HomeMy WebLinkAboutRes2009-024Sponsored by: Oates
CITY OF SEWARD, ALASKA
RESOLUTION 2009-024
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, APPROVING A CONTRACT BETWEEN THE CITY OF
SEWARD AND PENINSULA CONSTRUCTION, INC. FOR THE JAPP
CREEK RELOCATION PROJECT IN AN AMOUNT NOT TO EXCEED
$305,365 PLUS A 10% CONTINGENCY, AND APPROPRIATING FUNDS
WHEREAS, the City of Seward issued a request for proposals for the .Tapp Creek Relocation
Project ("Project") on March 26, 2009, with said project representing the first phase of construction
of the North Forest Acres Levee/Road Project; and
WHEREAS, this project involves clearing and grubbing approximately 1.5 acres; excavating
approximately 2,000 cubic yards of material in order to re-route 900' of Japp Creek; providing
temporary site access along Fir Street; constructing temporary bridge access across Japp Creek with
minimal disruption to existing habitat; backfilling the old channel; constructing a new stream bank
utilizing and presciving existing vegetation, and constructing said bank in accordance with very
specific root wad, vegetative mat, and brush layering construction techniques as described in the
technical specifications, aimed at maximizing and preserving fish habitat; and ensuring that the
Project complies with the Fish Habitat Permit FH 08-V-0129 and U.S. Army Corps of Engineers
Permit POA-2000-52-M1; and
WHEREAS, the City received seven responsive and responsible proposals which were
scored by a three-member scoring team according to the following evaluation criteria: contractor
experience with similar relevant projects (20%); conformance to proposal instructions (5`%); firm's
available resources, including equipment, personnel and licenses (5%); references on projects of
similar scope and magnitude (30%); litigation history (10%); and bid price (30°/~); and
WHEREAS, as a result of the proposal scoring process, the scoring team recommends the
City award a contract to Peninsula Construction, Inc. which received 98 points out of a possible 100
points, with a bid price of $305,365; and
WHEREAS, the City considers that entering into a contract with Peninsula Construction,
Inc. for the purposes of relocating Japp Creek as phase I of the North Forest Acres Levee,~Road
Project, is in the public interest and will promote the public purposes of the City; and
WHEREAS, the administration recommends including a contingency not to exceed ten
percent to the contract with Peninsula Construction, Inc. for the purpose of paying for unanticipated
additional project costs, which will only be utilized upon prior written approval of the city manager.
NOW, THEREFORE, BE IT RESOLVED BY THF, CITY COUNCIL OF THE CITY
,r OF SEWARD, ALASKA that:
CI'T'Y OF SEWARD, ALASKA
RESOLUTION 2009-024
Section 1. The City Manager is hereby authorized to enter into a contract, in accordance
with the terms and conditions and in substantial form as attached hereto, with Peninsula
Construction, Inc. for the Japp Creek Relocation Project for the North Forest Acres Levee and
Access Road, as specified in the request for proposals dated March 26, 2009, for an amount not to
exceed $335,901.
Section 2. Funding in the amount of $305,365 plus a ten percent contingency of $30,536 for
a total of $335,901 is hereby appropriated from the NRCS Japp Creek Levee/Road grant account no.
666-6661-4680-0100 to the contracted services account no. 666-6661-5390.
Section 3. This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 14`" day of
April, 2009.
THE CITY OF SEWARD, ALASKA
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Clark Corbridgc, Mayor
AYES: Dunham, Valdatta, Bardarson, Corbridge
NOES: Kellar, Keil
ABSENT: Smith
ABSTAIN: None
ATTEST:
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Jean Lewis
City Clerk
(City Seal)
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COUNCIL AGENDA STATEMENT
Meeting Date: April 13, 2009 ~ ''
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Through: Phillip Oates, City Manager ~-- ~ ~,
From: Kristin Erchinger, Finance Director ~ i f
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Subject: Award of Contract for Japp Creek Relocation Pro ect
BACKGROUND & Jt1STIFICATION
Following the 1995 flood of Resurrection River and Japanese Creek ("Japp Creek"), FEMA sponsored amulti-agency
task force to develop a comprehensive flood mitigation plan for flood risks associated with waterways on the north end of
Seward. As a result of the task force work, a final report was issued in 1998, identifying five key projects which, when
implemented together, would protect Seward by mitigating the effects of future flood events in this area. The sole proj ect
which has yet to be completed from this task force, is construction of the North Forest Acres Levee/Road.
The Japp Creek Relocation Project represents the first phase of the North Forest Acres Levee/Road project. This project
involves clearing and grubbing approx. 1.5 acres, excavating 2,000 cubic yards of material in order to re-route
approximately 900' of Japp Creek, providing temporary access along Fir Street which must be cleared in order to provide
access to the creek relocation site, constructing a temporary bridge across Japp Creek, backfilling the old channel,
constructing a new stream bank, and ensuring compliance with the Pish Habitat Permit and the U.S. Army Corps of
Engineers Permit.
The challenge of this project involves construction of the stream bank in accordance with specific root wad, vegetative
mat, and brush layering consnvction techniques that were described in the technical specifications of the request for
proposals. This technique is necessary in order to maximize the preservation of existing vegetation, to create root and
brush elements within the creek to maximize fish habitat, and to ensure the stability of the stream bank to protect from
erosion. The proposals were weighed in favor of contractors with this type of construction experience and scope.
The City of Seward issued a request for proposals on March 26, 2009. A pre-bid conference was held on April 1, 2009,
and bids were opened on April 9, 2009. The City received seven responsive and responsible proposals. Proposals were
scored based on the following evaluation criteria: contractor experience with similar relevant projects (20%);
conformance to proposal instructions (5%); firm's available resources, including equipment, personnel and licenses (5%);
references on projects of similar scope and magnitude (30%); litigation history (10%); and bid price (30%) The results of
the proposals, and the bid prices received, were as follows, and a copy of the tabulation sheet is attached:
Contractor Pro osal Points Bid rice
Peninsula Construction, Inc. 98 $305,365
Alaska Trailblazin ,inc. 91 $397,225
Metro, Inc. 90 $289,365
North Star Pavin 73 $472,326
Alaska Excavatin , LLC 71 $298,630
Timberline Excavation 70 $319,300
Drennon Construction &
Consultin 61 $471,002
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CITY OF SEWARD
RESOLUTION 2009- ~~~
PAGE TWO
The scoring team consisted of the project engineer, Bill Nelson, finance director Kristin Erchinger, and harbormaster
Kart Anderson. As a result of the proposal tabulation process, the scoring team recommends award of the contract to
Peninsula Construction, Inc. This firm has had experience with projects of similar scope and relevant experience,
including other riverbank restoration projects including Anchor River Campground rehabilitation (State of Alaska DNR),
Slikok Creek Culvert Replacement (Kenai Watershed Forum), Theodore River Restoration (Chevron), Soldotna Creek
Kenai River Trail Handicap Access & Soil Erosion, Kenai River Trai] Improvements (State of Alaska DNR), Anchor
River Restoration and Revegetation Project (State of Alaska DNR), Ship Creek Stream Bank Restoration (Fort
Richardson), and numerous other stream bank restoration projects, some of which utilized the same root wad, vegetative
mat, and brush layering techniques required for the Japp Creek Relocation Project. This City has had a good experience
working with this firm most recently on the Spring Creek Water Tank Restoration Project (2007, $494,875) and the
North Seward Water System Improvements Project (2005, $348,382).
This project istime-sensitive due to the fact that the only time the contractor is able to do in-water work, in accordance
with agency permits, is from May 15 through July 15, providing a very narrow window in which to complete the proj ect.
The contract requires specific coordination with federal and state agencies, to comply with permitting requirements. In
addition, liquidated damages are assessed to the extent the contractor fails to substantially complete the project within 90
days of the Notice to Proceed ($100 per day damages), and to fully complete the project within 120 days of Notice to
Proceed ($200 per day damages).
A copy of the Japp Creek Relocation proposal packet is available for review in the City Clerk's office.
CONSISTENCY CHECKLIST Yes No N/A
1. Comprehensive Plan X
3.8.1.3 -Mitigate Flood Hazards -Secure funding to implement the comprehensive flood mitigation plan for
Resurrection River and Japanese Creek.
2. Strategic Plan }{
Page 11 -Secure funding to implement comprehensive flood mitigation plan for...Japanese Creek.
Page 16 - Develop a flood mitigation project to protect the runway from flooding.
FISCAL NOTE
The City of Seward has been awarded grants from the National Resource Conservation Service and the State of Alaska,
which are available for this project and will pay for the entirety of the Japp Creek Relocation Project, without need of
additional appropriation.
Finance Department: tj1iLGolt.J ~(iatsLL+~Qy~
RECOMMENDATION
Council approve Resolution 2009-1~ approving a contract with Peninsula Construction, Inc. for the Japp Creek
Relocation Project, and appropriating funds.
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