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Home My WebLink About2010-03-02 - Agendas - Final Aldermen Mayor Lioneld Jordan Ward 1 Position 1—Adella Gray Taye e�lle Ward 1 Position 2—Brenda Thio] City Attorney Kit Williams Ward 2 Position 1 —Kyle B.Cook Ward 2 Position 2—Matthew Petry City Clerk Sondra Smith Ward 3 Position l—Robert K.Rhoads ARKANSAS Ward 3 Position 2—Robert Ferrell Ward 4 Position 1 —Shirley Lucas Ward 4 Position 2—Sarah E.Lewis Final Agenda City of Fayetteville Arkansas City Council Meeting March 2, 2010 A meeting of the Fayetteville City Council will be held on March 2, 2010 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 Agenda Session Presentations: Mayor's Announcements, Proclamations and Recognitions: Presentations, Reports and Discussion Items: 1. Fayetteville Fire Department Explorer Post#104 Presentation Agenda Additions: 1. National Endowment for the Arts Artistic Excellence in Design Grant: A resolution authorizing the City's participation in the National Endowment for the Arts Artistic Excellence in Design Grant, in partnership with the University of Arkansas Community Design Center, through in-kind services in the amount of$20,000.00. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 34-10 2. Broadband Technology Opportunities Program Grant: A resolution authorizing the Information Technology Division to apply for a Broadband Technology Opportunities 113 West Mountain 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 35-10 A. Consent: 1. Approval of the February 16, 2010 City Council meeting minutes. APPROVED 2. Federal Bureau of Investigation Reimbursement: A resolution approving a budget adjustment for the Fayetteville Police Department in the amount of $16,903.00 to recognize reimbursement from the Federal Bureau of Investigation to cover expenses related to the Joint Terrorism Task Force. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 36-10 3. Drug Enforcement Administration Reimbursement: A resolution approving a budget adjustment for the Fayetteville Police Department in an amount not to exceed $16,903.00 to recognize reimbursement from the Drug Enforcement Administration to cover detective overtime expenses. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 37-10 4. Wedington Drive Right-of-Way Donation: A resolution authorizing the donation of right-of-way along Wedington Drive (State Highway 16) containing 0.31 acres and being parcel Nos. 765-13746-002 and 765-13746-003, and authorizing the Mayor to execute deeds and all other necessary papers to transfer ownership of the property to the Arkansas State Highway Commission. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 38-10 5. Arkansas Historic Preservation Program Grant: A resolution approving the City of Fayetteville to submit an application for consideration of a 2:1 matching grant for an Arkansas Historic Program grant award of up to $80,000 to complete restoration of the Historic Maple Street and Lafayette Street Overpasses. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 39-10 6. Warrior of Arkansas, Inc. Bid #09-72: A resolution awarding Bid #09-72 and approving the purchase of one John Deere four-wheel drive articulated loader from Warrior of Arkansas, Inc. in the amount of $111,500.00 for use at the Solid Waste Transfer Station, and approving a budget adjustment. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 40-10 113 West Mountain 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org 7. Warrior of Arkansas, Inc. Bid #09-73: A resolution awarding Bid #09-73 and approving the purchase of one John Deere backhoe loader from Warrior of Arkansas, Inc. in the amount of$73,000.00 for use at the Solid Waste Transfer Station, and approving a budget adjustment. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 41-10 B. Unfinished Business: None C. New Business: 1. Kathryn B. Stout Donation: A resolution approving a 2010 budget adjustment for the Fayetteville Fire Department to recognize donation revenue in the amount of$25,000.00 from the estate of Kathryn B. Stout. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 42-10 2. Watson Condemnation: A resolution approving a settlement agreement with Aaron H. Watson and Patricia Ann Watson concerning condemnation litigation filed as part of the Mount Comfort Road Widening Project in a total amount of$55,000.00. PASSED AND SHALL BE RECORDED AS RESOLUTION NO. 43-10 Announcements: 1. City Council Tour: None Adjournment: 6:45 p.m. NOTICE TO MEMBERS OF THE AUDIENCE All interested parties may appear and be heard before the City Council. If you 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 speak. 113 West Mountain 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org 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 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org City Council Meeting: March 2,2010 Adjourn: !145" Subject: Roll Petty QI Rhoads l�D Ferrell � Q^ Lucas Zt� Lewis Gray Thiel ✓ Cook ✓ Mayor Jordan ✓ /� /n�8-0 Subject: Q e cL l� (�G�4� �On S : /X Q+'�"O�ta� &,40( 0tak; ; Motion To: d Motion By: Coo k, (ay e h 610 k vt- Seconded: oLU CCt QJ �� O Petty Rhoads a6ecus Ferrell r/ -�p2 Lucas !/ Lewis (� Gray r/ Thiel Cook ✓ Mayor Jordan 7�0 City Council Meeting: March 22,,20,10 Subject: Cl d a (�C do/i -10m 41 aizmaf &Ae(o m&Y Motion To: Hv (6441 L t4 fsi TC c2 Gw Motion By: G� Seconded: /}� Petty U.',tl5 Rhoads Ferrell ' Lucas Lewis Gray 3L� iQ Thiel l U Cook Mayor Jordan Subject: add, !nx 4 �®Yt-oG�Ct��jJZON� 7-Q c Rola Motion To: Motion By: Seconded: n Petty6Lh & (I�QArtt Rhoads Ferrell -41 Lucas Lewis vel Gray Thiel J Cook Mayor Jordan 7-0 City Council Meeting: March 2,2010 Subject: Consent Motion To: Motion By: C ODk Seconded: TLA Petty 5 A'fiRhoads a4hws Ferrell Lucas Lewis Gray r/ Ib Thiel f �} u. Cook Mayor Jordan 7-a Subject: Motion To: Motion By: Seconded: Petty Rhoads Ferrell Lucas Lewis Gray Thiel Cook Mayor Jordan City Council Meeting: March 2,2010 Subject: None Motion To: Motion By: Seconded: B. 1 Petty Unfinished Rhoads Business Ferrell Lucas Lewis Gray Thiel Cook Mayor Jordan Subject: Motion To: Motion By: Seconded: Petty Rhoads Ferrell Lucas Lewis Gray Thiel Cook Mayor Jordan City Council Meeting: March 2,2010 Subject: Kathryn B. Stout Donation Motion To: Motion By: Seconded: I'S C. 1 Petty New Rhoads ✓ Business Ferrell Lucas Lewis Gray Thiel *I io Cook Mayor Jordan 7 Subject: Watson Condemnation Motion To: Motion By: Seconded: nn � C. 2 Petty C c New Rhoads Business Ferrell - - n Lucas �G Lewis Gray Thiel ✓ Cook Mayor Jordan ?'0 FAYETTEVILLE THE CITY OF FAYETTEVILLE,ARKANSAS KIT WILLIAMS,CITY ATTORNEY DAVID WHITAKER,ASST.CITY ATTORNEY DEPARTMENTAL CORRESPONDENCE LEGAL DEPARTMENT TO: Lioneld Jordan, Mayor THRU: Sondra Smith, City Clerk FROM: Kit Williams, City Attorney DATE: March 3, 2010 RE: Resolutions and Ordinances prepared by the City Attorney's Office and passed at the City Council meeting of March 2, 2010 1. National Endowment for the Arts Artistic Excellence in Design Grant: A resolution authorizing the City's participation in the National Endowment For The Arts Artistic Excellence In Design Grant, in partnership with the U of A Community Design Center, through in-kind services in the amount of$20,000.00. 2. Broadband Technology Opportunities Program Grant: A resolution authorizing the Information Technology Division to apply for a Broadband Technology Opportunities Program Grant form the National Telecommunications and Information Administration for approximately $562,500.00 to fund fiber-optic connectivity to various city facilities. 3. Federal Bureau of Investigation Reimbursement: A resolution approving a budget adjustment for the Fayetteville Police Department in the amount of$16,903.00 to recognize reimbursement from the Federal Bureau of Investigation to cover expenses related to the Joint Terrorism Task Force. 4. Drug Enforcement Administration Reimbursement: A resolution approving a budget adjustment for the Fayetteville Police Department in an amount not to exceed $16,903.00 to recognize reimbursement from the Drug Enforcement Administration to cover detective overtime expenses. 5. Wedington Drive Right-of-Way Donation: A resolution authorizing the donation of right-of-way along Wedington Drive (State Highway 16) containing 0.31 acres and being Parcel Nos. 765-13746-002 and 765-13746-003, and authorizing the Mayor to execute deeds and all other necessary papers to transfer ownership of the property to the Arkansas State Highway Commission. 6. Warrior of Arkansas, Inc. Bid #09-72: A resolution awarding Bid #09-72 and approving the purchase of one John Deere four-wheel drive Articulated Loader from Warrior of Arkansas, Inc. in the amount of$111,500.00 for use at the Solid Waste Transfer Station, and approving a budget adjustment. 7. Warrior of Arkansas, Inc. Bid #09-73: A resolution awarding Bid #09-73 and approving the purchase of one John Deere Backhoe Loader form Warrior of Arkansas, Inc. in the amount of$73,000.00 for use at the Solid Waste Transfer Station. 8. Kathryn B. Stout Donation: A resolution approving a 2010 Budget Adjustment for the Fayetteville Fire Department to recognize donation revenue in the amount of $25,000.00 from the Estate of Kathryn B. Stout. 9. Watson Condemnation: A resolution approving a settlement agreement with Aaron H. Watson and Patricia Ann Watson concerning condemnation litigation filed as part of the Mount Comfort Road widening project in a total amount of$55,000.00. 2 Aldermen Mayor Lioneld Jordan Ward 1 Position 1—Adella Gray Taye e�lle Ward 1 Position 2—Brenda Thio] City Attorney Kit Williams Ward 2 Position 1 —Kyle B.Cook Ward 2 Position 2—Matthew Petty City Clerk Sondra Smith Ward 3 Position l—Robert K.Rhoads ARKANSAS Ward 3 Position 2—Robert Ferrell Ward 4 Position 1 —Shirley Lucas Ward 4 Position 2—Sarah E.Lewis Final Agenda City of Fayetteville Arkansas City Council Meeting March 2, 2010 A meeting of the Fayetteville City Council will be held on March 2, 2010 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 Agenda Session Presentations: Mayor's Announcements, Proclamations and Recognitions: Presentations, Reports and Discussion Items: 1. Fayetteville Fire Department Explorer Post#104 Presentation Agenda Additions: A. Consent: 1. Approval of the February 16, 2010 City Council meeting minutes. 2. Federal Bureau of Investigation Reimbursement: A resolution approving a budget adjustment for the Fayetteville Police Department in the amount of $16,903.00 to recognize reimbursement from the Federal Bureau of Investigation to cover expenses related to the Joint Terrorism Task Force. 113 West Mountain 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org 3. Drug Enforcement Administration Reimbursement: A resolution approving a budget adjustment for the Fayetteville Police Department in an amount not to exceed $16,903.00 to recognize reimbursement from the Drug Enforcement Administration to cover detective overtime expenses. 4. Wedington Drive Right-of-Way Donation: A resolution authorizing the donation of right-of-way along Wedington Drive (State Highway 16) containing 0.31 acres and being parcel Nos. 765-13746-002 and 765-13746-003, and authorizing the Mayor to execute deeds and all other necessary papers to transfer ownership of the property to the Arkansas State Highway Commission. 5. Arkansas Historic Preservation Program Grant: A resolution approving the City of Fayetteville to submit an application for consideration of a 2:1 matching grant for an Arkansas Historic Program grant award of up to $80,000 to complete restoration of the Historic Maple Street and Lafayette Street Overpasses. 6. Warrior of Arkansas, Inc. Bid #09-72: A resolution awarding Bid #09-72 and approving the purchase of one John Deere four-wheel drive articulated loader from Warrior of Arkansas, Inc. in the amount of $111,500.00 for use at the Solid Waste Transfer Station, and approving a budget adjustment. 7. Warrior of Arkansas, Inc. Bid #09-73: A resolution awarding Bid #09-73 and approving the purchase of one John Deere backhoe loader from Warrior of Arkansas, Inc. in the amount of$73,000.00 for use at the Solid Waste Transfer Station, and approving a budget adjustment. B. Unfinished Business: None C. New Business: 1. Kathryn B. Stout Donation: A resolution approving a 2010 budget adjustment for the Fayetteville Fire Department to recognize donation revenue in the amount of$25,000.00 from the estate of Kathryn B. Stout. 