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Home My WebLink About187-17 RESOLUTIONC7, 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Resolution: 187-17 File Number: 2017-0447 AEP/SWEPCO UTILITY RELOCATIONS/NORTH OLD WIRE ROAD: A RESOLUTION TO APPROVE A CONTRACT WITH AEP/SWEPCO FOR UTILITY RELOCATIONS NECESSARY FOR PUBLIC SAFETY AND AESTHETICS ON NORTH OLD WIRE ROAD BETWEEN NORTH MISSION BOULEVARD AND EAST ASH STREET WITH THE TOTAL AMOUNT TO BE PAID BY THE CITY OF FAYETTEVILLE NOT TO EXCEED $72,075.02 WHEREAS, the City continues to relocate overhead electrical lines to underground conduit city-wide in accordance with the requests of residents and the recommendation of the Transportation Committee; and WHEREAS, installing the lines underground will improve the community aesthetic, help preserve future tree growth in the area, and enhance public safety by removing the risk of overhead lines falling on pedestrians and traffic in the area; and WHEREAS, Ordinance No. 5439, which was passed and approved on September 20, 2011, waives the requirement of formal bidding on "all such projects necessitated by any road reconstruction or widening projects with AEP/SWEPCO within Fayetteville." 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 contract with AEP/SWEPCO for utility relocations along North Old Wire Road between North Mission Boulevard and East Ash Street, with the total amount to be paid by the City of Fayetteville not to exceed $72,075.02. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby finds that the relocation and underground installation of electrical utility lines is necessary for public safety and to improve community aesthetics. Page 1 Printed on 916117 Resolution: 187-17 File Number 2017-0447 PASSED and APPROVED on 9/5/2017 Attest: Sondra E. Smith, City Clerk Treasurer �,%oJil1tr7" TR7rr p,Sti'� �V r� `t O fly1 ►iii i M►'''�� Page 2 Printed on 916117 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2017-0447 Agenda Date: 9/5/2017 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 12 AEP/SWEPCO UTILITY RELOCATIONS/NORTH OLD WIRE ROAD: A RESOLUTION TO APPROVE A CONTRACT WITH AEP/SWEPCO FOR UTILITY RELOCATIONS NECESSARY FOR PUBLIC SAFETY AND AESTHETICS ON NORTH OLD WIRE ROAD BETWEEN NORTH MISSION BOULEVARD AND EAST ASH STREET WITH THE TOTAL AMOUNT TO BE PAID BY THE CITY OF FAYETTEVILLE NOT TO EXCEED $72,075.02 WHEREAS, the City continues to relocate overhead electrical lines to underground conduit city-wide in accordance with the requests of residents and the recommendation of the Transportation Committee; and WHEREAS, installing the lines underground will improve the community aesthetic, help preserve future tree growth in the area, and enhance public safety by removing the risk of overhead lines falling on pedestrians and traffic in the area; and WHEREAS, Ordinance No. 5439, which was passed and approved on September 20, 2011, waives the requirement of formal bidding on "all such projects necessitated by any road reconstruction or widening projects with AEP/SWEPCO within Fayetteville." 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 contract with AEP/SWEPCO for utility relocations along North Old Wire Road between North Mission Boulevard and East Ash Street, with the total amount to be paid by the City of Fayetteville not to exceed $72,075.02. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby finds that the relocation and underground installation of electrical utility lines is necessary for public safety and to improve community aesthetics. City of Fayetteville, Arkansas Page 1 Printed on 91612017 Chris Brown Submitted By City of Fayetteville Staff Review Form 2017-0447 Legistar File ID 9/5/2017 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 8/14/2017 Engineering / Development Services Department Submitted Date Division / Department Action Recommendation: Approval of an Agreement with American Electric Power for Utility Relocations on the Old Wire Rd. (Mission to Ash) Improvements Project. Budget Impact: 4520.800.9556-5809.00 Sales Tax Capital Improvements Account Number Fund 06035.2600 Old Wire -Road (Mission to 265) Project Number Project Title Budgeted Item? Yes Current Budget $ 3,167,297.00 Funds Obligated $ 1,535,744.40 Current Balance Does item have a cost? Yes Item Cost $ 72,075.02 Budget Adjustment Attached? NA Budget Adjustment # Remaining Budget V20140710 Previous Ordinance or Resolution # 135-16 Original Contract Number: Approval Date: Comments CITY OF FAYETTEVI LL E r4ff ARKANSAS MEETING OF 9/5/17 TO: Mayor and City Council THRU: Don Marr, Chief of Staff Chris Brown, P.E., City Engineer FROM: Matt Casey, P.E., Engineering Design Manager DATE: August 14, 2017 CITY COUNCIL MEMO SUBJECT: AEP Agreement (Old Wire Road — Mission to Ash Project) RECOMMENDATION: Staff recommends approval of an agreement with American Electric Power in the amount of $72,075.02 for utility relocations along Old Wire Road as part of the street improvement project. BACKGROUND: City Council passed Resolution No. 135-16 on July 5, 2016, approving a construction contract with APAC-Central, Inc. for the construction of the roadway improvements along Old Wire Road from Mission to Ash. This project includes two vehicular travel lanes, bike lanes on each side, a 10' to 12' wide trail along the east side, a 5' sidewalk on the west side as well as the storm sewer, water and sewer installation. The City of Fayetteville Transportation Committee recommended that staff pursue underground relocations of the overhead electric and the communications lines. In order to facilitate the underground relocations, conduit will need to be installed. - In addition to the conduit installation there are costs to be incurred by American Electric Power (AEP) to transfer this portion of their system from overhead to underground. Engineering staff initially intended to work with the roadway contractor to install the necessary electrical conduit as part of the roadway project and then to reimburse AEP for their work to relocate their lines into the new conduits. On January 25, 2017 the Mayor signed an agreement with AEP for $15,839.40 approving these relocations. DISCUSSION: Earlier this year, staff submitted a change order request to the roadway contractor for the installation of the electrical conduit. This contractor's cost for the work was $93,893.08. This cost plus the AEP work would result in an overall cost of $109,732.48. The conduit installation cost was significantly higher than expected. After receiving this quote, staff requested that AEP provide a "turn -key" cost using their contractor to bore the conduit in and all of the associated work with the relocations. AEP provided the City with a cost of $72,075.02 for this work, which is a savings of $37,657.46. Therefore, staff recommends approval of this new agreement with AEP which will replace the agreement approved in January. Mailing Address:. 113 W. Mountain Street www.fayetteville-ar.gov Fawttesvllles AR 72701 BUDGET/STAFF IMPACT: The roadway, trail, storm sewer and overhead utility relocation portion of this project is funded by the Transportation Bond Fund. The water and sewer relocations in this project are funded by the Water and Sewer Fund. Attachments: AEP Agreement AEP Cost Estimate Site Pictures �SOUTHWESTERN ELECTRIC POWER" July 14, 2017 To Matt Casey, Enclosed please find the SWEPCO "Pro -Forma" quotes for the work on Old Wire Rd. as we have been discussing. The sum of these two quotes is $72,075.02. Specifically these quotes would be to convert four overhead 7,200 volt electric line crossings on Old Wire Rd. to underground crossings. The locations are approximately at 1781, 1739, 1701, and 1639 Old Wire Rd. Keep in mind that it will be necessary for the poles to remain in place until AT&T and COX remove their cables. As always if you have additional questions feel at liberty to contact me at (479) 973-2426. Trong (John) Le Distribution Engineer Quote and terms accepted: C If Date: ( _5 `rl Attest: " &-, Sondra Smith, City Clerk -Treasurer co 4R0��,.Cti�`: I Bill To: City Of Fayetteville 113 West Mountain Fayetteville, AR 72701 American Electric Power Attn: Sandi Le Vasseur 101 W. Township St. Fayetteville, AR 72703 Company No: Contract No: Customer No: Date: Amount Due: Amount Remitted: PLEASE DETACH AND RETURN WITH PAYMENT Contract No: DWMS00000375593 Date: 7/14/2017 PRO FORMA 159 DWMS00000375593 10001101 7/14/2017 27,410.83 Page: 1 Customer No: 10001101 Purchase Order: 64906780 Description Quantity UOM Init Amt Net Amount Swepco crew work to relocate four. - 1.0 EA 27,410.83 27,410.83 crossings along Old Wire Rd. from overhead to undergfound. (Risers, termination, etc..) Amount Due: 27,410.83 Page 1 of 1 Bill To: City Of Fayetteville 113 West Mountain Fayetteville, AR 72701 American Electric Power Attn: Sandi Le Vasseur 101 W. Township St. Fayetteville, AR 72703 Company No: Contract No Customer No Date: Amount Due: Amount Remitted: PLEASE DETACH AND RETURN WITH PAYMENT Contract No: DWMS00000375594 Date: 7/14/2017 PRO FORMA t 159 DWMS00000375594 10001101 7/14/2017 44,664.19 Page: 1 Customer No: 10001101 Purchase Order: 64915829 Description Quantity UOM Init Amt Net Amount Swepco contractor work to relocate 1.0 EA 44,664.19 44,664.19 four crossing along Old Wire Rd. from overhead to underground. (Boring underground conduit and conductors, etc..) Amount Due: Page 1 of 1 44,664.19 Across from 1781 Old Wire Rd. 0 Across from 1739 Old Wire Rd. Across from 1701 Old Wire Rd.