ITEM TITLE:
Approval of Professional Services Agreement with Wrangell Mountain Technical Services in the Amount of $46,695 for the Record of Improvements Survey of Aleutian Village Trailer Park
SUBMITTED BY: Lisa Von Bargen, CEDD Director
FISCAL NOTES:
Expenditure Required: $46,695
Unencumbered Balance: $115,723
Funding Source: 001-5500-43200 Community Development Professional Services
RECOMMENDATION:
Approve Professional Services Agreement with Wrangell Mountain Technical Services in the Amount of $46,695 for the Record of Improvements Survey of Aleutian Village Trailer Park.
SUMMARY STATEMENT:
Following the Aleutian Village Trailer Park (AVTP) Report at the September 20th meeting the Council gave direction for staff to move forward with the Record of Improvements Survey at the Park. Although it is the intent to keep the residents of AVTP in their existing locations we are aware there a spacing/setback violations. The degree to which these violations exist is unknown. Under any scenario for the property it is necessary to have this information. If a new operator takes over responsibility of the Park, or if the City purchases the land and subdivides individual lots, these spacing/setback issues need to be corrected. The Record of Improvements Survey accomplishes this. Additionally this survey will obtain topographical data at 1’ contour intervals, and the underground utilities will also be surveyed.
A Request for Proposals was issued on October 4, 2016 (this was reported at the 10/4 Council meeting). In addition to posting the RFP on the City website, invitations to propose were sent via email to five different survey companies; three of whom conduct the vast majority of survey work in Valdez, and two Anchorage-based firms that have had survey crews working in Valdez on other jobs in the past few weeks. A pre-proposal meeting was held on October 10. Four firms attended the pre-proposal meeting; three by phone and one in person. Questions at the pre-proposal meeting required the need for an addendum which was issued the morning of October 11. Following a question by one of the potential respondents, a second addendum was issued the afternoon of the 11th.
Proposals were due via electronic format by 4pm, October 12. Four proposals were received from (in alphabetic order) HDL Engineering, Lounsbury & Associates, PND Engineers, and Wrangell Mountain Technical Services. A three person review team comprised of Council member Nate Smith, Capital Facilities Director Jason Miles, and Community Development Director Lisa Von Bargen, individually reviewed the proposals. The team met at 12pm on October 13 to discuss the proposals and determine the preferred firm. Wrangell Mountain Technical Services (WMTS) is the firm the team chose. A cost proposal was requested from WMTS. The fee for this survey project is $46,695 which includes a 10% contingency. Cost was not a factor in evaluating the initial proposals. However, the WMTS hourly rates are commensurate with, or less than, the other firms proposing on this project. The WMTS rate includes equipment. And, as the owner of WMTS has a home in Valdez there will be no travel, accommodation or per diem charges associated with the project.
For background information the following items have been included with this agenda statement:
a) Request for Proposals
b) Addendum #1
c) Addendum #2
d) WMTS Project Proposal
e) WMTS Fee Proposal
It is fair for the Council to ask why this assessment of Aleutian Village was not completed prior to this. For that matter, one might ask why this assessment has not been done for all mobile home parks in Valdez. In 2012 the request was made by staff to conduct a very similar assessment of all the parks in Valdez. A draft RFP was written, and for whatever reason the decision was made to not move forward. A copy of that 2012 draft RFP is attached as information.
The funding for this project is coming from the Professional Services line item (001-5500-43200) within the Community Development Budget.
Although an expenditures summary is more appropriate for the Aleutian Village Report also on tonight’s agenda, that item has already been written and sent through the electronic routing/approval process, so it is being included in this agenda item.
Water System Assessment: $9,982 approved $3,969 spent
Electrical System Assessment: $6,350 approved $4,636 spent
Record of Improvements Survey $46,695 proposed
Electric Shut Off Labeling $900 approved
Environmental Assessment TBD