2. Watson Condemnation: A resolution approving a settlement agreement with Aaron H. Watson and Patricia Ann Watson concerning condemnation litigation filed as part of the Mount Comfort Road Widening Project in a total amount of$55,000.00. Announcements: 1. City Council Tour: None Adjournment: 113 West Mountain 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org 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 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org h/ 1 �i l�f�0/!'1 f\�'i �Cii)ty of Fayetteville Staff Review Form A.6 VVW��^��" "`V�CrY�r`L' ' Warrior of Arkansas. Inc. City Council Agenda items end#osaz and Page 1 of 6 Contracts,Leases orAgreements 3/2/2010 City Council Meeting Date Agenda Items Only Dennis Pratt/Barbara Olsen Fleet Operations Transportation Submitted By Division Department Action Required: A resolution awarding Bid#09-72 in the amount of$111,500.00 for the purchase of one John Deere 4WD Articulated Loader to Warrior of Arkansas for use by Solid Waste Division in the Transfer Station,and approval of the budget adjustment. $ 111,500.00 $ 466,000.00 Solid Waste Vehicles and Equipment Cost of this request Category f Project Budget Program Category/Project Name 9700.1920.5802.00 $ - Vehicles and Equipment Account Number Funds Used to Date Program/Project Category Name 02082.2010 $ 466,000.00 Shop Fund Project Number Remaining Balance Fund Name Budgeted Item Budget Adjustment Attached Z-27—/O Previous Ordinance or Resolution# Dep ent tractor Date � Original Contract Date: -2- 23 —/P� Original Contract Number: ttomey Date _Po,kA 0. ' 73-200 ERTERER Finance and Internal Services Director Date Received in City ,n'I'w Clerk's Office 70 C of Staff Date Received in 23 Ma Dafe Comments: Revised January 15,2009 A.6 7ay^ LWBPLiada�r,#eriA0o29r R-oof 2 A6Arkansas' Inc. CORRESPONDENCE ARKANSAS CITY COUNCIL AGENDA MEMO To: Mayor/City Council Thru: Terry Gulley, Director of Transportation From: Dennis Pratt,Fleet Operations Supt.4410 Date: February 19, 2010 Subject: Purchase of one Articulated Loader PROPOSAL: Bid 09-72 was opened on December 9, 2009 for one Articulated Loader. Six bid responses were received. A detailed tabulation sheet is attached. The lowest bid from Warrior of Arkansas meets all specifications. The loader is an expansion for use by Solid Waste Division in the Transfer Station. The City took over operation of the Transfer station in October 2009. This equipment will be used to process and load waste into open top trailers for disposal at the landfill. RECOMMENDATION: I recommend acceptance of the bid from Warrior of Arkansas in the amount of $111,500 for one Articulated Loader. BUDGET IMPACT: Solid Waste is renting one backhoe loader and one articulated loader at a cost of$3,824 per month, plus the cost of repairs. Monthly Motor Pool charges (for both the backhoe loader and the articulated loader)will be $790.00 per month less and will include the cost of repairs. A.6 Warrior of Arkansas, Inc. Bid#09-72 Page 3 of 6 RESOLUTION NO. A RESOLUTION AWARDING BID #09-72 AND APPROVING THE PURCHASE OF ONE JOHN DEERE FOUR-WHEEL DRIVE ARTICULATED LOADER FROM WARRIOR OF ARKANSAS, INC. IN THE AMOUNT OF $111,500.00 FOR USE AT THE SOLID WASTE TRANSFER STATION, 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 #09-72 and approves the purchase of one (1) John Deere four- wheel drive articulated loader from Warrior of Arkansas, Inc. in the amount of $111,500.00 for use at the Solid Waste Transfer Station. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution as Exhibit "A" and incorporated herein, to the 2010 city budget to fund the purchase. PASSED and APPROVED this 2nd day of March, 2010. APPROVED: ATTEST: By: By: LIONELD JORDAN,Mayor SONDRA E. SMITH,City Clerk/Treasurer A.6 Warrior of Arkansas, Inc. Bid#09-72 BID:09-72 Page 4 of 6 �4 T � 12!912 M Taye Y 11 2:00 PM ARKANSAS CITY OFF YETTEVILLE Bid 09-72, 4WD Articulated Loader mesa +.na,.f tip*"-- j' ' `. 'MBt NiaWifdifeC` z " lOea�c h 1Dt�lid Prfct3 ,4s'� 1 H&E Equipment Services New Komatsu WA320-6,Year 2009 $158,634.00 Used Nb Bid 2 _ Hugg&Hall Equipment New Volvo L70F $147,700.00 Used Nb Bid 3 JA Riggs New Caterpillar 928 H $141,286.00 Used Nb Bid 4 Scott Construction Equipment New Case 721 E $160`081.00 Used Nb Bid 5 Warrior of Arkansas,Inc. New John Deere 544K $111 500.00 Used John Deere 544J,1016 hours $96, 00.00 6 Williams Tractor,Inc. New New Holland W170B $139986.00 Used No Bid *NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization b�City officials. CERTIFIED: 12-110: O P.VICE,PURCH M R WITNESS DATE Requisition o.: Date: City Of Fayetteville - Purchase Order(PO) Request 211912010 Warrior of Arkansas, In . (Not a Purchase Order) um er: Lxpected Uelivery 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 cl.fa tteville.ar.us Vendor#: Vendor Name: Mail 6986 WARRIOR OF ARKANSAS Yes:_ No: X Address: Fob Point: Taxable Quotes Attached Yes:_ No:_X_ Yes: No: City: State: Zip Code: Ship to code: D'Als n Head App roVr 504,.lJn-�-- Requester: Requester's Employee#: Extension: BARBARA OLSEN 1940 485 Iteml Description Quantity Unit of Issue Unit Cost Extended Cost Account Numbers Pro ect/Sub ro'act# Inventory# Fixed Asset# 1 JOHN DEERE 544K 4WD ARTICULATED LOADER 1 EA 111,500.00 $111,500.00 9700.1920.5802.00 02082.2010 2 PER BID SPECS#09-72. TO BE UNIT#692, $0.00 3 FIXED ASSET#700692 $0,00 4 EA $0.00 5 $0.00 6 $0.00 7 $0.00 8 $0.00 9 $0.00 10 Shipping/Handling Lot $0.00 Special Instructions: Subtotal: $111,500.00 Tax: EXEMPT Total: $111,500.00 Approvals: Mayor: Department Director: Purchasing Manager: Finance R Internal Services Director: Budget Manager: IT Manager: Dispatch Manager: Utilities Manager: Other: Revised 112!2008 City of Fayetteville,Arkansas A.6 Budget Adjustment Form Warrior of Arkansas, Inc. Budget Year Department: Utilities Request Date Adjustment NUMbO f 6 2010 Division: Solid Waste&Recycling 3/2/2010 Program: Operations&Administration JUSTIFICATION TO INCREASE PROJECT/ITEM: $111,600 is requested for the purchase of an Articulated Loader, Unit#692. This expansion equipment is needed due to the City having taken over transfer station operations in October 2009 due to a breach of contract with the previous operator. The equipment is necessary to process and load solid waste into open top trailers for transport to the landfill for disposal. JUSTIFICATION TO DECREASE PROJECT/ITEM (OR RECOGNIZING REVENUE) Since October 2009,Solid Waste and Recycling Division staff have been utilizing rental equipment to operate the transfer station. The purchase of expansion equipment will eliminate the monthly equipment rental expenses and result in long- term cost savings for the City. $35,721 is requested from the Equipment Rental account and$75,879 is requested from Solid Waste Fund reserves to fund the equipment purchase. These funds will cover the cost of the equipment purchase, per Bid#09-72,along with the estimated cost($100)of service preparation and City logos. Increase Decrease Project.Sub Account Name Account Number Budget Budget Number Transfer to Shop 5500.5000.7602.70 111,600 07032 2010 Vehicles And Equipment 9700.1920.5802.00 111,600 02082 2010 Transfer from Solid Waste 9700.0970.6602.50 111,600 02082 2010 Equipment Rental 5500.5040.5308.03 35,721 Use of Fund Balance 5500.0950.4999.99 75,879 TOTAL 223,200 223,200 Requested By Ginny Gundlach .ision ea to ggundiacn 2 �3,/v Budget&Research Use Only Birector Date Type: A B C E )o Description: Depa ant D �r Date o 7.,3-2616 General Ledger Date Financ irector Date a 3 Posted to General Ledger Chi6W Sta Date Initial Date Posted to Project Accounting May D to Initial Date EXHIBIT 3 A I/7 I 1 _ �L City of Fayetteville Staff Review Form A.7 cY T Warrior of Arkansas, Inc. (�, City Council Agenda Items Pact �[r`�U`-'� and Pagee 1 1 oof f 6 7 /a3,ec� Contracts, Leases or Agreements 3/2/2010 City Council Meeting Date Agenda items Only Dennis Pratt/Barbara Olsen Fleet Operations Transportation Submitted By Division Department Action Required: A Resolution awarding Bid#09-73 to Warrior of Arkansas in the amount of$73,000.00 for the purchase of one 4WD Backhoe Loader for use by Solid Waste in the Transfer Station, and approval of the budget adjustment. $ 73,000.00 $ 466,000.00 Solid Waste Vehicles&Equipment Cost of this request Category/Project Budget Program Category/Project Name 9700.1920.5802.00 $ - Vehicles and Equipment Account Number Funds Used to Date Program/Project Category Name 02082.2010 $ 466,000.00 Shop Fund Project Number Remaining Balance Fund Name Budgeted Item Budget Adjustment Attached �X Z—ZZ/O Previous Ordinance or Resolution# Depart ctor Date 7 2 Original Contract Date: L —27"1� Original Contract Number: may An Date Tal Q 1nR' . �+-Z-Adis NTE ERED Finan and Internal Services Director Data Received in City Clerk's Office F t�t1t >3 / of S Date Received in „) Mayor's Office Ma r e Comments: Revised January 15,2009 A.7 Warrior of