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HomeMy WebLinkAbout2015-11-03 - Agendas - Archive Final Agenda November 03,2015 Page 1 of 186 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 e Form-M Meeting Agenda - Final Agenda Tuesday, November 3, 2015 5:30 PM City Hall Room 219 City Council Meeting Adella Gray Ward 1 Sarah Marsh Ward 1 Mark Kinion Ward 2 Matthew Petty Ward 2 Justin Tennant Ward 3 Martin W. Schoppmeyer, Jr. Ward 3 John S. La Tour Ward 4 Alan Long Ward 4 ELECTED OFFICIALS: Mayor Lioneld Jordan City Attorney Kit Williams City Clerk Sondra Smith Final Agenda November 03,2015 Page 2 of 186 City Council Meeting Meeting Agenda-Final Agenda November 3,2015 Call To Order Roll Call Pledge of Allegiance Mayor's Announcements, Proclamations and Recognitions City Council Meeting Presentations, Reports and Discussion Items: 1. 2015-0490 CIVIL RIGHTS COMMISSION NOMINATING COMMITTEE REPORT Attachments: Nominating Committee Report-Civil Rights Commission 2. 2015-0118 QUARTERLY FINANCIAL REPORT - 3RD QUARTER 2015, PAUL BECKER, CHIEF FINANCIAL OFFICER. Agenda Additions: A. Consent: A. 1 2014-0514 APPROVAL OF THE OCTOBER 6, 2015 AND OCTOBER 20, 2015 CITY COUNCIL MEETING MINUTES. A. 2 2015-0487 BID NO. 15-53 LEWIS FORD SALES,INC.: A RESOLUTION TO AWARD BID NO. 15-53 AND AUTHORIZE THE PURCHASE OF A FORD F350 WITH READING UTILITY BODY AND TIGER CRANE FROM LEWIS FORD SALES, INC. OF FAYETTEVILLE IN THE AMOUNT OF $55,006.38 FOR USE BY THE WATER AND SEWER OPERATIONS DIVISION Attachments: SRP-WSMM Truck 2026-2197 City of Fayetteville,Arkansas Page 2 Printed on 10/29/2015 Final Agenda November 03,2015 Page 3 of 186 City Council Meeting Meeting Agenda-Final Agenda November 3,2015 A. 3 2015-0486 BID NO. 15-54 LEWIS FORD SALES,INC.: A RESOLUTION TO AWARD BID NO. 15-54 AND AUTHORIZE THE PURCHASE OF A FORD F250 WITH READING UTILITY BODY FROM LEWIS FORD SALES, INC. OF FAYETTEVILLE IN THE AMOUNT OF $32,978.38 FOR USE BY THE PARKS AND RECREATION DEPARTMENT Attachments: SRP- PKMN Truck 2061-2196 A. 4 2015-0491 AMEND RESOLUTION NO. 181-15: A RESOLUTION TO AMEND RESOLUTION NO. 181-15 CONCERNING THE PURCHASE OF A ROTARY LIFT SYSTEM, PURSUANT TO A NATIONAL JOINT POWERS ALLIANCE PURCHASING AGREEMENT, FOR USE BY THE FLEET DIVISION Attachments: SRP- Lift System -Amended A. 5 2015-0459 DESTRUCTION OF CERTAIN RECORDS: A RESOLUTION TO AUTHORIZE THE DESTRUCTION OF CERTAIN RECORDS SHOWN ON THE ATTACHED AFFIDAVITS PURSUANT TO RELEVANT CODE SECTIONS OF THE ARKANSAS CODE ANNOTATED RELATED TO MAINTENANCE AND DESTRUCTION OF ACCOUNTING, COURT AND OTHER RECORDS Attachments: Shred It Agenda Item B. Unfinished Business: None C. New Business: City of Fayetteville,Arkansas Page 3 Printed on 10/29/2015 Final Agenda November 03,2015 Page 4 of 186 City Council Meeting Meeting Agenda-Final Agenda November 3,2015 C. 1 2015-0497 BID NO. 15-57 AUSTIN KING,INC. D/B/A KING ELECTRICAL CONTRACTORS,INC.: A RESOLUTION TO AWARD BID NO. 15-57 AND AUTHORIZE A CONTRACT WITH AUSTIN KING, INC. D/B/A KING ELECTRICAL CONTRACTORS, INC. FOR ELECTRICAL SERVICES ON AN ON-CALL BASIS FOR A PERIOD OF ONE YEAR WITH AN AUTOMATIC OPTION TO RENEW FOR FOUR ADDITIONAL YEARS Attachments: 2015-0497 King Electrical Contractors Inc. C. 2 2015-0479 BID NO. 15-57 KING ELECTRICAL CONTRACTORS: A RESOLUTION TO AUTHORIZE A CONTRACT WITH KING ELECTRICAL CONTRACTORS IN THE AMOUNT OF $66,240.00, PURSUANT TO BID NO. 15-57, FOR THE INSTALLATION OF LED TRAIL LIGHT FIXTURES AND LIGHT POLES ALONG THE TOWN BRANCH TRAIL FROM GREATHOUSE PARK TO HOLLYWOOD AVENUE, AND TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $6,624.00 Attachments: 2015-0479 Town Branch Lighting Installation C. 3 2015-0493 BOYETTE STRATEGIC ADVISORS: A RESOLUTION TO APPROVE A CONTRACT WITH BOYETTE STRATEGIC ADVISORS IN AN AMOUNT NOT TO EXCEED $89,210.00 TO FACILITATE AND PREPARE AN UPDATE TO THE CITY'S ECONOMIC DEVELOPMENT STRATEGIC PLAN, AND TO APPROVE A BUDGET ADJUSTMENT Attachments: Signed Contract and Exh A Staff memo Budget Adjustment City of Fayetteville,Arkansas Page 4 Printed on 10/29/2015 Final Agenda November 03,2015 Page 5 of 186 City Council Meeting Meeting Agenda-Final Agenda November 3,2015 C. 4 2015-0494 CROSSLAND CONSTRUCTION COMPANY,INC. CHANGE ORDER NO. 8: A RESOLUTION TO APPROVE CHANGE ORDER NO. 8 T THE CONTRACT WITH CROSSLAND CONSTRUCTION COMPANY, INC. IN THE AMOUNT OF $715,453.00 TO ADD A FOURTH BASEBALL FIELD AND