HomeMy WebLinkAboutPW13-181 - Original - City of Kent - Request for Waiver for Annual Purchase of Asphalt Pursuant Administrative Policy 1.1 - 03/15/2013 CITY OF KENT
LAW DEPARTMENT
CIVIL DIVISION
220 4"Avenue South
Kent, WA 98032
KENT Fax 253-856-6770
WASHINGTOH
PHONE: 253-856-5770
Memo
To: Suzette Cooke, Mayor
From: Tim LaPorte, Public Works Director
Date:
Re: Request for Waiver Pursuant to City of Kent Administrative Policy 1.1
For the annual purchase of asphalt for use involving work by city forces
The City's Public Works Department is requesting you waive the procurement requirements set
forth in Administrative Policy 1.1 for the purchase of asphalt for the 2013 year for use involving
work performed by city forces.
In the past, the city purchased asphalt products in various amounts throughout the year
for work performed by city forces. In some cases, the amount purchased exceeded the
limits in which the city's procurement policy authorized and work was stalled until a
contract could be executed.
The Public Works Department is unable to enter into an annual contract for asphalt
products since vendors are not able to guarantee prices of asphalt, due to the frequent
fluctuation in prices for oil. In consultation with the Law Department, the Public Works
Department has determined that the most practical approach would be to waive the
procurement code requirements and ask council to authorize the Mayor or the Public Works
Director, or his designee, to purchase asphalt on an as-needed basis for the remainder of
2013.
Purchases may be waived by the mayor upon a finding that either the materials, supplies,
equipment, or services are subject to special market conditions, facilities, or would otherwise
not be practicable or in the city's best interest under the circumstances, in which instances the
purchase may be best established by direct negotiation. KCC 3.70.080.
Depending on the location of the job and the best price available, asphalt will likely be
purchased from either Lakeside Asphalt or ICON. The estimated, annualized cost to purchase
asphalt for street overlays and repairs performed by city Public Works staff is approximately
$200,000.
If you approve of this waiver under City of Kent Administrative Policy 1.1, the Public Works
Department requests that you indicate your approval by signing below.
ze e Co ke, Mayor
te: 3 iS
REQUEST FOR MAYOR'S SIGNATURE
KENT Please Fill in All Applicable Boxes
Reviewed by Director
Originator's Name- Chad Bieren De t/Div. Public Works Extension: 5534
Date Sent: March 14, 2013 Date Required: March 15, 2013
Return to: Chad Bieren CONTRACT TERMINATION DATE: 12/31/13
VENDOR: DATE OF COUNCIL APPROVAL: 04/02/13
ATTACH THE COUNCIL MOTION SHEET FOR THE MAYOR - if applicable
Brief Explanation of Document:
Request for Waiver pursuant to city of Kent Administrative Policy 1.1 for the annual
purchase of asphalt for use involving work by city forces.
All Contracts Must Be Routed Through The Law Department
(This area to be completed by the Law Department)
Received:
Approval of Law Dept.: (D " D
Law Dept. Comments: JAR 14 Z013 ,s �.
T. �
K E NT 1_,AW DES'T LIAR I
Date Forwarded to Mayor: City Of Kent
Shaded Areas To Be Completed By Administration Staff
Received:
Recommendations and Comments:
Disposition:
Date Returned: