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HomeMy WebLinkAboutRes2007-024 Sponsored by: Yoder CITY OF SEWARD, ALASKA RESOLUTION 2007-024 I... A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROPRIATING $45,000 FOR LIFT STATION CONTROL RECONFIGURATION MATERIALS WHEREAS, the City of Seward was awarded two flood mitigation grants to mitigate flooding at the North end of the lagoon along Dairy Hill Lane and to mitigate flood damage at #1 Lift Station in the North parking lot of the Small Boat Harbor (Resolution 2005-38 and Resolution 2005-39); and WHEREAS, the two projects were delayed due to the necessity of amending the grant; and WHEREAS, the cost of completing both projects would require a significant amount of additional funding and time for hydrological studies; and WHEREAS, it was recommended by Scott Simmons (State of Alaska Hazard Mitigation Officer) to request a transfer of the Dairy Hill Culvert grant to the Lift Station Project; and WHEREAS, the City was required to submit a new scope of work, cost benefit analysis and grant amendment request to the Department of Military & Veterans Affairs Division of Home Land Security; and .... WHEREAS, the City of Seward has forwarded the necessary submittals to the Department of Military & Veterans Affairs Division of Homeland Security and is waiting for final approval from FEMA Region 10 for the transfer offunds from the Dairy Hill Culvert grant to the Lift Station grant project; and WHEREAS, to complete this project by the grant deadline of May 27,2007 it is necessary for the City of Seward to procure the electrical components at an estimated cost of $45,000, which will allow the project to be complete by the grant deadline. 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 appropriate $45,000 from the Wastewater Reserves account no. 703-0000-3071-0866 to Lift Station Control Fund no. 866-8664- 5440 to procure the necessary electrical components needed to complete the Lift Station #1 control reconfiguration proj ect. Section 2. This resolution shall take affect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 12th day of ..... March, 2007. CITY OF SEWARD, ALASKA RESOLUTION 2007-024 '_J! f .....J THE CITY OF SEWARD, ALASKA / /. 1 f~v~ flL~~~,-- Vanta Shafer, Mayor I AYES: NOES: ABSENT: ABSTAIN: Dunham, Valdatta, Schafer, Thomas, Amberg, Shafer None Bardarson None ATTEST: " " /teLL (City Seal) ! I ..... \\\,.~Ullr"l'" :\,......'~, Of SEl1/ ~,.., ..... ~, ........ ,1",,'.. ,:> r'}. ..o..?po.o:....;;... .:,. .. ..... .,',.~ . "'Ir, ", v ~ .... . "':}I ~.... : :.::: --- () ~ :. .tOe : -:. .. l1li . Q~AL · .. ~ 0: ol!.", : 0 : ~ . . - ~ ~ -.- : = ~ \ </, 1'1 ," :: . ,n "'A, ,"....' ~ .. ".,. '1.,~,"""'!'t::1 ,\9 " L. .. .~ ..- -., .. ""'" .. """" - ~ "~'''''))i'': -..a..l... "",ft,:;' '9"'" '.~'" .S' 0= ~\...~ ..~~ "<it " '.<;.\~ "'UUliU'" ~ ..... Council Agenda Statement Meeting Date: March 12, 2007 Through: Marvin Yoder, City Manager From: W.C. Casey, Public Works Director Agenda Item: Appropriating funds for #1 Lift Station Mitigation Grant materials procurement BACKGROUND & JUSTIFICATION: The City of Seward, as part of their ongoing efforts to mitigate flooding within City limits, applied for and was awarded two flood mitigation grants in the spring of 2005 (reference Resolution 2005-38 and Resolution 2005-39, May 2005). One of the grants was to mitigate flooding at the north end of the lagoon along Dairy Hill Road and the other grant was to mitigate flood damage at the lift station in the north parking lot in the Small Boat Harbor. Staff discussed these grants at length and determined that neither of these projects could be accomplished without the City of Seward contributing significant additional City funds, since the grant funds were not sufficient to fund the projects. rd These projects were postponed as Public Works staff worked on preparing for the 3 Ave. water main upgrade that occurred during the 0-8 Mile Seward Highway Project. Staff did have dialog with Mr. Scott Simmons (State Hazard Mitigation Officer), and in the fall of 2006, Mr. Simmons advised the City to request a transfer of the Dairy Hill Culvert money to the Lift Station project (which staff identified as our priority) so as to enable us to utilize the grant funds before they lapsed (May 27, 2007). As a result of the City of Seward requesting a transfer of funds, the City was required to submit a new scope of work, cost benefit analysis, etc. The required protocol for the transfer of funds has been completed and submitted to the Department of Military & Veterans Affairs, Division of Homeland Security and Emergency Management. We have been advised that FEMA Region 10 has received all of the necessary documents and approval is imminent. The City has finished designing the flood mitigation improvements, prepared the construction documents, issued an invitation to bid, scheduled a pre-bid conference and set the date for the opening of bids. In order for us to meet our grant deadline we need to procure some of the major electrical components now. Waiting and including the electrical components in the construction bid will not allow for completion of the project by the deadline of May 27, 2007. Manufacture of the electrical components requires that it be done by a UL Listed manufacturer, and CRW, on the City’s behalf, is soliciting quotes from three companies for this work. It is CRW’s estimate that procurement of these owner-supplied materials will cost approximately $40,000-45,000. Staff has determined that it is in the City’s best interest to procure the electrical components and make them owner-supplied materials in the construction bid. The construction contract will be coming to the Council at the th March 27 meeting for approval. CITY OF SEWARD Resolution 2007-024 The engineers estimate for the total project is $135,000. Contingent upon FEMA approval of the transfer of funds, the $74,100 in grant funds will not be sufficient to complete the project. An additional appropriation of funds from the Wastewater Department will be necessary for this project. The $45,000 appropriation being requested now, will procure electrical components and, upon FEMA approval of the transfer of funds and submittal of construction bids, staff will bring the request for appropriation of additional funds from the wastewater fund to Council with the authorization to th award Resolution on March 27. CONSISTENCY CHECKLIST : Where applicable, this resolution is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures. FISCAL NOTE: Funding in the amount of $46,000 from the State of Alaska Department of Military and Veterans Affairs was awarded to the City of Seward in 2005 (account no. 866-8664-5930), for elevating the controls at #1 Lift Station. Funding for advance procurement of electrical components for the #1 Lift Station Mitigation Project will require a transfer of funds from the wastewater reserves to account no. 866-8664-5930 in the amount of $45,000. These funds were not anticipated in the 2007 budget. Approved by Finance Department: ________________________ RECOMMENDATION: City Council approve Resolution 2007-024, authorizing the appropriation and transfer of $45,000 from wastewater retained earnings account no. 703-0000-3071-0866 to account no.866-8664-5930 for the advance procurement of electrical components for the #1 Lift Station Mitigation Project.