HomeMy WebLinkAboutOrdinance 5311 ORDINANCE NO. 5311
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING CONTRACTS WITH NEC,INC.
AND H2 ENGINEERING, INC. IN THE TOTAL AMOUNT OF $30,690.63 FOR
SEWER IMPROVEMENTS AT VETERANS MEMORIAL PARK,APPROVING
A PROJECT CONTINGENCY OF $4,404.00, AND APPROVING A BUDGET
ADJUSTMENT
WHEREAS,the restrooms at Veterans Memorial Park at Lake Fayetteville currently utilize a
septic system which requires occasional maintenance and raises concern regarding the age of the
system and its proximity to Lake Fayetteville, and;
WHEREAS, NEC, Inc. is constructing Park Centre, a mixed-use development south of
Veterans Memorial Park,and is required to construct a sewer lift station to provide sewer service to
the site which will be located approximately fifty(50)feet from the park's south boundary, and;
WHEREAS, H2 Engineering, Inc. has knowledge of the capacities and elevations of the
sewer lift station that is critical to the design of the sewer connection to the restrooms at Veterans
Memorial Park,and is working as the engineering firm on the Park Centre project with NEC,Inc.,
and;
WHEREAS,the City would benefit from utilizing the Park Centre developer and engineers
to design and construct a sewer line from the lift station to the restrooms at Veterans Memorial Park;
NOW,THEREFORE,BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF FAYETTEVILLE,ARKANSAS:
Section 1. That the City Council of the City of Fayetteville,Arkansas hereby determines that
an exceptional situation exists in which formal competitive bidding is deemed not feasible or
practical and therefore waives the requirements of formal competitive bidding and approves
contracts with NEC,Inc.and H2 Engineering,Inc.in the total amount of$30,690.63 for construction
of sewer improvements at Veterans Memorial Park. Copies of the contracts,marked as Exhibits"A"
and`B," are attached hereto and made a part hereof.
Page 2
Ordinance No. 5311
Section 2. That the City Council of the City of Fayetteville, Arkansas, hereby approves a
project contingency of$4,404.00 and a budget adjustment of$35,295.00,a copy of which is marked
as Exhibit"C" attached hereto and made a part hereof.
PASSED and APPROVED this 6th day of April, 2010.
APPROVED ATTEST:
By: � By:
L N t LD JO ,Mayor SO E. SMITH, City Clerk/Treasurer
'h�� G�'CY OF.•.p�'.,P
c ;FAYETMOLLE;
.tea
%9s 9RKANSPOJ=
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2425 S. Sth Place
Rogers,AR 72758
To: City Of Fayetteville - Contact:
Address: 113 W.Mountain Street Phone:
Fayetteville,AR 72701 Fax:
Project Name: Park Centre Sewer Extension Bid Number:
Project Location: Park Centre,Fayetteville,AR Bid Date:
Line# Item# Item Description Estimated Quantity Unit Unit Price TOWI Price
000 Additional Tree Clearing 1.00 LS $535.00 $535.00
001 8"PVC Sewer Main Including Base Backfill As 597.00 LF $27.50 $16,417.50
Needed
002 Manhole 4'ID 5.00 EACH $1,825.00 $9,125.00
003 Maintenance Bond For 2 Years At 25% 1.00 LS $610.00 $610.00
Total Bid Price: $26,687.50
Notes:
ACCEPTED: CONFIRMED:
The above prices,specifications and conditions are satisfactory and N.E.C.,Inc.
are hereby accepted.
Buyer:
Signature: . Authorized Signature:
Date of Acceptance: Estimator:
3/17/2010 8:55:40 AM r Page 1 of 1
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ElIgIN��WN�, INC.
PROPOSAL FOR ENGINEERING SERVICES
For THE CITY OF FAYETTEVILLE
VETERANS PARK SEWER EXTENSION
MARCH 22,2010
SCOPE OF SERVICES:
Task 1—Sewer Extension Construction Plans—H2 Engineering,Inc.,as part of this proposal,will
produce a set of construction plans and reports which meet or exceed the requirements,standards,and
specifications of the City of Fayetteville. This set of construction plans will include a sanitary sewer main
extension from the existing restroom facilities on the south side of Veterans Park to the proposed Park
Centre Lift Station This task includes permits(excluding the associated fees)and a letter of approval
from the City of Fayetteville Engineering Department and the Arkansas Department of Health. Easement -
dedication is not part of this proposaL Easement dedication shall be the responsibility of the City of
Fayetteville. Task I shall be considered complete upon construction plan approval from the City of
Fayetteville Engineering Department and the Arkansas Department of Health.
Task 2—Construction Inspection and As-Built Plans—H2 Engineering,Inc.will coordinate and attend all site
work pre-construction conferences as required by the City of Fayetteville. We will provide inspection specifically
for utility improvements,as required by the City of Fayetteville. Construction staking is NOT within the scope of
this contract. The addition of construction staking shall be performed on an HOURLYBASIS as reflected in
Paragraph 9 under"Additional Services." We will coordinate and attend the site work Final Inspection by the City
of Fayetteville. We will generate a final inspection punch list(based on City of Fayetteville comments)and
supervise completion,by the respective contractor,of each punch list item.We will produce as-built plans upon
completion of the project's site work as required by the City of Fayetteville. Task 2 shall be considered complete
when the as-built plans have been accepted by the City of Fayetteville.
FEES AND BILLING:
The above tasks(1-2)will be performed for an amount equal to 15%of the construction cost of the project. This
project's construction cost is currently estimated at approximately$27,000. Based on this estimated construction
cost,the estimated 15%engineering fee would be$4,050. This is an estimate only and is subject to change based on
the actual construction contract with the Contractor. ADDITIONAL HOURLY WORK WILL BE PERFORMED
ON AN HOURLY RATE AS REFLECTED IN PARAGRAPH 9 UNDER"ADDITIONAL SERVICES."
Billing of this fee will be submitted on a monthly basis as a percent complete of the associated activities. All
invoices are due upon receipt. For bills which are not paid within 30 days,an additional 5%of the billed amount
will be accrued for each delinquent 30day period thereafter. H2 Engineering,Inc.reserves the right to discontinue
work on this project if invoices are not paid within 45 days. The following represents the task breakdown of
engineering compensation for this project:
Total Estimated Engineering Fee(Tasks 1—2)=$4,050
• Task 1—75%of Engineering Fee
• Task 2—25%of Engineering Fee
EXHI$IT "=
City of Fayetteville,Arkansas
Budget Adjustment Form
Budget Year Department: Operations Date Requested Adjustment Number
2010 Division: Parks& Recreation
Program: Parks Development Capital 3/18/2010
Project or Item Added/Increased: Project or Item Deleted/Reduced:
To increase funding to construct approximately 597 feet Reduce Park Land Dedication funds to allow for
of 8" sewer line from the Veteran's Memorial Park construction of sewer at Veteran's Memorial Park.
restroom to a sewer lift station located in the Park Centre
development.
Justification of this Increase: Justification of this Decrease:
Additional funding has become available in this Park This adjustment is administrative:
Land Dedication Quadrant since our last CIP Plan was
submitted. There is adequate funds in these accounts to fund this line
item.
EXHIBIT
it C
Increase Budget
Account Name Account Number Amount Project Number
Contract Services 2250 9255 5315 00 35,295 02043 1002
Decrease Budget
Account Name Account Number Amount Project Number
Greenspace Fees- NE 2250 0925 4419 01 35,295 02043 1002
3/18/2010 V.090403
Division Head Date Budget&Research Use Only
Type: A B C D E
Bud et �Direct Date f2 3/18/2010 Requested By
epartment Director Date
1.P-J A ^ 3- 4-!p-2olb General Ledger Date
Finan Director Date
;Lq/U Posted to General Ledger
trRiA of Wsff Date Initial Date
✓d oV Posted to Project Accounting
or D e Initial Date
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
4/6/2010
City Council Meeting Date
Agenda Items Only
Alison Jumper Park Planning Parks and Recreation
Subm tte Ely Division Department
Action Re uired:
Staff recommends the approval of a bid waiver for NEC, InC.and H2 Engineering to construct approximately 597
feet of 8'sewer line estimated at$30,691 from the Veteran's Memorial Park restroom to a sewer lift station located
in the Park Centre development and including a 15% project contingency in the amount of$4,404 for a total cost of
$35,295.
$ 35,295.00 $ 48,006.00 Lake Fayetteville Improvements
Cost of this request Category/Project Budget Program Category/Project Name
2250.9255.5315.00 $ Parks Development
Funds Used to Date Program/Project Category Name
02043.1002 $ 48,006.00 Parks Development/PLDO(NE)
Project Number Remaining Balance Fund Name
Budgeted Item Budget Adjustment Attached
4 l
Previous Ordinance or Resolution# ^
art an Directorr Date
Original Contract Date:
Original Contract Number:
41omey Date
k 3- '23-V()
's- at Q _:._.«... ENTERED
Finance and Internal Services Director Date Received in City
Clerk's office
Chief ofDate ERE
Received in r� '
Mayor's Office
.$! /D
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omments: ..,.._
Revised January 15,2009
Tave ��T� �� THECITYOFFAYETT ENTCORARKANSAS
v DEPARTMENT CORRESPONDENCE
ARKANSAS
CITY COUNCIL AGENDA MEMO
To: Mayor Lioneld Jordan and City Council
Thru: Don Marr, Chief of Staff
Connie Edmonston, Director of Parks and Recreation
From: Alison Jumper, Park Planning Superintendent (�
Date: March 17, 2010
Subject: Proposed Bid Waiver for construction of sanitary sewer connection for Veteran's Park at Lake
Fayetteville
PROPOSAL:
NEC,Inc. is constructing Park Centre, a mixed use development south of Veteran's Memorial Park at Lake
Fayetteville,north of Zion Road. As a part of this development,the developer is required to construct a sewer
lift station to provide sewer service to the site.
The restrooms at Veteran's Memorial Park currently utilize a septic system. The septic system has not been
problematic; however, it does require occasional maintenance and raises some concern regarding the age of the
system and its proximity the lake. Connecting to a public sanitary sewer system would eliminate future septic
maintenance as well as concerns of aging and potential lake contamination. The required sewer lift station in the
Park Centre development is located approximately 50 feet from the park's south boundary.
The City would benefit from utilizing the development's engineering firm and contractors to design and
construct the sewer line from the lift station to the restroom while they are on site. The developer's engineering
firm, H2 Engineering has knowledge of the capacities and elevations of the sewer lift station that is critical to
the design of the sewer connection to the restroom. Utilizing NEC, hic. to construct the sewer line while they
are on site would reduce costs for mobilizing equipment,bidding and advertising.
Construction costs have been provided to the City by NEC, hic. and H2 Engineering for these improvements as
follows:
Sewer Line construction $ 26,687.50
Design $ 4003.13
Total $,30,690.63
THE CITY OF FAYETTEVILLE,ARKANSAS
RECOMMENDATION•
Staff recommends the approval of a bid waiver for NEC, Inc. and H2 Engineering to construct approximately
597 feet of 8"sewer line estimated at $30,691 from the Veteran's Memorial Park restroom to a sewer lift station
located in the Park Centre development and including a 15%project contingency in the amount of$4,404 for a
total cost of$35,295.
BUDGET IAS PACT:
The final costs to the City will be based upon actual costs as documented by NEC subject to review by the City
and may, or may not exceed the submitted estimate. However, the City's cost will not exceed the estimate
without additional authorization.
Attachments:
Estimate from NEC,Inc.
Estimate from H2 Engineering
Budget Adjustment
Project Accounting Request
Purchase Requests
MAUJ f"--d
euksew+ -1-o N 64 s
ORDINANCE NO.
AN ORDINANCE WANING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING CONTRACTS WITH
NEC,INC. AND H2 ENGINEERING, INC. IN THE TOTAL AMOUNT
OF $30,690.63 FOR SEWER IMPROVEMENTS AT VETERANS
MEMORIAL PARK, APPROVING A PROJECT CONTINGENCY OF
$4,404.00,AND APPROVING A BUDGET ADJUSTMENT
WHEREAS,the restrooms at Veterans Memorial Park at Lake Fayetteville currently utilize a septic
system which requires occasional maintenance and raises concern regarding the age of the system and its
proximity to Lake Fayetteville,and;
WHEREAS,NEC, Inc. is constructing Park Centre, a mixed-use development south of Veterans
Memorial Park,and is required to construct a sewer lift station to provide sewer service to the site which will
be located approximately fifty(50)feet from the park's south boundary, and;
WHEREAS,H2 Engineering,hic. has knowledge of the capacities and elevations of the sewer lift
station that is critical to the design of the sewer connection to the restrooms at Veterans Memorial Park,and is
working as the engineering firm on the Park Centre project with NEC,hic., and;
WHEREAS,the City would benefit from utilizing the Park Centre developer and engineers to design
and construct a sewer line from the lift station to the restrooms at Veterans Memorial Park;
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE,ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby determines that an
exceptional situation exists in which formal competitive bidding is deemed not feasible or practical and
therefore waives the requirements of formal competitive bidding and approves contracts with NEC,hic.and
H2 Engineering, Inc. in the total amount of$30,690.63 for construction of sewer improvements at Veterans
Memorial Park. Copies of the contracts,marked as Exhibits"A"and"B,"are attached hereto and made apart
hereof.
Section 2. That the City Council of the City of Fayetteville, Arkansas, hereby approves a project
contingency of$4,404.00 and a budget adjustment of$35,295.00,a copy of which is marked as Exhibit"C"
attached hereto and made a part hereof.
PASSED and APPROVED this 6s'day of April,2010.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN,Mayor SONDRA E. SAMH, City Clerk/Treasurer
RESOLUTION NO.
A LUTION APPROVING CONTRACT TH NEC, INC.
AND ENGINEERING, INC. IN THE TAL AMOUNT OF
$30,690.63 FOR SEWER IMPROVEM TS AT VETERANS
MEMORIAL PARK, APPROVING A P OJECT CONTINGENCY
OF $4,404.00, D APPROVING A B GET ADJUSTMENT
BE IT RESOLV BY THE C COUNCIL OF THE CITY OF
FAYETTEVILLE,ARKAN S:
Section 1. That the Ci Co cil of the City of Fayetteville, Arkansas,
hereby approves contracts with C, Inc. and H2 Engineering, Inc. in the total
amount of $30,690.63 for co ction of sewer improvements at Veterans
Memorial Park. Copies of t e co acts, marked Exhibits "A" and "B," are
attached hereto and made a art hereo
Section 2. That e City Council the City of Fayetteville, Arkansas,
hereby approves a pr ect contingency of $ 404.00 and a budget adjustment of
$35,295.00, a copy of hich is marked as Exhi 't "C" attached hereto and made a
part hereof.
PASSE and APPROVED this 6th day of Apr 2010.
APPROVE ATTEST:
By: By:
ONELD JORDAN,Mayor SONDRA E.SMITH,Ci Clerk/Treasurer
ADDITIONAL SERVICES:
The following items are assumed to be additional services,reimbursable services,or work to be performed by others
and are in addition to costs quoted herein above for all work:
1. Any services beyond the scope of what is outlined in this proposal.
2. Expense of reproduction of drawings and specifications other than for inter-office use.
3. Special renderings,presentations,or visual graphics not included in this estimate.
4. Work related to appeals from decisions rendered by agencies on permits or site issues that affect our work
are assumed to be additional services.
5. Fees for permit and permit applications and legal fees and expenses involved with review of applications
and decisions rendered by agencies.
6. Cost of geotechnical investigations are assumed to be work performed by others and are to be reimbursable
expenses or paid directly by owner.
7. Costs of other consultants which may be required for work not specified in this proposal,which includes
testing of utilities and roadway mats,traffic studies,extensive hydrological)food studies,wetlands
determinations,landscape design,tree assessments,and architectural renderings.
8. Costs of identifying,procuring,and filing off-site utility easements as may be required by the City. We
will perform this service at the hourly rate indicated in paragraph 9.
9. Costs related to making revisions in drawings or other documents when such revisions are inconsistent with
approvals or instructions previously given by the owner,including revisions made necessary by
adjustments in the owner's project budget,or due to changes required as a result of the owner's failure to
make decisions in a timely manner. These costs will be billed on the following hourly rate:
a. Project Engineer-$125 per hour
b. Drafting/Engineering Technician-$85 per hour
c. Stakeout Crew-$100 per hour
d. Surveyor-$100 per hour
CHANGES IN SERVICES:
The Client reserves the right to request changes in the services. If the requested changes by the Client
require additional engineering services,then in that event the Engineer shall be compensated for the
services requested.
Upon mutual acceptance of desired and necessary changes,and of an equitable adjustment of engineering
costs,a Supplemental Engineering Services Agreement shall be executed and shall be approved by the
Client prior to the performance of any changed service.
H2 Engineering,Inc. Client
Kipp Hearne, P.E.
President
Alison Jumper-Parks SS @ Park Centre
From: "Jeremy Thompson" <jthompson@h2ei.net>
To: "Alison Jumper" <ajumper@ci.fayetteville.ar.us>
Date: 3/17/2010 11:16 AM
Subject: Parks SS @ Park Centre
Attachments: Park Centre Sewer Extension Rev-l.pdf
Alison,
Here is the estimate from the contractor. Looks like our new route added tree removal and an additional manhole. Our
engineering fee will just be 15% of the final contract price. Based on this estimate from NEC of$26,687.50, our engineering fee
would be $4,003.13 for a total estimate of$30,690.63. The contractor will give an actual number if we are given the notice to
proceed and produce an actual construction plan.
I'm a little busy today so I didn't have time to put this into a formal proposal—I can do that later if you need me to. Hopefully these
numbers will help you get started, though.
Thanks,
Jeremy Thompson, PE, LEED AP
Vice President
H2 Engineering, Inc.
(479) 582-4234