Walton Arts Center to produce Artosphere and with
Crystal Bridges Art Museum to produce Firefly Fling.
Educational programs including Lil' Sprouts, Butterfly Day and Earth Day
attracted 2,000 students from six school districts. Students from Greenland,
Fayetteville and Springdale taught the Butterfly and Earth Day lessons.
Gardenland Express drew over 1,200 train enthusiasts to the Garden.
BGSO produced its first garden calendar. Winning pictures from an amateur
photography contest are featured in the calendar.
Botanical Garden attendance of 29,771 in 2010 increased 6 %:
• 11,276 attended events such as concerts, Butterfly and Earth
Day and Firefly fling.
• 5,995 paid guests toured the Garden
• 2,915 students and members were admitted free
• 2,813 attended classes and programs
• 2,290 Fayetteville residents visited free on Saturdays
• 782 used the guest passes in the May promotion
• 2,500 attended the Sunday Farmers' Markets during the
summer and fall
The Botanical Garden of the Ozarks consists of nine demonstration gardens
showing the woody, herbaceous and exotic plant species that can be
successfully included in Northwest Arkansas gardens. BGO is a four-year-old
venue on the shore of Lake Fayetteville, near the Fayetteville-Springdale line. It
demonstrates sustainability, recycling, low-impact gardening, mulching and water
saving techniques.
Botanical Garden Annual Report
Page 3 of 4
The operations of the Garden are wholly supported by admissions, sponsorships,
memberships and donations. To become a volunteer, join or donate go to
www.bgozarks.org.
Botanical Garden Annual Report
Page 4 of 4
City of Fayetteville Staff Review Form a 2
Bid#11-27 R&R Truck and
City Council Agenda items Trailer Manufacturing, Inc.
and Page 1 of 8
Contracts, Leases or Agreements
4/1 912 0 1 1
City Council Meeting Date
Agenda nems Only
Dermis Pratt/Barbara Olsen Fleet Operations Transportation
Submitted By Division Department
Action Required:
A resolution awarding Bid#11-27 to R&R Truck&Trailer Mfg of Lincoln,AR,in the amount of$43,835 for the
purchase of two 35'mobile litter conveyors, and approval of a Budget Adjustment to move funds to the Fleet Expense
account.
$ 43,835.00 $ 216,800.00 Other Vehicles and Equipment
Cost of this request Category/Project Budget Program Category/Project Name
9700.1920.5802.00 $ 190,100.00 Vehicles and Equipment
Account Number Funds Used to Date Program/Project Category Name
02080.2011 $ 26,700.00 Shop Fund
Project Number Remaining Balance Fund Name
Budgeted Item Budget Adjustment Attached 0
Y- amp) // Previous Ordinance or Resolution#
Departinet actor 4.01 Date
Original Contract Date:
( Original Contract Number:
011 mey Date
+a,A a. .� `!-`I-2.01k o4_01-1 1 P10:04 RCVD
Finance and Internal Services Director Date Received in City
Clerk's Office
Chi of S Date
Received in
UM
te , Mayor's Office
M r LIZ
�._ rajJ%1
Comments:
Revised January 15,2009
A.2
K-1�
Bid#11-27 R&R Truck and
7 l/ �� Trailer Manufacturing, Inc.
YTHE CITY OF FAYETTEENT CORRESPO DSAS
DEPARTMENT CORRESPONDENCE
CITY COUNCIL AGENDA MEMO
To: Mayor/City Council
Thru: Terry Gulley,Director of Transportatiow---rA,64-
From: Dennis Pratt, Fleet Operations Supt.
Qfg—
Date: April 19, 2011
Subject: Purchase of two mobile Litter Conveyors
PROPOSAL: That City Council award Bid#11-27 to R&R Truck &Trailer Mfg in the amount of$43,835 for
the purchase of two mobile litter conveyors, and approve a Budget Adjustment to move funds to the Fleet
Expense account.
RECOMMENDATION: Re-bid#11-27 was opened on March 2, 2011 for two Manure/Litter Conveyors for use in
the Biosolids Solar Drying project. A bid tab sheet is attached. The base price is$18,000. We are also ordering the
following options:
27 hp Kohler engine with electronic fuel injection,
Polymax %"plastic flooring and
Heavy duty 667k chain.
