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Home My WebLink About36-14 RESOLUTIONRESOLUTION NO. 36-14 A RESOLUTION AMENDING RESOLUTION NO. 07-14 TO CHANGE THE AWARDING OF BID #14-04 FOR THE PURCHASE OF HILLSIDE GRAVEL FROM LEMING & SON TRUCKING, INC. TO LES ROGERS, INC. FOR MATERIALS PICKED UP IN THE AMOUNT OF $1.49 PER TON AND AUTHORIZING THE USE OF OTHER BIDDERS BASED ON PRICE AND AVAILABILITY AS NEEDED THROUGH THE END OF CALENDAR YEAR 2014 WHEREAS, after Bid #14-04 was awarded to Leming & Son Trucking, Inc. for materials picked up, the Transportation Division determined that the materials pick-up location was much further than the office location included in the vendor's bid submittal and drastically increased both travel time and transportation costs to the City. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby amends Resolution No. 07-14 and changes the award of Bid #14-04 from Leming & Son Trucking, Inc. to Les Rogers, Inc. for materials picked up as specified in the attached Exhibit "A" and authorizes the use of other bidders based on price and availability as needed through the end of calendar year 2014. PASSED and APPROVED this 18th day of February, 2014. APPROVED: ATTEST: By: SONDRA E. SMITH, City Clerk/Treasurer own `.()\:`° G\\Y O .'SCCA ; : FAYE(I EVILLF e�z• 9s •RkAN�••J..$'' B'® AU tits: ► \`a 1Zettcylile 1 2 3 4 Bid 14-04, Hillside Gravel :Rod Hillid" '� ,,;... s. � GravQl..(Picku Loaded on .0 .Truck := Material:: Cost Only).. General Trucking Solutions LLC Leming & Son Trucking Inc Les Rogers Inc Sweetser Construction, Inc. CERTIFIED: 15,000 15,000 15,000 15,000 $ t®:cj. H111side.Grauel.(Qeilvory;:: Price Only;' -:.To be6 Added. to e Dost of Material) $ 1.25 $ 1.49 $ 2.00 $ $ 18,750.00 $ 22,350.00 $ 30,000.00 10,000 10,000 10,000 10,000 $ 6.00 $ 6.00 $ 3.49 $ 4.25 BID: 14-04 DATE: 12/11/13 TIME: 2:00 PM CITY OF FAYETTEVILLE •TOTAL BID BASED Old.: ESTIMATES $ 60,000.00 $ 60,000.00 $ 34,900.00 $ 42,500.00 *NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City officials. P. VICE, PURCHASING MANAGER o.4 • WITN SS /a- ll. 0 DATE Terry Gulley Submitted By City of Fayetteville Item Review Form 2014-0053 Legistar File Number February 18, 2014 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Action Required: Transportation Services Department A resolution amending Res 07-14 to approve a change in the award of Bid 14-04 from Leming & Son Trucking, Inc. to Les Rogers, Inc. for materials picked up and Les Rogers, Inc. for materials delivered, for variable unit prices, and authorizing the use of other bidders based on price and availability, as needed through the end of calendar year 2014. Does this item have a cost? Yes Cost of this request Various Capital Projects Category or Project Budget Program or Project Name Account Number Funds Used to Date Project Number Budgeted Item? Yes Transportation Improvements Program or Project Category $0.00 Sales Tax Capital Improvements Remaining Balance Fund Name Budget Adjustment Attached? Previous Ordinance or Resolution # 07-14 Original Contract Number: ,4) ct_ V20130812 S'etMle / ARKANSAS www.accessfayetteville.org CITY COUNCIL AGENDA MEMO THE CITY OF FAYETTEVILLE, ARKANSAS To: Mayor and City Council Thru: Don Marr, Chief of Staff From: Terry Gulley, Transportation Services Director Date: January 29, 2014 Subject: Amend Resolution 07-14 to change the award of Bid 14-04 Hillside Gravel to Les Rogers, Inc. PROPOSAL: A resolution amending Res 07-14 to authorize the purchase of hillside gravel and approve a change in the award of Bid 14-04 from Leming & Son Trucking, Inc. to Les Rogers, Inc. for materials picked up and Les Rogers, Inc. for materials delivered, for variable unit prices, and authorizing the use of other bidders based on price and availability, as needed through the end of calendar year 2014. RECOMMENDATION: Bid 14-04, Hillside Gravel was originally awarded to the low bidder for materials picked up, which was Leming & Sons Trucking, Inc. Distance of travel and transportation costs were considered and based on the location included on the vendor's bid submittal, which was 1749 E North St, Lincoln, AR 72744. This location is an estimated 18 miles or 27 minutes from the City of Fayetteville Transportation Division. However, it was later determined that the pick-up location for hillside gravel is not 1749 E North St in Lincoln, but rather 22815 S Salem Springs Rd in Lincoln, which is much further away and drastically impacts the length of travel and transportation costs associated with picking up materials from this location. The following in-house hauling costs have been considered in order to analyze the cost of picking up material based on vendor location, in order to fairly evaluate the bids submitted by each potential supplier. 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 Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701 THE CITY OF FAYETTEVILLE, ARKANSAS The following mileages were calculated based on the distance from each supplier's location to the City of Fayetteville Transportation Division, utilizing Google Maps: • Leming & Son Trucking, Inc. — 30.64 miles, 48 minutes • Les Rogers, Inc. —11.0 miles, 20 minutes • Sweetser Construction, Inc. — 9.3 miles, 17 minutes The following City hauling costs were calculated based on the information shown above and added to the unit price per ton. The calculation method consisted of converting the mileage and drive time to a percentage of an hour. The resulting percentages were multiplied by the 10 -wheel dump truck + truck driver cost and divided the dump truck capacity to arrive at 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: • Leming & Son Trucking, Inc. - $1.31 per ton • Les Rogers, Inc. - $0.54 per ton • Sweetser Construction, Inc. - $0.46 per ton The results of this analysis clearly change the results of Bid 14-04, Hillside Gravel. The adjusted bid prices, revised to include City transportation costs, are as follows: • Leming & Son Trucking, Inc. - $1.25 (bid price) + $1.31 (transportation cost) = $2.56 per cubic yard • Les Rogers, Inc. - $1.49 (bid price) + $0.54 (transportation cost) = $2.03 per cubic yard • Sweetser Construction - $2.00 (bid price) + $0.46 (transportation cost) = $2.46 per cubic yard Staff recommends a resolution amending Res 07-14 to change the award of Bid 14-04, Hillside Gravel from Leming & Son Trucking, Inc. to Les Rogers, Inc. for materials picked up by City staff. BUDGET IMPACT: Funds for the acquisition of materials and services have been budgeted in various capital projects within the Sales Tax Capital Improvements Fund and Street Fund operating programs. Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701 RESOLUTION NO. A RESOLUTION AMENDING RESOLUTION NO. 07-14 TO CHANGE THE AWARDING OF BID #14-04 FOR THE PURCHASE OF HILLSIDE GRAVEL FROM LEMING & SON TRUCKING, INC. TO LES ROGERS, INC. FOR MATERIALS PICKED UP IN THE AMOUNT OF $1.49 PER TON AND AUTHORIZING THE USE OF OTHER BIDDERS BASED ON PRICE AND AVAILABILITY AS NEEDED THROUGH THE END OF CALENDAR YEAR 2014 WHEREAS, after Bid #14-04 was awarded to Leming & Son Trucking, Inc. for materials picked up, the Transportation Division determined that the materials pick-up location was much further than the office location included in the vendor's bid submittal and drastically increased both travel time and transportation costs to the City. NOW, THEREFORE, 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 amends Resolution No. 07-14 and changes the award of Bid #14-04 from Leming & Son Trucking, Inc. to Les Rogers, Inc. for materials picked up 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 2014. PASSED and APPROVED this 18th day of February, 2014. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer