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HomeMy WebLinkAbout135-02 RESOLUTION• • • RESOLUTION NO. 135-02 A RESOLUTION AWARDING BID #02-48 TO ARKANSAS VALLEY IRRIGATION & LANDSCAPING IN THE AMOUNT OF FIFTY-FIVE THOUSAND DOLLARS ($55,000.00) FOR LANDSCAPE IMPROVEMENTS AT WILSON PARK; AND APPROVING A TEN PERCENT (10%) PROJECT CONTINGENCY. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas, hereby awards Bid #02-48 Arkansas Valley Irrigation & Landscaping in the amount of Fifty -Five Thousand Dollars ($55,000.00) for landscape improvements at Wilson Park. Section 2. That the City Council of the City of Fayetteville, Arkansas, hereby approves a ten percent (10%) project contingency. PASSED and APPROVED this 3rd day of September 2002. • p ER WOODRUFF, ifv Clerk APPROVED: By: DAN COODY, ,1 yor 3 7 2 q • NAME OF FILE: CROSS REFERENCE: Resolution No. 135-02 09/03/02 Resolution No. 135-02 08/15/02 Memo to Mayor Coody and City Council thru Hugh Earnest, Urban Development Director, Connie Edmonston, Parks & Recreation Superintendent, from Terry Gulley, Turf and Facilities Coordinator, regarding Wilson Park Sod 08/15/02 Bid Tabulation Bid 02-48 09/05/02 Contract with Arkansas Valley Irrigation & Landscaping, Inc. Map 06/03/02 Parks & Recreation Advisory Board Minutes 08/16/02 Copy of the Purchase Requisition 09/03/02 Staff Review Form 09/06/02 Memo to Terry Gulley, Parks and Recreation/Urban Development, from Heather Woodruff, City Clerk NOTES: • • FAYETTEVILLE THE CITU OF FAYETTEVILLE, ARKANSAS TO: THRU• FROM: DATE: SUBJECT: Mayor Coody and City Council Hugh Earnest, Urban Development Director Connie Edmonston, Parks and Recreation Superintendent Terry Gulley, Turf and Facilities Coordinator0ll4 August 15, 2002 Wilson Park Sod Background Wilson Park, considered by many to be our flagship park, is in need of site improvements. Topography challenges, lack of irrigation and heavy use by Fayetteville citizens dictate the need for landscape improvements. These improvements will help beautify the park, control the amount of erosion and assist with extending the current life expectancy of the mature tree canopy. Current Status This project was approved by the Parks and Recreation Advisory Board on June 3, 2002. Arkansas Valley Irrigation & Landscaping Inc. was the low bidder on the project to provide sod in the northwest section of the park. The funding for this project will come from the Park Beautification and the Park Land Dedication Fund — Southwest Quadrant. Park staff hopes to have the sod in place before winter, so that Wilson Park will look beautiful for the spring season. In conjunction with this project will be other ongoing improvements to Wilson Park, including a new irrigation system and the development of new picnic areas. • Recommendation The Parks and Recreation Division seeks a resolution awarding Bid #02-48 and approval of a contract with Arkansas Valley Irrigation & Landscaping Inc. in the amount of $55,000, plus a 10% project contingency of $5,500, for a total cost of $60,500 for landscaping improvements (sod) to Wilson Park. If you have any questions or need additional information, please call at Connie Edmonston at 444-3473 or Terry Gulley 575-8368. Attachments: Bid Tabulation Sheet Contract Map PRAB Minutes i 4 ' • a • •o F- F- a a O 0 cr O O D N O a 00. a • 7 n m • e 0 0. DESCRIPTION: WILSON PARK SOD CONTRACT BETWEEN City of Fayetteville, Parks & Recreation Dept. & Arkansas Valley Irrigation and Landscaping, Inc. • lEs /35 -oz This contract made and entered into this 19th day of August 2002, by and between Arkansas Valley Irrigation and Landscaping, Inc. ("Contractor") whose address is 10166 Hwy 7 North, Harrison, Arkansas 72601 and the City of Fayetteville, whose address is 113 Mountain Street, Fayetteville, Arkansas. THE CONTRACTOR AND OWNER AGREE AS FOLLOWS: 1. This project shall consist of the installation of sod at Wilson Park. All the terms, contracts and specifications for the project (general, supplemental, special and detailed,) the drawings issued prior to execution of the contract between the City of Fayetteville and contractor are incorporated in this contract as if attached to it or repeated herein. 