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Home My WebLink About135-01 RESOLUTION• • RESOLUTION NO. 135-01 A RESOLUTION ACCEPTING THE STATE OF ARKANSAS CONTRACT AWARD ST -01-0194A, ITEM #7, AND AUTHORIZING THE PURCHASE OF NINE (9) 2002 FORD CROWN VICTORIA POLICE INTERCEPTOR SEDANS AT A COST OF ONE HUNDRED NINETY-FIVE THOUSAND TWO HUNDRED THIRTY ONE DOLLARS ($195,231.00). BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council hereby accepts the State Of Arkansas contract award ST -O1 -0194A, Item #7, and authorizes the purchase of nine (9) 2002 Ford Crown Victoria police interceptor sedans at a cost of One Hundred Ninety -Five Thousand Two Hundred Thirty One Dollars ($195,231.00). PASSED AND APPROVED this 16th day of October, 2001. ATTEST: By: eather Woodruff, City C rk APPROVED: By DAN COODY, Mayo NAME OF FILE: CROSS REFERENCE: Resolution No. 135-01 10/16/01 Resolution No. 135-01 07/01/01 06/30/02 State of Arkansas Contract Award -Extended (Contract/Bid No. ST -01- 0194) 09/26/01 Memo to Mayor Coody & City Council thru Ted Webber, Admin. Services Director, Greg Boettcher, Director of Public Works, Peggy Vice, Purchasing Manager, from W. A. Oestreich, Fleet Operations Superintendent 09/25/01 Memo to Bill Oestreich, Fleet Operations Superientendent, from Richard L. Watson, Chief of Police, regarding Police Car Body Size 10/16/01 Staff Review Form 10/29/01 Memo to W. A. Oestreich, Fleet Operations, from Heather Woodruff, City Clerk NOTES: Res. 135-01 sm • • co: s: -i State of Arkansas OFFICE OF STATE PURCHASING 1509 West Seventh Street, Room 300 72201-3966 P. 0. Box 2940 72203-2940 Little Rock, Arkansas 501-324-9316 STATE CONTRACT AWARD -EXTENDED THIS IS A TERM CONTRACT ISSUED BY THE OFFICE OF STATE PURCHASING. THIS IS NOT AUTHORITY TO SHIP. A SEPARATE PURCHASE ORDER WILL BE ISSUED. THIS CONTRACT CONSTITUTES ACCEPTANCE OF PORTIONS OF YOUR BID ALONG WITH ALL TERMS AND CONDITIONS THEREIN AND SIGNIFIES THE OFFERER'S KNOWLEDGE AND ACCEPTANCE OF ALL TERMS AND CONDITIONS SET FORTH WITHIN THE INVITATION FOR BID. = = =a=vv==vasaavaaaavaa=ava=vaavaacaaa==========vana=v===n=nnna= BUYER: WILLIAM BOTTORFF, C.P.M. CONTRACT/BID NO.: ST -01-0194 DESCRIPTION: VEHICLES CONTRACT PERIOD: JULY 1, 2001 THROUGH JUNE 30, 2002 CONTRACT VALUE: N/A COMMODITY CLASS(ES): 070-05,42,48190 PURCHASE REQUEST NO.: N/A AGENCY CONTACT/PHONE: N/A DELIVERY REQUIREMENTS: AS SPECIFIED eaea=================c======nava=====nn== PRICES ARE F.O.B. DESTINATION, INSIDE DELIVERY, UNLESS OTHERWISE SPECIFIED. INVOICE TO: DELIVER TO: AS SPECIFIED WITHIN AS SPECIFIED WITHIN CONTRACT AWARD TO: SEE PAGE 2. CONTACT NAME: TELEPHONE NO.: FAX NO.: VENDOR NO.: FEDERAL I.D. NO.: STATE OF ARKANSAS OFFICE OF STATE PURCHASING BY: DATE: • • STATE OF ARKANSAS CONTRACT AWARD Res. 135-01 CONTRACT NO: ST -01-0194 PAGE 2 Expiration Date: 06/30/02 Motor Vehicle Acquisition Revolving Fund PO Box 2485 Little Rock, AR 72203 ST -01-0194/A Line Items: 1, 3, 4, 6, 7, 8, 10, 18, 19, 23, 24, 25, 37, 39, 42, 43, 48 Landers Chrysler -Dodge Jeep, Inc. Attn: David Hobbs PO Box 1649 Benton, AR 72018 Phone: 501-315-7100 Fax: 501-303-7121 Fed. ID: 71-0678164 Line Items: 31, 32, 40 ST -01-0194/B • STATE OF ARKANSAS • CONTRACT AWARD CONTRACT NO: ST -01-0194 PAGE 3 •***********************fiat***********************rat*********************** AUTOMOBILES, VANS AND TRUCKS Res. 135-01 I. PURPOSE AND INTENT It is the intent of this Invitation for Bid to solicit and obtain competitive bids as a basis for establishing a contract under which the State of Arkansas and Cooperative Purchasing Program Participants may purchase cars vans, light trucks and one (1) ton trucks. II. TERM OF CONTRACT Term of this contract will be from July 1, 2001 through June 30, 2002. Availability of individual line items will depend on factory order cut-off dates. Many items will have cutoff dates by April -May of 2002. III. QUANTITIES Actual quantities of vehicles that will be ordered are not known at this time. On last years contract, the State of Arkansas ordered approximately 615 various vehicles within the scope of this bid, total from all sources was over 1225.. IV. SPECIFICATIONS All vehicles shall be new and shall be the latest model of proven performance and in standard production by manufacturer at time of delivery. Bidder's offering must conform to the State of Arkansas Specifications referenced herein. Copies of the specifications may be obtained by contacting the Office of State Purchasing. Specifications for these vehicles are minimum and bidders may bid more than one (1) model for each type, but they must meet or exceed the minimum specifications. V. WARRANTY The supplier warrants each vehicle to be of good material and workmanship and agrees to promptly replace any part or parts, when the vehicle is returned to the suppliers place of business or a pre -approved location, which by reason of defective material or workmanship shall fail under normal use, free of negligence or accident, for a minimum period of thirty-six (36) months or 36,000 miles, whichever comes first, from the date of delivery. If such failure renders the vehicle incapable of being driven, the supplier will be responsible for having the vehicle transported to his place of business. If such failure takes place outside the suppliers service area, the supplier will be responsible for reimbursing the nearest authorized dealer for services rendered under this warranty. Tires are exempted from this warranty but must be covered by the tire manufacturer's standard warranty and services provided by the local authorized dealer of the tire manufacturer. This warranty applies to Police Pursuit Vehicles starting with the date the vehicle is put in service. • • STATE OF ARKANSAS CONTRACT AWARD CONTRACT NO: ST -01-0194 - PAGE 4 Res. 135-01 VI. ACKNOWLEDGEMENTS Awarded vendors must send, to the ordering entity, an order acknowledgement within 10 days after receipt of order . VII. DELIVERY Bid prices must include delivery of all vehicles to the ordering agency regardless of location with -in the State of Arkansas, Bidder will be required to state approximate delivery in the space provided for each vehicle. If delivery time stated is considered excessive by the Office of State Purchasing your bid for that vehicle will be rejected. Failure to deliver the vehicle within the stated time will be cause to cancel the contract for that vehicle. If cancellation occurs the Office of State Purchasing may purchase the vehicles and charge the difference (if any) to the defaulting contractor. VIII. ORDERING VEHICLES A11 vehicles as defined by Arkansas Code Annotated of 1987 at section 22-8- 206, will be ordered by the Department of Finance & Administration, Administrative Services. Vehicles not covered by Arkansas Code Annotated of 1987 at section 22-8-206, will be ordered by Ordering Agency after notifying the Office of State Purchasing. IX. PRICE INCREASES Price increases will be allowed if the manufacturer has a general price increase on any model on the contract. However, the price increase must be documented by a letter from the manufacturer and only that amount will be allowed. The effective date of the increase will be 10 days after Office of State Purchasing accepts it. The successful vendor(s)must guarantee that the ordering agency will receive the full general price decrease or rebate amount the manufacturer offers on any vehicle(s) within this contract. X. SELLING TO COOPERATIVE PURCHASING PROGRAM PARTICIPANTS Arkansas Purchasing Law provides that local public procurement units (counties, municipalities, school districts, certain not-for-profit corporations, etc.) may participate in state purchasing contracts. The contractor(s) therefore agree(s) to sell to Cooperative Purchasing Program Participants. Unless otherwise stated, all standard and special terms and conditions listed within the Invitation for Bid must be equally applied to such participants.( Notice # XI for co-op participants.) XI. COOPERATIVE PURCHASING PROGRAM PARTICIPANTS NOTE: In order to provide the discounted prices offered in this procurement package to both the State and the Cooperative Purchasing Program participants, the vehicle bidders must receive timely payment, payment for partial shipment on multiple vehicle orders, and have all required approvals obtained prior to order placement. All these conditions are being met by state agencies, who are required to have sufficient funds and approvals before orders are placed and to make prompt payment for vehicles as received. It is incumbent upon Cooperative Purchasing participants to have all approvals obtained and funds available to complete the purchasing transaction in a prompt manner. Most of the dealers have fifteen days from the time a vehicle leaves the factory to pay the manufacturers. In order to continue to receive the fleet pricing, you must ensure prompt payment for each vehicle as it is received. XII. OTHER VEHICLES Vehicles which do not conform to the State of Arkansas Standard Specifications and have been approved for purchase will be bid on an individual basis. • STATE OF ARKANSAS • CONTRACT AWARD CONTRACT NO: ST -01-0194 PAGE 5 XIII. OPTIONS Bidders please note that option prices bid may be a determining factor in award of this Contract (if it is in the State's best interest). XIV. AWARD AND REQUIREMENTS Res. 135-01 This contract will be awarded, by item, to the lowest responsive responsible bidder meeting specifications for all vehicles listed herein. Bidder must also meet all requirementa set forth by the Arkansas Motor Vehicle Commission,(501-682-1428), prior to bidding. XV. ADDITIONAL OPTIONS NOT SPECIFIED: Agencies/Awarded Vendors can not add options to vehicle purchases from this contract unless the option is referenced within this IFB/Contract for that vehicle. XVI. ONE TON VEHICLES Except for agencies that are exempt, it is required when agencies are ordering One (1) Ton vehicles from this contract that the original approved MV -6 form and a copy of the agency purchase order be sent to the Office of State Purchasing, attention: Vehicle Buyer. XVII. CONTRACT EXTENSION Upon agreement of all parties, the state reserves the right to extend the term of this contract, by line item, through June 30, 2002. Item IX on allowable price increases would apply. The delivery times would be extended during the time between old model cut-off and new model introduction to a time agreed to by the manufacturers. • • Res. 135-01 STATE OF ARKANSAS CONTRACT AWARD CONTRACT NO: ST -01-0194 PAGE 10 •************* ***••**Y •• ******•••••••••******************4*****••*••♦*** Item ({7 Type LAA - Four (4) Door Large Police Pursuit Sedan MFG AND MODEL FORD CROWN VIC ENGINE SIZE 4.6 L V-8 Approximate delivery 120 days A.R.O. VENDOR $21,446.00 LANDERS FORD OEM alternate fuel vehicle Multi -fuel - Gasoline/Compressed Natural Gas (CNG) ENGINE SIZE Approximate delivery _ days A.R.O. $N/A OPTIONS: 5!. IO. Roof reinforcement for light bar installation $76.00 091 MO. Delete Spotlight: Spotlight may be deleted for Credit (deduct) $<136.00> 00. Spotlight (additional, to be installed front passenger side) $160.00 VO. Delete ABS Brakes (deduct) $<400.00> VI. Delete anti -slip rear axle (deduct) $c70.00> NL. Full size spare, tire to match others on vehicle. $STANDARD ZI. Street Appearance Package: Chrome grill, side moldings, full size wheel covers, change police engine markings. $200.00 (NOTE: AUTOMATICALLY DELETES SPOTLIGHTS) S9. FAE 'CTV 1 INTEROFFICE MEMORANDUM • r M YAMMIS IFLEET OPE TEICOiRN TO: Mayor/City Council THRU: Ted Webber, Administrative Services Director THRU: Greg Boettcher, Director of Public Works THRU: Peggy Vice, Purchasing Manager FROM: W. A. Oestreich, Fleet Operations Superintendence,! sr DATE: September 26, 2001 SUBJECT: ACCEPTANCE OF STATE CONTRACT AWARD ST -01-0194/A Reference the attached Agenda Request for the Acceptance of the State of Arkansas contract Award ST -01-0194, Item #7, 2002 Ford Crown Victoria Police Interceptor Vehicles including Option 10 and upgrade of radio equipment. The Vendor for this purchase will be Landers Ford, 4600 S. University Ave., Little Rock, AR 72204. These are budgeted items for the calendar year 2001. The Contract Award is included along with the Vendor information, Bid Specifications and Pricing Information. The item listed complies with the original specifications developed by the City of Fayetteville for vehicles of this type and size. Therefore it will be to our advantage to utilize the State Bid for our pricing structure. The anticipated Manufacturer and Dealer support necessary to maintain these units in a proper and efficient manner was also considered. . This recommendation has been reviewed by the Police Department, Fleet Operations Division and the Equipment Committee. Therefore, the following is submitted for purchase approval by the Council: ITEM 7. Full Size Police Interceptor Sedan ** Landers Ford 2002 Ford Crown Victoria Police Interceptor - 4 Door - 8 Units @ $21,707.00, 1 Unit @ 521,495.00. This should provide units that will be efficient, reliable and compatible to our operations. SUMMARY • • TO BE DELIVERED AS 9 COMPLETE UNITS: ITEM 7. Landers Ford TOTAL BID AWARD: $195,231.00 The remaining budgeted amount for items in this Category/Project is $503,476.00 in account 9700-1920-5802.00, Project 98066. With the purchase of these items at $195,231.00 we will have a balance