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Home My WebLink AboutOrdinance 4601 ORDINANCE NO. 4601 AN ORDINANCE TO WAIVE FORMAL COMPETITIVE BIDDING REQUIREMENTS DURING 2004 FOR THE PURCHASE OF 2 TO 8 YARD DUMPSTERS BY THE SOLID WASTE DIVISION AND TO APPROVE THE PURCHASE OF 2 TO 8 YARD DUMPSTERS IN AN AMOUNT NOT TO EXCEED $63,000.00 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 2 to 8 yard dumpsters), 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 2 to 8 yard dumpsters 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 2 to 8 yard dumpsters by the procedure stated above in an amount of not to exceed $63,000.00. ,,,�.�� annnnnr PASSED a% j ek N this 3rd day of August 2004. 9 APPROVED: ; FAYETfEVILLE ; 3 By 'S"* ANSP $ � DAN COODY, Mayor ATTEST: ''y.,;ftio C%%4" y ouuw By: ONDRA SMITH, City Clerk C � NAME OF FILE: Ordinance No. 4601 CROSS REFERENCE: Item # Date Document 1 08/03/04 10rd. 4601 2 07/16/04 memo to mayor & city council 3 draft ordinance 4 Downing Sales quote 5 Bes-Pac quote 6 WasteEqup quote 7 Staff Review Form 8 memo to Dawn Warrick 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 NOTES: City Council Agenda Item To: Mayor and City Council From: Gary Dumas Date: July 16th, 2004 Subject: Bid waiver to purchase front and rear load style dumpsters Recommendation: Staff recommends approving a bid waiver to receive the best prices possible for the purchase of front and rear load style dumpsters for the Solid Waste and Recycling Division. Background: On February 3, 2004 Wastequip May-Fab was awarded bid 03-80 for the right to supply front and rear load style dumpsters to the Solid Waste and Recycling Division. Resolution number 14-04 gave the Solid Waste and Recycling Division the approval to purchase the containers with this bid. Staff was informed in February that the prices for dumpsters would not increase more than 6%, however, recently when staff placed an order for the dumpsters the prices had risen above the 6% figure. Discussion: Due to the uncertainty in the steel market, receiving a bid waiver would allow the Solid Waste Division to competitively receive quotes for front and rear load style containers and receive the best prices possible for the purchase of these containers. The recent new quotes from Wastequip increased the approved bid prices in a range from $ 118 to $ 170 per container depending on the size. Due to this recent increase in cost, staff received new quotes from 2 other manufacturers: Bes-Pac, and Downing Sales and Service which are attached along with Wastequip's new quotes in this agenda request. Staff analyzed the new quotes and has determined a savings if allowed to use the manufacturer with the lowest quotes per container size. Staff believes this justifies a need for a bid waiver. These dumpsters are purchased on an as-needed basis. Again, 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 dumpsters. Recently the Solid Waste Division made a similar request to issue a bid waiver for purchasing roll-off style containers because of increasing steel prices and the manufacturers increase in container prices. An ordinance to waive formal competitive bidding requirements during 2004 was approved on May 18w, 2004, Ordinance number 45-75. 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 $125,342.03 left in this account. The purchase of these dumpsters was authorized up to $63,000 and will be covered within the budget. 1 of 1 7/14/2004 3:51 :22 PM ORDINANCE NO. AN ORDINANCE TO WAIVE FORMAL COMPETITIVE BIDDING REQUIREMENTS DURING 2004 FOR THE PURCHASE OF 2 TO 8 YARD DUMPSTERS BY THE SOLID WASTE DIVISION AND TO APPROVE THE PURCHASE OF 2 TO 8 YARD DUMPSTERS IN AN AMOUNT NOT TO EXCEED $63 ,000.00. 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 2 to 8 yard dumpsters), 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 2 to 8 yard dumpsters for the rest of 2004, but re uires that the Solid Waste Division solicit fax bids from at least three suppliers and,aw ' ' the bid to the lowest bid submitted. !� Section 2: That the City Council of the City of Faye6tt� 1rkansal hereby approves the purchase of 2 to 8 yard dumpsters by the °p`rocedure stated above in an amount of not to exceed $63 ,000.00. r PASSED and APPROVED this 3`d da6l 0 ugust 2004/ PPROI ! y: OODY, Mayor By: j SONDRA MIS, City Clerk i nez 3184437998 07/02/04 11 : 09A P . 001 DOWNING SALES & SERVICE, INC, 3 INDIGO ROAD PHILLIPSBURG, MO 65722 417/589-6227 Phone 417/589-6753 fax July 2, 2004 To: Travis City of Fayetteville, AR UPDATED PRICING Item it Description Unit Price Qt /TL 1 . Rear Load Container, 2 cubic yard $ 351 .00 each 92 Plastic Lids 2. Front Load Container, 4 cubic yard $ 466.00 each 20 Slant, No Side Doors, Plastic Lids 3. Front Load Container, 6 cubic yard $ 590.00 each 14 Slant, No Side Doors, Plastic Lids 4. Front Load Container, 8 cubic yard $ 690.00 each 8 Slant, No Side Doors, Plastic Lids 5. Front Load Recycling Container, 4 cu yd $ 488.00 each 20 Slant, Plastic Lids, Mail Slots 6. Front Load Recycling Container, 6 cu yd $ 642.00 each 14 Plastic Lids, (2) Metal Side Doors, Mail Slots 7. Front Load Recycling Container, 8 cu yd $ 736.00 each 9 Plastic Lids, (2) Metal Side Doors, Mail Slots Option Front Load Container, 2 cubic yard $ 350.00 each 44 Plastic Lids Comma ► ► lOwosso was ► • Y ► ► ► ► ► n ► ► ► amass am and 0 anew ► amass = one made OWN • swoon mud mime do Options: Add $ 49.00 for Automatic Locks (Serious Brand) on Recycle Container Add $45.00 for Metal Lids in Lieu of Plastic Lids Prices do not include freight or any applicable sales tax. Sales tax will be added at time - of invoicing at the applicable sales tax rate unless exemption_certificate_is .provided_--___.__________.__ Freight to Fayetteville, AR is $450.00 per truckload. Thank you for the opportunity to bid chis equipment. If you have any questions, please call. Daniel Ellison JUN 30 ' 93 02 : 05PM BES-PACINC . • P. 2 BES =PAC FIELD SALES ORDER SOLD 74:4- CITY OF FAYETTEVILLE, AR. SHIP TO: • COWYaC ' F PER'aON, TRAVIS 'D.ODSON CONTACT PERSON: • P1FIOME +!la 47945754397 - PHONE #: FAX&479:444-3478 SALES SALES ORDER (w^iy� r Gil ir, i. SIS?P V0 10 PLIF W�s;. ORM' SHIP Qty[E FJRDER # DATE NUM-iEER 60-04 SALESMAW COW '+'S:RMs FREIGHT 1675.00 X 1 LOAD BM COMMEN7S: P RC DW3 E' ;� CITY. Fs�GgUCT LiESCRiF> ri0ti Ulm UNITS EXTENDED $ RL2 15 2 CUBIC YARD REAR LOADING EA 525.00 7,875,00 • REFUSE CONTAINERS FREIGHT 1 LOAD 1 ,67 �500 SUBTOTAL 9550600 .OLc:9R: CITY COLOR RAZORBACK RED �' Tal PRIG E EXCLUDING TAXES & FREIGHT 07/14/5004 15 : 08 FAX 9615580418 WASTEQAIP MAY FAB SALES 0001 Quote Quote Bores 7/21 /04 Attm Travis WasteQuip / May Fab 13, No. 38183 P.O. Bou 1029 Quote Date 7/ 14/04 Beeville, TX 78104 Phore: (800) 242,0122 Terms Net 30 Fax (361) 35" 18 Saks Rep- Steve HUM E-mml: juG @mlyfab c om Slipped VIA AAF - TX URL- hitp://w wawequip.00m Painted FayeuevilleRed 17)Aiwry will advise SOLD TO: SHIPPED TO: City of Fayetteville Chy of Faye wdle Fayetteville. AR Fayetteville, AR Contact Person: Travis E-mail Address Phone No. Fac No. 479 444-3478 Mab. No. QUANI'M IABT DESCRIPTION UNH PIECE AMOLINT REL 2 YD STRAIGHT RE POLY BLACK 371 .00 FEL 4 YD SLANT 2 POLY BLACK UDS 457-00 FEL 6 YD SLANT 2 POLY BLACK LIDS 569.00 FEL 8 YD SLANT 2 POLY BLACK LIDS 669.00 • • 'SEE LONG TERM PRICE MODIFIER - ATTACHE • • • SUBTOTAL S0.0]) SALES TAX APFIUCABL= FREIGHT PER TRUCKLOAD IS $482.00 FREINSHT SFE NOT - TOTAL OT -TOTAL $0.01 Questions cmlmff Eng this quote: Call: Judie Homme Thank you for die opparwniry to quote the above. (800) 242,0122 Please give me a cel if you have airy *MWOrs. Thank you, again and have a great dayl ll Judi I rrovuml Unless need odwvrise in writing, eotitmner sites Indicated on sales rrteraune. Lmvokes, prim rtes, quota6aq and delivery rid eu are remaind size. Actual vtohnne may vary from mrol saes. Waaequip Mq Fabs specifications we atbject to diarige without mode in order to aomomrodam improvements to its equipment. I „ ' i I ; , i - i i Ili + I 07 / 14/,2004 15 : 08 FAX 3613580418 WASTEQUIP MAY FAB SALES 121002 LONG TERM PRICE MODIFIER Futon: orders or increased quanities will be subject to adjustment at any time the Steel Index (as defined below) increases or deaeasa by 596 or more. In the event of any such increase or decrease, pricing will be increased or decreased, as the case may be, by one-half of the total percentage amount of such increase or decease (including the 5% threshold amount.) By way of example, if the price of steel as measured by the Steel Index increases by 6%, the price of containers will increase 3016. For purposes of this Agreement, the Steel Index will be the American Metal Market Steel Base Price Index, Hot Rolled Sheet, Midwest Index, f 35.00 per hundred weight FOB mill as of April 1 . 20D41 • • 6�/////�07 STAFF REVIEW FORM - FINANCIAL OBLIGATION ( (4"/ xx AGENDA REQUEST �� wz / CONTRACT REVIEW GRANT REVIEW [ted U% Illw For the Fayetteville City Council Meeting of : August 3rd, 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 2 to 8 yard dumpsters at the best prices possible in an amount not to exceed $63,000. Containers are purchased on an as needed basis to service customers. COST TO CITY : $ 63 , 000 . 00 $ 160 , 000 Container Costs Cost of this request Category/Project Budget Program Category / Project Name 5500- 5010-5870- 00 none Not applicable Account Number Funds Used to Date Program / Project Category Name Not applicable $ 125 , 392 Solid Waste Project Number Remaining Balance Fund Name BUDGET REVIEW: Budgeted Item Budget Adjustment Attached udget Manager Dam l CONTRACT/GRAIyT/LEASE REVIEW: I ' ', �L tQ �/�Jy//l�i1n_LP 7 //Ln � /440 ccounting Manage Date Tnal ditor Date 6 10 7 IioIO4 City Atto ney Date Purchasing Manager Date STAFF RECOMMENDATION : Received in Mayor ' s Office Division Head Date Date Cross Reference : Department Director Date Ak&� Z ,, Q Previous Ord/Res # : ^ (/ t' T Finance t Internal Services Dir . Date Orig . Contract Date : � — 1 / 'U Orig . Contract Number : Chief 01 nistrative Officer Date New Item : Yes No O Mayor Date q441111111PI�/4 11 oy Staff Review Form - Page 2 Description Bid Waiver to purchase 2 to 8 yd dumpsters Meeting Date August 3rd , 2004 Comments : Reference Comments : Budget Manager Accounting Manager City Attorney Purchasing Manager ADA Coordinator Internal Auditor Grants Coordinator FAYETTENALLE THE CITY OF FAYETTEVILLE, ARKANSAS City Clerk Division 113 West Mountain Fayetteville, AR 72701 Telephone: (479) 575-9323 DEPARTMENTAL CORRESPONDENCE To: Travis Dotson Solid Waste & Recycling Division From: ,Clarice Buffalohead-Pearman City Clerk Division Date: August 9, 2004 Re: Ordinance No. 4601 Attached is a copy of the above ordinance passed by the City Council, August 3, 2004, waiving the competitive bidding requirements for purchasing dumpster for the Solid Waste & Recycling Division. This ordinance will be recorded in the city clerk's office and microfilmed. If anything else is needed please let the clerk's office know. Attachment(s) cc: Nancy Smith, Internal Auditor