HomeMy WebLinkAboutOrdinance 5485 ORDINANCE NO. 5485
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING AN AGREEMENT WITH
ARKANSAS & MISSOURI RAILROAD FOR REIMBURSEMENT OF
$297,258.54 FOR REPLACEMENT OF CROSSING PANELS AND
INSTALLATION OF RAILROAD SIGNAL EQUIPMENT AFFECTED BY
THE RECONSTRUCTION AND WIDENING OF CATO SPRINGS ROAD
FROM RAZORBACK ROAD TO S. SCHOOL AVENUE, AND APPROVING
A BUDGET ADJUSTMENT
WHEREAS, the reconstruction and widening of Cato Springs Road from Razorback
Road to S. School Avenue will require replacement of crossing panels and the installation of
railroad signal equipment at the Arkansas &Missouri Railroad crossing; and
WHEREAS, the scope of work will include three (3) new concrete panel crossings,
leveling of existing tracks to create a smoother crossing at Cato Springs Road, installing flashing
lights, vehicular gates,pedestrian gates and appurtenances; and
WHEREAS, as part of the Cato Springs Road Widening and Improvement Project
construction contract approval with Dean Crowder Construction, the City Council was made
aware of certain third party expenditures which would have to be approved in the future to fully
implement the project; and
WHEREAS, this agreement with Arkansas &Missouri Railroad is one such expenditure;
and
WHEREAS, Arkansas & Missouri Railroad should effectuate improvements to their
own railroad according to its needs and specifications,
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 finds that
such circumstances constitute an exceptional situation where competitive bidding is not feasible
or practical, and therefore waives the requirements of formal competitive bidding and authorizes
an agreement with Arkansas & Missouri Railroad for reimbursement of $297,258.54 for
replacement of crossing panels and installation of railroad signal equipment affected by the
reconstruction and widening of Cato Springs Road from Razorback Road to S. School Avenue.
Page 2
Ordinance No. 5485
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a
budget adjustment, a copy of which is attached as Exhibit"A".
PASSED and APPROVED this 21St day of February, 2012.
APPROVED: ATTEST:
By: By:
I ELD,!� N, Mayor LISA BRANSON, Deputy City Clerk
0,111 W(1 L1 Y➢Cia
T R,-4 ®
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FAYETTEVILLE
o�9s®q�'KANSA®Jae
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City of Fayetteville,Arkansas V11.0310
Budget Adjustment Form
Budget Year Division: Engineering Request Date Adjustment Number
2012 Department: Development Services 2/2/2012
BUDGET ADJUSTMENT DESCRIPTION/JUSTIFICATION
A resolution approving a payment to Arkansas & Missouri Railroad (A&MRR) in an
amount not to exceed $297,258.54 for the replacement of crossing panels and the
installation of railroad signal equipment affected by the reconstruction and widening of
Cato Springs Road from Razorback Rd to S. School Av.
--� Z1 Z Prepared By:
Division Head Date enutcnens
Reference:
,A
Budget Director `� G Date Budget& Research Use Only
Ny 0&,931 tt- Type: A B C D E P
Departmen irector Date
"V4 Q -20li'L General Ledger Date 6/7/2011
Fina a Director Date
All
a?-(o 1A_ Posted to General Ledger
Chie o#' taff Date Initial Date
r ,�
-y--< Checked/Verified
or Date Initial Date
TOTAL BUDGET ADJUSTMENT - -
Increase/(Decrease) Project.Sub
Account Name Account Number Expense Revenue Number
Street improvements 4470.9470.5809.00 (283,424) 06035 . 1500
Land acquisition 4470.9470.5805.00 (13,835) 06035 . 1700
Street improvements 4470.9470.5809.00 297,259 06035 1200
EXHIS1
a '
J:\EXCEL\Cato springs Road\BA_Cato_Railroad 02022012.xis 1 of 2
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts,Leases or Agreements
2/21/2012
City Council Meeting Date
Agenda Items Only
co
Chris Brown Engineering Development Services
�,•_ Submitted By Division Department
Action Required:
A reserution approving a payment to Arkansas&Missouri Railroad(A&MRR) in an amount not to exceed
$297,258.54 for the replacement of crossing panels and the installation of railroad signal equipment affected by the
reconstruction and widening of Cato Springs Road from Razorback Rd to S.School Ave.
