HomeMy WebLinkAbout93-07 RESOLUTIONRESOLUTION NO. 93-07
A RESOLUTION APPROVING A REFUND TO THE ARKANSAS STATE
HIGHWAY AND TRANSPORTATION DEPARTMENT (AHTD) FOR
OVERPAYMENT OF, REIMBURSEMENT RELATED TO WATER AND
SEWER RELOCATIONS FOR THE HIGHWAY 265 WIDENING
PROJECT, AND APPROVING A BUDGET ADJUSTMENT IN THE
AMOUNT OF $254,467.83.
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 a refund to the Arkansas State Highway and Transportation Department
(AHTD) for overpayment of rem-ibursement related to water and sewer relocations for
the Highway 265 Widening Project.
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby
approves a budget adjustment in the amount of $254,467.83.
PASSED and APPROVED this 5th day of June, 2007.
APPROVE ATTEST:
By:
By:
DAN COODY, or SON RA E. SMITH, City Clerk/Treasurer
eoi cCtK/TR� /,
•
\�G: c\1 Y •O,c el/
• •ill-
FAYETTEVILLE ° 3
City of Fayetteville, Arkansas
Budget Adjustment Form
Budget Year
2007
Departmen
Division:
Program:
Operations
Water & Sewer Maintenance
Capital Water Mains
Date Requested
6/5/2007
Adjustment Number
Project or Item Added/Increased:
$254,468 is requested in the Water Line Improvements
account.
Project or Item Deleted/Reduced:
$154,468 from the Water Line Improvement account in the
Hwy 62 Waterline Relocation Farmington project and
$100,000 from the Water Line Improvement account in the
North College Waterline - Maple to North project.
Justification of this Increase:
AR Highway & Transportation Department conducted an
audit of this project four years after project completion.
The results of the audit determined that a
reimbursement factor of 51.44% was applied to a figure
that included betterments which caused the AHTD to
over compensate the City.
ustification of this Decrease:
The North College Waterline - Maple to North project is
basically complete and is under budget. The Hwy 62
Waterline Relocation Farmington. project is basically
complete pending any further adjustments by the AR
Highway & Transportation Department. Sufficient funds
remain in both projects for these contingencies.
Increase Expense Budget (Decrease Revenue Budget)
Account Name
Water line improvemerits
Account Number
Amount Project Number
5400 5600 5808 00 254,468 97043 20
Decrease Expense Budget (Increase Revenue Budget)
Account Name Account Number Amount
Water line improvements
Water line improvements
5400 5600
5400 5600
Project Number,
5808 00 154,468 04034
5808 00 100,000 02030 1
Approval Signatures
RequestedBy rya'�,t
Manager
Dep jg ent Director
Finan
Mayor
Directo
5447
Date
5 07
Da e
-( OSIOL
�^ZI-z
Date
‘/>/Dat?
Budget Office Use Only
Type: A B C
Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
E
Initial . Date
,
Initial Date
Initial Date
Sid Norbash
Submitted By
City of Fayetteville
Staff Review Form
City Council Agenda Items
or
Contracts
5 -Jun -07
City Council Meeting Date
Engineering
Division
Action Required:
•
Operations/Water & Wastewater
Department
Approval of a refund to the Highway Department for overpayment of reimbursement related to water and sewer
relocations for the Highway 265 Widening Project, and a Budget Adjustment of $254,467.83.
$254,467.83
Cost of this request
5400-5600-5808.00
Account Number
97043-20
Project Number
Budgeted Item
$3,500,769.84
Category / Project Budget
$3,500,769.84
Funds Used to Date
$-0-
Remaining Balance
Budget Adjustment Attached
XX
Hwy 265 Water/Sewer Relocations
Program Category / Project Name
Water Line Improvements
Program / Project Category Name
Water/Sewer
Fund Name
Depaijr' nt D(ector
City Attorney
ud
cv
Finance and Internal Service Director
Mayor
Date
S I t 112ean
Date
Date
124/67
Date
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
109-99
8/17/1999
N/A
I. Received in Mayor's Office
omments:
a—Me
City Council Agenda Memo
City Council Meeting Date of June 5, 2007
To: Fayetteville City Council
Thru: Mayor Dan Coody
Fayetteville Water/Sewer Committee
From: David Jurgens, Water & Wastewater Director
Date: May 9, 2007
Subject: Hwy 265 Water & Sewer Relocation Project - AHT u Audit & Reimbursement
Recommendation:
Approval of a refund to the Highway Department for overpayment of reimbursement related to water and
sewer relocations for the Highway 265 Widening Project, and a Budget Adjustment of $254,467.83.
