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Home My WebLink About211-13 RESOLUTIONRESOLUTION NO.211-13 A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) ELGIN CROSSWIND SWEEPER FROM SCRUGGS EQUIPMENT OF MEMPHIS, TENNESSEE IN THE AMOUNT OF $223,002.00, PURSUANT TO AN NJPA COOPERATIVE PURCHASING AGREEMENT, FOR USE BY THE TRANSPORTATION DEPARTMENT, 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) Elgin Crosswind sweeper from Scruggs Equipment of Memphis, Tennessee in the amount of $223,002.00, pursuant to an NJPA cooperative purchasing agreement, for use by the Transportation Department. 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 5 h day of November, 2013. APPROVED: ATTEST: By: e SONDRA E. SMITH, Cit�/�� reasurer 0 m N y �y• ,{� FA' 1 lY�LLE®� NSV- City of Fayetteville, Arkansas Budget Adjustment Form Budget Year Division: Fleet Operations I Request Date 2013 Department: Transportation Services 11 /5/2013 V12.0724 Adjustment Number BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION Funds are requested to purchase a 2013 International truck with Elgin Crosswind Sweeper to replace #9091 TRAN_F054. It was budgeted for replacement in 2013, but purchase price was underestimated. Sufficient funds remain to meet City objectives. v Head Date ld /6� 95�7131 Budget Director Date 77�-- I? l -ZS--1 3 Departme irector Date ' Ct . _ ic- IR°2013 Finance Director Date Chief Staff Date yor YD_ate Prepared By: Barbara Olsen bolsen Reference: Budget & Research Use Only Type: A B C D E P General Ledger Date Posted to General Ledger Initial Date Checked / Verified Initial Date V TOTAL BUDGET ADJUSTMENT 13,500 13,500 Increase / (Decrease) Project.Sub Account Name Account Number Expense Revenue Number Vehicles and equipment 9700.1920.5802.00 z-) 13,500 - 02080 . 2013 Use of fund balance 9700.0970.4999.99 Ri - 13,500 KABudget\Budget Adjustments\2013 Adjustments\9-12-13 Use fund bal 9183 1 of 1 City of Fayetteville Staff Review Form Jesse Books / Barbara Olsen Submitted By City Council Agenda Items and Contracts, Leases or Agreements 11/5/2013 City Council Meeting Date Agenda Items Only Fleet Operations Transportation Division Department Action resolution to purchase an Elgin Crosswind Sweeper from Scruggs Equipment of Memphis TN off the NJPA contract the amount of $223,002 for use by Transportation, and approval of a budget adjustment to move funds to the Fleet ;pense account. $ 223,002.00 Cost of this request 9700.1920.5802.00 Account Number 02080.2013 Project Number Budgeted Item ^ ' 998,775.00 Category / Project Budget $ 426,929.00 Funds Used to Date $ 571,846.00 Remaining Balance Budget Adjustment Attached=J Date Date 'T'A ot- - '" "" [® -1t3 - 2013 Finance and Internal Services Director Date �i OUIA - �6 bo--. t6- M-uiN Chief of Sta# Date Other Vehicles/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 -' ` Clerk's Office Received in OF.IT E Mayor's Office (0,1 Revised January 15, 2009 LaVrev-ifie ARKANSAS CITY COUNCIL AGENDA MEMO To: Mayor/City Council Thru: Terry Gulley, Director of Transportation '�> From: Jesse Beeks, Fleet Operations Superintendent Date: October 15, 2013 Subject: Purchase of one Street Sweeper for Transportation THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE PROPOSAL: That City Council approve the purchase of an Elgin Crosswind Sweeper from Scruggs Equipment off the NJPA contract in the amount of $223,002 for use by Transportation, and approve a budget adjustment to move funds to the Fleet expense account. RECOMMENDATION: Unit 9091 is a 2007 Sterling with Schwarz Sweeper that is worn out and needs to be replaced. It was scheduled and budgeted for replacement in 2013. A replacement Elgin Sweeper on an International chassis is available off the NJPA contract from Scruggs Equipment of Memphis, TN for $223,002. A Schwarze sweeper is available for 8% less, but Transportation and Fleet prefer the Elgin for these reasons: 1) better water system, 2) auto reset on the deck, and 3) we expect better service than on the last unit which was on a Nissan chassis. There was no local dealer for Nissan; there is a local dealer for an International. Fleet recommends purchasing the Elgin Crosswind sweeper on an International from Scruggs Equipment of Memphis, TN off the NJPA contract for a total purchase price of $223,002. The Equipment Committee unanimously approved this purchase at the meeting on October 8, 2013. BUDGET IMPACT: On the capital side, the purchase price was underestimated by $13,500 so a budget adjustment is needed to cover the shortfall. This unit was budgeted for on the operating side. RESOLUTION NO. A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) ELGIN CROSSWIND SWEEPER FROM SCRUGGS EQUIPMENT OF MEMPHIS, TENNESSEE IN THE AMOUNT OF $223,002.00, PURSUANT TO AN NJPA COOPERATIVE PURCHASING AGREEMENT, FOR USE BY THE TRANSPORTATION DEPARTMENT, 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) Elgin Crosswind sweeper from Scruggs Equipment of Memphis, Tennessee in the amount of $223,002.00, pursuant to an NJPA cooperative purchasing agreement, for use by the Transportation Department. 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 5tn day of November, 2013. APPROVED: LIONELD JORDAN, Mayor ATTEST: SONDRA E. SMITH, City Clerk/Treasurer wP cor�rRnC- NJPA VENDOR CONTRACT SUMMARY — FEDERAL SIGNAL DATE RFP# May 27, 2010 031710 AWARDED CONTRACT NUMBER NJPA RFP TITLE & CATEGORY 031710-FSC PUBLIC UT11_ITY VEHICLES AND/OR SERVIC:FS, Contract coven both Elgin Sweepers & Vactor Mfg. APARATUS, EQUIPMENT A1N'D;OR ACCESSOIRIES CONTRACT PERIOD PRICING MODEL May 28, 2010 through .May 27, 2014 Discount from MSRP (List) DESCRIPTION Street Sweepers & Sewer Vac Trucks.,'Cateh Basin Cleaners VENDOR NAME AND ADDRESS VENDOR CONTACT Federal Signal ESG David Paniza, Business Development Manager 1415 West 22td Street, Suite 1100 Office: (847)622-7153 Oak Brook, I1. 60523 Cell:(630) 240-2385 DPanizzi@elginsweeper.com vt,Avrr.vactor.com wNvw.el-gins weeper.com NJPA CONTRACTS CONSIST OF THE FOLLOWING RELATED CONTRACT DOCUMENTATION DOCUMENTS Affidavit of Advertisement Section 2.6"ContracC' as used herein shall mean Board Minutes cumulative documentation consisting of the RFP, and entire Bid Comment & Review Bidder's Response, and fully executed "Acceptance and Bid Opening Witness Pam Award.". Bid Evaluation • Request for Proposal (RFP) • Bid Acceptance & Award • Bidder's Response and Pricing - Available upon request fiorn. the NJPA Contract Manager DOCUMENTATION OF CONTRACT MAINTENANCE ADDITIONAL INFORMATION: Renewal Extension 5-27-11 • EElgm Sweeper Company Contract Award Renewal Extension 5-27-12 Announcement Renewal Extension 5-17-13 NJPA INFORMATION NJPA CONTACT TITLE Tony Glenz Contract Manager PHONE EMAIL 218-894-5491 tony,glcnz_@njpacgM.org ADDRESS WEBSTTE 202 12th Street NE, P.O. Box 219, Staples, M� 56479 wwlv.n' acoo .org National Joint Powers Alliance" Contract Purchasing Department �8/27l2013) Jesse Beeks - sweeper stuff M_ Page 1 Ry 93 From: elc elc <mecarsontx@hotmail.com> To: Jesse Beeks <jbeeks@ci.fayetteville.ar.us> Date: 8/26/2013 4:12 PM Subject: sweeper stuff — Jesse, the cost of a Crosswind Sweeper with a Freightliner on NJPA is $225,305.00....... The-cost-of,a Crosswind, with -a#nternational,isI223 002 00 Both of these units come with the same options as listed in my prior email. 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,&i.fa etteville.anus Requisition o.: Date: 10/1512013 P.0 Number: Expected Delivery Date: Vendor #: 88070 Vendor Name: SCRUGGS EQUIPMENT CO Mail Yes:_ No: X Address: Fob Point: Taxable Yes:_ No: X Quotes Attached Yes: No:_x_ City: State: Zip Code: Ship to code: 50 Divison H ad Approval: CAT Requester: BARBARA OLSEN Requester's Employee #: 1940 Extension: 4 5 Item Description Quantity Unit of Issue Unit Cost Extended Cost Account Numbers Proiect/Sub ro'ect # Inventory# Fixed Asset # 1 ELGIN CROSSWIND SWEEPER PER QUOTE 1 EA 223,002.00 $223,002.00 9700.1920.5802.00 02080.2013 709183 2 FROM NJPA CONTRACT, TO BE UNIT $0.00 3 9183, FIXED ASSET #709183 $0.00 4 $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: $223,002.00 Total: $223,002.00 Approvals: Mayor: Department Director: Purchasing Manager: Finance & Internal Services Director: Budget Manager: IT Manager: Dispatch Manager: Utilities Manager: Other: Revised 1/2/2008