remaining of $144,885.00 for additional vehicles and equipment scheduled for the balance of this calendar year and for the next budget year in this Category/Project. FAYETTEVILLE THE CITY OF FAYETTEVILLE. ARKANSAS DEPARTMENTAL CORRESPONDENCE 0 MEMORANDUM TO: Bill Oestreich, Fleet Operations Superintendent FROM: Richard L Watson, Chief of Police /-(Jcr-2...._. DATE: September 25, 2001 RE• Police Car Body Size The purpose of this memorandum is to reaffirm our department's need for "full- size" police vehicles that may be purchased in the future. Our police vehicles are "mobile offices" that officers occupy many continuous hours a day. The vehicles contain consoles with radios, light switches, siren switches and other devices. Each car also contains a mount with a laptop computer installed. Officers also carry a radar gun in the passenger seat area along with their gear bag or bnefcase full of supplies. The rear seat area of the cars is already cramped and we have taken out the factory back seats in order to install a hard plastic seat that is easier to hose off when needed and minimizes the concealment of contraband and/or weapons that prisoners might try to hide We have a screen between the front seat and the rear passenger area to protect the officer from prisoners who may want to attack the officer by kicking or spitting or in case they manage to get their handcuffs in from of them. The screen encroaches on the space in the rear passenger area already making it somewhat difficult to get prisoners in and out of the car. Many of our officers are tall, large framed individuals that carry a large amount of equipment on their gunbelts Any reduction of leg and shoulder room would decrease officers' comfort and ability to exit and enter the vehicle in a hurry. The trunk area of our police cars contains many other items needed on a daily basis such as rubber glove, fingerprint kits, evidence collection supplies and devices with spikes to stop fleeing vehicles. We also have an additional radio and a modem in each trunk area and we have to have room for a large hard case for department shotguns Any reduction in trunk size could limit carrying of needed supplies and create additional challenges for the mounting of necessary equipment. Our police cars are not simply a mode of transportation. They contain the tools we need to do our daily job and officers spend a large amount of time there. A full-size car is a must for us to do our job properly. r STAFF REVIEW FOP, XX AGENDA REQUEST CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council meeting of October 16, 2001 FROWN W.A.Oestreich Fleet Operations Public Works Name Division Department p rpTON RRQIITRF.fl • Acceptance of the State of Arkansas Contract Award ST -01-0194/A, Item #7, 2002 Ford Crown Victoria Police Interceptor Sedan including Option "IO" and modifications to "Radio" with authorization to purchase 9 units. The Vendor for this Purchase will be Landers Ford, 4600 S. University Ave, Little Rock, AR 72204 rngT TO rTTV• Cost:$195,231.00 Trade Allowance: N/A Net Cost:$195,231.00 $195,231.00 Cost of this Request 9700-1920-5802.00 Account Number 98066 Project Number $ 658,006.00 Rep./Ex. Police/Pass. Vehicle Category/Project Budget Category/Project Name $ 154,530.00 Vehicles & Equipment Funds Used To Date Program Name $ 503,476.00 Shop Remaining Balance Fund BUDGET REVIEW: XX Budgeted Item BudgetCoordinator Budget Adjustment Attached Administrative Services Director C013�RACT/ /LEASE REVIEW: GRANTING AGENCY: ,7`4:-`) 9/)", Accounting Manager 1 a„e, Purchasing Officer CTZFF RRrnMMFNnrTTnn• o Pur Date ADA Coordinator Date Date Internal Auditor 9-a7-bl Date Date 'vision Head ase Item Arksas Contract Award ST -01-0194. 01-6 O/ Dertment Direct•r, • ratio• Service; Director tV �e/ Mayor Date l!11Date /0 ed/ a/ Date Cross Reference New Item: Y68 No Prev Ord/Res #: Orig Contract Date: St R Fc Description Comments: Budget Coordinator STAFF REVIEW PCB Feeti.n Date Reference Conent5: Page 2 4a1/44/ Leine- elto iGizet City Attorney Purchasing Officer ADA Coordinator Internal Auditor FAYETTEVA,LE THE CITY OF FAYETTEVIIIE, ARKANSAS DEPARTMENTAL CORRESPONDENCE • To: W. A. Oestreich, Fleet Operations From: Heather Woodruff, City Clerk Date: October 29, 2001 Attached is a copy of Resolution No. 135-01 accepting the State of Arkansas Contract Award ST -O1 -0194/A, Item #7. The original will be microfilmed and filed with the City Clerk. cc: Nancy Smith, Internal Audit Mc Cit