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Home My WebLink About40-11 RESOLUTIONRESOLUTION NO. 40-11 A RESOLUTION AWARDING BID #11-16 AND AUTHORIZING A CONTRACT WITH DOWNING SALES AND SERVICE IN THE AMOUNT OF $166,308.00 FOR THE PURCHASE OF ONE (1) REFUSE ROLL OFF TRUCK FOR USE BY THE SOLID WASTE DIVISION, AND APPROVING A BUDGET ADJUSTMENT 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 awards Bid #11-16 and authorizes a contract with Downing Sales and Service in the amount of $166,308.00 for the purchase of one (1) refuse roll off truck for use by the Solid Waste Division. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached as Exhibit "A". PASSED and APPROVED this 15th day of March, 2011. APPROVED: ATTEST: f 0 LD JORD ayor By: cgaviA4u a Dmf SONDRA E. SMITH, City Clerk/Treasurer City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 3/15/2011 City Council Meeting Date Agenda Items Only Dennis Pratt / Barbara Olsen Fleet Operations Submitted By Division Action Required: Transportation Department A resolution awarding Bid #11-16 to Downing Sales and Service in the amount of $166,308 for the purchase of one refuse roll off truck for use by Solid Waste division, and approval of a budget adjustment to move funds into the Fleet Expense account. 166,308.00 Cost of this request 9700.1920.5802.00 Account Number 02082.2011 Project Number Budgeted Item X 1,537,000.00 Solid Waste Vehicles & Equipment Category / Project Budget Program Category / Project Name Vehicles and Equipment Funds Used to Date Program / Project Category Name 1,537,000.00 Shop Fund Remaining Balance Fund Name Budget Adjustment Attached X L Z c7c-"// Previous Ordinance or Resolution # Date Date 2.-28--2P6i Finance and Internal Services Director Date AAA_ 1-1-1, Date .34/Zz. ate Original Contract Date: Original Contract Number. Received in City Clerk's Office 02-25-11 P01:55 R C V D Comments: Revised January 15, 2009 City of Fayetteville, Arkansas Budget Adjustment Form BudgetYear 2011 Department: - Transportation Services Division: Fleet Operations Program: Capital Expense Request Date 3/15/2011 Adjustment Number JUSTIFICATION TO INCREASE PROJECT / ITEM: Unit #459 was budgeted to be replaced in 2011. The estimated purchase price was $160,000. The actual bid came in at $166,308. $6,500 is requested in project 02082.2011 to cover the difference between estimated price and actual price. JUSTIFICATION TO DECREASE PROJECT / ITEM (OR RECOGNIZING REVENUE): It is too early in the year for Fleet to know if prices were overestimated in other projects which would leave excess funds. Sufficient funds are available to meet City objectives. Increase Decrease Account Name Account Number Budget Budget Vehicles And Equipment Project.Sub Number 9700.1920.5802.00 6,500 02082 . 2011 Use of Fund Balance 9700.0970.4999.99 6,500 TOTAL 6,500 6,500 • Division Hea Blaflget Dir $ for Date L V9 Date Department Director Date \.,P Q F 2 Z? 26( f Finan Director Date Requested By G'o✓ bolsen Budget & Research Use Only Type: A B C „D) E Description: / General Ledger Date Posted to General Ledger Posted to Project Accounting K:\Budget\Budget Adjustments12011 Adjustments\3-15-11 Capital SWDB Rolloff truck corrected.xls 0 Initial Date Initial Date a'F�tve eville / ARKANSAS www.accessfayetteville.org CITY COUNCIL AGENDA MEMO THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE To: Mayor/City Council Thru: Terry Gulley, Director of Transportation From: Dennis Pratt, Fleet Operations Supt. Date: February 24, 2011 Subject: Purchase of one Refuse Roll Off Truck PROPOSAL: That City Council approve the purchase of one Peterbilt 320 truck with Roll Off body in the amount of $166,308 for use by Solid Waste Division, and approve a budget adjustment to move funds to the Fleet Expense account. RECOMMENDATION: Bid 11-16 was opened Jan 28, 2011. Twenty bids were received, most of which do not meet specs. A bid tab sheet is attached. Bids 4 — 6 and 13 — 20 do not meet specs as they do not have disc brakes. Bid 7 from MHC Kenworth does not meet specs as it is not a cab over. Bids 2, 8, 9, and 12 — the G & H body does not meet