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Home My WebLink About009-26 RESOLUTIONPage 1 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 9-26 File Number: 2025-2372 A RESOLUTION TO AUTHORIZE THE PURCHASE OF ASPHALT MATERIALS FOR USE BY THE TRANSPORTATION DIVISION ON AN AS NEEDED BASIS THROUGH THE END OF 2026 WHEREAS, Ark. Code Ann. § 14-58-104(14) provides that the city may purchase “motor fuels, oil, asphalt, asphalt oil, and natural gas” without soliciting bids; and WHEREAS, because price volatility in the crude oil market affects the cost of asphalt, the Transportation Division proposes to solicit and accept bids on at least a quarterly basis without the need for further approval of the City Council through calendar year 2026. 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 asphalt materials for use by the Transportation Division through the end of 2026, and authorizes the Transportation Division to solicit informal bids or quotes on at least a quarterly basis without the need for further approval of the City Council. PASSED and APPROVED on January 6, 2026 Approved: _______________________________ Molly Rawn, Mayor Attest: _______________________________ Kara Paxton, City Clerk Treasurer Mailing address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov CITY COUNCIL MEMO 2025-2372 MEETING OF JANUARY 6, 2026 TO: Mayor Rawn and City Council THROUGH: Chris Brown, Public Works Director FROM: Terry Gulley, Asst Public Works Director - Ops SUBJECT: Purchase of Asphalt Materials RECOMMENDATION: A resolution to authorize the purchase of asphalt materials for use by the Transportation Division on an as- needed basis through the end of 2026. 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 for Quarter 1 are attached to this memo. Ark. Code Ann. §14-58-104(14) provides that the City may purchase "motor fuels, oil, asphalt, asphalt oil, and natural gas" without soliciting bids; and because price volatility in the crude oil market affects the cost of asphalt, the Transportation Division proposes to solicit and accept bids as necessary without the need for further approval of the City Council through calendar year 2026. 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: 3. Staff Review Form, 4. Bid 26-07, Bid Tab - Asphalt Materials Page 1 City of Fayetteville, Arkansas Legislation Text 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 File #: 2025-2372 A RESOLUTION TO AUTHORIZE THE PURCHASE OF ASPHALT MATERIALS FOR USE BY THE TRANSPORTATION DIVISION ON AN AS NEEDED BASIS THROUGH THE END OF 2026 WHEREAS, Ark. Code Ann. § 14-58-104(14) provides that the city may purchase “motor fuels, oil, asphalt, asphalt oil, and natural gas” without soliciting bids; and WHEREAS, because price volatility in the crude oil market affects the cost of asphalt, the Transportation Division proposes to solicit and accept bids on at least a quarterly basis without the need for further approval of the City Council through calendar year 2026. 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 asphalt materials for use by the Transportation Division through the end of 2026, and authorizes the Transportation Division to solicit informal bids or quotes on at least a quarterly basis without the need for further approval of the City Council. City of Fayetteville Staff Review Form 2025-2372 Item ID 1/6/2026 City Council Meeting Date - Agenda Item Only N/A for Non-Agenda Item Sara Combs 11/14/2025 TRANSPORTATION SERVICES (410) Submitted By Submitted Date Division / Department Action Recommendation: A resolution to award bid 26-07 and authorize the purchase of aphalt materials from Emery Sapp & Sons, Inc as primary supplier in variable amounts and for varying unit prices and to authorize the use of other bidders based on price and availability as needed through the end of 2026. Budget Impact: Various Street Fund Account Number Fund Project Number Project Title Budgeted Item?Yes Total Amended Budget $11,380,000.00 Expenses (Actual+Encum)$- Available Budget $11,380,000.00 Does item have a direct cost?No Item Cost $- Is a Budget Adjustment attached?No Budget Adjustment $- Remaining Budget $11,380,000.00 V20221130 Purchase Order Number:Previous Ordinance or Resolution # Change Order Number:Approval Date: Original Contract Number: Comments:Since the expense will most likely be applied to various accounts, the Total Amended Budget amount is the total 2026 budget for the Street Fund. Line #Description QTY UOM Unit Extended Unit Extended 1 Section A: Type 2 Surface 1 EA $314,000.00 $314,000.00 $539,000.00 $539,000.00 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 $74.00 $73.00 1.3 Asphalt Concrete Hot Mix Surface Course Type 2 per AHTD 1996 Specifications, PG 64-22, No Millings or Shingles (Virgin)2000 Ton $83.00 $84.00 2 Section B: Type 2 Binder 1 EA $35,500.00 $35,500.00 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 $71.00 $71.00 3 Section C: Superpave Surface 9.5MM 1 EA $87,500.00 $87,500.00 $177,500.00 $177,500.00 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 $85.00 $85.00 3.3 Asphalt concrete Hot Mix Course 9.5mm as per AHTH Specifications, PG 70-22, With Millings Only (RAP)500 Ton $90.00 $90.00 4 Section D: Superpave Surface 12.5MM 1 EA $178,000.00 $178,000.00 $223,375.00 $223,375.00 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 $90.00 4.2 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications, PG 64-22, With Millings Only (RAP)500 Ton $79.00 $79.75 4.3 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications, PG 70-22, With Millings Only (RAP)500 Ton $85.00 $85.00 4.4 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications, PG 76-22, With Millings Only (RAP). Pre-Oct 2018 500 Ton $94.00 $94.00 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 $98.00 $98.00 5 Section E: Other Items 1 EA $160,700.00 $160,700.00 $160,725.00 $160,725.00 5.1 Asphalt concrete Hot Mix Surface Course 4.75mm as per AASHTO recommendation, PG 64-22, No Millings or Shingles (Virgin)1500 Ton $95.00 $95.00 5.2 Tack Oil (IN GALLONS)2500 Gallon $7.00 $7.00 5.3 START UP PRICE FOR PLANT - Estimated One (1) Event Each Year 1 Lump Sum $700.00 $725.00 5.4 Delivery - Cost per Ton 4500 Ton No Bid No Bid 6 Section F: Asphalt Millings for Sale - Through 12/31/2024 1 EA $3.00 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 $3.00 Attributes What is the address of the plant location? What is the maximum guaranteed wait time to load? Kenny Fitch, Sr. Procurement Agent BID TABULATION Bid 26-07, Asphalt Materials - Quarter 1 DEADLINE: Tuesday, October 21, 2025 at 2:00 PM * NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City Officials. Total $1,136,103.00 Emery Sapp & Sons, Inc. AWARD BY PRICE & AVAILABILITY 45 minutes 30 minutes ______________________________________________________________________________ Puppy Creek Rd (Springdale)17137 Pleasure Heights Rd (Springdale) AWARD BY PRICE & AVAILABILITY APAC-Central, Inc. $775,700.00 Trevel Young, Procurement Agent ______________________________________________________________________________