HomeMy WebLinkAbout175-03 RESOLUTION• •.
RESOLUTION NO.175-03
A RESOLUTION APPROVING THE PURCHASE OF FOUR (4)
PICKUP TRUCKS FROM LANDERS FORD AT STATE
CONTRACT PRICES FOR A TOTAL COST OF ONE HUNDRED
FIVE THOUSAND SEVEN HUNDRED TWENTY ONE DOLLARS
($105,721.00).
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 approves the purchase of four (4) pickup trucks from Landers Ford at
state contract prices for a total cost of One Hundred Five Thousand Seven
Hundred Twenty One Dollars ($105,721.00).
PASSED and APPROVED this 18th day of November, 2003.
By:
SON RA SMITH, City Clerk
APPROVED:
By:
DAN COODY, Mayor
•
NAME OF FILE:
CROSS REFERENCE:
Date
Resolution No. 175-03
Document
•
1
10.31.03
memo to mayor & city council
draft
resolution
memo to equipment committee
copy of purchase requisition
copy of Request for Expansion/Replacement Equipment
copy of Request for Expansion/Replacement Equipment
copy of Request for Expansion/Replacement
Equipment
copy of Request for Expansion/Replacement Equipment
staff review form
2
11.24.03
memo to
David Bragg
NOTES:
mm
0HT- 1-EVILLE
•
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s jord�4irueSs
CITY OF FAYETTEVILLE
1 � i 11' C0)Pfmrion
1525 S. Happy Hollow Road
Fayetteville AR 72701
Interdepartmental Correspondence
To: Mayor/City Council
Thru: Gary Dumas, Director of Operations
From: David Bragg, Fleet Operations Superintendent i-rt0
Date: October 31, 2003
Subject: Approval of Purchase of 4 trucks from State Contract prices - Project
02078
RECOMMENDATION: That City Council approve the purchase of 4 pickup trucks, 3/4 ton, from the State
Contract prices from Landers Ford.
BACKGROUND: Three of these trucks are for the Transportation Division to replace units 250, 146, and
264; one is for Solid Waste to replace unit 255. Unit 146 is a retired police car that does not meet the
functional needs of Transportation; the unit is nearly 8 years old with over 105,000 miles. Unit 250 is 9
years old with over 100,000 miles; unit 264 is 13 years old with over 148,000 miles. Unit 255 is 8.5 years
old with over 116,000 miles. These units are no longer dependable nor economical to maintain.
Funds for this purchase are available in 9700.1910.5802.00, Project 02078.
These purchases were approved by the Equipment Committee at the meeting of October 28, 2003.
• •
RESOLUTION NO.
A RESOLUTION APPROVING THE PURCHASE OF FOUR (4)
PICKUP TRUCKS FROM LANDERS FORD AT STATE
CONTRACT PRICES FOR A TOTAL COST OF ONE HUNDRED
FIVE THOUSAND SEVEN HUNDRED TWENTY ONE DOLLARS
($105,721.00).
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 approves the purchase of four (4) pickup trucks from Landers Ford at
state contract prices for a total cost of One Hundred Five Thousand Seven
Hundred Twenty One Dollars ($105,721.00).
PASSED and APPROVED this 18th day of November, 2003.
APPROVED:.
\ 1.
/ B),.:
DAN CdODY, May&
ATTESTr�.
By: I ' \
SO DRA SMrITH, City Clerk
H/r
FAYt=TrEVILLG
To:
From:
Date:
Subject:
• •
CITY OF FAYETTEVILLE
1525 S. Happy Hollow Road
Fayetteville AR 72701
Interdepartmental Correspondence
City of Fayetteville, Equipment Committee
David Bragg, Fleet Operations Supt. -2_40°,
October 2T, 2003
Purchase of Fleet Vehicles from State of Arkansas Purchase Contract
The following vehicles are in need of replacement and funds have been appropriated in the
FY2003 Budget. Vehicles that meet the needs of the City of Fayetteville are available from the
State of Arkansas Vehicle Purchasing Contract. Due to factory allowances available through the
State volume purchase contract, pricing is consistently lower than individual local bids. Bid prices
include delivery to Fayetteville.
