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Home My WebLink AboutORDINANCE 6269F FAYE, O OY�fp �i �il�l�Rt lB •i 4RKANSPS 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 6269 File Number: 2019-0822 ASPHALT MATERIALS: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING DURING CALENDAR YEAR 2020 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 extreme price volatility; and WHEREAS, this volatility has greatly increased the price of asphalt, making 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 calendar year 2020. 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 annual competitive bidding is not feasible or practical, and therefore through calendar year 2020, waives the requirements of formal competitive bidding for the purchase of asphalt materials, 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 12/17/2019 Page 1 Printed on 12119119 . File Number 2019-0822 Ordinance 6269 Attest: n►1111 Y p •; SG% .•� f r Hrti iEVILI_L •��'y QkA NSP. iciON`C` , Page 2 Printed on 12119119 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2019-0822 Agenda Date: 12/17/2019 Version: 1 Status: Passed In Control: City Council Meeting Agenda Number: C. 1 ASPHALT MATERIALS: File Type: Ordinance AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING DURING CALENDAR YEAR 2020 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 extreme price volatility; and WHEREAS, this volatility has greatly increased the price of asphalt, making 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 calendar year 2020. 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 annual competitive bidding is not feasible or practical, and therefore through calendar year 2020, waives the requirements of formal competitive bidding for the purchase of asphalt materials, 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 1211812019 City of Fayetteville Staff Review Form 2019-0822 Legistar File ID 12/17/2019 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Terry Gulley 11/18/2019 TRANSPORTATION SERVICES (410) Submitted By Submitted Date Division / Department Action Recommendation: An ordinance waiving the requirements of formal competitive bidding during calendar year 2020 for the purchase of asphalt materials for use by the Transportation Division but requiring informal quarterly bids or quotes. Various Account Number Various Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? No Budget Impact: Various Fund Various Project Title Current Budget 1 $ - Funds Obligated $ - Current Balance $ - Item Cost i Budget Adjustment Remaining Budget $ - V20180321 Purchase Order Number: Previous Ordinance or Resolution # 6128 Change Order Number: Original Contract Number: Approval Date: Comments: The "item cost" and "current budget" boxes have been left blank because these items will vary depending upon fluctuating needs based on citizen service requests received, construction projects approved, and other variable factors. CITY OF FAYETTEVILLE ARKANSAS MEETING OF DECEMBER 17, 2019 TO: Mayor and City Council THRU: Don Marr, Chief of Staff FROM: Terry Gulley, Transportation Services Director DATE: November 18, 2019 SUBJECT: Bid Waiver for Asphalt Materials CITY COUNCIL MEMO RECOMMENDATION: Staff recommends an ordinance waiving the requirements of formal competitive bidding during calendar year 2020 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 CITY OF JM FAYETTEVILLE ARKANSAS Date of Issue & Advertisement: 09.29.2019 & 10.06.2019 Lioneld Jordan, Mayor Number of Addendums: 0 Asphalt Materials - Quarter 1 Bid No. 20-06 Official Bid Tabulation Date: 10.23.2019 Time: 2:00 PM APAC-Central, Inc. Hutchens Construction Co. ITEM DESCRIPTION EST QTY UNIT PRICE PER UNIT I EXTENDED PRICE PRICE PER UNIT EXTENDED PRICE SECTION A: TYPE 2 SURFACE Asphalt Concrete Hot Mix Surface Course Type 2, 1 per AHTD 1996 Specifications, PG 64-22, with 2,000 TONS $ $ - $ 53.00 $ 106,000.00 millings and shingles allowed (RAP/RAS) Asphalt Concrete Hot Mix Surface Course Type 2 per 2 AHTD 1996 Specifications, PG 64-22, with millings 1,000 TONS $ 59.00 S 59,000.00 $ 56.00 $ 56,000.00 only (RAP) Asphalt Concrete Hot Mix Surface Course Type 2 per 3 AHT0 1996 Specifications, PG 64-22, no millings or 1,000 TONS $ 64.00 $ 64,000.00 $ 59.75 S 59,750.00 shingles (virgin). SECTION B: TYPE 2 BINDER Asphalt Concrete Hot Mix Binder Course Type 2 per 4 AHTD 1996Specifications, PG 64-22, with millings or 500 TONS $ - $ $ 50.00 $ 25,000.00 - shingles (RAP/RAS) SECTION C: SUPERPAVE SURFACE 9.SMM Asphalt Concrete Hot Mix Course 9.5mm as per 5 AHTO 2014 Specifications, PG 64-22, with millings 1,000 QTY $ - $ - $ 62.00 S 62,000.00 and Shingles (RAP/RAS) Asphalt concrete Hot Mix Surface Course 9.5mm as 6 per AHTD 2014 Specifications, PG 64-22, with 500 QTY $ 66.00 $ 33,000.00 $ 65.00 $ 32,500,00 millings only (RAP) Asphalt concrete Hot Mix Surface Course 9.Smm as 7 per AHTH Specifications, PG 70-22, with millings 500 CITY $ 67,00 S 33,500.00 $ 69.00 $ 34,500,00 only (RAP) SECTION 0: SUPERPAVE SURFACE 12.5MM Asphalt concrete Hot Mix Surface Course 12.5mm as 8 per AHTD 2014 Specifications, PG 64-22, with 500 CITY $ $ - $ 61.00 $ 30,500.00 millings and Shingles (RAP/RAS) Asphalt concrete Hot Mix surface course 12.5mm as 9 per AHTD 2014 Specifications, PG 64-22, with S00 CITY S 64.00 $ 32,000.00 $ 63.00 $ 31,500.00 millings only (RAP) -NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authoritalion by City officials. APAC-Central, Inc. Hutchens Construction Co. ITEM DESCRIPTION EST QTY UNIT PRICE PER UNIT EXTENDED PRICE PRICE PER UNIT EXTENDED PRICE 10 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications, PG 70-22, with millings only (RAP) 500 QTY $ 68.00 $ 34,000.00 $ 66.00 $ 33,000.00 11 Asphalt concrete Hot Mix Surface course 12.5mm as per AHTD 2014 Specifications, PG 76-22, with millings only (RAP), Pre -Oct 2018 Soo QTY $ 70.00 $ 35,000.00', $ 69.00 5 34,500.00 12 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications, PG 76-22, no millings or shingles (virgin) 500 QTY $ 74.00 $ 37,000.00 $ 69.00 $ 34,500.00 SECTION E: OTHER ITEMS 13 Asphalt concrete Hot Mix Surface Course 4.75mm as per AASHTO recommendation, PG 64.22, no millings or Shingles (virgin) 500 QTY $ 78,00 $ 39,000.00 $ 68.00 $ 34,000.00 14 Tack Oil (IN GALLONS) 2,500 QTY $ 6.00 $ 15,000.00 $ 3.75 $ 9,375.00 15 START UP PRICE FOR PLANT - estimated one event each year 1 QTY $ 500.00 $ 500.00 $ 500.00 $ 500.00 Total Base Bid (Section A+B+C+D+E) $ 382,000.00 $ 583,625.00 PLANT LOCATION ADDRESS Puppy Creek Road ialt Plant, 17137 Pleasure Heights Rd., S MAXIMUM GUARANTTED WAIT TIME TO LOAD 45 Minutes 20 MINUTES SECTION F: ASPHALT MILLINGS FOR SALE - PRICING VAUD THROUGH 12/31/2020 Item DESCRIPTION Price Per Ton Price Per Ton 16 Asphalt Millings (picked up by Vendor from City of Fayetteville) No Bid No Bid 17 Asphalt Millings (delivered to Vendor at convenience of City Staff) $4.00 $6.00 Award Intent: Award by Line Item -NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authoritalion by City officials. RECEIVED JAN 08 2020 NORTHWEST ARKANSAS r�rwUN,M �ocrat y azette M. PDX. 1607, FAYE.r T VILLE; AR, 72702 -479-442 -17Cvr • FAX: 473-GO5-11:18 > VV'WW.N WA.DG.CC'1 AFFIDAVIT OF PUBLICATION I Cathy Staggs, do solemnly swear that I am the Accounting Manager for 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. 6269 Was inserted in the Regular Edition on: December 26, 2019 Publication Charges: $ 89.70 Cathy ggs Subscribed and sworn to before me This 3 /day of DR -12— , 2019. 4J) mqv""A 4_j_� Notary Public Z� My Commission Expires: 24/v TAI%lvRUSHER Notary Public—Arkansas N/ashington County Commission # 12703120 kly Commission Expires Feb 12, 2028 **NOTE** Please do not pay from Affidavit. Invoice will be sent. Ordinance: 6269 ASPHALT MATERIALS: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING DURING CALENDAR YEAR 2020 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 extreme price volatility; and WHEREAS, this volatility has greatly increased the price of asphalt, making 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 calendar year 2020. 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 annual competitive bidding is not feasible or practical, and therefore through calendar year 2020, waives the requirements of formal competitive bidding for the purchase of asphalt materials, 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 12/17/2019 Approved: Lioneld Jordan, Mayor Attest: Kara Paxton, City Clerk Treasurer 75189216 12/26/2019