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HomeMy WebLinkAbout260-19 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Resolution: 260-19 File Number: 2019-0634 CITY OF WEST FORK COST SHARE AGREEMENT: A RESOLUTION TO APPROVE A COST SHARE AGREEMENT WITH THE CITY OF WEST FORK FOR THE UPSIZING OF A SANITARY SEWER LINE WITH AN AMOUNT NOT TO EXCEED $256,789.60 TO BE PAID BY THE CITY OF FAYETTEVILLE, AND TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $25,680.00 WHEREAS, on March 5, 2019 the City Council approved Resolution 64-19 approving a 15 -year contract with the City of West Fork in which Fayetteville will accept and treat West Fork's sewerage at the Noland Wastewater Treatment Plant; and WHEREAS, upsizing a portion of a 15 -inch sewer main to 24 -inch will provide for ample future capacity which will be necessary for future growth in 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." NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section l: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to sign a cost share agreement with the City of West Fork for the upsizing of a sanitary sewer line with an amount not to exceed $256,789.60 to be paid by the City of Fayetteville, and further approves a project contingency in the amount of $25,680.00. Page 1 Printed on 12/5/19 File Number 2019-0634 Resolution 260-19 PASSED and APPROVED on 12/3/2019 Attest: ZAA � kVA••' CITy'•�;F''% O�.9N Kara Paxton, City Clerk Treasure; FAyF�E� y•Ir 1 T0 COV ````` ���ili i 11110\ Page 2 Printed on 1215119 City of Fayetteville, Arkansas 113 West Mountain Street �. Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2019-0634 Agenda Date: 12/3/2019 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 2 CITY OF WEST FORK COST SHARE AGREEMENT: A RESOLUTION TO APPROVE A COST SHARE AGREEMENT WITH THE CITY OF WEST FORK FOR THE UPSIZING OF A SANITARY SEWER LINE WITH AN AMOUNT NOT TO EXCEED $256,789.60 TO BE PAID BY THE CITY OF FAYETTEVILLE, AND TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $25,680.00 WHEREAS, on March 5, 2019 the City Council approved Resolution 64-19 approving a 15 -year contract with the City of West Fork in which Fayetteville will accept and treat West Fork's sewerage at the Noland Wastewater Treatment Plant; and WHEREAS, upsizing a portion of a 15 -inch sewer main to 24 -inch will provide for ample future capacity which will be necessary for future growth in 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." 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 authorizes Mayor Jordan to sign a cost share agreement with the City of West Fork for the upsizing of a sanitary sewer line with an amount not to exceed $256,789.60 to be paid by the City of Fayetteville, and further approves a project contingency in the amount of $25,680.00. City of Fayetteville, Arkansas Page 1 Printed on 121412019 City of Fayetteville Staff Review Form 2019-0634 Legistar File ID 12/3/2019 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Tim Nyander 11/13/2019 WATER SEWER (720) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends the approval of a cost share agreement with the City of West Fork in an amount not to exceed $256,789.60 for upsizing a portion of 15 -inch sanitary sewer line to 24 -inch, and to approve a project contingency in the amount of $25,680.00. 5400.720.5700-5815.00 Account Number 04039.1901 Project Number Budget Impact: Water and Sewer Fund Water/Sewer Impact Fee Cost Sharing Project Title 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 $ 1,237,694.00 $ 164,271.07 $ 1,073,422.93 $ 282,469.60 $ 790,953.33 V20180321 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Original Contract Number: Comments: Approval Date: abs', CITY OF FAYETTEVILLE ARKANSAS MEETING OF DECEMBER 3, 2019 TO: Mayor and City Council THRU: Don Marr, Chief of Staff FROM: Tim Nyander, Utilities Director DATE: November 13, 2019 CITY COUNCIL MEMO SUBJECT: Cost Share Agreement with The City of West Fork for Upsizing a Portion of the Sewer Line Coming from West Fork to the City of Fayetteville RECOMMENDATION: Staff recommends the approval of a cost share agreement with the City of West Fork in an amount not to exceed $256,789.60 for upsizing a portion of 15 -inch sanitary sewer line to 24 - inch, and to approve a project contingency in the amount of $25,680.00. BACKGROUND: West Fork owns and operates its own Wastewater Treatment Facility, which is in need of improvement, enlargement and modernization. Rather than investing a very large sum of money to sufficiently improve the treatment plant, West Fork wishes to discontinue treating their wastewater and pay the City of Fayetteville to accept, treat and discharge sewage collected by West Fork. To accomplish this, West Fork will construct a lift station and sewer main from their city to a point of connection in the City of Fayetteville. During this construction project, the Utility feels that upsizing a segment of 15 -inch sewer main to 24 -inch within Fayetteville's City limits will provide for ample future capacity which will be necessary for future growth in the area that is served by this sewer main. This is described in the City's 2014 Sewer Master Plan Update. While the master plan only recommended upsizing the current 12 -inch main to an 18 -inch pipe (p. 6-7) for Fayetteville's needs, the addition of West Fork was not factored in to that analysis, and the addition of their flow now requires a 24 -inch pipe. DISCUSSION: On Thursday, September 5, 2019 the City of West Fork opened bids on the above referenced project. Boyles Construction, Inc. of Paron, AR is the low bidder with a total bid in the amount of $6,127,423.20. Of this total, the City of West Fork will be responsible for $5,870,633.60, and the City of Fayetteville will be responsible for the remaining $256,789.60. The City of Fayetteville's portion is to upsize approximately 3,100 feet of the gravity sewer line from 15 -inch to 24 -inch. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 BUDGET/STAFF IMPACT: Funds are available in the Water/Sewer Impact Fee Cost Sharing account within the Water and Sewer Fund. Attachments: Cost Share Agreement Exhibit A — Map of Area Exhibit B — Bid Tabulation, West Fork to Fayetteville Project Cost Participation Letter PA CONTRACTUAL AGREEMENT FOR COST SHARE OF SEWER MAIN INSTALLATION COSTS This.Agreement, made and entered into on this day of November 2019, by and between the City of Fayetteville, Arkansas ("City") and the City of West Fork ("West Fork"), witnesseth: WHEREAS, on Thursday; September 5, 2019.West Fork opened sealed bids on the West Fork Sewer Main to'Fayetteville Project; and WHEREAS, Boyles Construction, Inc. ofParon, Arkansas is the love bidder in the amount of $6,127,423.20; and WHEREAS, McCleIland Consulting Engineers, Inc., representing West Fork as the Engineer of Record on this sewer main project, has reviewed the bid and recommends awarding the bid to Boyles Construction, Inc. in the amount of $6,127,423.20; and WHEREAS, upsizing a 3,100 ft segment of 15 -inch sewer main to 24 -inch will provide for ample future capacity which the City recognizes will be necessary for the area that is served by this sewer main, and is described in the City's 2014 Sewer Master Plan Update; and WHEREAS; because of thesignificant cost of the project, the City of Fayetteville�agrees to compensate the City of West Pork in advance for the cost of the materials required to upsize the 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." NOW, THEREFORE; the City of Fayetteville, Arkansas and the City of West !Fork agree as .follows: 1. The City of Fayetteville, Arkansas agrees to: A. Compensate West Fork for the cost to upsize approximately 3,100 linear feet of 15 - inch sewer main to 24 -inch sewer main in the area identified in Exhibit "A" up to a maximum -not -to -exceed. amount of $256,789.60, as was bid by .Boyles Construction, .Inc. and shown on Exhibit "B", attached. B. An initial payment to West Fork in the amount of $256,789.60 shall be remitted by the City of Fayetteville within thirty (30) days after approval of this Agreement. Additional payments due to West Fork as a result of any change orders shall be remitted within sixty (60) days after receipt of valid invoices and approval of the change order by the City of Fayetteville. 2. The City of West Fork agrees to: A. Provide the necessary and normal project management, inspection, and testing as necessary to complete the West Fork Sewer Main to Fayetteville Project. B. Provide a copy of all invoices and/or pay applications from the Contractor and West Fork for City approval and verification of payments related to the sewer main upsizing within ten (10) days. C. Pay the remaining costs for the West Fork Sewer Main to Fayetteville Project in the amount of $5,870,633.60. IN AGREEMENT WITH ALL THE TERMS AND CONDITIONS ABOVE, WE SIGN BELOW: CITY OF WEST FORK, ARKANSAS By: HEITH AUDLE, Mayor ATTEST: By: ANN UPTON, City Clerk CITY OF FAYETTEVILLE, ATTEST: LISA BRANSON, Deputy Cit Cl`ng y r's`1,a0rw .:fly• �/� s�: EXHIBIT A f' ! I 'L. DRAKE FIELD�� PROPOSED 15 FAYETTEVILLE _`..=-- GRAVITY SEWER \\V j r f r S PROPOSED �1�, ! J FORK'....._� PUMP .- \ RK' t f G NIS... ....�.._i �.-_.. I...- ._...._....... ..... �STATION Rp,1C0.0pL~ 0 ._ .� ... HIGHWAY 71 1 -t 1. •\ ...,..a.. -C. �� W. DYE i u! f 4 GREENLAND 1 CREEK ROAD �- ! PROPOSED 10" FORCE MAIN vk?i PROPOSED 74" •--: I y GRAVITY SEWER L • -� EXIST ( ?- I _._..T- EXHIBIT B mcECONSUL TING eat wnw ENGINEERS, INC. ��n.nmr Kewrwii n. rt .wnt nv wH++•>srM m aveay ort4tMe: sw.me.+s, mn, >m rx J }•!•S muA}0 36,'Dr MAO 0%,I6D]S f}Y} fS0 H N.00 ♦MWI(f MUSgIroVI[S �E•}.}�a f5/146a(O 360M6A0 56IfOSKGO Ya10(.}i1}S Av9AA30 fllpAtLW ►i CITY OF FAYETTEVILLE ARKANSAS September 9, 2019 Sent via e-mail to: alan.iohnson(a.arkansas.gov Alan W. Johnson Engineer, Water Resources Development Section Natural Resources Commission A Division of the Arkansas Department of Agriculture 101 East Capitol - Suite 350 Little Rock, Arkansas 72201 RE: West Fork Sewer .Main to Fayetteville Project City of Fayetteville Cost Participation Mr. Johnson: The City of Fayetteville has reviewed the certified bid tabulation for the referenced project, and concurs with McClelland Consulting Engineers' recommendation to award the bid to Boyles Construction, Inc in the total amount of $6,127,423.20. Contingent on final approval by the Fayetteville City Council, the City of Fayetteville will contribute $256,789.60 towards the total contract amount to pay for the cost to upsize the proposed 15 -inch gravity sewer within the Fayetteville city limits to a 24 -inch gravity sewer. The funds for this cost participation are available for immediate use. Sincgkely, LiongfdPfdan Mayor City of Fayetteville, Arkansas Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 CITY OF WEST FORK COST SHARE AGREEMENT Tim Nyander City of Fayetteville Staff Review Form 2020-0660 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 8/3/2020 WATER SEWER (720) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends approval of a Change Order to the cost share contract with the City of West Fork which will increase the contract amount by $4,300.00. Budget Impact: 5400.720.5700-5815.00 Water and Sewer Account Number Fund 04039.1901 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 $ 2,888,649.68 $ 662,702.32 $ 4,300.00 $ 658,402.32 V20180321 Purchase Order Number: 2019-825 Previous Ordinance or Resolution # 260-19 Change Order Number: Original Contract Number: Comments: Approval Date: CITY OF FAYETTEVILLE ARKANSAS TO: Mayor Lioneld Jordan THRU: Susan Norton, Chief of Staff Tim Nyander, Utilities Director FROM: Corey Granderson, Utilities Engineer DATE: July 30, 2020 STAFF MEMO SUBJECT: Approval of a Change Order for the West Fork Sewer Cost Share Project RECOMMENDATION: Staff recommends approval of a Change Order to the cost share contract with the City of West Fork which will increase the contract amount by $4,300.00. BACKGROUND: In December 2019, the City Council approved a cost share agreement with the City of West Fork to fund the upgrade of a gravity sanitary sewer to meet ultimate city build -out master plan sizing (Res. 260-19). DISCUSSION: A portion of this sanitary sewer passes through a bored -encasement pipe under the Fulbright Expressway and presents an opportunity to add a 2-inch PVC conduit through this encasement to handle the City's future need for fiber optic cabling connectivity of critical facilities. The contractor working for West Fork is Boyles Construction, Inc. They have quoted a change order price of $10/LF for 430 LF of 2" PVC conduit installed. This total costs sums to $4,300.00. This is the first change order between Fayetteville and West Fork, but the 2nd Change Order between West Fork and the contractor. BUDGET/STAFF IMPACT: Funds for this change order are available within the approved project contingency of $25,680.00. Attachments: Resolution 260-19 Change Order 2 Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Change Order No. 2 Date of Issuance: 07/24/2020 Effective Date: Project: West Fork Sewer Main to Owner: City of West Fork Owner's Contract No.: WRD-004-123 Fayetteville Contract: Date of Contract: 10/ 10/2019 Contractor: Boyles Construction. I tic. Engineer's Project No.: FYI 62116 The Contract Documents are modified as follows upon execution of this Change Order: Description: Pay Item 1.44: The City of Fayetteville has requested the Contractor to provide and install 2" PVC Schedule 40 conduit pipe concurrently with the 24" gravity main through the 36" steel casing under Fulbright Expressway. The 2" conduit is for a future fiber optic line that will be installed by the City of Fayetteville. The total cost of this change order will be fully borne by the City of Fayetteville. Item No. Qtv Unit Description Unit Price Total 1.44 41 )0 L1= Provide and Install 2" PVC Sch 40 Pipe through 36" Steel Casing $10.00 $4,300.00 Total Change Order No. 2 $4,300.00 Attachments (list documents supporting change): N/A EJCDC C-941 Change Order Prepared by the Engineers Joint Contract Documents Committee and endorsed by the Construction Specifications Institute. Pase 4 ri 5 CHANGE IN CONTRACT PRICE: CHANGE IN CONTRACT TIMES: Original Contract Price: Original Contract Times: ❑ Working days ® Calendar days Substantial completion (days or date): 365 $6,127,423.20 Ready for final payment (days or date): 425 [Increase]-[Deerease} from previously rlaef;e sej [Deer -easel from previously approved Change Orders approved Change Orders No. N/A to No. 1: No. N/A to No. 1: $4,950.00 Contract Price prior to this Change Order: $6,132,373.20 f Increase) [pease) of this Change Order: $4,300.00 Contract Price incorporating this Change Order: $6,136,673.20 Substantial completion (days): 0 Ready for final payment (days): 0 Contract Times prior to this Change Order: Substantial completion (days or date): 365 Ready for final payment (days or date): 425 jhwtase] f Deefease} of this Change Order: Substantial completion (days or date): 0 Ready for final payment (days or date): 0 Contract Times with all approved Change Orders: Substantial completion (days or date): 365 #ady foal payment (days or date): 425 RECOMMENDED: ACCEP By: zxz� B Engineer (Authorized Signature) Owner Date: 07/24/2020 Date: 0& Approved by Funding Agency (if applicable): By: ckw X—� Contractor (Authorized Signature) Date: 7 -d- 9 - ,7Z OA O Date: EJCDC C-941 Change Order Prepared by the Engineers Joint Contract Documents Committee and endorsed by the Construction Specifications Institute. Pape 2 of 2 113 West Mountain Street Fayetteville, AR 72701 (479) 57"323 Resolution: 260-19 File Number: 2019-0634 CITY OF WEST FORK COST SHARE AGREEMENT: A RESOLUTION TO APPROVE A COST SHARE AGREEMENT WITH THE CITY OF WEST FORK FOR THE UPSIZING OF A SANITARY SEWER LINE WITH AN AMOUNT NOT TO EXCEED $256,789.60 TO BE PAID BY THE CITY OF FAYETTEVILLE, AND TO APPROVE A PROJECT CONTINGENCY IN THE AMOUNT OF $25,680.00 WHEREAS, on March 5, 2019 the City Council approved Resolution 64-19 approving a 15-year contract with the City of West Fork in which Fayetteville will accept and treat West Fork's sewerage at the Noland Wastewater Treatment Plant; and WHEREAS, upsizing a portion of a 15-inch sewer main to 24-inch will provide for ample future capacity which will be necessary for future growth in 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." 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 authorizes Mayor Jordan to sign a cost share agreement with the City of West Fork for the upsizing of a sanitary sewer line with an amount not to exceed $256,789.60 to be paid by the City of Fayetteville, and further approves a project contingency in the amount of $25,680.00. Page 1 Printed on 1215119 File Number. 2019-0634 Resolution 260-19 PASSED and APPROVED on 12/3/2019 Attest: v�. CITy •;F'' Kara Paxton, City Clerk Treasurqr:�F; Fqy • � £L�<<C: -vim i T •...• "',,ON ion Page 2 Printed on 1215119