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Home My WebLink AboutOrdinance 4575ORDINANCE NO. 4575 AN ORDINANCE TO WAIVE FORMAL COMPETITIVE BIDDING REQUIREMENT DURING 2004 FOR THE PURCHASE OF ROLL OFF STYLE STEEL CONTAINERS BY THE SOLID WASTE DIVISION AND TO APPROVE A PURCHASE OF ROLL OFF CONTAINERS IN AN AMOUNT NOT TO EXCEED $85,859.00 WHEREAS, a previous bid was awarded by the city after competitive bidding in February, but could not be honored by the successful bidder due to an unanticipated jump in steel prices; and WHEREAS, because of the volatility of steel prices (and hence the price of steel Roll Off style containers), normal competitive bidding procedures are unworkable, impractical and not feasible; and WHEREAS, the Solid Waste Division proposes to obtain telephone or fax bids by direct solicitation of the suppliers who previously bid during the formal process and accept the lowest bid in this abbreviated procedure. 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 formal competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding for the purchase of steel Roll Off style containers for the rest of 2004, but requires that the Solid Waste Division solicit fax bids from at least three suppliers and award the bid to the lowest bid submitted. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves the purchase of Roll Off style containers by the procedure stated above in an amount of not to exceed $85,859.00. PASSED and APPROVED this 18th day of May, 2004. APPROVED: :FAYETTEVILLE; _ . _ By: COODY, Mayor ATTEST: WA top "Y i�•FEN NAME OF FILE: Ordinance No. 4575 w/Ex. A CROSS REFERENCE: Item # Date Document 1 04/29/04 memo to mayor & city council 2r04/27//0044 draft ordinance 3 fax to Travis Dotson 4 Gregory Manufacturing Quotation 5 Bes-Pac Quote 6 WasteQuip/MayFab 7 Downing Sales & Service Inc. Quote 6 02/09/04 memo to Travis Dotson g copy of Res. No. 15-04 10 01/16/04 memo to mayor & city council 11 copy of bid tabulation 12 copy of Staff Review Form 13 05/04/04 copy of Staff Review Form 14 05/24/04 memo to Travis Dotson NOTES: Council Item To: Mayor and City Council From: Gary Dumas Date: April 29`I', 2004 Subject: Bid waiver to purchase roll off style containers and receiver boxes OPM y 5 7S 5/l S Ja `% �v 11 l��clG �61d �l�r Recommendation: Staff recommends approving a bid waiver to receive the best prices possible for the purchase of roll off style and receiver box containers for the Solid Waste and Recycling Division. Background: In February 2004 Best Pac Inc. was awarded bid 03-79 for the right to supply roll off style and receiver boxes to the Solid Waste and Recycling Division. Resolution number 15-04 gave the Solid Waste and Recycling Division the approval to purchase the containers with this bid. Recently staff tried to place the first order for roll - off style containers and were informed by Best Pac that they were no longer able to honor their bid due to recent spikes in steel prices increasing the costs of their containers. Because of these increases, the cost to the City went up approximately $1,500 per container. Discussion: Receiving a bid waiver to use another manufacturer will enable the city to receive the best prices possible for the purchase of these containers. Due to the recent increase in cost from this vendor, staff received new quotes from 3 other manufacturers: Gregory Design and Manufacturing, Waste Quip May Fab, and Downing Sales and Service. Staff analyzed the new quotes and have determined the City could save approximately $300 per container on average with Waste Quip May Fab when comparing their lowest quotes with Best Pac's new price. The copies of these quotes are attached with this memo. Staff believes this justifies a need for a bid waiver. These containers are purchased on an as -needed basis. Due to the uncertainty in the steel markets, receiving quotes from manufacturers before placing an order will give the Division the best price for ordering containers. The Water and Sewer Division has in the past been placed in situations like this and have been able to receive better prices by receiving a bid waiver for their materials. The increase in business requests for the drop box program is prompting the need for immediate purchase of these containers. Budget Impact: These containers were anticipated and budgeted into Solid Waste's Commercial Collection program within the container costs account, 5500.5010.5870.00. Currently there is $135, 856.72 left in this account. The purchase of these containers was authorized up to $85,859 and will be covered within the budget. I of 1 4/29/2004 1:47:37 PM ORDINANCE NO. AN ORDINANCE TO WAIVE FORMAL COMPETITIVE BIDDING REQUIREMENT DURING 2004 FOR THE PURCHASE OF ROLL OFF STYLE STEEL CONTAINERS BY THE SOLID WASTE DIVISION AND TO APPROVE A PURCHASE OF ROLL OFF CONTAINERS IN AN AMOUNT NOT TO EXCEED $85,859.00 WHEREAS, a previous bid was awarded by the city after competitive bidding in February, but could not be honored by the successful bidder due to an unanticipated jump in steel prices; and WHEREAS, because of the volatility of steel prices (and hence the price of steel Roll Off style containers), normal competitive bidding procedures are unworkable, impractical and not feasible; and WHEREAS, the Solid Waste Division proposes to obtain telephone or fax bids by direct solicitation of the suppliers who previously bid during the formal process and accept the lowest bid in this abbreviated procedure. 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 formal competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding for the purchase of steel Roll Off style containers for the rest of 2004, but requires that the Solid Waste Division solicit fax bids from at least three suppliers and award the bid to the lowest bid submitted. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves the purchase of Roll Off style containers by the procedure stated above in an amount of not to exceed $85,859.00. PASSED and APPROVED this 18'h day of May, 2004. ATTEST: By: SONDRA SMITH, City Clerk By: APPROVED: DAN COODY, Mayor APR-27-2eO4 16:51 FROI:GREGORY MFG. 319 463 7643 • T14794443478 P:1/2 4 A w 2512 Henry Ladyn Drive • P.O. Box 325 • Fore Madison, I.A. 52627 FACSIMILE TRANSMITTAL SHEET YO PRUM: Travis Dotson Craig Kelly. VAX NUMBER. pA•1 479444-3478 4/27/04 COMPANYs TUI Al. NO. OF PAGE$ INf.IAMING COVER. City of Fayetteville 2 1'IiONH NUMtltiil RE NUNBEII- 319-463=7700 SENDER'S FAX NVMRRR+ 319-463-7643 O URGCNT x POR RCYIEW x PLEASE COMMENT ❑ PLEASE REPLY ❑ PLEASE RECYCLE Travis The following is the quote you requested for Roll Offs. If you have questions please give me a call 319-371-6485. Thanks, Craig Kelly Gregory Design & Manufacturing APR-27-2Oe4 16:51 FROM:GREGORY MFG. 319 463 7643 614794443478 P:2/2 TO: Manu�actur:ng City of Fayetteville ATTN: Travis Dotson Gregory Manufacturing 2512 Henry Ladyn Drive P.O. Box 325 Fort Madison, Iowa 52627 Quotation 20 Yard Rectangular Roll Off Heavy 30 Yard Rectan I lar Roil Off Heavy 40 Yard Rectangular Roll Off Heavy QUOTE VALID 30 DAYS. Net 30 $30099 $39099 $3,699 $3,699 $4,099 TOTAL PLEASE NOTE: Unless otherwise agreed to by Gregory Manufacturing Management: Orders for custom products will not be processed without signed Purchase Order, FSA-01 APR 27 '93 01:29PM SESiCK. E-PAC • P.1 FIELD SALES ORDER .'. :A i it I SOLD TO: CITY OF FAYETTEVILLE SHIP TO: SAME 113 W MOUWANN ST FAYETTEVILLE, AR 72701 CONTACT PERSON: TRAVIS CONTACT PERSON: PHONE #: 479478-8397 PHONE #: FAX 479.444-3478 CUSTOMER # SHIP TO ID PURCH. ORDER NUMBER SHIP DATE SALES ORDER # SALES ORDER DATE 2W6800 5-1.5- 4 SALESMAN TO COMM TERMS NET 30 FREIGHT INCLUDED COMMENTS: DUE TO THE INSTABILITY OF THE STEEL MARKET THESE PRICES ARE ONLY VALID FOR 15 DAYS. - PRODUCT # R031)-22608, Rn40-XRA4S QTY. a 13 PRODUCT DESCRIPTION 36YD R TAcv 5ULAA ROLL FF 40YD RECTANGULAR ROLL OFI= U!M EA F,i I UNITS 1 3 7.oa I 3 84f.0C EXTENDED; tt 54t.QQ I I I I I I I I I I I I I I I I f I 1 I 1 f I I I I I I I I • I VOLTAGE: J COLOR: RAZORBACK TOTAL PRICE EXCLUDING TAXES RED 8 FREIGHT 1 22,482,00 04/27/2004 18:10 FAX 3613580418 1] WASTEQUIP MAY FAB SALES is 14" Quote SteQuip / May Box 1029 Ile, TX 79104 (900) 242-0122 (361) 358.0418 julkQmayfab.eom hup://www.wanag4mn C%71 rfTiT Quote EOrcs 5/4104 Quote No. 30105 Quote Date 4/27/04 Terms Net 30 Says Rep. Steve Hum Shipped VIA MF-OK Painted win advise Clry of FayA[M-Ik %HIPPED To: City of Fayaww& Fayaneville, AR Fayatevi7k. AR Comas Perron: Travis E-mall Address: Phone No. Fax No. 479 444.3478 Mob. No. QUANTITY UNIT DESCRIPTION UNIT PACE AMOUNT ROC 20 YD STD RECTANGULAR 2,894.00 ROC 30 YD STD RECTANGULAR 3,164.00 ROC 40 YO STD RECTANGULAR 3,568.00 NOTE WE CAN SHIP 4-5 PER TRUCKLOAD IF WE SHIP 5 YOU WILL HAVE TO HANG - I DOORS FREIGHT PER TRUCKLOAD IS $425.00 SUBTOTAL SALES TAX f0,00 APPLICABLE FREIGHT SEE FREIGHT Questiow mncernm this TOTAL f0-00 8 quote: cat Jule Fromme Thank you for the opportunity to quote the above (900) 242-0122 Please give me a cal 8 you have any questions. Thank you, again and have a great dayllt Urdess stated otherwise in writing, container sizes indicated on saki literature, invoices, price tarts, quotations, and dd'wery tickets are nominal sizes. Actual volume may vary (ram nominal size. Wamequip May Fab's spetnTtcarium m wbie t to change without tudee in order to aaoomodate Improvemems to its eplpmenr Apr 27 04 04:00p Downing Sales a Serv, Inc 417,96753 p.l Downing Sales & Service, Inc. 3 Indigo Rd Phillipsburg, MO 65722 5102 417 589 6227 Fax: 417 589 6753 April 27, 2004 Attn: Travis Dotson City of Fayetteville Fox: 479 444 3478 We are pleased to offer the following for your consideration: 1- Roll Offs USA 30 Yard Open Top Rectangle Container % 1- Roll Offs USA 40 Yard Open Top Rectangle Container Specifications • Standard Duty • Floor: 3/16" Crossmembers; 18" centers • Long sills: 6 X 2 X 3/16' • Walls: 12 gauge • Post spacing: 24" • Top rails: 4 X3 X 11 gauge • Hook plates: 7/8" • Rear rollers: 8' X 10' • Push plates: 1/2" $30575.00 5/TL $40090.00 4/TL Please Note: The above prices do not include any applicable sales tax. Freight is $450.00/truckload to Fayetteville, AR. These prices are good til May 1r, 2004. We appreciate the opportunity to quote this equipment. Sincerely, Daniel Ellison bE/Ic FAYETTEALLE 0 THE CITY OF FAYETTEVIIIE. ARKANSAS DEPARTMENTAL CORRESPONDE To: Travis Dotson Solid Waste Division From: Clarice Buffalohead-Pearman City Clerk Division Date: February 9, 2004 Re: Resolution No. 15-04 Attached is a copy of the above resolution passed by the City Council February 3, 2004, approving the purchase of trash compactors and roll -off container/compactors. The resolution will be recorded in the city clerk's office and microfilmed. If anything else is needed please let the clerk's office know. /cbp attachment(s) cc: Nancy Smith, Internal Auditor RESOLUTION NO, 15-04 A RESOLUTION APPROVING THE PURCHASE OF TRASH COMPACTORS AND ROLL -OFF CONTAINER/COMPACTORS IN AN AMOUNT NOT TO EXCEED $85,859.00 FROM BES-PAC INC., AND DOWNING SALES, INC. 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 approves the purchase of trash compactors and roll -off container/compactors in an amount not to exceed $85,859.00 from Bes-Pac Inc., and Downing Sales, Inc. -PASSED and APPROVED this 3rd day of February, 2004. APPROVED: By: DAN COODY, Mayor City Council Agenda Item Preprint agenda date and item number inserted by To: Mayor and City Council city clerk From: Gary Dumas Date: January 16th, 2004 Subject: Awarding Bid for Roll -Off Style Containers, Receiver Boxes, and Compactors — Bid #03-78 Recommendation: Accept the lowest bids from BesPac Manufacturing of Easly, South Carolina and Downing Sales of Phillipsburg, Missouri for containers/receiver boxes and compactors respectively. Background: The Solid Waste/Recycling Divisions present bid for containers, receiver boxes, and compactors has expired. The containers are used to receive trash and recycling items from construction sites, demolition staging and refuse from large commercial businesses. Discussion: The twelve month agreement will allow the purchase of the listed items at lowest price on an "As Needed" basis and are as follows: unitsGwnpachxs Gi 1 1 1 , hopper r- 1 1 Container/Recelver 20yd drop boxes @ 11 1 11 400 drop boxes @ 11 boxesReceim .�. .r r. li The Solid Waste and Recycling Division, pursuant to resolution #131-02, will be expanding temporary drop box service as well as permanent compactor services during the 2004 fiscal year. The purchases of containers/receiver boxes and compactors will assist Solid Waste servicing its current customers and provide the equipment to expand the drop box and compactor services. The Solid Waste/Recycling Division staff has inspected the low bidder's compactors and receiver/drop boxes to verify they meet current specifications. The bid tab sheet from City of Fayetteville Purchasing Office is attached. Budget Impact: These items were anticipated and budgeted into Solid Waste's Commercial Collection program within the container costs account. The projected cost of this project is $85,859. These items are within their formal bids. 1 of 1 1/20/2004 10:32:43 AM City of Fayetteville Bid: 03-79 Solid Waste Containers & Compactors Date: 12/18/03 Time: 11:30 AM Item Bes-Pac Inc. Downing Sales Gregory J.V. K-Pac RJM Waste Wastequip and Service Manufacturing Maufacturing Equipment Co. Mayfab 1 0 $2,145.00 $2,170.00 No Bid No Bid $29179.00 $2j081.00 2 $2,245.00 $2,460.00 No Bid No Bid $29372.00 $20275.00 3 $2,594.00 $2,850.00 No Bid No Bid . $2,691.00 $2,629.00 4 $29132.00 $2,205.00 No Bid No Bid $2,231.00 $2,251.00 5 $29245.00 $2,600.00 No Bid No Bid $24484.00 $29347.00 6 $2,643.00 $2,850.00 No Bid No Bid $29860.00 $2,939.00 7 $39445.00 $39450.00 No Bid No Bid No Bid $4,513.00 8 $39600.00 $3,900.00 No Bid No Bid No Bid $5,192.00 9 $3,740.00 $3,970.00 No Bid No Bid No Bid No Bid 10 $3,925.00 $4,700.00 No Bid No. Bid $4,600.00 $59892.00 11 $3,925.00 $4,800.00 $59764.00 No Bid E4,850.00 $5,892.00 12 $3,445.00 $3,700.00 $3,998.00 No Bid No Bid $39422.00 13 E3,570.00 $30800.00 $4,196.00 No Bid No Bid $3,606.00 14 $3,640.00 $3,900.00 No Bid No Bid $3,630.00 $39826.00 15 $39795.00 $4,400.00 $4,568.00 No Bid $30940.00 $4,077,00 16 $3,870.00 $4,300.00 No Bid No Bid $4,340.00 No Bid 17 $9,150,00 $10,100.00 $8,805.00 $99534.00 No Bid No Bid 18 $9,490.00 $10,100.00 $99023.00 $9,534.00 No Bid $11,245.00 19 $99675.00 $10,500.00 $99863.00 $9,634.00 $109560.00 $119245.00 20 $99890.00 No Bid $10,039.00 $109060.40 $10,590.00 $11,325.00 21 $10,700.00. $119000.00 $10,279.00 $109365.60 $109610.00 $119400.00 22 $119120.00 $119768.00 $109838.00 $10,671.15 $109810.00 $119520.00 23 $119900.00 No Bid $11,280.00 No Bid $129680.00 $12,225.00 24 $12,410.00 No Bid No Bid No Bid No Bid No Bid 25 $7,710,00 $6,640.00 $5,445,00 $6,738.90 $6,010.00 $6,250.00 26 $8,925.00 $99300.00 $8,456.00 $7,085.40 $7,730.00 $7,963.00 27 $9,400.00 $9,800.00 $8,981.00 $10,162.60 $8,646.00 $8,795.00 28 $129290.00 No Bid $15,221.00 $14,100.80 $12,950.00 $10,250.00 29 $6,200.00 No Bid No Bid No Bid No Bid No Bid 30 $5,710.00 $71800.00 $59975.00 $69133.40 No Bid $59853.00 31 $6,300.00 $89100.00 $6,235.00 $69343.40 No Bid $5,883.00 32 $6,715.00 $8,300,00 $6,495.00 $6,613.60 No Bid $6,272.00 Subtotals $192,409.00 $1869816.00 $159,453.00 $145,461.00 $116,877.25 $126,653.00 $1719168.00 Exceptions for No Bids 0 0 $57,736.00 $61,696.00 $919738,00 $85,716.00 $36,454.00 STAFF REVIEW FORM - FINANCIAL OBLIGATION XX AGENDA REQUEST CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council Meeting of: February 3rd,2004 FRCM: Travis Dotson Solid Waste and Recycling Operations Name Division Department ACTION RzwiRED: Approval of resolution authorizing purchases up to $85,859 for Roll -Off Style containers, Receiver Boxes and Compactors. Also accepting the low bid for containers/receiver boxes from Bes Pac Manuafacturing of Easly, South Carolina and compactors from Downing Sales of Phillipsburg, Missouri. This is an annual bid allowing the Division to purchase this equipment at the lowest cost possible. Equipment will be purchased on a as needed basis to service customers. COST TO CITY: $85,859.00 Cost of this request 5500-5010-5870-00 Account Number $160,000 Category/Project Budget none Funds Used to Date Container Costs Program Category / Project Name Not applicable Program / Project Category Name Not applicable $160,000 Solid Waste Project Number Remaining Balance Fund Name SIIDGET REVIEW. _V Budgeted Item Budget Adjustment Attached Budget Manager Date CONTRACT/GRANT/LEASE REVIEW: • A�Lii . / / 0 Accounting Manager Date ` 7 D9' A &7 u City A orney Da e Head 11 Q/ Date ,6 %o Date Finance i Internal Services Dir. Date (`Z ^tiie nistrative Officer Date Mayor Date / //6Ity, Internal Au for Date I I a0l of Purchasing Manager Date Received in Mayor's Office `'ZU•GI.I Date Cross Reference: Previous Ord/Res#: Orig. Contract Date: Orig. Contract Number: New Item: Yes No 9 STAAEVIEW FORM - FINANCIAL OBLIGA* XX AGENDA REQUEST CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council Meeting of: May 18th,2004 FROM: Travis Dotson Solid Waste and Recycling Operations Name Division Department ACTION REQUIRED: Approval of a bid waiver to authorize the Solid Waste and Recycling Division to purchase Roll Off Style containers in the amount up to $85,859 in order to receive the best price possible for these containers. Equipment will be purchased on a as needed basis to service customers. COST TO CITY: $ 85,859.00 Cost of this request 5500-5010-5870-00 Account Number Not applicable Project Number $ 160,000.00 Category/Project Budget $ 24,143.00 Funds Used to Date $ 135,857.00 Remaining Balance Capital Program Category / Project Name Commercial Collection Program / Project Category Name Solid Waste Fund Name BUDGET REVIEW: X Budgeted Item Budget Adjustment Attached 'Budget Manager Date r.F STAFF RECOMMENDATION: REVIEW: D Date Y/,7o% Date Division Head Date Departme t Director ODa Financ & Internal Services Dir. Date Internal Auditor Date Purchasing Manager Date Received in Mayor's Office Cross Reference: Previous Ord/Res#: Orig. Contract Date: Orig. Contract Number: New Item: Yes Date FAYETTEVILLE � THE CITY OF FAYETTEVILLE, ARKANSAS City Clerk Division 113 West Mountain Fayetteville, AR 72701 Telephone: (479) 575-8323 DEPARTMENTAL CORRESPONDENCE To: Travis Dotson Solid Waste & Recylcing Division From: Clarice Buffalohead-Pearman I City Clerk Division Date: May 24, 2004 Re: Ordinance No. 4575 The City Council passed an ordinance, May 18, 2004, waiving formal competitive bidding requirements during 2004 for purchasing roll off style steel containers. Attached is a copy the ordinance. The resolution with attachments will be recorded in the city clerk's office and microfilmed. If anything else is needed please let the clerk's office know. /cbp attachments cc: Nancy Smith, Internal Auditor