LIGHTING FOR THE SOCCER COMPLEX AT THE REGIONAL PARK, TO APPROVE AN ADDITIONAL PROJECT CONTINGENCY IN THE AMOUNT OF $9,547.00, AND TO APPROVE A BUDGET ADJUSTMENT Attachments: Crossland CO#8 Regional Park Agenda Packet BA(Agenda Item)2015 PARKS REGIONAL PARK SOCCER AND BASEBALL C. 5 2015-0495 TREE PRESERVATION AREA VACATION FOR CRAIN AUTOMOTIVE: A RESOLUTION TO REJECT THE RECOMMENDATION OF THE URBAN FORESTER WHO DETERMINED THAT THE TREE PRESERVATION AND MITIGATION AREAS IN EASEMENTS AND DEDICATIONS AGREED TO AND SIGNED BY THE OWNER/DEVELOPER ON JUNE 25, 2014, SHOULD NOT BE VACATED OR CHANGED BY A NEW DEVELOPMENT PROPOSAL FOR THIS ACREAGE Attachments: 2015-0495 Crain Automotive Tree Preservation Vacation C. 6 2015-0489 NORTHWEST ARKANSAS MULTI-JURISDICTIONAL WATER QUALITY COMPLIANCE ASSOCIATION: A RESOLUTION TO EXPRESS THE CITY COUNCIL'S INTENT TO PARTICIPATE IN COOPERATIVE REGIONAL EFFORTS TO EVALUATE THE POTENTIAL COST SAVINGS AND ENVIRONMENTAL BENEFITS THAT MAY BE AVAILABLE TO THE CITY OF FAYETTEVILLE THROUGH THE FORMATION OF A NORTHWEST ARKANSAS MULTI-JURISDICTIONAL WATER QUALITY COMPLIANCE ASSOCIATION Attachments: Nutrient Trading Resolution SRF City of Fayetteville,Arkansas Page 5 Printed on 10/29/2015 Final Agenda November 03,2015 Page 6 of 186 City Council Meeting Meeting Agenda-Final Agenda November 3,2015 C. 7 2015-0431 HENARD UTILITY PRODUCTS,INC.: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF TWELVE (12) TRIMBLE RANGER HAND-HELD WATER METER READING DEVICES MANUFACTURED BY BADGER METERS, INC. FROM HENARD UTILITY PRODUCTS, INC. IN THE AMOUNT OF $51,725.00 PLUS APPLICABLE TAXES FOR USE BY THE UTILITIES DEPARTMENT Attachments: Badger Handhelds Legistar Packet C. 8 2015-0492 BID NO. 15-51 CROSSLAND HEAVY CONTRACTORS,INC.: A RESOLUTION TO AWARD BID NO. 15-51 AND AUTHORIZE A CONTRACT WITH CROSSLAND HEAVY CONTRACTORS, INC. IN THE AMOUNT OF $1,725,071.42 FOR THE CONSTRUCTION OF THE MAPLE STREET AND LAFAYETTE STREET BRIDGE REHABILITATION PROJECT, TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $172,507.14, AND TO APPROVE A BUDGET ADJUSTMENT Attachments: 101515 SRF Packet Const Contract Hist Bridges.pdf BA Historic Bridges 10142015.xlsm C. 9 2015-0496 AMEND CHAPTER 177 LANDSCAPE REGULATONS: AN ORDINANCE TO AMEND CHAPTER 177 LANDSCAPE REGULATIONS OF THE UNIFIED DEVELOPMENT CODE TO ADOPT REGULATIONS PROHIBITING THE INSTALLATION OF CERTAIN INVASIVE PLANT SPECIES IN NEW DEVELOPMENTS THAT REQUIRE A LANDSCAPE PLAN REVIEW AND APPROVAL BY THE URBAN FORESTRY DIVISION, AND TO MAKE CERTAIN TECHNICAL REVISIONS Attachments: Invasive Plant Ordinance-Exhibit A CC agenda packet invasive plants D. City Council Agenda Session Presentations: E. City Council Tour: City of Fayetteville,Arkansas Page 6 Printed on 10/29/2015 Final Agenda November 03,2015 Page 7 of 186 City Council Meeting Meeting Agenda-Final Agenda November 3,2015 F. Announcements: G. Adjournment NOTICE TO MEMBERS OF THE AUDIENCE All interested persons may address the City Council on agenda items of New and Old Business. Please wait for the Mayor to request public comment and then come to the podium, give your name, address, and comments about the agenda item. Please address only the Mayor. Questions are usually answered by the Mayor,Aldermen or Staff after the public comment period is over. Please keep your comments brief and respectful. Each person is only allowed one turn at the microphone for discussion of an agenda item. All cell phones must be silenced and may not be used within the City Council Chambers. Below is a portion of the Rules of Order and Procedure of the Fayetteville City Council pertaining to City Council meetings: Agenda additions:A new item which is requested to be added to the agenda at a City Council meeting should only be considered if it requires immediate City Council consideration and if the normal agenda setting process is not practical. The City Council may only place such new item on the City Council meeting's agenda by suspending the rules by two-thirds vote. Such agenda addition shall be heard prior to the Consent Agenda. Consent Agenda:Consent Agenda items shall be read by the Mayor and voted upon as a group without discussion by the City Council. If an Alderman wishes to comment upon or discuss a Consent Agenda item, that item shall be removed and considered immediately after the Consent Agenda has been voted upon. City of