HomeMy WebLinkAbout1991-08-12 Council Packet - Special MeetingKenai City Council
Special Meeting
August 12, 1991
Ordinance No. 1449-91
Public Hearing
PUBLIC MEETING NOTICE
There will be a Special. City of Kenai Council Meeting on August
12, 1991. at 7:00 p.m. in the City Hall Council Chambers.
The purpose of the meeting is as follows:
1. Ordinance No. 1449-91 - Public Hearing.
2. Consider passage of a resolution awarding a contract
for construction of the Kenai Congregate Housing
Project.
3. Consider passage of a resolution awarding an inspection
contract for the Kenai Congregate Housing Project.
The public is invited to attend and participate.
Carol L. Freas
City Clerk
8/7/91
sJ
In
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AGENDA
KENAI CITY COUNCIL - SPECIAL MEETING
AUGUST 12, 1991
A. CALL TO ORDER
1. Pledge of Allegiance
2. Roll Call
3. Agenda Approval
B. PUBLIC HEARINGS
1. Ordinance No. 1449-91 - Increasing Estimated Revenues
and Appropriations by $1,380,000 for the Senior Citizen
Congregate Housing Project.
2. Resolution No. 91-50 - Awarding a Contract for the
Inspection/Construction Management to Livingston/Slone
on the 40-Unit Kenai Congregate Housing and Site Work
for a Not -to -Exceed Amount of $189,789 and on the FAA
Road Improvement for a Not -to -Exceed Amount of $28,132.
3. Resolution No. 91-51 - Awarding a Contract for the
Construction of Kenai Congregate Housing to Gaston &
Associates for the Total Construction Amount of
$3,806,513.00 Which Includes the 40-Unit Congregate
Housing, Site Work, and FAA Road Improvements.
C. NEW BUSINESS
1. Purchase Orders Exceeding $1,000
D.
MAYOR'S REPORT
AUGUST 12, 1991 SPECIAL COUNCIL MEETING
CHANGES TO THE AGENDA
ADD: Info-4, 8/9/91 letter from James D. Prill, Treasurer of
Dawson Construction Company regarding the Congregate
Housing Project bid award.
Info-5, 8/12/91 C.R. Graves memorandum to Council
regarding the compliance of bid documents.
Info-6, 8/9/91 Thomas W. Livingston, Principal,
Livingston/Slone recommending the award of the
construction contract to Gaston & Associates.
CHANGES TO THE CONSENT AGENDA
None.
MAYOR'S REPORT DISCUSSION
None.
Suggested by: Mayor Williams
CITY OF KENAI
ORDINANCE NO. 1449-91
AN ORDINANCE OF THE COUNCIL OF THE CITY OF KENAI, ALASKA INCREASING
ESTIMATED REVENUES AND APPROPRIATIONS BY $1,380,000 FOR THE SENIOR
CITIZEN CONGREGATE HOUSING PROJECT.
WHEREAS, the City of Kenai has received two grants from the State of
A:Laska totalling $3,800,000 for Senior Citizen Congregate Housing;
and,
WHEREAS, the City expects to soon receive a third grant in the amount
of $1,380,000 for this purpose; and,
WHEREAS, the FAA Road reconstruction to accommodate the Congregate
Housing Facility was originally financed with airport money; and,
WHEREAS, a favorable bic. on the project will. allow the entire project,
including road reconstruction and land purchase, to be paid from State
grant funds.
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF KENAI,
A1.ASKA, that estimated revenues and appropriations be increased as
follows:
FAA Road, Water & Sewer Improvements
Increase <Decrease> Estimated Revenues:
Transfer- from Airport
State Housing Grant 43
Increase Appropriations:
Inspection
Construction
Senior Citizen Congregate Housing
Increase Estimated Revenues:
State Housing Grant #3
Increase <:Dec:rease> Appropriations:
Design
Inspect i.on
Constr:ctiori
Land
$ <147,000>
310,000
$ 163,000
$ 16,132
146,868
$ 163,000
$ 1,070,000
$ <124,000>
89,789
829,711
274,500
$ 1,070,000
6,1
Ordinance No. 1449-91
Page Two
Airport Land Sale Trust Fund (Memo Only)
Increase Estimated Revenues:
Land Sales $ 274,500
Increase Appropriations:
Reserved Fund Balance $ 274,500
PASSED BY THE COUNCIL OF' THE CITY OF KENAI, ALASKA, this 12th
day of August, 1991.
JOHN J. WILLIAMS, MAYOR
ATTEST:
Carol L. Freas, City Clerk
Introduced: August 7, 1991
Adopted: August 12, 1991
Effective: August 12, 1991
Approved by Finance:_
(8/7/91)
kl
1791-1991
CITY OF KENAI
„ Dd Capdal 4 4"" f f
210 FIDALGO KENAI, ALASKA 99611
TELEPHONE 283 - 7535
FAX 907-283-3014
MEMORANDUM
TO: Kenai City Council
FROM: Charles A. Brown, Finance Director
,�, cq
DATE: August 8, 1991_
SUBJECT: Appropriating Ordinance, Congregate Housing
Ordinance No. 1449-91, as introduced on August 7, 1991, used State
grant funds to purchase the land and reconstruct FAA Road, including
water and sewer improvements. The entire project would be financed
with grant funds. Assuming no material change orders or cost
overruns, this would probably leave about $550,000 or more of grant
finds unused at complet-cn of the project. This could be used to
f•irnish the common areas and a manager's office, furnish apartments,
add more headbolt heaters, add covered parking, landscape, do interior
decorating, upgrade materials and appliances in apartments, or expand
t}ie number of units.
Based upon comments made at the August 7, 1991 council meeting, I
a:>sume that two possible amendments are being considered.
Proposed Substitute #1 would change the introduced ordinance by
purchasing the land with General. Fund money. Assuming no material
change orders or cost overruns, this would probably result in about
$825,000 of unused grant funds at. completion of the project.
Proposed Substitute 42 would change the introduced ordinance by
purchasing the land wit; General Fund money and making road, water,
avid sewer improvements with Airport money. Assuming no material
change orders or cost overruns, this would result: in about $1,135,000
of unused grant funds at compLeti.on of the project.
