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Home My WebLink About137-13 RESOLUTIONRESOLUTION NO. 137-13 A RESOLUTION AUTHORIZING THE PURCHASE OF TWO (2) CATERPILLAR 308E EXCAVATORS FROM J.A. RIGGS OF SPRINGDALE IN THE TOTAL AMOUNT OF $239,734.00, PURSUANT TO A NATIONAL JOINT POWERS ALLIANCE COOPERATIVE PURCHASING AGREEMENT, FOR USE BY THE WATER AND SEWER DIVISION AND THE TRANSPORTATION 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 the purchase of two (2) Caterpillar 308E excavators from J.A. Riggs of Springdale in the total amount of $239,734.00, pursuant to a National Joint Powers Alliance cooperative purchasing agreement, for use by the Water and Sewer Division and the Transportation 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 18t` day of June, 2013. APPROVED: ATTEST: By: By: TIONELD011DAN, Mayor SOND`RA E. SMITH, City Clerk/Treasurer `�Noj iIIIIfill.,/ _�: FAYETfEVILLE;�U= City of Fayetteville, Arkansas Budget Adjustment Form V 12.0724 Budget Year Division: Fleet Operations 2013 1 Department: Transportation Services BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION Request Date I Adjustment Number 6/18/2013 Funds are needed in 02077 Construction Equipment for the purchase of two Excavators for Water and Sewer and for Transportation. $90,000 is available in 02076 Backhoes/Loaders to replace Backhoe #643 (WSEW_F081). $187,000 is available in 02080 Other Equipment to replace #86 (TRAN_F094 / WSEW_F056) - a Concrete Mixer Truck which was shared by W&S and Transp. Both #643 and #86 will be replaced by Excavators which will be purchased from 02077. or ivision ea D to _ 2313 Budget Dire r Date Departme irector Date -- _Q -_ ---- �' 3 -2.013 Finance Director Date Chief 9 Date V0Da Jte — -- Prepared By: Barbara Olsen Springer, Kevin Reference: Budget & Research Use Only Type: A B C D E P General Ledger Date Posted to General Ledger Checked / Verified Initial Date Initial Date TOTAL BUDGET ADJUSTMENT - - Increase / (Decrease) Project.Sub Account Name Account Number Expense Revenue Number Vehicles and equipment 9700.1920.5802.00 =t (90,000) - 02076 2013 Vehicles and equipment_ 9700.1920.5802.00 :H7 . (1.87,000) 02080 2013 _ Vehicles and equipment 9700.1920.5802.00 :3 277,000 02077 2013 -- - EXHIBIT J. - - 74 C:\Users\KSPRIN-1.CIT\AppData\Local\Temp\xPgrpwise\6-18-13 move funds 822, 824.xis 1 of 4 T 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 Kegwrea: A resolution to purchase two Caterpillar 308E Excavators from JA Riggs of Springdale, AR off their bid through NJPA in the amount of $119,867 each for a total of $239,734 for use by Water & Sewer and Transportation Divisions. $ 239,734.00 Cost of this request 9700.1920.5802.00 Account Number 02077.2013 Project Number Budgeted Item �X $ 736,000.00 Category / Project Budget $ 230,750.00 Funds Used to Date $ 505,250.00 Remaining Balance Budget Adjustment Attached �X Date Date -Z'A C', (, G 3 - 20►} Finance and Internal Services Director Date _3 Date Efate Construction Equipment Program Category / Project Name Vehicles and Equipment Program / Project Category Name Shop Fund Fund Name Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received in City i -3 D- 1 3 A I 1: 4 8 R C V D Clerk's Office Received in E Mayor's Office Revised January 15, 2009 IV RKANSASEM CITY COUNCIL AGENDA MEMO To: Mayor/City Council Thru: Terry Gulley, Director of Transportation "rPt— From: Jesse Beeks, Fleet Operations Shop Supervisor Date: May 29, 2013 THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE Subject: Purchase of two Excavators for Water & Sewer and Transportation Divisions PROPOSAL: That City Council approve the purchase of two Caterpillar 308E Excavators from JA Riggs of Springdale, AR off their bid through NJPA in the amount of $119,867 each for a total of $239,734 for use by Water & Sewer and Transportation Divisions. RECOMMENDATION: Two units need to be replaced. The first unit is #86 (a 1999 Mack Concrete Mixer Truck) which was shared 70% / 30% by Transportation and Water & Sewer. Both users have stated they do not need another concrete mixer truck as it is now possible to purchase concrete one yard at a time. This was not possible in the past and is the reason why it was necessary to own a concrete mixer truck. The second unit is #643 (a 2000 Backhoe) for Water & Sewer that died and was sold earlier this year. Both Divisions have asked for Excavators as the replacement equipment as that will better help them fulfill their missions. Replacement was pushed back on both these units and it is now time to replace them. Sufficient funds have been collected from both Divisions for these replacements. Sufficient capital funds are available for the purchase. However, a budget adjustment is needed to move funds from one Fleet project to another. Funds for Backhoe replacement are in `Backhoe" project; funds for concrete mixer truck are in "Other Equipment" project; Excavators will be purchased out of "Construction Equipment" project. Fleet recommends purchase of two Caterpillar 308E CR SB Excavators off the NJPA Contract from JA Riggs of Springdale in the amount of $119,867 each, for a total of $239,734. This purchase was discussed at the Equipment Committee meeting on May 28, 2013. BUDGET IMPACT: Both these replacements were budgeted for on the capital and operating sides. A Budget Adjustment is needed to move funds from Fleet projects to the correct Fleet project. RESOLUTION NO. A RESOLUTION AUTHORIZING THE PURCHASE OF TWO (2) CATERPILLAR 308E EXCAVATORS FROM J.A. RIGGS OF SPRINGDALE IN THE TOTAL AMOUNT OF $239,734.00, PURSUANT TO A NATIONAL JOINT POWERS ALLIANCE COOPERATIVE PURCHASING AGREEMENT, FOR USE BY THE WATER AND SEWER DIVISION AND THE TRANSPORTATION 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 the purchase of two (2) Caterpillar 308E excavators from J.A. Riggs of Springdale in the total amount of $239,734.00, pursuant to a National Joint Powers Alliance cooperative purchasing agreement, for use by the Water and Sewer Division and the Transportation 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 June, 2013. APPROVED: OR LIONELD JORDAN, Mayor ATTEST: SONDRA E. SMITH, City Clerk/Treasurer x NJPA VENDOR CONTRACT SUMMARY - CATERPILLAR HEAVY EQUIPMENT DATE RFP # October 19. 201 1 0603 1 AWARDED CONTRACT NUMBER NJPA RFP TITLE & CATEGORY 060311-CAT plco%vColl"ll' xaiOri I IolL...011crtt%ith Reek{^{ .• .i'�'c:4s(?r li'S, his};}")lies. Af)( Scr ;Cc" I"I%'.av €.f)ri:Cl'Iteti(?!i I"quiprim"i, CONTRACT PERIOD PRICING MODEL €)ctoher 19, 2oI i tbrc ln:,i"i October Ifs', 201'i PcreelItage I'Jiscoulll:fro rl) Cagile) DESCRIPTION Pavers. Ct n"pactors. Frack C ype I ra iors. InTC nr,Aed fbol € .al)lers, 'l'fixoi-,;. SC:rapers, Gir"Aders. sly i 1.,i>„U1ur5. Articualcd [ :':ac l« 1)i,7, r , V i)C'tit;0.la( 1 rucic.,�, and Work'[ ook For All l quipnncri; I ,iStC L VENDOR NAME AND ADDRESS VENDOR CONTACT C;atcr} illar, I )c Jason Wa kei 100NI. Adams, Stieol 09_6;,-q.09 1)k!ori . tI : 61629 Walker Jason C,ikawom NJPA CONTRACTS CONSIST OF THE FOLLOWING RELATED CONTRACT DOCUMENTATION DOCUMENTS m Af idavit of Advertisement. Section 2,6 -C on'.r<)rt" as used Ilerein stall rneail «I3id Opening, Witness Pare c:unft:llitive documentation con: istinj; ofthe; RITI. arid entire o Bid I'Vaivation I:)iiddel''s 1:Zcspmsc, and hill :" i:xcc itc;d "Acceptail.:t effid ... _._.....__...._ * Bid Comment & Review trLL. ...................... _.._............... .................... _................. e Board Minutes 7-19-11 Rc juest for Pro wsal It . t'} Bid Acceptance & Award I'ricina Discount Sumniary a llidd ;i`.. Rc: pc i)se a)).:, Pririr:. A,, zi1';1Ah1e upoli re,qu::st. iiolr. tl)e ;\. PA C ontra(A Mana<,ser DOCUMENTATION OF CONTRACT MAINTENANCE ADDITIONAL INFORMATION: • CONTRACT AMENDMENT NJPA INFORMATION NJPA CONTACT TITLE lclvn", s0l"4,,)ry NJPA Con ;,-ad Mjll:a'gcr PHONE EMAIL ? 1 R-8t?.:l_,:.I�4 ��c, ntv�:r�ti�:,.i•t%'tz i�<?_)•� ADDRESS WEBSITE 202' 121i S€reo \I?. 11,0. Box "2119 Staplc MN 56479 National Joint Powers Alliance' Contract Purchasing Department Quote 110672-01 May 13, 2013 CITY OF FAYETTEVILLE 1625 S HAPPY HOLLOW RD FAYETTEVILLE, ARKANSAS 72701-7258 Attention: JESSE BEEKS WE ARE PLEASED TO QUOTE THE FOLLOWING FOR YOUR PURCHASE CONSIDERATION. ONE (1) NEW 2013 CATERPILLAR MODEL: 308E CR SB COMPACT HYDRAULI C V TO WITH ALL STANDARD EQUIPMENT IN ADDITION TO THE ADDITIONAL SPECIFICATIONS LISTED BELOW: STOCK NUMBER:1303308 Sell Price $119,867.00 Ext Warranty Included Before Tax Balance $119,867.00 WARRANTY 12 Months / Unlimited Hours Premier Warranty* All standard warranties include travel Standard Warranty: time & mileage for first three months. Scheduled Oil sampling is required during entire warranty period. Extended Warranty: 24 MO/2000 PREMIER (total machine) ADDITIONAL CONSIDERATIONS • Pricing pursuant to NJPA Contract 060311-CAT THANK YOU FOR YOUR INTEREST IN RIGGS CAT AND CATERPILLAR PRODUCTS FOR YOUR BUSINESS NEEDS. THIS QUOTATION IS VALID FOR 30 DAYS, AFTER WHICH TIME WE RESERVE THE RIGHT TO RE -QUOTE. IF THERE ARE ANY QUESTIONS; PLEASE DO NOT HESITATE TO CONTACT ME. SINCERELY, -z /�--- STEVE SMITH MACHINE SALES REPRESE TATIVE RIGGS CAT Aocepled by vi u I on D p� � signature Page 1 of 5 Riggs CAT Quote 110672-01 ONE (1) NEW CATERPILLAR MODEL: 308ECR Swing Boom COMPACT CONSTRUCTION EQUIPMENT WITH ALL STANDARD EQUIPMENT IN ADDITION TO THE ADDITIONAL SPECIFICATIONS LISTED BELOW: STANDARD EQUIPMENT POWERTRAIN CAT C3.313 Diesel Engine with 12 volt electrical starting Auto idle 2,500M (8,200ft) altitude capability UNDERCARRIAGE Hydraulic track adjusters ELECTRICAL 12 volt electrical system Circuit breaker Ignition key stop switch 60 ampere alternator Working light: OPERATOR ENVIRONMENT Openable front windshield with assist device Digital liquid crystal monitor: Language display, Full graphic and color display, Instrument panel and gauge, Warning information and machine condition, Clock Windshield wiper and washer Air conditioning with defroster Interior light Coat hook Literature holder Utilfty space for mobile phone FLUIDS Extended life cooling -37C Water seperator in fuel line Two speed auto -shift travel Straight line travel Automatic swing park brake -Cab mounted -Boom left 880 CCA maintenance free battery Warning horn Cup holder Hydraulic neutral lockout system Washable floor mat Skylight Rear window emergency exit Travel control pedals with hand levers Control lever mounted auxiliary controls Adjustable wrist rests Mirror rear view: -Cab left Suspension seat with retractable seat belt Radio mounting- 12V power socket Page 2 of 5 'Riggs CAT OTHER STANDARD EQUIPMENT Load sensing hydraulics Auxiliary hydraulics with adjustable maximum flow and continuous flow Door locks Caterpillar corporate "one key' system Boom lowering device Tool storage area Accumulator Towing eye on base frame Tie down eyes on track frame Boom with offset swing post Rear reflector Lockable fuel cap Quote 110672.01 Page 3 of 5 Riggs CAT MACHINE SPECIFICATIONS Description List Amount 308E2 Compact Radius HYD $125,680.00 EXCAVATOR STICK PACKAGE,LONG $363.00 TRACK, 18" Steel Triple Grouser, W/ $2,875.00 RUBBER PAD SEAT, HIGHBACK,AIR SUSPENSION, HEATED DRAIN, ECOLOGY $79.00 HIGH AMBIENT COOLING BLADE, 91 ", BOLT -ON EDGES $915.00 LINES, QUICK COUPLER, LONG $2,165.00 HYDRAULICS, AUXILIARY LIGHT, BOOM RIGHT SIDE $150.00. GUARD, SWIVEL $505.00 RADIO $40.00 PROTECTION,SHIPPING CATERPILLAR C 3.3B (Tier IV Final compliant) 65HP ECONOMY MODE (20% fuel savings) TWO SPEED TRAVEL $198.00 SWING BOOM SECURITY CODE MONITOR(passcode protected) Total List Price $132,960.00 Contract Discount -17.50%Q ($23,268.00) Machine Sub Total after discount $109,692.00 Optional Attachments: 295-5954 BUCKET, HEAVY DUTY, 36", 0.51 CYD $2,557.00 305-6741 THUMB, HYDRAULIC $4,069.00 .308-0324 EXTRA PINS,(for bucket, hammer, q- $392.00 coupler) 361-1099 COUPLER, PG, HYD, DUAL LOCK $5,460.00 369-0786 CAT H95E S HAMMER( silenced, auto $2.8,781.00 shut off,1,500 lb. energy class) 369-0792 TOOL, MOIL $581.00 394-2330 MOUNTING BRACKET $1,044.00 397 2420 LINES, CONNECTOR $469.00 Total List Price $43,343.00 Contract Discount -15.00% ($6,501.45) Quote 110672-01 Page 4 of 6 Riggs CAT Quote 110672-01 Attachments Sub Total after discount Total Price for Machine and Attachments After Contract Discounts Freight Charge Prep and Delivery 24 Months / 2,000 Hours Premier Warranty Riggs CAT Volume Discount Final Price $36,841.65 $146,533.55 $2,861.00 $966.00 $202.00 ($30,685.55) $119,867.00 Page 5 of 5 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 o.: Date: 5/29/2013 P.0 NumbeF- t:xpected Delivery Date: Vendor #: 11700 Vendor Name: JA RIGGS Mail Yes:_ No: X Address: Fob Point: Taxable Yes:_ No: X Quotes Attached Yes: No: x City:. State: Zip Code: Ship to code: 50 Di vi on Head Approval: Requester: BARBARA OLSEN Requester's Employee #: 1940 ension: 485 Iteml Description Quantity Unit of Issue Unit Cost Extended Cost Account Numbers Project/Subproject # Inventory # Fixed Asset # 1 CATERPILLAR 308E CR SB EXCAVATORS PER 2 EA 119,867.00 $239,734.00 9700.1920.5802.00 02077.2013 2 QUOTE OFF NJPA CONTRACT, TO BE UNITS $0.00 700822 3 822, FIXED ASSET 700822 AND UNIT 824, $0.00 700824 4 FIXED ASSET 700824 $0.00 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: $239,734.00 Total: $239,734.00 Approvals: Mayor: Department Director: Purchasing Manager: Finance & Internal Services Director: Budget Manager: IT Manager: Dispatch Manager: Utilities Manager: Other: Revised 1/2/2008