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HomeMy WebLinkAbout27-04 RESOLUTIONRESOLUTION NO. 27-C4 A RESOLUTION TO APPROVE THE PURCHASE OF A 60 FOOT AERIAL BUCKET TRUCK FROM ALTEC INDUSTRIES IN THE AMOUNT OF $86,900.00 AND A BRUSH CHIPPER FROM VERMEER SALES AND SERVICE IN THE AMOUNT OF $20,566.88 AND TO APPROVE A BUDGET ADJUSTMENT IN THE AMOUNT OF S108,602.00 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 a 60 foot aerial bucket truck from Altec Industries in the amount of $86,900 00 and a brush chipper from Vermeer Sales and Service in the amount of $20,566.88. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment in the amount of $108,602.00 to pay for the above equipment purchases. PASSED and APPROVED this the 17th day of February, 2004. By: ?04A-14-43 rwa SONDRA SMITH, City Clerk By: APPROVED: DA COODY, Mayor STIPREVIEW FORM - FINANCIAL OBLIGAN X AGENDA REQUEST _ CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council Meeting of: February 17, 2004 FROM: David Bragg Name Fleet Operations Division Operations Department ACTION REQUIRED: Approval of purchase of a Vermeer Trailer mounted brush chipper and a 60 foot aerial bucket truck. The chipper is to be purchased from Vermeer Sales and Service, and the Aerial Bucket truck from Altec Industries. COST TO CITY: $108,602.00 ($20,000.00) Cost of this request 4470.9470.5802.00 Account Number $0.00 Category/Project Budget Vehicles and Equipment Program Category / Project Name $0.00 Bucket Truck/Transportation-Parks Funds Used to Date Program / Project Category Name 03031.1 $0.00 Sales Tax Capital Improvements Project Number Remaining Balance Fund Name BUDGET REVIEW: Budget' Manager Budgeted Item / .-j -‘).24 Date X Budget Adjustment Attached CONTRACT/GRANT/LEASE REVIEW: Citorney Date //3a/ay Date Purchasing Manager Date Date STAFF REC ATI 64721/421-- Received in Mayor's Office \ Division . De` ment D-ctor Finance & Internal Services Dir. infstr. ive Officer Date Date Z .4.4°4 Date D/aattte� Dat Date Cross Reference: Previous Ord/Res#: Orig. Contract Date: Orig. Contract Number: New Item: Yes No FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE • To: David Bragg Fleet Operations From: Clarice Buffalohead-Pearmant City Clerk Division Date: February 25, 2004 Re: Resolution No. 27-04 Attached is a copy of the above resolution passed by the City Council February 17, 2004, approving the purchase of an aerial bucket truck and brush chipper. I have also attached the two original check requests for said purchases; and a copy of the budget adjustment. These items will be recorded in the city clerk's office and microfilmed If anything else is needed please let the clerk's office know. /cbp attachments cc: Nancy Smith, Internal Auditor Barbara Fell, Budget & Research • City of Fayetteville, Arkansas Budget Adjustment Form Budget Year 2004 Department: Division: Program: Operations Transportation / Parks & Recreation Sales Tax Capital Improvements Date Requested 2/17/2004 Adjustment Number Project or Item Requested: $108,602 for the Bucket Truck - Transportation/Parks & Recreation capital project. Project or Item Deleted: $54,301 From the Use of Fund Balance account. $34,301 From the Forestry Program capital project. To recognize $20,000 In State Grant revenue. Justification of this Increase: The project is needed to purchase a Bucket Truck for the expansion of the Urban Forestry program by the Parks & Recreation Division and for use by the Transportation Division in removing dead trees. Justification of this Decrease: There is sufficient funding available in the both the Sales Tax Capital Fund Balance and the Forestry Program capital project to meet 2004 objectives. The $20,000 was approved by City Council as part of Resolution 70-03 On 5/20/2003 For the purchase of a chipper/box truck. Account Name Increase Budget (Decrease Revenue) Account Number Amount Project Number Vehicles and equipment 4470 Account Name Use of fund balance State grants Park improvements 9470 5802 00 108,602 03031. 1 Decrease Budget (Increase Revenue) Account Number Amount 4470 0947 4470 0947 4470 9470 4999 99 54,301 Project Number 4302 00 20,000 03031 1 5806 00 34,301 02045. 1 Approval Signatures Requested i y 'Budget Manager Department Director Finance & Intern Mayor Date Date Date Date ••••‘/0___t Date Budget Office Use Only Type: A B C (1;-) E Date of Approval Posted to General Ledger Posted to Project Accounting Entered in Category Log Initial Date Initial Date Initial Date Initial Date • • NAME OF FILE: Resolution No. 27-04 w/budget adjustment CROSS REFERENCE: Item # Date Document 1 02/28/04 memo to mayor and city council 2 draft resolution 3 memo to Equipment Committee 4 memo to Equipment Committee 5 copy of Expansion/Replacement Equipment 6 copy of letter to Kim Hesse 7 copy of Res. 70-03 8 copy of service expansion/new service 9 02/28/04 memo to mayor and city council 10 copy of buck truck request 11 copy of memo to Gary Dumas 12 copy of purchase requisition (2) 13 Staff Review Form NOTES: tees • • ?_/77789 c,2�oy /Qk r/ 9I &/ l ek/ CITY OF FA YETTEVILLEBry Ny,,,e,- FAV ETTEV I LLE FLEET T OPERATII@II� 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 r Date: January 28, 2004 Subject: Purchase of Aerial Bucket Truck and Brush Chipper for Parks and Transportation Divisions RECOMMENDATION: That City Council approve the purchase of one 60 foot aerial bucket truck and one trailer mounted brush chipper. BACKGROUND: These units will be used to expand Urban Forestry operations in the Parks and Transportation Divisions. The Vermeer chipper meets all specifications; delivery is quoted as 14 days after receipt of order. The bid price of this chipper is $20,566.88. The Aerial Bucket Truck bid from Altec Industries meets all specifications. Altec provided the lowest bid of $86,900.00. Delivery is quoted as 120 — 150 days after receipt of order and this is comparable to delivery quoted by other bidders. A Budget Adjustment in the amount of $108,602 will be needed for the Bucket Truck- Transportation/Parks & Recreation capital project. $54,301 in funding will come from the In - House Pavement Improvements capital project and $34,301 in funding will come from the Forestry Program capital project, both of which are funded with Sales Tax Capital Improvements Funds. There is sufficient funding available in both the In -House Pavement Improvements and Forestry Program capital projects to meet 2004 objectives An additional $20,000 will be received in State Grant revenue which was approved by City Council as part of Resolution 70-03 on 5/20/2003 for the purchase of a chipper/box truck. The purchase of this equipment was approved by the Equipment Committee at the meeting of January 27, 2004. • • RESOLUTION NO. A RESOLUTION TO APPROVE THE PURCHASE OF A 60 FOOT AERIAL BUCKET TRUCK FROM ALTEC INDUSTRIES IN THE AMOUNT OF $86,900.00 AND A BRUSH CHIPPER FROM VERMEER SALES AND SERVICE IN THE AMOUNT OF $20,566.88 AND TO APPROVE A BUDGET ADJUSTMENT IN THE AMOUNT OF $108,602.00 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 a 60 foot aerial bucket truck from Altec Industries in the amount of $86,900.00 and a brush chipper from Vermeer Sales and Service in the amount of $20,566.88. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment in the amount of $108,602.00 to pay for the above equipment purchases. PASSED and APPROVED this the 17`h day of February, 2004. ATTEST: By: SONDRA SMITH, City Clerk APPROVED: By: DAN COODY, Mayor FA?LI tar a: I LLE To: From: Date: Subject: CI TY OF FAYE1TEVILLE FLEET OPERA 71V OO ESS' 1525 S. Happy Hollow Road Fayetteville AR 72701 Interdepartmental Correspondence City of Fayetteville, Equipment Committee David Bragg, Fleet Operations Supt. January 27, 2004 Purchase of Brush Chipper for Parks and Transportation Divisions Bids were received on January 26, 2004 for one trailer mounted brush chipper to expand urban forestry operations in Parks and Transportation Divisions. Four bids were received: Bidder Chipper Bid Price Vermeer Sales & Service Vermeer $20,566.88 Downing Sales & Service Morbark $20,785.00 Henard Utility Products Bandit $21,272.00 Henard Utility Products Bandit` $19,900.00 The lowest bid* received from Henard Utility Products is for a disc style chipper and does not meet specifications. The next lowest bid from Vermeer Sales & Service meets all specifications. Delivery is quoted as 14 days after receipt of order. 1 recommend acceptance of the bid of $20,566.88 from Vermeer Sales & Service of Springdale, AR. Funds are available for this purchase from an Arkansas Forestry Commission grant of $20,000 and Project #4470-9470-5802.00. ergotikP /1/4--7 /%/a4 CITY OF FAYEAEVILLE FLEE( /ERA7i'OCI ij 1525 S. Happy Hollow Road Fayetteville AR 72701 Interdepartmental Correspondence To: City of Fayetteville, Equipment Committee From: David Bragg, Fleet Operations Supt. Date: January 27, 2004 Subject: Purchase of Aerial Bucket Truck for Parks and Transportation Divisions Bids were received on January 26, 2004 for one 60 foot aerial bucket truck with forestry body to expand urban forestry operations in Parks and Transportation Divisions. Five bids were received: Bidder Aerial Chassis Bid Price Altec Industries Altec Ford $86,900.00 Bale Chevrolet Hi -Ranger Chevrolet $87,655.00 Altec Industnes Altec GMC $89.391.00 Barioworld Altec Freightliner $93,077.00 Landers Chevrolet Aerial Lift Chevrolet $116,900.00 The lowest bid received from Altec Industnes meets all speafications;Delivery is -quoted as 120-150 days after receipt of order and is comparable to delivery quoted by other bidders. I recommend acceptance of the bid of $86,900.00 from Altec Industries, Inc. of Birmingham, AL. Funds are available in Project #4470-9470-5802.00 for this purchase. • Division: City of Fayetteville, Arkansas Request for Expansion/Replacement Equipment Transportation Program: Acct.# Currently Charged: Expansion '1 or Replacement Unit # for Vehicle being Replaced: Purchase Price of Exp./Replace Vehicle: Date of Request: 8121/2003 S dam/ d o 710, 4110/1010-526 Acct. # to be Charged: Date Required: ASAP Unit # for Expansion/Replacement: 9)0(2 $85,000.00 CIP Budget / Project # 4470-9470-5802.00 '03031.1 Monthly Motor Pool Charges for Current and/or Replacement Vehicle/Equipment: Replacement: # of Months Budgeted: Maintenance: Overhead: Total Budgeted: 0.00 Expansion/Replacement Monthly Motor Pool Charges for New Vehicle/Equipment: Replacement: $810.00 Maintenance: $200.00 # of Months to be in Service for Current Year: Overhead: $184.00 Current Year Expense: 0.00 Description of equipment to be purchased/transferred: (Attach Additional Sheets if Necessary) The Parks and Recreation and Transportation Divisions request the purchase of an aerial bucket truck. Two outriggers, cab guard, and sixty foot boom height capability provide the needed components for this vehicle. In addition to the aerial bucket truck, a chipper with the following minimum features: an 85 hp diesel power plant, 12 inch class capacity, and auto feed/reverse capacity would be purchased with an Urban Forestry grant awarded for $20,000.00. Justification for expansion/replacement: (Attach Additional Sheets if Necessary) This vehicle provides these divisions with the necessary tools to expand the Urban Forestry programs, currently started in both Divisions. This vehicle also provides the match portion of a grant that will provide us with $20,000.00 towards the purchase of a chipper for use in this program. Approval Signatures. n Head 7—Date s, Date endent Manager Dep:rtm- t Director Date g -/S =o; Date Date ate ✓G ate Please return original form to when signed by all. • • STATE OF ARKANSAS OFFICE OF THE GOVERNOR State Capitol Lillie Rock 72201 July 7, 2003. Kim Hesse Fayetteville Parks & Recreation 113 West Mountain Fayetteville, AR 72701 Dear Ms. Hesse: Mike Huckabee Governor I am very pleased to award a grant for $20,000.00 to the Fayetteville Parks and Recreation after a detailed review of the Urban & Community Forestry Assistance Grant applications. The Arkansas Forestry Commission has assigned this project the number UCF03-11. Your vision will help to encourage forest stewardship within our communities and promote the many benefits our trees provide. With eighty percent of our citizens living in urban areas it is important that we keep our communities healthy through the proper planning and management of our community forest. Thank you for your dedication in furthering the importance of Arkansas' natural resources. Sincerely yours, Mike Huckebee MH:pe State Capitol Building, Suite 250 • Little Rock, AR 72201 • mike.huckabee@state.ar.us 501-682-2345 • Fax 501-682-1382 • TDD 501-682-7515 • • • RESOLUTION NO. 70-03 A RESOLUTION AUTHORIZING THE FAYETTEVILLE PARKS AND. RECREATION DIVISION TO APPLY FOR AN URBAN FORESTRY ASSISTANCE GRANT IN THE AMOUNT OF TWENTY THOUSAND DOLLARS ($20,000.00) THROUGH THE ARKANSAS FORESTRY COMMISSION. 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 authorizes the Fayetteville Parks and Recreation Division to apply for an Urban Forestry Assistance Grant in the amount of Twenty Thousand Dollars ($20,000.00) through the Arkansas Forestry Commission. PASSED and APPROVED this 20th day of May, 2003. ipYETI,• •_ / r / ,�l`r,`• o 'x 1 i, A. � , a NI aN, bdc 4 . �t By: XY 4144.41� SONDRA SMITH, City Clerk APPROVED: By: DAN COODY, Mayor Program Number. .• Department. .• Fund • Division Program Prepared By . • Account Number 1: Account Number 2: Account Number 3: Account Number 4: • • Total Cost. • Priority • • • SERVICE EXPANSION/NEW SERVICE (BUDFORM SE) 4110 Operations Street Transportation Right -of -Way Maintenance Terry Gulley 2100 4110 5331 00 $ 1,200 2100 4110 5331 01 $ 4,860 2100 4110 5331 02 $ 1,104 2100 4110 5403 00 $ 1,500 1 Description of Request 8,664 50% of operating cost for new bucket truck. (This is a cost share with the Parks & Recreation Division) Justification of Request Through a joint effort by the Parks and Recreation and Transportation Division an urban Forestry Program is being established. This vehicle in conjuction with a matching forestry grant will result in the city procuring a boom lift truck and chipper, which will provide the tools for this program S:\Budget & CIP\Budget Submissions\Transportation\SE-bucket trk 8/8/03 / 2:30 PM • Program Number. Department. Fund • Division Program Prepared By • • Account Account Account Account Number Number Number Number 1: 2: 3: 4: Total Cost. . . . Priority • SERVICE EXPANSION/NEW SERVICE (BUDFORM SE) 5260 Operations General Parks & Recreation Parks Maintenance John Nelson 1010 1010 1010 1010 4 5260 5331 00 5260 5331 01 5260 5331 02 5260 5403 00 Description of Request $ 1,200 $ 4,860 1,500 $ 8,664 Motor Pool Charges, Replacement Charges, & Shop Overhead Charges for Aerial Bucket Truck Justification of Request Additional fleet charges will be needed for this motor pool expansion item S:\Budget & CIP\Budget Submissions\Parks & Recreation\SE_Aerial Truck.xls 9/12/2003 / 8:07 AM • FAYETT EV I LLE Do\\ o -r Q$ Et ro Ke.n Dow n 02. a7-0 CITY OF FAYETTEVILLE FLEET OPL RA7lOG�J�S' 1525 S. Happy Hollow Road Fayetteville AR 72701 Interdepartmental Correspondence To: Mayor/City Council Thru: Gary Dumas, Director of Operatio From: David Bragg, Fleet Operations Superintendent$ Date: January 28, 2004 Subject: Purchase of Aerial Bucket Truck and Brush Chipper for Parks and Transportation Divisions RECOMMENDATION: That City Council approve the purchase of one 60 foot aerial bucket truck and one trailer mounted brush chipper. BACKGROUND. These units will be used to expand Urban Forestry operations in the Parks and Transportation Divisions. The approval of a grant has been received for $20,000 for the purchase of the chipper. The local match required by the grant is the purchase of the bucket truck. The Vermeer chipper meets all specifications; delivery is quoted as 14 days after receipt of order. The bid price of this chipper is $20,566.88, ($21,702 with tax.) The Aerial Bucket Truck bid from Altec Industries meets all specifications. Altec provided the lowest bid of $86,900.00. Delivery is quoted as 120 —150 days after receipt of order and this is comparable to delivery quoted by other bidders. $54,301 in funding will come from the In -House Pavement Improvements capital project and $34,301 in funding will come from the Forestry Program capital project, both of which are funded with Sales Tax Capital Improvements Funds. The balance of $20,000 will be received in State Grant revenue which was approved by City Council as part of Resolution 70-03 on 5/20/2003 for the purchase of a chipper/box truck. There is sufficient funding available in both the In -House Pavement Improvements and Forestry Program capital projects to meet 2004 objectives A Budget Adjustment in the amount of $108,602 will be needed for the two pieces of equipment in the Bucket Truck-Transportation/Parks & Recreation capital project. The purchase of this equipment was approved by the Equipment Committee at the meeting of January 27, 2004. JaL2 , 2 7-oq City of Fayetteville, Arkansas Request for Expansion/Replacement Equipment Division: Transportation Program: Date of Request: 8/21/2003 so% rdy Acct.# Currently Charged: Acct. # to be Charged: 21», 4110/1010-52600 Expansion or Replacement Date Required: ASAP Unit # for Vehicle being Replaced: Unit # for Expansion/Replacement: 9XX2 Purchase Price of Exp./Replace Vehicle: $85,000.00 CIP Budget / Project # 4470-9470-5802.00 '03031.1 Monthly Motor Pool Charges for Current and/or Replacement Vehicle/Equipment: Replacement: # of Months Budgeted: Maintenance: Overhead: Total Budgeted: 0.00 Expansion/Replacement Monthly Motor Pool Charges for New Vehicle/Equipment: Replacement: $810.00 Maintenance: $200.00 Overhead: $184.00 # of Months to be in Service for Current Year: Current Year Expense: 0.00 Description of equipment to be purchased/transferred: (Attach Additional Sheets if Necessary) The Parks and Recreation and Transportation Divisions request the purchase of an aerial bucket truck. Two outriggers, cab guard, and sixty foot boom height capability provide the needed components for this vehicle. In addition to the aerial bucket truck, a chipper with the following minimum features: an 85 hp diesel power plant, 12 inch class capacity, and auto feed/reverse capacity would be purchased with an Urban Forestry grant awarded for $20,000.00. Justification for expansion/replacement: (Attach Additional Sheets if Necessary) This vehicle provides these divisions with the necessary tools to expand the Urban Forestry programs, currently started in both Divisions. This vehicle also provides the match portion of a grant that will provide us with $20,000.00 towards the purchase of a chipper for use in this program. Approval Signatures: 1-/Z -03 i z -6epo - Date Finance & Internal Services Dir Date ' 1741-6�J' Date � . tive iffice7 ief Admini Date Mayor Dep:rtm- t Director Date Please return original form to when signed by all. ate ate FAVET"I-EVILLE • •amc.