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Home My WebLink About199-12 RESOLUTIONRESOLUTION NO. 199-12 A RESOLUTION APPROVING PAYMENT OF $4,019,094.00 TO THE ARKANSAS STATE HIGHWAY AND TRANSPORTATION DEPARTMENT REPRESENTING THE CITY'S PORTION OF CONSTUCTION COSTS RELATED TO IMPROVEMENTS TO STATE HIGHWAY 16, 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 payment of $4,019,094.00 to the Arkansas State Highway and Transportation Department representing the City's portion of construction costs related to improvements to State Highway 16. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution as Exhibit "A". PASSED and APPROVED this 16th day of October, 2012. APPROVED: ATTEST: By: SONDRA E. SMITH, City Clerk/Treasurer poi 11Ilfrl►4 %,\.RK / T/.i �!i��i •:' CAT Y O,c%`PG's. FAYETTEVILLE ` SPeS:` r i A NS .1* \-�S� City of Fayetteville, Arkansas Budget Adjustment Fonn V11.0425 Budget Year 2012 Division: Utilities Director Department: Utilities Director Request Date 7127/2012 Adjustment Number BUDGET ADJUSTMENT DESCRIPTION I JUSTIFICATION This budget adjustment is to fund a cost share with AHTD for improvements to Hwy. 16. The City's portion of the cost share is $4,019,094.00. There is $3,437,285.00 in project 060352300, and this BA will move the additional funds into the project. Division Head Budget Director C� iAt Department ector Fina 7/27/1z - Date Date Date `-PotaA OL _ P - z 26 °- e Director Date Date Prepared By: Peggy Bell Reference: 6fe1I. Budget & Research Use Only Type: A B C E General Ledger Date. Posted to General Ledger Checked / Verified Initial Date Initial Date Account Name TOTAL: BUDGET ADJUSTMENT - Increase / (Decrease) Project.Su# Account Number Expense Revenue Number Street improvements 4520.95540.5809.00 600,000 06035 2300 Street improvements 4520:9540.5809.00 (600,000) 06035 2200 J:1EXCEL1Hwy.16_.Armstrong to Stone BridgelBAForm Hwy.16 cost share AHTD09272012 1 of 1 Chris Brown Submitted By City of Fayetteville Staff Review Form City Council Agenda items and Contracts, Leases or Agreements Ito M./•012 42/777771z City Council Meeting Date Agenda Items Only Engineering Division Action Required: Development Services Department A resolution approving a payment of $4,019,094.00 to the Arkansas State Highway & Transportation Department for the City's portion of the constructions costs associated with improvements to Hwy. 16 (Armstrong to Stonebridge). The City has already deposited $980,906.00 with AHTD, bringing the total City expense to $5,000,000.00. Sweetsei was the low bidder to the Highway Dept. $4,019,094.00 Cost of this request 4520.9540.5809.00 Account Number 06035.2300 Project Number Budgeted Item 5,000,000.00 Category / Project Budget Hwy. 16 improvements Program Category / Project Name 980,906.00 Transpoirtation Bonds $ Funds Used to Date Program / Project Category Name 4,019,094.00 Street Sales Tax 2009 Remaining Balance Fund Name Budget Adjustment Attached X 01111,011,-- Date 11 2o-2oi1,--Date Previous Ordinance or Resolution # Original Contract Date: ! ._-eriginal Contract Number: Date 4ctz..,,,,_,. - 7,i-zo►z Finance and Internal Services Director Date Received in City Clerk's Office lNYtfEfl RES 111-10 RES 101-06 RES 202-10 Comments: Revised January 15, 2009 111`eitteville www.accessfayetteville.org CITY COUNCIL AGENDA MEMO THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE Council Meeting of October 16, 2012 To: Mayor and City Council Thru: Don Marr, Chief of Staff Jeremy Pate, Development Services Director From: Chris Brown, P.E., City Engineer eel Date: September 27, 2012 Subject: Highway 16 Improvements -Armstrong Ave. to Stonebridge Rd. PROPOSAL: Improvements to Highway 16 are included in the City's Transportation Bond Program. Design and construction of the project is being