HomeMy WebLinkAbout91-99 RESOLUTION•
RESOLUTION NO. 91- 9 9
A RESOLUTION AWARDING BID NO. 99-55 IN THE AMOUNT
OF $845,816, PLUS A PROJECT CONTINGENCY AMOUNT OF
$126,873 (15%) TO SWEETSER CONSTRUCTION, FOR
TESTING, QUANTITY VARIATIONS, UTILITY RELOCATIONS,
AND CHANGES ASSOCIATED WITH THE POPLAR STREET
IMPROVEMENTS/CONSTRUCTION; AUTHORIZING THE
MAYOR'S EXPENDING THE FULL PROJECT CONTINGENCY
AS HE DEEMS NECESSARY FOR THE COMPLETION OF THE
POPLAR STREET PROJECT; AND APPROVAL OF A BUDGET
ADJUSTMENT.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS -
Section 1. That the City Council hereby awards Bid No. 99-55 in the amount of
$845,816, plus a project contingency amount of $126,873 (15%) to Sweetser Construction, for
testing, quantity variations, utility relocations, and changes associated with the Poplar Street
Improvements/Construction. A copy of the bid tabulation is attached hereto marked Exhibit "A"
and made a part hereof.
Section 7. The City Council authorizes the Mayor's expending the full project
contingency as he deems necessary for the completion of the Poplar Street Project.
Section 3. The City Council approves a budget adjustment in the amount of $160,143
increasing Street Improvements, Acct. No. 4470 9470 5809 00, Project No. 97023 20 decreasing
Drainage Improvements, Acct. No. 4470 9470 5817 00, Project No. 97038 10. A copy of budget
adjustment is attached hereto marked Exhibit "B" and made a part hereof.
`F1i1l `.
-PASSEI$t$D APPROVED this day of July , 1999.
</.
r\ t4 APPROVE
Jr '•�1 i•e, ' V'C. , '_
:. '. r • y;
` y• •
ATTEST:
By
1
LAA
By. g u A471L
Heather Woodruff, City 1 k
red Hanna, Mayor
FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Jim Beavers, Chief Engineer
From: Theresa Johnson, Deputy City Clerk
Date: July 20, 1999
Re: Res. 91-99, Poplar Street Improvements, Sweetser Construction
Attached please find a copy of the resolution and its backup pages. Other copies of the bound
contract and bid documents were forwarded to your office last week when they were executed.
cc: Yolanda Fields, Internal Audit
Steve Davis, Budget
STAFF REVIEW FORM
x AGENDA REQUEST
x CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville City Council meeting of July 6. 1999
FROM:
JIM Beavers
Engineering Public Works
Name Division Department
ACTION REQUIRED: Approval of:
A. Proposed construction contract in the amount of $845,815.50 with Sweetser Construction, Inc.
B. Approval of a project contingency in the amount of $126,872.33 (15%) for use as needed for testing, quantity
variations, utility relocations, changes ...
C. Council's approval for the Mayor to expend the full project continency as the Mayor deems necessary for the
completion the Poplar Street project.
D. Proposed budget adjustment for the project in the amount of $160,142.83.
COST TO CITY:
$972,687.83
Cost of this Request
4470-9470-5809.00
Account Number
97023-0020
Project Number
BUDG
$914.591
Category/Project Budget
$102.146
Funds Used To Date
$812,545
Remaining Balance
x Budgeted Item
Poplar Street
Category/Project Name
Street/Drainage
Program Name
Sales tax
Fund
Budget Adjustment Attached
Budget Coordinator
CONTRACT/GRANT/LEASE REVIEW
Accountin
Manage
GGan.fiv �a�/7-cI�'
Date
City
JAI
Purcitasmg Officer
Date
Administrative Services Director
GRA
(-18-9�
Date
NG
mal Auditor
6171
Date ✓
ADA Coordinator
Date
STAFF RECOMMENDATION: Approval of items a -d above.
dasiakto
D
Head
artmenttb' ector
Date
Date
muustr. ive Services
Director
Date
Mayo
Date
Sloe 17'99
21JVNM
Cross Reference
New Item: Yes _ No_x_
Prev Ord/Res #: 75-97
Orig Contract Date: 19 Aug 97
STAFF REVIEW FORM
Description Poplar Street Improvements Meeting Date July 6. 1999
Comments: Reference Comments:
Budget Coordinator
Accounting Manager
City Attorney
Purchasing Officer
ADA Coordinator
2
Page 2
FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Fred Hanna, Mayor
Thru: Charles Venable, Public Works Director (ice
Contract Review
From: Jim Beavers, City Engineer
Date: June 16, 1999 �17
Re: Agenda Request, Council Meeting of July 6, 1999.
