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Home My WebLink About39-99 RESOLUTIONRESOLUTION NO 39-99 A RESOLUTION AWARDING BID NO. 99-25 TO WILLIAMS FORD TRACTOR FOR ITEM NO. 1 IN THE AMOUNT OF $82,998 FOR TWO UNITS, AND ITEM NO. 2 IN THE AMOUNT OF $46,999, MINUS TRADE IN VALUE OF $92,500 FOR ITEM NO. 3, ITEM NO. 4 AND ITEM NO. 5, FOR A TOTAL BID AWARD IN THE AMOUNT OF $37,497. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council hereby awards Bid No. 99-25 to Williams Ford Tractor for Item No 1, in the amount of $82,998, for two units; and Item No. 2 in the amount of $46,999, minus trade in value of $92,500 for Item No. 3, Item No. 4 and Item No. 5, for a total bid award in the amount of $37,497. A copy of the bid tabulation is attached hereto marked Exhibit "A" and made a part hereof. PASSED AND APPROVED this 2L day of March , 1999. ATTEST: APPROVED: By. Fred Hanna, Mayor STAFF REVIEW FORM XX AGENDA REQUEST CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council meeting of Marrh 16. 1999 FROM• W.A.Oestreich fleet Operations Administrative Services Name Division Department ArTTCIN RFQTTTRFII • Acceptance of the lowest qualified Bidder meeting specifications for the purchase of 90 PTO HP Tractors per Bid 99-25, Items #1 & 02 with acceptance of the trade offer for Items #3, 04 & #5. The vendor for this purchase will be Williams Ford Tractor, P.O.Box 1346, Fayetteville, AR 72702. (Vendor 012860) These units will be utilized by the City of Fayetteville Pollution Control Plant/Sludge Management Site. rnvT Tn rTTY• Cost:$ 129.997.00 Trade Allowance:<$921500.00> Net Cost:$ 37.497.00 $ 37,497.00 $ 192.000.00 Cost of this Request Rep'. Tractor/Mower Category/Project Budget Category/Project Name 9700-1920-5802.00 $ Account Number Funds Used 98068 Project Number 75.00 Vehicles & Equipment To Date Program Name $ 191.925.00 Remaining Balance Fund Shop BUDGET REVIEW: XX Budgeted ,s 5L9 Z-2.94 Budgetoordinator Item Budget Adjustment Attached Administrative Services Director CONTRACT/GRANT/LEASE REVIEW: 214,4r6AT i lLl�c�iL Accou tint! ger City Attorfie -Q\J Purchasing Officer STAFF RFrnPMFNDATTnN• GRANTING AGENCY: Date Date Internal Auditor Date Acceptance of Bid 99-25 with the Authorization to Purchase th aptance of ,rade offer ofItems 03, #4 and #5. Division Head 1 partment irector • i / trati e ervices AfI Director Ma r Date Date 2g- €231 rat Date Items #1 & #2 Cross Reference New Item: Yes No Prev Ord/Res a: Orig Contract Date: and ant OFFAYE ill7LLE EIU&U Ot LSe UUU�'U TO: Mayor/City Council THRU: Kevin Crosson, Administrative Services Director THRU: Peggy Vice, Purchasing Manager FROM: W. A. Oestreich, Fleet Operations Superintendent DATE: February 24, 1999 SUBJECT: BID AWARD RECOMMENDATION 99-25 Reference the attached Agenda Request for the Award of Bid 99-25, Items #1 and #2 with the acceptance of the trade allowance offered for Items #3, #4 & #5. The only qualified bidder meeting specifications is Williams Ford Tractor, P.O.Box 1346, Fayetteville, AR 72702. (Vendor #1346). These are budgeted items for the calendar year 1999. The Bid Tabulation Sheet dated February 16, 1999, is included along with a copy of the formal bid that was sent to each of the vendors on the Bidders List attached. The items listed have been evaluated for compliance with original specifications along with anticipated Manufacturer and Dealer support necessary to maintain these units in a proper and efficient manner. This bid was sent to over 10 prospective bidders for new equipment, with this being the only acceptable response. I spoke to some of the potential bidders for the sale items with the response that they did not feel they would be able to match pricing from a local vendor who would be very competitive. Evaluation of the bid shows that the pricing structure received for the new units is in line with other units on the market in the same size and horsepower category. It has been with an objective attitude that this bid has been evaluated. This recommendation has been reviewed by Pollution Control Plant/Sludge Management Site, Fleet Operations Division and the Equipment Committee. Therefore, the following is submitted for purchase approval by the Council: ITEM 1. 4 Wheel Drive Utility Tractor .. Williams Ford Tractor 1999 Ford New Holland 8160 Utility Tractor @ $41,499.00,. This Bid was accepted due to the compliance with the original Specifications. This should provide units that will be efficient, reliable and compatible to our operations. ITEM 2. 4 Wheel Drive Utility Tractor w/Loader ITEM 1. ITEM 2. • Williams Ford Tractor 1999 Ford New Holland 8160 Utility Tractor w/7312 Loader $46,999.00,. This Bid was accepted due to the compliance with the original Specifications. This should provide a unit that will be efficient, reliable and compatible to our operations. SUMMARY TO BE DELIVERED AS COMPLETE UNITS: Williams Ford Tractor - 2 Units at $41,499.00 $ 82,998.00 Williams Ford Tractor - 1 Unit at $46,999.00 $ 46, 999.00 $129,997.00 LESS TRADE CREDIT: ITEM 3. Unit #547 - 1995 Ford 7840 Tractor VIN: BD -87050 c$29,500.00> ITEM 4. Unit #548 - 1995 Ford 7840 Tractor VIN: BD -99411 <$30,000.00> ITEM 5. Unit #549 - 1995 Ford 7840 Tractor W/Loader (Less Bucket) VIN: BD-88959/55BP009 <$33,000.00> <$92,500.00> TOTAL BID AWARD* $ 37.497.00 The budgeted amount for these items is $192,000.00 in account 9700-1920-5802.00, Project 98068- 001. With the purchase of these items at 537,497.00 we will have a balance remaining of $154,428.00. :A9 a]IdIi2130 z n 0 0 0 c 0 a4= Z Co m e 088 wa Z r • = o u 61 0 m 00'666'9PS )!un 00009'925 /quo aper oo oo0'OCS kuo aped 3(10)/31 NO121 0 o x -n N • m O O m o O O 0 Q 0- - S 3 O 0 v v 3 5 0 0 o cr0 O O s s N_ N m W m u• DESCRIPTION: 90 PTO 4 -WHEEL DRIVE HID UTILITY TRACTOR FAYETTEVILLE THE CITY OF FAYETTEVILLE. ARKANSAS DEPARTMENTAL CORRESPONDENCE Giv) d&L To: Bill Ocstrcich, Fleet Maintenance From: Heather Woodruff, City Clerk Date: March 31, 1999 Attached is a copy of resolution awarding Bid 99-25 to Williams Ford Tractor for your records. The original will be microfilmed and filed with the city clerk. Your purchase requisition has been forwarded to Internal Auditor. cc. File Internal Auditor STAFF REVIEW FORM XX AGENDA REQUEST CONTRACT REVIEW GRANT REVIEW ,Ets 39-99 MICR For the Fayetteville City Council meeting of March 16. 