HomeMy WebLinkAboutOrdinance 4158 ORDINANCE NO1+ 15 8
AN ORDINANCE APPROVING A COST SHARE AGREEMENT, ,
IN THE AMOUNT OF $30Q129, FOR CONSTRUCTION OF
CLIFFS BOULEVARD AND HAPPY HOLLOW EXTENSION
SOUTH OF CLIFFS BOULEVARD WITH JIM LINDSEY AND
BILL UNDERWOOD; A BUDGET ADJUSTMENT; AND
WAIVING THE REQUIREMENTS OF COMPETITIVE BIDDING
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1 . That a cost share agreement is hereby approved in the amount of $300, 129
for construction of Cliffs Boulevard and Happy Hollow extension south of Cliffs Boulevard with
Jim Lindsey and Bill Underwood. A copy of the cost share agreement is attached hereto as Exhibit
"A" and made a part hereof.
Section2. That a budget adjustment is hereby approved. A copy of the budget
adjustment is attached hereto as Exhibit `B" and made a part hereof.
Section 3 . That the City Council hereby waives the requirements of competitive bidding
for the construction of Cliffs Boulevard and Happy Hollow extension south of Cliffs Boulevard that
the City hereby agrees to cost-share in, for the reason that said requirements are neither practical nor
feasible. Jim Lindsey and Bill Underwood are the owners and developers of the Cliffs Phase II, and
will be providing all labor, materials, and equipment for construction of the road.
PASSED AND APPROVED this 20d' day of April 1999.
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APPROVED:
°" • " p" i ( /
Fred Hanna, Mayor
k
ATTEST:
By: zo
Heather Woodruff, City C e c
STAFF REVIEW FORM
x AGENDA REQUEST
CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville City Council meeting of April 6 . 1999
PRIM
Jim Beavers Engineering Public Works
Name Division Department
ACTION REQUESTED :
Approval of a budget adjustment , cost share and bid waiver in the amount of
$ 300 , 129 . 00 for construction of Cliffs Boulevard ( phase 2 ) and Happy Hollow
extension south of Cliffs Boulevard with the developer ' s of the Cliffs PUD .
COST TO CITY :
$ 300 . 129 * 0 Cliffs 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
95028 - 0020 0 Sales Tax
Project Number Remaining Balance Fund
* Estimated costs - please see memorandum
BUDGET REVIEW : Budgete Item X Budget Adjustment Attached
3 r8 9f66 ,0 . C �
B dget Coordinator Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW : GRANTING AGENCY :
Accou ting Man er Date AD Coordinator Date
C ' ty Attorne Date Irnal Auditor Date
Purchasing Officer Date
STAFF RECOMMENDATION : Approval of a budget adjustment , cost share and bid
waiver in the amount of $ 300 , 129 . 00 for construction of Cliffs Boulevard
and Happy Hollow Road extension .
3 /899
i ' on Head Date Cross Reference
u 3�Z C01,4 /C New Item : Yes
D. artme D ' rector Date
' Prev Ord/ Res k '
A in n ' strativ Services Director Date
3L;.�I� ' Orig Contract Date :
hla or Date
Page 2
MU RMEW PORN
Description C � • �� 5 �S� Sh3fZ.
Meeting Date<•
Conents: Reference Cments:
Budget Coordinator
Accounting Manager
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�ti rrKJ 6 til itGt o/ - �e1 x ("i.,.
City Attorney
Purchasing Officer
ADA Coordinator
Internal Auditor
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City of Fayetteville, Arkansas
Budget Adjustment Form
Budget Year Department: Public Works Date Requested Adjustment 0
1999 Division: Engineering April 6 , 1999
Program: Sales Tax Capital
Project or Item Requested: Project or Item Deleted:
$ 300 , 129 to reinitiate the Cliffs $ 300 , 129 from the Use of Fund
Boulevard Cost Sharing Capital Project . Balance Account .
I
Justification of this Increase: Justification of this Decrease:
The funding is needed to move ahead the Sufficient funding remains in the
Cliffs Boulevard Cost Sharing Project Sales Tax Fund to comply with City
which was originally planned for approved Policy .
in 2001 .
i
Increase Expense (Decrease Revenue)
Account Name Amount Account Number Project Number
Street Improvements 300 , 129 4470 9470 5809 00 95028 20
Decrease Expense (Increase Revenue)
Account Name Amount Account Number Project Number
Use of Fund Balance 300 , 129 4470 0947 4999 99
Approval Signatures Budget Office Use Only
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L'nator` 3 ' Date Date of Approval
rector Date Posted to General Ledger
mn. sicesDire ' u Posted to Project Accounting
Alayu uc Entered in Category Log
Blite Copy: Midget & Research / Yellow Copp: Requester D?DArAVORMAVO-AWD/FJ 15.%VK4
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1 AYETTEVILLE ��TiOS
THE CITY OF FAYETTEVILLE. ARKANSAS
April 29, 1999
Mr. William G. Underwood
611 West Dickson
Fayetteville, AR /72701
Dear Bill:/-jzTJ
Enclosed is a copy of the information Ie on hand regarding the agreement reached between
you and the City Council on April 20, . As can be seen, there are some differences in the
information we had at the time of the council meeting and what AHTD has now furnished us.
The AHTD should be contacting you shortly if they have not already. It appears they will pay
you the $ 15, 550 if this is the agreed to figure. You in turn will pay the City $31 ,549.35 . The net
will be $ 15,999. 35 rather than the $ 15,211 . 85 we discussed at the time of the council meeting.
We will then bill you for the sidewalks after the contract has been awarded for the widening of
Highway 265 .
If you have any questions regarding this, please do not hesitate to contact me.
Yours truly, -
Charles Venable
Public Works Director
CV: msm
enclosure
113 WEST MOUNTAIN 72701 501521 -7700
FAX 501 575-8257
F , ,
Original based on information Bill Underwood furnished in his letter to the City Council dated
March 27, 1999.
AHTD Offer $ 17, 125 .00
City Impact Fee 47, 548 . 70
An Agreement was reached on April 20, 1999, to split the offer and the fee and add the sidewalk
costs for Phase 11 of the Cliffs.
This amounted to:
AHTD Offer $ 17, 125/2 = $ 8, 562. 50
City Impact Fee $47, 548. 70/223 -774.35
74.35
Net due from Underwood $ 151211 . 85
Plus cost not to exceed sidewalk = $ 3 -300.00
220' @ $ 15
TOTAL DUE $ 18
However in checking with AHTD, the offer made to Mr. Underwood was as follows:
Original offer from AHTD
Tract 37 (0. 14 acre) $ 11700. 00
Tract 37E 125 . 00
Tract 39 ( 1 .27 acres) 15250.00
TOTAL $ 17A75 .00
Since these offers were made, they have been revised as follows by AHTD :
Tract 37 has been changed by AHTD
to require no R/W $ 0.00
Tract 37E has been revised to 375 .00
Tract 39 has been revised to 15 . 175 . 00
AHTD will pay Underwood total $ 15 . 550.00
1/2 $ 15, 550. 00 = $ 71775 .00
1 /2 $471548 . 70 23 ,774. 35
Due from Underwood $ 1i 549 3�
Net to City = $31 , 549. 35
minus 15 , 550. 00
$ 15 ,999.35
plus sidewalk 3 . 300.00
TOTAL $ 9
FAYETTEVILLE
THE CITY OF FAYETTEVIEEE. ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Jim Beavers, City Engineer
From: Heather Woodruff, City Clerk
Date: April 27, 1999
Attached is a copy of the ordinance approving the cost share agreement for Cliffs Boulevard for
your files. The original will be microfilmed and filed with the city clerk.
cc. Internal Auditor
Public Works Director
Budget and Research
r o �D 4� 15 �
STAFF REVIEW FORM
x AGENDA REQUEST '
CONTRACT REVIEW
GRANT REVIEW MICROFILMED
For the Fayetteville City Council meeting of April 6 , 1999
PRnM
Jim Beavers Engineering Public Works
Name Division Department
ACTION REQUESTED :
Approval of a budget adjustment , cost share and bid waiver in the amount of
$ 300 , 129 . 00 for construction of Cliffs Boulevard ( phase 2 ) and Happy Hollow
extension south of Cliffs Boulevard with the developer ' s of the Cliffs PUD .
COST TO CITY :
$ 300 , 129 * 0 Cliffs 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
95028 - 0020 0 Sales Tax
Project Number Remaining Balance Fund
* Estimated costs - please see memorandum
BUDGET REVIEW : Budgete�/ Item X Budget Adjustment Attached
a6a� 9�
Budget Coordinator Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW : GRANTING AGENCY :
3 8 *
Accou ting Man er Date AD Coordinator Date Gly
Cy Attorney Date I rnal Auditor Date
Purchasing Officer Date
STAFF RECOMMENDATION : Approval of a budget adjustment , cost share and bid
waiver in the amount of $ 300 , 129 . 00 for construction of Cliffs Boulevard
and Happy Hollow Road extension .
(±nLiz:
9Date Cross Reference
J 'zy4 /C New Item : YeS
D artme D � rector Date
M10� Prev Ord/Res #
A in/ ' strativ .S_e-rvice/s Director �Daatte
3oo Orig Contract Date :\
Ma or Date
FAYETTEVI LLE
THE CITY OF FAYETTEVIEEE. ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Fred Hanna, Mayor
Thru: Charles Venable, PW Director
Don Bunn, Asst. PW Director
From: Jim Beavers, City Engineer
Date: 18 March 99
Re: Agenda Request - City Council Meeting April 6, 1999.
Proposed budget adjustment, bid waiver and cost-share in the amount of $300, 129 with the
developers of the Cliffs PUD for the construction of Cliffs Boulevard (Phase 2) and Happy
Hollow Road extension.
Phase 2 of the Cliffs PUD was approved by the Planning Commission on December 14, 1998.
The approval included Cliffs Boulevard as a four lane divided boulevard and Happy Hollow as a
standard four lane street. The approval also stated that " . . .Any proposed cost share for the
construction of the collector streets (Cliffs Blvd. And Happy Hollow Rd.) must be presented to the
City Council for consideration . . . ".
The proposed cost share and construction includes Cliffs Boulevard from the existing end of the
street (Phase 1 ) west to Happy Hollow (approximately 1760 linear feet) and Happy Hollow from
the Cliffs extension south to the Existing Happy Hollow Road (approximately 887 linear feet).
Based upon the information available in 1998, the current CIP has $250,000 for the Cliffs cost
share in the year 2001 . The developers have decided to proceed with their project and the
developers' engineer, Crafton-Tull and Associates have stated that the developers intend to
complete construction of both the Cliffs Boulevard and Happy Hollow in 1999.
A budget adjustment, recommending funding of the cost-share from fund balance is enclosed.
As approved by the Planning Commission, the developers are responsible to construct Cliffs
Boulevard and Happy Hollow as standard 28 ft. two lane streets including drainage, curb and
gutter, standard sidewalks . . . The City is requested to pay for the differences to construct the
four lane Cliffs Boulevard and four lane Happy Hollow including the medians for the boulevard,
additional earthwork and paving, additional length of box culvert . . .
Page 1 of 2
Crafton-Tull and Associates have estimated the costs as:
City $300, 128.79
Developer $464,574.21
Total $7645703.00
The final costs to the City will be based upon actual costs as documented by Crafton-Tull and
Associates subject to review by the City and may, or may not exceed the engineer's estimate.
However, the City's share will not exceed the estimated costs without additional authorization.
Enclosures:
Vicinity Map
Budget adjustment
Memorandum dated October 17, 1995
Letter from CTA dated January 29, 1999
Letter from City dated February 8, 1999
Letter from CTA dated March 12, 1999 (received March 17)
Page 2 of 2