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Home My WebLink AboutORDINANCE 6219113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 6219 File Number: 2019-0456 HUTCHENS CONSTRUCTION: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE BID FROM HUTCHENS CONSTRUCTION FOR REPLACEMENT OF THE FIRE MARSHALL PARKING LOT LOCATED AT 4140 SOUTH SCHOOL AVENUE IN THE AMOUNT OF $21,922.50, AND TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $5,000.00 WHEREAS, Hutchens Construction is currently paving the other half of the lot associated with the Airport taxiway project; and WHEREAS, employing the same contractor which already has his equipment and crew at the site will save money, ensure the pavement is continuous in level, finish and appearance and help the City to enforce the warranty for this paving. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines the facts above show that an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and approves a bid from Hutchens Construction for the milling and repaving of the Fire Marshall Parking Lot with the estimated amount to be paid by the City of Fayetteville to be $21,922.50, and further approves a project contingency in the amount of $5,000.00. Page 1 Printed on 8!22/19 File Number.' 2019-0456 Ordinance 6219 PASSED and APPROVED on 8/20/2019 Attest: t rL-1� C�a Sondra E. Smith, City Clerk TreasuraO'" ' .`��.•' cIrk '.e%00 . 4Y .D. C�ell•1 S Page 2 Printed on 8122119 City of Fayetteville, Arkansas 113 West Mountain Street / Fayetteville, AR 72701 / —'••� i (479) 575-8323 Text File / File Number: 2019-0456 Agenda Date: 8/20/2019 Version: 1 Status: Passed In Control: City Council Meeting Agenda Number: C. 6 HUTCHENS CONSTRUCTION: File Type: Ordinance AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE BID FROM HUTCHENS CONSTRUCTION FOR REPLACEMENT OF THE FIRE MARSHALL PARKING LOT LOCATED AT 4140 SOUTH SCHOOL AVENUE IN THE AMOUNT OF $21,922.50, AND TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $5,000.00 WHEREAS, Hutchens Construction is currently paving the other half of the lot associated with the Airport taxiway project; and WHEREAS, employing the same contractor which already has his equipment and crew at the site will save money, ensure the pavement is continuous in level, finish and appearance and help the City to enforce the warranty for this paving. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines the facts above show that an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore waives the requirements of formal competitive bidding and approves a bid from Hutchens Construction for the milling and repaving of the Fire Marshall Parking Lot with the estimated amount to be paid by the City of Fayetteville to be $21,922.50, and further approves a project contingency in the amount of $5,000.00. City of Fayetteville, Arkansas Page 1 Printed on 8122/2019 City of Fayetteville Staff Review Form 2019-0456 Legistar File ID 8/20/2019 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Brad Hardin 7/29/2019 FIRE (300) Submitted By Submitted Date Division / Department Action Recommendation: Staff requests council approval of a Bid Waiver authorizing Hutchens Construction to replace the Fire Marshal Building parking lot at 4140 S. School in the amount of $21,922.50 plus a $5,000 Contingency. 4470.300.8300-5400.00 Account Number 02006.1 Project Number Budgeted Item? Yes Does item have a cost? No Budget Adjustment Attached? NA Purchase Order Number: Change Order Number: Original Contract Number: Comments: Budget Impact: Capital Fund Fire Facility Maintenance Project Title Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget $ 187,767.00 $ 5,100.00 $ 182,667.00 $ 26,922.50 $ 155,744.50 Previous Ordinance or Resolution # Approval Date: V20180321 CITY OF FAYETTEVILLE ARKANSAS MEETING OF AUGUST 20, 2019 TO: Mayor and City Council FROM: Brad Hardin, Fire Chief DATE: July 29, 2019 CITY COUNCIL MEMO SUBJECT: Approval of a Bid Waiver authorizing Hutchens Construction to replace the Fire Marshal Building parking lot at 4140 S. School in the amount of $21,922.50 plus a $5,000 Contingency RECOMMENDATION: Staff requests council approval of a Bid Waiver authorizing Hutchens Construction to replace the Fire Marshal Building parking lot at 4140 S. School in the amount of $21,922.50 plus a $5,000 Contingency. BACKGROUND: The existing Fire Marshal Building parking lot has exceeded its life expectancy and is needing replacement. There are several holes and missing asphalt. DISCUSSION: A Bid Waiver is being proposed and is necessary because it is not practical or feasible for the formal bid process. This is because Hutchens Construction is already paving the other half of the lot associated with the Airport taxiway project. Upon review with Facilities Management, it is important that Hutchens Construction do the entire parking lot due to warranty issues and the final finish and appearance being the same. BUDGET/STAFF IMPACT: The Bid Proposal amount from Hutchens Construction is $21,922.50 plus a $5,000 project contingency for a total expense of $26,922.50. The funds are already budgeted in the capital project 02006.1 Fire Facility Maintenance for this expense. Attachments: Hutchens Construction Bid Proposal, Supporting Documentation Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 REVISED BID PROPOSAL 7/25/2019 Asphalt Paving/Gushed Umestone . b IWa offim =7 Meia Swat SROM = S15 Sardw%Ave CMAle. MO 65625 St:ingdtlq AR 72766 www.hutchertsconstraction.com dw*(4t7)aA-& 0aw(s79)9�2?- M0 Iou Fee (BBB) MA172 - (BU) 726-3482 AR Contractor License: 0387030520 cote To: City of Fayetteville Job Name: Fire Marshall Parking Lot - Fayetteville 113 West Mountain Street Job Location: 4140 S School Street Fayetteville, AR 72701 Fayetteville, Arkansas Attn: Wade / Mark Proposal Datc: 7/25/2019 Phone: 479-575-8361 Bid Date: Fax: Addcndums Mobile: Estimator: ITEM DESCRIPTION QUANTITY UNIT UNIT PRICE AMOUNT 100 Mill Existing Asphalt Q 3" Depth 395.00 SY 14.50 5,727.50 200 Install Asphalt Surface (Qa 3" Depth 395.00 SY 41.00 16,195.00 NOTES: ***CITY OF FAYETTEVILLE WOULD BE RESPONSIBLE FOR OBTAINING ANY PERMITS THAT MAYBE REQUIRED FROM ArDOT FOR WORKING IN ArDOT RIGHT OF WAY.*** * **PRICE IS BASED ON MILLING OUT 3 INCHES PAVING BACK AT 3 INCHES. THE LARGE POTHOLE AREA WILL BE MILLED OUT 6 INCHES AND A TOTAL OF 6 INCHES OF ASPHALT PUT BACK.*** ***IF ADDITIONAL ASPLHALT IS NEEDED (GREATER THAN 76 TONS) DUE TO HAVING TO MILL DEEPER THAN ANTICIPATED IN THE AREA DISCUSSED, THE CITY WOULD BE CHARGED A PRICE OF $81.95 PER TON FOR EACH TON OVER 76 TONS. THE PRICE OF $81.95 IS THE PER TON PRICE OF THE ASPHALT PLUS HAUL COST PER TON.*** *WORK PERFORMED M -F, 7AM TO SPM, NO NIGHTS OR WEEKENDS. *PERMITS, STRIPING, BOND, SAWCUTTTNG AND CONSTRUCTION CONTROL ARE EXCLUDED. *WORK IS BASED ON ONE MOBILIZATION FOR ASPHALT AND ONE FOR MILLING. ADDITIONAL MOBILIZATIONS TO BE CHARGED AT $2,000 EACH. *HUTCHENS CONSTRUCTION SHALL NOT BE HELD RESPONSIBLE FOR DRAINAGE PROBLEMS WHERE THE PERCENT OF FALL IS LESS THAN 2°/a ANY CORRECTIVE ACTION TO BE DONE ON A TIME AND MATERIALS BASIS. *PROPOSAL VALID FOR IS CALENDAR DAYS AND WITH WORK BEING PREFORMED WITHIN 90 CALENDAR DAYS. *WORK TO BE DONE IN ACCORDANCE WITH A MUTUALLY AGREED UPON SCHEDULE. *ADD 1% IF PERFORMANCE & PAYMENT BOND IS REQUIRED. See the attached Terms and Conditions for additional proposal conditions and signature block. Owner/Contrac r Hutchens Construction Initials: Initials: Page 1 of 1 nn, Granville From: Hardin, Brad Sent: Thursday, July 25, 2019 4:16 PM To: Wynn, Granville Cc: Abernathy, Waylon Subject: FW: Fire Marshal Parking Lot Attachments: revised bid proposal 7-25-19.pdf Granville can you please get this added to Legistar? Please include a $5,000 contingency. Thanks, Brad Brad Hardin Fire Chief Fire Department City of Fayetteville, Arkansas T 479.973.4824 1 F 479.575.0471 1 M 479.841.5671 Facebook I Twitter I YouTube MA Please consider the environment before printing this e-mail From: Waylon Abernathy <wabernathy@fayetteville-ar.gov> Date: Thursday, July 25, 2019 at 2:08 PM To: Brad Hardin <bhardin@fayetteville-ar.gov> Subject: FW: Fire Marshal Parking Lot Can you have Granvile get this one on legistar? The deadline is Aug. 2nd Sole source justifiable because they are already paving the other half associated with the Airport taxiway project. Wade Abernathy Facilities and Building Projects Manager City of Fayetteville wa bernathy@fayettevi I le -a r.Rov T 479-575-8361 CITY OF IWA FAYETTEV�IILLE ARKANSAS From: Shawn Shrum <Shawn@ HutchensConstruction.com> Sent: Thursday, July 25, 2019 1:27 PM To: Abernathy, Waylon <wabernathy@fayetteville-ar.gov> Subject: RE: Fire Marshal Parking Lot 1 Wade, 1 have added an asphalt allowance per ton price in the notes. I cannot give a total dollar or tonnage amount because I have no idea what it may be. The per ton price of asphalt (this includes the asphalt per ton price and the per ton haul price) is $81.95. If you want to guess at a certain number of tons over the 76 tons, you can figure it at $81.95 per ton. Based on the small area, I do not think it would go over by much. A load (approx. 20 tons) would put it over by $1,639. If we were just going in and overlaying an area, it is easy to figure the tonnage. When you start removing asphalt, especially with the pothole areas and uneven areas, it is hard to say what you are going to get into. Shawn Shrum Office: 479-927-0000 Fax: 479-927-0096 Cell: 479-466-6005 Shawn PHutchensConstruction.com 1ddaL.ILt Asphalt Paving/Crushed Limestone F fl "Mt OfftE 1007 Man SMA S�gdd*0R%r. 515 Sanders Ave cassVik M0 61629 S drgiale. AR 72764 Employee owned pie (417) 847-2494 phone (479) 427-= Toll Free (888) AAVEM - (BU) 728-3482 www.huithens[ons[rut fiora.cam APlease consider the environment before printing ti -ii_ email From: Abernathy, Waylon <wabernathv@fayetteville-ar.gov> Sent: Thursday, July 25, 2019 11:46 AM To: Shawn Shrum <Shawn@ HutchensConstruction.com> Cc: Hardin, Brad <bhardin@fayetteville-ar.gov> Subject: RE: Fire Marshal Parking Lot We realize it will be over 20K ... that is the threshold that will send it to council for approval. I need an allowance figure included in your bid for the asphalt .... it can be per ton or SY. For example you have a base bid of 21,922.50 plus 50 SY @ 41.00 for an allowance of 2,050 for a total agreement of 22,972.50. I'm just using 50SY as an example you may recommend more. We can do our own contingency on the Purchase Order to cover anticipated soils. Wade Abernathy Facilities and Building Projects Manager City of Fayetteville wabernathv@favettevil le-ar.eov T479-575-8361 CITY OF VA FAYETTEVILLE ARKANSAS From: Shawn Shrum <Shawn@HutchensConstruction_com> Sent: Thursday, July 25, 2019 11:31 AM To: Abernathy, Waylon <wabernathv@favetteville-ar.eov> Cc: Hardin, Brad <bhard in@favetteville-ar.gov> Subject: RE: Fire Marshal Parking Lot Wade, The three inch option will put it over the $20,000 price. Is that okay? I will give you a price for asphalt by the ton. I bid the job by the square yard, but I will give you a price for asphalt only in the event we go over the quantity I have in the bid. I have 76 tons figured in the 3 inch option. When we go over on a job, we usually just charge the price of the asphalt plus the haul, unless the area or scope of work changes. Does this sound like what you are needing? Shawn From: Abernathy, Waylon <wabernathy@favetteville-ar.gov> Sent: Thursday, July 25, 2019 9:00 AM To: Shawn Shrum <Shawn@HutchensConstruction.com> Cc: Hardin, Brad <bhardin@favetteville-ar.gov> Subject: Fire Marshal Parking Lot Shawn, Chief Hardin and I have decided we need to re -vise the bid to include some contingencies in event there are some unforeseen conditions. Therefore we would like to consider your original bid, however include an allowance figure for undercut, and another for extra asphalt if the milling takes out all of the exiting paving. Of course the allowances may or may not be used, but our intent is to present that that figure to council for approval, and not have to go back for additional approval later if something is found. The council approval time frame is August 20th. We can work with the Airport project to coordinate this work. Let me know if you have any questions. Wade Abernathy Facilities and Building Projects Manager City of Fayetteville wabernathy@favetteville-ar.p-ov T 479-575-8361 CITY OF WA FAYETTEVILLE ARKANSAS NORTHWEST ARKANSAS Democrat r� � Gazette AFFIDAVIT OF PUBLICATION I Cathy Staggs, do solemnly swear that I ani the Accounting INlana�gcr ol'the Northwest Arkansas Democrat -Gazette, printed and published in Washington County and Benton County, Arkansas, and of -bona fide circulation, that from my own personal knowledge and reference to the files of said publication, the advertisement of: CITY OF FAYETTEVILLE Ord. 6219 Was inserted in the Regular Edition on: August 29, 2019 Publication Charges: 97.50 Cathy Sty g 0,13 Subscribed and sworn to before me This S day of S1 2019. P,A�V-,T I � )- , & Notary Public I�� /-Zuq My Commission Expires: Z **NOTE** Please do not pay from Affidavit. Invoice will be sent. Ordinance: 6219 File Number 3019-0-156 I It II'C I IENS CONSTRUCTION AN ORDINANCE TO WAIVE I'IIE:REOUIRFML•NTS OF FORMAL COMPE'l I IIVI: BIDDING AND APPROVE BID FROM HUTCHENS CONSTRUCTION FOR REPLACEMENT OF THF: FIRE MARSHALL PARKING LOT LOCATED AT 4140 SOUTI I SCHOOL AVENUE IN THE AMOUNT OF S21.922 50, AND TO APPROVE A PROJECT CONTINGENCY IN 7'1 IE AMOUNT OF 55,000.00 WI IEREAS, I hachens Construction us currently paring the other halfof the lot associated Dodi the Airprrl tam%%ay prolect: and WHEREAS, employing the same contractor %%hick already has his equipment and crew at the Soe "III Save Mone%. ensure the pa%emenl is eonttnuouS tit Ie%el, finish and appearance and help Ilse City to enforce the %%arranly for this paving NOW, THEREFORE, BE 1'1 ORDAINED BY TI IE CITY COUNCI1. 01: THE CITY OF FAYETTEVILLE, ARKANSAS Scelion 1.,I hal lite Cite Council ofihc Cil%ol' Favetle%ille. Arkansas hereby determines the facts abo%e slum that an ewepfional situation exists in %%hich compelnive bidding is deemed not Fusible or practical and therefore %%ai\es the requurvinews of I-onnal competitive bidding and approves a bud From 1 hachens Construction for the milling and repaving of the Fire Marshall I%Irking Lot with the estimated amount to be paid hr the Cit% of Fayetteville to be $21,922.50. and fulrheu appro%es a project contingency in the amount of 55,000 00. PASSED and APPROVED on 812012019 Appro%cd honeld Jordan, Ma%or Attest Sondra L, Smith, City Clerk Treasurer 75061111 Aug 29, 2019