HomeMy WebLinkAbout2015-02-10 - Agendas CITY OF
Tay e ARKeAN 5A5 le AGENDA
City Council Transportation Committee
February 10, 2015
5:30 pm or Immediately after Equipment Committee
City Hall Room 326
Members: Matthew Petty, Adella Gray; Justin Tennant; Alan Long
City Staff: Chris Brown, City Engineer
1. Election of A Chairman
2. Old Business
A. None.
3. New Business
A. POWERS AND DUTIES REVIEW: Staff review of Transportation Committee powers
and duties.
B. OLD WIRE ROAD PRELIMINARY DESIGN AND TYPICAL CROSS SECTION
REVIEW: Old Wire Road is currently in design by City staff, in accordance with design
concepts reviewed by the Committee. A proposed revision to the cross section, to
construct a trail/sidepath in lieu of bike lanes, will be presented for review by the
Committee. (Staff requests a recommendation from the Committee to the
Administration for this item)
C. SCHOOL AVENUE SIDEWALK (MILK BLVD TO 15TH ST)-DESIGN AND PROPERTY
ACQUISITION UPDATE: The design for this project is complete, and acquisition is in
progress. The status of acquisition is presented in the attached drawing. Acquisition
progress, along with a design issue near 15'h Street, will be discussed as part of this
item. Staff will also provide information on road diets and their applicability to the
School Avenue project.
D. HIGHWAY 112 (MAPLE STREET-RAZORBACK ROAD TO GARLAND AVENUE)-
UTILITY RELOCATION AGREEMENT WITH THE UNIVERSITY OF ARKANSAS.
Review of proposed agreement with the University of Arkansas for relocation of
communication lines to allow the construction of widening and improvements to Hwy
112 through the University of Arkansas Campus. This agreement will be paid by the
Arkansas State Highway and Transportation Department using federal-aid (80%) and
City (20%) funding. This item will be on the February 171h City Council meeting
agenda. (Staff requests a recommendation from the Committee to the City
Council for this item)
E. HIGHWAY 265 AND HIGHWAY 112 TREE PLANTING: Review of bids for tree
planting on Highway 265, from Township to Joyce, and on Hwy 112, from North Street
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville,AR 72701
to Melmar. (Staff requests a recommendation from the Committee to the City
Council for this item)
4. Reports
A. General Update of the Transportation Bond Program.
5. Announcements
Next meeting February 24`h, 2015 after City Council Agenda Session.
2
FAYETTEVILLE CODE OF ORDINANCES
TITLE III ADMINISTRATION
positions shall be filled by citizens of the City 33.286-33.289 Reserved
at large with an interest in urban forestry or
arboriculture
ARTICLE XVI
(2) In the event no application for a position as a CITY COUNCIL
representative from a specified discipline is TRANSPORTATION COMMITTEE
received, the position may be filled by any
citizen of the City. 33.290 Composition
There is hereby established and continued a City
(3) Vacancies in an unexpired term shall be Council Transportation Committee which shall be
filled by the City Council for the remainder of composed of four aldermen, one from each ward who
the term at the next Council nominating shall be appointed annually by the Mayor, subject to
process after the vacancy shall have City Council approval. The members shall elect a
occurred. Chair at its first annual meeting.
(4) Members of the former Tree and Landscape (Ord.5540, 10-16-12;Ord.5586,05-21-13)
Advisory Committee serving at the time of
the adoption of this Article shall continue to 33.291 Purpose, Duties and Powers
serve their respective terms as members of
the Urban Forestry Advisory Board. Terms of (A) The Transportation Committee shall make
membership on the board shall be for a recommendations to the City Council on
period of two (2) years with staggered terms transportation projects and issues that may arise,
carried over from the former Tree and including, but not limited to:
Landscape Advisory Committee.
(1) Changes, additions, or deletions to the
(5) The Mayor may designate city staff to assist Master Street Plan.
the board in the conduct of its business.
(Ord.5426,8-2-11;Ord.5446, 10-4-11) (2) Bids, Contracts, Contract Amendments,
Change Orders, cost share proposals, and
other contractual items that require City
33.284 Officers Council approval.
At the first regularly scheduled meeting after the
effective date of this Article, the board shall elect from (3) Requests for authority to begin eminent
among its members a chairperson and vice- domain actions, and offers of settlement for
chairperson, who shall each serve a term of one (1) eminent domain cases related to
year. Further, the board may elect such additional transportation projects, except when timing
officers as it deems necessary for the proper of settlement offers are such that
performance of its duties. Transportation Committee review is not
feasible.
(Ord.5426,8-2-11)
(4) Yearly Transportation Division paving,
33.285 Meetings overlay, sidewalk, and trail/bikeway
The Urban Forestry Advisory Board shall meet at construction programs.
least once each month and may call special meetings
if necessary to carry out its duties. The Urban (5) Funding priorities for proposed major
Forestry Advisory Board sitting as the Wildland-Urban transportation improvement projects and
Interface: Firewise Advisory Board shall meet at least programs.
twice each year. Special meetings may be called as
needed to carry out the board's duties. A majority of (6) Street and alley closures and/or right of way
the voting membership of the board shall constitute a vacations.
quorum.
(7) Funding requests made by transit providers
(Ord.5426,8-2-11) during the yearly budget process.
