HomeMy WebLinkAbout273-21 RESOLUTIONOF FAYETTF
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RKANSP
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 273-21
File Number: 2021-0809
FLEET OFFICE EXPANSION PROJECT:
A RESOLUTION TO APPROVE A BUDGET ADJUSTMENT REAPPROPRIATING FUNDS
IN THE AMOUNT OF $10.000.00 FROM THE FLEET SHOP EXPANSION PROJECT TO
THE FLEET OFFICE EXPANSION PROJECT
WHEREAS, the funds currently appropriated for the Fleet Shop Expansion Project will not be
needed until later in 2022; and
WHEREAS. the original requested budget for the office expansion project was $20,000 but, after
realizing the need to outsource portions of the project, the cost will be closer to $30,000; and
WHEREAS. the funds from the Fleet Shop Expansion Project can be used to fund the Fleet Office
Expansion Project.
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, reappropriating funds in the amount of
$10,000.00 from the Fleet Shop Expansion Project to the Fleet Office Expansion Project.
PASSED and APPROVED on 1 1/2/2021
Page 1 Printed on 1113121
Resolution. 273-21
File Number: 2021-0809
Attest:
• • T �I
Kara Paxton, City Clerk Treasured
'fdjjON COO
Page 2 Printed on 1113121
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Text File
File Number: 2021-0809
Agenda Date: 11/2/2021 Version: 1 Status: Passed
In Control: City Council Meetinq File Type: Resolution
Agenda Number: A.16
FLEET OFFICE EXPANSION PROJECT:
A RESOLUTION TO APPROVE A BUDGET ADJUSTMENT REAPPROPRIATING FUNDS IN THE
AMOUNT OF $10,000.00 FROM THE FLEET SHOP EXPANSION PROJECT TO THE FLEET
OFFICE EXPANSION PROJECT
WHEREAS, the funds currently appropriated for the Fleet Shop Expansion Project will not be needed until
later in 2022; and
WHEREAS, the original requested budget for the office expansion project was $20,000 but, after realizing the
need to outsource portions of the project, the cost will be closer to $30,000; and
WHEREAS, the funds from the Fleet Shop Expansion Project can be used to fund the Fleet Office Expansion
Project.
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, reappropriating funds in the amount of $10,000.00 from the Fleet
Shop Expansion Project to the Fleet Office Expansion Project.
City of Fayetteville, Arkansas Page 1 Printed on 111312021
Sara Combs
Submitted By
City of Fayetteville Staff Review Form
2021-0809
Legistar File ID
11/2/2021
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
10/13/2021 FLEET OPERATIONS (770)
Submitted Date Division / Department
Action Recommendation:
Staff recommends moving funds from the Fleet Shop Expansion project to the Fleet Office Expansion project
through the approval of a budget adjustment.
Budget Impact:
9700.770.1920-5804.00
Account Number
21007.1
Shop
Fund
Fleet - Office Expansion
Project Number
Budgeted Item? Yes Current Budget
Funds Obligated
Current Balance
Does item have a cost? No Item Cost
Budget Adjustment Attached? Yes Budget Adjustment
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
Remaining Budget
Project Title
$ 20,000.00
$ 20,000.00
$ 10,000.00
30,0nn nn
V20210527
Previous Ordinance or Resolution #
Approval Date:
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF NOVEMBER 2, 2021
TO: Mayor and City Council
THRU: Terry Gulley, Director of Transportation
FROM: Sara Glenn, Fleet Operations Superintendent
DATE: October 13, 2021
CITY COUNCIL MEMO
SUBJECT: Budget Adjustment between two Shop Projects
RECOMMENDATION:
Staff recommends moving funds from the Fleet Shop Expansion project to the Fleet
Office Expansion project through the approval of a budget adjustment.
BACKGROUND:
The two shop projects in question were both presented and approved in the 2021-2025
CIP. When initially requested it was believed that Facilities Management would be
able to perform the duties needed primarily in house. However, due to additional tasks
and staffing changes, this is no longer the case. Both projects will need to be
outsourced.
DISCUSSION:
Fleet's Shop Expansion project (21006.1) was approved to expand Fleet's workspace
into the area where the old truck wash was at the end of the shop. It has now been
realized that the scope of this project is larger than originally anticipated and the City
has just selected an outside company to assist with this. The actual work for this
construction is at the soonest going to be a 2022 project.
