The URL can be used to link to this page

Home My WebLink AboutOrdinance 6458113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 6458 File Number: 2021-0502 WHITING SYSTEMS, INC.: AN ORDINANCE TO WAIVE COMPETITIVE BIDDING AND APPROVE THE PURCHASE OF CAR WASH CHEMICALS FROM THE SUPPLIER WHITING SYSTEMS, INC. IN VARIOUS QUANTITIES THROUGH MARCH 16, 2024 WHEREAS, on May 7, 2019, the City Council passed Resolution 115-19 to approve a Contract with Whiting Systems, Inc. to supply and install the equipment for the Fleet Wash Facility; and WHEREAS, on April 6, 2021, the City Council passed Resolution 107-21 authorizing the purchase of car wash chemicals from Whiting Systems, Inc., pursuant to a Houston - Galveston Area Council (HGAC) cooperative purchasing contract, but the City was later notified that the chemicals were unpublished items and could not be more than 25% of the base total price of the order; and WHEREAS, Whiting Systems, Inc. provided the City with written notification that the use of another manufacturer's chemicals could void the fleet wash facility warranty and offered to extend the warranty for an additional two years, through March 16, 2024, if the City purchases and uses Whiting Systems chemicals. 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 car wash chemicals from Whiting Systems, Inc. in various quantities through March 16, 2024. Page 1 Printed on 7/21/21 Ordinance: 6458 File Number.' 2021-0502 PASSED and APPROVED on 7/20/2021 Attest: 1 y Kara Paxton, City Kerk Treaser Page 2 Printed on 7121121 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Text File File Number: 2021-0502 Agenda Date: 7/20/2021 Version: 1 Status: Passed In Control: City Council Meetinq File Type: Ordinance Agenda Number: C.1 WHITING SYSTEMS, INC.: AN ORDINANCE TO WAIVE COMPETITIVE BIDDING AND APPROVE THE PURCHASE OF CAR WASH CHEMICALS FROM THE SUPPLIER WHITING SYSTEMS, INC. IN VARIOUS QUANTITIES THROUGH MARCH 16, 2024 WHEREAS, on May 7, 2019, the City Council passed Resolution 115-19 to approve a Contract with Whiting Systems, Inc. to supply and install the equipment for the Fleet Wash Facility; and WHEREAS, on April 6, 2021, the City Council passed Resolution 107-21 authorizing the purchase of car wash chemicals from Whiting Systems, Inc., pursuant to a Houston - Galveston Area Council (HGAC) cooperative purchasing contract, but the City was later notified that the chemicals were unpublished items and could not be more than 25% of the base total price of the order; and WHEREAS, Whiting Systems, Inc. provided the City with written notification that the use of another manufacturer's chemicals could void the fleet wash facility warranty and offered to extend the warranty for an additional two years, through March 16, 2024, if the City purchases and uses Whiting Systems chemicals. 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 car wash chemicals from Whiting Systems, Inc. in various quantities through March 16, 2024. City of Fayetteville, Arkansas Page 1 Printed on 7/21/2021 Sara Glenn Submitted By City of Fayetteville Staff Review Form 2021-0502 Legistar File ID 7/20/2021 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 6/30/2021 FLEET OPERATIONS (770) Submitted Date Division / Department Action Recommendation: An ordinance to authorize the purchase of a car wash chemicals from the Supplier, Whiting Systems, Inc. for the duration of the warranty. 9700.770.1910-5203.00 Account Number Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? No Budget Impact: Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget Shop Fund Project Title $ 79,281.00 $ 33,063.62 $ 46,217.38 $ 38,000.00 $ 8,217.38 V20210527 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Original Contract Number: Approval Date: Comments: The Item Cost listed above has been estimated with the assistance from the manufacturer. In future years, with a record of actual usage this will be more accurate. CITY OF FAYETTEVILLE ARKANSAS MEETING OF JULY 20, 2021 TO: Mayor and City Council THRU: Terry Gulley, Director of Transportation FROM: Sara Glenn, Fleet Operations Superintendent DATE: June 30, 2021 SUBJECT: Bid Waiver for car wash chemicals CITY COUNCIL MEMO RECOMMENDATION: An ordinance to authorize the purchase of a car wash chemicals from the supplier, Whiting Systems, Inc. for the duration of the warranty. BACKGROUND: The City Council approved the purchase of Car Wash Chemicals from Whiting Systems Inc. in April of 2021 in Resolution 107-21. After going through the Houston — Galveston Area Council (HGAC), we were notified that the chemicals were unpublished items and could not be more than 25% of the base total price of the order. The use of the chemicals not made and sold by Whiting Systems, Inc. will void the warranty which began March 16, 2021. DISCUSSION: Whiting Systems, Inc. provided the City with written notification that not only will the warranty be affected by the use of another manufacturers chemicals, but that they would extend the warranty for an additional two years, for a 36-month total warranty period. Staff requests authority to purchase in various quantities within budgeted amounts for the duration of the warranty through March 16, 2024. BUDGET/STAFF IMPACT: For the first year, the amount of chemicals that will be needed and used have been estimated with the manufacturer's assistance. In Fleet's overall budget we estimate that the savings of the monthly expense of the outside car wash, the ample repair cost and water inefficiencies of the truck wash will largely make up the cost of these chemicals. Attachments: Whiting Systems Warranty Letter Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 ��lWh iti ng Systems, Inc. 9000 Highway 5 North Alexander, AR 72002 501-847-9031 June 22, 2021 Les McGaugh Support Manager Fleet Services 1525 S. Happy Hollow Rd. City of Fayetteville, Arkansas 72701 Dear Les: We are writing to provide you information concerning your wash system warranty and the use of Whiting approved products in the systems. The wash system comes with a standard 12-month factory warranty. The warranty start date for your system began March 16, 2021. Factory warranty may be affected when unapproved products are used through the wash system. This includes but not limited to, lubricants, cleaning detergents, etc. Whiting Systems provides an extended 36-month factory warranty for your wash system when Whiting Systems cleaning detergents are exclusively used through the wash system. Whiting Systems manufactures its own line of cleaning detergents. The WSI chemistry department formulates proprietary cleaners specifically designed for our wash application. WSI products achieve maximum results without the use of harsh or damaging materials through your system. Whiting Systems has 45 years of experience providing wash programs focused on wash time, wash cost, and wash quality. We are excited about the opportunity to serve your wash needs, especially with WSI being an Arkansas company. Please let us know if you need further information concerning your wash system. Best Re ards, Z Greg Jenkins Senior Vice President