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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
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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
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City of Fayetteville Staff Review Form
2016-0323
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Fleet Operations /
Jesse Beeks/Sara Glenn 6/27/2016
Transportation Services Department
Submitted By Submitted Date Division / Department
Action Recommendation:
Change order related to Resolution number 114-16 and the corresponding purchase order to reflect receiving a
2015 instead of 2013 Dodge Grand Caravan. Price will remain the same.
Budget Impact:
9700.1920.5802.00 Shop Fund
Account Number Fund
02081.2016 Police/Passenger
Project Number Project Title
Budgeted Item? NA Current Budget $ -
Funds Obligated $ -
Current Balance
Does item have a cost? NA Item Cost
Budget Adjustment Attached? NA Budget Adjustment
Remaining Budget -
V20140710
Previous Ordinance or Resolution #
Original Contract Number: Approval Date: P:jQ its?
Comments:
CITY OF
a'tttie
ARKANSAS
TO: Lioneld Jordan, Mayor
THRU: [Staff Name, Title]
[Staff Name, Title]
[Staff Name, Title]
FROM: Jesse Beeks, Fleet Superintendent
DATE: June 27, 2016
SUBJECT: Change Order Related to Resolution No. 114-16
STAFF MEMO
RECOMMENDATION:
Mayor's signature on change order related to Resolution number 114-16 and the corresponding
purchase order.
BACKGROUND:
Resolution number 114-16 was approved June 7, 2016 by the City Council. This resolution was
approving the purchase of a 2013 Dodge Grand Caravan available through Lewis Automotive
Group of Fayetteville, AR for the amount of $17,771.00 for use by the Airport FBO.
When Lewis Group went to pick the quoted vehicle up, it was not up to their standards. For that
reason, they made the decision to take a better vehicle out of their own fleet to give to the City.
It is a 2015 Dodge Grand Caravan, with 20,000 fewer miles on it than the original van. The
price will remain the same, however the City is receiving a better vehicle.
DISCUSSION:
Fleet recommends we accept the 2015 Dodge Grand Caravan in place of the 2013 and make
the appropriate changes to the resolution and to the purchase order.
BUDGET/STAFF IMPACT:
Cost to the City is not changing, it will remain $17,771.00.
Attachments:
None
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
CHANGE ORDER
WHEREAS, on June 7, 2016, the Fayetteville City Council passed Resolution No. 114-16
approving the purchase of a 2013 Dodge Caravan from Lewis Automotive Group of Fayetteville,
Arkansas and Lewis Automotive Group has offered to substitute a 2015 Dodge Caravan at no
additional cost to the City.
NOW, THEREFORE, BE IT KNOWN TO ALL:
That the City of Fayetteville, Arkansas and Lewis Automotive Group on this
day of �(,tyt€ , 2016, hereby agree to change the vehicle the City is purchasing from Lewis
Automotive Group from a 2013 Dodge Caravan to a 2015 Dodge Caravan at the same price of
$17,771.00 as authorized by Resolution. No. 114-16.
IN WITNESS WHEREOF, the parties hereto have caused their signatures to be set by
their authorized representative effective the date set forth herein above.
Lewis Automotive Group City g FayeOtev'hle, Arkansas
Printed Name: Polt" . { CtNf iv1 oS'1
Title: Fiet" r Cocxmerc�ai vrt iylc�vl c�er�
Mayor
Sondra E. Smith, City Clerk -Treasurer
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