HomeMy WebLinkAbout140-21 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 140-21
File Number: 2021-0331
HFI FLETCHER, LLC:
A RESOLUTION TO APPROVE A BUDGET ADJUSTMENT IN THE AMOUNT OF
$19,824.38 RECOGNIZING REVENUE FROM A COST SHARE AGREEMENT WITH HFI
FLETCHER, LLC FOR A SEWER MAIN EXTENSION ALONG A PORTION OF NORTH
FLETCHER AVENUE
WHEREAS, on April 6, 2021, City Council passed Ordinance 6423 authorizing a cost share
agreement with HFI Fletcher, LLC for a sewer line extension along a portion of North Fletcher
Avenue between Crescent Drive and Dickson Street; and
WHEREAS, the City will complete the sewer line extension in-house with Water& Sewer
Department crews and HFI Fletcher, LLC will be billed by the City for its portion of the cost per the
cost share agreement.
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 budget
adjustment, a copy of which is attached to this Resolution, in amount of $19,824.38 recognizing
revenue from a Cost Share agreement with HFI Fletcher, LLC for a sewer main extension along a
portion of North Fletcher Avenue.
PASSED and APPROVED on 5/18/2021
Page 1 Printed an 5119121
Resolution: 140-21
File Number. 2021-0331
Attest:
O,�•9u,
Kara Paxton, City Clerk Treasures Fqy��
4P-IS AS
Page 2 Printed on 5119121
City of. Fayetteville, Arkansas 113 West Mountain Street
— Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2021-0331
Agenda Date: 5/18/2021 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A.6
HFI FLETCHER, LLC:
A RESOLUTION TO, APPROVE A BUDGET ADJUSTMENT IN THE AMOUNT OF $19,824.38
RECOGNIZING REVENUE FROM A COST SHARE AGREEMENT WITH HFI FLETCHER, LLC FOR
A SEWER MAIN EXTENSION ALONG A PORTION OF NORTH FLETCHER AVENUE
WHEREAS, on April 6, 2021, City Council 'passed Ordinance 6423 authorizing a cost share agreement with
HFI Fletcher, LLC for a sewer line extension along a portion of North Fletcher Avenue between Crescent
Drive and Dickson Street; and
WHEREAS, the City will complete the sewer line extension in-house with Water & Sewer Department crews
and HFI Fletcher, LLC will be billed by the City for its portion of the cost per the cost share agreement.
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 budget adjustment, a
copy of which is attached to this Resolution, in amount of $19,824.38 recognizing revenue from a Cost Share
agreement with HFI Fletcher, LLC for a sewer main extension along a portion of North Fletcher Avenue.
City of Fayetteville, Arkansas Page 1 Printed on 511912021
City of Fayetteville Staff Review Form
2021-0331
Legistar File ID
.5/18/2021-
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Tim Nyander ,
Submitted By
4/27/2021 WATER SEWER (720)
Submitted Date Division / Department
Action Recommendation:
Staff recommends approval of a budget adjustment to recognize revenue in the amount of $16,520.32 and a
contingency in the amount of $3,304..06 for a total of $19,824.38 for a cost share agreement with HFI Fletcher, LLC
on a sewer main extension along a portion of North Fletcher Avenue.
Budget Impact:
5400.720.5700-5815.00
Water and Sewer
Account Number
Fund
04039.1
Water/Sewer Impact Fee Cost Sharing
Project Number
Project Title
Budgeted Item? No
Current Budget
$ 3,180,649.00
Funds Obligated
$ 2,604,024.40
Current Balance
$ 576,624.60
Does item have a cost? No
Item Cost
$ (19,824.38)
Budget Adjustment Attached? Yes
Budget Adjustment
$ 19,825.00
Remaining Budget
$ 616,273.98
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
V20180321
Previous Ordinance or Resolution # Ord. 6423
Approval Date:
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF MAY 18, 2021
TO: Mayor and City Council
THRU: Susan Norton, Chief of Staff
FROM: Tim Nyander, Utilities Director
DATE: April 28, 2021
CITY COUNCIL MEMO
SUBJECT: Budget Adjustment to Recognize Revenue for HFI Fletcher, LLC Sewer
Cost Share
RECOMMENDATION:
Staff recommends approval of a budget adjustment to recognize revenue in the amount of
$19,824.38 for a cost share agreement with HFI Fletcher, LLC on a sewer main extension along
a portion of North Fletcher Avenue.
BACKGROUND:
On April 6, 2021, City Council passed Ordinance 6423 that approved a cost share agreement
with HFI Fletcher, LLC for a sewer line extension along a portion of North Fletcher Avenue
between Crescent Drive and Dickson Street. For this project, the City will complete the sewer
line extension in-house with Water & Sewer Department crews. HFI Fletcher, LLC will be billed
by the City for their portion of the cost per the cost share agreement.
DISCUSSION:
A budget adjustment is needed to recognize the revenue received from HFI Fletcher, LLC in the
amount of $19,824.38, which includes the agreement's not -to -exceed amount of $16,520.32
and a contingency in the amount of $3,304.06. HFI Fletcher, LLC will be billed up front for their
portion of the cost share amount.
BUDGET/STAFF IMPACT:
A budget adjustment in the amount of $19,824.38 is needed to recognize revenue to be
received by HFI Fletcher, LLC.
Attachments:
Budget Adjustment
Ordinance 6423
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
O, fPYFflF
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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
S13,461.00 TO BE PAID BY THE CITY OF FAYETTEVILLE, AND TO APPROVE A
PROJECT CONTINGENCY IN THE AMOUNT OF $21500.00
WHEREAS, HFI Fletcher,, LLC is developing three existing lots along Fletcher Dive, 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 3-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 4(7121
Ordinance: 6423
Fite 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 S2.500.00.
PASSED and APPROVED on 4/6/2021
Attest:
`,,tttttrt►ii /
.G
1
Kara Paxton; City Clerk Treasurer• Fgf`��VILLE; ~±
Cw��`
Page 2 Printed on 417/21
r City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2021-0200
Agenda Date: 4/6/2021 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Ordinance
Agenda Number: C.2
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 S13.461.00 TO BE
PAID BY THE CITY OF FAYETTEVILLE. AND TO APPROVE A PROJECT CONTINGENCY IN
THE AMOUNT OF S2.500.00
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 or Fayetteville, Aransas Page 1 Printed on 41712021
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
Tim Nyander 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
Project Title
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
$ 3,180, 649.00
$ 2,473,353.96
$ 707,295.04
$ 15,961.00
$ 691,334.04I
V20180321
Purchase Order Number: Previous Ordinance or Resolution #
Change Order Number:
Original Contract Number:
Comments:
Approval Date:
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
CITY COUNCIL MEMO
DATE: March 16, 2021
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 accoun- 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 AG REE.MENT 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 FUR 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 FI.F1 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 Depa►lment 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, THE, the City of Fayetteville, Arkansas and HFI Fletcher, LLC agree as
follows:
. . l .' 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 'No►rth 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. I-LF1 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 A ILL TO Manager
ATTEST:
r -
By.
CITY OF FAYETTEVILLE.
0
ATTEST:
��•�`y G� R KC IT
J'
KARA PAX ON, City Clerk11110
EXHIBIT A
E Crescerl cAty
i
365
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to West,
(hill
N f:
326
f � r
Northwest Arkansas
5100 W. JB Hunt Drive
CUSHMAN & asage Suite800
III , WA K E F I E L D PARTNE
RS Rogers, AR 72758
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
"Offsite Length" 174-Feet City pays 100°%
"Onsite Length" 245-Feet City pays 50%
Service Connections 10-each City pays 0%
Main Line 1 $ 19,230.00 70% City (174FT City; remaining 245.17 split 50/50)
Services $ 10,751.32 100% Developer
S 29,981.32
City $ 13.,461.00 45%
Developer $ 16,520.32 55%
Thank you,
Sterling Hamilton
Fletcher Cost Share Proposal Response i 2-25-2021
'City Covers 100% of offsite sewer costs, 174LF
'City/Developer split onsite sewer costs 50/50. 245LF
"Developer covers 100% cost of private service connections
I
City Labor
Main Line S 19,230.00 700o City (174FT City; rernaining 245FT split 50.50)
Services S 10,751-32 100% Developer
S 29,981.32
City S 13,461.00 45% -
Developer 6 16,520.32 55%
Estimated Costs to City
and Developer
City will layout/design project in-house, no engineering fees. This would change
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.
THE UTY OF FAYETTEVILLE, ARKANSAS
YVA I+U AN SEWFH 01VIS(ON
1 '1 W.¢f Mnnnl,�in
Fny-1-111 '1H '�l lfll
P 419151511306 F 479. 6444110
4• M1 I V\ 5
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
$5,87: J60
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
$1,29E.:36
Track Loader
$6.88
80
$550.40
Mini X
$10.02
80
$801.30
Asphalt - Patch Truck
$15.79
8
$126.32
Asphalt - Crew Truck
$7.96
8
$63.EE
Asphalt - Mini X
$6.88
8
$55.C.4
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 z-0
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
$18.0I1
SPEED PLUG
$30.00
2
$60.00
QUIKRETE
$4.75
20
$95.00
48" MANHOLE
$750.00
2
$1,500.010
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
HOT MIX/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
e Contingincy
:::l
Grand Total
/
$35,330.09
Total cost of sewer
main; manholes, and
!service lines
�aveevOille
""I
THE 0 rY OF FAYFT'TEVIL..E. ARKANSAS
AN rtWFH OMSIVN
• 1 K• r M.r.i..l � ,
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1• .1 r. n s
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
UIKRETE
$4.7S
20
$95.00
WIRE
$0.09
300
$27.00
SEWER TAPE
$0.02
320
$6.40
SB2/TON
$9.50
89
$845.50
GRIT/TON
$14.00
10
$140.00
PRE MIX/TON
$10S.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
�$10,75132
Break-out costs for
just service lines
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division WATER SEWER (720) Adjustment Number
2021 /Org2
Requestor: Cheryl Partain
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
A BA is needed within the Water/Sewer Impact Fee Cost Sharing project to recognize revenue. The cost share
agreement is for a sewer line extention along a portion of North Fletcher Avenue between Crescent Drive and Dickson
Street. The City will complete the sewer line extention in-house. HFI Fletcher, LLC will be billed by the City for the
amount of the cost share that is their portion and is owed by them.
RESOLUTION/ORDINANCE
COUNCIL DATE: 5/ 18/2021
LEGISTAR FILE ID#: 2021-0331
RORY -Black.
4/29/2021 11:11 AM
Budget Director
TYPE:
JOURNAL #:
GLDATE:
CHKD/POSTED:
/
Date
TOTAL 19,825 19,825 v.20210309
Increase / (Decrease) Project.Sub#
Account Number Expense Revenue Project Sub.Detl AT Account Name
5400.720.5700-5815.00 19,825 - 04039 1 EX Improvements - Sewer
5400.720.5700-4420.00 - 19,825 04039 1 RE Payments by Property Owners - base
HABudget Adjustments\2021_Budget\City Council\05-18-2021 \2021-0331 Fletcher Ave sewer line 1 of I