HomeMy WebLinkAbout194-04 RESOLUTIONRESOLUTION NO. 194-04
A RESOLUTION APPROVING THE PURCHASE OF TWO (2)
POLICE PURSUIT MOTORCYCLES FROM DENNY'S HARLEY-
DAVIDSON OF FORT SMITH IN THE AMOUNT OF $37,700.00.
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 two (2) Police Pursuit Motorcycles from
Denny's Harley-Davidson of Fort Smith in the amount of $37,700.00.
PASSED and APPROVED this 7th day of December 2004.
ATTEST
APPROVED:
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S SMITH, City Clerk
NAME OF FILE:
CROSS REFERENCE:
Item #
Date
•
Resolution No. 194-04
Document
•
1
11/16/04
memo to mayor & City Council
2
draft
resolution
3
copy of purchase requisition
4
memo to Equipment Committee
5
copy of
form
Request for Expansion/Replacement
Equipment
6
copy of Request for Expansion/Replacement Equipment
form
7
Staff Review Form
8
memo to David Bragg
9
10
11
12
13
14
15
16
NOTES:
aye evile
ARKANSAS
Interdepartmental Correspondence
/LES ,
/4 /7 /a<1
FLEETtPERATIONSLizny s
1525 S. Happy Hollow Road7v4Y4i,
Fayetteville, AR 72701,d,5,0,�7/
bet 09-59
To: Mayor/City Council
Thru: Gary Dumas, Director of Operations obi
From: David Bragg, Fleet Operations Superintendent 0.2--`V�
Date: November 16, 2004
Subject: Purchase of two Police Pursuit Motorcycles, per bid 04-54, for the Police
Department
RECOMMENDATION: That City Council approve the purchase from Denney's Harley-Davidson
of Fort Smith of two Police Pursuit Motorcycles for use by the Police Department
BACKGROUND: These are replacements for units #1030 and #1031, 1999 Harley-Davidsons
with 35,000 and 44,000 miles. Police Harley-Davidsons are unique among municipal fleet
vehicles due to unusual demand in the used market and corresponding high resale value.
Statistical evaluation of typical resale value in conjunction with maintenance cost at various
ages indicates that lowest cost of ownership is achieved by replacing these units when they are
approximately three years old. It is important to replace these 5 year old units as soon as
possible to recoup maximum resale retum and minimize maintenance and down time.
The bid from Denney's Harley-Davidson of Fort Smith meets all specifications. The bid came in
at $18,250. PD has requested substituting windshield only for fork mounted fairing with
windshield. PD has also requested antilock brakes. This is a new option that was not available
when specification was developed.
Original bid $18,250
Substitute windshield only ( 300)
Add antilock brakes 900
Total cost/motorcycle $18,850
I recommend acceptance of this bid in the amount of $37,700.00 for two units.
Funds are available for this purchase in 9700.1920.5802.00, Project #02081, Police/Passenger
Vehicles.
The purchase of these units was approved by the Equipment Committee at the meeting of
August 10, 2004.
• •
RESOLUTION NO.
A RESOLUTION APPROVING THE PURCHASE OF TWO (2)
POLICE PURSUIT MOTORCYCLES FROM DENNY'S HARLEY-
DAVIDSON OF FORT SMITH IN THE AMOUNT OF $37,700.00.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arka
hereby approves the purchase of two (2) Police Pursuit Motorc,
Denny's Harley-Davidson of Fort Smith in the amount of $37,700+0
PASSED and APPROVED this 7th day of December 2044 r/
PPROVED.:
ATT
By:
SO DRA MITH, City Clerk
T:
Mayor: Department Director: Purchasing Manager:
Finance 8 Internal Services Director: Budget Manager. IT Manager:
Dispatch Manager: • Utilities Manager:
0 t0 CO -NI O) N A W N -6
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IRequester
BARBARA OLSEN 1:7.1/
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Vendor
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City Of Fayetteville
(Not a Purchase Order)
Shipping/Handling
(BID 04-54
#1119, FIXED ASSET #701119
#1118, FIXED ASSET #701118 AND
MOTORCYCLES, TO BE UNITS
IHARLEY DAVIDSON PURSUIT
2005 FLHTPI POLICE SPECIAL
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518,850.00
[State:
Vendor Name:
HARLEY DAVIDSON OF FORT SMITH
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Requester's Employee #
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ccount Numbers
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[Ship to code:
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02081.1
Project/Subproject #
Extension:
495
DivisorsHe,3d Approval
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P.O Number
Requisition No.
1Inventory
Ouotes Attached
Yes: No:
Expected Delivery Date:
Date:
11/16/2004
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ARKANSAS
Interdepartmental Correspondence
FLEET!PERATIONS
1525 S. Happy Hollow Road
Fayetteville, AR 72701
TO: City of Fayetteville, Equipment Committee
Robert Reynolds, Chairman''
Kyle Cook ✓
Lioneld Jordan /
Don Marr
Billy Sweetser ✓ d y gi ogr-
FROM: David Bragg, Fleet Operations Supt
DATE: August 9, 2004
SUBJECT: Equipment Committee Meeting — August 10
Bid #04-59 was opened on July 30, 2004 for one Extended cab 4X4 truck with utility body for use by
Water and Sewer Division. Six bids were received:
Ron Blackwell Ford Bentonville, AR Ford F550 — Reading Body
Ford F550 — Reading Body
Ford F550 — Knapheid Body
Ford F550 — Rawson Koenig
Grant Truck Equip Tulsa, OK
North Point Ford N. Little Rock, AR
Landers Ford Little Rock, AR
J & R Equipment Oklahoma City, OK Ford F550 — Reading Body
Ford of Tulsa Tulsa, OK Ford F550 — Knapheid Body
$39,105.42
$39,151.42
$40,036.00
$40,635.00
$41,897.00
$42,068.46
The lowest bid from Ron Blackwell Ford of Bentonville meets all specifications. I recommend
acceptance of the lowest bid from Ron Blackwell Ford in the amount of $39,105.42.
This is a replacement for unit #316, a 1996 Ford F-350 with 122,000 miles that is out of service and
uneconomically repairable. Funds for this purchase are available in 2004 Fleet Replacement Project
Account 02078 — Light/Medium trucks.
Bid #04-58 was opened on July 30, 2004 for one Extended cab 4X4 truck with flat body and crane
attachment for use by Water and Sewer Division. Six bids were received:
Ron Blackwell Ford Bentonville, AR
Grant Truck Equip Tulsa, OK
Ford of Tulsa Tulsa, OK
Ford F550 - Grant body - Autocrane
Ford F550 - Grant body - Autocrane
Ford F550 - Cadet body - Autocrane
$45,904.50
$45,950.50
$46,838.46
North Point Ford
J & R Equipment
Landers Ford
N. Littlsack, AR Ford F550 - Knapheid bre - Autocrane $46,892.00
Oklahoma City, OK Ford F550 - Cadet body - IMT crane $47,897.00
Little Rock, AR Ford F550 - Davis body -Ventura crane $47,835.00
The lowest bid from Ron Blackwell Ford of Bentonville meets all specifications. I recommend
acceptance of the lowest bid from Ron Blackwell Ford in the amount of $45,904.50.
This is a replacement for unit #315, a 1996 Ford F-350 with 106,000 miles that is no longer
dependable or economical for regular daily use. Funds for this purchase are available in 2004 Fleet
Replacement Project Account 02078 — Light/Medium trucks.
Bid #04-60 was opened on July 30, 2004 for three crew cab 4X2 trucks with dump bodies for use by
Transportation Division (2) and Parks Division (1). Five bids were received:
North Point Ford N. Little Rock, AR Ford F550 — Hilbilt body $36,292.00
Ron Blackwell Ford Bentonville, AR Ford F550 — Hilbilt body
Grant Truck Equip Tulsa, OK Ford F550 — Mabar body
Landers Ford Little Rock, AR Ford F550 — Davis body
Ford of Tulsa Tulsa, OK Ford F550 — Heil body
$36,501.46
$36,786.00
$37,389.00
$39,665.46
The lowest bid from North Point Ford of North Little Rock meets all specifications. I recommend
acceptance of the lowest bid from North Point Ford in the amount of $108,876.00 for three units.
One is a replacement for unit #214, a 1994 Ford F-350 assigned to Parks Division with 81,000 miles
that is no bnger dependable or economical for regular daily use. Funds for this purchase are
available in 2004 Fleet Replacement Project Account 02078 — Light/Medium trucks.
Two are expansion units for Transportation Division paving program. Funds for this purchase are
available in Transportation Division Account 2100-4120-5802.00
Bid #04-54 was opened on July 30, 2004 for two Police Pursuit Motorcycles for use by the Police
Department. One bid was received:
Denney's Harley-Davidson Fort Smith, AR Harley-Davidson FLHTP1 $18,250.00
The bid from Denney's Harley-Davidson of Fort Smith meets all specifications. I recommend
acceptance of the bid from Denney's Harley-Davidson in the amount of $36,500.00 for two units.
These are replacements for units #1030 and 1031, 1999 Harley-Davidsons with 35,000 and 44,000
miles. Resale value on Police Harley-Davidsons is such that these units should be replaced when
three years old to achieve minimum cost of ownership. Funds for this purchase are available in 2004
Fleet Replacement Project Account 02081 — Police/Passenger Vehicles.
Cc:
Gary Dumas
0/04
fix 0vr.°
Division:
City of Fayetteville, Arkansas
Request for Expansion/Replacement Equipment
Police
Acct.# Currently Charged:
Expansion
Program:
1010.2940.
Patrol
or Replacement X
Unit # for Vehicle being Replaced: 1030
Purchase Price of Exp./Replace Vehicle:
Date of Request: 10/31/2003
Acct. # to be Charged:
Date Required:
Unit # for Expansion/Replacement:
1010.2940.
lit ir
20.000.00 CIP Budget / Project # 9700.1920.5802. 2081
Monthly Motor Pool Charges for Current and/or Replacement Vehicle/Equipment:
Replacement:
369.00 Maintenance:
# of Months Budgeted: 12.00
106.00 Overhead:
Total Budgeted:
6,828.00
Expansion/Replacement Monthly Motor Pool Charges for New Vehicle/Equipment:
Replacement: 404.00 Maintenance:
# of Months to be in Service for Current Year. 0.00
50.00 Overhead:
94.00
101.00
200 S Expense 6 6 to 00
Description of equipment to be purchased/transferred: (Attach Additional Sheets if Necessary)
Harley Davidson Motorcycle police package
Justification for expansion/replacement: (Attach Additional Sheets if Necessary)
This motorcycle needs to be replaced to maintain the reliability of the fleet. Due to high civilian demand for used police
H.D. Motorcycles, a 3 year replacement cycle has proven to provide the lowest cost of ownership.
Approval Signatures:
Divisisn Head
a..F17t Ore ons Su• _; "' ndent
Eddget Ma ger
en i r
Date Fi ance & Internal Services Dir.
///1c/03 �rr/
Date istrative Officer
// le. 03
Date ayor
/F/ ? 3
Date
,. a 4
. �.
G.
•
Please return original form
//—/?.."
Date
' /'Datee///� TDate
eet when signed by all.
\‘')-
Division:
City of Fayetteville, Arkansas
Request for Expansion/Replacement Equipment
Police Program:
Patrol Date of Request: 10/31/2003
Acct.# Currently Charged: 1010.2940. Acct # to be Charged: 1010.2940.
Expansion or Replacement X
Unit # for Vehicle being Replaced: 1031
Purchase Price of Exp./Replace Vehicle:
Date Required:
�n19
Unit # for Expansion/Replacement:
20,000.00 CIP Budget / Project # 9700.1920.5802. 2081
Monthly Motor Pool Charges for Current and/or Replacement Vehicle/Equipment:
Replacement:
369.00 Maintenance: 106.00 Overhead:
# of Months Budgeted: 12.00
Total Budgeted: 6,828.00
Expansion/Replacement Monthly Motor Pool Charges for New Vehicle/Equipment:
Replacement: 404.00 Maintenance:
50.00 Overhead:
94.00
101.00
# of Months to be in Service for Current Year. 0.00 Zoo c Expense * 6 bbo 00
Description of equipment to be purchased/transferred: (Attach Additional Sheets if Necessary)
Harley Davidson Motorcycle police package
Justification for expansion/replacement: (Attach Additional Sheets if Necessary)
This motorcycle needs to be replaced to maintain the reliability of the fleet. Due to high civilian demand for used police
H.D. Motorcycles, a 3 year replacement cycle has proven to provide the lowest cost of ownership.
Approval Signatures:
Di r•n Head
ri
to
Budget
er
endent
Date Finance & Internal -rvices Dir.
Date
//-lf-6)
Date
- , -"4 //--0-o3
Department Di ; •r Date
• dmini -tive Offi.=r
, LA Sae
Please retum original form
((-07-- in;
Date
Date
/f Date
o F -t when signed by all.
II
STAFF REVIEW FORM - FINANCIAL OBLIGAN
X AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville City Council Meeting of: December 7, 2004
FROM:
David Bragg
Name
Fleet Operations Operations
Division Department
ACTION REQUIRED: Approval of purchase of two Police Pursuit Motorcycles for use by the Police Department,
bid 04-54.
COST TO CITY:
$37,700.00 S 751,279.00 Police/Passenger Vehicles
Cost of this request
Category/Project Budget Program Category / Project Name
9700.1920.5802.00 $ 116,898.00 Vehicles and Equipment
Account Number
Funds Used to Date Program / Project Category Name
02081 S 634,381.00 Shop
Project Number
Remaining Balance Fund Name
BUDGET REVIEW:
X Budgeted Item
Budget Manager Date
Budget Adjustment Attached
CONTRACT/GRANT/LEASE REVIEW:
Accounting Manager
City Attorr
r
y
Date
4 Ot
Date
Internal Auditor Date
Purchasing Manager Date
STAFF REC NDAT ON:
Division Head
Department Director
Finance & Internal Services Dir.
i /
Chie
minist Live Officer
Mayor
4
// -/6 - Y
Date
o`{
Date
Date
Date
Date
Received in Mayor's Office
CrossR fr.enre•
Previous Ord/Resp:
Orig. Contract Date:
Orig. Contract Number:
New Ttem:
SH./b, V n
Date I
Yes
Wttnllte
ARKANSAS
•
City Clerk Division
113 West Mountain
Fayetteville, AR 72701
Telephone: (479) 575-8323
Fax: .(479) 718-7695
city_elerk@ci.fayetteville.ar.us
DEPARTMENTAL CORRESPONDENCE
To: David Bragg
Fleet Operations
From: Clarice Buffalohead-Pearman
City Clerk Division
Date: December 13, 2004
Re: Res. No. 194-04
The City Council passed the above resolution, December 7, 2004, awarding the Bid No. 04-59
to Denny's Harley-Davidson for purchase two motorcycles. I have attached a copy of the
resolution recognizing that decision. Also attached is your original purchase requisition for this
item.
The resolution will be recorded in the city clerk's office and microfilmed. If anything else is
needed please let the clerk's office know. Thanks.
/cbp
attachments
cc Internal Auditor