HomeMy WebLinkAbout2001-09-18 - Agendas - Final FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
FINAL AGENDA
CITY COUNCIL
SEPTEMBER 18, 2001
A meeting of the Fayetteville City Council will be held on September 18, 2001 , at 6: 30 p.m. in
Room 219 of the City Administration Building located at 113 West Mountain Street, Fayetteville,
Arkansas.
TOWN CENTER REPORT: Annual report regarding the Fayetteville Town Center.
A. CONSENT
1 . APPROVAL OF THE MINUTES: Approval of the minutes from the September
4, 2001 meeting.
2. BLACK AND VEATCH: A resolution approving contract Amendment No. 1 with
Black and Veatch for additional engineering services relating to the Fayetteville
Wastewater Improvements Project in the amount of $38,809; and approval of a
budget adjustment.
3. GARVER ENGINEERS: A resolution approving contract Amendment No. 2 with
Garver Engineers for additional engineering services relating to the Fayetteville
Wastewater Improvements Project in the amount of $34,283 .
4. RJN GROUP: A resolution approving contract Amendment No. 1 with RJN Group
for additional engineering services relating to the Fayetteville Wastewater
Improvements Project in the amount of $ 124,903 .
5. FAYETTE TREE AND TRENCH: A resolution approving a construction contract
with Fayette Tree and Trench, Inc. for Hinkle Mobile Home Park Water Line
Replacement Project in the amount of $ 166,441 ; approval of 15% contingency
amount of $25,000; and approval of a budget adjustment in the amount of $28,441 .
6. CENTRAL EMS : A resolution approving a contract for services with Central
Emergency Medical Services, Inc.
7. FIRST NIGHT: A resolution approving a contract for services with First Night.
8. LOADER: A resolution approving the purchase of a 2001 New Holland Articulated
Loader from Williams Tractor. This unit will be used by the Solid Waste Division.
113 WEST MOUNTAIN 72701 501521-7700
FAX 501575-8257
B. OLD BUSINESS
1 . BID WAIVER: An ordinance establishing a formal process to allow the purchase
of used equipment. The ordinance waives competitive bidding on equipment types.
Passenger vehicles, pick-ups and vans are excluded. The ordinance was left on the
first reading at the September 4, 2001 meeting.
2. TREE ORDINANCE : An ordinance amending Title XV, Unified Development
Ordinance of the Code of Fayetteville, to provide amendments to and clarification of
various provisions concerning tree preservation and protection. The ordinance was
left on the first reading at the September 4, 2001 meeting.
C. NEW BUSINESS
1 . RZN 01 -15.00: An ordinance approving rezoning request RZN 01 - 15 .00 submitted
by Nick Vandenburg on behalf of Karstetter and Glass Body Shop for property
located at 2530 Wedington Drive. The property is zoned R- 1 ,. Low Density
Residential, and contains approximately 1 .76 acres. The request is to rezone to C-2,
Thoroughfare Commercial.
2. EFFECTIVE DATE OF ORDINANCES: An ordinance amending Section 10. 15
of the Code of Fayetteville by deleting the current section and substituting a new
section.
3. RECYCLE SITE : Discussion of staff proposal to relocate the community drop off
site to a monitored area within the Solid Waste Facility.
4, RESIDENTIAL YARD WASTE : An ordinance amending Chapter 50: Garbage
and Trash, of the Code of Fayetteville, to amend definitions; and to amend the
services requirements pertaining to residential yard waste.
FAYETTEVkLE
THE CITY OF FAYETTEVILLE. ARKANSAS
FINAL AGENDA
CITY COUNCIL
SEPTEMBER 18, 2001
A meeting of the Fayetteville City Council will be held on September 18, 2001 , at 6:30 p.m. in
Room 219 of the City Administration Building located at 113 West Mountain Street, Fayetteville,
Arkansas.
TOWN CENTER REPORT: Annual report regarding the Fayetteville Town Center.
A. CONSENT
1. APPROVAL OF THE MINUTES: Approval of the minutes from the September
4, 2001 meeting.
2. L " V CH: A resolution approving contract Amendment No. 1 with
Black and Veatch for additional engineering services relating to the Fayetteville
Wastewater Improvements Project in the amount of $38,809; and approval of a
budget adjustment.
` 3. GAR RS ion approving contract Amendment No. 2 with
Garver Engineers for additional engineering services relating to the Fayetteville
Wastewater Improvements Project in the amount of $34,283 .
4. RJN GROUP: A resolution approving contract Amendment No. 1 with RJN Group
r a ditional engineering services relating to the Fayetteville Wastewater
7� Improvements Project in the amount of $ 124,903.
5. FAYETTE TREE AND TRENE113L A resobitim approving a construction contract
1 ayette Tree and Trench, Inc. for Hinkle Mobile Home Park Water Line
Replacement Project in the amount of $ 166,441 ; approval of 15% contingency
amount of $25,000; and approval of a budget adjustment in the amount of $28,441 .
� z16. CENTRAL EMS : A resolution approving a contract for services with Central
Erill rgencya Ica ervices, Inc.
FIRST NIGHT: A resolution approving a contract for services with First Night.
�l
d8. LOADER: A resolution approving the purchase of a 2001 New Holland Articulated
ow Loader from Williams Tractor. This unit will be used by the Solid Waste Division.
113 WEST MOUNTAIN 72701 501521-7700 C
FAX 501575-8257
B. OLD BUSINESS
1 '
�1 L V `, , BID W VER: An ordinance establishing a formal process to allow the purchase
of used equipment. The ordinance waives competitive bidding on equipment types.
" Passenger vehicles, pick-ups and vans are excluded. The ordinance was left on the
first reading at the The
4, 2001 meeting.
2.• TREE ORDINANCE : An ordinance amending Title XV, Unified Development
d Ordinance of the Code of Fayetteville, to provide amendments to and clarification of
„ ' 1 IV v various provisions concerning tree preservation and protection. The ordinance was 1
left on the first reading at the September 4, 2001 meeting.
i��%i!•v/Jr�J t=.J�.- -/vilL-.0 % r '-'-V.-�i..vGC
C. NEW BUSINESS 1
4RZN 01-15.0 ordinance. approving rezoning request RZN 01 - 15 .00 submitted
by Nick Vandenburg on behalf of Karstetter and Glass Body Shop for property
✓' located at 2530 Wedington Drive. The property is zoned R-1 , Low Density
' ^ Residential, and contains approximately 1 .76 acres. The request is to rezone to C-2,
Thoroughfare Commercial.
rA
2 V , 'EFFECTIVE?DATE S An ordinance amending Section 10. 15
of the Code of Fayetteville by deleting the current section and substituting a new
section.
/(D 3 ' CYCLE SITE: Discussion of staff proposal to relocate the community drop off
-}L site to a monitored area within the Solid Waste Facility.
4. . RESIDENTIAL YARD WASTE: An ordinance amending Chapter 50: Garbage
kJ�CaV'� and Trash, of the Code of Fayetteville, to amend definitions; and to amend the
services requirements pertaining to residential yard waste.
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Increased Tourism
• Examples of contracted events drawing
people & revenue from outside NWA region .
E
Organlzation Event Date It
ed
Conners and Winters Law Firm Client Reception 727/01 100
R Parks and Recreation Travel Commission 8/16/01 50
UA Department of Mechanical National Science 8/16/01 250
Engineering Foundation Banquet
Fayetteville Education Foundation Hall of Honor 10/4/01 150
Trails and Greenways Forum Banquet 1025101 250
Arkansas Bar Association Fall Legal Institute 1026!01 150
Desert Fire Belly Dancers Exhibition & Seminar 1027/01 250
erican Institute of Architects, AR State Conference 1113!01 350
h tr
Arkamias Aviation Historic Society Hall of Fame 11/8/01 500
taffmark Holida Party1211!01 500
NWA Christian Currimlum Fair rrradeshow 4/12/02 500
Increased Tourism
• List of completed events (29) at the Fayetteville Town
Center as of 9/18/01.
Town Center Appreciation Dinner Regional Business After Hours hosted by TC staff
Grand Opening AR State D.A.R.E Convention
Juvenile Diabetes Research Foundation Lunch Conner and Winter Client Reception
Springdale High School 25 year reunion Regional Kidney Centers Honor Reception
UA Law School Staff Retreat Tinnin/Petty Wedding Rebearsal Dinner
F Sharon Green Sales Training Presentation Synergy Tech Board Meeting
1 New Teacher's Reception, Fay. Public Schools New Library Presentation, Fay. Public Library
Board Meeting, Lewis Auto Group Business Meeting, AR Parks and Tourism
Sales Meeting, DataForms National Science Foundation Banquet,
Investing Workshop, Beta-Rubicon Board Meeting, Metro Area Board of Realtors
Disaster Relief Seminar, Washington County Reception, UA Law School
HR Staff Retreat, Cargill Wedding Reception, Todd and Tara Call
Faith Banquet, University Baptist Church Wedding and Reception. Katie and David Meney
Reception, Huckabee Campaign Committee SAE Fervor's Banquet
Leukemia & Lymphoma Society, Light the Night Walk
2
Increased Tourism
• Of 58 contracts to date, the Fayetteville Town
Center has provided referrals for several local
businesses:
• Food Services - 24.
• Convention Services - 15.
• Local Sites of Interest - 2.
• Party Rentals - 12.
• Audio Visual Rentals - 6.
• Event Management Services - 3 .
Note: The figures indicated above reflect only those businesses who have worked directly
with the Town Center. We cannot effectively measure the result events may have on
local businesses and resources outside of our coordination efforts.
Financial Viability
• The Fayetteville Town Center is current on
payment for all invoices received to date.
