HomeMy WebLinkAbout2017-05-09 - Agendas - TentativeCity of Fayetteville, Arkansas
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Meeting Agenda - Tentative Agenda
Tuesday, May 9, 2017
4:30 PM
City Hall Room 326
City Council Agenda Session
Adella Gray Ward I
Sarah Marsh Ward 1
Mark Kinion Ward 2
Matthew Petty Ward 2
Justin Tennant Ward 3
Sarah Bunch Ward 3
John S. La Tour Ward 4
Alan Long Ward 4
ELECTED OFFICIALS:
Mayor Lioneld Jordan
City Attorney Kit Williams
City Clerk Sondra Smith
City Council Agenda Session Meeting Agenda - Tentative May 9, 2017
Agenda
Call To Order
Roll Call
Pledge of Allegiance
Mayor's Announcements, Proclamations and Recognitions
City Council Meeting Presentations, Reports and Discussion Items:
1. 2017-0244
OZARK REGIONAL TRANSIT PERIODIC REPORT
2. 2017-0246
2017 FIRST QUARTER FINANCIAL REPORT
Agenda Additions
A. Consent:
A. 1 2016-0575
APPROVAL OF THE MAY 2, 2017 CITY COUNCIL MEETING MINUTES.
A.2 2017-0221
NATIONAL INSTITUTE OF GOVERNMENTAL PURCHASING SCHOLARSHIP:
A RESOLUTION TO APPROVE A BUDGET ADJUSTMENT RECOGNIZING A
SCHOLARSHIP RECEIVED BY THE PURCHASING DIVISION FROM THE NATIONAL
INSTITUTE OF GOVERNMENTAL PURCHASING IN THE AMOUNT OF $2,500.00
Attachments: NATIONAL INSTITUTE OF GOVERNMENTAL PURCHASING SCHOLARSHIP:
BA NIGP Scholarship
City of Fayetteville, Arkansas Page 2 Printed on 5/4/2017
City Council Agenda Session Meeting Agenda - Tentative May 9, 2017
Agenda
A.3 2017-0226
BID #17-28 DFI TECHNOLOGIES, INC.:
A RESOLUTION TO AWARD BID #17-28 AND APPROVE A CONTRACT WITH DFI
TECHNOLOGIES, INC. FOR ONE YEAR'S MAILING SERVICES AT AN
APPROXIMATE COST OF $279,369.00 WITH AUTOMATIC RENEWALS FOR UP TO
FOUR ADDITIONAL ONE YEAR TERMS
Attachments: BID NO. 17-28 DFI TECHNOLOGIES, INC.:
A.4 2017-0223
BID #17-31 FOUNDATION SPECIALTIES, INC.:
A RESOLUTION TO AWARD BID #17-31 AND AUTHORIZE A CONTRACT WITH
FOUNDATION SPECIALTIES, INC. IN THE AMOUNT OF $34,918.00 FOR THE
INSTALLATION OF MICROPILE FOUNDATIONS FOR THE CATO SPRINGS TRAIL
BRIDGE NO. 3, AND TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT
OF $3,491.80
Attachments: BID #17-31 FOUNDATION SPECIALTIES, INC.:
A.5 2017-0243
RFP #17-11 CHALLENGER TEAMWEAR:
A RESOLUTION TO AWARD RFP #17-11 AND AUTHORIZE A CONTRACT WITH
CHALLENGER TEAMWEAR FOR THE PURCHASE OF YOUTH SOCCER UNIFORMS
IN THE AMOUNT OF $14.96 PLUS APPLICABLE TAXES PER UNIFORM FOR THE
FALL 217 AND SPRING 2018 SEASONS, WITH AN AUTOMATIC RENEWAL AT THE
SAME PRICE FOR THE FALL 2018 AND SPRING 2019 SEASONS
