HomeMy WebLinkAboutOrdinance 4910 ORDINANCE NO. 4910
AN ORDINANCE WAIVING THE REQUIREMENTS OF
FORMAL COMPETITIVE BIDDING AND APPROVING A COST-
SHARE WITH THE HAMPTONS, LLC IN THE AMOUNT OF
$49,243 .00 FOR THE UPSIZING OF APPROXIMATELY 1870' OF
8" WATER MAIN TO 12" WATER MAIN ; AND APPROVING A
PROJECT CONTINGENCY IN THE AMOUNT OF $2,462.00.
i
WHEREAS, the City of Fayetteville's Water Master Plan calls for a portion of the 12" Water
Main Grid to run along Black CanyodRoad; near the residential development that The Hamptons,
LLC is currently developing; and,
WHEREAS, entering into a cost-share agreement with The Hamptons, LLC 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
The Hamptons, LLC in the amount of $49,243 .00 for the upsizing of approximately 1870' of 8"
water main to 12" water main.
Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a
contingency in the amount of $2,462.00.
•�FRK8, 0( 11*
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PASSED AND APPROVED this 15"' day of August, 2006. �G,•0.�S Y OF ,GP
jFAYETTEVILLE :
APPROVED: ATTEST: a3
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9Sy RKM4 ,UJ
By: By: Qt�t-off AML.W-'
DAN COODY, Mayo SONDRA SMITH, City Clerk
RECEIVED
- NORTHSTAR AUG 28 200TRANSMITTAL LETTER
ENGINEERING
CONSULTANTS , INc . ENGINEERING DIV.
207SouthMain Street, Bentonville, Arkansas 72712
Phone: (479) 271 -0906, Fax (479) 271 -8144
Email nseng@swbell.net
To: Mr. Matt Casey, P.E. Date: August 24, 2006 Project No.: 455-001
Staff Engineer Project: Hamptons Subdivision, Fayetteville, Arkansas
City of Fayetteville Subject: Signed Water Line Upgrade Contractual Agreement
125 W. Mountain
Fayetteville, AR 72701
Method Of Transmittal
Faxed Hand Delivered I I Mail X Fed-Ex
Required Action(s)
For Approval Approved For Payment Returned For Corrections
For Your Use A roved As Submitted For Signature
As Regnested App roved As Noted
Review & Comments For Bid
The Following Is Submitted
Date No. Of Copies Description
3 Hamptons Subdivision, Fayetteville, Arkansas Signed Water Line Upgrade
Contractual Agreement
Please call me at 479-271 -0906 if you have any questions or need additional information.
Best Regards,
CC: File (455-001 )
Jason ngalls, P. E.
Project Manager
C:\Documents and Settings\necl\Desktop\Transmittals\Hamptons Casey 08-24-06.doc
CONTRACTUAL AGREEMENT
This Agreement, made and entered into this W gyp, by and between the City
of Fayetteville, Arkansas and The Hamptons, LLO, Witnesseth:
WHEREAS, The Hamptons, LLC is constructing a 138 lot residential subdivision on the
south side of Goff Farm Road; and
WHEREAS, The Hamptons, LLC will be extending an 8" main through the project site
to provide water service and 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
accordance with the water distribution master plan.
NOW, THEREFORE, the City of Fayetteville and The Hamptons, LLC 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 Black Canyon Street.
B. Pay a maximum-not-to-exceed cost of $51 ,705.00 for the afore mentioned
water main construction as was provided by Northstar Engineering
Consultants 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 Northstar
Engineering Consultants. 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 The Hamptons, LLC within thirty
(30) days after receipt of the invoice(s) but cannot guarantee the thirty day
schedule.
2. The Hamptons, LLC 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.
C. Not proceed with the proposed construction unless/until the proposed
contractual agreement is approved by the City Council and/or the Mayor.
3 . It is further understood that the contract for construction is between The
Hamptons, LLC and their 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
$51 ,705.00 for the water main upgrade.
IN AGREEMENT WITH ALL THE TERMS AND CONDITIONS ABOVE, WE
SIGN BELOW:
CITY OF FAYETTEVILLE The amptons,
By:- A By:- I t
DAN COODY, Mayor
S / IS/o6
City of Fayetteville
Staff Review Form ��osnpha�Si
City Council Agenda Items LLC COS*
or Shag
Contracts
15-Aug-06
City Council Meeting Date
Matt Casey Engineering Operations
Submitted By Division Department
Action Rrquired:
Approval of a cost-share and bid waiver in the amount of $51 ,705.00 with The Hamptons, LLC for the upsizing of
approximately 1870' of 8" water main to 12'.
Water and Seaver
$51 ,705.00 $ 424,740.00 Cost Sharing
Cost of this request Category/Project Budget Program Category / Project Name
5400.5600.5808.00 $ 77,250.35 Water and Sewer Improvements
Funds Used to Date Program / Project Category Name
02067 $ 347,489.65
Project Number Remaining Balance Fund Name
Budgeted Item Budget Adjustment Attached
Previous Ordinance or Resolution #
De^pa menet irector Date Original Contract Date:
� Original Contract Number:
fW W
City Attorney
Received in City Clerk's Office
Ai� 1196 1. (M
Financ d Internal Se vice irec r
Received in Mayor's Office
� a
Mayor Date
Comments:
City Council Meeting of August 15, 2006
CITY COUNCIL AGENDA MEMO
To: Mayor and City Council
Thru : Gary Dumas, Director of Operations
From: Ron Petrie, City Engineer
Date: July 12, 2006
Subject: Proposed cost-share and bid waiver in the amount of $49,243 .00 with a
contingency of $2,462.00 with The Hamptons, LLC for the upsizing of
approximately 1 ,870' of 8" water main to 12".
RECOMMENDATION
Staff recommends that the City cost-share with The Hamptons, LLC the developer, to
upsize approximately 1 ,870 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 as recommended by the Water Master Plan Study.
BACKGROUND
The Hamptons, LLC is constructing a 138 lot residential subdivision on the south side of
Goff Farm Road. 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
There is existing 6" water main along Goff Farm Road. The proposed development is
required to connect to this main and extend it to serve the subdivision. It would benefit
the City to cost-share with the developer for the construction of a portion of the water line
to install a 12" main along Black Canyon Road. This will provide a 12" water line
corridor that will serve customers along Hwy. 16 in the future. The City 's cost is
approximately 42% of the total cost before contingencies. Should the City wait to
upgrade the water main, future costs will be significantly higher.
1
City Council Meeting of August 15, 2006
Construction estimates have been provided to the City for these improvements by
Northstar Engineering Consultants as follows:
Developer's Share $ 66,916.00
City's Share $ 51,705.00
5% Contingency(City's Share) $ 21462.00
Total $ 121,083.00
BUDGETIMPACT
Based upon the information provided by the Budget & Research Division, there is a
remaining balance of $389,588.00 in the Water and Sewer Cost Sharing Account.
The final costs to the City will be based upon actual costs as documented by The
Hamptons, LLC subject to review by the City and may, or may not exceed the submitt id
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 THE
HAMPTONS, LLC IN THE AMOUNT OF $49,243.00 FOR THE UPSIZING
OF APPROXIMATELY 1870' OF 8" WATER MAIN TO 12" WATER MAIN;
AND APPROVING A PROJECT CONTINGENCY IN THE AMOUNT OF
$2,462.00.
WHEREAS, the City of Fayetteville's Water MasterPlan calls for a portion of the 12" Water Main Grid
to run along Black Canyon Road, near the residential development that The Hamptons, LLC is currently
developing; and,
WHEREAS, entering into a cost-share agreement with The Hamptons, LLC 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 THHircumstances OF
FAYETTEVILLE, ARKANSAS:
Section 1 . That the City Council of the Cityof Fayetteville, Arkansas hereby<fias thaTsuch
constitute an exceptional situation where competitive bidding is notfeasible 4jpjadlical, an , waives the
requirements of formal competitive bidding to approve a cost-share wit t IheHamptdtns, LLC in The amount of
$49,243.00 for the upsizing of approximately 1870' of 8" water main to 12" iwater�m in.
Section 2. That the City Council of the City of Fyeftcville, Arkadsa ,heby approves a vcntingency in
the amount of$2,462.00.
