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Home My WebLink About201-13 RESOLUTIONRESOLUTION NO.201-13 A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) WIRTGEN W35DC MINI MILLING MACHINE FROM EQUIPMENT RESOURCE MANAGEMENT, INC. OF LITTLE ROCK, PURSUANT TO NATIONAL JOINT POWERS ALLIANCE COOPERATIVE PURCHASING AGREEMENT, IN THE AMOUNT OF $132,134.00, 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 one (1) Wirtgen W35DC mini milling machine from Equipment Resource Management, Inc. of Little Rock, pursuant to a state procurement contract, in the amount of $132,134.00. 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 lst day of October, 2013. APPROVED: ATTEST: By_��i—�� SONDRA E. SMITH, City ®1®r� W ffi�so�uroer 0 p� sGo: FAYETTEVILLE ::)0` ° -may kgNSP � 4 City of Fayetteville, Arkansas Budget Adjustment Form Budget Year Division: Fleet Operations Request Date 2013 1 Department: Transportation Services 8/23/2013 V12.0724 Adjustment Number BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION Funds are requested to purchase a Wirtgen W35DC Mini Milling Machine to replace #744 (TRAN_F029 - a 2006 International dump truck). Fleet budgeted to replace the truck in 2014, but the milling machine is available now off State contract and Transportation wants to purchase it now. The milling machine will be more useful to Transportation's mission than the dump truck. Sufficient funds are available to meet City objectives. Mayor Director �9lj-q- Date D9te Date 1-i3-zoi3 Date -o -( Date V D to Prepared By: Reference: Barbara Olsen bolsen 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 132,400 132,400 Increase / (Decrease) Project.Sub Account Name Account Number Expense Revenue Number Vehicles and equipment 9700.1920.5802.00 D 132,400 - 02080 2013 Use of fund balance 9700.0970.4999.99 R1 - 132,400 KABudget\Budget Adjustments\2013 Adjustments\8-23-13 Use fund bal 9182 1 of 1 City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 1011 /2013 City Council Meeting Date Agenda Items Only Jesse Beeks / Barbara Olsen Fleet Operations Transportation Submitted By Division Department Action Kequirea• A resolution to purchase a Wirtgen W35DC Mini Milling Machine from Equipment Resource Management of Little Rock, AR off the NJPA Contract in the amount of $132,134, and approval of a budget adjustment to move funds to the Fleet expense account. $ 132,134.00 Cost of this request 9700.1920.5802.00 Account Number 02080.2013 Project Number Budgeted Item L. X Dip a Director J $ 829,275.00 Category / Project Budget $ 92,417.00 Funds Used to Date $ 736,858.00 Remaining Balance Budget Adjustment Attached rX Other Vehicles and Equipment Program Category / Project Name Vehicles and Equipment Program / Project Category Name Shop Fund Fund Name /Z—/� Previous Ordinance or Resolution # Date 9 Original Contract Date: Original Contract Number: City Attorney v Date r1nan'c6 and Internal Vervices Director to Received in City ' Clerk's Office Chie of S ff Received in ENTERED Mayor's Office Mayor to Revised January 15, 2009 ZayjfI 0-le fie�:v flS CITY COUNCIL AGENDA MEMO To: Mayor/City Council Thru: Terry Gulley, Director of Transportation From: Jesse Seeks, Fleet Operations Superintendent Date: September 11, 2013 THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE Subject: Purchase of a small Milling Machine for Transportation Division PROPOSAL: That City Council approve the purchase of one Wirtgen small milling machine from Equipment Resource Management off NJPA Contract in the amount of $132,134, and approve a budget adjustment to move funds into the Fleet expense account. RECOMMENDATION: Unit #744 is a 2006 International dump truck that is scheduled for replacement in 2014. Transportation has decided to replace it with a small milling machine to do profiling in areas where the current milling machine is too big to use easily (cul-de-sacs) or can't be used at all (around manholes.) Transportation has demo'd this machine and it does the job well. This milling machine is a Wirtgen W35DC with 14" cutting drum that is available immediately with no freight or delivery charges off the State contract for a total cost of $132,134. Transportation wants to purchase this unit as the milling machine will be more useful to Transportation's present mission than the dump truck. Fleet recommends purchasing a Wirtgen W35DC Milling machine off the NJPA contract from Equipment Resource Management of Little Rock, AR in the amount of $132,134. This was presented to the Equipment Committee at the September 10, 2013 meeting. BUDGET IMPACT: As Fleet had budgeted to replace the truck in 2014, a Budget Adjustment is needed to move funds into the 2013 Fleet expense account. Transportation has budgeted for a replacement truck for #744 — the Motor Pool charges for 2014 for the milling machine will be $973 higher for the year than for the truck and Transportation will provide those funds. Sufficient replacement funds have been collected for the purchase. RESOLUTION NO. A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) WIRTGEN W35DC MINI MILLING MACHINE FROM EQUIPMENT RESOURCE MANAGEMENT, INC. OF LITTLE ROCK, PURSUANT TO NATIONAL JOINT POWERS ALLIANCE COOPERATIVE PURCHASING AGREEMENT, IN THE AMOUNT OF $132,134.00, 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 one (1) Wirtgen W35DC mini milling machine from Equipment Resource Management, Inc. of Little Rock, pursuant to a state procurement contract, in the amount of $132,134.00. 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 lst day of October, 2013. APPROVED: ATTEST: I9M LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer �y- j AWARDED ON r A N; NJPA VENDOR CONTRACT SUMMARY — WIRTGEN AMERICA, INC. DATE RFP # July 19, 201 t 060311 AWARDED CONTRACT NUMBER NJPA RFP TITLE & CATEGORY 060311—WAI Heavy Construction EquipmentTogether with Related Accessories, Supplies and Services -asphalt Milling,"Recyclin-.".[_ay Down, Compaction, Concrete Slip Foinni Pavers, Materials Processing. CONTRACT PERIOD PRICING MODEL July 11), 2011 through July 18, 201; Percentage Discount from Catalog,"List DESCRIPTION C onaprellensiw-e lines of Asphalt N'1'*Ilona.,"Re{yciiilg;,"Ilcty Down, Compaction. Concrete Sllipform PFtw'ers, and Materials Processing.F.quipment born the Wirtgen, Vogele, and.11ainni product fannhes. VENDOR NAME AND ADDRESS VENDOR CONTACT t,'irtgen America, Inc Brodie Ilutchins 6030 Dana Way 615-501-0600 Antioch.TN' 370 t 3 btiutchins(ri).wirtirenainenca.corn NJPA CONTRACTS CONSIST OF THE FOLLOWING RELATED CONTRACT DOCUMENTATION DOCUMENTS Board Minutes Section 2,6 "Contract" as used herein shall mean. Affidavit of Advertisement cumulative docuixientation consisting of the .RFP, and. entire Bid Evaluation Bidders .Response, and fuliv executed "Acceptance and Bid Opening Witness Page Award,". Bid Comment & Review • Request for Proposal (RFP) • Bid Acceptance & Award • Pricing Discount Swnmary • Bidder's Response and Pricing - Available upon request tTom the N11"A Contract Manager DOCUMENTATION OF CONTRACT MAINTENANCE ADDITIONAL INFORMATION: Contract Renewal 2013 • Award Announcement Contract Renewal 2012 NJPA INFORMATION NJPA CONTACT TITLE Jeremy Schwartz NJPA Contract Manager PHONE EMAIL 18-894-5488 jeremv__scIIw-artzC�.nlj dCOonf}I_'T ADDRESS WEBSITE 202 12th Street NE, P.O. Box 219, Sta les, .&IN 76479 www.njl)acool.).org National Joint Powers Alliance` Contract Purchasing Department EEQUIPMENT JRESOURCE MANAGEMENT INC. P.O. BOX LITTLE ROCK, AR Awl 41� 'Construction Equipment Sourcing 6 Acquisition" August 15, 2013 MR. JOEY SMITH MR. JESSE SEEKS CITY OF FAYETTEVILLE 1525 SOUTH HAPPY HOLLOW RD. FAYETTEVILLE,AR 72701 Gentlemen, We are pleased to offer for your consideration the following WIRTGEN Construction Equipment product. • OPERATORS STATION INC. STAND-UP SEAT • 1V WIDTH CUTTING DRUM • 73 GALLON WATER SYSTEM INC. DRUM SPRAY BAR ARRANGEMENT • SINGLE STAGE DETACHABLE DISCHARGE CONVEYOR OPTION • 2-SPEED TRAVEL DRIVE /LOCKABLE TOOL BOX W%TOOLKIT �. OPERATING WEIGHT 10,250 LBS. RICE.F.O. yetteville,Ar................................................................$146,815.00* ess.J.P.A. Fleet Discount................................................................$ 14,681.50** TOTAL NET PRICE ..................................... ............................................. $ 132,133.50* • Price does not include any applicable taxes Sincerely, Britt Barnes Equipment Resource Management, Inc. ** N.J.P.A. CONTRACT 060311-WAI Phone (501) 223-8604 • Fax (501) 224-2658 p > - m = co OD w o a — />] M = q - > < g / < ° \ 2 2 > ( } , - z / ) q m 2 R � o _ / - n o m z -0,2 , 2 m � k G CD 9 (A)z 0 / m m j k e _ ® »CD - - j n z / § \ ( / / 2 E C t ° k \\ m § %E z m 2& k0 2 , , � O 0 o &\ ID = 0 ■ zƒ§ - S m \ >�ET a E COk k { �( (D \\/. 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