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HomeMy WebLinkAboutRes2012-081 Sponsored by: Hunt .., CITY OF SEWARD, ALASKA RESOLUTION 2012 -081 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH BIG MIKE'S, THE MOST QUALIFIED, RESPONSIVE AND LOWEST BIDDER, FOR THE SEWARD 2012 FLOOD EMERGENCY DEBRIS REMOVAL AND DISPOSAL PROJECT, AND APPROPRIATING FUNDS WHEREAS, beginning on September 15, 2012, substantial heavy rainfall coupled with high winds affected the City of Seward and outlying areas; and WHEREAS, on September 19, 2012 conditions worsened and an Emergency Center was opened by the City of Seward to protect life and coordinate emergency response efforts; and WHEREAS, the City Manager of the City of Seward issued a Disaster Emergency Declaration on September 19, 2012 at 1:15 pm; and WHEREAS, City Council authorized the Manager's declaration on September 24, 2012 and; WHEREAS, the Declaration of Emergency was extended per Alaska statue 26.23.140 and resolution 2012 -075 for a period of sixty (60) days in order to allow for appropriate response to the disaster by the City of Seward, Kenai Peninsula Borough and the State of Alaska; and WHEREAS, the Public Works Department staff crafted a formal request for quotes to remove and dispose of flood debris and distributed the document to four (4) venders on October 11, 2012; and WHEREAS, the Public Works Department staff received two (2) written responses to the formal request for quotes by the stated deadline; and WHEREAS, upon review of the two (2) quotes, staff determined Big Mike's was the most qualified, responsive and lowest bid; and WHEREAS, Big Mike's was contracted to use three (3) side dump trucks to remove debris at the Lowell Creek Outfall to be completed before the winter season; and WHEREAS, the City Manager of the City of Seward initially issued a purchase order to Big Mike's to begin the debris removal for an amount not -to- exceed fifty thousand ($50K) dollars prior to a discussion with FEMA staff members; and CITY OF SEWARD, ALASKA RESOLUTION 2012 -081 WHEREAS, FEMA consulted with City staff regarding the cost of the debris removal and estimated the total cost to remove all of the debris from the Lowell Creek Outfall would be approximately one hundred and fifty thousand ($150K) dollars ; and WHEREAS, in an attempt to stay ahead of the onset of inclement winter weather, City staff is putting forth efforts to continue debris removal until October 30, 2012; and WHEREAS, the City has expectations that the cost of the debris removal will be eligible for reimbursement from the State and /or Federal Disaster Funding; and WHEREAS, Public Works Department staff are requesting the original purchase order issued to Big Mike's for an amount not -to- exceed fifty thousand ($50K) dollars to be increased by one hundred thousand ($100K) dollars for a new total not -to- exceed one hundred and fifty thousand ($150K) dollars; and WHEREAS, Seward City Code section 6.10.120 A (2) states restrictions and provisions of major purchases and competitive sealed bids shall not apply where an emergency makes the delay incident to competitive bidding unreasonable. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Council of the City of Seward authorizes the City Manager of the City of Seward to increase the original purchase order issued to Big Mike's by one hundred thousand ($100K) dollars for a new total not -to- exceed one hundred and fifty thousand ($150K) dollars and appropriate funds. Section 2. The City Council of the City of Seward authorizes the purchase order and conditions outlined in the formal request for quotes to act as the contract as attached hereto in substantial form. Section 3. Funding is hereby appropriated from state grant fund account 866- 8667 -4680- 0200 in the amount of one hundred thousand ($100K) dollars to account number 101- 1310 -5390- 00097 for emergency flood debris removal from the Lowell Creek Outfall, with said expenditures anticipated to be reimbursed from state grant funds Section 4. This resolution shall take effect immediately. CITY OF SEWARD, ALASKA RESOLUTION 2012 -081 PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 22 day of October 2012. THE CITY OF SEWARD, ALASKA David Seaward, Mayor AYES: Valdatta, Bardarson, Keil, Shafer, Terry, Seaward NOES: None ABSENT: Casagranda ABSTAIN: None ATTEST: r ...1. %=��r. i r nna Ki 4 P! C Clerk (City Seal) ‘ ,.( " c,a � a gYgF mm � t � Q �Ay Cfi tlpZ. • >a ,,g T • • N A • it // 9 " tfi` �� O Op �fT / 1�h le # 1 �9 ms s.... A- .C• .,. 6 t � t FayJ CONTR.AC'T NO: irms AMENDMI:1;,NT NUM BE R: CITY OF SEWARD I1I) REQUEST SHEET FOR EMERGENCY DEBRIS REMOVAL. The City of Seward is soliciting written bids from qualified contractors to provide emergency debris removal services located at the Lowell Creek Outfall area in Seward Alaska. Sets c of work: Contractor shall provide side -dump trucks (minimum capacity 18 yards per truck) for haulin, and disposing of approximately 15,000 cubic yards of gravel. The City provide equipment and manpower to load Contractor's trucks, and will ensure traffic control and will be solely responsible for dictating operations to ensure site safety. All material shall be taken to the Alaska Railroad yard in Seward. Total bid price shall be all - inclusive to include, but not be limited to the following: heavy equipment, operator /man hours, fuel, insurance, maintenance and repairs, disposal of materials, operating supplies, permitting, and all other items incidental to performing the above Scope of Work. Contractor Requirements: ements: Contractor is required to provide Certificate of General Liability and Contractual Liability Insurance naming the City of Seward as an additional insured, as well as, the !Alaska Railroad, with limits 51,000,000 per occurrence, 52,000,000 aggregate, and comprehensive auto /equipment liability insurance (covering bodily injury and property damage including all owned, hired, and non -owned vehicles and equipment). Insurance must name the specific heavy equipment utilized in the performance of this contract. Contractor shall provide certificates of coverage to the City prior to commencement of any work under this agreement. Such insurance must provide for the City receiving 30 days' written notification prior to cancellation, teImination, or non-renewal of any insurance. Contractor must maintain workers' compensation insurance at statutory limits. Contractor must be licensed, bonded and insured, and maintain a City of Seward business license or be qualified to obtain one prior to commencement of work. Contractor shall provide sufficient equipment to provide this service and at its sole cost and expense, shall maintain and keep that equipment in good repair and operating condition and shall provide all fuel, lubricants, tires and other materials and supplies necessary for the operation of That equipment. Contractor shall furnish trained and competent personnel at its sole cost and expense to adequately and safely furnish services pursuant to this agreement. At all times Contractor shall be solely responsible for the supervision of its equipment and personnel. Contractor shall perform all services in a courteous, professional and competent manner. Contractor Certifications: Contractor hereby certifies that no principal officer of their firm, or the firm itself, is currently listed on the debarment list for the State of Alaska, that they are officers of the firm authorized to sign commitments on behalf of the firm and to enter into this agreement. They further certify that they are familiar with the local conditions that may affect cost, progress, performance, or services, and that their bid takes into account those conditions. They also certify that they have not and will not collude with any other proposers involved in this bid process, and that they will abide by all local, state, and federal laws in performing their responsibilities under this agreement. Special Provisions: The Contractor will be paid the hourly rate as provided below, only for hours actually worked. The City shall not he liable to incur any costs whatsoever related to delays due to weather or equipment malfunction on the part of either the City or the Contractor. In the event the Contractor causes unreasonable delays as determined solely by the City, the City has the right to terminate this agreement upon 24 hours' notice. Bid Comparison: Rate per hour for "side dump" trucks with a minimum capacity of 14 cu. yards and making or having available a minimum of three trucks. in 3 CONTRACTOR PROPOSED 1310 Page 3 of 3 CONTRACTOR'S BID intportaaaat Note: For purposes of e s t a b l i s h i n g ¢ , b i d s , should assume that the City of Seward will be able to load 200 cubic yar s h ors e• x H) hours per day, or a total of2000 cubic a day. ya B ds per u a�, Rate per hour for "side dump" trucks with a minimum capacity of 18 cu. yards and making or having available a minimum of three trucks. Total Rate per Hour per "Truck ACKNOWLEDGEMENT 1 certify that I am a duly authorized representative of the firm listed below and that 1 have the authority to enter into agreements on behalf of the firm; that the firm is not currently listed on the State of Alaska debarment list; and that my firm has the appropriate equipment required to safely and promptly carry out the responsibilities of this agreement The City is hereby authorized to request an owner identified in this proposal to furnish any pertinent information deemed nceessary to verify information provided or regarding the reputation and capabilities of the firm. Signature Date Printed Name — Title Firm: Firm Address: City, State & lip: Alaska Business License No.: Type of Firm: (check one) o individual o Partnership o Corporation in the State of o Other (Specify) I •i« iii CONTRACTOR PROPOSED BID ` Page 3 of 3 CONTRACTOR'S BID Important Note: For purposes of establishing comparative bids, proposers should assume that the City of Seward will be able to load 200 cubic yards per hour x 10 hours per day, or a total of 2000 cubic yards per day. Rate per hour for "side dump" trucks with a minimum capacity of 18 cu. yards and making or having available a minima of three trucks. 3 Total Rate per Hour per "Truck = . � ACKNOWLEDGEMENT I certify that I am a duly authorized representative of the firm listed below and that I have the authority to enter into agreements on behalf of the firm; that the firm is not currently listed on the State of Alaska debarment list; and that my firm has the appropriate equipment required to safely and promptly carry 1 ut the responsi iilities of this agreement. The City is hereby authorized to ifti request an owner igt. tined in t roposal to furnish any pertinent information deemed necessary to r' y if l tion .ovided or regarding the reputation and capabilities of the firm. i , ' a '– / 0 / 5 / / --.. i Signature Date Printed Name Title l ' i rr n : e1 ? ! 1 tbES Firm Address. ( f, (, ;',","11:7' ) =. , ,14 . City, State &. /1p. i. ✓tar , 4 ,: Alaska Business License No.: L 9 37 d4'?- _ Type of Firm: (check one) Individual n Partnership n Corporation in the State of is Other (Specify) —_ _______ CITY OF SEWARD 0: se Purchase Order No. 4.10 ADAMS ST.; PO BOX 167 6' 04:1424 4 SEWARD, ALASKA 99664 10323® -00 4 ikftw PH. (907) 224 -4059 Date Issued 10/19/2012 FAX (907) 224 -4038 VOID AFTER 90 1.)AYS UNLESS OTHERWISE NOTED Vendor: BIG MIKES 601 HIGHBUSH LN KENAI, AK 99611- US ............_....._........ ___.... __ .............. . PO not -to- exceed $50000 for emergency flood debris removal Big Mike's was the lowest of quotes received. Please see the attached quote for back up. 1 Flood Debris Removal Professional Services 101-1310-5390-0000-00097-000 $50,000.00 irow PO Total: $50,000.00 1. This PO Number must appear on all packages, Bills of Lading, Invoices & correspondence. 2. Conditions appearing on face and reverse hereof apply to all orders. 3. Ail materials are tax exempt unless otherwise specified. 4. Separate invoices required on each order. ... CONTACT PERSON_ Tammy Nickell CITY MANAGER Friday, October 19, 2012 . Department Page 1 of 1 Agenda Statement ' SEi Meeting Date: To: City Council " < Through: City Manager Jim Hunt From: Public Works Director William Casey Agenda Item: The City Council of The City of Seward, Alaska, Authorizing the City Manager to enter into a professional services agreement with Big Mikes, the most qualified, responsive and lowest bidder, for the Seward 2012 Flood Emergency Debris Removal and Disposal Project, and appropriating funds BACKGROUND & JUSTIFICATION: A storm beginning on September 15, 2012, produced substantial heavy rainfall and with high winds that negatively affected the City of Seward and outlying areas. The conditions continued to worsen and on September 19, 2012 the City of Seward opened an Emergency Operations Center to protect life and coordinate emergency response efforts. At 1:15 pm of September 19, 2012 the City Manager of the City of Seward issued a Disaster Emergency Declaration. This Emergency Declaration was later authorized by the Seward City Council on September 24, 2012. The City of Seward is a political subdivision within the Kenai Peninsula Borough and the State of Alaska. The Kenai Peninsula Borough Mayor declared a Disaster Emergency on September 21, 2012, which included a request for the State of Alaska to declare a Disaster Emergency to exist as described in Alaska Statute 26.23.020 to provide disaster assistance to the Kenai Peninsula Borough and the City of Seward in their response and recovery from this event. Resolution 2012 -75 extended the declared disaster emergency for sixty (60) days in order to allow for appropriate response to the disaster by the City of Seward, Kenai Peninsula Borough and the State of Alaska. On October 11, 2012 the City of Seward Public Works Department crafted a formal request for quotes to remove and dispose of flood debris as part of the aforementioned response effort. The request for quotes was distributed to four (4) venders on the same day. The Public Works Department received two (2) written responses. City staff reviewed the written responses and determined Big Mike's was the most qualified, responsive and lowest bidder. A purchase order was for an amount not -to- exceed fifty thousand dollars was issued prior to discussions with FEMA regarding the costs of the necessary efforts. FEMA then consulted with City staff regarding the cost of the debris removal and estimated the total cost to remove all of the debris from the Lowell Creek Outfall would be approximately one hundred and fifty thousand ($150K) dollars. In an attempt to stay ahead of the onset of inclement winter weather, City staff is putting forth efforts to continue debris removal until October 30, 2012. The City has expectations that the cost of the debris removal will be eligible for reimbursement from the State and /or Federal Disaster Funding. The Public Works Department is requesting the original purchase order issued to Big Mike's for an amount not- to- exceed fifty thousand ($50K) dollars to be increased by one hundred thousand ($100K) dollars for a new total not -to- exceed one hundred and fifty thousand ($150K) dollars. INTENT: The City Council of the City of Seward authorizes the City Manager of the City of Seward to increase the original purchase order issued to Big Mike's by one hundred thousand ($100K) dollars for a new total not -to- exceed one hundred and fifty thousand ($150K) dollars and appropriate funds, as well as, authorizing the purchase order and conditions outlined in the formal request for quotes to act as the professional services contract as attached hereto in substantial form. CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan (document source here): X 2. Strategic Plan (document source here): X 3. Other (list): Emergency Declaration X FISCAL NOTE: Funding is hereby appropriated from state grant fund account 866- 8667 - 4680 -0200 in the amount of one hundred thousand ($100K) dollars to account number 101- 1310 - 5390 -00097 for emergency flood debris removal from the Lowell Creek Outfall, with said expenditures anticipated to be reimbursed from state grant funds. Approved by Finance Department: ATTORNEY REVIEW: Yes No X RECOMMENDATION: g Seward City Council approve Resolution 2012 - authorizing the City Manager to increase purchase order and conditions outlined. y g crease the