Fayetteville,Arkansas Page 7 Printed on 10/29/2015 Final Agenda November 03,2015 Page 8 of 186 City Council Meeting Meeting Agenda-Final Agenda November 3,2015 Old business and new business. Presentations by staff and applicants. Agenda items shall be introduced by the Mayor and, if an ordinance, read by the City Attorney. City staff shall then present a report. An agenda applicant(city contractor, rezoning or development applicant, etc.)may present its proposal only during this presentation period, but may be recalled by an alderman later to answer questions. Staff and applicants may use electronic visual aids in a City Council meeting as part of their presentation. Public comments. Public comment shall be allowed for all members of the audience on all items of old and new business and subjects of public hearings. No electronic visual aid presentations shall be allowed, but the public may submit photos,petitions, etc. to be distributed to the City Council. If a member of the public wishes for the City Clerk to distribute materials to the City Council before its meeting, such materials should be supplied to the City Clerk office no later than 9:00 a.m. on the day of the City Council meeting.Any member of the public shall first state his or her name and address, followed by a concise statement of the person's position on the question under discussion. Repetitive comments should be avoided,this applies to comments made previously either to the City Council or to the Planning Commission when those Planning Commission minutes have been provided to the Aldermen. All remarks shall be addressed to the Mayor or the City Council as a whole and not to any particular member of the City Council. No person other than the Aldermen and the person having the floor shall be permitted to enter into any discussions without permission of the Mayor. No questions shall be directed to an Alderman or city staff member except through the Mayor. Courtesy and respect. All members of the public, all city staff and elected officials shall accord the utmost courtesy and respect to each other at all times. All shall refrain from rude or derogatory remarks, reflections as to integrity, abusive comments and statements about motives or personalities. Any member of the public who violates these standards shall be ruled out of order by the Mayor, must immediately cease speaking and shall leave the podium. 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 479-575-8330. A copy of the complete City Council agenda is available at www.fayetteville-ar.gov or in the office of the City Clerk, 113 W. Mountain, Fayetteville, Arkansas. City of Fayetteville,Arkansas Page 8 Printed on 10/29/2015 Final Agenda November 03,2015 City of Fayetteville, Arkansas 113 West Mountain Bage[9 of 186 Fayetteville,AR 72701 - - (479)575-8323 Text File File Number: 2015-0490 Agenda Date: 11/3/2015 Version: 1 Status:Agenda Ready In Control: City Council Meeting File Type: Resolution Agenda Number: 1. CIVIL RIGHTS COMMISSION NOMINATING COMMITTEE REPORT City of Fayetteville,Arkansas Page 1 Printed on 1072972015 Final Agenda November 03,2015 CITY OF Page 10 of 186 7aye"IM,fie ARKANSAS Nominating Committee Report Members Present—Chair Mark Kinion, Sarah Marsh, and Martin W. Schoppmeyer Jr. Absent—Alan Long The Nominating Committee recommends the following candidates for appointment: Civil Rights Commission Candy Clark - One representative of the business community term ending TBD D'Andre Jones - One representative of the business community term ending TBD Terms to be decided by drawing straws at the first commission meeting Teresa Turk - One owner or manager of rental property term ending TBD Rebekah Champagne - One owner or manager of rental property term ending TBD Terms to be decided by drawing straws at the first commission meeting Henderson Joseph Brown, IV - One representative with experience in Human Resources or employment law term ending 12/31/17 Benjamin Garner Harrison, IV - One citizen at large term ending 12/31/18 Carol (Chris) Christoffel - One citizen at large whom identifies as gay, lesbian, bisexual, or transgender term ending 12/31/16 Mailing Address: 113 W Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Final Agenda November 03,2015 City of Fayetteville, Arkansas 113 West MountaiFSaftll of 186 Fayetteville,AR 72701 - - (479)575-8323 Text File File Number: 2015-0487 Agenda Date: 