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HomeMy WebLinkAbout12092008 City Council Special Meeting PacketSeward City Council Agenda Packet Special City Council Meeting December 9, 2008 City Council Chambers Beginning at 7:30 a. gyn. The City of Seward, Alaska Special City Council Meetin December 9. 2008 7:30 a.m. Council Chambers Clark Corbridge Mayor Term Expires 2009 Willard Dunham Council Member Term F,xpires 2010 Robert Valdatta Council Member Term Expires 2009 Tom Smith Council Member Tenn Expires 2009 Betsy Kellar Council Member Term Expires 2009 Jean Bardarson Council Member Term Expires 2010 Marianna Keil Council Member Term Expires 2010 Phillip Oates City Manager Jean Lewis City Clerk Cheryl Brooking City Attorney 1. Call to order 2. Pledge of allegiance 3. Roll call 4. Citizens' comments on any subjccY except those items scheduled for public hearing. [Those who have signed in will be given the first opportunity to speak. Time is limited to 2 minutes per speaker and 30 minutes total time for this agenda item.] 5. Approval of agenda 6. New Business A. Resolutions 1. Resolution 2008-136, Authorizing The City Manager To Enter Into ADesign/Build Contract With ilnit Company For The Fort Raymond Substation -Generation Addition 7. Council comment 8. Citizens' comn~enls 9. Council and administration response to citizens' corments 10. Adjournment City of Seward Alaska Council Agenda December 9, 2008 SPECIAL MEETING RI+JQUF.ST Pursuant to Seward City Code 2.10.030 (2), this is to serve as the written notice calling a Special Council Mccting for the purpose of: L Resolution 2008-136, Authorizing The City Manager To Entei Into A Design/B~uld Contract With Unit Company For The Fort Raymond Substation - Ueneration Addition Signed this 5th day of llecember, 2008. - ~"~,~~ Mayor City Manager 2 Council Members Upon this request the City Clerk will give due and proper notice as required by SCC 2.10.032 (No business shall be t~ra~sacted other than stated above.) SEWARD CITY COUNCIL NOTICE OF SPECIAL MEETING December 9, 2008 NOTICE IS HEREBY GIVEN that the Seward City Council will conduct a special meeting on the following items of business on December 9, 2008. I. Resolution 2008-136, Authorizing The City Manager To IJnter Into ADesign/Build Contract With Unit Company For The Fort Raymond Substation -Generation Addition The special meeting will commence at 7:30 a.m. or as soon thereafter as business permits, in the City Council Chambers, City Ilan, 410 Adams Street, Seward. All interested persons arc invited to attend the meeting and participate in the discussion; or, written comments may be sent to the City of Seward, c/o City Clerk, PO I3ox 167, Seward, AK 99664, or e-mailed to clerk@cityofseward.net. I'OSTEll: Friday, December 5, 2008 ai 10:00 a.m. City Hall Bulletin Board U.S. Post Office Harbormaster's Office Sponsored hy: Oates CITY OF SEWARD, ALASKA RESOLUTION 2008-136 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGF,R TO ENTER INTO A DESIGN/BUILD CONTRACT WITH UNIT COMPANY FOR TI-IE FORT RAYMOND SUBSTATION -GENERATION ADDITION WHEREAS, a Request for Proposals dated April 2008 sought proposals for design and construction of the Fort Raymond Substation -Generation Addition; and WHEREAS, the deadline for submitting proposals was May S, 2008 and one proposal was submitted by Unit Company; and WHEREAS, Unit Company's proposal, was responsive and timely but exceeded the funds available to the City to complete the project; and WHEREAS, the City and Unit Company entered into final negotiations, as permitted by the RFP, to adjust the contract to be within the amount of f~mds available to the City to complete the project. NOW, TIIEREFORF., BE IT RESOLVED BY THE COUNCIL OF 'I'iIF, CITY OF SEWARD, ALASKA, that: Section 1. The City Manager is authorized to enter into an agreement in substantially the form presented at this meeting for providing design and construction services for the Fort Raymond Substation -Generation Addition with Unit Company of Anchorage, Alaska for an amount not to exceed $7,153,479.00. Section 2. Funding for this contract is appropriated from the Electric Generator Project, account505-5050-530. 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 December, 2008. THE CI'CY OF SEWARD, ALASKA Willard Dunham, Vicc-Mayor COUNCIL AGENDA STATEMENT Meeting Date: December 9, 2008 Through: Phillip Oates, City Manager ~ ~" - From: Tim Barnum, Electric Utility Manager Agenda Item: Authorizing the City Manager to Enter Into a Design/Build Contract with Unit Company for the Fort Raymond Substation - Generation Addition BACKGROUND & JUSTIFICATION• The City owns and maintains astand-by diesel driven electric generation plant at the Fort Raymond suhstation. Currently there arc six diesel generators at the substation. Two units are housed and the rest are enclosed in arctic packs. The City sought proposals from contractors to design, supply and construct a new substation control and generator building, consisting of apre- engineered metal building and foundation, removal and replacement of the two generator units that are now housed, and ultimately housing all generator units in the new building. In spring 2008, the engineering firm of PN&D provided specifications for the Fort Raymond Substation -Generation Addition project. Usvlg these specifications, the City issued a Request for Proposals in April 2008 seeking proposals for adesign/build contract to design and construct the project. Proposals were due May 8, 2008. A committee reviewed the single proposal received by the City and recommends accepting the proposal from Unit Company, as modified through final negotiations. The total cost to the City would not exceed $7,153,479.00 and Unit Company is prepared to begin work immediately. Selection criteria included qualifications ofthe design and construction team, automation for control and monitoring of the diesel generator units and substation breakers, schedule, conceptual design, drawings and other documents, and price. Unit Company's proposal satisfies the City's requirements. CONSISTENCY CHECKLIST: Where applicable, this resolution is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Usc Plans, Strategic Plan and City Council Rules of Procedures. FISCAL NOTE: Approved by Finance Department ATTORNEY REVIEW: X RF,COMIVIENDATION: Council approve Resolution 2008- ~3(o authorizuig the City Manager to negotiate and enter into a desigtv'huild contract with Unit Company for the Fort Raymond Substation -Generation Addition. CITY OF SEWARD, ALASKA DE51GN/BUILD CONTRACT FORT RAYMOND SUBSTATION -GENERATION ADDITION PROJECT NUMBER This CONTRACT ("Contract"), between the City of Seward, Alaska, herein called the City, acting by and through its City Manager, and Unit Companv _ Company Name 620 East Whitney Road, Anchoraee. AK 99501 Company Address (Street or PO Box, City, State, Zip) a corporation incorporated under the laws of the State of Alaska, its successors and assigns, herein called the Contractor, is effective the date of the signature of the City Manager on this document. The Contractor, for and in consideration of the payment or payments herein specified and agreed to by the City, hereby covenants and agrees to furnish and deliver all the materials and to do and perform all the work and labor required in the design and construction of the above-referenced project as proposed by the Conn•actor, which proposal bid and prices named, together with the Contract Documents (as hercinaRer defined) are made a part of this Contract and accepted as such. [t is distinctly understood and agreed that no claim for additional work or materials, done or furnished by the Contractor and not specitically herein provided for, will be allowed by the City, nor shall the Contractor do any work or furnish any material not covered by this Contract, unless such work or materials is ordered in writing by the City. In no event shall the City be liable for any materials furnished or used, or for any work or labor done, unless the materials, work, or labor are required by the Contract or on written order furnished by the City. Any such work or materials which may be done or furnished by the Contractor without written order first being given shall be at the Contractor's own risk, cost, and expense and the Contractor hereby covenants and agrees to make no claim for compensation for work or materials done or furnished without such written order. The total contract amount accepted by the City is the lump sum amount of $7,153,479.00. The Contractor further covenants and agrees that all materials shall be furnished and delivered and all work and labor shall be done and performed, in every respect, to the satisfaction of the City, on or before January 9, 2010. Substantial completion will be done by December 4, 2009. The City Manager's signature below shall be deemed notice to proceed. It is expressly understood and agreed that in case of the failw-e on the part of the Contractor, for any reason, except with the written consent of the City, to complete the furnishing and delivery of materials and the doing and performance of the work before the aforesaid date, the City shall have the right to deduct from any money due or which may become due the Contractor. The bonds given by the Contractor in the sum of S7,153,479.00 Payment Bond, and $"7,153,479.00 Pcrfonnance Bond, to secure the proper compliance with the terms and provisions of this Contract, are subrnittcd herewith and made a part here of. The Contractor further covenants and agrees that the entire design and construction will be done under the adrninistration of and to the complete satisfaction of the City subject to the inspection at all times and approval by any regulatory agency of the Local, State, or Federal Government of the United States of America, and in accordance with the laws of the State of Alaska and the City of Seward. For purposes of this Contract, the Contracting Officer and Project Manager is the City's Utility Manager or any other person designated by the City Manager. City of Seward DesigniBuild Contract December 2008 Page 1 of 2 S:IRESOLUTIONS120 0 8108-1 38 Unit Ft Raymond generator Con.doc The Contractor is an independent contractor and not an employee or agent of the City Contract Documents shall have the meaning ascribed by the General Conditions of the Design/Build Contract, and include but are not limited to this Contract, the Ceneral Conditions of the Design/Build Contract, the Supplementary Conditions, and the following listed documents: (I) Resolution No.2008-136 ; (2) Specifications, (3) the Request for Proposals dated April ?008 and Contractor's Proposal dated May 8, ?008, each as amended by the Revised Scope of Work dated December 3, ?008 and related Drawings. IN W[TNESS WHEREOF the parties hereto have executed this Contract and agree to its teens and conditions. CONTRACTOR Unit Company Mike Fall, Vice President Date CITY OF SEWARD Phillip Oates, City Manager Date ATTEST Jean Lewis, CMC, City Clerk City of Seward Design/Build Contract December 2008 Page 2 of 2 S:IRESOLUTIONS~2006108-136 Unit Ft Raymond generator Con.doc '~~"" """`r 1 12/8/2008 3:05 PM ~"~ "~ ~~~y~"' L 12/8/2008 3:05 PM