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HomeMy WebLinkAbout126-11 RESOLUTIONRESOLUTION NO. 126-11 A RESOLUTION TO APPROVE TASK ORDER NO. 6 FOR ENGINEERING WORK BY MCCLELLAND ENGINEERING, INC. RELATED TO THE AIRFIELD PAVEMENT REHABILITATION AND RE -STRIPING PROJECT IN THE APPROXIMATE AMOUNT OF $22,830.00, AND APPROVING A BUDGET ADJUSTMENT 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 Task Order No. 6 for engineering work by McClelland Engineering, Inc. related to the Airfield Pavement Rehabilitation and Re -Striping Project in the approximate amount of $22,830.00, and authorizes Mayor Jordan to sign Task Order No. 6 (attached). Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached as Exhibit "A". PASSED and APPROVED this 19th day of July, 2011. APPROVED: By: ATTEST: 0414-sid K,1/114,0aL SONDRA E. SMITH, CiClerk/Treasurer 1Zrrn j • •.G�ZY 0,c•.<./ ,vccv•-:- : FAYETTEVILLE: L. r City of Fayetteville, Arkansas Budget Adjustment Form V11.0415 Budget Year 2011 Division: Aviation Department: Transportation Services Request Date 7/19/2011 Adjustment Number BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION To provide funds for a design and engineering Task Order for the Airport Pavement Rehab & Re -marking project. The project is eligible for 100% funding through grants from the FAA/DOT and the AR Department of Aeronautics, contingent upon approval of the City Council and the funding agencies. Bid results are required for the submission of the grant application to the FAA. Upon receipt of the grant, a separate BA will be issued to recognize the grant revenue and restore the Use of Prior Fund Balance portion. Division Head dget Director Departm - nf�Direc'or Fin ce Director Prepared By: James Nicholson jnicholson Reference: �-s- z1/?, Date Budget & Research Use Only Type: A BCD E P Date 7-5- X.6 1 j General Ledger Date Date 1- V- t Posted to General Ledger ff Date s yor Account Name Initial Date Checked / Verified ate Initial Date TOTAL BUDGET ADJUSTMENT 22,830 22,830 Increase / (Decrease) Project.Sub Account Number Expense Revenue Number Professional services 5550.3960.5314.00 22,830 11023 . 1 Use of Fund Balance R 5550.0955.4999.W' 22,830 . u .� J:1James120111Budget1BA2011_11023_Airport Pavement_Rehab AIP40 Revised 070511 1 of 1 Ray M. Boudreaux Submitted By City of Fayetteville Staff Review Form City Council Agenda !tams and Contracts, Leases or Agreements 7/19/2011 City Council Meeting Date Agenda Items Only Aviation Division Action Required: Transportation Department Action Required: a) Approve Task Order #6, McClelland Consulting Engineers Inc., Contact R. Wayne Jones, P.E., 443-2377; 443- 9241 FAX; wjones@mcclelland-engrs_com 22,830.00 Cost of this request 5550.3960.7820.40 Account Number 11023 1 Project Number $ Category /Project Budget Funds Used to Date $ Remaining Balance ted , 1 1 Budget Adjustment Attached City Atto Airport Pavement Rehab & Re -mark Program Category/ Project Name Airport Capital Exp Program / Project Category Name Airport Fund Name 7 1 Previous Ordinance or Resolution # -te Original Contract Date: f % / L t k Original Contract Number: Date Finance and Internal Services Director 7- 5-20111 Date ReceiClerkved ' s Offiin ceCiiy 07-01-1 1 P 0 2 :: 4 5 R C Y I Received in Mayor's Office Comments: Project to be 100% funded with grants from the DOT/FAA and Arkansas Department of Aeronautics. Revised January 15, 2009 aye City Council Meeting of: July 19, 2011 Agenda Item Number: • ev1 e AVIATION DIVISION ARKANSAS FAYETTEVILLE EXECUTIVE AIRPORT • DRAKE FIELD CITY COUNCIL AGENDA MEMO/STAFF CONTRACT REVIEW MEMO TO: Mayor Jordan THRU Chief of Staff TBRU: Staff'Contract Review Committee THRU: Terry Gulley, Transportation Dir FROM Ray M. Boudreaux, Aviation DATE: June 20, 2011 SUBJECT: Approval of Task Order Na 6 with McClelland Consulting Engineers for the Airfield Pavement Rehab and Re -striping Project. Signature of the Mayor • RECOMMENDATION: Approve Task Order No. 6 with McClelland Consulting Engineers for the Airfield Pavement Rehab and Re -Striping Project. Signature of the Mayor. $ACKGROUND: This project applies rejuvenation compound to the runway following removal of rubber and deteriorating paint marling and then re -stripes the surface with approved markings and adds newly required runway intersection markings to all taxiway and runway intersections. We submitted application for FAA grant funds, but the FAA has requested an amended application using bid amounts and not engineering estimates. This Task Order engages MCE to prepare bid documents and evaluate the bids and provide construction oversight should the project receive FAA approval. BUDGET ACT: This project will be funded with Grant proceeds from FAA and State Aeronautics if the grant is approved. Attachments: Staff Review Task Order No. 6 4500 SOUTH SCHOOL AVENUE, SUITE F • AIRPORT TERMINAL BUILDING • FAYETTEVILLE AR 72701 • 4(4. /18.164V -479:718:7846 -FAX • www.aoceseiayenevil e. m:. ra• *.T - -. ' .• . airport economic development@ai.fayetteviife.ar.us RESOLUTION NO. A RESOLUTION TO APPROVE TASK ORDER NO. 6 FOR ENGINEERING WORK BY MCCLELLAND ENGINEERING, INC. RELATED TO THE AIRFIELD PAVEMENT REHABILITATION AND RE -STRIPING PROJECT IN THE APPROXIMATE AMOUNT OF $22,830.00, AND APPROVING A BUDGET ADJUSTMENT 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 Task Order No. 6 for engineering work by McClelland Engineering, Inc. related to the Airfield Pavement Rehabilitation and Re -Striping Project in the approximate amount of $22,830.00, and authorizes Mayor Jordan to sign Task Order No. 6 (attached). Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached as Exhibit "A". PASSED and APPROVED this 19th day of July, 2011. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer MCCLE CONsuLroNGLLAND ENGINEERS, INC. June 29, 2011 DESIGNED TO SERVE Mr. Ray Boudreaux Airport Director, Fayetteville Executive Airport 4500 S. School Suite F Fayetteville, AR 72701 1810 N. College Avenue P.OBox 1229 Fayetteville, AR 72703/72702-1229 479-443-2377 • FAX 479-443-9241 www.mcclelland-engrs.com Re: Task Order No 6 Airfield Pavement Rehab & Striping Fayetteville Executive Airport Dear Mr. Boudreaux: RECEIVED JUN 2 9 2011 AIRPORT In response to your request, please find three (3) copies of Task Order No 6 for the Airfield Pavement Rehab & Striping Project. Please advise if you need further information regarding this Task Order. Sincerely, McC LLAND CJNSULTING ENGINEERS, INC. Vice Pr Enclosure: nes, P.E. ent Task Order No 6 (3 copies) J:IDRAKE F I ELDICONTRACTS12009-201 31BOUDREAUX-062911-TO 6. DOC .4tcelelland '(.onoulti cg Engineexo, .7nc. - "`.deet Engineering Minnow 2uoineaa 2009 d 2010 (lwa'4 5tecipient RECEIVED JUN 2 9 2011 AIRPORT TASK ORDER NO. 6 AIRFIELD PAVEMENT REHABILITATION & RE -STRIPING STATE OF ARKANSAS COUNTY OF WASHINGTON This Task Order is written pursuant to the basic agreement entitled CITY OF FAYETTEVILLE, AGREEMENT FOR ENGINEERING SERVICES, executed on May 5, 2009. The referenced basic agreement pertains to proposed improvements to Drake Field, Fayetteville Executive Airport. This Task Order entered into and executed on the date indicated below the signature block, by and between the City of Fayetteville and McClelland Consulting Engineers (MCE), sets forth the project description, project schedule, and engineering fees related to the preparation of an Airfield Runway & Taxiway Pavement Rehabilitation & Re -Stripping at Drake Field. SECTION 1- PROJECT DESCRIPTION The overall project