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Home My WebLink AboutORDINANCE 6024113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 6024 File Number: 2017-0707 2018 ASPHALT MATERIALS: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING DURING 2018 FOR THE PURCHASE OF ASPHALT MATERIALS FOR USE BY THE TRANSPORTATION DIVISION, BUT TO REQUIRE INFORMAL QUARTERLY BIDS OR QUOTES WHEREAS, the crude oil market continues to experience price volatility; and WHEREAS, this volatility makes normal competitive bidding procedures unworkable, impractical and not feasible; and WHEREAS, the Transportation Division proposes to solicit and accept bids on a quarterly basis without the need for further approval of the City Council through 2018. 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 finds that such circumstances constitute an exceptional situation where formal competitive bidding is not feasible or practical and, therefore, waives the requirements of formal competitive bidding for the purchase of asphalt materials through calendar year 2018, and authorizes the Transportation Division to solicit informal bids or quotes on a quarterly basis without the need for further approval of the City Council. PASSED and APPROVED on 1/2/2018 Page 1 Printed on 113118 Ordinance: 6024 File Number' 201 Z-QZQ Attest: Sandra E. Smith, City Clerk Treasurer r . f-AYET1'EvU-1-; 4ridt #l�fLlk Page 2 Printed on 113118 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2017-0707 Agenda Date: 1/2/2018 Version: 1 Status: Passed In Control: City Council Meeting File Type: Ordinance Agenda Number: D. 3 2018 ASPHALT MATERIALS: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING DURING 2018 FOR THE PURCHASE OF ASPHALT MATERIALS FOR USE BY THE TRANSPORTATION DIVISION, BUT TO REQUIRE INFORMAL QUARTERLY BIDS OR QUOTES WHEREAS, the crude oil market continues to experience price volatility; and WHEREAS, this volatility makes normal competitive bidding procedures unworkable, impractical and not feasible; and WHEREAS, the Transportation Division proposes to solicit and accept bids on a quarterly basis without the need for further approval of the City Council through 2018. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section I. That the City Council of the City of Fayetteville, Arkansas hereby finds that such circumstances constitute an exceptional situation where formal competitive bidding is not feasible or practical and, therefore, waives the requirements of formal competitive bidding for the purchase of asphalt materials through calendar year 2018, and authorizes the Transportation Division to solicit informal bids or quotes on a quarterly basis without the need for further approval of the City Council. City of Fayetteville, Arkansas Page 1 Printed on 113/2018 Terry Gulley Submitted By City of Fayetteville Staff Review Form 20170707 Legistar File ID 1/2/2018 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 12/1/2017 Transportation Services / _ Transportation Services Department Submitted Date Division / Department Action Recommendation: An ordinance waiving the requirements of formal competitive bidding during calendar year 2018 for the purchase of asphalt materials for use by the Transportation Division but requiring informal quarterly bids or quotes. Budget Impact: Various Various Account Number Fund Various Various Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? No Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Project Title Remaining Budget $ V20140710 Previous Ordinance or Resolution # 5839 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 7ay :• A -11e RKANSAS MEETING OF JANUARY 2, 2018 TO: Mayor and City Council THRU: Don Marr, Chief of Staff CITY COUNCIL AGENDA MEMO FROM: Terry Gulley, Transportation Services Director DATE: December 1, 2017 SUBJECT: Bid Waiver for Asphalt Materials RECOMMENDATION: Staff recommends an ordinance waiving the requirements of formal competitive bidding during calendar year 2018 for the purchase of asphalt materials for use by the Transportation Division but requiring informal quarterly bids or quotes. BACKGROUND: Due to the fluctuations in the price of crude oil, local asphalt suppliers cannot feasibly guarantee a fixed price over a twelve month period. DISCUSSION: Staff recommends bidding asphalt materials on a quarterly basis without the need for further approval of the City Council, awarding the respective low bidder, and allowing for price adjustment requests based on the current bid language. BUDGET/STAFF IMPACT: Funds for the acquisition of these materials have been budgeted in the Street and Sales Tax Capital Improvement Funds. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 AFFIDAVIT OF PUBLICATION I Cathy Wiles, do solemnly swear that I am the Legal Clerk of the Northwest Arkansas Democrat -Gazette, printed and published in Washington County and Benton County, Arkansas, and of bona fide circulation, that from my own personal knowledge and reference to the files of said publication, the advertisement of: CITY OF FAYETTEVILLE Ord. 6024 Was inserted in the Regular Edition on: January 11, 2018 Publication Charges: $ 85.80 dtq, W'1 - Cathy Wiles Subscribed and sworn to before me This day of - , 2018. �1 L t�� 4C344ti0€r46 . T4o tary Public My Commission Expires:' is * *NOTE* * Please do not pay from Affidavit. Invoice will be sent. RECEIVED 2018 ASPHALT MATERIALS: >�'1'O WAIVE THE 14J6==,F FORMAL COMPETITIVE BIDDING DURING 2018 FOR THE PURCHASE OF ASPHALT MATERIALS FOR USE BY THE TRANSPORTATION DIVISION, BUT TO REQUIRE INFORMAL QUARTERLY BIDS OR QUOTES WHEREAS, the crude oil market continues to experience price volatility; and WHEREAS, this volatility makes normal competitive bidding procedures unworkable, impractical and not feasible; and WHEREAS, the Transportation Division proposes to solicit and accept bids on a quarterly basis without the need for further approval of the City Council through 2018. 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 finds that such circumstances constitute an exceptional situation where formal competitive bidding is not feasible or practical and, therefore, waives the requirements of formal competitive bidding for the purchase of asphalt materials through calendar year 2018, and authorizes the Transportation Division to solicit informal bids or quotes on a quarterly basis without the need for further approval of the City Council. PASSED and APPROVED on 1/2/2018 Lioneld Jordan, Mayor Attest: Sondra E. Smith, City Clerk Treasurer 74393690 Jan. 11, 2018