11/3/2015 Version: 1 Status:Agenda Ready In Control: City Council Meeting File Type: Resolution Agenda Number:A.2 BID NO. 15-53 LEWIS FORD SALES,INC.: A RESOLUTION TO AWARD BID NO. 15-53 AND AUTHORIZE THE PURCHASE OF A FORD F350 WITH READING UTILITY BODY AND TIGER CRANE FROM LEWIS FORD SALES, INC. OF FAYETTEVILLE IN THE AMOUNT OF $55,006.38 FOR USE BY THE WATER AND SEWER OPERATIONS DIVISION 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 No. 15-53 and authorizes the purchase of a Ford F350 with Reading Utility Body and Tiger Crane from Lewis Ford Sales, Inc. in the amount of$55,006.38 for use by the Water and Sewer Operations Division. City of Fayetteville,Arkansas Page 1 Printed on 1072972015 Final Agenda November 03,2015 Page 12 of 186 City of Fayetteville Staff Review Form 2015-0487 Legistar File ID 11/3/2015 City Council Meeting Date-Agenda Item Only N/A for Non-Agenda Item Jesse Beeks/Sara Glenn 10/14/2015 Fleet Operations/ Transportation Services Department Submitted By Submitted Date Division/ Department Action Recommendation: A resolution to authorize the purchase of one Ford F350 with Reading Utility Body and Tiger Crane off of Bid 15-53 available through Lewis Ford Sales, Inc. of Fayetteville, AR in the amount of$55,006.38. Budget Impact: 9700.1920.5802.00 Shop Fund Account Number Fund 02078.2014 Light/Medium Trucks Project Number Project Title Budgeted Item? Yes Current Budget $ 187,091.23 Funds Obligated $ - Current Balance $ 187,091.23 Does item have a cost? Yes Item Cost $ 55,006.38 Budget Adjustment Attached? No Budget Adjustment Remaining Budget $ 132,084.85 V20140710 Previous Ordinance or Resolution # Original Contract Number: Approval Date: Comments: Final Agenda CITY OF November 03,2015 Page 13 of 186 Tavyele-v il Ie CITY COUNCIL AGENDA MEMO ARKANSAS MEETING OF NOVEMBER 3, 2015 TO: Mayor and City Council THRU: Terry Gulley, Director of Transportation FROM: Jesse Beeks, Fleet Operations Superintendent DATE: October 14, 2015 SUBJECT: Purchase of one Service Body Truck with Crane for Water and Sewer RECOMMENDATION: That City Council approve the purchase of one Ford F350 with Reading Service Body and Tiger Crane off of Bid 15-53 and is offered through Lewis Ford Sales, Inc. of Fayetteville, AR in the amount of$55,006.38. BACKGROUND: Unit 2026 is a 1999 Ford F250 and has cost 121% of the original purchase price in maintenance. This unit is used by the Meter Maintenance department and is no longer as reliable as required for this task. The new unit will have the same size crane that the current unit has, however the industry standard has changed for the size truck needed to carry this crane. For that reason, a F350 is being purchased to support the crane needed. DISCUSSION: Fleet recommends the purchase of one Ford F350 with Reading Service Body and Tiger Crane off of Bid 15-53 and is offered through Lewis Ford Sales, Inc. of Fayetteville, AR in the amount of$55,006.38. BUDGET/STAFF IMPACT: Sufficient funds were within the budget. There is a shortfall in funds collected, but should be covered by the sale of the old unit. This purchase was approved by the Equipment Committee on October 13, 2015. Attachments: PO— Purchase Requisition Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Requisition o.: ate: a City of Fayetteville - Purchase Order Request (PO) November 03,20 5 (Not a Purchase Ob10/14/20 6er) P.O Number: All PO Requests shall be scanned to the Purchasing e-mail:PurchasingGffayetteville-ar.gov. Purchase shall not be made until an actual PO has been issued. Vendor Vendor Mail Legis tar#: #: 7040 Name: Lewis Ford Saks,Inc. errs pao FOB PointTaxable 2015-0487 Address: Ei5 a Expected Delivery Date: Zip Code: Ship to code: Quotes Attached City: State: 50 nEs Moro Requester: Sara Glenn Requester's Employee A: Extension: 3912 3485 Item Description Quantity Unit of Issue Unit Cost Extended Cost Account Number Project.Sub# Inventory# Fixed Asset# 1 Ford F350 with Reading Utility Body 1 as 55,006.38 $55,006.38 9700.1920.5802.00 02078.2014 2197 702197 and Tiger Crane 2 To be unit 2197,Fixed asset 702197 $0.00 3 From Bid 15-53 $0.00 4 $0.00 5 $0.00 6 $0.00 7 $0.00 8 Wool 9 $0.00 10 $0.00 Shipping/Handling Lot $0.00 Special nstructions: Subtotal: $55,006.38 Tax: $0.00 Total: $55,006.38 Approvals: Mayor: Department Director: Purchasing Manager: Chief Financial Officer: Budget Director: IT Director. Dispatch