! either of the two substitutes are adopted, it appears to me that
tLe amount -1- unused grcint funds would be so large that it would be
d.ff:icuit tc.:ruse the excess money for practical, necessary amenities.
Ir this case, consideration should be given to expanding the number of
units (at a -ate- date) or asking for a reappropriation for another
purpose at some suture ,-.tate :egislative session.
Proposed Substitute #1
(Land purchased by General Fund;
all else financed by Grants)
Suggested by: Mayor Williams
CITY OF KENAI
ORDINANCE NO. 1449-91
AN ORDINANCE OF THE COUNCIL OF THE CITY OF KENAI, ALASKA INCREASING
ESTIMATED REVENUES AND APPROPRIATIONS BY $1,380,000 FOR THE SENIOR
CITIZEN CONGREGATE HOUSING PROJECT.
WHEREAS, the City of Kenai has received two grants from the State of
Alaska totalling $3,800,30C for Senior Citizen Congregate Housing;
and,
WHEREAS, the City expect._, to soon receive a third grant in the amount
of $1,380,000 for this purpose; and,
WHEREAS, the FAA Road reconstruction and water and sewer improvements
to accommodate the Congregate Housing Facility was originally financed
with airport money; and,
WHEREAS, a favorable bid on the project will ailow the project,
including road reconstruction, to be paid from State grant funds.
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF KENAI,
ALASKA, that estimated revenues and appropriations be increased as
fo.lows:
FAA Road, Water & Sewer Improvements
Increase <Decrease> Estimated Revenues:
Transfer. from Airport
State Housing Grant #3
Increase Appropriations:
Inspection
Construction
Senior Citizen Congregate Housing
Increase Estimated Revenues:
State Housing Grant #3
Increase <.Decrease> Appropriations:
Design
Inspec ;::>n
Construction
$ <147,000>
310,000
$ 163,000
$ 16,132
146,868
$ 163,000
$ 1,070,000
$ <124,000>
89,789
1,104,211
$ 1,070,000
Ordinance No. 1449-91
Page Two
General Fund
Increase Estimated Revenues:
Appropriation of Fund Balance $ 274,500
Increase Appropriations:
Land Department - Land $ 274,500
Airport Land Sale Trust Fund (Memo Only)
Increase Estimated Revenues:
Land Sales $ 274,500
Increase Appropriations:
Reserved Fund Balance $ 274,500
PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this
day of August, 1991.
JOHN J. WILLIAMS, MAYOR
ATTEST:
Carol L. Freas, City Clerk
Introduced: August 7, 1991
Adopted:
Effective:
Approved by F:inance:(fc�a_
(8/7/91)
k
Proposed Substitute #2
(Land purchased by General Fund;
FAA Road, water, and sewer financed
by Airport; all else financed by Grants
Suggested by: Mayor Williams
CITY OF KENAI
ORDINANCI? NO. 1449-91
AN ORDINANCE OF THE COUNCIL OF THE CITY OF KENAI, ALASKA INCREASING
ESTIMATED REVENUES AND APPROPRIATIONS BY $1,380,000 FOR THE SENIOR
CITIZEN CONGREGATE HOUSING PROJECT.
WHEREAS, the City of Kenai has received two grants from the State of
Alaska totalling $3,800,000 for Senior Citizen Congregate Housing;
an l ,
WHEREAS, the City expects to soon receive a third grant in the amount
of $1,380,000 for this purpose; arid,
WHEREAS, the rFAA Road reconstruction and water and sewer improvements
to accommodate the Congregate Housing Facility are being financed with
ai:'rport money; and,
WHEREAS, a favorable bid or the project will allow the project,
Less road reconstruction, water and sewer improvements, and land
purchase, to be paid from State grant funds.
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF KENAI,
ALASKA, that estimated revenues and appropriations be increased as
fo !-lows:
P'AA Road, Water & Sewer Improvements
Increase Estimated Revenues:
Transfer. from Airport
Increase Appropriations:
Inspect. -Ion
Construction
Senior Citizen Congregate Housing
Increase Estimated Revenues:
State Housing Grant #3
Increase ,Decrease> Appropriations:
Design
Inspect_,)n
Ccnstr,lction
$ 163,000
$ 16,132
146,868
$ 163,000
$ 1,380,000
$ c1224,000>
89,789
1,414,211
$ 1,380,000
Ordinance Ne. 1449-91
Page Two
Airport Land System
Increase Estimated Revenues:
Appropriation of Fund Balance $ 163,000
Increase Appropriations:
Airport: Land - Transfers $ 163,000
General Fund
Increase Estimated Revenues:
Appropriation of Fund Balance 274,500
Increase Appropriations:
Land Department - Land $ 274,500
Airport Land Sale Trust Fund (Memo Only)
Increase Estimated Revenues:
Land Sales 274,500
Increase Appropriations:
Reserved Fund Balance $ 274,500
PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this
day of August, 1991.
JOHN J. WILLIAMS, MAYOR
ATTEST:
Carol L. Freas, City Clerk
Introduced: August 7, 1991
Adopted:
Effective:
Approved by Finance:
(8/7/91)
kl
Suggested by: Administru,.-..
CITY OF KENAI
RESOLUTION NO. 91-50
A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, AWARDING
A CONTRACT FOR THE INSPECTION - CONSTRUCTION MANAGEMENT TO
LIVINGSTON/SLONE ON THE 40 UNIT KENAI CONGREGATE HOUSING AND SITE
WORK FOR A NOT -TO -EXCEED AMOUNT OF $189,789 AND ON THE FAA ROAD
IMPROVEMENT FOR A NOT -TO -EXCEED AMOUNT OF $28,132.
WHEREAS, the City of Kenai received the attached proposal from Livingston/Slone for this
work; and
WHEREAS, the award includes design review, project construction management, coordination,
quality control, surveying, testing, quantity computations, and inspection services; and
WHEREAS, sufficient funds are appropriated; and
WHEREAS, the Kenai City Council feels that it is in the best interest of the City of Kenai to
award this contract to Livingston/Slone.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI,
ALASKA, that a contract be awarded for inspection - construction management to
Livingston/Slone on the 40 unit Kenai Congregate Housing and site work for a not -to -exceed
amount of $189,789, and on the FAA Road Improvement for a not -to -exceed amount of $28,132.
PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this 12th day of August,
1991
JOHN WILLIAMS, MAYOR
ATTEST:
Carol Freas, City Clerk
Approved by Finance: c°
Written by Public Works:
'kv 8'8/91
lixQW11
BICENTENNIAL
ji ye w,Z-a P t`- tW wigG a fa-& e
MEMORANDUM
TO: Kenai City Council
FROM: Keith Kornelis, Public Works Director 4E
DATE: August 2, 1991
SUBJECT: Conmizate Housing
FOR: City Council meeting of August 7, 1991
CITY OF N
C
210 Fidalgo Avenue — - - -
Kenai, Alaska 99611
TELEPHONE 283-7535
FAX 907-283-3014
Since the construction bid opening is August 6, 1991 I will be hand carrying in to Council a
report of the bids we receive for construction. As per Council instructions, no ordinance
appropriating funds for the project are included in the Council packet. However, I understand
the Mayor is planning on hand carrying in an ordinance.
Attached is the proposed fees and expenses summary for Livingston/Slone to perform the
inspection on the project. I believe that the City can perform the post occupation evaluation
which takes place one year after complel Jon. If the Council would like a more detailed
breakdown of the costs I will have it at the Council meeting.
Therefore, the cost for inspection would be $189,789 for the Congregate Housing and $28 132
for the road, water and sewer improvements.
The award of the inspection contract is also contingent on the appropriation ordinance which has
not yet been introduced by Council. I am just making the Council aware of this cost should the
mayor wish to hand carry in an appropriation ordinance.
KK/kv
A&E CONSTSRUCTION ADMINISTRATION
PROPOSED FEES & EXPENSES
KENAI CONGREGATE HOUSING PROJECT
Date: July 12, 1991
Job No.: 9017.00
LIVINGSTON SLONE, Inc.
Hourly Basis
SERVICES
SUMMARY
POST
IN -OFFICE
ON -SITE
AS-BUILTS
OCC. EVAL.
Architectual
63,924
17,100
8,400
1,500
Structural
4,207
27,450
2,438
1,725
Civil Building Site
977
19,389
391
268
Mechanical
8,625
5,750
5,750
1,898
Electrical
7 820
5,750
4,830
1,898
85,553
75,439)
C21,809D
7,289
Time & Expense
RLIMBURSIBLES
SUMMARY
POST
Basis
IN -OFFICE
ON -SITE;
AS-BUILTS
OCC. EVAL.
Architectual
1,848
2,653
250
146
Structural
61
52
206
0
Civil Building Site
61
52
150
0
Mechanical 61
588
206
162
Electrical 6
588
206
162
,03
3,933
,O1
470
WATER, SEWER & ROAD RELOCATION PROJECT
SERVICES
SUMMARY
POST
IN -OFFICE
ON -SITE
AS-BUILTS
OCC. EVAL.
Civil 1,430
25,997 1
490
342
REIMBURSIBLF,S
SUMMARY
POST
IN -OFFICE
ON -SITE
AS-BUILTS
OCC. EVAL.
Civil <61
52,)
1071)
0
1,491
26,049
592
342
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® MECHANICAL ANZ ELEC?AICA,
GONSUITINGENCa1NEE:iS
June 13, 1991 M
uROVE
JUN 171991
Livingston -Slone, Inc.
3900 Arctic Blvd.
Anchorage, AK 99503
ATTENTION: Tom Livingston
Dear Tom:
LIVINGSTON SL�)NE INC
REFERENCE: Kenai Congregate Facility
Mechanical/Electrical Fees for Construction Phase Services
We have prepared a construction administration fee proposal based on the criteria
you outlined and the contract language. Our proposal is presented as a lump sum
fee. If the Owner wishes to negotiate a cost plus expenses basis fee proposal
instead, we presented those figures as well. The fees are as listed below:
Mechanical Mechanical Electrical Electrical
Lump Sum Not to Exceed Lump Sum Not to Exceed
Office:
Labor
$7,070
$7,500
$6,140
$6,800
Reimbursables
53
65
5
8
Draft As -Built::
Labor
4,260
5,000
3,720
4,200
Reimbursables
179
200
179
200
4 Site Visits
Labor
4,580
5,000
4,580
5,000
Reimbursables
511
600
511
600
Post Occupancy Visit:
Labor
1,500
1,650
1,500
1,650
Reimbursables
141
175
141
175
TOTAL
$18,294
$20,190
$16,776
$18,633
Tom Livingston
June 13, 1991
Page 2
We provided detailed breakouts of our lump sum fees so you can examine our
assumptions. We estimated the Nat -To -Exceed (NTE) rates as slightly higher, since
we do not wish to risk added cost if we cannot share in potential savings for
efficiency.
Please advise if you wish us to proceed by signing below and returning a signed copy
to our office.
Very truly yours,
S
Richard S. Armstrong, P.E.
Principal Engineer
emj
91-383
Accepted by:
Tom Livingston, Livingston -Slone
client: LIVINGSTONE SLONE, INC
project: KENAI CONGREGATE • • • •Rates effective June 1, 1991 • • • •
date: a/11 /91 CONSTRUCTION ADMIN PHASE
MECHANICAL FEE PROPOSAL
task 1: task 2: task 3:
OFFICE TIME
DRAFT
FIELD SITE
DCVR'S
AS-BUILTS
VISITS - 4 EACH
SUBMITTALS
DRAFTING ONLY
AND REPORT
MEETINGS
OF FINDINGS
CLASS'
:- fM M .:.
; 0UANT FEE : :.
: OUANT: > .
-; FEE
IZUANT.
FEE
TOTAL
Principal Mechanical
$105.00
30.0
$3,150
4.0
$420
12.0
$1,260
$4,830
Engineer
Principal Electrical
$105.00
Engineer
Senior Engineer
$90.00
12.0
$1,080
$1,080
Project Engineer
$70.00
8.0
$560
$560
Staff Engineer
$60.00
Senior Designer
$70.00
Designer
$60.00
44.0
$2,640
20
$1,200
24.0
$1,440
$5,280
CAD
$50.00
8.0
$400
40.0
$2,000
$2,400
Technician
Specifications
$40.00
8.0
$320
16.0
$640
20.0
$800
$1,760
Typist/Clerical
Labor Total
$7,070
$4,260
$4,580
$15,9 40
mylar/prints
$15.00
10.0
$150
$150
film ,& processing
$15.00
airline travel
$100..00
4.0
$400
$400
(round trip)
overnight lodging
per diem
$150.00
0.3
$45
$45
taxicab/parking
$8.00
4.0
$32
$32
long distance calls
$1.00
50.0
$50
20.0
$20
10.0
$10
$80
Reimbursables Subtotal
$50
$170
$487
$707
5% contingency
$3
$9
$24
$35
Reimbursables Total
$53
$179
$511
$742
TASK TOTALS
$7,123
$4,439
$5,091
SHEET TOTAL
$16765
-21
KENAIME.XLS
client: LIVINGSTONE SLONE, INC
project: KENAI CONGREGATE
date: 6/11 /91 CONSTRUCTION ADMIN PHASE
ELECTRICAL FEE PROPOSAL
task 4: task 5: task 6:
OFFICE TIME
DRAFT
FIELD SITE
DCVR'S
AS-BUILTS
VISITS - 4 EACH
SUBMITTALS
DRAFTING ONLY
AND REPORT
MEETINGS
OF FINDINGS
CLASS ,•, ::;.
RATE
' alUANT...; ;:
FEE <.
QUANT :...
FEE .::>
iOUANT . :
FEE
-: TOTAL
Principal Mechanical
$105.00
Engineer
Principal Electrical
$105.00
24.0
$2,521)
4.0
$420
12.0
$1,260
$4,200
Engineer
Senior Engineer
$90.00
Project Engineer
$70.00
8.0
$5613
12.0
$840
$1,400
Staff Engineer
$60.00
Senior Designer
$70.00
36.0
$2,5213
16.0
$1,120
24.0
$1,680
$5,:320
Designer
$60.00
CAD
$50.00
6.0
$30)
34.0
$1,700
$2,000
Technician
Specifications
$40.00
6.0
$2413
12.0
$480
20.0
$800
$1,520
Typist/Clerical
Labor Total
$6,140
$3,720
$4,580
$14,440
mylar/prints
$15.00
10.0
$150
$150
film & processing
$15.00
airline travel
$100.00
4.0
$400
$400
(round trip)
overnight lodging
per diem
$150.00
0.3
$45
.S45
taxicab/parking
$8.00
4.0
$32
$32
long distance calls
$1.00
5.0
$5
20.0
$20
10.0
$10
$35
Reimbursables Subtotal
$5
$170
$487
$662
5% contingency
$0
$9
$24
$33
Reimbursables Total
$5
$179
$511
$695
TASK TOTALS
$6,145
$3,899
$5,091
SHEET TOTAL
$15,135
KENAIME.XLS
GRAND TOTAL
$31,787 .
dent: LIVINGSTONE SLONE, INC
project: KENAI CONGREGATE ""Rates effective June 1, 1991 ••'•
date: 6/11 /91
task 7 task 8
POST OCCUPANCY
POST OCCUPANCY
EVALUATION
EVALUATION
IN 1992
IN 1992
ELECTRICAL
MECHANICAL
iCLASS .:;;RATE
. GUANT. .:.#EE ::
QUANT.>.. ' aPEE . <:>>
OUANT. .,; ICE .
TOTALS
Principal Mechanical $110.00
12.0 $1,320
$1,320
Engineer
Principal Electrical $110.00
12.0 $1,320
$1,3 20
Engineer
Senior Engineer $90.00
Project Engineer $70.00
Statf Engineer $63.00
Senior Designer $70.00
Designer $60.00
CAD Technician $50.00
Specifications $45.00
4.0 $180
4.0 $180
$360
Typist/Clerical
Labor Total
$1,500
$1,500
$3,000
mylar/prints $6.00
film & processing $15.00
airline travel $120.00
1.0 $120
1.0 $120
$ ,' 40
(round trip)
overnight lodging $90.00
per diem $45.00
0.1 $5
0.1 $5
$9
taxicab/parking $10.00
1.0 $10
1.0 $10
$120
long distance calls $1.00
Reimbursables Subtotal
$135
$135
$769
5% contingency
$7
$7
513
Reimbursables Total
$141
$141
$2.82
TASK TOTALS
$1,641
$1,641
GRAND TOTAL
83,2.82
KENAI2.XLS
xn-site testing of soil gradations and compaction, concrete and
trout sampling and testing, and asphalt pavement control sampling
and testing shall be performed by and paid for by the owner."-4
Prequalification of materials; for incoporation into the pro ect )
shall be provided and paid for by the Contractor.
The Contractor shall be required to employ an Alaska Licensed
Professional Surveyor who shall layout the Building corners under
the surveyors' direct supervision. Upon completion of the
project, the Surveyor shall prepare and submit a horizontal as -
built drawing conforming to the requirements of the Building
Permit and Ordinances of the City of Kenai for all construction
within proposed lots 2B and 3, Spur subdivision, Senior Citizen
Addition.
The Contractor shall layout all construction within the Building
Outline. ,
The Owner will provide control stakes for construction outside of
'the Building Outline to the extent described in the Technical
Provisions. It shall be the responsibility of the Contractor to
transfer such information to -the grade.
*tjoV
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N I NCL-CORTHELL-6RY SON
SCHEDULES OF RATES AND CHARGES FOR ENGINEERING SERVICES
EF!'ECTIVE JANUARY 1, 1991
Engineer VII 80.00
Engineer V1 7D.00
Engineer Iv 55.00
Engineer 111 45.00
Draftsman 35.00
Typist (Reports and Specifications Only) 35.00
CAD System (in addition to operator) 15.00
$UbQQNSULX&NTfis Engineering, Surveying, Drafting, etc.
Subcontract cost plus lot
1. Automobile travel for trips to points in excess of five, milos
from office, at the rate of $0.40 per mile both ways.
2. ACtuaI cost of airline, charter, train, bus or cat) fare or auto
rental.
'J. Actual Cost of subsistence and lodging.
4. Actual cost of long-distance telephone calla, telegrams, freight
and express charges, and postage other than ordinary first-clai,s.
5. Actual cost of materials required for the job and used in survey-
ing, printing and reproduction costs.
6. Actual cost of special tests and services for special consult-
ants.
To the total amount- of Items 2 through 6 above, an amount of ten
percent (lot) shall be added for administrative and overhead costs.
* Engineering classifications shown correspond to ASCE grades.
** Rates for projects which require 120 hours or more of Engiiieer-
clasaified position time are subject to prior negotiation.
Special rates shall apply only if negotiated prior to the start
of the project.
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Suggested by: Public Works
CITY OF KENAI
RESOLUTION NO. 91-51
A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, AWARDING
A CONTRACT FOR THE CONSTRUCTION OF KENAI CONGREGATE HOUSING TO
GASTON & ASSOCIATES FOR THE TOTAL CONSTRUCTION AMOUNT OF
$3,806,513.00 WHICH INCLUDES THE 40 UNIT CONGREGATE HOUSING, SITE WORK,
AND FAA ROAD IMPROVEMENTS.
WHEREAS, the following bids were received on August 6, 1991 for the above referenced
project, and
BIDDER
CONGREGATE HOUSING &
FAA ROAD
TOTAL
_
SITE WORK (Basic + A)
(Schedule B)
BID
GASTON &
ASSOCIATES
3,623,350.80
183,162.20
3,806,513.00
DAWSON
CONSTRUCTION
3,888,711.50
215,343.35
4,104,054.85
G & S
CONSTRUCTION 4,01 7,154.77 188,400.65 4,205,555.42
WHEREAS, the City of Kenai has received three (3) grants to fund this project, and
WHEREAS, the recommendation from Livingston/Slone, the project design consultant, and the
Public Works Department is to award the contract to Gaston and Associates for the 40 unit
Congregate Housing (Basic Bid), site work (Schedule A), and FAA Road improvements
(Schedule B), for the total construction cost of $3,806,513.00, and
WHEREAS, the Council of the City of Kenai has determined that Gaston and Associate's bid is
the lowest responsible bid and award to this bidder would be in the best interest of the City, and
WHEREAS, sufficient monies are appropriated.
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI,
ALASKA, that the contract for the construction of the Kenai Congregate Housing be awarded
to Gaston and Associates for the total construction amount of $3,806,513.00 which includes the
40 unit Congregate Housing (Basic Bid), site work (Schedule A), and FAA Road improvements
(Schedule B),
PASSED BY THE COUNCIL OF THE C:ITY" OF KENAI, ALASKA this 12th of August, 1991.
JOHN J. WILLIAMS, MAYOR
ATTEST:
Carol L. Freas, City Clerk
Approved by Finance: G
Written by Public. Works: 6W
/kv 8/8/91
I AW i V I I
BICENTENNIAL,
MEMORANDUM
TO: Mayor Williams and City Council
FROM: Keith Kornelis, Public Works Director
DATE: August 7, 1991
SUBJECT: Congegate Housing
CITY OF KENAI
210 Fidalgo Avenue
Kenai, Alaska 99611
TELEPHONE 283-7535
FAX 907-283-3014
We opened bids on the Congregate Housing Project on August 6, 1991 at 2:00 p.m.
Attachment A is a summary of the bids that we received on the project. The apparent low bidder
is Gaston and Associates, from Anchorage. The next lowest bidder is Dawson Construction,
from Bellingham, Washington. Gaston's total bid was $3,806,513. As you can see from
Attachment B the most recent cost estimate from the Architect was $5,166,262. Therefore, the
low bid came in $1,3.59,749 below the Architects subconsultants, HMS, estimate.
A few items that I think are not a problem but have been pointed out by others:
1. In the Instructions to Bidders, (which I wrote over 7 years ago), I asked for a
Contractor's Questionnaire to be included in the bid proposal. In the Bid Form and in
the Notice of Award Form, it gives the contractor 10 days after the notice of award to
submit their Contractor's Qualification Statement. Gaston and Associates did not submit
a Contractors Questionnaire with their bid proposal. The administrations position is that
the contractor can do either one or the other in submitting the statement.
2. The Bid Form asks for a list of subcontractors to be submitted with the bid. Gaston
& Associates did submit one with their bid. At the pre -bid conference I was asked if the
City was going to hold the general contractor to using the list of subcontractors that he
submits with his bid. My answer was no, that the list is for informational purposes so
the owner will have an idea of who will be doing what work. I also mentioned that the
Page 2
Council Memo
8/7/91
City would work with the contractor if there was a problem. Gaston submitted Norm's Plumbing
and Heating_as their mechanical subcontractor. Sam Gaston called me and told me that Norm's
Plumbing and Heating did not include the fire sprinklers as part of his bid and Gaston mistakenly
thought the did. According to Sam Gaston, Redoubt Plumbing's subcontract bid was around
$22,000 higher but did include the sprinkler system. Gaston has requested to change to Redoubt
Plumbing as their mechanical subcontractor. I have no problem with this request and plan on
approving it. The additional $22,000 will have to be paid for by Gaston and Associates and Sam
Gaston has no problem with that. If Gaston had in the beginning realized that Norm's Plumbing
had not included the fire sprinkler system they would have gone with Redoubt Plumbing and it
would have cost the City $22,000 more money. See attachment C.
3. Union representatives have been calling and coming to the office frequently since the
bid opening protesting the bid. Gaston and Associates are non -union and the comments
I've received were that non -locals would be working on the job. When I mentioned that
to Sam Gaston he said Lee Pederson, who use to live in Soldotna, would be involved in
running the job and that they did not include any room and board for out of the area
people in their bid.
The bids that we received were tremendously lower than we anticipated. Attachment D is an
over all summary of the finances on this project. Ordinance No. 1449-91, which the Mayor is
hand carrying into Council tonight (8/7/91), will appropriate the remaining $1,380,000 grant that
we received from the State. It will also take the $147,000 that was earlier appropriated from
Airport funds and return it to the Airport fund. Therefore, State grant funds will be used to
build the FAA road ($310,000) and purchase the Airport lands ($274,500) which the Congregate
Housing will be built on.
