The URL can be used to link to this page

Home My WebLink About85-09 RESOLUTIONRESOLUTION NO, 85-09 A RESOLUTION APPROVING CHANGE ORDER NO. 4 TO THE CONTRACT WITH DRC EMERGENCY SERVICES, LLC IN THE AMOUNT OF $220,000.00 FOR ADDITIONAL DEBRIS REMOVAL ASSOCIATED WITH THE JANUARY 2009 ICE STORM; AND APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF $220,000.00. 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 Change Order No. 4 to the contract with DRC Emergency Services, LLC in the amount of $220,000.00 for additional debris removal associated with the January 2009 Ice Storm. A copy of the Change Order, 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 in the amount of $220,000.00. PASSED and APPROVED this 161i day of April, 2009. �Lc; •G\JY o •�'4 APPROVED: ATTEST: ` ; FAYETTEVILLE: c B : 0L LI NELDJ AN, Mayor ,�.,r �rrrr By: 04did nil SONDRA E. SMITH, City der /Treasurer Change Order No. 4 Page I of 2 CONTRACT CHANGE ORDER Cily Contract# 2077 Schedule City Resolution # 47-09 Date 4/13/2009 City Project No.: 09010.0901 AN RC Project No.: N/A Project Name: Debris Removal Services Location: Fayetteville, AR Owner: City of Fayetteville Contractor: DRC Emergency Services. LLC Address: 113 W Mountain Address: 740 Museum Or Fayetteville, AR 72701 Sarasota, FL 34232 THE FOLLOWING CHANGES ARE HEREBY AMENDED INTO THE CONTRACT PLANS AND SPECIFICATIONS: ITEM # DESCRIPTION DECREASE INCREASE 1 Removal of vegetative debris from assigned load site to $167,743.47 disposal site 7 Management• processing and loading of all debris and/or $52,256.53 residue at the disposal site TOTAL DECREASE AMOUNT $0.00 $220,000.00 TOTAL INCREASE AMOUNT 1 $220,000.00 NETCHANGEORDERI ENGINEERS FINAL CHANGE TO CONTRACT AMOUNT: TOTAL AMOUNT $2AI9.185.64 ELIGIBLE AMOUNT 0.00 Original Contract Amount Total Previous Change Order(s) $630,000.00 0.00 Net Amount This Change Order S220,000.0 $220.000.00 TOTAL CONTRACT AMOUNT TO DATE $3.269.185.64 $220.000.00 CHANGE TO CONTRACT COMPLETION DATE: riginal Completion Date Previous Adjusted Completion Date (Inerease)(Decrease) This Change Order Calendar Days NEW CONTRACT COMPLETION DATE: RECOMMENDED Signature Title Date n ACCEPTED: ��{`'� �tY�G fa ¢I�d�tit` tta > Contmc r �1 BY:hC•O •V Q 13 O hgnan Title ate APPROVED: CITY OF FAYETTEVILLE ner BY: X Q Signature Title Date BY: t 64[UCh_i Si nature Title a '0 SG• ' 1d ;FAYETTEVILLE' = City of Fayetteville, Arkansas Budget Adjustment Form Budget Year Department: Citywide 2009 Division: Citywide Program: Ice Storm 2009 - FEMA Project or Item Added/Increased: $220,000.00 is requested in the Professional Services account in the ICE FEMA (2009 Ice Storm Reimbursement) project. Justification of this Increase: Additional funds are needed to allow for an increase in the total cost of ice storm debris removal services required to complete the removal of all remaining debris. Staff has requested the approval of Change Order #4 to Contract 2077 with DRC Emergency Services, LLC. to increase the contract amount due to actual debris quantities having exceeded the original estimate. Account Date Requested I Adjustment Number 4/16/2009 -oject or Item Deleted/Reduced: $27,500.00 is requested from the State Grants - Operational account, $165,000.00 is requested from the Federal Grants - Operational account and $27,500.00 is requested from the Use of Fund Balance account. ustification of this Decrease: Since the area was declared a national disaster, reimbursement from FEMA (75%), Arkansas Department of Emergency Management (12.5%) and use of fund balance (12.5%) in the City's Replacement & Disaster Recovery Fund will be available. , Increase Budget Account Number Amount Project Number Professional Services 4270 9280 5314 00 220,000 09010 0901 Account Name Decrease Budget Account Number Amount Project Number State Grants - Operational 4270 0927 4302 01 27,500 09010 0901 Federal Grants - Operational 4270 6927 4309 01 165,000 09010 0901 Use of Fund Balance 4270 0927 4999 99 27,500 Division Head Date 45 V // S' dget bitfectDate Department Director Date '&A 0.. R.I. 4 1N -2.0o1 Finance Director Date Chief f Staff Date M yor Date V.090403 Budget & Research Use Only Type: A B C D E Requested By Ginny Gundlach General Ledger Date Posted to General Ledger Initial Posted to Project Accounting Initial Date Leif= City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 4/16/2009 City Council Meeting Agenda Items Only Terry Gulley Transportation Transportation Services Submitted By Division Department Action Required: Approval of Change Order #4 to Contract Number 2077 with DRC Emergency Services, LLC to increase the contract amount by $220,000.00 for a total contract amount of $3,269,185.64 and approval of a budget adjustment in the amount of $220,000.00. $ 220,000.00 Cost of this request 4270.9280.5314.00 Account Number 09010/0901 Project Number Budgeted Item $ 4,000,000.00 Category / Project Budget $ 3,400,315.54 Funds Used to Date $ 599,684.46 Remaining Balance Budget Adjustment Attached �X ICE FEMA (2009 Ice Storm Reimb) Program Category / Project Name Ice Storm 2009 Program / Project Category Name Replacement & Disaster Recovery Fund Name y14 1 Previous Ordinance or Resolution # to City Attorney +o-.4 R . �J,9.-.._ 4 - -aS H-69 and Internal Services Director Date y Date ate Original Contract Date: Original Contract Number: Q? Received in City `'� Clerk's Office Received in Mayors Office °( 76-09 2/18/2009 2077 Revised January 15, 2009 Q65 q(14107 S5ryh-�1 Tayelevi le ARKA \iAi CITY COUNCIL AGENDA MEMO To: Fayetteville City Council Mayor Lioneld Jordan Thru: Don Marr, Chief of Staff From: Terry Gulley, Transportation Services Director Date: April 16, 2009 City Council Meeting of April 16, 2009 Subject: Approval of Change Order #4 to Contract 2077 with DRC Emergency Services, LLC to increase the contract amount by $220,000.00 for a total contract amount of $3,269,185.64. RECOMMENDATION Staff recommends approval of Change Order #4 to Contract Number 2077 with DRC Emergency Services, LLC to increase the contract amount by $220,000.00 for a total contract amount of $3,269,185.64 and approval of a budget adjustment in the amount of $220,000.00. BACKGROUND Contract Number 2077 currently provides for services including but not limited to vegetative storm debris removal, tree trimming & removal within public lands and right of way, and debris disposal site operations management City-wide, in compliance with FEMA requirements. The storm debris removal and storm debris removal monitoring contracts were based on an estimated total of 419,922 cubic yards of storm debris. As of April 11, 2009, Solid Resources, Inc. reported that DRC Emergency Services, LLC had removed a total of 465,492 cubic yards. An additional 52,382 cubic yards of remaining storm debris is now estimated to require removal. Uncertainty in the scope of the ice storm debris removal operation at the time it was necessary to begin required the use of estimates prepared with preliminary information and to the best ability of City staff. The estimates were prepared using a combination of aerial photo information calibrated with actual removal rates based on what City crews had actually removed in several areas. As actual storm debris quantities have exceeded the original estimate, a Contract Amendment will be necessary to complete the removal of all remaining storm debris. BUDGETIMPACT DRC Emergency Services, LLC projects that an additional $220,000.00 will be required, in addition to the approved contingency amount, to complete the removal of all remaining debris. Approval of the attached budget adjustment will allocate the necessary amount from the City's Replacement & Disaster Recovery Fund. Costs associated with ice storm debris removal will be largely offset by reimbursements from FEMA and the State of Arkansas. RESOLUTION NO, A RESOLUTION APPROVING CHANGE ORDER NO. 4 TO THE CONTRACT WITH DRC EMERGENCY SERVICES, LLC IN THE AMOUNT OF $220,000.00 FOR ADDITIONAL DEBRIS REMOVAL ASSOCIATED WITH THE JANUARY 2009 ICE STORM; AND APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF $220,000.00. 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 Change Order No. 4 to the contract with DRC Emergency Services, LLC in the amount of $220,000.00 for additional debris removal associated with the January 2009 Ice Storm. A copy of the Change Order, 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 in the amount of $220,000.00. PASSED and APPROVED this 16th day of April, 2009. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer