HomeMy WebLinkAboutRes2021-137 CITY OF SEWARD,ALASKA Sponsored by: Bower
RESOLUTION 2021-137
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A
CONSTRUCTION CONTRACT WITH HARRIS SAND & GRAVEL INC.
FOR THE REPLACEMENT OF THE NORTH EAST HARBOR LAUNCH
RAMP IN AMOUNT NOT TO EXCEED $4,439,736
WHEREAS,the State of Alaska Department of Fish and Game("ADF&G")conducted an
evaluation of the North East Harbor Launch Ramp in 2019 and recommended that the launch ramp
be replaced; and
WHEREAS, in the first phase of the project which involves planning, design and
permitting of the North East Harbor Launch Ramp was 100%fully funded by ADF&G; and
WHEREAS, the City Council approved Resolution 2020-042 a Cooperative Agreement
(2020-122)between the City and ADF&G for Phase II construction with a commitment from the
City to appropriate the remaining funds; and
111 WHEREAS,the City of Seward will continue to comply with the ADF&G agreement for
the complete renovation of the North East Harbor Launch Ramp; and
WHEREAS, the City developed a scope of work with the assistant of PND engineering
and advertised a competitive bid package according to SCC 6.10.210 and SCC 6.10.215; and
WHEREAS, only one bid was received by the required deadline of 1:00 pm October 29,
2021; and
WHEREAS, the City and PND engineering reviewed the bid and concluded Harris Sand
and Gravel Inc. was the lowest, most qualified, and responsive bidder with a bid amount of
$4,626,636.00; and
WHEREAS,the bid amount came in higher than expected; and
WHEREAS,negotiating with Harris Sand&Gravel they reduced the total bid amount by
$186,900.00 with the new bid total of$4,439,736.00; and
WHEREAS,the not-to-exceed construction cost will be$4,439,736.00.
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD,ALASKA that:
Section 1.The City Council hereby authorizes the City Manager to enter into a construction
CITY OF SEWARD,ALASKA
RESOLUTION 2021-137
contract with Harris Sand & Gravel Inc. in the not-to-exceed amount of $4,439,736.00 in
substantially the form attached hereto, for the North East Harbor Launch Ramp Renovation
project.
Section 2.This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 6th
day of December,2021.
T F ASKA
risty T ry, Mayor
AYES: Calhoon, Casagranda, DeMoss, Osenga, Wells,McClure, Te
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST:
renda J. Bal u, C
City Cle=1o••' °ees.s,o ,
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City Council Agenda Statement
Meeting Date: December 6, 2021
To: City Council
Through: Janette Bower, City Manager
From: Norm Regis, Harbormaster
Agenda Item: Resolution 2021-137: Authorizing the City Manager to Enter into a
Construction Contract with Harris Sand &Gravel Inc. for the Replacement of
the South Harbor Launch Ramp in an Amount not to exceed $4,439,736
Background and justification:
The State of Alaska Department of Fish and Game ('ADF&G'� conducted an evaluation of the North
East Harbor Launch Ramp in 2019 and recommended that the launch ramp be replaced. The ramp
requires increasing levels of maintenance and while we are currently able to utilize the ramp, it has
become more of a safety issue due to rotting wood, necessitating replacement.The concrete planks
are failing.
In the first phase of the project which involves planning, design and permitting of the North East
Harbor Launch Ramp was 100% fully funded by ADF&G.
City Council approved Resolution 2020-042 a Cooperative Agreement (20-122) between the City
and ADF&G for Phase II construction with a commitment from the City to appropriate the remaining
25% for this project.
ADF&G through the cooperative agreement appropriated $2,904,075.75 toward this project, City
Council previously approved Resolution 2019-094 appropriating $233,905.44 to this project and
through a separate resolution appropriated $1,301,754.81 for the city's match towards the North
East Harbor Launch Ramp project.
The City along with ADF&G worked with PND Engineers to draft and finalize a competitive bid
package based on the City's standard construction agreement, the scope of work and the
availability of funds. This project was advertised according to SCC 6.10.210 and SCC 6.10.215. Only
one bid was received by the City by the deadline of 1 pm on October 29, 2021. The City along with
ADF&G and PND reviewed the bid and concluded Harris Sand & Gravel Inc. was the lowest, most
qualified and responsive bidder with a total bid amount of $4,626,036. The bids came in higher
than expected and after negotiating with Harris Sand & Gravel he reduced his overall bid by
$186,900, the new contract bid amount minus add alt 1 is $4,439,736.
The project consists of replacing concrete planks removing three timber boarding floats moving the
existing fish cleaning station and adding a trestle and covered gangway to the fish cleaning station
location, add an oil water separator, add additional storm drain manholes, pave the parking lot,
safety improvements, riprap along both edges of the ramp to reduce erosion and removing the old
steel pilings and replacing with 18 - 12.75-inch galvanized steel pilings
The bid tabulation from the original bid follows:
North East Harbor Launch Ramp Replacement Project
Engineers Estimate Harris Sand &Gravel
Bid $4,245797.49 $4,445,166.00
Consistency checklist:
Comprehensive Plan: Maintain a thriving port of Seward through harbor improvements,
infrastructure expansion, and implementation of management plans. (Page 16 3.5.1)
Strategic Plan: Complete the renovation of the Boat Harbor. (Page 7)
Other: Seward Boat Harbor Plan: Work with ADF&G using Sports Fish Restoration funds to build or
rebuild boat ramps. (Page 21, 4.7)
Fiscal note:
Funding in the amount of$233,905.44 have been previously appropriated in Resolution 2019-094
and $1,301,754.81 appropriated in Resolution 2021-137 presented at the Council meeting this
evening for the North East Harbor Launch Ramp replacement project, along with the ADF&G Grant
in the amount of $2,904,075.75 for a total amount of $4,439,736.00.
Finance Department approval: S ' 4
Attorney Review:
Yes X❑ Not applicable ❑
Recommendation
City Council approve Resolution 2021-137.
SECTION 00500-CONTRACT
CITY OF SEWARD,ALASKA
SEWARD NORTHEAST HARBOR LAUNCH RAMP RENOVATION
[PROJECT NAME AND NUMBER]
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
HARRIS SAND&GRAVEL,INC.
Company Name
260 AIRPORT ROAD-PO BOX 6-VALDEZ,AK 99686
Company Address(Street or PO Box,City, State,Zip)
a/an 7 Individual ❑Partnership ❑Joint Venture ❑Sole Proprietorship [S]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 and deliver all the materials and to do and perform all the
work and labor required in the construction of the above-referenced project as bid by the Contractor,
which bid and prices named, together with the Contract Documents (as hereinafter defined) are made a
part of this Contract and accepted as such. 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.
Notwithstanding the foregoing, payment under this Contract shall not exceed
Four Million Four Hundred Thirty Nine Thousand Seven Hundred Thirty Sin dollars ($ 4,439,736 ) for all base items, additional work,
and change orders.
The Contractor further covenants and agrees that all 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:
1. Substantial Completion—Launch Ramp,Floats&Trestle Reconstruction:May 26 h, 2022
2. Substantial Completion-Uplands Parking Lot Improvements: June 15th,2022
3. Final Completion: June 22nd,2022
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, or if no money shall be due, the
City shall have the right to recover Five Hundred dollars $( 500) per day for each calendar day
elapsing between the time stipulated for the substantial completion date and the actual date of substantial
completion and One Thousand dollars 1 000 per day for each calendar day elapsing between the
time stipulated for the final completion date and the actual date of final completion in accordance with the
SEWARD NORTHEAST HARBOR CONTRACT
LAUNCH RAMP RENOVATION Page 00500-1
SECTION 00500-CONTRACT
terms hereof; such deduction to be made, or sum to be recovered, not as a penalty but as liquidated
damages. Provided, however, that upon receipt of written notice from the Contractor of the existence of
causes over which the Contractor has no control and which must delay furnishing of materials or the
completion of the work,the Contracting Officer may, at his or her discretion, extend the period specified
for the furnishing of materials or the completion of the work, and in such case the Contractor shall
become liable for liquidated damages for delays commencing from the date on which the extended period
expires.
The bonds given by the Contractor in the sum of$ 4,439.736 Payment Bond,and$ 4,439,736
Performance Bond, to secure the proper compliance with the terms and provisions of this Contract, are
submitted herewith and made a part hereof.
The Contractor further covenants and agrees that the entire construction 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.Unless otherwise
provided in the Contract Documents,'-this.Contract shall be governed by the laws of the State of Alaska.
Following exhaustion of the dispute resolution process set forth in Article 15 of the General Conditions of
the Contract, any remaining dispute arising from or pertaining to this Contract shall be resolved by
litigation in the Superior Court for the State of Alaska,Third Judicial District at Kenai.
For purposes of this Contract, .Contracting Officer. means — Norm Regis or any other
person designated by the City Manager.
The Contractor is an independent contractor and not an employee or agent of the City.
Contract Documents shall have the meaning ascribed by the General Conditions of the Construction
Contract, and include but are not limited to this Contract,the General Conditions of the Construction
Contract, (located at Sections 00700-00930 of the City's September 2021 Request for Bids), and
Supplementary Conditions, the Technical Specifications (located at Section 01010-09900 of the City's
September 2021 Request for Bids), and the following listed documents:
(1) - ;(2).._
IN WITNESS 'WHEREOF the parties hereto have executed this Contract and agree to its terms and
conditions.
CONTRACTOR
HARRIS SAND&GRAVEL,INC.
Com �Name
P �
Si na`Tcii'i-of Authorized Company Representative
SILL HARRIS-PRESIDENT
Typed Name and Title
12/ 12021
Date
SEWARD NORTHEAST HARBOR CONTRACT
LAUNCH RA1MP RENOVATION Page 00500-2
SECTION 00500-CONTRACT
CITY OF SEWARD
Signature of City Manager
Typed Name
Date -�
City Clerk
(ATTEST)
SEWARD NORTHEAST HARBOR CONTRACT
LAUNCH RAMP RENOVATION Page 00500-3