Background:
The construction of Highway 265 Water & Sewer Relocation was completed in 2002, to clear the right of
way for the widening project by AHTD. At that time, the City submitted the final request for reimbursement
payment per the approved contract with AHTD. Copies of the contract and payment request are attached.
AHTD approved the City s request and a total reimbursement of $1,972,812.03 was made to the City.
Discussion:
On this type project, AHTD executes a contract with the municipality, allowing reimbursement for the cost
of relocating the facilities that are outside the right of way. The reimbursement ratio is computed based on
existing facilities that are located in the new right of way, but outside the existing right of way.
For this project, the reimbursement ratio was calculated to be 51.44%. The City of Fayetteville desired to
improve the water system and upsized the water mains from 12" to 24". The reimbursement factor of
51.44% was applied to the total cost of the project. As separate bids were not required to distinguish
between the total contract and the improvements, it was Staffs and the AHTD Utilities Section
understanding that the reimbursement factor be applied to the entire project cost. At that time, Accounting
was informed by Engineering that an AHTD audit might change the reimbursement amount if exceptions
are taken (a copy of this memo is attached).
AHTD generally has a timetable of 90 days to audit any project, but this project was audited almost four
years after completion. The auditor took exceptions to the reimbursement method, and required the City
repay $884,632.76. Engineering and the City's Audit Staff evaluated the documentation, and determined
the repayment amount to be $254,467.83. After review, the AHTD concurs, and has sent the City an
invoice for $254,467.83 (attached).
Budget Impact:
There are funds remaining in two AHTD related water/sewer relocations that are almost complete. The
budget adjustment moves the required funds from these projects to make the reimbursement.
Prosect
2007 Budget Anticipated Available Funds
Hwy 62 (Farmington) Water Relocation
$202,828
$154,828
North College Water Line Replacement
$110,164
$102,164
Total Estimated Available Funds
$256,992
HWY265AuditMay97
RESOLUTION NO.
A RESOLUTION APPROVING A REFUND TO THE ARKANSAS
STATE HIGHWAY AND TRANSPORTATION DEPARTMENT
(AHTD) FOR OVERPAYMENT OF REIMBURSEMENT RELATED
TO WATER AND SEWER RELOCATIONS FOR THE HIGHWAY
265 WIDENING PROJECT; AND APPROVING A BUDGET
ADJUSTMENT IN THE AMOUNT OF $254,467.83
BE IT RESOLVED BY THE CITY COUNCIL OF TH
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the Ci
hereby approves a refund to the Arkansa tate High
Department (AHTD) For overpayment of ? bursem
sewer relocations for the Highway 265 Wi. �7 t. Project
Section 1.
hereby ap - a bu
Counc
ent
sas
ation
and
D this
API
13
OODY, Mayor
day . ne, 2007.
ATTEST.
etteville, Arkansas
7.83.
By:
SONDRA E. SMITH, City Clerk/Treasurer
FAYETTEVILLE
THE CITY OF FAYETTEVILLE. ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Marsha Farthing, Accounting Manager
From: Sid Norbash, Staff Engineer A„✓
Date: November 28, 2001
Re:
Your memo of 11-20-2001
Hwy 265 W&S Relocations
Reimbursements from AHTD
In reference to the above mentioned project, the construction is
now completed, and the last condemnation of property for easements
was finalized last week.
Attached for your information please find a, copy of my
correspondence with AHTD, and a summary of costs and
reimbursements.
Please be advised that all these figures are what we are requesting
for approval, any amounts shown are subject to denial or revisions
during the audit, and may change the values.
SN/sn
attachments
•
•
FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
August 2, 2002
Mr. Joseph Qualls, Senior Utilities Coordinator
Arkansas State Highway and Transportation Department
Utilities Section / R.O.W. Division
P.O. Box 2261
Little Rock, AR 72203
Re: Job 004999 (Utilities)- State Project Hwy. 16 - Hwy. 45 (S)
Route 265 Section 2 Washington County
Reimbursement Request Per Contract —Revised Pay Estimate #2 & Final
Clarification & Revision of Engineering Fees
Dear Mr. Qualls:
Per our phone discussion of last week, I have revised the reimbursement amount for the
engineering portion of the above referenced project as follows:
Total construction cost
Total non -reimbursable construction cost
$3,629,247.53
$ 443,009.71
$443,009.71 divided by $3,629,247.53 = 0.1221 or 12.21%
12.21% of Engineering Cost is not reimbursable.
Our records show total Engineering cost of $653,683.01 therefore, applying the 87.79%
reimbursable factor, the reimbursable Engineering Cost is calculated to be $573,868.3 1
Total Reimbursable Construction Cost
Easements Acquisition Expenses
Engineering
Total Expenses
Reimbursement to City per 51.44% factor
Less Previous Payment by A.H.T.D.
Total Due to City
113 WEST MOUNTAIN 72701 501 521-7700
FAX 501 575-8257
$3,186,237.82
$ 75,065.00
$ 573,868.31
$3,835,171.13
$1,972,812.03
- $1,459,681.78
$ 513,130.25
Mr. Joseph Qualls
Page 2
We would like to submit to you for your approval, our Revised Final Pay Estimate for relocations
and the adjustments of water and sewer facilities m reference to the above project.
Attached to this letter is the Revised Final Pay Estimate submitted
for your approval. This statement will replace the submittal dated
April 9, 2002.
This payment will closeout this project your immediate attention will be greatly appreciated, and
if you have any questions please call me at (501) 575-8205.
Sid Norbash
Staff Engineer
attachments: One set of As -Bulks
SN/sn
FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
August 2, 2002
Mr. Joseph Qualls, Senior Utilities Coordinator
Arkansas State Highway and Transportation Department
Utilities Section / R.O.W. Division
P.O. Box 2261
Little Rock, AR 72203
Re: Job 004999 (Utilities} State Project Hwy. 16 - Hwy. 45 (S)
Route 265 Section 2 Washington County
Reimbursement Request Per Contract - Pay Estimate #2 & Final (REVISED)
Dear Mr. Qualls:
We would lice to submit to you for your approval, Final pay estimate for relocations and the
adjustments of water and sewer facilities in reference to the above project. Attached please find
the necessary documents indicatmg the cost of this contract per this Final Pay Estimate.
For Phase I Contract - finished work for final estimate $1,097,629 05
For Phase H Contract - finished work for final estimate $2,088,608.77
Easements Acquisition Expenses $ 75,065.00
Engineering $ 573,868.31
Total Reimbursable Expenses
Reimbursement to City per 51.44% factor
Less Previous Payment by A.H.T.D.
$3,835,171.13
$1,972,812.03
- $1,459,681.78
Total Due to City $ 513,130.25
This payment will close out this project your immediate attention will be greatly appreciated, and
if you have any questions please call me at (501) 575-8205.
Sid Norbash
Staff Engineer
attachments
SN/sn
113 WEST MOUNTAIN 72701 501 521-7700
FAX 501 575-8257
•
Description
Summary Costs and Reimbursements from AHTD
for
Hwy 265 Water & Sewer Relocations Project
AHTD Job 004999 (Utilities)
April 9, 2002
Amount % Reim. AHTD's Share City's Share
Eligible for Reimb.
Easements:
Total cost of the easements $ 75,065.00 @.5144 $38,613.44 $36,451.56
Engineering:
Of $653,683.01 Total Eng.
$573,868.31 is reimbursable $573,868.31 @.5144 $295,197.86 $278,670.45
Construction:
Phase I Contract cost $1,097,629.05 @.5144 $564,620.38 $533,008.67
Phase II Contract cost $2,088,608.77 @.5144 $1,074,38035 $1,014,228.42
Including. Change Order #1
Total Due From AHTD
Less Previous Payment
$1,972,812.03
$1,459,681.78
Net Amount Due City $ 513,130.25
ARKANSAS STATE HIGHWAY
AND
TRANSPORTATION DEPARTMENT
Dan Flowers
Director •
Phone (501)569-2000 Fax (501)569-2400
October 9, 2006
Mr. Sid Norbash, Staff Engineer
City of Fayetteville Water & Sewer Department
113 West Mountain Street
Fayetteville, AR 72701
Dear Mr Norbash:
P.O. Box 2261
Little Rock, Arkansas 72203-2261
W W W.AR RANSASHIGH W AYS.COM
RE: 004999
Arkansas: STP -9142(6)
Utility Ref: State Hwy 265 Widening
The final statement for expenses incurred by. City of Fayetteville Water & Sewer.Departnient in
connection with the above referenced job has been audited and exceptions have been taken to the billing
as follows:
Exception One — Incorrect Amount for CbanRe Order One Paid on Pay Estimate 2
The increase by Change Order One in those costs subject to reimbursement by the Department was
$30,905.00 as shown on the copy of the change order attached to this report. This amount increased the
amount of Phase tI subject to reimbursement by the Department to $2,086,208.77 ($2,055,303.77 +
$30,905.00). Also the effect of applying the reimbursement factor in the agreement, 51.44% to this
amount increased the amount to be reimbursed by $15,897.53 (.5144 x $30,905.00). However, in
preparing pay estimate Two and Final to remit payment to the utility, the amount shown as subject to
reimbursement for Phase II was $2,088,608.77, $2,400.00 more than the correct amount of
$2,086,208.77. Applying the reimbursement factor of .5144 to this amount results in the reimbursable
amount being overstated by $1,234.56, and an exception is taken for this amount.
