HomeMy WebLinkAboutRES2023-042 Recurring Basic Engineering with R&M CITY OF SEWARD,ALASKA Sponsored by: Bower
RESOLUTION 2023-042
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO EXECUTE R&M
ENGINEERING TASK ORDER NO. 2734.33, PROVIDING FOR
RECURRING BASIC ENGINEERING SERVICES, AND
APPROPRIATING FUNDS
WHEREAS, the City of Seward has a need of various engineering, planning, and
geomatics services on a monthly basis; and
WHEREAS,the City of Seward does not have a staff engineer; and
WHEREAS,the City of Seward has a number of ongoing projects in addition to recurring,
regular work content that will be enhanced and facilitated through the provision of the monthly
engineering services retainer; and
WHEREAS, it is in the public interest to engage the services of an engineering firm
with the required areas of expertise and experience in the various engineering, geotechnical,
planning, and geomatics issues; and
WHEREAS, Task Order 2734.25.03 will provide for short term professional assistance
for work that is expected to be smaller in scope than a separate task would necessitate.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SEWARD,ALASKA that:
Section I. The City Manager is authorized to execute task order No. 2734.33 with R&M
Engineering for the establishment of a monthly fee for basic engineering services.
Section 2. Funding in the amount of $40,000 is hereby appropriated from General
Fund reserves account no. 01000-0000-3400 to Contracted Services account no. 01000-1122-
7009.
Section 3. This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the City of Seward,Alaska,this 10th
day of April, 2023.
THE CITY OF SEWARD,ALASKA
Sue McClure,Mayor
CITY OF SEWARD, ALASKA
RESOLUTION 2023-042
AYES: Osenga, Calhoon, Wells, Barnwell, DeMoss, Finch, McClure
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST:
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City Council Agenda Statement
Meeting Date: April 10, 2023
To: City Council
From: Janette Bower, City Manager
Subject: Resolution 2023-042: Authorizing the City Manager to Execute R&M
Engineering Task Order No. 2734.33, Providing for Recurring Basic
Engineering Services, and Appropriating Funds
Background and justification:
The City of Seward has a number of projects underway and planned for the near future and due to
the lack of an in-house Engineering Department, the City relies upon the use of an external
engineering firm, R&M Engineering. R&M Engineering has a long history of supporting the City of
Seward in this capacity and has staffing to support all of the various engineering disciplines
necessary to provide project support.
In addition to large-scale project level support, the firm also provides technical assistance in smaller
projects and planning functions. R&M Engineering has assisted in a number of instances such as
filling staffing gaps such as This Engineering Services proposal is intended to appropriate funding
into the operating budget to fulfill many of the recurring smaller scale assistance that comes up on
a recurring basis.
Comprehensive and Strategic Plan Consistency Information
This legislation is consistent with (citation listed):
Comprehensive Plan:
Strategic Plan:
Other:
Certification of Funds
Total amount of funds listed in this legislation: $ 40,000
This legislation (✓):
Creates revenue in the amount of: $
x Creates expenditure in amount of: $ 40,000
Creates a savings in the amount of: $
Has no fiscal impact
Funds are (✓):
Budgeted Line item(s): 01000-1122-7209
x Not budgeted
Not applicable
122
Fund Balance Information
Affected Fund (✓):
x General SMIC Electric Wastewater
Boat Harbor Parking F1 Water Healthcare
Motor Pool Other
Note: amounts are unaudited
Fund Balance/Net position — restricted $ 2,608,220
Fund Balance/Net position — unrestricted/unassigned $ 6,873,540
Available Unrestricted Cash Balance: $ 9,582,031
Finance Signature:
Attorney Review
RxYes Attorney Signature:
Not applicable Comments:
Administration Recommendation
xeApprove Resolution
Other:
123
March 10, 2023 R&M No. 2734.33
Stephen Sowell
Assistant City Manager
City of Seward,Alaska
410 Adams St.,City Hall Building
6qL0 Seward,Alaska 99664
• RE: Task Order 33—Ongoing Monthly Professional Assistance
Dear Mr. Sowell,
CONSULTANTS,INC.