Attachments: RFP #17-11 CHALLENGER TEAMWEAR:
City of Fayetteville, Arkansas Page 3 Printed on 5/4/2017
City Council Agenda Session Meeting Agenda - Tentative May 9, 2017
Agenda
A.6 2017-0224
CITY OF JOHNSON MEMORANDUM OF UNDERSTANDING:
A RESOLUTION TO APPROVE A MEMORANDUM OF UNDERSTANDING BETWEEN
THE CITY OF FAYETTEVILLE AND THE CITY OF JOHNSON TO TRANSFER
CONTROL, OPERATION, OWNERSHIP AND MAINTENANCE OF THE TRAFFIC
SIGNAL AT THE JOYCE BOULEVARD AND WILKERSON STREET INTERSECTION
IN JOHNSON
Attachments: CITY OF JOHNSON MEMORANDUM OF UNDERSTANDING:
A.7 2017-0240
CISCO SYSTEMS, INC.:
A RESOLUTION TO AUTHORIZE THE PURCHASE OF CISCO SYSTEMS, INC. DATA
COMMUNICATIONS PRODUCTS AND SERVICES THROUGH AUTHORIZED
RESELLERS, PURSUANT TO A STATE OF ARKANSAS AND WESTERN STATES
CONTRACTING ALLIANCE - NATIONAL ASSOCIATION OF PROCUREMENT
OFFICIALS CONTRACT
Attachments: CISCO SYSTEMS, INC.:
B. Unfinished Business:
B.1 2017-0207
RZN 17-5733 (SE OF CROSSOVER RD. & HEARTHSTONE DR.):
AN ORDINANCE TO REZONE THAT PROPERTY DESCRIBED IN REZONING
PETITION RZN 17-5733 FOR APPROXIMATELY 1.79 ACRES LOCATED AT
SOUTHEAST CORNER OF CROSSOVER ROAD AND HEARTHSTONE DRIVE FROM
R -O, RESIDENTIAL OFFICE, AND RSF-4, RESIDENTIAL SINGLE FAMILY, 4 UNITS
PER ACRE TO NS -G, NEIGHBORHOOD SERVICES, GENERAL
Attachments: RZN 17-5733 (SE OF CROSSOVER RD. & HEARTHSTONE DR.)
At the May 2, 2017 City Council Meeting this ordinance was left on first reading.
City of Fayetteville, Arkansas Page 4 Printed on 5/4/2017
City Council Agenda Session Meeting Agenda - Tentative May 9, 2017
Agenda
B.2 2017-0204
VAC 17-5753 (SE CORNER OF CROSSOVER RD. & HEARTHSTONE DR./CP PROPERTIES):
AN ORDINANCE TO APPROVE VAC 15-5753 FOR PROPERTY LOCATED AT
SOUTHEAST CORNER OF CROSSOVER ROAD AND HEARTHSTONE DRIVE TO
VACATE A PORTION OF A DRAINAGE EASEMENT AND A PORTION OF A UTILITY
EASEMENT
Attachments: VAC 17-5753 (SE CORNER OF CROSSOVER RD. & HEARTHSTONE DR./CP PROPERTIES)
At the May 2, 2017 City Council Meeting this ordinance was left on first reading.
B.3 2017-0211
FAYETTEVILLE COMMERCE PARK LAND SALE:
A RESOLUTION TO SELL ABOUT 5 ACRES OF LAND IN THE COMMERCE
DISTRICT TO AR -CANNA, LLC FOR $75,000.00 CONTINGENT ON AR -CANNA, LLC
RECEIVING A MEDICAL MARIJUANA CULTIVATION FACILITY LICENSE FROM
THE STATE OF ARKANSAS
Attachments: FAYETTEVILLE COMMERCE PARK LAND SALE - AR -CANNA, LLC
At the May 2, 2017 City Council Meeting this resolution was tabled to the May 16, 2017 City
Council Meeting.
