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Home My WebLink About04032013 PACAB Packet Port and Commerce Advisory Board Regular Meeting of set v b 4 ,,,1 v d iti'maj aP • April 3, 2013 Council Chambers noon SEWARD PORT AND COMMERCE ADVISORY BOARD Regular Meeting April 3, 2013 12:OOPM COUNCIL CHAMBERS 1. CALL TO ORDER Deborah Altermatt Board Member Term Expires 07/2013 2. PLEDGE OF ALLEGIANCE Daryl Schaefermeyer 3. ROLL CALL Board Member Term Expires 07/2014 4. SPECIAL ORDERS, PRESENTATIONS AND Bruce Jaffa REPORTS Board Member Term Expires 07/2014 A. AKRR Representative- Louis Bencardino Daniel Oliver B. Harbormaster Report — Mack Funk Board Member Term Expires 07/2013 C. Chamber of Commerce Report- Cindy Clock Steve Fink Board Member D. Administration Report- Ron Long Term Expires 07/2014 Bob Linville 5. Citizens' comments on any subject except those items Board Member scheduled for public hearing. [Those who have signed in Term Expires 07/2014 will be given the first opportunity to speak. Time is limited Carl Hughes to 2 minutes per speaker and 30 minutes total time for this Board Member agenda item.] Term Expires 07/2014 Jim Hunt 6. Approval of agenda and consent agenda [Approval of City Manager Consent Agenda passes all routine items indicated by asterisk ( *). Consent Agenda items are not considered Ron Long separately unless a Board Member so requests. In the Assistant City Manager event of such a request, the item is returned to the Regular Mack Funk Agenda.] Harbor Master Suzi Towsley Executive Liaison City of Seward, Alaska PACAB Agenda April 3, 2013 Page 1 7. INFORMATIONAL ITEMS, REPORTS AND PRESENTATIONS — A. SMIC /CVRF update B. Memo re: April 8th Alaska Railroad Breakfast meeting 8. UNFINISHED BUSINESS A. PACAB Resolution 2013 -01 recommending the revision of the 2013 Harbor Tariff to eliminate the requirement for passenger fees for students that are part of a classroom group, tabled from 3 -6 -13 meeting. 9. NEW BUSINESS A. PACAB Resolution 2013 -02 recommending council approval of PACAB priorities from April 2013 to March 2014 B. SMIC Vessel Wash Down Pad • Construction Contract Award • Proposed Operating Rates and Rules C. Setting a topic for the April 17, 2013 work session D. PACAB travel cost approval for Seattle- Port Development Trip E. * March 6, 2013 Minutes 10. CORRESPONDENCE, INFORMATIONAL ITEMS AND REPORTS (No action required) - A. 11. BOARD COMMENTS 12. CITIZEN COMMENTS [5 minutes per individual - Each individual has one opportunity to speak] 13. BOARD AND ADMINSTRATIVE RESPONSE TO CITIZENS'COMMENTS 14. ADJOURNMENT City of Seward, Alaska PACAB Agenda April 3, 2013 Page 2 MEMORANDUM DATE: 3 -20 -13 r sF TO: Port and Commerce Advisory Board ;' FROM: Ron Long qjq x tp' • SUBJECT: Seward Chamber of Commerce /PACAB Co -host Breakfast Project Reception with AK Railroad The Alaska Railroad will make a short presentation announcing their local development plans to the public and Council at the Monday April 8 City Council Meeting. The Railroad would like to then have a more in depth discussion with community and business leaders the next morning at a breakfast meeting. Administration suggests PACAB and the Chamber partner and co -host that breakfast meeting with the railroad. This board can help consider City policies or regulations affecting the project while the chamber considers the private sector perspective. This breakfast meeting will be Tuesday April 9 from 8:00- 9:30 at the Breeze Inn. Sponsored by: PACAB CITY OF SEWARD, ALASKA PORT AND COMMERCE ADVISORY BOARD RESOLUTION 2013 -001 A RESOLUTION OF THE PORT AND COMMERCE ADVISORY BOARD, RECOMMENDING THE REVISION OF THE 2013 HARBOR TARIFF TO ELIMINATE THE REQUIREMENT FOR PASSENGER FEES FOR STUDENTS THAT ARE PART OF A CLASSROOM GROUP WHEREAS, Education of students is critical to the success of our community, state, and nation; and WHEREAS, due to economic challenges some students may not be able