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Home My WebLink About2011-02-08 - Agendas - Final Aldermen Mayor Lioneld Jordan Ward 1 Position 1—Adella Gray Taye e�lle Ward 1 Position 2—Brenda ion City Attorney Kit Williams Ward 2 Position 1 —Mark Kinw Ward 2 Position 2—Matthew Petty City Clerk Sondra Smith Ward 3 Position l—Justin Tennant ARKANSAS Ward 3 Position 2—Robert Ferrell Ward 4 Position 1 —Rhonda Adams Ward 4 Position 2—Sarah E.Lewis Final Agenda City of Fayetteville Arkansas Special City Council Meeting February 08, 2011 A meeting of the Fayetteville City Council will be held on February 08, 2011 at 5:00 p.m. or immediately following Agenda Session in Room 326 of the City Administration Building located at 113 West Mountain Street, Fayetteville, Arkansas. Call to Order Roll Call Pledge of Allegiance A. New Business: 1. Rock Salt for Snow and Ice Removal: An ordinance to waive competitive bidding and to approve the purchase of medium crushed rock salt for snow and ice removal. PASSED AND SHALL BE RECORDED AS ORDINANCE NO. 5386 Announcements: Adjournment: 6:10 p.m. 113 West Mountain Fayetteville,AR 72701 (479)575-8323 accessfayelteville.org Telecommunications Device for the Deaf TDD/TTY(479)521-1316 NOTICE TO MEMBERS OF THE AUDIENCE All interested parties may appear and be heard before the City Council. If you wish to address the City Council on an agenda item please queue behind the podium when the Chair asks for public comment. Once the chair recognizes you, go to the podium and give your name and address. Address your comments to the Chair, who is the presiding officer. The Chair will direct your comments to the appropriate elected official, staff member or others for response. Please keep your comments brief, to the point and relevant to the agenda item being considered so that everyone has a chance to spear Interpreters or TDD for hearing impaired are available for all City Council meetings, a 72 hour advance notice is required. For further information or to request an interpreter,please call 575-8330. As a courtesy please turn off all cell phones and pagers. A copy of the City Council agenda is available at accessfayetteville.org or in the office of the City Clerk, 113 West Mountain, Fayetteville,Arkansas. 113 West Mountain Fayetteville,AR 72701 (479)575-8323 accessfayetteville.org Telecommunications Device for the Deaf TDD/TTY(479)521-1316 &pv : 5:55 City Council Meeting: February 8,2011 Adjourn: Subject: Roll Kinion Petty S Tennant Ferrell Adams i Lewis Gray Thiel Mayor Jordan Subject: Rock Salt for Snow and Ice Removal Motion To: n Motion By: Seconded: A.1 Kinion Petty Tennant ✓ �,/ �,/ Ferrell ✓ // Adams ,/ �/' ✓ 53 P(O Lewis Gray ✓ r/ ✓ Thiel ✓ ✓ Mayor Jordan '7 City Council Meeting: February 8,2011 Subject: Motion To: Motion By: Seconded: Kinion Petty Tennant Ferrell Adams Lewis Gray L-1 Thiel Mayor Jordan Subject: Motion To: Motion By: Seconded: Kinion Petty Tennant Ferrell Adams Lewis Gray Thiel Mayor Jordan a7yrLIla Departmental Correspondence LEGAL • • DEPARTMENT Kit Williams City Attorney B.Kelley TO: Mayor Jordan AssistantntCity Attorney THRU: Sondra Smith, City Clerk J FROM: Kit Williams, City Attorney DATE: February 10, 2011 RE: Ordinance passed at Special City Council Meeting of February 8, 2011 Attached please find the Ordinance to Waive Competitive Bidding and to Approve the Purchase of Medium Crushed Rock for Snow and Ice Removal that was passed by the City Council during the Special City Council Meeting of February 8, 2011. Aldermen Mayor Lioneld Jordan Ward 1 Position 1—Adella Gray Taye e�lle Ward 1 Position 2—Brenda ion City Attorney Kit Williams Ward 2 Position 1 —Mark Kinw Ward 2 Position 2—Matthew Petty City Clerk Sondra Smith Ward 3 Position l—Justin Tennant ARKANSAS Ward 3 Position 2—Robert Ferrell Ward 4 Position 1 —Rhonda Adams Ward 4 Position 2—Sarah E.Lewis Final Agenda City of Fayetteville Arkansas Special City Council Meeting February 08, 2011 A meeting of the Fayetteville City Council will be held on February 08, 2011 at 5:00 p.m. or immediately following Agenda Session in Room 326 of the City Administration Building located at 113 West Mountain