HomeMy WebLinkAbout104-14 RESOLUTIONRESOLUTION NO. 104-14
A RESOLUTION TO AWARD BID #14-25 TO LEWIS FORD SALES, INC.
OF FAYETTEVILLE, ARKANSAS FOR THE PURCHASE OF A FORD F150
PICKUP TRUCK WITH MAXON LIFT GATE IN THE AMOUNT OF
$25,652.40 FOR USE BY THE RECYCLING AND TRASH COLLECTION
DIVISION, AND TO APPROVE 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 awards Bid
#14-25 to Lewis Ford Sales, Inc. of Fayetteville, Arkansas and approves the purchase of a Ford
F150 pickup truck with Maxon Lift Gate in the amount of $25,652.40 for use by the Recycling
and Trash Collection 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 3rd day of June, 2014.
ATTEST:
By:
SONDRA E. SMITH, City C1erk/Treas;„,,,��
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FAY•E!T •r
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City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year
2014
Division: Fleet Operations
Dept.: Transportation Services
Requestor: Barbara Olsen
Adjustment Number
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
To replace an F250 ext cab pickup, SWST_F014, unit 2081. New unit will be #2184. Sufficient funds remain to meet City
objectives.
RESOLUTION/ORDINANCE
COUNCIL DATE:
LEGISTAR FILE ID#:
6/3/2014
2014-0224
Ke.v% iSprin er
5/14/2014 12:30 PM
Budget Director Date
TYPE:
DESCRIPTION:
GLDATE:
POSTED:
TOTAL 26,000
26,000
Increase / (Decrease)
Account Number Expense Revenue
Project.Sub#
Project Sub AT Account Name
v.20140428
9700.1920.5802.00 26,000 - 02078 2014 EX Vehicles And Equipment
9700.0970.4999.99 26,000 RE Use of Fund Balance
K:\01_Financial Services\Agenda Requests\Transportation Services Department\Fleet Division\14-xx Ford F150 with Maxon Lift
Gate\2014-0224 BA 1 of 1
es '
Jesse Beeks / Barbara Olsen
Submitted By
City of Fayetteville Item Review Form
2014-0224
Legistar File Number
June 3, 2014
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Action Required:
Transportation Services
Department
A resolution awarding Bid 14-25 to Lewis Ford of Fayetteville for the purchase of one Ford F150
with Maxon Lift Gate in the amount of $25,652.40 for use by Recycling and Trash Collection
Division.
Does this item have a cost?
$25,653.00
1
Cost of this request
9700.1920.5802.00
Account Number
02078.2014
Project Number
Budgeted Item?
$800,500.00
Category or Project Budget
$428,722.00
Funds Used to Date
$346,125.00
Remaining Balance
Budget Adjustment Attached?
Light / Medium Utility Vehicles
Program or Project Name
Vehicles and Equipment
Program or Project Category
Shop Fund
Fund Name
Previous Ordinance or Resolution #
Original Contract Number:
40.&A °L. - rj-15-2dt•r
V20130812
CITY OF
CITY COUNCIL AGENDA MEMO
MEETING OF JUNE 3, 2014
TO: Mayor and City Council
THRU: Terry Gulley, Director of Transportation '/a "
FROM: Jesse Beeks, Fleet Operations Superintendent
DATE: May 14, 2014
SUBJECT: Purchase of one F150 with Maxon Lift Gate
RECOMMENDATION:
That City Council approve the purchase of one Ford F150 Pickup with Maxon Lift Gate from
Lewis Ford of Fayetteville in the amount of $25,653 for use by Recycling and Trash Collection.
BACKGROUND:
Unit 2081 is a 2005 Ford F250 4x4 extended cab pickup that was scheduled for replacement in
2015, however, it needs to be replaced now. Bid 14-25 was opened on April 17, 2014; a copy
of the bid tab is attached.
DISCUSSION:
The low bidder is from out of state. According to Arkansas law, we are not allowed to purchase
a vehicle whose primary purpose is transporting people - from a dealer who is not licensed in
Arkansas. (See letter attached.) Lewis Ford of Fayetteville is the second low bidder and they
meet all specs. The price difference is $219.
The replacement truck has been down sized from a % ton to a %2 ton truck.
Fleet recommends the purchase of one Ford F150 with Maxon Lift Gate from Lewis Ford of
Fayetteville in the amount of $25,653 for use by Recycling and Trash Collection.
BUDGET/STAFF IMPACT:
Sufficient replacement funds have been collected to replace this unit. As it was budgeted to
replace in 2015, a Budget Adjustment is needed to move the funds to the 2014 Fleet expense
account.
Attachments:
Bid Tab, Bid 14-25
Letter from Office of City Attorney
Purchase Requisition
Budget Adjustment
Mailing Address:
113 W. Mountain Street
Fayetteville, AR 72701
www.fayettevi I le-argov
RESOLUTION NO.
A RESOLUTION TO AWARD BID #14-25 TO LEWIS FORD SALES, INC.
OF FAYETTEVILLE, ARKANSAS FOR THE PURCHASE OF A FORD F150
PICKUP TRUCK WITH MAXON LIFT GATE IN THE AMOUNT OF
$25,652.40 FOR USE BY THE RECYCLING AND TRASH COLLECTION
DIVISION, AND TO APPROVE 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 awards Bid
#14-25 to Lewis Ford Sales, Inc. of Fayetteville, Arkansas and approves the purchase of a Ford
F150 pickup truck with Maxon Lift Gate in the amount of $25,652.40 for use by the Recycling
and Trash Collection 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 3rd day of June, 2014.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
OFFICE OF THE
CITY ATTORNEY
DEPARTMENTAL CORRESPONDENCE
TO: Andrea Foren, Purchasing Agent
FROM: Blake Pennington, Assistant City Attorne
DATE: April 28, 2014
RE: Bids by Out -of -State Car Dealers
Kit Williams
City Attorney
Blake Pennington
Assistant City Attorney
Patti Mulford
Paralegal
You asked me to research the law regarding bids on vehicle RFPs by dealers
not located in Arkansas and advise whether we can accept a bid by a dealer
located in Republic, Missouri. You also asked me about how Arkansas law
defines a "vehicle" for purposes of this situation.
First, the sale of motor vehicles is governed by the Arkansas Motor Vehicle
Commission Act (the "Act") codified at A.C.A. § 23-112-101, et seq. The Act
defines a motor vehicle as "a self-propelled vehicle having two (2) or more
wheels that has as its primary purpose the transportation of a person,
including without limitation all -terrain vehicles, automobiles, trucks,
motorcycles, motor -driven cycles, motor scooters, and low speed vehicles."
A.C.A. § 23-112-103. Therefore, any car, truck or other vehicle that is used
primarily for transporting people is governed by the Act.
Vehicles used primarily for another purpose (e.g. trash, dump, and fire
trucks) are not governed by this Act and we would simply need to follow
standard purchasing laws. You have to look at the intended purpose for
the vehicle that is being purchased to determine out whether the Act
controls or not. That intended purpose of the vehicle should be clearly
stated in the bid forms for the benefit of both the City and potential
bidders.
Page Two
If the Act controls the purchase, then the limitations for sales to the State of
Arkansas explained in Attorney General Opinion 2009-057 also apply to
purchases by the City of Fayetteville. The motor vehicle dealer must be
licensed by the Arkansas Motor Vehicle Commission in order to sell motor
vehicles in Arkansas.
A.C.A. § 23-112-301 makes it illegal for any unlicensed dealer (whether
located in Arkansas or another state) to sell motor vehicles in Arkansas.
Therefore, accepting a bid from an unlicensed motor vehicle dealer and
entering into a contract for the purchase of a motor vehicle would be
illegal.
In accordance with the Attorney General's opinion and the foregoing
statutes, it is my opinion that the City must refuse bids from and refuse to
award contracts for the sale of motor vehicles to any unlicensed motor
vehicle dealer, regardless of the state of residency. The Arkansas Motor
Vehicle Commission provides an online search tool at its website
(http:/ /amvc.arkansas.gov) to confirm whether a bidder is licensed by the
State of Arkansas to sell motor vehicles.
CITY OF
a e leville
ARKANSAS
BID 14-25, Extended Cab 4x4 Truck
Bid: 14-25
4/17/2014
2:00 PM
City of Fayetteville
BIDDER
Manufacturer
Model
Qty
Price Each
Total Bid
Lewis Ford Sales Inc
Ford
F150 with Maxon Lift
Gate
1
$ 25,652.40
$ 25,652.40
Republic Ford Inc
Ford
F150
1
$ 25,433.00
$ 25,433.00
Terex
Ford
F150 with Tommy Gate
1
$ 29,112.00
$ 29,112.00
*NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City officials.
CERTIFIED:
P9-a9v-tit
P. Vice, Purchasing Manager
ones Date
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 No.:
Date:
5/8/2014
.0 Number:
Expected Delivery Date:
Vendor #:
7040
Vendor Name:
LEWIS FORD
Mail
Yes:_ No: X
Address:
Fob Point:
Taxable
Yes: No: X
Quotes Attached
Yes: No:
City:
State:
Zip Code:
Ship to code:
50
D ison Hee rov I:
_x_
Requester:
BARBARA OLSEN
Requester's Employee #:
1940
E sion:
3485
Item
Description
Quantity
Unit of Issue
Unit Cost
Extended Cost
Account Numbers
Project/Subproject #
Inventory #
Fixed Asset #
1
2
3
4
5
6
7
8
9
10
"FORD F150 WITH MAXON LIFT GATE, PER
1 '
EA
25,652.40'
$25,652.40
9700:1920.5802.00
02078.2014
702184
BID SPECS, BID 14-25, TO BE UNIT 2184.
$0.00
FIXED ASSET 702184
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Shipping/Handling
Lot
$0.00
Special Instructions:
Subtotal: $25,652.40
Total:
$25,652.40
Approvals:
Mayor:
Finance
Dispatch
Department Director:
Budget Manager:
Utilities Manager:
Purchasing Manager:
& Internal Services Director:
IT Manager:
Manager:
Other:
Revised 1/2/2008