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HomeMy WebLinkAboutRes2016-056Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2016-056 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, TO ACCEPT $1,479,060 FROM UNITED STATES DEPARTMENT OF AGRICULTURE, NATURAL RESOURCES CONSERVATION SERVICE THROUGH THE ENVIRONMENTAL WATERSHED PROTECTION PROGRAM GRANT AND ALLOCATE THE GRANT FUNDS AND $690,228 FROM THE ELECTRIC MAJOR REPAIR AND REPLACEMENT FUND, AND TO ASSIGN A CONTRACT TO HAMILTON CONSTRUCTION IN A SOLE SOURCE CONTRACT TO CONSTRUCT THE ENGINEERED REVETMENT PLAN TO DETER THE IMMINENT DETERIORATION OF THE BANK OF SNOW RIVER THAT IS JEOPARDIZING THE TRANSMISSION LINE, AND APPROPRIATING FUNDS WHEREAS, the transmission line to the Seward area is a radial feed; and WHEREAS, the transmission line at approximately mile 17.75, crossing Snow River and constructed parallel to the Seward Highway, is in jeopardy due to erosion caused by a reroute of the Snow River; and WHEREAS, the electric department discovered the situation when the crew was in the area doing clearing; and WHEREAS, a near -term erosion mitigation plan must be implemented to save structure T-197 and re-establish river bank for structures T-198 and T-199; and WHEREAS, the design that has been engineered to abate the erosion calls for approximately 10,000 cubic square feet of class III rip rap; and WHEREAS, the estimated cost of construction is based on this amount and size of rock; and WHEREAS, the City has been approved for the Environmental Watershed Protection (EWP) grant through the U.S. Department of Agriculture (USDA) at 75% of the estimated cost of the project; and WHEREAS, the remaining funds must come from the electric department's major repair and replacement fund (MRRF); and WHEREAS, Hamilton Construction was recently the winning bidder for the breakwater project and is currently working in the Seward area; and CITY OF SEWARD, ALASKA RESOLUTION 2016-056 WHEREAS, the Seward City Code section 6.10.120.8 allows for specialized products and professional services exemptions stating, "To the purchase of professional services. Professional services are those that require special knowledge and judgment that includes analysis, evaluation, prediction, planning or recommendations and which result in the production of a report or the completion of a task"; and WHEREAS, the Seward City Code section 6.10.120.2 allows for exemption from competitive bidding in emergency situations; and WHEREAS, if structure T-197 fails the cost to run the backup generation facility for the estimated time of outage is projected to be greater than the City could sustain. 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 accept a grant from the United States Fish and Game (USF&G) Environmental Watershed Protection (EWP) program for 75% ($1,479,060) of the projected cost of project construction. Section 2. The City Council hereby finds that it is in the public interest to waive competitive procurement requirements in accordance with Seward City Code section 6.10.120.2 which recitals above are incorporated herein. Section 3. The City Manager is hereby authorized to enter into a sole source agreement with Hamilton Construction to perform the remediation work. Section 4. Total spending in an amount not to exceed $2,169,288 is hereby appropriated as follows: 1) $1,479,060 is appropriated from federal grant account number 15331-0000-5921 to contracted services account number 15331-0000-7009; 2) $690,228 from the Electric Major Repair and Replacement Fund (MRRF) Fund account number 15001-0000-3710-15330 to contracted services account number 15330-0000-7009. Section 5. This resolution shall take effect immediately. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 121h day of September. 1 CITY OF SEWARD, ALASKA RESOLUTION 2016-056 THE CITY OF SEWARD, ALASKA can Bardarson, Mayor AYES: Casagranda, Keil, Butts, Squires, McClure, Altermatt, Bardarson NOES: None ABSENT: None ABSTAIN: None ATTEST: Brenda J. Bal u, CM-' Acting City Clerk •� OF SE&V (City Sealjo-k ••„».....•. q •`SEAL • ti•,TF OFIA11P,••' 1 Agenda Statement Meeting Date: September 12, 2016 To: City Council Through: Jim Hunt, City Manager From: John Foutz, Electric Utility Manager Agenda Item: Snow River Transmission Line Crossing Grant Acceptance and Construction BACKGROUND & JUSTIFICATION: In February of 2016 the electric crew worked on clearing in the general area of Snow River around mile seventeen of the Seward Highway. The crew discovered that Snow River had shifted course and was now eroding the bank parallel to transmission line structures T-198 and T-199 and flowing directly towards the major transmission line structure T-197 and it was determined an emergency. City officials and consultants met with the Department of Agriculture, Natural Resources Conservation Service (NRCS) officials on site in August to discuss if this project would qualify for grant funding through the Environmental Watershed Protection (EWP) Plan. The MRCS officials pledged to seek federal grant funding for the project on Seward's behalf. Shortly after that, the City was informed that we were approved for 75% of the estimated construction. The construction estimate was provided by representatives of Hamilton. Construction at $1,972,080. The Electric Utility Manager consulted with MRCS and was authorized to enter into a sole source contract with Hamilton Construction based on the following: 1) the urgent nature of the work in order to prevent failure of the City's primary source of electricity; 2) the fact that the location of the in -water work requires special expertise and equipment which are difficult to find in this area; 3) Hamilton was the low bidder on another project currently under way in Seward and has a positive history of working with the City of Seward; 4) work with this contractor will save significant costs associated with mobilization and demobilization, as the contractor is on -site in Seward. INTENT: The intent is to mitigate the erosion damage in the near term to avoid failure of transmission line structures T-197 to T-199. FISCAL, NOTE: The grant, after acceptance, will pay for $1,479,060 of the construction costs. The rest of the funds, estimated to be $690,228 will be allocated from the Electric MRRF fund. Approved by Finance Department: ATTORNEY REVIEW: Yes No X Not Applicable RECOMMENDATION: To accept the grant from NRCS in the amount of $1,479,060 and authorize the City Manager to enter into an agreement with Hamilton Construction for the revetment construction of the Snow river embankment to avoid critical failure of the transmission line. tMilton onstructlon Mrs. Janie Dusel, P.E. AWR Engineering, LLC P.O. Box 190684 Anchorage, Alaska 99519 - for - City of Seward Dear Miss Dusel, HAMILTON CONSTRUCTION, LLC Thank you for the opportunity to provide the City of Seward (CoS) a cost proposal to perform emergency repairs in support of City of Seward Electric System's Railbelt electric grid assets. If Hamilton Construction, LLC (HCL)'s proposal is accepted, construction of the river training structure along the west bank of the Snow River (Milepost :�18.7 Seward Highway) would commence upon issuance, and acceptance, of a Notice -to -Proceed from the CoS. HCL can perform the work, based on our 01AUG16 site visit and the estimated quantities provided on 03AUG16, for $1,972,080.00. Below is a breakdown of the aforementioned grand total: Mobilization and Demobilization Description Quantity Unit Unit Price Total Mobilization 1 L.S. $25,000.00 $25,0100.00 Demobilization 1 L.S. 7$25,000.00 $25,000.00 Total (this item): Assumptions, Inclusions, and Exceptions: Estimate is based on the mobilization and demobilization costs to transport all equipment, essential HCL personnel, fuel, materials, meals, and temporary housing for HCL personnel to complete the scope of work outlined herein. General Site Tasks Pre / Post Site Work 1 L.S. $82,080.00 $82,080.00 Total- $82,080.00 Assumptions, Inclusions, and Exceptions: Estimate is based on providing the following services in support of the construction of the river training structure: - Survey: Establishing grade control, topographical survey of the pre -construction river bank, post -construction topographical survey of the completed revetment, quantity verification, and the generation of as-builts in AutoCAD format. - Guardrail: Removal of an existing ±40' section of guardrail and reinstallation of the same upon project completion. - Traffic Control: Generation of Traffic Control Plans for the AKDOT&PF Lane Closure Permit (LCP), acquisition of the LCP; providing an AKDOT&PF certified Traffic Control Supervisor, all required signage, and temporary traffic control devices; and performing flagging operations throughout the duration of the project that encroaches into the public roadway. 1-4 HCL; P.O. Box 241952 Anchorage, Alaska 99524 1 Tele: (907)334-3910 1 Fax: (907)334-3911 ton onatruction HAMILTON CONSTRUCTION, LLC - Brush Management: Mobilization and demobilization of a Hydro-Ax (or similar) machine to mechanically brush approximately 1.5 acres. Includes hand brushing within 5 feet of fish streams (if required). All brushed material is to stay on -site to be placed as an erosion control measure upon completion of the revetment. - Strom Water Pollution Prevention Plan: Generation of a Storm -Water Pollution Prevention Plan (SWPPP) sepicific to the site, acquisition of an ADEC NOI (if required), administration of the SWPPP; installation and maintenance of Best Management Practices (BMP)s (if required) and termination of the NOI (NOT, if required). Revetment Construction QuantityDescription Riprap, Class III 10,000 C.Y. $184.00 $1,840,000.00 Total (this item): Assumptions, Inclusions, and Exceptions: Estimate is based on the construction of a revetment consisting of the placement and grading of approximately 10,000 cubic yards of AKDOT&PF Riprap, Class III on an approximately 800' long section of the west bank of the Snow River near milepost :�18.7 of the Seward Highway. The following items are inclusive to the per cubic yard price: - All material royalties; - Production and processing of all AKDOT&PF Riprap, Class III material; - Loadout of material into Contractor provided trucks; - Delivery of material to the project site from the loadout site; - Construction and removal of temporary access to the site; - Placement of all AKDOT&PF Riprap, Class III; - Organic (including brush tailings) material stockpile and reapplication above finish grade; and - Any excavation required for the placement of materials. Thank you for the opportunity to provide this proposal. If additional questions arise regarding our proposal, or if I can be of further assistance, please contact me directly at 907.441.9807 to discuss further. Regards, Jeff D. Hamilton V HCL; P.O. Box 241952 Anchorage, Alaska 99524 1 Tele: (907)334-3910 1 Fax: (907)334-3911