HomeMy WebLinkAbout07252016 City Council Laydowns i'll/ 5/76 LO
b. The Municipality acknowledges it has submitted a list of road segments for resurfacing that
exceed the available total project budget.
c. The Municipality requests that the DOT&PF resurface as much roadway as can be accomplished
from the following list of road segments within the limits of the funding without significant risk
of exceeding the total project budget of$2,967,682.
d. The DOT&PF agree to consult with City staff during the design phase prior to final
determination as to which road segments will be included in the construction phase of the
project.
e. The DOT&PF has complete discretion to select those road segments(below) for inclusion in the
Project. Consideration of which road segments to include will be guided in part by those road
segments that have the least complexities with right-of-way, drainage, utility conflicts and other
issues that would increase the costs of a given road segment.
Street Name From To Feet
Phoenix Road Barwell Street Middle of Curve 1000
Dora Way Phoenix Road Jackson's House 1000
Bear Drive Swetmann Avenue Phoenix Road 300
Resurrection Blvd. Alice Drive Bear Drive 1000
Marathon Drive Swetmann Avenue Iron Drive 800
Benson Drive Swetmann Avenue Jesse Lee Drive 800
Jesse Lee/Coolidge Benson Seward Highway 1200
First Avenue Adams Street A Street 2300
Fifth Avenue Washington Street Madison Street 1800
A Street First Avenue Third Avenue 650
Adams Street First Avenue Second Avenue 350
Adams Street Third Avenue Fifth Avenue 650
Washington Street Fourth Avenue 5th Avenue 300
Jefferson Street First Avenue Ballaine Boulevard 1600
Madison Street First Avenue Ballaine Boulevard 1600
Monroe Street Fifth Avenue Ballaine Boulevard 650
Sixth Avenue Jefferson Street Madison Street 350
C Street Third Avenue Fourth Avenue 300
(Q) Fifth Avenue A Street B Street 300
Ash Street Oak Street Dimond Boulevard 1500
Oak Street Ash Street Long Term Care Fac 500
Sea Lion Drive Elementary School Seward Highway 800
Birch Street Dimond Boulevard Alder Street 1500
Cedar Street Dimond Boulevard Ash Street 700
Alder Street Birch Street Dimond Boulevard 500
Lowell Point Road Bridge First Turnout 800
5. MAINTENANCE AND OPERATIONS
a. The Municipality agrees to maintain and operate the project at its own expense consistent with 23 CFR
1.27 and DOT&PF's Alaska Highway Maintenance and Operations Manual(AHMOM). In the event of
conflict between 23 CFR 1.27 and AHMOM,the more stringent provisions set the minimum standards.
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7/25 /(
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Project Name: [Seward Road Improvements]
Federal Project No.: [to be assigned]
State Project No.: [AKSAS# 58155]
Memorandum of Agreement
Between State of Alaska and the City of Seward
The parties to this agreement are the State of Alaska acting through its Department of Transportation
and Public Facilities (hereafter DOT&PF) and the City of Seward, a Municipality established under
Alaska law (hereafter the Municipality).
WHEREAS, Congress appropriated $2,699,700 for Seward Road Improvements;
WHEREAS, DOT&PF has the authority to plan, design, and construct Seward Area Paving
Improvements, identified as Seward Area Paving located within the boundaries of land owned or
governed by the Municipality (hereafter the project);
WHEREAS,the Municipality by resolution desires that DOT&PF plan, design and construct the
project;
THEREFORE, the parties, in consideration of the mutual promises contained in this agreement,
agree to the following:
1. PURPOSE AND ADMINISTRATION
a. The purpose of this Agreement is to set forth the requirements associated with the federal funds
available for the Project and to establish the responsibilities for the planning, execution, and
management of the Project.
b. The Federal Highway Administration (hereafter FHWA)designated DOT&PF as the agency in
Alaska to administer FHWA's federal funding programs.
c. DOT&PF is acting to fulfill its responsibility to the FHWA.
d. Alaska Statute 19.05.040 and AAC 17.55 provide that DOT&PF may enter into agreements with
municipalities relating to highways. In addition, AS 44.42.020 authorizes DOT&PF to cooperate,
coordinate, and enter into agreements with federal, state, and local government agencies in
exercising its powers and duties.
