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Home My WebLink AboutRes2021-098Sponsored by: Bower CITY OF SEWARD, ALASKA RESOLUTION 2021-098 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROVING A CHANGE ORDER TO THE PURCHASE ORDER FOR PORTABLE TOILET SERVICES TO ACCOUNT FOR ADDITIONAL SERVICING DURING PEAK SEASON IN THE AMOUNT OF $30,905 AND APPROPRIATING FUNDS WHEREAS, the City of Seward has a contract with Resurrection Rental to provide portable toilet rentals and services; and WHEREAS, additional toilet rentals and service visits were requested and delivered at the agreed upon bid price to meet user demand during the peak summer season; and WHEREAS, a change order to the existing purchase order in the amount of $30,905 is required to cover the cost of these additional services. 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 approve a change order to the purchase order for portable toilet services to account for additional servicing during peak season in the amount of $30,905. Section 2. Funding in the amount of $30,905 is hereby appropriated from General Fund unassigned fund balance account 01000-0000-3400 to contracted services account 01000-1411- 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 13" day of September, 2021. 1 CITY OF SEWARD, ALASKA RESOLUTION 2021-098 AYES: Osenga, Seese, Baclaan, Casagranda, DeMoss, McClure, Terry NOES: None ABSENT: None ABSTAIN: None ATTEST: (City i� . SEAL OF n j City Council Agenda Statement Meeting Date: September 13, 2021 To: City Council Through: Janette Bower, City Manager From: Tyler Florence, Parks & Recreation Director Agenda Item: Resolution 2021-098: Approving a Change Order to the Purchase Order for Portable Toilet Services to Account for Additional Servicing During Peak Season in the Amount Of $30,905 and Appropriating Funds Background and justification: Parks & Recreation has historically contracted out for portable toilet services in order to meet the public demand for restroom facilities in City parks and campgrounds, especially during the high - traffic summer season. Service locations include First Lake, the Jon Perry Ball Field, and the campgrounds, e.g., Spring Creek, Harborside, Resurrection, and Williams. Contracted services include seasonal unit rentals and servicing to meet baseline demand, as well as on -call unit rentals and servicing to meet surges in visitor traffic as needed. Resolution 2021-042 authorized the City to enter into a contract with Resurrection Rental to provide said services. Per the agreed upon bid price, additional toilet rentals and service visits were requested and delivered to meet user demand during the peak summer season. A change order to the existing purchase order in the amount of $30,905 is required to cover the cost of these additional services. Consistency checklist: Comprehensive Plan: Chapter 3.6.1.1 Improve existing and develop additional recreational infrastructure. Strategic Plan: Recreation and Leisure - Provide diverse, year-round, indoor and outdoor recreation facilities. Other: N/A Fiscal note: Funding is from: General Fund unassigned fund balance 01000-0000-3400. Finance Department approval: Attorney Review: Yes ❑ No F Not applicable ❑ Recommendation City Council approve Resolution 2021-098. CONTRACT CITY OF SEWARD, ALASKA PORTABLE TO]LET RENTAL" & SERVICE 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 NJ Company Name Company Address (Street or PO Box, City, State, Zip) atan Individual Partnership Joint Venture Sole Proprietorship Corporation E. 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 and deliver all the materials and to do and perform all the work and labor required per the terms specified in the Portable Toilet Rental & Service bid packet as bid by the Contractor with bid and prices named below. 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 or furnish 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 ail materials shall be furnished and delivered and all work and labor shall be done and performed, in every respect, to the satisfaction of the City, on or before; March 31. 2022 or within 14 calendar days following the date of notice to proceed. 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 furnishing and delivery of materials and the doing and 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 ail 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 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 Adam Sayler or any other person designated by the City Manager. The Contractor is an independent contractor and not an employee or agent of the City. City of Seward Portable Toilet Rental & Service CONTRACT 6Td Page Z of 3 Payment for services under this Contract shall be made in accordance with the following bid schedule; All shipping, delivery, and fuel charges must be included in the bid price. The City will pay no additional shipping, delivery, and fuel charges. CATEGORY A — PORTABLE TOILET RENTAL & SERVICING Item Unit Type Quantity Bid Price for Summer Season (Apr. 1 — Sept. 31l 1. Standard unit serviced twice per week 13 $37,752 2. ADA accessible unit serviced twice per week) 1 $3.630 CATEGORY B —SERVICING OF CITY -OWNED PORTABLE TOILETS Item Service Frequency Quantity Bid Price for Winter Season Oct. 1 - Mar. 31 1. Serviced once per week 1 $55 CATEGORY C — ADDITIONAL (NON-SCHEDULED) UNIT RENTAL & SERVICING Item Unit Type Bid Price Per Unit 1. 2. Standard unit serviced twice per week ADA accessible unit serviced twiceper week $200 f er week $200 f er week 3. Additional non-scheduled service $50 f er visit CATEGORY D — DELIVERY TERMS (TIME REQUIRED FOR DELIVERY AFTER RECEIPT OF ORDER) Item Service Bid 1. Additional non-scheduled unit rental "Same day service to be provided when contractor is notified before 4:00 PM, 2. Additional non-scheduled service "Same day service to be provided when contractor is notified before 5:00 PM, Monday — Saturday. 'The City shall notify the Contractor of the need for additional non-scheduled services using the following contact methods: 7 -- c � - i yG c:' Contractor Phone Number / 1 0 q / Y Lam"+ l 4 L✓' [� Contractor Email City of Seward Portable Toilet Rental & Service CONTRACT Page 2 of 3 60 IN WITNESS WHEREOF the parties hereto have executed this Contract and agree to as terms and conditions. CONTRACTOR �tee�-j �7� C❑rnpany Name _ _ gnaturd offAuthor¢ed Company Representative Name and Title Yi 4, Date CITY OF SEWARD I Signature of City Ma at Name Date CVClerk Act y (ATTEST) C'- *Y C 1 N lC �r C� •i .rpma.eu0r��f.�tia A M r f� �a�aaaadsM n w+�°1�� City Of Seward Portable Toilet Dental & Service CONTRACT Page 3 of 3 61