HomeMy WebLinkAboutOrdinance 4149 ORDINANCE NO, 4 1 49
AN ORDINANCE WAIVING THE REQUIREMENTS OF
COMPETITIVE BIDDING FOR EARTH WORK, GRADING
AND SUBGRADE WORK ON THE SECTIONS OF STEELE
BOULEVARD AND VAN ASCHE THAT THE CITY
PREVIOUSLY AGREED TO COST-SHARE.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1 . That the City Council hereby waives the requirements of competitive
bidding for earth work, grading and subgrade work on the section of Steele Boulevard and Van
Asche that the City previously agreed to cost-share, for the reason that said requirements are
neither practical nor feasible. Nanchar, Inc. and Marjorie S. Brooks and the owners of the real
property and the developers of CMN BUSINESS PARKE II, and will be providing all labor,
materials, and equipment for a variety of road projects, only a portion of which the City is
participating in.
PASSED AND APPROVED this 23`d day of March , 1999.
APPROVED:
By:
Fred Hanna, Mayor
ATTEST:
By:
Heather Woodruff, City fferk
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FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Jim Beavers, City Engineer
From: Heather Woodruff, City Clerk
Date: March 29, 1999
Attached is a copy of the ordinance waiving the bidding requirements for the cost-share of Steele
Boulevard and Ban Asche for your records. The original will be microfilmed and filed with the
city clerk. Your purchase requisition has been forwarded the internal auditor for a contract
number.
CC. Internal auditor
File
STAFF REVIEW FORM
x AGENDA REQUEST pp �� 77�� �7ryy �+
CONTRACT REVIEW 1�llECROPULMIED
GRANT REVIEW
For the Fayetteville City Council meeting of March 16 , 1999
FROM *
Jim Beavers Engineering Public Works
Name Division Department
ACTION REQUESTED :
Approval of the 50 / 50 cost share and a formal bid waiver to allow the City
to cost - share with the developer ( CMN ) and the developer to acquire the work
through private bidding and/or negotiations for the site preparation ,
grading , drainage , earthwork , etc . . . as necessary to construct the street
subgrade of the proposed streets . See attached memorandum .
COST TO CITY :
$ 176 , 243 $ 300 . 000 Cost share
Cost of this Request Category/ Project Budget Category/ Project Name
4470 - 9470 - 5809 - 00 - 0 - Street Impr .
Account Number Funds Used To Date Program Name
99029 - 0020 $ 300 . 000 Sales Tax
Project Number Remaining Balance Fund
BUD ET IEW : X Budgeted Item Budget Adjustment Attached
Budg t Coordinator Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW : GRANTING AGENCY :
/r"( J moi, ��ury a as 9y
Acco ti lgr nage r Date A Coordinat(ij Date
City Attorn Date ternal Auditor Date
Purchasing Officer Date
STAFF RECOMMENDATION : Approval .
a s4 1
JnionHea G
Date Cross Reference
L (Zoa—�
34-4 ( New Item : NO
partm D ' ector l 11 NDate
Prev Ord/Res # October 6 . 1998
Adnin ' rav ervices Director to
Orig Contract Date :
May r Date
rage c
STAFF RMEA PORM
Descriotion Meeting Date
Coaents: Reference Cments:
Budget Coordinator
Accounting Manager
City Attorney
Purchasing officer
ADA Coordinator
Internal Auditor
FAYETTEVI LLE
THE CITY OF FAYETTEVILLE. ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Fred Hanna, Mayor
Thru: Charles Venable, PW Director
Don Bunn, Asst. PW Director
From: Jim Beavers, City Engineer
Date: 23 February 99 �o
Re: Agenda Request - City Council Meeting of March 16, 1999.
Proposed bid waiver and cost-share with NANCHAR, INC. And Marjorie S . Brooks (CMN) for the
earth work, grading and subgrade work on the sections of Steele Boulevard and Van Asche of which the
City has previously agreed in principal to cost-share.
The City Council has previously agreed to cost share in the construction of Steele Boulevard from Joyce
Boulevard south to Van Asche Drive (approximately 2550 feet less approximately 200 feet for the new bridge)
and Van Asche Drive from Steele Boulevard west to the phase line of phase one (approximately 340 feet).
The City's Council 's approval of the preliminary plat on October 6, 1998 is the basis for the proposed " 50/50"
cost share. The cost-share agreement does includes all of the construction necessary for the boulevard street,
including the 20 ft. median sections and turn lanes.
The attached letter dated February 18, 1999 from Milholland Company also states "as previously approved by
the City Council, invoices for all items shall be split 50/50 between the City of Fayetteville and the Owners
(Nanchar, Inc. and Marjorie S. Brooks)."
The quantities and cost estimate furnished by Milholland are considered reasonable. The estimate of costs for
the earth work, without areas of undercutting totals $292,486.25 . It is our understanding that undercutting and
stone fill as much as $60,000.00 which would result in a total costs of $352,486.25(estimated) of which the
City's share would be approximately $ 176,243 . 13 .
The final costs to the City will be based upon actual costs as documented by Milholland Company and subject
to City review. The costs to the City will not exceeded the estimated costs without additional authorization.
Please note that this request is for the earthwork, grading and subgrade portion of construction only. The base,
curb and gutter, paving and street drainage requirements and the bridge over Mud Creek will be separate agenda
items. Estimates are not currently available for these items.
Action requested:
1 . Approval of the "50/50" cost share which will include all of the construction necessary for the completion of
the two 28 ft. street sections, medians, turn lanes, sidewalks and grading and street drainage for Steele
Boulevard from Joyce Boulevard south to Van Asche Drive and Van Asche Drive west from Steele Boulevard
to Gregg Avenue. The City will not cost share in any engineering or planning costs.
The section of Van Asche Drive from Steele Boulevard west to the phase one boundary is included in this cost
estimate. The section from the phase one boundary west to Gregg Avenue is not included in this estimate.
The Steele Boulevard bridge will be a "50/50" construction cost share with a separate agenda request presented
to the City Council after the bridge has been designed and bids taken, approximately May 1999.
The curb and gutter, base and surfacing, sidewalks and street drainage of Steele Boulevard and the short section
of Van Asche Drive will be presented to the City Council after bids are taken. This will probably be in late
1999 or early 2000.
2. Approval of a bid waiver to allow the City to cost-share with the developer and the developer to acquire the
work through private bidding and/or negotiations for the site preparation, grading, drainage, earthwork , etc. .. as
necessary to construct the street subgrade of the proposed streets estimated to be $ 176,243. 13 (City share). The
City's final share shall be based upon actual costs and shall not exceed the estimated costs without approval by
the Mayor and/or City Council as applicable for the funding threshold.
Encl:
Vicinity Map
Letter from Milholland dated February 18, 1999
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engineeringSur✓eyinq REGISTRATIONS:
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Guy A. IYashhurn, PE
.lames F. Koch, El
February 18, 1999
Mr. Jim Beavers, P.E. , City Engineer
City of Fayetteville
113 W. Mountain St.
Fayetteville, AR 72701
RE : CMN BUSINESS PARKE II, PHASE I
ESTIMATE OF EARTHWORK VOLUMES
Dear Jim :
We have estimated the Earthwork Volumes and Estimated Cost for locations where the City of
Fayetteville will be cost sharing with the developer. The locations are on Steele Boulevard from
Sta. 13+00 (Intersection of Steele and Van Asche) to Sta 39+01 .54( South side of Joyce St.) and
Van Asche Drive Sta. 0+00(Same location as Sta. 13+00 above) to -5+00 ( West boundary of
Phase 1 ). The Stripping Volume shown is for areas where the fill depth is less than a 4 V .F. ; this
Stripping Volume has been added to the Neat Line Fill Volume required . It is not anticipated
that any cut material will be used in the fill areas.
The individual street volumes are as follows :
Steele Boulevard A. Neat line Cut . . . . . . . . . . . . . . . . . . . . . 5,814 CY
B . Neat line Fill, Including Stripped Area . 38,451 CY
C. Stripping (cut) . . . . . . . . . . . . . . . . . . . . . 3 ,437 CY
Van Asche Drive A. Neat Line Cut . . . . . . . . . . . . . . . . . . . . . . 3 ,445 CY
B. Neat Line Fill . . . . . . . . . . . . . . . . . . . . . . . 204 CY
Summary of Estimated Volumes of Earthwork to neat line and stripping line :
A. Neat line, Cut to waste or stockpile(scraper) . . . . . . . . . . . . . 19,259 CY
B. Neat line, Fill required (Offsite Borrow Pit) . . . . . . . . . . . . . . 38,655 CY
C. Stripping, Cut to Stockpile (scraper) . . . . . . . . . . . . . . . . . . . . 3 ,437 CY
2051Yest Center Street, Fayetteville, Arkansas 72701 , Phone: (501 ) 1143-4724, Pax: (501) 11,13-11707; E-mail milhollandco@junn.com
Mr. Jim Beavers, P.E., City Engineer
February 18, 1999
Page Two (2)
The Estimated Cost based on the above Summary of Earthwork Volumes is as follows:
A. Cut to Waste or Stockpile(scraper or truck) : 19,259 CY @ $3 .00/ CY. . . . . . . . . . . . . . . . . ..$ 57,777.00
B. Fill (furnish and install from Offsite Borrow Pit) : 34,655 CY @$5 .00/CY. . . . . . . . . .$ 173,275 .00
C. Borrow(Fixed Material Cost): 34,655 CY @$ 1 . 50/CY. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$51 ,982 . 50
D. Cut to Stockpile(scraper stripping) : 3437 CY @ $2 . 75/CY. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$ 9,451 .75
Estimated Total Cost.. . .. . . . . . . .. . .. . . . . . . . . . . . . . . . . . . .. . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .$ 292,486.25
Undercut below neat/strip line is anticipated and will increase the amount of fill required. Prior to
first lift of borrow material , surge rock or other means of bridging will be required in selected
areas. The decision to incorporate bridging procedures will be done in the field based on
recommendations by the Geotechnical Engineer.The price of Fill material (item B above)
includes all material testing and all "in place" construction costs
The owners respectfully request the City Council to waive City procedures for bidding the above
and allow Millholland Company, Engineer' s for the owner, to either take competitive bids or
negotiate contract prices.
As previously approved by the City Council , invoices for all items shall be split 50/50 between
the City of Fayetteville and the Owners( Nanchar, Inc. and Ms. Marjorie S . Brooks).
Your assistance and immediate attention to this matter will be greatly appreciated.
Sincerely,
Melvin L. Milholland, P,E.,R.L. S .
cc : file(E-526/docs/eitydirt.wpd)
Charlotte S. Steele
Marjorie S . Brooks
Nancy S. Rubeck
Jim Irwin
Micki Harrington, Esq.
Charles Venable, P.E.
205 West Center Street, Fa}ette0lle, Arkansas 75701 , Phone: (500414.3-117211, Fat: (501 ) ,143-4707; 1,mail: milhollandco@juno.com