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Home My WebLink About100-00 RESOLUTION• • RESOLUTION NO.100-00 MICROFILMED A RESOLUTION APPROVING A LETTER AGREEMENT WITH MILHOLLAND COMPANY, ENGINEERING AND SURVEYING, IN AN AMOUNT NOT TO EXCEED $5,000, FOR ENGINEERING DESIGN, CONSTRUCTION STAKING, CONSTRUCTION MANAGEMENT, AND AS BUILT DRAWINGS FOR THE SHILOH DRIVE RECONSTRUCTION AT THE INTERSECTION OF SHILOH AND NORTHWOOD; AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE SAID AGREEMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council hereby approves a letter agreement with Milholland Company, in an amount not to exceed $5,000, for engineering design, construction staking, construction management, and as built drawings for the Shiloh Drive reconstruction at the intersection of Shiloh Drive and Northwood Avenue; and authorizes the Mayor and City Clerk to execute said agreement. A copy of the letter agreement is attached hereto marked Exhibit "A" and made a part hereof. N1Gii ED AND APPROVED this 18th day of July , 2000. ATTEST: l By: . 1a/r Cf Heather Woodruff, City Clfrk APPROV7� By: Fed Hanna, Mayor NAME OF FILE: 0 • 71. .1% /OD- Do CROSS REFERENCE: Date Contents of File Initials rgg7)0 e n/DD- * D £Xi/TSI r A ft ( . tgal) / i g -on �� ctA4 / ..', ,.eo %-11/7/. L S. Y th _lik,9771 -y, o151 -0D / al.,1, si ) .a" id aul v d7.i ,Icai�/ ,g -661 '78-DD aIL N 71900 /��.. Yt L �d �� FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS EXHIBIT A June 15, 2000 Mr. Mel Milholland, P.E. Milholland Company, Engineering and Surveying 205 West Center Street Fayetteville, Arkansas 72701 Re: The proposed design and reconstruction of approximately 240 if of Shiloh Drive from the existing AHTD right-of-way east to the new Shiloh Drive extension at the CMN property line, including the radius and intersection of Northwood Avenue per the plan by Milholland Engineering (sheet E-526, sheet 17, received 06/13/00). Dear Sir, This letter shall serve as the formal agreement to be presented to the City Council for consideration for the City of Fayetteville to: Approve a bid waiver/letter contract with Milholland Company for engineering design, construction staking, construction management and as -built drawings in the not -to exceed amount of $5,000.00 for the above described street reconstruction. If the proposed design and reconstruction of approximately 240 If of Shiloh Drive from the existing AHTD right-of-way east to the new Shiloh Drive extension at the CMN property line, including the radius and intersection of Northwood Avenue per the plan by Milholland Engineering (sheet E-526, sheet 17, received 06/13/00) is approved by the City Council, the City agrees to pay the actual and verified engineering costs associated with this specific reconstruction and as further described in the attached letter received from Milholland Engineering on June 15, 2000. Milholland Company will provide design services, construction staking, construction inspection and as -built drawings. Material/construction testing will be paid by the owner. A separate formal agreement with McClinton -Anchor will be presented to the City Council for consideration for the reconstruction of the above described segment of Shiloh Drive. If the proposed reconstruction of Shiloh Drive as described above is approved by the City Council such reconstruction should be completed no later than the completion of the adjacent Shiloh Drive extension at the CMN II development west property line. 113 WEST MOUNTAIN 72701 501 521-7700 FAX 501 575-8257 Page 1 of 2 /IaQEE Please note: This is a request for approval of a bid waiver/letter contract only. The Mayor and/or City Council will not normally consider a proposed contract for approval without a formal agreement signed in advance by the contracting parties. Do not proceed with any work for these proposed improvements unless/until the proposed contract is approved by the City Council and a copy signed by the Mayor is furnished to you. If you agree with these provisions please sign the four original letters in the space provided and return all four to me. I will proceed to schedule this on the next available City Council Agenda (July 3 or July 17, 2000). Should you need any additional information please call me at 575- 8208. Thank you� �'� alkditd im Beavers, P E City Engineer Approved City of Fayetteville Fred Hanna, Mayor date 61/001,0 vin Milholland, P.E. date Milholland Company Page 2 of 2 FAYETTEVILE THE CITY Of FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE • To: Fred Hanna, Mayor Thru: Charles Venable, Public Works Director Contract Review From. Jim Beavers, City Engineer Date: June 15, 2000 Re: Council Meeting July 3, 2000 Proposed improvements to Shiloh Drive between CMN and the AHTD right-of-way. Proposed engineering contract with Milholland Company The section of Shiloh Drive between the AHTD right-of-way and the CMN property near Northwood Avenue (approximately 240 1» is failing and needs to be replaced prior to the new section of Shiloh Drive on the CMN property being completed and opened to the public. The Traffic Engineer for the development, Peters and Associates, estimates the ultimate future traffic on this section to be approximately 10,000 vehicles per day. McClinton -Anchor is the contractor for CMN constructing the Shiloh Drive extension, Steel Boulevard, Mall Avenue and Van Asche. Staff recommends a bid waiver and contracting the replacement of Shiloh Drive between the AHTD right-of-way and the CMN property near Northwood Avenue (approximately 240 l» with McClinton -Anchor. The basis for recommendation of the bid waiver is that the reconstruction is on a segment of street immediately adjacent to the new Shiloh construction and the additional time and costs of bidding the project, including mobilization and earthwork makes a separate design and bid process impractical and unfeasible. For similar reasons to save time and money, Staff has selected Milholland Company to provide the engineering services for this street reconstruction Milholland Company will provide the design, construction staking, construction management and as -built drawings for the not -to exceed amount of $5000.00 for the above described street reconstruction; Staff has reviewed the plan drawing by Milholland and the proposed costs from McClinton - Anchor and believe them to be fair and reasonable. Page 1 of 2 • Staff specifically requests approval of two agenda items to include: Agenda item 1, McClinton- Anchor: 1. Approval of a bid waiver with McClinton -Anchor, the contractor at CMN, to allow the reconstruction of approximately 240 If of Shiloh Drive from the existing AHTD right-of-way east to the new Shiloh Drive extension at the CMN property line, including the radius and intersection of Northwood Avenue per the plan by Milholland Engineering (drawing E-526, sheet 17); 2. Approval of a construction contract with McClinton -Anchor in the estimated amount of $43,300.00 for the above described street reconstruction; 3. Approval of a 15% project contingency of $6,495.00 for material/construction testing and variations in final quantities. Agenda item 2, Milholland Company (Engineering): 1. Approval of a letter contract with Milholland Company for engineering design, construction staking, construction management and as -built drawings in the not -to exceed amount of $5000.00 for the above described street reconstruction; Enclosures for Agenda Item two: 1. Letter proposal from Milholland Company dated June 15, 2000 2. Proposed letter contract with Milholland Company Page 2 of 2 • and C,ompanr, engineering PiSurveging Melvin L. Milholland, PE, PLS RiECEOVE JUN 1 5 2000 REGISTRATIONS: PE: AR, OK, MO PLS: AR, OK PROPOSAL DATE: JUNE 15, 2000 PROJECT: SHILOH RECONSTRUCTION LOCATION: INTERSECT SHILOH & NORTHWOOD RE. ENGINEERING FEES Dear Mr. Beavers: Milholland Company proposes to perform all Engineering Services for the construction of said project for a Maximum -Not -To -Exceed Figure of $5,000. Compensation for said services shall be invoiced monthly, based on an hourly rate per attached EXHIBIT "A" with said Maximum -Not -To -Exceed amount of $5,000.00 The opportunity to be of assistance is appreciated! Sincerely, Melvin L. Milholland, PE 205 West Center Street; Fayetteville, Arkansas 72701; Phone: (501) 443-4724; Fax: (501) 443-4707; E-mail: EngrMCOPaol.com C'oP: 0 PRo&e • Milt/lad /itt /land (,ompan y engineering en' Surveying Melvin L. Milholland, Owner • REGISTRATIONS: PE: AR, OK, MO PLS• AR, OK HOURLY RATE PER CLASSIFICATION EXHIBIT "A" Survey Crew 3 men @ $110.00 per hour Survey Crew 2 men @ $86.00 per hour Professional Land Surveyor $70.00 per hour AutoCAD/Drafting Professional Engineer Engineer's Aide Inspector Office Computations Research and Compiling Data Secretary Printing: 8-1/2" X 11": Blueprints (any size) Mylar (any size) Mileage Out -of -Pocket Expenses (Long-distance phone calls, etc.) All fees for Review by Governmental Agencies ... Paid by Owner, upon demand $50.00 per hour $95.00 per hour $65.00 per hour $50.00 per hour $45.00 per hour $42.50 per hour $30.00 per hour $00.25 per sheet $03.50 per sheet $15.00 per sheet $00.30 per mile Actual Cost 205 West Center Street; Fayetteville, Arkansas 72101; Phone: (501) 443-4724; Fax: (501) 443-4707; E-mail: EngrMCO@)aol.com • MAD/and (�ompanrd engineering &surveying Melvin L. Milholland, PE, PLS RECEOVE D JUN 1 5 2000 .J' • REGISTRATIONS: PE: AR, OK, MO PLS: AR, OK PROPOSAL DATE: JUNE 15, 2000 PROJECT: SHILOH RECONSTRUCTION LOCATION: INTERSECT SHILOH & NORTHWOOD RE• ENGINEERING FEES Dear Mr. Beavers: Milholland Company proposes to perform all Engineering Services for the construction of said project for a Maximum -Not -To -Exceed Figure of $5,000. Compensation for said services shall be invoiced monthly, based on an hourly rate per attached EXHIBIT "A" with said Maximum -Not -To -Exceed amount of $5,000.00 The opportunity to be of assistance is appreciated! Sincerely, Melvin L. Milholland, PE 205 West Center Street; Fayetteville, Arkansas 72701; Phone: (501) 443-4724; Fax: (501) 443-4707; E-mail: EngrMCOPaol.com • Mt/holland t mpan4f engineering et Surveying Melvin L. Milholland, Owner • REGISTRATIONS: PE: AR, OK, MO PLS• AR, OK HOURLY RATE PER CLASSIFICATION EXHIBIT "A" Survey Crew 3 men @ $110.00 per hour Survey Crew 2 men @ $86.00 per hour Professional Land Surveyor $70.00 per hour AutoCAD/Drafting $50.00 per hour Professional Engineer $95.00 per hour Engineer's Aide $65.00 per hour Inspector $50.00 per hour Office Computations $45.00 per hour Research and Compiling Data $42.50 per hour Secretary $30.00 per hour Printing: 8-1/2" X 11": $00.25 per sheet Blueprints (any size) $03.50 per sheet Mylar (any size) $15.00 per sheet Mileage $00.30 per mile Out -of -Pocket Expenses (Long-distance phone calls, etc.) Actual Cost All fees for Review by Governmental Agencies ... Paid by Owner, upon demand 205 West Center Street; Fayetteville, Arkansas 72701; Phone: (501) 443-4724; Fax: (501) 443-4707; E-mail: EngrMCO(@aol.com • • STAFF REVIEW FORM X AGENDA REQUEST X CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council meeting of July 3, 2000 FROM: Jim Beavers Engineering Public Works Name Division Department ACTION REQUIRED: S7 fr Ui 1. Approval of a letter contract with Milholland Company for engineering fioR1y design, construction staking, construction management and as -built drawings in the not -to exceed amount of $5,000.00 for the reconstruction of approximately 240 if of Shiloh Drive from the existing AHTD right-of-way east to the CMN property line and the intersection with Northwood Avenue. COST TO CITY: $5000.00 Street/ROW/Intersection $276,247 Cost shares cost of this Request Project Budget 4470-9470-5809.00 $167,629 Account Number Funds Used To Date 98033-20 Project Number * Prior to this request $108,618 * Remaining Balance and prior to the Project Name Street Improvements Program Name Sales Tax Fund accompanying $49,795 construction BUDGET REVIEW: X Budgeted Q1 Budget Adjustment Attached get Coordinator CONTRACT/GRANT/LEASE REVIEW: (411.4 Qi itru Accoun CityAtptorrn �� fR Services Director GRANTING AGENCY: Date AD Coordinator 70.00 Date In G -ao-oo Purchasing Officer Date rnal Auditor STAFF RECOMMENDATION: Approval Date (a L-00 Date • • Department Director ative er es Director AzollAfriew— Mayor 6/ o0 Da e G -Z/-Ca Date Cross Reference New Item: Yes Prev Ord/Res # Orig Contract Date: Contract number STAFF REVIEW FORM Page 2 Description Shiloh Dnve reconstruction Meeting Date July 1 2000 Comments: Reference Comments: Budget Coordinator Accounting Manager City Attorney Purchasing Officer ADA Coordinator Internal Auditor FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE • To: Jim Beavers, Engineeering From: Heather Woodruff, City Clerk Date: July 19, 2000 Attached is a copy of the resolution approving an agreement with Milholland for engineering and surveying services for the reconstruction of a portion of Shiloh Drive. I am also returning three originals for you to distribute. The original will be microfilmed and filed with the City Clerk. Your purchase requisition has been forwarded to the Intemal Auditor. cc: Nancy Smith, Internal Auditor • • • RESOLUTION NO. 100-0Q • A RESOLUTION APPROVING A LETTER AGREEMENT WITH MILHOLLAND COMPANY, ENGINEERING AND SURVEYING, IN AN AMOUNT NOT TO EXCEED $5,000, FOR ENGINEERING DESIGN, CONSTRUCTION STAKING, CONSTRUCTION MANAGEMENT, AND AS BUILT DRAWINGS FOR THE SHILOH DRIVE RECONSTRUCTION AT THE INTERSECTION OF SHILOH AND NORTHWOOD; AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE SAID AGREEMENT. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section . That the City Council hereby approves a letter agreement with Milholland Company, in an amount not to exceed $5,000, for engineering design, construction staking, construction management, and as built drawings for the Shiloh Drive reconstruction at the intersection of Shiloh Drive and Northwood Avenue; and authorizes the Mayor and City Clerk to execute said agreement. A copy of the letter agreement is attached hereto marked Exhibit "A" and made a part hereof. ,M 1.t./ ED AND APPROVED this18° day of July , 2000. t ATTEST: By:� a 4/4vi/.t� Heather Woodruff, City C rk APPROVED. � By: F Hanna, Mayor S..