managed by the Arkansas Highway and Transportation Department (AHTD). The City's agreement with AHTD is to share in all costs of the project, with the City's portion to be capped at $5 million. In 2010, a payment of $980,906 was made to the AHTD towards this $5 million commitment for right of way and utility costs. Bids were taken on September 12th; Sweetser Construction was the low bidder at $6,212,756.93. The total cost of the project, as detailed below, is $10.2 million. Armstrcrl Ave. 040578 -Stone Bridge Fid. Sal. Secs.) (1 a eville) ($�_ Total ...... State Cid P eim. Eng 438,294.12 $ 219,14 2` 9 147f `ROW & Ut:i. 2,973,816,68 1 r466,9t 8.34 ; $ 'i,486. 08.34 rtst. $ 6,212,756.93 3# F06,3178.47 $ 3,105 378.4.8 Con t, Erg 621,275.69 + 433,709 55 $ 187,566.14 Totals $10,246,143.42 5,246,143.42. 5,000,000.00 Less City Uep�lt ... 980,906.00) City's Remain ng Share .....$ 4,019,094.00 Since the City's shared is capped at $5 million, the AHTD is requesting the remaining $4,019,094 due at this time (See attached letter dated September 20`h from Frank Vozel, Deputy Director/Chief Engineer). THE CITY OF FAYETTEVILLE, ARKANSA RECOMMENDATION: Staff recommends City Council approval of this payment to AHTD. Street Committee recommended approval at the September 25th meeting. BUDGET IMPACT: The Transportation Bond Program includes funding in the amount of $5 million for this project. This payment will be made from these funds. RESOLUTION NO. A RESOLUTION APPROVING PAYMENT OF $4,019,094.00 TO THE ARKANSAS STATE HIGHWAY AND TRANSPORTATION DEPARTMENT REPRESENTING THE CITY'S PORTION OF CONSTUCTION COSTS RELATED TO IMPROVEMENTS TO STATE HIGHWAY 16, 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 payment of $4,019,094.00 to the Arkansas State Highway and Transportation Department representing the City's portion of construction costs related to improvements to State Highway 16. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution as Exhibit "A". PASSED and APPROVED this 16th day of October, 2012. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer RECEIVED ARKANSAS STATE HIGHWAY SEP 2 1 2012 AND ENGINEERING DIV, TRANSPORTATION DEPARTMENT Scott E. Bennett Director Telephone (501) 569-2000 Voice/TTY 711 The Honorable Lioneld Jordan Mayor of Fayetteville 113 West Mountain Street Fayetteville, AR 72701 September 20, 2012 P.O. Box 2261 Little Rock, Arkansas 72203-2261 Telefax (501) 569-2400 www.arkansashighways.com Re: Job 040578 F.A.P. STP -9142(26) Armstrong Ave. -Stone Bridge Rd. (Sel. Secs.) (Fayetteville) (S) Washington County Dear Mayor Jordan: Sweetser Construction, Inc. of Fayetteville submitted the low bid of $6,212,756.93 for the referenced project at the Department's September 12, 2012 letting. The Arkansas State Highway Commission has tentatively accepted Sweetser Construction's proposal and will execute the contract upon receipt of the City's remaining funds. Currently, the total cost for all phases of this project is $10,246,143.04. As previously agreed, the City is responsible for 50% of the cost of this project up to $5,000,000.00. A deposit of $980,906.00 for the City's share of preliminary engineering, right-of-way acquisition, and utility relocation costs was previously received. At this time, we request that you submit a check (made payable to the Arkansas State Highway and Transportation Department) in the amount of $4,019,094.00. The contract will not be executed, and construction cannot begin until your funds are received. Submittal of these funds to the Department will be considered as your concurrence in the award of this contract. We look forward to working with the City to complete the proposed improvements. Should you have any questions or comments, please advise. Sincerely, c: Assistant Chief Engineer -Planning