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:
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Clerk
(City Seal)
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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