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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 ' - - - - - ' ' - - - - - - - - ' - - - ' - ' H:\Budget Adjuum=nts\oo1p_avuuet\Covcpv"cn`os-0r-2o1v\oo/p-0ooaa*Car Wash Equipment / of 1 .V2 a C a CL x W a W d N Q) CL a a u ` � a a 4 N m -0 O aN N N a M a C LL u N -D O 10 N Q t - a C 3 > O U i L 0 N CL ro ro N a C a OQ i N ro CJtoO a a N u O > L aO t° + a i u 0 +' Y hDN E 4 C a'ao -c o-cD - v ro a E � = m Lm uN -0 a ro a 3 a a ro +, J-- tLo ux O ~ ^ '� ro > N Q) u o cu> N vOD r m to a o> O qa c c a > =3 G m O a) u v Y :3(U C c _... u a L .-ro o — E ro 3 a aai LL. 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E Ci to O '3 m O } Q i cr W a > c O L a[ a u Cl) ro U a m 0 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 ; ! HGAC# 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) 'hitinRv.0 C r_ tBMIn•/ I J", _ R �//5- L/ PO: 2019-0419 $n532,583.88 Total $ 530,171.78