PASSED AND A is 15 th day ugust, 2006.
APPROVED:
By: B.y;
D41N COODY, 1vlay0
r SONDRA SMITH, City Clerk
CONTRACTUAL AGREEMENT
This Agreement, made and entered into this by and between the City
of Fayetteville, Arkansas and The Hamptons, LLC, Witnesseth:
WHEREAS, The Hamptons, LLC is constructing a 138 lot residential subdivision on the
south side of Goff Farm Road; and
WHEREAS, The Hamptons, LLC will be extending an 8" main through the project site
to provide water service and 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
accordance with the water distribution master plan.
NOW, THEREFORE, the City of Fayetteville and The Hamptons, LLC 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 Black Canyon Street.
B. Pay a maximum-not-to-exceed cost of $51 ,705.00 for the afore mentioned
water main construction as was provided by Northstar Engineering
Consultants 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 fumished by Northstar
Engineering Consultants. 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 The Hamptons, LLC within thirty
(30) days after receipt of the invoice(s) but cannot guarantee the thirty day
schedule.
2. The Hamptons, LLC 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.
C. Not proceed with the proposed construction unless/until the proposed
contractual agreement is approved by the City Council and/or the Mayor.
3 . It is further understood that the contract for construction is between The
Hamptons, LLC and their 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
$51 ,705.00 for the water main upgrade.
IN AGREEMENT WITH ALL THE TERMS AND CONDITIONS ABOVE, WE
SIGN BELOW:
CITY OF FAYETTEVILLE The Hamptons, LLC
By: By:
DAN COODY, Mayor
RECEIVED
- NORTHSTAR JUL 0 5 2006 Civil & Environmental Engineering
� / Landscape Architecture
ENGINEERING ENGINEER . Geological Services
ING DIY
CONSULTANTS, INC . Land surveying
Planning
Bentonville, Arkansas Jonesboro, Arkansas
June 30, 2006
Mr. Matt Casey, PE Via Fax (479) 575-8316
Staff Engineer Hard Copy to Follow In Mail
City of Fayetteville
126 W. Mountain Street
Fayetteville, Arkansas 72702
Re: Hamptons Subdivision
Cost Difference between 8" and 12" water mains
Dear Mr. Casey,
The purpose of this letter is to provide you with an estimate of the cost difference between 8" and 12"
water mains at Hamptons Subdivision:
1 . Change 8" water mains along Black Canyon Street to 12" mains:
1 .1 : 1 ,870 LF PVC DR-14 water main:
12" @$50.70/LF
8" @$29.30/LF
Difference = $21 .40/1-F $403018.00
1 .2: 7 valves:
_ = 12" @$1 ,870.00/Each
8" @$1 ,007.00/ Each
Difference = $863.00/Each $6,041 .00
1 .3: 4 tees:
12" X 12" X 8" Tee @$770.00/Each
8" X 8" X 8" Tee @$506.00/Each
Difference = $264.00/Each $1 ,056.00
\kNwnMsuW055-01\Wcrd\WatwLine Cost ore d
207 South Main Street Phone (479) 271-0906
Bentonville, Arkansas 72712 Fax (479) 271-8144
Email nseng@swbell.net
Mr. Matt Casey, PE
Staff Engineer
City of Fayetteville
June 30, 2006
Page 2 of 2
1 .4: 4 Fire Hydrant tees:
12" X 12" X 6" Tee @$700.00/Each
8" X 8" X 6" Tee @$448.00/Each
Difference = $252.00/Each $13008.00
1 .5: Mechanical Joint Fittings:
425 Pounds @$5.60/Pound
225 Pounds @$5.60/Pound
Difference = 200 Pounds $19120.00
Total Cost $49,243.00
1 am looking forward to discussing the above with you.
Please call me at 479-271 -0906 if you have any questions or need additional information.
Best Regards,
f �
kason E Ingalls, PE
Project Manager
CC: The Hamptons, LLC, Owner
File 455-001
mwQ%zuwsca455*1\WorMWpw line Cog Difference
207 South Main Street Phone (479) 271-0906
Bentonville, Arkansas 72712 Fax (479) 271-8144
Email nseng@swbell.net