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Home My WebLink AboutORDINANCE 6083{�4 SAY Er7F s� r• r �RKANSP'S. 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 6083 File Number: 2018-0402 POLICE DEPARTMENT NON-MOTORPOOL PROGRAM: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF VEHICLES FOR THE POLICE DEPARTMENT'S NON- MOTORPOOL PROGRAM IN AN AMOUNT NOT TO EXCEED $30,000.00 PER VEHICLE, AND TO ALLOW THE EXISTING NON-MOTORPOOL VEHICLES TO BE SOLD FOR TRADE-IN VALUE TOWARD REPLACEMENTS WHEREAS, on January 18, 2011, the City Council approved Ordinance No. 5381 waiving the requirements of formal competitive bidding and authorizing Mayor Jordan to purchase vehicles for the Police Department's unmarked unit program in an amount not to exceed $25,000.00 per vehicle; and WHEREAS, this important program has been in place for more than three decades and is a critical component of criminal investigative operations and administrative functions; and WHEREAS, it is becoming increasingly difficult to find appropriate vehicles with the existing cost restriction of $25,000.00 per vehicle. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines that the facts shown above establish that an exceptional situation exists in which competitive bidding is not feasible or practical and therefore waives the requirements of formal competitive bidding and authorizes the purchase of vehicles for the Police Department's Non-Motorpool Program in an amount not to exceed $30,000.00, and further allows the existing non-motorpool vehicles to be sold for trade-in value for replacement vehicles. Page 1 Printed on 8122118 Ordinance: 6083 File Number 2018-0402 PASSED and APPROVED on 8/21/2018 Attest: --p Ii2l& 6 XL &- Sondra E. Smith, City Clerk Tr��l��r�� G\1 Y pA, •'sC'�.. .� FAYETTEVILLE' Page 2 Printed on 8122118 -r City of Fayetteville, Arkansas Text File File Number: 2018-0402 Agenda Date: 8/21/2018 Version: 1 In Control: City Council Meeting Agenda Number: C. 2 POLICE DEPARTMENT NON-MOTORPOOL PROGRAM: 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Status: Passed File Type: Ordinance AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF VEHICLES FOR THE POLICE DEPARTMENT'S NON-MOTORPOOL PROGRAM IN AN AMOUNT NOT TO EXCEED $30,000.00 PER VEHICLE, AND TO ALLOW THE EXISTING NON-MOTORPOOL VEHICLES TO BE SOLD FOR TRADE-IN VALUE TOWARD REPLACEMENTS WHEREAS, on January 18, 2011, the City Council- approved Ordinance No. 5381 waiving the requirements of formal competitive bidding and authorizing Mayor Jordan to purchase vehicles for the Police Department's unmarked unit program in an amount not to exceed $25,000.00 per vehicle; and WHEREAS, this important program has been in place for more than three decades and is a critical component of criminal investigative operations and administrative functions; and WHEREAS, it is becoming increasingly difficult to find appropriate vehicles with the existing cost restriction of $25,000.00 per vehicle. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines that the facts shown above establish that an exceptional situation exists in which competitive bidding is not feasible or practical and therefore waives the requirements of formal competitive bidding and authorizes the purchase of vehicles for the Police Department's Non-Motorpool Program in an amount not to exceed $30,000.00, and further allows the existing non-motorpool vehicles to be sold for trade-in value for replacement vehicles. City of Fayetteville, Arkansas Page 1 Printed on 8/22/2018 City of Fayetteville Staff Review Form 2018-0402 Legistar File ID 8/21/2018 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Greg Tabor 7/30/2018 POLICE (200) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends approval of an ordinance waiving the requirements of competitive bidding for the purchase of vehicles for the Police Department's Non-Motorpool Program, allow the existing non-motorpool vehicles to be sold for trade-in value for replacement vehicles, and authorize the Mayor to execute the purchase of non- motorpool vehicles in an amount not to exceed $30,000. Account Number Project Number Budgeted Item? NA Does item have a cost? NA Budget Adjustment Attached? NA Purchase Order Number: Change Order Number: Original Contract Number: Comments: Budget Impact: Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget Fund Project Title Previous Ordinance or Resolution # 5381 Approval Date: 1/18/2011 V20180321 1 CITY COUNCIL AGENDA MEMO CITY OF FAYETTEVILLE ARKANSAS MEETING OF AUGUST 21, 2018 TO: Mayor and City Council FROM: Greg Tabor, Chief of Police DATE: July 30, 2018 SUBJECT: Bid waiver for purchase of vehicles for Non-Motorpool Program RECOMMENDATION: Staff recommends approval of an ordinance waiving the requirements of competitive hiddina for the nurrhasp of vPhirlPs fnr the Pnlir.P nP.nartmant'-, Nnn-AAntnrnnnl Prnnram nllnw the existing non-motorpool vehicles to be sold for trade-in value for replacement vehicles, and authorize the Mayor to execute the purchase of non-motorpool vehicles in an amount not to exceed $30,000. BACKGROUND: The Police Department is in its third decade of maintaining a non-motorpool fleet for use by our sworn personnel. Attached, please review Ordinance #5381, approved on January 18, 2011, which updated our non-motorpool bid waiver and established an amount not to exceed $25,000. Compounded inflation within the auto industry over the last seven years has caused our non-motorpool pricing to exceed our purchasing limit of $25,000. These vehicles are critical components of our operations. They are needed to blend in with normal traffic for various police operations such as investigations, travel for training, etc. DISCUSSION: Our non-motorpool vehicles are periodically replaced based on age, odometer readings, and maintenance costs. We are finding it increasingly difficult to locate appropriate vehicles for our intended use while meeting our purchasing guidelines within our previously approved bid waiver (Ordinance #5381). Due to our efforts to minimize detection, the speed at which car dealers buy and sell their vehicles, and the time required for approval of the formal bid process, we are seeking continuation of a waiver from competitive bidding and increase the Mayor's authority to purchase non-motorpool vehicles to an amount not to exceed $30,000. BUDGET/STAFF IMPACT: The Police Department maintains on-going funding for the Non-Motorpool Program via Project #06003-1 of the Capital Improvements Program. All purchases are subject to budget availability and this bid waiver has no impact on staffing. Attachments: Ordinance #5381 Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 ORDINANCE NO. 5381 AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAI, COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF USED VEHICLES FOR THE POLICE DEPARTMENT UNMARKED UNIT PROGRAM 1N AN AMOUNT NOT TO EXCEED $25,000.00 PER VEHICLE, AND ALLOWING EXISTING UNMARKED UNITS TO BE SOLD FOR TRADE-IN VALUE TOWARD REPLACEMENTS WHEREAS, the Police Department is entering its third decade of maintaining an unmarked used vehicle fleet for use by plain clothes officers; and WHEREAS, used vehicles are critical components of criminal investigative operations and administrative functions; and WHEREAS, periodic replacement of used unmarked vehicles is increasingly difficult due to trouble in locating appropriate used vehicles while meeting the City's standard bidding and purchasing requirements, particularly the time required of the formal bid process, NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section l . That the City Council of the City of Fayetteville, Arkansas hereby waives the requirements of formal competitive bidding, approves the purchase of used vehicles for the Police Department Unmarked Unit Program in an amount not to exceed $25,000.00 per vehicle, and further approves the sale of existing unmarked units for trade-in value toward replacements. PASSED and APPROVED this 181h day of January, 2011. APPROVED: ATTEST: By. By: I NELD JO N. Mayor ``1t1■ �R`ry r�R `rri Y ❑F �;��" SONDRA E. SMITH, City ClerkCi' .tura x ; FAYETTEVI LLE . REC IN NORTHWEST ARKANSAS l n �, K ; r —t Democrat Vh azette AFFIDAVIT OF PUBLICATION I Cathy Wiles, do solemnly swear that I am the Legal Clerk of the Northwest Arkansas Democrat -Gazette, printed and published in Washington County and Benton County, Arkansas, and of bona fide circulation, that from my own personal knowledge and reference to the files of said publication, the advertisement of. CITY OF FAYETTEVILLE Ord. 6083 Was inserted in the Regular Edition on: August 30, 2018 Publication Charges: $ 110.50 Cathy Wiles Subscribed and sworn to before me This /0 day of S-Wf' , 2018. j � Notary Public My Commission Expires: TAMMY RUSHER Notary Public—Arkansas Washington County Ccmmission" 12ZQ3120 My Commission Expir" FO 12, 2020 **NOTE** Please do not pay from Affidavit. Invoice will be sent. Ordinance: 6083 File Number: 2018-0402 POLICE DEPARTMENT NON-MOT'ORPOOL PROGRAM: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAI. COMPE'T'ITIVE BIDDING AND AUfHORIZE TI IE PURCI IASE OF VEHICLES FOR THE POLICE'- DEPARTMENT'S NON- MOTORPOOL PROGRAM IN AN AMOUNT NOT TO EXCEED S30,000,00 PER VEHICLE, AND TO ALLOW THE EXISTING NON- MOTORPOOL VEHICLES TO BE SOLD FOR TRADE-IN VALUE TOWARD REPLACEMENTS WHEREAS, on January 18, 201 I, the City Council approved Ordinance No. 5381 waiving the requirements of formal competitive bidding and authorizing Mayor Jordan to purchase vehicles For the Police Department's unmarked unit program in an amount not to exceed S25,000-00 per vehicle; and WHEREAS, this important program has been in place for more than three decades and is a critical component ofcriminal investigative operations and administrative Functions; and WHEREAS, it is becoming increasingly difficult to find appropriate vehicles with the existing cost restriction of 525,000-00 per vehicle. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: section l: Thal the City Council of the City of Fayetteville, Arkansas hereby determines Ilial the facts shown above establish that an exceptional situation exists in which competitive bidding is not feasible or practical and therefore waives the requirements of formal competitive bidding and authorizes the purchase of vehicics for the Police Department's Non-Molorpool Program in an amonnl not to exceed $30,000,00, and further allows the existing non- rnotorpool vehicles to be sold For trade-in value for replacement vehicles. PASSED and APPROVED on 8/21/2018 Approved: Lioneld Jordan, Mayor Attest: Sondra E Smith, City Clerk Treasurer 74656060 Aug. 30, 2018