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2. FINANCIAL PARTICIPATION
a. The Municipality hereby agrees to provide the required non-federal matching funds in the
amount of$267,982 sufficient to match the full federal earmark of$2,699,700 for a total project
budget of up to $2,967,682.
b. The Municipality's match is due prior to further work being conducted on the Project by the
DOT&PF.
c. The total funding shall be available to DOT&PF for all phases of the project including
environmental, design, right-of-way certification, construction, utility related activities,
construction oversight and administration of the federal funds, as well as all other project costs.
d. The DOT&PF shall retain sufficient funds to adequately compensate for project closeout costs.
e. The Municipality and DOT&PF agree that any costs for the Project in excess of the total project
budget of$2,967,682or any costs ineligible for federal reimbursement are the responsibility of
the Municipality.
f. In order to avoid the Municipality needing to compensate for 100%of the cost above and beyond
the total project budget of$2,967,682,the DOT&PF intends to develop a conservative project
scope that has a high likelihood of coming in under budget. The DOT&PF may elect to stop
work, cancel work, or take other actions as necessary to avoid incurring costs in excess of the
total project budget.
g. The Municipality agrees, that unless specifically identified in writing, the Municipality is
ineligible for reimbursement of staff time and other costs accrued as part of the project
development process.
3. DELEGATION OF DUTIES
a. The DOT&PF is authorized to plan, design, and construct the project within available funds.
b. The DOT&PF has sole authority to select which of the road segments or partial road segments
will be improved.
c. The Municipality agrees to review provided plan sets within the timeframe identified by
DOT&PF.
d. The Municipality agrees to provide right-of-way documentation at no cost to the DOT&PF.
4. PROJECT SCOPE
a. The Municipality hereby states that the roads and rights-of-way within the Project's scope are
located within the boundaries of land governed by the Municipality, and the Municipality owns
and maintains all roads and rights-of-way within the Project's scope.
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b. The Municipality acknowledges it has submitted a list of road segments for resurfacing that
exceed the available total project budget.
c. The Municipality requests that the DOT&PF resurface as much roadway as can be accomplished
from the following list of road segments within the limits of the funding without significant risk
of exceeding the total project budget of$2,967,682.
d. The DOT&PF agree to consult with City staff during the design phase prior to final
determination as to which road segments will be included in the construction phase of the
project.
e. The DOT&PF has complete discretion to select those road segments (below) for inclusion in the
Project. Consideration of which road segments to include will be guided in part by those road
segments that have the least complexities with right-of-way, drainage, utility conflicts and other
issues that would increase the costs of a given road segment.
Street Name From To Feet
Phoenix Road Barwell Street Middle of Curve 1000
Dora Way Phoenix Road Jackson's House 1000
Bear Drive Swetmann Avenue Phoenix Road 300
Resurrection Blvd. Alice Drive Bear Drive 1000
Marathon Drive Swetmann Avenue Iron Drive 800
Benson Drive Swetmann Avenue Jesse Lee Drive 800
Jesse Lee/Coolidge Benson Seward Highway 1200
First Avenue Adams Street A Street 2300
Fifth Avenue Washington Street Madison Street 1800
A Street First Avenue Third Avenue 650
Adams Street First Avenue Second Avenue 350
Adams Street Third Avenue Fifth Avenue 650
Washington Street Fourth Avenue 5th Avenue 300
Jefferson Street First Avenue Ballaine Boulevard 1600
Madison Street First Avenue Ballaine Boulevard 1600
Monroe Street Fifth Avenue Ballaine Boulevard 650
Sixth Avenue Jefferson Street Madison Street 350
C Street Third Avenue Fourth Avenue 300
Fifth Avenue A Street B Street 300
Ash Street Oak Street Dimond Boulevard 1500
Oak Street Ash Street Long Term Care Fac. 500
Sea Lion Drive Elementary School Seward Highway 800
Birch Street Dimond Boulevard Alder Street 1500
Cedar Street Dimond Boulevard Ash Street 700
Alder Street Birch Street Dimond Boulevard 500
Lowell Point Road Bridge First Turnout 800
5. MAINTENANCE AND OPERATIONS
a. The Municipality agrees to maintain and operate the project at its own expense consistent with 23 CFR
1.27 and DOT&PF's Alaska Highway Maintenance and Operations Manual(AHMOM). In the event of
conflict between 23 CFR 1.27 and AHMOM,the more stringent provisions set the minimum standards.