C. Public Hearing:
C. 1 2017-0237
RAZE AND REMOVAL 265 WEST NONNAMAKER DRIVE:
A RESOLUTION TO ORDER THE RAZING AND REMOVAL OF A DILAPIDATED
AND UNSAFE STRUCTURE ON PROPERTY OWNED BY HAROLD AND ROSETTA
HARMON LOCATED AT 265 WEST NONNAMAKER DRIVE IN THE CITY OF
FAYETTEVILLE, ARKANSAS, AND TO APPROVE A BUDGET ADJUSTMENT
Attachments: RAZE AND REMOVAL 265 W NONNAMAKER AVENUE:
BA RAZE AND REMOVAL 265 W NONNAMAKER AVENUE:
D. New Business:
City of Fayetteville, Arkansas Page 5 Printed on 5/4/2017
City Council Agenda Session Meeting Agenda - Tentative May 9, 2017
Agenda
D. 1 2017-0230
SOUTH BLOCK PARTNERS, LLC COST SHARE AGREEMENT:
AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE
BIDDING AND APPROVE A COST SHARE AGREEMENT WITH SOUTH BLOCK
PARTNERS, LLC FOR THE INSTALLATION OF A SEWER MAIN ALONG A PORTION
OF SOUTH BLOCK AVENUE BETWEEN WEST 4TH STREET AND WEST 5TH
STREET, WITH THE ESTIMATED AMOUNT TO BE PAID BY THE CITY OF
FAYETTEVILLE NOT TO EXCEED $16,375.00, AND TO APPROVE A PROJECT
CONTINGENCY IN THE AMOUNT OF $3,347.00
Attachments: SOUTH BLOCK PARTNERS, LLC COST SHARE AGREEMENT:
D.2 2017-0229
MILLSAP DRAINAGE COST SHARE:
AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE
BIDDING AND APPROVE A COST SHARE AGREEMENT WITH SOUTHERN STAR
ENTERPRISES, LLC FOR THE INSTALLATION OF DRAINAGE IMPROVEMENTS
ALONG A PORTION OF EAST MILLSAP ROAD WITH THE CITY OF
FAYETTEVILLE'S SHARE OF THE COSTS NOT TO EXCEED $49,070.40, AND TO
APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $5,000.00
Attachments: MILLSAP DRAINAGE COST SHARE:
A 3 2017-0236
RZN 17-5756 (2621 E. MISSION BLVD./ERC HOLDINGS, LLC):
AN ORDINANCE TO REZONE THAT PROPERTY DESCRIBED IN REZONING
PETITION RZN 17-5756 FOR APPROXIMATELY 2.62 ACRES LOCATED AT 2621
EAST MISSION BOULEVARD FROM C-1, NEIGHBORHOOD COMMERCIAL TO CS,
COMMUNITY SERVICES
Attachments: RZN 17-5756 (2621 E. MISSION BLVD./ERC HOLDINGS, LLCM
City of Fayetteville, Arkansas Page 6 Printed on 5/4/2017
City Council Agenda Session Meeting Agenda - Tentative May 9, 2017
Agenda
D.4 2017-0245
RZN 17-5781 (1622 E. MISSION BLVD./LAMB-MORRIS):
AN ORDINANCE TO REZONE THAT PROPERTY DESCRIBED IN REZONING
PETITION RZN 17-5781 FOR APPROXIMATELY 0.54 ACRES LOCATED AT 1622
EAST MISSION BOULEVARD FROM RSF-4, RESIDENTIAL SINGLE FAMILY, 4
UNITS PER ACRE TO NC, NEIGHBORHOOD CONSERVATION
Attachments: RZN 17-5781 (1622 E. MISSION BLVD./LAMB-MORRIS)
D.5 2017-0238
VAC 17-5751 (1541 W. MLK BLVD) MONROE EATON, LLC):
AN ORDINANCE TO APPROVE VAC 17-5751 FOR PROPERTY LOCATED AT 1541
WEST MARTIN LUTHER KING, JR. BOULEVARD TO VACATE A PORTION OF A
STREET RIGHT OF WAY
Attachments: VAC 17-5751 (1541 W. MLK BLVD./ MONROE EATON, LLCI:
D.6 2017-0192
ADM 17-5705 (UDC CHAPTER 178 OUTDOOR MOBILE VENDORS):
AN ORDINANCE TO AMEND CHAPTER 178 OUTDOOR VENDORS OF THE
UNIFIED DEVELOPMENT CODE TO END THE PERMIT LOTTERY FOR MOBILE
VENDORS UTILIZING PUBLIC PARKING AREAS, TO ALLOW ADMINISTRATIVE
APPROVAL OF PERMITS FOR MOBILE VENDOR COURTS AND SIDEWALK CAFES,
TO ALLOW MOBILE VENDORS TO ADMINISTRATIVELY RENEW PERMITS
ANNUALLY, AND TO MAKE TECHNICAL REVISIONS
Attachments: ADM 17-5705 (UDC CHAPTER 178 OUTDOOR MOBILE VENDORS)
EXHIBIT A (UDC CHAPTER 178 OUTDOOR MOBILE VENDORS
E. City Council Agenda Session Presentations:
E. 1 2017-0227
AGENDA SESSION PRESENTATION - FPTV (PUBLIC ACCESS) OPERATIONS UPDATE,
PRESENTED BY DAN ROBINSON, EXECUTIVE DIRECTOR OF YOUR MEDIA
City of Fayetteville, Arkansas Page 7 Printed on 5/4/2017
City Council Agenda Session Meeting Agenda - Tentative May 9, 2017
Agenda
F. City Council Tour:
G. Announcements:
H. Adjournment
NOTICE TO MEMBERS OF THE AUDIENCE
All interested persons may appear and address the City Council on Unfinished Business, New Business, and
