HomeMy WebLinkAboutRes2020-016 Sponsored
OF SEWARD,ALASKA by: Meszaros
RESOLUTION 2020-016
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO UTILIZE THE
ON-CALL ENGINEERING CONTRACT WITH R&M CONSULTANTS
INC. FOR ENGINEERING SUPPORT SERVICES FOR THE
REPLACEMENT OF G, K, AND L FLOATS AT THE SEWARD BOAT
HARBOR IN AN AMOUNT NOT TO EXCEED $137,059, AND
APPROPRIATING FUNDS
WHEREAS, in December, 2019, the City of Seward utilized the On-Call Engineering
contract with R&M Consultants for concept design and preliminary construction cost estimate
with an inspection report for the replacement of G, K, and L Floats in the Seward Boat Harbor
for assistance with the Facility Grant Application the city will file in April, 2020; and
WHEREAS, the City has requested to utilize the On-Call contract with R&M
Consultants to continue with this much needed improvement for engineering, design, and
permitting, along with bid support, for G, K and L Float replacement; and
WHEREAS, through their work on this project since inception, R&M Consultants has
developed an in-depth familiarity with the project, and has worked closely with the
administration and the harbor; and
WHEREAS, R&M Consultants' experience with and understanding of the Seward Boat
Harbor development brings further value to the project, making them particularly suited to
continue developing the project on behalf of the city, and R&M Consultants can begin the new
work immediately; and
WHEREAS, Seward City Code § 6.10.120 (8) exempts professional services, including
accounting, architectural, appraisal, engineering, land surveying, and other specialized service,
from the otherwise applicable provisions of that Title requiring competitive procurement
procedures.
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 execute Task Order#7 utilizing the
On-Call Engineering contract with R&M Consultants Inc. for engineering support services for
the replacement of G, K, and L Float to include future bid support.
Section 2. Funding in an amount $137,059 is hereby appropriated from CPV
Undesignated Reserves account of 11103-0000-3710-0000-11430 to the G, K, and L Float
Replacement infrastructure account 11430-0000-8101.
CITY OF SEWARD, ALASKA
RESOLUTION 2020-016
Section 3. This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this
24th day of February, 2020.
THE CITY OF EWARD, ALASKA
Christy Terry, ayor
AYES: Crites, Baclaan, McClure, Butts, Osenga, Terry
NOES: None
ABSENT: Seese
ABSTAIN: None
ATTEST:
rends J. Ballou, C
City Clerk
(City e.. OF SF '•
•.• too
•
SEAL
..F OF ASPS..
Council Agenda Statement
Meeting Date: February 24, 2020
Through: Scott Meszaros, City Manager
From: Norm Regis, Harbormaster
Agenda Item: Approve On-Call Engineering Task Order No. 7 with R&M Consultants Inc.
to provide Engineering design and permitting for the G, K and L float
replacement project
BACKGROUND & JUSTIFICATION:
On March 2019 the Seward City Council approved Resolution 2019-024 entering into a contract
with R&M Consultants,Inc.for On-Call engineering.Through a competitive RFP process to provide
on-call engineering for construction projects, survey needs,utility expansion projects and land use
issues.
The harbor utilized this On-Call engineering contract (Task Order #6) for concept design and
preliminary construction cost estimate and inspection report needed for the Harbor Facility Grant
Application to replace G, K and L float. This effort corresponds to a reduced fee for preliminary
design,which saves the city funds to be used towards its 50%match for this project.
With the City of Seward having this project preliminary engineered design and bid support
authorized(shovel ready)it would give the city a higher score as we compete with other harbors for
limited grant funds.
The city has utilized R&M for multiple projects including the recent A, B, C and S-float
replacement, D-float replacement project and the new fisherman's float located at SMIC. All three
projects were highly successful in procuring the types of floats that are preferred by the city using a
performance specification approach.
R&M Consultants Inc.is intimately familiar with the A,B,C,D,S,G,and Fisherman's float designs
and is particularly suited to continue the same engineering and design that already exist throughout
the harbor and SMIC and to provide bid support upon notification of receiving the grant.
INTENT: To utilize the On-Call engineering contract with R&M Consultants Inc. to provide
engineering support services at the Seward Boat Harbor,including in the Scope of Work to include
engineering,design,permitting and bid support in the amount of$137,059 and will not be exceeded
without prior written approval and task order amendment. (List of items in Task Order 47)
CONSISTENCY CHECKLIST: Yes No N/A
Comprehensive Plan (document source here): Continue to support,
1 promote,enhance and develop harbor facilities to accommodate Seward's X
growing demand for marine transport facilities. ( a e 35
2 Strategic Plan (document source here): Complete the renovation of the X
Seward Small Boat Harbor. (page 7)
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3 Other(list):
FISCAL NOTE: This project will be " ded from CPV undesignated reserves account.
Approved by Finance Department: 4144=
ATTORNEY REVIEW: Yes No N/A X
RECOMMENDATION. �I(o
Recommend approval of Resolution 2020- ,authorizing the CityManager to utilize the On-Call
engineering contract with R&M Consultants,Inc.in the amount of$137,059 to provide Engineering
Support Services for the G, K and L-float replacement project in the Seward Harbor.
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February 5, 2020 R&M Project#2734.00
Norm Regis, Harbormaster
City of Seward
PO Box 167
Seward,Alaska 99664
'• RE: On-Call Engineering Services Contract New Task Order (#7): K&L Float Replacement—
Engineering Support
Dear Mr. Regis,
a
9101 Vanguard Drive We are pleased to submit this fee proposal to the City of Seward (City) under our On-Call
Anchorage, 995D7 Engineering Services contract for engineering design and permitting for the K&L Float
Replacement project. We understand that you would like to have engineering and
907.522.1707 permitting largely complete priorto submitting your application forthe upcoming State
907.522.3403 Harbor Matching Grant. This would allow the project to be"shovel-ready"and hence
increase the score/rating for the City's project. The applications for this grant are accepted
starting in April and are typically due around August i't each year.
R&M has already prepared concept design and preliminary construction cost estimate as
part of Task Order 6 under this contract. This effort corresponds to a reduced fee for
Preliminary Design. We propose proceeding directlyto 65% design with the City's approval
of the Concept Design float layout illustrated in our recent condition assessment report
(Jan.2020) and using the design/contracting approach similarto the recent ABCS Floats
Replacement design. Asyou are aware,that project was highly successful in procuring the
type of floats that is preferred bythe City using a performance specification approach. In
this approach, design effort will be minimal forthe floats (utilizing previous work on ABCS
Floats) but will focus on float layout and design forthe pile foundations,water and fire
suppression utilities,and shore power and lighting.
Construction Plans will be submitted for City review at 65%and 95%completion stage.
Cost estimates will be updated at each design submittal stage (65%, 95%, t00%). In
addition,we will assist in the development the technical specifications and contract
documents to be used for bidding and construction.
Survey is not included. We plan to utilize the most current USACE harbor bathymetry
survey. Because there is no access trestle/gangway included in the project, no uplands
survey is thought to be needed at this time. We will conduct a site visit to verify utility
connections and new-to-old float connections/transition plate design.
A geotechnical investigation is not included. We will utilize historical geotechnical data
and pile records to estimate pile foundation requirements.
A US Army Corps of Engineers (USACE) Section to permit will be required for any work
below the high tide line. Because this work is located well inside the harbor basin,we
believe that the permit secured as a Nationwide Permit (NWP)#3 for Maintenance which is
a general permit that requires reduced effort/consultation than an individual permit.
Although the NMFS has recently been requiring more stringent measures (such as an 1HA)
to mitigate underwater noise from pile installation,this NWP approach has been successful
in the past in Seward and on recent projects with a similar scope (float replacement/pile
driving underwater noise limited to within the harbor basin). In such cases,the
breakwaters effectively limit sound propagation and the project can be completed with
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City of Seward
z/5/zo
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marine mammal monitoring at the entrance to the harbor and calling work stoppages if a marine mammal
enters the harbor basin area.
In addition to the USACE permit,we will submit complete plans for the water system to Alaska Department of
Environmental Conservation (ADEC)for plan review and to obtain an Approval to Construct the public water
system.
Following t00% design, R&M will continue to support the City during bidding—including preparing a bid
advertisement,attendance at a pre-bid meeting/site visit,distributing bid documents and maintaining a plan
holders list, answering technical questions from bidders and issuing addendums as needed. We will also be
available to attend a bid opening and prepare a bid summary and evaluation.
A fee estimate for the services described above is enclosed. If you agree with this proposal, please execute the
attached Task Order,to authorize the work under our current term contract.
Sincerely,
R&M CONSULTANTS, INC.
Kimberly Nielsen, PE
Group Manager—Waterfront Engineering
Enclosure: Fee Estimate
;u s
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COST ESTIMATE PER TASK ORDER
FIRM:R&M Ccnsultanls,I=. PROJECT TITLE:
On-Call Enginee4rr9 Services Contract
TASK NO: 7 TASK DESCRIPTION: KL&G Ficat Reptace3nent Design DATE: 1129f2020
SUB- LABOR HOURS PER JOB CLASSIFICATION
TASK SUB-TASK DESCRIPTION P t Man Sr.Structural Environrnenlal Environmental Geotecbnicl
NO. ec alter Engineer Project E^9oreer EI71Drafter Manager Scientist ClericaOAdmin Engineer
Nielsen Daley Cumlat Rutz McLean S.Frudgor Kdosld Mullen
t 65%Dea!
a Caordnation with lSub B B 4
b Site Vmkt atersy%bookups,floattransokon 8
a Geotech AnaiysislLetter Report 2 2 12
d CalcdationsfiDesign 2 12 16 16
e 65%Drawina"erfarmance spot 4 30 40 80
I Cast Estimate 2
2 PernNtting-USAGE
a Section 30 Permit gicafion 8 24 24 40
b ESA Corrstlatlon 8 24 40
3 95%Design
a Review Meelin elConrdinalion 4 4
b 95%G'avrin s 4 20 30 40
Ic Draft SpedSeations&Contract Does 12 a 16
d Cost Estimate 2
3 100%BldRaa ConsfrucOon Documents
Review Mee- sfCoordinatian 4 4
b IGO%Dmyhlgs 4 12 iB 20
c F'mal Spedficatlers&Conbacl Does 6 4 8
d Cost Estimate 1
4 ADEC Wafer-Approvaf to Cens&uet
In ADEC Plan Review Application 16 1 2 24
5 Bid Support
a W are advertisement 1
h Dislibute douumenlslmairdain plan holders list 4 12
c Attend Pre-Uid Meeting e
d Answer Twin QuesfonslPfultare addendums 8 a 8 8 2
e Attend Bid Opening 8
f Relown Bid Summary&recommendation letter 2
TOTAL LABOR HOURS S1B 122 15B 1" 52 S0 20 14
LABOR RATES(SfHRI $226.77 $206.W 5109.06 586.t0 3157.85 S114.80 5106.19 S132.02
LABOR COSTS($) $25.754 1 $25,210 1 $17.231 515,498 W.208 59,184 52,124 $1.548
NOTES:
-Scope of work as dascrbed in fee proposal letter.
-Does not hclude survey ar geotediNcal$eldw k.
-Assumes USACE Nationxide Permit 3 IMainlenance)rri4 apply.Assumes
Warnal ESA consahation with NMFS and issuance of LOC;IHA is not included.
SUB- -ADEC Plan review appticaeon assumes m6wmal fulta—T requests for
TASK EXPENSE ITEM(5) QUANTITY UNIT PRICE TOTAL PRICE inlmmation from ADEC.
16 M1ea a 240 30.58 $13920 'Bid Advertising casts assume City wR arrange and pay for advertisng n
1b Meals 1 520.00 $20.00 nwrs .
�Preparatioratlon at up to 2 bid addendum Included.
5c Mileage 240 $0.58 $13920 -Consbulsien Support or Inspection rot included—will assess seopertee following
5. Meals 1 S20.00 $20.00 design and gram approval.
5e Mdeage 240 S0.58 $13920
5e Meals 1 $20.00 520.00 FIRMS LABOR: $106.057
TOTALEXPENSES: $478 FIRM'STOTAL EXPENSES Plus 10%Mark-Up: $526
SUB-CONTRACTORS:Firm and Price Per Task 1TOTAL SUBCONTRACTOR Plus WA Mark-Up; =.476
FIRM: Haght-Electrical Engineer TOTALSUS
AMOUNT: $27,705I $27,705 TOTAL; ;137,OS9
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9101 Vanguard Drive•Anchorage,AK 99507•907.577.1707
„ "M R&M CONSULTANTS, INC. }12Front5treetn150•Fairbank,AK 99701.907.452.5170
TASK ORDER NO.07: KL&G Floats Replacement
This task order is subject to the terms and conditions of the Agreement for On-Call
Engineering Services between R&M Consultants, Inc. (Engineer) and City of Seward
(Owner) dated April 15, 2019 and any amendments thereto. This task order shall not be
binding until it has been properly signed by both parties. Upon execution,this task order
shall supplement the Agreement as it pertains to the task described below.
1. Task Order Name: KL&G Floats Replacement Engineering & Permitting
z. Description of Services to be Performed by Engineer:
Engineering design, permitting, and bid support for replacing K, L, and G Floats in the
City small boat harbor including floats, guide piles, water,fire suppression and shore
power and lighting utilities. Design drawings and technical specifications will be
produced to provide a bid-ready set of construction documents including a
performance specification for the City-preferred style of floats. Construction cost
estimating and Bidding support is also included. R&M will subcontract the services of
Haight & Associates for electrical engineering. Refer to our fee proposal dated 2/5/20
which provides a detailed scope of work and fee estimate breakdown.
3. Payments to Engineer: Owner shall pay Engineer on a T&M basis in accordance
with the contract rate schedule. Total Estimated fee is $137,059 and will not be
exceeded without prior written approval and task order amendment.
IN WITNESS WHEREOF,the parties have executed this Task Order as of the
Effective Date first above written under the hands of their duly authorized
representatives.
R&M CONSULTANTS, INC. City of Seward
Kimberly Nielsen, PE, Contract Scott W. Meszaros , City Manager
Manager
1
(Signature) (Signature)
z/5/20
(Date) (Date)
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