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HomeMy WebLinkAboutRes2013-018 Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2013 -018 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A PURCHASE AGREEMENT WITH R & M STEEL CO. OF CALDWELL, ID FOR THE PURCHASE AND SHIPMENT OF A STEEL BUILDING KIT FOR A TOTAL AMOUNT NOT TO EXCEED $196,232 TO WAIVE THE NORMAL BID PROCUREMENT PROCEDURES, AND APPROPRIATING FUNDS WHEREAS, Council approved Resolution 2007 -085 which authorized the City Manager to pursue funding for two electric generators and associated components and design/build proposals for Fort Raymond generator building and a warehouse with office space; and WHEREAS, the Council approved Resolution 2012 -028 accepting a grant from Alaska Energy Authority to upgrade and update generation facilities at Fort Raymond Generation Plant for $3,960,000 and appropriating funds; and WHEREAS, a line item in that grant specifies that $1,400,000 of the grant is to be used to build an office /warehouse; and WHEREAS, the Electric Department has solicited quotes from five suppliers of Steel Building Kits, finding four of them responsive; and WHEREAS, the four responsive suppliers were R &M Steel Company, ($159,029), Premier Building Systems ($284,200), ASRC Builders ($257,270) and Arctic Fox Steel Buildings ($344,100); and WHEREAS, there exists a critical time element in the purchase of the Steel Building Kit, since the stamped engineered drawings required for further aspects of the project are not available until after the purchase of the Steel Building Kit; and WHEREAS, there exists a critical time element in that steel is a highly volatile commodity and the quote for this building is limited to 30 days; and WHEREAS, there exists a critical time element in that if the building is not under roof before the snow flies next fall, significant deterioration of the building materials can be expected over the coming winter; and WHEREAS, city code Title 6.10.310.A states, "a department head may recommend an alternative procurement procedure to the city manager if such procedure will best serve the needs of CITY OF SEWARD, ALASKA RESOLUTION 2013 -018 J the city and accomplish the objectives of this title." It is permissible to waive the sealed bid process, if it is found to be in the public interest; and WHEREAS, the Electric Department having found that R & M Steel Company of Caldwell Idaho to have the least cost quotation, R &M was asked to quote on the final configuration of the warehouse (arrived at following detailed discussions with the Fire Department and the Building Department); that quote being $150,414; and WHEREAS, Northland Services, usual and customary shipper for R &M Steel Company, has quoted $27,979 to ship the Building Kit from Seattle, WA to the jobsite in Seward; and WHEREAS, prudent project management practices suggest that a contingency fund, set aside to cover unexpected expenses, be equal to at least 10% of the total or, in this case, $17,393. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Council finds it is in the best interest of the public to purchase the Steel Building Kit, waiving the sealed bid process per SCC Title 6.10.310.A for the following reasons: J 1) To permit timely acquisition of foundation and structural drawings and calculations. 2) To prevent the expiration and likely increase of the quoted price for the steel building kit. 3) To ensure that the building is available for erection before the end of construction season. Section 2. The City Manager is authorized to enter into an agreement with R & M Steel Company of Caldwell, ID for the purchase and shipment of a Steel Building Kit for a total amount not to exceed $150,414 from account 505 -5052 -5930. Section 3. The City Manager is authorized to enter into an agreement with Northland Services for the shipment of said Steel Building Kit for a total amount not to exceed $27,979 from account 505 -5052 -5930. The shipping will be Freight On Board Seward, Alaska and delivered to the job site. Section 4. The City Manager is authorized to draw additional funds as needed to cover contingencies, in the amount not to exceed $17,839 from account 505 -5052 -5930. Section 5. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 11 day of March, 2013. CITY OF SEWARD, ALASKA RESOLUTION 2013 -018 ir. THE CITY OF SEWARD, ALASKA f t / David Seaward, Mayor AYES: Valdatta, Bardarson, Keil, Shafer, Casagranda, Terry, Seaward NOES: None ABSENT: None ABSTAIN: None ATTEST: As erA Johanna Kim, MC ity Clerk (City Seal) ea ,l,r lwer.�, p . Jam a _ a r - aif,W�is Agenda Statement ? stk. Meeting Date: March 11, 2013 ;$ Through: City Manager, Jim Hunt ```' 4 4A5vp' From: Electric Department Manager, John Foutz Agenda Item: To authorize the City Manager to enter into an agreement with R & M Steel Company of Caldwell, ID for the purchase (FOB Seward, AK), of a steel building kit for a total amount not to exceed $196,232 from account 505 -5052 -5930. BACKGROUND & JUSTIFICATION: After the August 13, 2007 work session, the City Council gave direction to the administration to begin working to replace two generators, and to construct a building to house the generators and a warehouse with office space at the Fort Raymond site. On August 27, 2007, Council approved Resolution 2007 -085 which authorized the City Manager to pursue funding for two electric generators and associated components and design/build proposals for Fort Raymond generator building and a warehouse with office space. This project has been divided into two phases, with the generation building being Phase I and the warehouse as Phase II. Phase I is ongoing at this time. The current resolution relates to Phase II. Resolution 2012 -028 accepted a $3,960,000 grant from Alaska Energy Authority for the purpose of completing Phase I and beginning Phase II. A line item of that grant dictates that $1,400,000 of that grant will be spent on the Warehouse. The Electric Department, acting on instructions from Council, has designed a warehouse which provides protection for our materials and sensitive equipment, as well as providing for the IBEW Contract mandated drying room and for crew space for safety meetings and general "turn- out ". Also available within this space is an area which will allow us to work on the Large Bucket Truck inside. The Large Bucket Truck cannot be adequately serviced at the City Shop due to size limitations on that space. There is no office space for administration or non -union supervision included in this design. As part of the Steel Building Kit package, we will receive stamped engineered drawings of the structural design and of the foundation. We also receive stamped engineering calculations, justifying the structural design. Both of these items are required before we can solicit sealed bids for Civil Contractors to prepare the site and construct the foundation. These drawings are also required in order to apply for a building permit. As a result, the building must be purchased before any further work can be done. City Code Title 6.10.310.A states, "a department head may recommend an alternative procurement procedure to the city manager if such procedure will best serve the needs of the city and accomplish the objectives of this title." We believe that this is just such a situation. Based on this preliminary design, the Electric Department has contacted five reputable suppliers of Steel Building Kits and has solicited budgetary quotes from them. The best price was returned by R & M Steel Company of Caldwell ID. We asked them to re -quote the building with a few final modifications and their price is $150,414, FOB Seattle. Shipping from Seattle is estimated at $27,979. Allowing a 10% contingency, we are asking Council to authorize commitment of funds from AEA Grant #7910011 in the amount not to exceed $196,232. INTENT: To authorize the City Manager to enter into an agreement with R & M Steel Company of Caldwell, ID for the purchase of a steel building kit for a total amount not to exceed $196,232 from account 505 -5052 -5930, funded in total from AEA Grant #7910011, already accepted. CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan (1.3, 3.7.3.1, 3.7.3.2): X 2. Strategic Plan (document source here): X 3. Other (list): X FISCAL NOTE: Total amount not to exceed $196,232 from account 505 -5052 -5930, funded in total from AEA Grant #7910011, already accepted. Approved by Finance Department: ATTORNEY REVIEW: Yes No X RECOMMENDATION: Approve resolution 2013 -�� authorizing the City Manager to enter into an agreement with R & M Steel Company of Caldwell, ID for the purchase and shipping (FOB Seward, AK), of a steel building kit for a total amount not to exceed $196,232 from account 505 -5052 -5930.