HomeMy WebLinkAbout1972-03-10 - Minutes - ArchiveMINUTES OF SPECIAL MEETING OF THE HOUSING AUTHORITY
• OF THE CITY OF FAYETTEVILLE, ARKANSAS
A Special Meeting of the Housing Authority of the City of Fayetteville,
Arkansas, was held on March 10, 1972, at 11:30 A.M., in the office of the
Housing Authority, 226 North Block Street, Fayetteville, Arkansas.
The meeting was called to order and upon roll call the following
members were present:
Messrs: Whillock, Douglas, Gould, Baxter and Shelton
Absent: None
Also Present: David Faught, Hugh Kincaid, Ora Belle Rollow.
The
Chairman ordered
that the following
Waiver and Consent be spread
upon
the Minutes:
WAIVER OF NOTICE OF AND CONSENT TO SPECIAL MEETING
We, the undersigned, do hereby accept notice of this
SPECIAL Meeting, waiving any and all irregularities
in the service of notice and do hereby consent and agree
that the Commissioners of the Housing Authority of
Fayetteville, Arkansas shall meet in the office of
the Housing Authority, 226 North Block Street, on
• the 10th day of March, 1972, for :the following purposes.
1. Resolution approving the Adoption of A
Contract For Engineering Services
With Urban Programming Corporation.
2. Resolution establishing the Fair
Market Value For Parcel 27-A
(Existing Federal Building Owned by
Downtown Fayetteville Association.
s/ Carl S. Whillock
J. W. Gould
s/ L. L. Baxter
Ellis E. Shelton
/s/ Hal C. Douglas
There being a quorum present, the following business was transacted:
is
• Mr. Faught presented the following resolution to the Commissioners
for approval:
RESOLUTION NO. '% SSI
RESOLUTION APPROVING A CONTRACT FOR ENGINEERING SERVICES WITH
URBAN PROGRAMMING CORPORATION.
Mr. Douglas moved that the Resolution be adopted, seconded by Mr.
Gould and the vote recorded:
AYES: Shelton, Whillock, Douglas, Gould and Baxter
NAYS: None
The Chairman thereupon declared the motion carried and was adopted
unanimously.
Mr. Faught advised that a resolution establishing a fair market
value for Parcel 27-A was not appropriate at this time inasmuch
as the first appraiser had not reviewed the appraises at this time.
Chairman Whillock advised that the Board of Commissioners were
invited to a luncheon meeting with the Downtown Fayetteville
Association to discuss future developments of the downtown area.
• There being no further business the meeting adjourned.
ATTEST:
APPROVED:
0
4
RESOLUTION N0. 8.7
RESOLUTION APPROVING A CONTRACT FOR ENGINEERING
SERVICES WITH URBAN PROGRAMMING CORPORATION.
WHEREAS, the Housing Authority Of The City of Fayetteville,
Arkansas and the United States Of America have entered into a Loan
and Capital Grant Contract dated February 11, 1972, and;
WHEREAS, the Housing Authority desires to obtain
professional services for the engineering of proposed site
improvements and;
WHEREAS, Urban Programming Corporation has submitted
a proposal to the Housing Authority of the City of Fayetteville to
provide such services.
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSIONERS OF
THE HOUSING AUTHORITY OF THE CITY OF FAYETTEVILLE ARKANSAS:
(1) That the
attached
contract
for
engineering
services
is hereby
approved
and
adopted.
(2) That the Chairman of the Housing Authority
is hereby authorized and directed to execute
said contract.
PASSED AND APPROVED, this �/OL day of February, 1972.
ATTEST:
At I1
Secretary
APPROVED:
�1Z� ef
Chairman
• ENGINEERING CONTRACT
FOR
PROPOSED SITE IMPROVEMENTS
CONSISTING OF
Pedestrian Mall
Streets, Alleys F, Sidewalks
Street Trees
Storm Sewers
Traffic Signalization
Electrical Relocation
Utility Adjustments
IN THE
CENTER SQUARE URBAN RENEWAL AREA, ARK, R-105
PART I - AGREEMENT
THIS AGREEMENT, entered into as of the day of
19 , by and between the Housing Authority
of the City of Fayetteville, State of Arkansas, .(hereinafter
referred to as the "Local Public Agency"), and Urban Programming
Corporation of Arkansas, a corporation organized and existing
under the laws of the State of Arkansas, (hereinafter referred
• to as the "Contractor").
