HomeMy WebLinkAbout288-20 RESOLUTION O/F FAYE rrE.
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113 West Mountain Street
Fayetteville,AR 72701
(479)575-8323
Resolution: 288-20
•
File Number: 2020-0940
FAYETTEVILLE PUBLIC LIBRARY EXPANSION PROJECT CHANGE ORDER NO. 7:
A RESOLUTION TO APPROVE CHANGE ORDER NO.7 TO THE FAYETTEVILLE PUBLIC
LIBRARY EXPANSION PROJECT CONTRACT WITH CROSSLAND CONSTRUCTION
COMPANY,INC.TO SHIFT$332,000.00 OF THE LIBRARY'S SCOPE OF WORK TO THE
CITY,AND TO APPROVE A BUDGET ADJUSTMENT
WHEREAS,approving Change Order No.7 will shift a portion of the Fayetteville Public Library
scope of work to the City in the amount of$332,000.00,the cost of which will be paid from interest
earned on the library bond funds;and
WHEREAS,the Fayetteville Public Library,through its Board of Trustees,also recommends
approval of the change order.
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 Change Order
No. 7 to the Fayetteville Public Library Expansion Project contract with Crossland Construction
Company, Inc.to shift$332,000.00 of the Library's scope of work to the City.
Section 2: That the City Council of the City of Fayetteville,Arkansas hereby approves a budget
adjustment,a copy of which is attached to this Resolution,appropriating$332,000.00 from the interest
earned on the library bonds to fund Change Order No.7.
PASSED and APPROVED on 11/17/2020
Page 1 Printed on 12/7/20
Resolution: 288-20
File Number: 2020-0940
Approve : Attest:
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Page 2 Printed on 12/7/20
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
f!" % Text File
File Number: 2020-0940
Agenda Date: 11/17/2020 Version: 1 Status: Passed
In Control: City Council Meetinq File Type: Resolution
Agenda Number: A.9
FAYETTEVILLE PUBLIC LIBRARY EXPANSION PROJECT CHANGE ORDER NO. 7:
A RESOLUTION TO APPROVE CHANGE ORDER NO. 7 TO THE FAYETTEVILLE PUBLIC
LIBRARY EXPANSION PROJECT CONTRACT WITH CROSSLAND CONSTRUCTION
COMPANY, INC. TO SHIFT $332,000.00 OF THE LIBRARY'S SCOPE OF WORK TO THE CITY,
AND TO APPROVE A BUDGET ADJUSTMENT
WHEREAS, approving Change Order No. 7 will shift a portion of the Fayetteville Public Library scope of
work to the City in the amount of $322,000.00, the cost of which will be paid from interest earned on the
library bond funds; and
WHEREAS, the Fayetteville Public Library, through its Board of Trustees, also recommends approval of the
change order.
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 Change Order No. 7 to
the Fayetteville Public Library Expansion Project contract with Crossland Construction Company, Inc. to shift
$322,000.00 of the Library's scope of work to the City.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a
copy of which is attached to this Resolution, appropriating $332,000.00 from the interest earned on the library
bonds to fund Change Order No. 7.
City of Fayetteville, Arkansas Page 1 Printed on 1111812020
City of Fayetteville Staff Review Form
2020-0940
Legistar File ID
11/17/2020
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Wade Abernathy 10/28/2020 FACILITIES MANAGEMENT (140)
Submitted By Submitted Date Division / Department
Action Recommendation:
Approval of a Change Order No.7 to the Fayetteville Public Librarey Expansion Project Contract with Crossland
Construction Company Inc., in the Amount of Zero dollars, and assume $332,000.00 in Library's Scope of
Work, and approve a Budget Adjustment.
4150.800.9150-5804.00
Account Number
17007.1703
Project Number
Budget Impact:
Library Construction
Fund
Fayetteville Public Library Expansion
Project Title
Budgeted Item? Yes Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes
Budget Adjustment Attached? Yes
Purchase Order Number: 2017-00000693
Change Order Number:
Original Contract Number:
Comments:
7
2017-00000031
Item Cost
Budget Adjustment
Remaining Budget
$
13,746,508.00
$
13,743,140.35
! $
3,367.65
$
332,000.00
$
350,000.00
$ 21,367.65
Previous Ordinance or Resolution # 196-20
Approval Date:
V20180321
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF NOVEMBER 17, 2020
TO: Mayor and City Council
THRU: Susan Norton, Chief of Staff
Paul Becker, Chief Financial Officer
CITY COUNCIL MEMO
FROM: Wade Abernathy, Director of Bond and Construction Projects
DATE: 11 /27/2020
SUBJECT: Approve zero sum Change Order #7 with Crossland Construction to the Fayetteville
Public Library Project and approve a Budget Adjustment.
RECOMMENDATION:
Staff recommends approval of Change Order #7 in the amount of $0.00 to shift FPL Scope into
City's Scope in value of $322,000 and allocate Interest earned bond funds with the budget
adjustment.
BACKGROUND:
August 9, 2016, Fayetteville Votes approved referendum for Millage
Request for the expansion of the Library and issuing 26.6 million in bonds.
August 15, 2017, Council passed resolution 170-17 to enter a Contract with
Meyer, Scherer and Rockcastle, LTD for the Architectural services for the
expansion of the library.
September 9, 2017, Council passed resolution 196-17 to enter into a
Construction Manager at Risk contract with Crossland Construction
Company Inc. for the Construction Management services related to the
expansion of the Library and pre -construction (estimating) services
November 21,2017 Council passed resolution 243-17 to enter into an
asbestos abatement contract with Nabholz environmental services for the
old city hospital.
June 5, 2018, Council passed resolution 127-18 for a Change Order
#1 to include the Demolition of the Old City Hospital on the future
expansion site.
February 5, 2019 Council passed resolution 38-19 for a Change Order#2
to include the Site Demolition and Earthwork for the expansion.
May 7, 2019 Council passed resolution 117-19 for Change Order #3 to include:
concrete foundations and slabs, structural steel, masonry, roofing, framing,
curtain walls and glazing, elevator, mechanical, electrical and plumbing systems.
July 16, 2019 Council passed resolution 166-19 for Change Order #4
for trade packages including concrete floor polish, architectural structural steel for the
monumental interior stair connecting the new and existing structures, rooftop louvers, EIFS
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
soffits, structural steel fireproofing, fire stopping, doors frames and hardware, dock equipment,
fire alarm systems, and asphalt paving. All packages were bid thru the City's Purchasing
Division. This Change Order was funded by the Library.
January 7,2020 Council passed resolution 10-20 for Change Order #5 to finish out the
expansion complete the tie into the existing library and include some renovations. It also
included landscaping and final site improvements.
July 21,2020 Council Passed resolution 196-20 a Change Order #6 to release unencumbered
funds that were being held as a contingency to be applied to FPL's scope.
DISCUSSION:
This final change order will assume $322,000 of the FPL scope to include custom mortar
color, Monumental Stair plastering, Drapery, Projection Screens, Renovation Area Fire
Protection, Pavement Marking, and the Green Roof.
The new contract amount including this change order will be $34,500,858.
BUDGET/STAFF IMPACT:
Funding of this change order will be from the interest earned on the bonds.
Attachments:
Fayetteville Public Library Trusteed meeting minutes
Fayetteville Public Library Board Memo
Change Order #7
CROSSLAND
CONSTRUCTION COMPANY, INC
FPrime Contract Change Order
SIGNATURE FOR APPROVAL FORM
Fayetteville Public Library - M Project # 18AR11-MHA
401 W Mountain St
Fayetteville, AR 72701
Date: 10/27/2020
To Contractor:
Architect's Project No:
Crossland Construction Company, Inc.
Contract Date: 9/1/2017
833 S. East Ave
Contract Number: PRIME
PO Box 45
Columbus, KS 66725
Change Order Number: 007
The Contract is hereby revised by the following items:
Change Order #7
PCO Description Amount
C0007 - Internal Journal Entry Reallocation $ 0.00
The Following Amounts, totaling $322,000.00, shall be reallocated from Billing Schedule CO5.1 to C07
$7,551 - CO5.1 Line 3 - Brick Custom Mortar Color
$8,375 - C05.1 Line 8 - Monumental Stair Plastering
$109,175 - C05.1 Line 18 - Drapery
$19,586 - C05.1 Line 19 - Projection Screens
$20,111 - C05.1 Line 21 - Renovation Area Fire Protection
$26,499 - CO5.1 Line 25 - Pavement Markings
$107.168 - C05-1 Line 27 - Greenroof
$20,893 - CM Fee
$2,642 - Bonds 8 Insurance
The original Contract Value was....................................................................................................................... $ 110,000.00
Sum of changes by prior Prime Contract Change Orders................................................................................ $ 34,013,495.00
The Contract Value prior to this Prime Contract Change Order was................................................................ $ 34,178,858.00
The Contract Value will be changed by this Prime Contract Change Order in the amount of .......................... $ 0.00
The new Contract Value including this Prime Contract Change Order will be .................................................. $ 34,178,858.00
The Contract duration will be changed by......................................................................................................... NA Days
The revised Substantial Completion date as of this Prime Contract Change Order is .....................................
City of Fayetteville
113 W. Mountain Street
Fayetteville, AR 72703
Address
By
SIGNATURE
DATE
Crossland Construction Company, Inc
CONTRACTOR
833 S. East Ave
PO Box 45
Columbus, KS 66725
Address
By Chris �S>c nurbusch f
SIGNATURE ✓ _� _ '
DATE 10.27.20
Fayetteville Public Library
OWNER
211 S. School Ave
Fayetteville, AR 72703
Address�l
By V/}d l�� D e
SIGNATURE
DATE (o • 2 7 • 28
Prolog Manager TRIMBLE Page 1
0 FAYETTEVILLE PUBLIC LIBRARY
Board of Trustees
October 19, 2020 4 pm
AGENDA
Regular Meeting via Zoom
Trustees Present: R. Qualls, B. Bagwell, S. Overbey, J. Parry, H. Garner, M. Sutherland,
Trustees Absent: B. Park
Staff Present: D. Johnson, C. Karnatz, S. Davis, W. Fitzgibbon, R. Duarte, L. Yandell, C. Dennis, C. Moody, K. Hoover, T.
Ball, S. McClure, L. Frieden, A. Taylor
Attorney: V. Chadick
Media: S. Ryburn
Public: M. Rice
Our mission is to strengthen our community and empower our citizens through free and public access to knowledge.
I. Call to order: R. Qualls called the meeting to order at 4:01 PM
II. Minutes: Approval of minutes of September 21, 2020: J. Parry approved the minutes of September 21, 2020. S.
Overbey seconded. All voted AYE.
III. Reports
A. Upcoming Events: Graphic designers and marketing have rolled out new fonts for the library. UA Press
author J. Fregulia will give a presentation about history of coffee. Many varied virtual events will happen in
October.
B. Library Administration
Management reports
a. Performance measures: I -cards have been sent to participating public schools. Electronic
items have been added and the expansion will increase the physical collection to 400,000
items. Expect statistics to be skewed for a while. This is due to COVID and the building's
current closure and construction of the expansion. After the library's reopening, staff will
reassess the performance measures and decide if other statistics need to be recorded
instead. Circulation is down because people cannot access the building, but curbside pickup
continues.
b. Strategic Plan progress through September 2020: Two pandemic -related programs were
held for families and children. These are needed and necessary in our community, and will
help as COVID fatigue sets in. Reference continued to host their five book clubs virtually. R.
Wilburn is doing a podcasting workshop and will help at the Innovation Center when it
opens. More Spanish events were hosted, which were well -attended.
c. Budget to actual through September 30, 2020: Tax revenue continues to trail the projected
average, but hope November's collections will close that gap. Apart from fines and fees,
which is down $90,000, all other revenues are holding steady. Doubtful the lost money will
be regained. The library's expenses perform well against the expense budget. In library
services there is a quarter of the year left and 31% of the budget remaining. In support
services, there is 33% of the budget left.
d. Balance sheet as of September 30, 2020: Cash and investments are at $1,900,000.
Liabilities are $407,000. Have the cash reserve to meet FPL's account payable needs and
still pay staff.
2. Informational
a. Library expansion project update: The photos included in the Allison + Partners
Observation Reports show many of the changes and improvements week -by -week in the
expansion. In time that the Blair building has been closed, all the shelving has been
reorganized on level 300 and 400. All of fiction from 400 has been brought downstairs to
the old children's department. Non-fiction is being split and genealogy will be expanded. All
the children's materials are on trucks waiting to go to the expansion as soon as it is ready.
At the exterior of the new building, sidewalks are being poured and School Street has
reopened. The outdoor seating is finished, and West Ave is now closed for work on the
Cultural Arts Corridor. Inside the expansion, painters are at work and bleacher seating is
being installed in the Event Center. The helicopter was hung and the other planes will be
set up this week. S. Davis with the Air and Military Museum was recognized for helping
with the planes. Terrazzo has arrived and will be placed. Ceiling tiles are still delayed; an
order came that was too small, but a second order is coming that is supposed to fit. The
guard rails and panels for the monumental stairs are taking more time than originally
planned. The goal remains to move staff into the new space in early November and take a
few weeks to figure out how to operate the new equipment, new technology, etc. It will
open to the public around the first week of December. Like the Momentary, staff want to
schedule small, guided tours of the expansion. Wednesday afternoon, the City Board of
Health will take a tour and advise how to introduce the community to the new space.
(1) Allison + Partners Observation Report #42
- Photos: https-//allarch.box.com/s/vu4ycnfuc4lszOr6zsk53lj9ldfem2tz
(2) Allison + Partners Observation Report #43
- Photos: https://allarch.box.com/s/91ug5agoyeObkmldhv5l u1 blcbua05uO
(3) Allison + Partners Observation Report #44
- Photos:: https://allarch.box.com/s/Ismse6hoy47ng7b3e13byatgtk2pfso2
(4) Allison + Partners Observation Report #45
- Photos: https://allarch.box.com/s/mbbwig7gd8eumi2axpOp7fx22zllzrrk
b. Expansion schedule
c. Traliant training report: With the guidance of HR Manager R. Duarte, staff were assigned
four online trainings in September: Preventing Discrimination & Harassment;
Microaggressions in the Workplace; Workplace Diversity, Inclusion, & Sensitivity; and
Unconscious Bias. There was 100% compliance among staff, and everyone completed the
courses and received certificates.
d. 2021 budget progress: Operational revenues will be flat in 2020. Millage collections are
approximately $200,000 below past nine years. Oct 15th was last day to pay taxes, and staff
are hopeful that in Nov, some of the revenue can be caught up. Tentatively penciled
$40,000 in fines & fees revenue for 2021. Approximately $100,000 has been picked up for
property/equipment insurance. There will be fixed increased costs in utility/maintenance in
the new facility, which puts pressure on the remaining revenue. Want to still host library
events of the same quality that we are accustomed. The 2021 budget will be presented to
the Board for review in the November meeting.
e. IMLS grant: FPL was awarded $287,463 from the Cares Act grant via IMLS. Will allow staff
to implement the 24/7 library, which will have staff -less open hours and touchless
technology. The additional funds will not help the library save money; the 24/7 library was
originally postponed, but the grant will now enable staff to provide this service to patrons
now instead of later.
f. New staff: 4 in Facilities, 2 in IT, 7 in Circulation, 3 in Youth Services, 6 in Adult Services. Of
those hires, 27% is male and 73% is female. 27% are people of color, and 32% is
multilingual. Of the total staff members at FPL, there are 24 people of color out of 102
staff. 27% of the staff is male.
c. Fayetteville Public Library Foundation- monthly report: A part-time Development Assistant was hired to do
administrative work. There were 6 new pledges, and are waiting on paperwork for 2 verbal pledges. Anticipating
the initial installment from the first pacesetter pledge soon. More than 44 tours were given. C. Karnatz
suggested the Board of Trustees reach out and thank them for touring, supporting the library, etc. Once the
library nears completion, C. Karnatz hypothesized more donations will be given. The Foundation has reached
43.8% of their fundraising goal.
D. Friends of the Fayetteville Public Library
IV. Old business
A. Event center policy final draft and pricing: Want to provide a facility for the community to meet and host
events. The policies of the Fayetteville Town Center and other performing event centers were examined while
developing FPL's policy. K. Hoover, a transplant from the Botanical Garden, polished the policy. H. Garner
approved the event center policy. J. Parry Seconded. All voted AYE.
B. Artifact loan agreement with Arkansas Air & Military Museum: The Military Museum needed a one -page
legal document to give the planes to FPL on permanent loan. S. Davis came up with the document, will serve
purposes of loan status. FPL is providing insurance for the planes. The cost will be covered as part of library's
normal liability coverage. H. Garner approved the artifact loan agreement. S. Overbey seconded. All voted
AYE.
V. New business
A. Consent items
1. Approve 2021 closed days schedule: H. Garner approved the 2021 closed days schedule. M.
Sutherland seconded. All voted AYE.
B. Discussion items
1. Resolution of designated authorized staff for bank/credit card management: The library recently
hired two new accounting staff that will replace S. Davis and B. Fell when they retire in March 2021. This
resolution allows them to manage credit cards and work with the banks on FPL's behalf. It is a
requirement by the credit card company, and some of the banks need Board approval. H. Garner moved
to approve the resolution of designated authorized staff for bank/credit card management. B. Bagwell
seconded. All voted AYE.
2. Proposal to complete Kitchen and Center for Innovation Suites: Notified by the City of Fayetteville
that there was $350,000 interest available on the bonds. The City will recognize shifting those funds to
the library's project at an upcoming City Council meeting. $311,000 of those unobligated funds will go to
the purchase of teaching kitchen equipment and $61,000 will complete the Center for Innovation suites.
Any additional funds over the $350,000 will go to the Phase 2 Blair Renovation cost. The issue is time -
sensitive; January 6, 2021, sixteen students will begin Brightwater classes in the kitchen, and it may take
up to 30 days to deliver the materials. S. Overbey moved to approve the completion of the Kitchen and
Center for Innovation Suites. J. Parry seconded. R. Qualls, S. Overbey, J. Parry, M. Sutherland voted
AYE. H. Garner and B. Bagwell voted NO. Motion carried.
3. Waive Purchasing Requirements for Teaching Kitchen Utensils: J. Parry moved to waive the
purchasing requirements. H. Garner seconded. R. Qualls, S. Overbey, J. Parry, H. Garner, M.
Sutherland voted AYE. B. Bagwell voted NO. Motion carried.
4. Children in the Library policy and Customer Code of Conduct: Previously, the children's policy was
inside the code of conduct. With the expansion opening imminent, staff decided to separate the
children's policy from the Code of Conduct. It was suggested that wording in the Code of Conduct be
altered and presented for November's meeting. J. Parry moved to approve the Children in the Library
policy. H. Garner seconded. All voted AYE.
VI. Public Comment: None
Adjournment: H. Garner moved to adjourn. J. Parry seconded. Meeting adjourned at 5:15 PM.
VJ
MEMO
F'AYETTEVILLE PUBLIC LIBRARY
To: Fayetteville Public Library Board of Trustees
From: David Johnson, Executive Director
Date: October 15, 2020
Re: Proposed Use of Funds Freed Up by Cost Shift to City
Background/Discussion:
The city of Fayetteville has communicated to FPL that they (the City) will be taking an agenda item to the
November 17 City Council meeting to recognize an additional $350,000 in Library Project Fund interest.
The City used City Street staff to repave South School Street so they will retain $18,000 of these funds
leaving a net of $332,000 to pay for construction items currently in FPL/Foundation's scope.
There is currently approximately $803,000 in unobligated funds for the FPL/Foundation scope that this
cost transfer to the City will add an additional $332,000 to the unobligated funds total. Staff proposes to
use $311,000 of these unobligated funds to complete the purchase of equipment for the teaching kitchen
in an amount of $250,000 and utilize up -to $61,000 to complete the suites in the Center for Innovation.
Staff further proposes to program any additional unobligated funds above the $311,000 to apply toward
the cost of Phase 2 of Blair Renovation. It is expected that Phase 2 of Blair Renovation will occur once
funding is obtained either through grant award or fund raising and is currently anticipated to begin late
2"d quarter 2021.
Recommendation:
Staff requests the Board of Trustees recommend the Foundation use unobligated funds up -to $250,000
to complete the equipment purchase for the teaching kitchen and up -to $61,000 for the Center for
Innovation.
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division Adjustment Number
Non -Departmental (800)
2020 /Org2
Requestor: Kevin Springer
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
A RESOLUTION TO APPROVE CHANGE ORDER NO. 7 TO THE FAYETTEVILLE PUBLIC LIBRARY EXPANSION PROJECT
CONTRACT WITH CROSSLAND CONSTRUCTION COMPANY, INC. IN THE AMOUNT OF $332,000.00, AND TO ALLOCATE
INTEREST EARNED BOND FUNDS TO THE PROJECT FOR A PORTION OF THE LIBRARY'S CONTRACT SCOPE AND APPROVAL
OF A BUDGET ADJUSTMENT.
RESOLUTION/ORDINANCE
COUNCIL DATE:
LEGISTAR FILE ID#:
11/17/2020
2020-0940
Ke,vi w Spr%n.ger
1012612020 10:27 AM
Budget Director
TYPE:
JOURNAL #:
GLDATE:
CHKD/POSTED:
Date
D - (City Council)
11/17/2020
TOTAL 350,000 350,000 v.20200820
Increase / (Decrease) Proiect.Sub#
Account Number Expense Revenue Project Sub.Detl AT Account Name
4150.800.9150-5804.00 350,000 - 17007 1703 EX __Building Costs
4150.800.9150-4999.99 - 350,000 RE Use Fund Balance - Current
H:\Budget Adjustments\2020_Budget\City Council\ 11-17-2020\2020-0940 BA Library Crossland Interest Rec.xlsm 1 of 1