is to consist of the rehabilitation and re -striping of the Airfield Pavement including, Rubber Removal, Airfield Striping Removal, Asphalt Pavement Rejuvenation and re -striping of the Runway and Taxiways. The services to be performed include: Detailed Plans and Specifications, Bidding Services and Construction Administration/Construction Observation Services. SECTION II - PROJECT SCHEDULE From the time the City of Fayetteville issues the Notice To Proceed (NTP), McClelland Consulting Engineers, Inc. will endeavor to execute the project within the following time periods: J:IDRAKE FIELDICONTRACTS12009-20131Task Order 6.doc 1 Task Completion After NTP A. Prepare Airfield Pavement Striping Plan and Specifications 20 calendar days SECTION III - SCOPE OF SERVICES McClelland Consulting Engineers, Inc. shall, generally, provide those services listed in the basic agreement which are applicable to this specific Task Order. Specifically, the project is likely to include: A. Prepare the Airfield Striping Plan, specifications, and Bid Documents. B. Prepare Bidding Document and recommendations for award of construction contract. C. Construction Administration and Inspection. D. Providing three sets of "Record Drawings". SECTION IV - FEES AND PAYMENTS The following fees are to be paid to McClelland Consulting Engineers, Inc. as compensation for his services: A. Detailed Airfield Striping Plans and Specifications lump sum of $ 9,830.00 B. Bidding Service lump sum of $ 2,500.00 C. Construction, Administration & Inspection hourly rates estimated to be $10,500.00 Appendix A presents hourly rates for personnel anticipated to be assigned to this project by McClelland Consulting Engineers, Inc. J:IDRAKE FIELD\CONTRACTS12009-20131Task Order 6.doc 2 SECTON V - BASIC AGREEMENT IN EFFECT: Except as amended specifically herein, the basic AGREEMENT FOR ENGINEERING SERVICES shall remain in full force as originally approved and executed. IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be duly executed as of the date and year first herein written. FOR THE CITY OF FAYETTEVILLE: Attest: tai it,v . q9� FOR McCLELLAND CONSULTING ENGINEERS, INC.: By: Date: President &%zy/r/ J:IDRAKE FIELDICONTRACTS12009-20131Task Order 6.doc Attest: APPENDIX A TASK ORDER NO, 6 Hourly Rates for Personnel Fayetteville Executive Airport CATEGORY BILLABLE HOURLY RATE RANGE Principal Engineer $ 155 Sr. Project Manager $ 143 Project Engineer $ 135 Project Engineer IV $ 127 Project Engineer III $ 115 Project Engineer II $105 Project Engineer I $ 85 Registered Land Surveyor $ 104 Survey (2 man or 1 -man Robotic) Crew $ 143 Survey Technician $ 80 Engineering Technician/Observer IV $ 90 Engineering Technician/Observer III $ 84 Engineering Technician/Observer II $ 65 Engineering Technician/Observer I $ 55 Survey (2 man or 1 -man Robotic) Crew $ 143 Chief Draftsman $ 73 Draftsman 11 $ 60 Draftsman I $ 50 Soils Lab Supervisor $ 60 Soils Technician II $ 45 Soils Technician I $ 42 Clerical Support $ 50 Mileage $ 0.50 J:IDRAKE F[ELDICONTRACTS12009-20131Appendix A TO 6.doc RESOLUTION NO. A RESOLUTIO 0 APPROVE TASK ORDER NO. 6 FONGINEERING WORK BY MC ELLAND ENGINEERING, INC. RE ` ATED TO THE AIRFIELD PAVE T REHABILITATION AND RE -S , RIPING PROJECT IN THE APPROXIMA . AMOUNT OF $22,830.00 BE IT RESOLVED B THE CITY COU CIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Counci of approves Task Order No. 6 for engineering wo Airfield Pavement Rehabilitation and Re -Stn $22,830.00, and authorizes Mayor Jordan to sign PASSED and APPROVED this 19th day APPROVED: By: By: LIONELD JORDAN, Mayor r SONDRA E. SMITH, ity Clerk/Treasurer the Ci i of Fayetteville, Arkansas hereby by M lelland Engineering, Inc. related to the roject in the approximate amount of Order No. 6 (attached). f July, 011. ATTEST: Ray M. Boudreaux Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements City Council Meeting Date Agenda Items Only Aviation Division Action Required: Transportation Department Action Required: a) Approve authority to accept a Grant Offer from DOT/FAA (95% of project cost) & an Arkansas Department of Aeronautics grant (5% match). 