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HomeMy WebLinkAboutRes2014-104 Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2014-104 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH CRW ENGINEERING GROUP, LLC FOR PROFESSIONAL SERVICES FOR THE NORTH SEWARD WATER STORAGE TANK & PUMPING FACILITY PROJECT, AND APPROPRIATING FUNDS WHEREAS, in November 1999, Public Works staff commissioned CRW Engineering Group, LLC ("CRW") to complete a design study report on water-related infrastructure and a preliminary design for the proposed water storage tank and pumping facility; and WHEREAS,CRW completed a 35%preliminary design for the proposed water storage tank in October 2001; and WHEREAS,lack of funding, as well as the direction of the City Manager,required staff to forego further design work and focus efforts on procuring adequate funding for construction; and WHEREAS, several unsuccessful attempts to fund this project entirely have been „„ undertaken, resulting in the creation of two-phases; and WHEREAS, in 2009, Public Works staff obtained$610,000 in a low interest loan through the Alaska Department of Environmental Conservation, Drinking Water Fund with 90% loan forgiveness through the American Reinvestment and Recovery Act to fund installing approximately 1,500 feet of dual Ductile Iron Pipe water mains west of the Seward Elementary School between Sea Lion Avenue and Hemlock Street; and WHEREAS,this project provides a redundant path for water supplied from Well No. 6 to flow through the water distribution system from North Seward to South Seward, and includes the piping required for a well manifold system to direct all water into a future water tank for treatment and storage; and WHEREAS,in September of 2009,Public Works staff commissioned CRW to complete the design necessary to complete Phase I of the North Seward Water Storage Tank project using the existing contract approved by Resolution 2007-033; and WHEREAS,the Alaska Department of Environmental Conservation reviewed the original agreement with CRW,dated November 22, 1999,and the contract amendment for the North Seward Water Storage Tank&Pumping Facility,and concurred that the amended contract with CRW,in the amount of$132,485, was eligible for reimbursement; and CITY OF SEWARD,ALASKA RESOLUTION 2014-104 WHEREAS,CRW completed the tasks necessary to implement Phase I of the North Seward Water Storage Tank& Pumping Facility; and wail WHEREAS, the completion date of the work under the original contract, and subsequent amendments, were extended through purchase orders; and WHEREAS,the successful completion of Phase I allowed the project to mature in hopes that the remainder of the project would be paid for using grant and loan monies acquired through the Alaska Department of Environmental Conservation,Drinking Water Fund and Municipal Matching Grants Program; and WHEREAS, an additional $1,991,999 in state appropriated funds has been identified and approved as the required match for the municipal matching grant that staff was pursing; and WHEREAS,the city successfully procured an additional$2,508,000 in funding through the Alaska Department of Environmental Conservation Municipal Matching Grant Program; and WHEREAS,the city accepted the terms and conditions of the grant offer in November 2012; and WHEREAS,the grant allows the city to charge any costs that were incurred since July 2012 and all eligible costs through December 31, 2015; and awl WHEREAS, Public Works staff requested and received a proposal from CRW for design and bid support services for the North Seward Water Storage Tank&Pumping Facility Phase II;and WHEREAS, Seward City Code §6.10.120 (A) (8) exempts some professional services from the competitive procurement procedures; and WHEREAS,Public Works staff requests a new contract with CRW,thereby accepting the proposal submitted by CRW on April 11, 2014, for an amount not-to-exceed $319,430, and appropriate funds. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is hereby authorized to enter into a Professional Services Agreement with CRW Engineering Group,LLC to complete the North Seward Water Storage Tank & Pumping Facility, Phase II design and bid support services. Section 2. The City Council hereby finds it is in the public interest per Seward City Code §6.10.120 (A) (8) to sole source this professional services contract. CITY OF SEWARD, ALASKA RESOLUTION 2014-104 Section 3. Funds in the ... amount of $319,430 are hereby appropriated from municipal al matching grant fund MMG 76914 to Watertank SOA/DEC fund no. 17313-0000-8103-0000-00000. 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 8th day of December 2014. THE CITY OF SEWARD, ALASKA C Jean Bardarson, Mayor AYES: Keil, Casagranda, Squires, Butts, Darling, Bardarson NOES: None ABSENT: Terry ABSTAIN: None ATTEST: Jo anna Ki , CMC C y Clerk 3331Aea (City S.,e t1 f t, m*.(1,:41 µ O Mss ' b � � 1 fi IO e E • • • .SSS C.A`}1 41 .4' ,7" yin s V ' �•p`F9A884 88�` him Council Agenda Statement t' SFts. Meeting Date: December 8, 2014 : ► �0 Through: Jim Hunt, City Manager From: W.C. Casey, Public Works Director Agenda Item: Authorize the City Manager to enter into a Professional Services agreement with CRW Engineering Group, LLC for an amount not-to-exceed $319,430, and appropriate funds BACKGROUND & JUSTIFICATION: In November 1999,the City entered into a Professional Services Agreement with CRW Engineering to complete a design study report on water related infrastructure and preliminary design for a proposed water tank. In 2000,CRW completed the Design Study Report which identified a 600,000 gallon water storage tank as a necessary improvement to the City of Seward water system. CRW completed a 35% conceptual design for the proposed water storage tank in October of 2001. A lack of funding and selection/procurement of a site to complete the project led the City Manager to direct staff to forego further design work and refocus efforts on procuring adequate funding for the project.Continued efforts to procure funding were not successful,and at the direction of the City Manager, staff began efforts to position the City into a financial situation to adequately compete for loans and grants through the Alaska Department of Environmental Conservation,Drinking Water Loan Program and/or Municipal Matching Grant Program for this project. In 2007, CRW submitted a proposal to amend their existing contract. The request for the contract amendment was approved Seward City Council and is reflected in Resolution 2007-033. City staff strategically separated the project into two phases. Phase I of this project consisted of installing approximately 1,500 feet of dual Ductile Iron Pipe water mains,west of the Seward Elementary between Sea Lion Avenue and Hemlock Street. This project also provided a redundant path for water supplied from Well No. 6 to flow through the water distribution system from North Seward to South Seward,as well as providing the piping required for a well manifold system to direct all water into the"proposed New Water Tank" for treatment and storage. In September of 2009, Public Works staff commissioned CRW to complete the design necessary to complete Phase I of the North Seward Water Storage Tank project using the existing Professional Services Agreement. The design work for Phase I was funded with the original appropriation funded in Resolution 2007-003 ($132,485). By expediting the design, staff was successful in having a"Shovel Ready Project", qualifying the Project for ARRA funding. Concurrently, City staff successfully obtained $610,000 in a low interest loan through the Alaska Department of Environmental Conservation, Drinking Water Fund, with 90% forgiveness, through the American Reinvestment and Recovery Act. This funding was adequate to successfully complete Phase I of the North Seward Water Storage Tank& Pumping Facility($180,000 under budget). In 2011,City staff worked collaboratively with CRW Engineering and submitted another questionnaire with the ADEC Municipal Matching Grant Program. Unlike previous submissions, the City successfully acquired $2,508,000 through the Municipal Matching Grant Program (MMGP). In addition to the funding acquired through the MMGP program, Seward also received a state appropriation of$1,991,999 to aid in completion of this project. The state appropriation is enough to cover the required 30% match and allow for a contingency fund. In 2012, the Seward City Council Authorized the City Manager to accept the terms and conditions outlined in the grant agreement,thereby accepting $2,508,000. CRW was initially commissioned by the City of Seward to complete a design study report on water related infrastructure and a preliminary design for a proposed water storage tank in November 1999. As the project developed and the scope of work evolved,the original contract was amended to capture the needs and timeline of the project,as reflected and approved by Resolution 2007-003,in April of 2007. Since amending the original contract, CRW has completed all of the design work to date under their contract and through purchase orders. CRW currently has a purchase order for professional services related to design surveying (topographical) the parcel of land selected for the proposed water storage tank. In November of this year, Public Works staff requested and received a proposal from CRW for the complete design and bid support services for Phase II of the North Seward Water Storage Tank & Pumping Facility project. Upon review and concurrence of the proposal, Public Works staff requests accepting the proposal and defining the scope of work to complete the design and provide assistance during the bid process. Accepting the proposal and contract for an amount not-to-exceed$319,430 is in the best interest of the City and the project because of the time and money that will be saved. INTENT: Authorize the City Manager to enter into an agreement with CRW Engineering Group, LLC for an amount not-to-exceed $319,430, and appropriate funds. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (document source here): Page 27: Continue to 1. upgrade and expand utilities to meet existing needs and encourage future X development. 2 Strategic Plan (document source here): Page 18: Promote a Safe Community. X 3. Other(list): Design Study Report completed by CRW in 2000 X FISCAL NOTE: The questionnaire and application submitted to the Alaska Department of Environmental Conservation Municipal Matching Grant Program includes a detailed cost for the entire project. The budget for the design and engineering is$330,000. Accepting the April 11,2014 proposal from CRW would expend $319,430 from this line item. Funds in the amount of$319,430 will be appropriated from municipal matching grant fund MMG 76914 to Watertank SOA/DEC fund no. 17313-0000-8103-0000-00000. Approved by Finance Department: ATTORNEY REVIEW: Yes X No RECOMMENDATION: City Council approve Resolution 2014- " authorizing the City Manager to enter into a Professional Services agreement with CRW Engineering Group for an amount not-to-exceed $319,430, and appropriate funds.