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b. The Municipality shall perform its activities under this agreement at its sole cost and expense and without
reimbursement from DOT&PF. These maintenance activities include, but are not limited to:
(1) planning, scheduling,administration, and logistics of maintenance activities,
(2) traffic control and safety;
(3) preservation of drainage in an as-built condition, including maintenance of all culverts,ditches,storm
sewers,gutters,dry wells, and under-drains;
(4) embankment protection, including erosion control,to as-built conditions;
(5) roadside management;
(6) guardrails and guardrail end treatments;
(7) snow and ice control, including all plowing,sanding, culvert and storm sewer thawing, snow hauling,
winging,opening of shoulders,ice scraping, drift control,snow slide removal, and associated tasks as
may be required for the safe and timely passage of the public;
(8) maintaining signs and delineators in an as-built condition and their replacement, including posts and
foundations,when damaged, unreadable,or worn out;
(9) highway marking and repainting as required to maintain performance of their intended function;
(10)repair of street lights as required to ensure a functioning system, including repair/replacement of
lenses,light bulbs, photo cells,contacts,relays,and wiring;
(11)removal of debris,rubbish,and dead animals;
(12)signing of seasonal weight restrictions as may be required by local conditions;
(13)pothole repair using asphalt products on an as-needed basis;
(14)annual crack sealing;
(15)repairs of minor rutting,waves,sags, humps, corrugations, raveling, alligator cracks,pitting and
bleeding on a basis;and
(16)minor bridge repairs,which includes painting of localized rust areas,re-decking,and repair of
guardrail and railing sections.
c. Maintenance staff may be employees of the Municipality, another unit of government, or a
contractor under agreement with the Municipality. All maintenance will be performed at regular
intervals or as required for efficient operation of the complete project improvements. The
Municipality's maintenance responsibilities commence the date of project substantiated
completion.
6. INDEMNIFICATION
a. The Municipality shall indemnify, defend, and hold harmless DOT&PF, its officers, agents and
employees from all liability, including costs and attorney's fees, for all actions or claims
resulting from injuries or damages sustained by any person or property as a result of the
Municipality, its contractors', or its employees' performance of this agreement.
b. Responsibility for all actions or claims, including costs and attorney's fees, resulting from
injuries or damages sustained by any person or property arising directly or indirectly from the
Municipality's performance of the agreement, which result from the joint negligence of
DOT&PF and the Municipality, shall be apportioned on the basis of comparative fault.
7. DISPUTE RESOLUTION
a. If a dispute arises under this agreement between the municipality and DOT&PF, and the parties
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cannot resolve the matter between them within 45 days after the notice is given by the aggrieved
party to the other party, the aggrieved party may request that the matter be resolved by
arbitration.
b. Each party shall appoint an arbitrator to hear the dispute. The two arbitrators acting together shall
select a third arbitrator with all appointments to occur in accordance with State Procurement
code,AS 36.50. The three arbitrators shall hear the matter under such rules and procedures, as
they deem necessary to conduct the proceedings.
c. Each party shall pay the expenses of the arbitrator it appoints and shall pay half of the cost of the
proceedings and the third arbitrator.
d. Except when the provisions of this paragraph provide otherwise, an arbitration under this
paragraph is subject to AS 09.43.010—09.43.180, the Uniform Arbitration Act.
8. DISADVANTAGED BUSINESS ENTERPRISE (DBE) POLICY & OBLIGATION
a. It is the policy of DOT&PF that disadvantaged business enterprises, as defined in 49 C.F.R. Part
26, as amended, shall have the opportunity to participate in the performance of contracts
financed in whole or in part with DOT&PF funds under this Agreement. The DBE requirements
of applicable federal and state regulations apply to this Agreement.
b. The Municipality and its contractors agree to ensure that Disadvantaged Business Enterprises as
defined in applicable federal and state regulations, have the opportunity to participate in the
performance of contracts and this Agreement. In this regard, all recipients and contractors shall
take all necessary and reasonable steps in accordance with applicable federal and state
regulations,to ensure that the Disadvantaged Business Enterprises have the opportunity to
compete for and perform contracts. The Municipality shall not discriminate on the basis of race,
color, national origin or sex in the award and performance of Department assisted contractors.
9. CONTACTS
The DOT&PF's contact is Aaron Hughes, DOT&PF Project Manager. The Municipality contact is
W.C. Casey, or as may be re-designated in writing from time to time.
10. PENALTY FOR BREACH
a. If the Municipality breaches its obligations under this agreement prior to advertising for
construction, DOT&PF will reevaluate each project nominated by the Municipality without
consideration of Municipality maintenance. Municipality projects will be placed in the State
Transportation Improvement Plan in accordance with their revised scores.
b. If the Municipality breaches this agreement after advertisement of a project, DOT&PF may, at its
sole discretion,proceed with construction of the project. In the evaluation of other projects in the
succeeding six years after the breach, the DOT&PF will not include consideration of municipal
contribution until the Municipality has cured the breach to the DOT&PF's satisfaction.
5
c. If notified by DOT&PF in writing that it is in violation of any of the terms, conditions, or
provisions of this agreement, and a default has occurred,the Municipality shall have 30 days
from the date of such notification to remedy the default or, if the remedy will take in excess of 30
days to complete, the Municipality shall have 30 days to satisfactorily commence a remedy of
the causes preventing its compliance and curing the default. Expiration of the 30 days and failure
by the Municipality to remedy, or to satisfactorily commence the remedy of,the default whether
payment of funds has been fully or partially made, shall result in the termination of this
agreement by DOT&PF.
d. The Municipality, upon receiving a notice of termination from DOT&PF for default, shall cease
work on the terminated activities covered under this agreement. If so requested by DOT&PF,the
Municipality shall assign to DOT&PF all its rights,title, and interest to any contracts it has with
any consultants or contractors. Otherwise,the Municipality shall terminate all contracts and other
agreements it has entered into relating to such covered activities,take all necessary and
appropriate steps to limit disbursements and minimize any remaining costs. At the request of
DOT&PF, the Municipality may be required to furnish a report describing the status or project
activities as of the date of its receipt of notice of termination, including results accomplished and
other matters as DOT&PF may require.
11. AMENDMENT OF AGREEMENT
This agreement may only be modified or amended by written agreement signed by the original
signatories or their successors in office.
12. AGREEMENT TERMINATION
DOT&PF may terminate this agreement if DOT&PF determines that termination is in the best
interest of the state. DOT&PF will give written notice to the Municipality of its decision to terminate
the agreement not less than 15 days before the effective date of termination.
13. THE WHOLE AGREEMENT
This agreement constitutes the entire agreement between the parties. There are no other understandings
or agreements between the parties, either oral or memorialized in writing regarding the matters
addressed in this agreement. This agreement may not be amended by the parties unless agreed to in
writing with both parties signing through their authorized representatives.
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SIGNATURES
State of Alaska
Dated: Department of Transportation and Public Facilities
By:
(Name)
Title:
Dated: City of Seward
By:
(Name)
Title:
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8
USDA
______...............
FOREST SERVICEI ,PN5 so( b
Chugach National Forest
161 E. 1St Avenue, Door 8 News Release
Anchorage,AK 99501
(907) 743-9500
July 15, 2016
Contact: Alicia King
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Public Affairs/Partnership
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,T 907-231-0172
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U.S. Forest Service Seward Ranger District Office to Relocate
to Kenai Lake Work Center
SEWARD,AK(July 18, 2016) - The Chugach National Forest Seward Ranger District Office of the
U.S. Forest Service (USFS),will be moving from Seward the first week of August to the Kenai Lake
Work Center located north of the city along the scenic All-American Seward Highway.The
relocated office will be open for business by August 15, 2016.
Approximately four employees currently work at the Seward District office providing services such
as recreation information for hiking, fishing, camping, permits for wood products, information on
subsistence,and general Forest Service information.
"We value being part of the community and we welcome the citizens of Seward and visitors to the
Chugach National Forest to visit our new location for the same services and information we
currently provide. We will continue to be a part of the community in every way possible" Says
Francisco Sanchez, Seward District Ranger.
The Seward District office move will save money, while still being able to provide services to the
community. The relocation will also allow staff to be in one location which will build a stronger
more cohesive team and work environment.
The office, currently located at 334 Fourth Avenue,will be relocated to 29847 Seward Highway
(mile marker 23.5.) The newly relocated office will be open Monday through Friday 8 a.m.to 4:30
p.m.The main phone number is 907-224-3374.
Visitors to the area can also find information about the Chugach National Forest at two Seward
locations; the Seward Chamber of Commerce and the Visitors Center at Kenai Fjords National Park
Visitor Center.
The Chugach National Forest is the western most and northern most National Forest in the United
States. It is comprised of 5.4 million acres. The Seward Ranger District encompasses the western
most 890,000 acres of the Forest.
###
Brenda Ballou
From: Johanna Kinney
Sent: Monday, July 25, 2016 8:48 AM
To: Sanchez, Francisco B -FS
Cc: Brenda Ballou
Subject: RE: tonight...
Hi Francisco,
My name is Jean, and I am helping out in the Clerk's Office. Johanna is now on maternity leave.
Please come to the council chambers which is in the city hall building downstairs on the corner of 5th and Adams St.at
7:00 pm. After roll call, citizens comments and agenda approval,there are two reports ahead of yours. If you are
running a bit late, a guess of about 7:20-30 is when your report begins.
Have a great presentation tonight! ---Jean Lewis,Temporary Deputy City Clerk
Brenda Ballou, CMC
Acting City Clerk for Johanna Kinney
From: Sanchez, Francisco B -FS [mailto:fbsanchez@fs.fed.us]
Sent: Monday, July 25, 2016 7:50 AM
To: Johanna Kinney
Subject: tonight...
Hi Johanna, what time would you like me to be there,and where is the meeting, I haven't been to one yet,thank you,
fbs—
Francisco B. Sanchez qq
District Ranger I (JL31,(s i v
u. . ice
hugach Nation. Forest
sward Ranger DI Ict
p:907-288-7730
f:907-288-2002
fbsanchezcp s.f •.•s
- and highway
Seward,AK 99664
Caring for the land and serving people
U S
This electronic message contains information generated by the USDA solely for the intended recipients. Any
unauthorized interception of this message or the use or disclosure of the information it contains may violate the
law and subject the violator to civil or criminal penalties. If you believe you have received this message in error,
please notify the sender and delete the email immediately.
NOTE: This message was trained as non-spam. If this is wrong, please correct the training as soon
as possible.
Spam
Phish/Fraud
Not spam
Forget previous vote
2
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•
°COMMUNITY
<HEALTH
CENTER
Report to City Council July 25, 2016
Patient Activity for January— June 2016:
• 1,117 Unduplicated Patients (still growing @ over 25% per annum)
• 2,204 Patient Visits
Financial Highlights for FY 2015 and Year-to-Date 2016:
• SCHC just completed its first independent financial audit with BDO for FY 2015.
SCHC received an unmodified (i.e. clean) opinion from the auditors. A positive
bottom line of $49,381 was realized for 2015, and we finished the year with a strong
balance sheet position.