1999 FRnm . W.A.Oestreich Fleet Operations Administrative SPrvi(PS_ Name Division Department PCTTnN RPQTTTRPn• Acceptance of the lowest qualified Bidder meeting specifications for the purchase of 90 PTO HP Tractors per Bid 99-25, Items #1 & #2 with acceptance of the trade offer for Items #3, #4 & #5. The vendor for this purchase will be Williams Ford Tractor, P.O.Box 1346, Fayetteville, AR 72702. (Vendor #12860) These units will be utilized by the City of Fayetteville Pollution Control Plant/Sludge Management Site. rngT Tn rTTY• Cost:$ 129.997.00 Trade Allowance:<$92,500.00> Net Cost:$ 37.497.00 $ 37,497.00 Cost of this Request 9700-1920-5802.00 Account Number 98068 Project Number $ 192,000.00 Category/Project Budget $ Funds 75.00 Used To Date $ 191.925.00 Remaining Balance Repl. Tractor/Mower Category/Project Name Vehicles & Equipment Program Name Fund Shop BUDGET REVIEW: XX Budgeted Item Budget oordinator Budget Adjustment Attached Administrative Services Director CONTRACT/GRANT/LEASE REVIEW: Accougti.iMa. er GA/ City Att�/o Purchasing Officer STAPP RPrntMPNnATTnf• ct Date GRANTING AGENCY: ADA Coo a 2.2s' y Date Date or Internal Auditor Date a p29/17 Date Acceptance of Bid 99-25 with the Authorization to Purchase th ag ptance of jjrade offer ofItems #3, #4 and #5. Division Head partme t e rector 4 1 �A •••i i trati - ervices Date Date 22rW Director 443, ,,gnat q ///7/// gal! Date Items #1 & #2 Cross Reference New Item: Yes No Prev Ord/Res #: Orig Contract Date:. _ and WI OF FATEINVIIIE IFIu n Umu° ironl (NEER-OFFICEMEMORANDUM TO: Mayor/City Council THRU: Kevin Crosson, Administrative Services Director THRU: Peggy Vice, Purchasing Manager FROM: W. A. Oestreich, Fleet Operations Superintendent DATE: February 24, 1999 SUBJECT: BID AWARD RECOMMENDATION 99-25 Reference the attached Agenda Request for the Award of Bid 99-25, Items #1 and #2 with the acceptance of the trade allowance offered for Items #3, #4 & #5. The only qualified bidder meeting specifications is Williams Ford Tractor, P.O.Box 1346, Fayetteville, AR 72702. (Vendor #1346). These are budgeted items for the calendar year 1999. The Bid Tabulation Sheet dated February 16, 1999, is included along with a copy of the formal bid that was sent to each of the vendors on the Bidders List attached. The items listed have been evaluated for compliance with original specifications along with anticipated Manufacturer and Dealer support necessary to maintain these units in a proper and efficient manner. This bid was sent to over 10 prospective bidders for new equipment, with this being the only acceptable response. I spoke to some of the potential bidders for the sale items with the response that they did not feel they would be able to match pricing from a local vendor who would be very competitive. Evaluation of the bid shows that the pricing structure received for the new units is in line with other units on the market in the same size and horsepower category. It has been with an objective attitude that this bid has been evaluated. This recommendation has been reviewed by Pollution Control Plant/Sludge Management Site, Fleet Operations Division and the Equipment Committee. Therefore, the following is submitted for purchase approval by the Council: ITEM 1. 4 Wheel Drive Utility Tractor Williams Ford Tractor 1999 Ford New Holland 8160 Utility Tractor @ $41,499.00,. This Bid was accepted due to the compliance with the original Specifications. This should provide units that will be efficient, reliable and compatible to our operations. ITEM 2. 4 Wheel Drive Utility Tractor w/Loader .. Williams Ford Tractor 1999 Ford New Holland 8160 Utility Tractor w/7312 Loader (4) $46,999.00,. This Bid was accepted due to the compliance with the original Specifications. This should provide a unit that will be efficient, reliable and compatible to our operations. SUMMARY TO BE DELIVERED AS COMPLETE UNITS: ITEM 1. Williams Ford Tractor - 2 Units at $41,499.00 $ 82,998.00 ITEM 2. Williams Ford Tractor - 1 Unit at $46,999.00 $ 46,999.00 LESS TRADE CREDIT: ITEM 3. ITEM 4. ITEM 5. Unit #547 - 1995 Ford 7840 Tractor VIN: BD -87050 Unit #548 - 1995 Ford 7840 Tractor VIN: BD -99411 Unit #549 - 1995 Ford 7840 Tractor W/Loader (Less Bucket) VIN: BD-88959/55BP009 $129,997.00 <$29,500.00> <$30,000.00> <$33,000.00> <$92,500.00> TOTAL BID AWARD; $ 37,497.00 The budgeted amount for these items is $192,000.00 in account 9700-1920-5802.00, Project 98068- 001. With the purchase of these items at $37,497.00 we will have a balance remaining of $154,428.00. DESCRIPTION: 90 PTO 4 -WHEEL DRIVE H/D UTILITY TRACTOR 2 w 14 Iwo v n 0 0 c c a 0 c o 0 0 0 4 O c trade only 533.00000 trade only $30.000 00 trade only $26. unit 346.999.00 8O 0 o (9 4 ?1 g m n n m_= O 0 cN+Z c c COX FARMS RICK TEAGUE &i o c 0 LL 7 1 NOTICE TO BIDDER BID NO. 99- 25 COMMODITY: 90 PTO HP -4 WHEEL DRIVE UTIUTY TRACTOR WITH THE SALE OR TRADE OF USED UTIUTY TRACTORS The City of Fayetteville, Arkansas will receive sealed bids at the Purchasing Office, City Hall, 113 W. Mountain Street, Fayetteville, Arkansas, 72701, until 11:00 A.M., FEBRUARY 16, 1999, for the furnishing of: COMMODITY: 90 PTO HP - 4 WHEEL DRIVE UTILITY TRACTOR WITH THE SALE OR TRADE OF USED UTILITY TRACTORS LISTED BELOW: UNIT # 547 - 1995 Ford 7840 Tractor VIN: BD -87050 Approx. 17XX Hours UNIT # 548 - 1995 Ford 7840 Tractor VIN: BD -99411 Approx. 18XX Hours UNIT # 549 - 1995 Ford 7840 Tractor W/Loader (Less Bucket) VIN: BD-88959/55BP009 Approx. 11XX Hours Bid forms and specifications for the units being purchased may be obtained from the Purchasing Office, located in Room 306, 3rd floor of the City Administration Building, 113 W. Mountain St., Fayetteville, AR 72701. Bid forms with terms and conditions for the units being offered for sale or trade may be obtained from the Purchasing Office, located in Room 306, 3rd floor of the City Administration Building. Provisions for inspection of Trade/Sale unit are a part of the Invitation to Bid The City reserves the right to reject any and all bids and to waive any formalities deemed to be in the City's best interest Peggy Vice, Purchasing Officer PUBLISH 2/7/99 NORTHWEST ARKANSAS TIMES Billing refer to P.O.# BIDDERS LIST Tractors/Loaders/Mowing Equipment Warrior of Arkansas 2003 South 8th St. Rogers, AR 72756 Springdale Tractor Co. Hwy 68 West Springdale, AR 72764 Williams Ford Tractor & Equipment Co. P.O.Box 1346 Fayetteville, AR 72702-1346 Alma Tractor & Equipment, Inc. 35 Highway 71 North Alma, AR 72921 501-632-6300 FAX 501-632-6309 Att: J.D.Alexander Luber Brothers Lawn & Garden Equipment 6801 N.W. 50 Oklahoma City, OK 73008 Little Rock Equipment Sales 13001 Interstate 30 Little Rock, AR 72209 Daugherty Equipment 1507 W. Truckers Lane Fayetteville, AR 72701 Southem Green 21126 Plank Road Zachary, LA 70971 800.888.9883 Barton County Implement Co. 510 W. 12th St. Lamar, MO 64759 Attn: Joe Terrington 417-682-5556 - FAX 417-682-3030 10. Hancock Farms Equipment & Supply 290 East Main - Hwy 62 Farrnington, AR 72730 Attn: Brad Hancock 501-267-3685 BIDDERS LIST SALE ITEMS I. CULYER TRUCK SALES P.O.BOX 21 GREENLAND, AR 72737 501-521-2870 2. Elliott Equipment Co. 3100 W. 76th Street Davenport, Iowa 52806 Attn: Phil Allen 319-391-4840 FAX 319-391-8823 3. Abdul Waheed 8403 E. 98TH ,140 64134 6-765-0707 FAX -SAME- 4. WARFORD AUTO WRECKERS INC. PUMP STATION ROAD FAYETTEVILLE, AR 72701 5. DARREL MEREDITH TRUCK SALES 1749 S. SCHOOL FAYETTEVILLE, AR 72701 6. Auto Wholesalers P.O.Box 44 Ho ' urg, PA 16648 96-4343 Fax 814-696-1324 Mouser Heavy Equipment 4100 S. Hiway 7IB Springdale, AR 72764 501-751-0680 8. CHICAGO MOTORS INC. 2553 WEST CHI CHI ' -s 'IS 60622 I5 GHANIWALA 312-235-6500 (800-942-0005) FAX 312.235-6532 TRI-STATE AUCTIONEERS INC. RT. 4, BOX 4605 HWY 175 W. ATHENS, TX 75751 ATTN: RANDY WHATLEY 903-675-9039 FAX 903 675-4557 10. AMI AUTO BRO 16329 a' POINT MO 63040 314-4584380 11. ATLAS AUTO LEASI 750 E. I 75060 -5541117 BILLY THE KID, INC. III N. 2ND ST COE ' ' r NE, IDAHO 83814 7654062 DIXIE SURPLUS EQUIPMENT P.O.BOX 8507 ALEXANDRIA, LOUISIANA 71306 ATTN: KENNETH MCKAY 318-765-3068 FAX318-765-9312 14. WHITTLE TRUCK SALES P.O.BOX 7061 SPRINGDALE, AR 72766 ATTN: RICK WHITTLE 501-750-9410 IS. CENTRAL OKLAHOMA POUCE SUPPLY 1329 N. HARRISON SHAWNEE, OK 74810 ATTN: CHRIS HURLEY 800-259-7177 405275-7177 16. Trucks & Parts of Tampa 10155.SOthSt. Tampa, F1.13619 800-488-8889 Attn: Bruce Goldenberg ayetteville, AR 72703 19. Mountain Creek Real Estate Co. P.O.Box 520 Huntsville, AR 72740 Attn: Bill G. Cotton 501-456-2547 Fax 501-738-6262 20. Raymond E. Purser P.O.Box 1489 Huntsville, AR 72740 501-738-6420 21. SRC Services Corp. 18603 E. Hwy. 412 Springdale, AR 72764 Attn: James Dudley 501-751-4001 Fax 303-688-1372 22. NEBCO Volunteer Fire Dept. 12772 Lodge Drive Garfield, AR 72732 Attn: Joe Phillippe 501-359-3376 23. Reeder Simco Truck Center, Inc. 3421 South Zero Fort Smith, AR 72908 Attn: Ken Plemmons 800-643-2013 Fax 501-646-0533 24. Vicki Kaufma 841 etteville, AR 72701 Hancock Farms Equipment & Supply 290 East Main - Hwy 62 Farmington, AR 72730 Attn: Brad Hancock 501-267-3685 26. AG Products 2525 W. Broadway Phoenix, AZ 85041 602-268-8707 27. Methvin Sanitation, Inc. Rte. I - Box 271 D Lead Hill, AR 72644 Attn: Mark Methvin 870.436.8095 28. Gary L Cooper Rte. I - Box 356 Prairie Grove, AR 72753 501.7613686 501.761.3348 29. Fayetteville Tree Service P.O. Box 376 West Fork, AR 72774 Attn: Ken Rogers 501.575.0977 501.443.5407 CITY OF FAYETTEVILLE 113 W. Mountain St. Fayetteville, AR 72701 BID #: 99-25 FLEET OPERATIONS 501-444-3494 INVITATION TO BID DATE ISSUED: February 3, 1999 DATE & TIME OF OPENING: February 16, 1999 - 11:00 A.M. BUYER: Peggy Vice, Purchasing Manager, Room 306 - (501) 575-8289 DATE REQUIRED AS COMPLETE UNITS: 60 Days from Date of Order F.O.B. Fayetteville, AR ITEM: DESCRIPTION: QUANTITY: • UNIT PRICE: *TOTAL PRICE 90 PTO HP - 4 Wheel Drive Tractor per Item #1 of Specifications Attached 2 $ $ *GUARANTEED DELIVERY SCHEDULE: MANUFACTURER: MODEL: 90 PTO HP - 4 Wheel Drive Tractor W/Loader per Item #2 of Specifications Attached 1 $ $ *GUARANTEED DELIVERY SCHEDULE: MANUFACTURER: MODEL: THE FOLLOWING LISTED ITEMS ARE OFFERED FOR EITHER SALE OR TRADE: 1 UNIT # 547 - 1995 Ford 7840 Tractor VIN: BD -87050 Approx. 17XX Hours CREDIT $ UNIT # 548 - 1995 Ford 7840 Tractor VIN: BD -99411 Approx. 18XX Hours CREDIT $ UNIT # 549 - 1995 Ford 7840 Tractor W/Loader (Less Bucket) VIN: BD-88959/55BP009 Approx. 11XX Hours CREDIT $ BIDDER IMPOSED RESTRICTIONS: EXECUTION OF BID - Upon signing this Bid, the bidder certifies that they have read and agree to the requirements set forth in this bid proposal, including specifications, terms and standard conditions, and pertinent information regarding the articles being bid on, and agree to fumish these articles at the prices stated Unsigned bids will be rejected Items marked * are mandatory for consideration. *NAME OF FIRM: *BUSINESS ADDRESS: *STATE: ZIP: *PHONE: *FAX: *AUTHORIZED SIGNATURE: *TITLE: PLEASE NOTE: ALL ITEMS MARKED * ARE CONSIDERED MANDATORY REQUIREMENT FOR CONSIDERATION OF BID. FAILURE TO COMPLETE THESE ITEMS MAY RESULT IN REJECTION OF BID. 2 BID 99-25 SPECIAL TERMS & CONDITIONS THIS REQUEST FOR BID IS NOT TO BE CONSTRUED AS AN OFFER, A CONTRACT, OR A COMMITMENT OF ANY KIND; NOR DOES IT COMMIT THE CITY TO PAY ANY COSTS INCURRED BY THE BIDDER IN THE PREPARATION OF THIS BID. All bids shall be submitted on forms provided by the City with the item bid and the bid number stated on the face of the sealed envelope. Bidders MUST provide the City with their bids signed by an employee or officer having legal authority to submit bids on behalf of the bidder The entire cost of preparing and providing responses shall be borne by the bidder. 2. Bidders shall include all applicable local, state, and federal sales tax in this bid. Tax amount MUST show as a separate item. 3. Bids received after the date and time set for receiving bids will NOT be considered. The City will NOT be responsible for misdirected bids. Vendor should call the Purchasing Office at (501) 575-8289 to insure receipt of their bid documents prior to opening date and time listed on the bid form. 4. The City reserves the right to accept or reject any or all bids, waive formalities in the bidding and make a bid award deemed to be in the best interest of the City The City shall be able to purchase more or less than the quantity indicated subject to availability of funds Each bidder MUST state on the face of the bid form the anticipated number of days from the date of receipt of order for delivery of the completed units to the City of Fayetteville, Arkansas. Time is specifically made of the essence of this contract and failure to deliver on or before the time specified in the contract may subject the contractor to the payment of damages. All bid prices shall be FOB Fleet Operations, 1525 S. Happy Hollow rd.., Fayetteville, AR, 72701, and shall include current Arkansas vehicle inspection if applicable and all dealer preparation charges, labor, materials, overhead, profit, insurance, inspection fees, etc., to cover the furnishing of the unit/units bid. 3