HomeMy WebLinkAbout09-02 RESOLUTIONRESOLUTION NO. 9-02
A RESOLUTION AWARDING A CONSTRUCTION CONTRACT TO
FAYETTE TREE AND TRENCH, INC. IN THE AMOUNT OF TWO
HUNDRED FORTY-EIGHT THOUSAND TWO HUNDRED NINETY-
FIVE DOLLARS ($248,295.00) FOR THE EAST RIDGEWAY AREA
WATER LINE REPLACEMENTS PROJECT; APPROVAL OF A
PROJECT CONTINGENCY IN THE AMOUNT OF THIRTY-SEVEN
THOUSAND TWO HUNDRED FORTY-FOUR DOLLARS
($37,244.00); AND A BUDGET ADJUSTMENT IN THE AMOUNT OF
TWO HUNDRED NINETY-EIGHT THOUSAND FIVE HUNDRED
EIGHTY-TWO DOLLARS ($298,582.00) FOR SAME.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council hereby awards a construction contract to Fayette
Tree and Trench Inc. in the amount of Two Hundred Forty -Eight Thousand Two
Hundred Ninety -Five Dollars ($248,295.00) for the East Ridgeway Area Water Line
Replacements Project.
Section 2. That the City Council hereby approves a project contingency in the
amount of Thirty -Seven Thousand Two Hundred Forty -Four Dollars ($37,244.00).
Section 3. That the City Council hereby approves a Budget Adjustment in the
amount of Two Hundred Ninety -Eight Thousand Five Hundred Eighty -Two Dollars
($298,582.00) for same.
Section 4. That the City Council hereby authorizes the Mayor to sign such a
contract with Fayette Tree and Trench, Inc.
PASSED and APPROVED this 5th day of February, 2002.
APPROVED:
By:
ATTEST:
By:�S�r?FJR DR,
FATHER OODRUFF, Clerk
NAME OF FILE:
CROSS REFERENCE:
Resolution No. 9-02
02/05/02
Resolution No. 9-02
01/02/02
Contract with Fayette Tree & Trench, Inc. for the East Ridgeway area
water line replacements project
01/02/02
Memo to Fayetteville City Council thru Mayor Coody, Greg Boettcher,
PW Director, Jim Beavers, City Engineer, from Sid Norbash, Staff
Engineer, regarding Ridgeway area water line replacement project and
Joyce Boulevard loop
01/08/02
Copy of the Budget Adjustment Form
01/03/02
Copy of the Purchase Requisition
02/05/02
Staff Review Form
02/11/02
Memo to Jim Beavers, City Engineer, from 1 -leather Woodruff, City
Clerk
NOTES:
SRes. 9-02
CONTRACT
THIS AGREEMENT, made and entered into the 2nd day of January , 2002" by and
between the City of Fayetteville, County of Washington, State of Arkansas, Party
of the First Part, hereinafter called the Owner, and Fayette Tree & Trench,
Inc. , of the City of Fayetteville, Arkansas , Party of the Second Part,
hereinafter called the Contractor.
WITNESSETH THAT:
WHEREAS, the Owner has called for bids for water system improvements, as set out
in the Plans and Specifications and approved by the City of Fayetteville,
Arkansas; and
WHEREAS, pursuant to the published calls for bids under said Plans and
Specifications, the Contractor is the lowest and best qualified bidder for the
construction of said Improvements;
NOW THEREFORE, the Contractor agrees with the Owner to commence and complete the
construction of:
Bid No. 01-61 which shall be the Ridgeway Area Water Line Replacements and
Upgrades, Fayetteville, Arkansas; including allWork required fora complete
and acceptable installation, for the unit and lump sum prices bid in the Bid
Proposal, all of which become and are a part of this Contract, the total sum. thus
being
Two hundred forty-eight thousand two hundred ninety-five and 00/100
dollars ($248,295.00), such sum being the agreed amount upon which bonds and
liabilities are based, and at his own cost and expense furnish all materials,
supplies, labor, machinery, equipment, tools, supervision, bonds, insurance and
other accessories and services necessary to complete the said construction in
accordance with the conditions and prices stated in the Bid attached hereto and
made a part hereof, and in accordance with the Technical Specifications, the
General Conditions, the Supplementary Conditions, and in accordance with the
Pians, which include all maps, plats, blueprints, and other drawings, and written
or printed explanatory matter thereof.
