HomeMy WebLinkAbout121-22 RESOLUTION1{0 FAYr rr�, rr
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113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 121-22
File Number: 2022-0401
GENERAL MOTORS FOR CHEVROLET TAHOES:
A RESOLUTION TO APPROVE THE PURCHASE OF TWELVE CHEVROLET TAHOES
FROM GENERAL MOTORS OR ITS AUTHORIZED DEALERS, PURSUANT TO
ORDINANCE 6491, IN THE TOTAL AMOUNT OF $562,891.68, AND TO APPROVE A
BUDGET ADJUSTMENT
WHEREAS, on October 5, 2021, the City Council passed Ordinance 6491, to waive competitive
bidding and authorize the purchase of new vehicles through various manufactures' authorized dealer
networks; and
WHEREAS, the ordering window for 2023 Police GM Police Pursuit/Support Vehicles is scheduled
to open May 19, 2022 and will remain open until the quota designated by GM is filled.
NOW THEREFORE, 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 authorizes the purchase
of twelve Chevrolet Tahoes from General Motors or its authorized dealers, in the total amount of
$562,891.68, pursuant to Ordinance 6491, for use by the Police Department and Fire Department.
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 5/17/2022
Page 1 Printed on 5118122
Resolution: 121-22
File Number.- 2022-0401
Attest:
Kati Paxton, City Clerk Treasurer
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FAYEI7EVILLE;�_
Page 2 Printed an 5118122
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Text File
File Number: 2022-0401
Agenda Date: 5/17/2022 Version: 1 Status: Passed
In Control: City Council Meetinq File Type: Resolution
Agenda Number: A.15
GENERAL MOTORS FOR CHEVROLET TAHOES:
A RESOLUTION TO APPROVE THE PURCHASE OF TWELVE CHEVROLET TAHOES FROM
GENERAL MOTORS OR ITS AUTHORIZED DEALERS, PURSUANT TO ORDINANCE 6491, IN
THE TOTAL AMOUNT OF $562,891.68, AND TO APPROVE A BUDGET ADJUSTMENT
WHEREAS, on October 5, 2021, the City Council passed Ordinance 6491, to waive competitive bidding and
authorize the purchase of new vehicles through various manufactures' authorized dealer networks; and
WHEREAS, the ordering window for 2023 Police GM Police Pursuit/Support Vehicles is scheduled to open
May 19, 2022 and will remain open until the quota designated by GM is filled.
NOW THEREFORE, 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 authorizes the purchase of twelve
Chevrolet Tahoes from General Motors or its authorized dealers, in the total amount of $562,891.68, pursuant
to Ordinance 6491, for use by the Police Department and Fire Department.
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 511812022
Les McGaugh
Submitted By
City of Fayetteville Staff Review Form
2022-0401
Legistar
5/17/202'
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
4/29/2022 FLEET OPERATIONS (770)
Submitted Date Division / Department
Action Recommendation:
Authorization to utilize Ordinance 6491 to purchase 12 police pursuit/support vehicles, at the projected total cost
of $562,891.68, and authorizing the Mayor to execute agreements with General Motors, or its authorized dealers,
as necessary to participate in government fleet programs, and to approve a budget adjustment.
�yLd�]�fl�Ai�:t•Iia.�:�il►a[iI�
Account Number
02081.2022
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? Yes
Budget Impact:
Shop
Fund
Police and Passenger Vehicles
Project Title
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
$ 494, 719.00
$ 196,415.97
$ 298,303.03
$ 562,891.68
$ 713,000.00
$
V20210527
Purchase Order Number: Previous Ordinance or Resolution # 6491
Change Order Number:
Original Contract Number:
Comments:
Approval Date:
10/5/2021
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF MAY 17, 2022
TO: Mayor and City Council
THRU: Terry Gulley, Public Works Assistant Director
FROM: Les McGaugh, Fleet Services Support Manager
DATE: April 29, 2022
CITY COUNCIL MEMO
SUBJECT: Budget Adjustment for Tahoe purchase for Public Safety
RECOMMENDATION:
Authorization to utilize Ordinance 6491 to purchase 12 police pursuit/support vehicles, at the
projected total cost of $562,891.68, and authorizing the Mayor to execute agreements with
General Motors, or its authorized dealers, as necessary to participate in government fleet
programs, and to approve a budget adjustment.
BACKGROUND:
New Vehicles are available at a discounted rate directly from General Motors using the City's
Fleet Identification Number. Using the GM 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.
Due to the shortage of available new vehicles and unpredictable ordering window closings, the
City will not be able to purchase new vehicles according to normal replacement schedules or
approved expansion timelines.
DISCUSSION:
Similar to 2021, when the ordering windows closed rapidly and many orders were cancelled, the
ordering window for 2023 Police GM Police Pursuit/Support Vehicles is scheduled to open May
19, 2022 and remain open until the quota designated by GM is filled. Since the quota amount
has yet to be determined by GM, there is no prediction as to how long the ordering window will
remain open. Quotes obtained will be based on build price by the GM authorized dealer, as the
government discount will remain the same regardless of dealer as long as they are a GM
authorized dealer.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
BUDGET/STAFF IMPACT:
The total number of units requested is twelve. This includes four Police Pursuit Tahoe's and
three Support Tahoe's for the Fire department that are currently planned for replacement in the
2023 budget. The additional five Police Pursuit units are to be expansion requests for 2023. If
these expansion requests are denied, these units would simply be kept by Fleet to be utilized for
regularly scheduled replacements at a later date.
The official government price will not be released until the ordering window opens May 19tn.
However, to ensure the City does not miss this one and only opportunity to order for 2023, an
inquiry was sent to our local GM authorized dealers to see if they had any projection of what the
cost may be. The response was to expect 8% increase to the 2022 price, which was $43,433.
This results in a projected cost of $46,907.64 each, for a total of $562,891.68.
Unit #
MP Ctrl #
Projected
Purchase Cost
Projected
Upfit Cost
Total Budget
Requested
1271
FIRE F001
$ 46,907.64
$ 12,509.00
$ 59,416.64
2158
FIRE F005
46,907.64
12,509.00
59,416.64
2154
FIRE F012
46,907.64
12,509.00
59,416.64
Replacement
POLC TBD
46,907.64
12,509.00
59,416.64
Replacement
POLC TBD
46,907.64
12,509.00
59,416.64
Replacement
POLC TBD
46,907.64
12,509.00
59,416.64
Replacement
POLC TBD
46,907.64
12,509.00
59,416.64
Expansion
POLC EXP
46,907.64
12,509.00
59,416.64
Expansion
POLC EXP
46,907.64
12,509.00
59,416.64
Expansion
POLC EXP
46,907.64
12,509.00
59,416.64
Expansion
POLC EXP
46,907.64
12,509.00
59,416.64
Expansion
POLC EXP
46,907.64
12,509.32
59,416.96
$ 562,891.68
$ 150,108.32
$ 713,000.00
Attachments:
Ordinance 6491
Email from GM authorized dealer
2022 Invoice
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 BIDING 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
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 I Panted on 7016127
Ordinance: 6491
Fife 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 govemment fleet programs.
PASSED and APPROVED on 101512421
,pprove Attest: 1��jttt t r r rrjrr�`
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ioneld �rdMayor Kara Paxton. City Clerk Treasurerr�:
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Page 2 Printed on 10/&21
City of Fayetteville, Arkansas
Text File
File Number: 2021-0718
Agenda Date: 1015/2021 Version: 1
In Control: City Council Meeting
Agenda Number: CA
1:3111killi.1I ►31:%01"7y11313llr'►3l1111)M &IT
113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Status: Passed
File Type: Ordinance
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
I041'A ICa117M0:11►[ei$l1:►/�►1u■1:1►1r[a 4:13[il:Z1Ze1:71u►6�
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 f Prinfed on 10/5/2021
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 10/5/2021
McGaugh, Les
From: Jeffery Lee <jlee@drivesuperior.com>
Sent: Wednesday, April 27, 2022 2:19 PM
To: McGaugh, Les
Subject: Re: 2023 Tahoe
CAUTION: This email originated from outside of the City of Fayetteville. Do not click links or open attachments unless you recognize
the sender and know the content is safe.
Les,
My best estimate at this time Les is that we can expect an 8% increase in pricing over the 2022 models for the 2023
Tahoe PPV and SSV units. I would utilize this to help project for budgetary purposes at this time.
Sincerely,
Jeff Lee
Superior Automotive Group
Fleet and Commercial Sales
Cell: 479-393-8282
SUPERIOR
AUTOMOTIVE GROUP
On Wed, Apr 27, 2022 at 10:49 AM McGaugh, Les <Imcgaugh@fayetteville-ar.gov> wrote:
Hi Jeff,
Can I get your best estimate for cost per unit for PPVs and SSVs for the 2023 Tahoe ordering window.
Thank you,
Les McGaugh
Support Manager
Fleet Services
1525 S. Happy Hollow Rd.
City of Fayetteville, Arkansas 72701
I m ca a u a h afavettevi I l e-a r. a ov
T 479.444.3485
Website I Facebook I Twitter I Instagram I YouTube
1
Dealer Information
SUPERIOR CHEVROLET BUICK GMC $437433-00
490 HWY 412 E
SILOAM SPRINGS, AR 72761
Phone: 479-524-3152 1 /14/2022
Fax:
1 GNSKLED4NR169593
Model Year: 2022
Make: Chevrolet
Model: Tahoe
CK10706-4WD
PEG: 1FL-Commercial / Fleet Preferred Equipment Group
Primary Color: GAZ-Summit White
Trim: H1T-1 WT/1 FL -Cloth, Jet Black, Interior Trim
Engine: L84-Engine: 5.3L, EcoTec3 V-8, DI, Dynamic Fuel
Mgt, VVT
Transmission: MHS-10-Speed Automatic
Additional Vehicle Information
GM Marketing Information
Event Code: 4155-Adjustment Invoice
Order #: ZWKM68
MSRP: $50,083.00
Order Type: FBC-Fleet Political Subdivision
Stock #: N/A
Inventory Status: N/A
Total Cash Allowance: N/A
Total Cash Allowance: N/A
venicie v uons
Chargeable Options
MSRP
6J3-(SEO) Wiring - Grille Lamp and Speakers
$92.00
6J4-(SEO) Wiring - Horn/Siren Circuit
$55.00
7X3-(SEO) Spotlamp, Left-hand LED
$800.00
AMF-Remote Keyless Entry Package
$75.00
BTV-Remote Engine Starting Pkg
$300.00
R7N-CREDIT - NOT EQUIPPED WITH
-$50.00
STEERING COLUMN LOCK
R9Y-FLT-FLEET MAINTENANCE CREDIT
-$34.00
No Cost Options
FE9-Federal Emissions
FLT-FLEET
L84-Engine: 5.3L, EcoTec3 V-8, DI, Dynamic Fuel Mgt, V V T
MHS-10-Speed Automatic
R6D-FLT-BID ASSISTANCE/CE
VPV-Ship thru charge: Kerr Industr., Arlington, TX
VQ2-Holdback N/A, Dealer Fleet Assistance
Other Options
1FL-Commercial / Fleet Preferred Equipment
Group
5J9-Calibration, Taillamp Flasher, Red/White
(SEO)
5T5-Seat Trim Override, Front Cloth/Rear Vinyl
(SEO)
9C1-Police Package
AT6-Seat, 2nd row 60/40 Bench, manual
ATH-Keyless Open & Keyless Start
AZ3-Seats: Front 40/20/40 Split -Bench, Full
Feature
BG9-Floor Covering: Rubberized Vinyl, Black
C6C-GVW Rating 7400 Lbs
DLF-Mirrors, O/S: Power, Heated
GU5-Rear Axle: 3.23 Ratio
IOR-Chevrolet Infotainment, 8" Color Screen
KC4-Cooler, Engine Oil
KNP-Transmission Cooling System
N37-Steering Column, Manual Tilt &
Telescoping
R6J-Ship Thru Code Acknowledgement
RNQ-Wheel, 20" Full size spare, steel
TB4-Liftgate, Rear, manual
UD5-Parking Assist, Front & Rear Sensors
UE1-OnStar Communication System
USR-USB Data ports, 2 within center console
UTJ-Theft Protection System, Unauthorized
Entry
V03-Cooling system, extra capacity
VK3-Front License Plate Mounting Provisions
XCS-TIRE ALL 275/55R20 SL 113V BW AL3
VAR1
Z56-CHASSIS PACKAGE POLICE
CONVERSION
—" indicates vehicle belongs to Trading Partner's inventory
5J3-Calibration, Surveillance Mode Int.
Lighting (SEO)
5LO-(SEO) Calibration, taillamp flasher,
Red/Red
6J7-(SEO) Flasher System, Headlamp and
tailamp
A2X-Power Seat Adjuster (Driver's Side)
ATD-Seat Delete: Third Row
AYO-Airbags-frontal,front seat side -impact and
roof -rail
BCV-(SEO) Calibration, Rear Door Auto Lock
Disable
BVE-Assist Steps, Black
CJ2-Climate Control, Electronic - Multi -zone
GAZ-Summit White
H1T-1 WT/1 FL -Cloth, Jet Black, Interior Trim
K34-Cruise Control
KI4-120 Volt Electrical Receptacle, In Cab
KX4-Alternator, 250 AMP
PXT-Wheels: 20" Steel
RC1-Skid Plate
T8Z-Buckle-To-Drive
U2J-SiriusXM Satellite Radio, Delete
UDD-Driver Info Display
UK3-Radio Controls -Steering Wheel
UT7-(SEO) Ground studs, aux, cargo area
inside liftgate
UVB-Rear Vision Camera, HD
V53-Luggage rack side rails - none
WUA-Fascia, Front, custom
YK6-SEO Processing Option
Z82-Trailering Package
Disclaimer:
GM has tried to make the pricing information provided in this summary accurate. Please refer to actual vehicle invoice, however, for complete
pricing information. GM will not make any sales or policy adjustments in the case of inaccurate pricing information in this summary.
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division Adjustment Number
FLEET OPERATIONS (770)
2022 /Org2
Requestor: Les McGaugh
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
Requesting Council approve this adjustment to purchase a total of 12 GM Police Pursuit/Support Vehicles for $46,907.64
each, a total of $562,891.68. The units will also need upfit items, including light bars and other equipment. These items
are being projected to cost $150,108.32 for all units. The total requested budget for these units is $713,000. The list of
the specific units are itemized in the Staff Review Memo.
RESOLUTION/ORDINANCE
COUNCIL DATE: 5/1 7/2022
LEGISTAR FILE ID#: 2022-0401
Hail 3z'cw�
412812022 3:46 PM
Budget Director Date
TYPE: D - (City Council)
JOURNAL #:
GLDATE: 5/17/2022
CHKD/POSTED:
TOTAL
Account Number
1,010,084 1,010,084
Increase / (Decrease)
Expense Revenue
Proiect.Sub#
Project Sub.Detl AT
v.20220414
Account Name
9700.770.1920-5802.00
713,000
-
02081 2022 EX
Vehicles & Equipment - base
9700.770.1910-4999.99
9700.770.1920-6602.01
-
-
415,916
297,084
RE
02081 2022 RE
Use Fund Balance - Current
Transfer from Fund - General
1010.090.6600-7602.70
1010.001.0001-4999.99
297,084
-
-
297,084
59700 1010 EX
RE
Transfers To Funds - Shop
Use Fund Balance - Current
H:\Budget Adjustments\2022_Budget\CITY COUNCIL\05-17-22\2022-0401 BA Fleet - 2023 Tahoes for Police & Fire 1 of 1