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Home My WebLink About114-16 RESOLUTIONOf Fa4ftf�. { 4 4 � ! 14i Y�AAniS �� 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 114-16 File Number: 2016-0260 LEWIS AUTOMOTIVE GROUP: A RESOLUTION TO APPROVE THE PURCHASE OF A 2013 DODGE CARAVAN FROM LEWIS AUTOMOTIVE GROUP OF FAYETTEVILLE, ARKANSAS IN THE AMOUNT OF $17,771.00 FOR USE BY THE AIRPORT SERVICES 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 approves the purchase of a 2013 Dodge Caravan from Lewis Automotive Group of Fayetteville, Arkansas in the amount of $17,771.00 for use by the Airport Services 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. PASSED and APPROVED on 6/7/2016 Page 1 618116 Attest: Sondra E. Smith, City Clerk Treasurer ��`_�� • G\j Y CF •sG� r FAYETTEVILLE•= -- City of Fayetteville, Arkansas rl ." Text File _tr-J File Number: 2016-0260 Agenda Date: 6/7/2016 Version: 1 In Control: City Council Meeting Agenda Number: A. 7 LEWIS AUTOMOTIVE GROUP: 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Status: Passed File Type: Resolution A RESOLUTION TO APPROVE THE PURCHASE OF A 2013 DODGE CARAVAN FROM LEWIS AUTOMOTIVE GROUP OF FAYETTEVILLE, ARKANSAS IN THE AMOUNT OF $17,771.00 FOR USE BY THE AIRPORT SERVICES 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 approves the purchase of a 2013 Dodge Caravan from Lewis Automotive Group of Fayetteville, Arkansas in the amount of $17,771.00 for use by the Airport Services 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. City of Fayetteville, Arkansas Page 1 Printed on 6/8/2016 Jesse Beeks/Sara Glenn Submitted By City of Fayetteville Staff Review Form 2016-0260 Legistar File ID 6/7/2016 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 5/11/2016 Fleet Operations / Transportation Services Department Submitted Date Division / Department Action Recommendation: A resolution to authorize the purchase of one 2013 Dodge Grand Caravan available through Lewis Automotive Group of Fayetteville, AR for the lowest quote received in the amount of $17,771.00 for use by the Airport FBO, and to approve a budget adjustment. Budget Impact: 9700.1920.5802.00 Account Number 02081.2016 Project Number Shop Fund Fund Police / Passenger Project Title Budgeted Item? Yes Current Budget $ 342,177.51 Funds Obligated $ - Current Balance ( 347,177.511 Does item have a cost? Yes Item Cost $ 17,771.00 Budget Adjustment Attached? Yes Budget Adjustment $ 17,938.00 Remaining Budget ,r 32,:44.51 V20140710 Previous Ordinance or Resolution # Original Contract Number: Comments: Approval Date: CITY OF Fayv*`efttrev—i11e ARKANSAS MEETING OF JUNE 7, 2016 TO: Mayor and City Council CITY COUNCIL AGENDA MEMO THRU: Terry Gulley, Director of Transportation FROM: Jesse Beeks, Fleet Operations Superintendent DATE: May 11, 2016 SUBJECT: Purchase of one Courtesy Van for Airport RECOMMENDATION: That City Council approve the purchase of one 2013 Dodge Grand Caravan available through Lewis Automotive Group of Fayetteville, AR for the lowest quote received in the amount of $17,771.00 for use by the Airport FBO, and to approve a budget adjustment. BACKGROUND: Fayetteville's Airport FBO has historically had two vehicles (on loan from Hertz) which we offered as a courtesy for pilots and transient crews to use to go to get a meal or run quick errands. Most FBOs have a courtesy vehicle or offer some sort of complimentary transportation service. Recently it came to light that the vehicles were not covered by the City's auto insurance and as rental cars they could not be. Airport immediately took action to cover the need. In the interim they set up a corporate account with Green Cab to cover cab rides for transient pilots and crews to get a meal. This service has not been utilized nearly as often as the courtesy vehicles we had in the past and is clearly not what our customers prefer or expect. Airport believes a courtesy vehicle is critical to the customer service aspect of the FBO. As stated earlier, most all FBOs have courtesy vehicles. By not having this courtesy, we risk losing our transient customer base and subsequently fuel sales. There have been customer complaints send directly to Mayor Jordan because we did not have a vehicle available. By purchasing a vehicle the City is filling the need of the FBO customers. This will also allow Arkansas Municipal League, the city's current insurance to cover the vehicle, like all other city vehicles. DISCUSSION: Fleet recommends the purchase of one 2013 Dodge Grand Caravan available through Lewis Automotive Group of Fayetteville, AR for the lowest quote received in the amount of $17,771.00 for use by the Airport FBO, and to approve a budget adjustment. This van is a 4 door, extended SE model and will be large enough to transport the customers and any items they may have. It is in good condition with less than 60,000 miles Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 BUDGET/STAFF IMPACT: Airport had collected excess funds for the replacement of two other vehicles. These funds are in Fleet's Fund Balance account and are being requested to purchase a courtesy vehicle for the Airport. This purchase was approved by the Equipment Committee on May 10, 2016. Attachments: PO — Purchase Requisition BA — Budget Adjustment City of Fayetteville - Purchase Order bequest (PO) Requisition o.: ate: tNa1 a Purchase Order) 511112016 P.Q Number: All PO Requests shall be scanned to the Purchasing e-mail. Purchasipg@fayetteville-ar.gov. Purchase shall not be made until an actual PO has been issued. Vendor Vendor Mail Legistar#: #' 7010 Name: Lewis Automotive Group ❑+=_s D* 2016-0260 FOB Point: Taxable Address 3s [a' Expected Delivery Date: City: State': Yip Code: Ship to rode. Quotes Attached a -SO � Requester's Employee # Extension Requester. Sara Glenn 3912 3485 Item description Quantity Unit of Issue Unit cost Extended Cost Account Number Prolect.Sub# Inventory # Fixed Asset # 2013 Dodge Grand Caravan, 4 door, 1 extended SE 1 ea 17,771.00 $17,771.00 9700.1920.5802.00 02481.2016 1311 701311 2 To be unit 1311 Fixed asset# 701311 50.00 3 $0.00 4 $0.00 5 50.00 6 50.00 7 $0.00 8 $0.00 9 $0.00 10 $0.00 ShippinotHandling Lot $0.04 Special Instructions: Quotes Attached Subtotal: $17,771.00 Tax: $0.00 Total: 517,771.00 Approvals: Mayor. Department Director. Purchasing Manager: Chief Financial Officer: Budget Director: IT Director Dispatch Manager Utilities Manager. Other. Kevlsep 112 1120 1 5 ty IJI rayettcJ-vule, HrKlE n5as Purchasing Department and Quotations Form - Revised 8/25/2005 Amount Quote Requirements Notes $1000-$2499.99 3 Verbal Quotes Please put vendor names and quote amount in comment section of your P Card/PO request. Please write "sole source" if it applies. Purchases $2500 and up cannot be processed by using a P -Card, you $2500420,000 3 Written Quotes MUST USE A PC. Please make sure that your quotes are attached to your PO Request before you send it to Purchasing. L$210000urchasing Division Formal Bid Process - Contact Purchasing Division Quote Number: GL Account Number: Yoir records aNy Date: Purchase Order Number: Date Needed: ! 1 Department: Taken By: Quantity: Vendor List Lewis Automotive Group Fayetteville, AR Superior Buick GMC Fayetteville, AR Honda of Fayetteville Fayetteville, AR Naini Van w good Unit Price I Total Price $17,771.001 $17,771.00 $22,300.001 $22,300.00 $27,700.00 $27,700.00 Comments: 9700.1920.5802,00 02081.2016 Please use a P -Card H poaalble Only order alter request la approved (P -Cants) or after oblelnkg a PO Number nrst. Airport Terms/Remarks 2013 Dodge Grand Caravan 2013 Chrysler Town & Country 2014 Honda Odyssey City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division: Fleet Operations Adjustment Number 2016 Dept.: Transportation Services Requestor: Sara Glenn BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Airport had collected excess funds for the replacement of Units 1161 and 597U. These funds are being requested to purchase a courtesy vehicle (to be unit# 1311; APMN_F009) for the Airport, to be used by pilots and transient crews. RESOLUTION/ORDI NANCE COUNCIL DATE LEGISTAR FILE ID# 4/27/2016 2016-0260 L' "b-cwa, Fell 5/11/2016 9:37 AM Budget Director TYPE: DESCRIPTION: GLDATE: POSTED: Date TOTAL 17,938 17,938 v.20160125 Increase / (Decrease) Proiect.Sub# Account Number Expense Revenue Project Sub AT Account Name 9700.1920.5802.00 17,938 - 02081 2016 EX Vehicles And Equipment 9700.0970.4999.99 - 17,938 RE Use of Fund Balance C:\Users\Ismith\AppData\Roaming\L5\Temp\9ceccb8c-2908-46ff-85de-eb693521957e 1 of 1