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HomeMy WebLinkAboutORDINANCE 6227OF FAYETlF a Lu 4 RKANS PS 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 6227 File Number: 2019-0485 3VOLVE HOUSING COMPANY: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A COST SHARE AGREEMENT WITH 3VOLVE HOUSING COMPANY FOR THE INSTALLATION OF A SEWER MAIN LINE ALONG A PORTION OF SOUTH CURTIS AVENUE, WITH THE AMOUNT TO BE PAID BY THE CITY OF FAYETTEVILLE NOT TO EXCEED $18,327.50, AND TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $1,833.00 WHEREAS, 3Volve Housing Company will be developing property located on South Curtis Avenue on Parcel No. 765-15071-001 and has requested that the City share in the cost of constructing an 8 -inch sewer main along a portion of South Curtis Avenue, a distance of approximately 330 feet; and WHEREAS, the City of Fayetteville would benefit from the cost share as it will provide for ample future capacity which the City recognizes will be necessary for the area that is served by this sewer main; and WHEREAS, § 51.113 of the Fayetteville City Code provides that "the City shall pay the excess material cost of facilities of a size larger than required to service subdivisions when such excess size is specified and required by the water and wastewater director for the general benefit of the sewerage system"; and WHEREAS, waiving formal competitive bidding will save time and cost by utilizing the developer's contractor who will be on-site installing the line for the developer's project. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF Page 1 Printed on 914119 File Number: 2019-0485 Ordinance 6227 FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines 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 cost share agreement with 3Volve Housing Company for the installation of an 8 -inch sewer main along a portion of South Curtis Avenue with the estimated amount to be paid by the City of Fayetteville not to exceed $18,327.50, and further approves a project contingency in the amount of $1,833.00. PASSED and APPROVED on 9/3/2019 Attest: Sondra E. Smith, Cit Clerk Trea � Y T Rfq FAYETTEVILLE 'mss • '''' ; i (' Page 2 Printed on 914119 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2019-0485 Agenda Date: 9/3/2019 Version: 1 Status: Passed In Control: City Council Meeting File Type: Ordinance Agenda Number: C. 12 3VOLVE HOUSING COMPANY: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A COST SHARE AGREEMENT WITH 3VOLVE HOUSING COMPANY FOR THE INSTALLATION OF A SEWER MAIN LINE ALONG A PORTION OF SOUTH CURTIS AVENUE, WITH THE AMOUNT TO BE PAID BY THE CITY OF FAYETTEVILLE NOT TO EXCEED $18,327.50, AND TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $1,833.00 WHEREAS, 3Volve Housing Company will be developing property located on South Curtis Avenue on Parcel No. 765-15071-001 and has requested that the City share in the cost of constructing an 8 -inch sewer main along a portion of South Curtis Avenue, a distance of approximately 330 feet; and WHEREAS, the City of Fayetteville would benefit from the cost share as it will provide for ample future capacity which the City recognizes will be necessary for the area that is served by this sewer main; and WHEREAS, § 51.113 of the Fayetteville City Code provides that "the City shall pay the excess material cost of facilities of a size larger than required to service subdivisions when such excess size is specified and required by the water and wastewater director for the general benefit of the sewerage system"; and WHEREAS, waiving formal competitive bidding will save time and cost by utilizing the developer's contractor who will be on-site installing the line for the developer's project. 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 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 cost share agreement with 3Volve Housing Company for the installation of an 8 -inch sewer main along a portion of South Curtis Avenue with the estimated amount to be paid by the City of Fayetteville not to exceed $18,327.50, and further approves a project contingency in the amount of $1,833.00. City of Fayetteville, Arkansas Page 1 Printed on 9/4/2019 City of Fayetteville Staff Review Form 2019-0485 Legistar File ID 9/3/2019 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Tim Nyander 8/12/2019 WATER SEWER (720) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends the approval of a cost share agreement with 3VOLVE Housing Company in an amount not to exceed $18,327.50 for the extension of an 8 -inch sanitary sewer line on South Curtis Avenue, and approval of a contingency in the amount of $1,833.00. Original Contract Number: Comments: Budget Impact: 5400.720.5700-5815.00 Water and Sewer Account Number Fund 04039.1 Water/Sewer Impact Fee Cost Sharing Project Number Project Title Budgeted Item? Yes Current Budget $ 1,237,694.00 Funds Obligated $ 119,167.56 Current Balance $ 1,118,526.44 Does item have a cost? Yes Item Cost $ 20,160.50 Budget Adjustment Attached? No Budget Adjustment $ - Remaining Budget $ 1,098,365.94 V20180321 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Approval Date: Original Contract Number: Comments: h CITY OF r FAYETTEVILLE ARKANSAS MEETING OF SEPTEMBER 3, 2019 TO: Mayor and City Council THRU: Don Marr, Chief of Staff Water & Sewer Committee FROM: Tim Nyander, Utilities Director DATE: August 12, 2019 CITY COUNCIL MEMO SUBJECT: Cost Share Agreement with 3VOLVE Housing Company for a Sanitary Sewer Extension on South Curtis Avenue RECOMMENDATION: Staff recommends the approval of a cost share agreement with 3VOLVE Housing Company in an amount not to exceed $18,327.50 for the extension of an 8 -inch sanitary sewer line on South Curtis Avenue, and approval of a contingency in the amount of $1,833.00. BACKGROUND: 3VOLVE Housing Company has requested that the City share in the cost of extending an 8 -inch sewer line along a portion of S. Curtis Ave. south of E. Huntsville Rd., a distance of approximately 330 linear feet. The proposed sanitary sewer line would extend east from an existing manhole on the west side of S. Curtis Ave., cross the road and run north along the east side of the street. DISCUSSION: Constructing this sewer main will allow the development of the property located on Parcel No. 765-15071-001 and will also allow for any future developments in the immediate area to obtain sewer service. 3VOLVE Housing Company has received three bids for the proposed sanitary sewer improvements. A bid from Sweetser Construction, Inc. of Fayetteville has been determined to be the lowest qualified bid. Bates & Associates will provide the engineering and surveying services associated with the project. BUDGET/STAFF IMPACT: Funds are available in the Water/Sewer Impact Fee Cost Sharing account. Attachments: Cost Share Agreement Exhibit A — Map of Area Exhibit B — Sweetser Construction Estimate and Bates & Associates Proposal Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 CONTRACTUAL AGREEMENT FOR COST SHARE OF SEWER MAIN INSTALLATION COSTS This Agreement, made and entered into on this-3L—day of September, 2019, by and between the City of Fayetteville, Arkansas ("City") and 3VOLVE Housing Company, witnesseth: WHEREAS, 3VOLVE Housing Company has requested that the City share in the cost of extending an 8 -inch sewer main along a portion of South Curtis Avenue between East Huntsville Road and Fairlane Street, a distance of approximately 330 feet; and WHEREAS, constructing this segment of 8 -inch sewer main will allow 3VOLVE Housing Company to obtain sewer service to develop a property located along South Curtis Avenue, Parcel No. 765-15071-001, and also allow for ample future capacity which the City recognizes will be necessary for the area that is served by this sewer main. NOW, THEREFORE, the City of Fayetteville, Arkansas and 3VOLVE Housing Company agree as follows: 0 1. The City of Fayetteville, Arkansas agrees to: A. Reimburse 3VOLVE Housing Company for 50% of the cost to install approximately 330 linear feet of 8 -inch sewer main in the area identified in Exhibit "A" up to a maximum -not -to -exceed amount of $18,327.50, as was estimated by the builder's representatives and shown on Exhibit `B", attached. B. Payments due to 3VOLVE Housing Company, shall be remitted within sixty (60) days after receipt of valid invoices upon completion of the project. .Y 2. 3VOLVE Housing Company agrees to: A. Provide the necessary and normal project management, inspection, and testing as necessary for a complete and acceptable sewer main installation, including submittal of plans and specifications to the City's Engineering Department, per their standard procedures. B. Submit all required plans and specifications to the City and receive approval from the City's Engineering and Utilities Departments prior to commencing work on the project. C. Provide a copy of the invoices from the Contractor upon City approval of the sewer main upgrades. D. Pay for the sewer main installation (with reimbursement of 50% of the cost by the City of Fayetteville in the not -to -exceed amount of $18,327.50. JF:.^ IN AGREEMENT WITH ALL THE TERMS AND CONDITIONS ABOVE, WE SIGN BELOW: 3VOLVE HOUSING COMPANY m ATTEST: By: CHARLOTTE,JArkansas - WashNotary Public - CoMy Commission Ex CITY OF FAYETTEVILLE, r - F � '/L— Mayor ATTEST: By: nnrry SONDRA SMITH, City Cle*�ARK �'�T Y'0* O ►U. . n.. FAYETTEVILLE '�'�'•• kANSP .•�'`�.• '���.,I i1Oiitt►�\\ a- a Ml 1397 6" 238ft 80T 8 U'q �a5 857 6 EXHIBIT A u J E. Huntsville Rd. 1427 1427 1429 1429 Parent Parcel No. 765-15071-001 Parent Parcel No. 765-15071-001 858 862 80,36 86e 1433 Proposed Sewer Line Extension 0', July 24, 2019 EXHIBIT B SWEETSER CONSTRUCTION, INC. GENERAL CONTRACTORS • LICENSED • INSURED Attn: Z Niederman 590 WEST POPLAR • FAYETTEVILLE. AR 72703 TELEPHONE (479) 443-3026 • FAX (479) 442-0119 Re: Curtis Avenue Sewer (REVISED) Z, Please see the following items that are included in the price. Tie in to existing manhole, two new manholes, 8" sanitary sewer line, three 4" services, open cut trench and T -patch, seed & straw, temp. tree protection, testing, mobilization. Total Price: $34,755.00 Deduct for the three 4" services Mobilization - $1,200.00 1,200.00 Tree Protection fence — 967.00 967.00 Manhole Tie In —1 ea @ 1,500.00 1,500.00 Manholes 2 ea. @ 3,400.00 6,800.00 8" Sewer Line 336 LF @ 45.50 15,288.00 Services — 3 ea @ 1,200.00 3,600.00 T -Patch —1 ea @ 3,100.00 3,100.00 Seed and straw 1,500.00 Testing — 800.00 800.00 -$3,600.00 Total Price: $34,755.00 This price does not include anything for staking, erosion control, rock excavation or permits that may be required. Thanks, Charles W. Miller Bates Associates Inc. rCivil Engineering • Land Surveying • Landscape Architecture 7230 S. Pleasant Ridge Dr. / Fayetteville, AR 72703 PH: 479-442-9350 / FAX: 479-521-9350 January 21, 2019 Zara Niederman Fayetteville, AR 72703 RE: Civil Proposal for sewer main extension Dear. Mr. Niederman, We appreciate the opportunity to provide you with engineering and surveying services for the proposed 350' sewer main extension on S. Curtis Avenue in Fayetteville Arkansas. It is my understanding that we are to provide you with construction plans for a sewer main extension. We propose to provide the following services: 1. Construction Plans • Prepare grading application forms • Prepare topographic survey in construction area • Prepare site & utility plan o Show all existing utilities o Show proposed utility locations o Show water & sewer service line locations o Add state plane coordinates to two fire hydrants o Show setback and utility easements o Show existing and proposed buildings • Prepare Plan and Profile Sheets. • Prepare Detail Sheets. • City Engineering Review o Make revisions to the plans per city comments • Submit to Arkansas Department of Health o Make revisions to the plans per comments 2. Construction Prepare letter to City engineering for performance bonds Set up and attend pre -construction meeting Construction observation for public improvements o Full time for water and sewer I Close out items before for Final acceptance by City • Preliminary walk-through and prepare punch list for city • Final walk-through with City • As -built plans of public improvements • As -built survey of public improvements • Prepare letter to City engineering with unit price construction cost for public improvements to get number for 2 year maintenance bond. • Certifications o Engineering certification of public improvements o Surveying certification of compliance Professional Fee proposal: We proposed to provide the above information for: $1,000 Topographic strip survey $3,000 Construction plans (item 1) 1,500 Inspection and closeout (item 2-3) $5,500 The proposal does not include the followingitems: ems: • City or state review fee's • Construction Staking (to be provided by Bates & Associates once site is designed and staking estimate will be provided to the owner). Should you have any questions or require any additional information, please feel free to contact us at your convenience. If this Proposal is satisfactory to you, please sign below for our authorization to begin working. Sincerely, Bates & Associates, Inc Geoffrey H. Bates, P.E. President of Engineering Owner Signature Address for invoicing By signing above, I agree to pay Bates & Associates, Inc. the fee as stated above within 30 days of receiving invoice. This Agreement consisting of the proposed services stated above, constitutes the entire agreement between Owner and Engineer and supersedes all prior written or oral understandings. This Agreement may only be amended, supplemented, modified, or canceled by a duly executed written instrument. 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Invoice will be sent. Ordinance: 6227 File Number: 2019-0485 3VOLVE HOUSING COMPANY: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A COST SHARE AGREEMENT WITH 3VOLVE HOUSING COMPANY FOR THE INSTALLATION OF A SEWER MAIN LINE ALONG A PORTION OF SOUTH CURTIS AVENUE, WITH THE AMOUNT TO BE PAID BY THE CITY OF FAYETTEVILLE NOT TO EXCEED $18,327.50, AND TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $1,833.00 WHEREAS, 3Volve Housing Company will be developing property located on South Curtis Avenue on Parcel No. 765-15071-001 and has requested that the City share in the cost of constructing an 8 -inch sewer main along a portion of South Curtis Avenue, a distance of approximately 330 feet; and WHEREAS, the City of Fayetteville would benefit from the cost share as it will provide for ample future capacity which the City recognizes will be necessary for the area that is served by this sewer main; and WHEREAS, § 51.113 of the Fayetteville City Code provides that "the City shall pay the excess material cost of facilities of a size larger than required to service subdivisions when such excess size is specified and required by the water and wastewater director for the general benefit of the sewerage system"- and WHEREAS, waiving formal competitive bidding will save time and cost by utilizing the developer's contractor who will be on-site installing the line for the developer's project. 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 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 cost share agreement with '3Volve Housing Company for the installation of an 8 -inch sewer main along a portion of South Curtis Avenue with the estimated amount to be paid by the City of Fayetteville not to exceed $18,327.50, and further approves a project contingency in the amount of $1,833.00. PASSED and APPROVED on 9/3/2019 Approved: Lioneld Jordan, Mayor Attest: Sondra E. Smith, City Clerk Treasurer 75077883 Sept. 12, 2019 Tim Nyander Submitted By VOLVE HOUSING COMPANY CURTIS AVENUE City of Fayetteville Staff Review Form 2020-0527 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 6/24/2020 WATER SEWER (720) Submitted Date Division / Department Action Recommendation: Staff recommends the approval to utilize contingency funds in the amount of $1,833.00 for the sewer cost share on Curtis Avenue with 3VOLVE Housing Company. Budget Impact: 5400.720.5700-5815.00 Water and Sewer Account Number Fund 04039.1 Water/Sewer Impact Fee Cost Sharing Project Number Budgeted Item? Yes Current Budget Funds Obligated Current Balance Does item have a cost? Yes Item Cost Budget Adjustment Attached? No Budget Adjustment Remaining Budget Project Title $ 3,551,352.00 $ 2,867,269.68 $ 684,082.32 $ 1,833.00 $ 682,249.32 V20180321 Purchase Order Number: 2019-670 Previous Ordinance or Resolution # Ord. 6227 Change Order Number: 1 Approval Date: 07/07/2020 Original Contract Number: Comments: a CITY OF FAYETTEVILLE ARKANSAS TO: Mayor Lioneld Jordan THRU: Susan Norton, Chief of Staff FROM: Tim Nyander, Utilities Director DATE: June 24, 2020 STAFF MEMO SUBJECT: Utilization of Contingency Funds for the Curtis Avenue Sewer Cost Share RECOMMENDATION: Staff recommends the approval to utilize contingency funds in the amount of $1,833.00 for the cost share agreement with 3VOLVE Housing Company. BACKGROUND: A cost share agreement with 3VOLVE Housing Company was approved by City Council on September 3, 2019 per Ordinance 6227 for the City to share in the cost of constructing a sewer line on Curtis Avenue. The agreement outlined a not -to -exceed amount of $18,327.50, and the City Council also approved a contingency in the amount of $1,833.00. DISCUSSION: During construction, the City's engineering department required an additional service to be created on the sewer line. Also, an encasement required by the City was not in the initial estimate for the construction costs. Utilization of the full contingency in the amount of $1,833.00 will help cover these additional costs borne by 3VOLVE Housing Company. Staff requests to utilize the full contingency in that amount, for a total payment to 3VOLVE Housing Company in the amount of $20,160.50. BUDGET/STAFF IMPACT: Funds are available within the previously approved contingency. Attachments: Invoice from 3VOLVE Housing Company Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 3VOLVE Housing Co. 849 S Washington Ave Fayetteville, AR 72701 479-387-2123 Bill To: Water & Sewer Department City of Fayetteville Invoice: Project: Curtis Avenue Sewer Line Extention Description 50% Cost Share + 1 sewer service wye Amount: $20,160.50 Please Remit Payment to: 849 S Washington Ave. Fayetteville, AR 72701