to afford the normal passenger fees that are collected by commercial vessel operators for the City Harbor Department; and WHEREAS, waiving student passenger fees may boost the local economy in both the short and long term. NOW, THEREFORE, BE IT RESOLVED BY THE PORT AND COMMERCE ADVISORY BOARD that: Section 1. Subsection 230 of the 2013 Harbor Tariff is hereby updated as follows (addition listed in bold italic): Subsection 230 PASSENGER FEES (a) Fee. In addition to other tariff provisions, the terms and conditions of this item apply and charges are assessed to passenger vessels, sport fishing vessels, guide and outfitter vessels, and all other vessels carrying passengers for compensation. A passenger fee of $3.50 per passenger shall be paid for each passenger embarking or disembarking a vessel at a City Dock, as such term is defined in subsection 100 hereof. The passenger fee is assessed once per passenger per excursion regardless of whether the passenger excursion is one -way or round -trip. As used in this subsection, "compensation" means payment to the vessel owner or operator whether by charter or through fares paid by or on behalf of passengers. (b) Exception. Notwithstanding Subsection 230 (a) no fee shall apply to students or support staff that embark or disembark a vessel as part of a classroom group. (bc) Filing of forms and payment of fees. Prior to January 1 of each year, operators of affected passenger vessels shall complete a passenger fee registration form provided by the City. Passenger fees shall be paid and reported to the City monthly, on a form, and in a manner, provided by the City, within 30 calendar days of the month following the month for which the fees are due. The City may require more or less frequent filing, depending on the account status of the filer. A return must be filed every period, even if no transactions have occurred. Failure to file a return is subject to a missed filing fee of $25 for each missed filing. Failure to remit all taxes collected or later found to be due by the due date, is subject to a penalty in the amount of 10% of the amount owed, plus interest charged at the maximum rate allowed by law per year, compounded monthly. Port and Commerce Advisory Board RESOLUTION 2013 -001 (ed) Failure to file. When an operator fails to file a return, or when the city manager finds that a return filed by an operator is not properly supported, the city manager may prepare and file a return on behalf of the operator. Passenger fees estimated on a return filed on behalf of the operator may be premised upon any information that is available to the city manager including, without limitation, comparative data for similar businesses. An operator for whom an involuntary return is filed under this subsection shall be liable for the passenger fees stated on the return as well as any applicable penalties and interest as stated in 230 (bc). Section 2. This resolution shall take effect 10 days following adoption by the City Council. PASSED AND APPROVED by the Port and Commerce Advisory Board this 3 day of April 2013. THE CITY OF SEWARD, ALASKA Deborah Altermatt, PACAB Chair AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) Agenda Statement • Meeting Date: March 6, 2013 Tabled and revisited on April 3, 2013 Lt 1 84, 4 S 4 . r • To: Port and Commerce Advisory Board ••., From: Seward Harbormaster q `p �ASII� • Agenda Item: Waiver of passenger fees for students BACKGROUND & JUSTIFICATION: In 2000, the City adopted a passenger fee of $1.50 per passenger in order to repay Revenue Bonds that were used to fund harbor improvements. With more borrowing, the fee was later increased to $3.50 per passenger. Non - paying passengers don't pay this fee, such as during the popular "Combat Fishing" tournament. It is now proposed that students (and support staff) that are part of a classroom group would also be exempt from the passenger fee. While this will reduce the fees that flow into this account, it is likely that it will result in more overall passengers and more business activity and more sales tax receipts. It is also expected that bringing more young students to Seward will encourage subsequent visits. In order to implement this change, a tariff revision is necessary. INTENT: The purpose of PACAB Resolutions 2013 -001 is to exempt students from paying passenger fees. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (document source here): Continue to support, 1. promote, enhance and develop harbor facilities to accommodate X Seward's growing demand for marine transport facilities. (page 33) Strategic Plan (document source here): Adjust local development 2. regulations where appropriate, to encourage development that is X consistent with our economic vision. (Page 5) 3. Other (list): FISCAL NOTE: The annual number of students expected to be eligible would be about 1,500- 2,000 for the season between the two large tour operators, thus a revenue impact of $5,250 - $7,000. RECOMMENDATION: Approve PACAB Resolution 2013 -001 recommending changes to the 2013 Harbor Tariff. Sponsored by: PACAB CITY OF SEWARD, ALASKA PORT AND COMMERCE ADVISORY BOARD RESOLUTION 2013 -002 A RESOLUTION OF THE SEWARD PORT AND COMMERCE ADVISORY BOARD (PACAB) RECOMMENDING COUNCIL APPROVAL OF PACAB PRIORITIES FROM APRIL 2013 to MARCH 2014 WHEREAS, PACAB's responsibilities are listed in SCC§ 2.30.325 Powers and Duties; and WHEREAS, City Council and PACAB held a February 11, 2013 joint work session to review and update the current Priorities List. WHEREAS, at the March 20, 2013 meeting PACAB discussed and reviewed their Priorities List; and NOW, THEREFORE, BE IT RESOLVED by the Port and Commerce Advisory Board that: Section 1. The following List of Priorities through April 2014 is hereby approved by the Board and recommended to Council for their approval: PRIORITIES 1) Work to recruit industries to Seward including the Coastal Villages Regional Fund Fleet. 2) Help lead Seward Marine Industrial Center (SMIC) development 3) Prioritize Federal and State Priorities for Port & Commerce Initiatives 4) Make recommendations to streamline economic development procedures. 5) Review parcels available for lease and /or for sale. Section 2. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the Port and Commerce Advisory Board th 3r day of April, 2013. THE CITY OF SEWARD, ALASKA Deborah Altermatt, Chair AYES: NOES: ABSENT: ABSTAIN: VACANT: ATTEST: Johanna Kinney City Clerk, CMC (City Seal) CITY OF SEWARD + Harbor Department " ` )07221 3138 )07.221 P. O. Box 167 . 907.224.7187 fax r t �,.< < ,:. 410 Adams Strrct�. •4: # harbormastcr@cityolscw<ud.nct Seward, Alaska 99664 March 27, 2013 Matt Genovese Harmon Construction, Inc. 802.5 Port Ave. P.O. Box 1650 Seward, AK 99664 RE: Seward Marine Industrial Center (SMIC) — Vessel Washdown Pad — Phase I NOTICE OF INTENT TO AWARD Dear Mr. Genovese, The City of Seward intends to award the Construction Services Contract for the SMIC - Vessel Washdown Pad — Phase I to your company Harmon Construction, Inc. as the lowest qualified responsive and responsible bidder for this project. I have included the City's proposed contract with this letter for your convenience. In order for the City to award the contract, Harmon Construction will need to provide to the City all documents required for award, per Section 00200 of the Contract Documents, no later than Tuesday April 2, 2013. The total construction cost shall not exceed $549,786.00 for the construction of both the Base Bid and the Additive Alternate. The award of the contract is also contingent upon City Council approval which is scheduled to take place on April 8, 2013. The City Council may reject any or all proposals and may waive minor irregularities in the proposals. I will be contacting you today to begin discussing the proposed contract and further details. If you have questions, please don't hesitate contacting me at 907.224.4357 or through email to mfunk@cityolseward.net. Sincerely, Mack Funk Seward Harbormaster Agenda Statement e of sF Meeting Date: April 8, 2013 a u .,lr To: City Council 411 4 . 0* 4 a asw • Through: City Manager Jim Hunt From: Harbormaster Mack Funk Agenda Item: Construction contract with Harmon Construction for the Vessel Wash Down Pad at SMIC BACKGROUND & JUSTIFICATION: The City received a grant for $620,656 from the Exxon Valdez Oil Spill Trustee Council for the construction of the Vessel Wash Down Pad at the Seward Marine Industrial Center (SMIC). The project has been designed and administered by PND Engineers. The City worked with PND Engineers, Inc. to draft and finalize a competitive bid package based on the City's standard construction agreement, the scope of work and the availability of funds. This competitive bid package was advertised according to SCC 6.10.210 and SCC 6.10.215. Three bids were received by the City by the deadline of 3:00 p.m. on March 21, 2013. One bid was disqualified as being non - responsive. The City and PND Engineers, Inc. reviewed all bids and concluded Harmon Construction was the lowest, most qualified and responsive bidder with a total bid amount of $549,786 including the Base Bid and Alternate A. The bid tabulation was as follows: Seward Marine Industrial Center (SMIC) - Vessel Washdown Pad - Phase I BID TABULATION Engineers Estimate Harmon Construction Prosser -Dagg Construction BASE BID PRICE $458,450 $479,786 $575,478.11 ADD. ALT. A CONST. BID PRICE $107,000 _ $70,000 $59,964.90 TOTAL BASE BID & ADDITIVE ALT. A BID PRICE $565,450 $549,786 $635,443.01 INTENT: Enter into a construction contract not -to- exceed $549,786 with Harmon Construction for the installation of a concrete pad, pressure washing, and recycling system as outlined in the competitive bid package and appropriate funds (including Alternate A). CONSISTENCY CHECKLIST: Yes No N/A 1 Comprehensive Plan (document source here): Continue to support, X promote, enhance and develop harbor facilities to accommodate Seward's growing demand for marine transport facilities. (page 33) 2 Strategic Plan (document source here): Seward Marine Industrial Center X Development Plan 3. Other (list): X FISCAL NOTE: The construction work will be paid from the Exxon Valdez Oil Spill Trustee Council grant $620,656 as administered by the Alaska Department of Environmental Conservation. The grant will also pay up to an additional $51,900 for professional construction management services. Funds are required to be appropriated in the amount of $55,000 representing a 10% contingency on the construction project and will be utilized only if required by justifiable cost over -runs approved in advance by the City Manager. The City of Seward will not charge the standard 10% administrative overhead charge to this project. Approved by Finance Department: ATTORNEY REVIEW: Yes No X RECOMMENDATION: Council support Resolution 2013- authorizing the City Manager to enter into a construction contract with Harmon Construction, the most qualified, responsive and lowest bidder, to construct a Vessel Wash Down Pad at SMIC as outlined in the competitive bid package for an amount not -to- exceed $549,786 and appropriate funds. Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2013 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONSTRUCTION CONTRACT WITH HARMON CONSTRUCTION IN AN AMOUNT NOT TO EXCEED $549,786 FOR THE VESSEL WASH DOWN PAD AT THE SEWARD MARINE INDUSTRIAL CENTER (SMIC) AND AN ADDITIONAL $106,900 IN PROJECT CONTINGENCY AND CONSTRUCTION MANAGEMENT COSTS, AND APPROPRIATING FUNDS WHEREAS, the City of Seward secured a $620,656 grant from the Exxon Valdez Oil Spill Trustee Council as administered by the Alaska Department of Environmental Conservation for the construction of a Vessel Wash Down Pad; and WHEREAS, installation of the new system will protect the environment by eliminating the runoff of potentially harmful chemicals and eliminating invasive species; and WHEREAS, the City developed a scope of work with the assistance of PND Engineers, Inc. and advertised a competitive bid package according to SCC 6.10.210 and SCC 6.10.215; and WHEREAS, three bids were received by the required deadline of 3:00 p.m. March 21, 2013; and WHEREAS, the City and PND Engineers, Inc. reviewed all bids and concluded Harmon Construction was the lowest, most qualified and responsive bidder with a base bid amount of $479,786 and an Alternate A bid amount of $70,000; and WHEREAS, the City and PND Engineers, Inc. agree that a ten percent (10 %) contingency is necessary for a project of this magnitude to address the potential for unforeseen project costs. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is hereby authorized to enter into a construction contract not - to- exceed $549,786 with Harmon Construction, including both the Base Bid and the Alternate A , for the installation of a Vessel Wash Down Pad at SMIC. Section 2. Funding for this contract in an amount not -to- exceed $549,786 is hereby appropriated from grant funds in account no. 278 - 2781- 4680 -0200 to contracted services account no. 278 - 2781 -5390. CITY OF SEWARD, ALASKA RESOLUTION 2013 - Section 3. Funding in an amount not -to- exceed $51,900 is hereby appropriated from the grant fund account no. 278 - 2781 - 4680 -0200 to the Vessel Wash Down Pad contracted services account no. 278- 2781 -5390 for the purposes of hiring a professional construction management services firm to oversee construction of the Vessel Wash Down Pad to ensure that the work is done in accordance with the specifications as outlined in the bid package. Section 4. Funding of a ten percent contingency in an amount not -to- exceed $55,000 is hereby appropriated from the Harbor Maintenance and Repair Fund ( "MRRF ") Reserves Account no. 402 - 0000 - 3071 -0276 to the Vessel Wash Down Pad contingency account no. 278 - 2750 -5XXX. The contingency will be utilized only if required by justifiable cost over -runs approved in advance by the City Manager. Section 5. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 8th day of April 2013 THE CITY OF SEWARD, ALASKA David Seaward, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) 2013 SMIC Vessel Wash Down Pad Rates and Rules DRAFT 3/29/2013 1. Pressure washing will be performed by private personnel. 2. Pressure Washing is mandatory for all boats hauled out. The vessel owner can determine how thoroughly they want to perform the job (15 minute minimum). 3. If for whatever reason, the wash down system is not useable, the Harbor will issue a "rain check" so that the facility can be used an another time and at the Wash /Hang Rate stated below. 4. Hauling out and hanging will be allowed for quick in and out jobs such as: prop repair, shaft work, stuffing box, and inspections. 5. The Harbor will set the boat on keel blocks during the pressure washing operation. 6, The Wash Down pad will shut down for the winter on October 15 depending on weather. More than 70% of haul -outs occur between May and October. 7. No pressure washing will be allowed in the boatyard other than on the pad. The only exception will be boats that are hauled out on the shiplift. 8. Vessel personnel must remove all debris scraped /washed off of vessels and properly dispose of debris. * * * * 2013 Tariff rate Base rate IS $346.50 (and $21.00 per foot over 55 ft.) plus 7% sales tax. Boat Length 56 ft. 75 ft. 95 ft. Lift Rate Including tax $393.23 $780.50 $1221.50 Wash /Hang rate 30 min 45 min 60 min $86.63 per 15 min Increments include $173.26 $259.89 $346.50 Washing vessel and $9.27 tax $0 TAX $0 TAX Clean -up of pad City of Seward, Alaska Port and Commerce Advisory Board Minutes March 6, 2013 Volume, Page CALL TO ORDER The March 6, 2013 regular meeting of the Port and Commerce Advisory Board was called to order at 12:04 p.m. by Deborah Altermatt. OPENING CEREMONY The group pledged allegiance to the flag. ROLL CALL There were present: Deborah Altermatt, Chair, presiding, and Darryl Schaefermeyer Dan Oliver Bob Linville Carl Hughes Comprising a quorum; and Steve Fink Bruce Jaffa Were excused Also present were: Mack Funk, Harbor Master Cindy Clock, Chamber Director Suzi Towsley, Board Liaison Louis Bencardino, Alaska Railroad SPECIAL ORDERS, PRESENTATIONS AND REPORTS 1. Rail Road report, Louis Bencardino- The Dock has been exceptionally busy and looking forward to another busy year. The Tustumena is expected to move to the Railroad Dock on May 10. A recent board meeting had seen the unveiling of a new development plan for the Seward property which was reviewed by this board with the fliers and brochures that Bencardino presented. Q- Hughes asked if any of this work was expected to begin this year. Bencardnio answered that yes, they expected to begin the dock widening. 2. Harbor Master Report — The legislative reception promoting the SMIC development project had gone well and hopeful. The Dock Walkers program was set to begin soon. An Alaska Instate Gas Pipeline (ASAP) meeting had taken place in February as the PACAB work session and the board discussed it. The Chahunta had hit something in the mouth of the harbor and the incident was being investigated. Other springtime harbor projects were underway including: the restroom remodel, D float and Synchrolift repairs. City of Seward, Alaska Port and Commerce Advisory Board Minutes March 6, 2013 Volume , Page 3. Administration Report: Coastal Villages was moving forward and efforts to development SMIC as well, including legislative funding request and lobbying efforts. CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Schaefermeyer/Hughes) Approval of Agenda Unanimous Consent Motion Passed Motion (Hughes /Schaefermeyer) 2013 -001, Recommending the Revision of the 2013 Harbor Tariff to eliminate the requirement for passenger fees for students that are part of a classroom group. Board Discussion Motion (Hughes / Schaefermeyer) Motion to table Resolution to the April 3, 2013 PACAB meeting. Motion To Table Passed Unanimously Motion (Hughes /Schaefermeyer) Motion to set the March 20 Work session topic as 2013 -14 PACAB Priorities Unanimous Consent CITIZENS' COMMENTS BOARD AND ADMINISTRATIVE RESPONSE TO CITIZENS' COMMENTS Hughes anticipated not being available for all of July. The board then discussed the summer schedule and possibility of canceling work sessions and possibly meetings. ADJOURNMENT The meeting was adjourned at 1:47 p.m. City of Seward, Alaska Port and Commerce Advisory Board Minutes March 6, 2013 Volume, Page Suzi Towsley Deborah Altermatt Executive Liaison Chair (City Seal) April 2013 April 2013 May 2013 SuMo SuMo TuWe Th Fr Sa TuWe Th Fr Sa 1 2 3 4 5 6 1 2 3 4 7 8 9 10 11 12 13 5 6 7 8 9 10 11 14 15 16 17 18 19 20 12 13 14 15 16 17 18 21 22 23 24 25 26 27 19 20 21 22 23 24 25 28 29 30 26 27 28 29 30 31 Monday Tuesday Wednesday Thursday Friday Apr 1 2 3 4 5 7:OOpm P &Z Mtg 12:OOpm PACAB Mtg u, a 8 9 10 11 12 7:OOpm CC Mtg N r-1 00 Q 15 16 17 18 19 6:OOpm CC Budget WS KPB Assembly I 12:OOpm PACAB Work 5 6:OOpm P &Z WS 6:30pm HP Mtg rn a 22 23 24 25 26 7:OOpm CC Mtg L0 N N N a 29 30 May 1 2 3 6:OOpm CC Budget WS n, 0 N Nanci Richey 1 4/1/2013 1:44 PM May 2013 MayeTh June2013 SuMo TuWe Th Fr Sa SuMo TuWe Th Fr Sa 1 2 3 4 1 5 6 7 8 9 10 11 2 3 4 5 6 7 8 12 13 14 15 16 17 18 9 10 11 12 13 14 15 19 20 21 22 23 24 25 16 17 18 19 20 21 22 26 27 28 29 30 31 23 24 25 26 27 28 29 30 Monday Tuesday Wednesday Thursday Friday Apr 29 30 May 1 2 3 12:OOpm PACAB Mtg rn 6 7 8 9 10 6:OOpm CCBudget WS 7:OOpm P &Z Mtg 13 14 15 16 17 7:OOpm CC Mtg 12:OOpm PACAB Work 5 6:30pm HP Mtg N m T 2 20 21 22 23 24 6:OOpm CC Budget WS 6:OOpm P &Z WS N N T 27 28 29 30 31 MEMORIAL DAY; OFFI 7:OOpm CC Mtg r-1 m N T r3 Nanci Richey 1 4/1/2013 1:45 PM