Manager. Utilities Manager: Other: R2Vie9tl 1,2112015 Final Agenda November 03,2015 Page 15 of 186 CITY OF 2,0t4 Bid: 1553 101115 aye e4eq 04 e =2:00 PM ARKANSAS Bid 15-53, Service Body Truck with Crane City of Fayetteville BIDDER Cab&Chassis Service Body !Efectri�QR�iydraullc Crane Total Bid 1.0 Lewis Ford Sales Inc 30,766.38 $ 7,800.00 $ 16,450.00 $ 55,006.38 MfglAfodel CFrd�FW�R�W� ReadiinQ ULP98AHH Tiger 3215'E *NOTICE-,Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City Officials. CERTIFIED: P.Vice, Purchasing Manager� Date Final Agenda November 03,2015 City of Fayetteville, Arkansas 113 West MountaiFepBei6 of 186 Fayetteville,AR 72701 - - (479)575-8323 Text File File Number: 2015-0486 Agenda Date: 11/3/2015 Version: 1 Status:Agenda Ready In Control: City Council Meeting File Type: Resolution Agenda Number:A. 3 BID NO. 15-54 LEWIS FORD SALES,INC.: A RESOLUTION TO AWARD BID NO. 15-54 AND AUTHORIZE THE PURCHASE OF A FORD F250 WITH READING UTILITY BODY FROM LEWIS FORD SALES, INC. OF FAYETTEVILLE IN THE AMOUNT OF $32,978.38 FOR USE BY THE PARKS AND RECREATION DEPARTMENT 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 No. 15-54 and authorizes the purchase of a Ford F250 with Reading Utility Body from Lewis Ford Sales, Inc. in the amount of$32,978.38 for use by the Parks and Recreation Department. City of Fayetteville,Arkansas Page 1 Printed on 1072972015 Final Agenda November 03,2015 Page 17 of 186 City of Fayetteville Staff Review Form 2015-0486 Legistar File ID 11/3/2015 City Council Meeting Date-Agenda Item Only N/A for Non-Agenda Item Jesse Beeks/Sara Glenn 10/14/2015 Fleet Operations/ Transportation Services Department Submitted By Submitted Date Division/ Department Action Recommendation: A resolution to authorize the purchase of one Ford F250 with Reading Utility Body off of Bid 15-54 available through Lewis Ford Sales, Inc. of Fayetteville, AR in the amount of$32,978.38. Budget Impact: 9700.1920.5802.00 Shop Fund Account Number Fund 02078.2015 Light/Medium Trucks Project Number Project Title Budgeted Item? Yes Current Budget $ 411,844.34 Funds Obligated $ - Current Balance $ 411,844.34 Does item have a cost? Yes Item Cost $ 32,978.38 Budget Adjustment Attached? No Budget Adjustment Remaining Budget $ 378,865.96 V20140710 Previous Ordinance or Resolution# Original Contract Number: Approval Date: Comments: Final Agenda CITY O F November 03,2015 Page 18 of 186 Tavyeqle—vine CITY COUNCIL AGENDA MEMO ARKANSAS MEETING OF NOVEMBER 3, 2015 TO: Mayor and City Council THRU: Terry Gulley, Director of Transportation FROM: Jesse Beeks, Fleet Operations Superintendent DATE: October 14, 2015 SUBJECT: Purchase of one Utility Body Truck for Parks RECOMMENDATION: That City Council approve the purchase of one Ford F250 with Reading Utility Body off of Bid 15-54 and is available through Lewis Ford Sales, Inc. of Fayetteville, AR in the amount of $32,978.38. BACKGROUND: Unit 2061 is a 2004 Chevrolet Silverado 1500 used by Parks Recreation Maintenance. It has now cost 70% of the original purchase price in maintenance costs. This unit does not currently have a utility body on it. However, the replacement for it was pushed back from 2014 partly because they wanted to insure they were closer to the funds needed to purchase the utility body. This vehicle will be used to transport construction supplies from job site to job site, as the current vehicle does. The added benefit of having a utility body is that it will also function as a mobile work station with all the tools and supplies needed, organized and ready. DISCUSSION: Fleet recommends the purchase of one Ford F250 with Reading Utility Body off of Bid 15-54 and is available through Lewis Ford Sales, Inc. of Fayetteville, AR in the amount of$32,978.38. BUDGETISTAFF IMPACT: Sufficient funds were budgeted, although there is a slight shortfall in funds collected they will be more than made up for in the sale of the current unit. This purchase was approved by the Equipment Committee on October 13, 2015. Attachments: PO — Purchase Requisition Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 In M Re'AgQp a Requisition No.: uace: City of Fayetteville - Purchase Order Request (PO) November 03,20 51oflazo (Not a Purchase Order) p 19 of 1 6 All PO Requests shall be scanned to the Purchasing e-mail:Purchasing@fayetteville-ar.gov. P.O Number: Purchase shall not be made until an actual PO has