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HomeMy WebLinkAboutRes2012-096 Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2012 -096 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO SIGN A CONTRACT WITH CAP CONSTRUCTION, LLC IN THE AMOUNT OF $71,373.00 FOR THE WORK DESCRIBED IN THE 2012 FIRE STATION RENOVATION PROJECT AND AUTHORIZING THE RE- APPROPRIATION OF THE REMAINING 2012 CAPITAL FUNDS FOR THE FIRE DEPARTMENT INTO THE 2013 CAPITAL FUND WHEREAS, the Fire Department received permission to complete a Request for Proposal (RFP) that followed the requirements of Title 6 of the Seward City Code for repairs at the fire station; and WHEREAS, between the pre- construction meeting and the proposal submittal date, a hazardous material survey was conducted on the fire station by EHS- Alaska, Inc. and charged to the Fire Department's 2012 operating budget account code 101- 1220 -5390; and WHEREAS, two proposals for the project were received, evaluated and a contractor was selected using the evaluation criteria; the contractor receiving the highest points was CAP Construction, LLC; and WHEREAS, the hazardous material survey was available after the proposal submittal date , staff is requesting a 15 % contingency fund to cover costs associated with any hazard mitigation work; and WHEREAS, the remainder of the 2012 capital fund for the Fire Department is insufficient to complete this project; and WHEREAS, work on the project will not start until FY2013. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. Council authorizes the City Manager to enter into a contract with CAP Construction, LLC for the renovation project at the fire station for an amount not to exceed $ 71,373.00. Section 2. Council authorizes the appropriation of the contract amount with an additional 15% for contingency. Expense of the contingency shall be subject to prior written approval from the City Manager. CITY OF SEWARD, ALASKA RESOLUTION 2012 -096 Section 3. Council authorizes the re- appropriation of the remaining 2012 Capital funds for the Fire Department into the 2013 Capital fund for the Fire Department. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 10 day of December 2012. THE CITY OF SEWARD, ALASKA C-4 David Seaward, Y Ma or AYES: Valdatta, Bardarson, Keil, Shafer, Casagranda, Terry, Seaward NOES: None ABSENT: None ABSTAIN: None ATTEST: . a e .awe .d hanna K • - -y, CMC ity Clerk (City Seal) �**,...,,,�' ••'y � SEdti''•. G ` •• ••° o RPOF > • • I SEAL %.`P./...'211. a F 1: r • ;.. $Q•�. Agenda Statement 440 St Meeting Date: December 10, 2012 9 4a . To: City Council ' Through: City Manager Jim Hunt From: Fire Chief David Squires Agenda Item: Award of contract for fire station renovation project and re- appropriating 2012 capital project funds to 2013 capital project funds. BACKGROUND & JUSTIFICATION: The Fire Department issued a Request for Proposal (RFP) on October 24, 2012 for the repair and replacement of plumbing and electrical problems we have in the station. While creating the project details, we added the requirement for an ADA compliant toilet and sink for the bathroom /laundry area since this was the only room it could go in. Any new repair or replacement of plumbing or electrical component or fixtures had to meet today's code, be efficient and easy to maintain. A mandatory pre- construction meeting was held on October 29 for contractors who were interested in the job. Details of the project were discussed, visit each of the areas considered in the project, documented each question asked, provided answers for the questions and reiterated the due date for the proposals (November 14 2012). Between the pre- construction meeting and the submittal date, we were questioned if there was a hazardous material survey completed for the fire station. No such report had been accomplished and we were required to have one completed. EHS- Alaska, Inc. was selected to complete the survey at a cost of $5,588.00; which was accomplished on November 9 & 10 The cost of the survey was charged to "Contracted Services" in the Fire Department's operating budget. This line item is now $4,786.00 over budget; we intend to use part of the 2012 Capital funds to balance this over draft. Two proposals were received for the renovation project, both are local contractors. Both proposals were reviewed by a three person committee using the review criteria presented to Council. The City Administration has reviewed the process, the findings and the recommendation for the selection of the contractor. CAP Construction, LLC is the selected contractor based on the awarded points. CAP Construction's proposal price is $71,373.00. The proposal price exceeds the remaining 2012 capital project budget of $26,214.00. However, in the 2013 capital project budget is $70,000 for the fire station siding project. We are requesting Council re- appropriate the remaining 2012 capital funds into the 2013 capital fund budget. With this transfer it will give us $96,214.00 for the project. While the selected contractor's price is substantially lower than the funded amount, the hazard material survey shows there is hazardous material that must be dealt with during the renovation. Since this information is new to the contractor and to us, the contractor will be requested to submit the cost of mitigation as a change order. With this in mind, we will request a 15% contingency ($10,706.00) be added to the total cost of the contract. The total of the contract will be for $82,079.00 INTENT: To award a contract to the selected contractor for the 2012 Fire Station Renovation project and to re- appropriate the remaining 2012 Capital funds to the 2013 Capital fund budget. (e61 CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan (document source here): x 2. Strategic Plan (document source here): x 3. Other (list): Seward City Code Title 6, Chapter 6.10, Article 3 x FISCAL NOTE: The Fire Department's 2012 operating budget for line item 101- 1220 -5390, shows it is $4,786.00 over budget. Transferring this amount from line item 101- xxxx -xxx will balance the 2012 shortfall in line item. Re- appropriating the remaining 2012 Capital funds ($26,214.00) to the 2013 Capital fund will bring that fund balance to $96,214.00; since the contractor will have no charges until 2013 re- appropriating funds is correct. The 2013 Capital fund will have sufficient funds to cover the cost of the contract. Approved by Finance Department: ATTORNEY REVIEW: Yes No RECOMMENDATION: Council approve Resolution # , authorizing the City Manager to sign a contract with CAP Construction, LLC; in the amount of $71,373.00 and adding a 15% contingency for the work described in 2012 Fire Station Renovation project and to authorize the re- appropriation of the remaining 2012 Capital project funds for the Fire Department into the 2013 Capital project funds for the Fire Department. � 70