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08232021 City Council Packet
Seward City Council Agenda Packet • IvA 1111 L•,ALvire- rerei i . Monday, August 23, 2021 City Council Chambers Beginning at 7:00 p.m. 1963 1965 2005 The City of Seward, Alaska CITY COUNCIL MEETING AGENDA M-AmedcaC I �® Please silence all cell phones darning the meeting August 23, 2021 7:00 p.m. Council Chambers Christy Terry 1. CALL TO ORDER Mayor Term Expires 2022 2. PLEDGE OF ALLEGIANCE Tony Baclaan 3. ROLL CALL Vice Mayor Term Expires 2022 4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING [Those who have Sue McClure signed in will be given the first opportunity to speak. Time is limited to 3 minutes Council Member per speaker and 36 minutes total speaking time for this agenda item.] Term Expires 2023 5. APPROVAL OF AGENDA AND CONSENT AGENDA [Approval of Consent Agenda passes all routine items indicated by asterisk (*). Consent Sharyl Seese Agenda items are not considered separately unless a council member so requests. Council Member In the event of such a request, the item is returned to the Regular Agenda] Term Expires 2021 6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS A. Proclamations and Awards John Osenga 1. Honoring Seward High School Athlete Lydia Jacoby for Council Member Winning Gold & Silver Medals for Swimming in the Term Expires 2021 2021 Summer Olympics ................................. Pg. 4 2. Recognizing Nursing Supervisor Lynne Lawrence as Liz Spring Creek Correctional Center's Employee of the Year Counncilcil Member for 2020 .................................................... ................................... Pg. 5 Term Expires 2023 3. National Preparedness Month Proclamation .......... Pg. 6 4. Founder's Day Proclamation ............................ Pg. 7 Ristine Casagranda Council Member B. City Manager Report ......................................... Pg. 8 Term Expires 2022 C. Other Reports and Announcements [Reports must be submitted to the city clerk no later than noon on the Tuesday preceding the Monday meeting for inclusion in the packet. Five (5) minutes speaking time will be allowed for each report.] Janette Bower 1. Chamber of Commerce Report by Jason Bickling Pg. 23 City Manager Cl. Presentations [Presentations are limited to ten minutes each, excluding Q&A, and are limited to two per meeting unless increased by council.] Brenda Ballou 1. Business Advisor presentation by Cliff Cochran from the City Clerk Small Business Development Center (SBDC)...... Pg. 28 2. Presentation of the City's Draft 2020 Financial Report by Brooks Chandler Altman, Rogers & Co. City Attorney City of Seward, Alaska August 23, 2021 Clerk's Note: There will be a presentation from the Kenai Peninsula Economic Development District by Executive Director Tim Dillon. Page 41 Council Agenda Page I 7. PUBLIC HEARINGS [Public hearing comments are limited to five (5) minutes per person. After all speakers have spoken, a person may speak for a second time for no more than one (1) minute.] A. Ordinances for Public Hearing and Enactment 1. Ordinance 2021-006, Amending Portions Of Seward City Code 15.10.140 Definitions; 15.10.226 Land Uses Allowed, To Change, Update, And Accommodate The Wishes Of The Public To Promote Life Safety And Maintain A City Code That Reflects The Community's Needs. This ordinance was introduced on July 23, 2021 and had a public hearing and was postponed on August 9, 2021................. Pg. 57 8. UNFINISHED BUSINESS — None 9. NEW BUSINESS A. Resolutions *1. Resolution 2021-087, Authorizing The City Manager To Seek Federal Funds Through The America Rescue Plan Act (ARPA) In The Amount Of $577,195 As Administered By The Kenai Peninsula Borough(KPB)............................. Pg. 72 *2. Resolution 2021-088, Supporting The City Manager To Seek Additional Funds From The Federal Infrastructure/Stimulus Package, And Another Time Extension From The Alaska Energy Authority For The Heat Loop Project Grant ........................ Pg. 79 3. Resolution 2021-089, Authorizing The City Manager To Purchase A Ventrac Sidewalk Snow Vehicle Plus Accessories From Totem Equipment And Supply In The Amount Of $26,235, And Appropriating Funds ..................................... Pg. 175 *4. Resolution 2021-090, Authorizing The City Manager To Approve Change Order 1 To Task Order 7 With R&M Consultants Inc. For Engineering Support Services During The Construction Phase For The Replacement Of G, K And L-Floats At The Seward Boat Harbor, And Appropriating Funds Not To Exceed $65,082.................. Pg. 190 *5. Resolution 2021-091, Authorizing The City Manager To Enter Into A Contractual Agreement With The Alaska Small Business Development Corporation And The Seward Chamber Of Commerce For Three Years To Establish A Seward Small Business Advisor Position, Which Is Intended To Increase Small Businesses Development hi The Seward Community, hi An Amount Not To Exceed $25,000 Per Year, And Appropriating Funds ........................................................ Pg. 216 *6. Resolution 2021-092, Approving The 2021 Grant Year Budget For The Seward Community Health Center (SCHC) As Required By The Co -Applicant Agreement Between The City Of Seward And SCHC............................................. Pg. 220 *7. Resolution 2021-093, Supporting The Efforts Of The Kenai Peninsula Borough To Secure A Grant From The Alaska U.S. Congressional Delegation For Spruce Bark Beetle Mitigation Within The Kenai Peninsula Borough And The Cities Within The Kenai Peninsula Borough.............................................................. Pg. 230 *8. Resolution 2021-094, Authorizing The City Manager To Sign The Automatic Aid Agreement And Operational Plan Between The City Of Seward Fire Department And Seward Volunteer Ambulance Corps ................................................. Pg. 236 City of Seward, Alaska August 23, 2021 Council Agenda Page 2 `a B. Other New Business Items * 1. Approval of the August 9, 2021 City Council Regular Meeting Minutes....... Pg. 249 10. INFORMATIONAL ITEMS AND REPORTS — None 11. CITIZEN COMMENTS [There is no sign in for this comment period. Time is limited to five (5) minutes per speaker.] 12. COUNCIL AND ADMINISTRATION COMMENTS & RESPONSE TO CITIZEN COMMENTS 13. ADJOURNMENT City of Seward, Alaska Council Agenda August 23, 2021 Page 3 PROCLAMATION WHEREAS, Lydia Jacoby's love of swimming began at the young age of 6 when she joined the Seward Tsunami Swim Club; and WHEREAS, by age 10, Lydia began swimming competitively, and at age 12, she broke her first state record; and WHEREAS, despite the challenges of finding an Olympic -sized pool to train in during the COVID-19 pandemic, Lydia was determined to overcome any obstacles and pursue her dreams; and WHEREAS, at the age of 17, Lydia's ever-growing love of swimming, her sheer determination, lots of hard work, and her unique breaststroke earned her a place in the 2020 Tokyo Olympics; and WHEREAS, in July 2021, Lydia earned a Gold Medal for first place in the Women's I OOM Breaststroke Final; and WHEREAS, Lydia went on to earn a Silver Medal in the Women's 4 x IOOM Medley Relay; and WHEREAS, every citizen in and around Seward is extremely proud of Lydia Jacoby for such an amazing accomplishment. NOW, THEREFORE, I, Christy Terry, Mayor of the City of Seward, Alaska do hereby congratulate Lydia Jacoby on winning Gold and Silver Medals in the 2020 Tokyo Olympics, and for being such a wonderful role model for young athletes everywhere. DATED THIS 23rd DAY OF AUGUST, 2021 THE CITY OF SEWARD, ALASKA EUM k] Christy Terry, Mayor 4 PROCLAMATION WHEREAS, Spring Creek Correctional Center started the Employee of the Year program ill 1991 to show appreciation and recognize those who display high levels of professionalism; and WHEREAS, Nursing Supervisor Lynne Lawrence has been selected as the Spring Creek Correctional Center's Employee of the Year for 2020; and WHEREAS, Lawrence began her career ill North Dakota, and has worked as a nurse in North Dakota, Montana, Wyoming, Whitehorse (YT), and Alaska; and WHEREAS, Lawrence has been a nurse for 41 years; and WHEREAS, Lawrence worked ill the Emergency Room at Providence Seward Medical Center for 15 years, and that was where she trailed ill the area of Chronic Disease Self -Management; and WHEREAS, when Lawrence joined Spring Creek Correctional Center, she embraced the new challenges it presented, and dedicated herself to making a lasting impact on improving the lives of her patients there; and WHEREAS, throughout the COVID-19 pandemic, Lawrence worked tirelessly to keep the staff and prisoners safe and healthy; her efforts are evident in the low numbers of virus transmission in the institution; and WHEREAS, Lawrence continues to work towards training the nursing staff in Chronic Disease Self -Management to continuously better the lives of her patients. NOW THEREFORE, I, Christy Terry, Mayor of the City of Seward, Alaska, do hereby recognize and congratulate Nursing Supervisor Lynne Lawrence on being awarded the Spring; Creek Correctional Center 2020 EMPLOYEE OF THE YEAR Dated this 2r day of August, 2021 THE CITY OF SEWARD, ALASKA Christy Terry, Mayor PROCLAMATION WHEREAS, National Preparedness Month is recognized each September to promote family and community disaster planning throughout the year; and WHEREAS, National Preparedness Month creates an ideal opportunity for every resident of the City of Seward to join citizens across the United States in preparing their homes, businesses, and communities for all types of emergencies; and WHEREAS, the Federal Emergency Management Agency (FEMA) announced that the theme for the 2021 National Preparedness Month is "Prepare to Protect. Preparing for disasters is protecting everyone you love."; and WHEREAS, planning now, before a disaster occurs, is the best way to improve community resiliency from disaster; and WHEREAS, the City of Seward partners with federal, state, borough, tribal, private, and volunteer agencies to educate individuals on local hazards and how to prepare for them; and WHEREAS, every citizen in our community has a duty and a responsibility to be prepared for a disaster by knowing what to do before, during, and after an emergency; and WHEREAS, every citizen should sign up for local emergency alerts and visit www.ready.gov for more information on how to prepare for disasters. NOW THEREFORE, I, Christy Terry, Mayor of the City of Seward, Alaska, do hereby proclamation September as: NATIONAL PREPAREDNESS MONTH and urge all citizens to always be prepared to react proactively during all emergencies and disasters. Dated this 231" day of August, 2021 THE CITY OF SEWARD, ALASKA 11 PROCLAMATION WHEREAS, ON AUGUST 28, 1 903, 83 MEN, WOMEN, AND CHILDREN, ARRIVED AT RESURRECTION BAY ON THE STEAMER, THE SANTA ANA; AND WHEREAS, ABOARD THIS STEAMER WERE TWO BROTHERS, .JOHN AND FRANK BALLAINE, WHO ARRIVED ON THE LOWELL HOMESTEAD; AND WHEREAS, THE BALLAINE BROTHERS ENVISIONED A RAILROAD TO THE INTERIOR OF ALASKA WITH A COASTAL HEADQUARTERS; AND WHEREAS, THE SETTLERS CLEARED THE TOWNSITE, ERECTED BUILDINGS, AND BEGAN THE CONSTRUCTION OF THE ALASKA CENTRAL RAILROAD, LATER TO BECOME THE ALASKA RAILROAD; AND WHEREAS, JOHN BALLAINE BESTOWED UPON THE NEW TOWN THE NAME SEWARD, IN HONOR OF WILLIAM H. SEWARD; PRESIDENT LINCOLN'S SECRETARY OF STATE WHO NEGOTIATED THE PURCHASE OF ALASKA FROM RUSSIA IN 1867, AND WAS LATER PRESIDENT ANDREW JOHNSON'S SECRETARY OF STATE; AND WHEREAS, THE LANDING DATE OF AUGUST 28, 1903 IS REMEMBERED AS SEWARD`s FOUNDER'S DAY. NOW THEREFORE I, CHRISTY TERRY, MAYOR OF THE CITY OF SEWARD, ALASKA, DO HEREBY PROCLAIM SATURDAY, AUGUST 28, 2021 AS: FOUNDER'S DAY DATED THIS 23RD DAY OF AUGUST, 2021 THE CITY OF SEWARD, ALASKA CHRISTY TERRY, MAYOR City of Seward City Manager's Report August 23, 2021 Mayor Terry and Council Members, Below is a snapshot of some of the meetings and activities: Norwegian Cruise Line — Seward Prevention Coalition/HYPER On Thursday, August 17, we met with representatives from Seward Prevention Coalition and HYPER to finalize the NCL transaction. The representatives signed the contract and the funds were dispersed. HYPER will provide quarterly reports regarding the use of the funds. Alaska Municipal Management Association and Municipal League Summer Conference I attended the Alaska Municipal Management Association summer conference on August 4 and 5. International City Managers Association (ICMA) President Jim Malloy presented a session regarding management styles and the importance of succession planning. We then toured the University of Alaska Fairbanks permafrost tunnel in Fox. This research facility is unlike any in the United States and has vital importance to all communities throughout the world who live with permafrost conditions. On Thursday, the human resources director from the Fairbanks North Star Borough presented a session regarding attracting and retaining millennials. It was an interesting session concerning the differences between the generations and what millennials bring to the workforce and what they expect from an employer. Discussion was held about how COVID changed the workplace and how, as managers, we must recognize what is a temporary change and what will become permanent. There was an opportunity for networking which I believe is an important component of any conference. It was very beneficial getting to know other area managers. On Thursday afternoon, I attended the AML Conference which included an update from Nils Andreassen and a discussion regarding the legislative bills impacting local governments. There are quite a few bills pending in the legislature. Governor Dunleavy's staff person Tyson Gallagher also presented the Governor's priorities and answered questions about the priorities. I am closely watching SB 6 Retirement Incentive Program (RIP). The purpose of the bill is to provide retirement incentives to allow local governments the ability to restructure, reducing personnel expenditures and balancing budgets. The RIP will allow employees within XX (the timeframe is still to be determined) of their projected retirement date, to retire early. There are a lot of parameters on this process. If, and when, the bill passes, there may be employees who will enter into the RIP process. I'll keep watching the bill and will provide updates when they are available. I am also closely watching HB 55. This bill creates PERS Tier 5 for police and fire employees only. While the premise of the bill is meant to help with recruitment of these employees, there are still issues with the bill. We were told there is still a potential for the actuarial for Tier 5 to become under -funded. While it is a good effort to put something forward to help with recruitment, I believe the bill still needs a lot of work. Financial Reports Like the budget, somewhere the timeframe regarding month -end financial reports to council got off track. City Council adopted Resolution 2008-059 which states: "WHEREAS, the Council requests that reports be provided two months following month -end at the second Council meeting of each month) for example, May financial reports will be presented at the second meeting in July, to provide sufficient time for month -end close, and to ensure the usefulness of financial information. Section 1. The City Manager is directed to provide monthly and quarterly financial reports as defined herein (two months following month -end, at the second Council meeting of each month)." This timeframe is a common practice and allows for a more accurate reporting of financials. This also allows ample time for Finance to reconcile and close the month, which in turn helps reduce errors. This is especially helpful during year-end and audit season. Because this timeframe has an adopted resolution, we will return back to this reporting period and structure. Lowell Point Sewer Lagoon Complaints Assistant City Manager Stephen Sowell has been logging sewer lagoon complaints and reports the last complaint filed was on June 10, 2021. City of Seward Personnel Transactions Prepared by Tammy Nickell, City of Seward Human Resources Officer Separations: Building Official Library Aide Library Museum Technician New Hires: Executive Assistant Administration Seasonal Library Aide Accounting Tech II Utility Library Program Coordinator Available Full Time Positions: Patrol Officer Recruit (3) Sports & Rec Assistant Corrections Officer (2) Accounting Tech II Utility Journeyman Lineman Police Dispatcher Executive Assistant Police Water/Waste Water Operator Building Official Available Seasonal Positions: Seasonal Library Aide (1) Department: Date of Separation: Fire 8/6/2021 Library 8/11/2021 Library 8/28/2021 Department: Date of Hire: Administration 8/16/2021 Library 08/23/2021 Finance 09/07/2021 Library 09/13/2021 Department: Position Status: Police Advertising Since 01/27/2020 SPRD Advertising Since 04/05/2021 Police Advertising Since 04/12/2021 Finance Advertising Since 04/16/2021 Electric Advertising Since 05/04/2021 Police Advertising Since 06/21/2021 Police Advertising Since 06/22/2021 Public Works Advertising Since 06/30/2021 Building Advertising Since 08/05/2021 Department: Position Status: Library Advertising Since 04/05/2021 As required by the Seward Municipal Code 6.05.010, the following purchase orders between $5,000 and $30,000 have been approved by the City Manager since the last council meeting: Date DepartmentHDescription Amount7/26/2021 Electric sformer Concrete Pad Mounts (x33) -4$ 16,500 Thank you, JIr it$] City of Seward Department Activity Reports Electric Department Director Rob Montgomery ➢ Transmission Infrastructure (Update) — Chris Davis of Dryden & La Rue Engineering visited Seward on Thursday, August 12 and toured electric system facilities with Electric Department personnel so that he can update engineering plans for transmission infrastructure work needed on Nash Road, along a half -mile section of the Seward Highway and in substations. The updated plans will allow him to complete cost estimates for materials associated with the projects. ➢ Infrastructure Financing — The Electric Department continues to work with the City's Finance Department to investigate options to pay for or finance future infrastructure projects. In addition to researching funding that may be available through government infrastructure programs, other options being investigated include financing through a revenue bond and/or a low -interest federal loan for rural electric utilities. ➢ RFP Fort Raymond Substation Fence — The Request for Proposal to select a contractor to install a new security fence at the Fort Raymond Substation was issued on Wednesday, August 11. The RFP will run through Wednesday, August 25 and a selection will be made by the Electric Department by Friday, September 3. Plans are for the proposed contract to go to Council for approval on September 13. ➢ Demand Meters (Update) — Due to scheduling conflicts, the meeting with the representative from Chugach Electric for programming of demand meters is being moved from August 12 to the week of August 16. The representative will do the programming in Seward and train electric department employees in the process. ➢ Right-of-way Clearing Seward Hwy (Update) — Clearing work on the transmission corridor near Moose Pass continues and the AK Tree Service crews continue to make good progress despite weather challenges and working in some of the worst sections of the right of way. im Finance Department Jessra Snyder ➢ Internal Audit: Underbilled accounts, for water and wastewater, are still being reviewed. Letters continue to be sent out notifying these customers that the City will be correcting the billing, and that they will not be back -billed for the underbilling. Finance started reviewing business accounts, including City accounts. ➢ Forensic Audit: Greene Forensic Accounting Solutions continue their review. Greene contacted Finance and said they will have some additional questions they would like to follow up with the last week in August. Finance is in the process of seeing if this can be done through zoom or teams to save tax dollars. ➢ The garbage franchise agreement for the collection and disposal of garbage will go out to the voters of Seward at the October 5, 2021 regular city election. ➢ Annual Audit: The MD&A and Transmittal letters for the financials are completed along with the statistical data. Thanks to Sully for her work with the Statistics this year. Final wrap up questions are being made between Finance and the Altman & Rogers. Working on having final figures before the end of the week. Auditors are preparing for the 8/23/21 council meeting presentation. ➢ Finance is in the process of undergoing several trainings provided by GFOA, ALM, and several other entities to prepare for the ARPA (American Rescue Plan) funds set to be received "anytime soon". ➢ Finance was successful in filling the Utility Accountant Technician 11. They are set to start on September 7t", which is great news and well overdue. 8/09/21 Meeting 13 Fire & Building Department Fire Chief Clinton Crites 'f F We can always use volunteers, if you or someone you know is interested in serving your community, please give us a call at 224-3445 or stop by at one of our trainings on Wednesday evenings at 7:00 pm. Firefighter 1 training starting October 7t" with Bear Creek FD! Statistical Information: Fire & Life Safety Inspections YTD: 298 inspections discovering 568 violations. Emergency Calls year to date: 178 New Building Permits issued YTD: 28 with a total job valuation of $2,844,244 Demo Permits issued YTD: 3 Inspections: Out of 298 inspections YTD, 80 were lodging to include hotels, motels, and BnB's. We performed 94 Fire & Life Safety Inspections at other commercial businesses to include schools, assemblies, restaurants, banks, medical and educational facilities, and governmental buildings. We performed 20 Fire Alarm and 25 Sprinkler system reviews, 9 Hood system reviews, 16 License "Alcohol" inspections with the remaining 54 being various other inspections such as burn permits, plan reviews, re - inspections, and complaints. The mission and the duty of the Fire Department is to inspect all commercial businesses annually. J A*- �;tc,� m w Ready Clear a path to your emergency egress window and make sure they operate so you can get out in case of a fire, and so firefighters can enter to perforM a search for you. �. bAlUNUM 'TEMBER 4, JITH IREFIGHTER ANNUL / K ISIANO A111 $60 per person L 1, for Cruise a Dinner Proceeds Benefit III Firefighter a EMT rrainioa Live Ulm Auction Steve Lemme Auctioneer Chicken a Salmon Dinner No Host Bar with Alaskan Beer & Wine ASFA PHOENIX CRUTER Seward Vol, Fire Bear Creek Vol. Fire Moose Fuss Vol. Fire Seward Vol. Ambulance Lowell Point VoP. Fire Phone, (907) 224-3445 Or (907) 224-9210 V-0 s.ngar$.Rory{ CAR SEAT 9 4 BOOSTER SEAT CHECKUP EVENT Car eats are confusing! Is yours correct? Certified Child Passenger Safety Technicians will help you he sure. WHEN: Saturday, September 25, 2021 11.00am-2.00pm WHERE: *No pets in vehicles— leave pets at home *Bring the kids and car seats `Masks covering mouth/nose requested for al attendees over age 2 years E3 kk1 II ail. r- im SAFE KeDS ALASNA SAFE KIDS XENAI PENINSULA i 'Bloom JP PROVIDENCE Health & Services Alaska 12 TOTE Maritime For more information, call Safe Kids Alaska 907-212-3194 www.carseatsak,org NHTSA Harbor Harbormaster Norm Regis ➢ Both Travelifts have started removing vessels from the harbor for winter storage. ➢ We are prepping the SMIC yard for the winter storage season. ➢ We still have a short list on the 330 ton travelift to either get lifted or to be placed into the water. ➢ All the water in the harbor is turned on, we had some water main breaks in the harbor but they have since been repaired. ➢ We are still working with the public with COVID protocol in mind while continuing to do boat lifts and public contact in the Seward Harbor office. ➢ A continuous cleanup is still in process on the last 2 lots at SMIC, this could take some time but we are making headway. ➢ The fish cleaning stations are open and very busy. ➢ The harbor office is fully staffed. ➢ The Harbor has upgraded to the new software and are still working through some minor issues with the on-line payments. ➢ The harbor office is open seven days a week and are preparing for the Salmon Derby. (August 14t" to August 22, 2021.) ➢ Continuing to have meetings concerning the North East harbor launch ramp, we are at the 95% design we are waiting to receive the dredge permit from the CORP, once we have the permit we will go out to bid. ➢ We had a pre bid conference on August 18t" for the G, K and L-Float replacement project. ➢ We will open bids for the G, K and L-Float project on Friday the 27t" of August at 3:30 pm. ➢ We are working with an issue with the 50 ton travelift, we currently have it working and are awaiting parts to have a permanent fix. 17 Seward Community Library & Museum Bailey Sayler Museum Window Display Dennis Hitt and the Mt. Marathon Junior Race are featured in the Windows of History display. The exhibit tells the story of Dennis Hitt, a Seward High School graduate who fell to his death in a climbing accident on Mt. Alice in 1963. At the time, the 18-year-old Hitt was captain of the Seward Mt. Marathon race team and the trip up Mt. Alice was a training run for the big race. The first Mt. Marathon Junior Race held a year later was dedicated to his memory. The exhibit was created by the Resurrection Bay Historical Society. Summer 2021 Movie 02 Program Tues-Sun, 2-3pm We are showing the lditarod National Historic Trail: A History and Waves Over Seward daily at 2pm, Tuesday -Sunday. New Hours We have started opening and closing sooner to better serve our patrons. Our new library hours are: Tuesday — Friday 9 am — 6 pm Saturdays 9 am — 5 pm. Museum hours will remain the same. Tuesday — Saturday 11 am — 5 pm Sundays — 1 - 4:30 18 r l ■ J rI ;1194 TO APPLY: Visit alaskajobs.alaska.gov, click "Find a Job" and search for a job order number (bold) above using the "Job Dumber Search" tab. cityofseward.us/home/ showpublisheddocurnentl 2244/'637538155768200000 lob Fair with lunch: 10 a.m.-1:30 p.m. Thursday, Aug. 26, 2021 LibrarySeward Community Library Museum Program Coordinator $21.63 #534530 Recreation Assistant $18.91 #534002 Seasonal Park Maintenance Worker $17.19 # 542680 Library Museum Aide $15.63 #542646 Library Museum Technician $20.80 #TBD Seasonal Library Museum Aide $15.63 #533165 r- For more information, Visit cityofseward.us/departments/ personnel-hr/employment-opportunities or contact Human Resources at (907) 224-4074 Parks & Recreation Tyler Florence Subscribe to the Parks & Rec Newsletter: https://tinyurl.com/sewardparksnewsletter Register for programs and reserve facilities on RecDesk: https://seward.recdesk.com/Community/Home View additional program details on the Sports & Rec page: https: //www.cityofseward. us/departments/parks-recreation/sports-recreation Campgrounds Seward Parks & Recreation manages over 400 RV and tent sites. Reserve on Campspot today: https: //www.cityofseward. us/departments/parks-recreation/campgrounds 2021 Campspot Bookinqs as of 08/13/21 Period Site Nights Revenue Completed Bookings 26,195 $ 1,058,975 Advance Bookings 3,869 $ 174,840 Total: 30,064 $ 1,233,815 Sports & Recreation Youth Archery Oct. — Nov. I More details coming soon. Tot Time July — August I Tuesdays & Thursdays 111am — Noon I @Branson Pavilion Youth Soccer League July 12 — August 20 1 Mondays & Wednesdays 1 5:30 — 8:30 PM I @Elementary Soccer Field. Around Town Scavenger Hunt The first week of each month, Sports and Recreation puts out a new Around the Town Scavenger Hunt. Explore Seward and photograph your adventure. Email your pictures to -i rutledgegcityofseward. net to receive a prize! Will last the duration of the month. `411 $400,000.00 $350,000.00 $300,000.00 $250,000.00 $ 200, 000.00 $150, 000.00 $100, 000.00 $50,000.00 Campground Revenue - Unaudited 41 uiuiuiu2018 $1,400,000.00 $1,200,000.00 $1,000,000.00 $800,000.00 $600,000.00 $400,000.00 $200,000.00 2019 ■ 2020 ■ 2021 Revenue Comparison 2018 - January to July 2019 - January to June 2020 - January to July 2021 - January to July 2018 - January to July $ 578,459.39 2019 - January to June $ 645,158.30 2020 - January to July $ 462,778.91 2021 - January to July $ 1,195,672.42 Note: revenue includes shower fees, pavilion fees, camping, and camping with utilities. 21 Public Works Doug Schoessler ➢ Sidewalk Project-E on 511 Avenue: This sidewalk project started quickly and the contractor is working hard while the weather cooperates. This is a very large sidewalk improvement and was much needed. Please give the workers space to be safe and drive carefully. ➢ Budget: Work on rate tariffs and Capital Projects ➢ Level 1 & 2 Soil investigations at the Public Works Facility on 6t" Ave: Geotechnical drilling is complete and they collected soil samples. Now they are analyzing and doing lab work. The last time line given for completion is October 6t" ➢ Wastewater and Lagoon overview study: The monthly DMR reports that R&M requested have been emailed. We will continue to provide any information they need to complete the assessment of our wastewater system. ➢ FLAP Grant: FHWA — Western Lands Highway Division No new updates. Streets: ➢ Brushing/vegetation management: Mowing and brushing in the ditches and along the road edges is moving forward for a safer wider view for drivers. ➢ Potholes: Pavement patching efforts have made many repairs. We will continue to always grade gravel roads as soon as possible after rain events. Water/Wastewater: ➢ Operators: Workload is high for WW operators. We hope to fill the open position in the very near future to get back to full staff. ➢ Construction Locates: There are still a high number of locates are being done weekly for construction projects. We expect that to continue into the fall as people try to get projects done before the weather gets bad. Shop: ➢ Preventative Maintenance. The shop continues to do the maintenance and repair work daily. Buildings: ➢ Finance layout: Helped finance with moving office furniture and equipment. Chamber of Commerce — City Council Report August 23rd, 2021 Board Meeting (Original report submitted August 17th) Silver Salmon Derby: As of the writing of this report, we are on day 3 of the 66th Annual Seward Silver Salmon Derby. The fishing is much better this year as well which makes for more fish being checked in / entered as well as overall participation. We have made some changes - adding side pot betting which has a high level of participation for our first year out. I'll give a brief update of how the derby went over all at the council meeting. Marketing Contract Work: The Visitor Center We were awarded an AIDEA/AEA Charging Station Grant for $109k for the Visitor Center Building. We will have a Fast Charge and Level 2 Charging Station with the opportunity for future expansion. We would like to have it installed by the end of summer but with delays due to COVID, it will probably not go in until next spring. Visitor Guide 2021 Visitor Guide Distribution is going out at a record pace (mailed out to the lower 48 and distributed throughout the state). We haven't ever gone through as many visitor guides and had them go out this quickly. We will be starting our preliminary planning (ad sales, getting updated photos) for the 2022 Seward Visitor Guide in the coming month. We will also be increasing our print/circulation of this next guide as well. Marine Marketing Update: We had meetings this week to begin development of our Seward Marine print materials that we will be taking to Pacific Marine Expo (PME) and using throughout the year to bring more commercial / industrial Marine business to Seward. This will be a publication that will have high quality photography and information on what SMIC, the Port, and Harbor have to offer as well as information on the businesses that can provide services. We are looking at making this about a 24 page publication. I know our Marine Businesses are excited about having this as a tool to help bring business to Seward. We are also starting work on the redesign and production of the PME booth display. The Pacific Marine Expo is November 18-201h this year. Communications: Our State AK Cares grant is going well! We have spent just under $100,000 of the $170,000 grant and are seeing strong results in both our advertising and content creation. 23 • 2,284,203 impressions with 4,327 clicks in our banner ad campaign • 990172 impressions with a 70% completion rate in our YouTube pre roll campaign. • 265,895 impressions with a 52% percent view rate and a .22 percent click rate. • Paid social media has seen 552,066 impressions, with 667 engagements and 822 clicks. • 17% increase in traffic to Seward.com through ad targeting • More than 50 member businesses have opted in to be photographed by Janessa • The Crowdriff platform has aggregated 24,000 media assets for use in digital advertising • We've reached 89k travelers in the PNW thus far via Pandora and an additional 59k via podcasting and have generated a total of 75 click throughs via Pandora • The Seward SeaBird Week received about 50 participants in a COVID friendly and engaging activity - spotting seabirds throughout town and on socially distanced tours. The activity will also help the Alaska SeaLife Center with bird count trends! Social Media • Working to insure that all sponsors get their shout outs on social media for the salmon derby • Set up daily posts for winners to have easy posting throughout the salmon derby • Still posting sporadically on the MMR page to thank sponsors, share media, and keep people interested year-round • Have reached 15,000 followers on Instagram Visitor Center: • Send survey to all members asking about season end dates, got lots of feedback • Input visitor numbers into the CRM • Referral batch numbers recorded • Kept website calendar of events updated • Went through all of our members in quickbooks and corrected incorrect information • Added sponsors into CRM and invoiced them • Kept up with weekly updating of restaurant hours and openings 24 __.- 111- 41', I aa. Ill., ai— Ill-, 41m 111- 111- av I • Kept up with stocking visitor center with rack cards and guidebooks • Got feedback that said "Thank youth You should consider an outlook for 2022 survey. We're already getting an astounding number of reservations! • So, will likely start working on that after Sept. • Sent out survey asking members about end of season dates When is the last day of your season? 45 responses Jan 1 1 Dec 21 31 2 Aug 2021 31 Sep 2021 6 3 7 3 9 11 12 13 22 26 30 Oct 2021 1 2 2 3 7 10 3 16 17 25 Dec 2021 12 20 25 31 May 2022 12 OR Do you still have any availability for new bookings? 45 responses Yes No Maybe Chamber Membership Side Grants Update: Alaska Chamber Grant: (Jason) Get vaccinated, get a $50 gift card. DHSS has given the Alaska Chamber of Commerce a grant to distribute to chambers to help get more people vaccinated so that businesses can keep running. Roughly 50% of Alaskans have received the vaccine and 20% aren't going to get the vaccine. This grant is to get that other 30% to get vaccinated. If people get the vaccine at the SCHC, they can get a $50 gift certificate to a participating business of their choice. Update: when we checked on August 12 - 127 people had gotten vaccinated and received gift cards. Calendar of Upcoming Events: August 14-22: Salmon Derby Sept/Oct: Resume Chamber Lunches / After 5s. Oct 26: Chamber Board Strategic Planning Pacific Marine Expo Nov 18-20 MEMBERSHIP REPORT. (Marissa) Total Active Members: 375 • Dropped:0 • New: 2 • Rejoined/Renewals:2 • Prospective/Processing Members: 6 41 • CRM/CMS o CRM/CMS training (ongoing) • Membership Renewal Campaign • SSD 2021 o T shirt / merch design and coordination o Sponsorship coordination o Sponsorship invoicing o Volunteers - created and managed sign up genius, volunteer communications • Other Programs/Promotions o SMAF support - lodging providers, participation form, poster design W I W-..g t di � ��� ALASKA SBDC Alaska Small Business Development Center UNIVERSITY of ALASKA ANcHQRAGE ALASKA SBDC CLIFF COCHRAN, MBA U.S. Small Business Administration S11A Your Sarafl Busintss Resource KENAI PENINSULA CENTER DIRECTOR Irms RR ALA5KA SBDC ALASKA SBDC • What We Provide • No -cost, confidential business advising • Low-cost business workshops and webinars • Online resources and business tools f1N19NF'TiJG..S NcEf7AMSINC? GFrTMN.ING ALA5KA SBDC BUSINESS ADVISING • Top 10Topics 1) Disaster Assistance 327.1 29.1 2) Startup Assistance 261.4 23.3 3) Financing/Capital 183.1 16.3 4) Managing a Business 131.5 11.7 5) Buy/Sell Business 94.2 8.4 6) Business Planning 48.4 4.3 Hours SIMMA R11- " "'�m 41A5KA SBDC BUSINESS ADVISING R ;nk I kIp pfIrrY Kenai Fiords �)l National Park ivr' "0 70 Kachomak Bay Slale Park 01 I ALASKA SBDC WORKSHOPS • All workshops free in FY21 • LLCs in Alaska ($50 value) • Business Insurance ($50 value) • Creating Financial Projections ($50 value) ON -DEMAND How to Get a Business License in Alaska PRESENTED BY SB° A RR ALASKA SBDC RESOURCES • Website: aksbdc.or • Excel financial projection model • Business planning checklists • COVID-19 Resource Center mph :Maska Small Business Devc1opmcnt Ccn[cr SBDC Ismun: COVID-19 Resource Center The Impact of Coronavirus disease (COVID-19) on Alaskan communities and businesses is changing daily. The Alaska SBDC is here to support and prepare small businesses in the days, weeks, and months to come. Here you will find guidance, updates, and resources to help adapt in an unpredictable situation. Though the EIDL and PPP loan programs both ran out of appropriations money; meaning they cannot accept new applications unless those programs are replenished, applicants who have already submitted their applications will continue to be processed on a first - come, first -served basis. To follow-up on your application, conned with the SBA Disaster Assistance Customer Service Center at 1-800- 659-2955 (TTY: 1-800-877-8339) or by e-mail. 33 Funding Resources SBDC Daily Briefings News Woo A14SK4 SBDC RESOURCES • IBISWorld Subscription • 700+ industry reports • Updated 6-12 months • $925 value each • ProfitCents Subscription • 1,400+ industry benchmarks • Ratio analysis and business valuation capabilities • $2,400 value each 34 $5.7bn 4.6 % 1 .