specs. Bid 1— no towing as specified; Bid 11 — body doesn't meet specs. Bids 3 and 10 meet all specifications. I recommend acceptance of the lowest bid that meets specs from Downing Sales and Service, Option 3 in the amount of $166,308. This unit is a replacement for #459 — a 2000 Mack Refuse Roll Off truck with 186,475 miles which was slated for replacement in 2011 due to age and poor condition. This purchase was unanimously approved by the Equipment Committee on February 22, 2011. BUDGET IMPACT: This replacement was budgeted for on both capital and operating sides. The purchase price was underestimated on the capital side so funds are being moved from fund balance to cover the $6,500 shortfall. RESOLUTION NO. A RESOLUTION AWARDING BID #11-16 AND AUTHORIZING A CONTRACT WITH DOWNING SALES AND SERVICE IN THE AMOUNT OF $166,308.00 FOR THE PURCHASE OF ONE (1) REFUSE ROLL OFF TRUCK FOR USE BY THE SOLID WASTE DIVISION, AND APPROVING A BUDGET ADJUSTMENT. 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 awards Bid #11-16 and authorizes a contract with Downing Sales and Service in the amount of $166,308.00 for the purchase of one (1) refuse roll off truck for use by the Solid Waste Division. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached as Exhibit "A". PASSED and APPROVED this 15th day of March, 2011. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer ev.le ARKANSAS BIDDER 1 Downing Sales & Service - OPT 1 Item 1 Item 2 Bid 11-16, Refuse Roll Off Truck MANUFACTURER 2012 Peterbilt Roll Offs USA MODEL...: 320 H06022 60,0004 BID: 11-16 DATE: 01/28111 TIME: 2:00 PM CITY OF FAYETTEVILLE :TOTAL BID PRICE $127,193.00 539,221.00 5166,414.00 2 Downing Sales & Service - OPT 2 Item 1 Item 2 2012 Peterbilt 320 5127,193.00 G&H Manufacturing GH 1500 - 60,0004 539,471.00 5166,664.00 3 Downing Sales & Service - OPT 3 Item 1 Item 2 2012 Peterbilt Roll Offs USA 320 H06022 60,0004 5127,087.00 539,221.00 5166,308.00 4 Mack Truck Sales of Tulsa - OPT 1 Item 1 Item 2 Mack Trucks, Inc. Roll -Off "USA" 2012 MRU613 5124,969.08 H06022 538,100.00 5163,069.08 5 Mack Truck Sales of Tulsa - OPT 2 Item 1 Mack Trucks, Inc. 2011 Model MRU613 5129,787.58 Item 2 Roll -Off "USA" 1106022 538,100.00 5167,887.58 6 Mack Truck Sales of Tulsa - OPT 3 Item 1 Item 2 Mack Trucks, Inc. Roll -Offs "USA" 2011 MRU613 5124,212.58 H06022 $38,100.00 5162,312.58 7 MHC KenworthlVolvo Item 1 Kenworth 2011 T800 5112,934.00 Item 2 Galbreath SS -OR -174 Outside Rail 60,000LB 538,701.75 $151,635.75 8 Peterbilt of Fort Smith - OPT 1 Item 1 Peterbilt Item 2 GH 320 GH 1560 5127,087.00 546,577.00 5173,664.00 9 Peterbilt of Fort Smith - OPT 2 Item 1 Peterbilt Item 2 G&H Mfg 320 1500 5127,087.00 538,987.00 5166,074.00 10 Peterbilt of Fort Smith - OPT 3 Item 1 Item 2 Peterbilt PalfingerfAmerican 320 $127,087.00 X560 -22 -XS 544,800.00 5171,887.00 Page 1 of 1 City Of Fayetteville - Purchase Order (PO) Request (Not a Purchase Order) All purchases under $2500 shall be used on a P-Card unless medical or 1099 service related. (Call x256 with questions) All PO Request shall be scanned to the Purchasing e-mail: Purchasing@cLfayetteville.ar.us Requisition No.: Date: 3115/2011 P.O Number: Expected Delivery Date: Vendor #: 3842 Vendor Name: DOWNING SALES AND SERVICE Mail Yes:_ No:x Address: Fob Point: Taxable Quotes Attached Yes:_ No: X Yes: No: City: State: Zip Code: Ship to code: 50 Di ' on HeadAppr al: Requester: BARBARA OLSEN Requester's Employee #: 1940 Extension: 485 ".'- Item Description Quantity Unit of Issue Unit Cost Extended Cost Account Numbers Project/Subproject # Inventory # Fixed Asset # 1 2 3 4 5 6 7 8 9 10 2012 PETERBILT 320 TRUCK WITH ROLL OFFS 1 EA 166,308.00 $166,308.00 9700.1920.5802.00 02082.2011 704007 USA BODY, H06022, PER BID SPECS 11-16. TO $0.00 BE UNIT 4007, FIXED ASSET 704007 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Shipping/Handling Lot $0.00 Special Instructions: Subtotal: $166,308.00 Total: $166,308.00 Approvals: Mayor: Finance Dispatch Department Director: Budget Manager: Utilities Manager: Purchasing Manager: & Internal Services Director: IT Manager: Manager: Other: Revised 1/2/2008