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HomeMy WebLinkAbout200-04 RESOLUTIONRESOLUTION NO2 00-04 A RESOLUTION APPROVING THE PURCHASE OF THREE (3) FRONT -LOAD COMMERCIAL COLLECTION VEHICLES FOR THE SOLID WASTE AND RECYCLING DIVISION FROM DOWNING SALES AND SERVICE IN THE AMOUNT OF $526,709.61. 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 three (3) front -load commercial collection vehicles for the Solid Waste and Recycling Division from Downing Sales and Service in the amount of 5526,709.61. PASSED and APPROVED this 7th day of December 2004. ATTEST By: `�,�•��� tK/7R ",, U : ••:U IL E :FAYETTEVILLE: ''.ti;NGTON„�°,' 4214-44-44-) 4)/fria) SONDRA SMITH, City Clerk APPROVED: By DAN COODY, Mayor NAME OF FILE: CROSS REFERENCE: Item # Date • Resolution No. 200-04 Document e 1 11/16/04 memo to mayor & City Council 2 draft resolution 3 copy of Bid 04-75 4 copy of Request for Expansion/Replacement Equipment 5 copy of Request for Expansion/Replacement Equipment 6 copy of Request for Expansion/Replacement Equipment 7 Staff Review Form 8 memo to David Bragg g copy of purchase requisition 10 11 12 13 14 15 16 NOTES. '�aye�eville Interdepartmental Correspondence To: Mayor/City Council Thru: Gary Dumas, Director of Operations From: David Bragg, Fleet Operations Superintendent Date: November 16, 2004 Subject: Purchase of 3 Commercial front load collections vehicles for the Solid Waste Division FLEET PERATIONS coot 1525 S. Happy Hollow Road bezekiln, Fayetteville, AR 72701 fills Irv/ c.t/ 5tel4boi - 7.5 RECOMMENDATION: That City Council approve the purchase from Downing Sales and Service of three replacement front load refuse collection trucks for Solid Waste Division for the bid price of $175,569.87 each, total of $526,709.61. BACKGROUND: These trucks are replacements for unit #441, #442 and #444. #441 and #442 are 1995 Mack trucks with Leach bodies with over 120,000 miles and are one year past the scheduled replacement. Unit #444 is a 1996 Mack with Leach body that has 115,000 miles and is due for replacement in 2004. All of these units are exhibiting increased maintenance and downtime primarily due to packer body wear and structural failure. Bids were opened on October 8, 2004 - four bids were received. A bid detail sheet is attached. Ronnie Caudle, SW Operations Supervisor; Darrel Lackey, SW operator; and David Bragg, Fleet Operations Superintendent traveled to Scranton, IA to inspect the New Way Mammoth units in operation, tour the factory and meet with the manufacturer management and engineers. Two previously identified deficiencies were determined acceptable upon inspection. With agreed production modifications along with 5 year warranty on specific structural areas of concern, we recommend acceptance of the bid from Downing Sales and service of Phillipsburg, MO for three New Way Mammoth bodies and Autocar chassis in the amount of $526,709.61 Funds are available for this purchase in 9700.1920.5802.00, Project #02082, Sanitation Vehicles and Equipment The purchase of these units was approved by the Equipment Committee at the meeting of November 9, 2004. Bids were also opened on libber 8 for three replacement comak ial front load collection vehicles for Solid Waste Division. A bid detail sheet is attached. Winie Caudle, SW Operations Supervisor; Darrel Lackey, SW operator, and I traveled to Scranton, IA