Qty.
1.
Qty.
1
Description Make / Model Vendor Unit Price
1/2 Ton Reg. Cab Pickup Chevrolet Silverado Bale Chevrolet $13,356.00
Division
Parks
Replace Unit#
261
Description
% Ton Ext. Cab Pickup 4X4
Division
Solid Waste
Make / Model Vendor Unit Price
Ford F250 Diesel Landers Ford
Replace Unit#
255
•
Qty. Description Make / Model Vendor
3 % Ton Crew Cab Pickup 4X4 Ford F250 Diesel Landers Ford
Division
Transportation
Replace Unit#
146; 250; 264
$25,285.00
0 _2-0105
Unit Price
$26,812.00
Qty. Description Make / Model Vendor Unit Price
1 1 Ton Cab/chassis 4X2 GMC Sierra Diesel Landers GMC $24,612.00
Division Replace Unit# (Utility body and crane to be bid separately)
Parks 287
Funds for the purchase of these units are available in the FY2003 replacement project accounts:
02078 — Light/Medium $143,689
I recommend purchase of these vehicles from the State of Arkansas Vehicle Purchasing Contract.
Mayor: Department Director Purchasing Manager.
Finance & Internal Services Director Budget Manager IT Manager
Dispatch Manager. Utilities Manager
Special Instructions:
STRTE CO n/TX4c-/ %O/C th55
O (O CO --4 CA N A W N -&3
R
Requester
BARBARA OLSEN 1/�
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8
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v
CPI
CO
N
City Of Fayetteville
(Not a Purchase Order)
0)
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to
3
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o.
2
Ford F250 dsl, 3/4ton,Crew Cab,4x4
Ford F250 dsl, 3/4ton,Crew Cab,4x4
Ford F250 dsl, 3/4tan,Crew Cab,4x4
Ford F250 diesel, 3/4ton,Ext.Cab,4x4
Description
J
J
J
J
0
c
d
J_
Lot
;
Y
Y
T
Y
T
Y
Y
W
Unit of Issue]
$26,812.00
$26,812.00
N
N
CD
N
O
O
$25,285.00
c re
0
to
0
Vendor Name:
LANDER'S FORD
MN
O
8
O
8
$0.00
P
$
50.00
N
P
S
M
O
$
$26,812.00
N
N
W
pp
Al
O
O
$28,812.00
00g8i'9ZS
Extended Cost
9700.1920.6802.00
9700.1920.5802.00
9700.1920.6802.00
9700.1920.6802.00
Account Numbers
Requester's Employee #
1940
N
v
0
8
m
Fob Point:
Ship to code:
050
Tex: 8,854.13
02078 d
N
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N
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—
02078 , I
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a
Mt
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N
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$
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Taxable
Yes:_ No.
P.O Number
XI
1
@3
O
o
K;
G
Inventory #
Quotes Attached
Yes: No:
Expected Delivery Date:
0
m
0
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Gb
CAA
Fixed Asset #
r
•
City of Fayetteville, Arkansas
Request for Expansion/Replacement Equipment
Division: Transportation Program: Traffic Control & Maint. Date of Request: 5/27/2003
Acct.# Currently Charged: 1010-5320 Acct. # to be Charged: 1010-5320
Expansion _ or Replacement X
2
Date Required: ASAP
Unit # for Vehicle being Replaced: 250 Unit # for Expansion/Replacement: 2XX4
Purchase Price of Exp./Replace Vehicle:
26,500.00 CIP Budget / Project # 9700.1920.5802 02078
Monthly Motor Pool Charges for Current and/or Replacement Vehicle/Equipment:
Replacement: 406.00 Maintenance: 220.00 Overhead: 161.00
# of Months Budgeted: 12.00 Total Budgeted: 9,444.00
Expansion/Replacement Monthly Motor Pool Charges for New Vehicle/Equipment:
Replacement:
429.00 Maintenance: 140.00 Overhead: 105.00
# of Months to be in Service for Current Year 5.00
Current Year Expense 3,370.00
Description of the equipment to be purchased/transferred:
CnGt,.r
Ford F-150 4 x 4.6klendltd Cab Pickup for use by Traffic Control Supervisor.
