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Home My WebLink About304-22 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 304-22 File Number: 2022-201 2023 TRANSPORTATION DIVISION ASPHALT MATERIALS: A RESOLUTION TO AUTHORIZE THE PURCHASE OF ASPHALT MATERIALS FOR USE BY THE TRANSPORTATION DIVISION ON AN AS NEEDED BASIS THROUGH THE END OF 2023 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 2023. 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 through the end of 2023, 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 December 20, 2022 Attest: ��V'13z ; �, ►1rjrj4 r Kara Paxton, City Cl rk Treasurer Page 1 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Text File File Number: 2022-1108 Agenda Date: 12/20/2022 Version: 1 Status: Passed In Control: City Council Meetinq File Type: Resolution Agenda Number: A.10 2023 TRANSPORTATION DIVISION ASPHALT MATERIALS: A RESOLUTION TO AUTHORIZE THE PURCHASE OF ASPHALT MATERIALS FOR USE BY THE TRANSPORTATION DIVISION ON AN AS NEEDED BASIS THROUGH THE END OF 2023 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 2023. 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 through the end of 2023, 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 1212112022 Terry Gulley Submitted By City of Fayetteville Staff Review Form 2022-1108 Legistar File ID 12/20/2022 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 11/21/2022 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 2023. 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 20, 2022 TO: Mayor and City Council THRU: Chris Brown, Public Works Director Susan Norton, Chief of Staff CITY COUNCIL MEMO FROM: Terry Gulley, Assistant Public Works Director - Operations DATE: November 21, 2022 SUBJECT: A RESOLUTION TO AUTHORIZE THE PURCHASE OF ASPHALT MATERIALS FOR USE BY THE TRANSPORTATION DIVISION ON AN AS NEEDED BASIS THROUGH THE END OF 2023. 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 2023. 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 23-07, Asphalt Materials Tabulation Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 CITY OF FAYETTEVILLE ARKANS ARKANSAS BID TABULATION Bid 23-07, Asphalt Materials - Quarter 1 DEADLINE: Wednesday, November 2, 2022 at 2:00 PM SECONDARY PRIMARY Emery Sapp & Sons, Inc. dba Hutchens APAC-Central, Inc. Construction Company $912,750.00 $1,045,230.00 Total Line If Description CITY UOM Unit Extended Unit Extended Section 1: Type 2 Surface $372,000.00 $511,000.00 1.1 Asphalt Concrete Hot Mix Surface Course Type 2, per AHTD 1996 Specifications, PG 64-22, With Millings and Shingles Allowed (RAP/RAS) 3000 Ton No Bid $69.00 1.2 Asphalt Concrete Hot Mix Surface Course Type 2 per AHTD 1996 Specifications, PG 64-22, With Millings Only (RAP) 2000 Ton $91.00 $72.00 1.3 Asphalt Concrete Hot Mix Surface Course Type 2 per AHTD 1996 Specifications, PG 64-22, No Millings or Shingles (Virgin) 2000 Ton $95.00 $80.00 Section B: Type 2 Binder $43,500.00 $36,000.00 2.1 lAsphalt Concrete Hot Mix Binder Course Type 2 per AHTD 1996 Specifications, PG 64-22, With Millings or Shingles (RAP/RAS) 500 Ton $87.00 $72.00 Section C: Superpave Surface 9.SMM $101,500.00 $170,500.00 3.1 Asphalt Concrete Hot Mix Course 9.5mm as per AHTD 2014 Specifications, PG 64-22, With Millings or Shingles (RAP/RAS) 1000 Ton No Bid $83.00 3.2 Asphalt concrete Hot Mix Course 9.5mm as per AHTD 2014 Specifications, PG 64-22, With Millings Only (RAP) 500 Ton $99.00 $86.00 3.3 Asphalt concrete Hot Mix Course 9.5mm as per AHTH Specifications, PG 70-22, With Millings Only (RAP) 500 Ton $104.00 $89.00 Section D: Superpave Surface 12.5MM $209,000.00 $176,000.00 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 $85.00 4.2 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications, PG 64-22, With Millings Only (RAP) 500 Ton $96.00 $82.00 4.3 Asphalt concrete Hot Mix Surface Course 12.5mm as per AHTD 2014 Specifications, PG 70-22, With Millings Only (RAP) 500 Ton $101.00 $87.00 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 $110.00 No Bid 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 $111.00 $98.00 Section E: Other Items $186,750.00 $151,725.00 5.1 Asphalt concrete Hot Mix Surface Course 4.75mm as per AASHTO recommendation, PG 64-22, No Millings or Shingles (Virgin) 1500 Ton $109.00 $89.00 5.2 Tack Oil (IN GALLONS) 2500 Gallon $9.00 $7.00 5.3 START UP PRICE FOR PLANT- Estimated One (1) Event Each Year 1 LS $750.00 $725.00 5.4 Delivery - Cost per Ton 4500 Ton No Bid No Bid Section F: Asphalt Millings for Sale - Through 12/31/2023 $5.00 6.1 Asphalt Millings (Picked Up By Vendor From City of Fayetteville) 1 Ton No Bid No Bid 6.2 Asphalt Millings (Delivered To Vendor at Convenience of City Staff) 1 Ton No Bid $5.00 Where is the plant location address? Puppy Creek Road Springdale Asphalt Plant (SOAP) 17137 Pleasure Heights Road, Springdale, AR What is the maximum guaranteed wait time to load? 45 minutes 15 min. NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City Officials. Amanda Beilfuss Digitally signed by Amanda Beilfuss Date: 2022.11.04 14:09:59-05'00' Amanda Beilfuss, Sr. Purchasing Agent Les McGaugh Digitally signed by Les McGaugh 7 Date: 2022.11.18 11:14:03-06'00' Les McGaugh, Purchasing Director