WITNESSETH:
WHEREAS, the Local Public Agency has, under date of
February 11, 1972, entered into a Loan and Capital Grant Con-
tract with the United States of America, providing for financial
aid to the Local Public Agency under Title I of the Housing
Act of 1949, as amended to date; and
WHEREAS, pursuant to such Contract, the Local Public Agency
is undertaking certain activities necessary for the execution
of a project, situated in the Project Area described below; and
WHEREAS, the Local Public Agency desires to engage the..
Contractor to render certain technical advice and assistance
in connection with such undertakings of the Local Public Agency;
NOW, THEREFORE, the parties hereto do mutually agree as
follows:
I. SCOPE OF SERVICES
The Contractor shall perform all the necessary services provided
under this Proposal in connection with and respecting the
following Project Area:
Center Square Urban Renewal Project, Ark, R-105
and shall do, perform and carry out in a satisfactory and proper
manner, as determined by the Local Public Agency, the following:
A. General Scope of Services
The Contractor will make preliminary studies, consult
with interested officials; including the Department of
Housing and Urban Development; City of Fayetteville
officials; local interested groups and advisory committees;
obtain and collect basic data; prepare designs, plans,
specifications and cost estimates; provide construction
services; and otherwise assist the Local Public Agency
with the Planning and construction of the Item I Site
Improvements as listed below:
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Page 2
All Item I Project Improvements as shown
in the Project Improvements Report, "Part
I Loan and Grant Application" Center
Square Urban Renewal Area, Ark. R-105.
The general categories of services to be provided by the
Contractor for the proposed site improvements are as follows:
Design and Consulting Services
Preliminary Design Plans, Outline Specifications
and Estimates Contract Plans, Specifications
and Estimates Construction Services
Additional or Special Services
Resident Engineering Services for the Pedestrian Mall
B. Design and Consulting Services
1. Preliminary Design Plan, Outline Specifications
and Estimates.
a. The contractor will perform the necessary field
• surveys to obtain the topographic data required
for the preparation of the design. Such surveys
shall include control profiles, and dimensions
and locations of existing and proposed streets,
sidewalks, malls, sewers, culverts, ditches,
utility locations, other public improvements
and other information as required, including
ties to existing property lines and right of
ways.
b. The Contractor will consult the Department of
Housing and Urban Development, the Local Public
Agency, City of Fayetteville Officials, local
utility companies, and others in order to insure
that the subsequent designs are satisfactory and
not in conflict with existing installations and
are coordinated with proposed future improvements
to exterior City streets and drainage systems.
c. The Contractor will consult the local public
utility companies to coordinate the proposed
site improvements with their participation in
the relocation or reconstruction of their in-
stallations in the Project Area.
d. The Contractor will assist the LPA in organizing
various groups that are deemed necessary by the
LPA for purposes of inviting their participation
in establishing design goals and objectives for
site improvements. The Contractor will consult
with these groups and the LPA with respect to
design of site improvements and explore various
alternative concepts and plans for these site
improvements as might be necessary. The Contractor
shall work with these.organized groups for.the
purpose of inviting their.participation in de-
sign'decisions and shall be responsible for
attending meetings as might be required with
these groups in order to obtain their views
and to inform them of technical matters of enginee-
ring and design as they relate to site improve-
ments covered by this Contract.
Page 3
e. Utilizing all information collected and
made available by consultation with inter-
ested Officials, the Contractor will pre-
pare preliminary designs, outline speci-
fications, preliminary plans and cost es-
timates for submission to the Local Public
Agency and others as required for review
of the plans. The plans will be developed
sufficiently to permit the reviewer to analyze
and comment on the plan and profiles, typical
sections, typical elevations, details and
other pertinent information relating to the
basic design and layout of the proposed
facilities.