Public Hearings at City Council meetings. If you wish to address the City Council on an agenda item, please
wait for the Mayor or Chair to request public comment then queue behind the podium. When the Mayor or
Chair recognizes you, approach the podium and give your name and address. Comments are to be addressed to
the Mayor or Chair. The Mayor or Chair will direct your comments to the appropriate elected officials, staff, or
others for response. Keep your comments respectful, brief, to the point, and relevant to the agenda item being
considered. Each speaker from the public will be allowed one turn at the microphone for discussion of an
agenda item.
Below is a portion of the Rules of Order and Procedure of the Fayetteville City Council pertaining to City
Council meetings:
Agenda Additions: A new item which is requested to be added to the agenda at a City Council meeting should
only be considered if it requires immediate City Council consideration and if the normal agenda setting process
is not practical. The City Council may only place such new item on the City Council meeting's agenda by
suspending the rules by two-thirds vote. Such agenda addition shall be heard prior to the Consent Agenda.
Consent Agenda: Consent Agenda items shall be read by the Mayor and voted upon as a group without
discussion by the City Council. If an Alderman wishes to comment upon or discuss a Consent Agenda item, that
item shall be removed and considered immediately after the Consent Agenda has been voted upon.
Old Business and New Business: Presentations by Staff and Applicants: Agenda items shall be introduced by
the Mayor and, if an ordinance, read by the City Attorney. City staff shall then present a report. An agenda
applicant (city contractor, rezoning or development applicant, etc.) may present its proposal only during this
presentation period, but may be recalled by an alderman later to answer questions. City staff, City Council
members, and applicants may use electronic visual aids in the City Council meeting as part of the presentation
of the agenda item.
City of Fayetteville, Arkansas Page 8 Printed on 5/4/2017
City Council Agenda Session Meeting Agenda - Tentative May 9, 2017
Agenda
Public Comments: Public comment shall be allowed for all members of the audience on all items of old and new
business and subjects of public hearings. A simple majority of the City Council members, present and voting,
may authorize a representative of a Fayetteville citizens' group opposing the ordinance or resolution to present
an electronic visual aid not to exceed five minutes, but no other electronic visual aid presentations will be
allowed; however, the public may submit photos, petitions, etc. to be distributed to the City Council. If a
member of the public wishes for the City Clerk to distribute materials to the City Council before its meeting,
such materials should be supplied to the City Clerk's Office no later than 9:00 A.M. on the day of the City
Council meeting. Any member of the public shall first state his or her name and address, followed by a concise
statement of the person's position on the question under discussion. Repetitive comments should be avoided; this
applies to comments made previously either to the City Council or to the Planning Commission when those
Planning Commission minutes have been provided to the Aldermen. All remarks shall be addressed to the
Mayor or the City Council as a whole and not to any particular member of the City Council. No person other
than the Aldermen and the person having the floor shall be permitted to enter into any discussions without
permission of the Mayor. No questions shall be directed to an Alderman or city staff member except through the
Mayor.
City of Fayetteville, Arkansas Page 9 Printed on 5/4/2017
City of Fayetteville, Arkansas
Text File
File Number: 2017-0244
Agenda Date: 5/16/2017 Version: 1
In Control: City Council Meeting
Agenda Number: 1
OZARK REGIONAL TRANSIT PERIODIC REPORT
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Status: Agenda Ready
File Type: Presentation
City of Fayetteville, Arkansas Page 1 Printed on 51412017
City of Fayetteville, Arkansas
Text File
File Number: 2017-0246
Agenda Date: 5/16/2017 Version: 1
In Control: City Council Meeting
Agenda Number: 2.
2017 FIRST QUARTER FINANCIAL REPORT
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Status: Agenda Ready
File Type: Report
City of Fayetteville, Arkansas Page 1 Printed on 51412017
City of Fayetteville, Arkansas
Text File
File Number: 2016-0575
Agenda Date: 5/16/2017 Version: 1
In Control: City Council Meeting
Agenda Number: A. 1
APPROVAL OF THE MAY 2, 2017 CITY COUNCIL MEETING MINUTES.
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Status: Agenda Ready
File Type: Minutes
City of Fayetteville, Arkansas Page 1 Printed on 51412017
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2017-0221
Agenda Date: 5/16/2017 Version: 1 Status: Agenda Ready
In Control: City Council Meeting
Agenda Number: A. 2
File Type: Resolution
NATIONAL INSTITUTE OF GOVERNMENTAL PURCHASING SCHOLARSHIP:
A RESOLUTION TO APPROVE A BUDGET ADJUSTMENT RECOGNIZING A SCHOLARSHIP
RECEIVED BY THE PURCHASING DIVISION FROM THE NATIONAL INSTITUTE OF
GOVERNMENTAL PURCHASING IN THE AMOUNT OF $2,500.00
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council for the City of Fayetteville, Arkansas hereby approves a budget
adjustment, a copy of which is attached to this Resolution, recognizing a scholarship received by the
Purchasing Division from the National Institute of Governmental Purchasing ("NIGP") in the amount of
$2,500.00 that will allow Les McGaugh, the City's Purchasing Agent, to attend the 2017 NIGP National
Forum in Salt Lake City.
City of Fayetteville, Arkansas Page 1 Printed on 5/4/2017
City of Fayetteville Staff Review Form
2017-0221
Legistar File ID
5/16/2017
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
/
Andrea Rennie 4/18/2017 Purchasing
Finance & Internal Services Department
Submitted By Submitted Date Division / Department
Action Recommendation:
Resolution to accept a $2,500 scholarship from the National Institute of Governmental Purchasing (NIGP) and
approve a budget adjustment.
Budget Impact:
1010.160.1610-5304.00
Account Number
N/A
General
Fund
N/A
Project Number Project Title
Budgeted Item? No Current Budget $ -
Funds Obligated $ -
Current Balance
Does item have a cost? Yes Item Cost $ 2,500.00
Budget Adjustment Attached? Yes Budget Adjustment $ 2,500.00
Remaining Budget
V20140710
Previous Ordinance or Resolution #
Original Contract Number:
Comments:
Approval Date:
CITY OF
Ta y Ai'1'1
ARKANSAS
MEETING OF MAY 16, 2017
CITY COUNCIL AGENDA MEMO
TO: Mayor Lioneld Jordan and Fayetteville City Council
THRU: Paul A. Becker, Chief Financial Officer
FROM: Andrea Rennie, CPPO, Purchasing Manager
DATE: Tuesday, April 18, 2017
SUBJECT: Resolution to accept a $2,500 scholarship from the National Institute of
Governmental Purchasing (NIGP) and approve a budget adjustment.
RECOMMENDATION:
Resolution to accept a $2,500 scholarship from the National Institute of Governmental Purchasing
(NIGP) and approve a budget adjustment.
BACKGROUND:
The NIGP Forum is the largest North American conference exclusively for public procurement
professionals. The Forum is NIGP's showcase educational event, providing an ideal environment
for networking with colleagues and suppliers, attending educational workshops led by subject
matter experts, and being motivated and inspired by professional speakers during general
sessions.
Attendees have the opportunity to visit with nearly 200 suppliers during the products exposition,
which provides an environment for one-on-one interaction and networking. Procurement
professionals receive real hands-on experience with the latest and greatest products and services
available to governments during dedicated expo hours.
