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Home My WebLink About239-12 RESOLUTIONRESOLUTION NO. 239-12 A RESOLUTION AWARDING BID #12-76 AND AUTHORIZING A CONTRACT WITH PETERBILT OF FORT SMITH IN THE AMOUNT OF $499,366.00 FOR THE PURCHASE OF TWO (2) FRONT LOAD REFUSE TRUCKS 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 #12-76 and authorizing a contract with Peterbilt of Fort Smith in the amount of $499,366.00 for the purchase of two (2) front load refuse trucks 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 to this Resolution as Exhibit "A". PASSED and APPROVED this 18th day of December, 2012. APPROVED: By: / illi /��►:j LD JO , Mayor ATTEST: By: &iYelr . SONDRA E. SMITH, City Clerk/Treasurer ;��ERK / TRS E. 4( FAYETTEVILLE��= :% %57sy. �kq NSP . �� City of Fayetteville, Arkansas Budget Adjustment Form V12.0724 Budget Year 2012 Division: Fleet Operations Department: Transportation Services Request Date 11/13/2012 Adjustment Number BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION The purchase price to replace #461 and #477 (two Solid Waste Front Load Refuse Trucks) was underestimated in the 2012 capital budget. Funds to cover the shortage are requested from fund balance. Sufficient funds remain to meet City objectives. Division Division Head B fidget Director epartment D': -ctor Date Date j3/4g2— Finance Director Date Account Name Prepared By: Barbara Olsen Reference: bolsen Budget & Research Use Only Type: A BCD EP General Ledger Date Posted to General Ledger Checked / Verified Initial Date Initial Date TOTAL BUDGET ADJUSTMENT 40,000 40,000 Vehicles and equipment Increase / (Decrease) Project.Sub Account Number Expense Revenue Number 9700.1920.5802.00 E) 40,000 02082 . 2012 Use of fund balance 9700.0970.4999.99 RI 40,000 K:\Veh.Repl-Exp Requests\2012 Requests\11-13-12 SWCM Front Loaders BA.xls a a EXHIBIT A 1 of 1 City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements December 18, 2012 City Council Meeting Date Agenda Items Only Dennis Pratt / Barbara Olsen Fleet Operations Submitted By Division Action Required: Transportation Department A resolution awarding Bid #12-76 to Peterbilt of Fort Smith in the amount of $499,366 for the purchase of two front Toad refuse trucks for use by Solid Waste, and approval of a budget adjustment to move funds to the Fleet Expense Account. 499,366.00 Cost of this request 9700.1920.5802.00 Account Number 02082.2012 Project Number Budgeted Item X 1,556,000.00 Category / Project Budget Solid Waste Vehicles & Equipment Program Category / Project Name 1,090,360.00 Vehicles and Equipment Funds Used to Date Program / Project Category Name 465,640.00 Remaining Balance Budget Adjustment Attached X Shop Fund Fund Name orney A'cLA Fiar i ce and Internal Services Director Date %7 Previous Ordinance or Resolution # Original Contract Date: /t" / 39— 2 Original Contract Number: Date 1L-3o'?1JlZ Date 'Comments: Revised January 15, 2009 a�F verleville 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: November 29, 2012 Subject: Purchase of two Front Load Refuse Trucks for Solid Waste PROPOSAL: That City Council approve the purchase of two Peterbilt trucks with Wayne Front Load Bodies in the amount of $499,366 for use by Solid Waste Division, and approve a budget adjustment to move funds to the Fleet Expense account. RECOMMENDATION: Bid #12-76 was opened November 1, 2012. The low bid that meets most specifications is from Peterbilt of Fort Smith. A Bid tab sheet is attached. Two front load refuse trucks are due for replacement. #161 is a 2003 Mack and 477 is a 2005 Autocar. They are no longer dependable or suitable for front line use. I recommend acceptance of the bid from Peterbilt of Fort Smith, Option 2, in the amount of $499,366 for two Peterbilt 320s with Wayne Titan Bodies. BUDGET IMPACT: These replacements were budgeted for on both the capital and operating sides. However, the capital purchase price was underestimated so a Budget Adjustment is attached to move the balance needed from fund balance. RESOLUTION NO. A RESOLUTION AWARDING BID #12-76 AND AUTHORIZING A CONTRACT WITH PETERBILT OF FORT SMITH IN THE AMOUNT OF $499,366.00 FOR THE PURCHASE OF TWO (2) FRONT LOAD REFUSE TRUCKS 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 #12-76 and authorizing a contract with Peterbilt of Fort Smith in the amount of $499,366.00 for the purchase of two (2) front load refuse trucks 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 to this Resolution as Exhibit "A". PASSED and APPROVED this 18th day of December, 2012. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer Ta'yZtrcgje 1 Diamond International of Little Rock - Option 1 Bid 12-76, Front Load Refuse Trucks strtption Diesel Powered Chassis Front Load Solid Waste Truck Body MANIJFACTURERI.DE Crane Carrier LET2 McNeilus Atlantic 2 Diamond International of Little Rock • Option 2 • Diesel Powered Chassis Front Load Solid Waste. .Truck Body Crane Carrier Labrie Wittke 3 Peterbilt of Fort Smith, LLC - Opilon 1 5 Shipley Motor Equipment Company Diesel Powered Chassis Front Load Solid Waste Truck Body Peterbilt 320'•. Kann Commercial Route Sting Front Loads BID: 12-76 11101/12 2:00 PM CITY OF FAYETTEVILLE n1*FA.r�ASS. r, .: 2 $ 181,816.00 $ 383,832.00 2 $ 113,957.00 $ 227,914.00 (:+$fr @9;14$4810.011 2 $ 181,816.00 $ 383,632.00 2 $ 108,841.00 $ 217,882.00 1.3 ry 7.014 t314;00c'1 2 $ 138,623.00 "$ •< 277,246.00 2 $ 84;758.00 $ • MOO 169,516.00 Diesel Powered Chassis Peterbilt 320 2 $ 138,623.00 $ 277,246.00 Front Load Solid Waste Truck Body Wayne Titan Eco Force 1%. j p, (9g 3 EA Ili $ 111,060.00 $ 222,120.00 Diesel Powered Chassis Front Load Solid Waste Truck Body Mack LEV613 Wayne Titan Eco Force 2 2 $ 136,988.00 $ $ 111,060.00 $ CERTIFIED: P. Vice, PURCH MGR *NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by Ctty officials. (iQ WITNESS ;: :"- y;A$9G3€ 04 y 273,976.00 222,120.00 1s. 01.K s" A00950011 2 DATE 10,12 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: 11/29/2012 P.0 Number: Expected Delivery Date: Vendor #: 19771 Vendor Name: PETERBILT OF FORT SMITH Mail Yes:_ No: X Address: Fob Point: Taxable Yes:_ No: X Quotes Attached Yes: No: x_ City: State: Zip Code: Ship to code: 506D___"..., Div' n Head Approva: 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 2013 PETERBILT 320 CHASSIS WITH WAYNE 2 EA 249,683.00 $499,366.00 9700.1920.5802.00 02082.2012 TITAN ECO FORCE BODY, TO BE UNITS 4018 AND $0.00 4019, FIXED ASSET NUMBERS 704018 AND $0.00 704018 704019 $0.00 704019 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Shipping/Handling Lot $0.00 Special Instructions: Subtotal: $499,366.00 Total: $499,366.00 Approvals: Mayor: Finance Dispatch Department Director: Budget Manager: Utilities Manager: Purchasing Manager: IT Manager: & Internal Services Director: Manager: Other: Revised 1/2/2008 KIT WILLIAMS FAYETTEVILLE CITY ATTORNEY JASON B. KELLEY Assistant City Attorney Judy Housley Office Manager Phone (479) 575-8313 FAX (479) 575-8315 TDD (479) 521-1316 Mr. David A. Bass Shipley Motor Equipment Company P.O.Box 250 Lowell, AR 72745 Re: City of Fayetteville Bid No. 12-76 Dear Mr. Bass: aye ,,..�., le 113 W. Mountain, Suite 302 November 30, 2012 Fayetteville, AR 72701-6083. This office is in receipt of a hand -delivered letter signed by you "dated November 28, 2012, concerning the. award of City of Fayetteville Bid No. 12-76 for front -loader solid waste vehicles. Your company submitted a sealed competitive bid for Bid No. 12-76. In reviewing the submitted bid documents, the Shipley bid did not provide a guaranteed delivery date. In response tothe request for a guaranteed delivery date, the Shipley bid stated "7/28/2013 if ordered by 11/10/2012". A copy of the page showing this response is enclosed. The bids were publicly opened by the City on November 1, 2012. Since it was impossible for the City to review the bids, make a recommendation to the City Council, award a bid and place an order by November 10, 2012, (in fact the bid has yet to be awarded as the date of this writing) the Shipley guaranteed delivery date had no meaning and operated as no guaranteed delivery date at all. The delivery date is a key term of the bid. We cannot negotiate different terms regarding this bid with Shipley which would operate to the disadvantage of other bidders. who fully complied with the bid request. If fact, there have been delivery issues between the City and Shipley on similar equipment earlier this. year which prompted my contact with your company related to the failure of Shipley to deliver Manufacturer's Statements of Origin for. solid waste trucks to the City. At that time, Shipley was disputing the imposition of the daily penalty for late delivery. We were pleased that Shipley delivered the certificates shortly after our office became involved in the situation. As should be clear, the date the City can expect delivery is critical. Simply put, the City cannot enter into a purchase agreement with "gray area" concerning when its needed equipment will be delivered. We cannot entertain Shipley's suggestion in your November 28.`" letter, since doing so would operate to the disadvantage of and be fundamentally unfair to other bidders who complied with all aspects in their bids. I hope this letter brings your company clarity regarding the City's position in this matter. ely, Enclosure cc: D. Pratt, A. Foren Jason B. Kelley Assistant City Attorney