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HomeMy WebLinkAbout37-11 RESOLUTIONRESOLUTION NO. 37-11 A RESOLUTION AWARDING BID #11-21 AND AUTHORIZING A CONTRACT WITH PHELPS CONSTRUCTION CO., INC. IN THE AMOUNT OF $26,220.00 FOR THE PURCHASE OF ROCK FOR THE NIOKASKA STREAM RESTORATION 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 awards Bid #11-21 and authorizes a contract with Phelps Construction Co., Inc. in the amount of $26,220.00 for the purchase of rock for the Niokaska stream restoration. PASSED and APPROVED this 1st day of March, 2011. APPROVED: ATTEST: By: SONDRA E. SMITH, City Clerk/Treasurer ;rrrntrr►ro�� . ° o FAYETTEVILLE ; • c� : ° d 47,i n oPIA ACOae, Carole Jones Submit4d By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 3/1/2011 City Council Meeting Date Agenda Items Only Park Planning Division Action Required: Parks and Recreation Department A resolution awarding Bid #11-21 and approval of a contract with Phelps Construction Company, Inc. in the amount of $26,220 for Rock for Niokaska Stream Restoration. 26,220.00 Cost of this request 4470.9470.5400.00 Account Number 09025.0901 Project Number Budgeted Item X 312,000.00 Category / Project Budget 197,535.00 Funds Used to Date 114,465.00 Remaining Balance Budget Adjustment Attached r--, Niokaska Creek Stream Restoration Program Category / Project Name Niokaska Creek Stream Restoration Program / Project Category Name Sales Tax/Grant Fund Name �Dep3&t Dire 711fri(C- ity Attorney Finance and Internal Services Director .2 -ft /1 Date 2 A t - 241.1 Date .2—/Se/ Date 02/4 .1/7/ Date Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received ii®tyl 1-1 1 PO4 : 12 R C V D Clerk's Office Comments: Revised January 15, 2009 le THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE ARKANSAS www.accessfayetteville.org CITY COUNCIL AGENDA MEMO To: Thru: From: Date: Subject: Mayor Lioneld Jordan and City Council Don Marr, Chief of Staff Connie Edmonston, Parks and Recreation Director Alison Jumper, Park Planning Superintendent a) Carole Jones, Park Planner February 11, 2011 it Bid #11-21, Rock for Niokaska Stream Restoration Agenda Request for March 1, 2011 Meeting PROPOSAL: Sweetbriar Park contains 4.05 acres and is located at 2645 E. Sweetbriar Drive. The park is situated in the northeast quadrant of town east of Old Missouri Road and south of Joyce Boulevard. Niokaska Creek, a tributary to Mud Creek, flows through Sweetbriar Park. The creek is located within the Illinois River Watershed. The creek sections are incised and have several banks eroding into the park land and surrounding residential yards which have resulted in vertical cut -banks. Thesc banks contribute excessive sediment to the streams through lateral erosion. Bank erosion presents a safety concern and leads to a lack of riparian canopy. Restoration is necessary to stabilize the creek and prevent further erosion. On September 1, 2009, the City Council passed Resolution Number 191-09 authorizing the Parks and Recreation Department and the Engineering Division to accept a Wetland Program Development Grant from EPA Region 6 in the amount of $234,000 (see attached resolution). The Wetland Program Development Grant is used for projects that promote research, training, demonstrations, and surveys relating to the causes, effects, extent, prevention, reduction, and elimination of water pollution. The project includes construction of a natural stream channel with specified geomorphic features, five major rock vane structures, bankfull benches constructed out of rock and wood materials with soil mattresses, and associated site work. Bids for construction of the project were received on January 27, 2011, and the item is on the February 15 City Council consent agenda. The procurement of materials to be used for the project was not included in the construction contract. The bid for the rock to be utilized in the project was advertised on January 29, and bids were opened on February 11, 2011. Five vendors including Phelps Construction Company, Inc., Stone Gardens, LLC, Schwartz Stone Company, Northwest Arkansas Stone and APAC - Central submitted bids. Phelps Construction Company, Inc. was the low bid in the amount of $26,220. (See attached bid tabulation sheet and bid form). THE CITY OF FAYETTEVILLE, ARKANSAS RECOMMENDATION: A resolution awarding Bid #11-21 and approval of a contract with Phelps Construction Company, Inc. in the amount of $26,220 for Rock for Niokaska Stream Restoration. BUDGET IMPACT: This project is funded with Sales Tax/US EPA Region 6 Grant funds ($30,690). The cost of the rock to construct the stream restoration including applicable sales tax is $26,220. Attachments: Staff Review Form Resolution Number 191-09 Bid Tabulation Sheet Bid Form and Submittal Purchase Requisition RESOLUTION NO. A RESOLUTION AWARDING BID #11-21 AND AUTHORIZING A CONTRACT WITH PHELPS CONSTRUCTION CO., INC. IN THE AMOUNT OF $26,220.00 FOR THE PURCHASE OF ROCK FOR THE NIOKASKA STREAM RESTORATION 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 awards Bid #11-21 and authorizes a contract with Phelps Construction Co., Inc. in the amount of $26,220.00 for the purchase of rock for the Niokaska stream restoration. PASSED and APPROVED this 1st day of March, 2011. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer ave e f KANSAS BID: 11-21 02/11/11 2:00 PM CITY OF FAYETTEVILLE Bid 11-21, Rock for Niokaska Stream Restoration 1 APAC - Central Item 1 Item 2 Quarried Stone/Limestone Sandstone $46.50 $59.00 TOTAL PRICE 200 $9,300.00 300 $17,700.00 $27,000.00 2 Northwest Arkansas Stone Item 1 Native Stone Brown/Grey $90.00 200 $18,000.00 Item 2 Native Stone Brown/Grey $90.00 300 $27,000.00 $45,000.00 3 Phelps Construction Co., Inc. Item 1 Sandstone Light Reddish Brown/Brown $36.00 200 $7,200.00 Item 2 Sandstone Light Reddish Brown/Brown $56.00 300 $16,800.00 $24,000.00 4 Schwartz Stone Company Item 1 Sandstone Blue/Brown Item 2 Sandstone Blue/Brown $85.00 $85.00 200 $17,000.00 300 $25,500.00 $42,500.00 5 Stone Gardens, LLC Item 1 Item 2 Sandstone/Fieldstone Brown, Grey, Red, Black Mix $74.00 200 $14,800.00 Quarried Sandstone Brown/Grey $75.50 300 $22,650.00 $37,450.00 CERTIFIED: *NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City officials. P. VICE, PURCH MGR Bids must be submitted on this bid form in its entirety. EXECUTION OF BID - Bidders are requested to indicate by check mark or "Yes/No" on each line of the Technical Specifications the compliance of the item bid. Actual specification of any deficient item must be noted on the bid sheet or separate attachment. If specifications of item bid differ from provided literature, deviation must be documented and pre - approved as an option. Upon signing this Bid, the bidder certifies that: 1. He/she has read and agrees to the requirements set forth in this proposal, including specifications, terms, standard conditions, and any pertinent information regarding the articles being bid on. 2. Unless otherwise noted and explained, the unit bid and listed meets or exceeds all of these requirements as specified by The City of Fayetteville. 3. The Bidder can and will comply with all specifications and requirements for delivery, documentation and support as specified herein. 4. The City of Fayetteville reserves the right to award the bid in its whole, by line item, or all rejection. Unsigned bids will be rejected. Items marked * are mandatory for consideration. *NAME OF FIRM: bpi vs Con &-k-r- ue2ri f" Co Purchase Order/Payments shall be issued to this name *BUSINESS ADDRESS:?0 Box 1e 1 *CITY: V ° ' C..ck 8625 lkw as-• s . *STATE: AR *ZIP: ' 12 R L S *PHONE: (-1qq t 39 - - -5 FAX: In Lp39- 9•3 E-MAIL: Gl Pk -et FIS e v11\a < t e Inn *BY: (PRINTED NAME) b0. t 2 ?ln e, t �S *AUTHORIZED SIGNATURE: 1 LLeJIL 1 e1-' *TITLE: `e 5 Cci-2 iv..A- / *Acknowledge Addenda: Add. No. Dated: 1(31 I I I Add. No. , - Dated: al 41 I Add. No. Dated: Add. No. Dated: Add. No. Dated: Page 3 of 3 Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701 City of Fayetteville Bid 11-21, Rock for Niokaska Stream Restoration Bid Form — PER ADDENDUM 2 DATED 02/04/11 The City of Fayetteville Parks and Recreation Department is accepting bids for the purchase of 200 tons of rock to be used as boulder fill and 300 tons of hard sandstone boulders to be used as structure rock on a stream restoration project at Niokaska Creek in Sweetbrier Park and surrounding properties in northeast Fayetteville. NOTICE: This project is expected to be constructed in March 2011; therefore, delivery of the rock shall begin no later than March 8, 2011. A minimum of 50% of the total rock (100 tons of boulder fill and 150 tons of stone boulders) may be required to be delivered by March 11, 2011. The remainder of the rock may be required to be delivered no later than March 18, 2011. Purchase price includes delivery to Sweetbrier Park located at 2645 E. Sweetbrier Drive. Purchase price includes unloading of material at the site. l *GUARANTEED DELIVERY DATE: 5 WP C'.�,CS � no - Vice_ -I-0 DCe ea F.O.B. City of Fayetteville, Sweetbrier Park, 2645 E. Sweetbrier Drive, Fayetteville, AR 72701 *NOTE: All quantities listed are estimates only. The City reserves the right to deviate from quantities listed in this bid package. ITEM: DESCRIPTION: 1. Boulder rock with an average diameter ranging from 2 -foot to 4 -foot QUANTITY: *PRICE PER TON: *TOTAL PRICE 200 tons $ 3L 00 $ 7 /9,00,00 NOTE: The rock shall range in size from two feet to four feet in nominal diameter with individual rocks weighing % to one ton. At least 50% of individual rocks must be equal to or greater than % ton in weight. *TYPE OF ROCK: 540v'2 COLOR: IN. R dct k 'JrotJf\--Brpt.›Dr 2. Hard sandstone rock 300 tons $ 5(, .0O $ l (p, go©-Ot with an average diameter ranging from 3 -foot to 5 -foot NOTE: The rock shall range in size from three feet to five feet in nominal diameter with individual rocks weighing one to three tons. No more than 25% of individual rocks shall exceed a weight of two tons. {{ *TYPE OF ROCK: SIyvitS 1�1.P, COLOR: 1n,Ilt& � 1 BrCwk- }C(YUy\ TOTAL BID PRICE: $ oZ COO , Oro THIS FORM CONTINUES ON THE NEXT PAGE.. Page 2 of 3 Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701 v'Fa etleville www.accessfayetteville.org Bid 11-21, Addendum 1 Bid 11-21, Rock for Niokaska Scream Restoration THE CITY OF FAYETTEVILLE, ARKANSAS City of Fayetteville — Purchasing Division 113 W. Mountain — Room 306 Fayetteville, AR 72701 Phone: 479.575.8220 E -Mail: aforen@ci.fayetteville.ar.us Date: Monday, January 31, 2011 To: All interested parties From: Andrea Foren, CPPB, Purchasing Agent Notice: This addendum is hereby made a part of the bid documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. Addendum should be attached to the inside cover of the bidding documents, signed, and dated. Bid 11-21, has the following modifications and clarifications: 1. REFER TO PAGE 2 (BID FORM): Change NOTICE to read as follows: The project is expected to be constructed in March 2011; therefore, delivery of the rock shall begin no later than March 8, 2011. A minimum of 50% of the total rock (125 tons of boulder fill and 200 tons of stone boulders) may be required to be delivered by March 11, 2011. The remainder of the rock may be required to be delivered no later than March 18, 2011. 2. REFER TO PAGE 5 (TECHNICAL SPECIFICATIONS) LINE ITEM 2: HARD SANDSTONE: Page 1 of 1 Change first line item to read as follows: The rock shall range in size from three feet to five feet in nominal diameter with individual rocks weighing one to three tons. No more than 25% of individual rocks shall exceed a weight of two tons. Acknowledge Addendum #1: Printed Name: bake. pS Signature: 1L2 I9 dr-, Title: Pr -QS tate itit Date: ai gl l t Company: .1 f),S (tsiralion Co Telecommunications Device for the Deaf TDD (479) 5211316 113 west Mountain - Fayetteville, AR 72701 'Frt.r ille Bid 11-21, Addendum 2 Bid 11-21, Rock forNiokaska Stream Restoration THE CITY OF FAYETTEVILLE, ARKANSAS City of Fayetteville — Purchasing Division 113 W. Mountain — Room 306 Fayetteville, AR 72701 Phone: 479.575.8220 E -Mail: aforen@ci.fayetteville.ar.us Date: Friday, February 04, 2011 To: All interested parties From: Andrea Foren, CPPB, Purchasing Agent Notice: This addendum is hereby made a part of the bid documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. Addendum should be attached to the inside cover of the bidding documents, signed, and dated. Bid 11-21, has the following modifications and clarifications: 1. REFER TO PAGE 2 (BID FORM): THE BID FORM HAS BEEN REVISED PER THIS ADDEDNDUM — ALL BIDDERS NEED TO USE THE CORRECTED BID FORM ATTACHED. Change Quantities were revised as follows: Item No. 1 Boulder rock with an average 200 tons diameter ranging from 2 -foot to 4 -foot Item No. 2 Hard sandstone rock 306 tons with an average diameter ranging from 3 -foot to 5 -foot 2. REFER TO PAGE 5 (TECHNICAL SPECIFICATIONS) LINE ITEM 1: BOULDER FILL: Page 1 of 3 Change first line item to read as follows: The rock shall range in size from two feet to four feet in nominal diameter with individual rocks weighing Y4 to one ton. At least 50% of individual rocks must be equal to or greater than'/2 ton in weight. Acknowledge Addendum #2: Printed Name: I)ct.1.2 Q Y1eti)S Signature: DAQe. Ph -4 - Title: Oct 1'01evxt Date: Com pa ny,t.tp.ij1S CCjKSh- Lich or Co. mac. Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701 RESOLUTION NO. 191-09 A RESOLUTION AUTHORIZING ACCEPTANCE OF AN EPA REGION 6 WETLAND PROGRAM DEVELOPMENT GRANT IN THE AMOUNT OF $234,000.00 FOR A STREAM RESTORATION DEMONSTRATION ON NIOKASKA CREEK THROUGH SWEETBRIAR PARK AND OTHER PROPERTIES; AND APPROVING A BUDGET ADJUSTMENT RECOGNIZING THE GRANT REVENUE. 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 authorizes acceptance of an EPA Region 6 Wetland Program Development Grant in the amount of $234,000.00 for a stream restoration demonstration on Niokaska Creek through Sweetbriar Park and other properties. Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment recognizing the grant revenue. PASSED and APPROVED this 1St day of September, 2009. APPROVED: An EST: By:1� ,-4 ) SO RA E. SMITH, City Crereasurer evilie? Purchase (Not a Pdrehase Orderj d°unless medical or 1099 service related. (Callx256 with griestionsj e'Purchasing a mai! Purchasin C cLfayettevi le.arus'= Vendor #: Address: P.O. Box 61 City: Midland Vendor Name: Phelps Construction Company, Inc. Requisition No.: P.O Number: Mail Yes: No: Date: 2/11/2011 Expected Delivery Date: Requester: F� Carole Jones, Park Planner State: AR Fob Point: Taxable Yes: X No: Quotes Attached Yes: No: Zip Code: 72945 Ship to code: Divison Head Appro)u Requester's Employee #: 3003 r, /1,10� Extension: 472 a Item Description bc.tuantity Unit of Issue Unit Cost Extended Cost Account Numbers 1 Rock for Niokaska Stream Restoration 1 1 LS $24,000.00 4470.9470.5400.00 Project/Subproject # 09025.0901 Inventory # Fixed Asset # 2 $0.00 3 4 5 6 7 8 9 10 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 Shipping/Handling -Special Instructions: Lot $0.00 Approvals: Mayor: Finance & Internal Services Director: Dispatch Manager: Department Director: Budget Manager: Utilities Manager: Subtotal: Tax: Total: $24,000.00 $2,220.00 $26,220.00 Purchasing Manager: IT Manager: Other. Revised 1/2/2008