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Home My WebLink About21-25 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 21-25 File Number: 2024-00888 ASPHALT MATERIALS (BID 25-07): A RESOLUTION TO AWARD BID 425-07 AND AUTHORIZE THE PURCHASE OF ASPHALT MATERIALS FROM EMERY SAPP & SONS, INC. AS PRIMARY SUPPLIER AND TO AUTHORIZE THE USE OF OTHER BIDDERS BASED ON PRICE AND AVAILABILITY AS NEEDED THROUGH THE END OF 2025 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 awards Bid #25-07 and authorizes the purchase of asphalt materials from Emery Sapp & Sons, Inc. as primary supplier and authorizes the use of other bidders based on price and availability as needed through the end of 2025. PASSED and APPROVED on January 7, 2025 Approved: E-SIGNED by Molly Rawn on 2025-01-14 21.51.08 GMT Molly Rawn, Mayor Attest-: ♦�♦��RK T.R,F/�i�� C" p� SG E-SIGNED by Kara PaxtorL_ on 2025-01-14 23:23:43 GMT FAYETTEVILLE•;;O= Kara Paxton, City Clerk Treasurer �i��9sy ,KA NS, O� ;;♦ I0 A Page 1 CITY OF FAYETTEVILLE ARKANSAS MEETING OF JANUARY 7, 2025 CITY COUNCIL MEMO 1 � 11::: TO: Mayor Rawn and City Council THRU: Susan Norton, Chief of Staff FROM: Terry Gulley, Asst Public Works Director - Ops SUBJECT: A resolution to award Bid 25-07 and authorize the purchase of Asphalt materials from Emery Sapp & Sons as primary supplier in variable amounts and for varying unit prices and to authorize the use of other bidders based on price and availablity as needed through the end of 2025. RECOMMENDATION: A resolution to award Bid 25-07 and authorize the purchase of Asphalt materials from Emery Sapp & Sons as primary supplier in variable amounts and for varying unit prices and to authorize the use of other bidders based on price and availablity as needed through the end of 2025. BACKGROUND: The purchase of bulk construction materials and services is necessary to maintain current infrastructure and to implement the projects outlined in the Capital Improvements Program and Annual Budget and Work Program. DISCUSSION: Sealed bids in accordance with State statutes, City Ordinances, and purchasing procedures were publicly read and the results are attached to this memo. BUDGET/STAFF IMPACT: Funds for the acquisition of materials and services have been budgeted in various capital projects within the Sales Tax Capital Improvements Fund and Street Fund operating programs. ATTACHMENTS: SRF (#3) , Bid 25-07, Bid Tab - Final (#4) Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 == City of Fayetteville, Arkansas y 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 - Legislation Text File #: 2024-00888 A resolution to award Bid 25-07 and authorize the purchase of Asphalt materials from Emery Sapp & Sons as primary supplier in variable amounts and for varying unit prices and to authorize the use of other bidders based on price and availablity as needed through the end of 2025. A RESOLUTION TO AWARD BID #25-07 AND AUTHORIZE THE PURCHASE OF ASPHALT MATERIALS FROM EMERY SAPP & SONS, INC. AS PRIMARY SUPPLIER AND TO AUTHORIZE THE USE OF OTHER BIDDERS BASED ON PRICE AND AVAILABILITY AS NEEDED THROUGH THE END OF 2025 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 awards Bid #25-07 and authorizes the purchase of asphalt materials from Emery Sapp & Sons, Inc. as primary supplier and authorizes the use of other bidders based on price and availability as needed through the end of 2025. Page 1 Terry Gulley Submitted By City of Fayetteville Staff Review Form 2024-888 Item ID 1/7/2025 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 11/20/2024 Submitted Date Action Recommendation: TRANSPORTATION SERVICES (410) Division / Department A resolution to award Bid 25-07 and authorize the purchase of Asphalt materials from Emery Sapp & Sons as primary supplier in variable