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Home My WebLink AboutOrdinance 4475 r ORDINANCE NO, 4475 AN ORDINANCE TO APPROVE A BID WAIVER FOR THE PURCHASE OF ASPHALT AND AGGREGATE MATERIALS AND TO APPROVE A BULK PURCHASE CONTRACT WITH MCCLINTON-ANCHOR WHEREAS, McClinton-Anchor is the only regional supplier of asphalt and certain aggregate materials so that competitive bidding is impossible, impractical and not feasible. 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 determines that an exceptional situation exists for the bulk purchase of asphalt and other aggregate materials needed for road and other construction such that normal competitive bidding is not feasible or practical. Accordingly, the City Council hereby waives the statutory requirements for competitive bidding for these purchases and authorizes the purchase of asphalt and aggregate materials from McClinton-Anchor in the unit prices shown on the City of Fayetteville Product Price List - F.O.B. Plant (attached as Exhibit A) as needed for a total authorized expenditure of up to $1,175,371 .00. PASSED and APPROVED this the 15t day of April, 2003. APPROVED: _• r . � By: � _' DAN GOODY, Ma y: Sondra Smith, City Clerk APAC-Arkansas • McClinton Anchor CITY OF FAYETTEVILLE PRODUCT PRICE LIST - F.O.B. PLANT FOR YEAR 2003 Material Material WEST Material Material Description Code FORK Code SHARPS Code HINDSVILLE AG Lime 90107 $6.45 90108 $6.20 Coarse Lime 90507 $3.20 90508 $3.95 Fill Material - - 90905 $ 1 .50 90908 $ 1 .50 * Class 7 Base 91505 $6.85 91505 $5.20 91508 $5.20 * Misc. Base 91708 $5.40 91705 $4.70 91708 $3.75 Crusher Run (Small, non-spec base) - - 91905 $6.70 - 1 1/4" Cone. Aggregate - 94308 $7. 10 V Conc. Rock 94508 $7. 10 3/4" Conc. Rock 94908 $7.45 B-Stone 95505 $5.70 95508 $5.70 Rip Rap 95705 $ 10.70 95708 $ 10.70 Shot Rock 95905 $4.95 95908 $4.95 CL 1 Seal Chips - - 96308 $8.70 5/8" Chips (LS) 93608 $7.95 CL 2 Seal Chips - 96508 $9.20 1/2" Chips (LS) 92305 $8.45 .92308 $8.45 CL 4 Seal Chips - - 96908 $ 11 .45. Waste Material 97105 $4.45 97108 $4.45 Abrasives (LS) Grit - L28 $5.70 Block Chat - $7.45 1 1/2" Filter Rock 8305a $6.70 $6.70 1 1/8" Filter Rock 2105a $6.70 $6.70 PLEASE NOTE: 1 .) PRICES ABOVE ARE QUOTED FOB PLANT EXCLUDING APPLICABLE TAXES. 2.) PLEASE SEE AGGREGATE ORDERING NOTES ON BACK PAGE. 3.) Class 7 Base for West Fork is hauled in from Sharps. 4.) Misc. Base for West Fork is hauled in from Hindsville. * Subject To Availability 5.) Please call the numbers listed below for material orders and haul rates: West Fork 'Aggregate - (479) 443-2331 or Asphalt (479) 839-8514 Sharps 'Aggregate - (479) 756-8866 or Asphalt (479) 756-2881 Hindsville 'Aggregate or Asphalt - (479) 789-2230 or (479) 756-2232 6.) Sales tax at each location: West Fork - 6.625% Sharps - 6. 125% Hindsville - 6.625% THANK YOU FOR YOUR BUSINESS! ! ! NAME OF FILE: Ordinance No. 4475 CROSS REFERENCE: Item # Date Document 1 04/01103 Ord. 4475 w/Ex. A 2 03/13/03 IStaff Review Form w/attachments: draft ordinance memo to City Council copy of APAC letter to Richard Cochrac w/attachment copy of APAC letter to Peggy Vice w/attachment copy of escalation clause Argus Weekly Average 3 04/08/03 memo to Gulley NOTES: FAYETTEA LLE • THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Terry Gulley Operations Division From: Clarice Buffalohead-Pearman City Clerk Division Date: 4/8/03 Re: Ord. 4475 Attached please find an executed copy of the above referenced ordinance. The original ordinance 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 STAFF REVIEW FORM • 110003 X AGENDA REQUEST q y 75r _ CONTRACT REVIEWnCbn�Dn `Dr _ GRANT REVIEW For the Fayetteville City Council meeting of: Aoril 1 . 2003 FROM: Terry Gulley Transportation Operations Name Division Department ACTION REQUIRED: Approve a bid waiver for construction materials utilized by various divisions of the City. ar & mpproVC purc.NA sa COST TO CITY: $ 1 , ns In l _ $1 ,476,872 In-House Pavement Imp. Cost of this request Category/Project Budget Category/Project Name 4470-9470-5809.00 $45,776.00 N/A Account Number Funds Used to Date Program Name 02052 $10431 ,096 Sales Tax Capital Project Number Remaining Balance Fund BUDGET VI Budgeted Item _ Budget Adjustment Attached Bu get oordinator Administrative Services Director CONTRACT/GRANT/LEASE REVIEW: GRANTING AGENCY: Accou� Mana er Da a ADA Coordinator Date �.�� d 3It x (03 City At rney Date Internal Audit Date � uj", 3 � 14 � b Purchasing Officer Date STAFF RECOMMENDATION : NgQroVQ 1 .3 /3 03 Cross Reference Div' oni ad Date ��ffffr ,�2New Item: YES NO t Direc or Date Prev Ord/Res #: 4:1 Orig . Contract Date: Orig. Contract Number: a Mayor Date • • Page 2 STAFF REVIEW FORM Description: Approval of a bid waiver for construction materials Meeting Date: 04/01 /03 Comments: Reference Comments: Budget Coordinator: Accounting Manager: City Attorney: Purchasing Officer: ADA Coordinator: Internal Auditor: ORDINANCE NO. AN ORDINANCE TO APPROVE A BID WAIVER FOR THE PURCHASE OF ASPHALT AND AGGREGATE MATERIALS AND TO APPROVE A BULK PURCHASE CONTRACT WITH MCCLINTON-ANCHOR WHEREAS, McClinton-Anchor is the only regional supplier of asphalt and certain aggregate materials so that competitive bidding is impossible, impractical and not feasible. 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 determines that an exceptional situation exists for the bulk purchase of asphalt and other aggregate materials needed for road and other construction such that normal competitive bidding is not feasible or practical. Accordingly, the City Council hereby waives the statutory requirements for competitive bidding for these purchases and authorizes the purchase of asphalt and aggregate materials from McClinton-Anchor in the unit prices shown on the City of Fayetteville Product Price List - F.O.B. Plat (attached as Exhibit A) as needed for a total authorized expenditure of up to $1,175,371 .00. PASSED and APPROVED this the 15t day of April, 2003. APPROVED: By: DAN COODY, Mayor ATTEST: Bv: Sondra Smith, City Clerk TO: The Fayetteville City Council FROM: Gary Dumas, Director of Operations ar� Terry Gulley, Transportation Manager. DATE: March 14, 2003 SUBJECT: 2003 Asphalt & Aggregate Bid Waiver Asphalt and aggregate materials have consistently been bid for the last few years, resulting in only one bid being received. The only year in which another bid was received McClinton-Anchor was again selected due to the close proximity to the City's construction projects. Thus the repetitious process, that has resulted in no additional bids for consideration while increasing the City's cost due to the time spent by city staff in Purchasing as well as advertising expense. Due to the above mentioned results it is the Transportation Divisions recommendation that a bid waiver be granted for this years construction materials. This will allow all City Divisions an adequate and consistent supply of the materials needed for the currently approved projects. a c n APAC-Arkansas, Inc. McClinton-Anchor Division March 13, 2003 Mr. Richard Cochrac City of Fayetteville Street Division 1525 Happy Hollow Road Fayetteville, AR 72701 Dear Richard: Please find the attached Aggregate Price Sheet for 2003. Note that Class 7 Base and Misc. Base prices for the West Fork facility are subject to availability because they are back-hauled from our Sharps and Hindsville facilities respectively when applicable. We at McClinton-Anchor sincerely appreciate your continued business and look forward to serving the City of Fayetteville's material needs. If you have questions, please do not hesitate to contact me. Sincerely, Mike Lancett Sales/Marketing Supervisor General Office • 240 N. Block St. P.O. Box 1367 • Fayetteville, Arkansas 72702 • Phone: (479) 587.3300 • Fax: (479) 521-2826 Harrison Branch Office • P.O. Box 27 • Harrison, Arkansas 72601 • Phone: (870) 429-5202 0 Fax: (870) 429-5200 For Aggregate Ordering_* 1 .) To ensure availability and timely delivery, please provide the designated plant a minimum of 1 weeks notice for any aggregate tonnage in excess of 1000 tons. All materials are subject to availability. 2.) If customer requires specification type materials (ie. AHTD, FAA), the customer has the responsibility for ordering and purchasing the appropriate material. 3 .) Material prices are on a per ton basis F.O.B. plant location - excluding applicable taxes. 4.) Please call 587-3300 with technical questions and for special pricing. a ,v ' APAC-Arkansas, Inc. McClinton-Anchor Division March 11 , 2003 Peggy Vice City of Fayetteville Purchasing Manager 113 W. Mountain Fayetteville, AR 72701 Dear Peggy, Please find enclosed our asphalt price sheet for the City of Fayetteville effective March 31 , 2003 . As you know, within the last year asphalt liquid cement (AC) prices have increased drastically. There are numerous factors contributing to this price increase, most importantly the uncertainty of war with Iraq coupled with the effects of the recent Venezuela national strike, which crippled oil production and supply. _ In January 2002 the City of Fayetteville asphalt price list was based on the current AC market range of $ 125.00 per ton. The current average price for our region is $ 175.00 per ton. The AC content in our asphalt mix designs average 5.5%. Depending on the type of mix design, computing the $50.00 average increase results in a $2.75 increase in price per ton. I have enclosed liquid asphalt price reports for 2002 and 2003 to support the circumstances we are faced with. In closing, we at McClinton-Anchor have attempted to the best of our ability to rr,;nin ire the impact of these changes for the City of Fayetteville and sincerely appreciate your patience and continued business. Please feel free to call me with any questions. Sincerely, ./ Mike Lancett Sales/Marketing Supervisor i Gmeral Office 240 N. Block St. P.O. Box 1367 ' Fayettesille, Arkansas 72702 Phone: (479) 587-3300 • Fax: (479) 521.2826 Harrison Branch Office • P.O. Box 27 • Hanson, Arkansas 72601 • Phone: (870) 429-5202 ' Fax: (870) 429-5200 APAGArkansas McClinton Anchor CITY OF FAYETTEVILLE PRODUCT PRICE LIST - F.O.B. PLANT FOR YEAR 2003 ***Prices Are Subject To Grange*** Material Material WEST Description Code FORK SHARPS HINDSVILLE AVOCA Type 2 Surface (LS) 93' AHTD 44040 NO BID $25.00 NO-BID NO-BID Type 2 Surface (LS) 96' AHTD 44042 $25.50 $24.25 $25.50 $25.75 Type 3 Surface (LS) 93' AHTD45420 NO BID $25.00NO-BID $26.75 Type 3 Surface (LS) 96' AHTD 45042 r $26.25 Premix- MC250 - 96' AHTD46581 $29.00 $29.00 NO-BID $29.00 Type I Surface (SS) 93' AHTD 43421 NO-BID $26.00 NO-BID $27.75 Type 2 Surface (SS) 93' AHTD44421 NO-BID $26.00 F $27.50 Type 2 Surface (SS) 96' AHTD44043 r $26.75 $26.25 NO-BID $27.75 Type 3 Surface (SS) 96' AHTD45043NO-BID $26.00 NO-BID $28.75 Type Binder 93' AHTD41420 NO-BID $21 .50 NO-BID $23.50 Type 2 Binder 93' AHTD 42420 NO-BID $21 .50 NO-BID $23.75 Type 2 Binder 96' AHTD42041 NO-BID $21 .75 NO-BID NO-BID Base (Black Base) 93' AHTD 40420 NO-BID $22.00 NO-BID $22.75 Superpave Surface-(PG64-22) NO-BID $27.75 $28.50 $30.75 Superpave Binder-(PG64-22) NO-BID $23 .75 523.00 NO-BID Superpave Base-(PG64-22) NO-BID $21 .50 $21 .50 NO-BID (Non-Spec) Type 3 Commercial Mix 65041 $24.50 $23 .50 524.25 $25.50 PLEASE NOTE: l .) PRICES ABOVE ARE QUOTED FOB PLANT EXCLUDING APPLICABLE TAXES. 3.) Please call the numbers listed below for material orders and haul rates: Sharps Aggregate - (479) 756-8866 or Asphalt (479) 756-2881 Hindsville Aggregate or Asphalt - (479) 789-2230 or (479) 756-2232 Avoca Aggregate-(479)636- 1010 or Asphalt (479)636-8329 West Fork Asphalt-(479)839-8514 6.) Sales tax at each location: West Fork - 6.625% Sharps - 6. 125% Hindsville - 6.625% Avoca - 7. 125% THANK YOU FOR YOUR BUSINESS! ! !