HomeMy WebLinkAboutOrdinance 4455 ORDINANCE NO. 4455
AN ORDINANCE WAIVING THE REQUIREMENTS OF
FORMAL COMPETITIVE BIDDING AND AUTHORIZING
THE CITY TO LEASE 20,000 SQUARE FEET OF WAREHOUSE
SPACE FROM ALPINE HOLDINGS FOR $4,000.00 PER MONTH
TO STORE SOLID WASTE RESIDENTIAL CARTS UNTIL THEY
CAN BE DISTRIBUTED AND DECLARING AN EMERGENCY
WHEREAS, the City of Fayetteville initially leased warehouse space from
Alpine Holdings on November 25, 2002 for less than ten thousand dollars, and
moved thousands of residential solid waste carts into the leased premises; and
WHEREAS, the leased premises will be needed to be leased longer than
originally contemplated because of a production shutdown at the facility
manufacturing the garbage trucks needed to handle the carts; and
WHEREAS, adding the initial lease payment to the additional amount of
lease payment required to store the carts long enough for the new distribution
schedule exceeds $10,000.00, which normally requires formal bidding by the
City; and
WHEREAS, because of the substantial expenses and employee time which
would be required to move the thousands of carts to a different leased storage
facility and Alpine Holdings' agreement to continue to lease its warehouse at its
initially agreed monthly rate, the City Council finds that circumstances exist that
constitute an exceptional circumstance where competitive bidding is not feasible
nor practical.
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 waives the requirements of formal competitive bidding for the lease of
20,000 square feet of warehouse space from Alpine Holdings for $4,000.00 per
month to store solid waste residential carts until they can be distributed.
Section 2. Emergency Clause. That the City Council of the City of
Fayetteville, Arkansas having found that the storage of thousands of residential
solid waste cars is essential to provide adequate sanitation services to the citizens
of Fayetteville without undue delay, hereby declares this ordinance to be
necessary to preserve the public health, and because of such, an emergency is
• OrdinanQ Number4455
hereby declared to exist and this ordinance shall be in full force and effect from
the date of its passage and approval.
PASSED and APPROVED this the 7w day of January, 2003.
APPROVED:
By: 4 614
DAN COODY, May
ATTEST:
By:
Bather Woodruff, City rk
� (' ti � ��;
NAME OF FILE: Ordinance No. 4455
CROSS REFERENCE:
Item # Date Document
1 12123/02 Staff Review Form w/attachments:
copy of 12/18/02 memot to Gary Dumas
2 02/07/03 memo to Brian Pugh
3 02/11 /03 lAffidavit of Publication from NW Ark. Gazette
NOTES:
NORTHWEST ARKANSM EDITION
Arkansas Democrat VOgizeW
AFFIDAVIT OF PUBLICATION
I , LP .. do solemnly swear that I am
Ledcil Clerk of the Arkansas Democrat-Gazette newspaper, printed and
published in Lowell , Arkansas, and that from my own personal knowledge
and reference to the files of said publication , the advertisement of:
' was inserted in the regular editions on
c�) ih ins
`* Publication Charge : $ (Y4
Subscribed and sworn to before me this
day of 2003.