last week to inspect New Way Mammoth units in operation, tour the factory, and meet with manufacturer management and engineers. Two previously identified deficiencies were determined acceptable upon inspection. With agreed production modifications along with 5 year wntten warranty on specific structural areas of concern, we recommend acceptance of the bid from Downing Sales and Service of Phillipsburg, MO for three New Way Mammoth bodies and Autocar chassis in the amount of $526,709.61. ,peg° ;i/Vo f These are replacements for unit #441 and #442, 1995 Macks with Leach bodwith over 120,000 miles and one year past scheduled replacement; and unit #444, a 1996 Mack with Leach body, 115,000 miles and due for replacement. All of these units are exhibiting increased maintenance and downtime primarily due to packer body wear and structural failure. Funds for all of these purchases are budgeted from the Fleet Replacement Fund. Cc: Gary Dumas • RESOLUTION NO. • A RESOLUTION APPROVING THE PURCHASE OF THREE (3) FRONT -LOAD COMMERCIAL COLLECTION VEHICLES FOR THE SOLID WASTE AND RECYCLING DIVISION FROM DOWNING SALES AND SERVICE IN THE AMOUNT OF $526,709.61. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Ar • cf asi hereby approves the purchase of three (3) front -load commeraci oU ction vehicles for the Solid Waste and Recycling Division from— Ili g Sale and Service in the amount of $526,709.61. PASSED and APPROVED this 7th day of December 2004. • PROVEDD': ATTEST S• O RA SMITH, City Clerk REFUSE FRONT LOA•R BIDS BID NO 04-75 RIVER CITY HYDRAULICS Autocar WX6X4 KANN 11/8/2004 Amt. > next lower bid No delivery date specified Page 2 - Bid signature page omitted Chassis OK 4.8 No Body Service Lift 4.11,b No Auto Dump 5.5 No Extended Cylinder Warranty DOWNING SALES AND SERVICE Mack Neway Mammoth $ 2,577.87 .225 Days delivery 120 days specified 3.1,a Mack engine in lieu of Cummins 3.14 Engine torque deficient See Body details below Freightliner Condor Neway Mammoth $ 2,782.00 225 Days delivery 120 days specified 3.14 Cummins ISL engine in lieu of Cummins ISM (smaller displacement) 3.1,d Engine torque deficient UNACCEPTABLE See Body details below • Unit Price Total unit Price $ 107,848.00 $ 61,417.00 $ 169,265.00 DISQUALIFIED $ 104,121.00 $ 67,721.87 $ 171,842.87 UNACCEPTABLE $ 106.903.00 $ 67,721.87 $ 174,624.87 Autocar WX6X4 Neway Mammoth 120 Days delivery Chassis complies $ 945.00 120 days specified $ 107,848.00 $ 67,721.87 $ 175,569.87 4.2,c Body long sills deficient 3"x6"x1/4" tube vs. 12"x2.25'x5/16' C channel ACCEPTABLE 4.2,n Body side braces deficient ACCEPTABLE - Added bracing & 5 year mfr. warranty 4.34 Tailgate frame deficient 4.7,e Hydraulic reservoir 70 gal. vs. 85 gal. 4.10,a Lift arm dimensions deficient McNEILUS Autocar WX6X4 McNeilus Atlantic 4029 $ 3,278.13 120 Days delivery 120 days specified Chassis complies 4.2,c Body long sills deficient 2"x6'x1/4" tube vs. 12'x2.25'x5/16" C channel 4.2.d Hopper sump 10 gal. vs. 18 gal. 4.7,e Hydraulic reservoir 50 gal. vs. 85 gal. 4.11.b Auto dump function questionable ACCEPTABLE ACCEPTABLE ACCEPTABLE $ 107,848.00 $ 71,000.00 $ 178,848.00 DIAMOND INTERNATIONAL Autocar WX6X4 LaBrie Optimizer 120 Days delivery Chassis complies Body complies $ 15.452.00 120 days specified $ 107,848.00 $ 86,452.00 $ 194,300.00 p -P--r rt, amotes • Division: City of Fayetteville, Arkansas Request for Expansion/Replacement Equipment . Solid Waste Program: Commercial Date of Request: 10/7/2004 Acct.# Currently Charged: 5500-5010 Acct. # to be Charged: 5500-5010 Expansion _ or Replacement X Date Required: January,2005 Unit # for Vehicle being Replaced: 441 Unit # for Expansion/Replacement: 476 Purchase Price of Exp./Replace Vehicle: 165,000.00 CIP Budget / Project # 9700.1920.5802 02082 Monthly Motor Pod Charges for Current Vehicle/Equipment: Replacement: 0.00 Maintenance: 1,427.00 Overhead: 497.00 # of Months Budgeted: 12.00 Total Budgeted: 23,088.00 Monthly Motor Pool Charges for New Exp/Repl. Vehicle/Equipment: Replacement: 2,180.00 Maintenance: 1,200.00 Overhead: 165.00 # of Months to be in Service for 2005 Year. 12.00 2005 Year Expense, New: 42,540.00 Current Year Expense, Old: 23,088.00 Total Current Year Expense: 23,088.00 Description of equipment to be purchased/transferred: (Attach Additional Sheets if Necessary) Refuse truck, Front Loader Justification for expansion/replacement: (Attach Additional Sheets /Ji�f�Necessary) ppprntrfre 4°2. - � (a -2.4 -of Date manbe 8 nem ervice Dir Date /0/5744 Date /A 40- s • : - Manager ate r I p l pa ment Director D to inistr. ive Officer /0- Z Y -1O Date Date Please return original :rm to Fleet when signed by all. /0 -11-4 70 b+J F4+r Division: City of Fayetteville, Arkansas Request for Expansion/Replacement Equipment Solid Waste Acct.# Currently Charged: Expansion Program: 5500-5010 Commercial or Replacement X Unit # for Vehicle being Replaced: 442 Purchase Price of Exp./Replace Vehicle: 165,000.00 Monthly Motor Pool Charges for Current Vehicle/Equipment: Replacement: 0.00 Maintenance: # of Months Budgeted: 12.00 Date of Request: 10/7/2004 Acct. # to be Charged: 5500-5010 Date Required: January,2005 Unit # for Expansion/Replacement: CIP Budget / Project # 9700.1920.5802 1,242.00 Overhead: Total Budgeted: 20,868.00 Monthly Motor Pool Charges for New Exp/Rept. Vehicle/Equipment: Replacement: 2,180.00 Maintenance: 1,200.00 Overhead: # of Months to be in Service for 2005 Year. 12.00 477 02082 497.00 165.00 2005 Year Expense, New: Current Year Expense, Old: Total Current Year Expense: 42,540.00 20,868.00 20,868.00 Description of equipment to be purchased/transferred: (Attach Additional Sheets if Necessary) Refuse truck, Front Loader Justification for expansion/replacement: (A""tt""a///c//�h Additional `S/heets iif/Necessary) TiLa Q s. a 44 Approval Signatures' 600 Divisiio ead Fleet per tions Supe ndent et Manager 1 ep'2rtment Director AO.ge2 Da e !o%5t/04 Date /J 2v ii4assat nane & Internal Services Dir. Admi strative Officer Ma 4 d Date lb-L/1.oy Date Dte Please return original fo m to Fleet when signed by all. io r°3vf-r7 Division: w • City,of Fayetteville, Arkansas Request for Expansion/Replacement Equipment Solid Waste Program: Acct.# Currently Charged: 5500-5010 Expansion _ or Replacement X Unit # for Vehicle being Replaced: 444 Commercial Date of Request: 10/7/2004 Purchase Price of Exp./Replace Vehicle: 165,000.00 Monthly Motor Pool Charges for Current Vehicle/Equipment: Replacement: 0.00 Maintenance: # of Months Budgeted: 12.00 Total Budgeted: Acct. # to be Charged: 5500-5010 Date Required: January,2005 Unit # for Expansion/Replacement: 478 CIP Budget / Project # 9700.1920.5802 02082 1.558.00 Overhead: 24,660.00 Monthly Motor Pool Charges for New Exp/Rept. Vehicle/Equipment: Replacement: 2,180.00 Maintenance: # of Months to be in Service for 2005 Year. 12.00 1,200.00 Overhead: 497.00 165.00 2005 Year Expense, New: 42,540.00 Current Year Expense. Old: 24,660.00 Total Current Year Expense: 24,660.00 Description of equipment to be purchased/transferred: (Attach Additional Sheets if Necessary) Refuse truck, Front Loader stilt Justification for expansion/replacement: (Attach Additional Sheets if Necessary) rt. . ��,�—� eaek Approval Signatures: Jt'� i•' ead Fleet O.eratio s 9—'rintendent nager . ector Dep rt ministratne Offi o_ Date /o -Lt -by ate Date Mayor Please return original form ate leet when signed by all. STA• REVIEW FORM - FINANCIAL OBLIGATION 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 purchase of three front load commercial collection vehicles for Solid Waste Division from Downing Sales and Service of Phillipsburg, MO. COST TO CITY: $526,709.61 S 540,000.00 Sanitation Vehicles d Equuipment Cost of this request Category/Project Budget Program Category / Project Name 9700.1920.5802.00 $ (30.00) Vehicles 6 Equipment Account Number Funds Used to Date Program / Project Category Name 02082 $ 540,030.00 Shop Project Number Remaining Balance Fund Name BUDGET REVIEW: Budgeted Item Budget Adjustment Attached Budget Manager Date CONTRACT/GRANT/LEASE REVIEW: Accounting Manager City Atterrfey Date Internal Auditor Date ///i9/oy Date Purchasing Manager Date STAFF REC IO .96 Division Head r %/./ /4 Date u 5/04 Department Director Date Finance & Internal Services Dir. Date Chief4(. inistr ve Off er yor Dat w Date Received in Mayor's Office CrossR f r n Previous Ord/Resp: Orig. Contract Date: Orig. Contract Number: New Item: 1/f9/GY Date .p/1 Yes No Wttevt!e ARKANSAS • City Clerk Division 113 West Mountain Fayetteville, AR 72701 Telephone: (479) 575-8323 Fax: (479) 718-7695 c ity_c l e rk©c i. fa y ettev i l l e. a r. u s DEPARTMENTAL CORRESPONDENCE To: From: Date: Re: David Bragg Fleet Operations Clarice Buffalohead-Pearman City Clerk Division December 13, 2004 Res. No. 200-04 The City Council passed the above resolution, December 7, 2004, awarding the Bid No. 04-75 to Downing Sales and Service. I have attached a copy of the resolution recognizing that decision. Also attached is your original purchase requisition. 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 Requisition No. Date: City Of Fayetteville 1117/2004 (Not a Purchase Order) P.O Number Expected Delivery Date: Vendor # Vendor Name: Mail 3842 DOWNING SALES AND SERVICE Yes:_ No_XX_ Address: Fob Point: Taxable Yes: XX No: City: State: Zip Code Ship to code: Divison Head Approval Oubtes Attached 050 ...airge, Yes:_ No: Requester Requester's Employee # Extension: BARBARA OLSEN mob/ _ 1940 495 Item Description Ouantity,Unit of Issue Unit Cost Extended Cost Account Numbers Project/Subproject # Inventory # Fixed Asset # 1 AUTOCAR WX6X4 WITH NEW WAY 3 EA 5175,569.87 $526,709.61 9700.1920.5802.00 02082.1 2 MAMMOTH BODIES, FRONT LOAD EA 50.00 3 REFUSE COLLECTION TRUCKS EA 50.00 4 EA $0.00 5 EA 50.00 6 EA 50.00 • 7 EA 50.00 8 EA 50.00 9 EA 50.00 10 EA 50.00 Shipping/Handling Lot 50.00 Special Instructions: Subtotal: 526,709.61 Tax: Approvals: Total: 526,709.61 Mayor: Department Director: Purchasing Manager: Finance & Internal -Services Director: Budget Manager: IT Manager: Dispatch Manager: Utilities Manager: