The URL can be used to link to this page

Home My WebLink AboutOrdinance 4172 ORDINANCE NO, 417 2 AN ORDINANCE WAIVING THE REQUIREMENTS OF COMPETITIVE BIDDING FOR EASEMENT PREPARATION AND FIELD NEGOTIATION ASSISTANCE FOR WATER/SEWER RELOCATION ON HIGHWAY 265 . 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 easement preparation and field negotiation assistance for water/sewer relocation on Highway 265 for the reason that said requirements are neither practical nor feasible. Field Services Co., is the only organization within a 120 mile radius that has personnel immediately available and it is necessary to start acquisition immediately in order to meet the construction schedule. C SED AND APPROVED this �`" day of July 1999. APPROVED: 1 By: ?'l�hc� .f "two. I ' Fred Hanna, Mayor ATTEST: By: Heather Woodruff, City Clerk STAFF REVIEW FORM RECEIVED X AGENDA REQUEST ' CONTRACT REVIEW JUN 2 1 1999 GRANT REVIEW CITY OF FAYETTEviLLE CITY CLERK'S OFFICE For the Fayetteville City Council meeting of July 6. 1999 FROM: Ed Connell Eneineerine Public Works 1�Tnmr mn�v n ter.^rhnmt ACTION REQUIRED: Bid Waiver for a local company, Field Services Company, to provide immediate easement preparation and field negotation assistance to city staff for water/sewer relocation on Hwy 265; Upset cost Limit of $23, 100.00. COST TO CITY: $ 23 100 $3.999559 Hwy 265 Water/Sewer Relocation Cost of this Request Category/Project Budget Category/Project Name 5400-5600-5808.00 $ 588,603 Account Number Funds Used To Date Program Name 97043-30 $3,410,956 Water/Sewer Project Number Remaining Balance Fund BUD ET REVIEW: X Budd Item/^ _ Budget Adjustment Attached Rn a nor motor A mmcirafive Crrvrrc Tlir .tnr i CO RACT/G 1T/L ASE REVILE GRANT ENCY: A noting aoager Datil, to r orDath i 99 t ttom ate oor orator Date (0- IA `01 Purchasing Officer Date STAFF RECOMMENDATION: Approval of Bid Waver such that personnel of Field Service Company can begin assisting City staff at the earliest possible date and hopefully meet the projected deadlines. �� tsion ea Date Cross Reference - AP9? New Item: Yes X No artmen for mate IAA n Prev Ord/Res #: Admuu§jrative Services Director ate IV/ Contract Date: Major ate FAYETTEVI LLE - THE CITY OF FAYETTEVILLE, ARKANSAS ' DEPARTMENTAL CORRESPONDENCE i June 11 . 1999 TO: Jerry Rose. Citv Attomev THRU: Charles Venable. Public Works Director eled Jim Beavers, City EngineerL FROM: Ed Connell, Land Agent RE: Bid Waiver Easement Preparation and Negotiations Water/Sewer Relocation — Highway 265 (Crossover Rd.) Field Services Company By virtue of the attached letter, the land agents office has been informed that it will be necessary to prepare and negotiate between 50 and 55 Water/Sewer easements by September, 1999. Accordingly, it becomes imperative that the city engage an outside consultant and negotiator to assist in these efforts. It is further imperative that the outside assistance be brought on board as soon as possible if there is to be any hope of meeting the schedule as outlined in the attached letter. Field Services Company, a local easement and right of way procurement organization, has worked with the city on many occasions in the past, and has indicated to us that one or more individuals would be made available to us on a timely manner. This office has estimated the following outside requirements for this project: Total Project Man-hours: 55 parcels @ 20 man-hours/parcel = 1100 man-hours City Land Agents and Preliminary Assistance: 55 parcels @ 7 man-hours/parcel = 385 man-hours (2. .4 man-months) Outside Assistance: 55 parcels @ 13 man-hours/parcel = 715 man-hours(4. 5 man-months) Field Services Co. , being a local company, is the only organization of this nature within a 120 mile radius that has personnel immediately available to us for this purpose. Personnel are familiar with the City requirements, their rates are reasonable and in most cases considerably below other concerns which have to bring people in from outside Northwest Arkansas. If this easement preparation and negotiations assistance project must go to bid, we anticipate at least six weeks of delay in advertising for bids, receiving and evaluating bids, selecting and Jerry Rose Easement Preparation & Negotiations Bid Waiver Page 2 negotiating a contract and getting people into the Fayetteville area to begin the work if a contractor from outside the area is selected. This request of the City Council is for a bid waiver on this project such that the City can bring in Field Services Co. people as soon as possible to assist City staff in getting this project under way. The work by Field Services Co. will be performed on an hourly basis at a rate of $26.25 plus expenses at cost( mileage, meals, lodging, telephone, etc) under the terms of a City Purchase Order. Some Field Service personnel may come from the Ft. Smith area. The following represents an upset limit on this project: 715 man-hours @ $26.25/m-h = $18,768. 75 Expenses, Est. @ 12.0% = 21231 .25 Subtotal $21 ,000.00 Contingency, 10% 2. 100.00 Total Upset Limit $232100. 00 FT IELDSERVICES COMPANY 5800 Duncan Road Fort Smith,.Arkansas 72903 (501) 452-3434 Mr. Ed Connell C/O City of Fayetteville 113 West Mountain Fayettevile, AR 72701 . Re: Field Services Co. Dear Ed : Effective 1 January, 1999 the Field Services working 'day rate has changed from $204.00 to $210.00. The mileage rate remains the same : @ $.31/mile. All. other reimbursable expenses will be billed at cost, Should .you have any questions, let me know. Respectfully, William H . Cook, Jr. Field. Services Co: ,Own F YETTEVILLE J�II�I Q� p THE CITY OF FAYETTEVILLE, ARKANSAS June 2, 1999 Bob Tyler Utilities/ROW Arkansas Highway and Transportation Department P.O. Box 2261 Little Rock, Arkansas 72203 Re: Highway 2655 widening from Highways 16 to 45, AHTD Job 004999 (Utilities). Dear sir, /-< ele� The following schedule is proposed for the water and sanitary sewer relocations: (1 ) From Highway 16 to approximate station 46+00, Deerpath Estates: proposed advertisement date - August 29, 1999 proposed bid opening date - September 15, 1990 proposed construction start date - October 1 , 1999 proposed construction completion date - December 20, 1999 (2) From approximate station 46+00, Deerpath Estates to Highway 45 : proposed advertisement date - October 3, 1999 proposed bid opening date - October 20, 1999 proposed construction start date - November 15, 1999 proposed construction completion date - May 30, 2000 If you need any additional information please call. Thank you, Charles Venable, Public Works Director cc: Fred Hanna, Mayor, City of Fayetteville Jim Beavers, City Engineer Tom Harris, RJN 110 WESTMOUNTAIN 72701 501521 -7700 FAX 501 575.8257 FAYETTEVILLE THE CITY OF FAYETTEVIEEE. ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Ed Connell, Engineering From: Heather Woodruff, City Clerk Date: July 13, 1999 Attached is a copy of the ordinance approving a bid waiver for easement preparation and field negotiation assistance with Field Services Company for your records. The original will be microfilmed and filed with the City Clerk. CC. File Yolanda Fields, Internal Auditor s