HomeMy WebLinkAbout116-03 RESOLUTION• •
RESOLUTION NO. 116-03
A RESOLUTION AUTHORIZING THE MAYOR AND THE CITY
CLERK TO EXECUTE AMENDMENT NO. 1 TO THE LEASE
AGREEMENT WITH THE USDA FOREST SERVICE
AUTHORIZING THE CITY OF FAYETTEVILLE TO CONSTRUCT
LOADING PADS, APPROACH RAMPS, AND OTHER CIVIL
WORKS AT THE FAYETTEVILLE MUNICIPAL AIRPORT
ASSOCIATED WITH THE AIR TANKER OPERATIONS BASE;
AND APPROVING A BUDGET ADJUSTMENT RECOGNIZING
THE RECEIPT OF ONE MILLION TWO HUNDRED THOUSAND
DOLLARS ($1,200,000.00) AS THE FOREST SERVICE'S PORTION
OF THE COST -SHARE.
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 authorizes the Mayor and the City Clerk to execute Amendment No. 1 to
the Lease Agreement with the United States Department Of Agriculture Forest
Service authorizing the City of Fayetteville to construct loading pads, approach
ramps, and other civil works at the Fayetteville Municipal Airport associated
with the Air Tanker Operations Base. A copy of the Amendment, marked Exhibit
"A" is attached hereto, and made a part hereof.
Section 2. That the City Council of the City of Fayetteville, Arkansas
hereby approves a budget adjustment recognizing the receipt of One Million
Two Hundred Thousand Dollars ($1,200,000.00) as the Forest Service's portion of
the cost -share
PASSED and APPROVED this 5th day of August, 2003.
By: £ &&i N1+
SONDRA SMITH, City Clerk
APPROVED:
By
DAN COODY, Mayor
• •
United States Forest Southern Region 1720 Peachtree RD., NW
Department of Service Atlanta, Georgia 30309
Agriculture
Supplemental Lease Agreement No.: 1
To Lease No: 57-43ZP-2-06
Date: July 14, 2003
Address of Premises: Fayetteville Municipal Airport
Drake Field
Fayetteville, AR 72701
THIS AGREEMENT, made and entered into this date by and between City of Fayetteville, Arkansas
Whose address is 113 West Mountain
Fayetteville, Arkansas 72701
}Iereinaf:er called the Lessur, and the UNITED S I A FES OF AMERICA, hereinafter called the Government:
WHEREAS, the parties hereto desire to amend the above Lease.
NOW THEREFORE, these parties for the consideration hereinafter mentioned covenant and agree that the said
Lease is amended, effective July 03, 2003, as follows:
This AGREEMENT is to authorize the City of Fayetteville, Arkansas, to construct two concrete loading pads in
accordance with Clauses 2.01 and 3.01 of the original lease.
In addition to, or as a part of the airport improvement project covering the construction of Taxiway "A" which the
Forest Service Air Tanker Base will front on, the City of Fayetteville, Arkansas agrees to construct two concrete
loading pads, necessary approach ramps and associated civil works, the design of which will be based upon
conceptual layouts provided by the Forest Service and agreed to in advance by both parties prior to initiating said
construction. Work covered under this supplemental agreement is for a complete, turnkey project, including the
design, construction and construction administration, including quality control. The total estimated cost of this work
is S 1.2 million. Actual payment, however, will be based upon the costs incurred, by applying actual project bid
prices to measured quantities, and will be paid for on a monthly basis as the project progresses. No work will begin
until costs are agreed to in advance. Contract files will have a record of all agreed to costs, attached is the base cost
estimate. The completion date for this work is estimated to be no later than April 30, 2004.
ALL OTHER TERMS AND CONDITIONS OF THE LEASE SHALL REMAIN IN FULL FORCE AND EFFECT.
IN WITNESS WHEREOF, the parties subscribed their names as of the above dale.
LESSORTY OF FA TTEVILLE, ARKANSAS
By
(Signature) 4 (Date)
In Presence Of J' e
By qo,, 66044- 6/1/43
(Signature) (Date)
ATES OF A
ICA: PHYLLIS CARTER
8725/6257 CONTRACTING OFFICER
(Date) (Official Title)
B
(Signal re)
Caring for the Land and Serving People
Prveed on Recycled Papa
City of Fayetteville, Arkansas •
Budget Adjustment Form
Budget Year
2003
Department:
Division:
Program:
General Government
Aviation & Economic Development
Airport Capital
Date Requested
8/5/2003
Adjustment Number
Project or Item Requested:
$1,200,000 in the Taxiway 'A' Extension Phase I -
capital project.
Project or Item Deleted:
None. To recognize $1,200,000 in Federal Cost Sharing
revenue from the USDA.
Justification of this Increase:
The funds are needed to construct the tum -outs and the
loading/parking ramps of the Taxiway as part of a cost
sharing project with the USDA Forestry Service.
Justification of this Decrease:
The USDA Forestry Service will fund its share of the
design and construction of the project will is estimated to
be $1,200,000.
Increase Budget (Decrease Revenue)
Account Name Account Number
Building costs 5550 3960 5804
00
Decrease Budget (Increase Revenue)
Account Name Account Number
Federal Cost Sharing 5550 0955
4303 01
Amount Project Number
1,200,000 03012 1
Amount Project Number
1,200,000 03012 1
Approval Signatures
By - Date
Budget Manager
Department Djector
7.22-Gt
Date
Date
.1^13.03
Finance & Intern Services D etor Date
Date
Mayor
Budget Office Use Only
Type: A B C E
Date of Approval
Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
Initial Date
Initial Date
Initial Date
Initial Date
NAME OF FILE:
CROSS REFERENCE:
Date
Resolution No. 116-03
Document
1
08/05/03
Res. w/amendment and budget adjustment
2
07/21/03
Staff
Review w/attachments
draft resolution
memo to mayor & city council
memo to Ray Boudreaux
It to
Ray Boudreaux
3
0,a -7.
05
memo to Ray Boudreaux
NOTES:
,2c5
'Js /03
STAFF REVIEW FORM - FINANCIAL OBLIGATION /l ` 0-,
X AGENDA REQUEST S231 47-1$44. domeia. l
X CONTRACT REVIEW USDA SupplementalLea
GRANT REVIEW
For the Fayetteville City Council Meeting of: August5,2003
FROM.
Ray M. Boudreaux
Name
Aviation & Economic Development Airport
Division Department
ACTION REQUIRED: Approval of Supplemental Lease Agreement No.: 1, with the USDA Forest Service.
Approval of a Budget Adjustment. Signature of the Mayor required.
COST TO CITY:
$1,200,000.00 (revenue) $ Taxiway A Extension Phase 1
Cost of this request
5550.3960.5804.00
Account Number
03012
Project Number
Category/Project Budget
$
Funds Used to Date
Program Category / Project Name
Capital
Program / Project Category Name
Airport
Remaining Balance Fund Name
BUDGET REVIEW:
Budgeted Item X Budget Adjustment Attached
Budget Manage/' Date
CONTRACT/GRANT/LEASE REVIEW:
`tier% - -G� 7/2Z/o 3
Accounting Manager Date Internal Auditor Date
;)i...)
City Attorn y Date
o!
Purchasing Manager Date
STAFF RECOMMENDATION:
0 A
• 2 "(10 S
Chef AdmfTtstratU.e Officer Date
Mayor
Date
Received in Mayor's Office
74343
Date /02,
Cross Reference:
Previous Ord/Resp:
Orig. Contract Date:
Orig. Contract Number:
New Item: X Yes No
• Staff Review Form - Page 2 •
Description USDA Supplemental Lease
Meeting Date August 5, 2003
Comments: Reference Comments:
Budget Manager
Accounting Manager
City Attorney
Purchasing Manager
ADA Coordinator
Internal Auditor
Grants Coordinator
• •
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE MAYOR AND THE CITY
CLERK TO EXECUTE AMENDMENT NO. 1 TO THE LEASE
AGREEMENT WITH THE USDA FOREST SERVICE
AUTHORIZING THE CITY OF FAYETTEVILLE TO CONSTRUCT
LOADING PADS, APPROACH RAMPS, AND OTHER CIVIL
WORKS AT THE FAYETTEVILLE MUNICIPAL AIRPORT
ASSOCIATED WITH THE AIR TANKER OPERATIONS BASE;
AND APPROVING A BUDGET ADJUSTMENT RECOGNIZING
THE RECEIPT OF ONE MILLION TWO HUNDRED THOUSAND
DOLLARS ($1,200,000.00) AS THE FOREST SERVICE'S PORTION
OF THE COST -SHARE. •
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 authorizes the Mayor and the City Clerk to execute Amendment No. 1 to
the Lease Agreement with the United States Department Of Agriculture Forest
Service authorizing the CITY of Fayetteville to construct loading pads, approach
ramps, and other civil works at the Fayetteville Municipal Airport associated
with the Air Tanker Operations Base. A copy of the Amendment, marked Exhibit
"A" is attached hereto, and made a part hereof.
Section 2. That the City Council of the City of Fayetteville, Arkansas,
hereby approves a budget adjustment recognizing the receipt of One.
Two Hundred Thousand Dollars ($1,200,000.00) as the Forest Serve r on o
the cost -share.
w�
PASSED and APPROVED this 5th day of August, 2003. t
FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DAN COODY, MAYOR
TO:
THRU:
FROM:
DATE:
SUBJECT:
MEMORANDUM
Dan Coody, Mayor
Members of the City Council
Staff Contract Review Co . - -
Ray M. Boudreaux, Director, -n. r conomic Development
July 16, 2003
Supplemental Lease agreement with USDA Forest Service
•
Background: In meetings with the FAA and the Forest Service, agreements were made for
the construction of the new Fire Tanker Base ramp and taxiway system. The FAA will fund 90%
of the taxiway project. (Grant 3-05-0020-031-2003/$1,232,723.00) We will apply for State
Aeronautics support for 5% and the Airport will fund the remaining 5% which is approximately
$60,000.00 in local funding. The USDA will fund the tum -outs and the loading and parking
ramps for their aircraft at approximately $1,200,000.00. Agreement was made among the parties
that McClelland Consulting Engineers would design and provide construction oversight for the
entire project and that the project would be bid as one project. FAA required this to insure
integrity of the pavement and to hopefully get a savings from the larger project for both the FAA
and the USDA.
Attached is the supplemental lease agreement with the USDA that provides for their portion of
the project to be administered by the City of Fayetteville and paid for by the USDA.
Budget Considerations: Attached please find a budget adjustment for the revenues from the
USDA to pay for the design and construction of the Fire Tanker Base tumouts and parking ramp.
Requested Action: Approve supplemental lease agreement with the USDA Forest
Service and a budget adjustment that accounts for cost share for design and
construction of Fire Base turnouts and parking ramp.
Attachments. Staff Review Form
Supplemental Lease agreement (2 copies)
Budget Adjustment
Aviation and Economic Development Department
Fayetteville Municipal Airport, Drake Field
4500 South School Avenue, Suite F
Fayetteville, Arkansas 72701
Ray M. Boudreaux, Director
FAYETTEVLE
Mt CITY q SAYFTTIVILLS. AflANSAS
DEPARTMENTAL CORRESPONDENCE
To: Ray Boudreaux
Aviation & Economic Development
•
From Clarice Buffalohead-Peannan
City Clerk's Division
Date: 8113/2003
Re: Resolution 116-03
This resolution was passed by the City Council August 5, 2003 approving a supplemental lease
agreement amendment with USDA Forest Service. The amendment has not been signed the
USDA. I have attached the two originals for signature. Please retum to the clerk's office one
original for filing with the resolution when signed. I will not continue our resolution process until
Mit agreement is received
/cbp
Attachment(s)
•
United States
Department of
Agriculture
•
Fo t Southern Region 1720 Peachtree RD., NW
rvice Atlanta, Georgia 30309
Mr. Ray Bou 53 aux, Director
Aviation and 9 nomic Development Office
Fayetteville unicipal Airport/Drake Field
4500 S. Sch.ol Avenue, Suite F
Fayetteville AR 72701
File Code: 6440_3.1
Date: August 25, 2003
RE• Lease No. 57-43ZP-2-06, Air Operation Base — Drake Field
Dear Mr. Boudreaux:
Enclosed are your executed copies of the SLA for construction of Taxiway A.
If you should have any questions, you may contact me at 404-347-2618.
Sincerely,
Phyllis C. er
Contracting Officer, Property Group
Procurement and Property Unit
Enclosures
es °k
r f\rim,
Carina far. ll,o I oriel and Carvin.. Pseudo
FAYETTEV1,LE
THE CITY OF EAYEITEVILLL. ARKANSAS
DEPARTMENTAL CORRESPONDENCE
•
•
To: Ray Boudreaux
Aviation & Economic Development
From: Clarice Buffalohead-Pearman
City Clerk Division
Date: October 27, 2003
Re: Res. No. 116-03
Attached is an executed copy of the above resolution, approved by the City Council on August 5,
2003, authorizing Amendment No. 1 to the agreement with USDA Forest Service.
This resolution and attachments will be recorded in the city clerk's office and microfilmed. If
anything else is needed please let the clerk's office know.
/cbp
attachments
cc: Nancy Smith, Internal Auditor
Barbara Fell, Budget & Research
•
Ray M. Boudreaux
Submitted By
City of Fayetteville
Staff Review Form
City Council Agenda Items
or
Contracts
NA
City Council Meeting Date
fixe
L645&
Gt54) r1M'
c-fx0e-t ba'
Aviation & Economic Development General Government
Division
Action Required:
Department
Action Required: Approve a Supplemental Lease Agreement with the USDA Forest Service to extend the current
Lease for one year. Contact: Phyllis Carter, Contracting Officer, 1720 Peachtree Rd, NW, Atlanta, GA, 30309; 404-
347-2618.
2007 Revenue
28,160.00
Cost of this request
Account Number
NA
Project Number
Chrgs-Sery
Program Category / Project Name
Airport Revenue
Funds Used to Date Program / Project Category Name
Remaining Balance
Budgeted Item X Budget Adjustment Attached
Airport
Fund Name
Department Director
City Attorne
l/ ) %h
`Date
i(12- (o%
Date
(t-20
Finance and nternal Service Director
Mayor
Date
CSTI(�z�/GY>
Date
Previous Ordinance or Resolution
Original Contract Date:
Original Contract Number:
'Received in Mayor's Office
CENTERED
I1 -ad
Comments:
City Council Meeting of: N/A
Agenda Item Number:
CITY COUNCIL AGENDA MEMO/STAFF CONTRACT REVIEW MEMO
TO: Mayor
THRU: Staff/Contract Review Committee
FROM: Ray M. Boudreaux, Director, Aviation and sono r 'c Development
DATE: November 16, 2006
SUBJECT: Approval of Supplemental Lease Agreement with the US Forest
Service for airport land. Signature of the Mayor.
RECOMMENDATION: Approval of the attached Supplemental Lease Agreement with
the U S Forest Service for 12.8 Acres of Land. Signature of the Mayor.
BACKGROUND The U. S. Forest Service Operates a Fire Fighting Base at the Airport.
They lease the land from the airport.
DISCUSSION: Option 5 with 15 options remaining for a 20 year total.
BUDGET IMPACT: Proceeds from this lease go to the airport fund.
Attachments: Staff Review Form
Revised Supplemental Lease Agreement #2
Aviation and Economic Development Department
Fayetteville Municipal Airport, Drake Field
4500 South School Avenue, Suite F
Fayetteville, Arkansas 72701
Ray M. Boudreaux, Director
United States
Department of
Agriculture
Forest
Service
Southern Region 1720 Peachtree RD., NW
Atlanta, Georgia 30309
File Code: 6440-3-1
Date:
City of Fayetteville, Arkansas
Mr. Ray Boudreaux
113 West Mountain
Fayetteville, AR 72701
Dear Mr. Boudreaux:
November 13, 2006
RECEffED
NOV 1 5 2006
ti'n iii 3 i
I have enclosed two copies of the Supplemental Lease Agreement (SLA) No. 2. The agreement extends
the lease for an additional year in accordance with Clause 5 of the original lease.
Please review, sign as indicated and return both copies to me. Upon receipt, I will sign and return an
executed copy for your files.
We look forward to a continued working relationship with you and if you should have any questions,
please call me at 404-347-2618.
r
PHYLLIS ARTER
Contracting Officer, Property Group
Procurement and Property Unit
Enclosures
8
United States
Department of
Agriculture
Forest Southern Region 1720 Peachtree RD., NW
Service Atlanta, Georgia 30309
Revised Supplemental Lease Agreement No.: 2
To Lease No. 57-4372-2-06
Date: November 9, 2006
Address of Premises: Fayetteville Municipal Airport
Drake Field
Fayetteville, AR 72701
THIS AGREEMENT, made and entered into this date by and between City of Fayetteville, Arkansas
Whose address is 113 West Mountain
Fayetteville, Alt 72701
Hereinafter called the Lessor, and the UNITED STATES OF AMERICA, hereinafter called the Government:
WHEREAS, the parties hereto desire to extend the above Lease.
NOW THEREFORE, these parties for the consideration hereinafter mentioned covenant and agree that the said Lease is
extended for one (1) year, effective January 1, 2007 as follows:
This AGREEMENT extends current lease for one (1) year in accordance with Clause 5. This SLA documents extension
five (5) of a 20 year lease with 15 renewal options remaining. The effective date is January 1, 2007 through December
31, 2007.
The lease rental rate is for 12.8 acres of land and easements in the amount of $28,160 annually and $2,347 monthly.
ALL OTHER TERMS AND CONDITIONS OF THE LEASE SHALL REMAIN IN FULL FORCE AND EFFECT.
IN WITNESS WHEREOF, the parties subscribed their names as of the above date.
LESSOR: al
01? L tYETTEVILLE, ARKANSAS ..
By
In Prese
By
(Signature
Of
(Date)
Signature) (Date)
(Title
f/06, z
(Tido
TATES OF AMERICA MS PHYLLIS CARTER
/—S 7Jt% CONTRACTING OFFICER
(Date) (Official Title)
(Sig ture)
USDA DC68-1176
RFCFtVED
.IAN 1 2 2007
OF FAYETTEVILLE
;ITY CLERIz)FFICr
(12.15.06) Clarice Pearman - Re: Supplimental Lease Agreement Page 1
From: Clarice Pearman
To: Powers, Lou
Date: 12.15.06 9:55 AM
Subject: Re: Supplimental Lease Agreement
Sorry Lou,
Please apologize to Ray for me. I looked at the contract review item from 11.21.06 and I didn't send the agreements back
to the airport for signature. Sorry. I will forward them to you right now via interoffice mail. If they could get on of the two
originals back to me as soon as possible I'd greatly appreciate it. Have a good day.
Thanks.
Clarice
»> Lou Powers 12.14.06 3:13 PM »>
12-14-06
Hello Clarice: Just checking to see if maybe the agreements with ttie US Forest Service were still at the City Clerk's Office. I don't
have copies, and I called Phyllis in Atlanta/Forest Service and she said she hadn't received them either. If you sent them to us,
when would that have been? Normally I keep a copy in the (their) file until we get the signed document back, its not there, so that
Is another reason I don't think I've seen them come through our office, but I could be wrong. Can't find them though.
Lou/Airport
(12.12.06 Clarice Pearman - Supplemental Lease Agreement Page 1
From: Clarice Pearman
To: Boudreaux, Ray
Date: 12.12.06 5:21 PM
Subject: Supplemental Lease Agreement
CC: Smith, Sondra
Ray:
In November you had a contract review item which need our signature first for the Supplement Lease Agreement with U.S.
Forest Service. Please let me know the status of the lease agreement with U.S. Forest Service I would like to finalize this
item since it is the end of the year.
Thanks.
Clarice
Clarice Buffalohead-Pearman, CMC
City Clerk/Treasurer Division
113 West Mountain
Fayetteville, AR 72701
479-575-8309
cpearman@ci.fayetteville ar us
United States Forest Southern Region 1720 Peachtree RD., NW
Department of Service Atlanta, Georgia 30309
Agriculture
File Code: 6440-3-1
Date: January 8, 2007
City of Fayetteville, Arkansas
Mr. Ray Boudreaux
113 West Mountain
Fayetteville, AR 72701
Dear Mr. Boudreaux:
I have enclosed your executed copy of the Supplemental Lease Agreement (SLA) No. 2. The agreement
extends the lease for an additional year in accordance with Clause 5 of the original lease.
We look forward to a continued working relationship with you and if you should have any questions,
please call me at 404-347-2618.
PHYL IS CARTER
Contracting Officer, Property Group
Procurement and Property Unit
Enclosures
Cc: Johnny Lindsey
BECENE°
JAN 1 2 2007
Cm OF
OFFICE
(1.16.07)Clarice Pearman - USDA Forest Service Page 1
From:
To:
Date:
Subject:
Attachments:
CC:
Ray,
Attached is a copy of
Thanks.
Clarice
Clarice Pearman
Boudreaux, Ray
1.16.07 4:31 PM
USDA Forest Service
11.21.06 USDA Forest Service Lease.pdf
Audit
the above lease. Please let me know if anything else is needed.
Clarice Buffalohead-Pearman, CMC
City Clerk/Treasurer Division
113 West Mountain
Fayetteville, AR 72701
479-575-8309
cpearman@ci.fayettevi I le.ar. us