2. The contractor agrees to furnish all labor, materials, and equipment and to perform all the work described in paragraph 3 hereunder in accordance with the terms and covenants of this contract document. 3. The contractor and the City of Fayetteville agree that the contractor shall initiate and complete the following items of construction for the prices reflected herein: ITEM DESCRIPTION EST. UNIT UNIT TOTAL BASED QUANTITY MEAS. PRICE EST. QUANTITY 1. Fesque sod installation 140 000 SF $ .25 $35 000 00 2. Bermuda sod installation 86,956 SF $ .23 $20,000.00 Contractor agiees to properly perform the above items of work in strict and absolute conformity with this contract. 4. In the event the owner terminates its contract with the contractor, this contract shall be terminated and the City of Fayetteville shall be liable only for the work already performed by contractor and any material the contractor may have purchased. 5. The confractor shall assume all responsibility for damage sustained by persons or property due to carrying on of the work itemized above and he shall indemnify and save harmless the City of Fayetteville and all of its officers, agents and employees from all suits, actions or claims of any character brought forth or on account of any injuries and damages sustained by any person or . property by or from the contractor, his agents or employees. • • Contract - City of Fayetteville Page 2 6. Contractor shall secure and maintain throughout the duration of this contract, worker's compensation insurance as required by law, public or general liability insurance with limits of $1,000,000.00 combined, single limits with insurers that is satisfactory to the City of Fayetteville. A certificate of insurance shall be provided to the City of Fayetteville before any work begins. 7: The contractor agrees to conform to all State and Federal Laws and contract provisions as to Payment of Wages, Unemployment Compensation, Workmen's Compensation, Public Liability and Property Damage Insurance Coverage, Income Tax, Social Security Taxes, and Equal Employment Opportunity and to execute all documents requested by the City of Fayetteville to evidence compliance. 8. Contractor is responsible for ensuring that all provisions of the Arkansas State Contracting Laws are adhered to. 9. Contractor will notify Arkansas One Call #I-800-482-8998 prior to any and all excavation, trenching and embankment and will be responsible for any fine incurred by failure to do same. 10. This contract shall be governed by the laws of the State of Arkansas. It is binding on the parties, their successors and assigns. 11. Execution in space provided below shall constitute the formation of this contract between the respective parties. 12. The City of Fayetteville shall make estimated payments on accepted work to the contractor no later than thirty days from start date. The City of Fayetteville shall hold 10% retainage up to 50% completion. 13. Changes, modifications, or amendments in scope, price, or fees to this contract shall not be allowed without a prior formal contract amendment approved by the Mayor and the City Council in advance of the change in scope, cost, or fees. 14. City contracts and documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the Contractor will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance a • Contract - City of Fayetteville Page 3 CONTRACTOR: Arkansas Valley Irrigation and Landscaping, Inc. City of Fayey•vi11e. BY: BY: TITLE: OWNER: • TITLE: eicihre WITNESS: DATE. 8` ia -OP • m: _ 0 <� • • • • • PRAB Regular Mating MINUTES OF A MEETING OF THE PARKS AND RECREATION ADVISORY BOARD June 3, 2002 A meeting of the Fayetteville Parks and Recreation Advisory Board was held on June 3, 2002 at 5:30 p.m. in Room 326 of the City Administration Building located at 113 West Mountain Street, Fayetteville, Arkansas. PRESENT: Parks and Recreation Advisory Board members Colwell, Eads, Cook, Hill, Shoulders, and Mauritson; City Staff Edmonston, Hatfield, Schuldt, Nelson and Audience. ABSENT: Marley, Pawlik-Holmes AGENDA I. Approval of PRAB May 6, 2002 meeting minutes. MOTION: Mr. Hill moved to approve the Parks and Recreation Advisory Board May 6, 2002 meeting minutes as distributed. Ms. Eads seconded the motion. The motion was approved 5-0-0 with Colwell, Eads, Cook, Hill, and Shoulders voting 'yes' and Mauritson absent for the vote. Mr. Colwell introduced Boy Scouts Brady Long and Joey Weishoer who are working to achieve Citizenship in the Community Merit Badges. II. Skate Park Project Update and Funding Request: Eric Schuldt Before an audience of approximately 25 skaters and skate park supporters, Parks Development Coordinator, Eric Schuldt, summarized the history of the skate park project. Born in 1998, the concept grew during public design meetings and skater input. Fund raising efforts became a focus during the past two years. A grant from Arkansas Parks and Tourism for $100,000, a grant from the Tony Hawk Foundation for $5,000, community June 3, 2002 / 1 PRAB Regular Meeting fund-raising, and city capital improvement and park land ordinance funds have generated $335,005 for the project. Mr. Schuldt said he felt efforts to seek alternative funding had been exhausted. He articulated that generally Arkansas Outdoor Recreation Grants expected movement with funded projects. The project could be scaled back, resulting in redesign, or by utilizing park land dedication funds for constructed. Mr. Schuldt requested $125,000 from the southwest park quadrant to allow this project to move forward. Based on current figures, 25% of the project expenses will be covered by contributions from grants and fund-raising efforts. Mayor Dan Coody addressed the audience and the Parks and Recreation Advisory Board and expressed his support of the project. MOTION: Mr. Hill moved to allocate One Hundred Twenty -Five Thousand Dollars ($125,000) from the Southeast Park District for the skate park project. Mr. Cook seconded the motion. Upon roll call, the motion was approved 5-0-0 with Colwell, Eads, Cook, Hill, and Shoulders voting 'yes' and Mauritson absent for the vote. Mayor Coody addressed the skaters and asked them to police their park and encouraged safety practices. HI. Washington County USTA Report: Jerry Patton and Pat Malone Jerry Patton, Community Tennis Association President, said the Washington County Chapter of the United States Tennis Association is interested in utilizing the newly renovated tennis courts at Wilson Park to encourage more people to participate in the sport. By offering youth, junior, and adult programs at the facilities, Mr. Patton said the courts would be used widely and effectively. He asked for the endorsement of running these programs at Wilson Park. Pat Malone, Community Tennis Association Executive Director, said the USTA's goal of adding one million new members in five years was surpassed in three years He provided background information on past tennis programs affiliated with the Arkansas Tennis Association and the United States Tennis Association designed to boost participation and promote the sport. Parks and Recreation Superintendent, Connie Edmonston, said she felt fortunate that this organization was willing to step up to the plate and help with the tennis program. In the June 3, 2002 / 2 . r,it."'S.4 1r • • PRAB Regular Meeting past, a tennis instructor has been hired during summer months for lessons but participation numbers have declined. Mr. Colwell asked the number of public tennis courts. There are four lighted and two unlighted courts at Wilson Park, and two unlighted courts at Walker Park. Mr. Patton said his organization was also interested in using apartment complex courts and privately courts as well if possible. Ms Edmonston said she anticipated the renovation of the Wilson Park courts to be completed in about two weeks. Mr. Malone said a 15 -member committee was willing to organize a grand opening with local pros providing free instruction. Mr. Shoulders expressed concern about limiting public use of the courts by allowing the organization to schedule lessons, leagues, and tournaments. Ms. Edmonston said if a usage agreement was reached, league play times•would be posted and schedules would allow for public use too. Larry Long, Community Tennis Association Vice President, said he wanted tennis to be a major part of the community. He said many courts in the area are not suitable for play and the number of available courts pales in comparison to cities of similar size. Mr. Patton cited cooperative working agreements with baseball groups and asked for similar consideration. He said his group would like to shape, mold, focus, and develop the sport of tennis in Fayetteville. ITEM REMOVED FROM AGENDA V. Bayyari Park Public Meeting Capital funding in the amount of $50,000 has been appropriated for improvements to Bayyari Park. A public meeting will be held on Wednesday, June 19, 2002 at 5:30pm at the park to receive input from the neighborhood as to its development. VI. Informational Items: Connie Edmonston The following items are on the City Council's June 4, 2002 agenda: a. Resolution to waive Ordinance 3793 to accept money in lieu ($102,000) as the park land requirement of the Bristol Park Large Scale Development. This development is located north of Joyce Street and west of the Northwest Arkansas Mall. b. Resolution to approve the Offer and Acceptance Contract with Hollybrooke Estates June 3, 2002 / 3 PRAU Regular Meeting Phase III for lots 6 and 7 in the amount of $36,000 plus closing costs. These lots contain one-half acre and will provide access to Lake Sequoyah Park on the southeast side of the lake. Ms. Edmonston said this item had been pulled from the City Council agenda after concerns had been received from residents regarding potential traffic in the subdivision. This valid concern has caused staff to re -think purchasing these lots for a community park as opposed to a neighborhood park. Some board members favored obtaining several access points as neighborhoods develop. It was also suggested to conduct a public meeting through the City of Elkins Planning Commission. Alternate access points and parking were also discussed. MOTION: Mr. Hill moved to withdraw the Offer and Acceptance Contract with Hollybrooke Estates Phase III for lots 6 and 7 and request staff to pursue alternative site recommendations for access to the southeast side of Lake Sequoyah Park. Mr. Mauritson seconded the motion. Upon roll call, the motion was approved 6-0-0. c. Award bid and approve contract with Mobley Contractors in the amount of $108,394 plus a project contingency of $10,000 for a total cost of $118,394 for large scale development requirements on Salem Road at the Gary Hampton Softball Complex. The project will widen the existing street in front of the softball complex over a distance of 675 feet. It will also provide concrete curb and gutter, a 6 -feet wide sidewalk, and closed ditches. VII. Wilson Park Funding Request Park and Recreation staff request funding in the amount of $100,000 for renovations at Wilson Park from the Southwest Park Land Dedication Fund. This project would include renovating the basketball court ($30,000), new picnic tables/pads ($25,000), and to sod and irrigate the northern slope ($45,000) from Freeman Wood Memorial west to Wilson Street and from Prospect Street south to the center drive within the park. Wilson Park has been referred to as a flagship park, and these improvements are needed to upgrade this very popular place. June 3, 2002 / 4 • MOTION: PRAB Regular Mating Ms. Eads moved to appropriate One Hundred Thousand Dollars ($100,000) from the Southwest Park District for renovations at Wilson Park. Mr. Cook seconded the motion. Upon roll call, the motion was approved 6-0-0. VIII. Walker Park Tennis Court Funding Request Park and Recreation staff request funding in the amount of $25,682 for renovations of the Walker Park tennis and basketball court from the Southeast Park Land Dedication Fund. This project consists of renovating two tennis courts and one basketball court. The renovation of Wilson Park tennis court was higher than anticipated, therefore decreasing the funds needed for the Walker Park courts. These funds would supplement current funding for this project. MOTION: Mr. Colwell moved to appropriate Twenty -Five Thousand Six Hundred Eighty -Two Dollars ($25,682) from the Southeast Park District for renovations of the Walker Park tennis and basketball court. Mr. Mauritson seconded the motion. Upon roll call, the motion was approved 6-0-0. IX. ITEM REMOVED FROM AGENDA X. Other Business XI. Adjournment The meeting adjourned at 6:52pm MINUTES APPROVED: JUL 0 8 gm MINUTES TAKEN BY: John Nelson June 3, 2002 / 5 • bate: 08/16/02 Expected Delivery Date: Asset a a GE 00'000'95 1 � k9 xl z lxa z°I m . Z N N O 02003.1 Vendor Name: Arkansas Valley Irrigation & Landscaping Inc 0 0. CO O Ship To Code: 75 •Requesters Employees: 1003 Account Number. 1010.1505.02 2250.9250.5806.00 ir. LL tester. ---- ---- fin Nelson a F o 0 0 0 0 v 0 0 0 0 0 r 6.- A 0 0 0 in R 0 0 0' 6 on. tore order; y m m d 1 r c O Wilson Park Sod per Bid #02-48 Resolution # Wilson Park Sod per Bid #02-48 Resolution # SHIPPING/HANDLING t • STAFF REVIEW FORM XX Agenda Request XX Contract Review Grant Review For the Fayetteville City Council meeting of: September 3, 2002 FROM: Terry Gulley Name Parks and Recreation Division • Urban Development Department ACTION RFIZLTIRFD• Resolution awarding hid #02-4R and approval of contract with Arkansas Valley Irrigation & & Landscaping in the amount of $55,000, plus a 10% project contingency of 55,500, for a total cost of $60,500. COST TO CITY: $60,500 $60,500 $75,000 $100,000 Cost of this Request 1010-1505-02 2250-9250-5806-00 Account Number 02122-3 02003-1 'Project Number Category/Project Budget $0 52.336 Funds Used to Date $100,000 $72,664 Remaining Balance BUDGET REVIEW: h Budgeted Item Lair ba -17 . Budget Manager fsl 1c/01— Administrative Services Director Budget Adjustment Attached CONTRACT/GRANT/LEASE REVIEW Date ate Date Purchasing Officer STAFF RECOMMENDATI! N: Approval R -fl -oz. Date Admin rv"<tive Se es Director Mayor GRANTING AGENCY: ADA Coordinator In emal !1. itor Date z at Date Wilson Park Improv. Park Beautification Category/Project Name Park Improvements Program Name Park Development Fund Date 8/12/0. - Date Cross Reference New Item: XX Yes No Prey Ord/Res #• Orig Contract Date: • Page 2 Description: Wilson Park Sod Comments: Budget Coordinator • • STAFF REVIEW FORM Meeting Date September 3, 2002 Reference Comments: Accounting Manager City Attorney t • Purchasing Officer n ieficraud ADA Coordinator Internal Auditor FAYETTEVI&E THE CITY OF FAYETTEVILLE. ARKANSAS DEPARTMENTAL CORRESPONDENCE • To: Terry Gulley, Parks and Recreation Division From: Heather Woodruff, City Clerk Date: September 6, 2002 Please find attached a copy of Resolution No. 135-02 awarding Bid #02-48 to Arkansas Valley Irrigation & Landscaping for landscape improvements at Wilson Park. The original will be microfilmed and filed with the City Clerk. I am forwarding the Purchase Requisition to the Internal Audit Division. cc: Nancy Smith, Internal Audit Peggy Vice, Purchasing Division Note: I am returning two (2) Contracts to you. 010 03 Update Document Reference RES City of Fayetteville ex Maintenance Item Action Date Ref. Taken Brief Description 9032002 135 • 9/09/2002 14:10:56 LANDSCAPE IMPROVEMNETS WILSON PARK Enter Keywords • RES. 135-02 BID #02-48 ARKANSAS VALLEY IRRIGATION LANDSCAPING $55,000.00 LANDSCAPE IMPROVEMENTS WILSON PARK File Reference # • MICROFILM Security Class Expiration Date • Date for Cont/Referred: Name Referred to • • Cmdl-Return CmdB-Retention CmdS-Abstract Yes No Retention Type: **** Active **** Cmd4-Delete Cmd3-End Press 'ENTER' to Continue (c) 1986-1992 Munimetrix Systems Corp.