HomeMy WebLinkAbout2008-01-08 - Agendas epi le
yIl'vARKANSAS WATER/SEWER COMMITTEE AGENDA
Meeting Date of January 8, 2008
COMMITTEE: Chairman Kyle Cook; Alderman: Lioneld Jordan, Bobby Ferrell, Adella Gray
COPY TO: Mayor Dan Coody, Sondra Smith, Gary Dumas, Paul Becker, Susan
Thomas, Tim Conklin, Jeremy Pate, Ron Petrie, an on Jones, Tom
Hubbard, Peggy Bell, Lynn Hyke, OMI
FROM: David Jurgens, Water and Wastewater Director
A meeting of the Fayetteville Water and Sewer Committee is plan d fo January 8,
2008, at 5:15 PM, in Room 326, Fayetteville City Hall, immediatel ollowing the City
Council Agenda Session. Proposed topics include:
1 . Approve Minutes of the December 11 and 19, 2007 Water/Sewer Committee meetings.
2. Decentralized Sewer Administration Agreement with Washinaton County is
attached. This agreement allows Washington County to continue administrative oversight of
decentralized sewer systems after they annex into the City of Fayetteville City limits. As
they are already administering these systems, it allows for smooth and consistent
administration. All costs are borne by the Responsible Management Entity (i. e., the
Property Owner's Association or similar organization).
3. WSIP U date.
Contract Description Contractor Cost % Complete
WL-1 Porter — Hamestring & Old Wire— Gregg Oscar Renda $ 7,186,957 100%
WL-2 North St — Poplar — Gregg Gravity Line T-G Excavatinq $ 4,413,664 100%
WL-3 Porter — Hamestring & Old Wire — Gregg Combined contract with WL-1 100%
WL-4 Gregg Ave — Hamestring LS Gravity Line Oscar Renda $ 10,613,447 100%
WL-5 Force Mains Hamestring — West Plant Gamey Const $ 4,752,287 100%
WL-6 Hamestring Lift Station Brasfield & Gorrie $ 6,279,806 99%
WL-7 GreggAve Lift Station Crossland Heavy $ 1 ,527,000 59%
EP-1 Noland Wet Weather Improvements Wilson Brothers $ 1 ,327,794 68.6%
EL-1 Mally Wa non Lift Station and Force Main Garney Const $ 1 ,393,880 22.9%
EL-2 Happy Hollow—Noland WWTP 42" Gravity Rosetta Const $ 10,431 ,995 12.4%
EP-2 Noland WWTP Renovation Archer Western $ 14,836,631 100%
EP-4 Noland WWTP Oxygen Injection BluelnGreen $ 66,460 100%
WP-1b Broyles Road Construction Crowder Const $ 3,737,965 60.5%
BWD-1 Geos ntec Consulting Geos ntec $ 199,883 6.7%
WP-2b Wetlands Mitigation, WWTP Site Green Scaping $ 145,200 100%
WP&L BP West Side (WL-6 & WP-3) Backup Power PowerSecure $ 1 ,986,897 69.7%
WP-3 I West Side WWTP Construction I Brasfield & Gorrie $ 60,398,785 1 83.4%
This contract is being cancelled due to the natural restoration of the site. The overall completion
percentage for the wetland mitigation site, including berms, water control structures, etc., is 75%.
2 This project is substantially complete, meaning the work can be used to execute its mission.
a. WL-6 Channel Grinder Purchase for $163,436.00 from JWC Environmental.
This screening and grinding unit is to be placed on the front end of the Hamestring lift
station to protect the lift station and West Side WWTP from foreign objects that might get
into the sewer system, and as required by Ten State Standards. The City received two bids
28 December, 2007; information is attached.
W&S comndffee agenda 8Jan08
JWC Environmental $ 163,436.00 (low bid)
Instrument and Supply 189,700.00
Staff Estimate $ 180,000.00
b. WSIP Farmington Area Work. Design and easement acquisition are underway.
The RLF loan closing occurred on 21 December 2007. The first bid openings are scheduled
for 8 January 2008; information will be provided in a supplemental memo.
c. WSIP Easement Update. Fifty-three tracts were required for pipelines EL-1 and
2; 51 have been acquired. We have verbal agreement on one of the remaining two, but will
now have to move ahead with condemnation proceedings on the West Fork Place
Subdivision, owned by Flying Monkey LLC. According to staffs most recent conversations
with the owner's representative, they cannot get the easement signed. An updated matrix is
attached.
d. Contract Legal Review- West Plant Construction Contract. Contract
negotiations are underway with Williams & Anderson, PLC.
e. WSIP Construction Schedule & Cost Update will be distributed at the meeting.
4. Sani _tary Sewer Rehabilitation Prosect Update.
a. Farmington Area. The dig and replace portion of the Farmington Sewer
Rehabilitation (T-G Excavating) is complete. Change Order 1 was executed as a no-cost
change order to change some dig and replace work with pipe bursting. Change Order 2
was executed as a no-cost change order to include some additional work that was offset by
Change Order 1 . The lining portion (Insituform) is 80% complete, and is scheduled to be
completed in January 2008. Both change orders are attached.
b. Basin 15 and minisystems 2, 5, 6, and 13A manhole rehabilitation involves
rehabilitating over 800 manholes in the southern and Hamestring areas of Fayetteville. We
opened two bids on 6 December; both were too high and were rejected. Staff and RJN are
evaluating the project to determine the reason for the high bids. The project will be rebid
January 23, 2008.
5. 36" Water. Line Improvements within the Fayetteville city limits between Joyce and
Overcrest is complete. Work at Hwy 412 is underway and should be complete in March.
6. Water and Sewer Operations Study research found there is no longer a requirement to
complete a Water/Sewer Operations Study. The bonds that required that have been
redeemed, and it is the opinion of staff, HDR, bond council, and the City Attorney's office
that the City is no longer obligated to execute such a study. Additionally, due to the flux in
the wastewater system that will occur in 2008, there is no operational value in executing a
study at this time. Thus, staff recommends that no Operations Study be conducted. Further
details are in the attached memorandum.
7. Water/Sewer Committee Meetings are proposed for (1 ) Water/Sewer Rate Study,
Wednesday, January 16, 2008, at 4:30 PM, room 326; and (2) general topics, Tuesday,
February 12, 2008, 5:15, room 326 (following Agenda Session).
Attachments: Decentralized Sewer Administration Agreement with Washington County
WL-6 (Hamestring Lift Station) Channel Grinder Purchase
WSIP Easement Matrix
Sewer Rehabilitation T-G excavating Change Orders 1 and 2
Water and Sewer Operations Study Memorandum
WSIP Construction Schedule and Cost Update (To be distributed at meeting)
W&S committee agenda 8Jan08
City Council Meeting of December 18, 2007
Agenda Item Number
CITY COUNCIL AGENDA MEMO
To: Mayor and City Council
Thru: Gary Dumas, Director of Operations
Kit Williams, City Attorney
Tim Conklin, Planning and Development Manaent Director
David Jurgens, Water and Wastewater Director
Ron Petrie, City Engineer
From: Karen Minkel, Senior Long Rang Planner Nt
Date: November 27, 2007
Subject: Resolution establishing an interlocal agreement between the City of Fayetteville
and Washington County regarding community sewer systems
RECOMMENDATION
Planning, Engineering and Water and Wastewater staff recommend approving a
resolution establishing an interlocal agreement between the City of Fayetteville and
Washington County regarding community sewer systems.
BACKGROUND
City Council approved an ordinance to attach and incorporate 1 ,419.30 acres into the City
of Fayetteville after a majority of citizens voted in favor of annexing the property during
a special election held on October 10, 2006. Through this annexation, the City inherited
two decentralized sewer systems, one that was already under construction and one that
had yet to be constructed but had been approved by Washington County. This situation
prompted City staff members to meet with County Planning staff and the Washington
County Attorney, George Butler, in order to discuss an interlocal agreement regarding the
management of decentralized sewer systems.
County personnel have substantial experience in managing community sewer systems,
regulations and bonding requirements. On the occasions that community sewer systems
are annexed into the City, this interlocal agreement would enable the County to continue
managing the system at a cost of $2.00 per customer per month. This fee would cover
administrative costs and the City could pass along this cost to customers served by the
community sewer system. Any cost beyond the stated $2.00 would have to be approved
by the City Council. In addition, a board would be created to oversee the cooperative
effort, which would include the Mayor of Fayetteville, the County Judge and a third
person whom both parties agreed upon.
BUDGET IMPACT
None.
FAYETTEVILLE
THE CITY OF FAYETTEVILLE,ARKANSAS
KIT WILLIAMS,CITY ATTORNEY
DAVID WHITAKER,ASST. CITY ATTORNEY
DEPARTMENTAL CORRESPONDENCE LEGAL DEPARTMENT
TO: Dan Coody, Mayor
City Council
CC: Karen Minkel, Long Range Planner
Tim Conklin, Planning & Development Management Director
FROM: Kit Williams, City Attorney
DATE: November 30, 2007
RE: Interlocal Agreement with Washington County
The Planning and Legal Departments of the City and Washington County
met to discuss how best to monitor and manage Community Sewer Systems that
have been or may in the future be brought into the City Limits. Washington
County has already established working regulations for such systems (including
bonding requirements) and has trained and experienced staff in place to monitor
those Community Sewer Systems.
The City Staff concluded that it would be an inefficient and unnecessary
duplication of effort for the City to try to educate and train city staff for the small .
number of these systems within the City. The County is willing to continue
managing these systems for the same reasonable fee per household served ($2.00
monthly) as it currently receives for systems outside the city.
Therefore, the. County Attorney (George Butler) and I drafted the attached
Interlocal Agreement authorizing the County to continue management of the
community sewer systems for the $2.00 monthly household fee. If this $2.00 fee
becomes insufficient, the City could have to pay its proportionate share of
increased costs, but can pass this additional cost along to the households using the
Community Sewer Systems. Thus, this agreement should not cost the City
anything and will avoid the necessity of training City staff to do what the County
staff already has the expertise to accomplish.
RESOLUTION NO.