Total amount of Exception One ($1,234.56)
Exception Two —Estimate and Reimbursement Factor not Representative of Actual Construction Cost
The reimbursement factor provided by the agreement. 51.44%, is the ratio of estimated reimbursable
construction cost to total estimated in-kind replacement cost. However, the actual items installed, their
quantity, and the resulting costs varied considerably from the estiniate used to determine the
reimbursement factor.
RECEIVED
OCT 122006
ENGINEERING DIV.
Page 2
October 9, 2006
In addition, the cost of increasing the size of much of the waterline to 24" as planned by the utility while
formulating the initial plan and estimate was not included in the total estimated cost. However, the
utility applied the reimbursement factor in the agreement to the cost of the portion of the project cost that
included the 24" waterline (the betterment cost). Had the estimated cost of the betterment been included
in the amounts used to determine the ratio, the reimbursable factor would have been 38.13% as shown in
the following comparison. This calculation does not take into consideration the actual cost of the
construction.
Estimated reimbursable cost of project, $1,099,414.07 _ Estimated in-kind replacement of $2,137,274.63
= 51.44%
Estimated reimbursable ost of prof ct, $1,099,414.07 - Replacement cost w/betterment of
$2,883,383.69 = 38.13%'Cvn hi- G µ I N�
In order to fairly reconcile these issues, a worksheet listing the cost, quantity and description of all items
installed on the project a worksheet titled Itemized List of Construction Costs was prepared for the
purpose of designating each item reimbursable or non -reimbursable, and includes a brief explanation of
why or why not a particular item was considered reimbursable. This worksheet is attached and made part
of this report as the basis for this exception, and includes only those items included in the billto the
Department, items 1-54 under Phase I and item 1-55 under Phase 11.
Due to the limited expertise of this auditor in the specific construction process of the project, the
inclusion or exclusion of some items in the non -reimbursable or reimbursable total is subject to further
consideration by the utility. It is understood that the City of Fayetteville Water & Sewer Department
engineering staff will review the results of the worksheet and possibly object to the exclusion of some
items from the reimbursable total. Any claim by the City that some excluded items should be included
must be supported by adequate documentation and explanation.
As shown on the worksheet, the reimbursement amount determined by applying actual costs and
quantities results in a reimbursable amount of $903,947.79, resulting in a reimbursement factor of
28.39% ($903,947.79 _ $3,183,837.82). Since the amount paid for construction after the adjustment
described in Exception One, is $1;637,766.17, ($3,183,837.82 x 51.44%), an exception is taken for the
overpayment of $733,818.38, ($1,637,766.17 - $903,947.79) until the utility provides adequate
documentation to support a revision to this amount.
Total amount of Exception Two ($733,818.38)
Exception Three —Reimbursable Enpineerine and Easement Costs Impacted by Revised Percent
The amount . of engineering and easements determined to be a necessary cost of this relocation is
$573,868.31 and $75,065.00 respectively, $648,936.31 total. Applying the reimbursable percent in the
agreement of 51.44% to this amount resulted in the utility being reimbursed $333,812.84, $648,936.31 x
.5144. Since the recommended reimbursement factor was revised to 28.39% by exception two, the
reimbursable portion of engineering and easements must be reduced accordingly to $184,233.02 (28.39%
x $648,936.31). Therefore, an exception is taken for the amount of the reduction or $149,579.82 until
the utility provides adequate documentation to warrant a change in the recommended reimbursement
amount.
Page 3
October 9, 2006
Total amount of Exception Three ($149,579.82)
Summary of Exceptions
1. Incorrect Amount for Change Order One Paid on Pay Estimate 2 ($1,234.56)
2. Reimbursement Factor in Agreement not Representative of Actual Construction Cost
($733,818.38)
3. Reimbursable Engineering and Easement Costs Impacted by Revised Percent ($149,579.821
Total Exceptions ($884,632.76)
Please submit your concurrence or rebuttal to the exceptions direct to this office within 30 clays of the
date of this letter. If you have any questions or need additional information, please call Mr. Leonard
Grinstead at (501) 569-2516.
Sincerely,
Larry Dickerson
Chief Fiscal Officer
I
ARKANSAS STATE HIGHWAY COMMISSION
UT ILITY CHANGE ORDER
UTILITY City of Fayetteville Water & Sewer
Change Order No. ONE
TOB NO. 004999 FAP NO. STP -9142 (6) SOB NAME Hwy. 16 - Hwy. as (S)
ROUTE 265 SECTION 2
IIOUNTY Washington
)escription of Change:'.
I) The water contractor had to move crossing at Station 30-00 several times to fmd a suitable area to cross Highway 265.
2) Had to place a six (6) inch tapping valve and sleeve in lieu of tie-in and valve.
3) Re-route 24 inch waterline at no cost to the Department.
4) Had to install a temporary two (2) inch bypass fitting on 24 inch waterline.
5) Adjust an additional 491 feet of 24 inch waterline at no cost to the Department.
5) Need to install extra blocking to install 24 inch waterline in Item Five at no cost to the Department.
1) Need to repair damage to parking lot of Crossover Liquors.
.eason for Change:
.) To clear a cave discovered on portions of the right of way.
:) To clear conflict with existing six (6) inch water main.
;) To -avoid getting into supports of a retaining wall.
-) To provide service to customers during contemplated shut down of 24 inch waterline.
& 6) To make connection to existing water main at Station 71+70.
) The weight of heavy trucks on parking lot of Liquor Store did considerable damage, access to waterline was only available
at Liquor parking lot.
SUMMARY
Present Amount
iginal estimated reimbursable per utility agreement dated 09-01-99
349,455.16 X 51.44%
$ 1,465,759.34
Revised Amount
timated amotint per this C.O. # One
180,360.16 X 51.44%
$ 1,481,657.27
ues
ed / 1 •
:ommended
[roved
horized
ordina
ChieWr
- tilities.; tion
of Way Division
II
Asst. Chief Engineer -i_.
41
TOTALS
$ 1,465,759.34
$ 1,481,657.27
Date T - 9-01
Date 4-- r— 4 oZ
Dat 70
Date T'— 9`P 2=
OVERRUN $15,897.93
04/08/2002 10:01 501-575-8202
FAYETTEVILLE
THE CITY OF FAYETTEVILLE. ARKANSAS
ENGINEERING C.O.F.
PAGE 02
April 8, 2002
Mr. Joseph Qualls, Senior Utilities Coordinator
Arkansas Highway and Transportation Department
P.O. Box 2261
Little Rock, AR 72203
Re: Route 265 Section 2.:Hwy. 16 - Hwy. 45 (S) F.A.P. STP - STPG - 91 - 42(6)
Job 004999 (Utilities) - Water & Sewer Relocations Phase 11
Approval of the Related Change Orders
Dear Mr. Qualls:
In reference to the above mentioned project, during the course of the construction, certain change
orders were necessitated to facilitate the construction of the needed water and sewer adjustments,
and they are as follows:
Change Order #1
Change Order #2
Change Order #3
Change Order #4
Change Order #5
Change Order #6
Change Order #7.
$14,325 00
$ 200.00
City cost only
$ 1,380.00
City Cost Only
City Cost Only
$15,000.00
:r
Copies of the above Change Ordeis are attached, and the explanation and Justifications 'are
mentioned. We hereby request your Departmental approval of these changes, so we can proceed
with closing out our reimbursement contract with A.H.T.D.
If you have any: questions or comments please advise.