2. Contract Plans, Specifications and Estimates
a. The Contractor will prepare complete and de-
tailed final contract plans and specifications
based upon the approved preliminary plans and
outline specifications. The detailed final
plans shall include plans, profiles, typical
sections and such other items as may be nece
• ssary,
b. The Contractor will assist the Local Public
Agency in obtaining approval of final agree-
ments and permits with the City of Fayette-
ville, Arkansas Health Department and such
other public agencies as may be necessary.
C, The Contractor will prepare a final detailed
estimate of the cost of construction of the
proposed site improvements, based upon final
contract plans and specifications.
d. Thirty days in advance of advertising for bids
for construction, the Contractor will forward
to the Local Public Agency three sets of do-
cuments which shall consist of:
1. General Conditions, all parts
2. Special Conditions, all parts
3. Drawings, as listed in Schedule of Drawings
4. Technical Specifications
5, Final Estimates of Costs
e. The Contractor will prepare Twenty (20) sets
. of the contract documents and plans required
for advertising and receiving bids for'con-
struction.
3. Construction Services
a. The Contractor will assist the Local Public Agency
in advertising for and analyzing bids, in the
selection of a qualified contractor(s) for con-
struction of the improvements.
b. The Contractor will be available for general
consultation and interpretation of the plans
and specifications during construction.
C. The Contractor will visit the job site and ob-
serve the progress of construction at intervals
during the construction of the project. Such
observation is not to be construed as resi-
dent supervision of construction but as a gen-
eral review of the work for conformance with the
contract plans,
Page 4
d, The Contractor will review and approve all shop
and working drawings,
e. The Contractor will advise the Local Public
Agency concerning the results of laboratory
tests of materials for compliance with the speci-
fications,
f, The Contractor shall
provide
a set
of
as -built
reproducible drawings
to the
Local
Public
Agency.
C. Additional or Special Services
1. Subsurface Investigations - The Contractor will
engage a reputable boring contractor for
the necessary subsurface investigation and will
have said contractor obtain such subsurface in-
formation and soil tests as required for the
proper design of the improvements covered by
this contract.
2; Modifications to Approved Plans - The Contractor
will modify previously approved contract plans,
• specifications and estimates when authorized in
writing by the Local Public Agency, due to a
change in design criteria initiated by the Agency.
This provision shall not apply to changes made
necessary by errors of the Contractor.
3, Legal Descriptions and Plats - The Contractor
will prepare plats and legal descriptions for
all easements and right of ways to be acquired
for public improvements, with ties to existing
property boundaries and right of way lines, de-
tailing by separate plat and legal description
for each property owner the area to be acquired from
the property owner.
D, Resident Engineering Services for the Pedestrian
1. The Contractor will furnish a Resident Engineer and
will staff (as required) a job site field office
furnished by others.
2, Said Resident Engineer will review the construction
schedule prepared by the construction contractor(s)
for compliance with the plans, specifications and
contract,
3. Said Resident Engineer will arrange pre -construction
conferences and schedule progress meetings and other
job conferences as required.
4. Said Resident Engineer will serve as the Local
Public Agency's representative in all dealings with
the construction contractor(s).
5, Said Resident will obtain from the construction
contractor(s) a list of proposed suppliers and
subcontractors.
6, Said Resident Engineer will maintain at the field
office orderly files of correspondence, reports
of job conferences, shop drawings, reproductions
of original contract documents, including all
addenda, change orders and additional drawings
issued subsequent to the award o.f the contract,
progress reports and other related documents.
■ <.
Page 5
7. Said Resident Engineer will maintain a set of
drawings on which authorized changes are noted.,
8. Said Resident Engineer will review the interim
and final pay estimates of the construction
contractor(s) and forward them with recommenda-
tions to the Local Public Agency, noting parti-
cularly their relation to the work completed
and materials and equipment delivered at the site.
9. Said Resident Engineer will inspect and approve
the work performed to ascertain its general
compliance with the contract plans and specifi-
cations.
10. Said Resident Engineer will inspect at the site,
arrange for testing where necessary, and approve
all construction materials.
11. Said Resident Engineer will review and prepare
recommendations to the Local Public Agency
concerning all properly filed claims of construc-
tion contractor(s) for extra compensation.
• 12. Said Resident Engineer will submit to the con-
struction contractor(s), prior to semi-final
and final inspections, a list of observed items
requiring correction and verify that each corr-
ection has been made.
