HomeMy WebLinkAboutReg 2009-12-07 Item 5E - Final Acceptance - Records Center Shelving by Easy Up Storage Systems for $46,371.06 COUNCIL AGENDA SYNOPSIS
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ITEM INFORMATION
CAS NUMBER: 09-175 ORIGINAL AGENDA DATE: DECEMBER 7, 2009
AGENDA ITEM TITLE Accept as complete Records Center Shelving Contract and release retainage
CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other
Mtg Date Mtg Date 12/07/09 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date
SPONSOR Council Mayor Adm Svcs DCD Finance Fire Legal P&R Police PW/
SPONSOR'S The contract with Easyup Storage Systems of Seattle, WA is complete for the Records
SUMMARY Center Shelving Contract. Construction began June 29, 2009 and was completed on August
31, 2009. No change orders were issued and under -runs credited $1,188.00. Council is
being asked to accept and finalize the contract in the amount of $46,371.06.
REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DA'Z'E: 11/24/09
RECOMMENDATIONS:
SPONSOR /ADMIN. Public Works
COMMITTEE Unanimous Approval; Forward to Regular Consent Agenda
COST IMPACT /FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$46,371.06 $48,736.95 $0.00
Fund Source: 303 FACILITIES FUND
Comments:
MTG.: DATE`- RECORD OF COUNCIL ACTION
12/07/09 I
MTG. DATE ATTACHMENTS
12/07/09 I Informational Memorandum dated 11/16/09 (revised after UC)
State of WA Dept of Revenue Notice of Completion 09 -104
Minutes from the Utilities Committee meeting of 11/24/09
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TO:
ANALYSIS
City of Tukwila
INFORMATIONAL MEMORANDUM
Mayor Haggerton
Utilities Committee
FROM: Interim Public Works Director
DATE: November 16, 2009
SUBJECT: Records Center Shelving Contract
Project No. 08 -BG06, Contract No. 09 -104
Project Completion and Acceptance
ISSUE
Accept contract as complete and authorize for release of the retainage of $2,117.40.
BACKGROUND
The Notice to Proceed for Contract No. 09 -104 with Easyup Storage Systems of Seattle,
Washington was issued on June 29, 2009 for the Records Center Project. This contract
provided new shelves at the City's new Records Center at 3411 South 120 Place in
Tukwila.
New shelving was physically completed on August 31, 2009. Minor shelving frame
adjustments were made during construction in order to provide the most shelving spaces
for the City records, while still complying with fire code requirements. In the end, a small
amount of contract under -run was identified by the Contractor and City project staff.
The budget for this contract was $48,736.95.
Contract Award Amount
Contract Under -run
Sales Tax
Total Amount Paid (including retainage)
$43,536.00
(1,188.00)
4.023.06
$46.371.06
RECOMMENDATION
The Council is being asked to formally accept and authorize the release of retainage,
subject to standard claim and lien release procedures, for the contract with Easyup
Storage Systems in the amount of $46,371.06, and to consider this item on the Consent
Agenda of the December 7, 2009 Regular Meeting.
Attachments: Notices of Completion for Department of Labor and Industry, and Department of Revenue
W: \PW Eng \PROJECTS\A- BG Projects \08 -BG06 Records Center \Construction Phase\After ConstructionVnfo Memo Closeout of Records Center
Shelving Contract, 11- 16- 09.doc
Jim Haggerton, Mayor
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From:
State of Washington
Department of Revenue
PO Box 47474
REVENUE Olympia WA 98504 -7474 Contractor's Registration No. (UBI No.
g No.) 602 684 203
Date 9/29/09
City of Tukwila
6200 Southcenter Boulevard
Tukwila, WA 98188
Comments:
NOTICE OF COMPLETION OF PUBLIC WORKS CONTRACT
ciir`es of'pull.lic3Aggtie
Notice is hereby given relative to the completion of contract or project described below
Description of Contract
Records Center Shelving Contract, 08 BG06
Contractor's Name
Easyup Storage Systems
Contractor's Address
9883 40 Avenue South, Seattle, WA 98118
Date Work Commenced Date Work Completed Date Work Accepted
8/18/09 8/28/09
Surety or Bonding Company
Fidelity and Deposit Company of Maryland
Agent's Address
1400 American Lane, Tower 1, 19 Floor, Schaumburg, IL 60196
Contract Amount 43,536.00
Additions 0.00 Liquidated Damages 0.00
Reductions 1,188.00
Sub -Total 42,348.00
Amount of Sales Tax Paid at 9.5 4,023.06
(If various rates apply, please send a breakdown.)
