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Home My WebLink About63-11 RESOLUTIONRESOLUTION NO. 63-11 A RESOLUTION APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF $19,900.00 FOR THE PURCHASE OF A TOP DRESSER FOR THE PARKS 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 budget adjustment, a copy of which is attached as Exhibit "A", in the amount of $19,900.00 for the purchase of a top dresser for the Parks Division. PASSED and APPROVED this 19th day of April, 2011. APPROVED: ATTEST: f BY: (a e. %1�1ti7 SONDRA E. SMITH, City Clerk/Treasurer City of Fayetteville, Arkansas Budget Adjustment Form V11.0222 Budget Year 2011 Division: Fleet Operations Department: Transportation Services Request Date 4/5/2011 Adjustment Number BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION This top dresser #960 was slated for replacement in 2009 but was kept longer to extend the life of the unit. It is not worth repairing and won't last another year. Fleet collected replacement funds from 1995 to 2003 and from 2009 because of the designation being changed to non -motor pool and back to motor pool. Fleet did not budget for this in 2011. Parks is recognizing a $3,000 donation and funds of $2,793 set aside for replacements. Use of fund balance is necessary not only for the replacement charges already collected but also for the price incease of the unit. Division Head 3-q-1( Date Budget Dir'ec'tor `' Date 3-9// Date 16- ZOt Date 3-10-)J Date Prepared By: B. Fell BARBARA FELL Reference: t 7°-j ) 3 `/ 19 (arc f' 9 &,0 Budget & Research Use Only Type: A B C General Ledger. Date Posted to General Ledger Checked / Verified E P Initial Date Initial Date TOTAL BUDGET ADJUSTMENT 19,900 19,900 Account Name Vehicles and equipment Use of fund balance Increase / (Decrease) Project.Sub Account Number Expense Revenue Number 9700.1920.5802.00 19,900 02080 . 2011 9700.0970.4999.99 14,107 005{. t Transfer to $hop Minor equipment 1010.6600.7602.70 3,000 87.932 281+ 1010.5260.5210.00 (3,000) 03051 1 Transfer from General Trans from Replacement 9700.0970.6602.01 3,000 02080. 2011 9700.0970.6602.27 2,793 0-. .Z t K:\Budget\Budget Adjustments\2011 Adjustments14-5-11 Capital PKMN top dresser.xls 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 Approval of a budget adjustment of $19,900 to move funds to Fleet expense account for the purchase of a replacement Top Dresser for Parks Division. 19,746.00 Cost of this request 9700.1920.5802.00 Account Number 02080.2011 Project Number Budgeted Item $ 216,800.00 Category / Project Budget Other Vehicles & Equipment Program Category / Project Name 190,100.00 Vehicles and Equipment Funds Used to Date Program / Project Category Name 26,700.00 Shop Fund Remaining Balance Fund Name Budget Adjustment Attached X Finance and Internal Services Director ,3/—// Date Y-/-* /1 Date Date Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received in City 04-01-1 1 P10:04 R C V D Clerk's Office A ANL-. Received in Mayor's Office Comments: Revised January 15, 2009 ave ev! le www.accessfayettevi l le.org CITY COUNCIL AGENDA MEMO THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE To: Mayor/City Council Thru: Terry Gulley, Director of Transportatio d''# From: Dennis Pratt, Fleet Operations Supt. Date: April 19, 2011 Subject: Approval of Budget Adjustment for Parks Top Dresser PROPOSAL: That City Council approve a Budget Adjustment of $19,900 to move funds to Fleet expense account for the purchase of a replacemet Top Dresser for Parks Division. RECOMMENDATION: This top dresser #960 was slated for replacement in 2009 but was kept longer to extend the life of the unit. It is not worth repairing and won't last another year. Fleet collected replacement funds from 1995 to 2003 and from 2009 becaue of the designation being changed to non -motor pool and back to motor pool. Fleet did not budget for this in 2011. Parks is recognizing a $3,000 donation and funds of $2,793 set aside for replacements. Use of fund balance is necessary not only for the replacement charges already collected but also for the price increase of the unit. Three quotes were received for a replacement top dresser. The lowest quote meets all specifications. A quote sheet is attached. The quote included freight and taxes. The BA amount is $154 higher than the quote to cover City logos, numbers, and any other upfit costs. I recommend approval of this Budget Adjustment. This purchase has been approved by the Equipment Committee on March 29th BUDGET IMPACT: This replacement was not budgeted for on the capital side for 2011, so the Budget adjustment has been created. The old unit #960 was budgeted on the operating side and sufficient funds are in place for the replacement unit on the operating side. RESOLUTION NO. A RESOLUTION APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF $19,900.00 FOR THE PURCHASE OF A TOP DRESSER FOR THE PARKS 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 budget adjustment, a copy of which is attached as Exhibit "A", in the amount of $19,900.00 for the purchase of a top dresser for the Parks Division. 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, Arkansas Purchasing Department Request and Quotations Form - Revised 8/25/2005 Amount Quote Requirements Notes $1000-$2499.99 3 Verbal Quotes Please put vendor names and quote amount in comment section of your P-Card/PO request. Please write "sole source" if it applies. $2500-$20,000 3 Written Quotes Purchases $2500 and up cannot be processed by using a P -Card, you MUST USE A PO. Please make sure that your quotes are attached to your PO Request before you send it to Purchasing. $20,000 - above Contact Purchasing Division Formal Bid Process - Contact Purchasing Division Quote Number: Date: Your records only 3/4/2011 Date Needed: 3/11/2011 GL Account Number: Purchase Order Number: Department: Taken By: 9700.1920.5802.00, Project 02080.2011 Please use a P.Card if possible. Only order after request is approved (P -Cards) or after obtaining a PO Number first. Operations - Fleet Operations Barbara Olsen Description of Item (s): Top Dresser, pull behind Quantity: One Vendor List Qty Item Description Price Each Total Price Remarks Vendor #1 P & K Equipment Address City, St Zip 1 Dakota C4141 $19,745.85 Taxes and freight included. Vendor #2 Professional Turf Products Address City, St Zip 1 MH 400 $20,210.42 Freight extra Vendor #3 Luber Bros. Address City, St Zip 1 Turfco 85440 $25,570.66 Taxes extra Comments: 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: 3/28/2011 P.O Number: Expected Delivery Date: Vendor #: 16622 Vendor Name: P & K EQUIPMENT Mail Yes: No: X Address: Fob Point: Taxable Yes: X No:_ Quotes Attached s: X No: City: State: Zip Code: Ship to code: 50 on Head Appr val: 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 C4141 DAKOTA PULL TYPE TOP DRESSER, PER 1 EA 18,074.00 $18,074.00 9700.1920.5802.00 02080.2011 705026 QUOTE 2/21/11, TO BE UNIT 5026, FIXED ASSET $0.00 NUMBER #705026 $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: Total: $18,074.00 _ $1,671.85 $19,745.85 Approvals: Mayor: Finance Dispatch Department Director: Budget Manager: Utilities Manager: Purchasing Manager: & Internal Services Director: IT Manager: Manager: Other: Revised 1/2/2008