(8) Changes, additions, or deletions to the
CD33:28
FAYETTEVILLE CODE OF ORDINANCES
TITLE III ADMINISTRATION
bikeway map and trail/street intersections. our citizens. The Transportation Division
works under the supervision of the Mayor
(B) The Transportation Committee shall serve as an and the budgetary authorization of the City
advisory board to the City Administration, and as Council.
a public forum for transportation projects and
issues that may arise, including, but not limited 33.302 City Overlay Program
to:
(1) Proposed street, sidewalk, bikeway, and (A) In the early 1990s, the City began its in-
transit related improvement plans for major house overlay program with a stated
goal to pave every City street for which
projects to be partially or fully funded by the
City. Said review will be at the preliminary public right-of-way existed. Later, the
overlay program also began milling and
stage, and will include typical cross sections
and preliminary horizontal and vertical overlaying various important, but
alignments. Said projects will be at the deteriorating city streets.
discretion of the City Administration, but (B) In the early 2000s, the Mayor and City
generally will include major widening or new Council enlarged the overlay program to
location projects, or projects where major maintain and overlay city streets on a
changes to existing street cross sections are regular and rotating basis so that city
planned. streets would not deteriorate to such an
extent that a full reconstruction would be
2 Traffic Calming Policies of the Cit necessary.
( ) g y, including
review of requests for traffic calming by (C) The procedure to determine which city
citizens. streets will be funded to be overlaid
(3) Any alderman may appeal any and/or have curb and gutter work shall
recommendation of the Transportation be as follows:
Committee to the full City Council. (1) The Transportation Division shall
(C) The Transportation Committee may adopt rules report to the City Council Street
to govern the conduct of its business. Said rules Committee during its first meeting
of the year the results the
shall be consistent with the provisions of the
Arkansas Freedom of Information Act. previous year's overlay program
and propose a recommended list of
(Ord. No.5540, 10-16-12;Ord.5586,05-21-13) sections of streets to be overlaid
(and any planned curb or gutter
33.292-33.300 Reserved work)during the new year.
(2) The Street Committee can propose
(Code 1965, §§1713-11.2(a), (b), (d); Ord. No. 2109, 6-3-75; additions or deletions to this list and
Ord. No. 2585, 12-4-79; Ord. No. 3153, 11-19-85; Ord. No. will recommend it to the City
3340, 3-15-88; Ord. No. 3587, §1, 1-7-92; Ord. No. 4099, 6- Council.
16-98; Ord. No. 4652, 12-07-04; Ord. 5041, 7-17-07; Ord.
5586,5-21-13) (3) The City Council after consideration
ARTICLE XVII and any amendments shall approve
by Resolution the approved overlay,
TRANSPORTATION DIVISION curb and gutter program.
33.301 Establishment (4) If the administration wishes to
The Transportation Division (formerly known amend the overlay, curb and gutter
as the Street Department) has long been program during the construction
established in Fayetteville to maintain and year to add an additional project, it
improve city streets, curbs, gutters and shall request the Street Committee
sidewalks and to perform related services for to approve such additional project
and the City Council to amend the
CD33:29
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City of Fayetteville Staff Review Form
2015-0035
Legistar File ID
2/3/2015
City Council Meeting Date-Agenda Item Only
N/A for Non-Agenda Item
Chris Brown 1/16/2015 Engineering/
Development Services Department
Submitted By Submitted Date Division/ Department
Action Recommendation:
Approval of an Agreement with the University of Arkansas for Utility Relocations on Highway 112 (Maple Street)
between Razorback Road and Garland Avenue
Budget Impact:
06035.9555.5809.00 Sales Tax 2013 Street Improvements
Account Number Fund
06035 Transportation Bond Street Improvements
Project Number Project Title
Budgeted Item? Yes Current Budget $ 16,571,673.55
Funds Obligated $
Current Balance $ 16,571,673.55
Does item have a cost? No Item Cost
Budget Adjustment Attached? NA Budget Adjustment
# Remaining Budget $ 16,571,673.55
V20140710
Previous Ordinance or Resolution# 15-03; 16-03
Original Contract Number: Approval Date:
Comments: Payment for this work will be made to the AHTD, not directly to the University, per the agreement with
AHTD approved by Resolution 15-03. No funds should be encumbered in favor of the University of
Arkansas for this item.
CITY OF
Tay e ARKeAN 5A5 le CITY COUNCIL AGENDA MEMO
MEETING OF FEBRUARY 3, 2015
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
Jeremy Pate, Development Services Director
FROM: Chris Brown, City Engineer
DATE: January 15, 2015
SUBJECT: Agreement with the University of Arkansas for Utility Relocations on
Highway 112 (Maple Avenue) Between Razorback Road and Garland Avenue
RECOMMENDATION:
Staff recommends approval of an agreement with the University of Arkansas for utility
relocations on Highway 112 as part of the widening project between Razorback Road and
Garland Avenue. This agreement will be paid with federal aid funds (80%) and City matching
funds (20%).
BACKGROUND:
City Council passed Resolution No. 15-03 on February 4, 2003, approving an Agreement Of
Understanding with the Arkansas Highway and Transportation Department (AHTD) to design
and construct Highway 112 (Razorback Road and Maple St.) from MILK Jr. Blvd. to Garland
Avenue. The Council also passed Resolution 16-03 authorizing the Mayor to sign any
agreements necessary to further the project. This project will provide 4 travel lanes, with turning
lanes at major intersections, and three new signals. Sidewalks will be provided on both sides.
The original agreement was for a federal aid funding amount of$1 million. The agreement has
been amended twice to add additional funding through the Surface Transportation Program-
Attributable Funds (STP-A). The current funding allocation, in the amount of$2.4 million in
federal aid funds matched by $600,000 in local funds, is for the Maple Street portion, between
Razorback Road and Garland Avenue.
DISCUSSION:
The AHTD has presented the City with contracts for relocation of utilities, based on their Utility
Accommodation Policy. Their policy provides for reimbursement to utility companies when they
are located within private easements, outside of the highway right of way. Any facilities within
the right of way must be relocated at the utility's expense. With this particular contract,
approximately 54% of the relocations are outside of the right of way; therefore the
reimbursement percentage is 54.09%. This reimbursable amount is estimated to be
$167,382.51.
BUDGET/STAFF IMPACT:
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville,AR 72701
As noted above, federal aid funding is providing 80% of the funding for this work; therefore, the
City's share in the $167,382.51 reimbursable amount is $33,476.50. The reimbursable amount
of the contract will be paid to the University of Arkansas by the AHTD, and the City will pay our
share to the AHTD at the time of construction bids for the widening work. Payment for this work
is included in the $600,000 matching requirement for the project. Therefore, no funds should be
encumbered at this time for this work.
Attachments:
UofA Agreement
Resolution 15-03
Resolution 16-03
AHTD STIP Amendment (Federal Aid Funding Approval)
2
Rev. 01-31-2013
CITY-UTILITY RELOCATION AGREEMENT
Between
The City of Fayetteville
And
The University of Arkansas
Project No. 040582 Location Razorback Rd. — Garland
FAP STPD-9142(35) Ave. (Hwy. 112)(Fayetteville)(S)
THIS AGREEMENT, made and entered into day of
_ An�1✓\ 20 1�: , by and between the City of Fayetteville,
Arkansas, Icting by and through its duly authorized officials, hereinafter
referred to As the "City", and the University of Arkansas of Fayetteville,
Arkansas acting by and through its duly authorized representatives,
hereinafter referred to as the "Owner".
The City proposes to make highway improvements as specified under
the above referenced job number, and the Owner will adjust or relocate its
existing facilities as set out in the attached plans and cost estimate.
The City has requested that the Arkansas State Highway and
Transportation Department assist the City by providing technical assistance
for cost estimate and plan approval, for making the contractual arrangements
between City and Owner, and for processing payment for reimbursement.
This agreement is governed by all applicable State and Federal laws,
rules, and regulations including the Arkansas State Highway Commission
Utility Accommodation Policy adopted by Commission Minute Order 2010-146
as amended and supplemented, the Federal Aid Program Guide on Utility
Adjustments and Accommodation on Federal Aid Highway Projacts as
amended and supplemented, and the provisions of 23 CFR § 645 as
amended and supplemented.
DESCRIPTION OF WORK: See Exhibit A on Page 4
The required adjustment is 54.09% eligible for reimbursement for the actual
cost which is estimated to be $309.451.86 of which $167.382.51 is to be
paid by the City/Department and $142.059.35 is to be borne by Owner.
(1) FHWA PORTION 80.00% (2) CITY PORTION 20.00%
(3) STATE PORTION 0.00%
Page 7 of 4
Rev. 01-31.2013 Job 040582
University of Arkansas
Owner will not commence work until authorized by the City/Department
and will then endeavor to begin within 5 days and complete within 90 days
thereafter.
On completion of said work, Owner is responsible for the cleanup and
restoration of the work area including the disposal of surplus materials and
debris.
(1) Expenses incurred under an actual cost agreement may be billed to
the City/Department monthly in increments of $5,000.00 or more.
(2) Payment will be 100% of lump sum bills and actual cost bills, at the
discretion of the Department a 10% retainage can be withheld and released
upon completion of an audit review. All final bills for utility relocation are
subject to review and audit by state and/or federal auditors.
(3) Final billing must include all supporting detail. Owner shall also
submit one (1) set of as-built drawings at this time.
Owner must maintain cost records and accounts to support the agreed
adjustment/relocation work. Said records to be retained and available for
inspection for a period of three (3) years from date of final payment.
Owner shall be responsible for any and all hazards to persons,
property, and traffic arising out of Owner's obligations pursuant to this
agreement.
With respect to traffic control, Owner shall adhere to the requirements
of the Manual of Uniform Traffic Control Devices as amended and
supplemented.
To the extent applicable to this agreement, the Owner shall comply
with the Buy America requirements (as specified in 23 U.S.C. 313 and 23
CFR 635.410). The Owner is not required to change its existing standards for
materials as long as the Buy America requirements are met. Buy America
requirements take precedence over regulations pertaining to the
accommodation or regulation of the Owner's facilities (as specified in 23 CFR
645) on contracts and agreements involving Federal-Aid Highway Program
funding and precedence over regulations which allow the Owner to furnish
materials from company stock (as specified on 23 CFR 645.117(e)).
Company Stock materials that do not meet Buy America requirements may
not be permanently incorporated into a Federal-Aid Highway Program funded
project. The Owner must provide a definitive statement that all products
permanently incorporated into the project are covered under the Buy America
requirements. This requirement is fulfilled via proper signature and
submission of the statement of charges form. In some circumstances, a
waiver of the Buy America requirements may be granted by the Federal
Highway Administration, to be determined on a project-by-project basis.
Page 2 of 4
Rev. 01-91-2019 Job 040682
University of Arkansas
Owner shall save the City/Department, Its officers and employees
harmless in all circumstances.
Notwithstanding anything hereinbefore written, neither the Owner nor
the City by execution of this agreement waives or relinquishes any rights
which either may legally have within the limits of the Law or Constitution,
either State or Federal.
City of Fayetteville University of Arkansas
/ /
Name Name
Timothy J,O'Donnell
Interim Vice Chancellor for Finance and
Title Administration
Board of Trustees of the University of Arkansas
acting for and on behalf of The University of Arkansas,
Fayetteville
Page 3 of 4
Rev. 01-31-2013 Job 040582
University of Arkansas
EXHIBIT A
Adjust communications facilities to clear highway construction by abandoning
approximately 1,320 feet of buried copper cable and 1,320 feet of burled fiber optic
cable complete with appurtenances. Restore service by Installing approximately
1,529 feet of buried copper cable and 2,145 feet of buried fiber optic cable
complete with appurtenances. Of the 2,640 linear feet of cable to be abandoned,
1,428 linear feet is located on private easement; therefore, this work is 1,428 /
2,640 = 54.09% reimbursable.
This work is to be accomplished with company and continuing contract forces.
Summary of Cost
Construction $ 264,384.12
Labor, Company Forces $ 5,337.74
Construction Management $ 10,030.00
Construction Engineering $ 29.700.00
TOTAL COST $ 309,451.86
Reimbursable Cost $309,451.86 x 54.09% = $167,382.51
Page 4 of 4
. •
A i11►li' i 1 OF UNRSTAIND I k G
BETWEEN
THE CITY OF FAYETTE ILL
AND
TIS ARKANSAS S'T'ATE HIGHWAY ND TRANSPORT'AT'ION DEPARTMENT
In Cooperation with the
US . Department of Transportation , Federal Highway Administration FHWA
REL -Xn E T
Widen*mg Hwy. 112 from Hwy. 180 (6th Street) to Garland Avenue (hereinafter called "the
project'') utilizing Federal-aid Surface Transportation Program (STP) funds ,
VnIEREAS , the Transportation Equity Act for the Twenty4lrst Century provides 80
Federal-aid funds to be matched with 0 local funds (cash match) for improvements to eligible
routes, and
WHEREAS , the City of Fayetteville (hereinafter called "City" ) has expressed its desire to use
Federal-aid fund for an eligible project and to provide necessary matching cash share for such
funds, and
WHEREAS , each project phase will be funded as follows, subject to a limit of $ 1 ,000,000 in
-- - - Federal STP_ funding: - -- - -
Federal % State % Cit %
Preliminary Engineering: 0 100 0
Rightf- Tay: 80 0 20
Utilities: 80 0 20
Construction: 80 0 20
Construction Engineering: g0 0 20
, and
WHEREAS , it is specifically agreed between the parties executing this agreement that it is not
intended by any of the provisions or any part of the agreement to make the public or any member
thereof a third party beneficiary hereunder or to authorize anyone not a party to this agreement to
maintain a suit or action for injuries or damage of any nature pursuant to the terms or provisions
of this agreement, and
WHEREAS , the City understands that the Arkansas State Highway and Transportation
Department (hereinafter called "Department" ) will adhere to the General Requirements for
Recipients and Sub-recipients Concerning Minority Business Enterprises as stated on Attachment
At
IT IS HEREBY AGREED that the City and the Department, in cooperation with the Federal
Highway Administration , will participate in a cooperative program for implementation and will
accept the responsibilities and assigned duties as described hereinafter.
t s
{ THE CrTY WILL:
1 , Transmit to the Department a signed and sealed copy of the Resolution (Attachment B ) from
the City Council which requests the project and authorizes the Mayor to execute contracts
with the Department.
? .
Upon request, submit to the Department $35 ,000.00 before preliminary engineering by the
i
Department begins.
. Be responsible for the 0% match for the cost of construction , construction enpneenn ,
appraisal and acquisition of nght�of-way, relocation services (when . .required), and
adjustment of all man-made improvements, including utilities, NOTE . The ma irnurn
T
. amount of Federal STP funding available for this project is $ 1 million.
4 . Be responsible for 100° of all fight-of-way, utility, construction and construction
engineering costs not provided by the Federal Hi hwa Administration .
. ubit a letter to the Right of Way Division of the Department which either ( 1 ) stipulates
the services relative to right- f-way acquisition , appraisal , relocation , and utilities that the
City will assure or (2) requests that the Department handle some or all of these services.
40
. Be responsible for 100% of all right-of-way and utility costs incurred should the City not
eater into the construction phase of the project.
. Submit to the Department the local matching share of the total estimated cost before the
project is awarded to contract,
8 . Make no alterations to the improvements constructed with Federal-aid funds without first
consulting with the Department.
. Assure that its policies and practices with regard to its employees, any part of whose
compensation is reimbursed from federal funds, will be without regard to rake, color,
religion, sex, national onigin , age, or disability in compliance with the Civil Rights Act of
1964, the Age Discrimination in Employment Act of 1967 , The Americans with Disabilities
Act of 1990, as amended, and Title 49 of the Code of Federal Regulations Part 21 (49 CFR
21 ) , Nondiscrimination in Federally-Assisted Programs of the Department of Transportation .
THE DEPARTMENT WILL:
1 . Be responsible for administering Federal-aid funds and for project construction supervision.
. Be responsible for 100% of the cost of developing plans and specifications for the project.
. when requested, provide the necessary services relative to right-of-way acquisition,
appraisal , relocation, and utility adjustments and will k reirnbursed for costs in olved in
performing these services .
.IT IS FURTHER AGREED at should the City fail to fulfill its re nsibilities and assigned
duties as related in this Agreement, such failure will disqualifv the City from receiving future
Federal-aid highway funds.
IT IS FURTHER AGREED, that should the City fail to pair to the Department any required funds
due for project implementation or fail to complete the project as specified in this Agreement, the
Department may cause such funds as may be required to be withheld from the City's gasoline tax
allotment.
IN S WHEREOF, the parties thereto have executed this Agreement this day of
Aom�� i
X003
ARKAN
SAS S'K'ATE MGHWAY CITY OF
AND TRANSPORTATION DEPARTMENT FAYE=V E
r
14 R
f
Dan Wowers Dan Goody
Director of Highways and Transportation Mayor
•
RESOLUTION NO. -0
A RESOLUTION EXPRESSING THE WILLINGN N yr
THE CITE' OF FAYETTE ILLE TO UTILIZE FEDERAL- AID
MONIES FOR THE FOLLOWING CITY PROJECT : WIDENING
HIGHWAY 112 ( RAZORBACK ROAD) FROM HIGHWAY Y 1 D
(6 Tei STREET) TO GARLAND AVENUE
WHEREAS , the City of Fayettevillc understands Federal-aid Surface Transportation
Program funds are available for certain local projects at the following federal participating ratios :
Work Phase Federal Share Statc Share City Share
Prelirrunary Engineering 0% 100% 0%
Right-of-way 80% 0 % 20%
Utilities 0% 0% 20%
Construction 80% 0% 20%
on tinction Engineering 80% 0% 20%
City projects programmed
but not let to contract
Right-of-way 0% 0% 100%
Utilities 0% 0% 100%
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL of THE
CITY of FAYETTE V I LLE, ARKANSAS .
Section 1 . That the City Council of the City of Fayetteville, Arkansas hereby agrees
that the City will participarte in accordance with its designated responsibilities in this project .
Section 2 . That the City Council of the City of Fayetteville, Arkansas hereby
authorizes Mayor Dan Goody or his designee to execute all appropriate agreements and contracts
necessary to expedite the construction of this project .
Section 3 . That the City Council of the City of Fayetteville, Arkansas hereby pledges
the City' s full support and hereby authorizes the Arkansas State Highway and Transportation
Department to initiate action to implement this project .
PASSED and APPROVED this the `h day of Februar y, 2003 .
N , APPROVED :
Q
• B
.* y* AV«
DAIS COODY, 111'Ia r
A.
.A ff
,
By. &Qt�
Son ra Smith , City erk
RESOLUTION No. 15- 03
RESOLUTION TO APPROVE THE AGREEMENT OF
UNDERSTANDING B ETWEEI THE I"IvY OF F A ETTE I LLE
AND THE ARKANSAS HIGHWAY AND TRANSPORTATION
DEPAR71"MEIN T FOR COST SHARING FOR THE PRELIMINARY
ENGINEERING EERIN WORK TO WIDEN RAZORBACK ROAD
BE IT RESOLVED BY THE CITE' COUNCIL OF THE CITY of
FA ETTE ILLE, ARKANSAS:
Section 1 . That the City Council of the City of Fayetteville, Arkansas
hereby approves the Agreement of Understanding between the City of
Fayetteville and the Arkansas Highway and Transportation Department
(attached as Exhibit A) relative to widening Razorback Road and requiring an
initial payment of 535,000 for preliminary engineering work by the Arkansas
Highway and Transportation Department.
PASSED and APPROVED this the 4th day of February, 2003 .
'
APPROVED:
JA•
• v - B ,
DAN Coo May
� r
By .
Sondra Smith, City Clerk
RESOLUTION NO. 14-03
A RESOLUTION TO PP VE A COSTSHRE I N T HE A N10 UN , f
F $17,500 .00 WITH THE UNIVERSITY OF ARKANSAS TO FUND
`I~HE PRELIMINARY ENGINEERING SERVICES FOR RAZORBACK
ROAD IMPROVEMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1 . That the City Council of the City of Fayetteville, Arkansas
hereby approves a cast share with the Univers1tv of Arkansas to pay the
Arkansas Highway Department $35,000 .00 for preliminary engineering services
for Razorback Road improvement. The City of Fayetteville Je s share shall he
$17,500 -00 .
PASSED and APPROVED this the V, day of February, 2003 ,
� YEr
Cl .
r
APPROVEa
By :
azd
(f.dF r'`*%
j film
DAN COODY, Mayor
.AI •T' SI `
By : 'hA"'
Sondra Smith, City Clerk
ARKANSAS STATE HIGHWAY AND TRANSPORTATION DEPARTMENT
Statewide Transportation Improvement Progrmn(STIP)Arnmbnerd Approval Request
Date: January 17,2014
In order to comply with the Statewide Planning Requlrements as ad forth in the MAP-21,the following Item(s)have been added to the applicable TIP.
Northwest Arkansas Reolonal Transportation Study Agency Responsible for.
Estimated Cost Providing Carrying Estimated
Job(Item) Type l Pham Funding Breakdown Matching Out the Scheduling
Number County Route Termint l Length of Work 0108(1) Funds Project (FFY)
090385 Benton County Road Illinois River Fisher Ford Bridge Right-of-Way 13.15-Total Local State 2014 Increase
10.52-STP-A Funding
2.63-Local
040582 Washington 112 Maple Street hmpvts.and Traffic Signal at Major Widening 3,000-Total Local State 2014 Add to STIP
Maple and Razorback Road 2,400-STP-A
600-Local
040642 Washington 45 Hwy.45101d Wire Rd.Tmgk Signal and Ihtersec.impvts. 1,500-Total Local State 2014 Add to STIP
hdemection improvements 850-STP-A
350-STP
300-Local
090— Benton City Street South Dixieland Road Extension PE and Emironmenal 450-Total Local Local 2014 Add to STIP
360-STP-A
90-Local
012— Bentord WA NARTStudy Area Planning 125-Total Local Local 2014 Add to STIP
Washington 100-STP-A
25-Local
090— Benton NIA Lake Springdale Trailhead ConsbucBon 600-Total Local Local 2014 Add to STIP
200-TAP
400-Local
090— Benton WA Walton Blvd.Muhl-um Trail Construction 717-Total Local Local 2014 Add to STIP
226-TAP
491-Local
010— Washington NIA Gordon Lap Park Tralihead- Construction 262-Total Local Local 2014 Add to STIP
Razorback Regional Graemvay 22-TAP
240-Local
090— Benton NIA New Hope Bridge-Razorback Regional Construction 1250-Total Local Local 2015 Add to STIP
Greenway 225-TAP
1025.Local
040— Washington WA Drake Street Cycle Track and Trail Construction 325-Total Loea1 Local 2015 Add to STIP
260-TAP
65-Local
Recommended by. � - 0 MPO Approval Date: _/—3- /q
Metropolitan Planning oordM tar yf
Submitted 6y: Date:
Englaoil,ofPnograrns and Contracts Division
RECEIVED
(For Federal Highway Administration Use Only) '/ FEB 2 0 2014
Approved by: Date: /9/�7' programs&Contracts
AHTD
City of Fayetteville Staff Review Form
2015-0055
Legistar File ID
2/17/2015
City Council Meeting Date-Agenda Item Only
N/A for Non-Agenda Item
/
Chris Brown 2/5/2015 Engineering
Development Services Department
Submitted By Submitted Date Division/Department
Action Recommendation:
Awarding a construction contract in the amount of$149,191.00 to CAM Lawn Services, LLC for the installation of
trees and shrubs within the median of Crossover Road and Garland Avenue (Bid #15-16) and approval of a project
contingency of$15,000.00.
Budget Impact:
4520.9555.5809.00 4520-Sales Tax Construction Bond
Account Number Fund
06035.2000 Transportation Bond Street Improvements/
Crossover Road Street Improvements
Project Number Project Title
Budgeted Item? Yes Current Budget $ 300,000.00
Funds Obligated $ 853.05
Current Balance $ 299,146.95
Does item have a cost? Yes Item Cost $ 164,191.00
Budget Adjustment Attached? No Budget Adjustment $ -
Remaining Budget $ 134,955.95
V20140710
Previous Ordinance or Resolution#
Original Contract Number: Approval Date:
Comments:
CITY OF
Taye ARKeAN SAS le CITY COUNCIL AGENDA MEMO
AN
MEETING OF FEBRUARY 17, 2015
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
Jeremy Pate, Development Services Director
Chris Brown, City Engineer
FROM: Alan Pugh, Staff Engineer
DATE: January 28, 2015
SUBJECT: Awarding a construction contract in the amount of$149,191.00 to CAM
Lawn Services, LLC for the installation of trees and shrubs within the
median of Crossover Road and Garland Avenue (Bid #15-16) and approval
of a project contingency of$15,000.00.
RECOMMENDATION:
Staff recommends awarding a construction contract in the amount of$149,191.00 to CAM Lawn
Services, LLC for the installation of trees and shrubs within the median of Crossover Road and
Garland Avenue (Bid #15-16) and approval of a project contingency of$15,000.00.
BACKGROUND:
In 2007 the City Council approved the cross section for Crossover Road, Highway 265, between
Township Ave and the northern City Limits at Ivey Lane. The approved cross section included a
raised center median with intermittent turn lanes included at critical intersections. The ultimate
approval of this cross section included much debate between including a raised center median
or a continuous five-lane section with center turn lane. A review of the meeting minutes,
drawings, figures and presentations do not provide a clear indication of whether the median was
to include trees. Regardless of the outcome of this research, the Council did not appropriate
funds for tree planting during the original approval process or in subsequent budgets and trees
were not planted during the construction of the project.
The City now desires to enhance the urban environment while increasing the aesthetics of the
center median and aiding to calm traffic through the installation of trees and shrubs within the
median islands. Last year, the Transportation Committee recommended that staff prepare plans
and receive bids for installation of trees on both Crossover Road, between Township and Joyce,
and for Garland Avenue, north of North Street.
DISCUSSION:
On February 5, 2015 the City received two (2) valid construction bids with the low bid being
$149,191.00. For comparison purposes, the estimate for tree installation excluding
contingency was $285,783.00. The low bid was submitted by CAM Lawn Services who, based
on the information provided, is a responsible bidder and appears to be capable of performing
the work. The award will be contingent on the low bidder providing all of the required insurance
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville,AR 72701
and bonds in order to enter into a contract to complete the project. A portion of the remaining
funds will be utilized to reimburse the Water Department for work performed setting water
meters and providing conduits to the medians in order for the contractor to install the irrigation
system.
BUDGET/STAFF IMPACT:
The Transportation Bond Program is the proposed source for funding this project. The Staff
Review Form indicates the current balance as well as the obligations associated with the fund.
The total amount obligated for the construction contract is $164,191.00 which includes the
contingency.
Attachments:
Bid Tab
Construction Contract
2
City of Fayetteville - Purchase Order Request (PO) Requisition o.: Date:
2/5/2015
(Nola Purchase Order) P.O Number:
All PO Requests shall be scanned to the Purchasing e-mail:Purchasing@fayetteville-ar.gov.
Purchase shall not be made until an actual PO has been issued.
Vendor Vendor Mail Legistar#:
#: 21902 Name: CAM Lawn Services dba BSA Property Maintenance D ves El NO
FOB Point: Taxable 2015-0055
Address: 325 County Line Road ❑YES ❑No
Expected Delivery Date:
City: Springdale State: AR Ship to code: Quotes Attached
72764 ❑YES ❑No
Requester: Requester's Employee#: Extension:
Item Description Quantity Unit of Issue Unit Cost Extended Cost Account Number Project.Sub# Inventory# Fixed Asset#
1 Trees&Shrubs 1 149,191.00 $149,191.00 4520.9555.5809.00 06035.2000
2 Crossover&Garland $0.00
3 $0.00
4 $0.00
5 $0.00
6 $0.00
7 $0.00
8 $0.00
9 $0.00
10 $0.00
Shipping/Handling Lot $0.00
Special Instructions:
Subtotal: $149,191.00
Tax:
Total: $149,191.00
Approvals:
Mayor: Department Director: Purchasing Manager:
Chief Financial Officer: Budget Director: IT Director:
Dispatch Manager: Utilities Manager: Other:
Revised 1/21/2015
DOCUMENT 00500—AGREEMENT
BETWEEN OWNER AND CONTRACTOR
Contract Name/Title: Crossover Road Phase I and Garland Avenue Tree Planting
Contract No.:
THIS AGREEMENT is dated as of the day of in the year 20_by and
between The City of Fayetteville,Arkansas and CAM Lawn Services,LLC. (hereinafter called
Contractor).
ARTICLE 1- WORK
1.01 Contractor shall complete all Work as specified or indicated in the Contract
Documents. The work under this Contract includes,but is not limited to:
The installation of approximately 181 trees and 31 shrubs on Crossover Road as well as
approximately 47 trees on Garland Avenue per the planting details along with the
required irrigation systems for each location.
The Contract includes work in AHTD Right-of-way and work in City of Fayetteville Right-of-
way.
Refer to Section 00400-Bid Form for quantities:
ARTICLE 2- ENGINEER
2.01 The Contract Documents have been prepared by THE CITY OF FAYETTEVILLE
Engineering Division and assumes all duties and responsibilities,and has the rights
and authority assigned to THE CITY OF FAYETTEVILLE in the Contract
Documents in connection with completion of the Work in accordance with the
Contract Documents.
00500 Agreement 00500- 1 06035.2000
DOCUMENT 00500—AGREEMENT (continued)
ARTICLE 3- CONTRACT TIME
3.01 TIME OF THE ESSENCE:
A. All time limits for milestones,if any, Substantial Completion,and
completion and readiness for final payment as stated in the Contract
Documents are of the essence of the Contract.
3.02 DATES FOR SUBSTANTIAL COMPLETION AND FINAL PAYMENT:
A. The Work will be Substantially Completed within 60 calendar days after the
date when the Contract Times commence to run as provided in the
GENERAL CONDITIONS,and completed and ready for final payment in
accordance with the GENERAL CONDITIONS within 75 calendar days
after the date when the Contract Times commence to run.
3.03 LIOUIDATED DAMAGES:
A. Owner and Contractor recognize that time is of the essence of this
Agreement and that The City of Fayetteville will suffer financial loss if the
Work is not completed within the time specified above,plus any extensions
thereof allowed in accordance with the GENERAL CONDITIONS. The
parties also recognize the delays,expense,and difficulties involved in
proving the actual loss suffered by The City of Fayetteville if the Work is not
Substantially Completed on time. Accordingly,instead of requiring any such
proof,The City of Fayetteville and Contractor agree that as liquidated
damages for delay(but not as a penalty)Contractor shall pay The City of
Fayetteville Two Hundred Fifty Dollars ($250.00)for each calendar day that
expires after the time specified above in Paragraph 3.02 for Substantial
Completion until the Work is Substantially Complete. After Substantial
Completion,if Contractor shall neglect,refuse,or fail to complete the
remaining Work within the time specified in Paragraph 3.02 for completion
and readiness for final payment or any proper extension thereof granted by
The City of Fayetteville,Contractor shall pay The City of Fayetteville Two
00500 Agreement 00500-2 06035.2000
DOCUMENT 00500—AGREEMENT (continued)
Hundred Fifty Dollars($250.00)for each calendar day that expires after the
time specified for completion and readiness for final payment.
ARTICLE 4- CONTRACT PRICE
4.01 The CITY OF FAYETTEVILLE agrees to pay, and the CONTRACTOR agrees to
accept, as full and final compensation for all work done under this agreement, the
amount based on the prices bid in the Proposal (BID FORM) which is hereto
attached, for the actual amount accomplished under each pay item, said payments to
be made in lawful money of the United States at the time and in the manner set forth
in the Specifications.
