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Home My WebLink AboutOrdinance 4259 ORDINANCE NO. 4259 AN ORDINANCE WAIVING THE REQUIREMENTS OF COMPETITIVE BIDDING FOR THE RECONSTRUCTION OF APPROXIMATELY 240 LF OF SHILOH DRIVE FROM THE EXISTING AHTD RIGHT-OF-WAY EAST TO THE NEW SHILOH DRIVE EXTENSION; APPROVAL OF A CONSTRUCTION CONTRACT WITH MCCLINTON-ANCHOR IN THE ESTIMATED AMOUNT OF $43,300 FOR THE ABOVE DESCRIBED STREET; AND APPROVAL OF A 15% PROJECT CONTINGENCY OF $6,495 FORMATERIAL/CONSTRUCTION TESTING AND VARIATIONS IN FINAL QUANTITIES. 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 the construction of approximately 2401f of Shiloh Drive from the existing AHTD right-of-way east to the new Shiloh Drive extension at the CMN property line, including the radius and intersection of Northwood Ave. The reconstruction is on a segment of street immediately adjacent to the new Shiloh construction and the additional time and costs of bidding the project, including mobilization and earthwork makes a separate design and bid process impractical land unfeasible. Section 2. That the Mayor and City Clerk are hereby authorized to execute a construction contract with McClinton-Anchor in the estimated amount of $43,300 for the street reconstruction described in Section 1 . above. A copy of the contract is attached hereto as Exhibit "A" and made a part hereof. Section 3. That a 15% project contingency of$6,495 for material/construction testing and variations in final quantities is hereby approved. t 4YErr AND APPROVED this 18th day of July , 2000. APPROVED: s f`. ,t, By. F ed Hanna, Mayor ATTEST: By: Heather Woodruff, City C16& dR 0 . �z,59 FAYETTEVA-jLE EXHIBIT A EX Cop THE CITY OF FAYETTEVILLE, ARKANSAS June 15, 2000 Mr. Jim Cole McClinton-Anchor Company P.O. Box 1367 240 North Block Fayetteville, Arkansas 72702 Re: Proposed reconstruction of approximately 240 If of Shiloh Drive from the AHTD right-of-way east to the new Shiloh Drive extension at the CMN property line including the radius and intersection of Northwood Avenue. Dear Sir, This letter shall serve as the formal agreement to be presented to the City Council for consideration for the City of Fayetteville to: 1 . Approval of a bid waiver with McClinton-Anchor, the contractor at CMN, to allow the reconstruction of approximately 2401f of Shiloh Drive from the existing AHTD right-of-way east to the new Shiloh Drive extension at the CMN property line, including the radius and intersection of Northwood Avenue per the plan by Milholland Engineering (sheet E-526, sheet 17, received 06/13/00); 2. Approve this letter contract in the estimated amount of $43 ,300.00 based upon the quote from McClinton-Anchor dated June 12, 2000 (copy attached). If the proposed reconstruction of Shiloh Drive as described above is approved by the City Council, the City agrees to pay the actual and verified construction costs to reconstruct approximately 240 if of Shiloh Drive from the existing AHTD right-of-way east to the new Shiloh Drive extension at the CMN property line west to the AHTD right-of-way, including the radius and intersection of Northwood Avenue per the plans by Milholland Engineering and in compliance with the City' s Street Standards. The design, construction staking, construction inspection and as-built drawings will be furnished by Milholland Company. Material/construction testing will be paid by the owner. A separate formal agreement with Milholland will be presented to the City Council for consideration. If the proposed reconstruction of Shiloh Drive as described above is approved by the City Council such reconstruction should be completed no later than the completion of the adjacent Shiloh Drive extension at the CMN II development west property line. X M Page 1 of 2 113 WEST MOUNTAIN 72701 501 521 -7700 FAX 501 575-8257 . EXHIBIT A The final costs to the City shall be based upon actual