HomeMy WebLinkAboutRES2023-011 Metco - On Call Snow Removal CITY OF SEWARD,ALASKA Sponsored by: Bower
RESOLUTION 2023-011
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A
CONTRACT WITH METCO ALASKA,LLC FOR FIRE HYDRANT SNOW
REMOVAL AND ON-CALL SIDEWALK SNOW REMOVAL SERVICES
FOR A THREE-YEAR PERIOD, WITH TWO OPTIONAL 1-YEAR
EXTENSIONS,AND APPROPRIATING FUNDS
WHEREAS, the City of Seward relies on its fire hydrants for fire suppression
throughout town and any delay in obtaining water from fire hydrants can cost lives and
property; and
WHEREAS,during the winter months snow, ice, and snow berms accumulate around
the fire hydrants causing a delay in accessing the hydrants to the fire department; and
WHEREAS, a Request for Proposals (RFP) was issued to keep fire hydrants clear of
snow and ice thus enabling the fire department a quick response to water; and
WHEREAS,included in the RPF was the provision of on-call sidewalk snow removal
services to be utilized for properties not conforming with Seward City Charter (SCC)
13.01.025 the Clearing of Snow and Ice from Sidewalks; and
WHEREAS, three responsive and responsible proposals were received, and based on
the scoring of those proposals, the City Manager recommends approval of a contract with
Metco Alaska, LLC (Metco); and
WHEREAS,the City Council finds it is in the best interest of the public to ensure all fire
hydrants are readily accessible and all sidewalks are clear of snow and ice; and
WHEREAS, the amount funding for on-call sidewalk clearing is unclear at this time and
$5,000 is being appropriated for this expenditure; and
WHEREAS,the cost of snow clearing services will be passed along to the non-compliant
entities per the City of Seward code requirements; and
WHEREAS, Metco's proposal provides the requested services per the terms and
conditions at a cost of $33,000 per season for,hydrant services and $200 per hour for on-call
sidewalk snow and ice removal.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SEWARD,ALASKA that:
CITY OF SEWARD,ALASKA
RESOLUTION 2023-011
Section 1. The Seward City Council hereby approves the contract between the City of
Seward and Metco Alaska, LLC for the clearing of snow and ice from hydrants and on-call
sidewalk clearing as needed.
Section 2. The City Manager is hereby authorized to finalize and execute the contract
for three years with two 1-year optional extensions.
Section 3. Funding in the amount of$38,000 is hereby appropriated from General
Fund reserves account no. 01000-0000-3400 to Contracted Services account no. 01000-
1220-7009.
Section 4. This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 23rd
day of January, 2023.
THE CITY OF SEWARD,ALASKA
Sue McClure, Mayor
AYES: Osenga, Barnwell, DeMoss, Calhoon, Wells, McClure
NOES: Finch
ABSENT: None
ABSTAIN: None
ATTEST:
X`Y
Kris Peck
Acting City Clerk
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(City Seal) • 'c evaP p . 41, :
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City Council Agenda Statement
Meeting Date: January 23, 2023
To: City Council
Through: Janette Bower, City Manager
From: Clinton Crites, Fire Chief
Subject: Resolution 2023-011: Authorizing The City Manager To Enter Into A Contract
With Metco Alaska, LLC For Fire Hydrant Snow Removal And On-Call
Sidewalk Snow Removal Services For A 3-Year Period With Two Optional 1-
Year Extensions And Appropriating Funds
Background and justification:
Throughout the years the City of Seward has struggled to keep Fire Hydrants and non-conforming
business sidewalks clear of snow and ice. Snow, Ice, and Snow berms impede the fire department's
ability to rapidly gain access to water during a fire. In these scenarios, minutes can cost loss of life
and property. The City does not have the personnel available to rapidly remove snow from all 202
fire hydrants and keep them clear throughout the winter season. Having a contractor available to
quickly and efficiently remove snow is paramount to the safety of the community.
Occasionally snow and ice builds on sidewalks, and when the business owner has not, or can not
remove the snow as per Seward City Code, then the city should have an on-call contractor to
remove the snow at the owner's expense. The on-call contractor will be notified of such situations
and once the snow is cleared the expense will be billed to the property owner.
A Request for Proposal (RFP) was issued on December 14t" 2022 to seek a contractor to provide
snow clearing services around all City owned hydrants for quick access for the fire department.
Additionally, the RPF included on-call sidewalk snow and ice removal services as deemed necessary
by the city manager in accordance with Seward City Code 13.01.025.
The City solicited an RFP and received three responses. All three proposals were considered
responsive and responsible.The following criteria and associated weightings were used to score the
proposals: Past Performance & Experience 30%; Safety & equipment 15%; Fees & costs 30%;
References 5%; and Completeness of RFP 20%. The proposals received the following overall
scores:
A+Chainsaw Works Score=75
Andrews and Sons Score=78
Metco Alaska Score=82
Based on the scoring of criteria, the administration recommends approving a 3-year contract with
two optional one-year renewals with METCO Alaska.
Comprehensive and Strategic Plan Consistency Information
This legislation is consistent with (citation listed):
Comprehensive Plan: Volume 1-page 9, 2.2.9 and page 15, 3.4.2
Strategic Plan: Page 17 Ensure year-round maintenance of existing sidewalks. Page 18
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Promote a safe community
Other:
Certification of Funds
Total amount of funds listed in this legislation: $ $38,000
This legislation (✓):
Creates revenue in the amount of: $
X Creates expenditure in amount of: $ $33,000 + on call services ($200/hour)
Creates a savings in the amount of: $
Has no fiscal impact
Funds are (✓):
Budgeted Line item(s):
X Not budgeted
Not applicable
Fund Balance Information
Affected Fund (✓):
x General SMIC Electric Wastewater
Boat Harbor Parking F1 Water F1 Healthcare
Motor Pool Other
Note: amounts are unaudited
Fund Balance/Net position — restricted $ 2,275,000.00
Fund Balance/Net position — unrestricted/unassigned $ 8,260,377.52
Available Unrestricted Cash Balance: $ 10,189,834.04
Finance Director Signature:
Attorney Review
RYes Attorney Signature:
Not applicable Comments:
Administration Recommendation
x Adopt
Resolution
Other:
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CONTRACT
Fire Hydrant On-Call Sidewalk Snow Removal
CONTRACT("Contract"), between the City of Seward, Alaska, herein called the City, acting by and
through its City Manager, and upon signing; this document shall serve as the notice to proceed, and
Metco Alaska
Company Name
2701 Seward Hwy, Seward, AK 99664
Company Address (Street or PO Box, City, State, Zip)
a/an
Individual Partnership Joint Venture Sale Proprietorship Corporation
incorporated under the laws of the State of Alaska, its successors and assigns, herein called the
Contractor, is effective the date of the signature of the City Manager on this document.
The Contractor, for and in consideration of the payment or payments herein specified and agreed to by
the City, hereby covenants and agrees to furnish all the materials and perform all the work and labor
required per the terms specified in the Fire Hydrant and Sidewalk Snow Removal Request for Proposal
(RFP) packet. The Terms and Conditions in the RFP are incorporated as terms of this Contract. It is
distinctly understood and agreed that no claim for additional work or materials, done or furnished by
the Contractor and not specifically herein provided for, will be allowed by the City, nor shall the
Contractor do any work orfurnish any material not covered by this Contract, unless such work or
materials is ordered in writing by the City. In no event shall the City be liable for any materials furnished
or used, or for any work or labor done, unless the materials,work, or labor are required by the Contract
or on written order furnished by the City. Any such work or materials which may be done or furnished
by the Contractor without written order first being given shall be at the Contractor's own risk, cost, and
expense and the Contractor hereby covenants and agrees to make no claim for compensation for work
or materials done or furnished without such written order.
The Contractor further covenants and agrees that all work and labor shall be done and performed, in
every respect, to the satisfaction of the City, as described in the RFP each season beginning November
1 of each year and following the date of notice to proceed for 2023.This contract is for 3 years beginning
on or about January 23,2023 and ending May 30,2025 with an optional two one-year extensions by the
city manager. It is expressly understood and agreed that in case of the failure on the part of the
Contractor,for any reason, except with the written consent of the City, to complete the performance of
the work before the aforesaid date, the City shall have the right to deduct from any money due or
which may become due the Contractor.
The Contractor further covenants and agrees that the all services will be done under the administration
of and to the complete satisfaction of the City subject to the inspection at all times and approval by any
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regulatory agency of the Local, State, or Federal Government of the United States of America, and in
accordance with the laws of the State of Alaska and the City of Seward.
For purposes of this Contract, Contracting Officer means Clinton Crites,Fire Chief or any other
person designated by the City Manager.
The Contractor is an independent contractor and not an employee or agent of the City.
IN WITNESS WHEREOF the parties hereto have executed this Contract and agree to
its terms and conditions.
CONTRACTOR
METCO
Compan e -
Signature of Authorized Company Representative
Name and Tile
Date
CITY OF SEWARD
Signature of City Manager
Janette Bower
Name
Date
City Clerk
(ATTEST)
131