Arkansas, Inc. Bid#09-73 aye evlle THE CITY OF FAYETTEVILLE,ARKANSAS DEPARTMENT CORRESPONDENCE ARKANSAS CITY COUNCIL AGENDA MEMO To: Mayor/City Council Thru: Terry Gulley,Director of Transportation From: Dennis Pratt,Fleet Operations Supt. Date: February 19, 2010 Subject: Purchase of one BackhoeLoader PROPOSAL: Bid 09-73 was opened on December 9, 2009 for one Backhoe Loader. Six bid responses were received. A detailed tabulation sheet is attached. The lowest bid from Williams Tractor does NOT meet specs. The second lowest bid from Warrior of Arkansas meets all specifications. The backhoe is an expansion for use by Solid Waste Division in the Transfer Station. The City took over operation of the Transfer station in October 2009. This equipment will be used to process and load waste into open top trailers for disposal at the landfill. RECOMMENDATION: I recommend acceptance of the bid from Warrior of Arkansas in the amount of $73,000 for one Backhoe Loader. BUDGET IMPACT: Presently Solid Waste is renting one backhoe loader and one articulated loader at a cost of$3,824 per month, plus the cost of repairs. Monthly Motor Pool charges(for both the backhoe loader and the articulated loader)will be $790.00 per month less and will include the cost of repairs. A.7 Warrior of Arkansas, Inc. Bid#09-73 Page 3 of 6 RESOLUTION NO. A RESOLUTION AWARDING BID #09-73 AND APPROVING THE PURCHASE OF ONE JOHN DEERE BACKHOE LOADER FROM WARRIOR OF ARKANSAS, INC. IN THE AMOUNT OF $73,000.00 FOR USE AT THE SOLID WASTE TRANSFER STATION, 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 #09-73 and approves the purchase of one (1) John Deere backhoe loader from Warrior of Arkansas, Inc. in the amount of $73,000.00 for use at the Solid Waste Transfer Station. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution as Exhibit "A" and incorporated herein, to the 2010 city budget to fund the purchase. PASSED and APPROVED this 2nd day of March,2010. APPROVED: ATTEST: By: By: LIONELD JORDAN,Mayor SONDRA E.SMITH,City Clerk/Treasurer A.7 Warrior of Arkansas, Inc. Bid#09-73 BID: 09-73 Page 4 of 6 a e Me , Ic 121912M 2:00 PM ARKANSAS CITY OF FAY TTEVILLE Bid 09-73, 4WD Backhoe Loader t y _ a Matrufaturer ¢tt�rJ ,rotalitce 1 H&E Equipment Services New Komatsu WB146,Year 2009 $81,07$.00 Used No BiId 2 Hugg&Hall Equipment New Volvo BL70 $88,939.00 Used No B d 3 JA Rig s I New Caterpillar 420 E $95,733.00 Used No B d 4 Scott Construction Equipment New Case 590SM $79,361* 79,36 .00 Used No B d 5 Warrior of Arkansas, Inc. New John Deere 310J $73,00 Used John Deere 310J,379 hours 68,50 .00 6 Williams Tractor, Inc. New New Holland 895B $71,97 .00 Used New Holland B95 $53,99 .00 "NOTICE:B d award is contingent up n vendor meeting minimum specifications and formal authorization by Cit officials. i CERTIF ED: U Z P.VICE,PURC 4 MGRI NESS AT o I equisibon o.: Date: A.7 City Of Fayetteville - Purchase Order (PO) Request 2119/2010 Warrior of Arkansas, In (Not a Purchase Order) um eC Expected e iv 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 i.fa ttevi/le.anus Vendor#: Vendor Name: Mail 6986 WARRIOR OF ARKANSAS Yes:_ No: X Address: Fob Point: Taxable Quotes Attached Yes:_ No: X Yes: No: City: State: Zip Code: Ship to code: Div n Head Apprp 50 ' Requester: Requester's Employee#: Extension: BARBARA OLSEN 1940 485 Item Description Quantity Unit of Issue Unit Cost Extended Cost Account Numbers Pro'ect/Sub ro'ect# Inventory# Fixed Asset# 1 JOHN DEERE 310J 4WD BACKHOE LOADER 1 EA 73,000.00 $73,000.00 9700.1920.5802.00 02082.2010 2 PER BID SPECS#09-73. TO BE UNIT#693, $0.00 3 FIXED ASSET#700693 $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 pedal Instructions: Subtotal: $73,000.00 Tax: EXEMPT Total: $73,000.00 Approvals: Mayor: Department Director: Purchasing Manager: Finance R Intemal Services Director: Budget Manager: IT Manager: Dispatch Manager: Utilities Manager: Other: Revised 1/2/2008 City of Fayetteville,Arkansas A.7 Budget Adjustment Form Warrior of Arkansas, Inc. Budget Year Department: Utilities Request Date Adjustment Ntaa�nf 6 2010 Division: Solid Waste&Recycling 3/2/2010 Program: Operations&Administration JUSTIFICATION TO INCREASE PROJECT!ITEM: $73,100 is requested for the purchase of a 4WD Backhoe Loader,Unit#693. This expansion equipment is needed due to the City having taken over transfer station operations in October 2009 due to a breach of contract with the previous operator. The equipment is necessary to process and load solid waste into open top trailers for transport to the landfill for disposal JUSTIFICATION TO DECREASE PROJECT/ITEM(OR RECOGNIZING REVENUE): Since October 2009,Solid Waste and Recycling Division staff have been utilizing rental equipment to operate the transfer station. The purchase of expansion equipment will eliminate the monthly equipment rental expenses and result in long- term cost savings for the City. $73,100 is requested from Solid Waste Fund reserves to fund the equipment purchase. These funds will cover the cost of the equipment purchase,per Bid#09-73,along with the estimated cost($100)of service preparation and City logos. Increase Decrease Project.Sub Account Name Account Number Budget Budget Number Transfer to Shop 5500.5000.7602.70 73,100 07032 2010 Vehicles And Equipment 9700.1920.5802.00 73,100 02082 2010 Transfer from Solid Waste 9700.0970.6602.50 73,100 02082 2010 Use of Fund Balance 5500.0950.4999.99 73,100 TOTAL 146,200 146,200 Requested By Ginny Gundlach ead Da ggundlach 7-L 7-�-a Budget&Research Use Only jIirector Date Type: A B C E It LA nfi �O Description: �J Depa nt Di .mac o �;3 r nn Date o 0L 2a 16 General Ledger Date Fina irector Date c2-33-/0 Posted to General Ledger o ff Date Initial Date �^ Posted to Project Accounting VM;ifyor ate Initial Date EXHIBIT � A City Council Meeting Minutes February 16,2010 Page 1 of 5 Aldermen Mayor Lioneld Jordan Ward 1 Position 1—Adella Gray Taye eelle Ward 1 Position —Brenda Thiel 1 City Attorney Kit Williams Ward 2 Position 1—Kyle B.Cook Ward 2 Position 2—Matthew Petty City Clerk Sondra Smith Ward 3 Position l—Robert K.Rhoads ARKANSAS Ward 3 Position 2—Robert Ferrell Ward 4 Position 1—Shirley Lucas Ward 4 Position 2—Sarah E.Lewis City of Fayetteville Arkansas City Council Meeting Minutes February 16, 2010 A meeting of the Fayetteville City Council was held on February 16, 2010 at 6:00 p.m. in Room 219 of the City Administration Building located at 113 West Mountain Street, Fayetteville, Arkansas. Mayor Jordan called the meeting to order. PRESENT: Alderman Thiel, Cook, Petty, Rhoads, Ferrell, Lucas, Lewis, Mayor Jordan, City Attorney Kit Williams, City Clerk Sondra Smith, Staff, Press, and Audience. ABSENT: Alderman Gray. Pledge of Allegiance Mayor's Announcements, Proclamations and Recoenitions: Alderman Cook announced the current board and committee vacancies. He stated we are now accepting applications for the vacant positions. Mayor Jordan recognized the Spring International Language School students. Mayor Jordan also recognized the Students in Free Enterprise (SIFE) from the Walton College for their volunteer services in 2009 and into this year. SIFE projects include Project LIGHTS, GreeNWAy, 15th Street Recycling Center, and Happy Hollow Education Project among other things. He presented an award to Renee Clay, Susan Bristo, Morgan Sbellflue and the students for their volunteer service. Presentations, Reports and Discussion Items: Quarterly Report of Financial Condition of the City—City Clerk City Clerk Sondra Smith presented the City Council with the quarterly financial report of the City. A copy of the report was emailed to the City Council. 113 West Mountain 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org City Council Meeting Minutes February 16,2010 Page 2 of 5 Paul Becker, Finance and Internal Services Director gave a brief description of the report. I projected a $1.1 million loss in the General Fund. It appears at this point in time the loss will be approximately $700,000. We show a paper loss in the Water and Sewer fund because of a large amount of deprecation due to the new West Side Plant. Alderman Petty: Compared to previous years both city and county sales tax are down 3% or 4% but HMR collections were only down about quarter of a percent. What does that mean exactly? Does that mean that people are still going out to restaurants or tourism stayed strong in December compared to the previous year? Paul Becker: What it does mean is people are going to restaurants to about the same degree where other types of sales were falling off a little bit. If you remember last year during the ice storm it cut down on shopping but with the power outages a lot of people were going to restaurants etc. strictly to take advantage of the heat. Alderman Petty: I think it is interesting that when times got rough people still wanted to go out and enjoy the town and synched their belts in other areas of their household income. Paul Becker: That is true, it's a little unique and that is one reason that it is very difficult for me. I use to think I could project what sales taxes would be by looking at HMR taxes but it doesn't always work out that way. Presentation of the 2010 City of Fayetteville Martin Luther King Brotherhood Award by City Attorney Kit Williams City Attorney Kit Williams presented Connie Edmonston, Parks and Recreation Director with the 2010 City of Fayetteville Martin Luther King Brotherhood Award. He spoke on her accomplishments and explained why she was so deserving of the award. Connie Edmonston thanked Kit Williams and stated I have the best staff in the United States. She stated the support that our administration as well as the City Council has given through the years is what makes Fayetteville have a great Parks and Recreation Department. Aeenda Additions: Mayor Jordan: We have two walk-ons tonight. Alderman Cook moved to add the following two agenda items to the agenda. Alderman Rhoads seconded the motion. Upon roll call the motion passed 7-0. Alderman Gray was absent. Ice & Snow Removal Materials: A resolution approving a budget adjustment for the Transportation Services Division in the amount of $115,000.00 to increase funding to provide additional ice and snow removal materials. Terry Gulley, Transportation Services Director stated due to the snow and ice we've had this year and the difficulty with the cold weather we have used up a lot of supply. He briefly explained the process of ice and snow removal materials. Based on this year's event I will redo 113 West Mountain 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org City Council Meeting Minutes February 16,2010 Page 3 of 5 my budget next year and add more money for this. Due to cost cuttings we took it to what we thought was the minimum. We are suggesting taking this out of Fund Balance. Alderman Lewis: Taking this out of what? Terry Gulley: The Street Fund Balance. Alderman Ferrell: With the amount of weather we've had I would imagine the cost of this is higher when the demands are up. Are you going to buy some now and see if the price goes down? Terry Gulley: Based on the prices we have got in the past it has remained stable and hasn't really changed. We are in the process of rebidding salt right now just to see if we can get a better price. Alderman Lucas: This will carry us through the entire year 2010? Terry Gulley: When it stays below freezing for 3 to 5 day in a row that is what takes a lot because you get the refreeze every night. I anticipate this taking us through the rest of the year. Alderman Thiel: Transportation has done an excellent job keeping ahead. I think citizens feel like it is money well spent. Don Marr: The City's goal is not to close roads. Alderman Petty moved to approve the resolution. Alderman Ferrell seconded the motion. Upon roll call the motion passed 7-0. Alderman Gray was absent. Resolution 28-10 as Recorded in the office of the City Clerk Crushed Rock Salt: A resolution amending Resolution No. 21-10, awarding Bid #10-14 and approving the purchase of crushed rock salt from Cargill, Inc. in the amount of$98.02 per ton as needed through the end of calendar year 2010. Terry Gulley gave a brief description of the item. Alderman Petty: In the text of the resolution the price per ton is $93.02 and the bid listed $98.02. Which is the error? City Attorney Kit Williams: It looks like that is a mistake. Let's amend the resolution to $98.02. Alderman Ferrell moved to amend the amount to $98.02. Alderman Petty seconded the motion. Upon roll call the motion passed 7-0. Alderman Gray was absent. Alderman Ferrell moved to approve the resolution. Alderman Petty seconded the motion. Upon roll call the motion passed 7-0. Alderman Gray was absent. Resolution 29-10 as Recorded in the office of the City Clerk 113 West Mountain 72701 (479)521-7700 (479)575-8257(Fax) accessfayetteville.org