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Home My WebLink About246-22 RESOLUTIONof fArFrrd r i R4A YS>S 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Resolution: 246-22 File Number: 2022-0929 J&R EQUIPMENT: A RESOLUTION TO WAIVE COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF ORIGINAL EQUIPMENT MANUFACTURER PARTS FROM J&R EQUIPMENT IN THE AMOUNT OF $41,945.59 FOR THE REPAIR OF ACCIDENT DAMAGE TO A REFUSE TRUCK WHEREAS, Unit 4056 was involved in an accident that rendered the arm unusable and the asset out of service; and WHEREAS, the insurance company worked with the local dealer, J&R Equipment, to get the accurate pricing of the parts for the repair and the Fleet Division is qualified to perform the repair and maintain the warranty; and WHEREAS, the unique and proprietary equipment and process offered by J&R Equipment to the City make competitive bidding neither feasible nor practical, such that the City Council should waive the requirements of competitive bidding in this case. 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 determines an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and authorizes the purchase of OEM repair parts from J&R Equipment in the amount of $41,945.59, for the repair of accident damage to a refuse truck. Page 1 Printed on 10119122 Resolution: 246-22 File Number. 2022-0929 PASSED and APPROVED on 10/18/2022 Attest: PAXT ►N►r f �OTAR), Kara Paxton, City Clerk Treasurer rs•� p�B��' Page 2 Printed on 10119122 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Text File File Number: 2022-0929 Agenda Date: 10/18/2022 Version: 1 Status: Passed In Control: City Council Meetinq File Type: Resolution Agenda Number: A.10 J&R EQUIPMENT: A RESOLUTION TO WAIVE COMPETITIVE BIDDING AND AUTHORIZE THE PURCHASE OF ORIGINAL EQUIPMENT MANUFACTURER PARTS FROM J&R EQUIPMENT IN THE AMOUNT OF $41,945.59 FOR THE REPAIR OF ACCIDENT DAMAGE TO A REFUSE TRUCK WHEREAS, Unit 4056 was involved in an accident that rendered the arm unusable and the asset out of service; and WHEREAS, the insurance company worked with the local dealer, J&R Equipment, to get the accurate pricing of the parts for the repair and the Fleet Division is qualified to perform the repair and maintain the warranty; and WHEREAS, the unique and proprietary equipment and process offered by J&R Equipment to the City make competitive bidding neither feasible nor practical, such that the City Council should waive the requirements of competitive bidding in this case. 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 determines an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and authorizes the purchase of OEM repair parts from J&R Equipment in the amount of $41,945.59, for the repair of accident damage to a refuse truck. City of Fayetteville, Arkansas Page 1 Printed on 1011912022 Les McGaugh Submitted By City of Fayetteville Staff Review Form 2022-0929 Legistar File ID 10/18/2022 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 9/28/2022 FLEET OPERATIONS (770) Submitted Date Division / Department Action Recommendation: A resolution to waive competitive bidding for the purchase of OEM Parts from J&R Equipment for the repair of accident damage to a refuse truck not to exceed the total insurance estimate of $41,945.59. Budget Impact: 5500.750.5020-5311.01 Recycling and Trash Account Number Fund NA NA Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? No Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget Project Title $ 2,671.00 $ 1,530.34 $ 1,140.66 $ 1,000.00 140.66 V20210527 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Original Contract Number: Approval Date: Comments: Insurance issued a total estimate of $41,945.59 for this repair. The City will cover the $1,000 deductible cost and will receive a check for $40,945.59. CITY OF FAYETTEVILLE ARKANSAS W MEETING OF OCTOBER 18, 2022 TO: Mayor and City Council THRU: Terry Gulley, Assistant Public Work Director CITY COUNCIL MEMO FROM: Les McGaugh, Fleet Operations Support Manager DATE: 9/28/2022 SUBJECT: Purchase of Repair Parts for a Side -Load Refuse Truck RECOMMENDATION: Council waives competitive bidding for the purchase of OEM Parts from J&R Equipment for the repair of accident damage to a refuse truck not to exceed the total insurance estimate of $41,945.59. BACKGROUND: Unit 4056 is a 2020 Peterbilt refuse truck with a side -load arm that still has more than 4 years of life expectancy and 2.9/15 current points. At the beginning of September of this year Unit 4056 was involved in an accident that rendered the arm unusable and the asset out of service. DISCUSSION: For the repair of Unit 4056, OEM parts are required to maintain the existing warranty. Insurance worked with J&R Equipment, our local dealer, to get the accurate price of these parts into the estimate. Fleet is qualified to perform this repair and maintain the warranty. This will also save the additional time and expense of sending the truck to the dealer. BUDGET/STAFF IMPACT: The estimate of repair provided by insurance is in the total amount $41,945.59. After the $1,000 