Programs and Contracts Fiscal Services (2) Planning and Research District 4 Job 040578 'C' File Chris Brown, P.E., Fayetteville City Engineer Frank Vozel Deputy Director and Chief Engineer RESOLUTION NO. 111-10 A RESOLUTION AMENDING RESOLUTION 101-06 EXPRESSING THE WILLINGNESS OF THE CITY OF FAYETTEVILLE TO PARTICIPATE IN PARTIAL FUNDING OF THE PROPOSED WIDENING OF H:IGFIWAY 16 BE IT RESOLVEI) BY THE CITY COUNCIL OF TI CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas, hereby amends Resolution 101-06 and expresses its willingness to participate in the partial funding of the proposed widening of Highway 16 as provided herein. Section 2. That the City Council of the City of Fayetteville, Arkansas, hereby expresses its willingness to pay 50% of the costs for segments 1 and 2 of this project. up to a maximum of $5,000,000.00, including all costs associated with construction, right-of-way acquisition, utility adjustments and construction engineering. Should total costs for segments 1 and 2 be Less than $10,000,000.00, the City agrees to cost share with the Arkansas Highway and Transportation Department on a 50/50 basis for additional construction, design, right of way acquisition, or other project development tasks for the unfunded portions of 1.5`h' Street and Happy Hollow Road, up to a total cost of $10,000,000.00. PASSED and APPROVED this 15th day of June, 2010. APPROVED: By: ATTEST: y: SONDRA E. SMITH City Clerk/Treasurer RESOLUTION NO. 202-10 A RESOLUTION AUTHORIZING PAYMENT TO THE ARKANSAS STATE HIGHWAY AND TRANSPORTATION DEPARTMENT IN THE AMOUNT OF $980,906.00 FOR A PORTION OF THE CITY'S FIFTY PERCENT (50%) SHARE OF IMPROVEMENTS TO STATE HIGHWAY 16 FROM ARMSTRONG AVENUE TO STONEBRIDGE ROAD 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 payment to the Arkansas State Highway and Transportation Department of $980,906.00 for a portion of the City's fifty percent (50%) share of improvements to State Highway 16 from Armstrong Avenue to Stonebridge Road. PASSED and APPROVED this 16th day of November, 2010. APPROVED: ATTEST: By: / Q JJ # J tycktit SONDRA E. SMITH, City Clerk/Treasurer USG ' \1 Y Quo•�,� °F 4 �-A i LLPPFAYETtEVILLEP • 9; sI� p�t1 y r /"jV •RkAN5PP � /�� rrP• 0 �'4 `NCr70NytiC►�`� RESOLUTION NO. 101-06 A RESOLUTION EXPRESSING THE WILLINGNESS OF THE CITY OF FAYE'FI EVILLE TO PARTICIPATE IN PARTIAL FUNDING OF THE PROPOSED WIDENING OF HIGHWAY 16 FROM HIGHWAY 71B EAST TO STONE BRIDGE ROAD, 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 expresses its willingness to participate in the partial funding of the proposed widening of Highway 16 from Highway 71B east to Stone Bridge Road. Section 2. That the City Council of the City of Fayetteville, Arkansas, hereby expresses its willingness to pay 50% of the construction cost for this project up to a maximum of $5,000,000.00, including all costs associated with construction, right-of-way acquisition, utility adjustments and construction engineering. PASSED and APPROVED this 6th day of June, 2006. APPROVED: By: COODY, Mayor ATTEST: B �,........... . VI FAYEITEVILLE: VNANOS RA SMITH, City Clerk STATE HWY 16 IMPROVEMENTS 5. COLLEGE AVE. to STONEBRIOGE R0. Chris Brown Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements N/A Mayors Signature City Council Meeting Date Agenda Items Only Engineering Division Action Required: LL-Inipaueine4,4 KO- 12 Development Services Department Approval of Change Order No. 1 to the Contract between AHTD and Sweetser Construction on Improvements to Highway 16 Cost of this request 4520.9540.5809.00 Account Number 06035.2300 Project Number Budgeted Item 1--1 $ 4,037,285.00 Category / Project Budget Transportation Bonds Program Category / Project Name 4,019,094.00 Transportation Bonds Funds Used to Date Program 1 Project Category Name 