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Home My WebLink AboutRes2010-106 Sponsored by: Oates CITY OF SEWARD, ALASKA RESOLUTION 2010 -106 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING A CONTRACT WITH BRISTOL CONSTRUCTION SERVICES, LLC IN AN AMOUNT NOT TO EXCEED $1,156,497.62, TO CONSTRUCT THE NORTH FOREST ACRES LEVEE /ROAD PROJECT, AND APPROPRIATING FUNDS WHEREAS, the City of Seward issued an Invitation to Bid for the North Forest Acres Levee /Road Project on September 23, 2010, after more than ten years spent planning the project, negotiating an alignment acceptable to numerous state and federal permitting agencies and other stakeholders, obtaining funding, completing land acquisitions, and finalizing initial stages of the project including installation of drainage culverts under the Seward Highway and the railroad tracks, developing a conservation easement, relocating adjacent utilities, etc.; and WHEREAS, the federal funding for the construction of the North Forest Acres Levee/Road project is slated to expire June 30, 2011, making it important to proceed immediately with the project to accomplish as much work as possible before freeze -up in order to ensure the full utilization of federal funding; and WHEREAS, the invitation to bid was published in the Seward Phoenix LOG and in the r Anchorage Daily News, and a mandatory pre -bid conference was held for the project on October 1, 2010, attended by representatives of nineteen (19) different firms; three addendums were distributed which answered questions from prospective bidders; and bids were received from fourteen (14) respondents. Only one bid was found to be non - responsive; and WHEREAS, bids ranged in price from the lowest bid of $1,156,497.62 to the highest bid of $2,624,308.83, with two other bids coming in within ten percent of the lowest bid, lending to the reasonableness of the lowest bid, and with the project engineer providing a letter explaining the process he used to ensure that the lowest bid appeared to be a reasonable and balanced bid, with no apparent omission in the estimation of costs; and WHEREAS, the lowest responsive and responsible bidder on this project is Bristol Construction Services, LLC, an affiliated entity of Bristol Bay Native Corporation, which has submitted a bid of $1,156,497.62 along with the necessary bid bond, and the administration therefore recommends approval of a contract with Bristol Construction Services, LLC for the purposes of construction the North Forest Acres Levee /Road. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is hereby authorized to enter into a contract with Bristol Construction Services, LLC in the amount of $1,156,497.62, plus a contingency not to exceed 10% ($115,649) for a total amount not to exceed $1,272,146.62, for the purpose of constructing the North CITY OF SEWARD, ALASKA RESOLUTION 2010 -106 Forest Acres Levee /Road Project, with said contingency being available for expenditure only upon an authorized contract amendment approved in writing and in advance, by the city manager. Section 2. The amount of the contract ($1,156,497.62) plus a ten percent contingency ($115,649) for a total amount not to exceed of $1,272,146.62 is hereby appropriated as follows: $1,209,235.67 from federal NRCS grant funds account no. 666- 6661- 4680 -0100 and $62,910.95 from state grant funds account no. 666 - 6662- 4680 -0200 to the North Forest Acres Levee /Road contracted services accounts no. 666- 6661 -5390 ($1,209,235.67) and 666- 6662 -5390 ($62,910.95) for the purpose of constructing the North Forest Acres Levee /Road Project. Section 3. This resolution shall take affect immediately upon its adoption. PASSED AND APPROVED by the City Council of the city of Seward, Alaska, November 1, 2010. THE CITY OF SEWARD, ALASKA r 4 IIJ Willard Dunham, Mayor AYES: Bardarson, Smith, Keil, Shafer, Casgranda, Dunham NOES: None ABSENT: Valdatta ABSTAIN: None ATTEST: 40 A JfnLe is el ity Clerk '`wo , = ,,, ®4 �®' "� OF $4 (City Seal) 0 4. (City ,,. #� i , %41 VS g e i 4zfr-,- 4 - I : i j ••. A` ,i" COUNCIL AGENDA STATEMENT *, 4�w� Meeting Date: November 1, 2010 " 1 p Through: Phillip Oates, City Manager From: Kristin Erchinger, Finance Directors Subject: Award of Contract for Construction of North Forest Acres Levee/Road Project BACKGROUND & JUSTIFICATION The City of Seward has been pursuing construction of the North Forest Acres Levee /Road for more than a decade. The purpose of the levee /road is to mitigate severe flooding from Resurrection River which has caused multi - millions of dollars in damage to State and local infrastructure over the years. As a result of repeated flood events, FEMA compiled a flood mitigation task force in Seward in the late 1980s, consisting of representatives of FEMA, the State's emergency preparedness department, the Kenai Peninsula Borough, the City of Seward, Alaska Railroad, State Department of Transportation, and other governmental and non- governmental partners. Construction of the levee /road became the primary mitigation goal of the flood mitigation task force. Construction of the levee /road project has been repeatedly delayed due to challenges associated with obtaining agency consensus on project alignment, as well as on securing the funding and property necessary for the project. On September 20, 2010, the City began advertising an Invitation to Bid for Construction of the North Forest Acres Levee/Road Project. Ads were placed in the Seward Phoenix LOG and the Anchorage Daily News. A mandatory pre -bid conference was held on October 1, 2010. The City received a total of fourteen (14) bids. One bid was found non - responsive due to its failure to include necessary proof of contractor' s licensure and State business license. Bids were opened on October 26, 2010 and bid proposal amounts were read aloud to the public. Subsequent review of bid proposals determined mathematical errors on more than one bid proposal. The final results were that bid proposals ranged from the lowest bid of $1,156,497.62 to the highest bid of $2,624,208.83. The engineer's estimated cost for the project was $1,696,030. The project engineer, Bill Nelson, has provided a letter to the City, explaining the process by which he determined the reasonableness of the bid from Bristol Construction. He has determined that based on each individual item on the bid proposal list, the bid appears to be balanced, and the unit prices for each item on the bid list appear to be reasonable when compared to the other bids. The engineer supports the City's decision to award a construction contract to Bristol Construction Services, LLC. The bid summary tabulation sheets are included in the Council agenda packet, to demonstrate the breakdown of bid items for each proposal. CONSISTENCY CHECKLIST: Where applicable, this agenda statement is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures or Other Plans or Policies: (Seward Comprehensive Plan, p. 28 (section 3.8.1.3 "Mitigate Flood Hazards') "Secure funding to implement the comprehensive flood mitigation plan for Resurrection River and Japanese Creek") RESOLUTION 2010 -g%1p PAGE TWO FISCAL NOTE The City of Seward has approximately $1.8 million remaining for the completion of this project. Remaining funds will be needed to address production of additional rip rap for the project, as well as construction management oversight of the project by the engineer. Federal funding for the project ($1.2 million) will expire June 30, 2011, so it is critical to complete as much of the project by that time, as possible. Finance Department. ' ' p t ATTORNEY REVIEW: Yes )( No RECOMMENDATION Council approve Resolution 2010 -0 authorizing a contract with Bristol Construction Services, LLC in an amount not to exceed $1,156,497.62 plus a 10% contingency, to construct the North Forest Acres Levee/Road Project, and appropriating funds.