HomeMy WebLinkAboutOrdinance 6399 OF FAYF T� 113 West Mountain Street Fayetteville,AR 72701 (479)575-8323 Ordinance: 6399 File Number: 2020-1110 BID#21-06 ASPHALT MATERIALS: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING DURING CALENDAR YEAR 2021 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 2021. 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 2021,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 1/7/2021 Page 1 Printed on 1/8/21 Ordinance 6399 File Number: 2020-1110 Approved: Attest: -/------ '14' '- 4deW:- ' : FA • yF .•m Lio eld Jordan, Ma , r Kara Paxton, City Clerk Treasure; 'FV/((E ;x- . 9.y '-,yp'•'�gNsAs ' �$ ,,lLC`oN C NO%. Page 2 Printed on 1/8/21 AYE- 0, —Pe City of Fayetteville, Arkansas 113West Mountain Street Fayetteville,AR 72701 1 (479)575-8323 a--- Text File \RKq NS.Fi . File Number: 2020-1110 Agenda Date: 1/7/2021 Version: 1 Status: Passed In Control: City Council Meeting File Type: Ordinance Agenda Number: C.5 BID#21-06 ASPHALT MATERIALS: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING DURING CALENDAR YEAR 2021 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 2021. 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 2021,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 1/8/2021 City of Fayetteville Staff Review Form 2020-1110 Legistar File ID 1/5/2021 City Council Meeting Date-Agenda Item Only N/A for Non-Agenda Item Terry Gulley 12/10/2020 TRANSPORTATION SERVICES(410) Submitted By Submitted Date Division/Department Action Recommendation: An ordinance waiving the requirements of formal competitive bidding during calendar year 2021 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 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 $ - V20180321 Purchase Order Number: Previous Ordinance or Resolution# 6269 Change Order Number: Approval Date: Original Contract Number: 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 CITY COUNCIL MEMO ARKANSAS MEETING OF JANUARY 5, 2021 TO: Mayor and City Council THRU: Susan Norton, Chief of Staff FROM: Terry Gulley, Transportation Services Director DATE: December 10, 2020 SUBJECT: Bid Waiver for Asphalt Materials RECOMMENDATION: Staff recommends an ordinance waiving the requirements of formal competitive bidding during calendar year 2021 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. I D SCUSSION: 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 OP �_ PAYBTTIVILLI AR KA NSAS BID TABULATION BID 21-06, ASPHALT MATERIALS - QUARTER 1 APAC-Central Hutchens Construction Company,LLC Total Cost $465,754.00 $669,006.10 Una Item Unit Items Description Quantity of Unit Total Unit Total # Required Price Cost Price Cost Measure 1 SECTION A:TYPE 2 SURFACE _ #1-1 Asphalt Concrete Hot Mix Surface Course Type 2,per AHTD 1996 Specifications,PG 64-22,with millings and shingles allowed(RAP/RAS) 2000 Ton No Bid No Bi.: 1;5 $110,000.00 #1-2 Asphalt Concrete Hot Mix Surface Course Type 2 per AHTD 1996 Specifications,PG 64-22,with millings only(RAP) 1000 Ton $57 $57,000.0u 555 $55,000.00 I #1-3 Asphalt Concrete Hot Mix Surface Course Type 2 per AHTD 1996 Specifications,PG 64-22,no millings or shingles(virgin). 1000 Ton $60 $60,000.00 $59 $59,000.00 2 SECTION B:TYPE 2 BINDER #2-1 Asphalt Concrete Hot Mix Binder Course Type 2 per AHTD 1996Specifications,PG 64-22,with millings or shingles(RAP/RAS) 500 Ton $53 $26,500. ' 552 $26,000.00 3 SECTION C:SUPERPAVE SURFACE 9.5 MA ..,.,:5.;.�.�;... #3-1 Asphalt Concrete Hot Mix Course 9.5mm as per AHTD 2014 Specifications,PG 64-22,with millings and Shingles(RAP/RAS) 1000 Ton No Bid No Bid 62 $52,000.00 #3-2 Asphalt concrete Hot Mix Surface Course 9.5mm as per AHTD 2014 Specifications,PG 64-22,with millings only(RAP) 500 Ton $65 532,500 00 $64 $32,000.00 #3-3 Asphalt concrete Hot Mix Surface Course 9.5mm as per AHTH Specifications,PG 70-22,with millings only(RAP) 500 Ton $70 $35,000.00 $71 >,s s.,,' )U 4 SECTION D:SUPERPAVE SURFACE 12.5 MM ` `" -. ,11111111111111111 #4-1 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications,PG 64-22,with millings and Shingles(RAP/RAS) 500 Ton No Bid No Bid $60 t.$30,000.00 #4-2 Asphalt concrete Hot Mix surface course 12.5mm as per AHTD 2014 Specifications,PG 64-22,with millings only(RAP) 500 Ton $62 $31,000.00 $65 $32,500 00 I #4-3 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications,PG 70-22,with millings only(RAP) 500 Ton $67 $33,500.00 $76 538,000.00 #4-4 Asphalt concrete Hot Mix Surface course 12.5mm as per AHTD 2014 Specifications,PG 76-22,with millings only(RAP).Pre-Oct 2018 500 Ton $76 $38,000.00 $76 $38,000.00 I #4-5 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications,PG 76-22,no millings or shingles(virgin) 500 Ton $76 538,000.00 $77 $33,500 00 5 SECTION E:OTHER ITEMS .,."`,: "` -'"" #5-1 Asphalt concrete Hot Mix Surface Course 4.75mm as per AASHTO recommendation,PG 64-22,no millings or Shingles(virgin) 1500 Ton $65 $97,500.00 3155 5 IO2,000 00 #5-2 Tack Oil(IN GALLONS) 2500 Gallon $6.50 $1b,250 US $10,000.00 #5-3 START UP PRICE FOR PLANT-estimated one event each year 1 Each I $500 $500 .. $500 6 SECTION F:ASPHALT MILLINGS FOR SALE-PRICING VALID THROUGH 12/31/2021 _ #6-1 Asphalt Millings(picked up by Vendor from City of Fayetteville) 1 Ton No Bid No Bid No Bid No Bid #6-2 Asphalt Millings(delivered to vendor at convenience of City Staff) 1 Ton $4 $4 56.10 $6.10 *NOTICE:Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City officials .� K ARANS AESVILLE ARK AM Bid 21 -06, Asphalt Materials — Quarter 1 Project Overview Project Details Reference ID Bid 21-06, Asphalt Materials—Quarter 1 Project Name Bid 21-06, Asphalt Materials—Quarter 1 Project Owner Les McGaugh Project Type ITB Department Purchasing The City of Fayetteville is accepting bids from properly licensed professionals to bid on the quarterly asphalt materials bid. Any Project Description questions concerning the bidding process should be addressed to Adonis Bwashi, City of Fayetteville Purchasing Agent, at abwashi@fayetteville-ar.gov or by calling (479)575-8258. Open Date Sep 28, 2020 12:00 AM CDT Close Date Oct 28, 2020 2:00 PM CDT Highest Scoring Supplier Score APAC-Central 100 pts IS; AAKA ASA VILLE A RKA M3A5 Seal status Requested Information Unsealed on Unsealed by W-9 Form Oct 28, 2020 2:12 PM CDT Adonis Bwashi Bid 21 06, Bid Document Oct 28, 2020 2:12 PM CDT Adonis Bwashi (Required Signature Form) AR Secretary of State Filing # Oct 28, 2020 2:12 PM CDT Adonis Bwashi Maximum Guaranteed Wait Oct 28, 2020 2:12 PM CDT Adonis Bwashi Time to Load Plant Location Address Oct 28, 2020 2:12 PM CDT Adonis Bwashi Bid 21-06, ASPHALT MATERIALS - QUARTER 1 Oct 28, 2020 2:12 PM CDT Adonis Bwashi (BT-14XZ) .i AFAYETY[ANSAS TVILLE E Conflict of Interest # Declaration of Conflict of Interest You have been chosen as a Committee member for this Evaluation. Please read the following information on conflict of interest to see if you have any problem or potential problem in serving on this committee. ##Code of Conduct All information related to submissions received from Suppliers or Service Providers must be kept confidential by Committee members. ## Conflict of Interest No member of a Committee shall participate in the evaluation if that Committee member or any member of his or her immediate family: * has direct or indirect financial interest in the award of the contract to any proponent; * is currently employed by, or is a consultant to or under contract to a proponent; * is negotiating or has an arrangement concerning future employment or contracting with any proponent; or, * has an ownership interest in, or is an officer or director of, any proponent. Please sign below acknowledging that you have received and read this information. If you have a conflict or potential conflict, please indicate your conflict on this acknowledgment form with information regarding the conflict. I have read and understood the provisions related to the conflict of interest when serving on the Evaluation Committee. If any such conflict of interest arises during the Committee's review of this project, I will immediately report it to the Purchasing Director. Name Date Signed Has a Conflict of Interest? Adonis Bwashi Oct 28, 2020 2:12 PM CDT No �_ FAVEHTST•E1 VILLE ARKA Public Notices Pre-Bid Meeting in a Zoom Meeting on Oct. 13, 2020 at 10:00 AM Adonis Bwashi, Oct 08, 2020 11:08 AM CDT A non-mandatory Pre-Bid meeting will be held Tuesday, October 13, 2020 at 10:00 AM virtually. Join Zoom Meeting: https://zoom.us/j/99184334363?pwd=czAxUmpxNDUxQ3dtMWZtQW1jTzR6UT09. All interested parties are encouraged to attend. Date Submitted Name Email Confirmation Code Oct 22, 2020 3:42 PM Deanna Martin dmartin©hutchensconstruction.com MTAONDMy CDT Oct 26, 2020 1:21 PM Amanda Menke amanda.menke©apac.com MTAONzYw CDT Points Description 100 pts The Lowest Total Base Bid offered 100 pts Total Total Base Bid /100 pts / 100 pts al 100 pts 100 pts ($465,754.00) ;ompany, LLC 69.62 pts 69.62 pts ($669,006.10) �!IY Oc ,re. FAYETTEVILLE Signatures Name Signatures Les McGaugh Les M cG a u g h Digitally signed by Les McGaugh (Project Owner) Date:2020.10.30 16:14:59-05'00' Adonis Bwashi Digitally signed by Adonis Bwashi DN:cn=Adonis Bwashi, (Evaluator) I email=abwashi@fayetteville-ar.gov,c=US Date:2020.11.20 11:33:40-06'00' AYE,' �'I vOl �R'KA NSP 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 12/19/19 File Number. 2019-0822 Ordinance 6269 Approve i: Attest: 1 O fic:::1427 a,a1mAPIIP—f'-d -4----- L/. "./Ir_-k___ Lione d Jord ayor Kara Paxton, City Clerk Treasti?5RK / T5)e/i,,' . U• r. :FAYETTEVILLE:-`:- ;�J,y..Q(A Nsa J�`�. Page 2 Printed on 12/19/19