• Through six months of FY 2016, SCHC has a positive bottom line of $61,433. Its net
cash position has also improved since the end of FY 2015 as volumes increase and
federal grant drawdowns are now done on a consistent monthly basis.
• The Finance Committee and Board are now considering an appropriate operating
cash reserve policy in accordance with prudent fiscal management.
• Two, one-time supplemental grant applications to HRSA have been recently
submitted. One is for $35,000 to help us achieve Patient Centered Medical Home
(PCMH) national certification. The other is for $42,510 to help with health
information technological enhancements. Most of these funds will be used for
upfront Epic conversion costs. Both awards should be received by September.
• Our federal 330 grant budget is due September 16th. The SCHC Board will act on
the budget on August 25th. Look for a special Council meeting in late August or
early September as per Coordinating Committee direction.
Current Provider and Support Staffing:
• SCHC now employs two full-time family medicine physicians (Dr. Van Camp and Dr.
Allen) and two full-time Physician Assistants (Jeanette Nienaber and Amy Knissel). Amy
started as our fourth full-time provider this month.
• SCHC added an RN Charge Nurse position in early June. This brings to three the number
of RN's working at the health center in key roles, in addition to four medical/nursing
assistants and other support positions. 20 FTE's in total.
• SCHC has seen some natural turnover in positions this year. Encouraging has been the
number of qualified applicants we have seen apply compared previous years.
SCHC REPORT TO CITY COUNCIL
Major Projects and Initiatives:
• The first project is the implementation of a 340B federal discount drug purchasing
program. Working contractually with Safeway as our contracted pharmacy and
McKesson as our 340B approved wholesale supplier, SCHC will realize estimated savings
that will directly accrue to its bottom line of $150,000 or more per year at current
volume levels. This program goes into effect October 15t
• The second project is the conversion of our electronic health record system from
NextGen, our current vendor, to Epic through a very beneficial "sharing" program
offered through Providence Health and Services. Not only will this new electronic
system improve many operational functions, it will result in annual operating cost
savings of an estimated $60,000 per year. "Go Live" is October 31st
• The third project is seeking national recognition as a Patient Centered Medical Home.
Similar to the hospital seeking national accreditation status, PCMH status means the
health center has been deemed to operate in a manner that meets a very
comprehensive set of national standards. Our PCMH Team intends to receive PCMH
status by summer of 2017.
• Lastly, the Board has formed a Capital Project Committee due to health center growth
and the very restrictive and disjointed space conditions. Sites close to the hospital are
being considered for a standalone, 8,000 sq. ft. clinic facility so that programmatic
integration with the hospital may be continued. An HRSA contracted consulting group is
being retained at no cost to assist with assessing financing options. Council Member
Squires has been very kind to provide valuable advice and counsel to the Committee.
Other Highlights and Points of Interest:
• SCHC is working collaboratively with PSMCC administration to develop a procedure
program and specialty outreach clinics for Seward. In active development with
interested practitioners are an outpatient procedures program, a monthly podiatrist
clinic, optometry clinics, a regular Saturday pediatric clinic and a periodic neuro-
psychology clinic.
• The Governing Board continues to function very well with active monthly meetings and
four active working committees. Two vacancies exist for which applications are now
being accepted. And three additional seats will be open in January due to term limits.)
Board officers changed as per the SCHC Bylaws in January 2016.
• Our Care Coordination Team continues to provide additional clinical and social services
support to patients with complex chronic medical and social conditions. We are now
participating in a Care Management Consortium consisting of four Providence hospitals,
three FQHC's and one private practice.
• We are working with a graduate nursing student who is conducting three patient focus
groups. The qualitative input received from these patient groups will be very valuable
and will supplement the quantitative data received through our periodic patient
satisfaction surveys.
• I continue to work closely with Kathy Kloster and Joe Fong as the three representatives
to the KPB Health Care Task Force. A formal report and recommendations from the
Task Force should be ready for presentation to the Assembly by late 2016 or early 2017.
SCHC REPORT TO CITY COUNCIL