HomeMy WebLinkAbout115-19 RESOLUTIONp4 4AY£TTF
4Rka NS PSPS
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 115-19
File Number: 2019-0238
WHITING SYSTEMS, INC.:
A RESOLUTION TO APPROVE THE PURCHASE OF AN AUTOMATED CARWASH SYSTEM
FROM WHITING SYSTEMS, INC. OF ALEXANDER, ARKANSAS IN THE AMOUNT OF
$532,583.88, PURSUANT TO A HOUSTON-GALVESTON AREA COUNCIL COOPERATIVE
PURCHASING CONTRACT FOR THE FLEET CAR WASH PROJECT, 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
an automated carwash system from Whiting Systems, Inc. of Alexander, Arkansas in the amount of
$532,583.88, pursuant to a Houston -Galveston Area Council cooperative purchasing contract, for the Fleet
Car Wash Project.
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 5n12019
page 1
Attest:
Sondra E. Smith, City ClerkG��ly `�,c gSCi���.
�,., • +•fir
FAYETTEVILI_E .
%,
M
In Control: City Council Meeting
Agenda Number: C. 1
WHITING SYSTEMS, INC.:
File Type: Resolution
A RESOLUTION TO APPROVE THE PURCHASE OF AN AUTOMATED CARWASH SYSTEM
FROM WHITING SYSTEMS, INC. OF ALEXANDER, ARKANSAS IN THE AMOUNT OF
$532,583.88, PURSUANT TO A HOUSTON-GALVESTON AREA COUNCIL COOPERATIVE
PURCHASING CONTRACT FOR THE FLEET CAR WASH PROJECT, 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 an
automated carwash system from Whiting Systems, Inc. of Alexander, Arkansas in the amount of $532,583.88,
pursuant to a Houston -Galveston Area Council cooperative purchasing contract, for the Fleet Car Wash
Project.
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 51812019
i
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2019-0238
Agenda Date: 5/7/2019
Version: 1 Status: Passed
In Control: City Council Meeting
Agenda Number: C. 1
WHITING SYSTEMS, INC.:
File Type: Resolution
A RESOLUTION TO APPROVE THE PURCHASE OF AN AUTOMATED CARWASH SYSTEM
FROM WHITING SYSTEMS, INC. OF ALEXANDER, ARKANSAS IN THE AMOUNT OF
$532,583.88, PURSUANT TO A HOUSTON-GALVESTON AREA COUNCIL COOPERATIVE
PURCHASING CONTRACT FOR THE FLEET CAR WASH PROJECT, 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 an
automated carwash system from Whiting Systems, Inc. of Alexander, Arkansas in the amount of $532,583.88,
pursuant to a Houston -Galveston Area Council cooperative purchasing contract, for the Fleet Car Wash
Project.
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 51812019
i
City of Fayetteville Staff Review Form
2019-0238
Legistar File ID
5/7/2019
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Jesse Beeks/Sara Glenn 4/10/2019 FLEET OPERATIONS (770)
Submitted By Submitted Date Division / Department
Action Recommendation:
A resolution to approve the purchase of car wash equipment for the HGAC price of $532,583.88 through Whiting
Systems, Inc. of Alexander, AR and to approve a budget adjustment.
Budget Impact:
9700.770.1920-5804.00 Building Costs
Account Number Fund
18021.1 Fleet Car Wash
Project Number
Budgeted Item? Yes Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes Item Cost
Budget Adjustment Attached? Yes Budget Adjustment
Remaining Budget
Project Title
$ 873,000.00
$ 90,800.00
$ 782,200.00
$ 532,583.88
$ 435,000.00
$ 684,616.12
V20180321
Purchase Order Number: Previous Ordinance or Resolution #
Change Order Number: Approval Date:
Original Contract Number:
Comments:
-
CITY OF
FAYETTEVILLE
qw- '
ARKANSAS
MEETING OFMAY 7,2019
TO: Mayor and City Council
THRU: Terry Gulley, Director ofTransportation
FROM: Jesse Beeks, Fleet Operations Superintendent
DATE: April 10, 2019
SUBJECT: Car Wash Equipment
CITY COUNCIL MEMO
RECOMMENDATION:
City Council approve the purchase of car wash equipment for the HGAC price of $532,583.88
through Whiting Systems, Inc. of Alexander, AR and to approve a budget adjustment.
BACKGROUND:
Earlier this year a contract was approved with deMx Architecture for schematic design,
construction documents, bidding & negotiations and construction administration services for the
Fleet Car Wash project,
Most car wash systems are different in design, operation, and chemical consumptions. After
reviewing several different manufacturer's system designs and pnoposa|e. Fleet and Facilities
Management has recommended Whiting Systems, Inc, of Alexander, AR for the HGAC price of
$532.583.88.
DISCUSSION:
The selection ofWhiting Systemswas based on:
1. The best suited equipment for our overall fleet (see note below), which required smaller bays
and therefore asmaller building.
2Their reputation of providing equipment for national companies with |aq]a fleets.
3 They are an Arkansas Company With proximity for maintenance, repair and warranty.
4.Thayoffer competitive pricing mnthe wash chemicals.
Therefore, Fleet is requesting to move forward with this contract for the design of the wash
facility itself tomove forward. Kis crucial that the equipment supplier beVnboard tocoordinate
their requirements of bay size, electrical, plumbing and HVAC equipment.
The type of system chosen is called a Gantry System in which the vehicle enters the bay and
stops as the car wash equipment moves around the vehicle to properly wash it. This removes
any operator error and conserves water and cleaning solution. There will batwo pull inwash
bays; one for average sized vehicles with brushes. This bay will reclaim usmuch water oa
possible. The second bay iefor large vehicles that works with water jets. This bay will not
Mailing Address:
n3vxMountain Street www.,ayeted8e-ar.gcm
reclaim water due to the nature urthe debris from trash trucks and other vehicles making the
water unsuitable for reuse. This water will exit thru a required grease trap.
B0QGET/SlAFFU8NpACT:
This Budget Adjustment moves funds originally budgeted for light/medium truck purchases that
have been pushed to2O2Odue tolow points onthose vehicles. Those vehicles will be
nabudQetedinthe 2O20budget.
Attachments:
Whiting Systems,Inc. Quote
CONTRACT PPJCING WORKSHEET
�� For Catalog & Price Sheet Type Purchases
Contract=FL0949
No.:
Date
Prepared: ,-
3/1!2019
This Worksheet is prepared by Contractor and given to End User. If a PO is issued, both documents
MUST be faxed to H-GAC r@ 723-993-4548. Therefore please type or print legibly.
Big ;City ofFayetteviileAR
4geoer
contractart Whiting Systems Inc
;Sara Glenn
Prep� `td :Allison Albert for Scott White
Phony
Yeont: :501-847-9031
Fos:
Fax: 501-847-0074
i
Email ;ag[enn fayette.Ville.cotT1
Email: :aalbcrt@whitiamstems.com / s%rhite@u tidngsysicros.com
Ji
catalog/Pries setts
i\ amr.
martWashAutomatic Vehicle Wash Systems
!
i
General Beseription marrtt'ase Automatic S'thide wash Systtms
of Prodatt:
Pnc 'd f o d n2 I
Cita _ ectlEcros#isr�chas I muz e2 �itta`'Ad a ec th;;ess`i<::;?:;::ii:':??'z;';'>::5:::=i�:i`i;::ii=
?: :........:...: ... •::...::.......:5.......:.:..:,.......,::.:........?Y,>:::.::.::::::.,.•.:•.:..:.,...;:..::.;..........;......,.,.
Qnan Description
Unit Pr
Total
I :SmartWash Super Scout 25hp 3 Brush Gantry !toll-Over
158895:
158895.00'
I :Reclaim System w/calrifier tank
35869'
35869.00'
1 Max Kit
3474:
3474.00
1 :850 Poly Tan MA*MAXft1560
1560.00
i :Entry Pleated KiosktvJTouchstseai for Mesi fiifri Snaall��Vcdiicles " AMI„W 5551:
5551.00
M� ' �-
I :SmartWash Storm 2rStep SOhpyToquchicss Gantry Ftollo� VOW JW
155154:
155154.00
1 :Undercarriage Wash-li ,'� jlp t,. PI; 11 C,f JV, , p p I.».
45OD:
4500.00
1 :850 Poly Tank-
1560:
1560.00
I :EntryHeated Kiosk wtfouchscreen for Med to Small Vehicles
5551:
5551.00
I :Water Softener
7200:
7200.00
Total From Other Sheets, If Any:
0.00
Subtota1A:jj
379314,00
b- -d t5 hon ,A,ccess-or$exarcejtems..:Iteiiiie:$elor�:�'•A(iii3t.AdditiatnalStieet;I[�ecessa •:
-:f ::.,.: •- :•:.� .._. :..: ;..::::.; •::: .::.:::� •_. •.. •:::.•: ::.:: •::: v.:�::.; •.; •.•.; •:::.::: .;: ..; •::: •:.�: •;: :••:•i:}:.�'ri::::}•i:::•ii :iL•i::_: ii ::•ii;::iiia :.:::i;
ote::Efis ubltshed.itcros.arc:an:ttlitc}►:xtiete•Boksitbtmttadand ced.tncontraetat'sbia::;•::i:•r::.::::::;:.:;•::•i;::•:i>:i;:.::::«:.:.:.::..:..::;:.:..;;::•:::::•::::::-:;:::::.
:•i:;i :i; ;:•:•:ti•i
�:: •i: ;;i <;i::0::
Quan Description
Unit Pr
Total
550 :SmartWash SmartBrite Detergent (PerGailon) for 3 Brush Gantry System
9.25:
5087.50
550 :SmartWash Brilliance Detergent (PerGallon) for 3 Brush Gantry System
6.95:
3822.5
I :SmartWash Dri Wax Detergent (55 Gal Drum) for 3 Brush Ganty System
264.5:
264.50
I :SmartWash MultiGun 1020 Pressure Washer (NG or LP) w/chemical injection pump
28174
28174.00
3 :SS Auto Hose Reel, 100' Hose, Gun, Wand
2476:
7428.00
2 :PreSpray System tv/Manual Hose Reel; 100' Hose; Gun Assembly and Floor Mat Wand Holder
2131:
4262.00
Total From Other Sheets, If Any:
0.00
Subtotal 11 49038.50
Check: Total cost of Unpublished Options (B) cannot exceed 25% of the total of
the Base Unit Price plus Published Options A+B . For this transaction the percentage is: 13�;
scintslQ?r a eousCa
.........taiT`3iaa
..,........................:..............-.......,...................................................,'..................................,....................:...::.............. ."........ ..::•:.::::::.:::.::.:..::
.......
:.:.
, ::
Plumbingand Electrical, directed by WSI
35000.00
Placement, Erection, Installation and Training. Customer to privide all interconnection point-to-point electrical and plumbing
27500.00
Freight
1255,50
ales Tax (8.225%) if exempt, must provide certificate
40475.8$
Subtotal C.-Il
104231.38
::•avallabletos within9 a's <=:
Pk ..: f :..:...{_.'>:1
`i
> iv''-...i:: ' t P h eP l C..
:::•::::•: >:::•>i »:::•::•i:•>::::...:. �::..�i'j!,� ., IE, of re ei t of de oslt :`:.?`�i�i<c:2�g�4•:.. �f...,, s15..: _.. ,:...: SA. � �a...
532583.8 8
(Page 2 of 2) See Page 2 for Customer Responsibilities and Terms
Whiting Systems, Inc.
9000 Highway 5 North /Alexander, AR 72002 / 501-847-9431
SmartWash Quote / Contract
sold to City of Fayetteville AR Contract No. FL09-19
Contact person Sara Glenn Date Prepared 3/1/2019
Address Prepared By Allison Albert for Scott White
email sglenn@fayetteville.com
TO B6 SUPPLIED BY THE CUSTOMER
2" water line @ 60psi to each equipment room & plumbed with RPZ to machine pump. If the line is
smaller than 1", a holding tank will be required and sized based on incoming water flow.
• Chase lines, drainage, drain pits (oil Water Separator) to sanitary sewer.
Plumbing and electrical runs, per Whiting drawings, to and from equipment installed by customer (W.S.i.
to give utility demands.)
io Proper electrical requirements to machines, Whiting to hook up final connections.
• Compressed Air to wash bay and mechanical room as required by WSl design drawings.
• Inside Bay. Ceiling Height (including with doors raised) to be Minimum of 17' clear above floor.
• Any concrete work as required,
• Wash Bay Attendant for daily wash operations. Assists in wash operations and minor maintenance.
• Demolition of existing wash equipment & haul off.
• Dedicated Ethernet connection to wash system control panel..
NOTE: Quote and Whiting Systems Inc. design drawings are to be considered a unified document, in cases where a
conflict arises, contact the Whiting Systems Inc, engineering department at engineering@whitingsystems.com.
Electrical Requirement: votts / phase / amps
SmartWash Systems are available to ship within 90 days of receipt of deposit.
Terms: 25% Design Fees and Production Mobilization
50% Materials/Equipment Stored
25% Installation
7r+
Approved. --- r" 11 i7
H SYSTEMS, Inc.
—5
Customer begins facility mods.
C
AR
(Page 2 of 2)
M
Smart Wash WARRANTY POLICIES
9000 Highway 5 North Whiting Systems, Inc. 800-542-9000 Phone
Alexander AR 72002 501-847-0074 Fax
THE
SmartWash'
WARRANTY
0 The SmartWasho automated vehicle wash
system is warranted by Whiting Systems,
Inc. to be free of defects in workmanship
and materials under normal use and proper
operation for a period of one year on all
parts except motors which is for two years.
• The Smart Wash® warranty includes 90
day parts and labor. After the 90 day period,
it shall be strictly limited to the replenish-
ment of the defective part and does not al-
low for field labor charges for removal, in-
stallation, analysis, or travel charges. Re-
placement parts will be shipped UPS
ground.
• The warranty herein expressly conditioned
upon:
A. the use of proper electrical supply
voltage, and
B. the use of factory authorized chemi-
cals and customer providing at least one
person for maintenance operation of the
equipment who shall be trained to the rea-
sonable satisfaction of WSI or WSI's ven-
dors. Such training shall' be, conducted on
customer's premises during WSI's normal
business hours concurrent with the delivery
and installation of equipment.
• Systems with water reclamation systems
will be warranted from the date of purchase
for a period of six months.
THE
WARRANTY
PROCEDURE
• We require any product returned to
WSI for warranty inspection to have a
Return to Manufacturer Authorization
number. Before shipping, call 800-542-
9031 and ask for extension 153 to ob-
tain your RMA number. The RMA
number must be written on the outside
of the package and on the packing slip
inside.
Parts are to be returned freight prepaid.
Parts returned for warranty considera-
tion shipped freight collect will be re-
fused and credit denied.
9 WSI technicians and/or vendors will
inspect the returned part to determine if
it failed under normal use.
0 Replacement parts shipped before the
defective part is received will be in-
voiced to customers with open ac-
counts, charged to credit cards or
shipped COD. Customer's account or
credit card will not be credited until the
defective part is received by WSI and
has been evaluated by the vendor. Re-
placement parts have a 90 day warranty
-labor not included.
0 Customer has 30 days after the replace-
ment part is sent to return the defective
part to WS] for credit.
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Bu6getYear Division Adjustment Number
FLEET DPER/TI(]N3<77�
/O�2
2019U U Requestor: Sara Glenn
BUDGET ADJUSTMENT DESCRIPTION /]USTIFICATION:
Move funds originally budgeted for Light/Medium truck purchases that have been pushed to 2020 due to low points on
the vehicles budgeted topurchase Car Wash Equipment. Those vehicles will benebudgetedinthe 2OIObudget.
RESOLUTON/ORDI N4N[E
COUNCIL DATE: 5/7/2019
LEGISTAIR FILE ID#: 2019-0238
L- 7f utciwank
4/1712019 8:41 AM
Budget Director
TYPE:
JDURNAL#:
GLDxTE:
CMKD/POSTED:
TOTAL v.20190115
Increase (Decrease) IroiecL.Sub#
Account Number Expense Revenue Project Sub.DetI AT Account Name
9700.770.1920-5802.00 (435,000) - 02078 2019 EX Vehicles & Equipment - base
9700.770I920-5804.00 435,000 - 18021 l EX Building Costs Building Costs
'
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H:\Budget Adjuum=nts\oo1p_avuuet\Covcpv"cn`os-0r-2o1v\oo/p-0ooaa*Car Wash Equipment / of 1
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Wade Abernathy
Submitted By
APPROVAL OF A DEDUCTIVE
CHANGE ORDER
City of Fayetteville Staff Review Form
2021-0367
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
5/10/2021 FACILITIES MANAGEMENT (140)
Submitted Date Division / Department
Action Recommendation:
Approval of a deductive change order in the amount of $2412.10 to the Purchase Agreement Contract with
Whiting Systems, Inc. to provide and install the wash equipment for the Fleet Wash Facility.
9700.770.1920-5804.00
Account Number
18021.1
Project Number
Budgeted Item? Yes
Does item have a cost? No
Budget Adjustment Attached? No
Budget Impact:
Building Cost
Fund
Fleet Vehicle Wash
Project Title
Current Budget
$ 272,209.00
Funds Obligated
$ 266,099.44
Current Balance
$ 6,109.56
Item Cos
Budget Adjustmeni
Remaining Budges
t $ (2,412.10)
$ 8,521.66
V20180321
Purchase Order Number: 2019-00000419 Previous Ordinance or Resolution # 115-19
Change Order Number:
Original Contract Number:
Comments:
1
2019-00000020
Approval Date:
05/12/21
CITY OF
FAYETTEVILLE
94W ARKANSAS
TO: Mayor Lioneld Jordan
THRU: Paul Becker, Chief of Staff
Terry Gulley, Director of Transportation
FROM: Wade Abernathy, Director
DATE: 5/10/2021
STAFF MEMO
SUBJECT: Approval of a Deductive Change Order to Whiting Systems Purchase
Agreement contract for Fleet Wash Facility Equipment.
RECOMMENDATION:
Approval of a deductive change order in the amount of $2412.10 to the Whiting Systems
Purchase Agreement Contract.
BACKGROUND:
Resolution 115-19 approved a contract with Whiting Systems, Inc. in the amount of $532,583.88
to supply and install the equipment for the Fleet Wash Facility.
DISCUSSION:
This deductive change order will reconcile the project budget and includes the addition of some
equipment and the deletion of extra wash products.
BUDGET/STAFF IMPACT:
N/A
Attachments:
Change Order
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
- WHITING SYSTEMS, Inc. Ch108150--der
w 9000 Highway 5 North
Alexander AR 72002
800-542-9031 FAx 501-847-0074
�
CUSTOMER #
-'
Company Name City of Fayetteville
Date
5/7/2021
Attention
Sara Glenn sglenn@fayetteville.com
I
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i
FL09-19
Address
113 W Mountain St
PO:
2019-00000419
Address
I
City
Fayetteville State AR
Rep
Scott White
Phone Zip 72701
Quantity
Description
Unit Price
Extended Price
-3
SS Auto Reel w/100' hose,gun, wand,
$
2,476.00
$
(7,428.00)
4
SS Auto Reel w/100' hose, stand, gun, wand, floor mount
holder l $
2,991.77
$
11,967.08
1
Full Festoon System w/100'hose,gun,wand,holder
$
3,854.32
$
3,854.32
-1
Pre -Spray w/manual reel and stand,gun,wand,holder
` $
(2,131.00):
1
Traffic Light
': $
500.00
Sub -total
$
6,762.40
-550
SmartBrite
$
(5,087.50)
-550
Brilliance
$
(3,822.50)
-1
55 gallon Drum Dri Wax
$
(264.50):
SUB -TOTAL
.......................................................
$
(2,412.10)
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L/
PO: 2019-0419
$n532,583.88
Total $ 530,171.78