HomeMy WebLinkAbout194-12 RESOLUTIONRESOLUTION NO. 194-12
A RESOLUTION TO APPROVE A CONTRACT WITH GRR LAND
COMPANY, LLC. IN THE AMOUNT OF $19,162.37 TO USE COMMUNITY
DEVELOPMENT BLOCK GRANT FUNDS TO REHABILITATE A CITY
BUILDING AT 1932 S. GARLAND FOR CHARITABLE SERVICES FOR
FAYETTEVILLE CITIZENS
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
contract with GRR Land Company, LLC. in the amount of $ 19,162.37 to use Community
Development Block Grant Funds to rehabilitate a city building at 1932 S. Garland for charitable
services for Fayetteville citizens.
PASSED and APPROVED this 2nd day of October, 2012.
APPROVED:
By:
ATTEST:
By: /
L ONEL 1 O :.1 AN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
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Yolanda Fields
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
10/2/2012
City Council Meeting Date
Agenda Items Only
Community Services
Division
Action Required:
RoLLt4LALQ\_
tc II12
Development Services
Department
CDBG - Approval of P.O. for Public Facility project for GRR Land Company, LLC dba, Rip Gresham Construction, for
the amount of $19,162.37.
$19,162.37
Cost of this request
2180.4990.5315.00
Account Number
1932-12
Project Number
Budgeted Item
x
40,000.00
Category / Project Budget
Program Category / Project Name
Funds Used to Date Program / Project Category Name
$ 40,000.00
Community Development
Remaining Balance Fund Name
Budget Adjustment Attached
Department irector
(O0-1,IL Previous Ordinance or Resolution #
Date
Original Contract Date:
orney Date
2l2- Original Contract Number:
Q ---" - . 10- 24,2_
Finance and Internal Services Director
Date
Received in City
Clerk's Office
10-01-12P05:01 RCVD
Loki
Received in
Mayor's Office
Comments: Staff recommends approval of P.O. for Public Facility Project
Revised January 15, 2009
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENT CORRESPONDENCE
ARKANSAS
www.accessfayettevi Ile.o rg
CITY COUNCIL AGENDA MEMO
To: Mayor and City Council
Thru: Jeremy Pate, Development Services Department Director
From: Yolanda Fields, Community Services Direc
Date: 10-01-2012
Subject: CDBG Public Facility Program- Approval of PO for CDBG Public Facility Project
PROPOSAL:
The property located at 1932 S. Garland was acquired with Community Development Block Grant (CDBG)
funds. This property is part of the CDBG Public Facility Program. Properties acquired with CDBG funds are
made available through an application process to non -profits that provide services to low to moderate residents
in the City of Fayetteville. Improvements to include:
• Replacing deteriorated concrete sidewalk leading to wheel chair ramp
• New 36 inch entry doors
• Remodeling of restroom to make it ADA accessible
• Removal of wall to allow waiting room ADA access
• Replacement storage shed
• New smoke detectors and emergency lighting
RECOMMENDATION:
Staff recommends approval of Purchase Order for the project located at 1932 Garland Ave. for GRR Land
Company, LLC dba, Rip Gresham Construction for the amount of, $19,162.37.
BUDGET IMPACT:
Project cost approximately it% /
6 2. 3 7
RESOLUTION NO.
A RESOLUTION TO APPROVE A CONTRACT WITH GRR LAND
COMPANY, LLC. IN THE AMOUNT OF $19,162.37 TO USE COMMUNITY
DEVELOPMENT BLOCK GRANT FUNDS TO REHABILITATE A CITY
BUILDING AT 1932 S. GARLAND FOR CHARITABLE SERVICES FOR
FAYETTEVILLE CITIZENS
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
contract with GRR Land Company, LLC. in the amount of $ 19,162.37 to use Community
Development Block Grant Funds to rehabilitate a city building at 1932 S. Garland for charitable
services for Fayetteville citizens.
PASSED and APPROVED this 2nd day of October, 2012.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
ave eyi.,le
www.accessfayetteville.org
THE CITY OF FAYETTEVILLE, ARKANSAS
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
STANDARD BID PROPOSAL FORM
PROJECT NUMBER: 1932-12 DATE ISSUED: 09-17-2012
DATE AND TIME OF OPENING: Monday 4:00 pm, October 01, 2012
OWNER'S NAME: City of Fayetteville
PROJECT ADDRESS: 1932 S. Garland Ave. Fayetteville, AR 72701
ATTENTION
The City has the right to select which of the items listed below will be completed based on
the amount of funds available.
*In blanks below please quote price for each item and the total for project at the bottom.
A) Concrete Sidewalk:
B) Demo and Framing:
C) Doors:
D) Drywall:
E) Interior Trim and paint
F) Bath #2 plumbing
G) Flooring
H) Electrical
I) Bathroom #2 Extras
J) Storage Shed
K) Clean up
1146
z0o5. ite
2.o0
F) Other
55g.oO
1q iUz.34-
113 W MOUNTAIN STI FAYETTEVILLE AR 72701 I PHONE 479.575.8260 I FAX 479.444.3445
Revised (01-2008) Form CS121 Page 1 of 2
ave evi 1e
AR NSA$
www.accessfayettevi 1le.arg
THE CITY OF FAYETTEVtLLE, ARKANSAS
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
MY TOTAL BID PRICE FOR THIS PROJECT IS $ 1 / 1,2-- • 3 7"
Upon signing this Bid, the bidder certifies that they have vie d the property, read and agree to
the requirements set forth in this bid proposal, including specifications, terms and standard
conditions, and pertinent information regarding the articles being bid on, and agree to furnish
these articles at the prices stated.
Complete Business Address: 1/41/e •
Name of Firm: �v11 G\ k 12* G emd (G( (3614gie # Efp I ' 11 } -#$4q
Residential Contractors License number D ( S 1 D
Street address or P 0 Box ' J�(,Q) 566139 �` f As. 116
City / State/ Zip Code MAtI, J/, 72712.
(ue4van
Printed Name:
Signatur
Title: kk i moPt ekl oer
113 W MOUNTAIN ST I FAYETTEVILLE AR 72701 I PHONE 479.575.8260 I FAX 479.444.3445
Revised (01-2008) Form CS121 Page 2 of 2
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
RECEIPT OF BIDS
OWNER(S): City of Fayetteville
ADDRESS: 1932 S. Garland PROJECT No: 1932-12
PROJECT TITLE: Moderate Rehabilitation at 1932 S. Garland
BID CLOSING DAY/DATE/TIME: October 1, 2012, 4:00 P.M.
CONTRACTOR:
CONTRACTOR:
CONTRACTOR:
CONTRACTOR:
CONTRACTOR:
Certified by:�
Witness:
Device forth.
(479)521 -
07-2
BID AMOUNT: [ [ /42.3 7
BID AMOUNT:
BID AMOUNT:
BID AMOUNT:
BID AMOUNT:
Date:
Date: ) Q `--?
"Form CD 118
K:\CR\NEW CR\CDBG\Housing\New forms for housing\Bid\Form CD 118 reciept of bids.doc
Yolanda Fields
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
lolal►1.
City Council Meeting Date
Agenda Items Only
Community Services
Division
Action Required:
.Sittet
Development Services
Department
CDBG - Approval of P.O. for Public Facility project
Cost of this request
2180.4990.5315.00
Account Number
Project Number
Budgeted Item
x
Category / Project Budget
Program Category / Project Name
Funds Used to Date Program / Project Category Name
Community Development
Remaining Balance Fund Name
Budget Adjustment Attached
Department Director r Date
Date
City Attorney
Finance' -and Internal Services Director ` ' Di3te
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
Received in Cityo 9- - l '2 A10:08 R C V D
Clerk's Office
Received in
Mayor's Office
`
Comments: Staff recommends approval of P.O. for Public Facility Project
Revised January 15, 2009
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENT CORRESPONDENCE
ARKANSAS
www.accessfayetteville.org
CITY COUNCIL AGENDA MEMO
To: Mayor and City Council
Thru: Jeremy Pate, Development Services Department Director g
From: Yolanda Fields, Community Services Director
Date: 09-18-2012
Subject: CDBG Public Facility Program- Approval of PO for CDBG Public Facility Project
PROPOSAL:
The property located at 1932 S. Garland was acquired with Community Development Block Grant (CDBG)
funds. This property is part of the CDBG Public Facility Program. Properties acquired with CDBG funds are
made available through an application process to non -profits that provide services to low to moderate residents
in the City of Fayetteville. Planned improvements are to include:
• Replacing deteriorated concrete sidewalk leading to wheel chair ramp
• New 36 inch entry doors
• Remodeling of restroom to make it ADA accessible
• Removal of wall to allow waiting room ADA access
• Replacement storage shed
• New smoke detectors and emergency lighting
•
RECOMMENDATION:
Staff recommends approval of a Purchase Order for the project located at 1932 Garland Ave. Bids for this
project will open on October 1, 2012 and award information will be provided for the Council Meeting of
October 2, 2012. As you are aware, normally bid amounts and the awarded party is submitted with the packet.
Staff is requesting that this item be placed on the agenda in anticipation of receiving acceptable bids, due to a
time -sensitive issue related to the CDBG grants for this year. This process will assist in meeting the CDBG
timeliness ratio calculation. Under the provisions of 24 CFR 570.902 of the CDBG regulations, a grantee (like
the City) is considered to be timely, if 60 days prior to the end of the grantee's program year, the balance in its
line -of -credit does not exceed 1.5 times the annual grant. If this requirement is not met the City's CDBG
funding for next will be automatically cut in the amount that exceeds this limit. This year the City received its
CDBG funding at the end of August which gave us two months to meet our timeliness test; testing for the City
of Fayetteville will be conducted at the end of October, thus it is critical that this contract be awarded and the
funds expended as soon as possible to meet the CDBG criteria and retain the maximum possible level of
funding for the following year.
THE CITY OF FAYETTEVILLE, ARKANSAS
BUDGET IMPACT:
Project cost, as awarded in the bid, paid for with CDBG funds.
Potential reduction in future years' awarded CDBG funds if required amount of funds are not expended.
RESOLUTION NO.
A RESOLUTION TO APPROVE A CONTRACT WITH
IN THE AMOUNT OF $ TO
USE COMMUNITY DEVELOPMENT BLOCK GRANT FUNDS TO
REHABILITATE A CITY BUILDING AT 1932 S. GARLAND FOR
CHARITABLE SERVICES FOR FAYETTEVILLE CITIZENS
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
contract with in the amount of $ to use
Community Development Block Grant Funds to rehabilitate a city building at 1932 S. Garland
for charitable services for Fayetteville citizens.
PASSED and APPROVED this 18th day of September, 2012.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
Highland Home Builder, Inc.
Bruce Kerr 479-903-0%6
Community Services Spec writer
brucegkerr(r netzero.com
Community Services Division
Public Facility Project
Scope of Project: Make Office #12 a waiting area and bath #2 an ADA compliant bathroom.
Redo concrete sidewalk. Work will include demo, framing, new exterior door,
electrical, plumbing, hardware, flooring, drywall, paint, and trim. Provide a new 8 ft
by 10 ft storage shed. (See drawing of the building that has the numbered rooms)
Owner's Name: City of Fayetteville (Office Building)
Project Location: 1932 S Garland, Fayetteville, AR
Project # 1932-12
Administrator: Brent Johnson Phone: 479-575-8270 Fax: 479-444-3445
Contractors Description of Work:
Minimum requirements for bidder: Proof of current Arkansas Commercial Contractor's license
which is provided by the State of Arkansas Contractors Licensing Board, Certificate of Liability
Insurance, and a statement of Completion of EPA/HUD Approved Lead Safety Training if
applicable.
GENERAL:
The contractor will be responsible for all aspects of the construction, installation, repairs, and
cleanup as stated in the Scope of Work and Specifics at the project location stated above.
Each bidder will be responsible for a complete inspection of the property at the project location
before submitting bid. All the distances, measurements, procedures, and listed materials should
be verified before submitting your bid to complete the work. The requirements listed here, in the
description of work, are general requirements and it will be the responsibility of the winning
bidder to assure the City of Fayetteville that the finished project is in compliance with all
applicable codes and standards and achieves the goal of raising the efficiency of the building.
The contractor's duties and responsibilities include, but are not limited to, the following:
1) Purchasing of all materials.
2) Supervision of all employees and subcontractors.
3) Coordination with the City of Fayetteville CDBG Administrator, the City of Fayetteville
Code Compliance Office and owners.
4) Project design.
5) Clean up and restoration of all lawns, planters, walking and driving surfaces to their original
condition.
6) Keep job site safe for others and practice safe working practices as required.
SPECIFICS:
A: CONCRETE SIDEWALK
A - 1 Tear out the old concrete sidewalk going to the wheelchair ramp on the south side of the
building. Haul off old concrete.
A - 2 Remove the last little angled wood transition piece from the end of the wheelchair ramp.
A - 3 Pour a 5 ft wide concrete sidewalk from the driveway to the wheelchair ramp. The top of
the concrete should be the same height as the first board of the ramp for a smooth
transition. (Ramp is approximately 22 ft long)
B: DEMO AND FRAMING
B - 1 Remove the East wall of office #12 to open the room up to the small entry hallway.
B 2 Demo the opening to the long hallway from the newly expanded office #12. Frame a new
wider doorway with a support header to make the opening a 6 foot cased opening to the
long hallway #19.
B - 3 Demo the closet out of bathroom #2.
B - 4 Demo the entry door to bathroom #2 and frame using a header to accept a 36 inch wide
door.
B - 5 Demo the entry door to office #4 and frame using a header to accept a 36 inch wide door.
B - 6 Demo the exterior door to the new larger office #12 and frame using a header to accept a
36 inch wide exterior door.
B - 7 Demo and remove the vanity cabinet and sink in bathroom #2.
C : DOORS
C - 1 Add a new 36 inch wide interior door to office #4 and bathroom #2 with the same hand
swing as the old door and similar style to the rest of the doors in hallway #19. Reinstall
the old door handles if possible or buy new ones. The bathroom door handle needs to be
able to lock.
C - 2 Add a new 36 inch commercial steel exterior door to the entrance to the newly expanded
office #12. The door should be like the one that was removed. Reinstall door hardware.
Repair the outside siding and trim.
D: DRYWALL
D - 1 Remove the shinny white wall paneling in bathroom #2 and in the newly expanded #12
office.
D - 2 Add or repair the drywall in areas that had the wall paneling or the walls removed.
D - 3 Repair any drywall needed that was disturbed to install any electrical, plumbing work,
door headers, or grab bars.
D - 4 Apply texture to match surrounding walls.
E: INTERIOR TRIM AND PAINT
E - 1 Trim all added doors and case the new 6 ft opening. Repair and add back any disturbed.
baseboards to any rooms that were effected by framing changes and door additions.
E - 2 Paint all interior doors and trim that has been added.
E - 3 Paint all newly added or repaired drywall areas to match the surrounding walls..
F: BATH #2 PLUMBING
F - 1 Remove and replace the toilet with a new ADA compliant toilet. Use new wax ring.
F - 2 Add a new sink and faucet that can be used with a wheelchair that is ADA compliant.
Make all needed water and drain connections.
G: FLOORING
G - 1 Remove all existing flooring in office #12.
G - 2 Install new commercial vinyl flooring in office #12 that has been expanded and patch the
small amount of carpet where the door was widened to office #4. (This carpet is fairly
new, match the carpet to what is there if possible. (Possibly take a little carpet out of a
closet that cannot be easily seen)
G - 3 In bathroom #2 remove the flooring and install new similar flooring product to what was
removed. (If the flooring was individual vinyl flooring tiles that are still available, the
floor can be filled in where the floor is bare after demo was done)
G - 4 Add any transition flooring pieces that may possibly be needed.
H: ELECTRICAL
H - 1 Remove the old light that was in the hallway by the exterior door that was changed. Cap
off the electric wire in an electrical box in the attic.
H - 2 Remove old fixture on the ceiling of office #12 that is in the center of the room and
install a new 4 ft fluorescent light fixture that has 3 bulbs and a lens. Have the light
fixture on a 3 way switch that turns on from beside the exterior door and by the new 6 ft
cased opening.
H - 3 Make sure there is still a switch next to the exterior door in office #12 to the exterior
light.
H - 4 Move and relocate nearby any switches or plugs to accommodate the new widened
interior doors or removed walls.
H - 5 Install a new energy efficient electric hand dryer to bathroom #2 where the closet was.
Make all needed electric connections needed to add the dryer.
H- 6 Install smoke detectors that are interconnected with existing smoke alarms in office, 1, 5,
3, 15 and the kitchen.
11-7 Install new emergency exit light in hall 18, similar to other exit lights in the building.
I: BATHROOM #2 EXTRAS
T - 1 Remove old mirror and install a new mirror over the sink.
I - 2 Add grab bars needed to bathroom to make the bathroom ADA compliant. Add
additional supports behind the drywall if needed to make them sturdy.
I - 3 Install a new enclosed toilet paper dispenser that locks.
J: STORAGE SHED
J - 1 Build or buy an 8 feet by 10 feet storage shed to be put on the edge of the property. (See
the administrator Brent Johnson for location) The shed is to be a wood framed shed with
T-111 siding or similar painted white. It should be up on blocks so the wood floor joists
do not contact the ground. It should have a gable roof with a door on one gabled end that
is at least 4 feet wide. Shingles should be asphalt shingles.
J - 2 Build a ramp that slopes from the pavement to the door that a mower could easily go up
to enter the shed.
K: CLEANUP
K - 1 All new, used, and excess construction materials that relate to the job or a change order(s)
belongs to the contractor and can be removed from the property by the contractor as
needed during the project and shall be removed at completion.
K - 2 All trash shall be hauled off by contractor and preferably recycled if possible.
K - 3 All affected areas shall be left broom clean.
K - 4 If lead paint is present, cleanup will be compliant with EPA/HUD Approved Lead Safety
standards.
L: OTHER
L - 1 All work or materials which are not directly noted in the Scope of Work and Specifics,
but are necessary for the proper carrying out of the obvious intentions thereof, are to be
understood as implied work and will be provided for by the contractor as if specifically
described or drawn.
L - 2 All work shall be performed in a workmanlike manner according to common construction
practices, according to the specifications set forth in the Community Services Program's
General Specification Manual, and with adherence to city, state, and national codes.
L - 3 Any damage to the dwelling or property caused by the contractor, his/her worker(s) or
delivery person, and/or their vehicles during the project shall be repaired to like new
conditions.
L 4 Where applicable, all plumbing work shall be performed by a Arkansas State licensed
plumbing contractor with adherence to the current Arkansas Plumbing Code.
L - 5 Where applicable, all electrical work shall be performed by a Arkansas State licensed
electrical contractor with adherence to the current National Electrical Code.
L - 6 Where applicable, all HVAC work shall be performed under the supervision of a licensed
HVAC contractor with adherence to all codes.
10'3 _.__ . ....... 107 3'8 54
66'
10'2
1310
11
_2,2.4 'x„4
1
OFFICE
145 sq ft
2
OFFICE
111 sq ft
HALL
18 120 sq
OFFICE
149 sq ft
6 it
STORAGE,
sq ft STORAGE
7 94 sq ft
BATH
42 s:i r;
3
OFFICE
143 sq ft
8
LIVING
318 sq ft
T1 ... 13'3.
OFFICE
BUILDING AT
1932 S
GARLAND
TOTAL
LIVING AREA
3792 sq ft
NORTH
EAST
WEST
SOUTH
4 «,
OFFICE
198 sq ft
UTILITY
16sgtt
HALL 1 KITCHEN
377 sq ft 302 sq ft
9,
OFFICE
116 sq ft
10
OFFICE
118 sq ft
11
OFFICE
92 sq ft
13
-s'-1'11 OFFICE
6'1�.. 147 sq ft.
15\
LIVING
306 sq ft
BATH:
s� �a
IA
11'4 -
BATH
BATH
12
OFFICE
120 sq ft
14
OFFICE
160 sq ft
16
OFFICE
143 sq ft
17
OFFICE
188 sq ft
12'8
5'6
34'
15'10 .........
0)
0
September 17, 2012
Honorable Lioneld Jordan
Mayor, City of Fayetteville
113 West Mountain
Fayetteville, AR 72701
Dear Mayor Jordan:
U.S. DEPARTMENT OF HOUSING AND URBAN DEVELOPMENT
Little Rock Field Office, Region VI
Office of the Field Office Director
425 West Capitol Avenue, Suite 1000
Little Rock, AR 72201
Phone (501)918-5700 - Fax (501)324-6142
www.hud.gov or espanoLhud.gov
RECEIVED
SEP 19 2012
CITY OF FAY,_ t { EVILLE
MAYOR'S OFFICE
The purpose of this letter is to inform you of HUD's recent review and assessment of the
City's progress in meeting CDBG program timeliness standards. On September 17, 2012, HUD
noted that the City's timeliness ratio was 2.04, which indicates that the City's CDBG line of
credit balance ($1,101,275) represented 2.04 years of funding, based on its current grant of
$540,226. In order to satisfy HUD's November 2, 2012 timeliness requirement (1.50 or less) the
City is required to expend a minimum of $290,936 by November 2, 2012.
HUD's guidelines for acceptable performance found at 24 CFR 570.902 require that a
grantee's line of credit balance not exceed 1.5 equivalent years of funding at 60 days prior to the
end of the current program year. HUD's timeliness test is completed on November 2nd of each
year. Failure to achieve this requirement would make the City untimely during its 2012 Program
Year. This designation would require the City to submit a detailed plan with appropriate
milestones for achieving timeliness over the following twelve (12) months.
Moreover, failure to achieve the timeliness requirement for the second consecutive year
would result in subtraction of 100 percent of the amount in excess of 1.50 times the City's 2013
grant, from the City's 2014 grant, unless HUD determines that the second untimely designation
was beyond the City's control.
We are available to provide technical assistance to the City's current efforts to meet HUD's
timeliness guidelines by November 2, 2012. Thank you for your continued interest in HUD's
programs. If there are questions, or if we may be of further assistance in the implementation of
your CDBG Program, please contact me on 501-918-5700 or Clint Johnson, Acting Community
Planning and Development Director, on 501-918-5739.
cc:
Ms. Yolanda Fields
Sincerely,
Alice Rufus
Field Office Director