been issued. Vendor Vendor Mail Legistar#: #: 7040 Name: Lewis Ford Sales,Inc. pies DNO Address: FOB Point: Taxable 2015-0486 Qs IR Expected Delivery Date: Zip Code: Ship to code: Quotes Attached City: State: 50 DES pao Requester. Sara Glenn Requester's Employee#: Extension: 3912 3485 Item Description Quantity Unitoflssuel Unit Cost Extended Cost Account Number Project.Sub# Inventory# Fixed Asset# 1 Ford F250 with Reading Utility Body 1 ea 32,978.38 $32,978.38 9700.1920.5802.00 02078.2015 2196 702196 2 To be unit 2196,Fixed asset 702196 $0.00 3 From Bid 15.54 $0.00 4 $0.00 5 $0.00 6 $o.00 7 $0.00 6 $0.00 9 $0.00 10 $0.00 Shipping/Handling Lot $0.00 Special nstructions: Subtotal: $32,978.38 Tax: $0.00 Total: $32,978.38 Approvals: Mayor: Department Director: Purchasing Manager: Chief Financial Officer: Budget Director: IT Direct i Dispatch Manager: Utilities Manager: Other: Revised V21=15 Final Agenda November 03,2015 Page 20 of 186 CITY OF 266[ Bid: 15-54 "63v, 10/1/2015 ayvee 2:00 PM (.;.j City of Fayetteville ARKANSAS Bid 15-54, Heavy Duty 2x4 Utility Body Truck Full Sae Heavy Duty(314 BIDDER Ton)2x4 Ext Cab Chassis Utility Body Total-Bid QTY Breeden Dodge Chrysler Jeep 1 $ 28,341.00 $ 6,610.00 $ 34,951.00 MfgNodel Ram 2500 Stahl CST98CVST-485 Lewis Ford Sales Inc1 $ 25,188.38 $ 7,790.00 $ 32 978.38 MfglModel Ford F250 Reading US98ABHH *NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City officials. CERTIFIED: P.Vice, Purchasing Manager rtnessI Date Final Agenda November 03,2015 City of Fayetteville, Arkansas 113 West MountaiFSgte^11 of 186 Fayetteville,AR 72701 - - (479)575-8323 Text File File Number: 2015-0491 Agenda Date: 11/3/2015 Version: 1 Status:Agenda Ready In Control: City Council Meeting File Type: Resolution Agenda Number:A.4 AMEND RESOLUTION NO. 181-15: A RESOLUTION TO AMEND RESOLUTION NO. 181-15 CONCERNING THE PURCHASE OF A ROTARY LIFT SYSTEM, PURSUANT TO A NATIONAL JOINT POWERS ALLIANCE PURCHASING AGREEMENT, FOR USE BY THE FLEET DIVISION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section l: That the City Council of the City of Fayetteville, Arkansas hereby amends Resolution No. 181-15 by striking all references to "Nabholz of Bixby, Oklahoma" and replacing them with "Vehicle Service Group, LLC d/b/a Rotary Lift." City of Fayetteville,Arkansas Page 1 Printed on 1072972015 Final Agenda November 03,2015 Page 22 of 186 City of Fayetteville Staff Review Form 2015-0491 Legistar File ID 11/3/2015 City Council Meeting Date-Agenda Item Only N/A for Non-Agenda Item Jesse Beeks/Sara Glenn 10/15/2015 Fleet Operations/ Transportation Services Department Submitted By Submitted Date Division/ Department Action Recommendation: A resolution to amend resolution 181-15 to correct the vendor from Nabholz to Vehicle Service Group, LLC DBA Rotary Lift for the purchase of a Rotary lift system available through NJPA in the amount of$50,474.96. Budget Impact: 9700.1920.5801.00 Shop Improvements Account Number Fund 12007.01 Shop Improvements Project Number Project Title Budgeted Item? Yes Current Budget $ 209,526.00 Funds Obligated $ - Current Balance $ 209,526.00 Does item have a cost? Yes Item Cost $ 50,474.96 Budget Adjustment Attached? No Budget Adjustment Remaining Budget $ 159,051.04 V20140710 Previous Ordinance or Resolution# Original Contract Number: Approval Date: Comments: Final Agenda CITY OF November 03,2015 Page 23 of 186 leYCITY COUNCIL AGENDA MEMO ARKANSAS MEETING OF NOVEMBER 3, 2015 TO: Mayor and City Council THRU: Terry Gulley, Director of Transportation FROM: Jesse Beeks, Fleet Operations Superintendent DATE: October 15, 2015 SUBJECT: Purchase of one Lift System for Fleet RECOMMENDATION: That City Council approve an amendment to resolution 181-15, correcting the vendor from Nabholz to Vehicle Service Group, LLC DBA Rotary Lift for the purchase of one Rotary lift system along with 4 jack stands and 2 cross beams with support blocks are available through NJPA in the amount of$50,474.96. BACKGROUND: Resolution 181-15 was approved for this purchase on October 6, 2015, however the vendor information must be amended. Fleet has been speaking with a Nabholz about this lift system and had been lead to believe that the purchase would be through their company. However, because Fleet will be gaining the benefit of NJPA pricing, we must purchase the product directly from Rotary Lift. Nabholz will remain the vendor that installs the equipment, once the purchase is finalized with NJPA. DISCUSSION: Fleet recommends the amendment of resolution 181-15 for the purchase of one Rotary lift system along with 4 jack stands and 2 cross beams with support blocks are available through NJPA. This amendment allows Fleet to receive not only the benefit of NJPA pricing, but also the delivery and set up from a certified dealer for this type of lift system. BUDGET/STAFF IMPACT: Sufficient funds have been budgeted and are available for this purchase. Attachments: PO — Purchase Requisition Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Final Age_ November 03,m, 4 / ( §_ _ j 30 # IG ! � 0 k \� = 2 / k - y! /! t ` 2 , w ' ui ! ; e J e ) ' 0 ! § / w z § § ■ | / § § £ ® \ K 2 . ) 7 a k2 \ k / � S ) � k ( 0 ) 7 q § ) 0 ; § 2 ! Cyrf § w r i5 _ ■ 0 , M t M / ( ! § ! ) ■ ; . 16 } - | ; > / f � ) , _ . . ! / | ■ fL ) | ■ 0 � � ■ § ! ! t ) ! ° ƒ ■ § 2 ) ) % � / k § | 20 ME L « _ 2 E § . § ! }! A 40 k [ " ! ! » 2 ! � © 7 E « / y E ! National Joint Powers Alliance :: Rotary Lift 10/15/2015 12:07:08 PM Final Agenda November 03,2015 Page 25 of 186 Home>National Cooperative Contract Solutions>Contracts-Fleet>Fleet Services,Parts&Equipment> Rotary Lift Rotary Lift JPA AN/AR°E° QD ContractH:061015-RRL Category:Fleet Services,Parts&Equipment Description:Heavy Duty Vehicle Lifts Maturity Date:07/21/2019 Overview Rotary Lift is the world leader in hydraulic light duty/heavy duty vehicle lifts and special tools and has been in business for over 90 years. The legendary reputation has set the standard for quality,durability,reliability and Contract Documentation attention to safety throughout the automotive service market.With an uncompromising commitment to product quality,testing and safety,Rotary is the world's most trusted lift and a founding member of the Automotive Lift Pricing Institute. Marketing Materials N1PA Contact Information HOW TO PURCHASE ,7 Our stepby step guide Vendor Contact Info Christine Bilz Direct Phone:800-445-5438 x 5655 bllz(pmfaryhftcom www.rotarvlift.rom Page 1 of 1 Final Agenda November 03,2015 City of Fayetteville, Arkansas 113 West MountaiPatfe46 of 186 Fayetteville,AR 72701 - - (479)575-8323 Text File File Number: 2015-0459 Agenda Date: 11/3/2015 Version: 1 Status:Agenda Ready In Control: City Council Meeting File Type: Resolution Agenda Number:A. 5 DESTRUCTION OF CERTAIN RECORDS: A RESOLUTION TO AUTHORIZE THE DESTRUCTION OF CERTAIN RECORDS SHOWN ON THE ATTACHED AFFIDAVITS PURSUANT TO RELEVANT CODE SECTIONS OF THE ARKANSAS CODE ANNOTATED RELATED TO MAINTENANCE AND DESTRUCTION OF ACCOUNTING, COURT AND OTHER RECORDS WHEREAS, the Arkansas Code establishes the amount of time that the City is required to maintain accounting, court and other records and also provides a procedure for the destruction of records not required to be maintained permanently if the records to be destroyed have been microfilmed or scanned into the City's server or have been maintained for the amount of time required by state law. NOW, THEREFORE, 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 the Fayetteville City Clerk-Treasurer's Office to destroy the paper copies of certain accounting, court and other records identified in the affidavits attached to this Resolution pursuant to the Arkansas Code relating to the maintenance and destruction of records. City of Fayetteville,Arkansas Page 1 Printed on 1072972015 Final Agenda November 03,2015 Page 27 of 186 City of Fayetteville Staff Review Form 2015-0459 Legistar File ID 11/03/15 City Council Meeting Date-Agenda Item Only N/A for Non-Agenda Item Gina Roberts 9/29/2015 City Clerk/Treasurer General Government Department Submitted By Submitted Date Division/ Department Action Recommendation: A resolution authorizing Shred-It to destroy city records. The records have been microfilmed, scanned or have been maintained for the required length of time. Budget Impact: 1010.1510.5315.00 Account Number Fund Project Number Project Title Budgeted Item? Yes Current Budget $ 2,690.27 Funds Obligated $ - Current Balance $ 2,690.27 Does item have a cost? Yes Item Cost $ 2,000.00 Budget Adjustment Attached? No Budget Adjustment Remaining Budget $ 690.27 V201amf0 Previous Ordinance or Resolution# Original Contract Number: Approval Date: Comments: Final Agenda November 03,2015 CITY OF Page 28 of 186 Taye evl jq CITY COUNCIL AGENDA MEMO ARKANS