ORDINANCE NO. 0455
AN ORDINANCE WAVING THE REQUIREMENTS OF
Notary Public FORMAL COMPETI VE BIDDING AND AU HOR ZING
THE CITY TO LEASE 20.000 SOUARE FEET OF
WAREHOUSE SPACE FROM ALPINE HOLDINGS FOR
RESIDENTIAL
.00 PER MONTH HE STORE SOLID WASTE � of Fayetteville
RESI00.00 CARTS UNTIL THEY CAN BE DISTRIBIJWA
My Commission Expires: WHEREAS, the Chy of FeyetteNee Widely, leased warehouse space horn Alpine Holdings
on November 25. 2002 for less Man ten thousand dollars, and ngaeo MGusade of residential saad
waste carts Into the leased prerwas: and
WHEREAS, Ma leased "edea wN be needed to be leased longer than algirey,
contenpleted because of a pmtluclbn shutoonn at Me testify rtsnulecturMg We garbage sucks
Ple OaVlt: needed to handle Me tarts: arid
�p WHEREAS, adding Me inttlal lease payment to the addRlonal amount of lease paymara
AnLinvoice wTAIG(1 i JR N nnoormaal trequl� ro� I�baal�ng by Me Gy: and
ough for the neor dlsma on schetl da exceeav s10,000.0o, wrvm
WHEREAS, because of the substaMlel atyenses and employee time wtYCh would be
NOlary Public-Arkansas required to rn a the thousands of carts to a dltterertt Issued! storage faauy and Alpine Holdings'
WASHINGTON COUNTY agreement to continue to lease Its wbrdguse M hs nnialy agreed mont1 W rete, Me Cy Guild finds
Met chcurastarues asst Mat socia to an acceptorid c'unnsreroa where owcel Wring s rot
Commission Expires 11 -052011 fxisbenor pacbcel.
NOW, THEREFORE, BE IT ORDAINED BY THE CRY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That Me Gy Couoi of the Gy of Fayetteville, Aaansae hereby waNes Ma requhenenb of
formal o0mpolMe bdding for Me lease of 20,000 square feet of warehouse space from Alpha HoUnge
for $4,000.00 par month to store wild waste resclentiel cads until they can ba distributed.
Section 2. Emergency Claus. That Me Gy Council of Me Gy of FayadeAlle, Arkansas hating found
that the storage of Mousnds of raddsiltlal add waste cars Is essential to provide adequate sanitation
swAces to the Citizens of FayehoWe Wthout undue delay, hereby declares this ordinance to be
rocessary to Praserve the Public hea M, and because of soh, an emergency Is hereby'derlared to exist
end this ordnance shat be In M face enol effect horn Me data of Its passage aro apprmss.
PASSED end APPROVED the the 7M day of January. 2003.
APPROVED:
By
DAN GOODY, Maya r. .
ATTE�T:
j HBaMarWaruff,�k
212 NORTH EAST AVENUE P.O. BOX 1607 FAYETTEVILLE, ARKANSAS 72702 • (501 ) 442-1700
FAYETTE�I LLE
THE CITY OF FAYEMVILLL ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Brian Pugh C
Solid Waste & Recycling
From: Clarice Buffalohead-Pearmank
Sr. Secretary
Date: 2/7/2003
Re: Ord. No. 4455
Attached please find an executed copy of the above ordinance passed by the City Council on
January 7, 2003, authorizing the city to lease warehouse space to store solid waste residential
carts until distribution.
The original will be microfilmed and filed in the city clerk's office. If anything else is needed
please let the city clerk's office know.
/cbp
cc: Nancy Smith, Internal Auditor
J • STAFF REVIEW FORM •
• AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville City Council Meeting of : January 7th, 2003
FROM :
Brian Pugh Solid Waste & Recycling General Services
Name Division Department
ACTION REQUIRED :
Approve bid waive for extend' ig I ase agreement with Alpine Holdings to March 30th, 2003
COST TO CITY :
$ 63000.00 $ 902,979.00 Lease of Storage for Carts
Cost of this request Category/Project Budget Program Category / Project Name
5500.5020.5308.00 $
Account Number Funds Used to Date Program / Project Category Name
$ 9029979.00 Solid Waste
Project Number Remaining Balance Fund Name
BUDGET REVIEW: • Budgeted Item Budget Adjustment Attached
Budget M464ger Date Administrative Services DirectorDate
CONTRACT/GRANT/LEASE REVIEW:
3—
Accounting Manager Date Internal A6bitor Date
ClAy Attorn ate ADA Coordinator Date
RL
Purchasing Manager Date Grant Coordinator Date
STAFF RECOMMENDATION : Staff recommends approval of the bid waiver for extending lease agreement.
