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Home My WebLink About134-13 RESOLUTIONRESOLUTION NO. 134-13 A RESOLUTION AWARDING BID #13-32 AND AUTHORIZING A CONTRACT WITH FRANK GARDNER CONSTRUCTION, LLC IN THE AMOUNT OF $41,280.00 FOR THE PURCHASE OF AN OVERHEAD LUBE SYSTEM FOR THE FLEET DIVISION, AND APPROVING A TEN PERCENT (10%) PROJECT CONTINGENCY 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 #13-32 and authorizes a contract with Frank Gardner Construction, LLC in the amount of $41,280.00 for the purchase of an overhead lube system for the Fleet Division, and further approves a ten percent (10%) project contingency. PASSED and APPROVED this 18t` day of June, 2013. APPROVED: ATTEST: By: _- SON RA E. SMITH, City Clerk/Treasurer ��oon � i n►►� q �;•'G�� Y of •sG'�'� FAYETTEVILLE. City of Fayetteville Staff Review Form Jesse Beeks / Barbara Olsen Submitted By City Council Agenda Items and Contracts, Leases or Agreements 6/18/2013 City Council Meeting Date Agenda Items Only Fleet Operations Transportation Division Department Action A resolution awarding Bid #13-32 to Frank Gardner Construction, LLC of Mt. Vernon, AR for the purchase of an overhead lube system for the Fleet shop in the amount of $41,280 plus a contingency of 10% for a total of $45,408. $ 45,408.00 Cost of this request 9700.1920.5802.00 Account Number 12007.1 Project Number Budgeted Item �X Department DjpdAor C' ttorney $ 295,000.00 Category / Project Budget Funds Used to Date $ 295,000.00 Remaining Balance Budget Adjustment Attached S =31-/� Date Date Finance and Internal Services Director Date -"/ I'A " AL== 1p-3-l3 Date ate Overhead Lube System Program Category / Project Name Shop Improvements Program / Project Category Name Shop Fund Fund Name Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received in CityO --' ; - 3 ° 1 ' : � = RCVD Clerk's Office E Received in Mayor's Office Rc4-4 1—.— 4G Irmo fayeujile �r M CITY COUNCIL AGENDA MEMO To: Mayor/City Council Thru: Terry Gulley, Director of Transportation I o-A From: Jesse Beeks, Fleet Operations Shop Supervisor Date: May 31, 2013 Subject: Purchase of one Overhead Lube System for Fleet Shop THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE PROPOSAL: That City Council award Bid #13-32 for the purchase of one Overhead Lube System for the Fleet shop to Frank Gardner Construction, LLC of Mt Vernon, AR in the amount of $41,280 plus a 10% contingency for a total of $45,408. RECOMMENDATION: When the current oils / lubricants bid was put out several years ago, specifications asked that the equipment (tanks, tubing, etc.) be supplied. In retrospect, this requirement limited the number of bidders on the oil as not everyone could supply the equipment. Fleet decided to purchase the equipment so that in future when oils/lubricants are bid out, there should be more bidders which should result in more competitive bidding. This bid is for the overhead piping, and oil tanks. Fleet recommends purchase of the overhead lube system from Frank Gardner Construction,. LLC of Mt. Vernon. They are the low bidder; they have met all specifications of the bid. A bid tab sheet is attached. BUDGET IMPACT: This purchase was budgeted for on the capital side. RESOLUTION NO. A RESOLUTION AWARDING BID #13-32 AND AUTHORIZING A CONTRACT WITH FRANK GARDNER CONSTRUCTION, LLC IN THE AMOUNT OF $41,280.00 FOR THE PURCHASE OF AN OVERHEAD LUBE SYSTEM FOR THE FLEET DIVISION, AND APPROVING A TEN PERCENT (10%) PROJECT CONTINGENCY 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 #13-32 and authorizes a contract with Frank Gardner Construction, LLC in the amount of $41,280.00 for the purchase of an overhead lube system for the Fleet Division, and further approves a ten percent (10%) project contingency. PASSED and APPROVED this 18th day of June, 2013. APPROVED: R-A ATTEST: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer Sery Frank Gardner Construction, LLC The Southern Company NLR, lnC „ ;„„ Complete Overhead Lube System Lincoln Industrial Line Graco Matrix Style Graco/Hail Tank Total Bid