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Home My WebLink AboutOrdinance 5508 ORDINANCE NO. 5508 AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF TRUCK HAULING SERVICES THROUGH A QUOTE PROCESS WHEN PURCHASE THROUGH BID #12-06 AS AWARDED BY RESOLUTION NO. 21-12 IS NOT AVAILABLE WHEREAS, the City obtained competitive bids (Bid #12-06) for the provision of truck hauling services, awarded the bid to Hillside Haulers in Resolution No. 21-12 for variable unit prices, and further authorized the use of other bidders based on price and availability as needed through the end of calendar year 2012, and; WHEREAS,due to limited availability it is possible that none of the bidders in Bid#12-06 are available to provide services when the City must have them, and; WHEREAS,the City should be able to obtain price quotes from other truck hauling services without additional formal competitive bidding only after it has been determined that services are not available pursuant to Bid#12-06, as awarded through Resolution No. 21-12, 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 the above-stated circumstances constitute an exceptional situation where competitive bidding is not feasible or practical, and therefore waives the requirements of formal competitive bidding and approves the purchase of truck hauling services through a quote process only after it has been determined that services are not available pursuant to Bid #12-06, as awarded through Resolution No. 21-12. PASSED and APPROVED this 19th day of June, 2012. APPROVED: ATTEST: By: By: �Y► i w jjly,ELD JO , Mayor SONDRA E.SMITH,City Clerk/Treasurer `®aet®scrrFarydroi 0�G�thVTR� Fo, Y 6klz =V ® ® vFAYETTEVILLE 0 'a.9cS°9�'dCAh15P�J�o�o °AO°0°e//G TMA P "t I City of Fayetteville Staff Review Form ,:: tLv� City Council Agenda Items and Contracts, Leases or Agreements G- I - 12,77'2,1- City Council Meeting Date Agenda Items Only John Nelson Transportation Transportation Services Submitted By Division Department Action Required: An ordinance waiving the requirements of formal competetive bidding during calendar year 2012 for truck hauling services for use by the Transportation Division. Cost of this request Category/Project Budget Program Category/Project Name Account Number Funds Used to Date Program/Project Category Name Project Number Remaining Balance Fund Name Budgeted Item �X Budget Adjustment Attached Previous Ordinance or Resolution# 21-12 Department D' ctor Date 01. �j Original Contract Date: /�� %!! Original Contract Number: Ci orney Date 06-08—'1 2 PO2:2'; R C V D Fina ce and Internal Services Director D t Received in City Clerk's Office �& A��== V Chiefof taff �it -- e Received in EN1 ER ® / Mayor's Office l�l 6 yor D to Comments: Revised January 15,2009 THE CITY OF FAYETTEVILLE,ARKANSAS DEPARTMENT CORRESPONDENCE Zaylee:v KANSAS 1 111 CITY COUNCIL AGENDA MEMO To: Mayor and City Council Thru: Don Marr, Chief of Staff Terry Gulley, Transportation Services Department Director.9* From: John Nelson, Management Accounting Coordinator Date: June 7, 2012 Subject: Bid Waiver for Truck Hauling Services PROPOSAL: Staff proposes an ordinance waiving the requirements of formal competitive bidding during calendar year 2012 for truck hauling services for use by the Transportation Division. RECOMMENDATION: Resolution No. 21-12 awarded Bid#12-06 for truck hauling services to Hillside Haulers and authorized the use of other bidders based on price and availability. Four vendors submitted bids to provide this service. However, two of them will not haul asphalt materials and the remaining two are unreliable due to other commitments. Because of these circumstances, staff proposes obtaining weekly price quotes for truck hauling services and requests a bid waiver to allow the Transportation Division to award the lowest qualified trucking firm for services the following week. This method will provide a guaranteed source of trucking services at the lowest cost. BUDGET IMPACT: Funds for truck hauling services are budgeted in the In-House Pavement Improvements capital project. Enclosure: Resolution No. 21-12 Bid 12-06, Truck Hauling Services ORDINANCE NO. AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING THE PURCHASE OF TRUCK HAULING SERVICES THROUGH A QUOTE PROCESS WHEN PURCHASE THROUGH BID #12-06 AS AWARDED BY RESOLUTION NO. 21-12 IS NOT AVAILABLE WHEREAS, the City obtained competitive bids (Bid #12-06) for the provision of truck hauling services, awarded the bid to Hillside Haulers in Resolution No. 21-12 for variable unit prices, and further authorized the use of other bidders based on price and availability as needed through the end of calendar year 2012, and; WHEREAS,due to limited availability it is possible that none of the bidders in Bid#12-06 are available to provide services when the City must have them, and; WHEREAS,the City should be able to obtain price quotes from other truck hauling services without additional formal competitive bidding only after it has been determined that services are not available pursuant to Bid#12-06, as awarded through Resolution No. 21-12, 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 the above-stated circumstances constitute an exceptional situation where competitive bidding is not feasible or practical, and therefore waives the requirements of formal competitive bidding and approves the purchase of truck hauling services through a quote process only after it has been determined that services are not available pursuant to Bid#12-06, as awarded through Resolution No. 21-12. PASSED and APPROVED this 19th day of June, 2012. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E.SMITH,City Clerk/Treasurer RESOLUTION NO.21-12 A RESOLUTION AWARDING BID #12-06 AND AUTHORIZING THE PURCHASE OF TRUCK HAULING SERVICES FROM HILLSIDE HAULERS FOR VARIABLE UNIT PRICES,AND AUTHORIZING THE USE OF OTHER BIDDERS BASED ON PRICE AND AVAILABILITY, AS NEEDED THROUGH THE END OF CALENDAR YEAR 2012 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 awards Bid #12-06 and authorizes the purchase of truck hauling services from Hillside Haulers for variable unit prices as specified in the attached Exhibit"A", and authorizes the use of other bidders based on price and availability, as needed through the end of calendar year 2012. PASSED and APPROVED this 17''day of January,2012. APPROVED: ATTEST: B ��.__ y. By: O LD JQOWAN,Mayor SONDRA E. SMITH,City Clerk/Treasurer °GSI Y QF°ao�iii o ° a a FAYETTEVILLE: 0 a e TWA i i i I I i BID: 12-06 ::DATE::: 12/14111 � WPM ARRA AS CITYDF FAYETTEVILLE Bid 12-06, Truck Hau ing Services Estimated UNIT PRICE BIDDER TOTAL Quantity (priceper.hour) 1 Hillside Haulers 1000 hours $54.49 $54,490.00 2 Les Rogers Inc. 1000 hours $64.95 $64,950.00 :3 S and R Trucking 1000 hours $60.00 $60,000.00 4 Sweetser Construction, Inc:. 1000 hours. $70:00 $70,000.0.0 *NOTICE:Bid award is contingent upon vendor meeting minimum:specifications and formal authorization by City officials: CERTIFIED: iii: ;R ,,PURGH AGENT 'WITNESS DATE. NORTHWEST ARKANSAS DEMOCRAT-GAZETTE NORTHWESTARKANSAS THE MORNING NEWS OF SPRINGDALE THE MORNING NEWS OF ROGERS SPADE LLC NORTHWEST ARKANSAS TIMES BENTON COUNTY DAILY RECORD 212 NORTH EAST AVENUE,FAYETTEVILLE,ARKANSAS 72701 1 P.O,BOX 1607,72702 479-442.1700 1 WWWAWANEWS.COM AFFIDAVIT OF PUBLICATION I, Karen Caler, do solemnly swear that I am the Legal Clerk of the Northwest Arkansas Newspapers, LLC,printed and published in Washington and Benton County, Arkansas, bona fide circulation, that from my own personal knowledge and reference to the files of said publication, the advertisement of- City of Fayetteville Ordinance 5508 ORDINANCE NO SSW AN ORDINANCE WAIVING THE-REQIIREMENTS .. , Was inserted in the Regular Editions on: OF FORMAL COMPE 1TIVE BIDDING AND APPROVING THE PURCHASE AF TRUCK& ` P July 5, 2012 HAULING 5ER�ICES TkIROUGH`A QUOTE a ii. PROCESS,NFEN P�IRGHASE T�iROUGH BID naenNsas #12-06-AS"g1NARDED''$Y fRE$OLiJTION NO. 2�3�ISNOT;AVAILABLE � - WHEREAS the City obtained competRroe bids(Bid 412 06),for the provision of truck hauling services awardedrthe bid to Hillside Haulers in Resolution No:21 12 for van Publication Charges: $ 77.82 able u01f�Zn&es anrther authonzed-the use of other-bidders-,based on price and availabi6iy as Heade through the end of calendar year 2012 and Y, WHEREAS,due Yo Ilmded availability Ljs possible that none of the:bldders in Bid#12- 06 are avovide`serv�ces when, -the City most have them,and; WHEREAS the City should`be 661610 obtain price quotes from other truck hauling services FvydhQut additioralFforrrtal competitive bidding only after it has been mined that services are not available pursuant to Bid#12-06"a through" { ResolC�fion No:21 12 '� s NFWA,T!IFBEFORE,BErIT ORDAINED BY THE CITY COUNCIL O THE CITY n �r�{l OF 1 AYETTE�i1LLE ARKANSAS See#ion Y That'the Cay Council of the City of Fayetteville Arkansa an-,exceps hereby findsltaat t � bove stag i oirc mstapees corfstdute ti., I"situation where comp„eta Karen Caler tive,tiidding is°not feasible or practical;arfd the, herefore waives theTequirements of for mal aompetitivepiddirlg�and approves the purchdse of truokshaulg services through a quote process only afterf d has been determined that services are not available , pursuant to Bid#12 06,asawaYdec through,Resolution _-- PASSEp and APPRO1lEp this 19th day of June,2012 APF30VED ATTEST: Subscribed and sworn to before me LION�i.D JORDAN,Mayor 80NDRA;E SMITH City Clerk/TreBsurer This day of,`, . , 2012. Notary Public My Commission Expires: ��2� **NOTE* Please do not pay from Affidavit. Invoice will be sent.