The URL can be used to link to this page

Home My WebLink About315-21 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 315-21 File Number: 2021-0958 ASPHALT MATERIALS PURCHASE: A RESOLUTION TO AUTHORIZE THE PURCHASE OF ASPHALT MATERIALS FOR USE BY THE TRANSPORTATION DIVISION ON AN AS NEEDED BASIS THROUGH THE END OF 2022 WHEREAS, Ark. Code Ann. § 14-58-104(14) provides that the City may purchase "motor fuels, oil, asphalt, asphalt oil, and natural gas" without soliciting bids; and WHEREAS, because price volatility in the crude oil market affects the cost of asphalt, the Transportation Division proposes to solicit and accept bids on at least a quarterly basis without the need for further approval of the City Council through calendar year 2022. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAVETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the purchase of asphalt materials for use by the Transportation Division as needed through the end of 2022, and authorizes the Transportation Division to solicit informal bids or quotes on at least a quarterly basis without the need for further approval of the City Council. PASSED and APPROVED on 12/21/2021 Page 1 Printed on 12(22/21 Resolution: 315-21 File Number: 2021-0958 Attest: �`��.• CITy _ • fgyrT •cs Kara Paxton, City Clerk Treasurer.y� Page 2 Printed on 12122121 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Text File File Number: 2021-0958 Agenda Date: 12/21/2021 Version: 1 Status: Passed In Control: City Council Meetinq File Type: Resolution Agenda Number: A.6 ASPHALT MATERIALS PURCHASE: A RESOLUTION TO AUTHORIZE THE PURCHASE OF ASPHALT MATERIALS FOR USE BY THE TRANSPORTATION DIVISION ON AN AS NEEDED BASIS THROUGH THE END OF 2022 WHEREAS, Ark. Code Ann. § 14-58-104(14) provides that the City may purchase "motor fuels, oil, asphalt, asphalt oil, and natural gas" without soliciting bids; and WHEREAS, because price volatility in the crude oil market affects the cost of asphalt, the Transportation Division proposes to solicit and accept bids on at least a quarterly basis without the need for further approval of the City Council through calendar year 2022. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the purchase of asphalt materials for use by the Transportation Division as needed through the end of 2022, and authorizes the Transportation Division to solicit informal bids or quotes on at least a quarterly basis without the need for further approval of the City Council. City of Fayetteville, Arkansas Page 1 Printed on 1212212021 Terry Gulley Submitted By City of Fayetteville Staff Review Form 2021-0958 Legistar File ID 12/21/2021 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 11/30/2021 TRANSPORTATION SERVICES (410) Submitted Date Division / Department Action Recommendation: A RESOLUTION TO AUTHORIZE THE PURCHASE OF ASPHALT MATERIALS FOR USE BY THE TRANSPORTATION DIVISION ON AN AS NEEDED BASIS THROUGH THE END OF 2022 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 Fund Project Title V20210527 Purchase Order Number: Previous Ordinance or Resolution # 6399 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 21, 2021 TO: Mayor and City Council CITY COUNCIL MEMO THRU: Chris Brown, Public Works Director of Operations Susan Norton, Chief of Staff FROM: Terry Gulley, Assistant Public Works Director of Operations DATE: November 30, 2021 SUBJECT: Asphalt Materials RECOMMENDATION: A resolution to authorize the purchase of asphalt materials for use by the Transportation Division on an as needed basis through the end of 2022. 