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Home My WebLink About66-04 RESOLUTION0 0 RESOLUTION NO. 66-04 A RESOLUTION TO INCREASE THE PROJECT CONTINGENCY FOR THE FAYETTEVILLE PUBLIC LIBRARY CONSTRUCTION BY $999,691.00 FROM SETTLEMENT AND BUDGETED ITEMS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: The City Council of the City of Fayetteville, Arkansas hereby increases the project contingency amount for the Fayetteville Public Library construction by $999,691.00. These additional funds come from a settlement and from the budget. PASSED and APPROVED this the 20th day of April, 2004. ;FAYETTEVILLE' ATTEST: SMITH, City Clerk 0 NAME OF FILE: Resolution No. 66-04 CROSS REFERENCE: Item # Date Document 0. 1 04/05/04 memo to mayor & city council 2 draft resolution 3 04/05/04 Revised memo to aldermen 4 04/07/04 Staff Review Form 5 04/23/04 memo to Louise Schaper NOTES: • CITY COUNCIL AGENDA MEMO • City Council Meeting of April 20, 2004 1 Agenda Item Number PFJ"I &V/1 feel To: Mayor and City Council Thru: Hugh Earnest, Chief Administrative Officer From: Louise Schaper, Executive Director -Library Date: April 5, 2004 Subject: Increase in project contingency RECOMMENDATION Approve a resolution adding the funds received from Grubbs, Hoskins and monies programmed for technology improvements, final off-site improvements, moving expenses associated with moving into the new facility and the remaining deferred items into the project contingency. BACKGROUND This project is on budget and on schedule. Approval of this request is necessary to maintain the project's momentum to ensure that the new library will be completed on time and within budget. The project is in the final phases of completion, so it is necessary to be able to respond rapidly to changes needed in order to meet the public expectations of project completion. The technology purchases will be made from state/GSA contracts. The deferred items are being completed within budget. Funds received to be added to general contingency: • $105,000 from Grubbs, Hoskins settlement Budgeted amounts to be transferred from other line items to project contingency for expenditure: $375,344 for deferred items and moving of the library. This includes moving the library, finishing the low voltage and security systems, and landscape work. $470,000 for technology items including computers, servers, printers, software and phone system. $49,347 for the final offsite improvements including burying telephone and cable lines and a contingency in case rock is hit. DISCUSSION This change is to allow deferred items to be paid for as they are incurred, many of which are in increments smaller than $20,000. It will also replace $105,000 of contingency funds paid for rock removal at the start of the project. In addition, this will allow the technology items on GSA/State contract to be purchased more timely. BUDGET IlVRACT No impact on the project budget. All of these items are in the new main library building project budget. 0 0 RESOLUTION NO, A RESOLUTION TO INCREASE THE PROJECT CONTINGENCY IN THE LIBRARY CONSTRUCTION CONTRACT BY $9999691.00 FROM SETTLEMENT AND BUDGETED ITEMS NOT FULLY NEEDED FOR THEIR DESIGNATED PURPOSE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: The City Council of the City of Fayetteville, Arkansas hereby increases the project contingency amount in the library construction contract authorization by $999,691.00. These additional funds come from a settlement and from budgeted items that were accomplished without fully depleting the allotted funds. PASSED and APPROVED this the 201h day of April, 2004. ATTEST: By: SONDRA SMITH, City Clerk By: APPROVED: pR DAN COODY, Mayor Date: December 11, 2002, rev. 1/16/03, 1/23/03, 5/5/03, 9/29/03; 11/12/03; 3/25/04; 4/5/04 To: Fayetteville City Council Aldermen From: Louise Schaper, Executive Director, Fayetteville Public Library Subject: Blair Library Project Budget and Contract Approvals This table 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 project as approved by the FPL Board on May 2, 2002, as well as those items that are outside of this budget. Some items will be funded and/or procured by the FPL Foundation including most furnishings, some plant materials, and some technology items. Blair Library Construction, Furnishing and Equipping Item Within Source(s) Budget Est. date Date Amount Notes budget? approval Approved Crossland Yes sales tax+ 5/21/02 $17,633,931. Includes $221,995for contract for private off-site improvements construction from CIP funds Contingency Yes sales tax + $830,000 4/20/04 5/21/02 $700,000 $167,676 remaining of private remainder approved contingency Exterior Yes sales tax+ 11/02 11/19/02 $402,896 APC at entrance and cladding: APC private $949,658 brick will clad lintels + replacement stairwell towers. Added to Crossland contract. Low voltage Yes sales tax+ 10/21/03 $206,701 Added to Crossland equipment rivate contract. Low voltage Yes sales tax + 4/20/04 '.$24,077 Deferred from contract conduit private(pending) Landscape Yes sales tax + 4/20/04 $54,377 Deferred from contract private(pending) Interior Yes sales tax + 4/20/04 Deferred from contract signage private AV Equipment Yes sales tax + 4/20/04 Deferred from contract rivate Meeting room Yes sales tax + 4/20/04 Deferred from contract enhancements private Technology Yes $470,000 4/20/04 related items private Furnishings Yes $980,000 3/16/04 $151,185 Shelving; remainder by private funds Smart library, Yes ksalestaxx $659,751 5/03 5/03 ;' $395,632 Conveyor e.g. conveyor, RFID self -check, RFID Self -check Moving costs Yes $30,000 4/20/04 private This page identifies those items related to off-site improvements (utility burial, drainage, sidewalks etc.) approved in CIP ($671,995). Because additional off-site improvements have been requested by City departments and will be funded by these departments we list them here as well. We will, as those items come up, list any additional CIP items approved in 2003 for use in 2004, i.e. signage and landscape. CIP Approved Off -Site Improvements Related to Blair Library Item Within Source(s) Budget Est. date Date Amount Notes budget? approval Approved Off-site Yes Off-site $221,995 5/21/02. $221,995 In Crossland Contract, improvements CIP but funded from CIP site (see first item improvements project. above Includes sidewalks etc. West Avenue Yes Off-site $101,806 10121/03. $101,806 West Ave underground underground CIP utility permanent power. utilities Vendor is AEP/SW EPCO. West Avenue Yes Off-site $110,117 11/18103.'`: $110,117 Addition to Crossland underground CIP contract for installation of utilities to underground utilities to residences seven housing structures adjacent to Blair Library Additional Improvements to Blair Library Item Within Source(s) Budget Est. date Date- Amount Notes budget? approval Approved - Not in Water and $41,342 11/18/03 11/18/03 $41;342 Improvements to water CIP Approved library Sewer and sewer that were Improvements budget. In Funds identified after the Related to Water 8 contract was signed with Blair Library Sewer Crossland. Includes Funds new 6" waterlines in Mountain; 8' waterline in School; 8" sanitary sewer in Rock and 12" waterline in Rock. These improvements are requested to correct on west side of West Avenue. School Street Yes Off -Site $186,395. 3/16/04 - - $186,395 Utility burial utility burial CIP AEP/SWEPCO; there is a "rock clause" in the contract. Additional Improvements to Blair Library Item Within Source(s) Budget Est. date Date- Amount Notes budget? approval Approved - Not in Water and $41,342 11/18/03 11/18/03 $41;342 Improvements to water CIP Approved library Sewer and sewer that were Improvements budget. In Funds identified after the Related to Water 8 contract was signed with Blair Library Sewer Crossland. Includes Funds new 6" waterlines in Mountain; 8' waterline in School; 8" sanitary sewer in Rock and 12" waterline in Rock. These improvements are requested to correct leaking, deteriorated and undersized old water and sewer lines in the streets adjacent to Blair Libra