239,497.00 GRANT REVENUE 5550.3960.7820.40 Account Number 11023 1 Project Number Budgeted Item REVENUE BUDGET Category / Project Budget Airport Pavement Rehab & Re -mark Program Category I Project Name Airport Capital Exp Funds Used to Date Program / Project Category Name Airport Remaining Balance Fund Name Budget Adjustment Attached 9-a- 1 Previous Ordinance or Resolution # 126-11 Date Original Contract Date: 19 -Jul 51Z"- (/ Original Contract Number: Date `Tout k. ' - 12-2c 11 Finance and Internal Services Director Date 08-12_11P02.42 KL,vu Received in City Clerk's Office Comments: Project to be 100% funded with grants from the DOT/FAA and Arkansas Department of Aeronautics. The Item is on the 8/16/11 Council Agenda. The Grant dollar amount is revised per FAA request. Revised January 15, 2009 • aye evi ARKANSAS City Council Meeting of: N/A Agenda Item Number: 1 e AVIATION DIVISION FAYETTEVILLE EXECUTIVE AIRPORT • DRAKE FIELD CITY COUNCIL AGENDA MEMO/STAFF CONTRACT REVIEW MEMO TO: THRU: THRU: THRU: Mayor Jordan Chief of Staff Staff/Contract Review Committee Terry Gulley, Transportation Director FROM: Ray M. Boudreaux, Aviation Dir DATE: August 10, 2011 SUBJECT: Approve Amended Grant Application for the Runway Rejuvenation Project at the airport reducing the amount of the grant request to $239,497 per request of the FAA program manager, Paul Burns. Signature of the Mayor and City Clerk. RECOMMENDATION: Signature of the Mayor and City Clerk on amended FAA/AIP grant application in the amount of $239,497 for the Runway Rejuvenation Project at Drake Field. BACKGROUND: FAA does not have the funds to approve grant funding for an amount more than the already approved entitlement funds assigned to Drake Field for the Rejuvenation Project. McClelland Consulting Engineers has reduced the scope of the project to include the runway and taxiway "A" only leaving Taxiway "B" for a later date. The new scope falls within the available funding and has been agreed to by the Contractor, Time Striping. The amended application is due to the FAA by August 18, 2011 signed. BUDGET IMPACT: This project is 95% funded through FAA/AIP grant funds and 5% through State Aeronautics Commission. Attachments: Staff Review Amended Grant Application Original Grant Application 4500 SOUTH SCHOOL AVENUE, SUITE F • AIRPORT TERMINAL BUILDING • FAYETTEVILLE AR 72701 479.718.7642 • 479.718.7646 FAX • uw w.accessfayetteville.org/governmenUaviation airport_economic_development@ci.fayetteville.ar.us a'F'Cve .eville THE CITY OF FAYETTEVILLE, ARKANSAS AVIATION DIVISION 4500 S School Ave, Ste F Fayetteville, AR 72701 P (479) 718-7642 ARKANSAS www.accessfayetteville.org TO: Mayor Lioneld Jordan THRU: Jason Kelly, Assistant City Attorney FROM: Ray M. Boudreaux, Aviation Director RE: Grant Certifications and Assurances DATE: 8/12/11 Regarding the Mayor's personal legal liability as signatory for the City on the DOT/FAA grant application for AIP40, Pavement Rehab project, 1, Ray M. Boudreaux, Director, Aviation Division, hereby certify to the best of my knowledge and without exception that: 1. the assurances and certifications required by the Grant Agreement can be made as to the project under consideration; 2. all certifications and assurances required by the Grant Agreement can be legally made Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701 Page 1 of 2 James Nicholson - Drake Field Grant Application - Pavement Rehab Project From: James Nicholson Date: 6/23/2011 Due: 7/28/2011 Subject: Drake Field Grant Application - Pavement Rehab Project Thanks Paul, we will get right on it! Regards, Ray Ray M. Boudreaux, Col. USAF (ret) Director of Aviation Fayetteville Executive Airport, Drake Field 4500 S. School Ave., Suite F Fayetteville, AR 72701 ph. 479.718.7642 fax. 479.718.7696 email: rboudreaux@d.fayetteville.ar.us TDD (Telecommunications Device for the Deaf) 479-521-1316 »> <Paul.Burns@faa.gov> 6/23/2011 10:01 AM »> Ray - I enjoyed visiting with you today on the phone and hopefully your request (summarized in the attachment below) will result in an AIP-funded project this fiscal year (FY -2011). I just wanted to review a few of our requirements needed for this project to successfully come about. First, we need the sponsor's grant application package (paper copies, no pdfs please) by July 29, 2011. As always, the grant application should be "based on bids". The application package should include: -Bid Tabulation -Copy of Engineering Services Agreement - All required Sponsor Certifications -Evidence that the Construction Safety Plan has been e -filed - Any required requests for Modifications to Standards (seal -coat projects generally require an MOS) - Updated Capital Improvement Plan -Evidence that the sponsor's CCR registration is up to date Be aware, too, the SF -424 (what used to be the first page of a grant application) has been updated. The new SF -424 (comprised of 3 pages) is dated 3/31/2012 and is available on the intemet. Also, please be aware that FYV can only count on having about $240,000 in non -primary entitlement funds available for an AIP project this year. Thanks. Paul Burns ASW -630H (817) 222-5648 From: 'James Nicholson"<inicholson@ci.tayetteville.ar.us> To: Paul Bums/ASW/FAA@FAA CC 'Ray Boudreaux"<rboudreaux@ci.rayetteville.ar.us> Date: 06/21/2011 03:24 PM about:blank lel �A .. . 4. 7/27/2011 a�fve .evi�le THE CITY OF FAYETTEVILLE, ARKANSAS AVIATION DIVISION 4500 S school Ave, Ste F Fayetteville, AR 72701 P (4791718-7642 ARKANSAS www.accessfayetteville.org August 12, 2011 Paul Bums ASW630H Project Manager Federal Aviation Administration Southwest Region, Airports Division Arkansas/Oklahoma Airports Development Office Fort worth, Texas 76193-0630 Dear Mr. Burns, Please accept this letter as our intent to apply for support under the AIP program for our Runway Rejuvenation Project at Fayetteville Executive Airport, Drake Field. We have reduced the project scope and request support within the entitlement funds available. Total project cost for the runway portion of the project is $252,102 with the Entitlement request of $239,497 under the $240,000 available. Attached please find the new contract signed by the contractor, the revised five year CIP and the engineers estimate as requested. Thank you for your support of Drake Field. Sincerely, Ray M. Boudreaux, Colonel USAF (ret) Director of Aviation Atch: Revised CIP Bid Tab with Engineering Estimate Change Order Reflecting new scope Contract for the work signed by contractor and engineer Task Order w/ MCE for this project Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701 OMS Number. 4040-0004 Expiration Date: 03/31/2012 Application for Federal Assistance SF -424 • 1. Type of Submission: 0 Proapplication E Application D Changed/Corrected Application • 2. Type M New 7 Continuation 71 Revision of Application: ' If Revision, select appropriate letter(s): ___] ' Other (Specify) ' 3. Date Received: 4. Applicant Identifier. 5a. Federal Entity Identifier: • 5b. Federal Award Identifier: AR/OK ADO, ASW -630 3-05-0020-40-2011 State Use Only: 6. Date Received by State: 7. State Application Identifier. 8. APPLICANT INFORMATION: ' a. Legal Name: City of Fayetteville " b. Employer/Taxpayer Identification Number (EIN/TIN): 716018462 ' c. Organizational DUNS: [134398903 d. Address: ' Street!: S treet2: • City: County: ' State: Province: 'Country: • Zip I Postal Code: 4500 S School Ave , Ste F Fayetteville Washington Arkansas USA: UNITED STATES 72701 e. Organizational Unit: Department Name: Division Name: Transportation Aviation t. Name and contact information of person to be contacted on matters involving this application: Prefix: COI. (USAF ret.) • First Name: Ray Middle Name: M ' Last Name: Soudreatrx Suffer Title: Aviation Director Organizational Affiliation: Airport Manager, Drake Field, KFYV • Telephone Number: 479-718-7642 Fax Number: 479-718-7646 • Email: rboudreaux@ci.fayetteville.ar.us Application for Federal Assistance SF-424 9. Type of Applicant 1: Select Applicant Type: (C) City Government Type of Applicant 2: Select Applicant Type: Type of Applicant 3: Select Applicant Type: • Other (specify): * 10. Name of Federal Agency: Federal Aviation Administration 11. Catalog of Federal Domestic Assistance Number: 20.106 CFDA Title: Airport Improvement Program (AIP) . * 12. Funding Opportunity Number: • Tdle: 13. Competition Identification Number: Title: 14. Areas Affected by Project (Cities, Counties, States, etc.): City of Fayetteville, Washington County, Arkansas ` 15. Descriptive Title of Applicants Project: Pavement Rehabilitation & Re-marking Attach supporting documents as specified in agency instructions. Application for Federal Assistance SF-424 16. Congressional • a, Applicant Districts Of: AR District 3 " b. Program/Project 1AR District 3 Attach an additional list of Program/Proiecl Congressional Districts if needed. 1 17. Proposed ' a. Star! Gale: Project: October 2011 ' b. End Date: [November 2011 16. Estimated Funding (t): • a. Federal 239.497 • b. Applicant ' c. State 12,605 ' d. Local ' e. Other • 1, Program income • g, TOTAL 252.102 ' 19. Is Application ix: a. This application f< b. Program c. Program Subject to Review By State Linder Executive Order 12372 Process? was made available to the State under the Executive Order 12372 Process for review on is subject to E.O. 12372 but has not been selected by the State for review. is not covered by E.O. 12372. ' 20. Is the Applicant Delinquent On Any Federal Debt? (11 "Yes", provide explanation.) Applicant Federal Debt Delinquency Explanation rYes r No 21, By signing this application, I certify (1) to the statements contained in the list of certifications" and (2) that the statements herein are true, complete and accurate to the best of my knowledge. I also provide the required assurances" and agree to comply with any resulting terms N I accept an award.1 am aware that any false, fictitious, or fraudulent statements or claims may subject me to criminal, civil, or administrative penalties. (U.S. Code, Title 218. Section 1001) Jj'•IAGREE " The list of certifications and assurances. or an internet site where you may obtain this list, is contained in the announcement or agency specific instructions. Authorized Representative: Profs: Middle Name: ' Last Name: Suffix: ,The Honorable 1 • First Name: Liotleld ' Jordan • Title; 'Mayor, City of Fayetteville ] ' Telephone Number: F479_575_8330 Fax Number: 479.575-8257 J ' Email: tiordan@ci.fayettetigo.ar.us • Signature of Authorized Representative: , • Date Signed: [ 77:4/,, Application for Federal Assistance SF -424 Applicant Federal Debt Delinquency Explanation The following field should contain an explanation if the Applicant organization is delinquent on any Federal Debt. Maximum number of characters that can be entered is 4,000. Try and avoid extra spaces and carriage retums to maximize the availability of space. N/A