quantities verified by the City's Public Works inspector and invoices/tickets/records furnished by McClinton-Anchor and/or Milholland Engineering. Upon final acceptance by the City of the reconstructed Shiloh Drive and the furnishing of invoices/tickets/records from McClinton-Anchor, the City will strive to make payment to McClinton-Anchor within thirty (30) days but cannot guarantee the thirty day schedule. Please note: This is a request for approval of a bid waiver and letter contract only. The Mayor and/or City Council will not normally consider a proposed contract for approval without a formal agreement signed in advance by the contracting parties. Do not proceed with the proposed street reconstruction unless/until the proposed contract is approved by the City Council and a copy signed by the Mayor is furnished to you. If you agree with these provisions please sign the three original letters in the space provided and return all three to me. I will proceed to schedule this on the next available City Council Agenda (July 3, 2000). Should you need any additional information please call me at 575-8208. Thannkk you, /. a4ko Ji Beavers, P.E. City Engineer - //aAA� Approved City of Fayetteville Jim Cole Fred Hanna, Mayor McClinton-Anchor enclosure: Quote from McClinton-Anchor dated June 12, 2000 M X S W Page 2 of 2 NAME OF FILE: Ordinance No. 4259 CROSS REFERENCE: 07/18/00 Ordinance No. 4259 Exhibit "A" (Contract McClinton-Anchor) 06/15/00 Departmental Correspondence to Mayor Hanna thru Charles Venable from Jim Beavers 07/03/00 Staff Review Form 07/19/00 Departmental Memo to Jim Beavers, City Engineer, from Heather Woodruff, City Clerk 07/24/00 Proof of Publication 07/20/01 Departmental Correspondence to Dan Coody, Mayor, thru Greg Boettcher, Public Works Director, from Jim Beavers, City Engineer, regarding change order number one to the construction contract with APAC for the reconstruction of Shiloh Drive & Northwood intersection 05/18/01 Change Order No. 1 05/18/01 Staff Review Form 08/02/01 Departmental Memo to Jim Beavers, Engineering Division, from Heather Woodruff, City Clerk NOTES : FAYETTEVI,LE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Fred Hanna, Mayor Thru: Charles Venable, Public Works Director Contract Review From: Jim Beavers, City Enginee56 Date: June 15, 2000 �JJ Re: Council Meeting July 3, 2000 Proposed improvements to Shiloh Drive between CMN and the AHTD right-of-way Proposed construction contract with McClinton-Anchor Proposed bid waiver Proposed contingency The section of Shiloh Drive between the AHTD right-of-way and the CMN property near Northwood Avenue (approximately 240 10 is failing and needs to be replaced prior to the new section of Shiloh Drive on the CMN property being completed and opened to the public. The Traffic Engineer for the development, Peters and Associates, estimates the ultimate future traffic on this section to be approximately 10,000 vehicles per day. McClinton-Anchor is the contractor for CMN constructing the Shiloh Drive extension, Steel Boulevard, Mall Avenue and Van Asche. Staff recommends a bid waiver and contracting the replacement of Shiloh Drive between the AHTD right-of-way and the CMN property near Northwood Avenue (approximately 2401f) with McClinton-Anchor. The basis for recommendation of the bid waiver is that the reconstruction is on a segment of street immediately adjacent to the new Shiloh construction and the additional time and costs of bidding the project, including mobilization and earthwork makes a separate design and bid process impractical and unfeasible. Staff has reviewed the plan drawing by Milholland and the proposed costs from McClinton- Anchor and believe them to be fair and reasonable. Page 1 of 2 • M Staff specifically requests approval of two agenda items to include: Agenda item 1 , McClinton- Anchor: 1 . Approval of a bid waiver with McClinton-Anchor, the