HomeMy WebLinkAbout324-21 RESOLUTIONOE FAY ETTf
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113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 324-21
File Number: 2021-0962
BID #22-12 HIGH PERFORMANCE COLD MIX ASPHALT:
A RESOLUTION TO AWARD BID #22-12 AND AUTHORIZE THE PURCHASE OF
HIGH-PERFORMANCE COLD MIX ASPHALT FROM EMERY SAPP & SONS DB/A
HUTCHENS CONSTRUCTION COMPANY, LLC AS NEEDED THROUGH THE END OF
2022
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 awards Bid #22-12 and
authorizes the purchase of high-performance cold mix asphalt from Emery Sapp & Sons d/b/a
Hutchens Construction Company, LLC as needed through the end of 2022.
PASSED and APPROVED on 12/21/2021
Attest:
`%�G�ERK
•FA Y I
Kara Paxton. City Clerk Treasurer
1P.
Page 1 Printed on 12122121
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Text File
File Number: 2021-0962
Agenda Date: 12/21/2021 Version: 1 Status: Passed
In Control: City Council Meetinq File Type: Resolution
Agenda Number: A.15
BID #22-12 HIGH PERFORMANCE COLD MIX ASPHALT:
A RESOLUTION TO AWARD BID #22-12 AND AUTHORIZE THE PURCHASE OF
HIGH-PERFORMANCE COLD MIX ASPHALT FROM EMERY SAPP & SONS D/B/A HUTCHENS
CONSTRUCTION COMPANY, LLC AS NEEDED THROUGH THE END OF 2022
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 awards Bid #22-12 and
authorizes the purchase of high-performance cold mix asphalt from Emery Sapp & Sons d/b/a Hutchens
Construction Company, LLC as needed through the end of 2022.
City of Fayetteville, Arkansas Page 1 Printed on 1212212021
Terry Gulley
Submitted By
City of Fayetteville Staff Review Form
2021-0962
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 AWARD BID #22-12 AND AUTHORIZE THE PURCHASE OF HIGH PERFORMANCE COLD MIX
ASPHALT FROM EMERY SAPP & SONS dba HUTCHENS CONSTRUCTION COMPANY, LLC AS NEEDED THROUGH
THE END OF 2022.
Budget Impact:
Account Number Fund
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 $
V20210527
Purchase Order Number: Previous Ordinance or Resolution #
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
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: Bid #22-12, High- Performance Cold Mix Asphalt
RECOMMENDATION:
A resolution to award Bid #22-12 and authorize the purchase of high performance cold mix
asphalt from Emery Sapp & Sons dba Hutchens Construction Company, LLC as needed
through the end of 2022.
BACKGROUND:
The purchase of bulk construction materials and services is necessary to maintain current
infrastructure and to implement the projects outlined in the Capital Improvements Program and
Annual Budget and Work Program.
DISCUSSION:
Sealed bids in accordance with State statutes, City ordinances, and purchasing procedures
were publicly read and the results are attached to this memo.
BUDGET/STAFF IMPACT:
Funds for the acquisition of materials and services have been budgeted in various capital
projects within the Sales Tax Capital Improvements Fund and Street Fund operating programs.
Attachments:
Bid #22-12 Tabulation
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
CITY OF
FAY ETTEVI LLE
ARKANSAS
BID TABULATION
Bid 22-12, High Performance Cold Mix
*SECONDARY* *PRIMARY*
Bid Deadline: Wednesday, October 27, 2021 at 2:00 PM Atlas Asphalt, Inc. Emery Sapp & Sons dba Hutchens
Construction Company
Total Cost $ 38,000.00 $ 42,000.00
ri Items
-F-
FEted Unit of Unit Total Unit Total
ity Measurement Price Cost Price Cost
High performance Cold Mix - For pick up by the City of Fayetteville from Vendor's location.
#0-1 (*UPM - Mix*) 400 Tons $ 95.00 $ 38,000.00 $ 105.00 $ 42,000.00
*NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City officials.
