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Home My WebLink AboutOrdinance 5363 ORDINANCE NO. 5363 AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF COMMERCIAL TRASH CONTAINER PARTS THROUGH A COMPETITIVE QUOTE PROCESS WHEREAS, Ordinance No. 4952, approved November 21, 2006, approved a bid waiver for purchasing roll off style trash boxes, compactors and receiver boxes, and two (2) to eight (8) yard dumpsters for solid waste and recycling, allowing competitive quotes in lieu of the formal bid process; and WHEREAS, the bid waiver was approved due to the volatility of steel prices and manufacturers' uncertainty of honoring bids for longer than fourteen (14) to twenty-one (21) days, making it impossible to guarantee bid prices long enough for the formal bid process, thus requiring the City to pay higher prices to offset suppliers' risk created by potential material price changes; and WHEREAS, Ordinance No. 4952 permits a bid waiver for the purchase of new containers, but not for parts required to rebuild or repair containers. 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 an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and approves the purchase of commercial trash container parts through a competitive quote process. PASSED and APPROVED this 2nd day of November, 2010. ®agg94CFFFFBgpdv APPROVED: ATTEST: o FAyETTEVILLE® o ® ®45C, ®� ®�9 °®R�fANSPo Joao Y'� Qt�� L14NELD J N, Mayor SO DRA E. SMITH, City Clerk/Treasurer City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 11/2/2010 City Council Meeting Date Agenda Items Only David Jurgens Solid Waste Utilities Submitted By Division Department Action Required: Approval and Ordinance for a bid waiver for commercial container parts for the commercial trash collection with the Solid Waste and Recycling Division. $ _ $ 322,897.00 Materials&Supplies Cost of this request Category/Project Budget Program Category/Project Name 5500.5010.5226.00 $ 188,776.95 Commercial Collection Account Number Funds Used to Date Program/Project Category Name $ 134,120.05 Solid Waste Project Number Remaining Balance Fund Name Budgeted Item Budget Adjustment Attached IS-0—Ah Previous Ordinance or Resolution# 4952 Depa nt Dire for Date // Original Ordinance Date: 11/21/2006 Original Contract Number: CitYJ6rney Date Finance and Internal Services Director Date Received in City 10-1 5-1 0 A 10 :3 5 R C V D Clerk's Office / r!�-1 16 Chie of Sta Date Received in Mayor's Office ay6r Date Comments: Revised January 15,2009 CITY COUNCIL AGENDA MEMO a e evlle MEETING DATE OF NOVEMBER 2,2010 THE CITY OF FAYETTEVILLE,ARKANSAS 7yAI ARKANSAS www.accessfayetteville.org To: Fayetteville City Council Thru: Mayor Lioneld Jordan Don Marr, Chief of Staff From: David Jurgens, Utilities Director Fayetteville Water and Sewer Co tte(e Date: October 15, 2010 Subject: Approval of an ordinance for a bid waiver for commercial container parts for the commercial trash collection with the Solid Waste and Recycling Division RECOMMENDATION City Administration recommends approval of an ordinance for a bid waiver to allow the Solid Waste and Recycling Division to solicit quotes from manufacturers in order to receive the best prices possible for the purchase of commercial container steel parts for the commercial trash collection program. Competitive quotes will always be obtained for all purchases. BACKGROUND Ordinance 4952 approved November 21St, 2006, approved a bid waiver for purchasing roll off style boxes, compactors and receiver boxes, and 2 to 8 yard dumpsters, for Solid Waste and Recycling, allowing standard quotes in lieu of the formal bid process. The bid waiver was approved due to the volatility of steel prices and manufacturer's uncertainty of honoring bids-they frequently put 14—21 day time limits on quotes,making it impossible to guarantee the prices long enough for the formal bid process. Thus, the City would pay higher prices to offset the suppliers' risk created by potential material price changes. The current ordinance only allows the bid waiver for the purchase of new containers; the proposed ordinance extends these same advantages from the containers to the parts required to rebuild the containers. DISCUSSION Operational efficiencies have led to the reduction of the last 2 man rear load commercial trash route which serviced 95 gallon carts and two yard dumpsters. The 2 yd dumpsters are being retrofitted in-house into commercial front load containers. We can convert a container in-house for approximately$180.00; a new container costs$475.00. The parts associated with container maintenance include but are not limited to locks, lock bars,bars,baffles, bottoms, side channels, casters,plugs,keys, arms, washers,nuts,pins, caps and hinges. Benefits for the bid waiver include continued cost savings experienced with the in house container maintenance program compared to outsourcing and flexibility in ordering steel parts associated with container maintenance due to fluctuating steel prices similar to the original bid waiver since steel prices affect container parts as well. BUDGET IMPACT None. Funds are available in Container Maintenance Supplies account number 5500.5010.5226.00. Telecommunications Device for the Deaf TDD(479)521-1316 113 West Mountain-Fayetteville,AR 72701 ORDINANCE NO. AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF COMMERCIAL TRASH CONTAINER PARTS THROUGH A COMPETITIVE QUOTE PROCESS WHEREAS, Ordinance No. 4952, approved November 21, 2006, approved a bid waiver for purchasing roll off style trash boxes, compactors and receiver boxes, and two (2) to eight (8) yard dumpsters for solid waste and recycling, allowing competitive quotes in lieu of the formal bid process; and WHEREAS, the bid waiver was approved due to the volatility of steel prices and manufacturers' uncertainty of honoring bids for longer than fourteen (14) to twenty-one (21) days, making it impossible to guarantee bid prices long enough for the formal bid process, thus requiring the City to pay higher prices to offset suppliers' risk created by potential material price changes; and WHEREAS, Ordinance No. 4952 permits a bid waiver for the purchase of new containers,but not for parts required to rebuild or repair containers. 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 an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and approves the purchase of commercial trash container parts through a competitive quote process. PASSED and APPROVED this 2nd day of November, 2010. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer NORTHWEST ARKANSAS RECEIVED NEWSPAPERS-Lc DEC 4 2 2010 Northwest Arkansas Democrat Gazette CITY OF FAYETTEVILLE CITY CLERK'S OFFICE The Morning News of Springdale The Morning News of Rogers Northwest Arkansas Times Benton County Daily Record 212 North East Avenue, Fayetteville Arkansas 72701/ PO Box 1607, 72702 PHONE: 479-571-6421 AFFIDAVIT OF PUBLICATION I, Cathy Wiles, do solemnly swear that I am Legal Clerk of the Northwest Arkansas Newspapers LLC. Printed and published in Washington & Benton County, (Lowell), Arkansas and that from my own personal knowledge and reference to the files of said publication, the advertisement of: City of Fayetteville- Ordinance 5363 OR 'INANCE W 5363 AN ORDINANCE WAIVING THE REQUIREMENTS OF ,, e November 18, 2010 FORMAL COMPETITIVE BIDDING AND APpROv1NG THE PURCHASE OF COMMERCIAL TRASH CONTAINER` PARTS`THROUGH A'COMPETITIVE a Qj QUOTE-P,tOCESS� `''- RfCANsns E Publication Charge : $ 71 .34 ;WH REAS OrdmanceNo 494je, rovedNgvember V g 21 2008 approvad a bid waiver For purchasing roll off style trash bpk'es corri�acto s and reoeer bokes and,two(2)to eight(&)yard durnpsters fgrysolid waste and reeyclu Wallowing compeEltive quotestn lieu of the'formal bid process and; -- ----_-- turers uncertain of hononn bids for longe to the vc"ila5liry of steel paces and,manUfac WNEF�EAS the bid waiver was a roved du Signed: -- ----- — ----- tY 9 r than fourteen a tp iwe Jty one RR)days,` `making it impossible to guarantee bid pnces�long enoygFs for the formal bid prooess thus; regwring the City to pay higher prices to offset suppliers snswcreated by potenfia�material pnce.ot an'ges and WHEREAS Ordinance No 4952aperrnits a bid waiver forrchase of new containers Subscribed and sworn to before me butnotforpartsrequlredtorebullforthe purepa.rdontainers � DAINED3BYTHE NSS:EILCAThis bday ofNvJ2, 2010 L "thE CITY OF Section•1}Tt ati the,City Council of the Pit y-ofFayet)ewlJe�grkansa§k�era¢ c�etertnine�sran exceptional sltuation exists in Which competitive bJ5d00 Adeefned rips fegaible pl pracsical' and therefore y agves,the requ(rements of form compelitiva bidding%ard ap�Yovea the pur `chase of Dori percial trash conlairZer parts through a compaGtive,quote`proc�ss. d °PA,SSED and APPROVED this 2nd day of s lovember 2010 APPRQVED ATTEST Notary Public P 6_ ----____-- ay ey. LIONNLD JORDAN Mayor SONDRA E SMIT City Clerk/Treasurer Jim Mears Washington County Commission Number 12374647 My Commission Expires: Notary Public Arkansas My Commissio n Expires Jan.20,2.020 Do not pay from Affidavit, an invoice will be sent