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Home My WebLink About22-12 RESOLUTIONRESOLUTION NO. 22-12 A RESOLUTION AWARDING BID #12-07 AND AUTHORIZING THE PURCHASE OF AGGREGATE MATERIALS FOR VARYING UNIT PRICES FROM VARIOUS VENDORS, 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 #12-07 and authorizes the purchase of aggregate materials for varying unit prices from various vendors, as shown in the attached Exhibit "A", as needed through the end of calendar year 2012. PASSED and APPROVED this 17th day of January, 2012. APPROVED: ATTEST: BY .441.1vL �L# � -� By: 0 ELD J 41► AN, Mayor SONDRA E. SMITH, City Clerk/Treasurer 0 ave Levi:le THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE www.accessfayetteville.org CITY COUNCIL AGENDA MEMO To: Mayor and City Council Thru: Don Marr, Chief of Staff From: Terry Gulley, Transportation Services Director`"ya " Date: January 17, 2012 Subject: A resolution awarding Bid 12-07, Aggregate Materials on a line item basis as specified in this memo, authorizing the use of other bidders based on price and availability, and approving the purchase of aggregate materials for the unit price amounts specified on the attached bid tabulation, as needed through the end of calendar year 2012. PROPOSAL: The purchase of bulk construction materials and services is necessary to maintain the City's current infrastructure and to implement the Capital Improvement Program projects outlined in the 2012 Annual Budget & Work Program and five-year Capital Improvement Program. Sealed formal bids for aggregate materials were publicly read and the results are attached to this memo. The following in-house hauling costs were disclosed in the Invitation to Bid for Bid 12-07, Aggregate Materials. City Costs: i. City Staff — Maintenance Worker III (Truck Driver) = $14.28 / hour ii. 10 -Wheel Dump Truck (15 ton capacity) = $10.36 / hour iii. Tri -Axle Dump Truck (18 ton capacity) = $10.89 / hour iv. 10 -Wheel Dump Truck (15 tons) + Truck Driver = $24.64 / hour v. Tri -Axle Dump Truck (18 tons) + Truck Driver = $25.17 / hour The following mileages were calculated based on the distance from each supplier's location to the City of Fayetteville Transportation Division, utilizing Google Maps: • APAC — Central, Inc. —17.1 miles, 22 minutes • Northwest Arkansas Quarries — 15.5 miles, 27 minutes • Rogers Group, Inc. (Lowell Quarry) — 15.8 miles, 29 minutes • Rogers Group, Inc. (Hamstring Quarry) —10.1 miles, 19 minutes The following City hauling costs were calculated based on the information shown above and added to the unit price per ton in order to fairly evaluate the bids submitted by each potential supplier. The calculation method consisted of converting the mileage and drive time to a percentage of an hour. The resulting percentages were multiplied by the Tri -Axle Dump Truck + Truck Driver cost and divided the dump truck capacity to arrive at THE CITY OF FAYETTEVILLE, ARKANSAS the cost per ton added to the original unit price in each bid. Based on the aforementioned method of calculation, the following unit costs were added to the unit bid prices for each potential supplier: • APAC — Central, Inc. — $0.50 per ton • Northwest Arkansas Quarries — $0.63 per ton • Rogers Group, Inc. (Lowell Quarry — OPT 1) — $0.67 per ton • Rogers Group, Inc. (Hamstring Quarry — OPT 2) — $0.45 per ton RECOMMENDATION: Staff recommends awarding the aggregate materials bid on a line item basis as follows: 1. Class 7 Base (SB -2): Primary Supplier: APAC — Central, Inc. Secondary Supplier: Northwest Arkansas Quarries 2. Concrete Aggregate — 1.5": Primary Supplier: Northwest Arkansas Quarries Secondary Supplier: APAC — Central, Inc. 3. Concrete Aggregate — 3/4": Primary Supplier: Northwest Arkansas Quarries Secondary Supplier: Rogers Group, Inc. (Hamstring Quarry) 4. "B" Stone: Primary Supplier: Northwest Arkansas Quarries Secondary Supplier: Rogers Group, Inc. (Hamstring Quarry) 5. Abrasives / Grit: Primary Supplier: Northwest Arkansas Quarries Secondary Supplier: Rogers Group, Inc. (Hamstring Quarry) 6. Shot Rock: Primary Supplier: Rogers Group, Inc. (Hamstring Quarry) Secondary Supplier: APAC — Central, Inc. 7. Rip Rap — Limestone Primary Supplier: Northwest Arkansas Quarries Secondary Supplier: APAC — Central, Inc. Secondary suppliers are awarded for use on an "as needed" basis in the event that the primary supplier cannot provide the necessary materials or services within the time frame required to complete a project. BUDGET IMPACT: Funds for the acquisition of these materials have been budgeted in various capital projects within the Sales Tax Capital Improvements fund. Terry Gulley Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements January 17, 2012 City Council Meeting Date Agenda Items Only Transportation Division Action Required: Transportation Services Department A resolution awarding Bid 12-07, Aggregate Materials on a line item basis as specified on the attached memo, authorizing the use of other bidders based on price and availability, and approving the purchase of aggregate materials for the unit price amounts specified on the attached bid tabulation, as needed through the end of calendar year 2012. 205, 575.00 Cost of this request 4470.9470.xxxx.xx Account Number Various Project Number Budgeted Item X Category / Project Budget Various Capital Projects Program Category / Project Name Transportation Improvements Trail Improvements Funds Used to Date Program / Project Category Name Sales Tax Capital Improvements Remaining Balance Fund Name Budget Adjustment Attached Department ! rector Ci y Attorney Finance and Internal Services Director /Z -LS -n Date Date ^3-261'1_ Date Date ate Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received 412Git.) - 11 P03:14 R C V D Clerk's Office Comments: Revised January 15, 2009 RESOLUTION NO. A RESOLUTION AWARDING BID #12-07 AND AUTHORIZING THE PURCHASE OF AGGREGATE MATERIALS FOR VARYING UNIT PRICES FROM VARIOUS VENDORS, 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 #12-07 and authorizes the purchase of aggregate materials for varying unit prices from various vendors, as shown in the attached Exhibit "A", as needed through the end of calendar year 2012. PASSED and APPROVED this 17th day of January, 2012. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer aye evde ARKANSAS Bid 12-07, Aggregate Materials BID: 12-07 DATE: 12/14/11 2:00 PM CITY OF FAYETTEVILLE Item DESCRIPTION EstimatedQuarries Tons APAC - Central, Inc. Northwest Arkansas Rogers Group Inc. Stone Gardens, LLC PRICE PER EACH EXTENDED PRICE PRICE PER EACH EXTENDED PRICE PRICE PER EACH EXTENDED PRICE PRICE PER EACH EXTENDED PRICE 1 Class 7 Base (SB -2) - includes wet and dry 30,000 $5.25 $157,500.00 $530 $159,000.00 $6.45 $193,500.00 No Sid No Bid 2 Concrete Aggregate - 1.5" 500 $8.75 $4.375.00 $7.80 $3.900.00 No Bid No Bid No Bid 3 Concrete Aggregate - 314" 500 $9.00 $4,500.00 $8.60 $4,300.00 $9.00 $4,500.00 No Bid No Bid 4 "B" Stone 2,500 $6.75 $16.875.00 $6.50 $16,250.00 $6.75 $16,875.00 No Bid No Bid 5 Abrasives / Grit (1/4" chips) 500 57.50 $3,750.00 $5.25 $2,625.00 $6.00 $3,000.00 No Bid No Bid 6 Shot Rock 500 $6.00 $3,000.00 $6.00 $3.000.00 $6.00 S3,000.00 No Bid No Bid 7 Rip Rap - Limestone 1,500 $16.00 $24,000.00 $12.00 $18,000.00 No Bid No Bid No Bid 8 Rip Rap - HARD SANDSTONE: Rock shall have an average diameter ranging from 6 inches to 24 inches. Rock can be quarried, cut or fieldstone material but shall be brown in color No limestone will be accepted. 400 $11.00 $4,400.00 $25.20 $10,080.00 No Bid No Bid $29.50 S11,800.00 TOTAL BASED BID = "NOTICE: Bid award is contingent upon vendor meeting CERTIFIED: $218,400.00 8217,155.00 $220,875.00 WITNESS DATE 511,800.00