HomeMy WebLinkAboutORDINANCE 6155113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Ordinance: 6155
File Number: 2019-0093
H.E.M. SERVICE COMPANY, INC.:
AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND
APPROVE THE PURCHASE OF A MAIN BODY CYLINDER FROM H.E.M. SERVICE COMPANY,
INC. IN THE AMOUNT OF $26,643.00 PLUS APPLICABLE TAXES FOR INSTALLATION IN THE
RECYCLING AND TRASH COLLECTION DIVISION'S MATERIAL RECOVERY FACILITY BALING
MACHINE, AND TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $2,664.30
WHEREAS, the City's Recycling and Trash Collection Division uses a baling machine to process
recyclable materials; and '
WHEREAS, the main body cylinder, which is critical to the operation of the baler, is leaking and a
temporary welding solution has begun to fail meaning the cylinder should be replaced as quickly as possible;
and
WHEREAS, the baling machine manufacturer has recommended three vendors who could provide a
replacement and H.E.M. Service Company, Inc. is the only vendor that can provide the cylinder
immediately while the other two have lead times of up to six weeks.
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 the above
circumstances make competitive bidding not feasible or practical and therefore waives the requirements
of formal competitive bidding and approves the purchase of a new main body cylinder from H.E.M. Service
Company, Inc. in the amount of $26,643.00 plus applicable taxes for installation in the Recycling and
Trash Collection Division's Material Recovery Facility baling machine, and further
Page 1 Printed on 2120119
File Number.• 2019-0093
Ordinance Number: 6155
approves a project contingency in the amount of $2,664.30.
PASSED and APPROVED on 2/19/2019
Attest:
Sondra E. Smith, City Clerk Treasurer
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Page 2 Printed on 2120119
City of Fayetteville, Arkansas 113 West Mountain Street
} Fayetteville, AR 72701
(479) 575-8323
_ Text File
-- File Number: 2019-0093
Agenda Date: 2/19/2019 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Ordinance
Agenda Number: C. 3
H.E.M. SERVICE COMPANY, INC.:
AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND
APPROVE THE PURCHASE OF A MAIN BODY CYLINDER FROM H.E.M. SERVICE COMPANY,
INC. IN THE AMOUNT OF $26,643.00 PLUS APPLICABLE TAXES FOR INSTALLATION IN THE
RECYCLING AND TRASH COLLECTION DIVISION'S MATERIAL RECOVERY FACILITY
BALING MACHINE, AND TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF
$2,664.30
WHEREAS, the City's Recycling and Trash Collection Division uses a baling machine to process recyclable
materials; and
WHEREAS, the main body cylinder, which is critical to the operation of the baler, is leaking and a temporary
welding solution has begun to fail meaning the cylinder should be replaced as quickly as possible; and
WHEREAS, the baling machine manufacturer has recommended three vendors who could provide a
replacement and H.E.M. Service Company, Inc. is the only vendor that can provide the cylinder immediately
while the other two have lead times of up to six weeks.
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 the above circumstances
make competitive bidding not feasible or practical and therefore waives the requirements of formal competitive
bidding and approves the purchase of a new main body cylinder from H.E.M. Service Company, Inc. in the
amount of $26,643.00 plus applicable taxes for installation in the Recycling and Trash Collection Division's
Material Recovery Facility baling machine, and further approves a project contingency in the amount of
$2,664.30.
City of Fayetteville, Arkansas Page 1 Printed on 2120/2019
Jeff Coles
Submitted By
City of Fayetteville Staff Review Form
2019-0093
Legistar File ID
February 19th, 2019
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
2/1/2019 RECYCLING/TRASH COLLECTION (750)
Submitted Date Division / Department
Action Recommendation:
Ordinance waiving the requirements of formal competitive bidding and authorizing the purchase of a main body
cylinder for the baling machine for the Material Recovery Facility at the Recycling and Trash Collection facility from
H.E.M. Service Company, Inc. in the amount of $26,643 including any applicable taxes and a 10% contingency.
Budget Impact:
5500.750.5000.5400.00
Account Number
Project Number
Recycling and Trash Collection
Fund
Maintenance
Project Title
Budgeted Item? No Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes Item Cost
Budget Adjustment Attached? No Budget Adjustment
Remaining Budget
$ 50,000.00
$ 1,097.00
$ 48,903.00
$ 26,643.00
$ 22,260.00
V20180321
Purchase Order Number: 2019-00000202 Previous Ordinance or Resolution #
Change Order Number:
Original Contract Number:
Comments:
Approval Date:
CITY OF
;`nl'• FAYETTEVILLE
ARKANSAS
MEETING OF FEBRUARY 19TH 2019
TO: Mayor and City Council
CITY COUNCIL MEMO
THRU: Don Marr, Chief of Staff
Peter Nierengarten, Sustainability and Resilience Department Director
FROM: Jeff Coles, Recycling and Trash Collection Director
DATE: February 1, 2019
SUBJECT: Ordinance waiving the requirements of formal competitive bidding and
authorizing the purchase of a main body cylinder for the baling machine for
the Material Recovery Facility at the Recycling and Trash Collection facility
from H.E.M. Service Company, Inc. in the amount of $26,643 including any
applicable taxes and a 10% contingency.
RECOMMENDATION:
Staff recommends approving an ordinance waiving the requirements of formal competitive
bidding and authorizing the purchase of a main body cylinder for the baling machine for the
Material Recovery Facility at the Recycling and Trash Collection facility from H.E.M. Service
Company, Inc. in the amount of $26,643 including any applicable taxes and a 10% contingency.
BACKGROUND:
The Solid Waste & Recycling Division operates a recycling program which includes a baler for
processing of recyclable materials. These materials are baled for ease of transport using a two -
ram baler designed for compacting and wire binding the bales of recycled materials. Without the
baler the City cannot process the incoming recyclable materials and send them to the various
mills for final processing.
DISCUSSION:
The main body cylinder is responsible for supplying the force needed to compact the recyclable
materials which are baled for transport. The main body cylinder is critical to the operation of the
baler - it cannot function without the main body cylinder. Recently a leak was found on the
cylinder and welding was performed to temporarily patch the leak. The re-emergence of the leak
indicates that the outer casing of the cylinder is compromised and impossible to permanently
repair unless the outer casing is replaced, or a new cylinder is purchased. Replacement of the
outer casing would render the bailer inoperable for a minimum of four weeks, therefore staff is
recommending replacement with a new cylinder as quickly as possible to ensure that the
Division can continue to process recyclable materials. After installation of the new cylinder, staff
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
will pursue repair of the existing cylinder casing, which will ensure that a functional backup
cylinder is on hand, should this situation arise again in the future.
The baler manufacturer has recommended three vendors who can provide a replacement
cylinder. H.E.M. has the cylinder available for purchase now and the other two have lead times
of up to six weeks to deliver. The longer lead time is not practical for our current situation since
the cylinder could rupture at any time leaving the Division in a situation where recyclable
materials are coming in to be processed with no means to process them.
BUDGET/STAFF IMPACT:
The cost of the cylinder is $24,220.73 including shipping, handling, and sales tax. Additionally,
a 10% contingency has been added to this authorization for a total request amount of $26,643.
Money for the replacement cylinder is available in the Recycling and Trash Collections Building
and Grounds Maintenance Budget.
Attachments:
HEM Service Company, Inc. Quote
Marathon Equipment Company Quote
Downing Sales & Service, Inc. Quote
H.E.M. Service Company, Inc.
DBA Georgia Baler and Compactor
21 Barry Drive
White GA 30184
Name / Address
City of Fayetteville
113 W Mountain St.
Fayetteville AR 72701
Quote
Date
Quote #
1/28/2019
012819-2
Rep
Project
Description
Qty
Total
04-3681 Cylinder
9'B 6"R 133"S
Shipping and Handling
1
I
21,319.00T
750.00T
2,151.73
Phone # Fax # E-mail Web Site
524.220.73
770-387-0673 678-719-7815 triciaa georgiabalerandcompactor.com NNww.GeorgiaBalerandCompactor.c...
Subtotal: $22,019.00
Estimated Freight:
Estimated Sales Tax:
The above pricing is F. 0, B. factory discounted prke unless otherwise stated.
Standard MARATHON warranty applies
Standard credit terms apply.
Terms for orders over $50,000. The following PAYMENTS are required for orders over $50,000.• 300/6 deposit at time of order, 600A due 14 days prior to shipment, and
Pricing does not include freight, fees, faxes. licenses, building modifications, project management, installation or start up training charges unless specifically staled.
Quoted freight and taxes are estimated
1
Parts Quote 2016
MARATHON EQUIPMENT COMPANY
REVISED 8/2512106
nn
MRIMVi
M
PO Box 1798
1 ■
Vernon, AL 35592
Phone: (800)528-5308 option 1 Fax: (205) 695-7250
Email: parts@marathonequipment.com
Quotation Information
Parts Sales Technican: Ricky B
Quote Date: 112912019
Valid 30 Days
EXPIRES: 212812019
Unless Otherwise Noted
QUOTAT/OI NO:
1292019RB
Sold T! CITY OF FdYETTEVILLE
Ship To:
Addres!
Address:
Addres!