Street, Fayetteville, Arkansas. Call to Order Roll Call Pledge of Allegiance A. New Business: 1. Rock Salt for Snow and Ice Removal: An ordinance to waive competitive bidding and to approve the purchase of medium crushed rock salt for snow and ice removal. Announcements: Adjournment: 113 West Mountain Fayetteville,AR 72701 (479)575-8323 accessfayelteville.org Telecommunications Device for the Deaf TDD/TTY(479)521-1316 NOTICE TO MEMBERS OF THE AUDIENCE All interested parties may appear and be heard before the City Council. Ifyou wish to address the City Council on an agenda item please queue behind the podium when the Chair asks for public comment. Once the chair recognizes you, go to the podium and give your name and address. Address your comments to the Chair, who is the presiding officer. The Chair will direct your comments to the appropriate elected official, staff member or others for response. Please keep your comments brief, to the point and relevant to the agenda item being considered so that everyone has a chance to spear Interpreters or TDD for hearing impaired are available for all City Council meetings, a 72 hour advance notice is required. For further information or to request an interpreter,please call 575-8330. As a courtesy please turn off all cell phones and pagers. A copy of the City Council agenda is available at accessfayetteville.org or in the office of the City Clerk, 113 West Mountain, Fayetteville,Arkansas. 113 West Mountain Fayetteville,AR 72701 (479)575-8323 accessfayetteville.org Telecommunications Device for the Deaf TDD/TTY(479)521-1316 City of Fayetteville Staff Review Form A. 1 Rock Salt for Snow and Ice Removal City Council Agenda Items Page 1 of 4 and Contracts, Leases or Agreements February 15,2011 City Council Meeting Date Agenda Items Only Terry Gulley Transportation Transportation Services Submitted By Division Department Action Required: An ordinance waiving the requirements of formal competitive bidding for the purchase of medium crushed rock salt for snow and ice removal. $ 271,927.00 Materials&Supplies Cost of this request Category/Project Budget Program Category/Project Name 2100.4120.5204.00 $ 22,544.11 Street Maintenance Account Number Funds Used to Date Program/Project Category Name $ 249,382.89 Street Project Number Remaining Balance Fund Name Budgeted Item r—71 Budget Adjustment Attached 3—g'// Previous Ordinance or Resolution# Department Dir or Date Original Contract Date: (av 1 2- '9 -1( Original Contract Number: City Attorney — Date -POA Y, 0, a"", 2 9-2ott 02-08-1 1 A08 :55 RCVD R ce and Internal Services Director Date Received in City Clerk's Office a- -u C ' of Staff Date Received in ENT i Mayor's Office ay ate Comments: Revised January 15,2009 A. 1 Rock Salt for Snow and Ice Removal a e glLtle Page2Aof 4 YTHE CITY OF FAYETTEVILLE,ARKANSAS DEPARTMENT CORRESPONDENCE CITY COUNCIL AGENDA MEMO To: Mayor and City Council Thru: Don Marr, Chief of Staff q� From: Terry Gulley, Transportation Services Department Director�a Date: February 15, 2011 Subject: Bid Waiver for Medium Crushed Rock Salt PROPOSAL: Staff proposes an ordinance waiving the requirements of formal competitive bidding for the purchase of medium crushed rock salt for snow and ice removal. RECOMMENDATION: The price of medium crushed rock salt used for snow and ice removal fluctuates based on supply and demand. The supply and demand,of these materials varies depending on weather conditions and the severity of each winter weather season. For this reason suppliers cannot feasibly guarantee a fixed price over a twelve month period. Staff recommends approving the purchase of medium crushed rock salt based on written quotes which will be obtained on a case by case basis without the need for further approval of the City Council. BUDGETIMPACT: Funds for the acquisition of medium crushed rock salt are budgeted in the Street Maintenance Program. A. 1 Rock Salt for Snow and Ice Removal Page 3 of 4 ORDINANCE NO. AN ORDINANCE TO WAIVE COMPETITIVE BIDDING AND TO APPROVE THE PURCHASE OF MEDIUM CRUSHED ROCK SALT FOR SNOW AND ICE REMOVAL WHEREAS, even though our Transportation Division began the winter season with very substantial reserves of rock salt for use on city streets for snow and ice removal, the severe ice and snow storms have depleted the City's supplies so that additional rock salt needs to be purchased quickly; and WHEREAS, the price of medium crushed rock salt used for snow and ice removal fluctuates quickly based on supply and demand such that formal competitive bidding is not feasible and would result in substantially higher prices. 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 because of the rapid price fluctuations of crushed rock salt, formal competitive bidding is not feasible or practical and therefore waives formal competitive bidding for the purchase of rock salt in 2011 to be replaced by the purchase of rock salt based upon three written quotes on a case by case basis without the need for further City Council approval as long as the Transportation Department's purchases remain within its budgetary authority. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves the immediate purchase of crushed rock salt from Cargill Deicing Technology pursuant to its written quotation which is attached. PASSED and APPROVED this 8s' day of February, 2011. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer A. 1 Rock Salt for i Snow and Ice Removal Page 4 of 4 ca WIT Deicing Technology 24950 Country Club Blvd,Suite 450 North Olmsted OH 44070 Phone:800600-7258–Fax:800.467-3409 Date:February 8 2011 City of Fayetteville 1523 S Happy Hollow Fayetteville AR 72701 Customer Number:60036859 - Shipping Info: 113 Wcst Mountain Fayetteville AR 72701 ATTN:Carolyn Smith Phone: (479)575-8348 Fax: (479)444-3490 - Cargill Deicing Technology is pleased to submit the following quote for your DEICING SALT needs for the 2010/2011 season. Price Basis Product *Delivered I —Picks Tons Terminal- N997–Bulk Deidn Road Salt 1 $98.02 200 1 522226– so,Oklahoma PLEASE SIGN AND RETURN THIS QUOTE LETTER TO MY ATTENTION WITHIN 5 DAYS FROM DATE OE LETTER. WE CANNOT UPDATE YOUR ACCOUNT FOR TATS YEAR WYMOUT THE SIGNED QUOTE LETTER TRIS QUOTE DOES NOT CONSTITUTE AN ORDER! To place an order or if you have any questions,concerning your account, please feel free to contact our Sales Department at 800/600-SALT. *Delivered products will ship in minimum 22 ton loads TERMS AND CONDITIONS Your payment tams are NET 30 DAYS. The pricing stated in this quote letter is firm from February 8,2011 through April 30,2011, provided it is signed and returned within 5 days from the date of this letter.The tonnage figure is an estimate only AND IS SUBJECT TO AVAILIBILITY at the time of the order.Either party in regard to estimated tonnages assumes no obligation. This quotation assumes normal operating conditions at Cargill's terminals and production facilities.Cargill Deicing Technology reserves the right to decline orders/shipments for any reasons relating to conditions at the terminaWproduction facilities,weather conditions,o any other reason that may affect Cargill's ability to accent orders. This quote assumes that salt will be delivered from opicked up at the terminal set forth above. Sourcing of products from another Cargill Deicing Technology facility is subject to availability and additional fees that may be applied to your account.For additional terms and conditions,please go to wwwcarpilldeic!nerora.Cargill's sale ofproduct is expressly conditional upon Customer's acceptance of the corms and conditions.Any tams which may exist on the Customer's standard purchase oder(or similarforms)and which alta or are inconsistentwith the terms and conditions will he of no legal force in effect and will not govern thetmansaction contemplated by this Quote Letter. Thank you for the opportunity to be of service. We are looking forward to supplying your salt needs. Cargill Deicing Technology ACCEPTED(Buyer) Signature: Signature: Name: JoshuaEvcic Tide: Wester Region Team Leader CONFIDENTIAL LEVEL 2 CONFIDENTIAL THISDOCUMENTOONTAINS mEVEL2TRADESECRETINFORMATION. ®2009 Cargill,lrmcGrpomted All Rights Reserved DISCLOSURE,USE.OR REPORDUCTION OMDE CA GIU.AND INSIDE CARGILL TO OR BY THOSE EMPLOYEES WHO 00 NOT HAVE A NEED TO MOW IS PROHIBITED E%CEPTAS AUTHORIZED BY CARGITL INWRRING. -