The low bid from Chandler Equipment did not meet the specs: the unit does not have the hydraulic wet kit to allow
running the conveyor from Tractor hydraulics as was specified in the bid. The bid from R&R Truck and Trailer meets all
specs and is a local vendor.This unit is an expansion for use in the new Biosolids Solar Drying project at the East side
treatment plant.
I recommend acceptance of the bid from R&R Truck and Trailer.
This purchase was approved by the Equipment Committee on March 29th, 2011.
BUDGET IMPACT: Phase One of the Biosolids Solar Drying project at the East side Wastewater treatment
plant has already been approved by Council and construction is underway. These conveyors are part of the
equipment that is needed for this project. The attached Budget adjustment is for the capital funds which are
being transferred from Sewer Improvements.
A.2
Bid#11-27 R&R Truck and
Trailer Manufacturing, Inc.
Page 3 of 8
RESOLUTION NO.
A RESOLUTION AWARDING BID #11-27 AND AUTHORIZING A
CONTRACT WITH R&R TRUCK & TRAILER MANUFACTURING, INC. IN
THE AMOUNT OF $43,835.00 FOR THE PURCHASE OF TWO (2) THIRTY-
FIVE FOOT (35') MOBILE LITTER CONVEYORS, AND APPROVING A
BUDGET ADJUSTMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE,ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards Bid
#11-27 and authorizes a contract with R&R Truck & Trailer Manufacturing, Inc. in the amount
of$43,835.00 for the purchase of two (2)thirty-five foot(35')mobile litter conveyors.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a
budget adjustment, a copy of which is attached as Exhibit"A".
PASSED and APPROVED this 19th day of April, 2011.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
City of Fayetteville,Arkansas A.2 V11.0222
Budget Adjustment Form Bid#11-27 R&R Truck and
—"-- - uring, Inc.
Budget Year Division: Fleet Operations Request Date Adjustmen0lumbas
2011 Department: Transportation Services 4/5/2011
BUDGET ADJUSTMENT DESCRIPTION/JUSTIFICATION
$44,040 in funds are needed in Fleet's vehicle and equipment account to purchase two manure conveyors for the
new Siosolids Solar Drying project at the Wastewater Treatment plant, East side. Water&Sewer's"Transfer to
Shop"account will be increased. Wastewater Improvement's"Transfer to Other Funds"account will be decreased
when funds are moved to Transfer to Shop. Fleet is recognizing revenue due to a transfer from W&S,Wastewater
Improvements.
Prepared By: Barbara Olsen
Division Head Date borsen
Reference:Ao�l 62 ZZ --�
i
Bud g 1'r Wr Date Budget&Research Use Only
Type: A B C / D ) E P
Departm n Direc r Date `���
C . 3—16 - I® I t General Ledger Date
Finance 'r or Date
Posted to General Ledger
Chief to f Date Initial Date
3///Z// Checked/Verified
or Date Infial Date
TOTAL BUDGET ADJUSTMENT 44,040 44,040
Increase/(Decrease) Project.Sub
Account Name Account Number Expense Revenue Number
Transfer to Shop 4480.9480.7602.70 44,040 02133 . 0801
Transfer to other funds 4480.9480.7601.00 (44,040) 02133 5400
Vehicles and equipment 9700.1920.5802.00 44,040 02080 . 2011
Transfer from WWT Imp 9700.0970.6602.48 44,040 02080 . 2011
EXHIBIT
q
�—/�
K:1Budget\Budget Adjustments\2071 AdjustmentsW-5-11 Capital W1NPE,2 Conveyors.xls
A.2
Bid#11-27 R&R Truck and
Trailer Manufacturing, Inc...
Page 5 of 8
BID: 11-27
03/02111aYeleIi le, 2:00 PM
ARKANSAS
CITY OF FAYETTEVILLE
Bid 11 -27, Manure Conveyors
1 Chandler Equipment Chandler Equipment Chandler Litter $15,396.90 2 $30,793.80
Conveyor
2 R&R Truck&Trailer R&R Truck and 35' Mobile Litter
Manufacturing, Inc. Trailer Conveyor $1Dorol-oou
2 $36,000.00
s 0P-r'i0A)s
*NOTICE:Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City officials.
r
CERTIFIED: 02
T
P.VICE, PURCH MGR S DATE
3/8/2011 Barbara Olsen- 27 manure conve ors Pa e 1
Bid#11-27 R&R Truck and
Trailer Manufacturing, Inc.
Page 6 of 8
From: Dennis Pratt
To: Barbara Olsen
Date: 3/4/20118:56 AM
Subject: bid 11-27 manure conveyors
please award bid 11-27 manure spreader to R$R truck and Trailer the low bid did not meet specs they could not install the
wet kit that was required.
Please add options 1-27hp kohler engine(fuel injected)emission level 4 1,200$
2-Polymax 1/4 Flooring 850.00$
3-Heavy Duty 667k chain 550.00$
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A.2
Bid#11-27 R&R Truck and
Trailer Manufacturing, Inc.
Page 8 of 8
A
City of Fayetteville Staff Review Form A.3
Bale Chevrolet,Street
City Council Agenda items Maintenance Division
and Page 1 of 6
Contracts, Leases or Agreements
4119/2011
City Council Meeting Date
Agenda Items Only
Dennis Pratt/Barbara Olsen Fleet Operations Transportation
Submitted By Division Department
Action Required:
A Resolution approving the purchase of one Chevy 112 ton pickup truck for$20,404 off the State Vehicle purchase
contract from Bale Chevrolet of Little Rock,Arkansas for use by Street Maintenance Division,and approving a Budget
Amendment to move funds to the Fleet expense account.
$ 20,404.00 $ 359,000.00 Light/Medium Utility Vehicles
Cost of this request Category/Project Budget Program Category/Project Name
9700.1920.5802.00 $ 159,407.00 Vehicles and Equipment
Account Number Funds Used to Date Program/Project Category Name
02078.2011 $ 199,593.00 Shop Fund
Project Number Remaining Balance Fund Name
Budgeted Item Budget Adjustment Attached 0
o� • ,3�// Previous Ordinance or Resolution#
Dep hector Date
Original Contract Date:
/ Original Contract Number:
Attorneyn Date ;
-Q Q . Ha.� 4"`I'2ot1 4-01-1 1 P10:03
Finance and Internal Services Director Date Received in ty
Clerk's Office i -
Chief of S Date
Received in
Mayor's Office
M or ate
Comments:
Revised January 15,2009
A.3
Bale Chevrolet,Street
Maintenance Division
aye evl e OR e2of6
THE CITY OF FAYETTEVILLE,ARKANSAS
DEPARTMENT CORRESPONDENCE
ARKANSAS
CITY COUNCIL AGENDA MEMO
To: Mayor/City Council
Thru: Terry Gulley,Director of Transportation a
From: Dennis Pratt,Fleet Operations Supt
Date: April 19, 2011
Subject: Purchase of one pickup truck for Transportation Street Maintenance Division
PROPOSAL: That City Council approve the purchase of one Chevy pickup 2x4 off the State Vehicle
purchase contract from Bale Chevrolet in the amount of$20,404 for use by Street Maintenance Division, and
approve a Budget Amendment to move funds to the Fleet expense account.
RECOMMENDATION: In July of 2009, Transportation requested and received unit #2025 (a used F250
pickup) as an expansion as it had been continuously rented from Fleet for over a year. The agreement was that
Fleet would escrow the replacement charges until sufficient funds had been collected to replace this unit a
second time. At that time it was agreed that if the unit needed to be replaced before sufficient funds had been
collected, Transportation would fund the capital cost that hadn't been escrowed. The Budget Amendment
includes the amount needed for a lift gate and pipe rack which cannot be supplied Bale Chevrolet.
This unit is worn out and is being replaced before sufficient funds have been escrowed so the attached Budget
Amendment is the difference in what is needed to purchase the truck, and it moves the escrowed funds to the
Fleet expense account.
Unit 2025 is a 4x4; Transportation and Fleet worked together to downsize and eliminate the 4x4 option on the
replacement.
I recommend the purchase of this vehicle off the State vehicle purchase contract.
This purchase was approved by the Equipment Committee on March 29, 2011.
BUDGET IMPACT: The Budget Amendment moves all funds needed for the purchase into Fleet's expense
account.
A.3
Bale Chevrolet,Street
Maintenance Division
Page 3 of 6
RESOLUTION NO.
A RESOLUTION AUTHORIZING A CONTRACT WITH BALE CHEVROLET
OF LITTLE ROCK, ARKANSAS IN THE AMOUNT OF $20,404.00 FOR THE
PURCHASE OF ONE (1) CHEVROLET PICKUP TRUCK PURSUANT TO A
STATE PROCUREMENT CONTRACT FOR USE BY THE STREET
MAINTENANCE DIVISION,AND APPROVING A BUDGET ADJUSTMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE,ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby authorizes a
contract with Bale Chevrolet of Little Rock, Arkansas in the amount of $20,404.00 for the
purchase of one (1) Chevrolet pickup truck pursuant to a state procurement contract for use by
the Street Maintenance Division.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a
budget adjustment, a copy of which is attached as Exhibit"A".
PASSED and APPROVED this 19th day of April, 2011.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN,Mayor SONDRA E. SNHTH, City Clerk/Treasurer
City of Fayetteville,Arkansas ��yy py�2
Budget Adjustment Form ka''Chevrolet,street
Division
Budget Year Division: Fleet Operations Request Date Adjustment NiRnbetof 6
2011 Department: Transportation Services 4/19/2411
1,1009T ADJUSTMENT DESCRIPTION/JUSTIFICATION
In July 2009,Transportation requested unR#2025 (a used F250)as an expansion as it had been continuously
rented for over a year. The agreement was that Fleet would escrow the replacement charges until sufficient funds
had been collected to replace the unit a second time. At that time It was agreed that if the unit needed to be
replaced before sufficient funds had been collected,Transportation would fund the capital cost that hadn't been
escrowed. This unit is being replaced before the funds have been escrowed so this budget amendment is the
difference in what is needed for the purchase. Use of fund balance is the$7,867 escrowed in replacement funds.
J?-Y-// Prepared By: Barbara Olsen
Division Hdad 1000, Date aofsen
A Reference: CC—to/)yYf6) _1��Etr�_2c2S
B— d>�Director Date Budget&Research Use Only
ep X64 ^-r"'� 3- W-/ I Type: A B C. . (:.-D::> E P
Departm nt Director Date_
� q . `1^`f-U I I General Ledger Date
ior
e Dir " or Date
i/-5-AV1 Posted to General Ledger
_ aff Date Initial Date
� /l Checked/Verified
ate Initial Date
TOTAL BUDGET ADJUSTMENT 24,600 24,600
Increase/(Decrease) Project.Sub
Account Name Account Number Expense Revenue Number
JSuy2 3
Transfer to Shop 4270.9270.7602.70 16,733 07032-.--2D44-
Vehicles
9032-.--2:4-Vehicles and equipment 4270.9270.5802.00 (16,733) 05042 3
Trans from Replacement 9700.0970.6602.27 16,733 02078 . 2011
Use of fund balance 9700.0970.4999.99 7,867
Vehicles and equipment 9700.1920.5802.00 24,600 - 02078 . 2011
EXHIBIT
A
K:18udgetl6udget Adjustment %2011 AdjustmentsW-1&11 Capital TRAN Expansion 2025.)ds --�
Requisition o.: Date:
City Of Fayetteville - Purchase Order(PO) Request 4/19/2011 Bale Chevrolet,Stre I
(Not a Purchase Order) um er: xpec e e ivery
All purchases under$2500 shall be used on a P-Card unless medical or 1099 service related. (Call x256 with questions) Page.5 of 6
All PO Request shall be scanned to the Purchasing e-mail Purchasin ci.(a ville.arus
Vendor#: Vendor Name:
Mail
13292 BALE CHEVROLET Yes:_ No: X
Fob Point: Taxable Quotes Attached
_
Yes: N Yes: No:
City: State: Zip Code: Ship to code: i Sq H d vai:
50
Requester. Requester's Employee#: Extension:
BARBARA OLSEN 1940 485
Item Description Quantity Unit of Issue Unit Cost Extended Cost Account Numbers Project/Subproject# Inventory# Fixed Asset#
1 112 TON FULL SIZE EXTENDED CAB PICKUP 1 EA 20,404.00 $20,404.00 9700.1920.5802.00 02078.2011 702148
2 OFF STATE VEHICLE PURCHASE CONTRACT $0.00
3 TO BE UNIT 2148,FIXED ASSET 702148 $0.00
4 $0.00
5 $0.00
6 $0.00
7 $0.00
8 $0.00
9 $0.00
10 $0.00
Shipping/Handling Lot $0.00
pecialInstructions:
Subtotal: $20,404.00
Tax: EXEMPT
Total: E20,404.00
Approvals: .
Mayor: Department Director: Purchasing Manager:
Finance&Internal Services Director: Budget Manager: IT Manager:
Dispatch Manager: Utilities Manager: Other:
Revised 1/2/2008
A.3
Bale Chevrolet,Street
Maintenance Division
Page 6 of 6