Fleet's Office Expansion project (21007.1) was approved to place an actual office
space in the shop. This is for the Shop Supervisor and Lead Mechanics to have a
functional working space, where they can still see and be a part of the shop itself.
Currently, all 4 staff members share one office and one computer.
The scope of the Office Expansion has changed from what is in the original request
form to be a simpler design of just a 10'x20' one story office that will be open with 4
desks. Many options were explored once it was established that Facilities Management
would not be able to perform the construction. The most cost effective that will meet
the goals and needs of Fleet is a modular office. Quotes have been gathered and the
lowest was in the amount of $25,325.00.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
The office that is currently in use will be turned into a meeting area, as Fleet frequently
meets with vendors and user departments and does not have a large enough space,
especially when considering Covid restrictions. Facilities Management is able to make
this small adjustment to the current office area.
BUDGET/STAFF IMPACT:
The original requested budget for the office expansion project was $20,000. However,
after realizing the need to outsource, the cost will be closer to $30,000. The overall
effect this expansion will have on Fleet Operations will be tremendous. As the Fleet
itself continues to grow, our Leads and Supervisor requires the space to maintain their
own organization and workflows. Having the increased budget will leave us with
enough to allow for anything unforeseen and for Facilities Management to adjust the
current office into a meeting space.
We know that the Shop Expansion is going to be pushed off a while and will likely
require additional funding. That can be evaluated at the time information is obtained.
For the present, Fleet would like to have $10,000 of the Shop expansion budget moved
to the Office Expansion so that one portion of the overall improvements can be
completed.
Attachments:
CIP Budget Request form for Projects 21006.1 and 21007.1
Quotes for Modular Office
Budget Adjustment
CITY OF FAYETTEVILLE, ARKANSAS
CAPITAL IMPROVEMENTS PROGRAM (2021-2025)
Project Title: Fleet - Shop Expansion
Division: Fleet Operations (770) project 21006.1
Funding: 9700 - Shop
Category: Facilities Management Improvements
Rank: 9 Project #: 00000
Project Cost
2021 $ 142,000
2022 -
2023 -
2024 -
2025 -
Total $ 142,000
Description:
This request is to bring the current Truck Wash located at the west end of the Fleet Shop into the Shop as
additional work space. The Fleet itself continues to grow each year, but the shop does not. With the new
Car/Truck Wash being complete in 2020, this is the only space for the Shop to expand.
Scheduled Implementation:
New Project Request
Concrete Repair/Rail Crane pier - $15,000; Demolition - $20,000; Wall panel replacement - $30,000;
Electrical & Lighting - $20,000; Radiant Heat & Fan - $20,000; Air/oil lines - $10,000; OH Door motors -
$4,000; Big Ass Fan - $12,000; Contingency - $11,000
Effect on Operations:
This will give the shop more space to work on the vehicles & equipment we currently have. Each technician
will have their own bay to work in, allowing us to be more efficient, not forcing anyone outside. To be clear,
this is expanding to fit our current needs, not expanding for the future.
Master Plan(s) Addressed:
133
CITY OF FAYETTEVILLE, ARKANSAS
CAPITAL IMPROVEMENTS PROGRAM (2021-2025)
Project Title: Fleet - Office Expansion
Division: Fleet Operations (770) Project 21007.1
Funding: 9700 - Shop
Category: Facilities Management Improvements
Rank: 10 Project #: 00000
Description:
Project Cost
2021 $ 20,000
2022 -
2023 -
2024 -
2025 -
Total $ 20,000
This request is to build an additional office space in the shop area. This is to be a two story office 8'x10'. The
purpose of this will be to allow the Fleet Shop Supervisor to be high enough to visibly see his staff and to be
isolated enough to efficiently perform his paperwork. The lower office space will be for the Lead Technicians
to use.
Scheduled Implementation: New Project Request
Elevated Office & Lower office:
160 sq. Ft x 80 $12,800
Stairs 3500 $16,300
Additional Computer $2,000
Subtotal $18,300
Contingency: $1,630 Total: $19,930
Effect on Operations:
No effect on operations.
Master Plan(s) Addressed:
134
....
approval subject to terms and conditions stated
A 1 Starrco Modular Office - 4-Wall Office 10'W x 20'D x 9'H
5fi30tf iNall System 9` Ta1'I (Non -Load Bearing
20 Gauge Steel Door with Glass and Lever Lock (1 )
....
....
Labor (Includes travel expenses, assembly and installation) $3,690 00
Page 1 of 1
ATTENTIONI
FOR STUD SPACING REFERENCE, FLOOR TRACK
DOORS AND DOOR FRAMES MUST BE
SPLICES COINCIDE WITH STUD CENTERLINES.
INSTALLED AS A MATCHED SET. THEY ARE
IMPORTANT: WALL PANELS INSERT INTO
MATCHED AND LABELED AT THE FACTORY.
3 4"
DO NOT REMOVE TEMPORARY DOOR FRAME
VERTICAL EXTRUSIONS / —TYPICAL.
IDENTIFICATION TAG UMIL DOOR AND ITS
MATCHED FRAME ARE INSTALLED AS A SET.
WINDOW WINDOW HVAC DED. WINDOW
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WINDOW WINDOW WINDOW
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GENERAL NOTES:
1. PROJECT LOCATION: CITY OF FAYEfTEVILLE
1525 S. HAPPY HOLLOW ROAD
FAYETTEVILLE, AR 72701
2. WALL SYSTEM: STARRSPACE 3000-DL
3. PANEL COLOR: T.B.A.
4. EXTRUSION COLOR: T.B.A.
5. SYSTEM HEIGHT: 9'-0"
B. ALUMINUM EXTRUSIONS ARE 6063-T6 or T6005A-T61 ALLOY,
7. ROOF DECK IS DESIGNED FOR NON -LOAD BEARING.
Revisions
No. Date:
Description/By:
No.1 Date:l
Description/By:
No.1 loated
Description/By:
No. Date:
Description/By:
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Drawing Title
Wall Panel Layout
Job No.: Q139540
Checked By:
Drawn By: MOM
Date: 10/08/2021
Scale: N.T.S.
Sheet No.
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ALL -STORAGE PRODUCTS
1-501-666-8600 1701 E. ROOSEVELT RD
1-501-666-3986 FAX LITTLE ROCK, AR
72206
in length.
Materials
Sales Tax - 9.75%
Sara Glenn
Fleet Operations
Fayetteville, AR
T: 479-444-3494
F:
sglenn@fayetteville-ar.gov
DATE: 06/28/2021
'JOB: Fleet Operations Modular Office
SHIP TO: Fayetteville, AR
�CDTIE :' AfC 6Jlnits, clraain kits and support sheIfs not included'
They can be ordered and installed for an additional $4700.
$3,007.88
TAL $37,365.88
Thsnk you- for allowing us to provide this quotation.
We Would appreciate receiving your order.
This quotation is in effect for 30 days from above date. BY: ____-all
-- -- --
Tim Ward
MEZZANINES
LOCKERS --
- SHELVING -- -
- RIVET SHELVING
CABINETS -----
MEZZANINE LIFTS
PALLET RACK
DRIVE. -IN RACK
WORK BENCHES
GUARD HOUSES
MODULAR DRAWERS
CANTILEVER RACK
SHOP EQUIPMENT
WIRE PARTITIONS
IN -PLANT OFFICES
Page I of 7
aowos-�-o-w
cialized Products Group LLC
PO Box 9302 - Fayetteville, AR 72703 - 479.236.7494
Company Name
Phone/Fax
Date
City of Fayetteville Fleet Services
479-444-3485
8/17/2021
Address
Terms:
Salesperson
1525 S. Happy Hollow Rd
Net 15
Erica Asfahl
City, state &.zip code
F.O.B.
Salesperson phone
Fayetteville, AR 72701
NA
479-236-7494
Attention
Delivery
Pages in document
Sara Glenn and Les McGaugh
Leadtime = 15-18 wks
3
CUSTOMER RESPONSIBILITIES:
Any and all applicable sales taxes, unless otherwise specified.
Any and all building permits, if necessary, by customer.
Installation during normal business hours (M-F 7:00 AN to 5:00 P.M.)
Offloading of product and transfer to assembly area by customer.
Provide forklift and/or scissor for installation purposes (If required). If SPG must rent a forklift for installation, there will be additional charges which are not reflected in this
quotation.
Any obstructions to be removed by customer, unless purchased as an option.
Any and all aspects of Electrical Installation (if required) by customer.
If installation area is not prepared upon arrival of SPG crew, customer may be liable for additional installation charges.
WE ARE PROUD TO SUBMIT ESTIMATES & SPECIFICATIONS FOR:
BASE BID — 8'0" x 12'0" standard electric. structure-oniv installation included:
4-WALL, 2-STORY ENCLOSURE — Omniflex 300+ Fire & Sound
Panels and extrusions for this system are to be champagne, white, or gray (please specify).
Modular wall panel to be constructed of:
'/2" vinyl gypsum interior face
Polystyrene core
'/2" vinyl gypsum exterior face
Each floor:
- 40 linear feet Omniflex 300+ Fire & Sound, 3" thick panels
- 1st floor = 10' tall panels (drop ceiling 8'0" A.F.F.); 10'0" tall panels hide mezzanine structure
- 2nd floor = 9' tall panels (drop ceiling 8'0" A.F.F.)
- 4 each painted steel corner post for 3" system
- 1 each 3'0" x 7'0" steel door w/ glass (standard hardware, door closer, kick plate)
- 2 each standard 4'0" x 3'0" windows, '/4" thick clear tempered glass (see option on page 2 for additional window panels)
- 96 ft2 acoustical ceiling 2x4, 8'0" ceiling height
- 2 each recessed 2' x 4' troffer light, T8, 120V
- 2 each standard duplex outlets + 2 each CAT-5 data port outlets
- Standard electric package — requires certified electrician install by others
- 1 each 11,600 BTU cool/11,400 BTU heat HVAC unit with 220V outlet
- Standard electric package; electrical installation by others (certified electrician)
- Modular Electric package not available at this time due to product shortages
- Main facility power to be landed in Portafab electrical breaker box by others (certified electrician)
- Stair and landing assembly not included; customer to supply self -supported, non-attached steel or wood stair and
landing assembly (see option on page 3 for engineered welded steel stair assembly option)
- Lift equipment included
- This system cannot be purchased through cooperative commodity purchasing means such as SourceWell as
this system is a custom -designed product. However, Portafab building systems qualify to be filed as
"equipment" under Section 179.
BASE BID Total project delivered & structure install only: $ 50,937.00 1,2
BASE BID Total project tax 10.0%, if applicable: $ 5,093.70
See next page for product options and installation options.
Specializing In: Industrial Doors, Rack & Storage, Loading Dock, Modular Buildings & Certified Clean Rooms,
HVLS Fans, Work Positioners, Mezzanines & Work Platforms, Vertical Material Lifts
Thank you for the opportunity. Erica Asfahl - erica@spgmaterialhandling.com
We hope to earn your business. Sales & Engineering 479.236.7494
2
IF
SpacializE�d Products Group LLG
PO Box 9302 - Fayetteville, AR 72703 - 479.23B.7494
ADD OPTION A — Turn -key installation, 8'0" x 12'0" (Modular Electric package in
lieu of Standard Electric)
- Modular Plug -and -Play Electric system not available at this time due to product shortages
ADD OPTION A, delivered & installed: ADD TO BASE $ NA
ADD OPTION A, tax 10.0%, if applicable: ADD TO BASE $ NA
ADD OPTION B — 12'0" x 12'0" footprint with Portafab structure installation only
(Standard Electric package)
OmniFlex 300+ Fire & Sound - Panels and extrusions are to be champagne, white, or gray (please specify).
Modular wall panel to be constructed of:
'/2" vinyl gypsum interior face
Polystyrene core
'/2" vinyl gypsum exterior face
Each floor:
- 48 linear feet Omniflex 300+ Fire & Sound, 3" thick panels
- 1st floor = 10' tall panels (drop ceiling 8'0" A.F.F.)
- 2nd floor = 9' tall panels (drop ceiling 8'0" A.F.F.)
- 144 ft2 acoustical ceiling 2x4, 8'0" ceiling height
- 3 each recessed 2' x 4' troffer light, T8, 120V
- Modular Plug -and -Play Electric Package not available at this time due to product shortages
- All other items same as 8'0" x 12'0" footprint BASE BID on page 1 (windows, outlets/data, HVAC, doors, no stair
assembly)
- Portafab structure installation by SPG; All electrical by others (Standard Electrical package install by certified electrician)
- Landing of main facility power in Portafab electrical breaker box by others (certified electrician)
- Lift equipment included
ADD OPTION B, Total project delivered & installed: ADD TO BASE $ 5,167.001
ADD OPTION B, Total project tax 10.0%, if applicable: ADD TO BASE $ 516.70
ADD OPTION C — PE STAMPED DRAWINGS AND CALCS
- Include PE -stamped drawings with calculations to any structure (usually required if building permit is required)
- Standard drawing package supplied with BASE BID and OPTION B, but without PE stamp and calculations
ADD OPTION C, delivered & installed:
ADD OPTION C, tax 10.0%, if applicable:
ADD TO ANY $ 5,920.00
ADD TO ANY $ 592.00
ADD OPTION D — ADD ADDITION WINDOW PANELS
- Unit price to add one each standard 4'0" x 3'0" windows, '/4' thick clear tempered glass
ADD OPTION D, delivered & installed: ADD TO ANY $ 294.00 EA
ADD OPTION D, tax 10.0%, if applicable: ADD TO ANY $ 29.40 EA
See next page for product options and installation options.
Specializing In: Industrial Doors, Rack & Storage, Loading Dock, Modular Buildings & Certified Clean Rooms,
HVLS Fans, Work Positioners, Mezzanines & Work Platforms, Vertical Material Lifts
Thank you for the opportunity.
We hope to earn your business.
Erica Asfahl — erica@spgmaterialhandling.com
Sales & Engineering 479.236.7494
PAGE 2
3
IF141SIR 1b
a Lm=i
Specialized FPr-oducts Group LLC
PO Box 9302 • Fayetteville, AR 72703 - 479.236.7494
ADD OPTION E — ADD ENGINEERED STEEL STAIR+LANDING ASSEMBLY
- Add to either footprint fully -welded, engineered steel stair and landing assembly (All stair assemblies are self -supported,
free-standing assemblies not to be attached to Portafab structure.)
ADD OPTION E, delivered & installed:
ADD OPTION E, tax 10.0%, if applicable:
ADD TO ANY $ 19,389.00
ADD TO ANY $ 1,938.90
VOLATILE MARKET NOTE:
Customer acknowledges that this quote is completed during a period of material and equipment price volatility. To
provide the lowest feasible proposal to the customer, Specialized Products Group has included materials and equipment
in the quote at prices available as of the date of this proposal, with little or no allowance for price escalation. Customer
agrees that, if commercially -available prices for any type of material or equipment necessary for the goods increase by
more than 3% from prices effective on the date of the quote until procurement and release for production by seller, based
upon demonstrable industry price metrics, the quote shall be increase by the amount such documented price increase
exceeds 3% for the affected materials and/or equipment that will be incorporated in the goods.
NOTES:
1. Bid valid for 7 days due to extremely volatile market.
2. All lift equipment included.
Specializing In: Industrial Doors, Rack & Storage, Loading Dock, Modular Buildings & Certified Clean Rooms,
HVLS Fans, Work Positioners, Mezzanines & Work Platforms, Vertical Material Lifts
Thank you for the opportunity.
We hope to earn your business.
Erica Asfahl — erica@spgmaterialhandling.com
Sales & Engineering 479.236.7494
PAGE 3
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division Adjustment Number
FLEET OPERATIONS (770)
2021 /Org2
Requestor: Sara Combs
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
Moving funds from the Fleet Shop Expansion project to the Fleet Office Expansion project. This will allow us to complete
the Office Expansion, and because the Shop Expansion is going to be more involved than originally anticipated, those
funds will not be required for quite some time.
COUNCIL DATE: 1 1 /2/2021
LEGISTAR FILE ID#: 2021-0809
Hovy 3lack�
1011412021 10:00 AM
Budget Director Date
TYPE: D - (City Council)
JOURNAL #:
GLDATE: 11/2/2021
RESOLUTION/ORDINANCE CHKD/POSTED:
TOTAL - -
v.2021 1011
Increase / (Decrease) Proiect.Sub#
Account Number Expense Revenue Project Sub.Detl AT Account Name
9700.770.1920-5804.00 (10,000) - 21006 1 EX Building Costs
9700.770.1920-5804.00 10,000 - 21007 1 EX Building Costs
H:\Budget Adjustments\2021_Budget\City Council\11-02-2021\2021-0809 BA Fleet Office Expansion.xlsm 1 of 1