HomeMy WebLinkAboutOrdinance 6492113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Ordinance: 6492
File Number: 2021-0750
POLICE DEPARTMENT UNMARKED UNIT PROGRAM:
AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE
BIDDING AND AUTHORIZE THE PURCHASE OF USED VEHICLES FOR THE POLICE
DEPARTMENT UNMARKED UNIT PROGRAM IN AN AMOUNT NOT TO EXCEED
$35,000.00 PER VEHICLE, AND TO ALLOW EXISTING UNMARKED UNITS TO BE SOLD
FOR TRADE-IN VALUE TOWARD REPLACEMENTS
WHEREAS, the Police Department maintains an unmarked used vehicle fleet for use by plain clothes
officers; and
WHEREAS, used vehicles are critical components of the Police Department's criminal investigation,
administration, training, and community policing divisions; 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 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, authorizes the purchase of used vehicles for the Police
Department Unmarked Unit Program in an amount not to exceed $35,000.00 per vehicle, and further
approves the sale of existing unmarked units for trade-in value toward replacements.
Pape 1 Printed on 10/20/21
OrdinanCe. 6492
File Number 2021-0750
PASSED and APPROVED on 10/19/2021
Attest:
Kara Paxton, City Clerk Treasurer
Page 2 Printed on 10120121
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Text File
File Number: 2021-0750
Agenda Date: 10/19/2021 Version: 1 Status: Passed
In Control: City Council Meetinq File Type: Ordinance
Agenda Number: C.1
POLICE DEPARTMENT UNMARKED UNIT PROGRAM:
AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND
AUTHORIZE THE PURCHASE OF USED VEHICLES FOR THE POLICE DEPARTMENT
UNMARKED UNIT PROGRAM IN AN AMOUNT NOT TO EXCEED $35,000.00 PER VEHICLE,
AND TO ALLOW EXISTING UNMARKED UNITS TO BE SOLD FOR TRADE-IN VALUE
TOWARD REPLACEMENTS
WHEREAS, the Police Department maintains an unmarked used vehicle fleet for use by plain clothes officers;
and
WHEREAS, used vehicles are critical components of the Police Department's criminal investigation,
administration, training, and community policing divisions; 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 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, authorizes the purchase of used vehicles for the Police Department Unmarked Unit Program in an
amount not to exceed $35,000.00 per vehicle, and further approves the sale of existing unmarked units for
trade-in value toward replacements.
City of Fayetteville, Arkansas Page 1 Printed on 1012012021
Mike Reynolds
Submitted By
City of Fayetteville Staff Review Form
2021-0750
Legistar File ID
10/19/2021
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
9/28/2021
Submitted Date
Action Recommendation:
POLICE (200)
Division / Department
Approve an ordinance waiving the requirement of competitive bidding for the purchase of used vehicles for the
Police Department unmarked unit program, allowing the existing units to be used for trade-in values for
replacement units, and authorize the Mayor to execute the purchase of used unmarked units in an amount up to
$35,000.
4470.200.8200-5802.00
Account Number
06003.01
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? No
Budget Impact:
Sales Tax Capital Improvement
Fund
Police Unmarked Vehicle Replacement
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$ 153,668.00
$ 63,992.36
99,675.64
V20210527
Purchase Order Number: Previous Ordinance or Resolution # 6083
Change Order Number:
Original Contract Number:
Comments:
Approval Date:
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF OCTOBER 19, 2021
TO: Mayor and City Council
FROM: Mike Reynolds, Chief of Police
DATE: September 28, 2021
SUBJECT: Bid Waiver for Unmarked Police Vehicles
RECOMMENDATION:
CITY COUNCIL MEMO
Staff recommends approval of an ordinance waiving the requirements of competitive bidding for
the purchase of prior -owned vehicles for the Police Department unmarked vehicle program,
allow the existing unmarked units to be used as trade-in value for the replacement vehicles, and
authorize the Mayor to execute the purchase of the unmarked prior -owned vehicles in an
amount up to $35,000.
BACKGROUND:
The Police Department maintains a fleet of prior -owned unmarked vehicles for use by our plain
clothes officers. These used vehicles are critical components of our criminal investigation,
administration, training, and community policing divisions. These vehicles are periodically
replaced based on age, odometer readings, and maintenance costs in an effort to keep
operational costs to a minimum.
DISCUSSION:
The current bid waiver in place has a maximum amount of $30,000. Due to the decreased
inventory of prior owned vehicles, current supply chain issues, market demand, and inflation, it
is difficult to locate suitable vehicles within this price point. By increasing the threshold to
$35,000, this would allow the City to locate and purchase these vehicles quickly, with minimal
disruption to department operations.
BUDGET/STAFF IMPACT:
Funds will be spent within the current Police Unmarked Vehicle Replacement project. Staffing
will not be affected.
Attachments:
Ordinance 6083, Police Department Non -Motor Pool Program
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
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 8/22H8