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Home My WebLink AboutOrdinance 5476 ORDINANCE NO. 5476 AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING DURING CALENDAR YEAR 2012 FOR THE PURCHASE OF ASPHALT MATERIALS FOR USE BY THE TRANSPORTATION DIVISION WHEREAS,the crude oil market continues to experience extreme price volatility; and WHEREAS, this volatility has greatly increased the price of asphalt, making normal competitive bidding procedures unworkable, impractical and not feasible; and WHEREAS, the Transportation Division proposes to solicit bids on a quarterly basis without the need for further approval of the City Council through calendar year 2012. 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 annual competitive bidding is not feasible or practical, and therefore through calendar year 2012, waives the requirements of formal competitive bidding for the purchase of asphalt materials, allowing the Transportation Division to solicit bids on a quarterly basis without the need for further approval of the City Council. PASSED and APPROVED this 17th day of January, 2012. �a`®`j@s,e�°E`°'°`8 ova � �T�'� APPROVED: ATTEST: m FAYETTEVI LLE m a By: / �^--�_. By: ffPfffff�°�;�,sa a ELD J N, Mayor SONDRA E. SMITH, City Clerk/Treasurer City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 1/17/2012 City Council Meeting Date Agenda Items Only i John Nelson Transportation Transportation Services Submitted By Division Department Action Required: An ordinance waiving the requirements of formal competitive bidding during calendar year 2012 for the purchase of asphalt materials for use by the Transportation Division. $ 1,865,000.00 In-House Pavement Improvements Cost of this request Category/Project Budget Program Category/Project Name 4470.9470.5417.00 $ - Transportation Improvements Account Number Funds Used to Date Program/Project Category Name 02052.1 $ 1,865,000.00 Sales Tax Capital Improvements Project Number Remaining Balance Fund Name Budgeted Item �X Budget Adjustment Attached Previous Ordinance or Resolution# 5301 aDepartmentrector DateOriginal Contract Date: Original Contract Number: Date 4,:�A (x` 2, Finance and Internal Services Director Date Received inCLtY ��_j i P 0 14 RC V D Clerk's Office ` 0 Chief of S Date ER Received in Mayor's Office 611 Mayr D e Comments: Revised January 15,2009 THE CITY OF FAYETTEVILLE,ARKANSAS DEPARTMENT CORRESPONDENCE 11 Laye;L AS o CITY COUNCIL AGENDA MEMO To: Mayor and City Council Thru: Don Marr, Chief of Staff Terry Gulley, Transportation Services Department Directorooi- From: John Nelson, Management Accounting Coordinator Date: December 15, 2011 Subject: Bid Waiver for Asphalt Materials PROPOSAL: Staff proposes an ordinance waiving the requirements of formal competitive bidding during calendar year 2012 for the purchase of asphalt materials for use by the Transportation Division. RECOMMENDATION: Due to the fluctuations in the price of crude oil local asphalt suppliers cannot feasibly guarantee a fixed price over a twelve month period. Staff recommends bidding asphalt materials on a quarterly basis without the need for further approval of the City Council, awarding the respective low bidder, and allowing for price adjustment requests based on the current bid language. BUDGET IMPACT: Funds for the acquisition of asphalt materials are budgeted in the In-House Pavement Improvements and Trail Development capital projects. ORDINANCE NO. AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING DURING CALENDAR YEAR 2012 FOR THE PURCHASE OF ASPHALT MATERIALS FOR USE BY THE TRANSPORTATION DIVISION WHEREAS,the crude oil market continues to experience extreme price volatility; and WHEREAS, this volatility has greatly increased the price of asphalt, making normal competitive bidding procedures unworkable, impractical and not feasible; and WHEREAS, the Transportation Division proposes to solicit bids on a quarterly basis without the need for further approval of the City Council through calendar year 2012. 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 annual competitive bidding is not feasible or practical, and therefore through calendar year 2012, waives the requirements of formal competitive bidding for the purchase of asphalt materials, allowing the Transportation Division to solicit bids on a quarterly basis without the need for further approval of the City Council. PASSED and APPROVED this 17th day of January, 2012. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer NORTHWEST ARKANSAS DEMOCRAT-GAZETTE NORTHWESTARKANSAS THE MORNING NEWS OF SPRINGDALE THE MORNING NEWS OF ROGERS PJWE NORTHWEST ARKANSAS TIMES LLC BENTON COUNTY DAILY RECORD 212 NORTH EAST AVENUE,FAYETTEVILLE,ARKANSAS 72701 1 P.O.BOX 1607,72702 ( 479-442.1700 1 WWW.NWANEWS.COM RECEIVED AFFIDAVIT OF PUBLICATION FEB 0 6 2012 I, Cathy Wiles, do solemnly swear that I am the Legal Clerk of the CITY OF FAYETTEVILLE Northwest Arkansas Newspapers, LLC, printed and published in CITY CLERKS OFFICE Washington and Benton County, Arkansas, bona fide circulation, that from my own personal knowledge and reference to the files of said publication, the advertisement of- City of Fayetteville Ordinance #5476 Was inserted in the Regular Editions on: January 29, 2012 r ORDINANCE 40.5476 Me09DINANCE WAIVING THE REQUIREMENTS' • OFFORMALE-CAOR MPEITIVEBIDDINGPublication Charges: $ 64.85 DURING 2012FO9-THE'PURCHASE' P P OF gSPHALT MATERIALS FOR USE BYTE jRANSpORTATION DIVISION AR CA�sA 1MIiEt$ES thcnice oil U&ntinues to expenence extreme pnce uolattlity and twe bidii(nS xfhis yol�h)ity hasyreay increased the prceof as�I�altr�mal�ng normal cornpeti a g procedures unworkable impraotieal and not feasibly and WHEREAS the Transportation Division proposes,o sol(cit bids on a quarterly basis vnthoui " the heed for further:approvai of the C0,0ouncil through calendar year 2012. NOWTFfEREFOF;E BE IT ORDAINED:BY THE CITY COUNCIL OF THE CITY OF F YEITEVILLE ARKANs4 i 1 fhai the C(ty Connell of the y of Fayetteville Arkansas heresy fintls that such Cathy Wiles circumstances consitute an exceptionalsituetion°where,annual-compe4tNeitiidding(s not feasible or practical and therefore through"calendar year 201 waives the;regwrements of, formal competitive bidding for tie purchase`of asphalt matenals,alronnng the Tr"ansportat(on' �.> Division o Sp aJtpitls oP quarterly basis W166.q.tth6,nised fg,I&Cher approv@I oftt�e Con Council .. PASSED and APPROVED`tfiis"17thday of January`;2012 APPF�OVED ATTEST By By �- LIONELD JORDAN;Ma or Subscribed and sworn to before me y soNDRAE'WITH,(3ityClerklfrea`surer s This day of , 2012. 777777 ATHEaiNE S� x county on Coun ht 'res Notary P "' r ruary 27,2015 My Co fa l� **NOTE* Please do not pay from Affidavit. Invoice will be sent.