$ 283,424.00 $ 283,424.00 Transportation bond funds
$ 13,835.00 $ 632,909.00 Transportation bond funds
Cost of this request Category/Project Budget Program Category/Project Name
4470.9470.5809.00 $ - Transportation bond funds
4470.9470.5809.00 $ 600,967.66 Transportation bond funds
Account Number Funds Used to Date Program/Project Category Name
06035.1200 $ 283,424.00 CIP
06035.1200 $ 31,941.34 CIP
Project Numbers Remaining Balance Fund Name
Budgeted Item Budget Adjustment Attached
(,• OL,QS,1.�1 L Previous Ordinance or Resolution#
Depart ector Date
J� Original Contract Date:
Original Contract Number:
orney Date
Finance and Internal Services Director Date Received in oiY —O 3— 1 2 A G G 4 5 R C V D
Clerk's Office
Awkto/#/041�
Chiel of S Date
` Received in
Mayor's Office f
yor 4�a�t
Comments:
Revised January 15,2009
•
a e eVlle THE CITY OF FAYETTEVILLE,ARKANSAS
DEPARTMENT CORRESPONDENCE
ARKANSAS
CITY COUNCIL AGENDA MEMO Council Meeting of February 21,2012
To: Mayor and City Council
Thru: Don Marr, Chief of Staff
Jeremy Pate,Development Services Director
From: Chris Brown,City Engineer CO
Date: February 2, 2012
Subject: A resolution approving a payment to Arkansas&Missouri Railroad in an amount not to exceed
$297,258.54 for the replacement of crossing panels and the installation of railroad signal equipment
affected by the reconstruction and widening of Cato Springs Road from Razorback Rd to S. School Av.
PROPOSAL:
The City has received a proposal in the amount of$297,258.54 from the A&MRR for the replacement of crossing panels
and the installation of railroad signal equipment. The scope of work will include 3 new concrete panel crossings, leveling
of existing tracks to create a smoother crossing at Cato Springs Road, installing flashing lights, vehicular gates, pedestrian
gates and appurtenances.
At the June 7"'City Council meeting, staff recommended approval of the construction contract for Cato Springs Road to
Dean Crowder Construction. Staff also presented City Council with the attached spreadsheet which outlines the entire
project expenditures, and stated that certain third party expenditures would have approved at a future date by the City
Council. This expenditure to Arkansas&Missouri Railroad(A&MRR) is one of those identified project budget items.
RECOMMENDATION:
Staff recommends City Council approval of this payment to A&MRR. Street Committee recommended approval at the
January 31st meeting.
BUDGET IMPACT:
Funds have been included in the overall project budget (attached) which is funded by the Transportation Bond Program,
CIP Funding, and Water & Sewer Funding. The original estimate from A&MRR was $355,986.00, but staff has
negotiated with A&MRR to reduce this amount to $297,259.54, a savings of approximately $58,726.46. The attached
budget adjustment transfers CIP funds from other Bond Projects to cover the cost of this work.
ORDINANCE NO.
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING AN AGREEMENT WITH
ARKANSAS & MISSOURI RAILROAD FOR REIMBURSEMENT OF
$297,258.54 FOR REPLACEMENT OF CROSSING PANELS AND
INSTALLATION OF RAILROAD SIGNAL EQUIPMENT AFFECTED BY
THE RECONSTRUCTION AND WIDENING OF CATO SPRINGS ROAD
FROM RAZORBACK ROAD TO S. SCHOOL AVENUE, AND APPROVING
A BUDGET ADJUSTMENT
WHEREAS, the reconstruction and widening of Cato Springs Road from Razorback
Road to S. School Avenue will require replacement of crossing panels and the installation of
railroad signal equipment at the Arkansas & Missouri Railroad crossing; and
WHEREAS, the scope of work will include three (3) new concrete panel crossings,
leveling of existing tracks to create a smoother crossing a Cato Springs Road, installing flashing
lights,vehicular gates, pedestrian gates and appurtenances; and
WHEREAS, as part of the Cato Springs Road Widening and Improvement Project
construction contract approval with Dean Crowder Construction, the City Council was made
aware of certain third party expenditures which would have to be approved in the future to fully
implement the project; and
WHEREAS, this agreement with Arkansas &Missouri Railroad is one such expenditure;
and
WHEREAS, Arkansas & Missouri Railroad should effectuate improvements to their
own railroad according to its needs and specifications,
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 finds that
such circumstances constitute an exceptional situation where competitive bidding is not feasible
or practical, and therefore waives the requirements of formal competitive bidding and authorizes
an agreement with Arkansas & Missouri Railroad for reimbursement of $297,258.54 for
replacement of crossing panels and installation of railroad signal equipment affected by the
reconstruction and widening of Cato Springs Road from Razorback Road to S. School Avenue.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a
budget adjustment, a copy of which is attached as Exhibit "A".
PASSED and APPROVED this 21St day of February, 2012.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
Jan 24 1Z UO:40a Jacobs Engineering - l--aye 479-442-7391 p.1
January 20,2012
Mr. Chris Brown, PE
City Engineer,City of Fayetteville
125 'Vest Mountain St.
Fayetteville,Arkansas
Re: Cato Springs Roadway Improvements and AMRR
Dear Mr. Brown:
It is my understanding that the City of Fayetteville's roadway improvements on Cato Springs has now
been awarded to a general contractor. From the on-site meeting with on January 13 with my staff, I
further understand the City will be preparing documentation for City Council approval for the funding of
the railroad improvements as a part of these roadway improvements.
Please find below our price for the construction of this project.
Item
f# Item Quantit Unit Unit Price Cost
1 Surfacing Equipment 30 Per Hour $100.00 $3,000.00
2 Track Ballast 240 Ton $80.00 S19,200.00
3 Angle Bars air 12 Each $76.00 $912.00
4 Track Spike 20 Ke ; $68.00 $1,360.00
Linear
5 Concrete Panels 108 Foot $250.00 $27,000.00
6 141#Rail 480 Ton $20.00 $9,600.00
7 10' Cross Ties 90 Each $70.00 $6,300.00
8 8'6"Cross Ties 54 Each $61.00 $3,294.00
9 Tie Plates 288 Each $9.50 $2,736.00
Subtotal $73,402.00
Tax 9.25% $6,790.00
10 Man Hours 270 Hours $37.50 $10,125.00
Engineering & Lump
11 Coordination 1 Sum $15,000.00 $15,000.00
Subtotal for
AMRR $105,317.00
Lump
1 Sub-Contractor 1 Sum $190,441.54 $190,441.54
Sub-Contractor
2 Coordination 40 Hours $37.50 $1,500.00
TOTAL ESTIMATED COST $297,258.54
Note:
1 y The AMRR will guarantee the cost noted here in for 90 days past the date of this letter.
The AMRR reserves the right to pursue alternate sub-contractors and perform work in-
part or in whole for which they deem to be in the best interest of the Railroad.
2) Work at this site will be performed by the railroad or its sub-contractor under a road
closed to through traffic work zone with the road closure to be provided by the City or
the Contractor selected by the City.
jan L4 'IZ uu:4ea Jacobs tngineenng - Faye 4l9-442-/391 p.2
Chris Brown, PE
Cato Springs Railroad Improvements
Page 2 of 2
The Arkansas Missouri Railroad will coordinate its work with the City and the City selected contractor.
We will work to help ensure a safer railroad crossing at this location.
Please call me with any questions.
Sincerely,
Brent G. McCready
President
cc:
Jim Crouch,Cypert,Crouch, Clark& Harwell,PLLC
Kip Guthrie, PE-Jacobs
File
Jan L4 IL U4.40p jacoos cngineenng - raye 4/y-442-/ay1 P.1
Railroad Signal Intl.
1715110
� E.Pine-_`_-_�� Tulsa,Oklahoma 74116
Phone:(918)234-1522 Fax:(918)234-1529
CUSTOMER: A&M RAILROAD
PROJECT: FURNISH AND INSTALL 6X6 CONTROL HOUSE
2 EA RAILROAD GATES WITH LED LIGHT HEADS
I EACH PED GATE
CIRCUITS DESIGNED TO PROTECT 3 TRACKS ACROSS ROADWAY
LOCATION: CATO SPRINGS FAYETTVILLE ARKANSAS
CONTROL: HXP-R CWT
MATERIALS SHOP WIRING AND TESTING S 88,92132
FIELD LABOR,TESTING,ENGINEERING,EQUIP S 101,520,22
OVERHEAD,SHIPPING ETC.
TOTAL COST OF PROJECT IS 190,411.54
PRICE DOES NOT INCLUDE ANY TRACKWORK EXCEPT BONDING RAIL
PRICE FOS JOB SITE.
PRICE DOES NOT INCLUDE ANY TAX OF ANY KIND.
INSULATED JOINT AND SW RODS IF REQUIRED BY RAILROAD
THIS QUOTATION IS VALID FOR A PERIOD OF 30 DAYS FROM BID DATE
RAILROAD SIGNAL INTL.
;fir: `a.�_.- '�--_--*�•-"..�.. � 8l11:2Q11
.y
RACHEL BURNS DATE
DIRECTOR OF SALES
APPROVED BY: PO#
APPROVED DATE:
040496 Cato Springs Road (S. School - Razorback)
H std.wyr sa.Gry ✓ k. .ac Jt+,xv. l 4 s ? -.,-,C a.✓P
��-'
Consultant Engineer Ori g Design Contract $227,550
Amendmt#1 $278,150
Amendmt#2 $196,350
Garver Subtotal $702,050
Engineering Staff Time(2006-2011) Engs,Surveyors,Land Agents $144,627
Const.Project Manager $63,000
Const.Project Inspector $84,000
Staff Engineer $12,600
City Engineer $7,100
In-house Surveying(2 Man) $3,000
Contra Subtotal $314,327
Materials Testing Lab $20,000
Engineering Total $1,036,377
r
-r&N
W $258,457
W Contingency $50,000
M Right Of Way Total $308,457
~1� i%t�lrfles r; µ r '
...�rnrr
Z Arkansas Western Gas $94,312
W SWEPCO $177_,886
0.X
LV Utilities Total $272,198
W Control House,Gates&Signals $166,932
n
Q Conc.Panels,Timber Ties,Ballast $189,054
It Railroad Total $355,986
IL Contructon
Water&Sewer $691,389
Road $3,123,784
'SubTotal $3,815,173
5%Contingency $190,759
Construction Total $4,005,932
Pe.mats
ADOH �� $500
NOI $200
STAA $200
Railroad $5,800
Permits Total $6,700
,.., . 4HTD Atlrr�rr��strat►on . .. .,... �' , . . _. ... , t ,,.� ..
AHTD Design Admin. $5,000
AHTD Construction Admin. $25,000
AHTD Admin Total $30,000
GRAND TOTAL PROJECT COST $6,015,650
w Federal Funding (Max.) -$2,879,679
TOTAL COST TO CITY $3,135,971
N
Water& Sewer Funding -$350,000
Z
o CIP Funding (Excess Project Funds) -$441,335
Z
M
U. TOTAL COST TO BOND PROGRAM $2,344,636
NORTHWEST ARKANSAS DEMOCRAT-GAZETTE
NORTHWESTARKANSAS THE MORNING NEWS OF SPRINGDALE
THE MORNING NEWS OF ROGERS
NEWS-P-M- E:D.S LLC NORTHWEST ARKANSAS TIMES
BENTON COUNTY DAILY RECORD
212 NORTH EAST AVENUE,FAYETTEVILLE,ARKANSAS 72701 1 P.O.BOX 1607,72702 1 479.442.1700 1 WWW.NWANEWS.COM
AFFIDAVIT OF PUBLICATION
I, Cathy Wiles, do solemnly swear that I am the Legal Clerk of the
Northwest Arkansas Newspapers, LLC, printed and published in
Washington and Benton County, Arkansas, bona fide circulation,
that from my own personal knowledge and reference to the files
of said publication, the advertisement of-
ORDINANCE 00.5485
City of Fayetteville F�FOWREPLACEMENT&'C'Rb
RDINANCE WAIVING THE REQUIREMENTS OF
AL COMPETITIVE SIDDfNG qND APPROVING
Ordinance 5485 GREEMENP WITH ARKANSAS & MISSOURI aa P
OAD FOR REIMBURSEMENT OF$297,258.54
SSING'PANELSAND ARKAHsf,s- ;;LLATION QF RAILROA(�SIGNAL EQUIPMENTS
Was inserted in the Regular Editions on: AFFECTED BY THE RECONSTRUCTION AND WIDENING OF -ATO°SPRINGS ROAD;
FROM,RAZORBACK ROAD"TO S.``SCHOOL AVENUE','AND'APPROVING GS ROAD
March 1, 2012 ADJUSTMENT„ ;
WHEREAS,the reconstruction and widening of Cato Springs Road from Raiorback Road So,
S.School Avenue.Nnll requi'eYepfacement of crossing panels and the installation of railroad'
signal equipment at the fvkensas 8,,Missouri Railroad crossing.and
WHEREAS the seppe of work,will include three(3)new,concrete panel croas(ngs levelingbf
Publication Charges: $103.76 existifig tracks to'c�eate`a smootherc'rossing at Cato;Springs Road Jnstalling'flasti(ng'Ifghts,
vehicular gates,pedestrian gates and appurtenances;and.
WHEREAS as part of the Cato SpOngs Road Widening and Improvement Project construe-
bon cgntract'appro`val vnth Dean Crowder Construction,the City Council was made aware'
of certain third party expenditures which would ha
mplemeht the projectve o be approved in the future to fully
;•and --
WHEREAS this agreement Nn(h Arkansas 8 Missouri Railroad is.one uctt expenditures and
PR ,"S”,ArkaPsas&Missouri Ra(Iroad should,effectuate.improvementsto:their,own
ra iroadraccording tc rts needs end spebifioations,'' "
C / r NOW,THEREFORE BE IT ORDAINED,BY THE CITY COUNCIL OF THE CITY OF`
✓✓✓ "`��� PAYETTEI/ILEFQR►CANSAS;
Section 1 That the City Council of the;City of Fayetteville,Arkansas hereby find1.s that suoh
Cathy Wiles c(rcumstances constitute an exceptiomf situation where competitive bidding js hot feasible
or practical and therefore waives tho,jbqulrements of formal competitive bidding and autho-`
rizes an`agreement;�nnth Arkansas&f Issoun Railr668-for reimbursement ofs,-,2 ? .54
for replacement of crossing panels and installation of railroad'sigriai egwpmeh'affected thy;
the reconstructio land widening of Cato Springs Road from Razorback Roan to S Sohool?
Avenue:
t a Se g'eta2 That_the City Cpuncil of the City of Fayetteville Arkansas hereby approves a.'
Subscri ed and SWOTn t0 before me budget adfustimeot,,a copy of which is attached as Exhibit A
This day of k U dl� , 2012. PASSED and APPROVED this 21st day'of February',2012
APPROVED: ATTEST.'
By:
LIONELD JORDAN;Mayor L'$a Branson Deputy City Clerk
A 11
Notary Public J
My Commission
Gra,H on
COU
% aslimm� ExP�ies
?v1Y OT0 27,2015RECEIVED
MAR 14 2012
CITY OF FAYETfEVILLE
CITY CLERK'S OFFICE
**NOTE*
Please do not pay from Affidavit. Invoice will be sent.