- 1% K1.1 bn '$-5'. 1 b n E,645 -ZZ7 INDUSTRY FINANCIAL DATA AND RATIOS ALA5KA SBDC RESULTS Five-year trend for level of new client satisfaction 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% Positive Surveys 2016 2017 2018 2019 2020 �cb7 ALA5KA SBDC RESULTS • Alaska SBDC in Seward • Previous Annual Averages • 194 hours advising • 46 clients served • 2 new businesses started • $345,000 capital infusion • Projected Seward BA Annual Goals • 612 hours advising • 75 clients served • 10 new businesses started • $1,100,000 capital infusion ALA5KA SBDC CLIENT PROFILES "The SBDC helped me out as a new business owner from the very beginning — they were first there to help me to sort out whether or not to even buy my business at all! Having their expertise to lean on was very helpful and reassuring." - Micheley Kowalski House Resurrect Art Coffee ALA5KA SBDC CLIENT PROFILES "We're so grateful for the guidance SBDC has offered our small business. We've had Cliff review our financials regularly to help us see where we're meeting industry standards, where we can cut back and improve our systems for long- term success. We're so grateful for the SBDC team and the resources they offer to our state's small business community." Laukitis - Emma Teal Salmon Sisters 38 W.MA ALA5KA SBDC CLIENT PROFILES ." r "As a person new to the business ° world, SBDC helped me feel more confident about launching my mural tour & art experience company. Assistance from the SBDC provided one more support in the complex structure a new business needs to succeed!" 39 - Justine Pechuzal The Painted Whale RR AIASKA SBDC THANK YOU Cliff Cochran Kenai Peninsula Center Director cliff.cochran@aksbdc.org (907) 260-5643 W � eewg.{ NCHORAGE Y a Tyonakj j Mtwae Pointe Hope y� Gray CIIN a aNikiski '� +� •"�% Komi Sterling Cooper } Kal tsnding Isa{{ x gin lantl I�ona Moo 'Paec t 4� Kaai 0 Clam Gulch 1.' •"�� y�; `t Ninilchik Int O •' - V Happy Valley Nikolaevsk aa:ddna Anchor Point ' Veznas chemak� Selo Kachemak s� ` qqss_ _ HomerCity d, f� Seld—ia, Y Nanwalek • e Port Gri l)aril ' Gulf of Alaska KPEDD Outreach and Engagement In our coordinating efforts with UAA and the Center for Economic Development, the drafting of the Kenai Peninsula's Comprehensive Development Strategy (CEDS), KPEDD organized and presented to over 25 groups and organizations. Municipalities Kenai, Seward, Homer, Soldotna, Seldovia, Kachemak City Unincoprorated Regional +Communities Chamber of Anchor Point, Cooper Co m m e rces Landirug, Hope, Moose Kenai, Soldotna, Seward, Pass, Namvalrek Homer, Seldovia, Cooper Nikiski, Port Graham, Seldovia Village, Landing, Hope and Moose Tam Additional Pass Agencies Economic Future Forum, Homer Rotary, Alaska Farm Bureau, Chamber Executive Director Meetings, Homer Economic Development Commission, State of Alaska ARDORS, Kenai Peninsula School District, Kenai Peninsula Assembly Kenai Peninsula Goals: Quality of Life TECHNOLOGY & WORKFORCE & INFRASTRUCTURE BUSINESS CLIMATE & REGIONAL COMMUNICATION HUMAN CAPITAL & LAND USE ENTREPRENEURSHIP PARTNERSHIPS • Expand broadband Industry partnerships & Industry focused Outreach, education & Coordinate access across the vo-tech to attract, infrastructure & resiliency in information sharing with Borough retain & train a transportation, with government industries, qualified workforce infrastructure, mitigation & support of businesses municipalities, responsible use of lands communities & non -profits 0. 0,01L CULTIVATING o Alutiiq Pride Mariculture Expansion Project o Alaska Fish Nutrition Funding Development o City of Soldotna Waterfront Development Project AND MAINTAINING OUR CURRENT RELATIONSHIPS o City of Homer Erosion Mitigation Project o Alaska Farm Bureau o City of Kenai Bluff Erosion o Kenai Peninsula Borough Assembly and Administration o Incorporated leadership o Unincorporated communities o Regional Tribal organizations o City of Seward Flood Mitigation o City of Seldovia Funding Development con°' y ale Su aDlstrlCt �e��yelop ent • AK CARES resource, advocate and educator • Kenai Peninsula Workforce Development District • Website Manufacturing Extension Program Partnership Video • Dedicated KPEDD YouTube Channel • Economic Resiliency Program • Revolving Loan Program through EDA • Existing Microloan Program supporting Kenai Peninsula businesses State ARDOR coalition and advocacy • U.S. Census coordination and implementation • Kenai Peninsula Comprehensive Economic Development Strategy - outreach, development, draft and finalization KENAI PENINSULA ECONOMIC DEVELOPMENT DISTRICT Revolving Loan Program for Kenai Peninsula Businesses K F.NAI PENINSULA ECONOMIC' UE V ELOPMENT DISTRICT CREATE BRIDGES This loan program is net designed to compete with other lender. but it has been designed to compiiment the lending market end create bridges where gaps in funding may exis0. iMuslrial cl-dopment that intanda ao increase pe..W adjeha 1. our tagion MINIMUM - MAXIMUM LOAN AMOUNTS Loan Amounts range from "13.00-$W000 fat a single bar, with a maximum loan sae not to exceed 25%:the IILF Capital Bess. • Broadband Expansion Project • Implementing the American Rescue Plan • Economic Resiliency Plan • New Loan Program • Erosion Projects • Manufacturing Extension Program • Comprehensive Economic Development Strategy • Red Mountain Road Rebuild • Alutiiq Pride • ARDOR Coordination • Regional Infrastructure Projects • Community Funding Identification • Assistance for Borough -Wide Businesses - Who is Eligible? Targeted audits Small businesses, including Save $$$ On can focus on owners and operators of energy savings office buildings, stores, Energy Costs from: restaurants, lodges, and With An Energy warehouses in Alaska (outside of Anchorage). Audit. LED Lighting Invest In Your Replacements Sign upat: Business! Heating Fuel swamc.org/2021- Conversion programs/energy-audit HVAC or contact Upgrades energy�a swamc.org or (907) Window 450-2456 Replacements to learn more r - Higher Efficiency / - ( Appliances T Insulation and Air Tightening WHO'S ELIGIBLE FOR LOW COST ENERGY AUDITS? Upgrade • Commercial fishers who live or • mmercial dock in rural Alaska are eligible for the audits and USDA grant. ; )FkP)I i ;4�'� a� HOW MUCH DOES AN AUDIT • • ICOST? Available *costs are for reference only AUDITTYPE WHAT IS A TARGETED ENERGY AUDIT? You tell us! Targeted audits identify energy savings and cane focus on savings from installing: • Refrigeration upgrades - including RSW systems • LED lighting • Hold zoning; and more TO REGISTER AND FOR MORE INFORMATION: • Email energy@swamc.org • Call Jamie Hansen at (907) 450-2456 • visit www.swamc.org/programs/energy-audit �SKANS ST �4I�1C �OGETHEf� FPRK7 "TAND HERr What did we learn? What happened? Economic Resiliency Plan • Thorough SWOT Analysis (Defines the Economic Challenges, Deficiencies and Vulnerabilities) • Pre -disaster Recovery Plan • Collection of Financial Resources • Promote Business Continuity and Preparedness • Outline KPEDD's Role to Respond to External Inquiries • Identify Targeted Development Initiatives • Encourage, Promote, and Expand Current Processes for Regular Communication • Determine Measurements for Economic Resiliency } ALASKA ME Manufacturing Solutions https://www.youtube.com/watch?v=CkQoSWUF3 I PENINSULA Tuesday, September 218t VAA r Q�Iftif(� �I\VA A� \ S uuum O����rr+rrrr ..... pw" Tim Dillon Executive Director tim@kpedd.org (907) 242-9709 a r' www.kpedd.org www.kenaipeninsulaworkforce.org All DE KENAI PENINSULA ECONOMIC DEVELOPMENT DIhTRICT Sponsored by: Planning and Zoning Commission Introduction Date: July 26, 2021 Public Hearing Date: August 9, 2021 Postponed: August 9, 2021 Public Hearing Date: August 23, 2021 Enactment Date: August 23, 2021 CITY OF SEWARD, ALASKA ORDINANCE 2021-006 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING PORTIONS OF SEWARD CITY CODE 15.10.140 DEFINITIONS; 15.10.226 LAND USES ALLOWED, TO CHANGE, UPDATE, AND ACCOMMODATE THE WISHES OF THE PUBLIC TO PROMOTE LIFE SAFETY AND MAINTAIN A CITY CODE THAT REFLECTS THE COMMUNITY'S NEEDS WHEREAS, the Planning and Zoning Commission has held numerous public work sessions on Title 15 updates; and WHEREAS, since 2018, the Planning and Zoning Commission has been working on Dwelling, Housing and Lodging definitions; and WHEREAS, the May 19, 2020 public work session specifically addressed the Dwelling, Housing and Lodging definitions; and WHEREAS, the May 19, 2020, October 20, 2020, December 15, 2020, January 19, 2021 and May 4, 2021 public work sessions specifically addressed 15.10.140 and 15.10.226 Definitions and Land Uses Allowed; and WHEREAS, the Planning and Zoning Commission wishes to respond to the concerns and requests of the public to promote economic growth; and WHEREAS, it is in the public's interest to maintain a city code that reflects community needs; and WHEREAS, it is in the public's interest to maintain a city code that reflects the international building and fire codes; and WHEREAS, at its July 6, 2021 meeting, the Planning and Zoning Commission approved Resolution 2021-012 recommending City Council approval of the proposed City Code amendments contained herein. NOW, THEREFORE, THE CITY OF SEWARD ORDAINS that: 57 CITY OF SEWARD, ALASKA ORDINANCE 2021-006 Section 1. Seward City Code Section 15.10 Planning and Land Use Regulations, Seward Zoning Code is hereby amended to read as follows: (Stfike*40tl = deletions and are bold, Underline = additions and are bold italics): 15.10.140 - Definitions. (a) General interpretation. (1) Words used in the present tense include the future tense. (2) The singular number includes the plural. (3) The word "person" includes a corporation as well as an individual. (4) The word "lot" includes the word "plot" or "parcel." (5) The term "shall" is always mandatory. (6) The word "used" or "occupied" as applied to any land or building shall be construed to include the words "intended," "arranged," or "designed to be used or occupied." (b) Specific definitions. (Parenthetical references are for cross-reference only.) In this chapter, unless otherwise provided or the context otherwise requires: (1) Accessory' ."''structure. A structure that is accessory to and incidental to that of the dwellin-(s) and that is located on the same lot. A detached structure that: a. Is clearly incidental to and customarily found in connection with a principal building or use; b. Is subordinate to and serves a principal building or use; c. Is subordinate in area, extent or purpose to the principal building or use served; d. Contributes to the comfort, convenience or necessity of occupants, business or industry in the principal building or use served; and e. Is located on the same or adjacent lot under the same ownership as the principal building or use served. An accessory building structure shall be considered to be a part of the main building when joined by a common wall or connected by a breezeway to the main building. Accessory structure means any structure regardless of type of foundation or base support, including skid -mounted or other moveable structures. (Aeeessor-y or- mother- in law apartment. See Dwelling, Effieieney apartment) (2) Agriculture. Commercial farming, dairying, pasturage, horticulture, floriculture, viticulture, or animal and poultry husbandry including buildings used to shelter farm implements, hay, grain, poultry, livestock or other farm produce in which there is no human habitation and which is not used by the public. (3) Airport. A place where aircraft can land and take off, usually equipped with hangars, facilities for refueling and repair, various accommodations for passengers, and business lease sites. (4) Alley. -A dedicated public way which affords a secondary means of access to abutting property and not intended for general traffic circulation. (5) Alteration. Any change, addition or modification in the construction, location or use of a building. 58 CITY OF SEWARD, ALASKA ORDINANCE 2021-006 (6) Amusement and recreation facility. Establishment engaged primarily in providing entertainment for a fee including such activities as bowling alleys, billiards and pool, dance hall, pinball machines, video games or other similar player -operated amusement devices. (7) Antenna. A device used to transmit and/or receive radio or electromagnetic waves between terrestrially and/or orbital based structures. Includes satellite dish. (8) Apartment. Any portion of a buildinz which is designed, built, rented, leased, let or hired out to be occupied or which is occupied as the home or residence of an individual for daily livinz and doinz their own cookinz independently of any other individual or family in the same buildinz (Buildin-/ Fire code classification is Residential Group R-2 also known as a Multistory unit). a. Commercial buildinz apartment. An apartment located within a buildinz desi,-ned to accommodate a mix of residential and commercial uses. b. Efficiency apartment (also called accessory apartment). A single separate dwellink unit consistinz of not more than one habitable room which includes combined kitchen, dininz and sleepinz areas with accompanyinz sanitary facilities, and which is located within or shares a common wall with a sin -le -family dwellink. c. Owner or manazer apartment. An apartment within a buildinz that is desi,-ned to be used exclusively as the livin,- quarters for the owner or mans,-er's family of that buildinz or a commercial business located in the buildinz. d. Studio apartment. A small apartment less than 500 square feet with a fully functional kitchen and bathroom. (Bed and breakfast. -See Lodgiftg Hosted Lodzinz Unit). Boarding house An owner -occupied buildin,- which has not more than five rooms available for rent or lease on other than a day-to-day basis and not open to transient zuests for residential occupancy and in which no cookinz or dining facilities are provided in the individual rooms. Meals may be re-ularly prepared and served for compensation at a table, family -style, without service or orderinz of individual portions from a menu. The term includes lodzinz house or roomin,- house but does not include separate apartments with individual kitchen and bath facilities fSee Lodging) ( Bunkhouse. See Housing) (Commercial building apartment. See Apartment ng) (Condominium. See Dwelling) (Convalescent or nursing home. See Housing Unit) (Dormitory. See Housing Unit (Duplex. See Dwelling) (31) Dwelling n btti , iag designed OFtised o elusively as living al4eFS fOF o OF fRE)Fe means any buildinz or portion thereof desi,-ned or arranzed to provide year - around livinz for residential occupancy by not more than one family and includes 59 CITY OF SEWARD, ALASKA ORDINANCE 2021-006 facilities for sleeping, cookinz and sanitation. (Buildin-/ Fire code classification is Residential Group R-2) cccr,- leas ccr, let or- hired out to be oeenpied or- whieh is oeenpied as the home or- r-esidenee o other- individual or- family in the same buildifig.- dwelling unit eonsisting of not more than one habitable room whieh ineludes family dwellifig. d. Apartment, owner- or- manag—. An apaFtment within a building that is design to be used exelusively as the fivifig quar-ter-s for- the owfier- or- mafiager- family of that building or- a eommer-eial business loented in the building. e. Ayar-t., efit studio. rsmall apar-tmeHt less thaH can squar-e feet with a f„n_ €. a. Condominium. A form of housing ownership by which a person may purchase and own one dwelling unit in a multiunit building or development. Each owner owns a common interest in such things as the underlying land, common walls, stairwells, elevators, lobbies, laundry rooms and recreation rooms. b. Duplex. A buildin- containinz two sin -le -family dwellinz units totally separated from each other by an unpierced wall extendin- from -round to roof or unpierced ceilin,- and floor extendinz from exterior wall to exterior wall, except for a common stairwell exterior to both dwellinz units. c. Guest house. An accessory structure occupied on a temporary basis solely by nonpaying guests. #. dl Mobile home. A factory -built home designed to be used as a year-round residential dwelling and originally designed and mounted on wheels and/or axle supports for transportation by another vehicle. i. e Modular home. A factory -built residential structure that is transportable in one or more sections, is built on a permanent chassis, and is used as a place of human habitation, but which is not constructed with a permanent hitch or other device allowing transport of the unit other than for the purpose of delivery to a permanent site, and which does not have wheels or axles permanently attached to its body or frame. Includes factory -built and manufactured home. Multiple -family. A building designed as a residence for three or more families, with the number of families in residence not exceeding the number of dwelling units provided and each living independently of the other under one roof. (Single-family, attached. see townhouse ) dwelling units, eneh of whieh ha - . . I - -ound floor- neeess to the outside and C:311 CITY OF SEWARD, ALASKA ORDINANCE 2021-006 whieh are attaehed to eaeh other- by party walls without opeHiHgs. Also g Single-family, ''�_A building designed and/or used exclusively for occupancy of one family and entirely surrounded by open space on the same lot. totally separated f-Fom eneh other- by aH tmpier-eed wall exteHdiHg f-Fom gr-otmd to r-oof or- tmpier-eed eeiliHg aHd floor- exteHdiHg f-Fom exterior- wall to exterior - wall, exeept for- a eommoH stair -well exterior- to both d-A,el!iHg tMits. i+. h Unit, dwelling unit. , A sin, -le unit providin,- complete, independent livin,- facilities for one or more persons, includin,- permanent provisions for livin,-, sleepin,-, eating, cookie,-, and sanitation. e. i Watchman or caretaker dwelling.An accessory dwelling associated with a commercial or industrial building or structure for the purpose of housing a watchman or caretaker and immediate family. (32) Family. Any number of individuals not necessarily related by blood, marriage, adoption or guardianship living together in a dwelling unit as a single housekeeping unit and distinguished from a group occupying a rooming house, club, fraternity house or hotel. ( Group care home. See Housing unit) ( Guest house. See Dwelling) Guest Room. A room used or intended to be used by one or more guests for living or sleepin,- purposes. ( Halfway house. See Housing Unit) Hostel. A buildinz, or portion thereof, in which temporary or overni'-ht lod,-in,- is Provided for hikers, cyclists or other travelers not -enerally travelin'- by car. (See Lodging) Hosted lod,-in,- unit. An owner occupied sin -le -family residential dwellin- where the owner resides at the dwellin,- unit while it is bein,- rented A room or -roup of rooms in which sleepin,- accommodations are furnished for compensation or other services may be furnished by the owner or operator to any individual not a family member. A hosted lod,-in,- is limited to a home occupation within an owner -occupied dwellin'- which is the owner's principal place of residence and to the rental of not more than 50 percent of the bedrooms to a maximum of five. ( Hotel. A facility with sir or more guest rooms and on -premises mans,-ement offerin,- transient lod,-in,- accommodations to the-eneral public on a daily rate where access to all sleepin,- rooms is throe,-h a main entrance and which CITY OF SEWARD, ALASKA ORDINANCE 2021-006 may provide food, entertainment, meetinz rooms, recreational facilities or various personal services. Includes lodges and inns. (Buildinz/Fire code classification is Residential Group R-1) (44) Housing Unit. , employees or- nur-sing home reside . A dormitory or a group of cells with a common dayroom. (Building -/Fire code classification is Institutional Group I-3) a. Bunkhouse. A building used as living quarters for people such as cannery workers or construction laborers where shower and sanitary facilities are shared and in which there are no individual cooking facilities. b. Convalescent or nursing home. A structure with sleeping rooms where persons are housed or lodged and are furnished with meals, nursing and medical care. C. Dormitory. A building used as residential group living quarters for a student body or religious order as an associated use to a school, orphanage or other similar institutional use, and does not include kitchen facilities except a group kitchen facility to serve all residents. d. Group care home. A dwelling shared by no more than five disabled persons, plus resident staff, who live together as a single housekeeping unit and in a long- term, family -like environment in which staff persons provide care, education and participation in community activities for the residents with the primary goal of enabling residents to live as independently as possible in order to reach their maximum potential. The term "group care home" shall not include alcoholism or drug treatment centers, work release facilities for convicts or ex -convicts or other housing facilities serving as an alternative to incarceration. e. Halfway house. A licensed home for inmates on release from more restrictive custodial confinement, or initially placed in lieu of more restrictive custodial confinement, wherein supervision, rehabilitation and counseling are provided to mainstream residents back into society, enabling them to live independently. Such placement is pursuant to the authority of the Alaska Department of Corrections. f. Substance abuse treatment facility. A facility for the purposes of temporary or Ion, --term inpatient treatment of victims of alcohol or druz use or addiction. Institutional Group I-L Institutional Group I-1 occupancv shall include buildings structures or portions thereof for more than 16 persons, excludinz staff, who reside on a 24-hour basis in a supervised environment and receive custodial care. Buildinzs of Group 1-1 shall be classified as one of the occupancy conditions specified in Section 308.2.1 or 308.2.2. (Buildinz/Fire code classification definition) Institutional Group I-2. Institutional Group I-2 occupancy shall include buildin,-s and structures used for medical care on a 24-hour basis for more than five persons who are incapable of self-preservation. (Buildinz/Fire code classification definition) Institutional Group I-3. Institutional Group I-3 occupancy shall include buildin,-s and structures that are inhabited by more than five persons who are under restraint or security. A Group I-3 facility is occupied by persons who are zenerally incapable of 62 CITY OF SEWARD, ALASKA ORDINANCE 2021-006 self-preservation due to security measures not under the occupants' control. (Buildin,-/ Fire code classification definition) (49) Lodging. The renting out of a dwelling, or portion thereof, to provide overnight sleeping accommodations for a period of less than 30 consecutive days. The use may include the providing of meals to overnight guests only. This use includes bed and breakfast, boarding house, hosted lodging unit and whole house rental on a nightly basis. Also known as Short Term Rental (,VTR) Building/Fire code classification is Residential Group R-1) t. -Bed and br-eakfast An owner- oeenpied and operated single family residential dwelfiHg wher-e lodgiHg with a meal is provided for- eompeHsatioH oH a short te basis a -The term does not inelude boar-dinghouses and separate flpfir-tments Whi five rooms availablee for- r-eHt or- lease oH other- thaH a day to day basis alld He4 open to transient guests for- residential oeenpaney and in whieh no eooking or - prepared and served for- eompensation at a table, family style, without ser-viee house o . - house but does not inelude separate apartments with • Hostel. A building, > food, in whieh temporary or- over -night lod-i is provided For- hiker-s, eyelists or- other- travelers Hot geHer-ally tr-avefiHg by ear-. d. Hotel. A fneility with six or- more guest rooms and managem provide > meetiHg rooms, personal ser-viees. ineludes lodges and inns. • Motel. A buildiHg, > neeommodations> > lodges, to the motor-ing publie on a daily rate. > ( Mobile home. See Dwelling) ( Modular home. See Dwelling) Motel. A building, or -roup of detached or connected buildin,-s, havin'-sir or more -uest rooms, an on -premises mans,-er and parkin,- conveniently located on the 63 CITY OF SEWARD, ALASKA ORDINANCE 2021-006 premises, which are desi,-ned primarily to offer sleepin,- accommodations, with or without meals, to the motorin- public on a daily rate. Includes desi,-nations such as motor lod,-es, auto courts, tourist courts and similar terms. (See Lodging) ( Multiple-family.See Dwelling) MULTISTORY UNIT. A dwellinz unit or sleepin,- unit with habitable space located on more than one story. (65) Owner. , trust or afty other legal entity having suffleient proprietary interest ift the land-, ifteluding the attorney or- agent . Any person, anent, operator, entity, firm or corporation havinz any lezal or equitable interest in the property; or recorded in the official records of the state, borou,-h or municipality as holding an interest or title to the property; or otherwise havinz possession or control of the property, includinz the guardian of the estate of any such person, and the executor or administrator of the estate of such person if ordered to take possession of real property by a court. Residential Group R. Residential Group R includes, amon'- others, the use of a buildinz or structure, or a portion thereof, for sleepin,- purposes when not classified as an Institutional Group I or when not re-ulated by the International Residential Code. (Buildinz/Fire code classification definition) Residential Group R-1. Residential Group R-1 occupancies containin- sleepin,- units where the occupants are primarily transient in nature. (Buildin-/ Fire code classification definition) Residential Group R-2. Residential Group R-2 occupancies containin- sleepin,- units or more than two dwellinz units where the occupants are primarily permanent in nature. (Buildinz/Fire code classification definition) Residential Group R-3. Residential Group R-3 occupancies where the occupants are Primarily permanent in nature and not classified as Group R-1, R-2, R-4 or L (Buildinz/Fire code classification definition) Short -Term Rental (STR) describes furnished self-contained homes that are rented for short periods of time, usually by the day as opposed to annual rentals in the unfurnished apartment/housing rental market. They are seen as an alternative to hotels also called vacation rentals. This use includes bed and breakfast, boarding house, hosted lodzinz unit, motel, hotel, hostel or whole house ni,-htly. ( Single-family, attached. See Dwelling) SLEEPING UNIT. A room or space in which people sleep, which can also include permanent provisions for living, eatin-, and either sanitation or kitchen facilities but not both. Such rooms and spaces that are also part of a dwellinz unit are not sleeping units. 64 CITY OF SEWARD, ALASKA ORDINANCE 2021-006 (Substance Abuse Treatment Facility See Housing Unit) (Two family or duplex. See Dwelling) Townhouse A buildinz containinz two or more dwellinz units, each of which has Primary ground floor access to the outside and which are attached to each other by Party walls without openin,-s. Also, commonly called sin, -le family attached, row house and zero -lot line. (SCC 15.10.235). TRANSIENT. Occupancy of a dwellinz unit or sleepinz unit for not more than 30 days. ( Watchman or caretaker dwelling. See Dwelling) Whole House Ni,-htly. Non -Hosted lodzinz unit for which the owner (or authorized a,-ent) is not required to reside at the residence unit. Describes a furnished self- contained dwellinz that is rented for short periods of time, usually by the day as opposed to annual rentals in the unfurnished apartment/housinz rental market. They are seen as an alternative to hotels. Primarily used for accommodations or lodzinz of guests payinz a fee or other compensation for a period of less than 30 consecutive days; 15.10.226 - Land uses allowed. (a) Table 15.10.226 Land Uses Allowed is incorporated herein by reference and the restrictions contained therein are mandatory unless otherwise modified by this chapter (See Table 15.10.226) (b) Lodging/ Short Term Rental (STR) as defined in section 15.10.140B. is allowed in accordance with table 15.10.226 of this chapter and subject to the following conditions: Definitions "Hosted lod-in- unit" An owner occupied sin -le -family residential dwelling where the owner resides at the dwellinz unit while it is beinz rented. A room or zroup of rooms in which sleepinz accommodations are furnished for compensation or other services may be furnished by the owner or operator to any individual not a family member. A hosted lodzin is limited to a home occupation within an owner -occupied dwellinz which is the owner's principal place of residence and to the rental of not more than 50 percent of the bedrooms to a maximum of five. "Insurance Company"- means any insurance anent and/or company throw,-h which a Licensee has obtained an insurance policy to protect the property beinz used as a Short -Term Rental. "Licensee" - means any natural person holdinz a Short -Term Rental license issued by the Community Development Department. "Licenses" dependinz on the location, certain documents are required before you can le -ally rent out space within your home to travelers. "Listin,-" the profile of a property on a listin- site or Online Travel A,-ency and-enerally includes a title, description, photos and pricing. 65 CITY OF SEWARD, ALASKA ORDINANCE 2021-006 "Listin- site": also known as "Online Travel A,-ency (OTA)': Third -party azents that list accommodations and advertise them throu,-h their own network. VRBO and Airbnb are examples of vacation rental listinz sites. "Short -Term Rental (STR) " describes f urnished self-contained homes that are rented for short Periods of time, usually by the day as opposed to annual rentals in the unfurnished apartment/housinz rental market. "Short -Term Rental Transaction" - means a transaction whereby a Licensee accepts payment or any other remuneration from another person for lodzinz accommodations for a period of less than thirty (30) consecutive days. "Whole House Nikhtly. Non -Hosted dwellinz for which the owner (or authorized anent) is not required to reside at the residence unit. Describes a furnished self-contained dwellinz that is rented for short periods of time, usually by the day as opposed to annual rentals in the unfurnished apartment/housing rental market. Primarily used for accommodations or lodzinz ofzuests payinz a fee or other compensation for a period of less than 30 consecutive days. Allowed in R3, UR, OR, AC and CB Districts (1) Regardless of the date such use began, an annual administrative permit is required. Prior to issuing the permit, the City shall conduct an annual life safety inspection of each guest room to assure compliance with the current adopted building code door/window egress standards, the presence of an operable and inspected fire extinguisher and adequate smoke detection systems, a posted evacuation plan, and visible signs showing exit locations. (2) Parking will be provided in accordance with section 15.10.215 of this chapter. (3) No eooking or eooking faeilities are permitted in individual guest bedrooms. (4) LL_Within single and two-family residential districts, lodging is limited to a home occupation within an owner -occupied dwelling which is the owner's principal place of residence and to the rental of not more than 50 percent of the bedrooms to a maximum of five. Hosted Lodzinz unit is allowed in RI, R2, RR, R3 and UR Zoninz Districts a. residence must be the principal residence of the property owner. A property owner must live on -site throughout the visitor's stay. A room or group of rooms in which sleepinz accommodations are furnished for compensation may be furnished by the owner or operator to any individual not a family member. b. An owner or operator of a hosted lodzinz unit shall not rent more than five bedrooms. c. No cooking or cooking facilities are permitted in individual guest bedrooms. (5) in ali other residential distriets, lodging within Single famity resideftees and duplexes is limited to a home oeetipation within the business owner's pr-ineipal pla of residenee and to the rental of not more than 50 pereent of the bedrooms t (6) L�_Within OR, AC, HC & CB eommereial districts, lodging is limited to the rental of not more than rive guest bedrooms regardless of building or business ownership. 66 CITY OF SEWARD, ALASKA ORDINANCE 2021-006 (7)Multifamily dwellings used for lodging purposes are not required to be the business or property owner's residence. The use shall be limited to not more than five apartment units. (8) (7)The rental of individual rooms for lodging purposes is not extended to apartment unit tenants. (91 fL Regardless of business name, the use of more than five guest bedrooms or apartments is considered a motel or hotel for building and other code interpretation purposes. 1. A short-term rental may only be offered in a space intended for human habitation. For example, a property owner may not rent a space in an accessory structure that is a storage shed or zaraze. 2. Short-term rental facilities in or adiacent to residential districts shall not infrinze upon the ri,-ht of neig-hboring residents to reasonable peaceful occupancy of their homes. 3. Short-term rental operators shall obtain a city business license and separate annual permits provided by the City per physical address. 4. Any advertisement of the short-term rental must contain the business license and short-term rental permit number issued by the City. 5. Short-term rental facilities shall meet all applicable health, fire safety, and buildinz codes. New, converted, or annexed short-term rental facilities shall be inspected by the City of Seward prior to operations. 6. All short-term rentals shall receive an annual permit from January 1st to December 31st, under limited administrative review, documentinz conformance with City Code and agreement to conform to all permits and licenses. The International Fire, Residential, and Buildinz Codes shall be applied at the time of Permit for use. 7. The number of available bedrooms shall be determined by the licensee and verified by fire marshal as part of the annual fire safety inspection. 8. A city business license is required per Chapter 8.30, 9. All bed tax (Chapter 5.45), sales (Chapter 5.35), provisions apply. 10. $150 fee due at the time of new short-term rental application, which does not include the fee of the City of Seward Business license. a. Renewals will be accepted every December (re-ardless of the orizinal date of application) for a fee of $100. i. If you wish to discontinue the operation of your short-term rental, you will not need to take any action as the license will automatically close when a renewal fee isn't paid. If after short-term rental (STR) is discontinued applicant wishes to renew the applicant will be required to file a new short-term application. 11. Short -Term Rental Insurance Requirements a. A licensee shall inform his or her Insurance Company that the property covered by the Insurance Company will be used as a Short -Term Rental before 67 CITY OF SEWARD, ALASKA ORDINANCE 2021-006 any Short -Term Rental Transaction is processed, reg-ardless of whether the Licensee obtains liability insurance for the Short -Term Rental throu'-h that Insurance Company. The Licensee shall verify compliance with this notification requirement by executin,- and submittin'- a form affidavit Provided by the Department durin,- the application process. b. A licensee shall maintain liability insurance to cover use of the Short -Term Rental in an amount determined appropriate by the Insurance Company insurinz such Short- Term Rental, but in any case, no amount of less than one million dollars ($1,000,000) in the azwezate. Such coveraze shall be maintained in full force and effect for the term of the license. Alternatively, a Licensee may elect to conduct each Short -Term Rental Transaction throuzh a Hostinz Platform that provides equal or-reater insurance coveraze for each Short -Term Rental Use, provided that the Licensee abides by the notification requirements. c. A licensee shall maintain an insurance policy as described in section 11 a & b. Failure to maintain an insurance policy as described in section 11 a & b shall be cause for automatic suspension of the Short -Term Rental license until the coverage is reinstated. 12. Violation of the conditions of a permit may result in revocation of the short-term rental permit, in the discretion of the City and may result in a fine, up to $1000 in accordance with $ 1.05.010. a. Re-establishment shall be allowed administratively upon proof of compliance and remittance of the monetary penalty, and any other fees necessary for permit issuance. 13. Within the annual permits provided by the city, the property owner shall report to the city the followinz minimum information: 1. The address of the Short -Term Rental, and the contact name(s) of the property owner. 2. The total number of ni,-hts that the Short -Term Rental was occupied for transient accommodation or lod,-in,- with bed tax application. 3. The property owner shall both have le' -al responsibility for the collection of all applicable taxes and remittance of the collected tax. a. The property owner must conspicuously post and maintain the followin'- information inside the Short -Term Rental A copy of the property owner's business license and short-term rental permit. b. The Short -Term rental's maximum occupancy. c. Location of assi,-ned off-street parkin, if applicable. d. Documentation of annual fire safety inspection si,-ned by the Seward Fire Department. e. Twenty-four (24) hour contact information for the property owner or local representative. 68 CITY OF SEWARD, ALASKA ORDINANCE 2021-006 f. A copy of the official Emer,-envy Mana,-ement tsunami evacuation route map. Section 2. This ordinance shall take effect ten (10) days following its enactment. ENACTED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA this 23rd day of August, 2021. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) THE CITY OF SEWARD, ALASKA Christy Terry, Mayor 69 City Council Agenda Statement Meeting Date: July 26, 2021 To: City Council Through: Janette Bower, City Manager From: Jackie C. Wilde, Community Development Director Agenda Item: Amending portions of Seward City Code I 5.10.140 Definitions; 15.10.226 Land Uses Allowed to change, update and accommodate the wishes of the public to promote life safety and maintain a city code that reflects the community's needs. Background and justification: At the request of the public, Planning and Zoning Commission, and City Council, city staff has completed a review of portions of the City Code. Since 2018 the Planning and Zoning Commission has been working on Dwelling, Housing and Lodging definitions The Planning and Zoning Commission held public work sessions on 08/20/2019, 05/19.'2020, 10/20/2020, 12/15/2020, I/19/2021 and the 5/4/2021 public work sessions specifically addressed 15.10.140 and 15.10.226 Definitions and Land Uses Allowed. Planning and Zoning Commission wishes to respond to the concerns and requests of the public and promote economic growth along with health and safety. it is in the public interest to maintain a city code that reflects community needs and the public interest to maintain a city code that reflects the international building and fire codes. At its July 6, 202I meeting, the Planning and Zoning Commission approved resolution 2021-012 recommending City Council approval the proposed City Code amendments. Intent: Amending portions of Seward City Code 15.10.140 Definitions; 15.10.226 Land Uses Allowed Maintain and update a city code that reflects the needs of the community. Continue the ability to have the city code work in line with the International Building and Fire code. Consistent checklist: Yes No NIA Comprehensive Plan: 1.3.1 Consolidated, review and updated all definition in title 15 of the city code. 3.2.1.1 Ensure uniform and 1. consistent enforcement of the zoning code, building code,..... 3.3.1.1 X support a range of housing choices that meet the needs of people in various income and age groups. Strategic Plan : Ensure uniform and consistent enforcement of the 2 Zoning Code. Make every effort to involve the entire community in X decision making processes 3. 1 Other: X Fiscal note: Funding is from: No financial Finance Department approval: Attorney Review: Yes x7 No FINot applicable Recommendation City Council approve Ordinance 2021-006, Amending portions of Seward City Code 15.10.140 Definitions; 15.10.226 Land Uses Allowed to change, update and accommodate the wishes of the public to promote life safety and maintain a city code that reflects the community's needs. VA Sponsored by: Bower CITY OF SEWARD, ALASKA RESOLUTION 2021-087 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO SEEK FEDERAL FUNDS THROUGH THE AMERICA RESCUE PLAN ACT (ARPA) IN THE AMOUNT OF $577,195 AS ADMINISTERED BY THE KENAI PENINSULA BOROUGH (KPB) WHEREAS, America Rescue Plan Act (ARPA) funds have been made available by the state to the Kenai Peninsula Borough to be dispersed for approved projects; and WHEREAS, ARPA funds are intended to provide fiscal support to state, local and tribal governments impacted by COVID-19; and WHEREAS, $577,195 of the ARPA funds have been set aside by KPB for the City of Seward; and WHEREAS, these funds will be used specifically to replace aging and deteriorating transmission power poles and support assemblies as part of the Nash Road Electric Infrastructure Project; and WHEREAS, new poles and materials will significantly improve service reliability for the next 35 to 40 years to the Seward Marine Industrial Center, the Spring Correctional Center and the nearly 500 customers residing in the area. 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 seek federal funds through the America Rescue Plan Act to replace power poles and related support materials as part of the Nash Road Electric Infrastructure Project. Section 2. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 23rd day of August, 2021. THE CITY OF SEWARD, ALASKA Christy Terry, Mayor VA City Council Agenda Statement Meeting Date: August 23, 2021 To: City Council From: Janette Bower, City Manager - Agenda Item: Resolution 2021-087: City Council Approval Authorizing the City Manager to Pursue Federal Funds through the Kenai Peninsula Borough from the America Rescue Plan Act (ARPA) in the amount of $577,195 to purchase power poles and Pole Guy Wire Assemblies for the Nash Road Electric Infrastructure Project Background and justification: Throughout the state of Alaska, the Kenai Peninsula Borough (KPB) is administering federal ARPA funds intended to provide support to state, local and tribal governments in responding to the impacts of COVID-19. KPB set aside a portion of those funds for use by Homer and Seward. For Seward, the funds are $577,195, an amount that would help the City buy materials —power poles and guy wire support assemblies —for its Nash Road Electric Infrastructure Project. Most of the existing poles along Nash Road are more than 50 years old and well beyond their useful life. By replacing the poles and support assemblies, we will greatly improve service reliability for another 35 to 40 years to the Seward Marine Industrial Center, the Spring Creek Correctional Center and our nearly 500 customers who reside in the area. Consistency checklist: Comprehensive Plan: N/A Fiscal note: No funding from the City is required. This is an opportunity to received federal dollars through the America Rescue Plan Act as directed by the Kenai Peninsula Borough. Finance Department approval: Attorney Review: Yes �X No ❑ Not applicable ❑ Recommendation City Council approve Resolution 2021-087. 73 - _ City of Seward Electric Department PO Box 167 Seward, Alaska 99664 Telephone: 907-224-4073 August XX, 2021 Mayor Charlie Pierce Kenai Peninsula Borough 144 North Binkley Street Soldotna, AK 99669 Dear Mayor Pierce: First, I want to thank you for your efforts to secure federal funding for projects on the Kenai Peninsula. As requested from Brenda Ahlberg in an August 8 email, this letter is to formally request on behalf of the City of Seward the $577,195 that has been set aside for the City as part of the America Rescue Plan Act (ARPA). In Seward, one of our most pressing needs is to replace the aging and deteriorating infrastructure of our electric transmission system along Nash Road. The transmission infrastructure along much of this 8-mile roadway —power poles, power lines and other related equipment —is well beyond 50 years old and has outlived their useful life, seriously compromising our ability to reliably serve the Seward Marine Industrial Center, the Spring Creek Correctional Center and the nearly 500 customers residing in the area. In fact, the extremely poor condition of most poles along the route makes them unsafe for our linemen to climb. The $577,195 earmarked for Seward would greatly assist us with this critical endeavor, referred to as the Nash Road Electric Infrastructure Project. Specifically, we will use the money to purchase the 88 transmission power poles (wood) and the 315 guy wire assembly units necessary support the poles. Estimates from our engineering firm have the placed the cost for these materials at approximately $560,000. Seward's Power Operations Supervisor Pat Domitrovich will serve as our project manager. Our goal is to identify a contractor for the Nash Road Electric Infrastructure Project before the end of this year with plans to begin construction in the spring/summer of 2022. If we stay on this schedule, we hope to have the poles and line installed by the end of 2022. Thank you again for the work you and your team do on behalf of the Kenai Peninsula and the cities and towns located here. Please do not hesitate to contact me if you have questions or need more information regarding this important project. Sincerely, Janette Bower, City Manager City of Seward ibower(abcityofseward. net (907) 224-4012 74 City of Seward American Rescue Plan (ARPA) Financial Information Funds — Received to Date: Subrecipient through the State as a pass -through from US Treasury* $ 337,466.00 Subrecipient through the State as pass -through from the US Treasury $ 577,195.00 Total: $ 954,661.00 *Round 1 Funds — Set to Receive: Subrecipient through the Borough as a pass -through from US Treasury $ 577,195.00 Subrecipient through the State as pass -through from the US Treasury** $ 337,466.00 Total: $ 954,661.00 **Round 2 Note: these funds are not guaranteed. Total amount the City should receive: $ 1,909,332.00 NO Fact Sheet American Rescue Plan Federal Requirements and Guidance Quick Facts: • The American Rescue Plan (ARPA) was signed into law on March 11, 2021 to address the negative impacts of the Covid-19 pandemic. • The Fiscal Recovery Funds are intended to provide support to State, local, and Tribal governments (together, recipients) in responding to the impact of COVID-19 and in their efforts to contain COVID— 19 on their communities, residents, and businesses. • On June 17, 2021, Treasury released the compliance and reporting guidance known as the Interim Final Rule. The guidance provides detail and clarification for each recipient's compliance and reporting responsibilities. • Non -entitlement units (NEUs) have been defined as those local governments serving less than 50,000 residents and under 5 million in federal funds. • NEU's will receive ARPA funds through the state, as a subrecipient • NEUS may receive additional ARPA funds from a county/borough if they pass their portion onto NEUs (additional reporting standards apply when receiving funds from a county/borough) • Each (NEU) is required to meet compliance and reporting responsibilities, as defined in the Interim Final Rule • First round of ARPA funds will be received in late summer/early fall • Second round of ARPA funds will be received a year from the first round; however, its recommended not to count on the second round when planning projects • CPV funds passed through from the Treasury to the state or county/boroughs are not considered CPV money and are held to all standards, guidance, and reporting requirements under ARPA Eligible ARPA fund uses fall into four broad categories as follows: 1. Public health & economic impacts: COVID-19 mitigation and prevention programs (medical care, testing, contract tracing, purchases of PPE, public communication efforts, etc. 2. Premium pay: Premium pay can be provided to eligible workers performing essential work during the COVID-19 public health emergency. 3. Revenue loss: Revenue loss will be measured relative to revenues collected in the most recent full fiscal year prior to the emergency. 4. Investments in water, sewer, or broadband infrastructure: Investments in infrastructure category allows for a broad range of necessary investments in projects that improve access to clean drinking water, improve wastewater and stormwater infrastructure systems, and provide access to high -quality broadband service. (The Treasury has issued guidance in direct relation to EPA clean water and drinking water standards. Project specific guidance can be located at: https://www.epa.gov/dwsrf/dwsrf-eligibilities and https://www.epa.gov/cwsrf/learn-about-clean- water-state-revolving-fund-cwsrf#eligibilities) Additional Guidance and Requirements for Revenue Loss and Investment in water, sewer, or broadband Revenue Loss: • The most prior fiscal year (audited) to the pandemic is used as the base year for capturing lost revenue as a result of the pandemic • Budgeted projects (projects included in a CIP or annual budget) can't be funded under ARPA • Maintenance infrastructure projects can be funded under ARPA so long as they aren't budgeted • Allows for a broader spectrum of infrastructure projects given ARPA guidance and standards are adhered to Water, Waste Water and Broadband Infrastructure: • Can't be used for an expansion of an existing system rc. Fact Sheet American Rescue Plan Federal Requirements and Guidance • Guidance aligns with the wide range of types or categories of projects that would be eligible to receive financial assistance through the Environmental Protection Agency (EPA) Clean Water State Revolving Fund or Drinking Water State Revolving Fund. Inelieible uses of ARPA funds: • The interim final rule prohibits recipients from using the funds for deposit into a pension fund • ARPA funds may not be used as a source of matching contributions for other federal grants • Can not be used to pay off current or future debt • Funds related to ARPA can not be placed into a reserve account and must be identified as specific project Proiect Expense Deadlines: All expenses associated to ARPA funded projects must be obligated by 12/31/24 and expensed by 12/31/26 (funds not fully expensed by 12/31/26 would be due back to the Treasury) Reporting Requirements: States, U.S. territories, metropolitan cities and counties with a population that exceeds 250,000 residents Metropolitan cities and counties with a population below 250,000 residents which received more than $5 million in SLFRF funding By August 31, 2021, with expenditure summary by category By October 31, 2021, and then 30 days after the end of each quarter thereafterg Tribal Governments Metropolitan cities and counties By October 31, with a population below 250,000 2021, and then residents which received Less than annually $5 million in BLFRF funding thereafter„ NEUs Not required By August 31, 2021, and annually thereafter by July 31 10 Not required • NEU's who receive pass through ARPA funds will report as a Metropolitan City and County under this table Final Discussion: • ARPA funds are subject to single audit 2 77 Fact Sheet American Rescue Plan Federal Requirements and Guidance Documentation of any decision -making will be key. The calculation of revenue loss in particular will likely present its own unique challenges in this regard. 3 78 Sponsored by: Bower CITY OF SEWARD, ALASKA RESOLUTION 2021-088 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, SUPPORTING THE CITY MANAGER TO SEEK ADDITIONAL FUNDS FROM THE FEDERAL INFRASTRUCTURE/STIMULUS PACKAGE, AND ANOTHER TIME EXTENSION FROM THE ALASKA ENERGY AUTHORITY FOR THE HEAT LOOP PROJECT GRANT WHEREAS, the Alaska Energy Authority requested "a resolution from the City Council that describes and affirms the city's intentions for the project moving forward" including: • Proposed plan forward; • Potential gap funding; and • Requested extension time frame and rational schedule; and WHEREAS, the city manager requests direction from council to expend the time and resources seeking funds for the heat loop, and whether to fund a partial project for $1.4 million or the full project for $3.6 million (both are 2020 "pre-COVID-19" estimates and should be increased 50%); and WHEREAS, the proposed plan forward is to first secure the necessary funding from the new federal infrastructure and stimulus package by December 31, 2021, then proceed to complete the project by June 30, 2023; and WHEREAS, potential gap funding would be requested with the federal funding requests; and WHEREAS, the requested time extension would move to June 30, 2023 to allow more time to purchase the equipment and supplies during these difficult COVID-19 delays and shortages. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The Seward City Council has determined that it is in the public interest to pursue funding for the heat loop project, and hereby authorizes the city manager to continue to work on time extensions with Alaska Energy Authority to secure funds and complete the heat loop project. Section 2. Funding is not requested at this time. The required match was approved through Resolution 2019-022. If additional funds are required, a resolution will be brought forward to the council for consideration. Section 3. This resolution shall take effect immediately upon adoption. 79 City Council Agenda Statement Meeting Date: August 23, 2021 To: City Council Through: Janette Bower, City Manager From: Doug Schoessler, Public Works Director Agenda Item: Resolution 2021-088: Supporting the City Manager to Seek Additional Funds from the Federal Infrastructure/Stimulus Package, and Another Time Extension from the Alaska Energy Authority for the Heat Loop Project Grant Background and justification: In 2018, the City of Seward accepted a grant of $725,000 from the Alaska Energy Authority (AEA) for a heat pump system to serve 4 city buildings. The City committed to provide matching funds totaling $157,000 for a total proj ect cost of $892,000. The paid design and engineering fees to "Your Clean Energy, LLC" have totaled nearly their budgeted $138,000. The original project timeline was from September 01, 2018 to December 31, 2019. AEA granted a time extension until June 30, 2021. As design was finishing in 2020 we solicited for an independent professional cost estimator to evaluate the project costs to insure it was viable. The professional estimator gathered information from all involved to produce the current time price. That total was $3,600,934. This price was nearly $2.9M over the budgeted funds. Thus, Your Clean Energy, LLC (YCE) wanted to try for a 2-building version of the project using just the Library and the Annex. He worked with the profession estimator to reduce scope to keep the project. That revised project scope cost came back at $1,440,884 increasing the City's cost to $715,884. The Covid-19 outbreak interrupted many things including any decisions or funding sources on this project. Prior to the expiration of the grant agreement on June 30, 2021 we applied for another extension. AEA gave us 90 days to find other funding as they wrote: "the reduced scope and increase in cost has changed the economics of the project negatively. The project does not appear to be economically viable based on AEA's assumptions." City Manager Bower worked with AEA to seek more time to try to secure other funding through the new federal economic stimulus package. This resolution asks for Council support and commitment to AEA to continue efforts for additional funding for this heat loop project, or to end this proj ectnow and move on to find other energy conserving projects. The intent is to have Council and the City formally show their support to AEA for Administration to continue seeking these project funds and extend the grant expiration timeline. 80 Consistency checklist: Comprehensive Plan: 3.1.1.7, 2.1.1.7 energy projects Strategic Plan: page 7 reduce energy costs Other: N/A Fiscal note: no fiscal impact at this time. Funding is from: N/A Finance Department approval: Attorney Review: Yes ❑ No F7] Not applicable ❑ Recommendation City Council adoption of Resolution 2021-088. 81 Doug Schoesster From: Josephine M. HartleyeJHartley@akenergyauthority.org> Sent: Monday, July 19, 2021 2:20 PM To: Janette Bower Cc: Doug Schoessler; Conner T. Erickson Subject: City of Seward Heat Pump Project External Email. This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. Hi Janette, I hope that you had a great sunny weekend! it was nice talking with you last week, I appreciate you taking the time to discuss the city's position regarding your grant. I think it will be helpful to formally document the City's plan and intentions moving forward with the REF Grant #7091242 — Heat Pump System for City of Seward. I would like to request a resolution from the city council that describes and affirms the city's intentions for the project moving forward. Please include in the resolution the following information: • Proposed plan forward • Potential gap funding sources • Requested extension time frame and rationale/schedule I think that his resolution will be helpful moving forward to ensure continuity, and also for use in upcoming discussions with management and the REF program manager. I appreciate all of your help on this. Please give me a call if you would like to discuss further, or if you have any questions. Thank you! Josi Josi Hartley I Project Manager 813 West Northern Lights Blvd. Anchorage, AK 99503 Office: 907-771-3919 Cell: 907-854-2824 EN ERGY E�iERGY AUTHORITY 1 82 ALA5KA IVENERGY AUTHORITY October 30, 2020 Doug Schoessler Public Works Director City of Seward PO Box 167 Seward, AK 99664 RE: Renewable Energy Fund Grant #7091242 Dear Mr. Schoessler I am writing to inform you that the Alaska Energy Authority has reviewed the proposed change in the scope of work for the Seward district heat pump project provided to AEA on August 25, 2020. After completing an economic analysis, the requested change in the scope of work is not recommended for ,the -City of Seward. Per the grant agreement, the City of Seward planned to connect four buildings (Library, City Annex, City Hall, and Fire Hall) to a district heat pump loop. The district heat pump was expected to reduce 96% of the heating loads of the buildings and displace nearly 17,000 gallons of heating oil per year. The total budget in the 2015 REF application, including the $725,000 REF grant, was expected to be $882,497. The proposed change in the scope of work as provided in the cost estimates by HMS Inc., dated 8/25/2020, would reduce the number of buildings connected from four to two. The proposed amendment would remove the City Hall and Fire Hall from the district heating loop. The district heat loop would be expected to displace roughly 6,600 gallons of heating oil in the two remaining buildings. Based on the cost estimate from HMS, the project cost has risen to $1,440,884. The Renewable Energy Fund is a competitive grant program, and the Seward heat pump project competed against 51 other applicants. The reduced scope and increase in cost has changed the economics of the project negatively. The project does not appear to be economically viable based on AEA's assumptions. The amount of REF grant funding cannot be increased. If the City of Seward chooses to proceed with this project, they will be responsible for the additional project cost of $558,387. In a best case scenario including the increase project cost for the reduced scope of work, the benefit -cost ratio would fall from 1.8 to 0.65. Based on our economic analysis, it appears that the cost of the displaced diesel will not cover the capital and operating costs of the system. If you have any questions, please feel free to contact me. Best regards, Josephine Hartley 813 %Nest Northern Lights Boulevard, Anchorage, Alaska 99503 1 P 907.771.3000 I Toll Free 888.300.8534 1 r 907.771.3044 I W W W.AKENERGYAUTHORiTY.ORG 83 'VAALASKA ENERGY ,AUTHORITY June 23, 2021 Doug Schloesser Public Works Director City of Seward PO Box 167 Seward, AK 99664 RE: Renewable Energy Fund Grant #7091242 Dear Mr. Schoessler, This letter is being written in response to the City of Seward's (COS) request for extension of Renewable Energy Fund Grant #7091241. COS has requested a grant extension to pursue gap funding for the project due to an increase in construction costs since grant award. Originally, COS planned to connect four city buildings to a district heat pump loop. The original cost estimate for the project, including the $725,000 REF grant, was estimated to be $882,497 with a projected diesel displacement of approximately 17,000 gallons annually. However, after an independent cost estimate was conducted, the project cost estimate increased substantially to $3,600,934. The City of Seward has proposed a change in the scope of work which would reduce the number of buildings connected to the district heat loop from four to two in order to reduce the capital costs of the project. The current proposed project is expected to displace 10,554 gallons of heating oil from the City Library, Library sidewalk snowmelt and the City Annex. The cost estimate for the new scope of work is $1,440, 884. The Alaska Energy Authority has conducted an economic evaluation of the revised scope detailed above (see Table 1 below) #1: Full Project #2: Full Project #3: City of Seward #4: City of Seward Cost (AEA) Cost (YCE) Match Only (AEA) Match less DC Funds (AEA) Capital Investment $ 1,440,884 $ 1,440,884 $ 715,884 $ 615,884 B/C Ratio 0.48 1.62 0.91 1.03 NPV ($690,166) $1,815,019 ($6,784) $87,475 Payback Period 48 23.5 28 25 Table 1: Results of AEA Economic Analysis Column #1 takes into account the economics of the project as a whole, and is representative of AEA's basis for evaluating projects during the competitive REF application evaluation process. Typically, AEA will recommend projects for funding if the overall B/C ratio of the project is greater than 1. Column #2 represents the economic evaluation performed by You rCleanEnergy. The primary reason for the difference in the results between column #1 and #2 is the assumed heating oil cost escalation rate (see assumptions notes in Table 2). 84 'VAALASKA ENERGY ,AUTHORITY AEA Assumption YCE Assumption AEA Rationale AEA's assumption is based on the EIA projections for Heating Oil Cost heating oil cost escalation. This value is consistent Escalation Rate Start at gallon; Start at with historical cost escalation, and is also consistent Assumption 2.5% annually escalate .5% 6% annually escalate nually with AEA's approach in evaluating all REF applications. Cost of heating oil is held static after 2045. Based on a 10% increase from CEA rates to account Start at $0.19/kWh; Start at $0.16/kWh for transmission and line loss. AEA's understanding is escalate 2.0% annually bulk rate; escalate that the city is currently paying $0.22/kWh for the 2.75% annually Library's electric boiler rate which includes demand Cost of Electricity charges. $6000/year; escalate $6000/year; escalate O&M Proposed Case 3% annually 3% annually $3000/year; escalate Unclear if this was 3% annually included in YCE O&M Base Case evaluation Discount Rate 3% 3% Table 2: Discussion of Assumptions In conclusion, our modeling does not reflect an economically viable project, with a calculated B/C ratio of 0.48. AEA's primary concern is the City's ability to absorb the increase in project costs that are not covered by the REF grant paired with the marginal economic and financial benefits of the project. Additionally, there remains the risk of increasing project costs due to material and labor shortages and inflation as the timeline on this project continues to be extended. With these considerations, AEA will be granting a 90 day extension to provide the COS more time to make an informed decision as to whether it makes economic sense to pursue this project at this time. This extension will also allow time for the city to research and apply for additional funding. The full economic evaluation performed by AEA is attached to this email for your review. If you have any questions, please feel free to contact me. Best Regards, Josi Hartley 85 Sponsored by: Bridges CITY OF :SEWARD, ALASKA RESOLUTION 2019-022 li ►\ (11, 1 111 CITY( OF Till- l l s1 -,I ,1LAIIIKA, Ifl i i-IC.MiNI.NG IT IS IN THE 14 lll.lt '`: 1', w 1 1 I 1 l2I l TO WAIVE THE C©N]A"TITIN I 131D �( I '-•`) I\'1110-' lI,'v. 1�N1i APPROVING A Soil., ,()1 1,('1% C'()N I k %, 1 %1% 1 1 11 YOURCLEANENERGY 1 1.t ' FOIt ! ►l'SICN AND E,\ t , I N, I 1 1t 1 \ s SERVICES FOR A G I�01 `, i? SOUR I 1 11:,1 T PIMP DIS I RICT 111 A I SYSTEM if) SFRVIC:I 1 CH R ! l l,,,, h 11' 1I, 1111rILl. INGS IN � \ AMOUNT NO I o 1 XCELI) S 13S,000, AND APPROPRIATING FUN l i , WHHEREAS, the( : t . a, I Seward has received a grant in the amount o l , . - _ � !; " 1!he Alaska Energy Authority to construct aground source heat pump district heat sy�tcil four municipal buildings; and WHEREAS, YourCleanEnerg;y LLC has submitted a design and engineerML, proposal for sole source consideration; and WHEREAS, YourCieanEnerg;y LLC has successfully, designed and implemented an ocean source heat pump system at the Alaska SeaI,ife Center saving them tens of thousands of dollars each year in heating costs. and WHEREAS, the. City recognizes ilrsrt `, oLjrl Ican1,,na:� local knowledge and expertise that uniquely qualifies them fir sole source contractm�_,: ,wd WHEREAS, YourCleanEnerg y 11C was instrumental in -ic,z 61 ir, !twl,, pT,6o,1 Jiat determined the City's eligibility to utilize beat from the Resw-iL [Pm ko [or ;1 dtr lrict hcat project by conducting well testing and data collection, and conipfcmi!_,;+n I �:tMO:tirW I %aluation to demonstrate the viability of the project, and WHEREAS, YourClean l:nerg,y LLC's work at the Alaska ScaLife t` vmer developed a relationship with the Walker Administration that aided in the grant appropriation to the City; and WHE 1 I?AS, the Port and Commerce Advisory Board (PACAB) supports the City's desire to sale , E:e with YourC'leanI-nergy LLC. NOW, `I ll1 BEFORE, BE IT RESOLVED BY THE CITY COt1NCIL OF THE CITY OF SEWAR t, kLASKA that: Section 1. It is determined that it is in the public's best interest to waive competitive bid process requirements in accordance with the recitals above which are incorporated herein. 86 0 1"% 1 NN ARD, ALASKA 1, UTIO N 2019-022 Section 2. The city manager is hereby authorized to enter into a contract with Yo t i r0can Energy LLC for design and engineering services [br a ground source heat pump olstrict heat system servicing four municipal buildings in an amount not to exceed $138,000. Section 3. Funding in the amount of'$138,000 is hereby appropriated from State grant pit no. 80041-0000-4252 to Energy Efficiency contracted services account no. 80041 -0000- Section 4. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 2 5"' day of February, 210 19 � THE CITY OF SEWARD, ALASKA David Squires, May AYES: Lane, Seese, McClure, Osenga, Towsley, Squires NOES: None ABSENT: Horn ABSTAIN: None ATTEST-. Arenda J. BW]IoK, MMC City Clerk e (City Sea] S 0 IV #., ry 10 :0i SEAL 87 Agenda Statement Meeti11L, Date: l �:bru.ar\ 2_ 2019 To: '�c and City Council From: Jeff Bridges, Interim City Manager Agenda Item: Authorizing a sole source contract with YourCleanFnergy LLC for design and engineering services for a ground source heat pump di strict heat system servicing l bur municipal buildings BACKGROUND & JUSTIFICATION: In 2014, the City authorized the drilling and subsequent well testing and data collection hN YourCleanEnergy LLC (YCE) to determine if the City could utilize heat from the Resurrection ,Bay for a district heat system. In September 2015, YCE completed an Economic Evaluation that found that the results were favorable for the City and sought to work with the City to find funding to support such a project. During this time, YCE was working with the Alaska SeaLife Center (ASLC) on their ocean source heat pump project that utilizes saltwater from the Resurrection Bay to heat their facilities. YCE was successful in designing this project and the ASLC has experienced tremendous savings each year, practically eliminating the need for heating fuel. During this time, YCE was able to demonstrate to the Governor at the time, Bill Walker, the success of the project and the potential that exists elsewhere in Seward for similar projects. Governor Walker was so impressed by the potential that he authorized an appropriation to the City of Seward for $725,000 for a ground source heat pump district heat system. Resolution 2018-089 authorized the City to accept a grant from the Alaska Energy Authority (AEA) to construct a ground source heat pump district heat system utilizing heat from the Resurrection Bay. YCE has submitted a design and engineering proposal for sole source consideration. City Administration believes that it is in the best interest of tite City to waive competitive bid requirements for this portion of the project. Administration recognizes that YCE offers unique local knowledge and has a proven track record in their work at the AS LC since 2008. YCE successfully partnered with the City of Seward in the initial drilling, testing, data compilation, and economic evaluation, that demonstrated sufficient results needed for this AEA grant. INTENT: To authorize the City Manager to award sole source contract with YourCleanEnergy LLC for design and engineering. of a ground source heat pump district heat system and finding that it is in the public's best interest to waive competitive bid requirements for this portion of the project. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (document source here): 1 3.1.1.7 Continue to explore economic. renewable energy projects X 2.1.1.7 Encourage the development of cost-efficient options for renewable energy production in Seward. 2 Strategic Plan (document source here): X age 7 - Reduce energy costs 3. Other {list): X 484 FISCAL NOTE: This project has an estimated total cost of $882,497. State grant funding is available in the amount of $725,000. A local contribution to the project in the amount of $157,497 was appropriated from the Capital Acquisition Fund. Approved by Finance: ATTORNEY REVIEW: Yes X No RECOMMENDATION: Approve Resolution 2019-422 authorizing the City Manager to award Sole SOUrce contract with Y ourCleanEnergy LLC for design and engineering of a ground source heat lump district heat system and finding that it isin the public's best interest to waive competitive bid requirements for this portion of the project. CITY OF SEWARD, ALASKA AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES GROUND SOURCE HEAT PUMP / DISTRICT HEAT SYSTEM FOR LIBRARY/MUSEUM, CITY HALL, FIRE HALL & ANNEX This Agreement between the City of Seward, Alaska ("City" ), P. O. Box 167, Seward, Alaska 99664 and YourCleanEnergy, LLC "Architect/En ig neer"), 308 G Street, Suite 215, Anchorage, Alaska 99501 effective on the 16th day of February, 2019. Architect/Engineer's Project Manager is Andy Baker, P.E., telephone number 907-350-2084; Cell: 907-350-2084; E-mail: andybaker(a�yourcleanenergy.us. The project manager may be changed only upon written consent from the City. The City's Project Manager is Doug Schoessler, Public Works Director, telephone number 907- 224-4005; Cell: 907-422-7118; E-mail: doug�cityofseward.net. This Agreement is for professional services for Engineering Design of Ground Source Heat Pump / District Heat System to offset oil boiler heat for the Library/Museum, City Hall, Fire Hall, and City Annex. Article 1. SUMMARY OF SERVICES 1.1 The scope of work is for the development of process, civil, mechanical and electrical designs for the City of Seward, Alaska to support the installation of a ground source heat pump / district heat system. This system will provide hydronic heat for the Library/Museum, City Hall, Fire Hall, and City Annex, as more completely described in Architect/Engineer's February 15, 2019 proposal which is attached as Appendix A. Article 2. COMPENSATION 2.1 The Architect/Engineer will be paid as follows: 2.1.1 Step IA — YCE & EDC Staff Site Visit $ 8,000 2.1.2 Step IB — Design Narrative, Cost Opinion $ 24,000 2.1.3 Step II- 50% Design Drawings, Cost Opinion $ 62,000 2.1.4 Step III — 100% Design Drawings, Specifications, Cost Opinion 44,000 Total Compensation $138,000 Article 3. PERIOD OF PERFORMANCE 3.1 The Architect/Engineer agrees to commence work under this Agreement only as authorized by and in accordance with written notice(s) to proceed and to complete the work in accordance with scope of work (Appendix A) and such time schedules included therein or in other appendices. Page 1 of 9 9M 3.1.1 Step IA — YCE & EDC Site Visit Mar 4-8, 2019 3.1.2 Step IB — Design Narrative, Cost Opinion April 12, 2019 3.1.3 Step II — 50% Design Drawings, Cost Opinion April 30, 2019 3.1.4 Step III — 100% Design Drawings, Specifications, Cost Opinion May 31, 2019 3.1.5 Step IV — Respond to questions during bid period thru July 31, 2019 3.2 The Architect/Engineer agrees that it shall not be compensated for any costs incurred prior to the receipt of notice(s) to proceed. Notice to proceed is effective with execution of this Agreement and issuance of the City purchase order. 