A RESOLUTION TO APPROVE AN INTERLOCAL AGREEMENT
WITH WASHINGTON COUNTY SO THAT THE COUNTY MAY
CONTINUE TO MONITOR AND MANAGE COMMUNITY SEWER
SYSTEMS THAT HAVE BEEN ANNEXED INTO FAYETTEVILLE
WHEREAS, Washington County has established ordinances, rules, regulations, and
bonding requirements for Community Sewer Systems in the unincorporated areas of the County;
and
WHEREAS, the City of Fayetteville has annexed one or more of these Community
Sewer Systems and desires that the County and its trained personnel continue to monitor and
manage these systems.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF FAYETTEVILLE, ARKANSAS:
Section 1 : The City Council of the City of Fayetteville, Arkansas hereby approves the
attached Interlocal Agreement with Washington County so the County can continue to monitor
and manage any Community Sewer Systems which now or hereinafter may be located within
Fayetteville's city limits for a fee to be charged the owners of the Community Sewer System for
such management.
PASSED and APPROVED this 18th day of December, 2007.
APPROVED: ATTEST:
By: By.
DAN COODY, Mayor SONDRA E. SMITH, City Clerk/Treasurer
INTERLOCAL AGREEMENT
THIS AGREEMENT, is made pursuant to A.C.A. §14-14-910 and A.C.A. § 25-20-101
et. seq., by and between the County of Washington, Arkansas (County) and the City of
Fayetteville, Arkansas (City).
WITNESSETH:
(1 ) WHEREAS, the City desires that the County exercise jurisdiction within the corporate
boundaries of the City for purposes of regulating Community Sewer Systems; and
(2) WHEREAS, the County has already passed ordinances concerning Community Sewer
Systems and rules and regulations have been promulgated concerning such; and
(3) WHEREAS, County personnel have gained substantial experience and expertise in
administering Community Sewer Systems, regulations and bonding requirements.
NOW THEREFORE, BE IT KNOWN BY ALL PERSONS BY THESE
PRESENTS, that for and in consideration of the above and for the mutual obligations hereby
created and the mutual benefits so derived, the parties agree as follows:
(A) It is the intent of the parties to create a long-term relationship with regard to the
matter discussed herein. Either party may, by majority vote of its respective governing body,
elect to modify, or terminate this Agreement. In order for this Agreement to be modified, the
governing bodies of both the City and the County must so indicate by a majority vote of their
respective governing bodies. If the parties shall desire to terminate this Agreement, the party or
parties so desiring to withdraw shall give the other parties six (6) months written notification for
its intent to withdraw, which notice shall be mailed to the Chief Executive official of each party.
(B) In the event of the termination of this Agreement, the parties shall each receive
their separate property (if any), whether leased, rented, purchased, or borrowed.
(C) The County shall be entitled to a $2.00 monthly fee per customer of a Community
Sewer System for its proportional administrative costs (as described below) including, but not
limited to salaries and fringe benefits for any staff retained to assist in administering the county
ordinances and regulations.
(D) Any reimbursement beyond the $2.00 monthly fee per customer shall be
calculated on a pro-rata basis to be determined by the number of households being served by a
Community Sewer System in the City versus the number of households being so served outside
the city Iimits of Fayetteville. The City may pass this cost along to customers served by a
Community Sewer System. It is the intention of the parties that the $2 per customer per month
to be levied by the County and collected from the Responsible Managing Entity (RME) of the
Community Sewer System will cover any administrative costs herein. In the event that such is
not the case, the City cannot be further financially obligated without the consent of its governing
body.
(E) The County will provide regulatory services to the City for any Community
Sewer Systems within the incorporated City limits per the County ordinances and rules and
regulations promulgated thereto.
(F) A Board is being created to oversee this joint co-operative effort and shall consist
of the County Judge, the Mayor of Fayetteville and a third person mutually agreed upon. The
Interlocal Board shall meet as needed. Meetings may be called as the need arises by any Board
member.
(G) This Agreement may be amended from time to time by the governing bodies of
the parties. The party desiring to amend this Agreement shall draft their proposed amendment
and, after passage by their governing body, submit the proposed amendment to the other parties,
whereupon said parties governing body shall vote upon said proposed amendment. Should the
amendment be accepted by all parties, it will thereafter become a part and parcel of this
Agreement. Should any party fail to approve a proposed amendment, it will have no force or
effect.
(H) The various provisions and parts of this Agreement are hereby declared to be
severable and if any section or part of a section, provision or part of a provision herein, is held to
be invalid such holding shall not invalidate or effect the remainder of this Agreement.
(I) In accordance with A.C.A. § 25-20-101 et. seq. this Agreement shall be submitted
to the Attorney General.
IN WITNESS HERETO, Washington County, Arkansas and the City of Fayetteville,
Arkansas, have executed this document by their duly elected officers who are authorized to
represent the respective parties hereto in assuring the rights and obligations set forth herein this
day of , 2007.
WASHINGTON COUNTY, CITY OF FAYETTEVILLE,
ARKANSAS ARKANSAS
JERRY HUNTON, County Judge DAN COODY, Mayor
ATTEST:
Sondra E. Smith, City Clerk/Treasurer
2
A. 4
Bid #07-79 JWC Environmental
Page 2 of 22
City Council Meeting of January 15, 2008
CONTRACT REVIEW MEMO
To: Mayor Dan Coody
From: David Jurgens, Water and Wastewater Director
Fayetteville Sewer Committee
Date: December 28, 2007 .
Subject: Approval of the purchase of a Channel Grinder from JWC Environmental for
installation at the Hamestring Sewer Lift Station, WSIP Subproject WL-6, in the amount of
$163,436.00. Funds are available within the WSIP Project
RECOMMENDATION
City Administration recommends approval of the purchase of a Channel Grinder from JWC
Environmental for installation at the Hamestring Sewer Lift Station, WSIP subproject WL-6,
in the amount of$163,436.00. Funds are available within the WSIP project.
BACKGROUND
The channel grinder style screening and grinding unit is to be installed on the front end of the
new Hamestring lift station. It was considered but excluded from the design several years ago
to reduce costs, but is now required by Ten State Standards for all lift stations with inlet pipes
30" and larger. The Hamestring station has a 24" and a 48" inlet pipe, thus requiring a screen.
In the last four years, there have been two significant failures at the Noland WWTP due to
large items entering the influent pump station. Each of these failures resulted in more than
$100,000 damages; one resulted in a substantial sewer overflow. This grinder unit will
prevent this type of failure from occurring on the West Side Wastewater Treatment Plant
(WWTP) and the critical Hamestring lift station that pumps over 85% of the flow to the plant.
DISCUSSION
Staff and consultants strongly recommend this screen be installed to protect both the pump
station and the WWTP from large foreign objects entering the lift station. Examples of
objects we have seen in our system which could be transported down the 48" sewer line
include bowling balls, children's bicycles, toys, dog leashes, large sticks, oil filters,
construction debris, metal pipes, etc. This grinder unit serves both as a screen and grinder,
which reduces long term maintenance costs on all components of the system at and
downstream from the grinder.
The City received two bids on 28 December, 2007; the bid tab is attached.
JWC Environmental $ 163,436.00 (low bid)
Instrument and Supply 189,700.00
Staff Estimate $ 180,000.00
Both units meet the specifications.
BUDGET IMPACT
Funds are available within the WSIP Project.
WL-6 Channe1Grinder CCMemoDec07
A. 4
Bid #07-79 JWC Environmental
Page 4 of 22
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Page 6of22?';.
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J.
CITY OF FAYETTEVILLE
113 W. Mountain St.
Fayetteville, Arkansas 72701
INVITATION TO BID
BID # 07-79
Channel Grinder
BID #: 07-79
DATE ISSUED: Saturday, December 15, 2007
DEADLINE & BID OPENING: Friday, December 28, 2007 at 2:00 PM,
Central Standard Time
BID DELIVERY LOCATION: 113 W. Mountain, Room 306, Fayetteville, AR
72701
PURCHASING AGENT: Andrea Foren, (479) 575-8220, aforen(a-ci.fayetteville.arms
f'
PRODUCT F.O.B. City of Fayetteville Hamestring Sewer Lift Station, 2065
North Sunshine Road, Fayetteville, Arkansas, 72704
Bids must be submitted on this bid form in its entirety AND
accompanied by descriptive literature on the products being bid.
CITY OF FAYETTEVILLE,ARKANSAS
BID 07-79,CHANNEL GRINDER
PAGE 1 OF 14
A. 4
:... ._::_... .. .: .. Bid #07-79 JM Environmental
Page 7 of 22
City of Fayetteville
Bid 07-79, Channel Grinder
General Terms and Conditions
1.. All bids shall be submitted in a sealed envelope and must be submitted on forms acquired by the
vendor from the City of Fayetteville Purchasing website (www.accessfayetteville.orq). Bids with missing
pages or missing any requested attachment will be deemed incomplete.
2. The item bid and the bid number shall be stated on the face of the sealed bid envelope.
3. Bids received after the date and time set for receiving bids will not be considered.
4. The City reserves the right to accept or reject any or all bids, waive formalities in the bidding and make
a bid award deemed to be in the best interest of the City.
5. The quantities listed are based on the needs of the City and availability of funds at the time bids are
posted. The City shall be able to purchase more or less than the quantity indicated subject to
availability of funds or change in needs.
6. The bid price shall remain good and firm until project is completed. Payment to the vendor by the City
will be made within 30 days following delivery and acceptance in accordance with these specifications
and the City's Purchase Order to the vendor.
7. All products delivered shall comply with applicable standards of quality.
S. Any exceptions to the specification requirements of the City of Fayetteville must be noted on the Bid
Form.
9. Prices shall include all labor, materials, overhead, profit, insurance, etc., to cover the furnishing of the
items bid. Sales tax is not to be included in the bid price. Applicable Arkansas sales tax laws will
apply to this bid, but will not be considered in award of the bid.
10. Each bidder shall state on the face of the bid form the anticipated number of days from the date of
receipt of an order for delivery of equipment and installation to the City of Fayetteville. Failure to deliver
on or before the time specified in the contract may subject the contractor to payment of damages or
other appropriate sanctions.
11. Copy of the warranty shall accompany the bid, and any exceptions to the warranty shall be clearly
.noted on the bid form. Written warranties shall specify the greater of the manufacturer's standard
warranty or the minimum warranty specified herein by the City.
12. Bidders must provide the City with their bids signed by an employee having legal authority to submit
bids on behalf of the bidder. The entire cost of preparing and providing responses shall be borne by
the bidder.
13. The City reserves the right to request any additional information it deems necessary from any or all
bidders after the submission deadline.
14. The request for bid is not to be construed as an offer, a contract, or a commitment of any kind; nor does
it commit the city to pay for any costs incurred by bidder in preparation of bid.
15. If products and/or components other than those described in this bid document are proposed, the
bidder must include complete descriptive literature and technical specifications. All requests for
additional information must be received within five working days following the request. Each apparent
low bid will be reviewed line by line to ensure compliance with specifications prior to recommendation
for award.
16. Bids must be received by mail or hand delivery in the Purchasing Office, Room 306, 113 W.
CITY OF FAYETTEVILLE,ARKANSAS
BID 07-79,CHANNEL GRINDER
PAGE 2 OF 14
A. 4
Bid #07=79-JWC Environmental—,::
Page 8 of 22
Mountain St. Fayetteville, AR 72709, on or before the time of closing listed on the face of the bid.
17. The City will not be responsible for misdirected bids. Vendor should call the Purchasing Office at (479)
575-8220 to insure receipt of their bid documents prior to opening time and date listed on the bid form.
18. Items bid must be delivered FOB City of Fayetteville Hamestring Sewer Lift Station, 2065 North
Sunshine Road, Fayetteville, Arkansas, 72704. Units must be fully assembled, serviced, and ready for
operation as delivered unless otherwise specified. No dealer/distributor logo or other identification will
be installed other than standard manufacturer name badges and specification plates.
CITY OF FAYETTEVILLE,ARKANSAS .
BID 07-79,CHANNEL GRINDER
PAGE 3 OF 14
A. 4
_ .. ............. .....- - _ :. ._..... ..... ..,....-._..... ...: . .. ........, Bd#07.79•JWC Environmental-
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Page 9 of 22
City of Fayetteville
Bid 07-79, Channel Grinder
Bid Form
*GUARANTEED DELIVERY FROM DATE OF PO ISSUED: I weeks
ITEM: DESCRIPTION: QUANTITY: *PRICE EACH: *TOTAL PRICE
1. Wastewater Channel Grinder,
40 mgd peak flow
1 $ i b3— > $ 1639 4-36
Please Specify for Unit(s) Bid:
*MANUFACTURER: JWC- 64100 oAt).+�u� MODEL: GDD6oZo -?��i`R 2•s
v:
TOTAL BID PRICE: $ 16.1.9 4-3 6
This bid form continues on the next page and shall be
complete in order for your bid to be responsive. .
CITY OF FAYETTEVILLE,ARKANSAS
BID 07-79,CHANNEL GRINDER
PAGE 4 OF 14
A. 4
. . . _ ..... ..... ._... .. .. .. .. .. . . .......:.. .__.. ..._, ............... .. .......... .._....... ... .. ..... "Bid'#07=79JWC,Environmentail:...::
Page 10 of 22
EXECUTION OF BID -
Bidders are requested to indicate by check mark or "Yes/W' on each line of the Technical Specifications the
compliance of the item bid. Actual specification of any deficient item must be noted on the bid sheet or separate
attachment. If specifications of item bid differ from provided literature, deviation must be documented and
certified by the manufacturer as a regular production option.
Upon signing this Bid, the bidder certifies that:
I. He/she has read'and agrees to the requirements set forth in this proposal, including specifications, terms,
standard conditions, and any pertinent information regarding the articles being bid on.
2. Unless otherwise noted and explained, the unit bid and listed meets or exceeds all of these requirements
as specified by The City of Fayetteville.
3. The Bidder can and will comply with all specifications and requirements for delivery, documentation and
support as specified herein.
Unsigned bids will be rejected. Items marked are mandatory for consideration.
*NAME OF FIRM: 2W C- F W V1 v'0(4 t ,2 4-A
*BUSINESS ADDRESS: 2 gO P4 t [d f 1 L4 0 A Vf> -
*CITY: G o a M es r, *STATE: C A- *ZIP: 926 Z b
*PHONE: 900 - 331- VO-77 FAX: g4-q - 9 '13 - 8 SS'S
*E-MAIL ADDRESS: _ wG e- Q
*BY :( PRINTED NAME) G K, w►
*AUTHORIZED SIGNATURE: i
*TITLE:. -qde-S
CITY OF FAYETTEVILLE,ARKANSAS
BID 07-79, CHANNEL GRINDER
PAGE 5 OF 14
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Mayor's Approval
CONTRACT REVIEW MEMO
To: Mayor Dan Coody
Fayetteville Sewer Committee
Thru: David Jurgens, Water and Wastewater Director
From: Shannon Jones, Water & Wastewater SOS
Date: November 21, 2007
Subject: Approval of change order number one to the construction contract with T-G Excavating,
Inc., in the amount of$0.00, for the rehabilitation of Farmington Sewer, Project Basin I-23. There
is no cost to this change order, only construction methods being changed.
RECOMMENDATION
Staff recommends approval of change order number one to the construction contract with T-G
Excavating, Inc., in the amount of$0.00, for the rehabilitation of Farmington Sewer, Project Basin
I-23. There is no cost to this change order, only construction methods being changed.
BACKGROUND
This project provides improvements to the sanitary sewer collection system throughout Farmington.
Unit 1 includes replacing 3,655' of 6" and 8" sewer by open cut and 66 point repairs. Unit 2
includes lining of 5,668' of 6" and 8" pipe by cured-in-place lining. No work will be done on lines
that are being replaced in conjunction with the Wastewater System Improvement Project.
Contract Bid Item Net Change in Quantities Net Change in Cost
2 8" Sewer 0-6' Dee 408 linear feet - $4400.00
3 8" Sewer 6-10' Dee -938.5 linear feet -$112,620.00
5 8" Pipe Bursting 1500 linear feet $1579500.00
Total $0.00
DISCUSSION
This change order reflects the maximum change in the contract with the given scope of work. When
the work is completed, there will be a reconciliation change order that will bring down the final
quantities to the actual amounts. This change order has been staffed through RJN Group, the
Engineer, and the Arkansas Natural Resources Commission.
BUDGET IMPACT
Funds are available within the approved contract contingency. This contract is funded by a
combination of Water/Sewer capital, City of Farmington and EPA STAG grant funds administered
by the Arkansas Natural Resources Commission.
STAG Rehab T-G CCMemo Chg Ord] W07.doc
FAYETTEVILLE
WECM0FFAYEftM=AWM8M CHANGE ORDER ._.
Sheet I of 3
Change
Order No. 1
Sanitary Sewer Main Replacements and
Rehabilitation Farmington Sewer Rehabilitation
Project Basin I23
GRANT NO. XP-96606201-STAG-6
CONTRACTOR: T-G Excavating, Inc. Date: November 8, 2007
I. Description of changes involved-
1.
nvolved1. Changed construction method from open cut to pipe bursting.
II. Description of Bid Item Changes
Item Original New Units Description Unit Price Original New
Quantity ti Amount Amount
2 1363 955 LF 8" Sewer 0 -6 Deep $ 110.00 $ 149,930.00 $ 105,050.00
3 2088 1149.5 LF 8" Sewer 6 -10 Deep $ 120.00 $ 250,560.00 $ 137,940.00
5 1 204 1704 LF 8"Pipe Bursting $ 105.00 $ 21,420.00 $ 178,920.00
TOTAL: $421,910.00 $ 421,910.00
TOTAL INCREASE TO CONTRACT THIS CHANGE ORDER: $ 0.00
Change Order No. I
City of Fayetteville,Arkansas
Farmington Rehabilitation
1
Sheet 2 of 3
Change
Order No.l
III. CHANGE ORDER CONDITIONS:
1. Any additional work to be performed under this Change Order shall be carried out in
compliance with the Specifications included in the preceding Description of Changes involved,
with the Supplemental Contract Drawings designated as n/a , and under the provisions of the
Original Contract, including compliance with applicable Equipment Specifications, General
Specifications, and Project Specifications for the same type of work.
2. This Change Order unless otherwise provided herein does not relieve the Contractor from strict
compliance with the guarantee provisions of the Original Contract, particularly with those
pertaining to performance and operation of equipment.
3. Contractor agrees there will be no additional extensions of contract time and no additional
increase in Contract Price granted for this Change Order or any previous Change Orders.
4. The Contractor expressly agrees that he will place under coverage of his Performance, Labor
and Material, and Maintenance Bonds, and Contractor's Insurance all Work covered by this
Change Order. The Contractor will furnish to the Owner evidence of increased coverage of his
Performance, Labor and Material, and Maintenance Bonds for the accrued value of all Change
Orders which exceeds the Original Contract Price by twenty percent (20%).
IV. ADJUSTMENTS IN CONTRACT TIME
1. Substantial Completion Date
of Original Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . November 17, 2007
2. Final Completion Date
of Original Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . December 23, 2007
3. Net change due to all
previous Change Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 days
4. Substantial Completion Date not including
this Change Order No. 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . November 17, 2007
5. Final Completion Date not including
this Change Order No. 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . December 23, 2007
6. Addition to Contract Time due
this Change Order No. 1
a. Avoidable Delay Extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 Days
b. Unavoidable Delay Extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 Days
7. Substantial Completion Date including
this Change Order No_ 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . November 17, 2007
8. Final Completion Date including
this Change Order No. 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . December 23, 2007
Change Order No. 1
City of Fayetteville, Arkansas
Farmington Rehabilitation
2
Sheet 3 of 3
Change
Order No.1
V. ADJUSTMENTS IN AMOUNT OF CONTRACT:
1. Amount of Original Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $8225222.00
2. Net (Addition)(R-edttction) due to all previous Change Orders . . . . . . . . . . . . $0.00
3. Amount of Contract not
including this Change Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $822,222.00
4. (Addition) (Rrductim) to
Contract due to this Change
Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $0.00
S. Amount of Contract including
this Change Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $822,222.00
RECOMMENDED FOR ACCEPTANCE- o
By: ,
11/08/07
Senior Project Manager Date
ACCEPTED: CONTRACTOR: T Exc 'ng, Inc.
ignature of Authorized Representative Date
OWNER: City of Fayetteville, sas
By:
Signature of A thorized presentative Date
I certify there is a balance otherwise unencumbered t the redit of the appropriation to which the above
amount is chargeable, and a cash balance otherwise un mbered in the treasury to the credit of the fund
from which payment is to be made, each sufficient to meet the above obligation.
By:
Signature of Authorized Agent Date
Distribution: Owner (4)
Contractor
Engineer
Change Order No. 1
City of Fayetteville, Arkansas
Farmington Rehabilitation
3
Mayor's Approval
CONTRACT REVIEW MEMO
To: Mayor Dan Coody
Fayetteville Sewer Committee
Thru: David Jurgens, Water and Wastewater Director
From: Shannon Jones, Water & Wastewater
Date: December 20, 2007
Subject: Approval of change order number two to the construction contract with T-G Excavating,
Inc., in the amount of$0.00, for the rehabilitation of Farmington Sewer, Project Basin I-23. There
is no cost to this change order, only construction methods being changed.
RECOMMENDATION
Staff recommends approval of change order numbe to the construction contract with T-G
Excavating, Inc., in the amount of$0.00, for the rehabilitation of Farmington Sewer, Project Basin
1-23. There is no cost to this change order, only construction methods being changed.
BACKGROUND
This project provides improvements to the sanitary sewer collection system throughout Farmington.
Unit 1 includes replacing 3,655' of 6" and 8" sewer by open cut and 66 point repairs. Unit 2
includes lining of 5,668' of 6" and 8" pipe by cured-in-place lining. No work will be done on lines
that are being replaced in conjunction with the Wastewater System Improvement Project.
Contract Bid Item Net Change in Quantities Net Change in Cost
2 8" Sewer 0-6' De -354 linear feet - $387940.00
3 8" Sewer 6-10' Dee 53.5 linear feet -$6,420.00
4 Trench Safet 40 linear feet -$40.00
Point Repairs Added 12 point repairs $453400.00
Total $0.00
DISCUSSION
This change order reflects the maximum change in the contract with the given scope of work. When
the work is completed, there will be a reconciliation change order that will bring down the final
quantities to the actual amounts. This change order has been staffed through RJN Group, the
Engineer, and the Arkansas Natural Resources Commission.
BUDGETIMPACT
is
Funds are available within the approved contract contingency. This contract is funded by a
combination of Water/Sewer capital, City of Farmington and EPA STAG grant funds administered
by the Arkansas Natural Resources Commission.
STAG Rehab T-G CCMemo Chg Ord2 Dec07.doc
A 1,4 f r CHANGE ORDER
1.LL1117
mti cUr of FmErrEYM Amcmms
Sheet 1 of 4
Change
Order No. 2
Sanitary Sewer Main Replacements and
Rehabilitation Farmington Sewer Rehabilitation
Project Basin 123
GRANT NO. XP-96606201-STAG-6
CONTRACTOR: T-G Excavating, Inc. Date: December 10, 2007
1. Description of changes involved:
1. Changed construction method from open cut to pipe bursting.
II. Description of Bid Item Changes
Item I Original New Units Dewnpfion Unit Price Original New
ti fi Amount Amount
2 955 601 LF 8" Sewer 0-6 Deep $ 110.00 $ 105,050.00 $ 66,110.00
3 1149.5 10% LF 8" Sewer 6-10 Deep $ 120.00 $ 137,940.00 $ 131,520.00
4 3451 3411 LF Trench Safety $ 1.00 $ 3,451.00 $ 3,411.00
69 0 1 LS PRI501 $ 3,300.00 $ 0.00 $ 3,300.00
70 0 1 LS PR1502 $ 3,900.00 $ 0.00 $ 3,900.00
71 0 1 LS PRIS03 $ 3,800.00 $ 0.00 $ 3,800.00
72 0 1 LS PR1504 $ 3,900.00 $ 0.00 $ 3,900.00
73 0 1 LS PR1505 $ 3,900.00 $ 0.00 $ 3,900.00
74 0. 1 LS PR1508 $ 3,700.00 $ 0.00 $ 3,700.00
75 0 1 LS PR1509 $ 3,800.00 $ 0.00 $ 3,800.00
76 0 1 LS PR1510 $ 3,800.00 $ 0.00 $ 3,800.00
77 0 1 LS PR1511 $ 3,900.00 $ 0.00 $ 3,900.00
78 0 1 LS PRI513 $ 3,800.00 $ 0.00 $ 3;800413
79 0 1 LS PR1514 $ 3,700.00 $ 0.00 . $ 3700"'r.
Change Order No. 2
City of Fayetteville,Arkansas
Farmington Rehabilitation
1
Sheet 2 of 4
Change
Order No.2
Item Original New Units Description Unit Price OriginalNew
Quantity QuantityAmount Amount
80 0 1 LS PR1515 $ 3,900.00 $ 0.00 $ 3,900.00
TOTAL: $246,441.00 $ 2462441.00
TOTAL INCREASE TO CONTRACT THIS CHANGE ORDER: $ 0.00
r
Change Order No. 2
City of Fayetteville,Arkansas
Farmington Rehabilitation
2
Sheet 3 of 4
Change
Order No.2
III. CHANGE ORDER CONDITIONS:
1. Any additional work to be performed under this Change Order shall be carried out in
compliancewith the Specifications included in the preceding Description of Changes involved,
with the Supplemental Contract Drawings designated as n/a, and under the provisions of the
Original Contract, including compliance with applicable Equipment Specifications, General
Specifications, and Project Specifications for the same type of work.
2. This Change Order unless otherwise provided herein does not relieve the Contractor from strict
compliance with the guarantee provisions of the Original Contract, particularly with those
pertaining to performance and operation of equipment.
3. Contractor agrees there will be no additional extensions of contract time and no additional
increase in Contract Price granted for this Change Order or any previous Change Orders.
4. The Contractor expressly agrees that he will place under coverage of his Performance, Labor
and Material, and Maintenance Bonds, and Contractor's Insurance all Work covered by this
Change Order. The Contractor will famish to the Owner evidence ofincreased coverage of his
Performance, Labor and Material, and Maintenance Bonds for the accrued value of all Change
Orders which exceeds the Original Contract Price by twenty percent(201yo).
IV. ADJUSTMENTS IN CONTRACT TIME
1. Substantial Completion Date
of Original Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . November 17, 2007
2. Final Completion Date
of Original Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . December 23, 2007
3. Net change due to all
previous Change Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 days
4. Substantial Completion Date not including
this Change Order No. 1 . . . . November 17, 2007
5. Final Completion Date not including
this Change Order No. 1
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . December 23, 2007
6. Addition to Contract Time due
this Change Order No. 1
a. Avoidable Delay Extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 0 Days
b. Unavoidable Delay Extension . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Days
7. Substantial Completion Date including
this Change Order No. 1 . . . December 20, 2007
8. Final Completion Date including
this Change Order No. 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . January 25, 2008
Change Order No. 2
City of Fayetteville, Arkansas
Farmington Rehabilitation
3
Sheet 4 of 4
Change
OrderNo.2
V. ADJUSTMENTS IN AMOUNT OF CONTRACT:
1. Amount of Original Contract . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $822,222.00
2. Net( ) due to all previous Change Orders . . . . . . . . . . . . $0.00
3. Amount of Contract not
including this Change Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $822,222.00
4. (Addi#im) (R-edtxetion) to
Contract due to this Change
Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $0.00
5. Amount of Contract including
this Change Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $822,222.00
RECOA04F NDED FOR ACCEPTANCE: RJN Group, In
By: 12/10/07
Senior Project Manager Date
ACCEPTED: CONTRACTOR 4of
vating, Inc.
By z - 8'-eZl
i Authorized Representative Date
OWNER City of Fayetteville, Ar as
By: l2
Signature of Authorized Rep entative Date
I certify there is a balance otherwise unencumbered to th cr t of the appropriation to which the above
amount is chargeable, and a cash balance otherwise unencum ore in the treasury to the credit of the fund
from which payment is to be made, each sufficient to meet the above obligation.
By: C
Signature of Authorized Agent Date
Distribution: Owner (4)
Contractor
Engineer
Change Order No. 2
City of Fayetteville,Arkansas
Farmington Rehabilitation
4
W/S Committee Meeting of January 8, 2008
TayeMvle
KANSAS
CITY COUNCIL AGENDA MEMO
To: Fayetteville City Council
Thru: Mayor Dan Coody
From: Fayetteville Sewer Committee
David Jurgens, Water & Wastewater Director.
Date: January 3, 2008
Subject: Recommendation to Stop Performing Water an Sewer Operations Studies
RECOMMENDATION
Fayetteville City Administration recommends discontinuing conducting Water and Sewer Operations Studies
that have historically been performed every three years as required by bond ordinances.
BACKGROUND
Bond ordinance and covenant requirements for the 1985, 1992, and 1994 Water and Sewer revenue bonds stated
"Periodically the City shall cause a Consulting Engineer to prepare a report on the status of the System's assets
and compliance with the terms and provisions of this Ordinance. Such report shall be prepared no less
frequently than every three (3) years." The City has since been producing Operations Studies as required. The
last was completed in 2005; the next study is scheduled for 2008. The requirement was instituted before the City
developed water and sewer comprehensive master plans, the formal five year Capital Improvements Program
was instituted, and under much less thorough system evaluation by regulatory agencies.
DISCUSSION
Thorough research by staff has identified there is no longer a mandate for the Operations Study. The bonds
which required one have all been redeemed, and the redemption documents and newer revenue bonds issued do
not require the study, as confirmed by the City Attorney's office, Bond Counsel, and HDR (who developed the
last Operations Study and is now completing the Water and Sewer Rate Study). There are no regulatory (EPA,
Arkansas Natural Resources Commission, Department of Health) requirements. It is not required for impact
fees, nor is there any industry standard or best management practice recommending that one be conducted.
Other actions now better accomplish the tasks that used to be included within the study. The Health Department
performs a very thorough water system operations, maintenance, and capacity evaluation every three years.
ADEQ inspects the wastewater system annually. The CIP is developed every two years. Master plans are
completed every five to seven years, or when impact fee studies are completed. Rate studies are completed
every three years, and evaluate every financial aspect of the utility. Health Department design standards (Ten
State Standards) require water and wastewater facilities be designed for at least a 20 year demand. Computer
models allow thorough evaluation of new system impacts, and maintenance is tracked much better through work
order systems. All of these activities are required, making the optional Operations Study redundant. The City
can reach the same objectives, more efficiently and at less cost, by simply doing the other required studies.
Finally, this year is operationally a poor year for the study. All aspects of the wastewater business will be
changing with the switch-over to the west plant. Operational characteristics system wide will change, so any
true study of wastewater operations would be functionally invalidated when the switch-over is completed. Nor
have there been any significant changes to the water system since the last study.
BUDGET IMPACT
This creates a savings of as much as $165,000 from the adopted 2008 budget, and every three years thereafter.
opus Study Not Needed CC Memo Jan08