A. Proposed construction contract in the amount of $845,815.50 with Sweetser Construction, Inc.
B. Approval of a project contingency in the amount of $126,872.33 (15%) for use as needed for testing,
quantity variations, utility relocations, changes ...
C. Council's approval for the Mayor to expend the full project continency as the Mayor deems
necessary for the completion the Poplar Street project.
D. Proposed budget adjustment for the project in the amount of $160,142.83.
1. Project Background.
The engineering design contract for the street and drainage improvements was approved by the City
Council August 19, 1997. The engineering contract did not include bidding and construction
management.
2. Construction contract.
The design and right-of-way acquisitions have been completed and the project bids taken.
The project bids were opened on June 10, 1999. The City received two bids as follows:
McClinton -Anchor $945,155.00.
Sweetser Construction $845,815.50.
Page 1 of 2
The low bid of $845,815.50 from Sweetser Construction is within 10% of the engineer's estimate.
The Project Engineer, Milholland Company, and staff recommend that the City award the construction
to the low Bidder, Sweetser Construction.
3. Budget and requested budget adjustment.
The 1999 project budget is $914,591.00. The 1999 expenditures are $102,046.00. The current budget
balance is $812,545.00.
The total of the construction contract ($845,815.50) and the 15% contingency ($126,872.33) is
$972,687.83.
A budget adjustment of $160,142.83 is requested at this time.
Please note, that some utility relocations may be required during construction. The majority of the
franchised utility relocations should be at the utility companies' expense. However, some expense for
utility relocations may be required to Mk funded from the requested contingency. Additional
information will be provided if relocation agreements are found to be necessary.
enclosures:
1. Vicinity map
2. Construction contract (one original)
3. Budget Adjustment.
Page 2 of 2
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City of Fayetteville, Arkansas
Budget Adjustment Form
EXHIBIT B
Budget Year Department: Sales Tax Capital Improvement Fund
1999 Division:
Program:
Date Requested
06/17/99
Adjustment #
Project or Item Requested:
Additional funding is requested for Poplar Street
Improvements project.
Project or Item Deleted:
None. A portion of the funding for Drainage Study and Master
Plan is proposed for this adjustment.
Justification of this Increase:
The low bid for the project with contingency is greater than the
remaining funds budgeted.
Justification of this Decrease:
The Poplar Street Improvements project will address
drainage issues along Poplar Street in addition to
improving the street.
Account Name
Street Improvements
Increase Expense (Decrease Revenue)
Amount Account Number
160,143 4470 9470
Project Number
5809 00 97023 20
Decrease Expense (Increase Revenue)
Account Name Amount Account Number Project Number
Drainage Improvements
160,143 4470 9470
5817 00 97038 10
Approval Signatures
Date
-(7-F 7
Date
QF
214
Date
Budget Office Use Only
Type• A B C
Date of Approval
Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
E
Blue Copy: Budget & Research / Yellow Copy: Requester D:\DATA\99BUDGEI\BUDGTADAPOPL 3
AGENDA REQUEST
X CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville
FROM:
Sid Norbash
Name
SvecistV
CH -4/4 0/
STAFF REVIEW FORM C'//jrj
les 9i-.99 En9,
RECEIVED
APR 2 8 209
GinaFFFiRVTirEy LLE
f WQ$ $ afIfiI
City Council meeting of Mayor''Approval
Engineering
Division
Public Works
Department
ACTION REQUIRED: Approval of the Change Order #1 to the contract with
Sweetser Construction Co., for Poplar Street and Drainage Impvts., in the
amount of $45,670.
COST TO CITY:
S45,670
Cost of this Request
4470-9470-5809-00
Account Number
97023-0020
Project Number
$41Y
Category/Project Budget
7131116
Funds Used To Date
Remaining Balance
Poplar St. Impvts
Category/Project Name
Street/Drainge
Program Name
Sales Tax
Fund
BUDGET REVIEW:
Budg-t Coordinator
X Budgeted Item
Budget Adjustment Attached
Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW:
Purchasing Officer
1/4_00
Da
2
Date
4 k-72bo
Date
GRANTING AGENCY:
rnal Auditor
Date
Date
STAFF RECOMMENDATION:
Approval of the
Department Director
th.
inistrative
ervices
Director
Mayo
Date
Date
4/O
Date
change order.
Cross Reference
New Item: Yes No X
91-97
Prev Ord/Res #. p
Orig Contract # �� O
Orig Contract
Date:
Description/
Project Name
Qr S"1 L
Staff Review Form
Meeting Date
Comments: Reference Comments:
Budget Director
Accounting Manager
City Attorney
Purchasing Officer
ADA Coordinator
Internal Auditor
FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Fred Hanna. Mayor
Thru: Charles Venable. Public Works Director
Jim Beavers. City Engineer/,
From: Sid Norbash, Staff Engineer ,/
Date: April 17, 2000
Re: Poplar Street Improvements
The attached Change Order #1 to the above referenced contract has been necessitated
because of certain field adjustments and necessities. The main item, however. is the
replacement of the 18" clay sewer line that is located in the street at this time. Thi s
line is made of clay. and will not withstand the construction due to the lack of depth .
The change order will allow the replacement of this line with SDR 26 PVC pipe, which
will be more suitable.
We request approval of this change order. which will be funded with the project
contingency approved by the Council.
SN/sn
attachments
RESOLUTION NO. 91-99
A RESOLUTION AWARDING BID NO. 99-55 IN THE AMOUNT
OF $845,816, PLUS A PROJECT CONTINGENCY AMOUNT OF
S126,873 (15%) TO SWEETSER CONSTRUCTION, FOR
TESTING, QUANTITY VARIATIONS, UTILITY RELOCATIONS,
AND CHANGES ASSOCIATED WITH THE POPLAR STREET
IMPROVEMENTS/CONSTRUCTION; AUTHORIZING THE
MAYOR'S EXPENDING THE FULL PROJECT CONTINGENCY
AS HE DEEMS NECESSARY FOR THE COMPLETION OF THE
POPLAR STREET PROJECT; AND APPROVAL OF A BUDGET
ADJUSTMENT.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1. That the City Council hereby awards Bid No. 99-55 in the amount of
$845,816, plus a project contingency amount of $126,873 (15%) to Sweetser Construction, for
testing, quantity variations, utility relocations, and changes associated with the Poplar Street
Improvements/Construction. A copy of the bid tabulation is attached hereto marked Exhibit "A"
and made a part hereof.
Section "' The City Council authorizes the Mayor's expending the full project
contingency as he deems necessary for the completion of the Poplar Street Project.
Secii ita. The City Council approves a budget adjustment in the amount of$160,143
increasing Street Improvements, Acct. No. 4470 9470 5809 00, Project No. 97023 20 decreasing
Drainage Improvements, Acct. No. 4470 9470 5817 00, Project No. 97038 10. A copy of budget
adjustment is attached hereto marked Exhibit "B" and made a part hereof.
;' . f
f,\ . PASSE.dAND APPROVED this ..15L day of July , 1999.
.
L # X .
t�. r 7 , /4/7(17014' -'
APPROVE %
. s•
' \ By: 7014-tici
;.• red Hanna, Mayor
•
ATTEST:
B
Heather Woodruff, City 1 k
ADDITIONAL ITEMS &
BASE BID ITEM CHANGES
CHANGE ORDER
ORDER NO.
1
DATE
March 10, 2000
STATE Arkansas
CONTRACT FOR: POPLAR STREET CONSTRUCTION
OWNER:
CITY OF FAYETTEVILLE, ARKANSAS
COUNTY
Washington
To: J. D. Sweetser Construction Company, Inc.; 590 W. Poplar; Fayetteville, Arkansas 72703
(Contractor)
You are hereby requested to comply with the following changes t
Upgrading clay line to PVC due to shallow depth and susceptibility to crushing, due to construction loads.
CHANGE IN CONTRACT PRICE:
CHANGE IN CONTRACT TIMES:
.........v vv..,. u�.L Y,ww n IV nt1GN l ILGl1U11J.
Item
No.
Quant.
Unit
Unit
Cost
DdnAd°e
New
DESCRIPTION OF CHANGES
(Supplemental Plans & Specifications Attached)
Contract Price
DECREASE
Contract Price
INCREASE
Net change form previous
Change Orders to
$0.00
_ _
0
(days)
PART"B"
Contract Times prior to this Change Order:
260 days
I.A.
240
LF
$6.00
New
Up-size 8" SDR -26 to 10" SDR -26 PVC Pipe
(days)
$1,440.00
VLA
407
LF
$78.00
New
18" SDR -26 PVC Pipe w/Bedding and 2 x 24" x
24" x 25' Concrete Vertical Supports
$31,746.00
VI.B
6
LF
$29.00
New
8" SDR -26 PVC Pipe with Bedding
$174.00
II.D.
32.3
VF
$190.00
New
Manhole Cast w/Heavy Duty Ring & Lid
$6,137.00
PART "C"
V.
250
Ton
$12.00
Add
Class 7 Base Trench Backfill
$3,000.00
XII.
407
LF
$2.00
Add
Trench Excavation Safety Systems
$814.00
XIII.
8
CY
$48.00
New
Sand Bedding: Pipe Under Box Culvert
$384.00
PART "D"
I.
118
LI'
$12.50
New
Attach 4' Chainlink Fence to Concrete Channel
$1,475.00
111.
4
HR
$125.00
New
Spread Mulch for Tree Protection
$500.00
TOTALS
$0.00
$45,670.00
CONTRACT CHANGE $
545,670.00
Upgrading clay line to PVC due to shallow depth and susceptibility to crushing, due to construction loads.
This document will b ome a supplement to the contract and all provisions will apply hereto.
Re
e
uested:
Recommended:
Acce.ted: �-
1 fad, ✓r#
.47/400--- (Owner's Engineer)
WEETSERt`anlraetar)
(Tyner)
LLIAM
/AO
(Date)
4-//-Z
(Date)
l/-7/ oat°
(Date)
COPIES TO:
ENGINEER
CONTRACTOR
OWNER
CHANGE IN CONTRACT PRICE:
CHANGE IN CONTRACT TIMES:
Original Contract Price
$ 845,815.50
Original Contract Time:
260 days
(days or dates)
Net Increase (Decrease) from Previous Change Orders _ to _
Net change form previous
Change Orders to
$0.00
_ _
0
(days)
Contract Price prior to this Change Order:
$ 845,815.50
Contract Times prior to this Change Order:
260 days
(days or dates)
Net increase (decrease) this Change Order:
60
Net increase () of this Change Order:
$ 45,670.00
(days)
Contract Price with all approved Change Orders:
$ 891,485.50
Contract Times with all approved Change Orders:
320 days
(days or dates)
This document will b ome a supplement to the contract and all provisions will apply hereto.
Re
e
uested:
Recommended:
Acce.ted: �-
1 fad, ✓r#
.47/400--- (Owner's Engineer)
WEETSERt`anlraetar)
(Tyner)
LLIAM
/AO
(Date)
4-//-Z
(Date)
l/-7/ oat°
(Date)
COPIES TO:
ENGINEER
CONTRACTOR
OWNER
FAYETTEVI LLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Sid Norbash, Engineering
From: Heather Woodruff, City Clerk
Date: May 2, 2000
Attached is a copy of the completed staff review form and signed change order for the contract
with Sweetser Construction. I am also returning two originals for you to distribute. The
original will be microfilmed and filed with the City Clerk.
cc: Yolanda Fields, Community Development
•
•
AGENDA REQUEST
X CONTRACT REVIEW
GRANT REVIEW
•
STAFF REVIEW FORM
For the Fayetteville City Council meeting of
///o
MICROFILMED
Mayor's Approval
FROM:
Sid Norbash J41/
Name
Engineering Public Works
Division Department
ACTION REQUIRED: Approval
Sweetser Construction Co.,
amount of $32,209.60
of the Change Order #2 to the contract with
for Poplar Street and Drainage Impvts., in the
COST TO CITY:
$32,209.60
$922,889 Poplar St. Impvts
Cost of this Request Category/Project Budget
4470-9470-5809-00 $844,096
Account Number Funds Used To Date
97023-0020
Category/Project Name
Street, ?r^n=:,,iu..i9'1ts
Program Name
$78,793 Sales Tax
Project Number Remaining Balance
Fund
BUDGET REVIEW:
X Budgeted Item
et Coordinator
Budget Adjustment Attached
Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW:
Account
it
Attorne
A
Purchasing Officer
GRANTING AGENCY:
Date ApA
? -00
Date In ernal Auditor Date
Co•rdinatordik Date
1!/4i ,L/
Date
STAFF RECOMMENDATION: Approval of the change order.
Divisfon Head
De•artment
Ame is rative
May lid/
rector
ices
Director
OL7/Ou
Date
6_27.a
Date
2/'_
Date
Cross Reference
New Item: Yes No X
Prev Ord/Res #: 75-97
Orig Contract
Orig Contract
Staff Review Form
Description/ Hwy 265 Water & Sewer Reloc. Meeting Date 3-2-99
Project Name
Comments: Reference Comments:
Budget Director
Accounting Manager
City Attorney
Purchasing Officer
ADA Coordinator
Internal Auditor
• •
Staff Review Form
Description/ Meeting Date
Project Name
Comments: Reference Comments:
Budget Director
Accounting Manager
City Attorney
Purchasing Officer
ADA Coordinator
Internal Auditor
•
" FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
•
To: Fred Hanna, Mayor
Thru: Charles Venable, Public Works Director God
Jim Beavers, City Engineeri4
From: Sid Norbash, Staff Engineer
Date: June 26. 2000
Re: Poplar Street Improvements - Change Order #2
The attached Change Order #2 to the above referenced contract has been necessitated
because of certain field adjustments and necessities.
These items are detailed on the attached change order, and the justifications for the
addition of these changes are stated by Milholland, the engineer for this project.
We request approval of this change order, which will be funded with the project
contingency approved by the Council (a copy of the resolution is attached).
SN/sn
attachments
SOLUTION NO. 91-99
•
A RESOLUTION AWARDING BID NO. 99-55 IN THE AMOUNT
OF $845,816, PLUS A PROJECT CONTINGENCY AMOUNT OF
S1>26,8173 •(15%) TO SWEETSER CONSTRUCTION, FOR
TESTING, QUANTITY VARIATIONS, UTILITY RELOCATIONS,
AND CHANGES ASSOCIATED WITH THE POPLAR STREET
IMPROVEMENTS/CONSTRUCTION; AUTHORIZING THE
MAYOR'S EXPENDING THE FULL PROJECT CONTINGENCY
AS HE DEEMS NECESSARY FOR THE COMPLETION OF THE
POPLAR STREET PROJECT; AND APPROVAL OF A BUDGET
ADJUSTMENT.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1. That the City Council hereby awards Bid No. 99-55 in the amount of
S845,816, plus a project contingency amount of $126,873 (15%) to Sweetser Construction, for
testing, quantity variations, utility relocations, and changes associated with the Poplar Street
Improvements/Construction. A copy of the bid tabulation is attached hereto marked Exhibit "A"
and made a part hereof.
Sea on2. The City Council authorizes the Mayor's expending the full project
contingency as he deems necessary for the completion of the Poplar Street Project.
S rtiQn ;. The City Council approves a budget adjustment in the amount of3160,143
increasing Street Improvements, Acct. No. 4470 9470 5809 00, Project No. 97023 20 decreasing
Drainage Improvements, Acct. No. 4470 9470 5817 00, Project No. 97038 10. A copy of budget
adjustment is attached hereto marked Exhibit "B" and made a part hereof.
%II Ir.
it • . PASSEIi:4cND APPROVED this -6'" day of July , 1999.
E /:•r t 1
r. c�
1
1 r 04
I
1
ATTEST:
By:
Heather Woodruff, City e 6
APPROVE , /. /
By: (�`!�
red Hanna, Mayor