More than 60 specialized educational workshops and formal networking opportunities will be
available to help improve skills, learn best practices, and provide a platform where professionals
can gain support from colleagues on issues faced daily in the procurement profession. The NIGP
Forum is exclusive to the public procurement profession; therefore, educational sessions will
relate specifically to public procurement needs. Professionals from all facets of the government
will highly benefit from attending this event. Attending the NIGP Forum enhances competencies
and allows staff to bring additional value to the City and the taxpayers we serve with the
knowledge gained.
DISCUSSION:
The 2017 NIGP Forum Scholarship Program for Young and/or New Public Procurement
Professionals was developed in 2015 by the NIGP Forum and Products Exposition Committee to
provide assistance to public procurement professionals for people new to the public procurement
profession. An overwhelming amount of applications were received and twelve scholarships were
granted.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
Les McGaugh, the City's Purchasing Agent, applied for and was awarded one of twelve
scholarships from NIGP to fund attendance at the 2017 NIGP National Forum.
Acceptance of this $2,500 scholarship will enable Les McGaugh to attend the 2017 National
Forum in Salt Lake City, UT in August 2017 and also pursue other educational opportunities in
2017.
BUDGET/STAFF IMPACT:
Approving the scholarship will have a positive impact on the Purchasing Division as it will enable
Les McGaugh to attend additional educational opportunities.
Attachments:
Staff Review Form
Staff Review Memo
NIGP 2017 Scholarship Recipients
40 �F
Congrats to these Forum Scholarship Winners!
Caleb Adams - Stake of Illinois Pr=Ar fllen t
Katie Branham Derr - Blount County, T
Erin Buch - Sound Tran-s1t, WA
Denise Chessie - Province of New BrunsvJc k
Sherry o ch ran- Gh ee - Oklahorna City. OK
Janet Haney - York County, VA
Matt Kleinschmidt - Loudon County, T
Julie Maxwell - City of Knoxville. T
L .c aug h it of Fagan vilIe, AR
Petra Payne - -.)-OUnd Transit, WA
to r la Takes - City and County f Honolulu
Juli Tuson Port or Tacoma, WA
Looking forward to seeing you in Salt LakeCity...
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division Adjustment Number
/Org2 PURCHASING (160)
2017
Requestor: Andrea Rennie
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
Request for approval to receive and recongize a scholarship from NIGP (Les McGaugh) in the amount of $2,500 to
attend the NIGP 2017 National Forum. The scholarship funds will be used for Les to attend forum and enable him to
pursue additional educational opportunities in 2017.
RESOLUTION/ORDINANCE
COUNCIL DATE
LEGISTAR FILE ID#
5/16/2017
2017-0221
Li "b-cwctl Fe l.L
4/1 9/201 7 11:2 7 AM
Budget Director
TYPE:
DESCRIPTION:
GLDATE:
POSTED:
Date
TOTAL 2,500 2,500 v.20161220
Increase / (Decrease) Project.Sub#
Account Number Expense Revenue Project Sub AT Account Name
1010.160.1610-5304.00 2,500 EX Travel & Training - :
1010.900.0001-4900.00 2,500 RE Miscellaneous Revenue - base
C:\Program Files\Granicus\Legistar5\Packet\1 193—City Council Agenda Session-5-9-2017\0004-2—BA—NIGP Scholarship 1 of 1
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2017-0226
Agenda Date: 5/16/2017 Version: 1 Status: Agenda Ready
In Control: City Council Meeting File Type: Resolution
Agenda Number: A. 3
BID #17-28 DFI TECHNOLOGIES, INC.:
A RESOLUTION TO AWARD BID #17-28 AND APPROVE A CONTRACT WITH DFI
TECHNOLOGIES, INC. FOR ONE YEAR'S MAILING SERVICES AT AN APPROXIMATE COST
OF $279,369.00 WITH AUTOMATIC RENEWALS FOR UP TO FOUR ADDITIONAL ONE YEAR
TERMS
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 #17-28 and
approves a contract with DFI Technologies, Inc. for one year's mailing services at an approximate cost
of $279,369.00, depending upon the volume of mailings, with automatic renewals for up to four
additional one year terms.
