HomeMy WebLinkAbout195-04 RESOLUTIONRESOLUTION NO. 195-04
A RESOLUTION APPROVING A CONTRACT WITH MID
SOUTH SALES OF FAYETTEVILLE TO PROVIDE ENGINE OIL
AND LUBRICANTS FOR THE FLEET OPERATIONS DIVISION.
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 a contract with Mid South Sales of Fayetteville to provide
engine oil and lubricants for the Fleet Operations Division. A copy of the contract
is attached hereto marked Exhibit "A" and made a part hereof.
PASSED and APPROVED this 7th day of December 2004.
ATTEST:
APPROVE
By
DAN COODY, Mayor
5).9; \IV 0,c • •..p %
V�•:p'
;FAYETTEVILLE•
By: Gtnc ;1=
S NDRA SMITH, City Clerk
S:9sy RKAN`;0 \
��i �NcTO"
N C %lb
'viuJ iiiii
• •
CONTRACT
This contract executed this day of //_Ltenni 2 , 2004, between the City of Fayetteville.
Arkansas, a municipal corporation, and Mid South Sales of Fayetteville.
In consideration of the mutual covenants contained herein, the parties agree as follows:
Mid South Sales of Fayetteville at its own cost and expense shall furnish all labor, materials,
supplies, machinery, equipment, tools, supervision, bonds, insurance, tax permits, and all other
accessories and services necessary to complete items bid per bid #04 72 as stated in Mid South
Sales of Fayetteville's bid proposal, and in accordance with specifications attached hereto and
made a part hereof under Bid #04-72, all included herein as if spelled out word for word.
The City of Fayetteville shall pay $22,000.00 for products based on prices indicated in Mid South
Sales of Fayetteville's bid proposal. Payments will be made only after submission of invoice.
Payments will be made approximately 30 days after receipt of invoice.
The Contract documents which comprise the contract between the City of Fayetteville and Mid
South Sales of Fayetteville consist of this Contract and the following documents attached hereto,
and made a part hereof:
Bid form identified as Invitation to Bid #04-72 with the specifications and conditions
typed thereon.
Mid South Sales of Fayetteville's bid proposal.
C. The Notice to Prospective Bidders and the Bid Tabulation.
These Contract documents constitute the entire agreement between the City of Fayetteville and
Mid South Sales of Fayetteville and may be modified only by a duly executed written instrument
signed by the City of Fayetteville and Mid South Sales of Fayetteville.
Mid South Sales of Fayetteville shall not delegate it's duties under the terms of this agreement.
Mid South Saks of Fayetteville agrees to hold the City of Fayetteville harmless and indemnify
the City of Fayetteville, against any and all claims for property damage, personal injury or death,
arising from Mid South Saks of Fayetteville's performance of this contract. This clause shall not
in any form or manner be construed to waive that tort immunity set forth under Arkansas Law.
Mid South Sales of Fayetteville shall furnish a certificate of insurance addressed to the City of
Fayetteville, showing that he carries the following insurance which shall be maintained
throughout the term of the Contract. Any work sublet, the contractor shall require the
subcontractor similarly to provide worker's compensation insurance. In case any employee
engaged in work on the project under this contract is not protected under Worker's Compensation
Insurance, Mid South Sales of Fayetteville shall provide and shall cause each Subcontractor to
provide adequate employer's liability insurance for the protection of such of his employees as are
not otherwise protected.
Workmen's Compensation
Comprehensive General &
Automobile Insurance
Statutory Amount
•
Bodily Injury liability
Property Damage Liability
•
$250,000 for each person injured.
$500,000 for each accident.
SI00,000 aggregate.
The premiums for all insurance and the bond required herein shall be paid by Mid South Sales of
Fayetteville.
8. Mid South Sales of Fayetteville to furnish proof of licensure as required by all local and state
agencies.
This contract may be terminated by the City of Fayetteville or Mid South Sales of Fayetteville
with 10 days written notice.
10. Freedom of Information Act: City of Fayetteville contracts and documents prepared while
performing city contractual work are subject to the Arkansas Freedom of Information Act. If a
Freedom of Information Act request is presented to the City of Fayetteville, Mid South Sales of
Faycttcville will do everything possible to provide the documents in a prompt and timely manner
as prescribed in the Arkansas Freedom of Information Act (A.C.A. 25-19-101 et. Seq.). Only
legally authorized photo coping costs pursuant to the FOIA may be assessed for this compliance.
WITNESS our hands this PH -11 day of ppeinbe.Y2004.
ATTEST:
M1,,,,,,AittL)
SOND SMITH, CACity Clerk
ATTEST:
BUSINESS ADDRESS
70 /
CITY OF AYETTEVILLE
BY
DAN COODY, Mayor
MID SOUT SALES OF
FAYETTE LE
BY
if L ,t mile/
PRINTIP4 NAME AND TITLE
Wileville
i'/dy
FLEET!PERATIONS /q5
1525 S. Happy Hollow RoadAdsseM
Fayetteville, AR 72701//'/�'7d
Na,/V O4"- /01.
Interdepartmental Correspondence
To: Mayor/City Council
Thru: Gary Dumas, Director of Operations
From: David Bragg, Fleet Operations Superintendents
Date: November 17, 2004
Subject: Approval of annual contract from Mid South Sales for engine oils and
lubricants
RECOMMENDATION: That City Council approve a contract with Mid South Sales to supply
engine oils and lubricants for the Fleet Operations Division.
BACKGROUND: Bids were opened on October 8, 2004 for a contract to supply engine oil and
lubncants for the Fleet Operations Division. The contract is for a period of one year with the
option to renew for four additional one year penods. The contractor will supply bulk storage and
dispensing equipment. Several of the advantages of contract purchase are listed on the
attached letter sent to the Equipment Committee for the meeting of November 9, 2004.
Two bids were received from Mid South Sales for two types of oil. Two other vendors had
professed an interest but neither one submitted a bid by the opening deadline. Purchasing
Division records indicate that these vendors were properly notified. The lower bid submitted for
"Coastal" brand oil is not considered an approved oil equal to the brand and quality specked.
Because the prices quoted for Crtgo are reasonable, it was not deemed necessary to re -bid the
contract. The bid specifications are attached.
I recommend award of a contract to Mid South Sales of Fayetteville for Citgo products which
meet all minimum specifications. The bid amount for estimated annual quantities is $21,900.74
which has been rounded up to $22,000.
Funds are available for this purchase in 9700.1910.5214.00, line item for Parts, Oil, and
Accessories in the Materials & Supplies category.
The Equipment Committee approved entenng into a contract with Mid South Sales at the
meeting of November 9, 2004.
• •
RESOLUTION NO.
A RESOLUTION APPROVING A CONTRACT WITH MID
SOUTH SALES OF FAYETTEVILLE TO PROVIDE ENGINE OIL
AND LUBRICANTS FOR THE FLEET OPERATIONS DIVISION.
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 a contract with Mid South Sales of Fayetteville to provide
engine oil and lubricants for the Fleet Operations Division. A copy of the contract
is attached hereto marked Exhibit "A" and made a part hereof.
PASSED and APPROVED this 7th day of December 2004.
APPROXE ef r
e
I
�1
aee�e
ARKANSAS
Interdepartmental Correspondence
FLEET ittERATIONS
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
FROM: David Bragg, Fleet Operations Supt.
DATE: November 8, 2004
SUBJECT: Equipment Committee Meeting - November 9, 2004
EQUIPMENT AUCTION
Based upon the success of the Blackmon Auction sale conducted last year, we have scheduled
a sale to be conducted November 17, 2004 at Drake Field. Contract terms are the same as last
year: no commission charged to the City, 10% buyer's commission, Blackmon contracts directly
with the Airport, Blackmon solicits consignments from other government agencies and selected
private dealers and contractors. Madison County is participating in this year's sale.
We have identified 32 pieces of retired vehicles and equipment to be sold along with
miscellaneous equipment from Fire and other departments. Blackmon will handle all advertising
and provide full cash settlement on sale day.
I am requesting approval of the Equipment Committee to sell all retired City of Fayetteville
equipment at this sale without minimum. 1 erao✓L-O
n/q/o4-
LUBE OIL BIDS -p
Bids were opened on October 8, 2004 for a contract to supply engine oil and lubricants for the
Fleet Operations Division. The contract is for a period of one year with option to renew for four
additional one year penods. The contractor will supply bulk storage and dispensing equipment.
Advantages of contract purchase include:
1. 8% - 19% savings on bulk oil vs. drums
2. No drum storage, clutter, or deposits
3. Dispensing equipment reduces risk of new oil contamination
4. Single contract vendor
Reduced administrative cost
Eliminates questions of lubricant warranty responsibility.
5. Drain oil analysis program provided by oil manufacturer
Alerts to engine and transmission problems before failure.
Scientifically optimizes (extend) drain interval based on actual fleet data.
I recommend award of a contract to Mid South Sales of Fayetteville for Crtgo products. The bid
amount for estimated annual quantities is $21,900.74. This is the lowest bid meeting minimum
specifications.
Qp6?o ✓t --O
°L1
,,/P/o4-
Sep 29 2004 10:26AM M1j-SOUTH SALES 4784424663
Sifettervi;le
OWAX kM _ . ' ' 'Y
BID #: 04-72
CITY OF FAYETTEVILLE
113 W. Mountain St.
Fayetteville, AR 72701
FLEET OPERATIONS
(479) 444-3494
INVITATION TO BID
F" "V8ffigrOsev1
DATE ISSUED: September 22, 2004
DATE & TIME OF OPENING: October 8, 2004 2:30 P.M.
BUYER: Peggy Vice, Purchasing Manager, Room 308 - (479) 575-8289
THIS INVITATION TO BID IS BASED ON THE NEED FOR AN ANNUAL CONTRACT FOR
LUBRICATING OILS AND HYDRAULIC OILS, AS LISTED IN SPECIFICATIONS ATTACHED.
HOWEVER, 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.
p.2
F.O.B. Fleet Operations Division, Fayetteville, AR 72701
ITEM: DESCRIPTION: QUANTITY:
1. Gasoline service engine oil, API servioe class
SL. SAE grade 5W-30
BULK DELIVERY — Price per gallon
55 GALLON DRUM — Price per gallon 110 $
QUART CONTAINER — Price per quart 240 $
Please Specify:
BRAND:
•UNIT PRICE:
1,00o $ x195
C r((6 GRADE NAME: CIA) 3 U
2. Diesel service engine oil, API service class
CI4/SL, SAE grade 15W-40
BULK DELIVERY — Price per gallon
55 GALLON DRUM — Price per gallon
'TOTAL PRICE
$ ifor
$ ?7?, Co
2,000 $ 3 ,9 2- ,
$ �r $' i
110
QUART CONTAINER — Price per quart 480 $ 511
Please Specify:
BRAND: CriGo GRADE NAME: 6000 in -190
Page 1 of 7
Sep 29 2004 10:26AM Mil -SOUTH SALES
4.4424663
ITEM: DESCRIPTION; QUANTITY: 'UNIT PRICE: *TOTAL PRICE
3. AW Hydraulic oil. ISO Grade 68
BULK DELIVERY — Puce per gallon 1.200 $ 2 r ya r $_ 2SD1
55 GALLON DRUM — Price per gallon 110 $ 2 r e 8 s72(a$ 3I ‘. 6 0
5 GAL. CONTAINER — Price per gallon 50 $ 7.31 i $ l Cg• S 0
Please Specify:
BRAND: 0160 GRADE NAME: AV 6 0
4. Tractor Hydraulic Fluid
55 GALLON DRUM — Price per gallon 550
5 GAL. CONTAINER — Price per gallon 60
Please Specify:
BRAND: C'(rETO GRADE NAME:
5. Automatic Transmission Fluid — MERCON V
55 GALLON DRUM — Price per gallon 55 $
5 GAL CONTAINER — Price per gallon 20 $
QUART CONTAINER — Price per quart 120 $
Please Specify:
BRAND: UTG'D GRADE NAME:
6. Multi-purpose Gear Lubricant — Grade 85W-
140 PO t-4-)/ i0
s 3099
$ `{Se/
TRS- l�(ge *2-C
120 POUND DRUM — Price per pound
5 GAL. CONTAINER — Price per pound
Please Specify:
BRAND: GTV 0
7. Multi -Purpose Grease — Lithium EP #2
120 POUND DRUM — Price per pound
5 GAL CONTAINER — Price per pound
1 POUND CARTRIDGE — Price Each
Please Specify:
BRAND:
240 $
150 $
GRADE NAME:
$ if 9y, SO
$ 2DI, Zo
21'4
240 $
$ I17,3G
$ (O%i/o
Ps« r &*r a,l (Sw(4 o
I14F9 $ 60
75 $ rS l' � $ I a, cr
240 $ 11G07 ,/ $ 3rr. E8
GRADE NAME: T'� -- co 4-11—ma P
Pago 2017
p.3
Sep 29 2004 10:26RM 11 SOUTH SALES
47$4424663 p.4
REM: DESCRIPTION: QUANTITY: 'UNIT PRICE 'TOTAL PRICE
8. Miscellaneous Services
Gasoline Engine Oil Sample Analysis 100 $� hi w(V f, $CATGo 0 (1—
Automatic Transmission Oil Sample Analysis 25 $_`r
Hydraulic Oil Sample Analysis 25 $ $ r•
�L_
Other Component Oil Sample Analysis 15 $ $ ,r
TOTAL. BID PRICE: $ 2/_ 900 , 74
9. Other Charges -�
55 Gallon Drum Deposit (Refundable) 17 $
Option to purchase dispensing equipment
Par. 2.5 1 $ a,SoOO 00
Items') through 9 will be awarded to a single vendor - all or none.
Please total extended quantity prices of Items 1 through 0 to determine "Total BId Price" for purposes of
calculating lowest responsive bid. Listed quantities are estimates and not a guaranteed minimum purchase.
EXECUTION OF BID - Upon signing this Bid, the bidder certifies that hoishe has read and agrees to the
requirements set forth In this proposal, Including specifications, terms, standard conditions, and any pertinent
Information regarding the articles being bid on. Bids must be submitted on this bid form In Its entirety MW
accompanied by descdpUve literature on the products being bid. H specifications of Item bld differ from provided
literature, deviation must be documented and certified by the manufacturer as a regular production option.
Unless otherwise noted and explained, the unit bid and listed meets or exceeds all of these requirements as
specified by The City of Fayetteville. The Bidder can and will comply with all specifications and requirements for
delivery, documentation and support as specified herein. Unsigned bids will be refected. items marked • are
mandatory for consideration.
'NAME OF FIRM:
'BUSINESS ADDRESS:
A tb - Sou 7N Sof 1 Z.�t/c.
71/ £ 24247M4rr R 4-b•
*CITY:
•PHONE:._gig - 411(2-- 6/
*STATE: 'ZIP: 72701
FAX:(417) 4V2-tg&
*BY :( PRINTED NAME) /''( I
TOL
*AUTHORIZED SIGNATU
'TITLE:
PLEASE NOTE: ALL ITEMS MARKED • ARE CONSIDERED MANDATORY
REQUIREMENTS FOR CONSIDERATION OF BID. FAILURE TO COMPLETE
THESE ITEMS MAY RESULT IN REJECTION OF BID.
Page 3of7
Sep 29 2004 10:26RM 11411 -SOUTH SRUES 4.424663
TERMS & CONDITIONS
p.5
1. All bids shall be submitted in a sealed envelope and must be submitted on forms acquired by the vendor from the
City of Fayetteville Purchasing website (www.acoessfayettevule.org).
2. The Item bid and the bid number shall be stated on the face of the sealed bid envelope.
3. Bids received after the date and time set for receiving bids will not be considered.
4. The City reserves the rlgM 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.
6. All products delivered shall comply with applicable standards of quality.
7. Any exceptions to the specification requirements of the City of Fayetteville must be noted on the Bid Form.
8. Prices shall include all labor, materials, overhead, profit, Insurance, etc., to cover the furnishing of the iters bid.
Sales tax is not to be included /n the bid price. Applicable Arkansas sales tax laws will apply to this bid, but
w11 not be considered in award of the bid.
9. Each bidder shall state on the face of the bid form the anticipated number of days from the date of receipt of an
order for delivery of equipment and installation to the City of Fayetteville. Failure to deliver on or before the time
specified In the contract may eubfed the contractor to payment of damages or other appropriate sanctions.
10. Copy of the warranty shell accompany the bid, and any exceptions to the warranty shall be dearly noted on the
bid form. Written warranties shall specify the greater of the manufacturer's standard warranty or the minimum
warranty specified herein by the City.
11. Bidders must provide the City with their bids signed by an employee 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.
12. The City reserves the fight to request any additional information it deems necessary from any or all bidders after
the submission deadline.
13. The request for bid Is not to be construed as an offer, a contract, ora commitment of any kind; nor does I commit
the city to pay for any costs Incurred by bidder in preparation of bld.
14. The City pal 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.time and date listed on the bid form.
15. H products and/or components other than those described In this bid document ere proposed, the bidder must
Include complete descriptive literature and technical specifications. An requests for addttlonal information must be
received within five working days blowing the request. Each apparent low bid will be reviewed line by line to
ensure compliance with specifications prior to recommendation for award.
16. Bids must be hand delivered or received by mall In the Purchasing Office, Room 306, 113 W. Mountain St.
Fayefteville, AR 72701, on or before the time of closing listed on the face of the bid. To check on detivary of Bide
to the City d Fayetteville please call (479)575-8289 or E -Mail bbea@d.fayetteville.ar.us.
17. items bid must be delivered F08 Fleet Operations Division, 1525 S. Happy Hollow Road, Fayetteville, AR 72701.
Units must be fully assembled, serviced, and ready for operation as delivered unless otherwise specified. No
dealer/distributor logo or other Identification will be installed other than standard manufacturer name badges and
specification plates.
Page of
Sep 29 2004 10:26AM Mili SOUTH SALES
I. GENERAL -
4424663 p.6
SPECIFICATIONS — OIL AND LUBRICANTS
1.1 All product(s) bid must meet or exceed the minimum requirements or they will be deemed
incomplete and will not be considered for bid award.
1.2 All specifications written ere to minimums, unless otherwise noted.
1.3 Vendor must state brand name for an Items fisted on the pricing sheets. Vendor shall not
substitute a different brand or grade without prior authorization from the City.
1.4 All products delivered must be sealed and bear trademark of manufacturer. Vendor must
be a licensed re -packager for bulk and repackaged products.
1.5 All bulk delivery trucks must have Weights and Measures certified meters. Copies of
current certificates must be provided.
1.6 The City staff shall be the sole Judge of the sufficiency of quality of material. Vendor
warrants, represents, and assures that the products and services to be provided shaU
conform in all respects to the requirements of the specifications and as designed will
meet the functional and performance standards contained herein and will meet or exceed
the representations contained in thls bid.
1.7 Contract shall be for a term of one year from date of award. Contract may be extended
for four additional one year terms upon mutual agreement of the City and the vendor.
1.8 Prices may be adjusted up or down upon presentation of documented price change from
the lubricant manufacture applicable to all commercial users. Adjustment shall not
exceed actual cost change to the vendor. Adjustments shall be limited to six changes and
a maximum of ten percent in any contract year.
1,9 Quantities listed are approximate anticipated annual requirements based on prior
purchases. The City agrees to purchase its requirements of the listed products solely
from the successful bidder, however no minimum purchase quantity is guaranteed.
1.10 Vendor agrees to sell products required for specific applications not listed in this bid from
the same manufacturer at the same cost factor from published price lists.
1.11 The City reserves the right to secure from another source if needed product cannot be
delivered within the specified time.
1.12 The City reserves the right to procure from other sources packaged oil and lubricant
products not listed In thls bid solicitation as deemed necessary to meet the needs of the
City and for testing purposes.
2. DELIVERY, STORAGE AND DISPENSING EQUIPMENT
2.1 Products ordered under this contract shall be delivered F. O. B. to the Fleet Operations
shop facility within 48 hours of receipt of order.
2.2 Vendor will furnish the foHowing bulk storage and dispensing equipment at no charge to
the City for the duration of the contract.
a. ✓ Three 250 galbn minimum ob-round storage tanks with floor stands
b. V Three Balcrank 1130-005 or approved equal air operated pumps
c. ✓ Three Balcrank 2120-013 hose reel or approved equal
d. ✓ Two Balcrank 3331-001 60 quart preset meter or approved equal (15W40 tube oil
and AW hydraulic olI)
e. ''' One Balcrank 3330-082 metered control handle (5W30 lube oil)
f. ✓ Necessary filters, regulators, fittings and installation hardware.
Page5or7
Sep 29 2004 10_26RM Mill -SOUTH SRLES 4424663
P•7
2.3 Vendor will assemble dispensing equipment on site and provide necessary maintenance
for the duration of the contract. The City will specify location of tanks and equipment
within the maintenance garage, provide one air line connection to the equipment, mount
hose reels overhead and provide plumbing between oil pumps and hose reels.
2.4 Upon termination of contract, either by expiration of term, or by cancellation by either
party for failure to perform or other reason, the City shall have the right to maintain
possession of equipment until inventory is exhausted at normal rate of consumption.
2.5 Upon expiration of the fourth contract renewal (fifth year of contract), the City will be
granted the option to purchase above equipment at the price stated in Item 9.
3. ITEM 1— GASOLINE SERVICE ENGINE OIL
3.1 SAE Grade 5W-30:
a.API service class SL
b. r Motorcraft, Valvoline, Cltgo Supergard, or approved equal
c. ✓ OEM approved for Ford, GM, Chrysler, Honda gasoline engines through current
year model.
A ITEM 1— DIESEL SERVICE ENGINE OIL
4.1 SAE Grade 15W-40:
a. ✓ API service Bass CI -4, CH -4, CG4/SL
b. ✓ Shell Rotella T, Citgo Citgard 600, or approved equal
c. ✓ OEM approved for Ford, GM, Navistar, Mack, Cummins, Detroit, Caterpillar, John
Deere, New Holland, Komatsu, Mercedes diesel engines through current year
model.
4.2 OIL ANALYSIS PROGRAM:
a. ✓ Vendor shall provide engine oil sample analysis at no charge
b. ✓ Sample supplies and shipping shall be provided
c. ✓ Sample results shall be available via computer within 5 days of receipt by lab.
d. ✓ Oil analysis history, trend data, and management reports shall be available via
computer for each unit in the City's fleet
e. ✓ Sample analysis for non engine components shall be provided. Any additional
cost shall be listed in Page 3, Item 8.
5. ITEM 3 —ANTI -WEAR HYDRAULIC OIL
5.1 ISO Grade 68:
a. ✓ Citgo A/W 68 or approved equal
b.� Viscosity index minimum 95
c. t/ Must meet Vickers M -2950-S, M -286-S; Denison HF- O.
d. ✓ OEM approved for hydraulic equipment within the City's fleet including LaBrie,
Leach, Heil, Bandit, Schwarze, Vickers, Parker (Commercial), Dennison.
6. ITEM 1— TRACTOR HYDRAULIC FLUID
6.1 Multifunction tractor hydraulic/transmission fluid:
a.✓ Citgo Transgard Tractor Hydraulic Fluid; John Deere Quatrol, J20C; Ford NH
M2C134D or approved equal
b._✓ OEM approved for construction equipment and farm tractors manufactured by
Case, Caterpillar, Ford, New Holland, John Deere, Komatsu, Kubota
Page6of7
Sep 29 2004 10_27AM M -SOUTH SALES
4424663
p.e
7. ITEM 5 - AUTOMATIC TRANSMISSION FLUID
7.1 Extended life automotive automatic transmission fluid:
a. ✓ Citgo Transgard ATF MERCON V or approved equal
b.—V OEM approved for Ford MERCON, MERCON V, General Motors DEXRON III
8. ITEM 6 - MULTI-PURPOSE GEAR LUBRICANT
8.1 Grade 85W-140:
a. ✓ API Service designation GL5
b. 17- Citgo Premium Gear Oil (MP) or approved equal
c. ✓ OEM approved for Ford, General Motors, Mack, Navistar International, Sterling,
Caterpillar, Komatsu, Ford New Holland, and other major equipment represented
in the City fleet.
9. ITEM 7- MULTI-PURPOSE GREASE
9.1 High Temp Lithium EP #2:
a. ✓ MYSTIK JT -6 High Temp Grease or approved equal
b. ✓OEM approved for Ford, General Motors, Mack, Navistar International, Sterling,
Caterpillar, Komatsu, Ford New Holland, and other major equipment represented
in the City fleet.
10. WARRANTY
10.1 Vendor and product manufacturer shall warrant products to be suitable for use as
specified within the City fleet and be financially responsible for any damage to fleet
equipment due to lubricant failure or incompatibility with equipment manufacturer
specifications.
10.2 Copies of manufacturer warranties on all products bid must accompany bid documents.
JL DELIVERY
11.1 All products furnished are to be delivered F 0 B to the City's Fleet Operations facility,
located at 1525 S. Happy Hollow Road, Fayetteville, Arkansas 72701.
6.0
Page 7 of 7
• •
RECEIVED
NOV 18 2004
CRY OF FAY E I 1 tVILLE
CRY CLERICS OFFICE
NAME OF FILE:
CROSS REFERENCE:
Item #
Date
•
Resolution No. 195-04
w/Contract
Document
•
1
11/16/04
memo to mayor & City Council
2
draft resolution
3
memo to Equipment Committee
4
copy of Bid 04-72
5
Staff Review Form
6
memo to David Bragg
7
8
9
10
11
12
13
14
15
16
NOTES:
ST REVIEW FORM - FINANCIAL OBLIGAA_ON
X AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville City Council Meeting of: December7,2004
FROM:
David Bragg
Name
Fleet Operations Operations
Division Department
ACTION REQUIRED: Approval of annual contract to supply engine oil and lubricants for the Fleet Operations
Division from Mid South Sales of Fayetteville.
COST TO CITY:
$22,000.00 $ 1,253,515.00 Materials and Supplies
Cost of this request
9700.1910.5214.00
Account Number
Project Number
Category/Project Budget Program Category / Project Name
$ - Fleet Operations
Funds Used to Date Program / Project Category Name
1,253,515.00 Shop
Remaining Balance Fund Name
BUDGET REVIEW:
Budget Manager
Budgeted Item _ Budget Adjustment Attached
Date
CONTRACT/GRANT/LEASE REVIEW:
Accounting Manager
c-)
Date
City Attorn
2ooy
Internal Auditor Date
ate Purchasing Manager Date
STAFF RECt, ON:
Division Head
1
Depar,.Tent Director
Finance b Internal Services Dir.
Received in Mayor's Office tt.tz9
Date Date
1\/
Date
Mayor 'Date
Cross Reference:
Previous Ord/Resp:
Orig. Contract Date:
Orig. Contract Number:
New Item: Yes No
WtLMte
SAS
•
City Clerk Division
113 West Mountain
Fayetteville, AR 72701
Telephone: (479) 5754323
Fax: (479)718-7695
city_clerk@cilayetteville.ar.us
DEPARTMENTAL CORRESPONDENCE
To: David Bragg
Fleet Operations
From: Clarice Buffalohead-Pearman
City Clerk Division
Date: December 13, 2004
Re: Res. No. 195-04
The City Council passed the above resolution, December 7, 2004, awarding the Bid No. 04-72
to Mid South Sales to provide engine oil and lubricants. I have attached a copy of the resolution
recognizing that decision along with one of two originals of the contract.
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