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Home My WebLink About04-20 RESOLUTIONF FAYErr 4RKANSPS 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 04-20 File Number: 2019-0925 CITY OF FARMINGTON RELOCATION AGREEMENT: A RESOLUTION TO APPROVE A UTILITY RELOCATION AGREEMENT WITH THE CITY OF FARMINGTON FOR UTILITY RELOCATIONS RELATED TO THE HIGHWAY 170 IMPROVEMENT PROJECT WHEREAS, the City of Farmington has requested utility relocations to prepare for the widening and improvement of Highway 170 from Highway 62 to Clyde Carnes Road; and WHEREAS, the utility relocations are estimated to cost a total of $1,290,200.00 with reimbursement to the City for 71.8% of the construction costs. 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 utility relocation agreement, a copy of which is attached to this Resolution, with the City of Farmington for utility relocations related to the Highway 170 Improvement Project and authorizes Mayor Jordan to sign the agreement. PASSED and APPROVED on 1/7/2020 Page 1 Printed on 1/9/20 File Number.• 2019-0925 Resolution 04-20 Approved: Attest: • T Kara Paxton, City Clerk Treasur(s�`�': • • • • C T Y • •�� ' . co Page 2 Printed on 119120 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 t Text File File Number: 2019-0925 Agenda Date: 1/7/2020 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 5 CITY OF FARMINGTON RELOCATION AGREEMENT: A RESOLUTION TO APPROVE A UTILITY RELOCATION AGREEMENT WITH THE CITY OF FARMINGTON FOR UTILITY RELOCATIONS RELATED TO THE HIGHWAY 170 IMPROVEMENT PROJECT WHEREAS, the City of Farmington has requested utility relocations to prepare for the widening and improvement of Highway 170 from Highway 62 to Clyde Carnes Road; and WHEREAS, the utility relocations are estimated to cost a total of $1,290,200.00 with reimbursement to the City for 71.8% of the construction costs. 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 utility relocation agreement, a copy of which is attached to this Resolution, with the City of Farmington for utility relocations related to the Highway 170 Improvement Project and authorizes Mayor Jordan to sign the agreement. City of Fayetteville, Arkansas Paye 1 Printed on 1/8/2020 Tim Nyander Submitted By City of Fayetteville Staff Review Form 2019-0925 Legistar File ID 1/7/2020 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 12/16/2019 WATER SEWER (720) Submitted Date Division / Department Action Recommendation: Staff recommends approval of a city -utility relocation agreement with the City of Farmington related to the Highway 170 Improvement project in Farmington. Budget Impact: N/A N/A Account Number Fund N/A N/A Project Number Budgeted Item? NA Does item have a cost? NA Budget Adjustment Attached? NA Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget Project Title V20180321 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Original Contract Number: Comments: Approval Date: CITY OF FAYETTEVILLE ARKANSAS MEETING OF JANUARY 7, 2020 TO: Mayor Lioneld Jordan THRU: Don Marr, Chief of Staff Tim Nyander, Utilities Director FROM: Corey Granderson, Utilities Engineer DATE: December 16, 2019 CITY COUNCIL MEMO SUBJECT: Approval of a construction/relocation agreement with the City of Farmington related to the Highway 170 Improvement project in Farmington. ARDOT Project 040683. RECOMMENDATION: Staff recommends approval of a construction/relocation agreement with the City of Farmington related to the Highway 170 Improvement project in Farmington. ARDOT Project 040683. BACKGROUND The City of Farmington has requested utility relocations to prepare for the widening and improvement of Highway 170 in Farmington from Highway 62 to Clyde Carnes Road (Please refer to attached plan cover page). ARDOT will be providing technical assistance to Farmington, who has received approval for federal matching funds (80%/20% typical). The water relocations for this project are estimated to cost approximately $1,290,200.00, subject to public bidding. The relocations are eligible for 71.8% reimbursable to the City of Fayetteville by the City of Farmington. Therefore, the City of Farmington will fund $926,363.60 and the City of Fayetteville $363,836.40. The actual costs of construction will determine final contributions from each party. This agreement is primarily to establish the reimbursable percentage for both parties. DISCUSSION: Garver, LLC was selected for and has completed design of the utility relocations necessary for this project. Arkansas Department of Health project review is complete and easement acquisitions are underway, then the project can proceed to bidding. BUDGET/STAFF IMPACT: No impact at this time. Funds would be obligated to this project at the time a construction bid award were presented. Attachments: Copy of engineering plan Cover Sheet Relocation Agreement Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 CITY OF FAYETTEVILLE HIGHWAY 170 WATER RELOCATIONS (FARMINGTON) (SOUTH) WASHINGTON COUNTY FARNINGTCN SHEET INDEX FAYM VILLE Gw2 G— TRL EET NsDAro ol-µ-rtNORLE- wnTNERLIROwFItEN -ANkE-11 —0FILE — _ — _ ➢0�. ��y,.../� \'~SAL[( µxxO PROFIE-wim ��✓ii LNLa� y - — Si — f v a� NLS V +�- PROJECT SITE /�.02 RO- 1p E-101 L.EoNTR.-- ROLOE Sli `( [ G3 ARKANSAS -" LO09 CATION MAP VICINITY MAP i� lo xR.uLF rco �� 32z i F.A.P. STPU - 9141 (1) ARDOT JOB # 040683 GARVER LL. ooH PROJECT NO. 18048010 �2 o<o V LL w All ft CITY O<` SHEET FAYETTEVILLE �eEix�DE E ARKANSAS i2 � 3WG5 Fwvnlxc xu e¢ D G001 �BNa. F.—... IR W 8 (IM12-1. 1 ARKANSAS DEPARTMENT OF TRANSPORTATION 4 A . ' AeDOT.gov I IDriveArkansas.com I Scott E. Bennett, P.E., Director RIGHT OF WAY DIVISION ARKANSAS DEPARTMENT 10324 Interstate 30 P.O. Box 22611 Little Rock, AR 72203-2261 OF TRANSPORTATION Phone: 501569.2311 1 Fax: 501.569.2018 1 Toll free: 877.569.0120 January 17, 2020 Mr. Corey Granderson City of Fayetteville 113 W. Mountain St. Fayetteville, AR 72701 RE: Job 040683(Utilities) Hwy. 62 - Clyde Carnes Rd. (Hwy. 170)(Farmington)(F) Route 170 Section 2 Washington County Dear Mr. Granderson: Enclosed is your copy of the city - utility agreement approved on January 17, 2020, covering reimbursement for the adjustment of your facilities on the referenced job. On behalf of the City of Farmington, you are authorized to proceed with advertising for bids. If you need additional right of way to accomplish your adjustments, you may proceed with the acquisition of this right of way. Please make sure Buy America requirements will be met. You are required to furnish a copy of each bid received and the bid tabulation sheet for our review and concurrence. Should you elect to award the contract to other than the low qualified bidder, the Department will participate only in the amount of the low bid. No construction work should be performed until you receive a written work order from this office. If I may be of assistance, please advise. Sincerely, 2ith Mashburn Utility Coordinator Utilities Section Right of Way Division C: "C File District Engineer W/Enclosures Resident Engineer W/Enclosures #43 "U" File Construction Division — System Administrator City of Farmington Job FilcsVob N1Utility\Authorization to Bid Revised August 8. 2017 Rev. 08/07/2017 CITY -UTILITY RELOCATION AGREEMENT Between The City of Farmington, Arkansas And The City of Fayetteville, Arkansas Project No. 040683 Location Hwy. 62 - Clyde Carnes Rd. FAP STPU-STPC-9141(1) (Hwv.170)(Farminoton)(F) HIS AGREEMENT, made and entered into this 1-7 day of January , 20 2o, by and between the City of Farmington, Arkansas, acting by and through its duly authorized officials, hereinafter referred to as the "City", and the City of Fayetteville, Arkansas acting by and through its duly authorized representatives, hereinafter referred to as the "Owner". The City proposes to make city street improvements as specified under the above referenced job number, and the Owner will adjust or relocate itsexisting facilities as set out in the attached plans and cost estimate. The City has requested that the Arkansas Department of Transportation assist the City by providing technical assistance for costestimate and plan approval, for making the contractual arrangementsbetween City and Owner, and for processing payment for reimbursement. This agreement is governed by all applicable State and Federal laws, rules, and regulations including the Arkansas State Highway Commission Utility Accommodation Policy adopted by Commission Minute Order 2010-146 as amended and supplemented, the Federal Aid Program Guide on Utility Adjustments and Accommodation on Federal Aid Highway Projects asamended and supplemented, and the provisions of 23 CFR § 645 as amended and supplemented. DESCRIPTION OF WORK: See Exhibit A on Page 4 The required adjustment is 71.80% eligible for reimbursement for the actual cost which is estimated to be $1,290,200.00 of which $926,363.60 is to be paid by the City and $363,836.40 is to be borne by the Owner. (1) FHWA PORTION 80.00% (2) CITY PORTION 20.00% (3) STATE PORTION 0.00% Rev. 08/07/2017 Job 040683 City of Fayetteville Owner will not commence work until authorized by the City/Department and will then endeavor to begin within 180 calendar days and complete within 90 calendar days thereafter. On completion of said work, Owner is responsible for the cleanup and restoration of the work area including the disposal of surplus materials and debris. (1) Expenses incurred under an actual cost agreement may be billed to the City/Department monthly in increments of $5,000.00 or more. (2) Payment will be 100% of lump sum bills and actual cost bills, at the discretion of the Department a 10% retainage can be withheld and released upon completion of an audit review. All final bills for utility relocation are subject to review and audit by state and/or federal auditors. (3) Final billing must include all supporting detail. Owner shall also submit one (1) set of as -built drawings at this time. Owner must maintain cost records and accounts to support the agreed adjustment/relocation work. Said records to be retained and available for inspection for a period of three (3) years from date of final payment. Owner shall be responsible for any and all hazards to persons, property, and traffic. With respect to traffic control, Owner shall adhere to the requirements of the Manual of Uniform Traffic Control Devices as amended and supplemented. To the extent applicable to this agreement, the Owner shall comply with the Buy America requirements (as specified in 23 U.S.C. 313 and 23 CFR 635.410). The Owner is not required to change its existing standards for materials as long as the Buy America requirements are met. Buy America requirements take precedence over regulations pertaining to the accommodation or regulation of the Owner's facilities (as specified in 23 CFR 645) on contracts and agreements involving Federal -Aid Highway Program funding and precedence over regulations which allow the Owner to furnish materials from company stock (as specified on 23 CFR 645.117(e)). Company Stock materials that do not meet Buy America requirements may not be permanently incorporated into a Federal -Aid Highway Program funded project. The Owner must provide a definitive statement that all products permanently incorporated into the project are covered under the Buy America requirements. This requirement is fulfilled via proper signature and submission of the statement of charges form. In some circumstances, a waiver of the Buy America requirements may be granted by the Federal Highway Administration, to be determined on a project -by -project basis. Rev. 08/07/2017 Job 040683 City of Fayetteville Owner shall save the City/Department, its officers and employees harmless in all circumstances. Notwithstanding anything hereinbefore written, neither the Owner nor the City by execution of this agreement waives or relinquishes any rights which either may legally have within the limits of the Law or Constitution, either State or Federal. Title — City of Farmington Name Mayor Title Rev. 08/07/2017 EXHIBIT A Job 040683 City of Fayetteville Adjust existing water facilities to clear highway construction by abandoning 210 LF of twelve (12) inch water main, 590 LF of eight (8) inch water main, 2,604 LF of six (6) inch water main, and 600 LF of two (2) inch water main complete with appurtenances. Restore service by installing 240 LF of twelve (12) inch, 3,600 LF of eight (8) inch, and 110 LF of two (2) inch water main complete with appurtenances. Owner is installing eight (8) inch water main in place of six (6) inch water main based on the Owner's standard specifications, which is not considered betterment. Of the 4,004 LF of main to be adjusted, 2,875 LF is located off Department right-of-way; therefore, this work is 2,875 / 4,004 = 71.80% reimbursable. Owner will perform this work with contract forces by competitive bid. I Summary of Cost Construction $ 1,044,925.00 Easements $ 50,000.00 Property Acquisition Documents $ 40,000.00 Bidding $ 5,000.00 Environmental $ 4,000.00 Construction Inspection $ 145,275.00 Permits & Fees $ 1,000.00 TOTAL $ 1,290,200.00 Reimbursable Cost $ 1,290,200 X 71.80% _ $ 926,363.60 TRANSMITTAL To: City of Farmington/ARDOT From: City of Fayetteville/Garver RE: City of Fayetteville ARDOT JOB # 040683 Highway 170 Water Relocations (Farmington) (South) Washington County Final Design Submittal Copies To: Project File 18048010 Date: October 29, 2019 QTY DATE DESCRIPTION 1 October, 2019 Electronic PDF Final Drawings, 20 pages 1 October, 2019 Electronic PDF Final Specifications 1 October, 2019 Electronic PDF Final Design Pro ect Schedule, 1 page 1 October, 2019 Electronic PDF Final Design Construction Cost and Cost Sharing, 3 pacles Corey W. Granderson, P.E. Utilities Engineer City of Fayetteville, Arkansas k' k Chris Buntin, P.E. Senior Project Manager Garver, LLC RECEIVED UTILITIES SECTION OCT 292019 POST CHIEF COORD.