ANCHORAGE SCHOOL DISTRICT ANCHORAGE ALASKA ASD MEMORANDUM TO FROM by hubeybrown

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									                        ANCHORAGE SCHOOL DISTRICT
                           ANCHORAGE, ALASKA


ASD MEMORANDUM #330 (2007-2008)                                              June 9, 2008


TO:           SCHOOL BOARD

FROM:         OFFICE OF THE SUPERINTENDENT

SUBJECT:      AWARD OF CONTRACT:                 BARTLETT HIGH SCHOOL FIRE
              ALARM REPLACEMENT

ASD Goal:       Establish and maintain a supportive and effective learning environment
by providing safe, caring, barrier-free schools. Effective consultation with community to
ensure wise use of financial resources and responsible construction and maintenance of
facilities, and effective communication with students, staff, parents, community and
government at all levels.


RECOMMENDATION:

It is the Administration’s recommendation that the School Board approve and
authorize the Superintendent to award a contract for the Bartlett High School
Fire Alarm Replacement Project, to the lowest bidder, Electric, Inc. for the Base
Bid amount of $287,690.

PERTINENT FACTS:

On December 17, 2007 the School Board approved and authorized funding for
capital projects using interest earnings and project balances, which included
replacement of the fire alarm system at Bartlett High School, ASD Memorandum
#147 (2007-2008).

Bartlett High School is currently functioning with two fire alarm panels, one of
which was installed with the Theater Addition and Music Room Renovation
Project. This system consists of an addressable fire alarm panel with related
wiring and devices, which complies with current regulatory requirements.
Approximately 20% of the school is monitored by this system.

The remaining fire detection system utilizes outdated analog technology to
monitor 80% of the school. This system is obsolete and requires a high level of
maintenance to keep the system functioning at a minimal level of performance.
These efforts are compounded by the lack of spare parts availability and
technical support for this system.

This project will remove the existing analog panel, wiring and devices, and
install a new automatic addressable fire alarm control system along with related
wiring and devices to comply with current code requirements.

The Fire Marshall, school principal and ASD Maintenance Department were
consulted to determine the schools’ specific fire detection requirements. RSA
Engineering developed the project construction documents and will be assisting
in construction administration.

A solicitation for bids for Bartlett High School Fire Alarm Replacement was
issued on April 30, 2008. One (1) bid was received on May 21, 2008 (Attachment
A). The low responsive bid was submitted by Electric, Inc. (Attachment B). The
Facilities Department staff has evaluated the bid and has determined the bid is
competitive, based upon previous projects with similar components, and the
estimate provided by RSA Engineering prior to bid.

Electric, Inc. has completed all the standard requirements, by providing Payment
and Performance bonds and necessary insurance documentation. Electric, Inc.
has had previous experience as a contractor with the Anchorage School District,
completing fire alarm upgrades at Fire Lake and Spring Hill Elementary Schools,
lighting upgrades at Tudor Elementary and Gruening Middle Schools and an
intercom project at North Star Elementary School.

                             BUDGET SUMMARY

Design                                                                 $ 23,000
Construction                                                            287,690
Construction Contingency                                                  6,710
Other                                                                    27,600
Total Project Funding                                                  $345,000




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  CERTIFICATION OF FUNDS:

  (03)         Capital Projects Fund
  (00311801)   Bond 2002 Proposition 5
  (3118020)    B02 Prop 5 Redirected
  (5200)       Contracts

                                  Funding    Funding
                          Fund     Source    Control    Account Code     Amount
Bartlett High School       03     00311801    3118020    80062-5200      $287,690
                                                                Total:   $287,690

  CC/GV/RA/PC/JA/MP/RM/EK/RM/jg

  Attachments

  Prepared by:    Ron Minter, Project Manager
                  Edie Knapp, Project Manager
                  Rachel Molina, Project Support Analyst
                  Mike Price, Construction Manager
                  Jan Anderson, Contracting Coordinator
                  Pamela K. Chenier, Director of Purchasing/Warehouse
                  Ray Amsden, Director of Facilities

  Approved by: George Vakalis, Assistant Superintendent of Support Services




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                                                                     Attachment A

                     ANCHORAGE SCHOOL DISTRICT
                        ANCHORAGE, ALASKA


                              ABSTRACT OF BID



Commodity or Service:                     Bartlett High School Fire Alarm
                                          Replacement

                                          3 P.M., Anchorage Time
Bids Opened:                              May 21, 2008


Number of Invitations Sent:               Eighteen (18)


Number of Responsive Bids Received:       One (1)

Number of Non-Responsive
Bids Received:                            None (0)


Number of "NO BIDS" Received:             None (0)


                                          Anchorage Daily News
Advertising Date:                         April 30, May 1, 2, 2008


                                          1:00 P.M., Anchorage Time
Pre-Bid Conference Held:                  May 8, 2008


Addendum Issued:                          Addendum #1                May 14, 2008




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                                                                       Attachment B

                            ANCHORAGE SCHOOL DISTRICT
                             PURCHASING DEPARTMENT
                                 Contracting Section
                                  1301 Labar Street
                               Anchorage, Alaska 99515

                                  TABULATION OF BIDS

      Opened:       May 21, 2008, 3 P.M., Anchorage Time


      Invitation:   Bartlett High School Fire Alarm Replacement


                                        VENDORS

1. Electric Inc.
   5525 Laona Dr.
   Anchorage, AK 99518




                       DESCRIPTION               Estimate            1
                       Base Bid                  250,000          287,690
                       Recommend for                              287,690
                       Award




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