contractor at CMN, to allow the reconstruction of approximately 240 If of Shiloh Drive from the existing AHTD right-of-way east to the new Shiloh Drive extension at the CMN property line, including the radius and intersection of Northwood Avenue per the plan by Milholland Engineering (drawing E-526, sheet 17); 2. Approval of a construction contract with McClinton-Anchor in the estimated amount of $43,300.00 for the above described street reconstruction; 3 . Approval of a 15% project contingency of $6,495 .00 for material/construction testing and variations in final quantities. Agenda item 2, Milholland Engineering: 1 . Approval of a letter contract with Milholland Company for engineering design, construction staking, construction management and as-built drawings in the not-to exceed amount of $5000.00 for the above described street reconstruction; Enclosures for Agenda Item one: 1 . Vicinity Map 2. Project plan (partial) 3 . Quote from McClinton-Anchor 4. Proposed letter contract with McClinton-Anchor Page 2 of 2 = 1 � •Z ND I JOHNSON I ' •r"-__ . .—.__.- - -------- '._.I W i .i- I_. JOHN i J --' 9ON FIRST ' POP• I Crack C`L71 ZION I N NORTHWEST HiS'DR / PLAZA. . .. ." MI(MISIS 3 ' EP SHHERD ;L4 s 3 =� 23 23, 24 I . 25 Q ¢ 51EARNSI .P"F OR - - - -- �i y : Al JOYCE I iity CR 719 sus i R JG CR • univw RD �+y` us_ ._.! - _C, Nd OkEO SOR P H N .�, L IC HE KENRAY ST 2726 P ' R --� < t - N'PIFBI' I --'-•—J_ 1 t 719 -:-moi--- I 1 cR j : • i L gaRruyD . 11 g r � . S- Oit I ;;,-- = 'RAKE STREET liedd LP ( DR4KE I / I W - C 3 } � BROOKE 4 OWC4 r\ oilif Vicinity Maops � mN ! . IM I CIA V II Cd IM M. IM 61 It , J X \ r\ fir, , M, Mr NOS + / A ntq., MI Me` ` 'r\ Ai ♦\�Yl ti l+A � � r�� T� x� } .1T - ��"" y� i � C �'; + ` Yk �r�i , z y \ S \ t � w . r\ ,Z o J�` Y / CC/ l � �, \ t � n ? T ' m r^ Z X IIIy - + t p i \ 1 In K :E oI I'm1 ; Am VT In y ZDO X r }' _ AN cn ' JIM N. I I III MM VVMM - ..7. p I Imm 1. � , MI � M Nil \ VIM kk Mmx M04 . + �\ . J P \\ � / �J N I �v/ i� 1 In It '• c NOm = Z N / � lMC ° mO (In d ' i W O \ MM QUADI ; oof * \ N \ \ NOJ OJ /N I \ 'N '� °J9�.. O \ .J N J JUN 12 2000 16 : 36 FR MaLINTON-fNJCHOR 5015212826 TO 34707 • P . 01/0i MCCfintOII-Anchor A t7Msion of APAGArkartsas, Inc. COP P. O. BOX 1367, 240 NORTH BLOCK FAYETTEVILLE, ARKANSAS 72702 PHONE: (501) 587.3300 FAX: (501) 521-2826 is DATE: JUNE 12, 2000 TIME: PM NUMBER OF PAGES INCLUDING COVER SHEET: 1 t TO: MEL f COMPANY: rHILHOLLANDCOMPANY FAX: 443-4707 ' 1 FROM: JIM COLE IF YOU HAVE PROBLEMS WITH THIS TRANSMISSION PLEASE CALL (501 ) 587-3330. W RE: CMN II — SHILOH DRIVE REPLACEMENT REMOVE AND DISPOSE CURB . . . . - . . . . . . . 520 L.F. 0 $5.00 PER L.F. REMOVE AND DISPOSE PAVEMENT . . . . . . . hoop S.Y. @ $3,00 PER S.Y. UNDERCUT . . . . . . . . . . . . . . . . . . . 1 . 1000 , 085Q C,Y. 0 $6.50 PER C.Y. BORROW. . . . . . . . . . . . . . . . . . . . . . . PAVING - - - - - - - - - - - - - - 750 C.Y. C $BSQPER CY. I,000S.Y. @ $16.60 PER S.Y. CURB BACKFILL . . . . . . . . . . . . . . . . . . . . . . 520 L F. @ $1,50 PER L,F, CURB AND MUTTER . . . . . . . . . . . . . . . . . . . . 5201. F. 0 $8S0 PER L F. SEEDING . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1LS. @ 500.00PER LS. MAINTENANCE OF TRAFFIC . . . . _ _ _ _ - . _ _ • 1 L.S. @ $2,500.00 PER L.S. TOTAL: $43,300.00 PAYMENT TO BE BASED ON IN-PLACE MEASURF.ti1ENTS AT THE ABOVE STATED UNIT PRICES. OTTCE OF CONPIDre tin 17yI'his tacsimile e may contain information that is pdvilcgcd and coo6dcntial and/or zempr from disclosure under applicable law. 'This transmission is intended solely for the individual or entity designated above. if you are nor the intended recipient, or the employee or agent responsible for delivering it to the intended recipient, you should understand that any distribution, copying or use of the information contained in this facsirrule by anyone other than the designated tceipimt is unauthorized and strictly Prohibited. If this facsimile in error, Please immediarely notify the sendu by teicphone. You have tcccivcd �-.v TnToi cors �1 � , JUN 12 2000 16 : 36 FR MCCLINTON-ANCHOR 5015212826 TO34707 P . 01i01 McCfiIItonI Anchor A OMsion ut APAGArkartsas. IMC. cop P. O. BOX 1367, 140 NORTH BLOCK FAYETTEVILLE, ARKANSAS 72702 PHONE: (501) 587.3300 FAX: (501) 521-2VA DATE: JUNE 12, 2000 TIME: PM NUMBER OF PAGES INCLUDING COVER SHEET: 1 TO: MEL COMPANY: MILHOLLANDCOMPANY FAX: 443-4707 FROM: JIM COLE IF YOU HAVE PROBLEMS WITH THIS TRANSMISSION PLEASE CALL (501) $87-3330. RE: CMN II — SHILOH DRIVE REPLACEMENT REMOVE AND DISPOSE CURB - - - - - - - - - - - - 520 L.F. @ $5.00 PER L.F. REMOVE AND DISPOSE PAVEMENT - - - - - - - 19000 S.Y. 0 $3.00 PER S.Y. UNDERCUT - - - - - - - - - - • - . . . . . . . . . • ' saw • 85OC.Y. @ $t9.50PER C.Y. BORROW- - - - - - - - - - - - - - - - - - - - - - - - - - - - - 750 C.Y. 0 $8.50 PER C.Y. PAVING - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 1v000 S.Y. @ $16.60 PER S.Y. CURB BACKFILL - - - - - - - - - - - - - - - - - - - - - - 520L.F. 0 $150 PER L.F. CURB AND GUTTER - - - - - - - - - - - - - - - - - - - - 520 L.F. 0 $850 PER L.F. SEEDING - - - - - - - - - - - - - - - - - - - - - - - - - - - - - ILS. 0SI,500.00PER L.S. MAINTENANCE OF TRAFFIC . . . . . . . . . - . - a l L.S. @ S2,500.00 PER L45- TOTAL: $43,300.00 PAYMENT TO BE BASED ON IN-PLACE MEASUREMENTS AT THE ABOVE STATED UNIT PRICES. NOTICE OF CONFIDENTMI.MYThis facsimile may contain information that is pdvitcgcd and confidential and/or exempt from disclosure under applicable law. This transmission is intended solely for the individual or entity designated above. If you are not the intended recipient. or the employee or agent responsible for delivering it to the intended recipient, you should understand that any distribution, copying or use of the information contained in this facsimile by anyone other than the designated recipient is unauthorized and strictly prohibited. If you have rmcived this facsimile in error, please immediately notify the sender by telephone. :K%* TOTAL PAGE . 01 > STAFF REVIEW FORM X AGENDA REQUEST X CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council meeting of July 3 . 2000 FROM : Jim Beavers Engineering Public Works Name Division Department ACTION REQUIRED : `S 7 RPO 1 . Approval of a bid waiver with McClinton -Anchor , the contractor at CMN , to allow the reconstruction of approximately 240 if of Shiloh Drive from the existing AHTD right - of - way east to the new Shiloh Drive extension at the CMN property line , including the radius and intersection of Northwood Avenue ; 2 . Approval of a construction contract with McClinton -Anchor in the estimated amount of $ 43 , 300 . 00 for the above described street reconstruction ; 3 . Approval of a 15 % project contingency of $ 6 , 495 . 00 for material / construction testing and variations in final quantities . COST TO CITY : Street / ROW/ Intersection $ 49 , 795 . 00 $ 276 , 247 Cost shares cost of this Request Project Budget Project Name 4470 - 9470 - 5809 . 00 $ 167 , 629 Street Improvements Account Number Funds ' Used To Date Program Name 98033 - 20 $ 108 , 618 * Sales Tax Project Number Remaining Balance Fund * Prior to this request and prior to the accompanying engineering ( $ 5000 ) BUDGET REVIEW : X Budgetec tem 1A Budget Adjustment Attached Budget Coordinator Admi i tra e Services Director CONTRACT/GRANT/LEASE REVIEW : GRANTING AGENCY : ' /9 '�) Accoun ' n M "ag Date ADA Coordinator Date i G - ZO oo 6_olnev City Atto ey Date I rd rnal Auditor Date '1 �Q P R -ao-oo Purchasing Officer Date STAFF RECOMMENDATION : Approval O,/eAg Di v ' sion Head ( Da e Cross Reference 26 C/./.k u. `� — z�� New Item : Yes Departmen Di r,(e(ct Date U•" - Is, � � �GWO Prev Ord/Res # Admini tr live Servi e Director /n Date Orig Contract Date : May r Date Contract number