3.3 The period of performance under this Agreement shall end July 31, 2019. Article 4. SUB -CONSULTANTS 4.1 The Architect/Engineer shall perform all services required under this Agreement except as may be performed by sub -consultants shown in Appendix A, who are approved by the City. These sub -consultants may be changed only upon written consent from the City. Article 5. INSURANCE 5.1 In accordance with the provisions contained in the General Conditions (Appendix B), the following minimum limits of insurance coverage are required by this Agreement. LIMITS OF LIABILITY TYPE OF INSURANCE EACH OCCURRENCE AGGREGATE Workmen's Compensation for states (Statutory) (Statutory) in which employees are engaged Commercial General Liability 1,000,000 1,000,000 Comprehensive Automobile Liability 300,000 300,000 SPECIAL CONDITIONS Article 6. PAYMENT TO ARCHITECT/ENGINEER 6.1 The Architect/Engineer shall invoice and be paid by the City monthly on the basis of a percent complete of each fixed fee tasks. 6.2 The City agrees to make payment due to the Architect/Engineer within 30 days following receipt and agreement with the Architect/Engineer's bill. Article 7. CHANGE ORDERS AND REVISIONS 7.1 Change in Services of Architect/Engineer may be accomplished after execution of this Agreement, without invalidating this Agreement, if mutually agreed in writing, if required by circumstances beyond Architect/Engineer's control or if Architect/Engineers services Page 2 of 9 1W are affected as described in Section 7.2. In the absence of mutual agreement in writing, Architect/Engineer shall notify City in writing prior to providing such services. If City deems that all or a part of such Change in Services is not required, City shall give prompt written notice to Arch itectlEngineer, and Architect/Engineer shall have no obligation to provide those services; and the City shall have no obligation to pay for the costs associated with that change of service request. _Except for a change due to the fault of ArchitectiFngincer, Change in Services of Architect/Engineer shall entitle ArchitectiFiiginccr to an adjustment in compensation pursuant to Appendix B, Section VI. 7.2 If any of the following circumstances affect Architect/Engineer's services for the Project and the Architect/Engineer has in writing prior approval or notification from the City, Architect/Engineer shall be entitled to an appropriate adjustment in Architect/Engineer's schedule and compensation: 7.1.1 Change in the instructions or approvals given by City that increase the scope of work described in the above Section 1.1; 7.1.2 Enactment or revision of codes, laws or regulations or official interpretations, which necessitate changes to the scope of work described in Section 1.1; 7.1.3 Decision of City not rendered in a timely manner; 7.1.4 Failure of performance on the part of the City's representative/s; and 7.1.5 Preparation for and attendance at a public hearing, a dispute resolution proceeding or a lcLnil proceeding except where Architect/Engineer is a party thereto. Article 8. IN1)1:MN11:1CATION 8.1 The Architect/Engineer is an independent contractor and not an employee or agent of the City. To the fullest extent permitted by law, the Architect/Engineer agrees to defend, indemnify and hold harmless the City, its elected and appointed officials, employees, and volunteers against any and all liabilities, claims, demands, lawsuits, or losses, including costs and attorney fees incurred in defense thereof, arising out of or in any way connected or associated with this contract. Article 9. APPENDICES 9.1 The following appendices are attached to this Agreement and incorporated herein: Appendix Title A Architect/E nginccr Proposal datcd February 15, 2019 B General Conditions IN WITNESS WHEREOF, THE I'A10-Il S HAVE EXECUTED THIS AGREEMENT. Architcct/FiwMccr: YourClcanl:ncn_)v. LL.0 Signature: Date Titic: Andy Bakcr, PE Page 3 of 9 Principal 2/16/19 W Owner: City of Seward, Alaska Signature: Title: Attest: Signature: Title: [City Seal] Jeff Bridges City Manager City of Seward. Alaska Brenda Ballou, MMC City Clerk APPENDIX B GENERAL CONDITIONS I. DEFINITIONS Date Date RASiC SERVICES; The identified work elements set forth in this Agreement for which the Architcctr Aigincer will receive prime compensation. CI IAN(&': In addition to, or reduction of, or other revision in the scope, complexity, character, or duratioii of'tlie sere ices or other provisions of'tli1s Agreement. CITY`S i'ROJECT MANAGFR: ('ity's representative in clia -,c of the projcct(s) and the Architect/f'igiiieer's primary point of contact I'Or noticc(s) to proceed. invoices, correspondence and Micrf;ice with the Architect/Engineer. E RCI IITI:C'-F`FN(iIN[_.]"R"S PROJECT MANAGER: Tlie Arc1ii1ect/I:ii1-,Mcer's represcilt,rtive III cliar-c ol' tllc projcct(s) who is directly reslimisihIc acid cm-,u,cd III performing the regL ircd sei'Vices. FX TR A S 1: iZ V I (' ] :S _ Any scr\ i ccs or actions required of the Architect/Engineer above and beyond provisions ol'this A-recment. FUNDING A(iI:.NC'Y (S): The agcncy(s) of the fcderal, state or municipal government which furnishes funds for the Architect, l"m6iieer's compensation under this Agreement. OpTIONAI, S1:RVI(T'S: Iciciititiable aiid!or indeterminate work elements set forth in this A-recinent, which are scpFinite and distinct from those covered by the prime compensation, which. the City has the option to authorize. Page 4 of 9 Am PRIME COMPENSATION: The dollar amount paid to the Architect/Engineer for basic services as set forth in this Agreement. Prime compensation does not include payment for any optional or extra services. SCOPE OF WORK: Basic and optional services required of the Architect/Engineer by provisions of this Agreement. SUBCONTRACTOR: Any person, firm, corporation, joint venture, partnership or other entity engaged through or by Architect/Engineer. II. INFORMATION AND SERVICES FROM OTHERS Provisions of information, data budget, standards, and other materials by the City does not warrant their accuracy or quality nor provide approval of omissions or oversights or of any noncompliance with applicable regulations. The City may, at election, or in response to a request from the Architect/Engineer, furnish information or services from other Architect/Engineers. If, in the Architect/Engineer's opinion, such information or services are inadequate, the Architect/Engineer must notify the City of the specific service of material deemed inadequate and the extent of the inadequacy prior to use in the performance of this Agreement. Unless so notified by the Architect/Engineer, the City may assume the information or services provided are adequate. III. HOLD HARMLESS The Architect/Engineer shall indemnify, defend, and hold and save the City, its officers, agents and employees harmless from liability or any nature or kind including costs and expenses, for or on account of any and all legal actions or claims or any character whatsoever resulting from injuries or damages sustained by any person or persons or property arising from performance of this Agreement, which is caused in whole or in part, by any negligent act or omission of the Architect/Engineer; provided, however that this paragraph shall not be construed so as to require the Architect/Engineer to defend, indemnify or hold harmless the City from such claims, damages, losses, or expenses caused by or resulting from the sole negligence of the City. It is agreed that where such concurrent negligence of (1) the City and (2) the Architect/Engineer, it is expressly agreed that the Architect/Engineer's obligations of indemnity under this paragraph shall be effective only to the extent of the Architect/Engineer's negligence. Page 5 of 9 111 IV. INSURANCE The Architect/Engineer shall not commence work under this Agreement until all required insurance has been obtained, nor shall the Architect/Engineer allow any sub -consultant to commence work on its subcontract until the insurance required has been so obtained. The Architect/Engineer shall furnish certificates of insurance showing the City as co-insured, in evidence of the requirements of Article 5 of the contract and paragraphs (a) below. All certificates must provide a 30-day prior notice to the City of cancellation, nonrenewable or material alternation of such insurance. Failure to furnish satisfactory evidence of insurance or lapse of coverage is grounds for termination of this Agreement. The Architect/Engineer shall purchase and maintain such insurance as will protect it from claims under Workmen's Compensation acts and other employee benefits acts for damages because of bodily injury, including death, to its employees and all others and for damages to property, any or all of which may arise out of or result from the Architect/Engineer's operations under this Agreement whether such operations be by it or by any subcontractor or anyone directly or indirectly employed by either. Limits for the insurance listed shall not be less than that specified. Architect/Engineer shall provide at least the following: (a) Workmen's Compensation Insurance for all states in which employees are engaged in work under this Agreement. (b) Commercial General Liability (c) Comprehensive Automobile Liability V. PAYMENTS Payments shall be made in accordance with the payment schedule, and within 30 days of receiving invoice from the Architect/Engineer. The sum of payments shall not exceed the allowable compensation stated in this Agreement. In the event items on an invoice are disputed, payment on those items will be withheld until the dispute is resolved. The Architect/Engineer shall submit a final invoice and required documentation for services authorized by each Notice to Proceed within ninety (90) days after final acceptance by the City. The City will not be held liable for payment of invoices submitted after this time unless prior written approval has been given. VI. CHANGES Changes in the scope of work or of services may only be made by written amendment. The Architect/Engineer shall not perform any extra services prior to receiving a fully executed copy of an amendment and a Notice to Proceed. If at any time the City through its authorized representatives, either verbally or in writing, requests or issues instructions for extra services or otherwise directs actions which conflicts with any provisions of this Agreement, the Architect/Engineer shall, within ten days of receipt and prior to Page 6 of 9 'aI pursuing such instructions, notify the City in writing, and to the extent possible, describe the scope and estimated cost of any extra services. Unless so notified by the Architect/Engineer, the City may assume such instructions have not changed any provisions of this Agreement nor require additional compensation. No additional payments shall be made to the Architect/Engineer without such notice. VIII. INSPECTIONS The City, or any funding agency, has the right to inspect, in the manner and at reasonable times it considers appropriate during the period of this Agreement, all facilities and activities of the Architect/Engineer in the performance of this Agreement. IX. TERMINATION OR SUSPENSION This Agreement may be terminated by either party upon ten day's written notice if the other party fails substantially to perform in accordance with its terms through no fault of the party initiating the termination (default termination). If the City terminates this Agreement on account of Architect/Engineer's default, the City will pay the Architect/Engineer for work completed prior to termination that can be substantiated by the Architect/Engineer and the City, and Architect/Engineer shall be liable for the remaining cost of the provision of architect and engineer services on the Project. If the City becomes aware of any fault or defect in the work of the Architect/Engineer or nonconformance with this Agreement, the City will give prompt written notice thereof to the Architect/Engineer. Should the Architect/Engineer's services remain in nonconformance to this Agreement, the percentage of total compensation attributable to the nonconforming work may be withheld. The City at any time may terminate (convenience termination) or suspend this Agreement for its own needs or convenience. In the event of a convenience termination or suspension for more than three months, the Architect/Engineer will be compensated for authorized services and authorized expenditures performed to the date of receipt of written notice of termination plus reasonable termination expenses. No fee or other compensation for the uncompleted portion of the services will be paid, except for already incurred indirect costs which the Architect/Engineer can establish and which would have been compensated for over the life of this Agreement, but because of the convenience of the termination would have to be absorbed by the Architect/Engineer without further compensation. in no event shall Architect/Engineer be entitled to profit for unperformed work following termination for convenience of this Agreement. If state or federal funds support this Agreement settlements in the event of default or convenience termination must be approved by the City and any appropriate state or federal agency. Page 7 of 9 X. OFFICIALS NOT TO BENEFIT No member of or delegate to Congress, United States Commissioner or other officials of federal, state or local government shall be admitted to any share or part of this Agreement or any benefit to arise there from. The Architect/Engineer warrants that it has not employed or retained any organization or person, other than a bona fide employee working for the Architect/Engineer, to solicit or secure this Agreement and that it has not paid or agreed to pay any consideration contingent upon or resulting from this Agreement. XI. INDEPENDENT CONTRACTOR Except in those instances specifically provided for herein, the Architect/Engineer and any of its agents and employees shall act in an independent capacity and not as agents of the City in the performance of this Agreement. XII. ENDORSEMENT ON DOCUMENTS Endorsements and professional seals, if applicable, must be included on all final plans, specifications, estimates and reports. XIII. OWNERSHIP OF WORK PRODUCTS Work products produced under this Agreement, except items which have preexisting copyrights, are the property of the City. Payments to the Architect/Engineer for services hereunder includes full compensation for all work products, field notes, interim design work, blueprints, surveys, and other materials produced by the Architect/Engineer and its subcontractors pertaining to this Agreement. Should the City elect to reuse work products provided under this Agreement for other than the original and specific project and/or purpose, the City will indemnify the Architect/Engineer and its subcontractor against any responsibilities or liabilities arising from such reuse. Additionally in any such reuse the original Architect/Engineer's or subcontractor's signature, professional seals and dates must be removed. Reuse which requires professional signature and seal will be signed, sealed and dated by the professional who is in direct supervisory control and responsible for the adaptation. No royalty or other compensation for such reuse may be paid to the Architect/Engineer or its subcontractors. XIV. SUCCESSORS AND ASSIGNS The Architect/Engineer binds itself, its partners, its subcontractors, assigns and legal representatives to this Agreement and to the successors, assigns and legal representatives of the Architect/Engineer with respect to all covenants of this Agreement. The Architect/Engineer shall not assign, sublet or transfer any interest in this Agreement without the prior written consent of the City. Page 8 of 9 IM XV. CLAIMS AND DISPUTES If the Architect/Engineer becomes aware of any act or occurrence which may form the basis of a claim the Architect/Engineer shall immediately inform the Project Manager. If the matter cannot be resolved within seven (7) days, the Architect/Engineer shall, within the next fourteen (14) days, submit written notice of the facts which may form the basis of the claim. In presenting any claims, the Architect/Engineer shall, specifically include the provisions of this Agreement, which apply, the specific relief requested, included any additional compensation claimed, and the basis upon which it was calculated and/or the additional time requested and the basis upon which it was calculated and/or the additional time requested and the basis upon which it was calculated. XVI. EXTENT OF AGREEMENT This Agreement, including appendices, represents the entire and integrated Agreement between the City and the Architect/Engineer and supersedes all prior negotiations, representations or agreements, either written or oral. Nothing contained herein may be deemed to create any contractual relationship between the City and any subcontractors or material suppliers; nor may anything contained herein be deemed to give any third party a claim or right to action against the City or the Architect/Engineer which does not otherwise exist without regard to this Agreement. This Agreement may be changed only by written amendment executed by both the City and the Architect/Engineer. All communications that affect this Agreement must be made or confirmed in writing. The Architect/Engineer on receiving final payment will execute a release, if required, in full of all claims against the City arising out of or by reason of the services and work products furnished under this Agreement. The Architect/Engineer shall pay all federal, state and local taxes incurred by the Architect/Engineer and shall require their payment by any subcontractor or any other persons in the performance of this Agreement. XVII. GOVERNING LAWS This Agreement is governed by the laws of the State of Alaska and such federal and local laws and ordinances as are applicable to the work performed. Any dispute arising under this agreement shall be subject to litigation in the Superior Court for the State of Alaska, Third judicial District at Kenai. XVIII. PRECEDENCE AND DIVISIBILITY The provisions of this Agreement shall fully govern the services performed by the Architect/Engineer. If any term, condition, or provision of this Agreement is declared void or unenforceable, or limited in its application or effect, such event shall not affect any other provisions hereof and all other provisions shall remain. Page 9 of 9 Im ECONOMIC EVALUATION OF GROUND SOURCE HEAT PUMP SYSTEM FIRE I{ALI •sex wlr TO PROVIDE PRIMARY HEAT FOR CITY LIBRARY & MUSEUM CITY HALL ANNEX CITY HALL FIRE HALL CITY OF SEWARD, ALASKA 7 DUL INSULATED HOPE SUPPLY a . RETURN MAIMS TO CARRY GROUND HEAT FROM C',IYY HALL TO FIR'F HALL �14YORONIC CIRC PUMPS MOVE HOT WWTER TO HEATING APPLUMICES CITY (TYPICAL FOR EACH BLDGI MALL I�� j rd I 'L. 7' INSULATED HOPE. SUPPLY A RETURN 1WAIN8 TO CARRY GROUND HEAT FROM I IRHARY TO CITY HALL DRAVARG G-1 CONCEPT FLAN STARTER.,HFATING OISTRfC7 FVALUATIO CITY OF SF-`16 D. ALASKA�,. CONCEPT PLAN By ANOY BARER. PE YOURCLEANENERGY LLC APRIL T O 4I S NOTE ALIGNMENT Or BURIED PIPING MAY WE MODIFIED TO REDUCE COS T AHO+OR UTILITY CONFLICTS TLES rOR CONNECTION TO rUTURG CAMPGROUND SHOVYVA FACILITY ' 1 EXTENSMJN 11MlT ° I ' RESURRECTION d BAY A" DIA INSULATED HDPE SUPPLY 3 RETURN AWNS TO G RRY GROUND HEAT TO LIBRARY BASEMENI \ AL7'B' ALT `A' 7`Tg11MN A`TPLUNK CrtY1�'sy µH Fa � L18RARYf P7 MUSEUM I S` CIA INSULATED ""i Mi Ffi - SUPPLY M. RETURN MAMIS TO CARRY NOT WATER FROM LIBRARY TO ANNEX ^ •PUSWPULL LOOP PUMPS MOVE GROUND SOURCE FLOW TO EACH HEAT PUMP + (TYPICAL FOR EACH BL '�; w•". ': Fla.wsrw I L I RECOM MENDEO LOCATION HEAT PUMPS. LOAD $10E ± OF 2 INCH DIAMETER X 3W LOOP PUMPS, BUFFER TANK - FT DEEP PERFORATED PYC GROUND YW,TER (TYPICAL FOR EACH BL.DO) MONITORINGWELLS , NEW BOREHOLE MATH DOUBLEFIELD U•BENO I HDPE VERTICAL GROLIND t(1OP5 - TO 30D FT DEPTHIN WATER r SATURATEO ALLUVIAL GRAVEL ik® .. ID 0 MrH FINAL REPORT COMPLETE❑ SEPTEMBER 12, 2015 BY ANDY BAKER, PE "Celebrate the plower of nature"TM ... with YourCleanEnergy LLc ■ 308 G Street #215, Anchorage §A99501 907-274-2007 www.youreleanenergy.us TABLE OF CONTENTS EXECUTIVE SUMMARY — STARTER GROUND SOURCE HEATING DISTRICT ALTERNATIVE B .................4 SCOPE OF ECONOMIC EVALUATION FOR STARTER GROUND SOURCE HEATING DISTRICT..................5 INTRODUCTION..... ............... ....... ....... ....... ....... ....... ............... ....... ....... ........... __ ... ........ _ . 7 EXAMPLES OF SUCCESSFUL OCEAN /GROUND SOURCE HEATING SYSTEMS IN ALASKA......................8 A SUMMARY OF THE FOUR CITY BUILDINGS INCLUDED IN THIS EVALUATION..........................................9 RECENT HISTORY OF ELECTRICITY COSTS FOR CITY OF SEWARD BUILDINGS.....................................10 RECENT HISTORY OF GRID ELECTRICITY USAGE BY CITY BUILDINGS.....................................................11 OPPORTUNITIES FOR INCREASING ENERGY EFFICENCY OF ELECTRICAL LOADS................................12 RECENT HISTORY OF HEATING OIL COST FOR CITY BUILDINGS IN SEWARD..........................................13 RECENT HISTORY OF HEATING OIL USAGE BY CITY BUILDINGS .......... ............. ........... ......................... .... 14 RECENT AND PROJECTED HEATING FUEL COSTS FOR THE CITY OF SEWARD......................................15 SUMMARY OF EXISTING BOILERS AND ESTIMATE OF PEAK HOURLY & ANNUAL HEAT LOADS ............ 16 SOLAR HEATING OF THE OCEAN ALONG THE EQUATOR IS MOVED BY GYRES TO ALASKA.................17 SEA WATER TEMPERATURE IN RESURRECTION BAY PEAKS EACH YEAR AFTER FALL STORMS ........18 GEOLOGY AND SUB -SURFACE WATER RESOURCE BELOW WATER FRONT PARK.................................19 CONCEPTUAL DESIGN OF VERTICAL GROUND LOOPS TO EXTRACT OCEAN HEAT...............................20 EXAMPLE PROJECT USING DOUBLE U-BEND VERTICAL LOOPS WITH SEPARATOR CLIPS...................21 CONCEPT DESIGN OF STARTER GROUND SOURCE DISTRICT HEATING SYSTEM ......... ................ ......... 22 DRAWING G-1: CONCEPT PLAN OF GSHP PROJECT - ALTERNATIVE A & B............ .. ....... ..................... ..23 r]:��L►►►Ihitii�'•i■,�iMahCrltEYrl�l�►'•►��i[r►I�]�:i�:'r11►[Ha�11■►i;��Y•�1�►►► a TRENCHING OF SUPPLY & RETURN MAINS ALONG AND UNDER CITY STREETS AND ALLEYS .............25 INSULATED AND JACKECTED HDPE SUPPLY AND RETURN GROUND SOURCE MAINS ..........................26 GROUND SOURCE HEAT PUMP OPERATION AND COEFFICIENT OF PERFORMANCE (COP) .................27 SELECTION OF WATER SOURCE HEAT PUMPS SUITABLE FOR USE IN CITY BUILDINGS .......................28 SUMMARY OF OPERATION & MAINTENANCE COSTS FOR STARTER DISTRICT HEAT SYSTEM.............29 ■ "Celebrate the power of nature",, ..mtti YourCleanEnergy 180 GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWAR❑ 9112/15 PAGE 3 OF 38 TABLE OF CONTENTS (Continued COST OPINION - ALT B: GROUND SOURCE DISTRICT HEAT FOR ALL FOUR CITY BUILDINGS..... COST OPINION - ALT B: GROUND SOURCE DISTRICT HEAT FOR ALL FOUR CITY BUILDINGS (CONTINUED)............................................................................................................................................... APPENDIX A: ANNEX BUILDING - OIL BOILER - FUEL USE VS. OUTSIDE TEMP - DATA LOGGER. APPENDIX B: FIRE HALL - OIL BOILER - FUEL USE VS. OUTSIDE TEMP - DATA LOGGER .............. APPENDIX C: CITY HALL - OIL BOILER - FUEL USE VS. OUTSIDE TEMP - DATA LOGGER. .... ........ APPENDIX D: QUOTE TO DRILL AND INSTALL 2 TEST HOLES & 10 VERT GROUND LOOPS.......... APPENDIX E: QUOTE FOR INSULATED HDPE PIPE WITH JACKET- SUPPLY & RETURN MAINS.... APPENDIX F: QUOTE FOR HEAT PUMPS, LOOP PUMPS, BUFFER TANKS, U-BEND COILS............ 31 32 33 34 35 36 37 38 ■ . "Celebrate the power of nature",. ...with YourCleanEnergy LLC 10T GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 4 OF 38 EXECUTIVE SUMMARY — STARTER GROUND SOURCE HEATING DISTRICT ALTERNATIVES 50 Year Present Worth Financial Analysis Of Starter Heating District Alternative B: Description Of Financial Component Total Installed Project Cost Opinion Electricity use by source pumps - Year 1 Present worth of electricity use by source pumps - over 50 year project life* Electricty use by heat pumps - Year 1 Present Worth of electricity use by heat pumps - over 50 year project life* Maintenance Cost - District Heat System - Year 1 Present Worth of Maintenance Cost For District Heat System - over 50 year project life** #1 Heating Oil Saved By Heat Pumps - Year 1 Present Worth of #1 Heating Oil Saved By Heat Pumps - Over 50 year project life*** Net Present Worth Of Project Over 50 Years Net Annual Savings At End Of Year 1 Benefit To Cost Ratio Notes: Grid electricity at indrsstdal user rate from Crty of Seward. with 3% per year escalation Maintenance labor costs escalating at 3% per year Unit cast of 41 heating oil escalating at 4.5% per year Discount rate applied to all financial components is 3% per year Current Large General Service rate far City of Seward grid electricity is $.184/KWH Cast of #1 heating oil is estimated to be $3.02/gallon at start of project Alternative B: All Four City Bldgs 17 Boreholes 8 Heat Pumps -$850,000 -$2,290 -$114,500 -$37,208 -$1,860,400 -$1,200 -$185,800 $60,452 $4,466,637 $1,455,937 $19,764 1.48 ® "Celebrate the power of nature"- 198 will, YourCleanEnergy ,, GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 5 OF 38 SCOPE OF ECONOMIC EVALUATION FOR STARTER GROUND SOURCE HEATING DISTRICT 1. Provide background of and scope for the Economic Evaluation, and overall goals of the City to establish a starter heating district using a vertical ground source loop field near the ocean, and heat pumps in the City Library and Annex that are supplied from trunk lines connected to the ground loops. 2. Evaluate the historical cost of heating in downtown Seward using heating oil, and straight electric heat for the past ten years. Based on the latest price projections and information from both heating oil suppliers and City Electric Department, estimate anticipated escalation of heating oil and grid electricity prices in downtown Seward for the next 30 years. Estimate inflation and discount rates anticipated over the same time period. 3. Provide several examples from Southcentral and Southeast Alaska of similar ground or ocean source heating system that have displaced oil or electric heat through the winter heating season for at least two years. Describe the size of these systems, # of customers, and annual heating loads served. For the purpose of comparison to City of Seward, indicate the method of delivered heat price determination and the actual savings realized over other conventional fuefs that are displaced by this system. 4. Develop a conceptual design schematic of a starter district heat system to initially serve the Library and Annex buildings. This concept would include a vertical borehole ground source loop field on City property adjacent to Resurrection Bay, a supply and return trunk line along Adams Street, variable speed drive district loop pumps in the Library basement, and water source heat pumps to replace boilers currently located in the basement of both the Library and Annex. A conceptual design schematic illustrating the conversion of medium temperature heat distribution appliances within each of these buildings will also be included. The conceptual design schematic will consider expansion of the starter district in the future to provide source heat for the City Hall and Fire Hall. 5. Develop conceptual design for a field of vertical geothermal boreholes on City shoreline property at the base of Adams Street. Discuss anticipated subsurface soil conditions, thermal conductivity, depth to bedrock, ground water levels, influence of ocean tides, salinity, borehole depth and spacing, manifold arrangement. Identify adjacent areas where the borehole field may be expanded in future to serve additional buildings via the trunks proposed along Adams Street for the Library and Annex. Recommend a scope of work for a driller to install several test boreholes to confirm subsurface conditions in the area of the proposed borehole field- 6- Develop concept level typical sections for the anticipated trenching of district loop supply and return trunk lines along and under city streets, sidewalks and frontage. Identify an appropriate type of pipe material, depth of bury, insulation requirements, shut off valves, and other details that will have cost implications for the buried piping included in the district system. Determine whether branch supply and return lines may be placed in the same trench with new water lines or other "Celebrate the power of nature°•. .with YourCleanEnergy 199 GSHP SYSTEM EVALUATION FOR CITY BLDG5 CITY OF SEWARD 91112!15 PAGE 6 OF 38 buried utilities already scheduled for replacement by the City. Discuss optimal depth for buried trunk lines.. 7. Based on actual heating fuel usage for the past Four years, and installed boiler sizes, estimate annual heal load and peak hourly heat demand rates for the Library, Annex, City Hall, and Firehall. This work item will require that the City install, within two weeks of Notice To Proceed for this evaluation, a fuel meter (total gallons consumed) on each operating oil boiler, and a KWH meter on the electric boiler in the Library. Heat load estimates can then be calibrated against actual fuel usage recorded over the winter of 2014115. 8, For the Library and Annex buildings, an inventory of the existing heating appliances, heat loads and hydronic supply temperatures shall be made, based on the ❑esignlAs-Built mechanical and electrical drawings for this building, A strategy will be developed for the conversion of medium temperature (140F to 180F) heating loads to low temperature (100F to 130F), assuming replacement of the oil boiler and/or electric boiler with heat pumps of similar capacity. 9. For the Library and Annex buildings, estimate if a net increase in electrical power service will be required for the building in order to integrate heat pumps. Discuss whether a need for standby power exists for either building. 10. For the initial Library and Annex ground source heating district, develop an opinion of probable cost for design and construction, expressed in 2015 dollars. 11. For the initial Library and Annex ground source heating district, estimate the anticipated annual Operation and Maintenance costs, including electricity usage, operational staff, parts, maintenance, technical support, etc. 12. For the initial Library and Annex ground source heating district, estimate the annual savings in 2015 dollars anticipated from the ground source district heat system over continued use of the existing oil and electric boilers. 13. For the initial Library and Annex ground source heating district, develop an itemized opinion of probable cost for design and construction. Develop a Net Present Worth analysis with 30 year life cycle, using the current energy costs and projected escalation rates, discount rate, and inflation rate appropriate for this type of City -owned infrastructure project. This analysis will indicate years to payback investment of ground source district heat versus the base case of continuing with existing heating oil and electric'boilers/resistance heat. 14. Estimate the portion of the design and construction costs that could likely be funded by federal and/or state renewable energy grant programs currently available to the City. 15. Produce deliverable Economic Evaluation report in PDF format that includes above items, schematics, graphs, technical Information, cost estimates, etc, in a simple easy to read format. 16. Make one public presentation in Seward to communicate the results of the evaluation. �"' r w— I CITY OF SEWARD— �. CITY IIAU ANNEX � I , I FLi.Cl RIC t1EPARilt' + I f:UHMt sin( 0 EiAPAI_ pj!nun -- ww ■ "Celebrate the power of nature"• ..with YourCleanEnergy 1B9 GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 7 OF 38 INTRODUCTION On December 12. 2014, the City of Seward secured the services of YourCleanEnergy (YCE) to prepare an Economic Evaluation of Starter Heating District to serve the City Library and Annex buildings in downtown Seward (described here in as "ALT A"). The evaluation also considers an expanded system that includes City Hall and the Fire Hall in the starter heating district (described here in as "ALT B"). The Annex is currently heated with an oil fired boiler: the Library is heated with an oil fired boiler and an electric boiler. The City Hall and Fire Hall both have two oil fired boilers in them. The concept of this evaluation is based on converting the primary source of heat from existing heating oil and electric boiler heat systems to ground source heat pump systems. The ground source loops would derive source heat from a closed loop vertical borehole field located in the City owned park adjacent to Resurrection Bay. BACKGROUND Significant operational savings are anticipated over time by replacing heating oil boilers in select City buildings with ground or ocean source heat pumps. The anticipated savings are based on results of other ground source and ocean source heat pump systems in the Seward area that are operating at about half the cost of oil or straight electric heat systems. The City owns Waterfront Park along Resurrection Bay that is currently used for recreation and camping; these areas lie above water saturated deep alluvial deposits that have strong potential for cost effective and low impact installation of vertical ground loops fields. These fields can supply a district loop to serve heat pumps installed in City Buildings. Vertical ground loops, up to 300 foot depth, installed in ocean frontage areas may be warmed by the ground and ocean heat from the Bay, without the challenges of directly pumping sea water. Initial starter heating district loops can be designed with capacity for expansion to serve more nearby heat loads in the future. There are four City buildings downtown in close proximity to the Bay frontage property, and to each other, that have potential for conversion to heat pumps: the City Library. City Annex, City Hail and the Fire Station. Of these buildings, the City Library Is the most appropriate for conversion to heat pumps due to its new construction with well insulated envelope, radiant floors, and modern hydronic system. The Annex is adjacent to the Library and has had recent envelope improvements that are likely to make a. conversion of this building to a heat pump system cost effective. The City Hall and Fire Hall are older multi -use buildings that would benefit significantly from both a comprehensive energy audit and fundamental energy efficiency improvements. However they are also good candidates even in their present condition for receiving district heat. As more energy efficiency improvements are made over time to the City Hall and Fire Hall, the heat production required from heat pumps will reduce. This will in turn free up heat capacity for other potential buildings or customers. Energy audit services for City Hall and the Fire Hall were not included in the scope of this district heating system evaluation. The evaluation herein will consider a starter heating district that initially serves the City Library and Annex buildings (Alternative A), with planned capacity and connections for City Hall and the Fire Hail (Alternative B). Economic, technical, and operational success with these first two buildings may then demonstrate the potential benefits of expanding the district loop to other City buildings. Due to economy of scale, there may be an advantage to constructing a district heat system to serve all four buildings from the start (Alternative B). At the present time there are multiple sources of state and federal grant funds that the City may apply for to finance such a project. The Economic Evaluation proposed herein can be leveraged as the basis for grant funding and/or appropriation to finance the design and construction for the initial starter district. The Alaska Energy Authority Renewable Energy Fund receives grant applications in September of each year for projects that may be funded in the following fiscal year. Acknowledgements. YCE would like to thank City Council for taking steps towards a district energy plan that taps the immense and natural heat resource that is Resurrection Bay_ Thanks is also expressed to Ron Long, Jim Hunt and Susie Towstey for City contract administration; Stefan Nilsson for coordinating access to City personnel, buildings & drawings; Valane Kingsland for Library tours; WC Casey for advice on utilities; John Foutz for advice on electric rates; Steve Audette for testing boilers; Dwayne Atwood for providing planning maps; Phil Kaluza for sage advice, data loggers and annual fuel use analysis. ■ "Celebrate the power of nature",. wail YourCleanEnergy .y:. 105 GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 8 OF 38 EXAMPLES OF SUCCESSFUL OCEAN /GROUND SOURCE HEATING SYSTEMS IN ALASKA Alaska SeaLife Center, Seward. In 2009, an Economic Evaluation comparing the installation and use of sea water heat pumps to replace existing oil boilers was completed by YourCleanEnergy. In 2010, the 120,000 square foot Alaska SeaLife Center received grant funds from the Denali Commission and Alaska Energy Authority to design and install two 90 ton heat pumps that utilize sea water from ice free Resurrection Bay to provide heat for indoor spaces, outdoor sidewalks. and domestic hot water. In December 2012, the two existing oil boilers were turned off and the sea water heat pump system performance was monitored continuously through December 2013, Throughout 2013, the heat pump system displaced 48,104 gallons of heating oil, producing a net savings of $120,000 and a net CO2 emission reduction of 420,000 lbs. The average system COP (coefficient of performance) for the year was 2,77: this represents an efficiency of 277% over heating oil or straight electric heat. In 2014, AEA provided an Emerging Energy Technology grant to design and install additional heat pumps that utilize Cat as refrigerant and lift from sea water temperatures (40 degrees F) up to 194 degrees F for baseboard heat in the offices and labs. This project is currently under design by YourCleanEnergy. International Airport, Juneau. This project was placed on line in May 2011. The use of ground source heat at the Juneau International Airport Terminal is part of an overall renovation and expansion project. The Airport was constructed on filled wetlands that receive sub -surface influence of ocean tides and fresh water drainage. Based on a feasibility study, a Ground Source Heat Pump (GSHP) scheme offered a financial incentive to move away from traditional fuel oil -based heating systems to one that extracts heat from the ground and obtains most of its purchased energy from cleaner hydroelectric sources. The system is comprised of a closed ground loop with 108 vertical borings, each 360 ft. deep; 6 miles of HDPE pipe in the field; 26 water to air heat pumps(Climate Master); 3 water to water heat pumps (McQuay); and one Climate Master Direct Outside Air Supply (DOAS) unit. The loop field has dimensions of 110 ft. x 275 ft and is located under the commuter/charter aircraft tie -down area. Implementing this new system is affording annual savings in heating oil to the City of 35,000 gallons worth @$115,000 along with $10,000 a year in staff labor and $1,000 in snow removal equipment. Seldovia House. Ground Source Heat Pump System. A new heat pump system for this 17,000 sq ft senior and low income housing complex was placed on-line in December of 2014. Evaluation of reptacing oil boilers with ten x 300 ft deep vertical ground loops (in solid basalt) and two heat pumps was completed by YCE in 2013. Grant funding from. Alaska Energy Authority under the REF Round 7 allowed for design to be completed by YCE in August 2014; construction was completed by November 2014. For winter of 2014/2015, the heat pumps displaced approximately 80% of the heating oil normally used. ■ "Celebrate the power of nature",.. ...with YourCleanEnergy 16@ GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9112.%15 PAGE 9 OF 38 A SUMMARY OF THE FOUR CITY BUILDINGS INCLUDED IN THIS EVALUATION A summary of basic information regarding the four city buildings included in this evaluation is given below: Building Name Sa Ft Date Built Type Of Use Fire Hall 7,262 1963 Emergency Response, Bldg Inspector City Annex 8,192 1950 Elect Dept, Planning Offices City Hall 20,532 1966 City Admin, State & Federal offices Library/Museum 24,323 2012 Public Library & Historical Museum Building Name # of Boilers Bailer Type Liquid Fuel Type Fuel Tank Size Fire Hall Two Oil Fired #1 Heating Oil 2000 Gallons' City Annex One Oil Fired #1 Heating Oil 500 Gallons City Hall Two Oil Fired #1 Heating Oil 2000 Gallons` Library/Museum Two (Oil Fired + Electric) #1 Heating Oil 2000 Gallons 'Fire Hall and City Hall share a single tank located adjacent to the Fire Hall �nit,r�b lrnml i rp N MAP OF DOWNTOWN CITY BUILDINGS SEWARD, ALASKA CITY HALL 20,532 SQ FT F1RE HALL BUILT 1966 7,262 SO FT BUILT 1963 LIBRARYI MUSEUM L.II 24.323 SOFT BUILT 2017 ^ I AtI Hnk►ry & C.Ofa A Uettr m A 131wr Wo.., J CITY ANNEX 8,192 SO FT BUILT 1950 E "Celebrate the power of nature"n. ...with YourCleanEnergy 163 GSHP SYSTEM EVALUATION FOR CITY BLaGS CITY OF SEWARD 9/12,'lI PAGE 10 OF 38 RECENT HISTORY OF ELECTRICITY COSTS FOR CITY OF SEWARD BUILDINGS Buildings awned and operated by the City of Seward are currently charged by the Seward Electric Utility at either the Small General Service or Large General Service rate. Seward Electric Utility purchases firm power from Chugach Electric Association (CEA) with the exception of local diesel generation when Chugach power is interrupted by avalanches or other events. The Small General Service and Large General Service electric rates consist of the following price components: Primary Charge ($IKWH) + Additional Charge ($IKWH) + Peak Demand Charge ($/KW) + CEA Fuel Charge ($/KWH) + Monthly Charge ($/Month) = Total Monthly Charge For simplicity, an Effective Electricity Rate ($/KWH) is used in this evaluation report to estimate future costs for loop pumps and heat pumps. The Effective Electricity Rate ($/KWH) is express as the Total Monthly Charge ($) divided by Total Monthly Energy (KWH) used. There can be some significant variation in the Effective Electricity Rate between buildings at times when one building has low occupancy, or when an electric heating appliance is imposing a high demand charge on the meter account, This is seen below for the Annex during a times it was unoccupied in 2013, and for the Library when the electric boiler was used instead of the oil fired boiler in 2013 and 2014. Effective Electricity Rate For City Buildings - 2010 thru 2014 $0.3400 Annex (Small General $0.2900 Service) $0.2400 Fire Ball (Small General x Service) $0.1900 ! ._.. City Hall A (large General ,ten $0.1400 Service) City Hall B (Large General Service) The Small General Service rate is the highest of all tariff rates applied to City buildings and has a current effective rate of $0.205/KWH. The Large General Service currently has an effective rate of $0,184/KWH. The proposed Ground Source Heat Pump Project will house all heat pumps and loop pumps in either the Library or City Hall; only the Large General Service rate will apply to the project. The future price escalations in electricity cost in Seward are closely tied to those of Chugach Electric Association. The unit price of grid electricity from Chugach Electric Association has risen at a rate of approximately 3% per year for the past four years. This increase has been tempered by the fact that t 5% of CEA's generation is from hydro -electric which has stabilized the retail cost of electricity; and load sharing between utilities on the rail belt grid of Alaska has prevented any one utility from subjecting customers to rapid price escalations. The primary factor expected to determine the escalation rate of Seward's grid electricity is the cost of natural gas generation. This cost can vary due to regional Henry Hub pricing and available supply in the region for this commodity. Another factor that may influence the wholesale price of power from CEA in corning years is the size of their Customer base in relation to their generating capacity. An increase in the purchase of wind generation may help stabilize pricing The economic evaluations contained in this report are based on the rate of grid electricity from City of Seward escalating at an average rate of 3% per year for the next 30 years. The addition of local hydro electric power to the Seward City grid could further stabilize the retail price by reducing dependence on natural gas generation by Chugach Electric and by providing some alternative to emergency diesel generation during those times when supply from Chugach is interrupted. . "Celebrate the power of nature",., w0i YourCleanEnergy 164 GSHP SYSTEM EVALUATION FOR CITY BLaGS CITY OF SEWARD 9/12/15 PAGE 11 OF 38 RECENT HISTORY OF GRID ELECTRICITY USAGE BY CITY BUILDINGS The amount of City budget spent on electricity for City Buildings has been significant for the previous four heating seasons. For the heating season of 201312014 the total cost of electricity used by all four city buildings was $162,329. This high amount of electricity usage is attributed in part to high levels of occupancy (lighting, office equipment, computer servers, communication equipment, ventilation); and to the use of electric resistance type space beaters in the older buildings, City Hall in particular. Annual Electricity Expense (July 2010 thru June 2014) $50,000 540,000 $30,000 $2❑,0❑0 ir $1❑,a0a _ $❑ Fire Hall Annex city Hall Library °1� 2010/111 $12,202 $8,971 $46,341 e' 2011/12 $12,261 $10,085 $49,877 2012/13 $12,606 $6,391 $48,332 $52,06 Ix 2023/i4r $13,927 $6,246 $U,238 $45,679 Average annual electricity usage in KW H by City buildings over the past four heating seasons (July 2010 thru June 2014) are shown below. 25❑.0❑❑ 200,000 3 150M0 Y 100,❑00 5❑,000 III KWH Annual Electricity Usage (4 Yr Avg - July 2010 thru June 2014) 65,360 40,114 In terms of average annual electricity usage, the City Nall has been by far the largest. This is due in part to the high occupancy and multi -use features of the building. It is self evident that some amount of electric resistance space heating is occurring in the winter months in this building to compensate for the poor insulation value of the walls, windows, and roof. The Library/Museum is a relatively new facility however it was noted during site visits to this building that efficiency improvements can be made in both lighting and HVAC controls. One specific example is replacing the incandescent spots in the Museum exhibit hall with LED lamps. Another is recovering some of the solar heat gain from the second floor reading rooms that is currently wasted by opening Clear story windows when the rooms over heat on sunny days. A comprehensive energy audit of all four City buildings would very useful to increase their efficiency. . "Celebrate the power of nature",., with YourCleanEnergy , 169 GSHP SYSTEM EVALUATION FOR CITY BLQGS CITY OF SEWARD 9/12/15 PAGE 12 OF 3€3 OPPORTUNITIES FOR INCREASING ENERGY EFFICENCY OF ELECTRICAL LOADS It is useful to review the relative size of the four city buildings when evaluating the amount of energy used by those buildings: Usable Interior Floor Area Of City Buildings 25,000 _ ---- _ 20,000 e 0 15,000 0 10,000 M' 5,000 a 4 M 0 , CCr Fire Hall Annex City Hall library ■`Sq Ft 7,262 8,192 20,532 24,323 It is useful to compare the intensity of electricity use among City buildings because this will indicate whether large differences in lighting, appliances, and/or electric space heating loads are occurring between the buildings. This intensity can be expressed as KWH / square foot building area / year: As shown below, City Hall has by far the highest level of electricity use per square foot. It is recommended that a comprehensive energy audit of the Fire Hall and City Hall be performed to determine what cost effective improvements in lighting, HVAC pumps/ventilation, and electrical appliances, can be made to reduce electrical energy usage. Sub -metering of major electric loads can hetp to identify the largest categories of power usage. It appears that a large number of individual electric space heater may be in use to supplement building heat on cold and windy winter days. Increasing envelope insulation and retro-commissioning of the heating and ventilation system of the buildings can eliminate the need for supplemental space heaters and afford large energy savings. . "Celebrate the power of nature",. wills YourCleanEnergy 1166 GSHP SYSTEM EVALUATION FOR CITY SLAGS CITY OF SEWARD 9/12/1E. PAGE 13 OF 38 RECENT HISTORY OF HEATING OIL COST FOR CITY BUILDINGS IN SEWARD In order to {plan for energy efficiency and district heat projects for buildings in Seward, it is useful to review the trend of heating oil cost ($/gallon delivered) from the past ten heating seasons (July 2004 thru June 2014). The City of Seward purchases #1 heating oil from Shoreside Petroleum for their buildings. Recent Price Of #1 Heating Oil For City Of Seward Buildings $4_10 $3.90 $3.70 111 $150 a $330 $3.10 $2,90 L $2,10 $2.54.... __.._... W ..._......... Y C7 C7 C7 .-+ r a w na N N N N N m m rr5 or M er :t =t d N N N N r'+J N N N ry N N r11 N N N N N N N rV N rq rq N M CO M M r, rV .--I " to ul Ci W 0 r1 Ln LO rn M rV M OQ rno 0 co 134 e-7 rd _ C I I C -1 r 4 -1 N N A N N N N .--I ,--o -i 7 u 41 CL 7 00 tv S1 '� C '� 7- 0. 7 C `— ? 0. 7 0 ❑ Q a LL Q D ❑ E n C N Z Over the past four years, the price of heating oil in Seward has varied greatly, as can be seen in the graph above of heating oiI bill fuel prices from 2010 to 2014. A large price spike occurred in May 2011, with prices hitting over $3.90/gal. Following the 2011 spike, prices remained in the range of $3.60/gal through August of 2014. A surplus of oil supply in the global market starting in September of 2014 has driven prices down temporarily to the range of $3.20/gal. It is anticipated that global supply will reduce in the near future, and the market price for heating oil in Seward will return to the range of $3.90/gal. Annual Heating Oil Cost - City Buildings - 2010 thru 2014 0,000 25,000 ___._... 20,000 — 15,000 10,000-- $5,000 $0 Fire Hall Annex City Hall library i ■ 2010/2011 $8,973 $6,347 $20,937 - $0.00 2011/2012 $11,563 $7,940 $26,979 $0.00 is 2012/2013 $11,318 $8,322 $26,408 $21,S57.51 I>ro 2013/2014 $9,723 $7,133 $22,688 $17,487.00 The total amount of City budget spent on heating oil for the four city buildings reached $67,605 for the 2012/2013 heating Season due to a cold winter and moderately high oil prices. While it is not the largest of the four buildings, City Full consumes the greatest amount of heating ail by a noticeable margin. City Hall is an older structure that can benefit from a comprehensive energy audit and various energy efficiency improvements that include increased wail and roof insulation, new thermally broken thermo- pane windows, retro-commissioning of existing HVAC system, and clearing the air path to baseboards. . "Celebrate the power of nature",. with YourCleanEnergy 167 `;-[!P SYSTEM EVALUATION FOR CITY BLDGS ;l l-'( t=)F SE4"vARF 9/12/15 PAGE 14 OF 38 RECENT HISTORY OF HEATING OIL USAGE BY CITY BUILDINGS Usable Interior Floor Area of City Buildings 25,000 20,000 a fl 15,000 a 10,000 a 5,000 "- 0 L A a Sq Ft Annual Heating Oil Usage (4 Yr Avg - July 2010 thru June mi4} vto 8,000 = 6, 000 w 4,000 e 0 2,000 t7 t] ■ Gallons Fire Hall Annex City Hall Library 3,325 2,475 7,480 6,064 The overall efficiency of heating oil usage in the four City buildings can be compared to each other by dividing the total amount of heating oil used each year in the building by the total usable floor area. While the Fire Hall is the smallest of the buildings, it has consumed the greatest amount of heating oil per unit floor area. This is attributed in part Lo the regular opening of large overhead doors for vehicles throughout winter days: and also to poor insulation in portions of the building envelope, in particular the roof. R Cr L ro a co 40,000 30,000 20,000 10,000 0 a BTU/Yr/Sq Ft BTU / Year / Sq Ft Area (4 Yr Avg - July 2010 thru June 2014) "Celebrate the power of nature",m ..with YourCleanEnergy , 168 GSHP SYSTEM EVALUATION FOR CITYBLDGS CITY OF SEWARD 9112/15 PAGE 15 OF 38 RECENT AND PROJECTED HEATING FUEL COSTS FOR THE CITY OF SEWARD For the past twenty years or more, the City of Seward has utilized heating oil as the primary fuel source for space heating boilers and back power generation. In recent years, the City has purchased large quantities of #1 heating oil at bulk rate from Shoreside Petroleum. The actual price paid per gallon for recent years is shown below. While there have been fluctuations in the unit cost of crude oil products in the past four years, the overall price escalation has been an a baseline of 6% per year from August 2010 ($2.80/gallon) through December 2014 ($3.60/gallon). The recent surplus of crude in the global market has driven down heating oil price since September of 2014, however this is likely a short term effect. Healthy economic growth in the USA is expected in corning years, along with some reduction in crude oil demand in the USA due to efficiency increase. The long term global shortage of crude oil supplies and growing global demand, especially that of China and India, may increase the escalation rate. The use of a 4.5% per year escalation for heating oil in Seward is both conservative and realistic given the past and projected history of crude oil prices. An electric boiler was installed in the new Library/Museum as an alternate heating method to burning heating oil. The electric boiler has not been used often due the fact that the recent price of ail has made operation of the two stage (low and high fire) oil boiler far more cost effective. At current retail electricity and fuel oil rates (Dec 2014), using ground source heat pumps with electricity priced at the Large General Service (LGS) rate will be approximately 1.6 times more cost effective than heating with ail bailers. Using ground heat pumps with electricity priced at the Large General Service (LGS) rate will be approximately 2.5 times more cost effective than using an electric boiler. ■ Cost of making 1,000,000 BTU with #1 heating oil (using 85% eff boiler, $3.90/gal) = $34.24 Cost of making 1,000,000 BTU with electric heat (@ LGS Rate of $0.182/KWH) = $53.33 • Cost of making 1,000,000 BTU with heat oumo system (COI' 2.8, $0.1821KW H) = $19.05 $4.10 $3,90 $3.70 $3.50 $3.30 $3.10 $2.90 $2.70 $2.50 Recent Price Of #1 Heating Oil For City Of Seward Buildings+ 6%/Yr Escalation Line e-1 r1 r-r H rw N r.} N rV N PV N M rn rn rYl rr] rr1 M d' -:dl -q ct d e# d 0 o C7 cs a o n o o a o c o a o a q o c7 0 0 0 o n o e� o a 0 o N N rV N N N r^d N rJ N N N N r'd N rV N N N N rN ry fY N N N N N N N N N M N M to M M M M 11 r^ r'J N Li M HTI, C7 M W r1 in Ln 00 M N Cif "1 M rn Ln M 1-1 n4 — 7 C -0 N s� N .-4 N rV .-1 C N N -4 C M N ri u N C �--i r1 ,-4 N U 7 D M fu T E CN o- 7 C �,? C L GO a fo C 10 u 7 r6y S7 OL >. Cu Q 0 z— LL m n n n o M LW Q : G* 0 aC Li Q M — Q Q "Celebrate the power of nature"> w0i YourCleanEnergy 169 GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 912,'15 PAGE 16 OF 38 SUMMARY OF EXISTING BOILERS AND ESTIMATE OF PEAK HOURLY & ANNUAL. HEAT LOADS In January 2015, the City of Seward performed field testing of the existing oil fired boilers in City Hall, Annex and the Fire Hall. While the boilers were running hot, an analysis of combustion flue gas temperature and composition was performed. Additionally, run time data loggers were installed on these oil boilers for the entire month to determine how often the boilers were running on the coldest days. From these field measurements and equipment data, the peak hourly heat load (Btu/hour) of the buildings was estimated for the design winter outside air temperature of 5F. It was then possible to estimate the size of new hi -efficiency water source heat pumps that could effectively replace the heating capacity of the existing boilers: Library 1 Library 1 Site City Hall City Hall Fire Hall Fire Hall Annex Bldg. Museum Burnham Museum Lattner System Weil System System Weil McLain Electric 2000 McLain 2000 2000 Boiler V904A S135LW EK-3F V600 EK-1 EK-1 P-768-WT Lead boiler Lag boiler Lead bailer Lag boiler 41 #2 Stack Temp. 370" 11.60% 37 ppm 4.90% 28.20% 2.1 low fire 360' 44T 400' 350" 480' CO2 3.20%n 2.20% 8.20% 7.70% 7.50% CID 18 ppm 84 ppm_ 0.0 ppm 0.0 ppm 17 ppm 2 16.50%n 34.50% 2.00-60A 19.20%4 51.90%fl 250-60A _ 9. &l,, 7 78,30% .75-70A 9.50% 53.80%e .75-70A 10.60% 93.10% 1.25-60A Extra Air Nozzle 4.3 high fire 2.1 2.6 1 NIA Nozzle Flow Rate gaVhourgal/hour Gross Output 281,400 460,000 348,400 134,000 248,0[10 BTU/Hour on low fire Field Measured No Data 73.20% 68.20% 82.50% 85.00% 78.60% 86.20%U Efficiency on low fire Net BTUIHour u242,567 No Data 255,029 110,550 194,928 Run Time @51F 95.00% No Data 95.00%0 90.00%0 45,00% Peak Hourly Heat 230,438 No data 242,277 99,495 87,718 Load @5F BTU/Hour Heat Pump Cap (Tons) Req'd To 19 21 9 8 Offset Boilers Design Annual Heat 700 734 368 261 Load MMBTU Design Annual Oil 6,064 7,480 3,325 2,475 Use gallons __ _—. _ ` Fire Hall Fire Hall Annex Bldg. Site Library 1 9 library I City Hall City Hall Museum Museum M Data from the run time loggers was used to create heat load graphs for each building that are based the typical winter outside air temperatures measured in recent years in Seward. These graphs are shown in the Appendix of this report. From the simulation software associated with the data loggers, the design annual heat load and heating oil usage was estimated. These design heat leads are then used in the economic evaluation to establish how much heating oil will be displaced by heat pumps, how much electrical energy is required for loop pumps and heat pumps, and what annual savings that will produce. °Celebrate the power of nature',. with YourCleanEnergy - 17a GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 17 OF 38 SOLAR HEATING OF THE OCEAN ALONG THE EQUATOR IS MOVED BY GYRES TO ALASKA Alaska Sea Life Center' -� Seward, Alaska r trbR- Fi6F 4 G Van nuvrr BG 4�7iIbIX7:�1 C7yrPr „.• MasslveSolarGain The natural delivery of warm sea water to Resurrection Bay is part of the global heat engine, large amounts of solar energy are absorbed by the ocean and atmosphere and are transported poleward. A simple example is that winds and currents from the south are generally warmer than those from the north. In the North Atlantic Ocean, the Gulf Stream carries warm water from the tropics to high latitudes along the East Coast of the U.S. It then moves across the North Atlantic and warms Europe. This clockwise gyre or circular pattern fills the North Atlantic. The North Pacific is also warmed by a similar ocean circulation with the Kuroshio Current bringing water from the tropics northward along ,japan and then eastward across the North Pacific. This current hits North America offshore of Seattle where it splits into the southward flowing California Current and the northward flowing Alaska Current. The Alaska Current brings warm water into the Gulf of Alaska. However, high amounts of rainfall over the gulf and along the coast put a low density "lid" on this relatively warm; salty tropical water. This lid overlies the subsurface source of warm water in the Alaska Current. The Alaska Current flows around the Gulf of Alaska in a counterclockwise direction along the shelf break which is about 100 miles offshore near Seward. As the rains increase in autumn, a lot of freshwater enters the ocean from the coast. As it piles up along the coast, it begins to move offshore. The water beneath this upper layer of freshwater is mixed a little and is also carried offshore. It is replaced with water from below. This upper layer offshore moving layer allows deeper water to move to the coast. This deep layer of warm water supplies the heat from the tropics that warms Resurrection Bay each fall. This same heat has been successfully tapped to heat the Alaska SeaLife Center through long sub -arctic winters since 2011 using high efficiency heat pumps. The Seward Line is a line of reference to obtain the oceanographic properties across the shelf and into the deep Gulf of Alaska. The GAK1 monitoring station and Seward Line was established in December 1970. 17 years ago it was expanded to include biology and it continues to be sampled. ■ "Celebrate the power of nature":,, with YourCleanEnergy 173 GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARU 9112/15 PAGE 18 OF 38 SEAWATER TEMPERATURE IN RESURRECTION BAY PEAKS EACH YEAR AFTER FALL STORMS It has long been known that sea water temperatures in Resurrection Bay remain well above freezing through the long Alaska winter. The Bay stays ice free and is often steaming on cold days in early winter. This is due primarily to a large influx of warm sea water from the Alaska Coastal Current that is drawn into the bay each fall due to high volumes of fresh water storm runoff. The Alaska Coastal Current is in turn heated by the North Pacific Gyre that gains immense solar heat during its three year journey along the equator. Resurrection Bay is a world class source to operate a district heating system from. Seawater temperatures recorded for a recent five year period (2003 through 2008) at the Alaska Seal-ife Center's raw seawater influent well were compiled to determine the average seawater temperature for each month. The maximum monthly seawater temperature (55F) and minimum monthly seawater temperature (37F) were also identified. As shown in the graph below, it is evident that the large mass of seawater contained in Resurrection Bay is slightly charged by local solar during the spring and summer months, and is heavily charged by warm ocean currents in advance of the winter heating season. 56 51 ao W 46 a 4 41 i C a 6 36 ASLC Raw Seawater Temperatures for 2003-2008 Jul Aug Sept Oct Nov Dec Jan Feb filar Apr Flay Jun I'laximum Monthly Seawater Temperature (F) Average Monthly Seawater Temperature (F) -Minimum Flonthl y Seawater Temperature (F) ■ `Celebrate the power of nature"!. ...with YourCleanEnergy u� 17e GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9,12i 15 PAGE 19 OF 38 GEOLOGY AND SUB -SURFACE WATER RESOURCE BELOW WATER FRONT PARK The existing geology and subsurface water resources of Waterfront Park in Downtown Seward show great promise as a utility grade heat source for ground source heat pumps. Most of the high density area of Seward rests upon an alluvial fan of gravel and silt deposits that have washed down from the Lowell Creek Canyon for thousands of years. Due to the steep sloping bedrock under the town site, the thickness of alluvial gravel along the shoreline is in excess of 300 feet thick. This thick layer of gravel is water saturated due to the presence of fresh water drainage from higher elevations, and seawater infiltration from the adjacent Resurrection Bay. The sea water heat is of great interest for this project. T Lowell Cree, Dram -get+ t ,r QJ downtown Seward has immense heat in ground water and the ocean gravel, sand, silt. and high water table warm sea water 37F to 54F In 1967, in response to the Good Friday Earthquake of 1964, the United States Geological Survey (USGS) compiled a report of the existing geology of Seward, with attention to the fracture zone that is parallel to the shoreline. Much of the infrastructure built along the shoreline prior to the 1964 earthquake, including rail tracks, fuel tanks, and buildings, were heavily damaged in the 1964 seismic event. The City of Seward owns the Waterfront Park that now exists adjacent to the shoreline between Ballaine Boulevard and the ocean, including the green belt bike path. A geologic profile section was developed along Adams Street, and a 300 ft deep borehole (S-100) was drilled to map the depth of gravel deposits. green mean belt lower bike low section cut along Adams Street —_ path water level —Alluvial-fan dPp,,)s,tS (sand �_ _ _� _ 300 ft thick layer, ideal location for Bedrock vertical ground 500 source loops Drift still at from 1967 Post -earthquake Geological Survey by USES ® "Celebrate the power of nature"�- ..-with YourCleanEnergy 173 GSHP SYSTEM EVALUATION FOR CITY BLBGS CITY OF SEWARD 9/12/15 PAGE 20 OF 38 DRILLING, CONSTRUCTION, AND TESTING OF TEST BOREHOLE NEAR BIKE PATH — AUG 2015 The City secured the services of Denali Drilling of Anchorage in mid July 2015 to install a 300 feet deep x 4" diameter screened test borehole near the Bike Path. The purpose of this test well was to allow measurement of the subsurface water column and confirm the influence of ocean tides in the aquifer below. The scope of the work was to drill and drive 5" diameter steel casing to depth, then insert the 4" PVC screened casing; and then extract the steel casing. This work was performed as required, leaving a 4" water column in the test borehole that closely resembles the natural water column in the aquifer. Once installed, the City rented a Cast -Away marine data logger that could be lowered down the 4" water column. This data logger sampled temperature, salinity and depth once per second while being lowered and raised, thus profiling the thermal characteristics of the water column. Data was collected from mid August thru early September at both high and low tides to determine the difference in ocean tide influence. The data shows that the deeper portion of the aquifer (180ft to 300ft below water surface) remains a constant 42F with high salinity. The upper portion of the aquifer (Oft to 180ftbelow water surface) shows a strong influence of warm subsurface ocean water that peaks about 30 minutes after high tide. The temperature of ocean tide water in the test borehole closely resembles that measure off- shore at similar depth. The fact that warm ocean water is moving thru the gravel affords an attractive opportunity to extract heat from that ocean water via vertical HDPE ground loops that are piped to heat pumps in nearby buildings. Example temperature and salinity profiles from the data logger are below: LOW TIDE (-1.6 ft) —AUG 18 2015 10:08am HIGH TIDE (+12.1 ft) — AUG 31 — 3:14pm Turn p►r a tu�� j`�, Salinsty tpi'sj The sub -surface water table begins at 18ft to 22 ft below grade. Vertical loops inserted in the deep gravel will then experience full contact with moving tidal water from 20ft below grade to 200 ft below grade, and full contact with the stationary aquifer from 200ft to 300ft below grade. With 280 ft out of the 300 ft loop length submerged in water, and the use of double 1 " HDPE u-bends in each production hole, it is anticipated that approximately 3.4 tons of heat pump capacity can be extracted from each production borehole constructed in this aquifer. This is similar to a fully submerged lake or ocean loop system. "Celebrate the power of nature",. with YourCleanEnergy 174 GSHP SYSTEM EVALUATION FOR CITY BLDG5 CITY OF SEWARD 9112/15 PAGE 21 OF 38 CONCEPTUAL DESIGN OF VERTICAL GROUND LOOPS TO EXTRACT OCEAN HEAT Vertical ground loops offer several advantages over direct pumping of sea water for the extraction of ocean heat. By using inert HDPE tubing that acts as a submerged leak tight heat exchanger, vertical loops eliminate the need for a sea water intake that requires corrosion proof pumps and heat exchanger, and risks of storm damage, boat anchors and marine bin -fouling. A mixture of water and 20% methanol is pumped 300 ft down hole in the 1" diameter HDPE tubing and loops back up to the surface, collecting ground water heat along this path. A series of vertical boreholes spaced 20 feet apart can be piped in reverse return via horizontal manifold pipes buried 4 ft below the ground surface. This ensures that flow is split evenly between all boreholes. A single HDPE supply and return trunk line can then deliver the ground source heat to City buildings via source side loop pumps for the individual heat pumps. Thus the City has only to operate and maintain a simple closed loop that is pumped from each building at a flow rate required by the heat pumps in operation at any one time. This approach minimizes pumping energy. The industry accepted design life of properly installed and buried HDPE ground source loops is 50 years. Recent ground source heat pump project research in the USA has shown that the heat extraction rate from a typical vertical ground loop can be increased by approximately 40% by using two loops per hole that are held in separation by simple "quad bone" clips. These high strength plastic clips are spaced every four feet along the vertical loops. The clips keep the four HDPE pipes equally spaced at the perimeter of the bore, so that any one pipe does not lose significant heat to another. In water saturated gravel this approach affords a marked increase in heat transfer rate as compared to a single loop in the same borehole. DOL ti U-SENDS Ge®lhernrai Sv,e C.' G LLC lypical HDPE U-Bends and Gecthe+mal Oo4ble U-Bema nssembiy Sure Caps `Goad Bones' AY-gnmor; Chp Keep .2nd . -fined wo she 8' GOP* Shown I N"' 001.. T rOM 16 7- ja�vlw Discussions with drillers in the region that have certification from the International Ground Source Heat Pump Association (IGSHPA), suggests the following procedure for 300 feet deep vertical loop installation in the deep and water saturated alluvial gravels below Waterfront Park near the bike path: 1. Drill and case the 6" diameter borehole to depth of 300 feet. The casing will be needed to keep the borehole from collapsing due to instability of sand and gravel submerged in the water table. Fill HDPE double loops with water and insert to depth of hole, using a weight to sink the loops and to anchor end of loops to bottom of hole. Each loop will have round trip length of 600 feet. 3. Extract casing slowly section by section, allowing the natural sand, silt and gravel down the hole to fall in and fill voids in between the four vertical 1" HDPE u-bend pipes. The option of filling void space at depth with sand, pea gravel and/or drilling mud via a retractable 1 V4" tremie pipe, routed thru the center of the quad bones, may be recommended pending further research.. ■ "Celebrate the power of nature",. wilh YourCleanEnergy ..: 1T9 GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWAR❑ 9/12/15 PAGE 22 OF 38 EXAMPLE PROJECT USING DOUBLE U-BEND VERTICAL LOOPS WITH SEPARATOR CLIPS wMhr J" Double U-Bend Installation In 300 Ft Deep 6' Cased Hole With Quad Bone Separator Clips And Tremie Pipe To Feed Grout y For Toyota Dealership SarlIesvllle.Oklahoma 2012 1 1 4147rerttle Pipe gad, "Yy- d .. Quad Burie Separator Clip Every Six Feet � s Double LI-Bend Vertical Ground Source Loop Installation In 300 Ft Deep Borehole ' With Quad Bone Separator Clips And Removable Tremie Pipe Down The Center ." For Ooenges Family Toyota Dealership j Barttesviile, Oklahoma 2012 ■ ■ "Celebrate the power of nature",. ...with YourCleanEnergy «c 126 GSHP SYSTEM EVALUATiOM FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 23 OF :38 CONCEPT DESIGN OF STARTER GROUND SOURCE DISTRICT HEATING SYSTEM By using heat pumps sized to displace the heat load on existing oil boilers in the Library, Annex, City Hall, and Fire Hall, the amount of ground source heat needed for this project can be estimated and several alternatives can be developed for a district heating system. The first alternative "A" would be a system to initially serve the Library and Annex, with source loop trunk size for expansion to the City Hall and Fire Hall. The second alternative "B" would be a system to serve all four city buildings. For both alternatives, the borehole field and trunk supply and return mains would be sized to meet the peak hourly heat load of the winter design day of 5F with moderate winds. A table that summarizes the sizing of critical elements of these two alternatives "A" and "B" is given below. Note that the main trunk noted below is the buried supply and return pipes that carry ground source flow from the borehotes to the first building (Library). Peak Hourly Load # Of 6" Dia x 300' Max Source Flow Req'd Trunk ALT Bldqs Served Caa75F Winter Day Boreholes Read In Main Trunk Pipe Size "A" LIB + ANX 320,000 BTUIHR 9 100 GPM 3" "B" All 4 Bldgs 672.000 BTUIHR 17 225 GPM 4" A concept level piping schematic for ALT A and ALT B is given on the following page. A description of critical elements of the proposed district heat system is given below: Borehole Field - Vertical Ground Loops. Boreholes are 20 feet apart and staggered along bike path to allow equal access to ocean side heat for each vertical loop. A piping manifold along boreholes will be piped in reverse return configuration, sending and returning an equal amount of flow to each vertical loop. A 4" diameter full depth (300 ft) test/monitoring hole has already been constructed to confirm the temperature, salinity and static level of the subsurface water resource. This test well will be used as a production hole with a single u-bend loop installed to full depth and become part of the final loop field. Supply,& Return Trunk Mains. There exists a nearly straight alignment along the south unpaved shoulder of Adams Street that currently has no other parallel buried utilities. The alignment from the bike path to the north wall of the Library includes several water and sewer main crossings, however these lines are at least six feet deep and the new trunk lines can easily cross above them. The remainder of trunk main alignment shown from the Library to the Fire Hall is the simplest and most utility free corridor available. The supply and return mains are essentially one unitary closed loop that will be pressurized to 30 psi at the highest point (Fire Hall) with a 20% methanol 180% clean water mixture for anti -freeze protection. Heat Pumps And Source {Cold) Side Loop Pumps. Each heat pump will receive 25 GPM source side flow at 36F to 46F and reject heat into 20 GPM load side flow at I25F to 145F. A packaged push/pull double centrifugal pump station is proposed for the source side loop pumps: this ensures that adequate flow is delivered thru the long trunk mains and thru the in -line strainer and heat pump evaporator coils. The source and load side pumps are enabled when the heat pump is enabled by a call for heat. Load (Hot) Side Loop Pumps & Buffer Tank. Unlike oil fired boilers that are designed to burn hard and fast to cover the immediate heat load in the hydronic system, heat pumps work best by first supplying a large buffer storage tank that then supplies the hydronic system. This approach levels out the heat load that is required of the heat pumps and allows for higher efficiency operation. Additionally it is possible to also tie the existing ❑il fired boilers to the buffer tank so they can assist if required, This creates redundancy and reliability of the heating system and makes use of equipment already installed. The set point at which the heat pumps will typically reach their capability is 145F. Above 145F the oil boilers may be needed during extreme cold weather and high winds, or if heat pump units should be off-line. Connections To Existing Hydronic Systems. All buildings have medium temperature hydronic baseboards, some also have fan coils or heating coils. The Library has low temperature radiant floors. With the exception of a few heating coil replacements, the existing hydronic systems will be used. ■ "Celebrate the power of mature'.., wilt" YourCleanEnergy .y:. 12T GGHP SYSTEM EVALUATION FOR CITY BLQGS CITY OF SEWARD 9112115 PAGE 24 OF 38 DRAWING G-1: CONCEPT PLAN OF STARTER HEATING DISTRICT (11 X 17 PDF OF G-1 CONCEPT PLAN IS ATTACHED SEPARATELY) "Celebrate the power of nature",. ...with YourCleanEnergy LLI. 128 GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9112115 PAGE 25 OF 38 DRAINING G-2: PROJECT SCHEMATIC OF DISTRICT HEATING SYSTEM FOR ALTERNATIVE A (11 X 17 PDF OF G-2 PROJECT SCHEMATIC IS ATTACHED SEPARATELY) "Celebrate the power of nature"— ..with YourCleanEnergy L<<: 129 GSHP SYSTEM EVALUATION FOR CITY GLDGS CITY OF SEWARD 9! Iv,' Iri PAGE 26 OF 38 TRENCHING OF SUPPLY & RETURN MAINS ALONG AND UNDER CITY STREETS AND ALLEYS The quantity of open cut trenching required in both shoulder and paved streets to install district source heat piping is significant for the concept designs presented herein. The recommended strategy to minimize the cost of trenching, pipe installation, backfilling: and surface restoration is as follows: • For ground source flow, the use of pre -insulated SDR 11 HDPE with field heat fusion joints is recommended. The insulation will allow the pipe to be installed with the minimum cover of 4 feet above, and allow the supply and return pipes to lay close together in the trench without heat loss to each other. The heat fusion joints will ensure long lasting integrity and flexibility of the piping at. shallower depths below road grade. Properly fused HDPE pipe installations operating at low system pressures (30 to 50 psi) have proven design life of 50 years or more. The shallow cover depth above the pipe allows open trench excavation without trench boxes or wide cuts because the risk of trench wall collapse is very low. This reduces the amount of earth that must be removed and replaced, the cost of pipe installation, and the surface area to be restored. The shallow depth of the HOPE mains also allows them to pass over both water and sewer mains without conflict - The native soil is alluvial sand and gravel and is likely suitable for both bedding and backfill material; this will reduce the need for importing materials to support and protect the pipe installation. • The alignment of mains along Adams Street from Ballaine Boulevard to Sixth Street can be routed in the unpaved shoulder on the south side of Adams Street where no parallel buried utilities currently exist. A typical pavement cut and trench section for the largest supply and return sowc,,i +rui k m irn �4 " inside diameter HDPE} is shown below. The detail shows that the shallow trench could be kept to a rniriifiiIifII of 4 feet width If native soils will hold a T-6" vertical face, this would reduce cost of trenching signlficantly- _ % I I MI I itli,i-rlllltm it U" SAW CUT LMSTING II 1TPI I FtLt--- d` PAVE MEN] 10 ALLOW 1 CL[AN JOINT Win NF WASP HAI T —� liAIIVI It^.i ill ill IR"III COMr"ACT BACK FILL TO MIMMt]M95% OF MAX DRY Of NSITY-- S'MrAi L GRAVEL AND SAND 13ALKI II I rROM WENCH LXCAVAVION. NO LARGE ROCKS OR SHARI' STONES 45" O.O.NDPE SDR11 } SUPPLY 8 RETURN WT7' INSULATION } AND 0DFF .}ACHE T — ---- - Ia- --— L' CI ' hAAi' I NRIM PROPOSE© PAVEMENT CUT AN D_TREN_CH_SECTION a IIV k6E 4W4Pu V'P-I,, rE R. PF ■ "Celebrate the power of nature",,, with YourCleanEnergy 18A GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9112,'l5 PAGE 27 OF 38 INSULATED AND JACKECTED HOPE SUPPLY AND RETURN GROUND SOURCE MAINS For district heat piping mains, High Density Polyethylene (HDPE) is a proven, reliable, and structurally strong choice for core pipe material and standard jacketing. The tough, rugged nature of HDPE complements its flexibility and structural strength, guarding against cracking, star -crazing or other damage often caused by abuse or rough handling. HDPE core pipe and jacketed piping is non -corrosive, requiring no cathode protection or special coatings. The seamless property of HDPE jacketing insures the watertight integrity of HDPE. Each length of factory-preinsulated pipe is "pressure tested" when polyurethane foam is injected between the HDPE jacket and the pipe, using state-of-the-art, high pressure polyurethane foam equipment. The expanding polyurethane foam flows between specially designed support spacers, completely filling the annular space while exerting pressure against the jacket, insuring that the jacket is watertight without any pinholes, cracks or crazes that can allow moisture penetration into the insulation. Mall ia_cket Pre -insulated HDPE piping is available in 20 or 40 foot lengths with standard component (HDPE) fittings. The carrier pipe is high density polyethylene (HDPE), conforming to ASTM D-3350. Pipe and fittings are manufactured from extra high molecular weight polyethylene compound E4710 and fabricated to Standard Dimensional Ratio 11 (SDR) wall thickness in standard IPS sizes. Available pressure ratings range from 50 psi (SDR-32.5) to 255 psi (SDR-7.3) at 73' F, with operating temperatures from -50"F to +140°F. The insulation is rigid, 90 to 95% closed cell polyurethane with 2 to 4 pounds per cubic foot density and a "K° factor of .14 at 75°F per ASTM C 518. The polyurethane foam is CFC free and comply with HH-1- 1751J4. The polyurethane foam is injected into the annular space with low-pressure foam equipment. Centering spacers are factory -installed to insure uniform insulation around the pipe. Insulation thickness will be 2" to 3" in thickness. The outer protective jacket is High Density Polyethylene (HDPE) per ASTM D 1248, Type tll, Category 5, Class C, Grade E4710, The HDPE jacket is seamless and pressure tested for watertight integrity during foaming, Mastic moisture barriers are factory -applied to each pipe end, End seals are mastic completely sealing the exposed end of the insulation, Heat fusion butt -welded fittings are used to join adjacent pipe sections. Fittings are either HDPE butt fused bare fittings, insulated with a two peace polyurethane foam half shell set with a Polyurea jacket, or a pre -insulated HDPE fitting with a appropriate HDPE stub. All joints are field -insulated per the manufacturer's recommendation, using a two-part foam injection method or a pre-forr-ned half shell with a full-length Aluminum Band. ■ . "Celebrate the power of nature",. mih YourCleanEnergy 183 GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9M2l15 PAGE 28 OF 38 GROUND SOURCE HEAT PUMP OPERATION AND COEFFICIENT OF PERFORMANCE (COP) Coefficient Of Performance (COP) for a heat pump is the ratio of total heat output to electricity input. For ground source heat pump projects, a minimum COP value of 2.8 is desirable as this can lead to viable economic returns. Ground source heat pumps are water to water heat pumps that operate by using electricity powered compressors in combination with the physical properties of an evaporating and condensing fluid known as a refrigerant. The refrigerant used in the heat pumps in this evaluation is known as R-134a. The vapor compression cycle of the refrigerant is what allows heat to be lifted from ground temperature (36F to 46F) up to building loop temperature (100F to 140F). When the refrigerant vapor is compressed, its temperature is raised, this reality of physics is what allows the lifting of heat to occur at a high efficiency. It is typically far more cost effective to move or lift heat than to make it directly through the combustion of organic carbon, or through heat of resistance in an electrical element. HOW A HEAT PUMP WORKS TO LIFT LOW TEMP HEAT TO A HIGHER TEMP LOAD OUT EXPANSION SOURCEIN 120 F HOT LIQUID VALVE LIQUID 41F 10=111� 2 R-134a REFRIGERANT IS USED IN HIGH CO ClEN50R "� EFFICIENCY ROTARY EVAPQ DR 1 SCREW COMPRESSOR HEATPUMPS 411111111111111111 98 F 33'F LOAarN VERY HOT VAPOR WARM VAPOR COMPRESSOR SOURCE OUT ® ■ "Celebrate the power of nature"-. ...with YourCleanEnergy -,.. 189 GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 29 OF 38 SELECTION OF WATER SOURCE HEAT PUMPS SUITABLE FOR USE IN CITY BUILDINGS The process of removing heat from ground source water and making that same heat useful for space heating and domestic hot water heating is now both proven and increasingly common in Southcentral Alaska. The engineering challenge of achieving this for City of Seward is made greater by the distance that exists between the borehole field near the ocean and the buildings that require heat. The heat transfer fluid that will be used is clean water with 15% methanol for freeze protection during winter months. An alternative anti -freeze is propylene glycol, however this choice imposes a reduction in heat transfer rate, and an increase in pumping cost due to its higher viscosity at colder temperatures. There are several manufacturers in the USA at this time who have considerable experience with manufacturing water to water heat pumps that can lift commercial quantities of heat energy from a temperature range of 35F to 50F on the evaporator side to as great as 140F on the condenser side. These manufacturer's include Water Furnace and Climate Master who have both developed high quality models and a healthy competition in the Alaska market. In this evaluation, simulations that define the glycol flow rates, evaporator and condenser temperatures, coefficient of performance (COP), electricity demand and heat output, are based on Water Furnace (WF) Series 5 Hi Efficiency 7 Ton Capacity units. These heat pumps are commercially available as compact self contained units which can be shipped to Seward, placed on floor stands, and piped and wired in place. A vertical loop ground source heat pump project completed in the Seldovia House in late 2014 by Cook Inlet Housing Authority is an example: FLOW METER C01 t7 CRCUN❑ AND TEMP SOUHCE WATER SENSORS ARE , P 40F IS PUMPED INSTALLED TO FROM VERTICAL MEASURE COP GROUND LOOPS _ µ _ r w. lipi i1YUF'CNIC HEATING WATER CR 140E IS rr r PUMPED FROM LOAD S-L1r. OF NEAT PUMPS T(} BUf FER TANK a WATER FURNACE SERIES 5 fvlWEL 7 TON CAPACITY 84.0W BTU44OUR GROUND SOURCE HP's SELOOVIA HOUSE Concept designs for heat pumps included in this evaluation for City buildings are based upon: MFG Model Caoacitv Heat Outout Peak Load Dimensions Weiaht WF 5 Series 7 Tons 84,000 BTU/Hr 10 KW 34"L x 24"H x 26`W 420 LBS "Celebrate the power of nature",. with YourCleanEnergy 183 GSHP SYSTEM EVALUATkON FOR CITY BLDGS CITY OF SEWARD 9/12115 PAGE 30 OF 38 SUMMARY OF OPERATION & MAINTENANCE COSTS FOR STARTER DISTRICT HEAT SYSTEM Like most City owned and operated utilities, a ground source district heating system will have certain on- going operation and maintenance (O&M) costs throughout its useful design life. It is necessary then to include costs in the project Net Present Worth Analysis, and account for the escalation rates that will impact these costs each coming year. The principal elements of O&M cost addressed in this evaluation for both Alternative A and B are given below and the cost of these elements in Year 1 is estimated: Electrical enerqv used by source and load side loop pumps, and by the heat pumps and associated controls. A single energy monitor will be installed in each building to measure all electrical energy used to move heat from the ground source loop, through the heat pump, and into the hydronic system. ALT A (LIB+ANX Only): Electricity - Loop Pumps = 6,220 KWHlyr @$0.1841KWH = $1,1451yr ALT A (LIB+ANX Only): Electricity - Heat Pumps = 10 1, 110 KWHlyr $0.1841KWH = $18,7701yr ALT B (Four City Bldgs): Electricity - Loop Pumps = 12,440 KWHlyr @$0.1841KWH = $2,2.901yr ALT B (Four City Bldgs): Electricity- Heat Pumps = 202,22.0 KWHlyr @$0.1841KWH = $37,2101yr Annual monitoring service labor by City staff for the heat pump equipment. One or more individuals an the City Public Works staff may be assigned to oversee the daily monitoring of performance, and prepare reports for the City on the system. While the heat pump equipment is covered under standard warranties, there will be a need for the City to adjust equipment and controls during the design life of the project. ALT A (LIB + ANX Only): 0.5 hrsiweek labor time @ $501hr x 52 weekslyr = $7501yr ALT B (All Four City Sldgs): 0.8 hrslweek labor time @ $501hr x 52 weekslyr = $1,2001yr ■ "Celebrate the power of mature", woi i Y ourCleanEnergy ,.,.: 198 GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9112/15 PAGE :31 OF 38 COST OPINION - ALT B: GROUND SOURCE DISTRICT HEAT FOR ALL FOUR CITY BUILDINGS Item Description Installed installed Unit Total Gr6Lind Source Borehole Field Quantity Unit Price Price Mobilization ; Demobolization Of Drilllnq Contractor 1 LS $4,000 $4,000 Drill & Case 6" Vertical Well Ta 300 FT Depth, 16 Ft Spacing Between Boreholes 16 Each $13-500 $216.000 lnstall 305 Ft Double U-Send Loops = 1" Die HDPE SDR 11 wiQuad Bane Spacers 16 Each $1.800 522,800 Extract Well Casing To Leave Double U•Bends Intact In Saturated Natural Gravel 16 Eacn $2-000 S32,000 Remove lest well steel casing, install 305 FI Single U•Send Loop = 1" Via HDPE SDR 11 1 Each $1,Ber) 51,800 Excavate & 87rkfill -1 FI Deep Twrictiirig For Bcarr.hole Mariifulds 1F,r} CY $2G S3,200 tristall 3" Din liisulalad Manifeilu Piping To Corwi30 Vertical Loops, - HDPE SDR11 4uo LF $25 $10,000 Restore SiirFare Or Recreaho+i Area 4411 SY $1r7 $4.400 Sub -Total $100,200 Source Trunk Supply 8 Return Mains Along Adams Sheet 4" Dia Insulated Supply & Return Main - HDPE SDR11 540 LF S75 S40,5t70 3" Dia lnsulated Supply & Return Main - HDPE SDRI I - LIB 43 `ith Avt• 200 LF 565 $13,000 Flush Ground Source Loop. Charge With Walr:r w.+2(]'!;: Methantid T LS S3.4U0 &3.400 Trench Excavation & Backtill for Supply & Return Minns - 4 Ft Deep Trench •141) CY S20 $li.,f300 Restore Unpaved Shoulder Along AdarnF, Street 310 SY $15 S4,650.0U ':;ore !Drill Hole,,0nstall Sleeves In Library BasemFni Wall For Supply & R IUM Main 2 Each $800 $11600 Restore Base Course & Asphalt Pavement at Sailaine Biyd Crossing 20 SY $75 $1,500,00 Restore Base Course & Asphalt Pavement at 6th Ave Crossing 20 SY $75 $1.5W.00 Rc: lorc+ Basv CcaursF & Asph<i1i Pawimerrt lii Library Parkioq Arise it0 SY $75 $3,000.00 Sub -Total $77.950 Li6_rwirV Sasernent Mechanical Room Construct New Interior WAIls & Doorway For Dititrir:l Fnergy Room in Basement l LS $4.000 $4,000 Sour,:e Side Piping, Valves 8 Connections To Loup Pumps 3 Heal Pumps I LS $4,000 $4,000 Sours Side Packacied PushlPull Loop Pllrnp5 (WF Flow Center) 25 GPM 4 each $1,000 $4,000 Hi -Efficiency Wrater Sourci7 Heat Pump, 7 Ten, wl Package Crantrnf5 4 each $11,700 $46,800 Loan Side Viol Water Suffnr Tank - _+60 gal - ASME 124 psi Insulated w1G side taps 1 each 58.000 $I31000 Load Side Circ Pump::, Piprciq & Connections To Exist Hydronic System t LS $6,000 $6,000 Install New Low Temp I sealing Coil in EAIMing Air Handier AP•IU-2 + Insulator! Pppmg 1 each $3.000 $3.000 Local Power Panel wlUnergy Monilor, Elect Nriwec Wiling To Pumps„ HPs t LS $6,000 $6,000 Instrumentation Devices (Pres'sure- Temp. Flaw), Testing & Cornrriisianing i LS $6,000 $6,000 Sub -Total $87,800 HydSon o Hot Water Supply 8 Return Mains To ServeAnrie-A Trench Excavation & Rackfill • Supply & Return Hot Water Mains - 4 Ft Deep Trench 30 CY $30 $900 Core Clrill l-IolFs/lnslall SlervFs In Annex Basement Wall For Supply & Return Main 2 Each $800 $1,600 1 5" Dia AquaTIierrn Supply & Rel urn w%2" poly ins & HDPE Jacket, buried 4ft 60 LF $60 $3,600 I .5" Dia AquaTherrn Supply & Relurn w11 .5" FG insuletian - Inside To Buffer Tank 80 LF $50 $4,000 Load Side Hat Water Buffer Tank - 120 gal - ASME 120 psi Insulated w16 side taps 1 each $4,000 $4,000 Load Side Hot Water Circ Pumps, Piping & Connections To Hydrontc System 1 LS $4,000 $4,000 Power Wiring - Load 'Side Pumps; Tank Temp Sensor wlBuried Cable To Library 1 LS $3,000 $3,000 Modify & Upgrade Local HVAC Controls To Integrate Heat PumplBciler Operations 1 LS $3,000 $3,D00 Instrumentation Devices (Pressure, Temp ), Testing & Commisloning 1 LS $3,000 $3,000 Restore Base Course & Gravel Surface In Alley Between Library & Annex 40 SY $20 $800.00 Sub -Total $27,900 "Celebrate the power of nature",. .,with YourClearlEnergy n,, 189 GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARf"r 9/12/15 PAGE 32 OF 38 COST OPINION - ALT B: GROUND SOURCE DISTRICT HEAT FOR ALL FOUR CITY BUILDINGS (CONTINUED) Item Description Installed Installed Unit Total Source Trunk Supply & Return Mains Along 51h Avenue + City Hall Branch Quantit Unit Price Price 3" Dia Insulated Supply & Rel.urn Main - HDPE SDR11 - Up To City Hall 140 LF S65 $9.if)) Trench Excavation & Backfili for Supply & Return Mains - 4 Ft Deep Trench 178 CY S20 $3,560 3" Dia Insulated Supply & Return Main • HDPE SDR11-City Hall Branch E0 LF $65 $3,900 Trenrh Excavation & Backfill for Supply & Return Mains - 4 Ft Deep Trench 18 CY S20 $360 Restore Base Course & Asphalt Paving - Crossing Ot Adams Street at 5th Ave 20 SY S75 51.500.00 Restore Base Course & Asphalt Shoulder Along 5th Avenue 114 SY S75 S8 S 5 0 00 Restor . Base Course & Asphalt Paving - Crossing Of 5th Ave At City Hall 20 SY $75 S1,500.00 Core Drill Holesllnstall Sleeves In City Hall Basement Wall For Supply & Return Main 2 Each $800 $1,600 Restore Sidewalk Where Mains Enter City Hall 6 SY $120 S720.OU Sub-Totai 530.790 City Hall Basem+-nt Mechanical Roam Source Side Piping, Valves & Connecw)n Of Loops To Heat Pumps I LS $4,000 ;4.000 Source Side Packaged Push/Pull Loop Pumps (WF Flow Center) 25 GPM 4 path $1,000 $11,000 Hi -Efficiency Water Source Heat Purnp, 7 Ton, wl Package Controls 4 each $11.706 S46,800 Load Side I lot Water Buffer Tank - 360 gal - ASME 120 psi Insulated wr6 side taps I each $8.000 $8,000 Laud Side Cur- Pumps, Piping & Connections To Exist Hydronir. System i LS $8.000 $8,000 Power Panel wlEnaro1 Monitor, Elec! Priwer Wiring To Pumps. HPs I LS $6.000 S6,000 Instrumentation Devices (Pressure, Temp, Flow), Testing & Cornmisioning 1 LS S6,000 $6.000 Modify & Upgrade Local HVAC Controls To Integrate Herat PumplBoiler Operations 1 LS S3.000 $3.000 Sub -Total S65, 600 Fire Hall Basement Mechanical Room Trench Excavamn & Backf ll rOr Supply & Return Mans . 4 Ft Deep Trench 100 CY S20 $2,000 Core Dnll Holesllnslall Sleeves In Fire Hall Basemen( Wall For Supply & Return Plain 2 Each a800 $1.600 1.5' Dia ArluaTtierm Supply & Relufn w/2" poly ins & HDPE Jacket, buried 4ff 180 LF $60 $10.800 1.5" Dia AyuaTherm Supply & Return wl15' FG insulation - inside To Buffer Tank 20 LF $50 $1,000 Restore Base Course & Gravel Surface In Alley Between City Halt & FireFfall 120 SY $20 $2.400.00 Load Side Hot Water Buffer Tank - 120 gal - ASME 1.20 psi Insulated wr6 side taps 1 each $4,000 $4„000 Lend Side Cirr. Pumps, Piping & Connec:tiona To Exist Hydronir, Syslam 1 LS $4,000 $4,000 Power Wiring - Load Side Pumps, Tank Temp Sensor wlBuried Cable To Cily Hall 1 LS $3.000 $3,000 Instrumentation Devices (Pre Ssure, Temp ), Testing & Cornrnisioning 1 LS S3.000 $3,000 Modify & Upgrade Local HVAC Controls Tra Integrate Heat PuinplBoiler Operations 1 LS $3,000 $3,000 Sub -Total S34.800 Total Installation Cost Opinion for ALT B City Project ManagerlArlmimstration 14% for final design services 3`!rn for construction phase services i0% Contingency Total Project Cost Opinion -ALT B: Ground Source District Heat For AW Four City Buildings $645.240 $37,000 $83,880 $19,356 64 524 $850.000 "Celebrate the power of nature",,, 186 with Yout-CleanEnergy GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9112/15 PAGE 33 OF 38 APPENDIX A: ANNEX BUILDING - OIL BOILER - FUEL USE VS. OUTSIDE TEMP - DATA LOGGER Fuel Use Estimate FGun Description. Annex Bu1dinq Results P,,)t rtrIizpdAmiial Fur I 1 ise 272 3 M1`0 D "hie cir err Y.Qdjak, AV' D�s,vn Dual 11$9 rta,` 4'~? RILITOiIr at , 5 cterx F de i-an to ir,p' - t:,ara Model Parameters F; ,,qi 1 ve. r l n 5!:+73 3210 re. f , (V31 P i.u' hiJ,,AF Enhrre Polrrt.. 80.0 e;1 F ba_:e Pui U <r' . 1 G,1 B: BtWhOLI #(A Pools 83 The Balance Point Temperature r aw direct6y` en, ?red by the ,Net :-and bp` the rnc%Jel. WAIRNING& 1) Tne R^squared'value, is less thaji n.L', ineicr 4a nrt thRl 1IF fi.tel use e:srirrams may not W accurate . Input Data Files Temperature Data 0-,Wse mkph H%Dccu me nts Wata ragge rs 1Seward :5exerrd 0utdwr terr,p3 21.W Fue I USe Data. 0-Wee ms 1ph IhDecume ntWata Icgge rs1.55eward Qkj L ibrary 3_21, Od IrMes l(ckkled 1212312014 to 312012015 ,-• 01)0i 13 r+w, 5 CWii l l or 30001 LG. 20001 i nnnr r ;ut. i,..,., r 1 �-rn Ciei �h,r;✓, ar.l r _ . . . ;'r�7j��J/2+ai: `y � ti .";1_' i" '.':fr:'tir.._ .°s� ,, 3� :k.; 1 7 � �:y•1i;yrr;r:+.^'�.s;r+ c' � ��.. ,�':I;�,�:F�'�f, . �,.� �;I, r .w r .�.;�.� Mote: Closest temperature data base set available in energy software was Kodiak. Seward temperatures are about 5 F colder on average, and accordingly fuel use may be slightly higher than shown. 'Celebrate the power of nature",., with YourCleanEnergy u,; 18t GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 34 OF 38 APPENDIX B: FIRE HALL - OIL BOILER - FUEL USE VS. OUTSIDE TEMP - DATA LOGGER Fuel Use Estimate Faun Descuption: Fire H.a11 Boiieis i ?robined Energy Li;e Results r4-,rrn:sdi2edAnrirr3I Fual Use: 515.E MIv1Bt&1'ear iri K, diaK AK Ll sugri FuF,,I LI u 116, 56t BtaOiour � a 5 ,bra F <:# ixr err-IpNrat•ure aW'1'. CO/, 3:9ie ` m•9rciin Model Parameters Fr ualer : A':)�I Slope: 1 6''1 0—L"ha JQ-.qF E71'yrrwP FC!Irlf i;.i"r ;y�{�1 Ell +I I11;r r',=II�1 FI j.!Iiour A_iF',)int_, �!1 ife L:11 rn_e Ji[e,11; er+tere-_1 :jr the 1.1:er �r'Ia r .t1:a1_I_li�tea t r 1fIF rrr_ ae1 NV4PIA N6 5 1 } The P ;gi1arr .1 :::+I11N r: In tojfl it f1 Irl du:,a71rn:t tt` t tlp r11N1 It e +-�lirw;it- : rrl:-y not 1p a-';Ut—dte . Input Data Files TemFr,rat1'are Data C'lr_! >",pr ll'1,C_•_urrl�rlri "1,�;,:ra. f_1q� ,,'. ,v_+nil : ,rr n� c= utd__rtWrn� J_ 1.ia FLeI Use I)E Cat_ISi r_'�tnl'{Cn__{rl'lur,t:_:ia�. t:a. _-1c7 r_r.`y�";_.*a'Flwlr._,.IItS_li r 1Jj'_;ct� l:nrw.t.ra Wes Included: 1 'D 11; 2c11 a 9 120000 120000 110000 t r1¢I"ar�rl 700vr7 a� LL 4 0 Ci r,7t'r 10C,Oct 41 ■ • % r ri r � r • • M * rr r • • I I C'rlt';oot 7 cI lal rr+r;lr;^1 F F'ra�. i �'4J�pI:+ T,51:�7PAy u'.�tserahrr�.°yoc �ttsldatalaers'•Sexr+ r irk+twi t,'�e E crr+zr;�• . ;:rN' pr,s:r_ r r.:r. .; Note: Closest temperature data base set available in energy software was Kodiak. Seward temperatures are about 5 F colder on average, and accordingly fuel use may be slightly higher than shown. "Celebrate the power of nature",. with YourCleanEnergy 188 GSHP SYSTEM EVALUATION FOR CITY 8LQG5 CITY OF SEWARD 9/12/15 PAGE 35 OF 3R APPENDIX C: CITY HALL - OIL BOILER - FUEL USE VS. OUTSIDE TEMP - DATA LOGGER Fuel Use Estimate FiunDescx#) ion: Estirr-r:te(I Fuel Ube f r Cit.)/ Hall Results r` -)Irnali-ze-dAPinuaI Fuel Use 1,0DK.7 Mt.ABtG.O. Tear in Kbcjia�,, A�. C)e>.ign Fuel Lice, 21:37,748 61uihour zd a 5 cl�,g F 0es+an to, inpePat. wen with a (n -;afe ty rt-iamin Model Parameters R-"quWe41 0.765 :3lope : 3,376 Elulhr-(fegF BKilar-ce Pint: 74.e deg F Basp Fuel U w: 2,690 Bturti:)ur gofPoints. �f3 Tre Base Fuel I_Ise was, directly e Merel by the user an-1 n0 nF4culM..ecf txy tfza mriel ,�I`A-'fJll GS, III The i:ss than 0.8, ttp Biel use estim,Aw may riot he rr:c, ur:�.te Input Data Files Temperature O1 Aa (:•:111 (Dutdo rterop'�_'21.tJ Fuel Use Wa: 0:IUsemkphi0ccument0data loggem Sewa.rdlOty Hall3_21.lgd des I rcluded: l V12J2014 to 3MV2015 �2 Fp000 110 () CAC) 1 i � t1CiCi r,15Ca4�0 cti] f 25000 IL 7E,000 5tj1100 25000 n 10 20 30 40 50 60 70 OutdoorTemperature,deg F Pra,rel3P-4/14;_1 747 20 PA1 C {ogge.r,4Se-,saraNC.;i rf?aff q,�6 £rT£stiraz r.,f.'e M48J Esrarray_ rw r-+?-xI Mote: Closest temperature data base set available in energy software was Kodiak. Seward temperatures are about 5 F colder on average, and accordingly fuel use may be slightly higher than shown. "Celebrate the power of nature",. with YourCleanEnergy ,,. lag GSHP SYSTEM EVALUATION FOR CITY GLDGS CITY OF SEWARD 9M2/15 PAGE 36 OF 38 APPENDIX D: QUOTE TO DRILL AND INSTALL 2 TEST HOLES & 10 VERT GROUND LOOPS .. .I Denali Drilling April 13, 2015 Your Clean Energy Attn. Andy Baker 308 G Street, Suite 215 Anchorage, AK 99501 Ref- City of Seward Vertical Test Holes & Ground Loops Gear Andy, Denali Drilling. Inc. is pleased to have this opportunity to offer the following proposal to provide labor and equipment to drill two 300` deep test holes to monitor temperature and salinity for the project referenced above. Lump Sum 5 22,700.00 Includes mob/demob, transportation of crew and equipment tolfrom Seward, two -man crew. drilling equipment, support equipment. 2" blank and slotted PVC, fuel, and roam & board. Following is a budget estimate for providing labor and equipment for ten finished vertical ground loop holes for construction in the summer of 2016. Lump Sum $165,000-$180,000.00 Includes mob/demob, transportation of crew and equipment to/from Seward, two -man crew, drilling equipment, support equipment, fuel. and room & board to drill and case ten 300' deep x 6" diameter holes for installation of double u-bend loop piping. This double u-bend loop piping will be very tight and slow to install and may need drill mud to surface, slippery enough to keep piping from corning back up the hole when extracting the casing. Casing will be extracted so natural gravel formation falls in around the vertical loop piping and the center will be filled with sand. This price does not include the pipe. Client is to provide clear access to all drill sites. utility lacates, surveying, and all permits required to complete the project. Pricing is based on our in-house wage rates with no provisions for Davis Bacon wages. If standby time is required our hourly/daily rates are $350.00/$3,500.00. If you have any questions regarding this proposal, or if we can be of service in any other regard, please do not hesitate to contact our office, Sincerely, DENALI DRI6 LING, INC. Hal Ingalls CEO Hl.kh "..dloc. As,40 1,f,=,,Ir0rt• ";"1Gfn.pr Al am"t;19gn7.313t 134,37,:A,-."31y,coxRw ,.I!O?rvWIH'Ir I.:-tj.Cnrta • Lr1"MII: dFJr,aV14;K-pig 1 "Celebrate the power of nature",. wirh YourCleanEnergy 199 GSHP SYSTEM EVALUATION FOR CITY BLDGS CI TY OF SEVVARD 9.0205 PAGE 37 OF ?8 APPENDIX E: QUOTE FOR INSULATED HDPE PIPE WITH JACKET- SUPPLY & RETURN MAINS '0-""`�'�+� Arctic Insulation & Mfg Quote J sl, a.�➢�i 1 704 Ship Ave. Anchorage, AK 99501 j9r77)ti7F a>3'F]• '.'t ^.e. p'; ��'r l►A Emm) r.af s 75.13-:5 Srrr'r. f:AC.78C1' tt7U]31r3E2 PRl7JP�C7=17.::A;krP. Y11CR Cll'A= F.191ACY A&MY SAXEa GIASfOi➢I�IEVBI9/1C78 yr±,vyx WF:" Ii a1 Dr 6D LF L k 4. 1%:S3➢LAfEO aIPB r:^, S 1./7" "PE S:3R 1.1 PS 3400 Ale";� o0m ;,In WTTH 6.M' or. 1'SG' ".L PE 300r 7l4Pk JAM= 3 :.Hi-F _11L➢'MANE Wam 70-0• LEND -ES WITH 12 • l'S'fHACiSc 41VI 3 EACH ]..5• II A. 7NS.FLATION .7NV. Y„TT 1.5"1Ps X 6,5"0Tr % 2a1 LoinILa/CT I:PL•:•1:A•Yti F7A?S A] H.P SHELL SET WTTN 16. WIWE HEAT iFF1f.A iLIitvV ANL CLG,E SI'R:F •'a Pa S BLG LAf➢3, AA ••- 0200 6B0 LF ]• II 9• Ix Z ATEA 'Pips Iri 2• EDP Ei Sum 11 FP 36CB/47L0 AWMA C7C2 CWE pips WS'.W 97'i .6' 00 ',R3^ WA:.L n 367A RAPE ]Ar7CE"1'.' I L.e:CP LTt3IT➢ANT. 1,JA11 40'-0• LaiY.'.:TiS WITH 12' L'f1':9..ACKS • r r fA7a �4Ci.UA:.L3, WA • •' 941)I tT 6.ACA ' 2 0" Z]I�t,MAT,`.. r•rr rrr- - 2.••Fy r M ,. ;�.f• t'..'.+Xe;�a 4i l:P .IN.6/71: T:Y 'r'c XPY KIV-V SHELL SET 017H 14' of L* I'm Ktikl%' ANT .1.W:•'R7 F' iv 130P 60D I•: 3• NOVS 878 A. 7E 360Bf4710 A1WAA i'!'._ '1_wff. ':f': WITH 9..E25' .?D .1ED• WALL P73 .6n'. IL:..C., I.tlf CF VA9T AAA FOAM 40'-0' L£tir;. •' - ;:. _.P I2' ^L7'BACY,F • •' Frib CHE14AI.1 S, WA "" U3�II x� zACH' 3• ➢L..' LHSIr-kT1Gx J�33W' rIT PIPS 4 s-53"� A �4• -J:a. 4'_Lir :5'.E :-f r,: = rr: A••. HALF StiEl.i, 'x.S:T uiTH i ; �AII'H m;LT SIHc_-lr Y. ,SLEEVE C].CS37RE Sn-F +•• F A BT'w LANE. AN «•' bt0n LO91i LP 4.• x 4" INStf]&rn PIPE (a.: 4'' ➢[DPE SC4l. SS p]t 4740 ANAA C906 C1C01E 'rIF?. WS'„Td 9.625' DP .190° MALL PE 34U4 ➢2,PE c1AC'Xk7 , L2.'CP USE-m-Am POAR 4G'-a' I-EHTP$• vft.m ➢7' CM -RAMS a. FOB CREHALIE MA 040t ?7 HA[91 Y i• -4CCLATI1'W'- KS'"' 4"IPS Y E.9"00 Y .. ';P; 4L91,-F ZMKTHA]FE lk" 6LAL.F 5VUA-L :!;r n. WIDS HEAI 94A1NII il.99VP "50',7 :F:3ii7 ; W Wf Vi IHSCLA•lP I F➢PA -ROM CHMAE.15 FA 71:- K'eWALI Ai: V-A BARG9 149G LAU TFE Iaw' TU "IvE `57. :"_f.; AL.a" F'Rom BIG LAR.E, AN ti SENA"- AK :8C iIIA R 30 1I2 04 s722 40 D 9A ±`IA.SV 4R04. Or, 6 Si: 316..41 '$11.417- 0 1 9r4 -108 00 $1-ash 0!i A -VI i$l 44 ;iA,3+.Y4 00 i.. So SLY 14 520..i71.20 1.75 Slog 00 $s.a16,00 4)0 '6'YnC 3a 70 za,:33.79 :Iri 3le.U.}.OS 47,;03.0d ■ ■ "Celebrate the power of nature",. ..Wth YourCleanEnergy ,., 195 GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWAPD 97 12115 PAGE 3B OF 38 APPENDIX F: QUOTE FOR HEAT PUMPS, LOOP PUMPS, BUFFER TANKS, U-BEND COILS A ��► ENERGY EFFICIENCY ASSOCIATES PO Box 237+ Willow Alaska 99688 Telephone (907) 277-0955 Cell (907) 244-5008 www.afasXageothermal.net 4/13/15 Andy Baker, PE Your Clean Energy Anchorage Alaska An dy, YOU can use these numbers for budgeting purposes for the City of Seward Starter District Heating project. Materials pricing: Water Furnace 5 Series, 7 Ton Capacity, w MIU control NHW 084 Water Furnace Push/Pull Flow Center For Source Side, 25 GPM ASME 120 psi Steel Buffer Tank, same taps as Sefdovia House, 240 gal ASME 120 psi Steel Buffer Tank, same taps as Seldovia House, 120 gal Methanol anti -freeze, for 1000 gal mix @20% 1" HDPE U-bend coil, 305 ft length„ SDR11, factory pressure tested 10 EA $111,774,00 10 EA $ 8,684.00 2 EA $ 8,744.00 2 EA 5 7,940.00 200 GALLONS $ 1,800.00 40 EA $ 14,480.00 All items are FOB Manufacturer. A rough weight estimate is 8000 # and actual freight costs are a pass through cost to the client. Thanks, Chuck Renfro "Celebrate the power of nature"r,., ..with YourClearlEnergy tw Sponsored hv: Bridges CITY OF SEWARD, ALASKA RESOLUTION 2018-089 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD. ALASKA, AUTHORIZING THE CITY MANAGER TO ACCEPT ALASKA ENERGY AUTHORITY GRANT #7091242 IN THE A,'�'o WNT OF S725,000 FOR THE DESIGN AND CONSTRUCTION OF A GROt; � I) SOURCE HEAT PUMP WHICH WILL DRAW HEAT FROM THE RESLJR'%' I,CTION BAYTO HEAT A HEATING DISTRICT CONTAINING FOUR CITY BUILDINGS, WITH POTENTIAL FOR FUTURE EXPANSION AND AUTHORIZING A CITY MATCH OF S177,497 FOR A TOTAL PROJECT COST OF $882,497 AND APPROPRIATING FUNDS WHEREAS, the City of Seward funded a testing well Lo determine ift1w Resurrection Bav would be a viable natural sustainable resource utilizing geothermal technology: and WHEREAS, the results from the testing well showed that a geothermal beat loop system project would be successful; and WHEREAS, Resolution 2018-005 adopted. the Port and Commerce Advisory Board priorities which lays out the need to explore energy alternatives which includes geothermal technology; and WHEREAS, % i a , r. , i � .-r i has experienced tremendous success in saving money utilir.,(,, �_li +then+gal 14 tlj�! L'it� 11:1,: ,;+r�:��t�4,:(1111• IiFhhir,d 6or a state pass -through grant in the amount of $725.0U0 tiii o di -.tract project: zirid WHEREAS, the heat loop system will supplement the existing boiler heating system in four municipal buildings up to 80%, representing an estimated annual Fuel cost savings of $25,000: and. WHEREAS, the grant requires a community match of $157,497 which includes in -kind contributions. cash contributions and already spent funds on the original testing well. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD. ALASKA that. Section 1. The City Manager is herr~hy authorized to accept grant 47091242 From the Alaska Energy Authority in the amount of S725,000 for the purpose of design and construction of a ground source heat pump and district heat system for i1iur municipal buildings. The project period for this grant is September 1. 2018 to December 31. 2011). `NFA CITY OF SE"WARD, ALASKA RESOLUTION 201.8-089 Sectinn 2. l'undiw-, in the amount not to exceed $157,497 is appropriated from tho Capital Acquisition tend a.4 the t W, '4 match for the ermii ! tinds totaling $882,497 are apprr.airiated as follows: $157.497 from acc ,,Luit rio. 8001-0-371ind $725.000 from the State 4�r jni I'MILl account no. 80041-0-4251- for a i i� d amount nf sX* '-` AQ r to heat loop pro,lect accounts 7009 ($15 7,497) and 80041-0-700, Section 3. ]'his re.wr,lution shall take e I l t iji,nicdlately'" upon :IIvi-, [\!..fl. PASSED AND APPROVED by the City C'��(w.. 11 ;,t i1)4, 4..i,.i-Ja, this 26th dati of November. 2018. THE CITY OF SEWARD, ALASKA David Squires, Mayor , A'� ; - ',quires. " IcClure. `Iowsley. Horn. 5eese. Osenga.. Lane Ni.l \ l -I i _ST: Brenda J. Ballou. MMC City Clerk 'k C �y' C I e r k (City Seal) 138 Agenda Statement Meeting Date: November 26, 2018 To: City Council From: Jeff Bridges, Interim City Manager Agenda Item: Authorizing the City Manager to accept Alaska Energy Authoi-Mwntnt #7091242 in the amount of $725,000 for the desiun and construction of a ground source heat pump which will draw heat from the Rcsurrectiotr 13 t to beat a heating district containing four City buildings, with potential For future exl1ansIon and authorizing a City match of S 157,497 for a total project cost of' S882,497 and appropriating funds. BACKGROUND R JUSTIFICATION: In 2015, the COspent S`14.�)09 to drill a test \a ell on the \� atcrh ont to determine if the City could take advantaue of -eothernial technolco�V by utih.in�= ]seat f'roiu the Resrirrection Bay. The testresults werefa%orahle and Mate ol' llasU has w\ arded a ,grant in the antturnt ol'S??5.(100 fora districtheat project -Ills rant. }lonMI �� itlt st ti 1 � 407 t'it� riatch ill be used t'c)r the dcsiL�n quid construction of a heating district that \e ill supplemem the huller ltcatin., systeins iu the I_ibrary \11uscum, City Hall Annex, Citn Hall and Fire Hall. Estimated fuel savinus cost for this project is $25.000 per year. The Alaska Sea -Life Center has experienced tremendous success with their- llcar loop system and the City wishes to utilize newer, advanced technolouies thatwill significantly reduce the cost of heating our City facilities. The City match includes cash, in -kind and previously spent funds. The City will make even effort to aid in the completion of tlwi project with utilizing the maxim Liin amount of in -kind contributions tta possible. This r\ ill 11clp reduce the overall impact to the Capltal :Acquisition fund. INTENT: Authorizing the Ci ty Nlanager to accept the terms and conditions of the grant agreement and secure grant funding in the amount of 57' s,000 from the Alaska Energy Authority. Accepting the responsibility to operate and inaintain the heat district loop system and appropriate funds for the City's match. CONSISTENCY CHECKLIST: 1. Comprehensive Plan 3.1.1.7: Continue to explore economic renewable energy projects 2. Comprehensive Plan 3.7.1.7: Encouraue the dc\ clopnient of co[ ,t efficient options for renewable energy production in Seward. FISCAL NOTE: Approved by Finance Department: ATTORNEY REVIEW: Yes No X 139 RL('O%M L1l_\DA Um, Council Approve Resolution 2418-489 authoriziT1 the C"its Manager to accept the terse, and condltiow� of the grant agreement, accept responsihility to ol)erate and maintain the proposed district heat system, enter into a grant ageement N ith the Alnska Enemy Authority and accept the total tit and amotmt of $725,000 as well as authorizing S 1 �7,497 in match funding and appropriate i'Mick. 140 Alaska Energy Authority l3. Grant Agreement �IUERC3Y F-NE ^UTHC1RI`iY Grant Agreement Number CFDA Number Amount of Funds: AEA use only 7091242 NIA $ 725,000 Managed Pass-thru Project Codes) Proposal Number: Period of Performance: 407109 ::IRE91242 From: Se tember 01, 2018 To: December 31, 2019 Project Title: Heat Pum2 System for Cit of Seward Grantee Grantor Name Alaska Energy Authority City of Seward StreetlP® Box Street1PC Box PO Box 167 813 W. Northern Lights Blvd City/State/Zip City/State/Zip Seward, AK 99564 Anchorage, AK 99503 Contact Person Contact Person Brennan Hickok Dan Smith, Project Ma na er Phone: Fax: E-mail- Phone; Fax E-maii: 907-224-402C1 907-224-4038 bh�ckok@cAyofseward.net 907-771-3983 907-771-3044 dsmith akenef authorit .or AGREEMENT The Alaska Energy Authority (hereinafter 'Authority') and City of Seward (hereinafter 'Grantee'), agree as set forth herein. Section 1. The Authority shall grant funds to ply for expenses incurred by the Grantee under the terms and conditions of this Agreement, in an amount not to exceed $ I%Q, unless the grant amount is amended as provided herein. Section It. The Grantee shall apply the grant funds to the Project and perform all of the work and other obligations required by this Agreement. Section III. Performance under this agreement begins September 01, 2018 and shall be completed no later than December 31, 2019. Section IV. The agreement consists of this page and the following: Appendices Attachments/Forms Appendix A: General Provisions Attachment 1: Financial Report/Request for Appendix R: Standard Provisions Reimbursement Form Appendix C: Grantee Proposal/Scope of Attachment 2: Progress Report Form Work Attachment 3: Notice of Project Closeout Appendix D: Project Management & Attachment 4: Notice of Substantial Completion Reporting Requirements Attachment 5: Grantee Certification Appendix E: Project Budget & Attachment 6: Advance Request Form Reimbursement Provisions Attachment 7: Grant Documents Authorized Signers Form AMENDMENTS: Any amendments to this Agreement must be signed by authorized representatives of Grantee and the Authority and should be listed here. Grantee Authority Executive Director or Project Manager Designee Signature Date Signature Date Signature Date Brennan Hickok, Dan Smith, Janet Reiser, Assistant City Manager Project Manager Executive Director `ey Hem Pump Systemfor ckyoSeward Grant Agreement 97e1u4u Table of Contents Grant No, 7D91242 APPENDIX A GENERAL PROVISIONS ..._�_~.��__.����_��_��___�_--_-.. 4 l. DsFnNi-noNu------------------------------------------------4 Z.INDEMNIFICATION- ............................ ............... '... ...... ......................................................................... | 3. DxnznmmzoomTEcoNzLooY RisxmAND WARRANTIES ............................ .................................................. 4 4. Woososzs`COMPENSATION UNsonANCs----------------------------------5 5. UxmxANcE .----.----_.................................................................................................................. 6. Eo/^|Em,/oT\oswTOPPORTUNITY (££O).......................................................................... ..................... 5 T PY'x//cP'mn»*��-.............. '_............... '........... ................ .............. ............ .......... '.......... ''-5 0. Cvi-icu/.s Nmm8*m/i ........ -............ ............ -''....... --_-_....... ................ 6 0. [kxi-xm.xOLAW-.... ...... ---............... ............... ........ ''.......... -............ -'....... ............. 6 to, CON o'u-\xo� m/li Apn.ucAmI TLknFUNDING SOURCE REQtTiRFmENTs .......... ........... -............. 6 lLsj-nxumnY ............. --........ ......... --- .............. ........ '''''....... ............ .......... ............... -6 lINOm'«auix ............... .............. .......... '--- ......... --- ............ '.......... ....... ''............... ................ -6 |l D*//uxAn'`w.............. ............... ............... --- ........ ...... -............ -.......... ....... ... .............. 8 14` Onuxn'/NmA/n.NuxAo7oxRFrY--'---- ........ ............. ............ ............. ''.......... -......... /8 15. Disnos.................................. ............... ............ -............. ........... ............ ............ ............ '.6 16, T/xN/mxnoN .................... ......... ............ ....... --- ............ -.......... .................. ....... ....... -6 17, Ti:umIx.,,u'`xDi /mLxcKOFFUNDING --.......... -............ --....... -............ -........... -........... 7 i8. N xrxmm'mDou/,nxOw.......................... ............................................................... .................... 8 iY. NoTmm)P/x|vB|N||uum|:S............. .................................................... .............................................. 8 20. yO/4mmm/uNViuuK0myAn-RzAc................................................... ............................... .................... 8 21. [1uxx"S....... _''-''........ .............. ............................ ..................................................................... 0 22. Guu||........... --- ... ... ...... '--'''......... ---- ....... ---- ...... _--8 23. R|xn«xn'oLxc.V)L-*mLoR-Noo............................................................................................................ D 24. TA\[\^muxCE RESPONSIBILITIEs orGRANTEE .............................................................. ....................... 0 25. Lomnu/Acxn|lEs................................................................................................................................. D 26. RN \xuoAcronmTowG--------.-------..-------------. V 27. Pxxumm,xlEAmDuuzS........................................................................................................................ ) 28. RonmnNo8EVcxuocnFS......................................................................................................................... Y 29. OWNuZmo'upDOCUMENTS AND PRODUCTS .......... .................................................................................... 0 30. IN*nuxm`:\NDBETEt�-[x7NOFBF.CV8I)o............ ....... .......................................................................... JLAx/n|s ............................... ........... ......................................................... ............. .................................... 32. U-(ai.Acux0KrrY.................. ................. ........... .... ... --.......... ........... ... .... --............... ---lO 33. Gx:\wT[L<SEVVT... --- ........ -............. ................. ................ ......... ............................. ............... ..lQ APPENDIX B STANDARD PROVI8IONS..........................................�������.............~...........~.... I iOxxx/ Fr\,'mxGSOURCES ....... ................ --- ........ ........ -... ........ ........... --- ........... .............. )| 2. [kx/xx/xuLAWS ---- ..... --'........ ''........... '....... ................... ............... ...... ........... ......... ll 3. Cxuzn/xr.`noNAM) RpcoxnKEEPING ................ ....... ... -................. .......... ... ...... -.......... .]\ 4. Guamu.[\oe................. ...... --- ............ ............... ............. .......... -............ ............... ........... \l 5. lNS1/xAxcpRrVvmcmxIS- ....... ............ -............ ___ ...... ___ ............. -............ --....... ........... .]i 6. Pxmm'm.m/m`SI `nz`mx^Nn)DEBARMENT ... ....... --- .... ....... -.......... -......... --- ............. ]% 7. DscLAx\mn«u|Mln|cB|xcnT............................................ ........................................................... -}3 O. GnANzsLPxzmEcck1ANxxu.................................................... ..................................................... ......... l3 9. APPROVAL To9mocs|ovou|NEXT PHASE ............................................................................................... l3 to. CONTRACTS FOR ENTcuxEsnuxuSERVICES .................................................................................................. l3 ILSITE CONTROL ............................ ............................ ............................... ........................................... ...... l} Page 2of 34 142 Heat Pump System for City of Seward 8. fxrLosxzNoFG-xjsTr,,Tc, ENVIRONMENTAL HAZARDS ........................................... ................................... l4 14. 8T%xo.Aaos............... ................................... .............................. ............................ -l4 il CpoRsnT'PnEv.k||r`oK�i-i-.Isor\\'\m /,nE�m/nr�ir.,NT9uEnEoENcE......... -............................ ...... 14 18. CONS nu-C [ION P/'\N,,x/oBn�ou.\I R//ocv/..... .................................................................... .... |5 17. [\xvmMzzxmINS, mxcuAM) BOmDIN(...................... ............................. ....... ................................... |5 <0. OxsuRsurwF.\cx.[ocx.... .......................... ............... ....................................... ................................ l5 19. 'n Fxcno/FS............................................. ............................ _......... l5 20. PI-m'muAxc/Onm/xmA,\o\|,\u//xAxc/(O&,M)FUTnnnws................................... ................... l6 21. TmWmS&R.\oS I 0m[^/mGx\n'Fi -,\moA,�svm-....... ....................................... ...................... 6 22. Ox\N/+/-,\moi`Nm |xc/i mnvon{9CE........... .................. ................................. ... ............ l6 23. 8rx`/xx/u1 {\^m/m``/o....... .................. ........................................... ......................... 16 24. Fnxci-. Acuxx/Pw1ux�-x/nPmuI-.cT -_-------_----------..17 APPENDIXC GRANTEE PROPOSAL/SCOPE KFWOR�........................................................................... 17 APPENDIX0 PROJECT MANAGEM&NT& R.EPORTINGREQUIREMENTS-����..................... 20 i. PROJECT MANAGEMENT ............................................................................................................................. 2D 2. CONTACT PERSONS -............ -... ........ --.... ........ ............. -............ ................ .... .... ..... .......... ..2D I MONTHLY 9nDouuyAND FINANCIAL Ilu`nxzS----....... -----------.......... -............. -.2D APPENDIX E PROJECT BUDGET & fKEDMBDRi8DIMDINT PROVISIONS ................................................... 21 \. ALLOWABLE COSTS ...... ............................... ............................ ............................... ............................. %| u. Direct Labor & Benefits ........................................................................................................................... J/ b. Travel, &&wls.m'Per Diem .............................. .................... ................................................................ .2/ C. Equipment ................. -........................................................................................................................... J/ ^t Supplies -......................... .................................................................................................... .................. J/ u(ox$mcoxlxo`'icm' ... ............ ................................................................................................................ 2/ _/ (onxov'c/^",....... .................................................................................... ............................... JJ g. 01hm./xru/(isls............ .................... ........................... ....... ................................... .......................... JJ 2. Sr|o|o Exp|;nrn/xrsxoTAcux"T-o.................................... ............................................................... 2 3. M-\ to|................................................................................................................ ...................................... 2 'i Co�|So. �m Hmc|(R|.ol.uuu|.xrs-'-------'----''-.-----......................... ....... 3 9, Vxu-(m.|,�-(m) St nOmzxsMum....................................................... .............. .............................. 3 8. OxN/|DmnxS]x/y............... ----........................................................................................ '24 7' W||nmxopxrm Ou.\xTFUNDS .............................................................................................................. 24 O. Aurv.\xcrDmuxs|m;xTs.......... ............... ........................................................................................... 4 9. Cm/u`|\mR|my|EARNED ............................................................................... 5 \U. 8nxx | .-I/ucarNliixcsmNo{JmNoL,s...................................................................................................... ATTACHNIENTI FINANCIAL REPORTfREQUEST FOR ATTACHMENT PROGRESS REPORT FORM ............................................................................................. %7 ATTACHMENT NOTICE 0NFPROJECT AND GRANT CLOSEOUT ........................................................ %0 ATTACHMENT NOTICE 0FSUBSTANTIAL COMPLETION _.............................................................. %9 ATTACHMENT GRANTEE CERTIFICATION ............................................................................................ 3W ATTACl0NIEN1[6 ADVANCE REQUEST FORM ....................................... ~................................................... 33 Page aof34 143 Heat Pump System for city of Seward Grant Agreement �7091242 APPENDIX A GENERAL PROVISIONS Definitions In this Grant Agreement, attachments and amendments: a) "Authority" means the Alaska Energy Authority, a public corporation of the State of Alaska. b) "Authority Project Manager" means the employee of the Authority responsible for assisting the Grantee with technical aspects of the Project and is one of the Grantor's contacts for the Grantee during all phases of the Project. c) "Authorized Representatives" means those individuals or entities authorized by an entity to act on its behalf, with delegated authority sufficient to accomplish the purposes for which action is needed. d) "Economic Life" means 20 years from the date of the final disbursement. e) "Executive Director' means the Executive Director of the Authority or the Executive Director's authorized representative. f} "Grantee Project Manager' means the person designated to fulfill the obligations arising under Appendix B1, item #2. g) "Matching Contributions" means the cash, loan proceeds, in -kind labor, equipment, land, other goods, materials, or services a Grantee provides to satisfy any match requirements of a grant or to complete the Project. h) 'Project" means Heat Pump System for City of Seward as defined in Appendix C (Scope of Grant) for which funds have been made available. i) "State" means the State of Alaska. 2. Indemnification As a condition of this Grant, the Grantee shall indemnify, hold harmless, and defend the Authority and the State of Alaska from and against any claim of, or liability for, error, omission of negligent act of the Grantee arising out of, or in any way connected with, this Grant Agreement or the project for which the Grant is made. The Grantee shall not be required to indemnify the Authority or State of Alaska for a claim of, or liability for, the independent negligence of the Authority or State of Alaska agency. If there is a claim of, or liability for, the joint negligent error or orission of the Grantee and the independent negligence of the Authority or State of Alaska, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis. "Grantee" and "Authority" and "State of Alaska," as used within this section, include the employees, agents and other contractors who are directly responsible, respectively, to each. The term "independent negligence" is negligence other than in the Authority's or State of Alaska's selection, administration, monitoring, or controlling of the Grantee and in approving or accepting the Grantee's work. 3. Information Technology Risks and Warranties Neither the Authority nor the State of Alaska makes any warranty, express or implied or assumes any legal liability or responsibility for the Grantee's use of the software, equipment or other related services provided by this grant or included in the project for which the grant is Page 4 of 34 144 Heat Pump System for City of Seward Grant Agreement 47091242 made. The Grantee understands that although the Authority may procure software services or equipment on behalf of the grantee, the use of this software, equipment or other related services is at the Grantee's own risk. The Grantee bears the entire risk of using these services, such as any damages or liabilities resulting from a cyber-attack or computer virus on its own computers, communication systems and networks. The Grantee acknowledges that computer, communications systems and networks are not fault - free and occasional periods of downtime occur. The Authority and the State of Alaska do not guarantee these services will be uninterrupted, timely, secure or error -free. 4. Workers' Compensation Insurance The Grantee shall provide and maintain Workers' Compensation Insurance as required by AS 23.30 for all employees engaged in work under this Grant Agreement. The Grantee shall require any contractor to provide and maintain Workers' Compensation Insurance for its employees as required by AS 23.30. 5, Insurance The Grantee is responsible for obtaining and maintaining any necessary insurance and endorsements as defined in Appendix B Standard Provisions S. Equal Employment Opportunity (EEO) The Grantee may not discriminate against any employee or applicant for employment because of race, religion, color, national origin, age, physical handicap, sex, marital status, changes in marital status, pregnancy, or parenthood. The Grantee shall post in a conspicuous place, available to employees and applicants for employment, a notice setting out the provisions of this paragraph. The Grantee shall state in all solicitations or advertisements for employees to work on Authority funded projects, that it is an Equal Opportunity Employer (EEC) and that all qualified applications will receive consideration for employment without regard to race, religion, color, national origin, age, physical handicap, sex, marital status, changes in marital status, pregnancy or parenthood. The Grantee shall include the provisions of this EEO article in every contract relating to this Grant Agreement and shall require the inclusion of these provisions in every agreement entered into by any of its contractors, so that those provisions will be binding upon each contractor and subcontractor. 7. Public Purposes The Grantee agrees that the Project to which this Grant Agreement relates shall be dedicated to public purposes and any project constructed or equipment or facilities acquired, shall be owned and operated for the benefit of the general public. The Grantee shall spend monies appropriated under this grant only for the purposes specified in the Grant Agreement. The benefits of the Project shall be made available without regard to race, religion, color, national origin, age, physical handicap, sex, marital status, changes in marital status, pregnancy or parenthood. Page 5 of 34 145 Heat Pump System for City of Seward Grant Agreement #7091242 S. Officials Not to Benefit No member of or delegate to Congress or the Legislature, or officials or employees of the Authority or Federal government may share any part of this agreement or any benefit to arise from it. 9. Governing Law This Grant Agreement is governed by the laws of the State of Alaska. Any civil action arising from this Agreement shall be brought in the Superior Court for the Third Judicial District of the State of Alaska at Anchorage. 10. Compliance with Applicable Law and Funding Source Requirements The Grantee shall comply with all applicable local, state and federal statutes, regulations,. ordinances and codes, whether or not specifically mentioned herein. Refer to Appendix B Standard for more specific requirements. 11. Severability If any section, paragraph, clause or provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement shall be unaffected and enforced to the fullest extent possible, and the invalid or unenforceable provision shall be deemed replaced with a valid and enforceable provision that is as similar as possible to such invalid or unenforceable provision. 12. Non -waiver The failure of either party at any time to enforce a provision of this Agreement shall in no way constitute a waiver of the provision, nor in any way affect the validity of this Agreement, or any part hereof, or the right of such party thereafter to enforce each and every provision hereof. 13. Integration This instrument and all appendices, amendments, attachments, Request for Applications dated July 8, 2015 and the Application dated September 15, 2015 hereto embody the entire Agreement of the parties concerning the grant funds granted hereunder. There are no promises, terms, conditions, or obligations regarding said funds other than those contained in the documents described above; and such documents shall supersede all previous communications, representations or agreements, either oral or written, between the parties hereto. To the extent there is any conflict between the provisions of Appendix A and B and the Grantee's application or proposal, the provisions of Appendix A and B prevail. 14. Grantee Not Agent of Authority The Grantee and any agents and employees of the Grantee act in an independent capacity and are not officers or employees or agents of the Authority in the performance of this Grant Agreement. 15. Disputes Any dispute arising under this Grant Agreement which is not disposed of by mutual agreement must be dealt with in accordance with 3 AAC 108,915, 16. Termination a) The Grantee shall have no rights to compensation or damages for termination except as provided in this Section. Page 6 of 34 146 Heat Pump System for City of Seward Grant Agreement #7091242 b) In addition to all other rights available under law, the Authority may terminate this Agreement or stop work on the Project for the convenience of the Authority or for cause upon ten (10) days written notice. c) "Cause" for termination shall exist when the Grantee has failed to perform under this Agreement, has been stagnant on progression of the project for 2 years, has provided incorrect or misleading information or has failed to provide information which would have influenced the Authority's actions. In order for termination to be for cause, the Grantee's failure to perform or the Grantee's provision of incorrect, misleading, or omitted information must be material. d) If this Agreement is terminated for cause, the Grantee shall be entitled to no compensation. The Grantee shall reimburse the Authority for all grant funds expended under this Agreement by the Grantee or on the Grantee's behalf including interest accrued from the date of disbursement. The Grantee shall also reimburse the Authority for any costs incurred to collect funds subject to reimbursement, and for any damages incurred by the Authority as a result of the Grantee's failure to perform or provision of incorrect or misleading information. The Authority may require the Grantee to return to the Authority some or all of the Project assets and the fair market value of the returned Project assets will be applied to reduce the amount of reimbursement the Grantee owes the Authority under this subsection d. e) If this Agreement is terminated at the sole request of the Authority for the sole reason of its convenience, the Grantee is not required to reimburse the Authority for funds expended prior to the date of termination. If the Grantee has incurred costs under this agreement, the Grantee shall only be reimbursed by the Authority for eligible costs the Grantee incurred prior to the date of termination of the Agreement. However, prior to making any claim or demand for such reimbursement, the Grantee shall use its best effort to reduce the amount of such reimbursement through any means legally available to it. The Authority's reimbursement to the Grantee shall be limited to the encumbered, unexpended amount of funds available under this Agreement. f) If the basis for the termination of the Agreement or stop work under Section 15(b) is capable of being cured, the Authority shall provide the Grantee thirty (30) days from the date the termination or stop work becomes effective for the Grantee to cure the basis for the termination or stop work. If the Grantee cannot reasonably cure the basis for the termination or stop work within this thirty (30) day period, but the Grantee promptly undertakes and diligently pursues such cure, the cure period shall be extended to sixty (60) days. The Authority may further extend the cure period if the Grantee demonstrates that it is prohibited from curing the basis for termination or stop work by any process, stay or injunction issued by any governmental authority or pursuant to any bankruptcy or insolvency proceedings. If the Grantee cures the basis for the stop work, the stop work will be lifted. Until the Agreement is reinstated or stop work lifted, the Authority may not disburse any amount under this Agreement to the Grantee except as otherwise specifically provided in this section. 17. Termination Due to Lack of Funding In the event funding from the Authority, federal or other sources is withdrawn, reduced, or limited in any way after the effective date of this agreement and prior to normal completion, the Page 7 of 34 147 Heat Pump System for City of Seward Grant Agreement #7091242 Authority may terminate the agreement, reduce funding, or re -negotiate subject to those new funding conditions. 18. No Assignment or Delegation The Grantee may not assign or delegate this Grant Agreement, or any part of it, or any right to any of the money to be paid under it, except with the written consent of the Executive Director or Designee. 19. No Third Party Beneficiaries Except as otherwise specified in this agreement, no person is a third party beneficiary of this Agreement and this Agreement creates no third party rights. Specifically, any person who is not a party to this Agreement shall be precluded from bringing any action asserting the liability of a party or asserting any right against a party to this Agreement, through the terms of this Agreement. No person, other than a party to this Agreement, may bring any action based upon this Agreement for personal injuries, property damages, or otherwise. 20. No Additional Work or Material No claims will be allowed for additional work, materials, or equipment, not specifically authorized in this Grant Agreement, which are performed or furnished by the Grantee. 21. Changes Any changes which have been agreed to by both parties will be attached and made a part of this Grant Agreement by use of a written Amendment Any such Amendment must be dated and signed by Authorized Representatives of the Authority and the Grantee. 22. Right to Withhold Funds The Authority may withhold payments under this Grant Agreement for non-compliance with any of the provisions of this Grant Agreement. 23. Remission of Unexpended Funds The Grantee shall return all unexpended grant monies to the Authority within 90 days of the Project completion. 24. Tax Compliance Responsibilities of Grantee The Grantee is responsible for determining applicable federal, state, and local tax requirements, for complying with all applicable tax requirements, and for paying all applicable taxes. The Authority may issue an IRS Form 1099 for Grant payments made. The Grantee shall pay all federal, state and local taxes incurred by the Grantee and shall require the payment of all applicable taxes by any contractor or any other persons in the performance of this Grant Agreement. 25. Lobbying Activities In accepting these funds, the Grantee agrees and assures that none of the funds will be used for the purpose of lobbying activities before the United States Congress or Alaska Legislature. No portion of these funds may be used for lobbying or propaganda purposes as prohibited in AS 37.05.321, 18 U.S.C. 1913, 31 U.S.C. 1352, or other laws as applicable. Page 8 of 34 148 Heat Pump System for City of Seward Grant Agreement #7091242 26. Financial Management and Accounting The Grantee shall establish and maintain a financial management and accounting system that conforms to generally accepted accounting principles. In addition, the accounting system must keep separate all grant funds awarded under this grant agreement. 27. Procurement Standards Grantees will follow competitive purchasing procedures that: 1) provide reasonable competitive vendor selection for small dollar procurements; 2) provide for competitive bids or requests for proposals for contracts and procurements greater than $100,000; 3) provide a justification process for non-competitive procurements or contracts; 4) document the source selection methods used for all contracts, equipment, or material transactions greater than $10,000. Grantees who have questions about their procurement procedures or a specific procurement should contact the Authority's Grant Manager. 28. Reporting Requirements The Grantee shall submit progress reports to the Authority according to the schedule established in Appendix D of this Grant Agreement. 29. Ownership of Documents and Products Except as otherwise specifically agreed, all designs, drawings, specifications, notes, artwork, computer programs, reports and other work developed with grant funds in the performance of this agreement are public domain and may be used by the Authority and/or public without notice or compensation to the Grantee. The Grantee agrees not to assert any rights and not to establish any claim under the design patent or copyright laws. Except as otherwise specifically agreed, and without limiting any Intellectua► Property requirements of a federal funding agency, the Authority shall have unlimited rights to use and to disseminate any data produced or delivered in the performance of the contract. For purposes of clarity, nothing in this section precludes Grantee from using any document or product with respect to the Project or other Grantee uses. 30. Inspections and Retention of Records The Grantee shall keep a file for financial, progress and other records relating to the performance of the grant agreement. The file must be retained for a period of four years from the fully executed close out of the grant agreement or until final resolution of any audit findings claim or litigation related to the grant. The Authority may inspect, in the manner and at reasonable times it considers appropriate, records and activities under this Grant Agreement. 31. Audits This Grant Agreement is subject to 2 AAC 45.010 single audit regulations for State Grants. The Grantee must comply with all provisions of 2 AAC 45.010 and any additional audit requirements outlined in Appendix D. Commercial (for -profit) entities shall obtain an audit by an independent auditing firm similar to a program audit prepared under 2 CFR 200. The auditee and auditor shall have basically the same responsibilities for the federal or state program as they would have for an audit of a major program in a single audit. The expenditure threshold is $750,000 in the commercial entity's fiscal year. Page 9 of 34 149 Heat Pump System for City of Seward Grant Agreement *7091242 32. Legal Authority The Grantee certifies that it possesses legal authority to accept grant funds from the State of Alaska and to execute the Project described in this Grant Agreement by signing the Grant Agreement document. The Grantee's relation to the Authority and the State of Alaska shall be at all times as an independent Grantee. 33. Grant Closeout Upon completion of all work and expenditure of all grant funds related to the Project the Authority will provide written notice to the Grantee that the Grant will be closed. The Grantee shall sign the Notice of Project Closeout within 30 days after it is delivered by the Authority. The Grant will be considered closed upon receipt of the signed Notice of Project Closeout. The Grant will be administratively closed if the Grantee fails to return the Notice of Project Closeout within 30 days after it is delivered by the Authority. if the Grantee has a valid reason for the Grant to remain open, they must contact the Authority in writing within 30 days. No additional reimbursements will be made to the Grantee after the grant is closed out. Page 10 of 34 150 Heat Pump System for City of Seward Grant Agreement 97091242 Appendix B Standard Provisions T. Grant Funding Sources This Grant is subject to appropriation and availability of funds as listed below: State of Alaska $ 725,000 SLA 2018, Ch. 19, Sec. 1, Pg. 2-3, Ln. 3-15, 23-31 Community Match $ 157,497 City of Seward Total Funding Grantee acknowledges that if additional grant funds are made available they are subject to the terms and conditions of this Agreement and any amendment. 2. Governing Laws The Grantee shall perform all aspects of this Project in compliance with all applicable state, federal and local laws. 3. Documentation and Record Keeping The Grantee shall maintain the following in their files: • Grant application; ■ Grant agreement and any amendments; • All written correspondence or copies of emails relating to the Grant; • Reports, including any consultant work products; + A separate accounting of grant income and expenditures; • Supporting documentation for the expenditures charged to the grant (including supporting documentation for all required matching contributions), The Authority and any authorized federal representative may inspect, in the manner and at any reasonable time either considers appropriate, the Grantee's facilities, records, and activities funded by this Grant Agreement. 4. Eligible Casts The Authority, as Grantor, shall have sole discretion to determine which project costs are eligible to be paid from Grant monies under this agreement. Only direct costs of the Project are eligible for payment or reimbursement from grant funds. Indirect costs are not allowed under this grant unless approved by the Authority in Appendix E. The eligible costs will be determined in accordance with 3 AAC 107.600 -- 695 and the Request for Applications dated July 8, 2015; which is incorporated by reference into this grant agreement. 5. Insurance Requirements The following insurance requirements are in effect for this Project. Grant funds may be used to procure Project related insurance and the Authority will work with the Grantee to ensure that Page 11 of 34 151 Meat Pump System for City of Seward Grant Agreement #7091242 these requirements are met. Insurance will be obtained with an insurance carrier or carriers covering injury to persons and property suffered by the State of Alaska, Alaska Energy Authority or by a third party as a result of operations under this grant. The insurance shall provide protection against injuries to all employees of the Project engaged in work under this grant. All insurance policies shall be issued by insurers that (i) are authorized to transact the business of insurance in the State of Alaska under AS 21 and (ii) have a Bests Rating of at least A-VII and be required to notify the Authority, in writing, at least 30 days before cancellation of any coverage or reduction in any limits of liability. Where specific limits and coverage are shown, it is understood that they shall be the minimum acceptable and shall not limit the Grantee's indemnity responsibility. However, costs for any coverage in excess of specific limits of this agreement are the responsibility of the Grantee and may not be charged to this grant agreement. The following policies of insurance shall be maintained with the specified minimum coverage and limits in force at all times during the performance work under this Project: a. Workers' Compensation: as required by AS 23.30.045, for all employees engaged in work under this Project. The coverage shall include: Waiver of subrogation against the State and the Alaska Energy Authority and Employer's Liability Protection at $500,000 each accident/each employee and $500,000 policy limit; b. Commercial General Liability: on an occurrence policy form covering all operations under this Project with combined single limits not less than: a. $1,000,000 Each Occurrence;. $1,000,000 Personal Injury; $1,000,000 General Aggregate; and $1,000,000 Products -completed Operations Aggregate. The State of Alaska and Alaska Energy Authority shall be named as an Additional insured. c. Automobile Liability: covering all vehicles used in Project work, with combined single limits no less than $1,000,000 each occurrence. All of the above insurance coverage shall be considered to be primary and non-contributory to any other insurance carried by the State of Alaska and Alaska Energy Authority, whether self- insurance or otherwise. The Authority's acceptance of deficient evidence of insurance does not constitute a waiver of Grant requirements. & Procurement and Suspension and Debarment When the Grantee enters into a transaction with an entity for the purchase of goods or services that are expected to equal or exceed $25,000, or meet other special criteria as specified in 2 CFR section 180.220, the grantee is required to verify that the entity and its principals as defined in 2 CFR. section 180.995, are not suspended or debarred or otherwise excluded from participating in the transaction, The Grantee must verify the eligibility of the entity and its principals by one of the following: (1) checking the Excluded Parties List System (EPLS) Page 12 of 34 152 Heat Pump System for City of Seward Grant Agreement #7091242 maintained by the General Services Administration (GSA) (Note: EPLS is no longer a separate system; however, the OMB guidance and agency implementing regulations still refer to it as EPLS) and available at https://www.sam.gov/portal/public/SAM/), (2) collecting a certification from the entity, or (3) adding a clause or condition to the covered transaction with that entity stating it is not suspended or debarred from participating in the transaction (2 CFR section 180.300). 