13. Said Resident Engineer will conduct final in-
spection(s)
n-
spections) in the company of the Local Public
Agency's representatives, and make recommenda-
tions to the Local Public Agency concerning
final acceptance of the Project.
II. INFORMATION FURNISHED BY LOCAL PUBLIC AGENCY
The Local Public Agency shall furnish the following data and
information to the Contractor:
A11 available pertinent information that the Local
Public Agency may have in its possession or to which
it may have access.
III. TIME OF PERFORMANCE
The services of the Contractor shall be undertaken and completed
in such sequence as to assure their expeditious completion
. in the light of the purposes of this Contract; but in any
event, all of the services hereunder shall be completed within
the number of consecutive calendar days shown below:
A. The preliminary design plans, outline specifications
and estimates in accordance with Section numbered
I -B-1, shall be submitted to the Local Public
Agency, the City, and such agencies as may be con-
cerned, within one hundred twenty (120) days after
the receipt of a written Notice to Proceed for each
separate proposed contract.
B. For each contract, plans, specifications and esti-
mates, in accordance with Section numbered I -B-2,
shall be submitted to the Local Public Agency, and
the City and such other agencies as may be concerned
within ninety (90) days after approval of preliminary
plans.
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SC. Construction services, in accordance with Section
numbered I -B-3, shall be provided at such times
as they may be required and in an expeditious
fashion.
D. Special or Additional Services, in accordance with
Section numbered I -C, shall be provided at such
times as they may be required and in an expeditious
fashion.
E. Resident Engineering Services, in accordance with
Section numbered I -D, shall be provided during
the construction of the pedestrian mall, commencing
with the award of Contract to the Contractor and
ending with the acceptance of the work by the Agency.
IV COMPENSATION
A. Design and Consulting Services
The total compensation to be paid by the Local Public
Agency to the Contractor as full remuneration for the
performance of Design and Consulting Services as sti-
pulated in Section numbered I -B, Design and Consulting
• Services, shall be computed as a percentage of Total
Improvements Cost as following:
Total Estimated Improvements Cost Total Percentage Fee
$889,880 8.3%
The Total Improvements Cost shall be the total cost
of the items which are listed as included in Section
numbered I -A, excluding engineering fees, legal fees,
land, administration costs and financing costs.
All other costs and expenses (including the cost of
labor and materials furnished by the Local Public
Agency or the City for the Construction of the Im-
provements listed herein and within the Scope of
the Engineer's work) shall be included in the Total
Improvements Cost.
The estimated Total Improvements Cost shall be based
on the Contractor's latest estimate of Improvements
Cost for the applicable phase of the Improvements.
The final total fee, as calculated in accordance with
the above schedule, shall be based on the ultimate
or the final cost of construction or, if construction
is not started, shall be based on the Contractor's
• last estimate of Improvements Cost, for the contract
plans and specifications satisfactorily completed, as
required hereunder, and as determined by the Local
Public Agency. The total fee shall not exceed $73,
860. When and if such maximum cost has been incurred,
no additional services shall be provided or expenses
incurred therefor without an appropriate amendment.
to the contract.
B. Special or Additional Services
1. Subsurface Investigations - For services specified
in Section numbered I -C-1, Subsurface Investiga-
tions, the Local Public Agency swill reimburse the
Contractor for the actual cost .of the subsurface
investigations as performed by other contractors
engaged by the Contractor, but mot to exceed the
total amount of $4,000.00
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Page 7
2. Modifications to Approved Plans - For services
specified in Section numbered I -C-2, Modifications
to Approved Plans, the Local Public Agency will
reimburse the Contractor for his actual techni-
cal salary costs of staff assigned to the work
plus one -hundred (100) percent of such salary costs
for overhead, payroll taxes costs, and other direct
costs. The maximum cost of these services shall
not exceed $2,000.00.
3. Legal Descriptions and Plats - For services
specified in Section numbered I -C-3, Legal
Descriptions and Descriptive Plats, The Local
Public Agency will pay the Contractor $75 per
lot, up to a maximum amount of $3,000.00.
C. Resident Engineering Services for the Pedestrian Mall
For services specified.in Section numbered I -D, the
Contractor shall be paid monthly payments consisting
of 2.0 times -engineering gross payroll including
established fringe benefits, plus direct reimburse-
ment of travel and living expenses, telephone charges,
reproduction costs, supplies, and equipment rental.
All of the above items, including payroll, shall be
justified by adequate invoices. The maximum amount
to be paid under this Section shall be $22,000.
V. METHOD OF PAYMENT
A. Payments shall be made to the Contractor in the
following manner, in every case subject to receipt
of a requisition for payment from the Contractor,
specifying that he has performed the work under this
Contract in conformance with the Contract and that
he is entitled to receive the amount requisitioned
under the terms of the Contract.
B. Design and Consulting Services
Thirty (30) percent of the total percentage fee when
the services covered by Section numbered I -B -i,
paragraphs a through c have been satisfactorily com-
pleted, as required hereunder.
Thirty (30) percent of the total percentage fee when
the remainder of the services covered by Section I -B-1
are completed, resulting in preliminary plans, outline
specifications and estimates being submitted to the
Local Public Agency.
Thirty (30) percent of the total percentage fee when
the services covered by Section numbered I -B-2,
Contract Plans, Specifications and Estimates have
been satisfactorily completed as required hereunder.
Ten. (10) percent of the total percentage fee when the
services covered by Section numbered I -B-3, Construc-
tion Services, have been satisfactorily comple'l:ed.
C. Special or Additional Services
The actual cost, not to exceed $4,000.00 for the
subsurface investigation, when said services as
covered under Section numbered I -C-1, have been
satisfactorily completed, as required hereunder, and
as determined by the Local Public Agency.
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The actual cost of technical salaries plus 100%,
for modifications to Approved Plans when satis-
factorily completed as determined by the Local
Public Agency,
Seventy -Five Dollars ($75.00) per lot for legal
description and plat as they are submitted to the
Local Public Agency, the total fee however, not
to exceed $3,000.00
D. Resident En¢ineerin¢ Services for the Pedestrian Mall
Monthly payments consisting of 2.0 times engineering
gross payroll including established fringe benefits;
plus direct reimbursement of travel and living ex-
penses, telephone charges, reproduction costs, supplies
and equipment rental. All of the above items, in-
cluding payroll, shall be justified by adequate in-
voices. The maximum amount to be paid under this
Section shall be $22,000.
E. It is expressly understood and agreed that in no event
will the total compensation and reimbursement, if any,
to be paid hereunder, exceed the maximum sum of
$104,860: This amount is based on all sums being
• expended for subsurface investigations, modifications
to approved plans, and the total improvements costs
covered by this agreement.
VI TERMS AND CONDITIONS
In the event that the Scope of Services is modified, changed or
altered substantially by the Local Public Agency or other govern-
mental agency either party of the contract may request that the
Contract Compensation be renegotiated to the mutual satisfaction
of both parties and subject to the concurrence of the Department
of Housing and Urban Development,
This Agreement
is subject to
and incorporates the
provisions
attached hereto
as Part II -
Terms and Conditions
(Form H -62.1B,
dated February,
1969),
VII NON-FEDERAL LABOR STANDARDS
Not Applicable
VIII PREVAILING SALARIES
Not less than the respective salaries prevailing in the lo-
cality as determined pursuant to the attached "Determination
of Prevailing Salaries of Technical Positions" shall be paid
to persons in the respective occupations listed therein employed
in the performance of work under this Contract.
IX CERTIFICATIONS
The Contractor shall furnish to the Local Public Agency with
each statement submitted for services rendered, certifications
as to ccclpliar.^..e with Section 8 of this Part when applicable,
and a similar certification of his subcontractors with respect
to employees in work under this Contract.
Page 9
IN WITNESS WHEREOF, the Local Public Agency and the Con-
tractor have executed this Agreement as of the day and year
first above written.
ATTEST:
ATTEST:
•
ff
r
HOUSING AUTHORITY OF FAYETTEVILLE
ARKANSAS
(Local Public Agency)
Lon
URBAN PROGRAMMING CORPORATION OF
ARKANSAS
(Contractor)
.By