Cross Reference
Division Head Date
New Item : Yes NO
Department Director Date Previous Ord/ Res # :
\{X/4 W,c2 DY Orig . Contract Date
Adili in s tive Ser ces Director Date
Orig . Contract Number
Ma or Date
f
To: Gary Dumas
From: Brian Pugh
Date: Wednesday, December 18, 2002
Subject: Lease Agreement for Cart Storage
Background:
The Solid Waste and Recycling Division entered into a lease Agreement with Alpine
Holdings on November 25th for lease of 20,000 sq/ft of warehouse space at 20 cents per
sq. foot, located at 1800 South Stirman in Fayetteville, for storage of the Divisions
residential solid waste carts. The term of the lease agreement is set to expire on February
7`h, 2003.
Discussion:
Due to manufacturer production delays, delivery of the automated waste collection trucks
have been altered. This delay will affect the beginning of program operations for the
automated Volume Based /Pay as You Throw program and further storage of the carts is
required until the program can begin. Most of the carts have been delivered, with the last
delivery of carts set for December 23rd.
The one week production shut down at Mack has affected our roll out of the cart delivery
dates by 4 weeks. The trucks are presently scheduled for delivery as follows: 1 truck the
week of December 16, 2002. The second truck the week of January 6, 2003 and the
remainder by February 1 , 2003 . If this schedule does not change, we will have time to
train on the equipment before the cart rollout which we have now scheduled for the first
route on February 10`h, 2003 . Totter Carts have been notified about the schedule changes
and they will notify the cart delivery company.
Recommendations:
Because of production delays the Solid Waste and Recycling staff request approval of a
Bid Waiver for extension of the lease agreement with Alpine Holdings with the new
termination date set for March 301h 2003 .
Solid Waste and Recycling Division Telephone: 479-575-8398
1560 Happy Hollow Road. Fax: 479-444-3478
Fayetteville, Arkansas 72701 Email: bpugh@ci.fayetteville.ar.us
i 0
ORDINANCE NO. 4455
AN ORDINANCE WAIVING THE REQUIREMENTS OF
FORMAL COMPETITIVE BIDDING AND AUTHORIZING
THE CITY TO LEASE 20,000 SQUARE FEET OF WAREHOUSE
SPACE FROM ALPINE HOLDINGS FOR $4,000.00 PER MONTH
TO STORE SOLID WASTE RESIDENTIAL CARTS UNTIL THEY
CAN BE DISTRIBUTED AND DECLARING AN EMERGENCY
WHEREAS, the City of Fayetteville initially leased warehouse space from
Alpine Holdings on November 25, 2002 for less than ten thousand dollars, and
moved thousands of residential solid waste carts into the leased premises; and
WHEREAS, the leased premises will be needed to be leased longer than
originally contemplated because of a production shutdown at the facility
manufacturing the garbage trucks needed to handle the carts; and
WHEREAS, adding the initial lease payment to the additional amount of
lease payment required to store the carts long enough for the new distribution
schedule exceeds $10,000.00, which normally requires formal bidding by the
City; and
WHEREAS, because of the substantial expenses and employee time which
would be required to move the thousands of carts to a different leased storage
facility and Alpine Holdings' agreement to continue to lease its warehouse at its
initially agreed monthly rate, the City Council finds that circumstances exist that
constitute an exceptional circumstance where competitive bidding is not feasible
nor practical.
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 waives the requirements of formal competitive bidding for the lease of
20,000 square feet of warehouse space from Alpine Holdings for $4,000.00 per
month to store solid waste residential carts until they can be distributed.
Section 2. Emergency Clause. That the City Council of the City of
Fayetteville, Arkansas having found that the storage of thousands of residential
solid waste cars is essential to provide adequate sanitation services to the citizens
of Fayetteville without undue delay, hereby declares this ordinance to be
necessary to preserve the public health, and because of such, an emergency is
