HomeMy WebLinkAboutOrdinance 6423pF Fp Y0",
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113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Ordinance: 6423
File Number: 2021-0200
HFI FLETCHER, LLC:
AN ORDINANCE TO WAIVE FORMAL COMPETITIVE BIDDING AND APPROVE A COST
SHARE AGREEMENT WITH HFI FLETCHER, LLC FOR THE EXTENSION OF A SEWER
LINE ON FLETCHER AVENUE WITH A REFUND IN AN AMOUNT NOT TO EXCEED
$13,461.00 TO BE PAID BY THE CITY OF FAYETTEVILLE, AND TO APPROVE A
PROJECT CONTINGENCY IN THE AMOUNT OF $2,500.00
WHEREAS, HFI Fletcher, LLC is developing three existing lots along Fletcher Drive, which currently
has no public sewer access; and
WHEREAS, this particular development requires approximately 174 linear feet of sewer line to reach
the project site and an additional 245 linear feet of sewer across the project frontage; and
WHEREAS, the City would be responsible for 100% of the offsite work, the parties will equally
share in the cost of the onsite work, and the developer will be responsible for 100% of the cost of the
private service connections; and
WHEREAS, the extension of an 8-inch main in this area will allow for ample future capacity which the
City recognizes will be necessary for the area served by this sewer main.
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
Page 1 Printed on 417121
Ordinance 6423
File Number 2021-0200
with HFI Fletcher, LLC, for the extension of a sewer line with a refund in an amount not to exceed
$13,461.00 to be paid by the City of Fayetteville for the cost of improvements that exceed the rough
proportionality of the impact of the development, and further approves a project contingency in the
amount of $2,500.00.
PASSED and APPROVED on 4/6/2021
Attest:
K
�\,.•• G1TY pc�9,p,
.. AYE7TI_VILLE; �=
Kara Paxton, City Clerk Treasurer•
idd rON'JJJJi �0���♦♦♦
Page 2 Printed on I/7l21
City of Fayetteville, Arkansas
i
Text File
File Number: 2021-0200
Agenda Date: 4/6/2021 Version: 1
In Control: City Council Meeting
Agenda Number: C 2
HFI FLETCHER, LLC:
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Status: Passed
File Type: Ordinance
AN ORDINANCE TO WAIVE FORMAL COMPETITIVE BIDDING AND APPROVE A COST
SHARE AGREEMENT WITH HFI FLETCHER, LLC FOR THE EXTENSION OF A SEWER LINE ON
FLETCHER AVENUE WITH A REFUND IN AN AMOUNT NOT TO EXCEED $13,461.00 TO BE
PAID BY THE CITY OF FAYETTEVILLE, AND TO APPROVE A PROJECT CONTINGENCY IN
THE AMOUNT OF $2,500.00
WHEREAS, HFI Fletcher, LLC is developing three existing lots along Fletcher Drive, which currently has no
public sewer access; and
WHEREAS, this particular development requires approximately 174 linear feet of sewer line to reach the
project site and an additional 245 linear feet of sewer across the project frontage; and
WHEREAS, the City would be responsible for 100% of the offsite work, the parties will equally share in the,
cost of the onsite work, and the developer will be responsible for 100% of the cost of the private service
connections; and
WHEREAS, the extension of an 8-inch main in this area will allow for ample future capacity which the City
recognizes will be necessary for the area served by this sewer main.
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 HFI Fletcher, LLC, for
the extension of a sewer line with a refund in an amount not to exceed $13,461.00 to be paid by the City of
Fayetteville for the cost of improvements that exceed the rough proportionality of the impact of the
development, and further approves a project contingency in the amount of $2,500.00.
City of Fayetteville, Arkansas page 1 Printed on 41712021
Tim Nyander
City of Fayetteville Staff Review Form
2021-0200
Legistar File ID
4/6/2021
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
3/16/2021
WATER SEWER (720)
Submitted By Submitted Date Division / Department
Action Recommendation:
Staff recommends approval of a cost share agreement with HFI Fletcher, LLC in an amount not to exceed
$13,461.00 for the extension of a sewer line on Fletcher Avenue between Crescent Drive and Dickson Street, and to
approve a project contingency in the amount of $2,500.00.
5400.720.5700-5815.00
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
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$ 3,180,649.00
$ 2,473,353.96
$ 707,295.04
$ 15, 961.00
�$ 691,334.04
V20180321
Purchase Order Number: Previous Ordinance or Resolution #
Change Order Number: Approval Date:
Original Contract Number:
Comments:
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF APRIL 6, 2021
TO: Mayor and City Council
THRU: Susan Norton, Chief of Staff
Water & Sewer Committee
FROM: Tim Nyander, Utilities Director
DATE: March 16, 2021
CITY COUNCIL MEMO
SUBJECT: HFI Fletcher, LLC — Sewer Cost Share Agreement on Fletcher Avenue
Between Dickson Street and Crescent Drive
RECOMMENDATION:
Staff recommends approval of a cost share agreement with HFI Fletcher, LLC in an amount not
to exceed $13,461.00 for the extension of a sewer line on Fletcher Avenue between Crescent
Drive and Dickson Street, and to approve a project contingency in the amount of $2,500.00.
BACKGROUND:
HFI Fletcher, LLC is developing three existing lots along Fletcher Drive. Two single family
homes will be removed for the addition of 10 infill homes/lots. No public sewer exists today in
front of these parcels and a public main extension is necessary.
DISCUSSION:
This particular development requires approximately 174 linear feet of sewer to reach the project
site, and an additional 245 linear feet of sewer across the project frontage. The City would be
responsible for 100% of the 'offsite' work, splitting the 'onsite' work 50/50, with the developer
paying 100% of the cost for the private service connections. The City has elected to design and
construct this project in-house to save money versus private contractor installation. The City's
cost is estimated at $13,461.00 and the developers cost is estimated at $16,520.32.
BUDGET/STAFF IMPACT:
Funds are available in the Water/Sewer Impact Fee Cost Sharing account within the Water &
Sewer Fund.
Attachments:
Cost Share Agreement
Exhibit A - Map
Cost Share Request Letter
Cost Share Response Letter
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 � day of April, 2021, by and between.
the City of Fayetteville, Arkansas ("City") and HFI Fletcher, LLC, witnesseth:
WHEREAS, HFI Fletcher, LLC has requested that the City construct and share in the cost
of constructing an 8-inch sewer main along a portion of North Fletcher Avenue between East
Dickson Street and East Crescent Drive, a distance of approximately 419 feet, to facilitate the lot
splits and increase population density; and
WHEREAS, the City of Fayetteville will share 50% of the cost of the "onsite" sewer
extension identified in the attached "Exhibit A" with HFI Fletcher, LLC, a distance of
approximately 245 feet; and
WHEREAS, the City of Fayetteville will cover 100% of the cost of the "offsite" sewer
extension identified in the attached "Exhibit A," a distance of approximately 174 feet; and
WHEREAS, constructing this segment of 8-inch main will allow HFI Fletcher, LLC to
develop the property, and allow for ample future capacity which the City recognizes will be
necessary for the area that is served by this sewer main; and
WHEREAS, this contractual agreement is contingent on the City Planning Department lot
split approvals; 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 HFI Fletcher, LLC agree as
follows:
1. The City of Fayetteville, Arkansas agrees to:
A. Furnish the labor, materials, and equipment to install approximately 419 linear feet
of 8-inch sewer main on North Fletcher Avenue between East Dickson Street and
East Crescent Drive.
B. Bear any costs associated with the sewer main installation that exceed the amount
HFI Fletcher, LLC agrees to pay below.
2. HFI Fletcher, LLC agrees to:
A. Reimburse the City for the materials cost of the sewer main installation up to a
maximum -not -to -exceed amount of $16,520.32 plus a 20% contingency of
$3,304.06, for a total cost of $19,824.38 which represents the cost estimated by
the City of Fayetteville.
B. Make payment to the City of Fayetteville within thirty (30) days after receipt of
a valid invoice.
IN AGREEMENT WITH ALL THE TERMS AND CONDITIONS ABOVE, WE
SIGN BELOW:
HFI FLETCHER, LLC
STERLIN PffkffiTON,
Manager
ATTEST:
Ry:
CITY OF FAYETTEVILLE,
ATTEST:
GLER K
KARA PAX Ol ,City Clerk f m:
FV144F
EXHIBIT A
te"
Northwest Arkansas
C U S H M A N& sage S ite W. JB Hunt Drive
I I I 1 800
PARTNERS Rogers, AR 72758
WA K E F I E L D Sute
Office
Via Email
Corey Granderson
Tim Nyander
Engineering and Utilities
City of Fayetteville
Intent to Cost Share
Dear Mr. Granderson and Mr. Nyander,
March 08, 2021
Pursuant to our phone conversation regarding the impending utility work and development at Fletcher and Dickson,
I would like to propose an intent to cost share for review and approval by the appropriate departments and the
Fayetteville City Council.
Ten (10) new homes are proposed along the east side of N. Fletcher Avenue north of Dickson Street. This area does
not have access to a public sewer main currently. The existing home at 326 Fletcher has service running north down
the street. This project will bring a sewer main approximately 419-feet south from E. Crescent Drive to serve these
new lots. Currently there are 3 existing lots with 2 homes, this project will replace these with 10 lots and 10 homes.
Due to the simplicity of this project, the Water & Sewer Department propose to perform the installation and design
in-house which will save costs both for the city and developer. Based on our in-house cost estimations & design, the
project responsibilities are as follows:
Total Project Length 419-Feet
"Olfsite Length" 174-Feet City pays 100%
"Onsite Length" 245-Feet City pays 50%
Service Connections 10-each City pays 0%
Main Line $ 19,230-00 70% City (174FT City; remaining 245FT split 50/50)
Services $ 10,751.32 100% Developer
$ 29, 981.32
City $ 13,461.00 45%
Developer $ 16,520.32 55%
Thank you,
Sterling Hamilton
Fletcher Cost Share Proposal Response 1 2-25-2021
City Covers 100% of offsite sewer costs, 174LF
iCity/Developer split onsite sewer costs 50/50, 245LF
Developer covers 100% cost of private service connections
I
City Labor
Main Line $ 19230.00 70% City (174FT City, remaining 245FT split 50/50)
Services $ 10.751 32 100% Developer
S 29.981.32
Estimated Costs to City
City $ 13.461.00 4596 and Developer
Developer $ 16,520.32 5596
City will layout/design project in-house, no engineering fees. This would change if
field conflicts encountered unexpectedly, requiring detailed design. Unlikely.
Developer responsible to mark exact location for 10 service connections.
Alignment exhibit and cost break-out sheets on following pages.
Ta'v"e*t�%oille
THE CITY OF FAYETTEVILLE, ARKANSAS
WATER AND SEWER DIVISION
11 3 W-1 M--In
fnyt+ttevillt•, AR 77701
P(4791575-8386 F (479) 684-4730
Project Name: 326 N. Fletcher Ave.
Date:
18-Feb-21
Project Description: Install 420 Ft. of 8-inch Sewer Main
Cost Item
Unit Price
Total Units
Line Item Cost
Subtotal Cost
Labor
Construction Crew ( 4 men)
$73.47
80
$5,877.60
Asphalt Crew ( 3 men)
$52.22
8
$417.76
Labor Subtotal
$6,295.36
Equipment
Crew Truck
$7.96
80
$636.80
Dump Truck
$14.72
80
$1,177.60
Dump Truck
$14.72
88
$1,295.36
Track Loader
$6.88
80
$550.40
Mini X
$10.02
80
$801.60
Asphalt - Patch Truck
$15.79
8
$126.32
Asphalt - Crew Truck
$7.96
8
$63.68
Asphalt - Mini X
$6.88
8
$55.04
Equipment Subtotal
$4,706.80
Materials
8" CMA
$5.57
1
$5.57
4" SCD 40 PVC PIPE
$1.80
300
$540.00
8" SDR 26 SEWER PIPE
$4.02
420
$1,688.40
8" SDR26 X 4" SCH40 WYE
$61.39
10
$613.90
4" X45 BEND PVC
$5.35
10
$53.50
4" MAX ADAPTOR
$49.25
1
$49.25
RING
$112.45
2
$224.90
LID
$78.04
2
$156.08
TAR STRIP
$3.00
6
$18.00
SPEED PLUG
$30.00
2
$60.00
QUIKRETE
$4.75
20
$95.00
48" MANHOLE
$750.00
2
$1,500.00
BLUE LUBE
$5.33
2
$10.66
WIRE
$0.09
450
$40.50
SEWER TAPE
$0.02
420
$8.40
SB2/TON
$9.50
290
$2,755.00
GRIT/TON
$14.00
45
$630.00
PRE MIX/TON
$105.00
18
$1,890.00
HOTMIX/TON
$60.00
25
$1,500.00
CONCRETE T PATCH
$119.00
60
$7,140.00
Materials Subtotal
$18,979.16
Sub Total
$29,981.32
0 Contingincy
Grand Total
$35,330.09
Total cost of sewer
main, manholes, and
(service lines
Ta**v�e
THE CITY OF FAYETTEVILLE, ARKANSAS
WATER AND SEWER DIVISION
113 W-1
V, AR 721:?)
P ti/ l) 575 tlln-,
Project Name: 326 N. Fletcher Ave.
Date:
22-Feb-21
Project Description: Install Sewer Services
Cost Item
Unit Price
Total Units
Line Item Cost
Subtotal Cost
Labor
Construction Crew ( 3 men )
$77.70
25
$1,942.53
Construction Crew ( 1 man )
$19.87
21
$417.20
Asphalt Crew ( 3 men)
$69.35
4
$277.39
Labor Subtotal
$2,637.12
Equipment
Crew Truck
$7.96
25
$199.00
Dump Truck
$14.72
25
$368.00
Slid Steer
$6.88
25
$172.00
Excavtor
$10.02
25
$250.50
Asphalt - Patch Truck
$15.79
4
$63.16
Asphalt - Crew Truck
$7.96
4
$31.84
Asphalt - Mini X
$10.02
4
$27.52
Asphalt - Dump Truck
$14.72
4
$58.88
Equipment Subtotal
$1,170.90
Materials
8"SDR 26x4" SCH40 WYE
$61.39
10
$613.90
4" SCD 40 PVC PIPE
$1.80
300
$540.00
4" X45 BEND PVC
$5.35
10
$53.50
4" GLUE CAP
$3.00
10
$30.00
QUIKRETE
$4.75
20
$95.00
WIRE
$0.09
300
$27.00
SEWER TAPE
$0.02
320
$6.40
SB2/T0N
$9.50
89
$845.50
GRIT/TON
$14.00
10
$140.00
PRE MIX/TON
$105.00
6
$630.00
HOT MIX/TON
$105.00
6
$630.00
CONCRETE
$119.00
28
$3,332.00
Materials Subtotal
$6,943.30
Grand Total
$10,751.32
Break-out costs for
iust service lines