R&M Consultants, Inc. (R&M)is pleased to submit this fee proposal to the City of Seward under our On-Call
9101 Vanguard Drive Engineering Services contract to provide Ongoing Monthly Professional Assistance. This proposed task
Anchorage,Alaska 99507 order is in response to conversations with you concerning ongoing needs of the City of Seward for
professional services on an on-call basis.
phone:907.522.1707
fax:907.522.3403 We understand that you would like us to set up a task order for ongoing on-call services that include
Engineering, Planning, and Geomatics (including GIS) in the amount of$5,000 per month. The task will be
used for short-term professional assistance for work that is expected to be smaller in scope than a
separate task would necessitate. It will provide an efficient avenue for the city to utilize professional
services on an as-needed basis.
We anticipate setting up the task on a fixed-price basis and bill the city$5,000 per month until the end of
2023.At that point,we can re-assess the monthly amount and adjust as necessary. Budgeted amounts that
are not used each month will be accumulated and be available for additional service charges in subsequent
months.The task will be ongoing but can be terminated at any time at the discretion of the city.
Should you have any questions, please feel free to contact me at 646-9651.
Sincerely,
R&M CONSULTANTS, INC.
(Signature) (Date)
Dave Hale, PLS Accepted by the City of Seward
Senior Land Surveyor Janette Bower,City Manager
Z:\project\2734.00 C Seward On call Engineering Services\19-00 Contract\Estimates\T033 Monthly Professional Assistance\R&M
CofS Monthly Professional Assistance Proposal.doc
126
Project Summary 3/8/2023
R&M Consultants, Inc.
Task Project
Order Task Order Number Budget
Number Project Number and Task Descriptions Budget Total Remaining
Project Number: 2734.01 C_Seward On Call Svcs: Misc Support
Active but no current charges
1 TSK 01 Miscellaneous Support Services $ 20,000
Total for 2734.01 $ 20,000 $ 19,552
Project Number: 2734.07 C_Seward On Call Svcs: KL&G Float
Assisting with Closeout as Requested
7.01 TSK 01 KL&G Float Design $ 102,312
7.02 TSK 02 USACE Permitting $ 22,455
7.03 TSK 03 Bidding Support $ 12,292 $ 137,059
7.04 TSK 04 Office Based Construction Support Svcs $ 58,045
7.05 TSK 05 Field Based Construction Support Svcs $ 57,036
Task 4-5 $ 115,081
Total for 2734.07 $ 252,140 $ 108,937
Project Number: 2734.08 C_Seward On-call Svcs:Williams Camp.
Project Complete
8 TSK 01 Phase One Concept Design and Cost Est. $ 11,889
Total for 2734.08 $ 11,889 $ -
Project Number: 2734.10 C_Seward On Call Svcs:WWT Lagoon Review
Ongoing
10 TSK 01 Wastewater Treatment Lagoon-Scoping $ 27,363
Total for 2734.10 $ 27,363 $ 5,945
Project Number: 2734.11 C_Seward On Call Svcs: Shop Phase I ESA
11.01 TSK 01 Phase I ESA $ 5,252
11.02 TSK 02 Phase 11 LSI Field Activities $ 21,735
11.03 TSK 03 Phase 11 LSI Report $ 5,600
11.04 TSK 04 Shop Expanded Pll- S&A Plan $ 11,911 PO2655
TSK 05 Field Activities Limited Source Removal $ 27,447
TSK 06 Reporting Limited Source Removal $ 13,640
Total for 2734.11 $ 85,858 $ 2,162
Project Number: 2734.12 C_Seward On Call Svcs: Harbor CP
Project Complete
12.01 TSK 01 Design $ 8,357
12.02 TSK 02 Bid Support $ 3,676
12.03 TSK 03 Construction Support $ 4,496
Total for 2734.12 $ 16,529 $ 1,752
Project Number: 2734.13 C_Seward On call Svcs:Animal Shelter
13 TSK 01 Engineering Support $ 5,000
Total for 2734.13 $ 5,000 $ 1,777
Project Number: 2734.14 C_Seward On call Svcs: Subdivision Dev.
Active but No current charges
14 TSK 01 Scoping $ 5,000
Total for 2734.14 $ 5,000 $ 963
City of Seward On Call Term Engineering- Projects Summary 2023-03-08
127
Project Number: 2734.15 C_Seward On call Svcs: Planning Assist.
Active but no current charges
15 TSK 01 Civil Assistance $ 21,239
TSK 01 Planning Assistance
TSK 01 Survey Assistance
Total for 2734.15 $ 21,239 $ (1,720)
Project Number: 2734.16 C_Seward On Call Svcs: Grant Research
Project Complete
16 TSK 01 Grant Research $ 3,816
Total for 2734.16 $ 3,816 $ 126
Project Number: 2734.17 C_SEWARD On Call Svcs: Campground Utili.
Project Complete
17 TSK 01 Campground Utility Extensions Scoping $ 8,754
Total for 2734.17 $ 8,754 $ -
Project Number: 2734.18 C_SEWARD On Call Svcs: Hemlock Subdivis.
Project Complete. New Task to complete is Task 26
Geotech report was completed.
18.01 TSK 01 Hemlock Subdivision Concept Planning $ 19,471
18.02 TSK 02 Hemlock Subdivision Replat & Rezone $ 56,907
18.03 TSK 03 Hemlock Subdivision Development Cost Est $ 9,553
18.04 TSK 04 Geotechnical Investigation $ 29,855
Total for 2734.18 $ 115,786 $ 656
Project Number: 2734.19 C_SEWARD On-Call Svcs: SMIC Bench Devel.
Project Complete. No current Charges
19.01 TSK 01 Phase I: Feasibility Study $ 23,051
19.02 TSK 02 Phase II: Boundary Survey ad Subdivision $ 92,787
19.03 TSK 03 Phase II: Re-Zone $ 7,558
Total for 2734.19 $ 123,396 $ 58,253
Project Number: 2734.20 C_Seward On-call Svcs: Public Works Fac.
Project Complete
20.01 TSK 01 Geotechnical Investigation $ 71,591
Total for 2734.20 $ 71,591 $ 14,581
Project Number: 2734.21 C_Seward On-call Svcs: Utility Master
Work Ongoing
21.01 TSK 01 Existing Utility Infrastructure Tech. $ 61,649
21.02 TSK 02 Socioeconomic Factors $ 17,687
21.03 TSK 03 Utility Master Plan $ 73,848
Total for 2734.21 $ 153,184 $ 89,005
Project Number: 2734.22 C_Seward Heat Loop Grant Assistance
Project is complete.
22.01 TSK 01 Grant Assistance $ 4,830
22.02 TSK 02 Grant Completion $ 11,109
Total for 2734.22 $ 15,939 $ (35)
Project Number: 2734.23 C_Seward Ft. Raymond Subdivision
Replat and Design Survey are ongoing
City of Seward On Call Term Engineering- Projects Summary 2023-03-08
128
23.01 TSK 01 Subdivision Replat $ 25,899
23.02 TSK 02 Design Survey $ 28,656
Total for 2734.23 $ 54,555 $ 2,501
Project Number: 2734.24 C_Seward Animal Shelter SI
Project Complete per Ryan
24.01 TSK 01 Lab Unit Price Testing $ 2,790
24.02 TSK 02 Lab Hourly Services $ 15,449
24.03 TSK 03 Special Inspection Services $ 11,732
Total for 2734.24 $ 29,971 $ 4,568
Project Number: 2734.25 C_Seward New Public Works Facility Dimond Blvd.
Geotech field and lab work is complete, report is in progress.
Final Concept Report with Constrcution Cost Estimate will be submitted soon
25.01 TSK 01 Geotechnical Investigation $ 67,870
25.02 TSK 02 Public Works Building Scoping $ 62,131
Total for 2734.25 $ 130,001 $ 32,947
Project Number: 2734.26 C_Seward Hemlock Subdivision Replat
Ongoing
26.01 TSK 01 Subdivision Replat Survey $ 25,084
23.02 TSK 02 Subdivision Replat Planning $ 8,901
Total for 2734.26 $ 33,985 $ 19,809
Project Number: 2734.27 C_Seward Ballaine Blvd
Ongoing
27.01 TSK 01 Engineering $ 38,136
Total for 2734.27 $ 38,136 $ 28,220
Project Number: 2734.28 C_Seward Railway Ave
Ongoing
28.01 TSK 01 Railway Ave Easements $ 28,184
Total for 2734.28 $ 28,184 $ 12,469
Project Number: 2734.29 C_Seward MP 25 Substation
Ongoing
29.01 TSK 01 As-Built Boundary Survey $ 15,765
Total for 2734.29 $ 15,765 $ 15,765
Project Number: 2734.30 C_Seward SMIC SWPPP Support
Ongoing
30.01 TSK 01 SWPPP Support $ 5,968
Total for 2734.30 $ 5,968 $ 5,322
City of Seward On Call Term Engineering- Projects Summary 2023-03-08
129