TOTAL 46,371.06
V
Assigned To
Date Assigned
Signature
Type or Print Name Diane Jaber
Phone Number 206 433 -1871
epartment.,;
Contract Number
09 104
Telephone Number
206 394 -3330
Amount Disbursed 44,253.66
Amount Retained 2,117.40
TOTAL 46,371.06
The Disbursing Officer must complete and mail THREE copies of this notice to the Department of Revenue,
PO Box 47474, Olympia, WA 98504 -7474, immediately after acceptance of the work done under this contract. NO
PAYMENT SHALL BE MADE FROM RETAINED FUNDS until receipt of Department's certificate, and then only in
accordance with said certificate.
To inquire about the availability of this document in an alternate format for the visually impaired, please call (360) 753 -3217. Teletype
(TTY) users please call (800) 451 -7985. You may also access tax information on our Internet home page at http: /dor.wa.gov.
Rag 0020e (6- 27 -01)
UTILITIES COMMITTEE
Meeting Minutes
November 24, 2009 5:00 p.m. Conference Room #1
CALL TO ORDER: Committee Chair Hougardy called the meeting to order at 5:04 p.m.
City of Tukwila
Utilities Committee
PRESENT
Councilmembers: Kathy Hougardy, Chair; Pam Linder, and Dennis Robertson
Staff: Bob Giberson, Mike Cusick, Pat Brodin, Robin Tischmak, Gail Labanara, Mike Mathia,
Frank Iriarte, Peter Lau and Kimberly Matej
I. PRESENTATIONS
No Presentations
II. BUSINESS AGENDA
A. Interurban Avenue South Waterline: Project Completion and Acceptance
Staff is seeking full Council approval for formal project completion acceptance and release of retainage to
Gary Merlino Construction Company, Inc. for the Interurban Avenue South Waterline Project.
Five change orders were issued during this project, two of which required Council approval. With change
orders, the project came in slightly over budget (approximately $3,600).
Committee Member Robertson requested that the original budget amount be reflected in the memo that
goes to full Council for ease and clarification of information. UNANIMOUS APPROVAL. FORWARD
TO DECEMBER 7 CONSENT AGENDA.
B. Standby Power Upgrades Year 1: Project Completion and Acceptance
Staff is seeking full Council approval for formal project completion acceptance and release of retainage to
Ebenal General, Inc. for the Standby Power Upgrades, Year 1.
Five change orders were issued during this project, one of which required Council approval. Change
orders totaled over $65,000 due to a stream buffer that required relocation and the need for additional
lengths of pure copper for the City Hall generator. Although the project totaled $595,279.84, it was still
substantially under the budgeted amount of $764,000.
As with Item A above, Committee Member Robertson requested that the original budget amount be
reflected in the memo that goes to full Council for ease and clarification of information. He also requested
this become a standard practice with future items similar in nature. UNANIMOUS APPROVAL.
FORWARD TO DECEMBER 7 CONSENT AGENDA.
C. Records Center Shelving Contract: Project Completion and Acceptance
Staff is seeking full Council approval for formal project completion acceptance and release of retainage to
Easyup Storage Systems for the Records Center Project.
The original request for project approval was initiated with the Finance and Safety Committee; however,
staff is only seeking closeout of the shelving contract for this project, and not the rental agreement for the
Records Center.
This portion of the project was approximately $2,000 under budget. UNANIMOUS APPROVAL.
FORWARD TO DECEMBER 7 CONSENT AGENDA.
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