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HomeMy WebLinkAboutORDINANCE 6239113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 6239 File Number: 2019-0486 JOHN M. OTTEN COST SHARE AGREEMENT: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A COST SHARE AGREEMENT WITH JOHN M. OTTEN, FOR THE INSTALLATION OF A SANITARY SEWER LINE ALONG A PORTION OF WEST MAINE STREET, WITH THE AMOUNT NOT TO EXCEED $15,544.50 TO BE PAID BY THE CITY OF FAYETTEVILLE, TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $1,555.00 WHEREAS, John M. Otten has requested the City share in the cost of extending an 8 -inch sewer line along a portion of West Maine Street between South Sang Avenue and Cross Street, a distance of approximately 100 linear feet; and WHEREAS, Constructing the sewer main will allow the development of the property located at 2014 West Maine Street and will allow for any future developments in the immediate area; and WHEREAS, § 51.112 of the Fayetteville City Code provides that "the City shall pay the excess material cost of facilities of a size that is larger than required to serve subdivisions when such excess size is specified and required by the water and wastewater director for the general benefit of the water system. 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 Page 1 Printed on la/2/19 File Number.' 2019-0486 Ordinance 6239 therefore waives the requirements of formal competitive bidding and approves a cost share agreement with John M. Otten for the installation of an 8 -inch sanitary sewer line along a portion of West Maine Street with the amount not to exceed $15,544.50 to be paid by the City of Fayetteville, and further approves a project contingency in the amount of $1,555.00. PASSED and APPROVED on 10/1/2019 Attest: ``���`��� • •CIT •� ➢:��� •�= v � E• •A Lisa Branson, Deputy City Cl'�� • NS AS Page 2 Printed on 10/2/19 O,� Cityof Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2019-0486 Agenda Date: 10/1/2019 Version: 1 Status: Passed In Control: City Council Meeting File Type: Ordinance Agenda Number: C. 3 JOHN M. OTTEN COST SHARE AGREEMENT: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A COST SHARE AGREEMENT WITH JOHN M. OTTEN, FOR THE INSTALLATION OF A SANITARY SEWER LINE ALONG A PORTION OF WEST MAINE STREET, WITH THE AMOUNT NOT TO EXCEED $15,544.50 TO BE PAID BY THE CITY OF FAYETTEVILLE, TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $1,555.00 WHEREAS, John M. Offen has requested the City share in the cost of extending an 8 -inch sewer line along a portion of West Maine Street between South Sang Avenue and Cross Street, a distance of approximately 100 linear feet; and WHEREAS, Constructing the sewer main will allow the development of the property located at 2014 West Maine Street and will allow for any future developments in the immediate area; and WHEREAS, § 51.112 of the Fayetteville City Code provides that "the City shall pay the excess material cost of facilities of a size that is larger than required to serve subdivisions when such excess size is specified and required by the water and wastewater director for the general benefit of the water system. 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 John M. Otten for the installation of an 8 -inch sanitary sewer line along a portion of West Maine Street with the amount not to exceed $15,544.50 to be paid by the City of Fayetteville, and further approves a project contingency in the amount of $1,555.00. City of Fayetteville, Arkansas Paye 1 Printed on 101212019 City of Fayetteville Staff Review Form 2019-0486 Legistar File ID 10/1/2019 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Tim Nyander 9/9/2019 Submitted By Submitted Date Action Recommendation: WATER SEWER (720) Division / Department Staff recommends the approval of a cost share agreement with John M. Otten in an amount not to exceed $15,544.50 for the extension of an 8 -inch sanitary sewer line on West Maine Street, and approval of a contingency in the amount of $1,555.00. 6i191INWi] M111 161: 161111f Account Number 04039.1 Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? No Budget Impact: Water and Sewer Fund Water/Sewer Impact Fee Cost Sharing Project Title Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget $ 1,237,694.00 $ 142,955.74 I $ 1,094,738.26 $ 17,099.50 $ 1,077,638.76 V20180321 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Original Contract Number: Comments: Approval Date: CITY OF FAYETTEVILLE ARKANSAS MEETING OF OCTOBER 1, 2019 TO: Mayor and City Council THRU: Don Marr, Chief of Staff Water & Sewer Committee FROM: Tim Nyander, Utilities Director DATE: September 9, 2019 CITY COUNCIL MEMO SUBJECT: Cost Share Agreement with John M. Otten for a Sanitary Sewer Extension on West Maine Street RECOMMENDATION: Staff recommends the approval of a cost share agreement with John M. Often in an amount not to exceed $15,544.50 for the extension of an 8 -inch sanitary sewer line on West Maine Street, and approval of a contingency in the amount of $1,555.00. BACKGROUND: John M. (Jack) Often has requested that the City share in the cost of extending an 8 -inch sewer line along a portion of W. Maine St. between S. Sang Ave. and Cross St., a distance of approximately 100 linear feet. The proposed sanitary sewer line would extend west from an existing sanitary sewer line on W. Maine St. DISCUSSION: Constructing this sewer main will allow the development of the property located at 2014 W. Maine St. and will also allow for any future developments in the immediate area to obtain sewer service. Jack Otten has received three bids for the proposed sanitary sewer improvements. A bid from Blazing Hogs Construction, LLC of Fayetteville was determined to be the lowest qualified bid. Their bid totaled $32,064.00, but the private service lines do not qualify for cost share funds. For the line item labeled "Services" on the attached Blazing Hogs Construction invoice, $1,275.00 of the $6,750.00 total will be eligible to share in the cost of three (3) sewer taps. This will put the total eligible cost share amount for Blazing Hogs Construction at $26,589.00. Bates & Associates provided the engineering and surveying services associated with the project in the amount of $4,500.00. Staff recommends a 50% cost share for the sewer line extension in the not -to -exceed amount of $15,544.50, with a contingency of $1,555.00. 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 — Blazing Hogs Construction Invoice and Bates & Associates Proposal Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 0 CONTRACTUAL AGIREE �'IENT FOR COST SHARE OF SEWER MAIN INSTALLATION COSTS 'I'll is :V reement, made and entered into on this J— day of October. 2019, by and between the C itv of VaVetteville, Arkansas ("City") and John M. Otten, witnesseth: WHEREAS, John M. Otten has requested that the City share in the cost of extending; an 8 -inch sewer main along a portion of West Maine Street betw=een South Sang Avenue and -South Cross Avenue, a distance of approximately 100 feet: and WHEREAS, constructing this segment of 4 -inch sewer main will allow John M. Otten to obtain sewer service to develop the property located at 2014 West Maine Street, and also allow for ample future capacity] which the City recognizes N% ill be necessary for the area that is served by this sewer main. l\`+DW, THEREFORE. the City of Fayetteville, Arkansas and John M. Otten agree as follows: 1. The City of Fayettevi Ile. Arkansas agrees to: A. Reimburse John NI. Otten for 50% of the cost to install approximately 100 linear feet of 8 -inch sewer main in the area identified in Exhibit "A" up to a maximum - not -to -exceed amount of $15,544.50. as was estimated by the builder's representatives and shown on Exhibit "13" attached. B. Payments due to John M. Otten, shall be remitted within sixty (60) days after receipt of valid invoices upon completion of the project. I John M. Otten agrees to: A. Provide the necessary and normal project management, inspection, and testing as necessary for a complete and acceptable sewer main installation, includino submittal ofplans 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 l mdricerim, and futilities 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 a not -to -exceed amount of $15,544.50. IN AGREEMENT WITH ALL THE TERMS AND CONDITIONS ABO4-F, Vv`F SIGN BELOW: JOHN WI.OTTEN CITY OF FAYETTEVILLE, ARKANSAS r 6'j4oltN�Nl. OTTEN, Property Owner VLfONE, RDA , May=or ATTEST: f1T'I'IS I': By: a _- By: SONDRA SINJITH, City C �S`,��•' UGIT Y 9s''��J ±FAY7 rEVIECEO '9 EXHIBIT A Sewer Line Extension Blazing Hogs Construction LLC EXHIBIT B Invoice PO Box 738 Rogers, AR 72757 Bill To Jack Otten - Maine Street Sewer t Date Invoice # 7/29/2019 Draw2 Finol P.O. No. Terms Project Quantity Description U/M Rate Amount Ex Manhole Core and Patch 2,000.00 2,000.00 8" DR 26 8,064.00 8,064.00 5' Manhole 3,500.00 3,500.00 Disconnect and Seal Existing Service Line 2,000.00 2,000.00 Services 6,750.00 $1,275.00 6,958-90 T -Patch Approx 100 ft x 4 ft 8,250.00 8,250.00 Testing 1,500.00 1,500.00 The City will pay $1,275.00 to share in the cost of three (3) sewer taps. Private service lines will not be included in the cost share. Total $26,589.00 S32.964"9f1 Bates, Associates,lnc. Civil Engineering • Land Surveying • Landscape Architecture 7230 S. Pleasant Ridge Dr. / Fayetteville, AR 72703 PH: 479-442-9350 / FAX: 479-521-9350 September 27, 2018 Jack Otten 2016 W. Maine Street Fayetteville, AR RE: Civil Proposal for sewer main extension Dear. Mr. Otten, We appreciate the opportunity to provide you with engineering and surveying services for the proposed sewer main extension on Maine Street 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 3. 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: $ 500 Topographic strip survey $2,500 Construction plans (item 1) $1,500 Inspection and closeout (item 2-3) $4,500 The proposal does not include the following items: • 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. RECEIVED iOCT 2 3 2019 NORTHWEST ARKANSAS CM�K Democrat Gazette AFFIDAVIT OF PUBLICATION I Carla Gardner, do solemnly swear that I am the Finance Director of 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. 6239 Was inserted in the Regular Edition on: October 10, 2019 Publication Charges: 120.90 (2a-ka. oon!_� Carla Gardner Subscribed and sworn to before me This % day of (�1, 2019. &a_ W L -,o Notary Public My Commission Expires: Z .16 I ZOn.L CATHY WILES Arkansas - Benton County Notary Public - Comm# 12397118 My Commission Expires Feb 20' 2024 **NOTE** Please do not pay from Affidavit. Invoice will be sent. File Number: 2019-0486 JOHN M. OTTEN COST SHARE AGREEMENT: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A COST SHARE AGREEMENT WITH JOHN M. OTTEN, FOR THE INSTALLATION OF A SANITARY SEWER LINE ALONG A PORTION OF WEST MAINE STREET, WITH THE AMOUNT NOT TO EXCEED $15,544.50 TO BE PAID BY THE CITY OF FAYETTEVILLE, TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $1,555.00 WHEREAS, John M. Offen has requested the City share in the cost of extending an 8 -inch sewer line along a portion of West Maine Street between South Sang Avenue and Cross Street, a distance of approximately 100 linear feet; and WHEREAS, Constructing the sewer main will allow the development of the property located at 2014 West Maine Street and will allow for any future developments in the immediate area; and WHEREAS, § 51.112 of the Fayetteville City Code provides that "the City shall pay the excess material cost of facilities of a size that is larger than required to serve subdivisions when such excess size is specified and required by the water and wastewater director for the general benefit of the water system. NOW, THEREFORE, BE 1T 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 File Number: 2019-0486 Ordinance 6239 therefore waives the requirements of formal competitive bidding and approves a cost share agreement with John M. Otten for the installation of an 8 -inch sanitary sewer line along a portion of West Maine Street with the amount not to exceed $15,544.50 to be paid by the City of Fayetteville, and further approves a project contingency in the amount of $1,555.00. PASSED and APPROVED on 10/1/2019 Approved: Lioneld Jordan, Mayor Lisa Branson, Deputy City Clerk 75108629 10/10/2019 Tim Nyander Submitted By John M. Otten Cost Share City of Fayetteville Staff Review Form Agreement 2019-0734 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 10/29/2019 WATER SEWER (720) Submitted Date Division / Department Action Recommendation: Staff recommends the approval to use contingency funds in the amount of $69.65 associated with a cost share agreement with John M. Otten for the installation of a sanitary sewer line along a portion of West Maine Street. 5400.720.5700-5815.00 Account Number 04039.1 Budget Impact: Water and Sewer Fund Water/Sewer Impact Fee Cost Sharing Project Number Project Title Budgeted Item? Yes Current Budget $ 1,237,694.00 Funds Obligated $ 163,138.98 Current Balance $ 1,074,555.02 Does item have a cost? Yes Item Cost $ 69.65 Budget Adjustment Attached? No Budget Adjustment $ - Remaining Budget $ 1,074,485.37 V20180321 Purchase Order Number: 2019-681 Previous Ordinance or Resolution # Ord. 6239 Change Order Number: Original Contract Number: Comments: 1 Approval Date: CITY OF FAYETTEVILLE ARKANSAS TO: Mayor Lioneld Jordan THRU: Don Marr, Chief of Staff FROM: Tim Nyander, Utilities Director DATE: October 29, 2019 STAFF MEMO SUBJECT: Use of Contingency Funds for Maine Street Sewer Cost Share Project RECOMMENDATION: Staff recommends the approval to use contingency funds in the amount of $69.65 associated with a cost share agreement with John M. Often for the installation of a sanitary sewer line along a portion of West Maine Street. BACKGROUND: John Often has requested that the City share in the cost of extending an 8 -inch sewer line along a portion of W. Maine St. between S. Sang Ave. and Cross St., a distance of approximately 100 linear feet. The sanitary sewer line extended west from an existing sanitary sewer line on W. Maine St. DISCUSSION: The construction costs were completed for the same amount as the estimate of $26,589.00. The engineering costs were estimated at $4,500.00, and the amount invoiced to John Often was $4,639.31. This difference between the invoiced and estimated amounts will be split halfway between the City and John Often, leaving the City's portion to be $69.65 which is available within the previously approved contingency. Staff recommends utilizing $69.65 of the available contingency to reimburse John Often for half of the costs of the sewer line installation as outlined in the cost share agreement. BUDGET/STAFF IMPACT: Funds are available in the Water/Sewer Impact Fee Cost Sharing account. Attachments: Invoice from John M. Often to City of Fayetteville Engineer/Contractor Invoices Paid by John Often Ordinance 6239 Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 INVOICE DATE 10/15/2019 INVOICE TO City of Fayetteville 113 West Mountain Street Fayetteville, AR 72701 INVOICE NO YOUR COMPANY 1001 John M. Otten 4190 E. Canvas Rd. Fayetteville, AR 72701 479-409-8203 Due on Receipt DESCRIPTION Due on Receipt UNIT PRICE Sewer Extension $26,589.00 x 50%= Engineering for Sewer Extension $4,639.31 x 50% _ Tota LINE TOTAL $13,294.50 $ 2,319.65 $15,614.15 Blazing Hogs Construction LLC PO Box 738 Rogers, AR 72757 I N9 Bill To r Jack Otten - Maine Street Sewer qOL Invoice Date Invoice # 7/29/2019 Drawl Final P.O. No. Terms Project Quantity Description U/M Rate Amount Ex Manhole Core and Patch 2,000.00 2,000.00 8" DR 26 8,064.00 8,064.00 5' Manhole 3,500.00 3,500.00 Disconnect and Seal Existing Service Line 2,000.00 2,000.00 Services 6,750.00 6,750.00 T -Patch Approx 100 ft x 4 ft 8,250.00 8,250.00 Testing 1,500.00 1,500.00 Total $32.064.00 Bates and Associates a�% 7230 S. Pleasant Ridge Drive Fayetteville, AR 72704 Bill to: Jack Otten 4190 E Canvas Rd Fayetteville, AR 72701 Invoice Date Invoice # 1/10/2019 17-34601 Bates Project # f Terms 17-346 Due on receipt Description Amount Surveying and Engineering for sewer main extension- 2016 W. Maine Street, Fayetteville, AR 4,500.00 City of Fayetteville Grading Fee - Reimbursable Expense Check # 15564 75.00 Reimbursable Expense for Arkansas Department of Health Sewer Review Fee- Check#15597 50.00 Reimbursable Expense for UPS to overnight plans to Arkansas Department of Health 14.31 ID Total $4,639.31 Invoices are due upon receipt! A late fee will be applied for payments over 15 days. Thank you for your prompt attention. Phone # Fax # 479-442-9350 479-521-9350 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 6239 File Number: 2019-0.186 JOHN M. OTTEN COST SHARE AGREEMENT: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A COST SHARE AGREEMENT WITH JOHN M. OTTEN, FOR THE INSTALLATION OF A SANITARY SEWER LINE ALONG A PORTION OF WEST MAINE STREET, WITH THE AMOUNT NOT TO EXCEED $15,544.50 TO BE PAID BY THE CITY OF FAYETTE-VILLE, TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $1,555.00 WHEREAS, John M. Otten has requested the City share in the cost of extending an 8 -inch sewer line along a portion of West Maine Street between South Sang Avenue and Cross Street, a distance of approximately 100 linear feet; and WHEREAS, Constructing the sewer main will allow the development of the property located at 2014 West Maine Street and will allow for any future developments in the immediate area; and WHEREAS, § 51.112 of the Fayetteville City Code provides that "the City shall pay the excess material cost of facilities of a size that is larger than required to serve subdivisions when such excess size is specified and required by the water and wastewater director for the general benefit of the water system. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section l: 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 Page 1 Printed on 1012119 File Number. 2019-0486 Ordinance 6239 therefore waives the requirements of formal competitive bidding and approves a cost share agreement with John M. Otten for the installation of an 8 -inch sanitary sewer line along a portion of West Maine Street with the amount not to exceed $15,544.50 to be paid by the City of Fayetteville, and further approves a project contingency in the amount of $1,555.00. PASSED and APPROVED on 10/1/2019 1_E RK /rrzi Attest: .``���� ' • C17• • Tpi Y0 •CSi! •PR �� G ell Lisa Branson, Deputy City CeG'�•• �: •y�;.`` �? '11i 11011 Page 2 Printed on 10/2!19 - City of Fayetteville, Arkansas 113 West Mountain street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2019-0486 Agenda Date: 10/1/2019 Version: 1 Status: Passed In Control: City Council Meeting File Type: Ordinance Agenda Number: C. 3 JOHN M. OTTEN COST SHARE AGREEMENT: AN ORDINANCETO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A COST SHARE AGREEMENT WITH JOHN M. OTTEN, FOR THE INSTALLATION OF A SANITARY SEWER LINE ALONG A PORTION OF WEST MAINE STREET, WITH THE AMOUNT NOT TO EXCEED $15,544.50 TO BE PAID BY THE CITY OF FAYETTEVILLE, TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $1,555.00 WHEREAS, John M. Otten has requested the City share in the cost of extending an 8 -inch sewer line along a portion of West Maine Street between South Sang Avenue and Cross Street, a distance of approximately 100 linear feet; and WHEREAS, Constructing the sewer main will allow the development of the property located at 2014 West Maine Street and will allow for any future developments in the immediate area; and WHEREAS, § 51.112 of the Fayetteville City Code provides that "the City shall pay the excess material cost of facilities of a size that is larger than required to serve subdivisions when such excess size is specified and required by the water and wastewater director for the general benefit of the water system. 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 John M. Offen for the installation of an 8 -inch sanitary sewer line along a portion of West Maine Street with the amount not to exceed $15,544.50 to be paid by the City of Fayetteville, and further approves a project contingency in the amount of $1,555.00. City of Fayettevil* Arkansas Page 7 Printed on 14WO19 City of Fayetteville Staff Review Form 2019-0486 Legistar File ID 10/1/2019 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Tim Nyander 9/9/2019 WATER SEWER (720) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends the approval of a cost share agreement with John M. Otten in an amount not to exceed $15,544.50 for the extension of an 8 -inch sanitary sewer line on West Maine Street, and approval of a contingency in the amount of $1,555.00. 5400.720.5700-5815.00 Account Number 04039.1 Project Number Budgeted Item? Yes Budget Impact: Water and Sewer Fund Water/Sewer Impact Fee Cost Sharing Project Title Current Budget Funds Obligated Current Balance Does item have a cost? Yes Item Cast Budget Adjustment Attached? No Budget Adjustment Remaining Budget $ 1,237,694.00 $ 142,955.74 I $ 1,094,738.26 $ 17,099.50 [ $ 1,077,638.76 V20180321 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Approval Date: Original Contract Number: Comments: CITY OF FAYETTEVILLE ARKANSAS MEETING OF OCTOBER 1, 2019 TO: Mayor and City Council THRU: Don Marr, Chief of Staff Water & Sewer Committee FROM: Tim Nyander, Utilities Director DATE: September 9, 2019 CITY COUNCIL MEMO SUBJECT: Cost Share Agreement with John M. Often for a Sanitary Sewer Extension on West Maine Street RECOMMENDATION: Staff recommends the approval of a cost share agreement with John M. Otten in an amount not to exceed $15,544.50 for the extension of an 8 -inch sanitary sewer line on West Maine Street, and approval of a contingency in the amount of $1,555.00. BACKGROUND: John M. (Jack) Otten has requested that the City share in the cost of extending an 8 -inch sewer line along a portion of W. Maine St. between S. Sang Ave. and Cross St., a distance of approximately 100 linear feet. The proposed sanitary sewer line would extend west from an existing sanitary sewer line on W. Maine St. DISCUSSION: Constructing this sewer main will allow the development of the property located at 2014 W. Maine St. and will also allow for any future developments in the immediate area to obtain sewer service. Jack Otten has received three bids for the proposed sanitary sewer improvements. A bid from Blazing Hogs Construction, LLC of Fayetteville was determined to be the lowest qualified bid. Their bid totaled $32,064.00, but the private service lines do not qualify for cost share funds. For the line item labeled "Services" on the attached Blazing Hogs Construction invoice, $1,275.00 of the $6,750.00 total will be eligible to share in the cost of three (3) sewer taps. This will put the total eligible cost share amount for Blazing Hogs Construction at $26,589.00. Bates & Associates provided the engineering and surveying services associated with the project in the amount of $4,500.00. Staff recommends a 50% cost share for the sewer line extension in the not -to -exceed amount of $15,544.50, with a contingency of $1,555.00. 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 — Blazing Hogs Construction Invoice and Bates & Associates Proposal Mailing Address: 113 W. Mountain Street www.fayotteville-ar.gov Fayetteville, AR 72701 N tIEREAT John %L Otten has requested that the Cit} Avc in the c --t orMcnding an 84nch sem r main along a portion of Wcm \laine Strcet bet"Ven South sane A%enue and `-'ouch Cross Avenue, a distance of approximately 100 feet: anis WHEREAS, wnwwting this segment of S -inch scwvr main WH allow JFK A (Xtett to obtain sewerservice to develop the pwpcny loCM at 014 West Maine Street, and ako allow Ar ample future capacity which the City recognizes "ill be necessary for the area that k served b this sewer main r „ w 4 «v Y NONNI, T111 IZEhC)1Z1�_ the t,tt� dt havettr �°ille, ��rk�n��t1 and .f��1in" �4. f,)tten agree as 1. The City of l a�,ctteville, Arkansas agrees to n Reimburse John A Men Or 50,"o of the cost to install appmArnately 100 linear feet of 8 -inch sewer main in the area identified in Exhibit' -A" up to a nlaximum- not-to-exceed amount of '-,15.5-14.50. as was estimated by the builder's -10, representatives and slogan on F.xhibtt `'B'% attached ` B. Pa} meat; due to hAnA Own, shall he remitted within sixty (60) d ysafter receipt cof slid invoices upon completion oi'the prc�lect_ Tial protect inanayaement, inspection. and testing ',wall :f nd acceptable: sewer main installation. includin rations to the City's 1-,noineering Department. per ' Qg I specifications to the frit}' and receiti c approval and Dcpartmcnts prior to commencin s from the Contractor upon Cit} .ipproval of the ation (%4ith reimhur,cmcnt of 5wb orow cast by )t -to -exceed anrnnu t f 's 1 j jl•1- t). w IN AGREEMENT WITH ALL THE'I'FI21-IS AND CONDI'T'IONS ABOVE, WE: SICTN BELOW: JOHNvi. OTTEN JOIC ' m, OTTEN, Property Owner A,r-rEs,r: CITY OF FAYFT'rEVILLE, ARKANSAS / 13v: RDAs Mayo TFEST: _ Ry: Ay rs SOti DRA SMITFI, cite v . ■ - O Sewer Line Extension n Sewer Line Extension Blazing flogs Construction LLC PO Box 738 Rogers, AR 72757 -!9114h 9 Invoice Date Invoice #- 71291,12019 712012019 Drawl Final P.O. No, Terms Project Quantity Description U/M Rate Amount Ex Manhole Core and Patch 2,000.00 2,000.00 8" DR 26 8,064.00 8,064.00 5' Manhole 3,500.00 3,500.00 Disconnect and Sea] Existing Service Line 2,000.00 2,000.00 Services 6,750.00 $1,275.00 6,; 59.08- T -Patch Approx 100 ft x 4 ft 8,250.00 8,250.00 'resting 1,500.00 1,500.00 The City will pay $1,275.00 to share in the cost of three (3) sewer taps. Private service lines will not be included in the cost share. Total $26.589.00 Si' -06,11l0 Bates .�; off ` Associates,1 nc. Civil Engineering • Land Surveying • Landscape Architecture Y 9 7230 S. Pleasant Ridge Dr. / Fayetteville, AR 72703 PH: 479-442-9350 / FAX: 479-521-9350 September 27, 2018 Jack Otten 2016 W. Maine Street Fayetteville, AR RE: Civil Proposal for sewer main extension Dear. Mr. Otten, We appreciate the opportunity to provide you with engineering and surveying services for the proposed sewer main extension on Maine Street 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 3. 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: $ 500 Topographic strip survey $2,500 Construction plans (item 1) 1,500 Inspection and closeout (item 2-3) $4,500 The proposal does not include the following items: • 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 - : Geoffr y H. Bates, P.E. PresicAnt ofEngipeering er Address for invoicing 113 IJeS� l�lou��a►h S+. FaLAe4eVillc , 4P 7.2701 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.