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HomeMy WebLinkAbout58-11 RESOLUTIONRESOLUTION NO. 58-11 A RESOLUTION AUTHORIZING A CONTRACT WITH BALE CHEVROLET OF LITTLE ROCK, ARKANSAS IN THE AMOUNT OF $20,404.00 FOR THE PURCHASE OF ONE (1) CHEVROLET PICKUP TRUCK PURSUANT TO A STATE PROCUREMENT CONTRACT FOR USE BY THE STREET MAINTENANCE 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 authorizes a contract with Bale Chevrolet of Little Rock, Arkansas in the amount of $20,404.00 for the purchase of one (1) Chevrolet pickup truck pursuant to a state procurement contract for use by the Street Maintenance 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 19th day of April, 2011. APPROVED: ATTEST: LIG ELD J 1 , ayor 4 SO DRA E. SMITH, City Clerk/Treasurer °oy��eearrnrrvr�oo v°°° �`1 /41'4 Diva o�-aG *C,\T Y a/et.. 9' 0© :FAYETTEVILLE o e :/y15;®9RKANe: ,4rZes City of Fayetteville, Arkansas Budget Adjustment Form V11.0222 Budget Year 2011 Division: Fleet Operations Department: Transportation Services Request Date 4/19/2011 Adjustment Number BUDGET ADJUSTMENT DESCRIPTION 1 JUSTIFICATION In July 2009, Transportation requested unit #2025 ( a used F250) as an expansion as it had been continuously rented for over a year. The agreement was that Fleet would escrow the replacement charges until sufficient funds had been collected to replace the unit a second time. At that time it was agreed that if the unit needed to be replaced before sufficient funds had been collected, Transportation would fund the capital cost that hadn't been escrowed. This unit is being replaced before the funds have been escrowed so this budget amendment is the difference in what is needed for the purchase. Use of fund balance is the $7,867 escrowed in replacement funds. Division -ad Date Bfidget Director co9 Departm(nt Director 4)0-43. Finance - Finance Dir tor 4 Date 33//) Date 5-4,01/ Date Account Name Prepared By: Barbara Olsen bolsen Reference: CC ......42_0/) 0 Y ) Budget & Research Use Only Type: A B C E General Ledger Date Posted to General Ledger Checked /Verified TOTAL BUDGET ADJUSTMENT Transfer to Shop Account Number 24,600 Initial Date Initial Date Ammionasm• 24,600 Increase / (Decrease) Expense Revenue 4270.9270.7602.70 16,733 Vehicles and equipment 4270.9270.5802.00 (16,733) Trans from Replacement 9700.0970.6602.27 Project.Sub Number c.)soy)._ 3 05042 3 16,733 02078 . 2011 Use of fund balance 9700.0970.4999.99 7,867 Vehicles and equipment 9700.1920.5802.00 24,600 02078 . 2011 K1Budget\Budget Adjustments12011 Adjustments\4-19-11 Capital TRAN Expansion 2025.)ds City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 4/19/2011 City Council Meeting Date Agenda Items Only Dennis Pratt / Barbara Olsen Fleet Operations Submitted By Division Action Required: Transportation Department A Resolution approving the purchase of one Chevy 1/2 ton pickup truck for $20,404 off the State Vehicle purchase contract from Bale Chevrolet of Little Rock, Arkansas for use by Street Maintenance Division, and approving a Budget Amendment to move funds to the Fleet expense account. $ 20,404.00 Cost of this request 9700.1920.5802.00 Account Number 02078.2011 Project Number Budgeted Item I 1 359,000.00 Category / Project Budget Light/Medium Utility Vehicles Program Category / Project Name 159,407.00 Vehicles and Equipment Funds Used to Date Program / Project Category Name 199,593.00 Shop Fund Remaining Balance Fund Name Budget Adjustment Attached X ,3.3/-// Previous Ordinance or Resolution # Date Original Contract Date: y/ Original Contract Number: Date aui 2_61k Finance and Internal Services Director Date Received in _t04-01-11P10:03 ity-01-1 1 P 1 0 : 03 Clerk's Office Comments: Revised January 15, 2009 '�'.tevi�le THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE ARKANSAS www.accessfayetteville.org CITY COUNCIL AGENDA MEMO To: Mayor/City Council Thru: Terry Gulley, Director of Transportation From: Dennis Pratt, Fleet Operations Supt Date: April 19, 2011 Subject: Purchase of one pickup truck for Transportation Street Maintenance Division PROPOSAL: That City Council approve the purchase of one Chevy pickup 2x4 off the State Vehicle purchase contract from Bale Chevrolet in the amount of $20,404 for use by Street Maintenance Division, and approve a Budget Amendment to move funds to the Fleet expense account. RECOMMENDATION: In July of 2009, Transportation requested and received unit #2025 (a used F250 pickup) as an expansion as it had been continuously rented from Fleet for over a year. The agreement was that Fleet would escrow the replacement charges until sufficient funds had been collected to replace this unit a second time. At that time it was agreed that if the unit needed to be replaced before sufficient funds had been collected, Transportation would fund the capital cost that hadn't been escrowed. The Budget Amendment includes the amount needed for a lift gate and pipe rack which cannot be supplied Bale Chevrolet. This unit is worn out and is being replaced before sufficient funds have been escrowed so the attached Budget Amendment is the difference in what is needed to purchase the truck, and it moves the escrowed funds to the Fleet expense account. Unit 2025 is a 4x4; Transportation and Fleet worked together to downsize and eliminate the 4x4 option on the replacement. I recommend the purchase of this vehicle off the State vehicle purchase contract. This purchase was approved by the Equipment Committee on March 29, 2011. BUDGET IMPACT: The Budget Amendment moves all funds needed for the purchase into Fleet's expense account. RESOLUTION NO. A RESOLUTION AUTHORIZING A CONTRACT WITH BALE CHEVROLET OF LITTLE ROCK, ARKANSAS IN THE AMOUNT OF $20,404.00 FOR THE PURCHASE OF ONE (1) CHEVROLET PICKUP TRUCK PURSUANT TO A STATE PROCUREMENT CONTRACT FOR USE BY THE STREET MAINTENANCE 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 authorizes a contract with Bale Chevrolet of Little Rock, Arkansas in the amount of $20,404.00 for the purchase of one (1) Chevrolet pickup truck pursuant to a state procurement contract for use by the Street Maintenance 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 19th day of April, 2011. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer 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@ci.fayetteville.ar.us Requisition No.: Date: 4/19/2011 P.O Number: Expected Delivery Date: Vendor #: 13292 Vendor Name: BALE CHEVROLET Mail Yes:_ No: X Fob Point: Taxable Yes:_ N. • Quotes Attached Yes: No: City: State: Zip Code: Ship to code: 50 i oo H -d ...val: cS os, N5, --� 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 1/2 TON FULL SIZE EXTENDED CAB PICKUP 1 EA 20,404.00 $20,404.00 9700.1920.5802.00 02078.2011 702148 OFF STATE VEHICLE PURCHASE CONTRACT $0.00 TO BE UNIT 2148, FIXED ASSET 702148 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Shipping/Handling Lot $0.00 - Special Instructions: Subtotal: Tax: EXEMPT Total: $20,404.00 $20,404.00 Approvals: Mayor: Finance Dispatch Department Director: Budget Manager: Utilities Manager: Purchasing Manager: & Internal Services Director: IT Manager: Manager: Other: Revised 1/2/2008