4.02 As provided in the General Conditions estimated quantities are not guaranteed, and
determinations of actual quantities and classifications are to be made by ENGINEER
as provided in the General Conditions. Unit prices have been computed as provided
in the General Conditions.
4.03 Changes, modifications, or amendments in scope, price or fees to this contract shall
not be allowed without a prior formal contract amendment approved by the Mayor
and the City Council in advance of the change in scope,cost or fees.
ARTICLE 5- PAYMENT PROCEDURES
5.01 SUBMITTAL AND PROCESSING OF PAYMENTS:
A. Contractor shall submit Applications for Payment in accordance with the
GENERAL CONDITIONS. Applications for Payment will be processed by
Engineer as provided in the GENERAL CONDITIONS.
5.02 PROGRESS PAYMENTS,RETAINAGE:
A. The City of Fayetteville shall make progress payments on account of the
Contract Price on the basis of Contractor's Applications for Payment as
recommended by Engineer, on or about the 15th day of each month during
construction. All such payments will be measured by the schedule of values
established in the GENERAL CONDITIONS (and in the case of Unit Price
00500 Agreement 00500-3 06035.2000
DOCUMENT 00500—AGREEMENT (continued)
Work based on the number of units completed)or,in the event there is no
schedule of values,as provided in the General Requirements.
1. Prior to Substantial Completion,progress payments will be made in
an amount equal to the percentage indicated below,but,in each case,
less the aggregate of payments previously made and less such
amounts as Engineer shall determine, or The City of Fayetteville
may withhold,in accordance with the GENERAL CONDITIONS.
a. 95%of Work Completed(with the balance being retainage). If
Work has been 50%completed as determined by Engineer,and
if the character and progress of the Work have been satisfactory
to The City of Fayetteville and Engineer,The City of
Fayetteville on recommendation of Engineer,may determine that
as long as the character and progress of the Work subsequently
remain satisfactory to them,there will be no additional retainage
on account of Work subsequently completed,in which case the
remaining progress payments prior to Substantial Completion
will be an amount equal to 100%of the Work Completed less the
aggregate of payments previously made; and
b. 100%of Equipment and Materials not incorporated in the Work
but delivered,suitably stored,and accompanied by
documentation satisfactory to The City of Fayetteville as
provided in the GENERAL CONDITIONS.
2. Upon Substantial Completion,The City of Fayetteville shall pay an
amount sufficient to increase total payments to Contractor to 95%of
the Contract Price(with the balance being retainage),less such
amounts as Engineer shall determine,or The City of Fayetteville
may withhold,in accordance with the GENERAL CONDITIONS.
00500 Agreement 00500-4 06035.2000
DOCUMENT 00500—AGREEMENT (continued)
5.03 FINAL PAYMENT:
A. Upon final completion and acceptance of the Work in accordance with the
GENERAL CONDITIONS,The City of Fayetteville shall pay the remainder
of the Contract Price as recommended by Engineer and as provided in the
GENERAL CONDITIONS.
ARTICLE 6- CONTRACTOR'S REPRESENTATIONS
6.01 In order to induce The City of Fayetteville to enter into this Agreement,Contractor
makes the following representations:
A. Contractor has examined and carefully studied the Contract Documents
including the Addenda and other related data identified in the Bid
Documents.
B. Contractor has visited the Site and become familiar with and is satisfied as to
the general,local,and Site conditions that may affect cost,progress,
performance,and furnishing of the Work.
C. Contractor is familiar with and is satisfied as to all federal, state,and local
Laws and Regulations that may affect cost,progress,performance,and
furnishing of the Work.
D. Contractor has carefully studied all:
(1) Reports of explorations and tests of subsurface conditions at or
contiguous to the Site and all drawings of physical conditions in or
relating to existing surface or subsurface structures at or contiguous
to the Site;and
(2) Reports and drawings of a Hazardous Environmental Condition,if
any,at the Site. Contractor acknowledges that The City of
Fayetteville and Engineer do not assume responsibility for the
accuracy or completeness of information and data shown or indicated
00500 Agreement 00500-5 06035.2000
DOCUMENT 00500—AGREEMENT (continued)
in the Contract Documents with respect to Underground Facilities at
or contiguous to the Site.
E. Contractor has obtained and carefully studied(or assumes responsibility of
having done so)all such additional supplementary examinations,
investigations,explorations,tests,studies,and data concerning conditions
(surface,subsurface,and Underground Facilities)at or contiguous to the Site
or otherwise which may affect cost,progress,performance,and furnishing of
the Work or which relate to any aspect of the means,methods,techniques,
sequences,and procedures of construction to be employed by Contractor and
safety precautions and programs incident thereto.
F. Contractor does not consider that any additional examinations,
investigations, explorations,tests,studies,or data are necessary for the
performing and furnishing of the Work at the Contract Price,within the
Contract Times,and in accordance with the other terms and conditions of the
Contract Documents.
G. Contractor is aware of the general nature of work to be performed by The
City of Fayetteville and others at the Site that relates to the Work as indicated
in the Contract Documents.
H. Contractor has correlated the information known to Contractor, information
and observations obtained from visits to the Site,reports and drawings
identified in the Contract Documents,and all additional examinations,
investigations,explorations,tests,studies,and data with the Contract
Documents.
I. Contractor has given Engineer written notice of all conflicts,errors,
ambiguities,or discrepancies that Contractor has discovered in the Contract
Documents and the written resolution thereof by Engineer is acceptable to
Contractor.
00500 Agreement 00500-6 06035.2000