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Home My WebLink About222-11 RESOLUTIONRESOLUTION NO. 222-11 A RESOLUTION TO APPROVE A CHANGE ORDER WITH PICK -IT CONSTRUCTION, INC. IN THE AMOUNT OF $19,710.00 AND TO APPROVE A BUDGET ADJUSTMENT TO RECOGNIZE A DONATION FROM THE FAYETTEVILLE YOUTH BASEBALL LEAGUE UP TO $33,600.00 TO COMPLETE THIS PROJECT WHEREAS, the City of Fayetteville did not have sufficient funds budgeted to complete the entire improvement project for the Walker Park ball fields; and WHEREAS, the Fayetteville Youth Baseball League has offered to donate up to $33,600.00 to complete this project which enables the City to approve change orders to add back parts of the project which had to be removed for lack of funding. NOW, THEREFORE 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 change order to the existing contract with Pick -It Construction, Inc. so that all of the Walker Park dugout and fan bleacher improvements can now be constructed. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment for up to $33,600.00 in donation revenue as needed to complete this whole Walker Park project, with the proviso that the City will expend all of its budgeted revenue (including contingency) first and use only that portion of the $33,600.00 donation as needed to complete the project and will return to Fayetteville Youth Baseball League any money not necessary to completely pay for this project. PASSED and APPROVED this 20th day of December, 2011. APPROVED: ATTEST: L 1 NELD AN, Mayor By: 44idig) £'ii SONDRA E. SMITH, City Clerk/Treasurer `,`,��er nrrrr®r� a��•� gi R�S..�'. ``.�:�G °OA. Y (:),c. °° G�,„ ;�. ®�. r. U . . r . FAYETf E V I LLE : :i....., ®�® 1:.17 ea ii) s° PkANS. J�edi li4ietasaa000►`` Bron Humphry Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 12/20/2011 City Council Meeting Date Agenda Items Only Park Maintenance Division Action.Required; `A resolution approving'a change order with Pick -it Construction, Inc:\to re -instate deductive alternates #2 and #3 in the amount of $19,710 and approval of a Budget Adjustment to recognize a $33,600 donation from Fayetteville Youth Baseball League and reimburse the Parks Development fund. Any portions of the donated funds that are not needed to complete the project will be returned to Fayetteville Youth Baseball. Parks and Recreation Department 19.71.0..00 Cost of this request 2250.9255.,5315.00 Account Number 11024.1101 ' Project Number Budgeted Item 116,419.00 Category / Project Budget 4,066.00 Contract Servs/Walker Park Baseball Program Category / Project Name Parks Development / Contract Srvs Funds Used to Date Program / Project Category Name 112,353.00 Parks Development Capital Remaining Balance Fund Name Budget Adjustment Attached Previous Ordinance or Resolution # 132-11 Original Contract Date: 12/6/2011. Zj ( Original Contract Number: City Attorney Finance and Internal Services Director -5-,4 Date Received in City 2-0 2-1 i P03:04 R C V D Clerk's Office 1,61,7 Received in Mayor's Office Comments: Revised January 15, 2009 ttevll1e THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE ARKANSAS www.accessfayetteville.org CITY COUNCIL AGENDA MEMO To: Mayor Lioneld Jordan and City Council Thru: From: Don Marr, Chief of Staff Connie Edmonston, Parks and Recreation Directo Byron Humphry, Maintenance Superintendent Date: December 2, 2011 ee? Subject: Fayetteville Youth Baseball Donation and Change Order PROPOSAL: The Fayetteville Youth Baseball Board of Directors has requested improvements to the Baseball Complex at Walker Park for many years. The Baseball Complex was built by volunteers starting in 1960. It is an old facility that needs improvements to serve the baseball community until the Regional Park's Baseball Complex is built. On August 2, 2011, the City Council passed Resolution Number 132-11 to approve a budget adjustment in the amount of $100,000 to be used to fund Walker Park Baseball Improvements. The Parks Department worked with Fayetteville Youth Baseball to develop plans for new dugouts and bleacher covers at Walker Park. After the expense of developing the plans and advertising the bid, there is $95,934 left to be spent on the project. We were uncertain if we could accomplish all of the work within our budgeted amount, therefore three deductive alternates were identified that could be removed from the bid to make the contract affordable. The project was advertised for bid and two vendors including Pick -It Construction, Inc. and Heckathorn Construction Company, Inc. submitted bids. Pick -It Construction, Inc. presented the low bid in the amount of $143,904. Deducting all of the deductive alternates and negotiating with Pick -it Construction, Inc. to change the scope of work on materials required, we were able to reduce the contract price to $102,139. The Parks Department submitted a contract for approval to the City Council along with a Budget Adjustment from Park Development Funds to make up the difference in the amount that was budgeted. We are anticipating that on December 6, City Council will approve Bid #11-67 with Pick -it Construction, Inc. in the amount of $102,139 with a 10% contingency of $10,214 for a total project cost of $112,353. Upon considering the contract price in relation to what the City originally budgeted and realizing that some needed improvements had to be deducted from the contract due to cost considerations, the Fayetteville Youth Baseball Board of Directors met and approved a donation to the City of Fayetteville up to $33,600. This donation is to be used as needed to reinstate deductive alternates #2 (bleacher cover on Field 6 - $6,570) and deductive alternate #3 (bleacher covers on Field 3 - $13,140) which total $19,710. The remaining $13,890 will be used to offset the initial contract price exceeding the $95,934 that the City had budgeted for the project. The THE CITY OF FAYETTEVILLE, ARKANSAS donation is made with the understanding that any donated funds not needed to complete the project be returned to Fayetteville Youth Baseball. RECOMMENDATION: A resolution approving a change order with Pick -it Construction, Inc. to re -instate deductive alternates #2 and #3 in the amount of $19,710 and approval of a Budget Adjustment to recognize a $33,600 donation from Fayetteville Youth Baseball League and reimburse the Parks Development fund. Any portions of the donated funds that are not needed to complete the project will be returned to Fayetteville Youth Baseball. BUDGET IMPACT: This project is funded with Park Development Funds, including Parkland Dedication/Impact Fees, and donated funds. The initial project cost was $102,139 with a 10% project contingency of $10,214. The addition of change order #2 ($19,710) brings the project cost to an estimated $121,849. A budget adjustment of $15,230 to reimburse the Parks Development fund will require $1,340 of the $10,214 contingency. The available funds for the project will be $130,723 which includes a remaining contingency of $8,874. Project Budget 12/6/11 Approved budget with 10% contingency $112,353 Donation from Fayetteville Youth Baseball $33,600 Budget Adjustment to Reimburse Parks Development Fund ($15,230) Available Budget $130,723 Contract 12/6/11 Approved Contract with Pick -it Construction, Inc. Requested Change Order New Contract Price with Change Order $102,139 $19,710 $121,849 Contingency Total Available Project Budget New Contract Price with Change Order Remaining Contingency $130,723 ($121,849) $8,874 Attachments: Budget Adjustment Pick -It Construction Change Order No. 2 Cost Estimate Change Order No. 2 Commitment letter with Fayetteville Youth Baseball RESOLUTION NO. A RESOLUTION TO APPROVE A CHANGE ORDER WITH PICK -IT CONSTRUCTION, INC. IN THE AMOUNT OF $19,710.00 AND TO APPROVE A BUDGET ADJUSTMENT TO RECOGNIZE A DONATION FROM THE FAYETTEVILLE YOUTH BASEBALL LEAGUE UP TO $33,600.00 TO COMPLETE THIS PROJECT WHEREAS, the City of Fayetteville did not have sufficient funds budgeted to complete the entire improvement project for the Walker Park ball fields; and WHEREAS, the Fayetteville Youth Baseball League has offered to donate up to $33,600.00 to complete this project which enables the City to approve change orders to add back parts of the project which had to be removed for lack of funding. NOW, THEREFORE 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 change order to the existing contract with Pick -It Construction, Inc. so that all of the Walker Park dugout and fan bleacher improvements can now be constructed. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment for up to $33,600.00 in donation revenue as needed to complete this whole Walker Park project, with the proviso that the City will expend all of its budgeted revenue (including contingency) first and use only that portion of the $33,600.00 donation as needed to complete the project and will return to Fayetteville Youth Baseball League any money not necessary to completely pay for this project. PASSED and APPROVED this 20th day of December, 2011. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer a'F�ite eville THE CITY OF FAYETTEVILLE, ARKANSAS •:_.: PARKS AND RECREATION DEPARTMENT 113 West Mountain Fayetteville, AR 72701 P (479) 4443471 F (479) 521-7714 ARKANSAS www.accessfayetteville.org CHANGE ORDER NO. 2 Cost Plus X Pre -Agreed Unit Price X Project Name and Number: Bid 11-67, Construction of Walker Park Dugouts and Bleacher Covers Name of Contractor: Pick -It Construction, Inc. Address of Contractor: 10024 N. Campbell Rd., Fayetteville, AR 72701 Date of Contract: December 6, 2011 Original Contract Sum: $ 143,904.00 Total Amount of Deductive Alternates (#1, #2 and #3): $ -32,850.00 Total Amount of All Previous Approved Change Orders: $ -8,915.00 Contract Sum prior to this Change Order: $ 102,139.00 Contract Sum Increase this Change Order: $ 19,710.00 New Contract Sum including this Change Order: $ 121,849.00 Subject and Reason for this Change Order: Staff is requesting several changes to the existing specifications that will reduce overall construction costs while maintaining a quality, low maintenance product. Requested changes include: 1) Replacement of the redwood fascia boards with treated boards; 2) Deletion of requirement to paint treated boards; and 3) Deletion of plywood soffit. Additional Time Requested: 0 Calendar Days Dated this 6th day of December, 2011 CITY OF FAYETTEVILLE Parks & Recreation Department Contractor By: Pick -It Constru tion Inc. yron um Park Maintenance S CITY OF FA TTEVIL p tendent 011M111/110, •`o\' �YJTRF4So ;`�V••G0�CY O1c •G.pc •-A FAYETTEVILLE iG•%9JO •�a NrQ dew Title: ATTEST: Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701 :ITEM#, "''t ,DESCRIPTION;.. , s. ..."„ UNIT ,•,° .,®;EST.OTY. `EST. UNIT,PRICE..,•?ESTIMATE. '` 1 Reinstate Deductive Alternate #2 - 1 Bleacher Cover on Field 6 L.S. 1 $ 6,570.00 $ 6,570.00 2 Reinstate Deductive Alternate #3 - 2 Bleacher Covers on Field 3 L.S. 1 - $ 13,140.00 $ 13,140.00 , Respectfully submitted, Finn Name: Pi -It Construction, Inc. Air• r. By: Date: A:17/// TOTAL $ 19,710.00 City of Fayetteville, Arkansas Budget Adjustment Form V11.0425 Budget Year 2011 Division: Parks & Recreation Department: Parks & Recreation Request Date 12/2/2011 Adjustment Number BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION A budget adjustment in the amount of $33,600 to add funding in the Walker Park Baseball Project and to recognize donation from Fayetteville Youth Baseball Association to assist with the Walker Park Baseball Project. Byron Humphry 12/2/2011 Division Head Date %2 - dget Director Connie Edmonsto Department Directo Date Date 12/2/2011 Fin.nce Director Date 12- 12.-2 if /2-/3-/ hie ftaff yor Date D. -e Prepared By: Tracie Martin Reference: kspringer Budget & Research Use Only Type: A B C D E P General Ledger Date Posted to General Ledger Checked / Verified Initial Date Initial Date TOTAL BUDGET ADJUSTMENT 33,600 33,600 Increase / (Decrease) Project.Sub Account Name Account Number Expense Revenue Number Contract services 2250.9255.5315.00 33,600 11024 . 1101 Donations 2250.0925.4809.00 33,600 11024 . 1101 Park improvements 2250.9255.5806.00 15,230 Contract services 2250.9255.5315.00 (15,230) 02002. 1 11024 . 1101 C:\DOCUME-1\KSPRIN-1\LOCALS-1\Temp\XPgrpwise\BA BA 12.2.11 Donations_V2.xls 1 of 4 City of Fayetteville, Arkansas Budget Adjustment Form V11.0425 Budget Year 2011 Division: Parks & Recreation Department: Parks & Recreation Request Date 12/2/2011 Adjustment Number BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION A budget adjustment in the amount of $33,600 to add funding in the Walker Park Baseball Project and recognize donation from Fayetteville Youth Baseball Association to assist with the Walker Park Baseball Proje Byron Humphry (44— 12/2/2011 Division Head Date Budget D. ector Connie Edmonston Gate /i !/l/ 12/2/2011 Department Directdr9 Date Tad Fi . nce Director Staff Date yor D Prepared By: Tr. ie Martin Reference: tmartin udget & Research Use Only Type: A B C D E P eral Ledger Date Posted to General Ledger Checked / Verified Initial Date Initial Date Account Name TOTAL B 4 DGET ADJUST ENT 33,600 33,600 Increase / (Decrease) Project.Sub Account Number Expense Revenue Number Contract services 2250.9255.5315.00 33,600 11024. 1101 Donations 2250.0925.4809.00 33,600 11024. 1101 Park improvements 2250.9255.5806.00 15,230 02001. 1 Contract services 2250.9255.5315.00 15,230) 11024 . 1101 C:\DOCUME-1\tmartin\LOCALS-1\Temp\XPgrpwise\BA BA 12.2.11 Donations_V2 1 of 1 FAYETTEVILLE YOUTH BASEBALL To Fayetteville City Council, Fayetteville Youth Baseball League, Board of Directors would like to make a donation to the City of Fayetteville in the amount of $33,600 to be used for improvements at Walker Park Baseball complex. We would like the donation to be used to add bleacher covers to fields 3 and 6 and to offset the cost of the contract that exceeded what the City had budgeted. We ask that any donated funds that are not needed to complete the contract be returned to us. Fayetteville Youth Baseball League w rt n a. John Long — Executive Vice President/Treasurer RESOLUTION NO. A RESOLUTION TO APPROVE A CHANGE ORDER WITH PICK -IT CONSTRUCTION, INC. IN THE AMOUNT OF $19,710.00 • ND TO APPROVE A BUDGET ADJUSTMENT TO RECOGNIZE A PiNATION FROM THE FAYETTEVILLE YOUTH BASEBALL LE • G E UP TO $33,600.00 TO COMPLETE THIS PROJECT WHEREAS, the City of Fayetteville did not have sufficieA t funds budgeted to complete the entir- improvement project for the Walker Park ball fields; WHE' ' : S, the Fayetteville Youth Baseball Le.:ue has offered to donate up to $33,600.00 to comp te this project which enables the City, o approve change orders to add back parks of the project whh had to be removed for lack of ding. NOW, TH r' FORE BE IT RESO VED BY THE CITY COUNCIL OF THE CITY OF FAYETTEV,ILLE, ARKANSAS: Section 1: That the City Oquncil of the C;° y of Fayetteville, Arkansas hereby approves a change order to the existing contradwith Pick -I 'Construction, Inc. so that all of the Walker Park dugout and fan bleacher improvements scan no . be constructed. Section 2: That the City Council o be City of Fayetteville, Arkansas hereby approves a budget adjustment for up to $33,600.00 donation revenue as needed to complete this whole Walker Park project, with the proviso,` hat the city will expend all of its budgeted revenue (including contingency) first and use ly that porti . of the $33,600.00 donation as needed to complete the project and will retu to Fayetteville euth Baseball League any money not necessary to completely pay for thi '•roject. PASSED and APPRO 1) this 20th day of December, 2011 APPROVED: By: LIONELD JORDAN, Mayor ATTEST: By: SONDRA E. SMITH, City Clerk/Treasurer