Sid Norbash
Staff Engineer
SN/sn
attachments
1 1. 24" Waterline, Ductile Iron
2 2. 12 Waterline, Ductile Iron
3 3. 8' Waterline, Ductile Iron
6' Waterline, Ductile Iron
4 4. 2" Service Waterline
5 5. 36" Die. Steel Casing by Bore 8 Jadi
6 4 6. 24" Dia. Steel Casing by Bore 8 Jack
7. 7. 16' Die. Steel Casing by Bore & J do
8. 8. 36' Dia. Steel Casing by Open Cul
9. 9. 2e Dia. Steel Casing by Open Cut
10. 10. 18' aa. Steel Casing by Open Cut
11. 16' Dia. Steil Split Casing by Open Cut
12. Concrete Utility Saddles
11. 13. Compact Ductile Iron Fittings
12. 14. 24' Butterfly Valve & Box
13. 15A. 12" Butterfly valve & Box
14, 15. 8" Gale Valve 8 Box
16. 6' Gate Valve & Box
15. 17. Trench Safety System
16. 18. Fire Hydrant Assemblies
17. .11(.4 19. Remove & Replace Existing Asphalt
18. 20. Remove & Replace Existing Concrete
19. 21. 4' Thick Sidewalk Repair
22. Remove & Replace Concrete Riprap
20. 23. Erosion Control
21. Temporary Fencing to Prated Uvestock
22. 24.6"Dual Body Ai R I N um Vane
23. 4' Dual Body Air ReleaseNacuum Valve
24. 25. 2' Dual Body Air RoleaseNacuum Valve
25. ai 26. EVx E' Tapping Sleeve &Valve
!v 27. 12' x 8' Tapping Sleeve & Valve
28. 12" x 12" Tapping Sleeve & Valve
26. 29. TIe4n Existing 8" Water Line
* 30. Tie -In Existing 6' Water Une
31. TIeJn Existing 12" Water Line
32. Tiein Existing 24' Water Line •
27. 33. Tie4n /Relocate Existing Water Meter
28. 34. Salvage Existing Fire Hydrant Barrel
26A. 44 Abandon Existing Waterline
29. 35. Rock Excavation
35A. Rock Excavation by Hydraulic Rock Hammer
30. - 36. Install Tree Protection Fence •
31. 37. Root Cutting And Pruning
32. 38. New 3/4" Meter Box Setting
33. 39, Traffic Control
34. 40. Class 7 Aggregate Backfill
41. Slurry Backfill
35. Flowable Backfill
36. 42. Special Hillside Baddill
37. 15' Diameter PVC Sanitary Sewer Pipe
38. 43. 8" Diameter PVC Sanitary Sewer Pipe
39. 6" Diameter PVC Sanitary Sewer Pipe
40. Abandon 4' Diameter Standard Manhole
44. Abandon Eliding Sanitary Sewer Manhole
41. 45, 4" Diameter Standard Sanitary Sewer Manhole
46. 4' Dia. Drop Connexion Sanitary Sewer Manhole
47. Remove & Replace 4' Dia. Std. San. Sewer MH
42. Remove it Diameter Sewer Pipe
43. Plug Existing 14' Diameter Sewer Line
44. Cut & Plug Existing 6" Diameter Sewer
45. 48. Cut & Plug Existing 8" Diameter Sewer
46. 49. Surface Video Documentation
47. 50. Television Inspection of Existing 6" & 8' Sewer
48. 51. Grass Sod to Match Existing
49. 52. Grass Seeding and Mulching
50. 53. Topsoil
51. 54. Resident Notification of Water Service Intentpt
52. 55. Mobilization and Storage
53. 16" Steel Sprit Encasement by Open Cul
54. 16" Steel Casing by Jack & Bore (0S -ROW)
Total Incurred Under Initial Agreement
City of Fayetteville Water Sewer
Slate Project: 004999 - State Hwy. 265 Improvements
Itemized List of Construction Costs •
Nein gee;
Rei;*64 Re 6.•.61.
LS51A" hi
13673.000 51,066,176,00
0.000 (5232,592,71)
6627.500 5228,588.25
0.000 ($2,207.20)
391 000 54,922.00
353.000 5138,610.00
0.000 50.00
539,000 5128544,04
698.000 5107,430.00
325.000 526.500.00
799.000 548,742.00
20.000 11,600,00
2.530 5379.50
20.633 5123,181.92
14.000 577,000.00
8.000 123200.00
$1,740,073.81
24.000
1000
34.000
40.134
33.932
24.890
0.000
0.000
0.000
1.000
1.000
2.000
10.000
0.000
3.000
9,000
2.000
0.000
5.000
56.000
10.605
0.000
820.827
0.000
902.132
0.000
39.000
0,707
1985.836
159.075
41.890
1959,804
0,000
0.000
0.000
1.000
28.170
6.B00
2.120
0.000
0.000
0,000
0,000
0,000
0.000
71.610
5694,560
1415,010
0.720
0.720
14.320
0,000
518,357.30
11412,10
55 491.50
576,724,10
52,628.35
51,36945
5978.15
50.00
55,491.50
$353.02
528,242,00
57,688.10
517,651.25
519,298.70
50.00
58,237.25
$12,552.00
52,824.20
11,96125
$6,000.00
518,628,00
52,353.50
5627.60
36,785.14
10.00
51,821.61
10.00
124,241.05
532,164.50
536,585,68
510,590.75
12788.90
518,391.82
5000
$0.00
50.00
5350.07
5300.06
54,63306
51,36027
1546.78
50.00
50.00
50.00
50.00
50.00
50.00
5214,83
56.613,73
110,581.09
52,148.30
5139540,22
5988.22
50.00
0.000
7890.000
630.000
80.000
0.000
0.000
286.000
39.000
0.000
0.000
0.000
0.000
0.000
5.544
0.000
4.000
50.00 Betterment
5344.064.96 Mduded in Basis for Revising Water Pct
521,729.25 nduded in Basis for Revising Water Pct
52,207.20 nduded in Basis for Revising Water Pd.
50.00 * nduded in Basis far Revising Water Pct
nduded In Basis for Revising Water Pct.
nduded in Basis for Revising Water Pct
nduded in Basis for Revising Water Pct.
nduded In Basis for Revising Water Pct
nduded in Basis for Revising Water Pd,
nduded M Basis for Revising Water Pd.
nett/clod in Basis for Revising Water Pd.
nduded in Basis for Revising Water Pd.
nduded in Basis for Revising Water Pct
nduded In Basis for Revising Water pd.
nduded In Basis for Revising Water Pct.
508,027,92 _$2,248,101.73 21.55%
50.00
586,345.00
59.300.96
50.09
5090
50.00
50.00
50.00
532,780.56
50.00
511,600.00
3508,027.92
4.000 55,042.70 21.55% Relmb. Cost of Items 1-13/15A
2.000 5387.90 21.55% Reimb. Cost of Items 1-13/15A
1.000 51,508.50 21.55% Rebnb. Cost of Items 1.13/15*
3.000 521,075.90 21.55% Reimb. Cost of Items 1-13/15A
351.036 522,167.45 * 094% Reimb. Cost of Paving & Concrete
296.788 511,549.91 89.4% Reimb. Cost of Paving & Concrete
217,700 58,249,65 89.4% Reimb. Cost of Paving & Concrete
0.000 50.00 21.55% Reimb Cost of Items 1-13/15A
1.000 51.508.50 21.55% Relmb. Cost of Gens 1-13/15A
150.000 596.98 21.55% Reimb. Cost of Items 1-13/15A
5.000 57,758.00 21.55% Reimb. Cost of Items 1-13/15A
1.000 52,111.90 21.55% Reimb. Cost of Items 1-13/15A
'4,000 54,848.75 21.55% Reimb. Cost of Items 1.13/15A
0.000 $5,301.30 * 21.55% Reimb, Cost of Items 1-13/15A
0.000 50.00 21.55% Reimb. Cost of Items 1-13/15A
0.000 52,262.75 21.55% Relmb. Cost of Items 1-13/15A
0.000 53,448,00 2155% Reimb. Cost of Items 1-13/15A
0,000 5775.80 • 21.55%Reimb. Cost of items 1-13/15*
1.000 5538.75 21.55% Reimb. Cost of Items 1-13/15A
0.000 30.00 21.55% Reimb. Cost of Items 1-13/15A
4.000 55 172 00 21.5546 Reimb. Cost of Items 1.13/15*
4.395 5646.50 21.55% Relmb. Cost of Items 1-13/15*
1.000 5172.40 * 21.55% Relmb. Cost of Items 1-13/15A
340.173 51,863.86 21,55% Reimb. Cost of Items 1-13/15A
0.000 50.00 21.55% Reimb. Cost of Items 1-13/15A
373.868 5500.39 21.55% Relmb, Cost of Items 1-13/15*
0.000 50.00 21.55% Reimb. Cost of Items 1.13/15A
18.000 56,658.95 21.55% Reimb. Cost of Items 1-13/15A
0,293 58,835.50 21.55% Reimb. Cost of Items 1-13/15*
822.984 310,049.06 21.55% Reimb. Cod of Items 1-13/15A
65,925 52,909.25 21.5599 Reimb. Cost of Items 1-13/15A
17,360 5766.10 21.55% Reimb. Cost of Items 1-13/15A
812.196 15,052.18 21.55% Reimb, Cost of Items 1-13/15A
243.000 510206.00 100% Relmbursade on Estimate
3267.000 5123,235.00 10056 Reimbursable on Estimate
0,000 30.00 100% Reimbursable on Estimate
6.000 51,749.93 Manhole Work Reimbursed 83.33%
5.000 51,499.94 Manhole Work Reimbursed 83.33%
141.000 522163.82 Manhole Work Reimbursed 83.33%
34.000 56,799.73 Manhole Wort Reimbursed 83.33%
11.000 52,733.22 Manhole Work Reimbursed 83.33%
26.000 5780,00 0099 Reimbursable on Estimate
2.000 $400,00 00% Reimbursable on Estimate
2.000 5400.00 00% Reimbursable on Estimate
6,000 11,200.00 00% Reimbursable on Estimate
1.000 53,000.00 0055 Reimbursable on Estimate
3255.000 510,736.00 00% Reimbursable on Estimate
28,390 585.17 6 -kind Reimbursement Pct 27.74%
2257.620 32.622.04 n -kind Reimbursement Pd. 27.74%
560.990 54,194.91 n -kind Reimbursement Pct 27.74%
0.280 5851.70 n4dnd Reimbursement Pct 27.74%
- 0.280 355.36078 n4dnd Reimbursement Pct 27.74%
5.680 . 5391.78 n4dnd Reimbursement Pa 27.74%
35.000 55250.00 00% Reimbursable
52,279.890.03
5903,947.79
71.61%
' Items affected by Change Order 1
Page 1 of 1
28.39%
28.39%
z.a-.w revwvz,c.:
ENGINEERING DIVISION
TIIE CITY OF FAYETTEVJLLE9720
113 WEST MOUNTAIN
FAYETTEVILLE, ARKANSAS 72701
479-575-8206 FAX 575-8202
FILE COPY
March 29, 2007
Mr. Larry Dickerson, Chief Fiscal Officer
A.H.T.D.
P.O. Box 2261
Little Rock, AR 72203-2261
Re: Audit of 004999 -STP -9142(6) -State Hwy 265 Widening
Dear Mr. Dickerson:
This letter is our response to your letter of October 9, 2006, reference to the results of the
audit of this project.
RJN Group, Inc from Dallas, Texas was our engineering consultant on this project who
worked closely with the Highway Department to perform the calculations which
ultimately were the basis for the formal agreement between A.H.T D, and the City of
Fayetteville. Copies of all the work sheets are attached for your information
After reviewing the findings of the audit we have the following comments:
(1) We do agree that the reimbursement factor of 51.44% should have been applied
to the actual construction cost without the betterment. It was an oversight,
although it was approved by A H T D
(2) We respectfully disagree with re-establishing the reimbursement factor (see note 4
below).
(3) It is unclear on what basis the auditor divided up the reimbursable and non
reimbursable items. A classic example of this is Traffic Control The cost of this
item was not affected by the betterment (increasing the 12" waterline to 24"). We
disagree with these classifications, as there are many items that are incorrectly
labeled as non -reimbursable.
(4) Since the Highway Department did not require the city to obtain an in-kind bid
schedule, we have re-established an in kind list using the original estimates, and
applying the contract prices whenever available. For the items that no bid prices
were available we estimated the price, using the same ratios as the original
estimates (Prepared by our Engineers, RJN and approved by A.H.T.D.). The
additional items that were included on the bid list and approved by A.H.T.D. are
indicated separately as they were bid.
(5) The 51.44% reimbursable factor per our official contract with A.H.T.D. is applied
to the in kind construction cost mentioned above.
(6) TheEasement casts and the EnpjiR
and reimbursable at the established rate of 51.44%. The betterment did not affect
the engineering costs (per RJN Group), or the easement costs.
(7) All items are adjusted to reflect the effect of betterment (over -sizing the 12"
waterline to 24' waterline).
Based on the above explanations the summary of costs and reimbursable amounts are
as follows:
Total Construction Cost $2,660,644.20
Plus Reimbursable Change Orders #1, 2, 4, & 7 14,325.00
200.00
1,380.00
15,000.00
Total In-kind Construction Cost
Easements Acquisition Expenses
Reimbursable Engineering
Construction Cost Without Betterment
Total Reimbursable Expenses
$2,691,549.20
$ 75,065.00
$ 573,868.31
$2,691,549.20
$3,340,482.51
Amount due to City $3,340,482.51 x.0.5144 = $1,718,344.20
Amount previously reimbursed to the City $1,972,812.03
Overpayment By A.H.T.D.
Sid Norbash
Staff Engineer
cc: Ron Pertie, City Engineer
David Jurgens, Water & Sewer Director
Mr. Leonard Grinstead, A.H.T.D.
Attachments: Supporting documents
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