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Home My WebLink About07-17 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 07-17 File Number: 2016-0593 BID NO. 17-05 AGGREGATE MATERIALS: A RESOLUTION TO AWARD BID NO. 17-05 AND AUTHORIZE THE PURCHASE OF AGGREGATE MATERIALS FROM HUNT ROGERS MATERIALS, LLC AS PRIMARY SUPPLIER AND TO AUTHORIZE THE USE OF OTHER BIDDERS BASED ON PRICE AND AVAILABILITY AS NEEDED THROUGH THE END OF 2017. 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 No. 17-05 and authorizes the purchase of aggregate materials from Hunt Rogers Materials, LLC as primary supplier and to authorize the use of other bidders based on price and availability, as shown in the staff memorandum and bid sheet attached to this Resolution, as needed through the end of 2017. PASSED and APPROVED on 1/3/2017 Page 1 Attest: OF epl{'r Sondra E. Smith, City Clerk Tri®� c�Wrer M: _ a -`'d E=AYETTEVILLf-�a o o p 0 ��rdGTONA eb B®ii98ml%tO Printed on 114117 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2016-0593 Agenda Date: 1/3/2017 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 8 BID NO. 17-05 AGGREGATE MATERIALS: A RESOLUTION TO AWARD BID NO. 17-05 AND AUTHORIZE THE PURCHASE OF AGGREGATE MATERIALS FROM HUNT ROGERS MATERIALS, LLC AS PRIMARY SUPPLIER AND TO AUTHORIZE THE USE OF OTHER BIDDERS BASED ON PRICE AND AVAILABILITY AS NEEDED THROUGH THE END OF 2017 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 No. 17-05 and authorizes the purchase of aggregate materials from Hunt Rogers Materials, LLC as primary supplier and to authorize the use of other bidders based on price and availability, as shown in the staff memorandum and bid sheet attached to this Resolution, as needed through the end of 2017. City of Fayetteville, Arkansas Page 1 Printed on 11412017 Terry Gulley Submitted By City of Fayetteville Staff Review Form 2016-0593 Legistar File ID 1/3/2017 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 12/16/2016 Submitted Date Transportation Services/ Transportation Services Department Division / Department Action Recommendation: A resolution awarding Bid 17-05 to Hunt Rogers Materials, LLC (Fayetteville) as primary supplier with the secondary supplier awarded 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 2017. Original Contract Number: Approval Date: Comments: The "item cost" and "current budget" boxes have been left blank because these items will vary depending upon the Transportation Division's fluctuating needs based on citizen service requests received, construction projects approved, and other variable factors. Budget Impact: Various Various Account Number Fund Various Various Project Number Project Title Budgeted Item? Yes Current Budget $ - Funds Obligated $ - Current Balance Does item have a cost? Yes Item Cost Budget Adjustment Attached? No Budget Adjustment Remaining Budget $ ro V20140710 Previous Ordinance or Resolution # Original Contract Number: Approval Date: Comments: The "item cost" and "current budget" boxes have been left blank because these items will vary depending upon the Transportation Division's fluctuating needs based on citizen service requests received, construction projects approved, and other variable factors. CITY OF ay% e e�rlle ARKANSAS MEETING OF JANUARY 3, 2017 TO: Mayor and City Council THRU: Don Marr, Chief of Staff CITY COUNCIL AGENDA MEMO FROM: Terry Gulley, Transportation Services Director DATE: December 16, 2016 SUBJECT: - Bid 17-05, Aggregate Materials RECOMMENDATION: Staff recommends a resolution awarding Bid 17-05 to Hunt Rogers Materials, LLC (Fayetteville) as primary supplier with the secondary supplier awarded 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 2017. BACKGROUND: ' The purchase of bulk construction materials and services is necessary to maintain current infrastructure and to implement the projects outlined in the Capital Improvements Program and Annual Budget and Work 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. 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 • Rogers Group, Inc. (Springdale Quarry) —15.0 miles, 23 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 Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 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 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. — $0.52 per ton • Rogers Group, Inc. (Springdale Quarry) — $0.53 per ton • Rogers Group, Inc. (Hamestring Quarry) - $0.45 per ton DISCUSSION: Staff recommends awarding the aggregate materials bid on a line item basis as follows: 1. Class 7 Base (SB -2): Primary Supplier: Rogers Group, Inc. (Hamestring Quarry) Secondary Supplier: APAC — Central, Inc. 2. Concrete Aggregate — 1.5": Primary Supplier: APAC — Central, Inc. Secondary Supplier: Rogers Group, Inc. (Springdale Quarry) 3. Concrete Aggregate —3/4": Primary Supplier: Rogers Group, Inc. (Hamestring Quarry) Secondary Supplier: Rogers Group, Inc. (Springdale Quarry) 4. "B" Stone: Primary Supplier: Rogers Group, Inc. (Hamestring Quarry) Secondary Supplier: Rogers Group, Inc. (Springdale Quarry) 5. Abrasives / Grit: Primary Supplier: APAC — Central, Inc. 6. Shot Rock: Primary Supplier: Rogers Group, Inc. (Springdale Quarry) Secondary Supplier: APAC — Central, Inc. 7. Rip Rap — Limestone Primary Supplier: APAC — Central, Inc. Secondary Supplier: Rogers Group, Inc. (Springdale Quarry) 8. Abrasives/ Grit (1/4" clean) Primary 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/STAFF 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. Attachments: Bid 17-05 Tabulation 2 CITY OF '0 7aftyft e evi le ARKANSAS Bid 17-05, Aggregate Materials 1 Class 7 Base (SB -2) -- includes wet and 2 Concrete Aggregate - 1.5" 3 Concrete Aggregate - 3/4" "B" Stone Abrasives / Grit (1/4" 6 Shot Rock 7 Rip Ra - LIMESTONE 8 Abrasives / Grit (1/4" clean Plant Locatior 500 500 2,500 500 500 TOTAL BID PRICE Bid: 17-05 Date: 10/26/16 TIME: 2:00 PM CITY OF FAYETTEVILLE APAC Central, Inc. Hunt Rogers Materials, LLC Hunt Rogers Materials, LLC 13585 Puppy Creek Rd, Springdale; 19953 Hwy 303 -Springdale 21202 N. Parsons Road Springdale, AR 72764 15557 Hamestring Rd. Fayetteville, AR 72704 PRICE PER EACH EXTENDED PRICE PRICE PER EACH EXTENDED PRICE PRICE PER EACH EXTENDED PRICE $ 9.50 $ 285,000.00 $ 9.50 $ 285,000.00 $ 9.50 $ 285,000.00 $ 11.00. $ 5,500.00 $ 13.00 $ 6,500.00 $ - $ - $ 15.00 $ 7,500.00 $ 14.00 $ 7,000.00 $ 14.00 $ 7,000.00 $ 9.00 $ 22,500.00 $ 8.75 $ 21,875.00 $ 8.75 $ 21,875.00 $ 8.25 $ 4,125.00 $ - $ - $ - $ - $ 7.75 $ 3,875.00 $ 7.50 $ 3,750.00 $ - $ - $ 18.00 $ 27,000.00 $ 18.00 $ 27,000.00 $ - $ - $ 8.25 $ 4,125.00 '.....:...::' $ 359,625.00:..:..,.:`: 351,125 00 ...." �..?' .'....... $ 313,875.00 Awa ntant: Secondary Vendor by . line item Awad intent: Secondary Vendor by line item Awad Intent: Primary Vendor 'NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City officials. CERTIFIED: A Rennie, Purchasing Manager ss Date