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Home My WebLink About38-04 RESOLUTION• RESOLUTION NO. 38-04 A RESOLUTION TO APPROVE A CONTRACT WITH AEP/SWEPCO, INC. TO BURY UTILITY LINES ALONG SCHOOL AVENUE AT THE NEW LIBRARY FOR THE AMOUNT OF $186,395.41 PLUS A CONTINGENCY OF $6,000.00 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 the proposed contract with AEP/SWEPCO, Inc. to bury utility lines along School Avenue at the new library for the amount of $186,395.41, plus a contingency of $6,000.00. PASSED and APPROVED this the 16`h day of March, 2004. ,tskk riT rT��i�; � •i:d1 1 • 1. i� � � ' � 9*. ATTEST: By: 1 4 /V1a,ltil� SONDRA SMITH, City Clerk By: APPROVED: DAN COODY, Mayo • Mr. Kip Guthrie Garver Engineers 3810 Front St., Suite 10 Fayetteville, Ar. 72703 Dear Mr. Guthne: • UTHWESTERN ELICTRIC POWER® January 30, 2004 Re: Fayetteville Public Library School Ave. - Electrical Distnbution Relocation Following for your information, and per your request, is an estimate of cost for AEP/SWEPCO t� replace the existing 12.5 KV overhead electrical distnbution system on the west side of School Ave., between Mountain St. and Rock St. in Fayetteville, with an underground electrical system. Please find attached AEP drawing D - 04 — 30 that outlines the scope of work proposed for this relocation. AEP/SWEPCO would provide all labor and material for the excavation and installation of conduit, pulling vaults, and cable on the west side of School Ave., and the excavation, conduit, and necessary equipment to provide underground distnbution across School Ave. to an apartment complex and two residences on the east side of School Ave. Service from the street to the point of metenng on the buildings would remain overhead • AEP's scope of work also includes the installation of conduit for other utilities as indicated on the drawing, but does not include the material cost of this conduit. The cost for AEP/SWEPCO to perform the above work is estimated to be $186,395.41. This estimate is based on AEP/SWEPCO' s contractor's ability to perform the ditch excavation utilizing conventional backhoe equipment. In the event significant rock is encountered that would require additional equipment for rock removal to achieve required trench depth, AEP/SWEPCO would request reimbursement for this additional equipment cost. If you have any questions concerning this proposal, please contact me at 973-2301. PROPOSAL A age Dan Coody, Mayor Sin rely, Floyd Homaday Project Engineer ATTES • • .42 EFYE`flfy o .ra Smith, Cit C erk O/4L—lot ez) NAME OF FILE: CROSS REFERENCE: Item # Date e Resolution No. 38-04 w/agreement Document • 1 02/26/04 memo to mayor & city council 2 draft resolution 3 02/17/04 copy of memo to Bob Kohler 4 02/27/04 Staff Review Form 5 03/17/04 email to Louise Schaper 6 03/17/04 email to city clerk ofc 7 03/31/04 memo to Louise Schaper NOTES: • ,3.JP k/ City Council ]v ing of March 16, 2004 32 _Dy CITY COUNCIL AGENDA MEMO To: Mayor and City Council Thru: Hugh Earnest, Chief Administrative Officer From: Louise Schaper, Executive Director - Fayetteville Public Library Date: February 26, 2004 Subject:: A resolution to award a contract in the amount of $186,395.41 to AEP/SWEPCO for the burial of utilities along School Avenue in behalf of the new Fayetteville Public Library located at 401 W. Mountain Street. RECOMMENDATION We recommend the City Council approve the resolution in the amount of $186,395.41 to award the contract to AEP/SWEPCO for utility burial along School Avenue. Plus a contingency allowance of $6,000 for a total of $192,395. • BACKGROUND 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 and interfacing with city engineering and construction requirements for improvements to School Ave. prior to library opening date. DISCUSSION The City building code requirement to bury the new and existing utilities on the east side of the new library creates challenge as well as opportunity. The opportumty to create a more safe and visually appealing aspect of the project is highly desirable for the project and the surrounding area. The apartment building and two residences facing the new building on the east side of School 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 and TV cable. This resolution enables the work to proceed that replaces the existing 12.5 KV overhead electrical distnbution system on the west side of School Ave. between Mountain Street and Rock Street with an underground electncal system. The resolution • City Council Meting of March 16, 2004 also includes the labor for installation of conduit for the other utilities and street cut repair adhering to City of Fayetteville specifications. The scope of work is fully outlined and prepared under a separate document. BUDGET IMPACT This $186,395.41 expenditure is included in the project budget. # # # upas 6.1 CL 2 • • • RESOLUTION NO. A RESOLUTION TO APPROVE A CONTRACT WITH AEP/SWEPCO, INC. TO BURY UTILITY LINES ALONG SCHOOL AVENUE AT THE NEW LIBRARY FOR THE AMOUNT OF $186,395.41 PLUS A CONTINGENCY OF $6,000.00 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 the proposed contract with AEP/SWEPCO, Inc. to bury utility lines along School Avenue at the new library for the amount of $186,395.41, plus a contingency of $6,000.00. PASSED and APPROVED this the 2"d day of March, 2004. ATTEST: By: SONDRA SMITH, City Clerk By: APPROVED: DRAFT DAN COODY, Mayor 411 AmirmoezFosterHaileyJohnson MEMORANDUM To: Bob Kohler From: Jim Fos Reference: Public Library, School Avenue Utilities Architects & Planners February 17, 2004 For Cit ' -• . • cling purposes, attached are the AEP letter proposal dated January 30, 2004 and the original drawing prepared by AEP/SWEPCO. Post Office Box 790. 100 West Center, Suite 302 • Fayetteville, AR 72702.479-442-5565 • FAX 479-442-8849 1 XX AGENDA REQUEST XX CONTRACT REVIEW GRANT REVIEW • STAFF REVIEW FORM • For the Fayetteville City Council Meeting of: March 16, 2004 Louise Schaper Library General Govemment Name Division Department ; ACTION REQUIRED: Approve a resolution to award a contract to ASP/SWEPCO for $186,395.41 plus a contingency of $6,000 for utility burial along School Avenue COST TO CITY: $192,395.00 S 8,950,917.00 New Main Library Cost of this request Program Category / Project Name 4470-9470-5804-00 Account Number $ 6,539,639.00 Library Improvements Funds Used to Date Program / Project Category Name 99073-1 $ 2,411,278.00 Sales Tax Capital Improvement Fund Project Number Remaining Balance Fund Name BUDGET REVIEW: X Budgeted Item Budget Manager Date Budget Adjustment Attached CONTRACT/GRANT/LEASE REVIEW: Acc ting Mana Attorney Date r170`{ Date Internal Auditor Date Purchasing Manager Date STAFF RECOMMENDATION: Division Head Date Departm nt Director Date -7 6-2•7r-014. Finance Internal Services Dir. Date 564 2 -t -?-u" CHief(/Adlministrative Officer Date Mayo bwepco.xit Cross Reference New Item: Yes No Previous Ord/Res#• Orig. Contract Date Orig. Contract Number Description Comments: Budget Manager • Staff Review Form - Page 2 • Meeting Date Reference Comments: Accounting Manager 7/D 401-tfa(of atLOIJ2cte ✓tinea..) City Attorney Purchasing Manager ADA Coordinator Internal Auditor �o GLN ^a(A" -b reViu-c) Grants Coordinator Swepco.xf Clarice Pearman - AEP/SWEPCO Page 1) From: Clarice Pearman To: Ischaper@fayettevillelibrary.org Subject: AEP/SWEPCO The Council passed a resolution approving this item March 16, 2004. Please see that the clerk's office gets a signed original contract to continue the resolution process. Thanks. Clarice Pearman - RE AEP/SWEPCO • Page 1 From: "Louise Schaper" <Ischaper@faylib.org> To: "Clarice Pearman" <cpearman@ci fayetteville.ar.us> Date: 3/17/04 3:22PM Subject: RE. AEP/SWEPCO Will do. Thanks, Louise ----Original Message --- From: Clarice Pearman [mailto:cpearman@ci.fayetteville.ar.us] Sent: Wednesday, March 17, 2004 3:16 PM To: Louise Schaper Subject: AEP/SWEPCO The Council passed a resolution approving this item March 16, 2004. Please see that the clerk's office gets a signed original contract to continue the resolution process. Thanks. CC: "Cathy ReW' <crew@faylib.org> FAYETTEVILE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Louise Schaper Fayetteville Public Library From Clarice Buffalohead-Pearman City Clerk Division Date: March 31, 2004 Re: Resolution 38-04 Attached is a copy of the above resolution passed by the City Council, March 16, 2004, approving a contract to bury utility lines with AEP/SWEPCO. This is to confirm that Cathy Rew did pick up the library's copy of the resolution and contract this morning. The resolution and agreement will be recorded and microfilmed. If anything else is needed please let the clerk's office know. /cbp attachments cc: Nancy Smith, Internal Auditor