18,191.00 Sales Tax Construction Remaining Balance Fund Name Budget Adjustment Attached Date Previous Ordinance or Resolution # Original Contract Date: /2//2originai Contract Number: • Date l2. -t8 -Lary Finance and Internal Services Director Date is-Mny Date Received in City l 3-12P03:.05 R C V D Clerk's Office Uv, Comments: Revised January 15, 2009 THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE ARKANSAS www.accessfayetteville.org MEMO Mayor's Approval Only To: Mayor Jordan Thru: Don Marr, Chief of Staff Jeremy Pate, Development Services Director From: Chris Brown, City Engineer v� Date: December 18, 2012 Subject: Change Order No. 1 to Highway 16 Widening -Armstrong to Stonebridge PROPOSAL Improvements to Highway 16 are included in the City's Transportation Bond Program. Design and construction of the project is being managed by the Arkansas Highway and Transportation Department (AHTD). The City has agreed to pay up to $5 million towards the total cost of the project. The City has submitted the full $5 million payment, and construction is underway by the contractor hired by AHTD. The attached Change Order is to add a pay item for back fill for concrete drainage pipe under the highway -this item was inadvertently left out of the contract originally. RECOMMENDATION Staff recommends approval of this Change Order. No additional cost to the City will result as of this Change Order since the City has met its full obligation on the project. BUDGET IMPACT None. ARKANSAS STATE HIGHWAY AND TRANSPORTATION DEPARTMENT DISTRICT FOUR FORT SMITH MEMORANDUM January 4, 2013 TO: Mr. Mike Sebren, State Construction E FROM: Joe Shipman, District Four Engineer SUBJECT: Job No. 040578 FAP: STP -9142(26) Armstrong Ave. -Stone Bridge Rd (Se! Secs)(Fayetteville)(S) Hwy 16, Sections 3 Washington County Attached for your review and processing is approved Change Order No. 1 on the above referenced project. EJS:s1 attachments c: Resident Engineer #43 ARKANSAS STATE HIGHWAY 0qT� AND TRANSPORTATION DEPARTMENT A DISTRICT FOUR 4019 TOWSON AVE. • FORT SMITH, AR 72901 • P.O. BOX 11170 • FORT SMITH, AR 72917-1170 TELEPHONE (479) 646-5501 • FAX (479) 646-8286 WASHINGTON - CRAWFORD - FRANKLIN - SEBASTIAN - LOGAN - SCOTT - POLK January 4, 2013 Sweetser Construction, Inc. 590 West Poplar Fayetteville, AR. 72703 Re: Job No. 040578 FAP: STP -9142(26) Armstrong Ave -Stone Bridge Rd (Sel Secs)(Fayetteville)(S) Highway 16, Section 3 Washington County Dear Sir: Attached for your information is approved Change Order No. 1 on the abovereferenced project. If additional information is needed, please contact Resident Engineer Jeff Stroud. EJS:s1 c: State Construction Engineer Resident Engineer #43 Sincere! Johipman Di_trict Four Engineer ARKANSAS STATE HIGHWAY COMMISSION CHANGE ORDER Job Name Armstrong Ave. -Stone Bridge Rd.(Sel. Secs.)(Favetteville) (S) Route & Section Hwy. 16, Sec. Job No. 040578 FAP No. STP -9142(26) County Washington Change Order No. 1 Changes on Entire Project Description of Change: Establish and add to the Contract the Item "Flowable Select Material" and place at the locations indicated on the enclosed Schedule of Work. Reason for Change: The Flowable Select Material is needed for backfill for the pipe culvert crossings throughout the project. Attachments: Schedule of Work, Contractor's Letter NOTE: UNIT PRICE FOR "FLOWABLE SELECT MATERIAL" IS CONTINGENT UPON THE EXECUTION OF A SUPPLEMENTAL AGREEMENT. SUMMARY Item No. Item Unit Unit Price PRESENT REVISED Quantity Amount Quantity Amount 206 Flowable Select Material C.Y. 105.00 0 0.00 619 64995.00 Division Construction Roadwa ' esi• n n a rable Lio• • i=rrdan Y Mayor, Cit etteville difr Authorized ti�3 f t 3 Date 1001_ Overrun $ 64995.00 Initials Remarks ict4 Cb ti ew✓ Requested rziz8 strict engineer Resident Engineer Job No. 040578 Schedule of Work FLOWABLE SELECT MATERIAL STATION LOCATION CU. YD. 25+18 Curtis Avenue _ 26 25+57 Curtis Avenue 15 29+82 Happy Hollow Road 15 50+54 Hwy. 265 62 51+17 Hwy.265 35 64+40 Stone Bridge Road 16 585+88 Hwy. 16 48 599+35 Hwy. 16 20 613+35 Hwy. 16 25 616+00 Hwy. 16 50 616+60 Hwy. 16 45 619+00 Hwy. 16 22 626+00 Hwy. 16 7 629+05 Hwy. 16 93 639+37 Hwy. 16 18 641+00 Hwy. 16 21 644+00 Hwy. 16 13 647+00 Hwy. 16 7 652+93 Hwy. 16 69 657+00 Hwy. 16 12 Total: 619 it ACCOIV4PANSD .CHANGE ORDERO°. 