The URL can be used to link to this page

Home My WebLink About83-11 RESOLUTIONRESOLUTION NO. 83-11 A RESOLUTION AUTHORIZING THE PURCHASE OF TWELVE (12) ADDITIONAL LED FIXTURES IN THE AMOUNT OF $15,408.00 PLUS APPLICABLE SALES TAX FROM UPCHURCH ELECTRICAL SUPPLY COMPANY PURSUANT TO BID #10-56 FOR STREET INSTALLATION NEAR THE FAYETTEVILLE PUBLIC LIBRARY, 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 the purchase of twelve (12) additional LED fixtures in the amount of $15,408.00 plus applicable sales tax from Upchurch Electrical Supply Company pursuant to Bid #10-56 for street installation near the Fayetteville Public Library. 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 7th day of June, 2011. APPROVED: ATTEST: By. LD JO , Mayor By:j'. SONDRA E. SMITH, City Clerk/Treasurer ae`fip C,\�'�°K/ • �° R � ®O•° S' 4 ,S::‘\()\ ,\•®6-YO,c°•GAF • • • • :FAYETTEVILLE: 9_t; KANSP° -VI; /VG e0N►GO City of Fayetteville, Arkansas Budget Adjustment Form V11.0310 Budget Year 2011 Division: Strategic Planning & Internal Consulting Department: Chief of Staff Request Date 6/7/2011 Adjustment Number BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION Additional funding is needed for the LED lights sub -project and for the Community Revolving Loan Fund and this BA also trues up each sub -project YTD.. EXHIBIT A Division H .J d l rector Department Director 43c2uLra LL. Finapce Director Account Name Prepared By: Peggy Bell ehutchens Reference: Energy Block Grant Budget & Research Use Only Type: A B C D E P General Ledger Date Posted to General Ledger Checked / Verified TOTAL BUDGET ADJUSTMENT Account Number 6/7/2011 Initial Date Initial Increase / (Decrease) Expense Revenue Date Project.Sub Number **ADD**Publications & dues Professional services 2240.9240.5303.00 2240.9240.5314.00 1,200 (1,200) Contract services Minor equipment 2240.9240.5315.00 2240.9240.5210.00 5,000 (5,000) Public notification Professional services 2240.9240.5301.00 2240.9240.5314.00 637 4,456 Other special projects Minor equipment 2240.9240.5342.99 2240.9240.5210.00 (5,093) 18,505 Fixed assets Contract services 2240.9240.5801.00 2240.9240.5315.00 8,926 (27,431) Contract services Professional services 2240.9240.5315.00 2240.9240.5314.00 4,531 (4,531) Other special projects Professional services 2240.9240.5342.99 2240.9240.5314.00 5,456 (5,456) 09011 . 0030 09011 . 0030 09011 . 0050 09011 . 0050 09011 0020 09011 0020 09011 0020 09011 0010 09011 0010 09011 0010 09011 0030 09011 0010 09011 0020 09011 0010 J:\EXCEL\Energy Block Grant\Budget Adjustments\BA Energy Grant true up & LED lights05182011.xls 1 of 2 John Coleman Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 6/7/2011 City Council Meeting Date Agenda Items Only Sustainability & Strategic Planning Chief of Staff Division Action Required: Department A resolution to approve the purchase of twelve (12) LED fixtures in the amount of $15,408 utilizing Bid 10-56 from Upchurch Electric. The LED fixtures will be installed on streets adjacent to the Fayetteville Public Library. There is a budget adjustment attached to fund the entire amount and it will true up the Energy Grant in all sub -projects to date. 15,408.00 Cost of this request 2240.9240.5315.00 Account Number 09011.0030 Project Number 150,000.45 Category / Project Budget 137,923.45 Energy Block Grant Program Category / Project Name Energy Block Grant Funds Used to Date Program / Project Category Name 12,077.00 Energy Block Grant Remaining Balance Fund Name Budgeted Item Budget Adjustment Attached X Departure t arector *c -2D— /( Date Cit torney S/3" 2al( Date AU 0. L Finance and Internal Services Director Date Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received inCitO5-1'3-'i 1 A10:03 RCVD Clerk's Office Comments: Revised January 15, 2009 ave ev! le www.accessfayetteville.org CITY COUNCIL AGENDA MEMO THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE To: Mayor and City Council Thru: Don Marr, Chief of Staff From: John Colema'n, Sustainability & Strategic Planning Director Date: May 18, 2011 Subject: Fayetteville Public Library LEDs PROPOSAL: Staff requests approval of a resolution for the purchase of twelve (12) LED fixtures in the amount of $15,408 utilizing Bid 10-56 from Upchurch Electric. The LED fixtures will be installed on streets adjacent to the Fayetteville Public Library. RECOMMENDATION: The purchase of the LED fixtures was advertised on August 25, 2010 as Bid #10-56 with official bids received on September 15th, 2010. Upchurch Electrical Supply Company was low bid. The official bid tab is attached as well as the original resolution. In October 2010, staff began field testing the LED light fixtures submitted by Upchurch Electrical to ensure they met specification standards. In March, City Council approved the purchase of twenty-five (25) LEDs for Frisco Trail specified in Bid #10-56. This request for LEDs at the Fayetteville Public Library serves as the second purchase from Bid #10-56. BUDGET IMPACT: The LED fixtures will be purchased using funds from the Energy Efficiency and Conservation Block Grant as part of the American Recovery and Reinvestment Act (ARRA) in the amount of $15,408 plus tax. Existing poles will be used. RESOLUTION NO. A RESOLUTION AUTHORIZING THE PURCHASE OF TWELVE (12) ADDITIONAL LED FIXTURES IN THE AMOUNT OF $15,408.00 PLUS APPLICABLE SALES TAX FROM UPCHURCH ELECTRICAL SUPPLY COMPANY PURSUANT TO BID #10-56 FOR STREET INSTALLATION NEAR THE FAYETTEVILLE PUBLIC LIBRARY, 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 the purchase of twelve (12) additional LED fixtures in the amount of $15,408.00 plus applicable sales tax from Upchurch Electrical Supply Company pursuant to Bid #10-56 for street installation near the Fayetteville Public Library. 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 7th day of June, 2011. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer RESOLUTION NO. 104-10 A RESOLUTION AWARDING BID #10-40 AND APPROVING THE PURCHASE OF THIRTY-THREE (33) LED LIGHT FIXTURES AND POLES IN THE AMOUNT OF $60,351.89 FROM DYNAMIC LIGHTING SOLUTIONS FOR INSTALLATION ON SCULL CREEK TRAIL BETWEEN NORTH STREET AND MAPLE AVENUE 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 #10-40 and approves the purchase of thirty-three (33) LED light fixtures and poles in theamount of $60,351.89 from Dynamic Lighting Solutions for installation on Scull Creek Trail between North Street and Maple Avenue. PASSED and APPROVED this 15th day of June, 2010. APPROVED: ATTEST: B Y: i)Ofidli4A/ SONDRA E. SMITH, City Clerk/Treasurer eotaTRk'%o. z.. -Z3 • •-13•= 3 :FAYETTEVILLE: S:11)KANSP•)/ John Coleman Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 6/15/2010 City Council Meeting Date Agenda Items Only Division Action Required: Sustainability Department Approve purchase of 33 LED Tight fixtures and poles from Dynamic Lighting Solutions on Scull Creek Trail to be installed on the section from North Street to Maple Avenue $46,363.52 (lights) $13,988.37 (poles) Cost of this request 2240.9240.5315.00 (lights) 4520.9550.5814.05 (poles) Account Number 09011.0030 (lights) 06036.1004 (poles) Project Number Budgeted Item X $150,000 (lights) $ 1,248,847.00 Category / Project Budget $18,483.27 (lights) $ 130,894.00 Funds Used to Date $131,516.73 (lights) $ 1,117,953.00 Remaining Balance Budget Adjustment Attached Energy Block Grant Trails Program Category / Project Name Energy Block Grant Trails Program / Project Category Name Energy Block Grant Trails Fund Name Department Director City orney Finance and Internal Services Director f Staff dif/12/'M or (40/*//0 Date C -3-1a Date C-3-2015 Date (-3-/o Date ate Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Comments: Revised January 15, 2009 aye ev! le THE CITY OF FAYETTEVILLE, ARKANSAS CORRESPONDENCE 113 W. Mountain St. Fayetteville, AR 72701 Telephone: (479) 575-8272 TO: FROM: Thru: DATE: SUBJECT: Mayor Jordan and City Council John Coleman, Sustainability Director Y' Don Marr, Chief of Staff May 28, 2010 LEDs on Scull Creek Description Using funds from the Energy Efficiency and Conservation Block Grant as part of the American Recovery and Reinvestment Act (ARRA), the City is set to purchase 33 LED lights at a cost of $42,438 from Dynamic Lighting. Existing trail funds will cover the $12,804 cost for the 33 poles. The lights will be installed on the section of Scull Creek Trail that extends from Maple Avenue to North Street. aye evllle BID: 10-56 DATE: 09/15/10 2:00 PM CITY OF FAYETTEVILLE Bid 10-56, Frisco Trail LED Lighting Equipment 1 2 Lighting Fixture 25 Upchurch Electric Prtce;Each $1,284.00 Total Price $32,100.00 Manufacturer Model Beacon P1E20/PC/LED6OW- 120/D I R3/LS P/EQ S/BG/AA-38/B/BG Fiberglass Pole 25 $546.00 $13,650.00 Manufacturer Model NPG WPODS15ASDS4DB-GRN TOTAL BID PRICE: $45,750.00 *NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City officials. CERTIFIED:IP P. VICE, PURCH MGR 976//0 DAT City of Fayetteville, Arkansas Purchasing Division — Room 306 aye evi le 113 W. Mountain ARKANSAS Fayetteville, AR 72701 Phone: 479.575.8220 TDD (Telecommunication Device for the Deaf): 479.521.1316 INVITATION TO BID INVITATION TO BID: Bid 10-56, Frisco Trail LED Lighting Equipment DEADLINE: Wednesday, September 15, 2010 at 2:00 PM, Local Time DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Andrea Foren, CPPB, aforen@ci.fayetteville.ar.us, 479.575.8220 DATE OF ISSUE AND ADVERTISEMENT: Wednesday, August 25, 2010 INVITATION TO BID BID 10-56, Frisco Trail LED Lighting Equipment No late bids shall be accepted. Bid's shall be submitted in sealed envelopes labeled "Bid 10-56, Frisco Trail LED Lighting Equipment" with the name and address of the bidder. All Proposals shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached hereto. Each Proposer is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. Any bid, proposal, or statements of qualification will be rejected that violates or conflicts with state, local, or federal laws, ordinances, or policies. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Manager. Name of Firm: Contact Person: 0 ! ST/L*45'&- Title: e%S E -Mail: S Q tit ►Rctf 6-1E-dn.ka.. ,c4)-% Phone: 'IV -S-24-272-3 Business Address: (72-35r A 1-6{ ?Rzj� ST City: 4.46- _ • tate: . Zip: /270 3 Utp(41,40-4 Signature: , Date: V;(7/0 9 � r City of Fayetteville, AR Bid 10-56, Frisco Trail LED Lighting Equipment Page 1 of 16 City of Fayetteville Bid 10-56, Frisco Trail LED Lighting Equipment SECTION C: Bid Form *GUARANTEED DELIVERY DATE: F.O.B. 1455 South Happy Hollow Road, Fayetteville, AR 72701 ITEM: DESCRIPTION: QUANTITY: *PRICE EACH: *TOTAL PRICE 1. Lighting Fixture: Including Arm, Fixture. and LED Luminaire (No Ballast), as specified 25 $ $ 32_ a / oO 69 Please Specify for Unit(s) Bid: *MANUFACTURER: MODEL: X 14 C/�i bOL)/J2 . j(o16 s /*t-341/ic, 25 $ J d $ 3LSD (2- 2. Fiberglass Pole. 12'. as specified Please Specify for Unit(s) Bid: Opt' � *MANUFACTURER: MODEL: Wpt' Q ! 3Y/ 4 JJ ic7 57) TOTAL BID PRICE: $ `l NOTE: LINE ITEM 1 SHALL BE PROVIDED BY ONE VENDOR TO THE CITY OF FAYETTEVILLE. BIDDERS DO NOT HAVE TO BID BOTH LINE ITEMS TO BE ELIGIBLE FOR BID. THE CITY RESERVES THE RIGHT TO AWARD BY INDIVIDUAL LINE ITEM. BIDS WILL BE EVALUATED ON A LINE ITEM BASIS. This bid form continues on the next page... City of Fayetteville, AR Bid 10-56, Frisco Trail LED Lighting Equipment Page 12 of 16 EXECUTION OF BID - Bidders are requested to indicate by check mark or "Yes/No" on each line of the Technical Specifications the compliance of the item bid. Actual specification of any deficient item must be noted on the bid sheet or separate attachment. If specifications of item bid differ from provided literature, deviation must be documented and certified by the manufacturer as a regular production option. Upon signing this Bid, the bidder certifies that: 1. He/she has read and agrees to the requirements set forth in this proposal, including specifications, terms, standard conditions, and any pertinent information regarding the articles being bid on. 2. Unless otherwise noted and explained, the unit bid and listed meets or exceeds all of these requirements as specified by The City of Fayetteville. 3. The Bidder can and will comply with all specifications and requirements for delivery, documentation and support as specified herein. Unsigned bids will be rejected. Items marked * are mandatory for consideration. *NAME OF FIRM: L � C. tF E/ c J L Purchase Order and /Payments shall be issued to this name *BUSINESS ADDRESS: p c7 601. g 3 ti,d *CITY: 7 —r - —& *PHONE: *E-MAIL: ti79- rai-Z$` Z3 *STATE: FAX: *ZIP: % Z 70 3 Is 4/79-s-2I-6��3 a C.,GP'r,ZC t ci�C 0 co.., *BY: (PRINTED NAME) �( 5 rte *AUTHORIZED SIGNATURE: *TITLE: � 3t s -s Acknowledge Addenda: Add. No. 4 Dated: Add. No. Dated: Add. No. Dated: Add. No. Dated: Add. No. Dated: City of Fayetteville, AR Bid 10-56, Frisco Trail LED Lighting Equipment Page 13 of 16 City of Fayetteville Bid 10-56, Frisco Trail LED Lighting Equipment SECTION D: Statement of Disclosure — To Be Submitted With ALL BIDS This page does not count towards page limitations set forth in this request for proposal or bid. Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Your response must disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form must be completed and returned in order for your bid/proposal to be eligible for consideration. PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM: 1) NO KNOWN RELATIONSHIP EXISTS 2) RELATIONSHIP EXISTS (Please explain) PLEASE FILL OUT THE SECTION BELOW AND SUBMIT THIS FORM WITH YOUR BID OR PROPOSAL: 1.) I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein are accurate and true; and 2.) My organization shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment. Printed Name Signatur Date City of Fayetteville, AR Bid 10-56, Frisco Trail LED Lighting Equipment Page 14 of 16 Vendor # urchase Not a Purchase Order) possible:i' If a vendor does not accept P Gard; pleasenote at,the bottom? {Ca 11 PO Request shall be scanned to the Purchasing e-mail: Purchasing@cLfayetteville.ar Vendor Name: Upchurch Electric Requisition No.: P.O Number: Date: 5/18/2011 Expected Delivery Date Mail Yes: No: Address: City: Fayetteville 2355 N Greg Street ren State: AR Fob Point: Taxable Yes: No: Quotes Attached Yes: x Zip Code: 72703 Ship to code: Divison Head Approval: Requester: John Coleman Requester's Employee #: 2974 Extension: 272 Item Description Quantity Unit of Issue Unit Cost Extended Cost Account Numbers Project/Subproject # Inventory # 1 2 3 4 5 6 7 8 9 10 Bid 10-56 - LEDs 12 EA 1,284.00 $15,408.00 2.2'/x'0 91,10, 53/ 'o 09 0/ J $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Shipping/Handling Lot $0.00 Special Instructions: Approvals: Mayor: Finance & Internal Services Director: Dispatch Manager: Department Director: Budget Manager: Utilities Manager: Subtotal: Tax: Total: $15,408.00 $0.00 $15,408.00 Purchasing Manager: Chief Of Staff: Other: