HomeMy WebLinkAboutRes2012-050 Sponsored by: Hunt
'CITY OF SEWARD, ALASKA
RESOLUTION 2012 -050
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A
PROFESSIONAL SERVICES AGREEMENT WITH CRW ENGINEERING
GROUP, LLC, THE MOST QUALIFIED, RESPONSIVE AND
RESPONSIBLE PROPOSER, FOR THE DAIRY HILL DRAINAGE
IMPROVEMENTS PROFESSIONAL ENGINEERING AND
CONSTRUCTION MANAGEMENT SERVICES FOR AN AMOUNT NOT -
TO- EXCEED $65,975.00, AND APPROPRIATING FUNDS
WHEREAS, the City of Seward identified an area, known locally as Dairy Hill, as a high
risk flood area using the FEMA benefit cost analysis software and analyzing historical data; and
WHEREAS, flood events occurred in 1986, 1995, 2002 and 2006, causing significant
damage; and
WHEREAS, during heavy rainfall events, the flows in the drainages can become severe and
cause washouts of roadways, culverts and building improvements; and
WHEREAS, this area also contains residential homes and public infrastructure including 58
residential lots with 21 homes, a Supported Living Home for individuals with disabilities; and
WHEREAS, Dairy Hill also provides the only alternate evacuation route for citizens of the
City of Seward to escape major catastrophes; and
WHEREAS, city staff were successful in obtaining funding through the Division of
Homeland Security and Emergency Management Hazard Mitigation Grant Program in the amount of
$349,982.00 that will reimburse the city for the design, engineering, project management and
construction to mitigate the aforementioned flood hazards; and
WHEREAS, a request for proposals was developed to utilize a portion of the available funds
for design, engineering and construction management and sealed proposal were opened on June 22.
2012 at 1:00 p.m. and reviewed for responsiveness; and;
WHEREAS, one firm submitted a formal proposal to the City Clerk's office by the
published deadline of 12:00 p.m. June 22, 2012; and
WHEREAS, CRW Engineering Group, LLC was determined to be qualified, responsive and
responsible proposer; and
,,,,, WHEREAS, the professional services outlined in the request for proposal for the Dairy Hill
CITY OF SEWARD, ALASKA
RESOLUTION 2012 -050 r
Drainage Improvement Engineering and Construction Services will not be able to proceed until the
contract is awarded.
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 professional services
agreement with CRW Engineering Group, LLC, as attached hereto in substantial form, for the City of
Seward Dairy Hill Drainage Improvements Professional Engineering and Project Management
Services for an amount not -to- exceed $65,975.00 from account number 866 - 8663 -5390.
Section 2. Funding in the amount of $65,975 is hereby appropriated from federal grant
account no. 866 -8663- 4680 -0100 to Contracted Services account no. 866 - 8663 -5390.
Section 3. This resolution shall take effect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 9 day of July
2012.
t
Ii
THE CITY OF SEWARD, ALASKA
David Seaward,
AYES: Valdatta, Bardarson, Shafer, Casagranda, Terry, Seaward
NOES: None
ABSENT: Keil
ABSTAIN: None
ATTEST:
l s hanna Kin -e y, CMC
ity Clerk • p•■���•..
OF S••••
(City Seal) 4. 6 <5
• SE A T
Y
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•••• � N�� ®''
Council Agenda Statement
Meeting Date: July 9, 2012 r *,
Through: City Manager Jim Hunt
1 4:4 - 040'
From: William Casey
Agenda Item: Authorizing the City Manager to Enter into a Professional Services Agreement with CRW
Engineering Group, LLC for the Dairy Hill Drainage Improvements Engineering Services
and Project Management
BACKGROUND & JUSTIFICATION:
The residential area of Seward's Dairy Hill is located west of the Seward Lagoon and the small boat harbor
on the east side of Mount Marathon at the base of the mountain and several drainages flow through the area.
During heavy rainfall events, the flows in these drainages become severe and cause washouts of roadways,
culverts and building improvements. This area contains many residential homes and public infrastructure as
well as a Supported Living Home for individuals with disabilities. There are 58 residential lots in the area
with 21 homes. This location provides the only secondary evacuation route for the citizens of Seward in the
event of a major catastrophe. In recent history, flood events have occurred in 1986, 1995, 2002 and 2006.
All of which caused significant damage.
Flooding mitigation is crucial in controlling these inevitable highwater events which routinely wash out
culverts, roads, fire hydrants and other public infrastructure. Privately owned buildings and commercial
properties will continue to suffer damage as a result of the flooding events. With a routine history of
flooding in the greater Seward area, there is a potential for major loss of life if the secondary evacuation
route is blocked during a flooding event and a cataclysmic catastrophe will affect the downtown business
and residential core of Seward. Hundreds of lives could be lost if individuals have no secondary evacuation
route available.
In an effort to alleviate the aforementioned hazards, City staff incorporated historical data and used the
FEMA benefit cost analysis software to apply for a grant through the hazard mitigation grant program in an
effort to obtain State and Federal assistance through the Division of Homeland Security and Emergency
Management. City staff was successful in obtaining $349,982.00 in funding for mitigating flood hazards,
reimbursing the City for any design, engineering, project management and construction related to the Dairy
Hill Drainage System to relieve the aforementioned flood and attempt to fund permanent solutions to the
existing flood hazards and hopefully prevent future hazards. Through the same program, the City was able
to set aside funding to hire a professional engineering firm to design the drainage system and collaboratively
manage the project.
A request for proposal was developed by City staff to utilize a portion of the available funds for professional
engineering services and construction management. One firm submitted a formal proposal to the City
Clerk's office by the published deadline of 12:00 p.m. June 22, 2012. The sealed proposal was opened on
June 22, 2012 at 1:00 p.m. and reviewed for responsiveness and quality. The more responsible proposer was
found to be CRW Engineering Group, LLC for an amount not -to- exceed $65,975. All work and professional
services outlined in the request for proposal: Dairy Hill Engineering Services and Construction Management
and all applicable expenditures are to be reimbursed with the Division of Homeland Security and Emergency
Management Hazard Mitigation Grant Program.
The bid results are as follows:
-)
City of Seward- Request for Proposal
City of Seward Dairy Hill Drainage Improvements
Engineering Services and Project Management
'.,,, j y,,,. � � � I; o- , di d 0 '� x b a -ti s ' , , 'a
"i re. 9 ? w. 11, „ . 4 4'' '��in e - '' w$'4� ...
>hk
1 CRW Engineering Group, LLC $65,975.00
2 N/A
All design work and permitting outlined in the proposal documents are required to be completed no- later-
than December 31, 2012. All work completed prior August 31, 2013 will receive reimbursement based on
actual expenses.
INTENT: To authorize the City Manager to enter into a professional services agreement with CRW
Engineering Group LLC for an amount not -to- exceed $65,975.00 to complete the work outlined in the Dairy
Hill Drainage Improvements Engineering Services and Project Management request for proposal.
CONSISTENCY CHECKLIST: i
Yes No N/A
Comprehensive Plan (document source here): Volume 1 Page 20 Sixth
1. Paragraph "...minimizing pollution and drainage problems ... "Page 28 X
3. 8.1.3 "Mitigate Flood Hazards"
2 Strategic Plan (document source here): Page 11 "Mitigate Flood
Hazards'' Page 18 "Promote a Safe Community" X
3. Other (list):
----- X
FISCAL NOTE: The City of Seward Dairy Hill Drainage Improvements Professional Engineering and
Project Management Services shall not exceed $65,975. Funding for this project will come from a federal
Homeland Security grant for the purposes of performing the work outlined in the Dairy hill Drainage
Improvements Engineering Services and Project Management request for proposal.
Approved by Finance Department:
ATTORNEY REVIEW: Yes No
RECOMMENDATION: Council approves Resolution 2012- ° uthorizing the city manager to enter
into a professional services agreement with CRW Engineering Group, LLC for an amount not -to- exceed
$65,975.00 for the Dairy Hill Drainage Improvements Professional Engineering and Project Management
Services.