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Home My WebLink AboutOrdinance 5561 ORDINANCE NO. 5561 AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING DURING CALENDAR YEAR 2013 FOR THE PURCHASE OF ASPHALT MATERIALS FOR USE BY THE TRANSPORTATION DIVISION BUT REQUIRING INFORMAL QUARTERLY BIDS OR QUOTES 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 and accept bids on a quarterly basis without the need for further approval of the City Council through calendar year 2013. 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 2013, waives the requirements of formal competitive bidding for the purchase of asphalt materials, and authorizes the Transportation Division to solicit informal bids or quotes on a quarterly basis without the need for further approval of the City Council. �t��rrrrtn� NN PASSED and APPROVED this 15th day of January, 2013. ' '\1Y 0F •.�'�, _ r FAYETTEVILLE; APPROVED: ATTEST: r •'f� /4� nhtGJ r fi'. 191 •.�`4Q i`SC••��rd� GTO ` By: By: � ,caw 0 ELD J , Mayor SONDRA E. SMITH, City Clerk/Treasurer City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements January15, 2013 City Council Meeting Date Agenda Items Only John Nelson Transportation .,Transportation Services . .!. l�IF!!4�lI,�I!!�,I IFl I I I� QYII�IY� - •. Submitted By Division Department _.:. Action Required: An ordinance waiving the requirements of formal competitive bidding during calendar year 2013 for the purchase of asphalt materials for use by the Transportation Division, $ 1,842,000.00 In-House Pavement Improvements Cost of this request Category/Project Budget Program Category/Project Name 447p.947U4.17.00. .._ - Transportation Improvements Account Number Funds Used to Date Program/Project Category Name 02.052..1,,_ $ 1,842,000.00 Sales Tax Capital Improvements Project Number Remaining Balance . Fund Name Budgeted Item I X, I Budget Adjustment Attached ISlrYrlllI�YII�iI•IrlYll��r•i II�IIr•Il�rllrr��l��MlWli l��r�lwil�llllrlrlllii Y'IAr�I�lIYMIY�IYrrf��11�U1!•rr.�l�Ilrll�l Ii1i1�1•�Yil�� Previous Ordinance or Resolution# 5476 Departure it or Date Original Contract Date: Z'?i!^jZpriginal Contract Number: City orney Date a� C>1 _ i�2 ?-27-1 2 A0 1 9 RC�'D Finance and Internal Services Director Date Received in Ciiy- Clerk's Office Chief of St Date ENT E� • Received in ,Z Mayor's Office Mayor D to Comments: . . Revised January 15,2009 e viTHE CITY OF FAYETTEVILLE,ARKANSAS La YA DEPARTMENT CORRESPONDENCE ARKANSAS CITY COUNCIL AGENDA MEMO To: Mayor and City Council Thru: Don Marr, Chief of Staff Terry Gulley, Transportation Services Department Director 'o From: John Nelson, Management Accounting Coordinator Date: December 19, 2012 Subject: Bid Waiver for Asphalt Materials PRzQPOSAL: Staff proposes an ordinance waiving the requirements of formal competitive bidding during calendar year 2013 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. BLDGET 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 2013 FOR THE PURCHASE OF ASPHALT MATERIALS FOR USE BY THE TRANSPORTATION DIVISION BUT REQUIRING INFORMAL QUARTERLY BIDS OR QUOTES 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 and accept bids on a quarterly basis without the need for further approval of the City Council through calendar year 2013. 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 2013, waives the requirements of formal competitive bidding for the purchase of asphalt materials, and authorizes the Transportation Division to solicit informal bids or quotes on a quarterly basis without the need for further approval of the City Council. PASSED and APPROVED this 15th day of January, 2013. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer NORTHWEST ARKANSAS DEMOCRAT-GAZETTE NORTHWESTARKANSAS THE MORNING NEWS OF SPRINGDALE _"W THE MORNING NEWS OF ROGERS &1_� W P NORTHWEST ARKANSAS TIMES E LL C BENTON COUNTY DAILY RECORD 212 NORTH EAST AVENUE,FAYETTEVILLE,ARKANSAS 72701 1 P.O.Box 1607, 72702 1 479.442-1700 1 WWW.NWANEWS.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 Benton County and Washington County, Arkansas, of bona fide circulation, that from my own personal knowledge and reference to the files of said publication, the advertisement of: CITY OF FAYETTEVILLE RECEIVED Ordinance No. 5561 JAN 3 0 2013 Was inserted in the regular edition of CITY OFFAYETTEVILLE The Northwest Arkansas Times CITY CLERK'S OFFICE on: January 24, 2013 Publication Costs: $ 77.82 f� ANORDINANCit IUttGTFIEREOk11� MSNTr' y. OF FORMAL COMPETITIVE BjDDING Dt1R1 �, OF ASPHP�LT MATERIALSFAEj $ � �� CTRANSPO T T1�NDVISI�NSI ARKANSAS Karen Caler `tAjF1E� rcoa , �y eme pnce volatility and 4,,asphalt;snaking normal '- o7npet, i� rps u antl not feasible;and, Subscribed and sworn to before me = Iicd and accept bids on a' aqua er y, asis wdTio t foie h or er approva of"thid City Couhcifthrough This day of d�'�-- , 2013. �alendaryar�o,a NOW,TNEFtEFORE BE IT ORDAINED BY THE CITY COUNCIL OFTHE CITY "OF FAYETTE�ILE ARKANSAS .'�' r „Kx �, Section 1 Taat the Giy Council of the City of Fayetfev�lle Arkansas hereby finds } 3h t suoh 9lrcums#ances constitute an�xceptYogal situation where annual corn "�` '"1 WPetdwe bkldmg is not feasibrsior practical and th6efor thfough calendar.�e�f '20x3,�vairres tha requirements bf formal competifiv�bitldJrog for the purchase of Notary Public asphalt mateq Is grid authonzes the Transportatiop Dlwsion to solicit informal a bids or quotes on a quarterly!iasis wdhout the neeiiFfor ftir2h'er appfova!of the° -�Clty Gounctl My Commission Expires: Zo 2�t PASSED and APPROVED this 15th day of January 20 t3 APPROVED. ATTEST: 3_.�� By By. w LIONELD JORDAN,Maar SONDRA E SMITH City Glerklrreasurer _; ^ err r S l�y11FTlll�(//// xr[ I i J.,,LIILI-S kI �r N Benton County 2 My Commission Expires ,is <, :..:, 2014 February2C�, �g� I