The Contractor agrees to commence work under this contract within ten days of the
issuance of the Notice to Proceed and totally complete all work within ninety
(90) calendar days.
The Owner agrees to pay the Contractor in current funds for the performance of
the contract in accordance with the accepted Bid therefor, subject to additions
and deductions, as provided in the Specifications, and to make payment on account
thereof as provided below.
As soon as is practicable after the first of each calendar month, and in
1
• •
Res. 9-02
accordance with the Contract Specifications, the Owner will make partial payments
to the Contractor for work performed during the preceding calendar month, based
upon the Engineer's estimate of work completed, said estimate being certified by
the Contractor and accepted by the Owner. Retainage shall be withheld from the
partial payments as provided by Arkansas state laws by the Owner until final
completion and acceptance by the Owner and Engineer. The Engineer shall then
issue a Final Estimate of work done based upon the original contract and
subsequent changes made and agreed upon, it any.
Time is hereby expressly declared to be of the essence of this contract, and the
time of beginning, manner of progress and time of completion of the work
hereunder shall be and are essential conditions hereof.
The Contractor agrees to commence work within ten (10) calendar days from the
date of the Notice to Proceed and to proceed with the construction of the work
and to prosecute the work with an adequate force and in a manner so as to
complete the work within the time stipulated herein. If the Contractor fails in
completing the contract within the time stipulated herein, the Contractor agrees
to pay the Owner, as liquidated damages the sum of three hundred dollars
($300.00) per day for each calendar day of delay in completion, said amounts
being fixed and agreed upon by and between the parties hereto. Because of the
impracticability and extreme difficulty in fixing and ascertaining the actual
damages Owner would in such event sustain, said amounts are to be presumed by the
parties to this contract to be the amounts of damage Owner would sustain. Said
amounts of liquidated damages shall be deductible from any amount due Contractor
under the Final Estimate of said work, after the completion thereof, and
Contractor shall be entitled any to the Final Estimate less such amounts of
liquidated damages.
If the Contractor be delayed at any time in the progress of the work by any act
or neglect of the Owner or of the Owner's employees, or by any other Contractor
employed by the Owner, or by changes ordered in the work, or by strikes,
lockouts, fire, unusual delay in transportation, unavoidable casualties or any
causes beyond the Contractor's control, or by delay authorized by the Engineer
pending arbitration, or by any cause which the Engineer shall decide to justify
the delay, then the time of completion shall be extended for such reasonable time
as the Engineer may decide.
No such extension shall be made for delay occurring more than seven days before
claim therefor is made in writing to the Engineer. In the case of a continuing
cause for delay, only one claim is necessary.
In the event the Contractor abandons the work hereunder or fails, neglects or
refuses to continue the work after ten (10) days written notice, given Contractor
by the Owner or by the Engineer, then the Owner shall have the option of 1)
declaring this contract at an end, in which event the Owner shall not be liable
to the Contractor for any work theretofore performed, or 2) requiring the surety
hereto, upon ten (10) days notice, to complete and carry out the contract of
2
12/11/2001 11:22 501-570202
ENGINEERING C.F. PAGE 01
Res. 9-02
Contractor; and i : that event, should be surety fail, neglect or refuse to carry
out said contract, 3) said Ower may complete the contract as its own expense and
maintain an action against the Contractor and the surety hereto for the actual
cost of same, together with any damages or other expense sustained or incurred
by Owner in completing this contract, less the total amount provided for
hereunder to be paid Contractor upon the completion of this contract.
This contract shall be binding upon the heirs, representatives, successors or
assigns of the parties hereto, including the surety.
IN WITNESS WHEREOF, the Owner and Contractor have hereto set their hands and
seals, respectively.
74
Witnesses
7 Ito
Fayette Tree & Trench Firm Name
By 4i
Authorized Represer.tative���
*If corporation, secretary should attest.
CITY OF FAYETTEVILLE, ARKANSAS
Attest:
Zke-Z-#d
4 It
4
1 r Q ',/
ruff, Cit lerk
0
Dan Coody, Mayor
End of Contract
3
0
FA YETTE VILLE
THE CITY OF FAYE7TEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Fayetteville City Council
Thru: Dan Coody, Mayor
Greg Boettcher, Public Works Director
Jim Beavers, City Engineer /�, 3w/.,.)
From: Sid Norbash, Staff Engineer .eZs✓
Date: January 2, 2002
Subject: Ridgeway Area Water Line Replacement Project
And Joyce Boulevard Loop
BACKGROUND
The Fayetteville Fire Department has identified areas of the City that do not have adequate
water supplies for fire fighting operations. A high priority need for increased water
distribution capacity exists at the Ridgeway Street arca of Mount Sequoyah Subdivision.
Existing 2 -inch diameter water mains do not meet the minimum fire flow requirements for
a residential setting. The construction of water distribution improvements in the
Ridgeway Street area was included in the Fiscal Year 2001 Capital Improvement Budget
for the Water/Sewer Division.
In addition to this project, the City of Fayetteville has an obligation to construct off-site
water distribution improvements along Joyce Boulevard, under the conditions of approval
for the Millennium Commercial Center. The Commercial Center developer was required
to contribute $6,600.00 towards the construction of 232 feet of 6 -inch water main. This
water main loop shall improve capacity and reliability of the Fayetteville water distribution
system. To secure competitive pricing for this comparatively small project, the
Engineering Division has incorporated this activity into the Ridgeway Area Project, and
maps denoting the Project locations are attached.
• •
On December 6, 2001 bids for this composite project (Ridgeway Area and Joyce
Boulevard) were opened, with the five official bids being summarized as follows:
Basic Construction Company $339,555.00
McClinton -Anchor (APAC) $330,359,50
Goodwin & Goodwin, Inc. $286,349.00
Keith Austin Construction Co. $270,816.00
Fayette Tree & Trench, Inc. $248,295.00
An itemized bid tabulation with unit prices is attached. The low bidder is Fayetteville Tree
and Trench, Inc. with a base bid of $248,295.00. It is estimated that the Ridgeway Area
construction portion of this project represents a cost of $237,739 and that the work along
Joyce Boulevard represents a cost of $10,556. Fayette Tree & Trench, Inc. is an
approvable contractor, with the proposed bid prices being found to be reasonable and
competitive.
The budgeted funding for the Ridgeway Area in FY 2001 was $300,000.00, with the low
bid price being well below original estimates. The lower bid price is attributed to a cost-
saving final design approach developed by the Engineenng Division. The preliminary
design for this project anticipated replacement of all small diameter water -lines, whereas,
final design found several segments of existing line that could be continued in service,
reducing scope and costs. Such design decisions produced the noted construction cost
under -run.
The costs for the Joyce Boulevard work shall be obtained from the off-site assessment
escrow account ($6,600.00) and the annual budget for general water/sewer improvements.
In addition to the funding approval for the base construction contract amount
($248,295.00), the approval should include a 15% contingency ($37,244.00), and
anticipated labor charges from the Engineering Division for design, Right Of Way,
advertising, bidding, and construction phase activities ($35,872). The total project
funding, to address all aspects of the project costs, is therefore $321,411.
RECOMMENDATIONS
The Fayetteville City Council is requested to approve the award of the construction
contract to Fayetteville Tree and Trench, Inc. in the amount of $248,295.00, to approve
funding of a 15% Project Contingency ($37,244.00), and to approve of all necessary
Budget Adjustments to fund the Construction Contracts, fund in-house engineering
efforts, to allocate off-site escrow funds to the Joyce Boulevard segment of the Project
($6,600.00) and to transfer supplemental funds to fully fund the approved project budget
of $321,411.00.
SN/sn
attachments: Vicinity maps, Bid Tabulation Sheet,
Contract, and Budget Adjustment
Engineering/ Inspection
R.O.W.
Advertising
Printing
•
Ridgeway Water Line Replacement
Revised Cost Estimate
January 7, 2002
Combined Protect
$ 21.300
$ 12.750
$ 1.222 (re -adv)
$ 600
Sub Total Engineering 535.872
Construction $248 295
Proposed Contingency (15%) $ 37,244
Total 5321,411
Project Expenditures - 2001 22 829
Projected Cost - 2002 $298,582
•
Ridgeway
520,395
-0-
$1,170
$ 575
$22,140
S237,739
$35,662
5295,541
10.002
$285,539
Joyce Blvd.
$ 905'
$12,750
$ 52
$ 25
513,732
$10,556
$1,582
525,870
12.827
$13,043
The proposed budget adjustment is needed because the project funding lapsed at calendar year
end.
•
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City of Fayetteville, Arkansas
sBudget Adjustment Form
Res. 9-02
Budget Year
2002
Department:
Division:
Program:
Water & Sewer
Capital Water Mains
Date Requested
01/08/2002
Adjustment #
Project or Item Requested:
$285,539 is requested for the East
Ridgeway Water Line Project.
$13,043 is requested for the Water & Sewer
Cost Sharing Project.
Project or Item Deleted:
$298,582 from the fund balance is
proposed for this project.
COPY
Justification of this Increase:
The item is requested to fund the
construction improvements.
Justification of this Decrease:
Both projects were funded in 2001, the
expenditure authorization lapsed at year
end and the project needs to be
reauthorized. The budgeted funds for this
project were closed to fund balance at
December 31, 2001.
Account Name
Waterline Improvements
Waterline Improvements
Account Name
Use of Fund Balance
Increase Expen e (Decrease Revenue)
Amount
285,539
13,043
Account Number Protect Number
5400 5600
5400 5600
Decrease Expense (Increase Revenue)
Amount
298,582
5808 00 01021 20
5808 00 97021 20
Account Number Project Number
5400 0940
4999 99
Approval Signatures
Date
Datc
Date
&Inv
tat
t—
ate
min. Servic s/'rector
Mayor
Blue Copy: Budget & Research / Yellow Copy: Requester
Budget Office Use Only
Type: A B C
Date of Approval
Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
E
11: IBUDGE71PROJECTSIBUD_ADJIBA_2002tE_RIDGE. WK4
m
3
C•
uiP
STAFF REVIEW FORM
__X__ AGENDA REQUEST
__X__ CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville City Council meeting of r LY uon
FROM: /
Sid Norbash At,
Name
Engineering
Division
Public Works
Department
ACTION REQUIRED: Approval of:
(1) The Construction Contract with Fayette Tree & Trench,
Area Water Line Replacements Project in the amount
project, contingency amount of $37,244 (15%). (3)
Adjustment.
Inc. for E.Ridgeway
of $248,295. (2) A
The related Budget
COST TO CITY:
$298,582.00
Cost of this Request
Ridgeway Area Waterline Rpmts.
Category/Project Budget Category/Project Name
5400-5600-5808-00 — o —
Account Number
01021-20
Project Number
Capital Water Mains
Funds Used To Date Program Name
—o -
Water and Sewer
Remaining Balance Fund
BUD
X Budgeted Item X Budget Adjustment Attached
Bud et Coordinator
Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW:
#21440 �l.Wt"!f4 /4//a/Q/
Accounting Manager 1 Date ADA Coordinator
GRANTING AGENCY:
�4C.
y At r�evney
Purchasing Officer
Date
logilablOt
Date
Internal
ditor
Date
,44oi
Date
STAFF RECOMMENDATION: Approval of
Admi : strativ- Services Director
the contract, and the contingency,
12-11-01
Date
2 -1710(
Date
a z
Date
Cross Reference
New Item: Yes X No
Prev Ord/Res if:
Orig Contract Date:
Orig Contract #
FAYETTEVILLE
THt CITY OF FAYETTEVIIIE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
•
To: Jim Beavers, City Engineer
From: Heather Woodruff, City Clerk
Date: February 11, 2002
Attached is a copy of the resolution approving a contract with Fayetteville Tree and Trench
regarding the East Ridgeway area. The original will be microfilmed and filed with the City
Clerk.
cc: Nancy Smith, Internal Audit
Steve Davis, Budget and Research
nu
Cis
02,
•
AGENDA REQUEST
__IL_ CONTRACT REVIEW
GRANT REVIEW
STAFF REVIEW FORM
For the Fayetteville City Council meeting of
dM:
Sid Norbash ,l�„�/ Engineering
Name Division
ACTION REQUIRED: Approval of:
Change Order #1 (Reconciliation Change Order) to the contract with Fayette
Tree & Trench, Inc. for E.Ridgeway Area Water Line Replacements Project in
the amount of $12,491.66. This will be funded from project contingency amount
of $37,244.
GO/en
9-o z
1- n -o3
Public Works
Department
COST TO CITY:
$12.491.66
Cost of this Request
5400-5600-5808-00
Account Number
1)1021-20
Project Number
$285.539 Ridgeway Area Waterline_Biamts.
Category/Project Budget Category/Project Name
$248.295 Capital Water Mains
Funds Used To Date Program Name
$37,244 (Contingency) Water and Sewer
Remaining Balance
•
�� REV
Budget Cp€rdinator
Fund
_X_— Budgeted Item Budget Adjustment Attached
Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW:
Accounting
Manager
r
C
prney
1
Purchasing Officer
GRANTING AGENCY:
Date ADA Coordinator
/H63 "-kw
Date Interna uditor
113
Date
Date
/ /13(03
Date
STAFF RECOMMENDATION:
Approval of C.O. #1 (Reconciliation
r ent llirector
trati Sery es
pi -/3 -oZ
Date Cross Reference
Date
/-
Date
44%,
Date
C.O.)
New Item: Yes X No
Prev Ord/Res
0: '1-n0),
Orig Contract Date:
Orig Contract # S%).-3
• •
Staff Review Form
Description/ Meeting Date N/A
Project Name: E.Ridgeway Area W/L Replacements
Reconciliation C.O. #1
Comments: Reference Comments:
Budget Director
Accounting Manager
City Attorney
Purchasing Officer
ADA Coordinator
Internal Auditor
• •
FA YETTEVILLE
THE CITY OF FAYE7 / EV/LLE. ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Fayetteville City Council
Thru:
Dan Coody, Mayor
Greg Boettcher, Public Works Director
Jim Beavers, City Engineer
From: Sid Norbash, Staff Engineer AAV
Date: January 2, 2002
Subject: Ridgeway Area Water Line Replacement Project
And Joyce Boulevard Loop
This CIP project was completed in 2002, the final pay estimate has been submitted by the
contractor for payment. Several items indicated under -run or over -run. Items #8 -Asphalt
Street repair, and Item #17 Class 7 Base had the most significant over -run, causing the
overall $12,491.66 increase in the contract amount.
The main reasons for these over -runs were the field adjustments that were necessary to
avoid conflicts with other utilities and infrastructures.
The staff is requesting approval of the attached reconciliation change order, so that we can
close out this project.
SN/sn
attachments: C.O. #1 (Reconciliation C.O.)
• •
City of Fayetteville
Change Order
Project Title: E. Ridgeway Area Water Line Replacements
Project No.: 01021-20 Change Order No. 1 (Reconciliation & Final)
Contractor:
The following changes are hereby made to the contract documents:
The quantity variations as reflected on the attached Final Pay Estimate, resulting in an increase to
the contract in the amount of $12,491.66.
Justification:
Certain field adjustments were necessitated to avoid conflicts with other utilities and
infrastructures, resulting additional street cuts and repairs, which increased the pay item
quantities.
CHANGE TO CONTRACT PRICE
Original Contract Price: $248 295.00
Current contract price, as adjusted by previous change orders: $248.295 00
The contract price due to this change order will be increased by $ 12.491.66
The new contract price due to this change order will be $260.786 66
CHANGE TO CONTRACT TIME
The contract time will be increased by N/A calendar days
The date for completion of all work under the contract will be N/A
Approvals Required:
To be effective, this change order must be approved by the Owner if it changes the scope or
objective of the project, or as may otherwise be required under the terms of the Supplementary
General Conditions of the Contact.
Requested by
Date A 7---o-3
Contractor's Approval by e^ /� 4--4(4--4(D / ' 9 — 0 3
City if Fayetteville's Approval by ii l l/./.n
Date 1117/03
• •
City of Fayetteville
Change Order
Project Title: E. Ridgeway Area Water Line Replacements
Project No.: 01021-20 Change Order No. 1 (Reconciliation & Final)
Contractor:
The following changes are hereby made to the contract documents:
The quantity variations as reflected on the attached Final Pay Estimate, resulting in an increase to
the contract in the amount of $12,491.66.
Justification:
Certain field adjustments were necessitated to avoid conflicts with other utilities and
infrastructures, resulting additional street cuts and repairs, which increased the pay item
quantities.
CHANGE TO CONTRACT PRICE
Original Contract Price: $248.295.00
Current contract price, as adjusted by previous change orders: $248.295 00
The contract price due to this change order will be increased by $ 12.491.66
The new contract price due to this change order will be $260.786.66
CHANGE TO CONTRACT TIME
The contract time will be increased by N/A calendar days
The date for completion of all work under the contract will be N/A
Approvals Required:
To be effective, this change order must be approved by the Owner if it changes the scope or
objective of the project, or as may otherwise be required under the terms of the Supplementary
General Conditions of the Contact.
Requested by
Date /-9-03
Cit-6/
Date
Contractor's Approval by
City if Fayetteville's Approval by
Date 7/7/3