HomeMy WebLinkAboutOrdinance 4862 ORDINANCE NO, 4862
AN ORDINANCE WAIVING THE REQUIREMENTS OF
FORMAL COMPETITIVE BIDDING FOR THE PURCHASE OF
FOUR (4) 20-YARD, EIGHT (8) 30-YARD AND NINE (9) 40-
YARD DROP BOXES FOR THE SOLID WASTE &
RECYCLING DIVISION; AND APPROVING A BUDGET
ADJUSTMENT IN THE AMOUNT OF $75,000.00
WHEREAS, because of extreme price volatility (and hence the price of drop boxes),
normal competitive bidding procedures are unworkable, impractical and not feasible; and,
WHEREAS, the Solid Waste & Recycling Division proposes to obtain telephone or fax
quotes by direct solicitation of the suppliers and accept the lowest bid in this abbreviated process.
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 finds that
such circumstances constitute an exceptional situation where competitive bidding is not feasible
or practical, and therefore waives the requirements of formal competitive bidding for the
purchase of the drop boxes, but requires that the Solid Waste & Recycling Division solicit
telephone or fax quotes from at least three suppliers and purchase the drop boxes from the
vendor submitting the lowest quote.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a
budget adjustment in the amount of $75,000.00.
PASSED and APPROVED this 18'' day of April, 2006. `a\�G'GAS Y O
APPROVED ATTEST: c ; FAYETTEVILLE ;
%�•'.9,Q A SPS J�a
9s k N
By. DAN COODY, Mayor By. SO DRA SMITH, City Clerk ''"'a;ON
City of Fayetteville, Arkansas
Budget Adjustment Form
Budget Year Department: Operations Date Requested Adjustment Number
2006 Division: Solid Waste & Recycling 4/18/2006
Program: Commercial Drop Box Collections
Project or Item Added/increased: Project or Item Deleted/Reduced:
$75,000 is requested in the Containers account in the No project will be reduced or deleted. Reserve funds will
Commercial Drop Box Collections Program. finance the purchase of additional containers.
Justification of this Increase: Justification of this Decrease:
The increase is needed for the purchase of four 20 yard, Use of reserve funds is needed to address immediate
eight 30 yard and nine 40 yard drop boxes for the needs of the Solid Waste & Recycling Division.
Commercial Drop Box Collections Program.
Increase Expense Budget (Decrease Revenue Budget)
Account Name Account Number Amount Project Number
Containers 5500 5030 5227 00 75,000
Decrease Expense Budget (increase Revenue Budget)
Account Name Account Number Amount Project Number
Use of fund balance 5500 0950 4999 99 75,000
Approval Signatures Budget Office Use Only
y-aS- D Type: A B C D E
Requested By Date
Budget Ma^ Date Posted to General Ledger
®f= Initial Date
Dcpartrnent i for Date Posted to Project Accounting
�l Initial Date
Finan a Int al Servicevector Date Entered in Category Log
Initial Date
135
Mayor Date
4w
City of Fayetteville
Staff Review Form
City Council Agenda Items
or
Contracts
April 18, 2006
City Council Meeting Date
Brian Pugh Solid Waste and Recycling Operations
Submitted By Division Department
I ! • Action Required:
A resolution approving the purchase of four 20 yard , eight 30 yard, and nine 40 yard drop boxes for the Solid Waste
and Recycling Division , not to exceed $75,000, and approval of a budget adjustment in the amount of $75,000. In
addition , staff requests a bid waiver to purchase the boxes and a budget adjustment.
$ 75,000.00 $ 257000.00 Containers
Cost of this request Category/Project Budget Program Category / Project Name
5500.5030.5227.00 J $ 25,000.00 Commercial Drop Box
Account Number Funds Used to Date Program / Project Category Name
N/A F$ F Solid Waste
Project Number Remaining Balance Fund Name
Budgeted Item Budget Adjustment Attached �X
Previous Ordinance or Resolution #
Department 15irector Date Original Contract Date:
1
Y
Original Contract Number:
City Attorney
Received in City CI Ws Offic
Financg and Internal Service Director Date
Received in Mayor's Office ENTjAE
- // vy
Mayor 7 Date
Comments:
r -
M
City Council Agenda Item
To: Mayor and City Council
From: Gary Dumasll P^�,--
Date: March 31 , 2006
Subject : A resolution approving the purchase of nine 40 yard, eight 30 yard, and 4
20 yard drop boxes for the Solid Waste and Recycling Division including
a bid waiver and a budget adjustment
Recommendation : Staff recommends the purchase of nine 40 yard, eight 30 yard, and 4
20 yard drop boxes for the Solid Waste and Recycling Division from the Solid Waste
Fund. In addition staff requests approving a bid waiver to allow the Division to solicit
quotes from manufacturers for this order and approval of a budget adjustment.
Background: The Solid Waste and Recycling Division has experienced growth in the
drop box program and is currently having difficulty supplying the number of boxes
requested for the Drop Box service including the demand for boxes at the Ward clean
ups. The Division recently purchased four 30 yard and five 40 yard boxes and has
expended the 2006 budgeted amount for drop boxes. The service still needs additional
boxes to cover all future service requests with this program.
Traditionally the Division requests yearly bids for the purchase of these containers. Over
the last two years the market for steel has not stabilized leading to the fluctuation of steel
prices. During this time the Division has received bid waiver to solicit quotes at the time
of purchase in order to receive the best prices possible for container purchases.
Discussion: The Division continues to grow this program from 1006 loads in 2002 to
1957 loads in 2005. This 95% increase in loads has been handled through 2005 with 108
drop boxes. Staff estimates that their will be approximately 2,500 loads.in 2006. With
the tremendous growth in construction inside Fayetteville in recent years the opportunity
to grow this business has resulted in the addition of a second drop box truck and driver to
handle the number of service requests received. Using these estimates and considering
the upcoming summer months and increased construction projects, the boxes are needed
to sustain existing service requests and expansion of the business line.
In addition, two of the boxes are planned to be used in an E-Waste recycling program in
conjunction with the Ward clean ups. The E-Waste Recycling program is being
implemented two years ahead of a proposed ban on electronics in Arkansas landfills.
Budget Impact: The purchase of the drop boxes would be approximately $75,000
including delivery and taxes. The funds would come from Solid Waste Reserves and
would be recouped through drop box collection and associated fees.
1 of 1 4/3/2006 8: 18:39 AM
ORDINANCE NO.
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING FOR THE PURCHASE OF FOUR (4) 20-YARD,
EIGHT (8) 30-YARD AND NINE (9) 40-YARD DROP BOXES FOR THE
SOLID WASTE & RECYCLING DIVISION; AND APPROVING A BUDGET
ADJUSTMENT IN THE AMOUNT OF $7500.00.
WHEREAS, because of extreme price volatility (and hence the price of drop boxes),
normal competitive bidding procedures are unworkable, impractical and not feasible; and,
WHEREAS, the Solid Waste & Recycling Division proposes to obtain telephone or fax
quotes by direct solicitation of the suppliers and accept the lowest bid in this abbreviated process.
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 finds that
such circumstances constitute an exceptional situation where competitive bidding is not feasible
or practical, and therefore waives the requirements of formal competitive bidding for the purchase
of the drop boxes, but requires that the Solid Waste & Recycling Division solicit telephone or fax
quotes from at least three suppliers and purchase the drop boxes from the vendor subm+tfing,the
lowest quote.
Section 2. That the City Council of the City of Fayetteville,-Arkatt�.a� y reb ap roves a
budget adjustment in the amount of $75,000.00. *�
PASSED and APPROVED this 18" day oI°April, 2006.
APPROVED: ATTEST1:
By: By:
DAN;COODY, Mayor SON RA SMITH, City Clerk
(Clarice Pearman - d0box purchase _ Page 1
From: Clarice Pearman
To: Pugh, Brian
Date: 4.21 .06 11 :33AM
Subject: drop box purchase
Brian,
Your budget adjustment does not have the proper signatures on it. Please come by the city clerk office
and pick up the blue budget adjustment. Your signature is needed and you will need to get your
department director's signature. I will then get the mayor to sign and finish processing thelaselutien. O�elr�Q ^�i
Thanks.
Clarice
l 4JY1
Clarice Pearman - Ord. 4862 Page 1
From: Clarice Pearman
To: Pugh, Brian
Date: 5.2.06 9:46AM
Subject: Ord. 4862
Brian,
Attached is a copy of the ordinance passed City Council, April 18, 2009 for purchasing drop boxes. I will
forward the budget adjustment to Budget & Research via interoffice mail.
Have a good day.
Thanks.
Clarice
CC: Audit