Justification for this equipment:
Current Ford Ranger Pickup does not provide adequate space to allow for transportation of necessary equipment. The now vehicle will
provide necessary size of truck needed and also allow towing capability when needed.
Approval Signatures:
Fleet Operations Syporjntendent
17Ft.Q't�i,
Budget Manager
ee
Date Date
D
ate
1171/ 03
Date
Approval Signatures:
Department
Irector
Fianh ce and Internal Services Director
Chief ' . m
/ �I
. 4
iv: Officer
-10- 03
Date
Date
De
•
City of Fayetteville, Arkansas
Request for Expansion/Replacement Equipment
Division: Transportation Program: Operations & Admin Date of Request: 5/27/2003
Acct.# Currently Charged: 2100-5315 Acct. # to be Charged: 2100-5530
Expansion _ or Replacement X ( Date Required: ASAP
Unit # for Vehicle being Replaced: 146 Unit # for ExpansioNReplacement: 2XX7
Purchase Price of Exp./Replace Vehicle: 28,500.00 CIP Budget / Project # 9700.1920.5802 02078
Monthly Motor Pool Charges for Current and/or Replacement Vehicle/Equipment:
Replacement: 76.00 Maintenance: 124.00 Overhead: 88.00
# of Months Budgeted: 12.00 Total Budgeted: 3,456.00
ExpansioNReplacement Monthly Motor Pool Charges for New Vehicle/Equipment:
Replacement:
377.00 Maintenance: 150.00 Overhead: 110.00
# of Months to be in Service for Current Year 5.00
Current Year Expense: 3,185.00
Dcscription of the equipment to be purchascd/transfcrrcd:
The Sidewalk program is requesting a Ford 3/4 ton Crew Cab 4 x 4 Pickup to replace the Crown Interceptor currently in use.
Duo to this vehicle being needed for construction work.
Justification for this equipment:
The current vehicle will not readily provide the necessary ability that this crew requires. The crew cab truck will not only move the necessary
personnel, but also has towing and equipment capabilities. This vehicle will allow for greater flexibility and efficiency. The addition of a snow
plow to this vehicle further diversifies its use.
Approval Signatures:
S -2d'-o3
Date,
C2Y• D3
ate
Budget Manager
Approval Signatures:
•
Der'
ent D
Finance and In 'mal Services Director
Chi d• mistrative Offi r
L
Mayor
7 1003
Date
-(49-03
Date
Date
4)43
Date
•
City of Fayetteville, Arkansas
Request for Expansion/Replacement Equipment
Division: Transportation
Program: Operations & Admin Date of Request: 5/27/2003
Acct.# Currently Charged: 2100-5530 Acct. # to be Charged: 2100-5530
Expansion _ or Replacement X Date Required: ASAP
Unit # for Vehicle being Replaced: ;;4 y Unit # for ExpansioNReplacement: 2XX7
Purchase Price of ExpJReplace Vehicle:
28,500.00 CIP Budget / Protect # 9700.1920.5802 02078
Monthly Motor Pool Charges for Current and/or Replacement Vehicle/Equipment:
Replacement:
# of Months Budgeted:
88.00 Maintenance: 172.00 Overhead: 92.00
12.00
Total Budgeted: 4,224.00
ExpansioNReplacement Monthly Motor Pool Charges for New Vehicle/Equipment:
Replacement: 377.00 Maintenance: 150.00 Overhead: 110.00
# of Months to be in Service for Current Year: 5.00 Current Year Expense: 3,185.00
Description of the equipment to be purchased/transferred:
New 3/4 ton Crew Cab 4 X 4 Pickup truck for use by the Right -of -Way crews in the removal of brush.
Justification for this equipment:
Will provide vehicle for Field Operations Supervisor with towing capabilities to assist Right -of -Way crew getting appropriate equipment to
job sites. Current vehicle has In excess of 160.000 fhmilos and does not have sufficient power to accomplish these tasks. This vehicle
will also have the capability of adding the use of a snow plow.
Approval Signatures:
DiviHead
Fleet Operations Su
Budget Manager
tendent
LLP
Date
S- Z 1-O3
Delo
6
Dale
Approval Signatures:
Depa
ment
Fina - and Internal Services Director
Chief inistrativggfficor
Ma
or
etre
Date
C,-/0--03
Date
-j• -D�i
Dalo
Date
ME
Division:
City of Fayetteville, Arkansas
Request for Expansion/Replacement Equipment
Solid Waste
Program:
Acct.# Currently Charged: 5500.5060.
Expansion
Recycling Date of Request: 10/15/2003
or Replacement X
Unit # for Vehicle being Replaced:
255
Purchase Price of Exp./Replace Vehicle:
Acct. # to be Charged: 5500.5060.
Date Required:
Unit # for Expansion/Replacement: 2XX4
25,285.00 CIP Budget / Protect # 9700.1920.5802 2078
Monthly Motor Pool Charges for Current and/or Replacement Vehicle/Equipment:
Replacement: 65.00 Maintenance: 125.00
# of Months Budgeted: 12.00 Total Budgeted: 3,108.00
Expansion/Replacement Monthly Motor Pool Charges for New Vehicle/Equipment:
Replacement:
510.00 Maintenance:
# of Months to be in Service for Current Year 0.00
Overhead:
150.00 Overhead:
Current Year Expense'
69.00
128.00
0.00
Description of equipment to be purchased/transferred' (Attach Additional Sheets if Necessary)
3/4 ton 4 x 4 Extended Cab Pickup truck.
Justification for expansion/replacement: (Attach Additional Sheets if Necessary)
This truck is for the crew leader for Recycling. It is to replace unit #255 which is due for replacement. This truck will carry
a 50 gallon fuel tank, and at times will tow a trailer.
Approval
FI
Signatures'
ass-
vi
I
•
ead
t Ope-tions Supe
� v v
Budget Manager
De • . en • irector
Da e
/03)/03
Date
/(J'7 ✓j
Date
(IA j13
Dae
474-
In" a n & Internal rvices Dir. Date
111
;lief Admi I -five • ° cer , ,Dat
Mayor / Date
Please return original form to feet when signed by all.
G
STIR REVIEW FORM - FINANCIAL OBLIGATION
X AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville City Council Meeting of:
November 18, 2003
FROM:
David Bragg
Name
Fleet Operations
Division
Operations
Department
ACTION REQUIRED: Approval of purchase of 4 pickup trucks, 3/4 ton, from State Contract prices from Landers
Ford.
COST TO CITY:
$105,721.00
Cost of this request
9700.1920.5802.00
Account Number
02078
Project Number
$
636,9O€ -
Category/Project Budget
S
O
Funds Used to Date
$ 636,908
Remaining Balance
Light/Medium Trucks
Program Category / Project Name
Program / Project Category Name
Fund Name
BUDGET REVIEW:
X Budgeted Item
udget Manager
lD
Date
Budget Adjustment Attached
CONTRACT/GRANT/LEASE REVIEW:
"1/14a �a
Accounting Manager
City At orney
A40/)63ut,
Date Internal Ai�litor
Department Director
Finance i Inter .1 Services Dir.
Chief Administr
Date
.0
Date
Mayor
ate
Purchasing Manager
Received in Mayor's Office
Cross Reference:
Previous Ord/Res*:
Orig. Contract Date:
Orig. Contract Number:
New Item:
inf3f%3
Date
I° 131 l03
Date
03
ate
Yes
No
•
FAYETTEVILLE
THE CITY Or FAYETTEVILLE. ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: David Bragg
Fleet Operations
From: Clarice Buffalohead-Pearman
City Clerk's Division
Date: November 24, 2003
Re: Res. 175-03
Attached you will find an executed copy of the above referenced resolution passed by the City
Council on November 18, 2003, approving the purchase of four pickup trucks from Landers Ford.
Also attached is the original check request for said purchase and request for
expansion/replacement equipment form.
The resolution with attachments will be recorded in the city clerk's office and microfilmed. If
anything else is needed please let the city clerk's office know.
/cbp
Attachments
cc' Nancy Smith, Internal Auditor