— Contractors fees and construction costs
— System installations including sound, network and
Q communications
— Utilities
.04 — Supplies
— Furniture, fixtures and equipment
— Maintenance, warranty and repair work
— Marketing, advertising and promotions
3
Financial Viability
• Numbers for the Fayetteville Town Center
since opening on July 14, 2001 .
vrD "A86,11
(as of 9!1101 ) 9s of 7,1610,1
Number of Contracted Events 58 42 25
Number of Completed Events 29 12 0
Contracted Income $88,197.43 $66,106.61 $44 677.25
Income from events collected $51 ,447.36 $34,B42.36 $21 398.88
Average Income per event $1545.76 $1573.97 $1787.09
Proposals sent 62 30
Contracts sent 43 19
Estim # of people at TC events 5040 3450 0
Community Service
• Serving Non-Profit and Community Events
— Of 58 contracted events, 9 of these are for 501 (c)(3)
organizations
— Average daily rate for these organizations $958.33 per
day.
— Average rate per square foot for these organizations is
. 15 per square foot.
— Average rate per square foot for other renters is .23
per square foot.
Averages consider number of days and size of contracted rooms) for each event.
4
Community Service
• Serving Non-Profit and Community Events.
— Community events
• City of Fayetteville, Smart Growth program (postponed)
• First Night
• Friends of Fayetteville, Trails & Greenways Banquet
• NWA Christian Curriculum Foundation, Vendor Fair
• Washington Regional, Speaking ofWomen 's Health
• Lymphoma & Leukemia Society, Light the Night Walk
• Juvenile Diabetes Research Foundation, Luncheon
• Autumnfest
• FEMA, Disaster Relief Seminar
• DARE Officers, State Training Meeting
Community Service
• Plans for Town Center community events include
— Provide Plaza venue for speaking and music events
open to the public, and
— Work with Farmer's Market to expand current market
area onto plaza and to provide public restrooms, and
6 — Produce public, ticketed events for community
including possible children's fairs, food shows,
antique shows and local, culture vehicles, and
— Host trade shows and fairs as a venue for local
businesses, and
— Approach organizations with established productions
to investigate possibility of working with Fayetteville
and the Fayetteville Town Center. (Nick for Kids,
Antiques Road Show, Auto and Home shows).
5
Your Fayetteville Town Center
• Staff •
Denise Bembenek, Facilities Manager
Niki Avery, Sales Manager
Sandra Bennett, Event Coordiantor
Rocky Jones, Maintenance Supervisor
() Phyllis Tucker, Administrative Assistant
• Mission •
• The mission of the Fayetteville Town Center is to be the premier
convention facility in Fayetteville, Arkansas and exceed the
expectations of our customers, owners and community through
stellar service in a cost-effective manner.
Your Fayetteville Town Center
• vision •
The Fayetteville Town Center exhibit facility will provide 13,640 square feet of
column-free exhibit environment for potential conventions, trade shows and
social events.
The Fayetteville Town Center will be the town's premier meeting facility.
The Fayetteville Town Center will consistently provide outstanding service with
the latest training and technology.
4 The Fayetteville Town Center will consistently exceed our Clients' expectations
through attention to details, stellar service and consistency.
The Fayetteville Town Center will strive to be up-to-date with technology and
training for our employees.
The Fayetteville Town Center will provide financial return to ownership with
revenue over expenses and generating regional travel to increase state turn-back.
The Fayetteville Town Center will generate revenues of $403,500 with
conventions and trade shows by the end of 2002.
6
Your Fayetteville Town Center
• Commitment •
The management and staff of the Fayetteville Town Center will
provide our Clients with exceptional service and value. While
we will rarely be the least expensive facility in the area, we will
strive to provide the best value.
The management and staff of the Fayetteville Town Center will
work directly with the local hospitality industry to drive
marketing efforts to promote Fayetteville and Northwest
Arkansas as a premier destination for business, social and leisure
activity.
The management and staff of the Fayetteville Town Center
recognizes the importance of supporting the local economy and
will do so through referrals and through coordination efforts
using local business whenever possible.
Conclusion
• With less than one fiscal quarter of financials under our
belt, and considering that start-up costs will fall within
2001 budget, the outlook for the Fayetteville Town
Center is good.
• Having been open for business less than 3 months, we are
currently at 21 % of our 2002 year end revenue goal.
Q • Marketing to local and state businesses and associations
is our primary objective in the new year as local curiosity
about the facility begins to fade.
• As we "work out the kinks" of start-up, we will use actual
costs and income to create performance baselines by
which we will measure both financial and procedural
productivity.
7
• Black and Veatch
A. 2. Page 1
Ir City of
ravettevilleDEPARTMENTAL CORRESPONDENCE
To: Fayetteville City Council
From: Don Bunn, Assistant Public Works Director
Thru: Greg Boettcher, Public Works Director
Mayor Dan Coody
Subject: Contract Amendments
Wastewater Improvements Project
Date: August 7, 2001
In March and April of 2000 the City entered into contracts with Black and Veatch
Engineers of Kansas City, Garver Engineers of Fayetteville, McGoodwin, Williams,
and Yates Engineers of Fayetteville, and RJN Group of Dallas. The contracts were
for the purpose of developing Preliminary Design Reports connected with the
Fayetteville Wastewater Improvements Project. The contract amounts and the
responsibilities of each engineer are:
Black & Veatch Renovation, Existing Noland Plant $ 359,720.00
Garver Engineers East Side Lines and Pump Stations $ 429,392.00'
McGoodwin Westside Treatment Plant $ 955 ,302.00
RJN Group Westside Lines and Pump Stations $ 638,267.00.
and Development of Design Flows
Total of All Contracts $ 2.382.681 .00
* Includes Amendment No. 1 approved Feb 6, 2001
1
Black and Veatch
A. 2. Page 2
Since the execution of Pse contracts in February and March f 2000, there have
been several developments which has necessitated a change in the scope of the work
and justifies increases in each of the contracts:
1 . In the summer of 2000 the City of Fayetteville made the decision to
participate in the State's Revolving Loan Fund (RLF) Program as the primary
source of funding for the project. By participating in the RLF Program the
City obligated itself to a) Revise the Facility Plan of 1997 to the satisfaction of
the Arkansas Department of Environmental Quality, b) Prepare a revised
Environmental Information Document (EID) , and c) Hold a Public Hearing.
2. In early December it became apparent from preliminary data developed at
that time that the cost of the project, based on established design criteria,
would run well over $150,000,000.00. At that time the consultants were asked
to revise their cost estimates and make the other changes necessary based on
some revised design criteria*.
Batch
Three (3) contract amendments are being presented for the Council's review and
approval. The contract amendments are with Black and Veatch, RJN Group, and
Garver Engineers. Explanations of each are:
Garver Engineers: On February 6, 2001 the Council approved Amendment No. 1
with Garver Engineers in the amount of $37,860.00. This amendment was for the
extra work in connection with the change in design criteria. Attached for your review
and approval is Amendment No.2 in the amount of $37,218. The specific work
included in Amendment No. 2 is:
1 . Revision of the Preliminary Design Report as a result of the design flow
changes.
2. Coordination with McGoodwin on Facility Plan and EID Revisions.
3. Additional Monthly Coordination Meetings.
4. Additional meetings with the Council, the public, and with the Health
Department, ADEQ, and other regulatory agencies.
* Two changes in the design criteria were made in order to reduce costs on the project. The original
criteria called for the 2025 design flows to be met in sewer pipes flowing 213 full with no surcharge of
sewers under ultimate flow conditions. This was changed so that sewer pipes would carry 2025 design
flows flowing full and ultimate flows would be carried under a surcharged condition. In addition,
more credit was taken for flow reductions as a result of future sewer rehabilitation efforts than
onginalyplanned.
2
Black and Veatch
A. 2. Page 3
This work is intended to carry through the Public Hearing toe held in Septernucr
and also cover any incidental work until such time as an amendment for the
preparation of Detailed Plans and Specifications is approved. The amount of this
amendment is $37,218, bringing the total not-to-exceed contract amount to $466,610.
Black and Veatch: Attached for the Council's review and approval is proposed
Contract Amendment No. 1 with Black and Veatch in the amount of $38,809.
The work specifically included under this proposed amendment is:
1 . Preparation and attendance at the Public Meeting to be held September 20.
2. Additional public information meetings (4) .
3. Attendance at six (6) additional coordination meetings.
4. Provide coordination and assistance in the preparation of the Revised Facility
Plan.
This amendment is intended to carry through the Public Hearing to be held in
September and provide for miscellaneous assistance until such time as an amendment
for the preparation of Detailed Plans and Specifications is approved. The not-to-
exceed figure would be increased to a total of $398,529 with approval of this
amendment.
RJN Group: Attached for the Council's review and approval is proposed Contract
Amendment No. 1 with the RJN Group in the amount of $124,903.03. This
amendment is to provide compensation for additional work incurred in connection
with the change in design criteria, additional public meetings, and coordination and
assistance in connection with the Revised Facility Plan and EID. Generally, the work
includes:
1 . Work involved in revising flow projections for both east and west sewer lines,
the existing Noland Plant, and the proposed Westside Treatment Plant.
2. Additional public meetings and coordination meetings required until such time
as an amendment is approved for the preparation of detailed Plans and
Specifications.
3. Provide assistance in the preparation of the Revised Facility Plan and the EID.
Exhibit A of the proposed Contract Amendment No. 1 gives a more detailed listing
of the additional work items required. The not-to-exceed Contract Amount would be
increased to $763,170.88 with the approval of this amendment.
3
Black and Veatch
A. 2. Page 4
McGoodwin, Williamnd Yates: The engineering firm of McGoodwin, Williams,
and Yates is currently in the process of Facility Plan Revision, EID preparation,
working with ADEQ and the Arkansas Soil and Water Conservation Commission in
connection with securing RLF Funding, and has attended several city related public
meetings on the project.
In addition, they have been working with the City in the investigation of the possible
construction of a fertilizer plant in the Northwest Arkansas area which would utilize
sewage sludge from the area cities and poultry litter.
Contract Amendment No. 1 for the above activities will be presented to the Council
for review and approval at a later date.
It is the recommendation of the Staff that Contract Amendment No. 2 with Garver
Engineers, and Contract Amendment No. 1 with Black and Veatch and RJN Group
be approved. A summary of the proposed amendments is:
Engineering Firm Cost of Amendment Revised Contract Amount
Black and Veatch $ 38,809 $ 3983529.00
Garver Engineers 375218 466,610.00
RJN Group 124 903 763.170.88
Totals20$ 0,930 $ 126282309
Staff also recommends the approval of a project budget adjustment of $236,572.00 to
fund this request as well as provide funding for the additional financial services to be
performed by Stephens, Inc and rate studies to be performed by Black & Veatch.
4
• City of Fayetteville, Arkansas Black and Veatch
Budget Adjustment Form • A. 2. Page 5
Budget Year Department: Public Works Date Requested Adjustment #
2001 Division: Engineering July 31 , 2001
Program: Sewer Main Construction
Project or Item Requested: Project or Item Deleted:
$236 , 572 is requested in the Wastewater $20 , 000 from the Water & Sewer Rate Study
Treatment Plant Expansion capital project . capital project .
$49 , 894 from the Highway 45 East Pump
Station & Elevated Tank capital project .
$166 , 678 From The Shenandoah Mobile Home Pk
- Water Line Replacment capital project .
Justification of this Increase: Justification of this Decrease:
The additional funding is needed for Sufficient funding remains in projects to
additional engineering services from RJN meet 2001 obligations .
Group , Garver Engineers , and slack &
Veatch .
Increase Expense (Decrease Revenue)
Account Name Amount I Account Number Project Number
Professional Services 236 , 572 5400 5700 5314 00 98047 10
Decrease Expense (Increase Revenue)
Account Name Amount Account Number Project Number
Professional Services 20 , 000 5400 1820 5314 00 96088 1
Water Line Improvements 49 , 894 5400 5600 5808 00 98044 20
Water Line Improvements 166 , 678 5400 5600 5808 00 97038 20
Approval Signatures r Budget Office Use Only
IZ3 19P
ues ed y D to ` Type: A B C E
_ $ -23 — o c
B dget a er Date Date of Approval
Department Director Date Posted to General Ledger
Admin. Services Director Date Posted to Project Accounting _
Mayor Date Entered in Category Log _
Blue Copy: Budget & Research / Yellow Copy.: Requester C.DATAFORMSIBA-ADABA 01045.WK4
Black and Veatch
• A. 2. Page 7
AGENDA REQUEST FORM
Council Meeting of September 4 , 2001
FROM Don Bunn Public Works Admin Public Works
Name Division Department
ACTION REQUIRED A resolution approving Contract Amendment No . 1 with Black
and Veatch for additional engineering services relating to the Fayetteville
Wastewater Improvements Project in the amount of $ 38 , 809 .
COST TO CITY
Impvts to Noland Waste -
38 , 809 - 00
aste -
38 809 . 00 $ 448 , 693 Water Treatment Plant
Cost of this Request Category/ Project Budget Category/ Project Name
5400 5700 5314 00 445 . 002
Account Number Funds Used to Date Program Name
98047 - 10 S 3 , 691 Water and Sewer
Project Number Funds Remaining Fund Category
BUDGET/CONTRACT REVIEW XX Budgeted Item X Budget Adj . Attached
^� _ J
Bu get Manager Date Admin Services Director Date
A counting Manager Date ADA Coordinator Date
City Attorney Date I tern Auditor Date
Purchasing Officer Date
STAFF RECOMMENDATION It is the recommendation of the Staff that the Council
approve Contract Amendment No 1 with Black and Veatch in the amount of
$ 38 , 809 . 000/Q. Original Contract Amount - 359 , 720 . 00 .
A1�!_�*'w`-i� 4 Seo , 2001
Asst P blic WorksDirector Date Cross Reference
Og�04f of
DepartAent Director Date New Item : Yes No
Prev Resolution # 37 - 00
Admin Services Director Date
Orig . Contract # "C, 51
Mayor Date Orig . Contract Date Mar , 2000
Black and Veatch
A. 2. Page 8 •
BLACK & VEATCH
8400 Ward Parkway Black & Veatch Corporation
P.O. Bax 8405
Kansas City, Missouri 64114 USA
Tel: (913) 458-M
Fayetteville, Arkansas B&V Project 98130. 130
Noland Wastewater Treatment B&V File
Plant Improvements August 17, 2001
Agreement for Engineering Services
Proposed Amendment
Mr. Don Bunn, P.E.
Assistant Director
Department of Public Works
City of Fayetteville
113 W. Mountain
Fayetteville, Arkansas 72701
Dear Mr. Bunn,
Attached is a updated proposal to include the following "Special Services" as provided for in the
Agreement dated March 21, 2000 between the City of Fayetteville, Arkansas and Black &
Veatch Corporation.
1 . Prepare for and present Black & Veatch's recommendations for the improvements at
the Paul Noland Wastewater Treatment Plant and Biosolids Management at a Public
Information Meeting in Fayetteville, Arkansas.
2. Prepare for and attend five (5) public information meetings in Fayetteville, Arkansas.
These meetings would be conducted the evening of coordination meetings.
3. Prepare for and attend six (6) coordination meetings in Fayetteville, Arkansas.
4. Provide "as requested" technical assistance when the Owner updates the Fayetteville
Wastewater Facility Plan dated February 1997.
For these "Special Services", Black & Veatch proposes that the not to exceed amount in
SECTION XI — FEES AND PAYMENTS, paragraph A of the Agreement be increased from
$359,720 to $398,500. The basis of billing shall be as provided for in SECTION XII — FEES
AND PAYMENTS, paragraph A, of the Agreement and amended as follows.
1 . Salary, payroll additive and general overhead costs
shall not exceed. $292,4
building • world of dieanncem
Black and Veatch
A. 2. Page 9
Page 2
Mr. Don Bunn, P.E. B&V Project 98130. 130
August 17, 2001
84 4
2. Fixed fee $ 43190e
Zt
3. Reimbursable expenses shall not exceed $ 62,246- 1
•4. Total costs of services shall not exceed $3985
Attached is a copy of the spreadsheet for your review and comment that we used to develop the
costs for the "Special Services". Call me at 913-458-3707 if you need additional information or
more detail.
Very truly yours,
BLACK & VEATCH CORPORATION
��40/v
Sam Wolfinbarger, PE
Project Manager
slw/as
Enclosure
s1w6/Bunn41trrev.
Black and Veatch
A. 2. Page 10
FILE: Fvvr
ENGINEERING FEE ESI IMAI E
OYFNER: COF N Fge11a110. AAN1ve
ENGINEER: 6MeEAVwIr F.'N 43N
DATE &*M 2001
PROJECT NU WM 38101."02
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Ss.m w00 76.m 36.m am Mm Ilm N.m mm I7.m ro.m I1.m 33m 26.m ]6.m Rm 11.m
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Fuse FN 31.176
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TOTAL NOT TO UCEED AMOUNT for Sgwial 58MC@s 333.602
FFatmeb. AA
1 81601219 PM
Garver Engineers
• A. 3. Page 1
AGENDA REQUEST FORM
Council Meeting of September 4 , 2001
FROM Don Bunn Public Works Admin Public Works
Name Division Department
ACTION REQUIRED A resolution approving Contract Amendment No . 2 with Garver
Engineers for additional engineering services relating to the Fayetteville
Wastewater Improvements Project in the amount of 0 .
34', 2 51 , od
COST TO CITY
3fJ z 83• 6a East Side Sewer Lines
$ C8-99 $ 448 , 693 & Pumo Stations
Cost of this Request Category/ Project Budget Catecory/ Project Name
5400 5700 5314 00 445 . 002
Account Number Funds Used to Date Program Name
98047 - 10 $ 3 . 691 Water and Sewer
Project Number Funds Remaining Fund Category
BUDGET/CONTRACT REVIEW XX Budgeted Item X Budget Adj . Attached
U&&& t - -), 1- 0
Budget Manage Da�te� , Admin Services Director Date
&ASI
L d
Accounting Manager ate ADA Coordinator Date
r' a3 t 0 /
City Attorney Date Intern V
Auditor Date
Purchasing Officer Date
STAFF RECOMMENDATION It is the recommendation of the Staff that the Council
approve Contract Amendment No 2 with Garver Engineers in the amount of
$3 &69-�8 . Original Contract Amount ( Inc Amendment No . 1 ) - $ 429 , 392 . 00
=,ot
load
4 SeD , 2001
s ' t Public Wor s irector Date Cross Reference
Department Director Date New Item : Yes No
Prev Resolution # 38 - 00
Admin Services Director Date
Orig . Contract # 753
Mayor Date Orig . Contract Date Mar , 2000
Garver Engineers
A. 3. Page 2
Garver. Inc.
Engineers
38 10 Eons Street. Suite
Faveneville. AR 72703
5015S'-9100
FAX 501 .5"-91G1
nww.5arrenrc.aom GARVERI ENGINEERS
July 20, 2001
Mr. Don Bunn, P.E.
Assistant Public Works Director
City of Fayetteville
413 West Mountain.
Fayetteville, AR 72701
Re: Fayetteville Wastewater Improvements - Professional Engineering Services Contract
Amendment No. 2
Dear Mr. Bunn:
As you requested, please consider this our proposed Amendment No. 2 to our original Wastewater
Improvements Engineering Services Contract dated March 21, 2000 (Contract No. 753). We
ineers understand that you want us to support the Wastewater Improvements Project over the next several
months by submitting information, attending meetings, and providing other coordination with the City
and the other consultants. These efforts will be related toward assistance in the information needed for
the submission of the project Facility Plan and Environmental Information Document to ADEQ that is
being prepared by another consultant. We will also be assisting the City with any further public
information meetings and support of the City's website, monthly consultant coordination meetings,
submission of reports to ADEQ and other agencies, and the general funding acquisition and project
approval process.
Since our current fee was negotiated based on a specific scope of work, and since this increase in
scope represents additional work, we believe it is appropriate to request this amendment to our current
contract. We have submitted a breakdown of detailed information (attached spreadsheet) supporting
this requested amendment. Your approval of this proposal will increase our "Not to Exceed" fee
amount from $429,392 to $463,675, an increase of $34,283.
If this proposal is acceptable to you, please sign the three copies and return one copy to me. As
always, we appreciate the opportunity to provide professional services to the City of Fayetteville and
look forward to beginning the design phase of this project. Please call me with any questions or
comments. Thank you.
Respectfully,
PAREORENG)`i TEESApproved by:
ns, P.E.
Vice President / Project Manager Date:
Brentwood. TPI • Fave lleviiie. AR • Huntt-vdle. AL • Madison, MS 0 little Rock, AR • Tulsa. OK
Garver Engineers
,
A. IPage l
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• RJN Group
A. 4. Page 1
AGENDA REQUEST FORM
Council Meeting of September 4 , 2001
FROM Don Bunn Public Works Admin Public Works
Name Division Department
ACTION REQUIRED A resolution approving Contract Amendment No . 1 with the
RJN Group for additional engineering services relating to the Fayetteville
Wastewater Improvements Project in the amount of $ 124 , 903 . 08
COST TO CITY
West Side Sewer Lines &
S 124 , 903 . 9 S 448 . 693 . 00 Pump Stations
Cost of this Request Category/ Project Budget Category/Project Name
5400 5700 5314 00 445 , 002
Account Number Funds Used to Date Program Name
98047 - 10 S 3 , 691 Water and Sewer
Project Number Funds Remaining Fund Category
BUDGET /CONTRACT REVIEW XX Budgeted Item X Budget Adj . Attached
Budget Manager Date Admin Services Director Date
11 t
ZZI 91a
Accounting Manager Date ADA Coordinator Date
g (o
City Attorney Date Int rnal X,Aditor Date
or
Purchasing Officer Date
STAFF RECOMMENDATION It is the recommendation of the Staff that the Council
approve Contract Amendment No 1 with the RJN Group in the amount of
$ 124 , 903 .. Original Contract Amount - $ 6381267 . 00
&,-z4z -4� � " G� 4 Sen . 2001
Asst ubli work Director Date Cross Reference
Depar ent Director Date New Item : Yes No
Prev Resolution # 17 - 00
Admin Services Director Date
Orig . Contract # X44
Mayor Date Orig . Contract Date Feb , 2000
RJN Group •
A, 4, Page 2
Amendment No. I
WHEREAS, on the 1st day of February 2000 the City of Fayetteville, Arkansas and
RJN Group, Inc. made and entered into a contract for Engineering Services related to sanitary
sewer improvements to direct wastewater flows to the proposed West Side Wastewater
Treatment Plan, and;
WHEREAS, the City of Fayetteville and RJN Group, Inc. desire to amend said Contract,
so asp to include therein the necessary scope of work;
NOW THEREFORE, KNOW
ALL MEN BY THESE PRESENTS :
That the City of Fayetteville, a municipal corporation situated in Washington County,
Arkansas, hereinafter called "City" and RJN Group, Inc., hereinafter called "Engineer", hereby
make and enter into the following agreement:
The February 1 , 2000 contract between the City of Fayetteville and RJN Group, Inc. is
hereby amended to include additional services as directed by the City. The additional services
are summarized in Exhibit A. attached hereto and made part of this Agreement. The cost of the
additional services is given in Exhibit B, attached hereto and made part of this Agreement. The
contract cost not-to-exceed ceiling is increased by $ 124,903.03 to $763, 170.03 . The completion
date of the Agreement is extended to December 31 , 2001 .
All other provisions, covenants, recitals, terms and conditions of the Contract, which are
not expressly amended herein, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereby have executed this agreement in triplicate
originals on this date, the day of , 2001 .
RJN GROUP INC. CITY OF FAYETTEVILLE
Firm Name
Signa e M Signature
Regional Vice President Mayor
Title
Title
ATTEST
ATTEST
• RJN Group
A. 4. Page 3
EXHIBIT A
SUMINIARY OF ADDITIONAL SERVICES
CITY OF FAYETTEVILLE
WASTEWATER IMPROVEMENT PROJECT
At the direction of the CITY, the ENGINEER has provided the following additional
services for the West Side Wastewater Collection System Improvement Project:
Revised design year flow projections to reduce overall project cost. (Task A-5)
Created new flow hydrographs for hydraulic computer model . (Task A-5)
Performed additional hydraulic modeling based on revised flow projections .
(Task A-5)
Met with other project consultants and CITY to discuss revised flow projections and
design criteria. (Task A-5)
Revised preliminary design for sewer interceptors and lift stations based on revised
design flow projections and revised design criteria. (Task B-1)
Revised plan and profile sheets based on revised flow projections and design criteria.
(Task B-1 & B-4)
Developed updated construction cost estimates based on revised flow projections and
design criteria. (Task B-1)
Revised preliminary design report based on updated project criteria and cost.