Price = $ 169,000.00 $ 41,280.00 $ 48,469.00 CERTIFIED: BID: 13-32 DATE: 05/30/13 TIME: 2:00 PM ;CITY OF FAYETTEVILLE *NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City officials. ZZ 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.fa etteville.anus Requisition o.: Date: 6/7/2013 P.0 Number: Expected e ivery Date: Vendor #: Vendor Name: FRANK GARDNER CONSTRUCTION, LLC Mail Yes:_ No: X Address: Fob Point: Taxable Yes:_ No: X Quotes Attached Yes: No: x City: State: Zip Code: Ship to code: 50 Divis n Head Approval: Requester: BARBARA OLSEN Requester's Employee #: 1940 E nsion: 485 Item Description Quantitv Unit of Issue Unit Cost Extended Cost Account Numbers Pro'ect/Sub ro'ect # Inventory# Fixed Asset # 1 PURCHASE AND INSTALLATION OF OVERHEAD 1 JOB 41,280.00 $41,280.00 9700.1920.5801.00 12007.1 2 LUBE SYSTEM FOR THE FLEET SHOP PER BID $0.00 3 #13-32 $0.00 4 10% CONTINGENCY 1 4,128.00 $4,128.00 9700.1920.5801.00 12007.1 5 $0.00 6 $0.00 7 $0.00 8 $0.00 9 $0.00 10 $0.00 Shipping/Handling Lot $0.00 Special Instructions: Subtotal: $45,408.00 _ Tax: INCLUDED Total: $45,408.00 Approvals: Mayor: Department Director: Purchasing Manager: Finance & Internal Services Director: Budget Manager: IT Manager: Dispatch Manager: Utilities Manager: Other: Revised 1/2/2008 City of Fayetteville Staff Review Form 1 4,1' Jesse Beeks / Barbara Olsen Submitted By City Council Agenda Items and Contracts, Leases or Agreements N/A City Council Meeting Date Agenda Items Only Fleet Operations Transportation Division Department Action Kequirea: Fleet requests to use contingency funds in the amount of $825.00 (tax included) to increase the size of pipe from 1/2" ID to 1" ID for the overhead lube system installation in Fleet shop. $ 825.00 Cost of this request 9700.1920.5801.00 Account Number 12007.1 Project Number Budgeted Item �X $ 4,128.00 Category / Project Budget Funds Used to Date $ 4,128.00 Remaining Balance Budget Adjustment Attached Shop Improvements Vehicles and Equipment Program / Project Category Name Shop Fund Fund Name „ 0 Previous Ordinance or Resolution # 134-13 Date Original Contract Date: AtZ&T--/-3 Original Contract Number: Date Finance and Internal Services Director Date Received in City _ 1 pp Clerk's Office Date QEKT Ep Received in. J� Mayor's Office *ate Revised January 15, 2009 +aia THE CITY OF FAYETTE ILLE, ARKA SAS DEPARTMENT CORRESPONDENCE CITY COUNCIL AGENDA MEMO To: Mayor Thru: Terry Gulley, Director of Transportation�f� From: Jesse Beeks, Fleet Operations Superintendent Date: October 14, 2013 Subject: Use of contingency funds for overhead lube system PROPOSAL: Fleet requests to use contingency funds in the amount of $825 (tax included) to increase the size of pipe from 1/2" IDto 1" ID for the overhead lube system installation in Fleet Shop. RECOMMENDATION: This job was spec'd with'/2" diameter pipe running the length of the shop. %2" pipe will work fine if only one tech is trying to pump oil at any given time. Increasing the pipe to 1" inside diameter will allow more than one tech to pump oil at the same time. Fleet recommends increasing the size of the overhead pipe to increase efficiency in the shop. The job should have been spec'd with 1" pipe to start with. BUDGET IMPACT: A 10% contingency for this project was approved by Council in the amount of $4,128 on resolution #134-13 on June 18, 2013. Overhead Lute System for Fleet shop Change Order #1 Price to upgrade to a V trunk line on each oil line is $250 per line x 3 lines = $750. plus tax Gary VVainwright (10/15/2013) Barbara Olsen Fwd Lube System Seite 1 From: Jesse Beeks To: Olsen, Barbara Date: 10/14/2013 10:46 AM Subject: Fwd: Lube System Jesse Beeks CAFM Fleet Operations City of Fayetteville (479)444-3494 jbeeks@ci.fayetteville.ar.us TDD (Telecommunications Device for the Deaf) (479) 521-1316 >>> Gary Wainwright <gary.w(abwecolifts.com> 10/7/2013 4:45 PM >>> Price to upgrade to a 1" truck line on each oil line $250 per line x 3 lines = $750 Thanks Gary Wainwright Weco Inc. 1481 Hwy 167 N Bradford, AR 72020 501-230-9326(weco)