amounts and for varying unit prices and to authorize the use of other bidders based on price and availablity as needed through the end of 2025. Budget Impact: Account Number Fund Project Number Project Title Budgeted Item? Yes Total Amended Budget $ - Expenses (Actual+Encum) $ - Available Budget $ Does item have a direct cost? Yes Item Cost $ Is a Budget Adjustment attached? No Budget Adjustment $ - Remaining Budget $ V20221130 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Approval Date: Original Contract Number: Comments: The "item cost"&"current budget" boxes are blank because these items will vary depending upon fluctuating needs based on citizen requests received, construction projects approved, & other variable fartnrc CITY OF FAYETTEVILLE A R K A N S A S BID TABULATION Bid 25-07, Asphalt Materials - Quarter 1 DEADLINE: Tuesday, October 22, 2024 at 2:00 PM Secondary Primary APAC-Central Emery Sapp & Sons Total $865,250.00 $2,075,728.00 Line # Description QTY UOM Unit Extended Unit Extended 1 Section A: Type 2 Surface 5344.000.00 $553,000.00 1.1 Asphalt Concrete Hot Mix Surface Course Type 2, per AHTD 1996 Specifications, PG 64-22, With Millings and Shingles Allowed (RAP/RAS) 3000 Ton No Bid 75.00 1.2 Asphalt Concrete Hot Mix Surface Course Type 2 per AHTD 1996 Specifications, PG 64-22, With Millings Only (RAP) 2000 Ton $82.00 lZam 1.3 Asphalt Concrete Hot Mix Surface Course Type 2 per AHTD 1996 Specifications, PG 64-22, No Millings or Shingles (Virgin) 2000 Ton 590.00 $86.00 2 Section B: Type 2 Binder 841,000.00 537,500.00 2.1 Asphalt Concrete Hot Mix Binder Course Type 2 per AHTD 1996 Specifications, PG 64-22, With Millings or Shingles (RAP/RAS) 500 Ton 582.00 7S.00 3 Section C: Superpave Surface 9.5MM S96,000.00 5136,000.00 3.1 Asphalt Concrete Hot Mix Course 9.5mm as per AHTD 2014 Specifications, PG 64-22, With Millings or Shingles (RAP/RAS) 1000 Ton No Bid 90.00 3.2 Asphalt concrete Hot Mix Course 9.5mm as per AHTD 2014 Specifications, PG 64-22, With Millings Only (RAP) 500 Ton $95.00 S92.00 3.3 Asphalt concrete Hot Mix Course 9.5mm as per AHTH Specifications, PG 70-22, With Millings Only (RAP) 500 Ton $27.00 No Bid 4 Section D: Superpave Surface 12.SMM $196,000.00 9182,500.00 4.1 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications, PG 64-22, With Millings and Shingles (RAP/RAS) 500 Ton No Bid 89.00 4.2 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications, PG 64-22, With Millings Only (RAP) 500 Ton $86.00 85.00 4.3 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications, PG 70-22, With Millings Only (RAP) 500 Ton 91. 91.00 4.4 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications, PG 76-22, With Millings Only (RAP) 500 Ton S105.00 No Bid 4.5 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications, PG 76-22, No Millings or Shingles (Virgin) 500 Ton $110.00 S100.00 5 Section E: Other Items $188,250.00 5166,725,00 5.1 Asphalt concrete Hot Mix Surface Course 4.75mm as per AASHTO recommendation, PG 64-22, No Millings or Shingles (Virgin) 1500 Ton $110.00 99.00 5.2 Tack Oil (IN GALLONS) 2500 Gallon $9.00 5.3 START UP PRICE FOR PLANT - Estimated One (1) Event Each Year 1 Lump Sum $750.00 $725.00 5.4 Deliver - Cost per Ton 4500 Ton No Bid No Bid 6 Section F: Asphalt Millings for Sale No Bidi $3.00 6.1 Asphalt Millings (Picked Up By Vendor From City of Fayetteville) 1 Ton No Bid No Bid 6.2 Asphalt Millings (Delivered To Vendor at Convenience of City Staff) 1 Ton No Bid S33.00 Attributes Puppy Creek Rd 17137 Pleasure What is the address of the plant location? (Springdale) Heights Rd (Springdale) What is the maximum guaranteed wait time to load? 45 minutes 30 minutes NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City Officials (`" 16 �o Z Kenny Fitch, Purchasing Agent 7m. 1,o ,091, > > 04