(Task B-4)
Attend additional public meetings . (Additional Task)
Performed additional project administration activities due to extended project duration.
(Task A- 1)
Provide assistance in preparation of updated facility plan. (Additional Task)
A - 1
Group
A, 4 — - - •
A. 4. Page 4
EXHIBIT C
REVISED COMPENSATION SUMMARY
CITY OF FAYETTEVILLE
WASTEWATER IMPROVEMENT PROJECT
Original Revised
Contract Additional Contract
~ Amount Cost Amount
Task/Description ($) ($) (5)
A- 1 Project Administration 38 ,794.57 72066 .43 45 ,866 .00
A-2 Coordination Meetings 45 ,561 .74 ( 10,340.04) 35 ,221 .70
A-3 Coordination with Consultants 24,748 .69 0.00 24,748 .69
A-4 Public Relations 122592.38 0.00 12,592.38
A-5 Design Flows & Report 1689297.62 75 ,957 .67 244,255 .29
B4 Conceptual Design 2062276.75 72,262.90 278 ,538 . 80
B-2 Wetlands Determination 14,384 .62 (112344.62) 31040.00
B-3 Odor Control 43 ,977 . 12 ( 17,903 . 11) 26,074.01
B4 Design Report 47 ,255 .51 25 ,520.65 722776. 16
B-5 Additional Cost 362378 .00 (23 ,816.00) 12,562.00
Additional Tasks" 0.00 7.500.00 7 .500.00
Total 638 ,267 .00 124,903 .03 763 , 1 -5-63
110 88
l/ Includes assistance in preparation of facility report.
w.ri1. 2mi C - I
• Fayette Tree
r • A. 5. Page 1
STAFF REVIEW FORM
X AGENDA REQUEST
X CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville City Council meeting of September 18 . 2001
FROM :
Sid Norbash � Engineering Public Works
Name Division Department
ACTION REQUIRED : Approval of :
( 1 ) The Construction Contract with Fayette Tree b Trench , Inc . for Hinkle
Mobile Home Park Water Line Replacements Project in the amount of
$ 166 , 441 . 00 . (2 ) A project 15% contingency amount of $25 , 000 .
( 3 ) A budget adjustment in the amount of $38 , 441 . 00 .
COST TO CITY :
$ 191 . 441 . 00 $ 180 . 000 Hinkle MHP W/L• Replacements
Cost of this Request Category/ Project Budget Category/ Project Name
5400 - 5600 - 5808 - 00 $ 27 . 000 Capital Water Mains
Account Number Funds Used To Date Program Name
01022 -20 $ 153 . 000 Water and Sewer
Project Number Remaining Balance Fund
BUDGET VIEW : _ X Budgeted Item X Budget Adjustment Attached
BU6g,T,tl coordinator Administrative Services Director
CONTRACT/" /LEASE REVIEW : GRANTING AGENCY :
kjz
Accounting Manager VVDa e ' ADA Coordinator Date
AJ OL C6��$ r8 O vl
City torney /Date Internal itor Date
2 �..9 83oOI
Purchasing Officer Date
STAFF RECOMMENDATION : Approval of the contract , contingency , and the budget
adjustment .
Di isi n Head Date Cross Reference
0
d8 -0/ New Item : Yea�,,C_ NO_
Depar ent Director Date
Prev Ord/Res # :
' n ' strative Services Director ate
Orig Contract Date :
Orig Contract #
Mayor Date
Fayette Tree
A. 5, Page 2 •
.r ,/-vg r ,t fEVI LE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To : Fayetteville City Council
Thru : Dan Coody , Mayor
Greg Boettcher , Public Work Director
Jim Beavers , City Enginee
From : Sid Norbash , Staff Enginee�I�l//r��J �/
Date : August 30 , 2001
Re : Hinkle Mobile Home Park- Water Line Replacements
The above referenced project has been approved by the Council as a
CIP project and is budgeted for 2001 . Engineering for this project
has been performed by the Engineering Division , and the
construction management will also be performed in house .
On 8 -28 - 01 official bids were received for the construction
contract , and three bids were received . The bid results were as
follows :
Franklin Construction Co . $ 200 , 354 . 50
Goodwin & Goodwin , Inc . $ 196 , 417 . 00
Fayette Tree & Trench , Inc . $ 166 , 441 . 00
The Staff requests that the City Council approve the following :
( 1 ) Award of the contract to the low bidder , Fayette Tree 6 Trench ,
Inc . of Fayetteville , in the amount of $ 166 , 441 . 00 .
(2 ) Approve a 15% project contingency in the amount of $25 , 000 .
( 3 ) A budget adjustment in the amount of $ 38 , 441 . 00
The reason that a budget adjustment is needed for this project
is that an additional water loop was added to the design that was
not part of the original estimate for this project . Also , the
project contingency amount was not included .
Sn / sn
Attachments : Budget Adjustment
Vicinity Map
Copy of Contract
Fayette Tree
• • A. 5. Page 3
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