City of Fayetteville, Arkansas Page 1 Printed on 5/4/2017
City of Fayetteville Staff Review Form
2017-0226
Legistar File ID
5/16/2017
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Cheryl Partain 4/25/2017 Utilities Financial Services /
Finance & Internal Services Department
Submitted By Submitted Date Division / Department
Action Recommendation:
Awarding Bid 17-28, Mailing Services to DFI Technologies, Inc. for a period of one (1) year with an option for four (4)I
automatic annual renewals for a total possible contract term of five (5) years. Prices detailed in Bid.
Budget Impact:
5400.710.1810-5305.00 & 5500.750.5000-
Water/Sewer and Recycling &Trash Collections
5305.00
Account Number Fund
N/A N/A
Project Number
Project Title
Budgeted Item? Yes
Current Budget
$
331,050.00
Funds Obligated
$
-
Current Balance
331,050.00
Does item have a cost? Yes
Item Cost
$
279,369.00
Budget Adjustment Attached? No
Budget Adjustment
Remaining Budget
51,681.00
V20140710
Previous Ordinance or Resolution #
Original Contract Number:
Approval Date:
Comments:
CITY OF
131 T
v le ay
ARKANSAS
MEETING OF MAY 16, 2017
TO: Mayor and City Council
THRU: Paul Becker, Chief Financial Officer
CITY COUNCIL AGENDA MEMO?
FROM: Cheryl Partain, Utilities Financial Services Manager
DATE: April 27, 2017
SUBJECT: Approval of a service contract with DFI Technologies, Inc. for Mailing
Services for the City of Fayetteville — Prices detailed Per Bid 17-28
RECOMMENDATION:
City Administration recommends approval of the resolution and contract awarding to DFI
Technologies, Inc. for mail processing for the City of Fayetteville for a period of one (1) year with
an option for four (4) automatic annual renewals for a total possible contract term of five (5)
years based on the prices detailed in Bid 17-28.
BACKGROUND:
The City of Fayetteville has had a mailing service for over 25 years. Utilizing a mailing service
is a cost savings to the City. The mailing service picks up the City's mail from the US Post
Office and has the mail delivered before 9:00 am every morning Monday through Friday. The
mailing service picks up City mail twice a day to mail. They pick up utility bills, final utility bills,
and delinquency notices and fold and stuffs bills/notices with return envelopes when needed in
envelopes and mails for the City.
DISCUSSION:
Contract costs for mailing services include: Pickup and delivery of mail, folding and putting into
envelopes utility bills, final bills, utility delinquency notices, employee retirement & savings
statements, arrest warrants, parking management statements along with return envelopes,
sorting, barcoding on envelopes and postage. DFI Technologies, Inc. was the lowest bidder for
the mailing services.
The bids came in as follows:
DFI Technologies, Inc.
$279,369.00
Mailco, Inc.
$281,533.60
Stafford & Assoc., Inc.
$416,259.00
Mauling Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
BUDGET/STAFF IMPACT:
Budgeted funds are available in the Water & Sewer — Utilities Financial Services Division
operational budget. At this time, it is anticipated that costs will not exceed budgeted amounts
for 2017.
Attachments:
Staff Review Form
Signed Agreement
Bid Tabulation
Bid Submittal — DFI Technologies, Inc.
City of Fayetteville
Bid 17-28, Mailing Services
Vendor: DFI Technologies, Inc.
Terms: Renewable up to five (S) years
This contract executed this day of , 2017, between the City of Fayetteville, Arkansas, and DFI
Technologies, Inc. In consideration of the mutual covenants contained herein, the parties agree as follows:
1. DFI Technologies, Inc. at its own cost and expense shall furnish all labor, materials, supplies, machinery,
equipment, tools, supervision, bonds, insurance, tax permits, and all other accessories and services
necessary to complete items bid per Bid 17-28 as stated in DFI Technologies, Inc. bid proposal, and in
accordance with specifications attached hereto and made a part hereof under Bid 17-28, all included
herein as if spelled out word for word.
