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HomeMy WebLinkAbout97-94 RESOLUTIONr • • „ . RESOLUTION NO. 97-94 A RESOLUTION AWARDING BID NO. 94 49 1N THE AMOUNT OF $181,982.50 WITH A CONTINGENCY AMOUNT OF $18,198.00 AND AUTHORIZING THF EXECUTION OF A CONSTRUCTION CONTRACT WITH SWEETSER CONSTRUCTION FOR THE MILL AVENUE EXTENSION FROM CENTER STREET TO SPRING STREET. • BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FA YETTEV I LLE, ARKANSAS: Section 1. The City Council hereby awards Bid No. 94-49 in the amount of $181,982.50 with a contingency amount of $18,198.00 and authorizing the execution of a construction contract with Sweetser Construction for the Mill Avenue extension from Center Street to Spring Street. A copy of the contract is attached hereto marked Exhibit "A" and made a part hereof. PASSED AND APPROVED this 6th day of September 1994. ATTEST: Bv: Traci Paul, City Clerk APPROVED: By: • 1 G'" Fred Hanna. Mayor • STAFF REVIEW FORM AGENDA REQUEST x CONTRACT REVIEW (Change order) GRANT REVIEW •4AN.Jf .`%':'DEQ iso 1 SEs --17 04 wE(t CE GOrLI: 9z- For the Fayetteville City Council meeting of N/A - Mayor's approval FROM: Jim Beavers Name Engineering Division Public Works Department ACTION REQUIRED: Mayor's approval and execution of the change order no. 1, Mill Avenue extension and the• bd See memo. COST TO CITY: $19,033.75 Cost of this Request 4470-9470-5809 Account Number 94032-0020 Project Number $363,995 Category/Project Budget $217,263 Funds Used Tc Date S Remaining Balance Mill Ave. ext. Category/Prcject Name Program Name Sales Tax Consrt. Fund BUDGET REVIEW: tilkA Budgeted Item x Budget Adjustment Attached Budget oord inator Administrative Services Director CONTRACT/GRANT/LEASE Accounting Manager zn REVIEW: Att Purchasing Officer , GRANTING AGENCY: Date ADA Coordinator 1 1 Date I*erna: Auditor 4l -0`' M Date Date Date STAFF RECOMMENDATION: Mayor' approva and execution of the change order and budget adjustment. Departm -" Director Administrative Services ff % j :,tLa/ yb'r66�/ Mayor' Director //-y rig Date l0nArgy Date Date Date Cross Reference New Item: Yes No Prev Ord/Res #: 1� Orig Contract Date: l3 5et\- 94 FAYET rl EV I I LE THE CITY OF FAYET-EVILLE ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Fred Hanna, Mayor Thru: Kevin Crosson, Public Works Don Bunn, City Engineer MM Director j J( From: Jim Beavers, Engineering Date: 9 Nov 94 Re: Proposed change order to the construction contract for the Mill Avenue extension. 1. Project. The Mill Avenue Extension construction, from Center to Spring Streets, was approved by the City Council on September 6, 1994. The low bidder was Sweeter Construction, Inc. with a bid and contract amount of $181,982.00. The Council approved contract contingency was $18,198.00 (10%). After resolving right-of-way problems, the Contractor received a Notice to Proceed effective 17 October 1994. The original completion date was set at January 4, 1995. 2. Change order request. On November 1, 1994 it was determined that two problem areas exist which require additional concrete retaining walls not shown on the original plans. The two retaining walls are (1) between Meadow and Spring to replace an older, failed rock retaining wall and (2) at the new Juvenile Detention Center where the slopes would be excessive and unstable without the retaining wall. Please note that the existing approved contract has concrete retaining walls listed as a separate bid item with established unit prices as: Bid item no. VII A. concrete retaining wall footings at $38.75 per linear foot. 1 Bid item no. VII B. concrete retaining wall panels at $25.00 per sf of finished vertical street side wall. The proposed change order includes additions and deletions. Please see the attached copy for the specific items. The changes are summarized as: Additions: Additional concrete retaining walls $29,246.25. Removing the failed rock wall at $1,500.00. Relocating a 6 ft. chain link fence at a parking lot $900.00. Total additions are $31,646.25 The deletions for bid items not used are: Concrete retaining walls at $5,262.50 (at entrance to County facility which was changed) Rock excavation at $6,250.00 Relocation of a chain link fence at the center $1,100.00. Total deletions are $12,612.50. The total net effect of the change order is an increase in the contract price of $19,033.75. It is my opinion that the consultant should have shown these walls on the contract plans and thus the City would have paid for the retaining walls based upon the low bidder's unit prices for concrete retaining walls. Although we are now required to add the retaining walls by change order, the City is paying the same bid price as contained in the low bidder's contract. Therefore I recommend that the increase in contract price be approved. The proposed time extension of 20 days is reasonable and also recommended for approval. Because time is critical before we move further into poor construction weather, and because we have existing units and unit prices for the additional work, and with the City Engineer's approval I have directed that the work proceed while we are processing the change -order. Please see the attached copy of the letter. This is in violation of the City's policy "IC -2" for change order authorization, but the direction was in the best 2 interest of the City and the Project. (Coincidentally, wet weather has caught us and the work will not be performed in advance of the change order). 3. Budget: The Mill Avenue extension, account 4470-9470-5809.00, Project 94032-0020, is funded from Sales Tax Capital Improvement Fund. The Council approved contingency is $18,198.00. The increase in contract price is $19,033.75. Therefore a budget adjustment in thermount of $835.75 is requested. 4. Action requested. Mayor's approval and execution of (1) The change order in the amount of $19,033.75 and a time extension of 20 days. (2) Budget adjustment in 1`1 the amount of $835.75 , • -t' Please have the City Clerk retain one executed document and return two executed documents to Engineering. Enclosures: 1. Three signed original : t 3. Copies of backup data Nov 94, resolution 97-94). change orders. (letter dated 2 Nov 94, Memo dated 2 3 CHANGE ORDER No. 1 PROJECT: MILL AVENUE EXTENSION DATE OF ISSUANCE: OWNER: (Name, Address) CITY OF FAYETTEVILLE 113 WEST MOUNTAIN STREF" FAYETTEVILLE, ARKANSAS 72701 CONTRACTOR: JERRY D. SWEETSER CONSTRUCTION, INC. ENGINEER: MILHOLLAND COMPANY 205 WEST CENTER ST. FAYETTEVILLE, AR 72701 CONTRACT FOR: STREET AND DRAINAGE OWNER'S BID No. 94-49 IMPROVEMENTS ENGINEER's Project No. E-269 You are directed to make the following quantity changes in the Contract Documents. Description: ADDITIONS TO BASE BID ITEMS: A. BID ITEM VII.A.: RETAINING WALL FOOTINGS, CHANGE ORDER #1 - 207 L.F. @ $38.75/L.F. - $ 8,021.25 3. BID ITEM VII.B.: RETAINING WALL PANELS, CHANGE ORDER #1 - 849 S.F. @ $25.00/S.F.- $21,225.00 C. BID ITEM VIII.A.: RELOCATE EXT. 6' HIGH CHAIN LINK FENCE TO RIGHT OF WAY, CHANGE ORDER #1 - 100 L.F. @ $9.00/L.F. - $ 900.00 D. BID ITEM XI C.: REMOVE & DISPOSE EXISTING ROCK RETAINING WALL, CHANGE ORDER #1 - 100 L.F. .d $15.00 L.F.- $ 1,500.00 TOTAL ADDITIONS TO BASE BID ITEMS $ 31,646.25 DELETIONS TO BASE BID ITEMS. A. BID ITEM VII.A.: RETAINING WALL FOOTINGS, CHANGE ORDER #1 - 7C L.F. @ $38.75/L.F. - $ 2,712.50 B. BID ITEM VII.B.: RETAINING WALL PANELS, CHANGE ORDER #1 - 102 S.F. @ $25.00/S.F.- $ 2,550.00 C. BID ITEM VIII.B.: REMOVE AND DISPOSE 6' HIGH CHAIN LINK FENCE AT DETENTION CENTER, CHANGE ORDER #1 - LUMP SUM D. BID ITEM XV.: ROCK EXCAVATION, CHANGE ORDER #1 50 C.Y. s $125/C.Y. $ 1,100.00 - $ 6,250.00 TOTAL DELETIONS TO BASE BID ITEMS $ 12,612.50 TOTAL NET COSTS INCREASE FOR CHANGE ORDER NO. 1 $ 19,033.75 Attachments: ;List documents supporting chance): REVISED CONSTRUCTION PLANS CHANGE IN CONTRACT PRICE: Original Contract Price $ 181,982.00 CHANGE IN CONTRACT TIME: Original Contract Tame 80 CONSECUTIVE CALENDAR DAYS Previous Change Orders No. to -C- $ -c- Net change from previous Change Orders -0- Contract Price prior to this Chance Order $ 181,982.00 Net Increase (decrease) of this Change Order S 19,033.75 Contract Tame Prior to this Change Order 80 CONSECUTIVE CALENDAR DAYS Net Increase cf this Change Order 20 CONSECUTIVE CALENDAR DAYS Contract Price with all approved Contract Time with all Change Orders approved Change Orders $ 201,015.75 100 CONSECUTIVE CALENDAR DAYS aays or date RECOMMEN9ED ` died i ie�r g APP EDS: 0wh:er CHANGE CRDER INSTRUCTIONS A. GENERAL INFORMATION This document was developed to provide a uniform format for handling contract changes that affect Contract Price or Contract Time. Changes that have been initiated by a Work Directive Chance must be incorporated into a subsequent Change Order if they affect Price or Time. Changes that affect Contract Price or Contract Time should be promptly covered by a Change Order. The practice of accumulatirc change order items tc reduce the administrative burden may lead to unnecessary disputes. For supplemental instructions and minor charges not involving a change in the Contract Price or Contract Time, a Field Order may be used. B. COMPLETING THE CHANGE ORDER FORM Engineer initiates the form, including a description of the chances Involved and attachments based upon documents and proposals submitted by Contractor or requests from Cwner or both. Once Engineer has completed and signed the form, all copies should be sent to OWNER for approval. After approval by OWNER, all copies should be sent to CONTRACTOR for approval. Engineer should :Hake distribution of executed copies after approval by Owner. :f a change only applies to price or to time, cress out the part of the tabulation that does not apply. iiIETTEVI LLE THE Cry OF FAYETTEVILLE, ARKANSAS • November 2, 1994 Mr. Ron Petrie Milholland Company 205 West Center Fayetteville, AR 72701 Re: Mill Avenue Exter.r : on. Mr. Petrie Based upon the infcr-..ation discuss°d yesterday, concerning the changes to the Mill Ave. Construction Contract, ? request that you proceed as follows: :) Immediately prcceed to prepare a ctlange order to (a) add in the additional footage of retaining walls between Meadcw and Center and near the Juvenile Center at existing contract unit prices, (b) delete and/cr reduce all iters such as the house removal, rock excavation, ... as applicable, (c) Include a time extension for the additional retaining walls. If the total price is ander $20,000.00 then the Mayor can sign the change order. :f the total price is over $20,000.00 then the change -order will go to the Council on gece-.ber 6th. 2) If it is imperative to the project that the Contractor begin work with the retaining walls before the change -order can be processed and signed by the Mayor, then I hereby direct you (with approval from the City Engineer; to direct the Contractor tc proceed with changes tc keep the project going. Please call me if you have any questions. Jim Beavers, P.E. 113 WES1 VOUNTAIN 727;.1 501-52--7730 FAX 501-F75-5257 FAYETFit %7I I1LE HE CITY OF FAYEIIFVII LF ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Kevin Crosson, Public Works Director Thru: Don Bunn, City Ent neer From: Jim Beavers, Engineering„ Date: 2 Nov 94 Re: Mill Ave. Extension. We have two prcblen areas on :Hill Ave. that will require additional retaining walls not shown on the original plans. The two walls are between Meadow and Spring and near the Juvenile Center. Based upon existing contract unit prices, the total increase will be $31,600.3c -/-. we also expect to have about $10,000.00 in deducts from rock excavaticn not used and partial refund from moving the house. The total increase will be around $21,600.00. It is my opinion that the consultant should have shown these walls on the plans and the City should have expected to pay for the retaining walls. Because time is critical before we ;dove further into pocr construction weather I have directed that the work proceed while we are processing the change -order. Please see the attached copy of the letter. ;his is in violation of the policy "IC-.." hut is in the best interest of the City and the Project. Please call (418) if you have any questions or cc^-.er.ts. • RESOLUTION NO. 2T-94 A RESOLUTION AWARDING BID NO. 94-49 IN THE AMOUNT OF $181,982.50 WITH A CONTINGENCY AMOUNT OF $18,198.00 AND AUTHORIZING THE EXECUTION OF A CONSTRUCTION CONTRACT WITH SWEETSER CONSTRUCTION FOR THE MILL AVENUE EXTENSION FROM CENTER STREET TO SPRING STREET. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. The City Council hereby awards Bid No. 94-49 in the amount of $181,982.50 with a contingency amount of $18,198.00 and authorizing the execution of a construction contract with Sweetser Construction for the Mill Avenue extension from Center Street to Spring Street. A copy of the contract is attached hereto marked Exhibit "A" and made a part hereof. PASSED AND APPROVED this 6th day of September , 1994. ATTEST: By: am, ad, Traci Paul, City Clerk APPROVED: By: zihr Fred Hanna, Mayor • • STAFF REVIEW FORM AGENDA REQUEST x CONTRACT REVIEW (Change order) GRANT REVIEW For the Fayetteville City Council meeting of FROM! N/A Jim Beavers Name Engineering Division ACTION REQUIRED: Mayor's approval of change order drainage, rnam mn rTmv• no. 4, Mill Avenue Public Works Department extension - additional $400.00 Cost of this Request 4470-9470-5809 Account Number 94032-0020 Project Number * year to date budget $168,884 Category/Project Budget $157,382 Funds Used To Date $11,502 Remaining Balance Mill Ave. ext. Category/Project Name Program Nacre Sales Tax Consrt. Fund ET \DG..���• c 1 Budget k oordinator Budgeted Item Budget Adjustment Attached Administrative Services Director CONTRACT/GRANT/LEASE REVIEW: .022.99 Accounting Mana.er _ `./1140 l��a f ey � 4 C �& h GRANTING AGENCY: yx Date ADA Coordinator • Purchasing Officer - Date Internal Auditor Date Date /, l 1\ Date STAFF RECOMMENDATION: es Director 6-? 55 Date asvKIac Date L/ /c r Date Date Cross Reference New Item: Yes Pre Ord/Res 4: Orig Contract Date: 13 5e.pf 91/ FAYETTEVI LLE THE CITY OF FAVITTEVI..E. ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Fred Hanna, Mayor Thru: Kevin Crosson, PW Director Charles Venable, Asst. PW Dire�ct`or Don Bunn, City Engineer A From: Jim Beavers, Engineering /4✓ Date: 6 June 95 Re: Proposed change order no. 4 to the construction contract for the Mill Ave. street extension - Additional drainage The Mill Avenue extension from Center to Spring Streets is substantially complete and open to traffic. At the final inspection it was determined that the project would be better if the County's new french drain coming from the detention center was tied into the City's drain under the sidewalk. Currently, the water is seeping through the bank and onto the sidewalk. The cost to add this work is $400.00. The Mayor has approved previous change order no.1 of $19,033.75. The Council has approved change orders no. 2 and 3 totalling $29,011.25 and contingencies totalling $59,545.00. Therefore, The $400.00 is still within the Mayor's Authority of $20,000.00 and needs not go back to Council. CHANGE ORDER No. 4 PROJECT: MILL AVENUE EX,ENS_ON DATE OF ISSJANCE• May 24, 1995 OWNER: (Nave, Address) CONTRACTOR: ENGINEER: CITY CF FAYETTEVILLE 113 WEST MOUNTAIN STRvE^ FAYETTEVILLE, ARKANSAS 72701 JERRY D. SWEETSER OWNER's Bid No.___94-49 CONSTRUCTION, INC. MILHOLLAND COMPANY 205 WEST CENTER ST. FAYETTEVILLE, AR 72701 ENGINEER's Project No.269 CONTRACT FOR: STREET AND DRAINAGE IMPROVEMENTS You are directed tc Hake the Following quartrty changes .n the Contract Documents. Description: ? Y T ONS TO RAS" B D A. BID__T"EM X -V __(A): CONSTRUCT FRENCH DRAIN @ APPROXIMATE STA. 7-25 WEST SIDE TO TIE EXISTING FRENCH DRAIN TO EX:STING FRENCH DRAIN, CHANGE ORDER NO. 4 - PER LUMP SU $400.00 TOTAL ADDITIONS TO BASE BSD ITEMS $400.00 TOTAL COST INCREASE FOR CHANGE ORDER NO. 4 $400.00 CdANGE IN CONTRACT _iginal Contract Price 5_181,_987 00 TRICE. Previcus Change Orders Nc. 3_ $_48.045 00 Contract Price prior to this Change Crder 5.750.077 00_ Net Increase of this Change Order $ 400 e0 Contract Pr:ce with all approved Charge Orders 5 233,427 30. R ECOMMA1jhgD: M:. 141o1Iand APPROVE -2: Sweets Endfheerrng CHANGE IN CONTRACT TIME: Criginai Contract Time __3D CONSFf :T^TVE rA'.Fw A.p *1AYS days n^ date Net change from prevIcus Change Orders 25 CONSFC4TTIVF CATFNTIAR DAYS clays Contract Time Prior to this Change Order 105 CONSFrUnIVF CA-FNDAR DAYS days or dato Net Increase -this Change Order -0- day$ Contract Time with all apprcved Change Crders 11R CONSECiTT-VF CAT,FNDAR DLvs avc or cla CVE•. y of Fayetteville STAFF REVIEW FORM AGENDA REQUEST x CONTRACT REVIEW (Change order) GRANT REVIEW For the Fayetteville City Council meeting of N/A FROM• Jim Beavers Name Engineering Public Works Divisicr. Department ACTION REQUIRED: Mayor's approval of change order no. 5, Mill Avenue extension - additional drainage. rnsm mn rTTV -0- * Cost of this Request $168,884 Mill Ave. ext. Category/Project Budget Category/Project Name 4470-9470-5809 $157,382 Account Number 94032-0020 Project Number * x$2,100 - $2,100 Funds Jsed To Date Program Name $11,5C2 Saes Tax Consrt. Remaining Balance Fund net = C BUDG Bu get i1EVIEW: x Budgeted Item Budget Adjustment Attached ordinator Administrative Services Director tea CONTRACT/GRANT/LEASE REVIEW: GRANTING AGENCY: Accounting Mama_Date ADA Coordinator Date 1-24' 3S ft.J.'G J i i! .C,[.F j 7- /y 9 Date Cil Attorney Date QInfernal Auditor [ 1J] • Purchasing Officer Date STAFF RECOMMENDATION: Mayor approval. Department Director Administr iv b eryices Director Mayor Date 7lz r/i c— Date Date Cross Reference New Item: Yes Pre Ord/Res #: �r] Cl 42 Set Orig Contract Date: • FAYE1 rl EVILLE THE CITY OF FAYETTEVIIIE ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Fred Hanna, Mayor Thru: Kevin Crosson, PW Director Charles Venable, Asst. PW Director Don Bunn, City Engineere_ From: Jim Beavers, Engineering Date: 21 July 95 Re: Proposed change order no. 5 to the construction contract for the Mill Ave. street extension - Additional drainage between Mill Avenue and North Washington. The Mill Avenue extension from Center to Spring Streets is substantially complete and open to traffic. The design and construction has concentrated the seepage and drainage from a spring into a citizen's yard. The City needs to add a collection system and french drain to capture and transport this water to the existing drainage system, at Meadow. A change order has been negotiated with Sweetser construction in the amount of $2,100.00 to add 200 feet of french drain and connections. The same change-crder will delete unused quantities in the of $2,100.00 for a net effect cf zero to the overall contract. The Mayor has approved previous change orders no.1 of $19,033.75 and no. 4 of $400.00. The Council has approved change orders no. 2 and 3 totalling $29,011.25 and contingencies totalling $59,545.00. Under the interpretation of the $20,000.00 limit of authority and no net increase in contract price the Mayor can authorize change order no. 5. After the Mayor has signed the change orders please return three to Engineering. Enc: four original change order no. 5. CHANGE ORDER 5 PROJECT: MILL AVENUE EXTENS-ON NATE OF ISSUANCE: JULY 21,1995 OWNER (Name, Address) CONTRACTOR: CITY OF FAYETTEVILLE 113 WEST MOUNTAIN STREET FAYETTEVILLE, ARKANSAS 72701 JERRY D. SWEETSER OWNER'S COtiSTRUCTION, INC. ENGINEER: MILHOLLAND COMPANY 2C5 WEST CENTER ST. FAYETTEVILLE, AR 72701 CCNTRACT FOR: STREET AND DRAINAGE BID No. 94-49 IM.PRCVEMENTS ENG:NEER's Prcject No. E-269 You are directed to make the following quantity changes in the Contract Documents. Description: ADD:T:CNS TO BASE BID ITEMS: A. RID ITEM XIII.: STANDARD FRENCH DRAINS, CHANGE ORDER #5 - 200 L.F. ^s 58.00/L.F. - $ 1,6CC.00 B. BID ITEM XIV. (B): TIE FRENCH DRAIN PIPE TO EXISTING 24" RCP STORM PIPE, COMPLETE -IN- PLACE W:TH CLASS ''S" CONCRETE GROUT, CHANGE ORDER #5 - LUMP SUM s 5500.00/L.S.- $ 500.00 TOTAL ADDITIONS TO BASE BID ITEMS DELETIONS TC RASE BID ITEMS: A. BID ITEM IV.3.: REMO`aE GRATE & PLUG 18'' RCP, CHANGE ORDER #5 - LUMP SLY g$500.03/L.S. $ 2,100.00 500.03 B. BID ITEM: VI:.B.: RETAINING WALL PANELS, CHANGE ORDER #5 - 64 S.F. ' 825.00/S.F. - S :,60C.00 TOTAL DELETIONS TO BASE BID ITEMS $ 2,100.00 TOTAL NET COSTS INCREASE FOR CHANGE ORDER NO. 5 $ 0.00 • • Attachments: (List documents suppertirg change): REVISED CONSTRUCTION PLANS CHANGE IN CCN:RACT PRICE: Oricinal Ccntract Price S 181,982.00 CHANGE IN CONTRACT TIME: Original Contract Time 80 CONSEC.'TIVE CALENDAR DAYS Previous Change Orders No. 1 `0 4 $ 48,445.00 Net change tram previcus Change Orders 25 CONSECUTIVE CALENDAR DAYS Ccntract Price prior to this Change Order S 230,427.00 Contract Time Pr,cr to this Change Crder 105 CCNSECUT:VE CALENDAR DAYS Net Increase ;decrease) of tnis Change Order S 0.00 Net :ncrease of this Cnange Order 10 CONSECUTIVE CALENDAR DAYS Contract Price with all apprcved Change Orders $ 23,427.CC Contract flrne with a__ approved Change Orders 115 CONSECUTIVE CALENDAR DAYS days or date APPR Jerry Sweetser Ccnstruction /4441" ---- Cit o Cit4of Fayetteville 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 MILL STREET EXTENSION FAYETTEVILLE, ARKANSAS A PUBLIC WORKS PROJECT FOR THE CITY OF FAYETTEVILLE BID No.94-49 Engineer's Project No.: E-269 ENGINEER: STAFF ENGINEER: ADDRESS: July, :994 MR. DON BUNN MR. JIM BEAVERS 113 WEST MOUNTAIN STREET FAYETTEVILLE, ARKANSAS 72701 TELEPHONE: (501) 575-8208 MILHOLLAND COMPANY ENGINEERING & SURVEYING 205 West Center Street Fayetteville, Arkansas 727C1 Telephone: (501) 443-4724 Facsimile: (501) 443-4707