deductible, the insurance check provided to the city will be in the amount of $40,945.59. The deductible will be paid by Recycling and trash Collection. The cost of the OEM parts from J&R Equipment is $37,507.09. The remaining funds will go towards Fleet's labor cost for the actual repair. Attachments: Repair Estimate Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 McGowan, Winston From: Curtis Russell <curtis@eclipseappraisal.com> Sent: Friday, September 23, 2022 1:43 PM To: McGowan, Winston Subject: UNIT #4056 ESTIMATE Attachments: EA-06539 ESTIMATE.pdf 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. I spoke to Matthew at J&R Sent from Mail for Windows Eclipse Appraisal Inc Estimate ID PO BOX 84, Solgohachia, AR 72156 11537849 Original Claim Number 22-01024-001 UNIT #4056 Supplements to: curtis@eclipseappraisal.com Phone: 501-977-4436 Owner Insured Appraiser City of Fayetteville City of Fayetteville Curtis Russell 1525 S. Happy Hollow Rd. curtis@eclipseappraisal.com Fayetteville, AR 72701 (479) 444-3496 (Work) Classification wmcgowan@fayetteville-ar.gov None Arkansas Municipal League Payer Loss Type Claim Number Adjuster Insurance Collision 22-01024-001 John Wells (501) 978-6123 (Work) mvpclaim@arml.org Deductible Reported Date Loss Date Inspection Site 1000.00 - Not Waived 09/08/2022 09/01/2022 Fayetteville Fleet Inspection Date 9/12/2022 2020 Generic Truck w/o Labor Exterior Color Interior Color White Gray Drivable Odometer Yes 11792 Primary Point of Impact Right Side (3) Prior Damage Notes None Noted Options 2-Door Air Conditioning Power Steering Power Windows VIN 3BPDL70X7LF106840 Production Date 03/2019 Automatic Transmission Diesel Engine Tinted Glass City of Fayetteville 1 2020 Generic Truck w/o Labor Condition Good Mitchell Service Code 911148 Power Remote Mirror Committed On Version TM Printed On Profile QNcdifie,p Page 1 of Mitchell Cloud Estimating g MitchellEstimating22.3 9/23/2022 System profile OEM SEP 22 V Copyright 1994-2022 Mitchell International, Inc. 01:40 PM ProfileV ion All Rights Reserved 6.0 Description Parts Profile Parts Profile Version Peterbilt520 side Load Trash Truck Little Rock 5.0 Line# Description Operation Type Additional Costs & Materials 1 936004 Shipping Additional Cost Special / Manual Entry 2 900500 Right Hand Heavy Duty Remove / Body* Arm Assembly Replace 3 900501 J&R EQUIPMENT LLC. 405- 495-5110 (SPEAK TO MATTHEW GRUDOWSKI) 45 DAY LEAD TIME LABOR Total Units Type PART Number Qty Total Price Tax $2,835.00* Yes 15.0* New LABBCB01175 1 $34,097.35* Yes 04 * Judgment Item C Included in Clear Coat Calculation T Included in Two Tone Calculation A Included in Clear Coat and Two Tone Calculation # Labor Note Applies r CEG R&R Time Used for this Labor Operation d Discontinued by Manufacturer I i Verify the part number and price before ordering Estimate Totals Labor Units Rate Sublet Add'I Amount Body Labor 15.0 $80.00 Total Labor 15.0 Committed On Parts Amount Taxable Parts $34,097.35 Costs Amount Other Additional Costs $2,835.00 Paint Materials $0.00 Gross Totals Amount Gross Total $41,945.59 Adjustments Amount Deductible-$1,000.00 Total Customer Responsibility Version Mitchell Cloud EstimatingTM Mitchell Estimating22.3 Copyright 1994-2022 Mitchell International, Inc. OEM SEP_22_V All Rights Reserved Totals $1,200.00 $1,200.00 Taxable $1,200.00 Tax 10.0000% $120.00 Non -Taxable $0.00 Labor Total $1,320.00 $34,097.35 Parts Adjustments $0.00 Tax 10.0000% $3,409.74 Non -Taxable $0.00 Parts Total $37,507.09 $2,835.00 $0.00 Taxable $2,835.00 Tax 10.0000% $283.50 Non -Taxable $0.00 Costs Total $3,118.50 $41,945.59 Taxable $38,132.35 Tax $3,813.24 Non -Taxable $0.00 Gross Total $41,945.59 - $1,000.00 - $1,000.00 Printed On Profile(Mcdified) Page 2 of 9/23/2022 System profile 01:40 PM Profile Version 6.0 Estimate Totals Net Estimate Total $40,945.59 DISCLAIMER: This estimate has been prepared by an independent appraisal service. Receipt of this estimate copy from the appraisal service is not an authorization for repairs or a guarantee of payment. ***ALL SUPPLEMENTS REQUIRE PRIOR APPROVAL BEFORE REPAIRS BEGIN OR PARTS ARE ORDERED*** All supplements will require all parts invoices for the entire repair. Failure to obtain approval may result in the denial of the payment for any and all supplemental repairs. -Please present this estimate to the shop of your choice -Only you can authorize repairs to your vehicle -If the shop has any questions about the estimate or if the shop encounters any supplemental damage, they should contact the appraiser's name listed on this estimate Disclaimer: Any person who knowingly presents a false or fraudulent claim for payment of a loss or benefit or knowingly presents false information in an application for insurance is guilty of a crime and may be subject to fines and confinement in prison. Oommitted On Version Mitchell Cloud EstimatingTM Mitchell Estimating22.3 Copyright 1994-2022 Mitchell International, Inc. OEM SEP_22_V All Rights Reserved Printed On Pnot ile(Mcdified) 9/23/2022 System profile 01:40 PM Profile Version 6.0 Page 3 of 3