The Mayor plans to ask the Council to introduce Ordinance 1449-91 tonight (8/7/91). He also
plans to ask for a special Council meeting on Monday, August 12, 1991 to adopt the ordinance.
The agenda for that special meeting should include:
L Adoption of Ordinance 1449-91.
2. Resolution awarding construction contract to Gaston and Associates.
3. Resolution awarding the inspection contract to Livingston/Slone.
4. Purchase orders over $1,000 which would need Council approval:
Utility line relocations and new services.
K K/ kv
B I CENT E N N I A L
l fiaye "Zta fast= L'ity" m0"a iaii "ate!
BIDDER
GASTON &
ASSOCIATES
DAWSON
CONSTRUCTION
G&.S
CONSTRUCTION
CITY OF KENAI
210 Fidalgo Avenue
Kenai, Alaska 99611
TELEPHONE 283-7535
FAX 907-283-3014
CONGREGATE HOUSING CONSTRUCTION BIDS
BID OPENING - AUGUST 6, 1991 (& 2:00 P.M.
CONGREGATE HOUSING &
SITE WORK
3,623,350.80
3,888,711.50
4,017,154.77
ATTACHMENT A
FAA ROAD T O T A L
BID
183,162.20 3,806,5 13. 00
215,343.35 4,104,054.85
188,400.65 4,205,555.42
j 5�,�-f"+t,�rfic�Y f�j � ��� ��� c�- � k"y���-�,';� -j� _ - ��.�"�'��;K?�5�^r_•t�sf;�j��. • _ ��;ay
W�
Es
CxASTON& AssocIATES, INC.
GENERAL CONTRACTORS
8511 Hartzell Road
Anchorage, Alaska 99507
Contractor's License #A13750
Fax 007) 3,19-8691 Phone (907) 344.1717
AUGUST 7, 1991
CITY OF KENAI
210 l= I DALGO STREET
KENAI, ALASKA 99611
REFERENCE KENAI CONGRIOATE HOUSING
SUBJECT; SUBCONTRACTOR CHANGE
DEAR KEITH:
PER OUR CONVERSATION, THIS IS TO CONFIRM THAT WE LISTED NORM'S
PLUMBING AND HEATING AS OUR MECHANICAL SUBCONTRACTOR. HOWEVER,
NORM'S EXCLUDED FIRE SPRINKLERS WHICH WE MISSED. THIS ITEM ;S
WORTH APPROXIMATELY S100,000. WE WILL THEREFORE NEED TO USE
REDOUBT PLUMBING INSTEAD OF' NORM'S. IF THIS IS NOT ACCEPTABLE,
THEN WE WILL NEED TO DECLARE ERROR, WE REGRET THE INADVERTENT
ERROR, HOWEVER THIS IS AN INFORMALITY AND THE SUBCOtTRACTOR IS
STILL LOCAL.
WE DID NOT SEE WHERE.THE CONTRACTOR'S QUESTIONNAIRE WAS REQUIRED
WITH BIC? NOR 00 WE FEEL THAT IS WAS SINCE THE BID FORM STATES
THAT ET IS REQUIRED WITHIN 10 DAYS AFTER NOTICE OF AWARD,
IF YOU HAVE ANY QUESTIONS, PLEASE CALL. ME OR t_EE PEOERSON AT 344-
1717.
SINCE ELY,
AM GASTON
PRESIDENT
PWP SAM KENAI HOUSING
ATTACHMENT C
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PURCFASE ORDEE
------------- C1TY OF KENA1
[WHI 'E VENDOR ' 210 FIDALGO ST. PHONE 283.7538
GOB )ENROD :ACCOUNTING
'-QNAPY ACC 7UNTING KEN,AI, ALASKA 99611
E SHIPPINI.-"& RECEIVLNC
�_ PEEN - APPROVED COPY
;PINK REQUISPIONER
VENDOR NO ___— 7 —
Homer Electric Association
TO 280 Fairport Way
Kenai., AK 99611
SHIP VIA.
BY
7
I
THIS
NUN,
ALL,
RELf
CHASE
No.
Dora 8/8/91
ALIDER" DATE
E O h
PREPAY I,HIPPING CHARGE
7fR QUOTATION
PURCHASES AUTHORIZED ONLY WHEN SIGNED AN)VE BY
SEPARATE ON INVOICE
THE FINANCE DIRECTOR OR HIS AUTHORIZED AGE',4
TEM NO
DESCRIPT40N OR ARTICLE
Q�ANniv
ORDERED
UNIT
UNIT PRICE
OMOUNT
Utility line relocation and new service
for Senior Center and Congregate Housing
F,stimate
`101000
TOTAL
5f),000.(
DEPARTMENT congregate housing
B Y AA
OE ARTMENi HFAO
For Council Approval August 12, 1991
1.
2.
3.
INFORMATION ITEMS
KENAI CITY COUNCIL
SPECIAL MEETING
August 12, 1991
8/6/91 Phillip A. Thingstad, President, Western Alaska
Building Trades letter regarding protest to Gaston being
awarded the Congregate Housing bid.
8/7/91 Phillip A. Thingstad, President, Western Alaska
Building Trades letter regarding bid requirements of the
Congregate Housing Project bid
8/8/91 Phil Thingstad, President, Western Alaska Building
Trades :letter regarding Gaston additional errors in the
Congregate Housing Project bid (with attachments).
O`NG w CONSrgGC
e�` 1�.ucrioM '�ti
O
� • ui � ' s � v pC
in � � ;• n
t as
�j� °i Noos,o•• `q0
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°P rh, 6316 Q•
PHIL THINGSTAD
President
August 6, 1991
WESTERN ALASKA BUILDING
& CONSTRUCTION TRADES COUNCIL
AFL-CIO
South of the 63rd Parallel
1818 W. Northern Lights, Ste. 104
Anc-)orage, Alaska 99517
1907)258-4766
1907)276-3533
RE: Kenai Congregate Housing
Dear Mayor Williams,
MATT GROSKIE
Secretary Treasure
I understand that the bid today came in well under the estimate,
and that the project can now go forward.
I also understand that the low bidder, Gaston and Associates, may
have been nonresponsive with their bid in that they did not
submit the Contractors Questionnaire at the bid opening as
required.
Please consider this as a protest to Gaston being awarded this
bid as being nonresponsive We also believe that the contract
should be awarded to Dawson Construction and the project go
forward.
Letter to follow -
Sin rely,
Phillip A. rhingst2
President
Western Alaska Building Trades
PAT/sh
O'NG 6 CONS"
eta S,��CilO,y t �O2
ytP `0+\DiPhliJh *�Q 9
Y Y fJ' T
Q
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\�
PHIL THINGSTAD
President
August 7, 1991
WESTERN ALASKA BUILDING
& CONSTRUCTION TRADES COUNCIL
AFL-CIO
South of the 63rd Parallel
1818 W. Northern Lights, Ste. 104
Anchorage, Alaska 99517
(907) 258-4766
(907)276-3533
Mayor John Williams
City of Kenai Please read at
210 Fidalgo
Kenai, AK 99611
RE: Kenai Congregate Housing
Dear Mayor Williams,
�i
the Cri �.� g i l� Xp#,e,t i n g
MATT GROSKIE
Secretary Treasurer
tonight.
In the bid documents for the above mentioned project, page B-8
clearly states "Items that are to be included in the bid proposal
submitted to the City prior to the bid opening include:
1. Bid Proposal
2. Addendum Acknowledgment
3. Bid Bond (5% of bid)
4. Power of Attorney
5. Alaska Business and Contractors License
*6. Contractors Questionnaire
7. Ce-rtification by Contractor of Subcontractor
regarding E.E.O.
8. Tax Compliance Certificate
9. List of Subcontractors and their work.
As Gaston and Associates did notcomply fully with this
requirement, they should be declared nonresponsive and their bid
set aside.
It may seem a small item to some, but when a Public Entity
deviates from it's own layout in a Public Bids document, it
begins to set. aside the public trust necessary to run
efficiently. 1 certainly hope that you and the City of Kenai are
not willing to do that simply for the sake of a few dollars.
Sincerely,
Pham" l l ip % Tlhingstad
President
Western Alaska Building Trades
PAT/ sh
P►iIL THINGSI-AD
WESTERN ALASKA BUILDING
CONSTRUCTION TRADES COUNCIL
AFL-CIO
liojti, c? tt-,e 6310 Nlr"'V
161E. W Nor4'+r!n lights, S!e, l04
Anthora�C, Alaska 99517
(907) 266-4766
i%b7) 276 3533
(
I
August.9, :191
(
Johr�''Wi,►3t'ama, Mayor
Ci t,y of Xen�'l
23ti iid�(1go
Konai, AY 90831
Ro : i.enai Congregate Housing
De®r *Aayor W3 1 I iaros,
Sy Sam aastop's own admtaeson, there are additional
errors In hill bid. Plesso see his enclosed I e t t a r
MATT GROSKIE
Sscrctory- iremurf�
lt,'seome now, at ;east to me, that there is no question
gnat,0aston & Aaaov,Iatez' bid on ,this protect should be
s,�t �t;ide as nonresponsive. It this were a state or
federal job, hilt bid would not even have been opened.
t,is .'. aat,ton st i t 1 has not given u comrnI trnont to IacaI
hiss, tI@'has, said only that he will n'ot pay for housing
for hir, Anchorage based hands. l oan, and will.
Quara;,t.ee t 4s.
I
I certainly hope,.John, that you and, the City Council
are willing 1.0 step tD the platb 'ond make your proper
t;ecisaon as per your bid r'equiremonts.
Sin rely,
L ,S
Phil Things ad
Presidsnt
Western Alar-Ya Buslding Trades
PAT/we
8511 Harcxeil Road
Anchorase, Alaska 99507
<:OnlraCtorl, Li<enie OA13750
Fax (907) 349•8691 Phono (907) 344.1717
AVOUe3T 7, tOPt
1 '1
CITY OF KE,NA I
Zia Er 1 OALWI STRECT %I
XENAI, ALASKA 99611 '
LL.
REFIERENCe' KHNA I CONGREGATE HOV$ 1 NO
8VQJECT1 9UQCQNTRACTOR CHANGE
GEAR 1491TH,
PCR <SUR CONVERSATION, THIS 16 TO GONF 11ZM YHAT WE L I GTt50 NORM'S
04VNIS 1 NQ ANO HE:ATI Nt3 AS OUR MECHANICAL SUBCONTRACTOR. HOWEVER,
NORM'S EXCLU0110 K I RF SPRINKLERS W14 I CH WE M 1 5$E0 . THIS ITEM 19
WORTH APPROX IMATCLY $t 00 , 000 . We WILL THEREPOR9 NE;gp TO USE;
peC)OUBY PLQMB I-NG E NSTEAO Or NOAM' S . IF THIS 15 NOT ACCEPTAOL E ,
THEN WE_ WI L4 NEGO T Dta ARE ERROR, _ WI: REGRET THE IMAoVER*rENr
E'()�R. HOWF-V 7H ! 5 IS AN I Nr4isMAL I TY ANt3 Th�E: SUBCONTRACTOR is
STILL LOCAL.
W,�' 010 NOT SCEs WHESa -THE CON7'RACTO19' S QVI~ ST I ONNA I RE WAS RE00 1 liCD
01 TH 010 NOS 00 WE; r= g t THAT IS WAS $ I NCI; rma u I Q roRm 5 rA fG,r,
THAT IT 13 nrLOU I RCO WITHIN t O OAVS AF'TraR NOTICE OF AWARO .
IF YOU HAVE ANY QUESTIONS, PLEASE CALL Mir CIA LEE P$L?EIRSON AT a44 -
1717.
SINCG ELY,
,AM OASTON
PnE910ENT
FaWP S,oAM KerNA 1 Hc;VS I NG
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(,OCAL UNION NO. i2si
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ANCHOke',GK. ALASKA 1419501
Pax; 276-7962
PAOS I M I LE COVER SHEET
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POY Number (907) 270-796Z
Contact:
To I ephone NO. /v
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Phone (206) 734-81/ Pax (206) 734-8571
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WA. CONTRACTOR LICENSE NO, DA-WS-OC-C249RI
AK, CONTRACTOR LICENSE NO. AA 000d
August 9, 1991
AU
Mayor John Williams
City of Kenai
210 Fidalgo Avenue
Kenai, AK 99611
RE: Kenai Congregate Housing Project
Dear Mayor Williams: -
We have been informed that the City of Kenai is considering awarding the contract
for construction of the Kenai Congregate Housing Project to Gaston and -
Associates, even though Gaston has qualified his bid due to an error, and even
though Gaston failed to submit all required bid documents.
In Gaston's August 7th letter to the City of Kenai, he places additional
conditions on his bid which other bidders have not; i.e, either we are allowed
to change our mechanical contractor or our bid price is no good. By allowing
Gaston to change a named subcontractor prior to acceptance of his bid, you would
be allowing him to correct his bid after the bid closing time, which is not a
minor informality. At the pre -bid meeting, Mr. Keith Kornelis did mention that
the City had some discretionary power in deciding whether a named subcontractor
could be changed. Examples given at that time were for such things as a
subcontractor who could not perform. However, allowing Gaston to change a named
subcontractor, prior to acceptance of his bid, and due to an admitted error in
Gaston's bid, is the same as allowing Gaston to raise his bid price.
Furthermore, Gaston's bid should ;be considered non -responsive because of their
failure to submit the Contractor's Questionnaire. Section d. of Article 1.2,
Instructions to Bidders, states "The Bidder shall complete the attached
Contractor's Questionnaire and submit it with his bid." Section g. of the
Instructions to Bidders lists items that are to be included in the bid proposal
prior to the bid opening. Included in that list is the Contractor's
Questionnaire.
-�N EOUAL OPPORTUNITY EMPLOYER
August 9, 1991
Mayor John Williams
City of Kenai
Is the City of Kenai willing to allow a precedent to be set Which says it is
acceptable for bidders to the City of Kenai to qualify their bids after bid time,
that it is acceptable to omit forme required by the bidding instructions, and it
is even acceptable to change your bid after bid time?
Under the circumstances, we believe that Gaston and Associates' bid should be
declared non -responsive, due to the fact that their bid has additional conditions
placed on it, and that their bid did not contain all the required bid documents.
• A
Sincerely,
Dawson Constructi pany
Jame D. Prill, Treasurer
I_ i._++.. :1��..� F.I..
GASTON& AssociATrs 0 1 IV C.
GENERAL CONTRACTORS
8511 Hartzell Road
Anchorage, Alaska "507
Contractor's Licenst OA13750
Fax (907) 349.8691 Phone 007) 344.1717
AV4U8T 7, 1,001
CITY OF KGNAf
210 F I OALOO STREET
KENA I , ALASKA 99011
REFERENCE' KENA I CONGnUOATC 14OV$ 1 NG
SUBJECTi SU$CONTAACTOA CHAN06
DEAR KEITH:
PER OUR CONVERSATION, TH 1 S IS TO CONI± I nM TNAY WE L I STE0 NOnm , S
PLUMNING ANO HEATA NO AS OVA MECHANICAL SVBCONTRACTOR. HOWEVER,
NORM'S EXCLUDED !FIRE SPR (N K L ERS W)j 1 CH WE M I SS£0 . YA I S ► TEM IS
`. WQATH APPROX I MAYCLY 6 100 , 000 .. WE WILL THEA FOAL NCFCO TO VSE >
REDOUBT PLUMB mo INSTEAD OF NORM' $ , f F THIS I $ NOT ACCEPTA13LE ,
*THEN W£ WI LI. NQBO TO OECLARE ERROR. WE ArOAET THE I NAOVEF TeNT
, CR90R, k0W9V9R -TH 1 r 49 AN I Nr"(;AMAL I TY ANO THE SUBCONTRACTOR IS
STILL LOGA6.
WE 010 NOT SCE WHEnC .THe CONTRACTOR' t', OVEST I ONNA i RE WAS REQV I nef)
WITH 8 t O NOR 00 WE FCCCL THAT 1 S WAS SINCE YH£i 910 FORM STATES
THAT 1 Y It 11COU i REO WITHIN 10 DAYS AP TER NOTICE OF AWARD,
IF YOU HAV9 ANY QV ST1QNa, PLEASE CALL ME OR LEE PCt)eRSON AT a44-•
1717.
SING ELY, i
AM GASTON
PAEs I ocNT r
PWP SAM KENAI HQV$INO
ATTACHMENT C
1►�aIF%�1
G't aqe wDi a Pasi-- t a,& a line /
MEMORANDUM
TO: Councilmembers
City of Kenai
FROM:C/(6 Cary R. Graves, City Attorney
!-��City of Kenai
DATE: August 12, 1991
RE: CONGREGATE HOUSING BIDS
/1u/n
CITY OF KENAI /
Cam 4 41a4w,,,
210 Fidalgo Avenue
Kenai, Alaska 99611
TELEPHONE 283-7535
FAX 907-283-3014
This department has been requested to issue an opinion whether
the low bid on the Congregate Housing Project was in compliance
with the bid instructions.
The allegation of noncompliance is based on Gaston's failure to
submit a Contractor's Questionnaire with the bid proposal.
According to an August 7, 1991. memorandum from Public Works
Director Keith Kornelis, the omission was due to contradictory
instructions in the bid documents.
The Instructions to Bidders asked for the Contractor's
Questionnaire to be included in the bid proposal. However, the
Bid Form and notice of Award Form state the contractor has ten
days after the Notice of Award to submit the Contractor's
Qualification Statement. According to Mr. Kornelis, the forms
are the same. A contractor could reasonably rely on either
instruction in preparing its bid proposal.
Since the bid documents gave two methods of complying with the
.instructions, it is my opinion that a bidder complying with
either method would be in compliance with the bid instructions.
Accordingly, regarding this particular issue, it is my opinion
that if Gaston is awarded the contract, Gaston can comply with
the bid instructions by submitting a Contractor's Qualification
Statement within ten days after the Notice of Award.
CRG/clf