10B No. .. P.' .-W!Z a[oM�/j' a FAP •..•~./.�.4YTJ�P vu cointrY November 29, 2012 SWEETSER CONSTRUCTION, INC. GENERAL CONTRACTORS • LICENSED • INSURED 590 WEST 1'OI'LAR FAYL•TTEVILLE, AR 72703 TELEPHONE (479) 443-3026 • FAX (479) 442-11119 Mr. Jeff Stroud AHTD District Four 3526 North Highway 112 Fayetteville, AR 72704 Re: Flowable Select Material Job No. 040578 Mr. Stroud, Sweetser Construction, Inc. will furnish and install flowable select material as submitted and approved for Job No. 040578 at a price of $105.00 per cubic yard at pipe crossings as directed. 619 CY @ $105.00 = $64,995.00 If you have any questions please let me know. Thanks, Charles W. Miller TO ACCOULIANit CHANGE ORDER JOB Na PAP��p/�!'J'y(.Z6 tN COUNTY ../ :til DEC 0 7 2012 FAYETfEVILLE, AR RE -43 CHECK LIST FOR CHANCE ORDERS (To accompany the Change Order for concurrence and approval) X Enter complete Job Name as shown on contract. X Enter only FAP Number(s) involved in change, or FAP Number and Non -Participating, as applicable. N/A A summary of quantities and money value per each FAP if more than one FAP Number or Non -Participating is involved. X Describe all changes fully. X What is being changed, added or deleted? X What is the location of change or changes? (Station Number, distance left or right of centerline.) X What is the contract description (exact wording) of the Item or Items? X Sketches. X Include Job Number, FAP Numbers and Change Order Number. If applicable, include: X Existing and proposed details. X Station numbers and dimensions. N/A Plan view and Elevation view. X Quantities and descriptions. NOTE: If possible, make sketches on 8-I/2 x 11" sheets, suitable for reproduction. X _ Reason for Change: X What necessitated this change? X Were other alternates considered? X Was cost analysis made of other alternates? Are they attached? X What would happen if this change is not made? X Items should appear in the order as listed in the contract. X Item Number, description, unit and unit prices for existing items should be identical to those shown in the contract. Page 1 of 2 CHECK LIST FOR CHANGE ORDERS (continued) X Supplemental Agreement Items: X List Items last under summary. X Include the following note on the face of the change: "NOTE: UNIT PRICE(S) FOR [name of item(s)] IS/ARE CONTINGENT UPON THE EXECUTION OF A SUPPLEMENTAL AGREEMENT." NOTE: Name of Items should be the exact wording as shown in summary. N/A Include a Special Provision if new item is not included in the Standard Specifications. X Document the cost analysis of all negotiated prices. If the negotiated unit price is less than or equal to the latest Weighted Average Unit Price and is considered equitable, the cost analysis should not be attached to the Change Order, but should be retained in the Resident Engineer's Change Order tiles. [See subsection 104.03(a) of this manual]. X Check with the Construction Office to determine whether a Supplemental Specification is required. X Do not show total plan quantity in "Present Quantity" column unless revision is for entire job. X Change should reflect quantities involved within limits designated. X CHECK ARITHMETIC! N/A Right -of -Way Acquisition. N/A When acquisition of additional right-of-way or construction easement is