HomeMy WebLinkAboutRes2011-038 Sponsored by: Oates
hop CITY OF SEWARD, ALASKA
RESOLUTION 2011 -038
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO
CHANGE ORDER NUMBER ONE FOR AN AMOUNT NOT -TO- EXCEED
$7,538 FUNDED BY THE EECBG GRANT FOR A WINDOW UPGRADE
AND PROVIDING AN EXTENSION OF TIME TO COMPLETE WORK
BY JUNE 30, 2011
WHEREAS, Resolution 2010 -060 was approved on July 12, 2010 and the City Council
authorized the City Manager to enter into a Grant Agreement with the Alaska Energy Authority
Community Block Grant (EECBG) and to accept grant funds in the amount of $115,800 to the
Energy Grant Fund number 306 - 3062 - 4680 -0100; and
WHEREAS, the City of Seward was awarded grant money to improve energy efficiency
throughout the city and Resolution 2010 -060 authorized the City Manager to purchase the
equipment and supplies included in the grant application scope of work and to pursue contracted
services; and
WHEREAS, the grant allocated funding for several windows and four door replacements
in the Fire Hall and Public Works building as specifically defined in the scope of work; and
WHEREAS, the City developed a competitive bid package for the windows and doors
scope of work and advertised in accordance with SSC6.10.210 and SCC6.10.215; and
WHEREAS, Plum Tree, Inc. was the lowest qualified and responsible bidder; and
WHEREAS, Resolution 2010 -11 authorized the city manager to enter into an agreement
with Plum Tree Inc. for $31,440; and
WHEREAS, in December, Plum Tree Inc. submitted their specifications for materials
and in review of the options available for windows under consideration an alternative window
was proposed for an increase in costs of $7,538; and
WHEREAS, this expense is fully reimbursed by the EECBG grant funds; and
WHEREAS, the windows have a higher thermal value to give the City a substantial,
long -term energy savings; and
WHEREAS, the windows have a superior warranty and are manufactured in the State of
Alaska.
CITY OF SEWARD, ALASKA
RESOLUTION 2011 -038
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NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
SEWARD, ALASKA:
Section 1. It is in the public's best interest to authorize the City Manager to enter into
change order #1 for the upgrade of windows and extension of time until June 30, 2011.
Section 2. The City Manager is hereby authorized to enter into change order #1, as
presented at this meeting, with Plum Tree, Inc. to authorize the window upgrade.
Section 3. Funding for this project will come from the Energy Grant Fund account
number 306 - 3062 -5390.
Section 4. This resolution shall take effect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 23` day of
May, 2011.
THE CIT r F SEWARD, ALASKA
Willard . Dunham, Mayor
AYES: Valdatta, Bardarson, Smith, Keil, Shafer, Casagranda, Dunham
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST:
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d hanna Kinney, CMC,
v"ity Clerk s OF,S••�si�_
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(City Seal) 49"
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Council Agenda Statement
Meeting Date: May 23, 2011
4 OF sett, 9
To: Phillip Oates, City Manager e,-*
From: William Casey, Public Works qP
Agenda Item: EECBG Window and Door Replacement Change
Order #1
BACKGROUND & JUSTIFICATION:
The City of Seward was awarded funding for the Alaska Small Cities grant with the Alaska Energy
Authority (EECBG) energy grant. A portion of the grant was allocated for the replacement of several
of the windows in two public facilities (Fire Hall & Public Works); the replacement of four doors at
the Public Works Department, and the necessary exterior window trim and painting around the
windows and doors was included.
The City of Seward advertised and solicited a formal Invitation to Bid for the window and door
replacement. Interested contractors submitted formal bids for the window and door replacement.
The City of Seward determined that Plum Tree Inc. was the lowest, qualified and responsible bidder
and awarded a contract for $31,440 on November 22, 2010. In December, Plum Tree Inc. submitted
their specifications for materials. In review of the options available for windows under consideration
an alternative window was proposed for an increase in costs of $7,538. This expense will be fully
reimbursed by the EECBG grant funds.
The City's preferred window upgrade included a higher quality window with a higher R -Value (a
measure of the thermal resistance used in the building and construction industry). It has a greater
thermal resistance of 5.88 versus 4.0 of which would give a substantial energy savings. The window
also comes with a fifty year warranty which far exceeds the original consideration. The quality of
this window is far superior as it is a triple plane, fiberglass, 2 low E coating & 2 argon filled. The
window comes with a lifetime warranty on hardware and it also has a triple weather seal as opposed
to a single on the sliding window. With the amount of salt, sand and grit within the Seward area, it
was far more weather resistant than the sliding window and it has a better seal to protect driving
wind and rain. The window upgrade is manufactured in the State of Alaskan by Pioneer Glass, Inc.
out of Fairbanks, Alaska.
The City Public Works Department has been working with Plum Tree Inc. to assure all submittals
are ARRA complaint, made in America. Some of the hardware on the public works door
replacement scope of work has been difficult if not impossible to find American made products. The
justification has been timely with the suppliers and caused delays in the proposed schedule of work.
As a result, the City would like to extend the contract from May 15, 2011 to June 30, 2011 to ensure
enough time for quality work. The doors and hardware are scheduled to arrive by May 20
INTENT: To authorize the City Manager to enter into change order #1 with Plum Tree Inc. for a
total of $7,538 to fund the upgrade of windows and extend the contract timeline until June 30, 2011
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FISCAL NOTE: Funding for this pr 'ect is available from State grant funds.
Approved by Finance Department: 4.A444.-se
ATTORNEY REVIEW: Yes X No
RECOMMENDATION: r(
City Council approve Resolution 2011 - 0'�J v authorizing the city manager to enter change order #1
with Plum Tree, Inc. in the amount of $7,538 for the purpose of the window upgrade and extension
of time until June 30, 2011.
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