-27oy� CITY OF FAYETTEVILLE FMEET@PCRG rOM 1525 S. Happy Hollow Road Fayetteville AR 72701 Interdepartmental Correspondence To: Gary Dumas, Director of Operations From: David Bragg, Fleet Operations Supt. Date: February 23, 2004 Subject: Aerial Bucket Truck Unit #289 Aerial Bucket Truck, Unit #289 is 12 years old and has 109,000 odometer miles. Engine miles are substantially greater due to the engine driven hydraulic pump. Maximum lift height is approximately 25 feet. This unit is in the Fleet rental pool.for daily use by any division that needs it and is the only available reserve for unit #327 that is used every day by the Traffic Division (average utilization 1,500 miles per month). Unit #289 is safe, serviceable, and needed as a reserve unit. Recent repairs of $2,300 were for aerial safety inspection and certification and for repairs related to that certification. The fiberglass bucket was replaced by fleet technicians due to cracks at the mounting area discovered during the inspection. Repair of the cracks was researched in an effort to reduce cost but was determined to not be feasible. The repairs were necessary and appropriate based on plans to keep this unit in rental/reserve status. Installation of City markings was overlooked following a repaint last year, but has been accomplished. Fleet staff has heightened our awareness of vehicle markings and is adding or replacing markings any time deficiencies are noted. Unit #289 could be (and has been) used for limited tree trimming, however the reach substantially limits its capability. A suitable dump truck would also have to be made available and equipped with a chip cover to be used in conjunction with the aerial to accomplish the job of the aerial with forestry body that was requested and approved. Once the new forestry aerial is in service, we will reevaluate the need to keep unit #289, however due to the differences in configuration and capability, I suspect that we will still need to keep it. RECEIVED FEB 2 4 2004 CITY OF FAYETTEVILLE CITY CLERK OFFICE aCD Oo -) 0) N A W N• -+ wa Requester BARBARA OLSEN w Vendor# 2655 City Of Fayetteville (Not a Purchase Order) 7 a 5 co 2 m 7 a co 'ASSET #709055 WILL BE UNIT #9055, FIXED TIONS ON BID 04-11, CHIPPER 'BRUSH CHIPPER PER SPECIFICA- VERMEER TRAILER MOUNTED 1 Description J (Quantity] w �mn D �mn D �n D �n D tmo D EA D ��nI1 D ��nI1 D �n D c in - ca C co Department Director. Purchasing Manager. 1 co Al O N co O) Co co Unit Cost (p g m Vendor Name: VERMEER SALES 8 SERVICE $0.00 0 O 0 $0.00 O 0 O 0 O 0 O 0 O 0 O 0 co Al GO a w m m Extended Cost 4470.9470.5802.00 (Account Numbers Requester's Employee # 1940 Zip Code Fob Point: Ship to code: 050 03031.1 Project/Subproject # m O=;S• m OR m Di <-i m c m Z o Mail Yes:_ No _XX_ P.O Number Requisition No. [Inventory # 'Quotes Attached Yes: No: Expected Delivery Date: 0 m PT J_ iii pp� T Fc a D w w m a Finance & Internal Services Director. Budget Manager. IT Manager: Dispatch Manager. Utilities Manager. Special Instructions: TAX EXEMPT. 0•t0 OD J W CT A W NW -a 3 IRequester BARBARA OLSEN �,a. (Address: a 2, City Of Fayetteville (Not a Purchase Order) Shipping/Handling (FIXED ASSET #700742 WILL BE UNIT #742 SPECIFICATION ON BID 04-12 ALTEC AERIAL LIFT, PER FORD BUCKET TRUCK WITH Description Quantity Unit of Issue' m aa 1p o b 0 m o .w. a m Vendor Name: ALTEC INDUSTRIES a 0 b 44 0 0 a 0 b 44 0 b 50.00 a 0 b a coop 0 a b a b a g a a 01 0 o 0 0 0 Extended Cost 4470.9470.6802.00 (Account Numbers Requester's Employee # 1940 Zip Code Fob Point: cn7 v' as o§. Subtotal: 86,900.00 Tax: Total: 88,900.00 03031.1 [Project/Subproject # Extehsion: 495 <-I w1 v m Mail Yes: No: XX P.0 Number Requisition No. (Inventory # Quotes Attached Yes: No: Expected Delivery Date: 0 ID a s