HomeMy WebLinkAboutOrdinance 6491F FPYETT
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113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Ordinance: 6491
File Number: 2021-0718
BID WAIVER FOR FLEET VEHICLES:
AN ORDINANCE TO WAIVE COMPETITIVE BIDDING AND AUTHORIZE THE
PURCHASE OF NEW VEHICLES THROUGH VARIOUS MANUFACTURERS'
AUTHORIZED DEALER NETWORKS, BUT TO REQUIRE INFORMAL QUOTES OR BIDS
FOR SIMILAR VEHICLES, AND TO AUTHORIZE THE MAYOR TO EXECUTE ANY
AGREEMENTS NECESSARY TO PARTICIPATE IN GOVERNMENT FLEET PROGRAMS
WHEREAS. new vehicles are available at a discounted rate directly from various manufacturers'
authorized dealer networks through government fleet programs; and
WHEREAS, not all dealers are part of an authorized dealer network and using the government fleet
programs ensures consistent pricing and includes other benefits like technician training, access to
available inventories statewide, increased standard warranties, and discounts on diagnostic software
and parts; and
WHEREAS, dealers do not have pricing prior to an ordering window, which is often not open long
enough to complete the full bidding process. and the pricing that would be submitted in the bidding
process will be the same as through a government fleet program; and
WHEREAS, authorizing purchases through government fleet programs without competitive bidding
will allow the Fleet Division to place orders within short ordering windows, purchase existing inventory
when available, obtain quotes quickly from different manufacturers based on the specific needs of a
division or department, and ensure staff has the equipment needed to maintain a high level of service to
Fayetteville residents and businesses.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
Page 1 Printed on 1016121
Ordinance: 6491
File Number.' 2021-0718
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville. Arkansas hereby finds the above
circumstances make competitive bidding not feasible or practical and therefore waives the
requirements of formal competitive bidding and authorizes the purchase of new vehicles through the
various vehicle manufacturers' authorized dealer networks, and further authorizes the Fleet Division to
solicit informal bids or quotes prior to the purchase of vehicles without the need for further approval by
the City Council.
Section 2: that the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan
to sign any agreements or documents necessary to participate in the government fleet programs.
PASSED and APPROVED on 10/5/2021
Approve Attest:
�ERK
G. • • • • . RF'�i,
_ FAYE77E1•�LLE
ioneld rd ,Mayor Kara Paxton, City Clerk Treasurei:� �: ;
Page 2 Printed on 10/6/21
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Text File
File Number: 2021-0718
Agenda Date: 10/5/2021 Version: 1 Status: Passed
In Control: City Council Meetinq File Type: Ordinance
Agenda Number: CA
BID WAIVER FOR FLEET VEHICLES:
AN ORDINANCE TO WAIVE COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF
NEW VEHICLES THROUGH VARIOUS MANUFACTURERS' AUTHORIZED DEALER
NETWORKS, BUT TO REQUIRE INFORMAL QUOTES OR BIDS FOR SIMILAR VEHICLES, AND
TO AUTHORIZE THE MAYOR TO EXECUTE ANY AGREEMENTS NECESSARY TO
PARTICIPATE IN GOVERNMENT FLEET PROGRAMS
WHEREAS, new vehicles are available at a discounted rate directly from various manufacturers' authorized
dealer networks through government fleet programs; and
WHEREAS, not all dealers are part of an authorized dealer network and using the government fleet programs
ensures consistent pricing and includes other benefits like technician training, access to available inventories
statewide, increased standard warranties, and discounts on diagnostic software and parts; and
WHEREAS, dealers do not have pricing prior to an ordering window, which is often not open long enough to
complete the full bidding process, and the pricing that would be submitted in the bidding process will be the
same as through a government fleet program; and
WHEREAS, authorizing purchases through government fleet programs without competitive bidding will allow
the Fleet Division to place orders within short ordering windows, purchase existing inventory when available,
obtain quotes quickly from different manufacturers based on the specific needs of a division or department, and
ensure staff has the equipment needed to maintain a high level of service to Fayetteville residents and
businesses.
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 finds the above circumstances
make competitive bidding not feasible or practical and therefore waives the requirements of formal competitive
bidding and authorizes the purchase of new vehicles through the various vehicle manufacturers' authorized
dealer networks, and further authorizes the Fleet Division to solicit informal bids or quotes prior to the purchase
of vehicles without the need for further approval by the City Council.
City of Fayetteville, Arkansas Page 1 Printed on 101612021
File Number: 2021-0718
Section 2: that the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to sign
any agreements or documents necessary to participate in the government fleet programs.
City of Fayetteville, Arkansas Page 2 Printed on 101612021
Sara Glenn
Submitted By
City of Fayetteville Staff Review Form
2021-0718
Legistar File ID
10/5/2021
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
9/15/2021 FLEET OPERATIONS (770)
Submitted Date Division / Department
Action Recommendation:
An ordinance waiving the requirements of formal competitive bidding of vehicles procured through a
manufacturer's authorized body of dealers, including but not limited to General Motors/Chevrolet, Ford, Dodge,
Toyota, etc. for the purchase of vehicles, within budget, after obtaining quotes from different vehicle
manufacturer's authorized dealers, and authorizing the Mayor to execute agreements with manufacturers as
necessary to participate in government fleet programs.
Budget Impact:
Various
Various
Account Number
Fund
Various
Various
Project Number
Project Title
Budgeted Item? Yes
Current Budget
$ 10,383,743.00
Funds Obligated
$ 5,034,204.11
Current Balance
$ 5,349,538.89
Does item have a cost? No
Item Cost
$ -
Budget Adjustment Attached? No
Budget Adjustment
Remaining Budget
5,349,538.89
V20210527
Purchase Order Number: Previous Ordinance or Resolution #
Change Order Number: Approval Date:
Original Contract Number:
Comments:
CITY OF
FAYETTEVILLE
ARKANSAS
W
MEETING OF OCTOBER 05, 2021
TO: Mayor and City Council
THRU: Terry Gulley, Director of Transportation
FROM: Sara Glenn, Fleet Operations Superintendent
DATE: September 14, 2021
SUBJECT: Bid Waiver for Fleet Vehicles
CITY COUNCIL MEMO
RECOMMENDATION:
An ordinance waiving the requirements of formal competitive bidding of vehicles procured
through a manufacturer's authorized body of dealers, including but not limited to General
Motors/Chevrolet, Ford, Dodge, Toyota, etc. for the purchase of vehicles, within budget, after
obtaining quotes from different vehicle manufacturer's authorized dealers, and authorizing the
Mayor to execute agreements with manufacturers as necessary to participate in government
fleet programs.
BACKGROUND:
New Vehicles are available at a discounted rate directly from the manufacturer's authorized
body of dealer networks utilizing various government fleet programs. Using these programs
allows a government agency to leverage its spending power by having government pricing that
is consistent regardless of dealer and includes numerous other benefits including technician
training and searching available inventories statewide, including cancelled orders. Not all
dealers are part of a manufacturer's authorized dealer network and the government fleet
program pricing can only be guaranteed by ordering from an authorized dealer.
DISCUSSION:
Purchasing new vehicles utilizing these government fleet programs enables the City to secure
competitive pricing which is based on a high -volume discount and bid -assist pricing provided to
dealers directly from the manufacturer. These programs also increase standard warranties and
provide discounts on diagnostic software and parts.
Authorizing the purchases within approved budget allows the City to place orders in short ordering
windows, purchase existing inventory when available, and ensure staff has the equipment to
maintain operations and continue to provide services to residents.
Competitive bidding is not feasible or practical because dealers do not have pricing prior to the
ordering window, the window is often not open long enough for the City to complete its internal
bidding process, and the pricing that would be submitted in a bid response is the same as through
the government fleet programs. Fleet needs the flexibility to obtain quotes quickly from different
manufacturers based on the specific needs of a division or department
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
Fleet's continued mission is to provide efficient equipment to our user departments, so that they
can in turn provide service to the citizens of Fayetteville.
BUDGET/STAFF IMPACT:
Funds will be spent within allowed approved budget authorized by City Council.