Address:
City I State
City 1 State / Zip:
Countrl
Attn:
Contact
Phone:
QUANTITY ITEM it DESCRIPTION LIST PRICE Fro. DISCOUNT I
DISCOUNT
E NET PRICE ('OTY)
1 043681 CYLINDER 6R 133S 166RET SEABEE $ 21,319.00
$
$ 21,319.00
1 FREIGHT SHIPPING 3 DAYS
$ 700A0
$
$ 700.00
$
- s
$
- s
$
$
$
- $
$
- $
i
-
Subtotal: $22,019.00
Estimated Freight:
Estimated Sales Tax:
The above pricing is F. 0, B. factory discounted prke unless otherwise stated.
Standard MARATHON warranty applies
Standard credit terms apply.
Terms for orders over $50,000. The following PAYMENTS are required for orders over $50,000.• 300/6 deposit at time of order, 600A due 14 days prior to shipment, and
Pricing does not include freight, fees, faxes. licenses, building modifications, project management, installation or start up training charges unless specifically staled.
Quoted freight and taxes are estimated
1
Parts Quote 2016
■
nina
ITS SERVICE AFTER THE SALE THAT COUNTS
To: Steven
City of Fayetteville, AR -
Shipping Method
;Best Way
Qty Item # Description
1.00 043681 Marathon Cylinder
Quoted By.
Ed Kowing
417-589-6227
Price Does Not include Freight or
Anv Applicable Sales Tax
Date:
Ship To:
Fayetteville, AR
QUOTE
01/25/19
Delivery Date
Approx. 6 Weeks ARO
Unit Price Line Total
$ 22„ 384.95 $ 22,384.95
Subtotal $ 22,384.95
Sales Tax Not Included
Total: $ 22,384.95
3 Indigo Road, Phillipsburg, MO 65722
ALL PRICES SUBJECT TO CHANGE WITHOUT NOTICE
MAR 2 5 2b,j
C,
NORTHWEST ARKANSAS clrrcltkK;
Democrac---;W.-,-L
� Oazett
AFFIDAVIT OF PUBLICATION
I Cathy Staggs, do solemnly swear that I am the Accounting Manager 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. 6155
Was inserted in the Regular Edition on:
February 28, 2019
Publication Charges: $ 114.40
CathyStaggs
Subscribed and sworn to before me
This 13day of , 2019.
Notary Public Z�Zo ���
My Commission Expires:
n
U 1.,1,: - iu Uiillll.r 1n,9/77d
;•1J1tlS' :i li LUIF03 Fab 20, %0^A
* *NOTE* *
Please do not pay from Affidavit.
Invoice will be sent.
Ordinance: 6155
File Number: 2019-0093
H.E.M. SERVICE COMPANY, INC:
AN ORDINANCE TO WAIVE THE
REQUIREMENTS OF FORMAI.
COMPETITIVE BIDDING AND APPROVE
THE PURCHASE OF A MAIN BODY
CYLINDER FROM H.E.M. SERVICE
COMPANY, INC IN THE AMOUNT OF
526,643.00 PLUS APPLICABLE TAXES FOR
INSTALLATION IN THE RECYCLING AND
TRASH COLLECTION DIVISION'S
MATERIAL RECOVERY FACILITY BALING
MACHINE, AND TO APPROVE A PROJECT
CONTINGENCY IN THE AMOUNT OF
$2,664.30
WI -IL' -REAS, the City's Recycling and Trash
Collection Division uses a baling machine to
process recyclable malcrials; and
WHEREAS, the main body cylinder, which is
critical to the operation of the baler, is leaking
and a temporary welding solution has begun to
Fail meaning the cylinder should be replaced as
quickly as possible; and
WHEREAS, the baling machine manufacturer
has recommended three vendors who could
provide a replacement and H.G. M. Service
Company, hie, is the only vendor that can
provide the cylinder immediately while the other
two have lead times of up to six weeks,
NOW, THEREFORE, BE IT ORDAINED BY
THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section l: That the City Council of the City of
Fayetteville, Arkansas hereby finds the above
circumstances make competitive bidding not
feasible or practical and Ihcrefore waives the
requirements of formal competitive bidding and
approvcs the purchase of a new main body
cylinder from H.E M. Service Company, Inc. in
the amount of 526,643.00 plus applicable taxes
for installation in the Recycling and Trash
Collection Division's Material Recovery Facility
baling machine, and further
approves a project contingency in the amount of
$2,664,30
PASSED
2,664,30PASSED and APPROVED on 2/19/2019
Approved:
Lioneld Jordan, Mayor
Allest:
Sondra E Smith, City Clerk Treasurer
74855095 I-eb. 28, 2019