HomeMy WebLinkAboutOrdinance 4835 ORDINANCE NO.4835
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING A COST-SHARE WITH
SLOAN PROPERTIES, INC. IN AN AMOUNT NOT TO EXCEED $21,503.40
FOR THE UPSIZING OF APPROXIMATELY 992' OF 8" WATER MAIN TO
12" WATER MAIN.
WHEREAS, the City of Fayetteville's Water Master Plan calls for a portion of the 12" Water Main
Grid to run along Persimmon Street through the subdivision Sloan Properties, Inc. is currently
developing; and,
WHEREAS, entering into a cost-share agreement with Sloan Properties, Inc. and utilizing their
engineer and contractor to extend the 12" Water Main will avoid the added cost and unnecessary
duplication of effort which would arise from the formal competitive bidding process.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1 . That the City Council of the City of Fayetteville, Arkansas hereby finds that such
circumstances constitute an exceptional situation where competitive bidding is not feasible or practical,
and waives the requirements of formal competitive bidding to approve a cost-share with Sloan
Properties, Inc. in an amount not to exceed $21,503.40 for the upsizing of approximately 992' of 8" water
main to 12" water main. ` .,%0j%jTR y'' .,,
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PASSED AND APPROVED this 21s' day of February, 2006. _� �.G
E : FAYETTEVILLE :
APPROVED: ATTEST: e�e
n MIYA
,`
By: By: 1�� .
DAN COODY, Mayor SONDRA SMITH, City Clerk
CONTRACTUAL AGREEMENT
This Agreement made and entered into this 2&1 oY FZ 6YaaY�l , by and between the City
of Fayetteville, Arkansas and Sloan Properties, Inc., Witnesseth:
WHEREAS, Sloan Properties, Inc., is constructing a development along Persimmon
Street east of the Legacy Point Subdivision; and
WHEREAS, The developer will be extending an 8" main through the project site to
provide water service an fire protection to the development; and
WHEREAS, it will benefit the City of Fayetteville to upgrade this 8" water main
extension to a 12" main. This upgrade will continue the creation of a 12" water main grid in this
area in accordance with the water distribution master plan.
NOW, THEREFORE, the City of Fayetteville and Sloan Properties, Inc. agree as
follows:
1 . Upon the City Council and/or the Mayor approving the Water Main Cost-Share,
the City of Fayetteville agrees to:
A. Pay for 100% of the actual documented construction costs for the upsizing
to a 12" water main along Persimmon Street.
B. Pay a maximum-not-to-exceed cost of $21 ,503 .40 for the afore mentioned
water main construction as was provided by Sloan Properties, Inc. and
made a part of this agreement.
C. Reconsider the costs if the future and actual construction prices exceed the
maximum-not-to-exceed amount that was furnished by Sloan Properties,
Inc. The contractual agreement shall be required to be reevaluated and re-
approved by the Mayor and/or City Council as appropriate prior to
proceeding with construction.
D. Make all efforts to provide payment to Sloan Properties, Inc. within thirty
(30) days after receipt of the invoice(s) but cannot guarantee the thirty day
schedule.
2. Sloan Properties, Inc. agrees to:
A. Provide the necessary and normal project management, inspection, and
testing as necessary for a complete and acceptable water main installation.
B. Provide a copy of the invoice(s) from the Contractor and a completed lien
waiver executed by the Contractor upon acceptance of the water main
installation.
3 . It is further understood that the contract for construction is between Sloan
Properties, Inc. and his Contractor and that the City has no contractual obligation
with either the Contractor or the Engineer. The City's only obligation shall be to
participate in a contractual agreement with a not-to-exceed amount of $21 ,503 .40
for the water main upgrade.
IN AGREEMENT WITH ALL THE TERMS AND CONDITIONS ABOVE, WE
SIGN BELOW:
CITY OF FAYETTEVILLE Sloan operties, Inc.
By: By:
DAN DY, Mayor
City of Fayetteville, Arkansas
Budget Adjustment Form
Budget Year Department: Impact Fee Expense Date Requested Adjustment Number
Division:
2005 2/2/2006
Program:
Project or Item Added/Increased: Project or Item Deleted/Reduced:
$21 ,503 is requested in the Water Impact Fee Cost $21 ,503 from the Use of Fund Balance Account.
Sharing Project.
Justification of this Increase: Justification of this Decrease:
Funds will be used for a cost share project with Sloan There is sufficient fund balance remaining to comply with
Properties, Inc. The project is the Legacy Point 4 City policy.
Subdivision along Persimmon east of Double Springs
Road.
Increase Expense Budget (Decrease Revenue Budget)
Account Name Account Number Amount Project Number
Water line improvements 2300 9300 5808 00 21 ,503 04039 1
Decrease Expense Budget (Increase Revenue Budget)
Account Name Account Number Amount Project Number
Use of fund balance 2300 0930 4999 99 21 ,503
Approval Signatures Budget Office Use Only
DORequested By Date Type: A B C E
2 �`' 6 Date of Approval ~
udget AAna er Date Initial Date
2 3 d b Posted to General Ledger
ent D r t Date Initial Date
Aw - 3- Q6
Posted to Project Accounting
Vinand & Inter 1 ervices Dir, ctor Date Initial Date
Entered in Category Log
Mayor to Initial Date
City of Fayetteville
Staff Review Form 7035
City Council Agenda Items 5larn n r1fyS
or J t� W"
Contracts eo -r 5Adm
21 -Feb-06
City Council Meeting Date
Matt Casey Engineering Operations
Submitted By Division Department
Action Required:
Approval of a cost-share and bid waiver in the amount of $21 ,503.40 with Sloan Properties, Inc. for the upsizing of
approximately 992' of 8" water main to 12".
Water Impact Fee
$21 ,503.40 $ Cost Sharing
Cost of this request Category/Project Budget Program Category / Project Name
2300.9300.5808.00 $ Water and Sewer Improvements
Funds Used to Date Program / Project Category Name
04039 $ 1 N rGGG ✓wG
Project Number Remaining Balance Fund Name
Budgeted Item Budget Adjustment Attached �x
Previous Ordinance or Resolution #
Departme Director Date Original Contract Date:
Original Contract Number:
' ALZ7Z3c
City Attorney
Received in City Clerk's Office
ENTER
2131049
Financ and Internal Service Director ate
Received in Mayor's Office BfiBtED
l2` G oG 3 0
Mayor A Date
Comments:
City Council Meeting of February 21 , 2006
CITY COUNCIL AGENDA MEMO
To: . Mayor and City Council
Thru : Gary Dumas, Director of Operations
From : Ron Petrie, P. E., City Engineer
Date: February 2, 2006
Subject: Proposed Cost Share in the amount of $21 ,503.40 with Sloan Properties, Inc.
for the upsizing of approximately 992 feet of 8" water main to a 12" water main
through the Legacy Point 4 subdivision.
RECOMMENDATION
Staff recommends that the City cost-share with Sloan Properties, Inc., the developer, to
upsize approximately 992 feet of 8" water main to a 12" main. By participating in the
construction of these improvements, the City will be continuing a 12" grid in the water
line distribution system in this area.
BACKGROUND
The developer is constructing a residential development east of the existing Legacy Point
subdivision. As a part of this development, the developer is required to construct a water
main extension to provide water service and fire protection to the site.
DISCUSSION
The developer currently has a residential subdivision (Legacy Point 4) under construction
east of the existing phases of the Legacy Point subdivision. An extension of Persimmon
Street will be constructed though this phase of the development. An 8" water main is
required along Persimmon Street as a part of the development to provide water service
and fire protection. . Persimmon Street is identified on the Water Master plan as a corridor
for a portion of a 12" grid between Highway 16 and Highway 62. It would benefit the
City to cost-share with the developer for the construction of this portion of the planned
grid.
1
City Council Meeting of February 21 , 2006
Construction costs have been provided to the City for these improvements by Sloan
Properties, Inc. as follows:
Developer's Share $ 269708.40
City's Share $ 21 ,503.40
Total $ 489211 .80
BUDGETIMPACT
The funds for this water line distribution project will come from the Impact Fee Fund's
use of fund balance. The water impact fee methodology "Buy-In Approach" is based
partially on the cost of a water line distribution and transmission system of 12" lines and
larger. A budget adjustment is attached with this request to fund the proposed project.
The final costs to the City will be based upon actual costs as documented by Sloan
Properties, Inc subject to review by the City and may, or may not exceed the submitted
estimate. However, the City's share will not exceed the estimate without additional
authorization.
2
ORDINANCE NO.
AN ORDINANCE WAIVING THE REQUIREMENTS OF
FORMAL COMPETITIVE BIDDING AND APPROVING A
COST-SHARE WITH SLOAN PROPERTIES, INC. IN AN
AMOUNT NOT TO EXCEED $21,503.40 FOR THE UPSIZING
OF APPROXIMATELY 992' OF 8" WATER MAIN TO 12"
WATER MAIN.
WHEREAS, the City of Fayetteville's Water Master Plan calls for a portion of the 12"
Sewer Main Grid to run along Persimmon Street through the subdivision Sloan Properties,
Inc. is currently developing; and,
WHEREAS, entering into a cost-share agreement with Sloan Properties, Inc. and
utilizing their engineer and contractor to extend the 12" Water Main will avoid the added
cost and unnecessary duplication of effort which would arise from the formal competitive
bidding process.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF FAYETTEVILLE, ARKANSAS:
Section 1 . That the City Council of the City of Fayetteville, Arkansas hezebby finds
that such circumstances constitute an exceptional situation where competit ibidd g is
not feasible or practical, and waives the requirements of formal cor petrt'ive adding to
approve a cost-share with Sloan Properties, Inc. in an amount-not+tole�c�ed $2- t 503.40 for
the upsizing of approximately 992' of 8" water main to 1 " w ter m in.
PASSED AND APPROVED this 21s' of February2006.
P OVED:
J00,B
Y•
DA40O DY, Mayor
ATTESy.
By: ;
SMITH, City Clerk
V
JORGENSEN & ASSOCIATES
CIVIL ENGINEERS SURVEYORS
124 WEST SUNBRIDGE, SUITE 5 • FAYETTEVILLE, ARKANSAS 72703 (479) 442-9127 • FAX (479) 5824807
DAVID L. JORGENSEN, P.E., P.L.S.
January 31 , 2006 CHRISTOPHER B. BRACKETT, P.E.
City of Fayetteville
113 W. Mountain Street
Fayetteville, AR 72701
Attn: Ronald Petrie, P.E.
Re: Legacy Pointe Phase IV — Waterline Cost Share
Dear Ron;
Enclosed please find the additional cost for the 12" waterline installation at the Legacy
Pointe Phase IV Subdivision. I have included the cost for the 8" waterline and the cost
for the 12" waterline.
8 " Waterline Installation:
992 LF of 8" Waterline @ $21 .45/LF $21 ,278.40
2 — 8" Crosses @ $525.00 each $ 1 ,050.00
4 — 8" Gate values @ $995.00 each $37980.00
1 — 8" Tee @ $400.00 each $400.00
Total $26,708.40
12 " Waterline Installation:
992 LF of 12" Waterline @ $32.90/LF $32,636.80
2 — 12" Crosses @ $850.00 each $ 1 ,700.00
4 — 12" Butterfly values @ $2800.00 each $ 119200.00
1 — 811x 12" Tee @ $550.00 each $550.00
5 - 8"x12" Reducers @ $425 .00 each $2, 125.00
Total $48,211 .80
Additional Cost . 217503. 40
Please call concerning any questions, comments or concerns you may have.
Thank you.
Sincerely;
Christopher B. Brackett, P.E.
• STRUCTURAL DESIGN • LAND DEVELOPMENT • WATER SYSTEMS • WASTEWATER SYSTEMS • LAND SURVEYING
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SCALE. N. T. S. I DATE REVISED CHECKED BY.- DRAWN BY: BJR
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12 " WATERLINE INSTALLATION
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Clarice Pearman - Sloan cost share Page 1
From: Clarice Pearman
To: Casey, Matt
Date: 3/1/06 5:58PM
Subject: Sloan cost share
Matt,
Attached is a copy of the resolution passed by City Council, February 21 , 2006 regarding a cost share with
Sloan Properties. I have forwarded to budget the original budget adjustment via interoffice mail and I will
forward to the auditor the original of the purchase requisition.
Thanks.
Clarice
CC: Bell, Peggy; Deaton, Vicki