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: The Transportation Division proposes to solicit and accept bids on at least a quarterly basis without the need for further approval of the City Council through calendar year 2022. BUDGET/STAFF IMPACT: Funds for the acquisition of these materials have been budgeted in Street, Sales Tax Capital Improvement Funds, and Streets Project 2019 Bonds funds. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 a111I1"k` OF FAYETTEVILLE AMKA A R KA N saAs BID TABULATION Bid 22-06, Asphalt Materials - Quarter 1 *SECONDARY* *PRIMARY* Bid Deadline:Wednesday, October 27,2021 at 2:00 PM APAC-Central EmerySapp&Sonsdba Hutchens Construction Company $ 698,250.00 $ 890,505.00 Total Cost Estimated Unit of Unit Total Unit Total # Items Quantity Measurement Price Cost Price Cost Asphalt Concrete Hot Mix Surface Course Type 2, per AHTD 1996 Specifications, PG 64-22, With Mllling5 #1-1 and Shingles Allowed (RAP/RAS) 3,000 Ton No Bid No Bid $ 58.00 $ 174,000.00 Asphalt Concrete Hot Mix Surface Course Type 2 per AHTD 1996 Specifications, PG 64-22, With Millings #1 2 Only (RAP) 2,000 Ton $ 6&00 $ 136,000.00 $ 61.00 $ 122,000.00 Asphalt Concrete Hot Mix Surface Course Type 2 per AHTD 1996 Specifications, PG 64-22, No Millings or #1-3 Shingles (Virgin). 2,000 Ton $ 72.00 $ 144,000.00 $ 64.00 $ 128,000.00 Asphalt Concrete Hot Mix Binder Course Type 2 per AHTD 1996 Specifications, PG 64-22, With Millings or #2-1 Shingles(RAP/RAS) 500 Ton $ 64.00 $ 32,000.00 $ 58.00 $ 29,000.00 Asphalt Concrete Hot Mix Course 9.5mm as per AHTD 2014 Specifications, PG 64-22, With Millings or #3-1 Shingles (RAP/RAS) 1,000 Ton No Bid No Bid $ 68.00 $ 68,000.00 Asphalt concrete Hot Mix Course 9.5mm as per AHTD 2014 Specifications, PG 64-22, With Millings Only #3 2 (RAP) 500 Ton $ 76.00 $ 38,000,00 $ 68.00 $ 34,000.00 $ 36,500.00 #3-3 Asphalt concrete Hot Mix Course 9.5mm as per AHTH Specifications, PG 70-22, With Millings Only (RAP) 50D Ton $ 81.00 $ 40,500.00 $ 73.00 Asphalt concrete Hot Mix Surface Course 12.Smm as per AHTD 2014 Specifications, PG 64-22, With 44-1 Millings and Shingles (RAP/RAS) 500 Ton No Bid No Bid $ 66.00 $ 33,000.00 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications, PG 64-22, With #4 2 Millings Only (RAP) 500 Tan $ 73.00 $ 36,500.00 $ 66.00 $ 33,000.00 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications, PG 70-22, With #4-3 Millings Only (RAP) 500 Ton $ 78.00 $ 39,000.00 $ 71.00 $ 35,500.00 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications, PG 76-22, With #4 4 Millings Only (RAP). Pre -Oct 2018 500 Ton $ 87.00 $ 43,500.00 $ 81.00 $ 40,500.00 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications, PG 76-22, No Millings #4 5 5 or Shingles (Virgin) Section E: Other Items 500 Ton $ 88.00 $ 44,000.00 $ 81.00 $ 40,500.00 Asphalt concrete at Mix Surface Course 4.75mm as per AASHTO recommendation, PG 64-22, No #5-1 Millings or Shingle (Virgin) 1,500 Ton $ 81.00 $ 121,500.00 $ 69.00 $ 103,500.00 #5-2 Tack Oil (IN GALLONS) 2,500 Gallon $ 9.00 $ 22,500.00 $ 5.00 $ 12,500.00 #5-3 STARTUP PRICE FOR PLANT -Estimated One (1)Event Each Year 1 Each $ 750.00 $ 750.00 $ 500.00 $ 500.00 6 #6-1 Section F: Asphalt Millings for Sale - Through 12/31/2022 Asphalt Millings (Picked Up ey 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 No Bid No Bid $ 5.001 $ 5.00 NU n:E: Bid aware is contingent upon vendor meeting minimum specincations and rormai authorization t uty oninais. CITY OF FAYETTEVILLE ARKARSAS Bid 22-06, Asphalt Materials - Quarter 1 Project Overview Project Details Project Name I Bid 22-06, Asphalt Materials - Quarter 1 Project Owner Project Type Department Amanda Beilfuss ITB Purchasing The City of Fayetteville is accepting bids from properly licensed Project Description professionals to bid on the quarterly asphalt materials bid. Any questions concerning the bidding process should be addressed to Amanda Beilfuss, City of Fayetteville Purchasing Agent. Open Date Oct 03, 2021 12:00 AM CDT Close Date Oct 27, 2021 2:00 PM CDT Highest Scoring Supplier Score Emery Sapp & Sons dba Hutchens Construction Company 100 pts Aft CITY OF UM FAYETTEVILLE ARKANSAS Seal status Requested Information Required Bid Form W-9 Form AR Secretary of State Filing # Plant Location Address Unsealed on Oct 27, 2021 2:12 PM CDT Oct 27, 2021 2:12 PM CDT Oct 27, 2021 2:12 PM CDT Oct 27, 2021 2:12 PM CDT Maximum Guaranteed Wait Oct 27, 2021 2:12 PM CDT Time to Load Bid 22-06, Bid Table (BT-57JP) Oct 27, 2021 2:12 PM CDT Conflict of Interest Unsealed by Amanda Beilfuss Amanda Beilfuss Amanda Beilfuss Amanda Beilfuss Amanda Beilfuss Amanda Beilfuss # 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 Amanda Beilfuss Date Signed Oct 27, 2021 2:12 PM CDT Has a Conflict of Interest? IR.7 CITY OF FAYETTEVILLE ARKARSAS Questions and Answers No messages CITY OF FAYETTEVILLE ARKARSAS Public Notices Addendum 1 issued to Bid 22-06, Asphalt Materials - Quarter 1 Amanda Beilfuss, Oct 08, 2021 8:39 AM CDT Addendum 1 has been issued to Bid 22-06, Asphalt Materials - Quarter 1 and is available in the Public Files as "Bid 22-06, File 02 - Addendum 1 ". Please direct all questions to Amanda Beilfuss at abeilfuss@fayetteville-ar.gov. To access this addendum visit http://fayetteville-ar.gov/bids. - Bid Table has been modified - Public Files have changed CITY OP .� FAYETTEVILLE ANRANtAt Submissions Supplier Date Submitted I Name Email Confirmation Code Emery Sapp & Sons dba Oct 19, 2021 10:16 AM Hutchens Construction CDT Deanna Martin dmartin@hutchensconstruction.com MTY4NjAz Company APAC-Central Oct 26, 2021 11:54 AM Amanda Menke amanda.menke@apac.com MTY5Njg3 CITY OP .� FAYETTEVILLE ANRANtAt Project Criteria Criteria Points I Description Total Base Bid 1 100 pts I Total base bid submitted Final Approval ' Pass/Fail I Meet all requirements Total 100 pts CITY OP .'S FAYETTEVILLE ANRANtAt Scoring Summary Active Submissions Supplier Emery Sapp & Sons dba Hutchens Construction Company APAC-Central Total Total Base Bid / 100 pts / 100 pts 100 pts 100 pts ($590,505.00) 84.57 pts 84.57 pts ($698,250.00) Final Approval Pass/Fail Pass Pass .� �AYETTEVILLE ARKAKfA9 Proposal Score Comments Emery Sapp & Sons dba Hutchens Construction Company - Scoring Comments Total Base Bid - Reviewer Scores Reviewer Amanda Beilfuss Score 100 pts ($590,505.00) Final Approval - Reviewer Scores Reason Comments Primary Supplier Reviewer Score Reason Comments Amanda Beilfuss Pass Meets the requirement(s) Meets Specifications CITY Op .N FAYETTEVILLE ANRANtAt APAC-Central - Scoring Comments Total Base Bid - Reviewer Scores Reviewer Score Amanda Beilfuss 84.57 pts ($698,250.00) Final Approval - Reviewer Scores Reason Comments ["da"upplier Reviewer Score Reason Amanda Beilfuss Pass Meets the requirement(s) Comments Meets Specifications CITY OF FAYETTEVILLE ARKARSAS Signatures Name Signatures Amanda Beilfuss Digitally signed by Amanda Amanda Beilfuss Beilfuss (Project Owner) Date: 2021.11.05 16:01:00-05'00' Amanda Beilfuss Digitally signed by Amanda Amanda Beilfuss Beilfuss (Evaluator) Date: 2021.1 1.05 16:01:19-05'00' Andrea Foren Andrea Digitally signed by Andrea Foren (Evaluator) Foren Date: 2021.11.30 16:45:56-06'00'