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Home My WebLink About32-13 RESOLUTIONRESOLUTION NO.32-13 A RESOLUTION APPROVING THE PURCHASE OF FOUR (4) CATERPILLAR 420F BACKHOE/LOADERS FROM RIGGS CAT OF SPRINGDALE IN THE TOTAL AMOUNT OF $399,640.00, PURSUANT TO A STATE PROCUREMENT CONTRACT, 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 approves the purchase of four (4) Caterpillar 420F backhoe/loaders from Riggs Cat of Springdale in the total amount of $399,640.00, pursuant to a state procurement contract. 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 19t' day of February, 2013. APPROVED: LE ATTEST: By: & SONDRA E. SMITH, City Clerk/Treasurer ��mrrrgi � •��a�'��G Y �RF9s 0 •.G =C". FAYETTEVILLE;�O- . City of Fayetteville, Arkansas Budget Adjustment Form Budget Year Division: Fleet Operations Request Date 2013 Department: Transportation Services 2/19/2013 V12.0724 Adjustment Number BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION The purchase price on the replacement for units #653 WSEW F066, #654 WSEW F04.0 and #657 TRAN_F070 (all 2005 NH Backhoes) was underestimated. $10,100 is requested from fund balance to cover the shortfall on EACH unit. Unit #675 TRAN_F083; a 2005 NH Backhoe was due for replacement in 2013, but Fleet pushed it back to 2014 and budgeted for it in 2014. However, due to the cost of required repairs, it needs to be replaced in 2013. Funds are requested from fund balance for the purchase price of $100,100. Sufficient funds remain to meet City objectives. Y— 13 Prepared By: Barbara, Olsen Division Head Date bolsen Reference: 2 ` udget erector Date Budget & Research Use Only Type: A B C D E P Depa ent Director _ Date - `A � Q , �3-.,hr— Z^ 5- �13 General Ledger Date Finan a Director Date -'/ Posted to General Ledger Chi e Staff Date Initial:Date t cS :Checked / Verified a or -; Date Initial Date TOTAL BUDGET ADJUSTMENT 130,4Q0 130,400 Increase /'(Decrease) Project.Sub Accounf:Name AccountNumber Expense Revenue Number. `. Vehicles-and.equipment '9700'.1920.5802'.00 E) 130,400 02076 . 2013 Use of fund balance 9700:0970.4999.99 130 400 - K:\Bud et\Bud et Ad'ustments\2013 Ad'ustmentsl2-19 13 Use fund bat Backhoes.xls 9 9 J J. 1 Of 1 City of Fayetteville Staff Review Form Dennis Pratt / Barbara Olsen Submitted By City Council Agenda Items and Contracts, Leases or Agreements 2/19/2013 City Council Meeting Date Agenda Items Only Fleet Operations Transportation Division Department Action Kequirea: A resolution approving the purchase of four Caterpillar 420F Backhoe / loaders off the State Vehicle contract from Riggs Cat of Springdale, AR in the amount of $399,640, and approving a Budget Adjustment to move funds to the Fleet expense account. $ 399,640.00 Cost of this request 9700.1920.5802.00 Account Number 02076.2013 Project Number Budgeted Item �X Backhoe / Loaders Category / Project Budget Program Category / Project Name $ - Vehicles and Equipment Funds Used to Date $ 608,000.00 Remaining Balance Budget Adjustment Attached �X /-,31--/..? Date I- la Date 4aA A _ V.,.._ z--5 -ze13 Finance and Internal Services Director Date Program / Project Category Name Shop Fund Fund Name Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: 01-31-1 3 P03:25 RCVD Received in City Clerk's Office Received in Mayor's Office J Revised January 15, 2009 THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE CITY COUNCIL AGENDA MEMO To: Mayor/City Council Thru: Terry Gulley, Director of Transportation 1d t- From: Dennis Pratt, Fleet Operations Supt. Date: January 31, 2013 Subject: Purchase of four Backhoe/Loaders PROPOSAL: That City Council aprove the purchase of four backhoe / loaders off the State Vehicle Contract from Riggs Cat of Springdale, AR in the amount of $399,640, and approve a Budget Adjustment to move funds to the Fleet expense account. RECOMMENDATION: Water & Sewer and Transportation each have two backhoe / loaders to be replaced in 2013. The Water & Sewer backhoes (#653 and #654) have recently died with one unit sold and the other in the process of being sold. Transportation backhoes #657 and #675 are due to be replaced in 2013; they are presently still running but should be replaced as early in the year as possible. Last year, Transportation and Water & Sewer staff demo'd several different backhoes. After the demonstrations, the operators and Fleet technicians recommended the same unit be purchased. We purchased Cat backhoes from Riggs Cat in Springdale, AR. These backhoes are again available off the State Contract, for $99,910 each. Fleet recommends the purchase off the State contract of four 420F Cat Backhoe / Loaders from Riggs Cat of Springdale, Arkansas for a total amount of $399,640. This purchase was unanimously approved by the Equipment Committee on January 29th, 2013. BUDGET IMPACT: These backhoe / loaders were all budgeted for on the operating and capital sides, but the capital cost was underestimated. On the capital side, one backhoe/loader was budgeted for 2014 replacement. However, due to the cost of required repairs, it needs to be replaced in 2013. A Budget Adjustment is needed to move funds from the Fleet fund balance to cover the purchase price of one unit and the shortfall on the other three units. I R ORY/3_111l I [INI Z1131 A RESOLUTION APPROVING THE PURCHASE OF FOUR (4) CATERPILLAR 420F BACKHOE/LOADERS FROM RIGGS CAT OF SPRINGDALE IN THE TOTAL AMOUNT OF $399,640.00, PURSUANT TO A STATE PROCUREMENT CONTRACT, 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 approves the purchase of four (4) Caterpillar 420F backhoe/loaders from Riggs Cat of Springdale in the total amount of $399,640.00, pursuant to a state procurement contract. 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 19t' day of February, 2013. APPROVED: LON LIONELD JORDAN, Mayor ATTEST: SONDRA E. SMITH, City Clerk/Treasurer 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. Purchasin ci.fa etteville.anus Requisition o.: Date: 1/31/2013 P.0 NumoeF- Expected Delivery Date: Vendor #: 11700 Vendor Name: RIGGS CAT Mail Yes:_ No: X Address: Fob Point: Taxable Yes: No: X Quotes Attached No: x City: State: Zip Code: Ship to code: 50 Di s Head A r al: Requester: BARBARA OLSEN Requester's Employee #: 1940 Extension: 486 Iteml Description Quantitv Unit of Issue Unit Cost Extended Cost Account Numbers Project/Subproject # Inventory# Fixed Asset # 1 CATERPILLAR 42OF BACKHOE / LOADERS 4 EA 99,910.06 $399,640.00 9700.1920.5802.00 02076.2013 2 AS SPECIFIED. TO BE UNITS: $0.00 3 6001, FIXED ASSET 706001 $0.00 706001 4 6002, FIXED ASSET 706002 $0.00 706002 5 6003, FIXED ASSET 706003 $0.00 706003 6 6004, FIXED ASSET 706004 $0.00 706004 7 $0.00 8 $0.00 9 $0.00 10 $0.00 Shipping/Handling Lot $0.00 Special Instructions: Subtotal: $399,640.00 Total: $399,640,00 Approvals: Mayor: Department Director: Purchasing Manager: Finance & Internal Services Director: Budget Manager: IT Manager: Dispatch Manager: Utilities Manager: Other: Revised 1/2/2008