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HomeMy WebLinkAbout032612_ra02 (a) Department of Central Services o Regular Agenda Page 1 of 1 Jefferson County Board of Commissioners Agenda Request To: Board of Commissioners Philip Morley, County Administrator From: Loring Bemis, Facilities Foreman Agenda Date: March 26, 201 Z Subject: Jefferson County Courthouse Phase 1 Stabilization Project - Emergency Declaration Statement of Issue: The Courthouse Phase 1 Stabilization Project was developed to address the life safety issues presented by the Courthouse chimney and dormer instability. The cost estimate for the chimney and dormer bradng was less than $100,000, meaning Fadlities was authorized to solidt bids utilizing the small works process per Ch 3.55 JCC. Five bids were solicited from contractors on the small works roster. The sole bid received exceeded the $100,000 small works limit. Becausethe work will have to be performed during off hours there is not sufficient time to go through a formal bidding process, contract with the winning bidder, satisfy the grant- imposed deadline and ensure the life safety issue be addressed without delay. Analysis/Strategic Goals/Pro's Il: Con's: This project addresses the 2 most emergentlife safety issues that are part of the program for the rehabilitation of the Jefferson County Courthouse, a National Historic Landmark. Fiscal Impact/Cost Benefit Analysis: Funding is provided by a grant received from the Department of Archaeology Il: Historic Preservation. Recommendation: The Board is asked to approve a resolution declaring an emergency and direct Fadlities staff to take immediate steps to repair/stabilize the Courthouse chimney and dormers. 3/u ~Z- Date Department of Central Services Jefferson County, Washington P.O.Box1220 PortT"""""',WA9838ll Phone: (360)_9171 Fax: (360)_9195 TO: Philip Morley, County Administrator FROM: Loring Bemis, Facilities Foreman DATE: March 20, 2012 SUBJ: Emergency Declaration for the Courthouse Phase 1 Stabilization Project In 2011 a Courthouse RoofStabilization project was developed to remedy structural issues in the Courthouse. The most imminent structural issues identified at that time due to life safety issues were the Courthouse dormers and the leaning chinmey. A call for bids was advertised following the parameters of Chapter 3.55 of the Jefferson County Code. No bids were received. In 2012 the two most emergent life safety issues, chinmey bracing and dormer bracing, were identified as a capital project that needed to be accomplished. At this time, the stabilization of the chimney and dormers has become an emergency due to the continued movement of the chimney. The partial or complete failure of the chinmey and dormers could result in serious personal injury and other damage to public infrastructure or property. 1 have monitored the deterioration of the chinmey over the last year. It has gone from T' out of plumb to 7 \1," in 1 year's time. The cost estimate for that bracing work was less than $100,000 meaning Facilities was authorized under Ch. 3.55 JCC to solicit bids through the small works roster process. 1 anticipated using the small works roster process would save valuable time in addressing the safety concerns and remain within a tight (prompt) construction window. In compliance with the guidelines of the small works process, 1 solicited bids from 5 contractors listed on the small works roster. One bid was received. The sole bid received exceeded the $100,000 limit set by Ch. 3.55 JCC by $60,000. Whatever contractor performs this bracing work will have to undertake the project only when the courthouse is not open, meaning weekends and nights. Jefferson County has received a grant for making the necessary repairs. The repairs must be completed by June 2012 or the grant funding will no longer be available. Because this work has to be performed during off-hours, there is not sufficient time to go through a formal bid process, contract with the winning bidder and still satisfY the grant-imposed deadline. The above statements force Facilities to conclude the County will suffer material injury or damage if this bracing work is delayed such that it carmot be completed by the grant deadline because of the requirements ofCh. 3.55 JCC applicable to contracts in excessof$1 00,000. There is an apparent and imminent emergency at the Court House. Thus, the emergency waiver provisions ofJCe ~3.55.150 should be invoked by the County Commissioners to allow an exception to the requirement of formal bidding and instead allow this project to go forward with the contractor that did provide a bid. The County Commission is asked to adopt a Resolution implementing the emergency procedure of Jce ~3.55.150 based on the facts laid out here. > 1: '"" STATE OF WASHINGTON County of Jefferson In the Matter of Declaration of Emergency Waiving Competitive Bid Requirements } } } RESOLUTION NO. WHEREAS, the Jefferson County Courthouse is listed on the National Register of Historic Places, and WHEREAS, Jefferson County received a grant from the Washington State Deparlment of Archaeology & Historic Preservation to aid in the preservation of the Historic Jefferson County Courthouse, WHEREAS, the grant was issued to remedy structura1 deficiencies in the Courthouse chimney and dormers with a construction deadline of June 1,2012, WHEREAS, a Courthouse project was developed to remedy the life safety issues with a projected cost estimate ofless than $100,000, WHEREAS, the $100,000 estimated project cost authorizes the County to solicit bids utilizing the small works roster under Ch 3.55 JCC to save valuable time in a tight construction window; WHEREAS, In compliance with Ch 3.55 JCC, 5 bids were solicited from contractors listed on the small works roster; only one bid was received which exceeded the small works $100,000 limit, WHEREAS, work has to be performed during off-hours and there is not sufficient time to go through a formal bid process and satisfy the grant-imposed deadline, WHEREAS, Chapter 3.55.150 of the Jefferson County Code provides for an exemption from competitive bidding requirements for Public Works in the event of an emergency; and WHEREAS, an engineering and architectura1 analysis conducted by Degenkolb Engineers and BOLA Architecture + Planning in 2010 found the most imminent structura1 safety issues in the Courthouse are the need for bracing a leaning brick chimney and seismically unstable masonry dormers; and WHEREAS, in a March 20,2012 memorandum to the County Administrator, the Facilities Foreman reported monitoring findings that the brick chimney has gone from 7" to 7 Yz" out of plumb in one yearh time, indicating its movement is continning at an accelerated pace; and -1i - '-- WHEREAS, the Board of Commissioners herby finds that the conditions of the Courthouse chimney and dormers constitute an emergency under the definitions in Ch 3.55.150 JCC and require the County to take immediate steps to protect the health and safety of the public and to protect public property; NOW, THEREFORE, BE IT RESOLVED, that the Board of Commissioners finds and declares that the structural deficiencies in the chimney and dormers create an apparent and imminent emergency as defined in Ch 3.55.150 JCC and authorizes the County to enter into contracts, incur obligations, issue permits and undertake work necessary to combat the emergency. APPROVED and signed this _ day of ,2012. SEAL: JEFFERSON COUNTY BOARD OF COMMISSIONERS ATTEST: John Austin, Chair David Sullivan, Member Raina Randall, Deputy Clerk of the Board Phil Johnson, Member