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Home My WebLink About158-03 RESOLUTION• • • RESOLUTION NO. 158-03 A RESOLUTION APPROVING REIMBURSEMENT IN THE AMOUNT OF ONE HUNDRED ONE THOUSAND EIGHT HUNDRED SIX DOLLARS ($101,806.00) TO AEP/SWEPCO FOR BURIAL OF UTILITIES ALONG A PORTION OF WEST AVENUE NEAR THE NEW FAYETTEVILLE PUBLIC LIBRARY. 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 approves reimbursement in the amount of One Hundred One Thousand Eight Hundred Six Dollars ($101,806.00) to AEP/SWEPCO for burial of utilities along a portion of West Avenue near the new Fayetteville Public Library. PASSED and APPROVED this 2151 day of October, 2003. •� P (c' By: 804„..dna, SONDRA SMITH, City Clerk APPROVED: By DAN COODY, May NAME OF FILE: CROSS REFERENCE: Item # Date • Resolution No. 158-03 Document • 1 10.21.03 Res 158-03 2 10.06.03 Staff Review Form w/attachments draft resolution memo to mayor & city council memo to city council Itr from SWEPCO Itr from Hickman Trenching Co. 3 f p . asp)memo to Louise Schaper NOTES. • X AGENDA REQUEST CONTRACT REVIEW GRANT REVIEW STAFF REVIEW FORM For the Fayetteville City Council Meeting of: •0 o3 rtECE,,)ESIVit jsg? SEP 3 0 200346P/Sween) CITY OF FAYETTEVILLE CITY CLERK'S OFFICE October )4, 2003 FROM: Louise Schaper Library General Govemment Department Name Division ACTION REQUIRED: A resolution toawerd BcLin the amount of $101,806 to AEP/SWEPCO for the burial of utilities along West Avenue. `ttirmit ^` rt "" `(O 1 sQ vhf COST TO CITY: $ 101,806.00 $ Cost of this request 4470-9470-5804-00 Account Number 21,891,640 New Main Library Category/Project Budget Program Category / Project Name 16,304,454 New Main Library Funds Used to Date Program / Project Category Name 99073 $ Project Number 5,587,186 Capital Improvements Protect Remaining Balance Fund Name BUDGET ,REVI X Budgeted Item Budget Adjustment Attached /v,'-3 Budget Manager Date CONTRACT/GRANT/LEASE REVIEW: r Accounting Manager J D e If666 rnaj ditor L City A orney Date of 103 Date °1 I 3103 Purchasing Manager ,• Date STAFF RECOMMENDATION: dot9t Division Head Department Director Fifiance & Internal Services Dir. • 'r✓./ Chi Admin ��9.tive O, tficer 914(a Date Date to -L-92 Date Date Cross Reference New Item: Yes No Previous Ord/Resp: Orig. Contract Date Orig. Contract Number 09-30-03PO4:21 RCVD Mayor Description • Date • Staff Review Form - Page 2 Comments: Budget Manager Accounting Manager City Attorney Purchasing Manager Internal Auditor Finance & Internal Services Director Chief Administrative Officer Meeting Date Reference Comments: October 14, 2003 • • RESOLUTION NO. A RESOLUTION APPROVING REIMBURSEMENT IN THE AMOUNT OF ONE HUNDRED ONE THOUSAND EIGHT HUNDRED SIX DOLLARS ($101,806.00) TO AEP/SWEPCO FOR BURIAL OF UTILITIES ALONG A PORTION OF WEST AVENUE NEAR THE NEW FAYETTEVILLE PUBLIC LIBRARY.. 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 approves reimbursement in the amount of One Hundred One Thou and Eight Hundred Six Dollars ($101,806.00) to AEP/SWEPCO for burial ities along a portion of West Avenue near the new Fayetteville Pub 1a.y PASSED and APPROVED this 21st day of Octo APP Jerk OODY, Mayor • • • For City Council Agenda October 14, 2003 To: Mayor Dan Coody and City Council From: Louise Schaper, Library: Hugh Eamest, Urban Development Date: October 1, 2003 Subject: A resolution to award a contract in the amount of $101,806 to AEP/SWEPCO for the burial of utilities along West Avenue in behalf of the new Fayetteville Public Library located at 401 W. Mountain Street. Background The City building code requirement to bury the new and existing utilities on the west side of the new library created a challenge and an opportunity. The opportunity to create a more safe and visually appealing aspect of the project is highly desirable for the project and the surrounding area. The residences facing the new building on the west side of West Avenue are directly affected by this change due to the existing overhead utility poles currently serving them. With the removal of those poles the residences are entitled to new service connections including electric power, telephone, and TV cable. This resolution enables the work to proceed that provides underground installation along the east side of West Avenue of the high voltage lines serving the library as well as power to pedestals that serve the residences. Also included is the labor to install the low voltage distibution, telephone and TV cable conduit to the residences, not including material. All equipment including switchgear, cabling, transformers, and pedestals is included in the proposal. The existing temporary power poles will be removed by AEP/SWEPCO when the underground work is completed and the poles are no longer required. Not included in the proposal is the trenching, backfill, and conduit installation under West Avenue and through the properties to the new connections at each residence. This scope of work will be prepared under a separate document. Status On February 5, 2002 the Fayetteville City Council approved an ordinance waiving requirements for competitive bidding for the burial of utilities for the library project. This enables pre -qualified subcontractors of AEP/SWEPCO to bid on the work to provide 1) electric power ducts and vaults, and 2) telephone, TV cable, and any fiber optic ducts. The City will contract directly with AEP/SWEPCO for this work. Time is of the essence on this request due to the project schedule requirements of getting permanent power to the building. The funding for this item comes from the site improvement project ($571,995) that was approved as part of the Council's 2002-2006 CIP. Recommendations We recommend the City Council approve the resolution in the amount of $101,806 to award the contract to AEP/SWEPCO for utility burial and equipment along West Avenue. • • Date: December 11, 2002, rev. 1/16/03, 123/03, 5/5/03, 929/03 To: Fayetteville City Council Aldermen From: Louise Schaper, Executive Director, Fayetteville Public Library Subject: Project Budget and Contract Approvals This tattle identifies those requests related to the construction of the Blair Library that Council has approved, as well as forthcoming requests. Our intent is to ensure that Council is aware of all requests that are within our $23,341,655 budget for the tumkey project as approved by the FPL Board on May 2, 2002 and those items that are outside of this budget. At this time, there are no items approved or requested outside of this budget. Some of the forthcoming items, i.e. furnishings, may be procured directly by the FPL Foundation. We have added to this table those items related to the CIP funded site improvements (utility burial, drainage, sidewalks etc.) approved in CIP ($671 995). item Within budget? Source Source(8) Budget Est. approval date l Date Approved Aount m Notes Blair Library Construction, Furnishing and Equipping Crossland contract for construction Yes sales + tax private 5/21/02 $17,633,931 Includes site funds 5221,995 improvements for off - from CIP Contingency Yes sales + tax private 5830,000 5/21/02 $700,000 5167,676 approved remaining of contingency Exterior cladding: APC replacement Yes sales + tax private $949,658 11/02 11/19/02 $402,896 Deferred will planned lintels from contrail. be at entrance and brick + stairwell APC as will clad towers. Low vattage equipment Yes sales + tax private 10/14/03 5206.7W.90 Deferred from contrail. Low voltage conduit Yes sales tax + private 4003 Deferred from contract Landscape Yes sales tax + private 1004 Deferred from contrail Interior signage Yes sales + private tax 2004 Deferred from contred AV Equipment Yes sales + private tax 2004 Deferred from contrail Meeting room enhancements Yes sales + private tax 2004 Deferred from contrail Technology related items Yes sales + private tax 5470,000 2003-04 Furnishings Yes private 5980,000 2003-04 Includes shelving, work stations etc. seating, Smart e.g. conveyor, library, Yes sales + private tax $659,751 5/03 5/03 $395,632 Conveyor self -check, RFID RFID Self -check Moving costs Yes sales tax + private $30,000 2004 Unfunded and cut items, No $0 N/A Such as staff signage package, room divider, lockers, meeting piano. full Offsite Improvements Off-site improvements (see first item above) Yes, CIP 5/21/02 5221,995 improvements In Crossland funded from Contract, but CIP site project West Avenue Yes CIP $101,806 10/14/03 West Ave underground underground utilities utility permanent power and equipment for residences. RECEIVED SEP 2 3 21193 Mr. Kip Guthrie Project Engineer Garver Engineers 3810 Front Street, Suite 10 Fayetteville, Ar. 72703. Dear Mr. Guthrie: Zis SOUTHWESTERN ELECTRIC POWER' September 18, 2003 Re: Fayetteville Library Protect AEP UED Distribution Facilities West Ave. - Fayetteville, Ar. Following for your information and per your request is the proposed scope of work, and estimated cost to install AEP/Southwestem Electric Power (SWEP) underground electrical distribution facilities on West Ave. at the site of the new Fayetteville Public. Library. Two of AEP/SWEP's approved excavation contractors reviewed the proposed excavation work and submitted estimated costs to perform excavation work as noted below, and in accordance with the utility relocation plan U101A that was submitted with your letter of request dated August 18 of this year. The two contractors were Fayette Tree & Trench, Inc. and Hickman Trenching Co., Fayette Tree & Trench submitted the low proposal. The scope. of the work is as follows: 1.) AEP's contractor will perforn the ditching and backfill work on the east side of West Ave., extending from the north side of Mountain St. to the south side of Rock St. as specified on the trench detail "E" of the relocation plan U101A. 2.) AEP's contractor will install AEP supplied conduit forAEP's high voltage and low voltage distribution cables in the ditch described above, and will install telephone and CATV conduits (to be supplied by others) also in the above described ditch. No ditch excavation or conduit installation across West Ave. to the residences on the west side of West Ave., or from AEP's proposed vault location to thelocation for the Fayetteville Library's pad :mounted electrical transformer is included in this estimate Material, cost for other utility's conduits are also not included in AEP's cost estimate. • Page 1 • 3.) AEP will provide the necessary high voltage and low voltage UED distribution cables, pad mounted transformers, switchgear, and pedestals to provide a point of service on the east side of.West Ave. to the affectedresidences on the west side of West Ave., and provide for future electrical service to the new library. 4.) AEP will remove the existing overhead distribution line on West Ave. after the underground facilities are installed, including the services to residences on West Ave., and construction power to the. library site, which is currently supplied from the overhead line, is no longer required. Hickman Trenching Co. elected to submit the attached proposal to provide conduits and pull ropes for SBC and COX Communications. This proposal is not included in AEP's proposed scope of work. Fayette Tree & Trench elected not to submit a proposal to provide conduits for the other utilities. If the actual location for any of AEP's facilities is on the library property, AEP will require a utility easement to cover these facilities. The estimated cost for the above scope of work is $ 101, 805 78 AEP will require payment prior to the beginning of any work. If you have any questions regarding this proposal, you may contact me at (479) 973-2301 Attach. Sincerely, cli-rhot Floyd Homaday Protect Engineer 9-1543 I-1ICKMAN TRENCHING CO. 1424 S. D!XIE_AND.ROAI) ROGERS, Alta Fayetteville Public Library American Electric Power SCLvicc Corparntinn Floyd Homaday lot Best Tavinthip Fayetteville. AR. 72703 To Whom It May Concern: Hickman Trenching Co. submits a bid for providing conduit and pull ropes per SBC and COX communications standards of Seven Thousand Five Hundred Dollars (7500.00) FAYETTEV/LLC THE CITY OF FAYETTEVILLE. ARKANSAS DEPARTMENTAL CORRESPONDENCE • Louise Schaper Fayetteville Public Library From: Clarice Buffalohead-Pearman City Clerk Division Date: October 27, 2003 Re: Res. No. 158-03 Attached is an executed copy of the above resolution, approved by the City Council on October 21, 2003, authorizing reimbursement to AEP/SWEPCO for burying utilities. 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