involved, change order submitted will bear the notation: "APPROVAL OF THIS CHANGE ORDER IS CONTINGENT ON THE ACQUISITION OF ADDITIONAL RIGHT-OF-WAY/CONSTRUCTION EASEMENT." N/A Attach sketch showing Job Number, FAP Number, Change Order Number, location, dimensions and areas of additional R/W or Easement to be acquired. N/A On Change Orders where additional time is allowed to complete the change order work, full justification should be shown for the number of days added. An analysis of time and a letter of concurrence from the contractor should be attached to the proposed change order if contract time is extended. [See 108.06 of Standard Specifications and subsection 104.03(a) of this manual.] X Be sure the Job Number, Change Order Number, FAP Number, and County are shown on ALL documents accompanying or attached to the Change Order. X Check to determine whether this is a District Engineer Authorized Change Order (under $75,000) or an Assistant Chief Engineer Authorized Change Order. X If a District Engineer authorized Change Order, do ALL pertinent Divisions concur with the Proposed Change Order? X USE THE CORRECT CHANGE ORDER FORM! Page 2 of 2 Stroud, Jeffrey D. From: White, Kevin Sent: Tuesday, December 04, 2012 12:45 PM To: Stroud, Jeffrey D.; Change Orders; Earl, Mark S. Subject: RE: 040578 Construction concurs. Original Message From: Stroud, Jeffrey D. Sent: Tuesday, December 04, 2012 9:55 AM To: Change Orders; White, Kevin; Earl, Mark 5. Subject: FW: 040578 Your concurrence is requested for the enclosed change order. Original Message From: Adams, Chad D. Sent: Monday, December 03, 2012 11:51 AM To: Stroud, Jeffrey D. Subject: FW: 040578 Okay. Original Message From: Stroud, Jeffrey D. Sent: Monday, December 03, 2012 11:16 AM To: Adams, Chad D. Subject: 040578 Enclosed is draft change order for your review. Weighted average for 2012 is 126.46/CY. I am checking with P & C to see if City of Fayetteville is paying for part of this so the mayor's concurrence may or may not be required. 1 Stroud, Jeffrey D. From: Earl, Mark 5. Sent: Tuesday, December 04, 2012 3:27 PM To: Stroud, Jeffrey D. Cc: Gunn, Linda Subject: RE: 040578 Roadway concurs with this change order. Thank you, Mark Earl, P.E. Senior Design Engineer Roadway Design Division Arkansas State Highway and Transportation Department P.O. Box 2261 Little Rock, AR 72203 Phone 501-569-2529 mark.earl@arkansashighways.com Original Message From: Stroud, Jeffrey D. Sent: Tuesday, December 04, 2012 9:55 AM To: Change Orders; White, Kevin; Earl, Mark S. Subject: FW: 040578 Your concurrence is requested for the enclosed change order. Original Message From: Adams, Chad D. Sent: Monday, December 03, 2012 11:51 AM To: Stroud, Jeffrey D. Subject: FW: 040578 Okay. Original Message From: Stroud, Jeffrey D. Sent: Monday, December 03, 2012 11:16 AM To: Adams, Chad D. Subject: 040578 Enclosed is draft change order for your review. Weighted average for 2012 is 126.46/CY. am checking with P & C to see if City of Fayetteville is paying for part of this so the mayor's concurrence may or may not be required. Chris Brown o'fr Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements N/A Mayors Signature City Council Meeting Date Agenda Items Only Engineering Division Action Required: Development Services Department Approval of Change Order No.4 to the Contract between AHTD and Sweetser Construction on Improvements to Highway 16. No Additional Cost to the City. Cost of this request 4520.9540.5809.00 Account Number 06035.2300 Project Number Budgeted Item 4,037,285.00 Category / Project Budget 4,019,094.00 Funds Used to Date $ 18,191.00 Remaining Balance Budget Adjustment Attached Transportation Bonds Program Category / Project Name Transportation Bonds Program / Project Category Name Sales Tax Construction Fund Name Department Dire Cityc�Tforney t�.�JJ•— Finance and Internal Services Director Date Date 3 -L9-2)1,3 Date 3-1 73 Date Yc2 Dale Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received in C4)3-23-1 3 PO4 :4 7 RCVD Clerk's Office I J _ Received in Mayor's Office Comments: Revised January 15, 2009 a'F v eville THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENT CORRESPONDENCE ARKANSAS www.accessfayetteville.org MEMO Mayor's Approval Only To: Mayor Jordan Thru: Don Marr, Chief of Staff Jeremy Pate, Development Services Director From: Chris Brown, City Engineer Date: March 27, 2013 Subject: Change Order No. X to Highway 16 Widening -Armstrong to Stonebridge PROPOSAL Improvements to Highway 16 are included in the City's Transportation Bond Program. Design and construction of the project is being managed by the Arkansas Highway and Transportation Department (AHTD). The City has agreed to pay up to $5 million towards the total cost of the project. The City has submitted the full $5 million payment, and construction is underway by the contractor hired by AHTD. The attached Change Order is to add pay items and quantities for striping that was originally left out of the contract. RECOMMENDATION Staff recommends approval of this Change Order. No change in the City's obligation will result as of this Change Order since the City has met its full obligation on the project. BUDGET IMPACT None. ARKANSAS STATE HIGHWAY AND TRANSPORTATION DEPARTMENT DISTRICT FOUR 4019 TOWSON AVE. • FORT SMITH, AR 72901 • P.O. BOX 11170 • FORT SMITH, AR 72917-1170 TELEPHONE (479) 646-5501 • FAX (479) 646-8286 WASHINGTON - CRAWFORD -- FRANKLIN - SEBASTIAN - LOGAN - SCOTT - POLK April 5, 2013 Sweetser Construction, Inc. 590 West Poplar Fayetteville, AR. 72703 Re: Job No. 040578 FAP: STP -9142(26) Armstrong Ave -Stone Bridge Rd (Sel Secs)(Fayetteville)(S) Highway 16, Section 3 Washington County Dear Sir: Attached for your information is approved Change Order No. 4 on the abovereferenced project. if additional information is needed, please contact Resident Engineer Jeff Stroud. Sincerely, EJS:si c: State Construction Engineer Resident Engineer #43 District Four Engineer ARKANSAS STATE HIGHWAY COMMISSION CHANGE ORDER Job Name Armstrong Ave. -Stone Bridge Rd.(Sel. Secs.)(Fayetteville) (S) Route & Section Hwy. 16. Sec. 3 Job No. 040578 FAP No. STP -9142(26) County Washington Change Order No. 4 Changes from Station 605+75 to Station 612+13 Description of Change: Establish and add to the Contract the items "Removal of Permanent Pavement Markings (Words)" and "Removal of Permanent Pavement Markings (Arrow)". Provide additional ACHM Surface Course and applicable Pavement Markings and accomplish from Sia. 605+75 to Sta. 612+63. Reason for Change: The Removal of Permanent Pavement Markings were not accounted for in the contract. The plan quantity of the other items at this location is insufficient to perform the planned work. Attachments: Plan Sheet, Contractor's Letter NOTE: UNIT PRICES FOR "REMOVAL OF PERMANENT PAVEMENT MARKINGS (WORDS)", AND "REMOVAL OF PERMANENT PAVEMENT MARKINGS (ARROWS)" ARE CONTINGENT UPON THE EXECUTION OF A SUPPLEMENTAL AGREEMENT. SUMMARY Item No. Item Unit Unit Price PRESENT REVISED Quantity Amount Quantity Amount 401 Tack Coat Gal. 2.55 0 0.00 30 76.50 SPSS407 Mineral Aggregate In ACHM Surface Ton 84.30 0 0.00 80.16 6757.49 Course (112") SPSS407 Asphalt 8inder(PG76-22) in ACHM Surface Ton 129.75 0 0.00 4.84 627.99 Course (112") 0.00 0.00 SS&719 Thermoplastic Pavement Marking White (4") L.F. 0.40 80 32.00 280 112.00 SS&719 Thermoplastic Pavement Marking White (12") L.F. 5.00 24 120.00 288 1440.00 SS&719 Thermoplastic Pavement Marking Yellow (4") L.F. 0.40 310 124.00 1090 436.00 721 Raised Pavement Markers (Type II) Each 7.00 6 _ 42.00 21 147.00 604 Removal of Permanent Pavement Markings (Words) Each 75.00 0 0.00 3 225.00 604 Removal of Permanent Pavement Markings (Arrows) Each 195.00 0 0.00 3 585.00 Division Construction Roadwa esig n onorable IJo F . ordan Mayor, City etteville Authorized District En Date 318.00 10406.98 Overrun $ 10088.98 Initials Remarks KW eoMcu✓ gf Requested roiAtlidor 4-13I13 Resident Engineer Page 1 of 1 Kimberly Johnson - Hwy 16 -Change Order 2 From: To: Date: Subject: Attachments: Chris Brown Johnson, Kimberly 4/3/2013 12:24 PM Hwy 16 -Change Order 2 040578 CO2.PDF Attached for your files. CB »> "Stroud, Jeffrey D." <Jeffrey.Stroud@arkansashighways.com> 4/3/2013 11:21 AM »> Chris, def-C-is-6rder-hlo. 2 on Job No. 0405,8 that guested. -We will provide executed copies of all approved change orders in the future when they are received by our office. Regarding the reference made by Kimberly Johnson, I had inadvertently shown Change Order No. 2 on the attachments to Change Order No. 4 that I just picked up. The attachments have been revised to reflect the correct change order number. Thanks Jeff Original Message From: Maze, Teresa I. Sent: Wednesday, April 03, 2013 11:16 AM To: Stroud, Jeffrey D. Subject: file://C:IDocurnents and Settings\kjohnson\Local Settings\Temp\XPgrpwise1515C1F8BPA... 4/8/2013 CENT MARKINGS (HWY. 161 612.13 = 80 LIN. FT. 4" WHITE WIDER = 310 LIN. FT. 4' YELLOW T. r2 WHITE (KERS EACH 1 EACH } .tel — Co --.- CBANOE ORDER ,MO. (. w IOB NO. 040578 .. Fit ..« s rp q/4 Z C•61 Irour¢zx bfus an STA. (45475 TO 9M• 6(Z4 13 novice A orO J 41 MV MEµT ei! larA1 S r Tis To REsTR (Prr NT(gE,.a4REA 11 1', 11 1 1 1. 11 631 EXISTING STRIPING STA. 6/0463 TV szs.6(zf13 PrZoV(WE AWL. AcyM 5uRFAC6 C'OUR -Cle) ooR ALAN (N Lk( LiNE'd4' '-Tp'-0ET1 DOUBLE SOLID 4" YELLOW March 11, 2013 AHTD District Four Attn: Jeff Stroud 3526 North Highway 112 Fayetteville, AR 72704 e1eM1 eAaeta- eo4 SWEETSER CONSTRUCTION, INC. GENERAL CONTRACTORS • LICENSE!) • INSURED Re: AHTD 040578 Markings 590 WEST I'O1'LAIt • FAVE'V1'EVILLE. AIt 72703 TELEPHONE (479) 443-3026 • FAX (479) 442-0119 Jeff, Please see the following prices for Thermoplastic removal on AHTD 040578. 3 EA — Removal of Thermoplastic Words 3 EA — Removal of Thermoplastic Arrows If you have any questions please let me know. Thanks, Charles W. Miller $210.00 EA = $630.00 $120.00 EA = $360.00 Total Price = $990.00 WO ACCOMPAN E ANGE ORDER NO. Co los NO. 0409' $ .. FAP 577'-'414Z(4) cOUNTY V/ sttif FAYE -i EVIt LE, AR RE -43 CHECK LIST FOR CHANGE ORDERS (To accompany the Change Order for concurrence and approval) X Enter complete Job Name as shown on contract. X Enter only FAP Number(s) involved in change, or FAA Number and Non -Participating, as applicable. N/A A summary of quantities and money value per each FAP if more than one FAP Number or Non -Participating is involved. X. Describe all changes fully. X What is being changed, added or deleted? X What is the location of change or changes? (Station Number, distance left or right of centerline.) X What is the contract description (exact wording) of the Item or Items? X Sketches. X Include Job Number, FAP Numbers and Change Order Number. If applicable, include: X Existing and proposed details. X Station numbers and dimensions. X Plan view and Elevation view. X Quantities and descriptions. NOTE: If possible, make sketches on 8-1/2 x 11" sheets, suitable for reproduction. X Reason for Change: X What necessitated this change? X Were other alternates considered? X Was cost analysis made of other alternates? Are they attached? X What would happen if this change is not made? X Items should appear in the order as listed in the contract. X Item Number, description, unit and unit prices for existing items should be identical to those shown in the contract. Page 1 of 2