CITY OF
FAYETTEVILLE
ARKARSAS
Bid 22-12, High Performance Cold Mix
Project Overview
Project Details
Project Name I Bid 22-12, High Performance Cold Mix
Project Owner Amanda Beilfuss
Project Type ITB
Department I Purchasing
The City of Fayetteville is accepting bids from properly licensed
Project Description professionals to bid on the annual bulk material bids. 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
Emery Sapp & Sons dba Hutchens Construction Company
Score
N/A
CI Ty OF
FAYETTEVILLE
ARKAKSAS
Seal status
Requested Information
Bid Document - (Completed &
Signed)
W-9 Form
Arkansas Secretary of State
Filling #
Plant Location for Pickup by
City Staff or Its Designee
Bid 22-12, Bid Table (BT-
15MO)
Conflict of Interest
Unsealed on Unsealed by
Oct 27, 2021 2:20 PM CDT Amanda Beilfuss
Oct 27, 2021 2:20 PM CDT Amanda Beilfuss
Oct 27, 2021 2:20 PM CDT Amanda Beilfuss
Oct 27, 2021 2:20 PM CDT Amanda Beilfuss
Oct 27, 2021 2:20 PM CDT 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
Date Signed
Has a Conflict of Interest?
Amanda Beilfuss Oct 27, 2021 2:21 PM CDT No
CITY OF
FAYETTEVILLE
ARKARSAS
Questions and Answers
No messages
CITY OF
FAYETTEVILLE
ARKARSAS
Public Notices
No messages
CITY OP
.� FAYETTEVILLE
ANRANtAt
Submissions
Supplier
Date Submitted
Name
Email
Confirmation Code
Atlas Asphalt, Inc.
Oct 05, 20217:54 AM
David Shetron dshetron@atlasasphaltinc.com
MTY2MDE5
CDT
Emery Sapp & Sons dba
Oct 19, 2021 10:09 AM
Hutchens Construction
CDT
Deanna Martin dmartin@hutchensconstruction.com
MTY4NTk5
Company
CITY OP
.� FAYETTEVILLE
ANRANtAt
Project Criteria
Criteria
Points I Description
Total Base Bid 1 100 pts I Lowest price offered on the Unit
22-12, Technical Specifications ' Pass/Fail Does the bid meet all minimum specifications?
Total 100 pts
CITY OP
.'S FAYETTEVILLE
ANRANtAt
Scoring Summary
Active Submissions
Total Total Base Bid I 22-12, Technical Specifications
Supplier I / 100 pts / 100 pts Pass/Fail
Atlas Asphalt, Inc. 1 100 pts 100 pts ($38,000.00) 1 Pass
Emery Sapp & Sons dba Hutchens 90.48 pts 90.48 pts ($42,000.00) Pass
Construction Company
.� �AYETTEVILLE
ARKAKfA9
Proposal Score Comments
Atlas Asphalt, Inc. - Scoring Comments
Total Base Bid - Reviewer Scores
Reviewer
Amanda Beilfuss
Score
100 pts ($38,000.00)
22-12, Technical Specifications - Reviewer Scores
Reason
Comments
Located 4 hours away
Reviewer Score Reason Comments
Amanda Beilfuss Pass Meets the requirement(s) Located 4 hours away
CITY Op
rFI PAYETTEVILLE
ANRANRAN
Emery Sapp & Sons dba Hutchens Construction Company - Scoring Comments
Total Base Bid - Reviewer Scores
Reviewer Score
Amanda Beilfuss 90.48 pts ($42,000.00)
22-12, Technical Specifications - Reviewer Scores
Reviewer
Score
Reason Comments
[Primary Supplier
Reason
Comments
Amanda Beilfuss Pass Meets the requirement(s) Primary Supplier
AdCITY OF
WMQ FAYETTEVILLE
ARKANSAS
Signatures
Name
Signatures
Amanda Beilfuss Digitally signed by Amanda
(Project Owner) Amanda Beilfuss Beilfuss
Date: 2021.11.08 14:15:50-06'00'
Amanda Beilfuss Digitally signed by Amanda
(Evaluator) Amanda Beilfuss
Beilfuss
Date: 2021.11.08 14:16:12-06'00'
Andrea Foren
(Evaluator)
Andrea
Foren
Digitally signed
by Andrea Foren
Date: 2021.11.30
16:57:17-06'00'