2. The City of Fayetteville shall pay DFI Technologies, Inc. based on their bid proposal in an amount not to
exceed prices presented in Bid 17-28 with the exception of postage rates. Increase in postage rates will
be allowed in the event rates are increased by the United States Postal Service (USPS). Increase in postage
rates allowed shall be equal to the increase by the USPS. Payments will be made after approval and
acceptance of work and submission of invoice. Payments will be made approximately 30 days after receipt
of invoice.
3. The Contract documents which comprise the contract between the City of Fayetteville and DFI
Technologies, Inc. consist of this Contract and the following documents attached hereto, and made a part
hereof:
A. Bid form identified as Invitation to Bid 17-28 with the specifications and conditions typed thereon.
B. DFI Technologies, Inc. bid proposal.
C. The Notice to Prospective Bidders and the Bid Tabulation.
4. These Contract documents constitute the entire agreement between the City of Fayetteville DFI
Technologies, Inc. and may be modified only by a duly executed written instrument signed by the City of
Fayetteville and DFI Technologies, Inc.
S. DFI Technologies, Inc. shall not assign its duties under the terms of this agreement.
6. DFI Technologies, Inc. agrees to hold the City of Fayetteville harmless and indemnify the City of
Fayetteville, against any and all claims for property damage, personal injury or death, arising from DFI
Technologies, Inc. performance of this contract. This clause shall not in any form or manner be construed
to waive that tort immunity set forth under Arkansas Law.
7. DFI Technologies, Inc. shall furnish a certificate of insurance addressed to the City of Fayetteville, showing
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 1 of 3
that he carries the following insurance which shall be maintained throughout the term of the Contract.
Any work sublet, the contractor shall require the subcontractor similarly to provide worker's
compensation insurance. In case any employee engaged in work on the project under this contract is not
protected under Worker's Compensation Insurance, DFI Technologies, Inc. shall provide and shall cause
each Subcontractor to provide adequate employer's liability insurance for the protection of such of his
employees as are not otherwise protected. The premiums for all insurance and the bond required herein
shall be paid by DFI Technologies, Inc.
Workmen's Compensation
Comprehensive General &
Automobile Insurance
Bodily Injury Liability
Property Damage Liability
Statutory Amount
$500,000 for each person injured.
$1,000,000 for each accident.
$1,000,000 aggregate.
8. DFI Technologies, Inc. shall furnish proof of licensure as required by all local and state agencies.
9. This contract may be terminated by the City of Fayetteville or DFI Technologies, Inc. with 30 calendar
days written notice.
10. This contract shall be effective from one year of the date of signed contract. The City reserves the right
to automatically renew the contract for four (4) additional one (1) year terms. Renewals shall be
automatic unless either DFI Technologies, Inc. or the City notifies the other of its intent to terminate the
contract at the end of the contract period.
11. Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing
city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of
Information Act request is presented to the City of Fayetteville, the contractor will do everything
possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas
Freedom of Information Act (A.C.A. 25-19-101 et. Seq.). Only legally authorized photo coping costs
pursuant to the FOIA may be assessed for this compliance.
12. Changes in scope or price: Changes, modifications, or amendments in scope, price or fees to this
contract shall not be allowed without a prior formal contract amendment approved by the Mayor and
the Fayetteville City Council in advance of the change in scope, cost or fees.
13. Jurisdiction: Legal jurisdiction to resolve any disputes shall be Washington County, Arkansas with
Arkansas law applying to the case.
14. Arbitration/Mediation: The City will not agree to be forced to mediate or arbitrate any dispute.
15. Interest charges for late payments by the City: The City of Fayetteville does NOT agree to any interest or
penalty for "untimely" payments. The City will pay all invoices within 30 calendar days of accepted
invoice.
City of Fayetteville, AR
Bid 17-28, Mailing Services
Page 2 of 3
WITNESS OUR HANDS THIS�DAY OF 2017.
VENDOR NAME: DF|Te
ature
PrinNd[ont�actorN Title
EST(Signature) /l
Company Secretary (Printed Name)
Business Address '
City, State & Zip Code
Date Signed:
City ofFayetteville, AR
Bid 17'2E\ Mailing Services
CITY OFFAYETTEV0E,ARKANSAS
UDNEUOJORDAN, Mayor
ATTEST:(Sinnotxp)
Sondra E. Smith, City Clerk, Treasurer
Date Signed: