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Home My WebLink About95-12 RESOLUTIONRESOLUTION NO. 95-12 A RESOLUTION TO APPROVE TASK ORDER NO. 9 WITH MCCLELLAND CONSULTING ENGINEERS, INC. IN THE AMOUNT OF $32,504.00 FOR PLANS AND SPECIFICATIONS, CONSTRUCTION ADMINISTRATION AND RECORD DRAWINGS OF THE EXECUTIVE HANGAR OFFICE ADDITION PROJECT AND TO APPROVE A BUDGET ADJUSTMENT OF $32,504.00 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. 9 with McClelland Consulting Engineers, Inc. in the amount of $32,504.00 for plans and specifications, construction administration and record drawings of the Executive Hangar Office Addition Project and approves a budget adjustment of $32,504.00. PASSED and APPROVED this 15th day of May 2012. APPROVED: ATTEST: By: ifir O ' ELD . 1 ' 1 N Mayor By: ot�,dJ- Ong SO DRA E SMITH, City Clerk/Treasurer Ray M. Boudreaux Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 5/ W 012 City Council Meeting Date Agenda Items Only Aviation Division Action Required: Transportation Department Action Required: A Resolution to approve Task Order No. 9 in the amount of $32,504.00 with McClelland Consulting Engineers, Inc., for Plans & Specifications, Construction Administration and Record Drawings of the Executive Hangar Office Addition project. Contact: R. Wayne Jones, P.E., 443-2377; 443-9241 FAX; wjones@mcclelland-engrs corn 32,504.00 Cost of this request 5550.3960.5314.00 Account Number 12011 1 Project Number Budgeted Item Category / Project Budget Airport Pavement Rehab & Re -mark Program Category / Project Name Airport Capital Exp Funds Used to Date Program / Project Category Name Remaining Balance Budget Adjustment Attached y- /6 -/z Date City Attorney Date `I of a.. (LJ1`_ ti t8 -24i Finance and Internal Services Director Date Date ?I /0� Date X Airport Fund Name 101-09 Previous Ordinance or Resolution # 62-12 Original Contract Date: Original Contract Number: Received in City, -15-12P03:15 RCVD Clerk's Office Received in Mayors Office Comments: This project is eligible for a 80/20% grant from the AR Department of Aeronautics. Grant application is based on actual bids and submitted to•AR Dept Aeronautics subsequent to receipt of bids. Revised January 15, 2009 City Council Meeting of: May 1512012 Agenda Item Number: e iieVl_ie AVIATION DIVISION ARKANSAS FAYETTEVILLE EXECUTIVE AIRPORT • DRAKE FIELD CITY COUNCIL AGENDA MEMO/STAFF CONTRACT REVIEW MEMO TO: Mayor Jordan THRU: Don Marr, Chief of Staff THRU: Staff/Contract Review Committee THRU: Terry Gulley, Transportation Director FROM: Ray M. Boudreaux, Aviation Director DATE: April 4, 2012 SUBJECT: Approve Task Order Number 9 in the amount of $32,504.00 with McClelland Consulting Engineers for design, engineering, bidding service and project management of an Office Complex for NFlight Aviation, Inc. pursuant to their lease of the Aircraft Hangar at 4580 S. School. Signature of the Mayor. RECOMMENDATION: Approve Task Order Number 9 in the amount of $32,504.00 with MCE for design engineering, bidding services, and project management for development of an office facility inside the Hangar at 4580 S. School for NFlight Aviation, Inc. Signature of the Mayor. BACKGROUND: At the April Airport Board Meeting, the Airport Board approved submitting this project for consideration. The project is required to lease a hangar that has been empty for two years and will result in lease revenue to the airport. NFlight Aviation, Inc. is a company located at Drake Field and wishing to expand their operation into the Large Corporate hangar located at 4580 S. School. The company has negotiated a lease for the building contingent upon completion of the modifications to the building. Term of the lease is 10 year prime term with two (2) 10 year renewal options. They require an avionics shop space and offices for four employees. The company is on the ground floor in the development, manufacture, sales and installation of HD video cameras for the aviation industry. According to founder and owner, Patrick Carter, potential for growth is excellent. The Hangar was built for the FBO to lease and store aircraft on the airport. The economic downturn forced them to cancel their lease and the building has been empty for more than two years. The building has been advertised in aviation channels and through the State but this is the first real opportunity we have had to get a long term tenant in the building. 4500 SOUTH SCHOOL AVENUE, SUITE F • AIRPORT TERMINAL BUILDING • FAYETTEVILLE AR 72701 479.718.7642 • 479.7187646 FAX • www.accessfayetteville.org/governmenUaviation airpoteconomic_development@ci.fayetteville.ar.us The State requires that we provide a good bid for the work and a signed lease before we apply for the grant. We are eligible for an 80/20 Grant after July 1, 2012 in the next FY as we have already received an 80/20 Grant this FY. Recently, the Department of Aeronautics issued a memo from Director Knight indicating that since revenues are $4.0M below this time last year, projects other than the local match for AIP grants will not be accepted or approved until further notice. I have visited with Director Knight and he is not willing to state whether or not a grant will be available after July 1, but as we all are, he is hopeful that revenues pick up. We will not do any work on this project, Design or bid, until the grant is assured. Request that this item be approved so that we are ready to get the necessary work done to apply with the State should funds become available. Should funds remain in question, we are searching for an alternative to get the project completed for this exceptional aviation company. BUDGET IMPACT: Initial cost estimate for the project is Not To Exceed $312,500.00 for a 3,000 to 4,000 Square Foot Office complex inside the hangar. The match for the Aeronautics Grant will be from the Airport use of funds balance NTE $62,500.00. The tenant will pay $3,000.00 per month at occupancy when the project is complete. Initial expense to complete preliminary plans for grant applications is estimated to be less than $17,200.00 and recoverable through the Grant. The Project will not be initiated unless a grant is approved by the Arkansas Aeronautics Commission. Attachments: Task Order Number Staff Review Budget Adjustment • 4500 SOUTH SCHOOL AVENUE, SUITE F • AIRPORT TERMINAL BUILDING • FAYETTEVILLE AR 72701 479.718.7642 • 479.718.7646 FAX • www.accessfayetteville.org/govemment/aviation airport_economic_development@ci.fayetteville.ar.us • • RESOLUTION NO. A RESOLUTION TO APPROVE TASK ORDER NO. 9 WITH MCCLELLAND CONSULTING ENGINEERS, INC. IN THE AMOUNT OF $32,504.00 FOR PLANS AND SPECIFICATIONS, CONSTRUCTION ADMINISTRATION AND RECORD DRAWINGS OF THE EXECUTIVE HANGAR OFFICE ADDITION PROJECT AND TO APPROVE A BUDGET ADJUSTMENT OF $32,504.00 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. 9 with McClelland Consulting Engineers, Inc. in the amount of $32,504.00 for plans and specifications, construction administration and record drawings of the Executive Hangar Office Addition Project and approves a budget adjustment of $32,504.00. PASSED and APPROVED this 15th day of May 2012. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer ECONSULTIMcCLELLANDNG ENGINEERS, INC. DESIGNED TO SERVE 1810 N. College Avenue P.O. Box 1229 Fayetteville, AR 7270302702-1229 479-443-2377. FAX 479-443-9241 www.mcdelland-engrs.com April 10, 2012 Mr. Ray Boudreaux Airport Director, Fayetteville Executive Airport 4500 S. School Suite F Fayetteville, AR 72701 Re: Task Order No 9 Executive Hangar Office Addition Fayetteville Executive Airport Dear Mr. Boudreaux: RECEIVED X912 In response to your request, please find three (3) copies of Task Order No 9 for the Office addition to the Executive Hangar at 4580 S. School Ave on the Fayetteville Executive Airport. Please advise if you need further information regarding this Task Order. Sincerely, McCLELLAND CO 4j SULTING ENGINEERS, INC. . Wayn ice Pr:. PE Enclosure: Task Order No 9 (3 copies) J:\DRAKE FIELD\CONTRACTS\2009-2013\BOUDREAUX-041012-TO 9.DOC Mdldland Coneulting &gineele, Sac. - "Sea (nginearinq Niue aglaaeae `a:Waw a 2009 Q 2010 auuud ` ca*ient • TASK ORDER NO. 9 OFFICE ADDITION TO EXECUTIVE HANGAR 4580 South School Avenue FAYETTEVILLE EXECUTIVE AIRPORT 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, as amended. The referenced basic agreement pertains to proposed improvements to Fayetteville Executive Airport, Drake Field. 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 sets forth the project description, project schedule, and engineering and architectural fees related to the preparation of Construction Documents for the Executive Hangar Building Renovation at 4580 S. School Ave on Executive Hangar Complex at Fayetteville Executive Airport, Drake Field. Our Consultants Wittenberg-Delony Davidson, Inc.; and Engineering Elements, PLLC from their Fayetteville offices will perform the Architectural and MEP work of this task. SECTION I - PROJECT DESCRIPTION The project is to consist of: Detailed Architectural and Engineering Design for the new 2500 to 3000 square foot office and 1000 SF upper storage area to the J:\DRAKE FIELD\CONTRACTS\2009-2013\Task Order 9.doc Executive Hangar Building at 4580 S. School Ave. on the Executive Hangar Complex; final cost estimates; meetings with the Airport Management and Airport Advisory Board to review the desired renovations; and Architectural and Engineering Services associated with the Construction Administration for this project. SECTION II - PROJECT SCHEDULE From the time the City of Fayetteville issues the Notice To Proceed (NTP), McClelland Consulting Engineers through its Consultants will endeavor to execute the project construction documents within a ten (10) week time period, as expeditiously as possible, to enable the City of Fayetteville to solicit competitive bids for construction as soon as possible. SECTION III - SCOPE OF SERVICES MCE through its Consultant shall, generally, provide those services listed in the basic agreement which are applicable to this specific Task Order. Specifically, this project is likely to include: A. Development of Construction Documents and Cost Estimates for the following areas: (The Estimated cost of these improvements is approximately $60 to $70 per SF) The existing CADD Drawings of the hangar facility will to be used as base plans for the renovation work. Prepare drawings and specifications for the office, conference room. Restroom, shower & locker room, and storage additions to the hangar. Meeting with the Airport Management and their Tenants to discuss design criteria, desired features, and schedule. C. Construction Administration and Periodic weekly site visits of the work progress with follow-up reports. J:\DRAKE FIELD \CONTRACTS\2009-2013\Task Order 9.doc 2 D. Providing a set of "Record Drawings" at the completion of construction based upon the Contractor's mark-ups. E Reproduction Cost for project documents sets, as required. SECTION IV - FEES AND PAYMENTS The following fees are to be paid to MCE as compensation for his services: A. Project Administration: hourly rates Not to Exceed $ 4,000. B. Construction Documents & Site Visits: hourly rates Not to Exceed $ 20,500. Architectural ($15,000): MEP ($ 5,500) C. Bidding: hourly rates Not to Exceed $ 2,200. D. Construction Administration and Observation (3 month Period). hourly rates Not to Exceed E Preparation of "Record Drawings": hourly rates Not to Exceed F. Reproduction Costs (as required): Actual Cost Not to Exceed $ 8,050. $ 650. $ 1,100. Appendix "A" presents hourly rates for personnel anticipated to be assigned to this project as well as the basis of payments to be made to MCE SECTION 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. J:\DRAKE FIELD\CONTRACTS\2009-2013\Task Order 9.doc 3 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 F FAYETTEVILLE: By: ayor \\ � Attest: a �r�Y1t i' Date: l 7//42-- FOR McCLELLAND CONSULTING EI INEERS, INC.: By: Attest: `...RTRrr,, �• V .:va t FAYETf EVI LLEPe • 111;;TALS 1"'Gtotefili (/�� i 7/0/Z dent J:\DRAKE FIELD\CONTRACTS\2009-2013\Task Order 9.doc 4 APPENDIX A TASK ORDER NO. 9 Hourly Rates for Personnel Fayetteville Executive Airport CATEGORY BILLABLE HOURLY RATE $ 155 $ 143 $ 135 $ 127 $ 115 $105 $ 85 $ 165 $ 125 $ 110 $ 95 $ 75 $ 80 $ 90 $ 90 $ 84 $ 65 $ 55 $ 73 $ 60 $ 60 $ 50 $ 0.50 Principal Engineer Sr. Project Manager Project Engineer Project Engineer IV Project Engineer III Project Engineer II Project Engineer! Principal Architect Project Architect Associate Architect Architect Intern Architect Construction Administrator Survey Technician Engineering Technician/Observer IV Engineering Technician/Observer III Engineering Technician/Observer 11 Engineering Technician/Observer 1 Chief Draftsman Draftsman 11 Soils Lab Supervisor Clerical Support Mileage J:\DRAKE FIELD\CONTRACTS\2009-2013\Appendix A TO 9.doc City of Fayetteville, Arkansas Budget Adjustment Form V11.0415 Budget Year 2012 Division: Aviation Department: Transportation Services Request Date 5/1/2012 Adjustment Number BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION Establish a project budget for Engineering services in the Executive Hangar Office Addition project. The project is eligible for 80% funding from the Department of Aeronautics. Application for funding is based on the project bids. The Engineering Task Order will be paid for using Airport Fund reserves. The Airport reserves will subsequently be restored 80% when the grant is approved by the funding agency. 41111166„ .% Division Hea• Bu get Director D6parjrhent Director Finance 1 rector , Chief of,• der y Date Lf-I6-9,o1a Date Date ate Prepared By: James Nicholson Reference: /nicholson Budget & Research Use Only Type: A BCD E General Ledger Date Posted to General Ledger Checked / Verified Initial Date Initial Date TOTAL BUDGET ADJUSTMENT Account Name Use of fund balance Professional services Account Number 5550.0955.4999.99 5550.3960.5314.00 32,504 32,504 Increase / (Decrease) Expense Revenue 32,504 Project.Sub Number • • _ 32,504 12011 . 1 • • • • • • • • • • • J:Uames\2012\BUDGET\Budget Adjustments \BAForm_2012_MCETO8 1 of 1