MEETING OF November 03, 2015 TO: Mayor and City Council THRU: Sondra E. Smith FROM: Gina Roberts DATE: September 29, 2015 SUBJECT: Shred — It, Destruction of Records RECOMMENDATION: Staff recommends the destruction of records. All of the records have been microfilmed, scanned or have been maintained for the required length of time. Attached is a listing of records that are ready for destruction. Attachments: List of documents to be destroyed Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville,AR 72701 Final Agenda November 03,2015 Page 29 of 186 Shredit.com \\ _ Shredit.com 413A Albano Drive �hred-If 7705 Northshore Place Springdale,AR 72762 North Little Rock,AR 72118 0 479.770.5588 • F 888.647.5642 0 501.614.9500 • F 888.647.5642 Service & Pricing Proposal Our business is to ensure that no one knows yours: What would happen if your customer's confidential records were to fall into the wrong hands? Lawsuits? Perhaps. Embarrassment? Absolutely. That's why you need the security of having your documents destroyed completely, right at your doorstep. Shred-it provides locked security consoles for your confidential material. Then, according to a schedule based on your needs, our uniformed and bonded Customer Security Representatives will transfer your material to our secure on-site document destruction truck, parked at your door. There, our high volume destruction unit immediately shreds your confidential material into unrecognizable pieces. You have the security of knowing that you were the very last to handle your sensitive documents. As proof, before we leave, you are presented with a Certificate of Destruction. This document guarantees that all of your material was destroyed, making sure it's secure. Confidentiality: Shred-it is first and foremost a security company. All material is taken to our truck for shredding. Paper is not transported or stored before destruction as it is with most off- site destruction companies, making a breech of security virtually impossible. All employees of Shred-it are bonded and insured under the following types of insurance: 1. Workman's Compensation $1,000,000 2. Commercial General Liability $2,000,000 3. Professional Liability-Errors and Omissions $2,000,000 4. Bodily Injury and Property Damage $1,000,000 5. Crime Coverage-Dishonest Acts $1,000,000 Making sure Insurance can be verified through Mark V. Williamson Insurance Company by calling 501.664.7728. The material contained herein is proprietary and confidential and is not intended for distribution and dissemination to third parties. Final Agenda November 03,2015 Page 30 of 186 Pricing for Automatic Service Shred-it Arkansas provides locked security consoles for your confidential material. A standard Customer Service Agreement (CSA) is provided to lock in pricing with flexibility to adjust service frequency and/or console totals as needed by staff and business fluctuations. We will bill for the onsite collection and destruction of your material at the following rates One Security Console $55.00 per service— Every 1, 2 or 4 weeks OR $65.00 per service— Every 8 weeks Additional Consoles $10 each per service Additional consoles currently unavailable for every 8 weeks service. We have no hidden costs such as labor fees,fuel surcharges, or pick-up fees. Additional Material / Puree Rates: Material not stored in consoles will be destroyed at a rate of $5 per copy paper (letter) box, $5 per file box, and $15.00 per Shred-it blue bag, $20 per "bag and shred" blue bags. The minimum for purge service is $90. Purge: For those end of the year office cleanings, Shred-it Arkansas offers Purge Service. Purge services are charged at the "additional material" rates listed above. Recycling: Shred-it is your partner in promoting environmental consciousness. Every time paper is shredded and recycled, trees are saved. As an Automatic Service Customer, we can issue you an environmental certificate each year showing the number of trees you have saved per your request. We are confident Shred-it Arkansas will provide your office with security, value, and peace of mind. We appreciate your consideration and hope to serve you in the near future. Kindest Regards, Jordan Street Office Coordinator 479-770-5588 jordan.street@shredit.com The material contained herein is proprietary and confidential and is not intended for distribution and dissemination to third parties.