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Home My WebLink AboutOrdinance 5629 ORDINANCE NO. 5629 AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZING A CONTRACT WITH MARATHON EQUIPMENT COMPANY IN THE AMOUNT OF $26,996.00 PLUS APPLICABLE FREIGHT AND TAXES FOR THE PURCHASE OF A MAIN BODY CYLINDER FOR THE SOLID WASTE AND RECYCLING DIVISION, AND APPROVING A BUDGET ADJUSTMENT WHEREAS, the Solid Waste and Recycling Division operates a recycling program which includes a baler for processing recyclable materials, and WHEREAS, an integral part of the baler is the main body cylinder which compresses recyclable materials for baling and transport, and WHEREAS, the main body cylinder on the City's baler is leaking and in need of immediate repair, and WHEREAS, according to the baler manufacturer, there are two vendors that can provide a new main body cylinder and only one, Marathon Equipment Company, can provide the part without an 18 week lead time, 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 authorizes a contract with Marathon Equipment Company in the amount of $26,996.00 plus applicable freight and taxes for the purchase of a main body cylinder for the Solid Waste and Recycling Division. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, attached as Exhibit"A". PASSED and APPROVED this 5h day of November, 2013. APPROVED// ~� ATTEST: TR By - •-�--�'----By: G�TY o,,:-! k"i LI NE AN, Mayor SONDRA E. SMITH, City Cler Q fflFff,E�lf "xa City of Fayetteville,Arkansas V13.1018 Budget Adjustment Form, Legistar Budget Year Division: Solid Waste&Recycling Request Date Adjustment Number 2013 Department: Transportation Services 11/5/2013 BUDGET ADJUSTMENT DESCRIPTION/JUSTIFICATION Funds are requested in various Solid Waste Fund accounts to adjust budget line items. Additional funds are requested for the purchase of a main body cylinder for the recycling baler. Prepared By: Brian Pugh/Glenda Eden Springer,Kevin Legistar: 2013- 11/5/2013 Requestor Budget&Research Use Only % Type: A B C D E P Divi ' n Head j Kevin Springer General Ledger Date cn=Kevin Springer,o--City of Fayetteville, Arkansas,ou=Budget Director, IZ- S` -email=kspringer@fayettevill-ar.gov,c=US 20,3.,0.;6,0:26:04-0s'00 Posted to General Ledger Budget Director ( Initial Date Checked/Verified Initial Date TOTAL BUDGET ADJUSTMENT - - Increase/(Decrease) Project.Sub Account Name Account Number Expense +. Revenue Number Vehicle&machine maint 5500.5060.5403.00 E} 33,000, - Fuel 5500.5070.5213.04 E? (8,000) Containers 5500.5060.5227.00 E) (17,000) Minor equipment 5500.5070.5210.00 EJB (8,000) EXHIBIT H:\Budget\Budget Adjustments12013_Budget\LEGISTAR_IN_PROGRESS\BA_LEGISTAR_2013-xxxx_SOLID_WASTE_BALER.xlsb 1 of 1 EXHIBIT `B" VAC 13-4491 DESCRIPTION Of EASEMENT TQ BE VACATED A TEN (10) FOOT WIDE UTILITY EASEMENT BEING DESCRIBED AS FOLLOWS: A PART OF LOT 117 & 118 OF THE CORRECTED REPLAT OF PHASE 1, SUMMIT PLACE SUBDIVISION, FAYETTEVILLE, ARKANSAS, AS PER THE RECORDED CORRECTED REPLAT Of SAID SUBDIVISION ON FILE IN THE OFFICE Of THE CIRCUIT CLERK AND EX-OFFICIO RECORDER OF WASHINGTON COUNTY, ARKANSAS, SUBJECT TO EASEMENTS, RIGHTS•Of•WAY AND RESTRICTIONS OF RECORD, AND BEING MORE PARTICULARLY DESCRIBED AS FOLLOWS: BEGINNING AT THE SOUTHEAST CORNER OF SAID LOT 117; THENCE S45013'1 3"W 5.00 FEET ALONG THE SOUTH LINE OF SAID LOT 117 TO THE SOUTHWEST CORNER OF SAID 10 FOOT WIDE EASEMENT; THENCE LEAVING THE SOUTH LINE OF SAID LOT 117 AND RUNING PARALLEL WITH THE BOUNDARY LINE BETWEEN LOTS 117 & 118, N44°25'00"W 137.28 FEET ALONG THE WESTERN BOUNDARY OF SAID EASEMENT TO A POINT ON THE SOUTH BOUNDARY OF AN EXISTING 20 FOOT WIDE ACCESS AND UTILITY EASEMENT; THENCE N55°14'04"E 5.07 FEET ALONG THE SOUTH LINE SAID 20 FOOT ACCESS AND UTILITY EASEMENT TO A POINT ON THE BOUNDARY LINE BETWEEN LOTS 117 & 118; THENCE N55020'41"E 5.07 FEET ALONG THE SOUTH LINE OF SAID 20 FOOT ACCESS AND UTILITY EASEMENT TO THE NORTHEAST CORNER OF SAID 10 FOOT WIDE EASEMENT TO BE VACATED; THENCE LEAVING THE SOUTH LINE OF SAID 20 FOOT ACCESS AND UTILITY EASEMENT AND RUNING PARALLEL WITH THE BOUNDARY LINE BETWEEN LOTS 117 & 118, S44°25'00"E 135.50 FEET ALONG THE EASTERN BOUNDARY OF SAID EASEMENT TO A POINT ON THE SOUTH BOUNDARY OF SAID LOT 118; THENCE S45° 13'13"W5.00 FEET TO THE POINT OF BEGINNING. City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements November 5th,2013 City Council Meeting Date Agenda Items Only Brian Pugh Solid Waste and Recycling Transportation Submitted By Division Department Action Required: Ordinance waiving the requirements of formal competitive bidding and authorizing the purchase of a main body cylinder for the Solid Waste and Recycling Division and approval of a budget adjustment in the amount of$33,000.00. $ 33,000.00 $ 16,486.00 Recycling Cost of this request Category/Project Budget Program Category/Project Name 5500.5060.5403.00 $ 10,780.87 Maintenance Account Number Funds Used to Date Program/Project Category Name $ 5,705.13 Solid Waste and Recycling Project Number Remaining Balance Fund Name Budgeted Item Budget Adjustment Attached h �7/,Z-) r1n,/�e Previous Ordinance or Resolution# Depa ctor Date / ! [ Original Contract Date: i ��✓"' Original Contract Number: W—Ittorney Date AJ C�— _ ( _10"a6- X013 ► 2,-13 0. bil Finance and Internal Services DWectorr Date Received in City Clerk's Office to-zO•ao 1,3 Chief of S ff Date k1T Received in Mayor's Office 4/1 ay Date Comments: Revised January 15,2009 ® CITY COUNCIL AGENDA MEMO fa e eVl e MEETING DATE OF NOVEMBER 5TH,2013 THE CITY OF FAYETTEVILLE,ARKANSAS ARKANSAS To: Fayetteville City Council Thru: Mayor Lioneld Jordan Don Marr, Chief of Staff Terry Gulley,Transportation Director From: Brian Pugh,Waste Reduction Coordinator �Sf Date: October 17th, 2013 Subject: Ordinance waiving the requirements of formal competitive bidding and authorizing a purchase of a main body cylinder from Marathon Equipment for the Solid Waste and Recycling Division. RECOMMENDATION Ordinance waiving the requirements of formal competitive bidding and authorizing a purchase of a main body cylindeT from Marathon Equipment for the Solid Waste and Recycling Division. BACKGROUND The Solid Waste&Recycling Division operates a recycling program which includes a baler for processing of recyclable materials. These materials are baled for ease of transport using a 2 ram baler designed for recycling programs. Without the baler the City cannot recycle the materials and send them to mills in which the materials are put into productive use. DISCUSSION The main body cylinder is responsible for supplying the force needed to squeeze together materials which are baled for transport. The main body cylinder is the most important part of the baler as without it the baler function cannot occurs Recently a leak was found on the cylinder and welding was performed to fix the leak. The location of the leak is indicative of the outer casing of the cylinder to be compromised and impossible to fix unless the outer casing is replaced or a new cylinder is purchased. Upon contacting the baler manufacturer there are two vendors that have the needed cylinder. One has the cylinder available for purchase now and the second has a lead time of 18 weeks to purchase the cylinder. The 18 weeks lead time is not practical for our situation since the cylinder could rupture at any time leaving the division in a situation where recyclable materials are coming in to be processed and no way to process them. Staff feels purchasing a new cylinder as quickly as possible is the best option for the Division. BUDGET IMPACT The cost of the cylinder is$26,99&plus freight and taxes. A budget adjustment is included to cover the cost of this purchase in 5500.5060.5403.00. Cylinder purchase CC Agenda Memo Novern er.5th ORDINANCE NO. AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND AUTHORIZING A CONTRACT WITH MARATHON EQUIPMENT COMPANY IN THE AMOUNT OF $26,996.00 PLUS APPLICABLE FREIGHT AND TAXES FOR THE PURCHASE OF A MAIN BODY CYLINDER FOR THE SOLID WASTE AND RECYCLING DIVISION,AND APPROVING A BUDGET ADJUSTMENT WHEREAS, the Solid Waste and Recycling Division operates a recycling program which includes a baler for processing recyclable materials, and WHEREAS, an integral part of the baler is the main body cylinder which compresses recyclable materials for baling and transport, and WHEREAS, the main body cylinder on the City's baler is leaking and in need of immediate repair, and WHEREAS, according to the baler manufacturer, there are two vendors that can provide a new main body cylinder and only one, Marathon Equipment Company, can provide the part without an 18 week lead time, 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 authorizes a contract with Marathon Equipment Company in the amount of $26,996.00 plus applicable freight and taxes for the purchase of a main body cylinder for the Solid Waste and Recycling Division. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, attached as Exhibit"A". PASSED and APPROVED this 5` day of November, 2013. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer -F- O QUOTATION Quotation Date: NOWValid 30 Days MARATHON EQUIPMENT COMPANY Time: PO Box 1798 A i CCYPANY Vernon,AL 35592 Phone:(205)695-9105 Fax:(205)695-7250 Toll Free:(800)633-8974 Sales Manager: Inside Sales Coordinator: Serial# 2099975 Sold To:CITY OF FAYETTEVILLE Ship To: Address: Address: Email Address: Address: City I State I Zip: City I State I Zip: Country: Country: Contact: BRIAN Phone/Fax: Attn: ASSEMBLY QTY DESCRIPTION UNIT PRICE EXTENDED PRICE 04-3446 1 CYLINDER $ 26,996.00 $ 26,996.00 $ You Can Send This To parts@-marathonequipent.com $ or dial 800-269-7237 EXT 3027 $ Total List for Parts $ 26 996.00 Less Dealer Discount Net Price 26 996.00 Tax: $ Total: $ 26 996.00 Freight Charges to be determined; Shipment Total: $ 26,996.00 $ 26 996.00 SPECIFICS 'Standard credit terms apply. Orders are subject to credit approval. Pricing does not include freight,insurance,fees,taxes,licenses,building modifications,project management, installation. If you have any questions,please feel free to contact your salesman or Inside Sales Coordinator. CYLINDER QUOTE NORTHWEST ARKANSAS DEMOCRAT-GAZETTE RECEIVED NORTHWESTARKANSAS THE MORNING NEWS OFSPRINGDALE THE MORNING NEWS OF ROGERS NOV 2 6 2013 NFvXTS-P-M- ERAS NORTHWEST ARKANSAS TIMES LLC CITY OF FAYETTEVILLE BENTON COUNTY DAILY RECORD CITY CLERK'S OFFICE 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, Holly Andrews, 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- �nRD�NANCE No ss2s Ordinance 5629 ! AN "ORbINANCE "VIAIVING" THE REQUIREMENTS OF FORMAL COMPETITIVE � �I BIDDING AND AUTHORIZING A CONTRACT a WITH MARATHON EQUIPMENTCOMPANY Y neKansns Was inserted in the Regular Editions on: IN THE=,AMOUNT OF $26996.00 PLUS APPLICABLE FREIGHT AND TAXES FOR THE PURCHASE.OFy A MAIN„ November 14, 2013 BODY CYLINDER FOR THE SOLID WASTE AND RECYCLING DIVISION;AND APPROVING-A�BUDGET ADJUSTMENT�- " WHEREAS,Ute Solid Wasteand RebycUng Derision opeYates a recycling pro Publication Charges: $ 136.36 s which includes abater#or processing recyclable materials and WHEREAS,an iritegraf,part' the baler is the"main body cylinder which coin presses recyclable materials for baling'and transport,and WHEREAS,:tho•matn"body cylinder ori the City's.baler Waeaking and,in need. 'of immediate repair,.and Holly Andrews WHEREAS;acaoriing to the baler manufacturer there are two vendors than; ;can provide a new"mai n`tiody'cyllrlder and°"only one, Marathon°Equipment_ :Company,can provide the part without an 16 week lead time, =NOW,THEREFORE,BE IT-ORDAINED BY'THE`CITYCOUNCIL OF TFIE' Subscribed and sworn to before me CITY OF FAYETTEVILLE.ARKANSAS This 2-0 day of , 2013. Section`1 i"That the City Council of the City of Fayetteville Arkansas hereby determines"an,exoeptional situation exists in vhich competitive bidding is `deemed;not feasible or practical and therefore waives the requirements of for- �� mal.00r►petitere b�cJding andauthQnzes a contract wrth"Marathon EQuipmerrt Company in the�rrroant of$26 996 OO,pius appliFable freight and fazes for the I purchase of a main body cylinder for the Solid Waste and Recycling Division. Notary Public - ' 7� Section 2 That the City CoLncil Ofrthe City of Fayetteville Arkansas hereby: My Commission Expires: _ ! approves a budget adjustment attached as Exhibd A I gD PASSED and APPROVED this 5th day of November,2013. APPROVED: "ATTEST: By: By' LIONI:LD JORDAN Mayor; SONDRA E.SMITH,City Cierk/Treasurer ;Exhibits for this ordinance may be viewed in the office of the City GIBrW :Treasurer **NOTE** Please do not pay from Affidavit. Invoice will be sent.