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HomeMy WebLinkAboutRes2007-054 lJ u L Sponsored by: Oates CITY OF SEWARD, ALASKA RESOLUTION 2007-054 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROVING CHANGE ORDER #2 WITH HARMON CONSTRUCTION AND APPROPRIATING ADDITIONAL FUNDING IN THE AMOUNT OF $393,000 TO MAKE THE PROPER MODIFICATIONS TO THE SEWARD SENIOR CENTER WHEREAS, on February 18,2007, through resolution 2007-016, Council appropriated $248,000 and entered into a contact with Harmon Construction to remove all stucco, replace all windows, fur out building to accept new siding, insulate the exterior between furring strips, and install new cement board lap siding; and WHEREAS, as the stucco removal process commenced, rotting on the exterior plywood sheathing ofthe third floor was discovered; and WHEREAS, it has been determined that there is significant rot throughout the third story and extensive rot in the elevator shaft; and WHEREAS, the extent of damage was a shock to all involved; and WHEREAS, the building is still functioning, however, due to safety concerns in the elevator shaft, the elevator is out of service until the shaft is re-built; and WHEREAS, modification entails mainly replacing all exterior sheathing, comer boards, most of the sill plates, some insulation, replacing or modifying 50% of the exterior wall studs, and replacing the entire elevator shaft; and and WHEREAS, the work also includes re-running electrical wiring within the exterior walls; WHEREAS, Seward City Code Sections 6.10.120(2) and 6.10.120(3) exempt the City from the requirements of competitive procurement procedures where an emergency makes it unreasonable to delay the purchase process in order to seek competitive bids. The status of the Seward Community Center severely limits their ability to provide vital services and individuals in our community are suffering from this unanticipated emergency; and WHEREAS, since this project is extremely difficult to scope due to so many elements being out of view, Harmon Construction's fee is time and material, not-to-exceed, based solely on what is known and anticipated at this time; and WHEREAS, Charter Section 12.2 permits adopting emergency procurement procedures and Seward City Code Section 6.10.115 provides certain exemptions from competitive procurement, and I . r , CITY OF SEWARD, ALASKA RESOLUTION 2007- 054 u if additional unforeseen deficiencies are uncovered that substantially changes the dynamics of the scope, an additional change order will be brought before Council; and WHEREAS, using the same contractor for the described work will allow the work to be completed in the timeliest manner to meet the City's needs and those of the building occupants. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Council ofthe City of Seward, Alaska hereby appropriates an additional $393,000 necessary to make modifications to the Seward Community Center, from the General Fund insurance reserve account no. 101-0000-3040 to the Seward Community Center building account no. 667-6672-5390. Section 2. The Seward City Council hereby finds it in the public interest to waive competitive procurement requirements based on the recitals incorporated herein, and based on the emergent nature and necessity of repairs to ensure the safe operation of the Community Center. Section 3. The City Manager is authorized to negotiate and execute a contract or contract U change orders consistent with this resolution. Section 4. The above recitals are incorporated by this reference. Section 5. This resolution shall take affect immediately upon its adoption. PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 29th day of May, 2007. THE CITY OF SEWARD, ALASKA ~1i4::f- Vanta Shafer, Mayor (City Seal) Schafer, Amberg, Dunham, Valdatta, Bardarson, Mayor Shafer None Thomas None ""sell,... ,,\~~ OF SI2i1;'#'" .." ,.~ "'o";;po;;:.:t.r;.. ',=, .. ... 'r, P ."'j),." ~ .. . .....\.1 '<s:,-. v 'I/) . I~ -+- 0\ ~ ... . .. .. " 0: Q'HlAL ~ :: ~ i U.LJ : 0 : .. . . - ~'. -.-:- .". '.~ ,':: ~ ~~".~J\1~ 1 ,\~...':.., ~ ~ '4" "."..,)'-;;.....1..... #,.,~:; "'" ~ OF p..\..~\\..".. ""2111"'" u AYES: NOES: ABSENT: ABSTAIN: Council Agenda Statement Meeting Date: May 29, 2007 To: Phillip Oates, City Manager From: Tom Shepard, Project Manager Agenda Item: To appropriate additional funding in the amount of $393,000 to make the proper modifications to the Seward Senior Center. BACKGROUND & JUSTIFICATION : The Seward Community Center is a 3-story block building located at the northeast corner of Third Avenue and Jefferson. The original project consisted of removing all of the stucco, replacing all windows, fur out building to accept new siding, insulate the exterior between the furring strips, and install new cement board lap siding. On February 18, 2007, through resolution 2007-016, Council appropriated $248,000 and entered into a contract with Harmon Construction. The Seward Community Center is a 3-story building with the first two stories constructed with block and a third story constructed of lumber framing. This third story addition and elevator assembly was a retrofit added in late 1980’s. As the stucco removal process commenced, rotting on the exterior plywood sheathing of the third floor was very quickly noticed. We have determined that there is significant rot throughout the third story and extensive rot in the elevator shaft. We attribute the rotting due to significant moisture infiltration that has most likely occurred immediately after the renovation in the 1980’s. Modifications entail mainly replacing all exterior sheathing, corner boards, most of the sill plates, some insulation, replacing or modifying 50% of the exterior wall studs, and replacing the entire elevator shaft. The work also includes re-running electrical wiring within the exterior walls. The extent of damage was a shock to all involved. South West Corner – Elevator Shaft North West Corner CITYOF SEWARD RESOLUTION 2007-054 _______________________ The building is still functioning, however, due to safety concerns in the elevator shaft; the elevator is out of service until the shaft is re-built. Administration is working diligently to plan and implement this project and its changes safely and efficiently. The status of the Seward Community Center severely limits their ability to provide vital services to our community. Individuals in our community are suffering from this unanticipated emergency. Charter Section 12.2 permits adopting emergency procurement procedures and Seward City Code Section 6.10.115 provides certain exemptions from competitive procurement. Seward City Code §6.10.120(2) and 6.10.120(3)exempt the City from the requirements of competitive procurement procedures where an emergency makes it unreasonable to delay the purchase process in order to seek competitive bids. Our focus is to minimize as much disruption to the patrons of the facility as realistically possible. Both the Senior Center and Teen Youth Center have been very understanding and most helpful to the dilemma. This project is now a major remodel project. The contractor uncovering the damage to be repaired is well positioned to make the necessary repairs. Using the same contractor for the described work will allow the work to be completed in the timeliest manner to meet the City’s needs and those of the building occupants. A change order to the project budget in the amount of $393,000 is required to do the following repairs: Task Contractor Amount Sheathing, stud, insulation, elevator shaft Harmon Construction $213,534 replacement, and similar work Secure existing elevator, remove tracks Thyssen-Krupps $14,000 and other elevator components for elevator shaft removal Reinstall and test elevator Thyssen-Krupps $13,950 Fire Code Upgrades: $75,000 (Fire doors @ Elevator) Structural Analysis PDC Engineering $9,000 Architectural Analysis SAJJ Architects $2,000 ~ 20% Contingency for other very $65,516 potential unknowns Total Change Order Cost, (this resolution) Resolution 2007-054 $393,000 Original Budget Resolution 2007-016 $248,000 New Adjusted Overall Budget $641,000 This project is extremely difficult to scope at this time due to so many elements being out of view, not allowing staff or the contractor to conduct a conclusive estimate. Harmon Construction’s fee above is not-to-exceed as part of this resolution. Harmon Construction’s fee is time and material, not-to- exceed, based solely on what we all know and anticipate at this time. If additional unforeseen deficiencies are uncovered as a result of removing the sheathing that substantially changes the dynamics of the scope, an additional change order will be brought before council. The advantage to CITYOF SEWARD RESOLUTION 2007-054 _______________________ the City of this arrangement is there is a real chance that the additional work will go more efficiently than anticipated, thus ultimately coming in below the original not-to-exceed fee. The above fees include the prevailing wage rates that are inherent to municipal funded projects mandated by the Little Davis Beacon Act. The administration requests Council approval to appropriate additional funding in the amount of - $393,000 to make the proper modifications to the Seward Senior Center. 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. FISCAL NOTE: Funding in the amount of $393,000 will be appropriated from the Capital Acquisition Fund for this project. The Capital Acquisition Funds were previously exhausted for the purposes of repairing the water tank located at SMIC, but insurance proceeds were received and returned to the Capital Acquisition Fund. Approved by Finance Department: ________________________ RECOMMENDATION : Council approve Resolution 2007- 054 to appropriate additional funding in the amount of - $393,000 to make the proper modifications to the Seward Senior Center, and appropriating funds.