7. Declaration of Public Benefit The parties acknowledge and agree that the Project shall be constructed, owned and operated for the benefit of the general public and will not deny any person use and/or benefit of Project facilities due to race, religion, color, national origin, age, physical handicap, sex, marital status, changes in marital status, pregnancy or parenthood. 8. Grantee Project Manager For construction projects, the Grantee will contract or hire competent persons to manage all phases of the Project. Work at a minimum will include; management of Grantee's labor for the project, engineering firms and consultants, procurement, management of construction contractors, selection of equipment, review of plans and specifications, on -site inspections and review and approval of work, and other duties to ensure that the completed work conforms with the requirements of the grant and the construction documents. If the Grantee fails to provide adequate project management the Authority may terminate the Grant or assume project management responsibilities with the concurrence of the Grantee. Costs for a Grantee Project Manager must be reasonable to be considered an eligible grant expense. 9. approval to Proceed with Next Phase A grant award may be for one or more phases of a project. The Grantee must achieve substantial completion of work or of designated grant milestones and receive approval from the Authority prior to proceeding to the next phase of work. 10. Contracts for Engineering Services In the event the Grantee contracts for engineering services, the Grantee will require that the engineering firm certify that it is authorized to do business in the State of Alaska and provide proof of licensing and required professional liability insurance. Unless otherwise agreed by the Authority, the insurance required by this section shall, at a minimum, included professional liability insurance covering all errors, omissions or negligent acts in the performance of professional services under this agreement, with limits required per the following schedule: Contract Amount Under $ 100,000 $ 100,000-$ 499,999 $ 500,000-$ 999,999 $ 1,000,000 or over 11. Site Control Minimum Required Limits $ 300,000 per Occurrence/Annual Aggregate $ 500,000 per Occurrence/Annual Aggregate $ 1,000,000 per Occurrence/Annual Aggregate Refer to Risk Management If the grant Project involves the occupancy and use of real property, the Grantee assures that it has the legal right to occupy and use such real property for the purposes of the grant, and Page 13 of 34 153 Heat Pump System for City of Seward Grant Agreement #7091242 further that there is legal access to such property. The Grantee is responsible for securing the real property interests necessary for the construction and operation of the Project, through ownership, leasehold, easement, or otherwise, and for providing evidence satisfactory to the Authority that it has secured these real property interests. 12. Permits It is the responsibility of the Grantee to identify and ensure that all permits required for the construction and operation of this Project by the Federal, State, or Local governments have been obtained unless otherwise stated in Appendix C. These permits may include, but are not limited to, Corps of Engineers, Environmental Protection Agency, Alaska Department of Environmental Conservation, State Historic Preservation Office, State Fire Marshal, Alaska Department of Natural Resources, Alaska Department of Fish and Game and Boroughs. 13. Exclusion of Existing Environmental Hazards Grant funds for investigation, removal, decommissioning, or remediation of existing environmental contamination or hazards, are not allowed unless specifically specified and approved in Appendix C. 14. Environmental Standards The Grantee will comply with applicable environmental standards, including without limitation applicable laws for the prevention of pollution, management of hazardous waste, and evaluation of environmental impacts. 15. Current Prevailing Rates of Wage and Employment Preference To the extent required by federal and State law construction projects may require certain Grantees to include the requirements for Davis Bacon and Little Davis Bacon when contracting for construction services. This requires contractors to pay minimum rates of pay for specific classes of workers and provide certified payrolls to the State Department of Labor. The current wage rates can be found at the following web sites: The Federal wage rates at http://www.wdol.gov/ The State wage rates at http://www,labor.state,ak.us/iss/pamtD6O0.htm If federal funding sources require federal Davis Bacon compliance, the Grantee must use both the Federal and State wage scale and the contractor is required to pay the higher of the State or Federal wage scale. When only State Funds are used that requires "Little Davis Bacon," the Grantee is only required to follow the State Rate schedule. For projects that are only State funded, contractors are also required to use local residents where they are available and qualified in accordance with AS 36.10.150-180, and 8 AAC 30.064 - 088. The Grantee is responsible for identifying any other sources of project funds and for ensuring compliance with applicable wage scales for all sources of project funding. If a Grantee believes they or their contractors may be exempt from these requirements, they should contact the State of Alaska Department of Labor and Workforce Development, Wage and Hour Administration, for a determination and forward a copy of that determination to the Authority's Grant Administrator. Page 14 of 34 154 Heat Pump System for City of Seward Grant Agreement *7091242 16. Construction Plans and Specifications Review Prior to public notice of bidding a construction project the Grantee will provide the plans and specifications to the Authority for review, Concurrence that the plans and specifications are consistent with the grant award must be received before grant funds will be released for construction related costs. 17. Construction Insurance and Bonding When the value of the construction is anticipated to be greater than $100,000, prior to beginning construction on a project funded by this grant, the Grantee or Grantee's contractor(s) must provide the Authority: either a payment and performance bond, as may be required by AS 36.25.010, a surety in form and substance acceptable to the Authority, or some other guarantee or assurance acceptable to the Authority that the Grantee or the Grantee's contractor has the capacity, qualifications, and financial resources necessary to complete construction of the project as proposed in the grant or construction contract(s) funded by this grant. Post Construction Certification. Upon completion of construction, the Grantee will submit a final report that includes: • Certification that all work is completed in accordance with the grant and all costs claimed are eligible costs and represent work completed on the Project; • Summary of total project cost including detailed funding sources and any outstanding debt; • Certification that there is a release of any contractor or subcontractor liens on the project; • Identification of any outstanding construction issues; • Demonstration that appropriate insurance is in place and, ■ As -built drawings. 18. Ownership of Facilities The Grantee shall assume all liabilities arising from the ownership and operation of the Project. Grantee will not sell, transfer, encumber, or dispose of any of its interest in the facilities constructed with this grant funding during the economic life of the project without prior written approval of the Authority. 19. Operation and Maintenance of Facilities The Grantee is required to maintain and operate the facilities defined in Appendix C of this agreement for the economic life of the facility or the specific period of time designated herein. In the event that the Grantee is no longer operating the facilities for the intended purposes the Authority may require the Grantee to reimburse the Authority an amount based on the total contribution of the Authority, the value of the assets, and the terms and conditions of this agreement. The Authority may require that the assets acquired under this agreement be sold and the proceeds returned to the Authority. Page 15 of 34 155 Heat Pump System for City of Seward Grant Agreement #7091242 20. Performance/Operation and Maintenance (O&M) Reporting If the grant is for Project construction, the Grantee must provide the Authority with a Performance/C&M Report annually for ten years after Project completion. The Performance/ O&M Report must include: (1) a detailed description of Project operations and maintenance activities and issues; and (2) a detailed description of Project performance, including energy output, estimated fuel savings resulting from the operation of the Project, and any other relevant measures of Project performance reasonably requested by the Authority, a description of repairs and modifications to the Project, and recommendations for improvements for similar future projects. The Authority may take into account the Grantee's failure to provide the required annual Performance/O&M Report in evaluating future applications from the Grantee for grant funds. The Authority encourages Grantees to provide annual Performance/O&M reports for the life of the Project, and may consider the Grantee's voluntary submittal of annual Performance/O&M reports beyond the first ten years in evaluating future applications from the Grantee for grant. funds. 21. Tariffs & Rates for Use of Grant -Funded Assets Rates for power provided as a result of generation or transmission facilities built with grant funds may be subject to review and approval by the Regulatory Commission of Alaska (RCA), or if the rates are not subject to RCA review and approval, they may be subject to review and approval by the Authority to ensure reasonable and appropriate public benefit from the ownership and operation of the Project. As a condition of the grant, Independent Power producers will agree to sell energy resources for electricity and heat at a cost -based rate for the economic life of the project. The Authority will hire an independent economist to provide guidance in developing a cost -based rate for electric sales with an appropriate rate of return on equity. The allowable cost -based rate represents the highest rate that the Independent Power Producer will be allowed to charge. Because the cost -based rates are a grant condition, avoided costs rates or Public Utility Regulations Policies Act (PURPA) rates will not apply for projects which obtain grant funding. Application for a Certification of Public Convenience and Necessity (CPCN) is also a grant condition. RCA action related to the issuance of the CPCN must be completed prior to the issuance of any construction grant funding. 22. Grant -funded Assets Not Included with PCE The Grantee agrees that it will not include the value of facilities, equipment, services, or other benefits received under this grant as expenses under the Power Cost Equalization Program or as expenses on which wholesale or retail rates or any other energy tariffs are based. 23. Substantial Completion of Project. Upon substantial completion of the project, the Authority PM shall schedule a site inspection with the general contractor, the designer of record, the grantee and the Authority. At this inspection, a punchlist will be generated of outstanding items which must be completed prior to grant completion. Upon completion of this inspection, the Authority will issue a Notice of Substantial Completion (NCSC) and identify in this notice, the punchlist items which must be Page 16 of 34 156 Neat Pump System for City of Seward Grant Agreement #70131242 completed. When the Notice is issued, the Grantee assumes all responsibility associated with operating and maintaining the Project, except as specifically provided otherwise herein or by separate agreement executed by the Authority and the Grantee. The Grantee may disagree with the substantial completion determination by providing written notice to the Project Manager within 30 days after receipt of the Notice of Substantial Completion. The Grantee's written objections disagreeing with the Notice of Substantial Completion must detail the reasons the Grantee believes the Notice of Substantial Completion should not be issued. Further the Grantee must explain what the Grantee expects should be done so the Notice of Substantial Completion can be issued, and when the additional issues identified can be completed or resolved. The Authority will follow-up within 60 days, letting the Grantee know if the objections have been accepted, if the Notice of Substantial Completion stands, or, if the Notice of Substantial Completion is modified. Within 30 days of final disposition of the Notice of Substantial Completion, the Authority Project Manager will issue a Certificate of Substantial Completion which will include an updated punchlist (if one still exists) which will be signed by the general contractor and the Authority. The date of this certificate shall be the completion date of the Project.. 24. Farce Account Payroll and Project Coordination The Grantee will assist the Authority in obtaining qualified local labor for the Project and will provide necessary local administration assistance, including recommending qualified local personnel, assisting in obtaining necessary personnel information; assisting in obtaining housing for nonresident workers; facilitating communications between the Authority, the community and local employees; and serving as a liaison between the Authority and the community. Appendix C Grantee Proposal/Scope of work This grant to the City of Seward (City) is for the design and construction of a Ground Source Heat Pump (GSHP) which will draw heat from nearby Resurrection Bay to heat a heating district containing four existing City buildings, with potential for future expansion- • Library - 24,323 ft2 • City Annex - 8,192 ft:1 • City Hail - 20,532 ft' • Fire Hall - 7,262 ft 2 • (future) Adams Street Shower House - 800 ft2 A field of vertical boreholes will be drilled on City land adjacent to the water front; piping will be used in these boreholes and charged with a heat transfer fluid in a closed system to provide heat to the heating district. High efficiency water to water heat pumps, one buffer tank, and loop pumps will be installed in the existing mechanical rooms of the Library and City Hall. One buffer tank will be installed in the Annex, and the Fire Hall. One existing heating oil boiler will Page 17 of 34 157 Heat Pump System for City of Seward Grant Agreement *7091242 remain in each building to serve as a backup boiler, these back-up boilers will be integrated into the heating system of their respective buildings along with buffer/storage tan ks. This system is estimated to provide at least 96% of the current heating loads of the buildings, and to displace roughly 20,020 gallons of heating oil annually. Page 18 of 34 158 Heat Pump System for City of Seward Grant Agreement 97091242 Budoet: Reimbursable Grant Match Total Start End Milestones Tasks Budget Budget Budget Date Date Deliverables Reconnaissance $0 $10,000 $10,000 Jan Dec Construct test well 2015 2015 Test well Collect and Localized water evaluate water Jan Dec table thermal column data 2015 2015 profile Design Phase $68,"0 $6$ 440 $136,880 Select Design Oct Oct Team 2018 2018 Solicitation, NTP Design Team Oct Oct Scoping Meeting Scope Mtg. 2018 2018 Minutes Complete Design Oct Nov Memo wfcost Memo 2018 2018 ❑ inion Complete 65% Dec Jan Plans, Specs, cost Design 2018 2018 1 opinion Complete 100% Feb Feb Plans, Specs, cost Design 2019. 2019 opinion Update Economic Mar Mar Analysis 2019 2019 Economic Analysis Construction Phase $594,060 $79,057 $663,117 Prepare Bid Apr Apr Package 2019 2019 May May Advertise For Bids 2019 2019 Bid Advertisement Jun Jun Review Bids 2019 2019 Notice of Award Jul Jul Procure long lead Award Bid 2019 2019 items Pre -Construction Aug Aug Conference Conference 2019 2019 Minutes Aug Sep Submittal Reviews 2019 2019 Progress Report Contractor Sep Sep Mobilizes 2019 2019 Pro Tess Report Stake Ouftine Sep Sep Locates 2019 2019 Progress Report Drillllnstall Vertical Sep Nov Loos 2019 2019 Pro ress Re ort Construct Sep Nov MainslLaterals 2019 2019 1 Progress Report Mech)Elect Inside Sep Nov Bld s. 2019 2019 Pro ress Report Construct. Loop Nov Nov Manifold 2019 2019 Progress Report Pressure Test Nov Nov System 2019 2019 Progress Report System Start Nov Nov Up/TestingUp/Testing 2019 1 2019 Progress Report Punch List Nov Nov Itemsfresting 2019 2019 Progress Report Close Out Certificate Final as - Nov Dec built/redline Close Out I Final Punch List 1 $72,600 1 0 I $72.a00 1 2019 1 2019 1 drawings TOTAL Page 19 of 34 159 Heat Pump System for City of Seward Grant Agreement #7091242 Appendix D Project Management & Reporting Requirements Project Management The Grantee will notify the Authority immediately of any significant organizational changes during the term of the grant, including changes in key personnel or tax status, any unforeseen problem or project delay that may cause a change to the work plan or budget or that may otherwise affect the Grantee's ability to perform its commitments under this Grant Agreement. Any unreported or unapproved changes to the work plan or budget evident in reports may result in an amendment being required, costs disallowed, suspension or termination of the grant as described in Appendix A. 2. Contact Persons For the Grantee For The Authority Grant Manager Grant Manager Brennan Hickok Shawn Calfa, Grants Administrator PO Box 167 813 W. Northern Lights Blvd. Seward, Alaska 99664 Anchorage, Alaska 99503 bhickok@cityofseward.net scalfa@aiclea.org 907-224-4020 907-771-3031 Project (Manager Project Manager Doug Schoessler Dan Smith PO Box 167 813 W. Northern Lights Blvd. Seward. Ak 99664 Anchorage, Alaska 99503 douq ,_citvofseward.net dsmithp_akeneroyauthoritv,ora 907-224-4093 907-771-3983 3. Monthly Progress and Financial Reports The Grantee will provide monthly progress and financial reports by email (or other method allowed by the Authority, if email is not available) to the Authority Project Manager. These reports are due starting the first full month after the execution of this Agreement. This report must update the Authority on the project's progress, regulatory and compliance issues, possible delays, and grant expenditures during the month. These Monthly Progress Reports, which are due within 30 days of the end of the previous month, must summarize, in one or two pages, the progress made on grant tasks during the month and identify any difficulties in completing tasks or meeting goals or deadlines. The Grantee must also include with the report copies of any work products due to the Authority during this period. Reports are considered late five 5 days after the due date. No further payments will be made without submission and approval of required reports. Work completed after the twenty -day period when required reports have not been submitted is at the Grantee's risk, and costs incurred may be disallowed. Repeated failure to submit reports in a timely manner could result in suspension or termination of the grant, All reports and deliverables required in this agreement must have been submitted and approved by the Authority prior to the final payment being released. Page 20 of 34 160 Heat Pump System for City of Sevmrd Grant Agreement 97091242 Appendix E Project Budget & Reimbursement Provisions 1. Allowable Costs Allowable costs under this grant include all reasonable and ordinary costs for direct labor & benefits, travel, equipment, supplies, contractual services, construction services, and other direct costs identified and approved in the Project budget that are necessary for and incurred as a direct result of the Project and consistent with the requirements noted in Appendix B 4 Eligible Costs. A cost is reasonable and ordinary if, in its nature and amount, it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the costs. Allowable costs are only those costs that are directly related to activities authorized by the Grant Agreement and necessary for the Project. The categories of costs and additional limits or restrictions are listed below: a. Direct Labor & Benefits Include salaries, wages, and employee benefits of the Grantee's employees for that portion of those costs attributable to the time actually devoted by each employee to, and necessary for the Project. Direct labor costs do not include bonuses, stock options, other payments above base compensation and employee benefits, severance payments or other termination allowances paid to the Grantee's employees. b. Travel, Meals, or Per Diem Include reasonable travel expenses necessary for the Project. These include necessary transportation and meal expenses or per diem of Grantee employees for which expenses the employees are reimbursed under the Grantee's standard written operating practice for travel and per diem or the current State of Alaska Administrative Manual for employee travel. c. Equipment Include casts of acquiring, transporting, leasing, installing, operating, and maintaining equipment necessary for the Project, including sales and use taxes. Subject to prior approval by the Authority Project Manager, costs or expenses necessary to repair or replace equipment damage or losses incurred in performance of work under the grant may be allowed. However, damage or fosses that result from the Grantee's employees, officer's, or contractor's gross negligence, willful misconduct, or criminal conduct will not be allowed. d. Supplies Include costs of material, office expenses, communications, computers, and supplies purchased or leased by the Grantee necessary for the Project. e. Contractual services Include the Grantee's cost of contract services necessary for the Project. Services may include costs of contract feasibility studies, project management services, engineering and Page 21 of 34 161 Heat Pump System for City of Seward Grant Agreement 47091242 design,. environmental studies, field studies, and surveys for the project as well as costs incurred to comply with ecological, environmental; and health and safety laws. f. Construction Services For construction projects this includes the Grantee's cost for construction contracts, labor, equipment, materials, insurance, bonding, and transportation necessary for the Project. Work performed by the Grantee's employees during construction may be budgeted under direct labor and benefits. Contracted project management or engineering may be budgeted under contractual services and major equipment purchases made by the Grantee may be budgeted under equipment. g. Other Direct Costs In addition to the above the following expenses necessary for the Project may be allowed. • Net insurance premiums paid for insurance required for the grant Project; • Costs of permits and licenses for the grant Project; • Non -litigation legal costs for the Project directly relating to the activities; in this paragraph, "non -litigation legal costs" includes expenses for the Grantee's legal staff and outside legal counsel performing non -litigation legal services; • Office leaselrental payments; • Other direct costs for the Project directly relating to the activities and identified in the grant documents; and/or • Land or other real property or reasonable and ordinary costs related to interests in land including easements, right-of-ways, or other defined interests. 2. Specific Expenditures not allowed Ineligible expenditures include costs for overhead, lobbying, entertainment, alcohol, litigation. payments for civil or criminal restitution, judgments, interest on judgments, penalties, fines, costs not necessary for and directly related to the grant Project, or any costs incurred before the beginning date of the grant as indicated on the signature page. Overhead costs described in this section include: • Salaries, wages, applicable employee benefits; and business -related expenses of the Grantee's employees performing functions not directly related to the grant Project; ■ Office and other expenses not directly related to the grant Project; and • Costs and expenses of administration, accounting, human resources, training, property and income taxes, entertainment, self-insurance, and warehousing. 3. Match The Grantee is required to provide $ 157,497 in match for this Project. Cash match will be applied based on a percentage basis unless otherwise specified in the budget in Appendix C. In -kind match will be applied based on the budget in Appendix C. Page 22 of 34 162 Heat Pump System for City of Seward Grant Agreement *7091242 4. Cost Share Match Require►nents Cost sharing or matching is that portion of the Project costs not borne by the Authority. The Authority will accept all contributions, including cash and in -kind, as part of the Grantees' cost sharing or matching when such contributions meet the following criteria: • Are provided for in the Project budget; ■ Are verifiable from the Grantee's records; • Are not included as contributions for another state or federally assisted project or program; (The same funds cannot be counted as match for more than one program.) • Are necessary and reasonable for proper and efficient accomplishment of the Project or program objectives; • Are allowable costs; • Are not paid by the State or federal government under another award, except for those authorized by the State or federal statute to be used for cost sharing or matching; • Must be incurred within the grant eligible time period. The Authority may allow cost sharing or matching contributions that occurred prior to the grant eligible time period for projects that involve construction. 5. Valuing In -Kurd Support as Match If the Grantee chooses to use in -kind support as part of or its entire match, the values of those contributions must be approved by the Authority at the time the budget is approved. The values will be determined as follows: • The value of real property will be the current fair market value as determined by an independent third party or a valuation that is mutually agreed to by the Authority and the Grantee and approved in the grant budget. • The value assessed to Grantee equipment or supplies wilt not exceed the fair market value of the equipment or supplies at the time the grant is approved or amended. • Equipment usage will be valued based on approved usage rates that are determined in accordance with the usual accounting policies of the recipient or the rates for equipment that would be charged if procured through a competitive process. Rates paid will not exceed the fair market value of the equipment if purchased. • Rates for donated personal services will be based on rates paid for similar work and skid level in the recipient's organization. If the required skills are not found in the recipient organization, rates will be based on rates paid for similar work in the labor market. Fringe benefits that are reasonable, allowable, and allocable may be included in the valuation. • Transportation and lodging provided by the Grantee for non -local labor will not exceed the commercial rates that may be available within the community or region. Page 23 of 34 163 Heat Pump System for City of Seward Grant Agreement #7091242 6. Grant Disbursements The Grantee must request disbursement of grant funds in the form and format required by the Authority with appropriate back-up documentation and certifications. (See Attachment 1). Reimbursements are made for actual costs incurred and must be for approved milestones. The back-up documentation must demonstrate the total costs incurred are allowable, and reflect the amount being billed. Documentation must include: • A ledger summarizing cost being billed; • A summary of direct labor costs supported by timesheets or other valid time record to document proof of payment; Travel and per -diem reimbursement documentation; • Contractor or vendor pay requests; Itemized invoices and receipts; and • Detailed ledger of costs being charged to this grant. Additionally, the Grantee may be required to provide proof of payment of the incurred costs at the request of the Authority. Payment of grant funds will be subject to the Grantee complying with its matching contribution requirements of the Grant. Payment of grant funds will be made by the Authority to the Grantee within 30 days from receipt of a properly completed, supported, and certified Reimbursement Request (See Attachment 1). 7. Withholding of Grant Funds If, upon review of the monthly billings, the Authority discovers errors or omissions in the billings it will notify the Grantee within thirty (30) days of receipt of the billing. Payment for the portion of billings for which there is an error or omission may be withheld pending clarification by Grantee. Grant funds may be withheld for the following reasons: The Grantee fails to provide adequate back-up documentation. • The Authority determines that a specific expense is not allowed under the grant. The Grantee's matching contribution requirements are not met. Up to 10% of the Authority's contribution of grant funds may be retained by the Authority until the Project is completed and all required final documentation and reports are received and accepted by the Authority. B. Advance Disbursements In most instances, payments to a Grantee will be made on a cost reimbursable basis. If the Authority determines that cost reimbursement will significantly inhibit the Grantee's ability to perform the Project and determines that an advance is in the public interest, the Authority may Page 24 of 34 164 Heat Pump System for City of Seward Grant Agreement #7091242 recommend an advance to the Grantee of an amount not to exceed a projected thirty (30) day cash need, or twenty percent (20%) of the grant amount, whichever amount is less. Before the Authority will issue an advance, the Grantee must provide in writing, and the Authority must approve a "Request for Advance Payment" form which includes: justification of the need for the advance; documentation of anticipated line item costs associated with the advance. All advances will be recovered with the Grantee's next Financial/Progress Report form. Should earned payments during the terms of this Grant Agreement be insufficient to recover the full amount of the advance, the Grantee will repay the unrecovered amount to the Authority when requested to do so by the Authority, or at termination of the Grant Agreement. 9. Unexpended Grant Funds and Interest Earned Any grant funds not expended under this agreement and any interest accruing on the grant funds belong to the Authority and shall be returned to the Authority. 10. Budget Adjustments and Changes When a Grantee faces increased unbudgeted costs, the Grantee should contact the Authority Project Manager. Budget adjustments cannot increase the grant award amount. Cost overruns that may require reduced scope of work will require Authority approval and an amendment to the grant. if a budget adjustment ❑r other changes indicate to the Authority Project Manager that the project cannot be completed as currently panned and budgeted for, the Authority Project Manager will not approve the release of additional grant funds until the Grantee provides sufficient information on how the Grantee intends to complete the revised project. Budget Adjustments The Grantee shall identify budget changes on its Financial Reports submitted to the Authority. At least quarterly, the Authority will compare actual costs to budgeted distributions based on the Financial Report/Request for Reimbursement form. Costs charged to grant funds must reflect adjustments made as a result of the activity actually performed. The budget estimates ❑r other distribution percentages must be revised at least quarterly, if necessary, to reflect changed circumstances. Page 25 of 34 165 Heat Pump System for City of Seward Grant Agreement 07091242 Attachment 1 Financial Report/Request for Reimbursement Form THIS REQUEST IS FOR FINAL PAYMENT Grantee: City of Seward Project: Heat Pump System for City of Seward Period: to Grant Number: 7091242 BUDGET RANT BUDGETtAATCHING IOR OTAL BUDGETPPENDITURES EXPENDITURES TOTAL RANT BALANCE SUMMARY ]BUDGET HIS PERIOD EXPENDITURES BY TASK OR MILESTONE Reconnaissance SO $10,000 510,000 Design Phase $68.440 $68A40 5136.880 Construction Phase $584.060 $79.057 5663,117 Close Out 7�2L5L10 �9 $72,500 TOTAL $I��lQ mug-1- BY BUDGET CATEGORIES Direct Labor and $68.440 568,440 5136,880 Benefits Travel 50 SO $0 Equipment 50 $0 $0 Contractual Services SO $0 so Construction $584.060 $79,057 $663,117 Services Other $72.500 1$0.000 8 500 TOTAL 5725,000 9 4 $$ BY FUND SOURCES GrantFunds•SOA 5725,000 $0 5725,000 Grantee Match -Cash $0 $147.497 5147,497 Grantee Klatch -In- SO 10.000 10 000 Kind TOTAL $22,� R 5157.49T Please submit this forum and the supporting documentation to acapayables(t`�aidca.or's CERTIFICATION Form requires two original signatures. The person certifying must be different from the person preparing the report. One signature should be the authorized representative of the Grantee organization or highest ranking officer, the other should be the person who prepared the report. I certify to the hest of my knowledge and belief that the information reported on both the Financial Report above and the attached Progress Report are correct. in addition, funds were spent and work performed In accordance with the grant agreement terms and conditions. Certified By: Prepared By! Printed Name. Printed Name: Title: Date, Title' Date. Page 26 of 34 166 Heat Pump System for City of Seward Grant Agreement #70131212 Attachment 2 Progress Report Form Grantee: City of Seward Project Name: Heat Pump System for City of Seward Grant # 7091242 Period of Report: to Project Activities Completed: Existing or Potential Problems: Activities Targeted for Next Reporting Period: Prepared By: Printed Dame: Date: Page 27 of 34 167 Heat Pump System for City of Seward Grant Agreement 97091242 Attachment 3 Notice of Project and Grant Closeout NOTICE OF PROJECT AND GRANT CLOSEOUT ALASKA ENERGY AUTHORITY Project Name: Heat Pump System for City of Seward Grantee: City of Seward Grant Number: 7091242 The Alaska Energy Authority certifies and acknowledges that the Project referenced above has been completed, and that all tasks have been satisfactorily carried out in accordance with the terms and conditions of Agreement Number: 7091242. Project Manager Date Alaska Energy Authority City of Seward certifies that the Project named above is complete in accordance with the terms and conditions of Alaska Energy Authority Agreement Number: 7091242. City of Seward also certifies that, we have been reimbursed for all eligible expenses g_ertaining to 7091242, and that as of the date of signature, no further reimbursements will be requested for any activity related to the Project identified above. Pursuant to Appendix 6 #20 'Performance/Operation and. Maintenance (O&M) Reporting', the Grantee is required to provide detailed reports annually, for ten years. Total project cost $ The total project cost should include all expenses related to this grant funded project (grants, loans, match, etc.). It should include design and construction costs, but should not include feasibility and reconnaissance work. Notes/comments: Please attach on a separate page Authorized Signature Printed Name Title Date Page 28 of 34 168 Heat Pump System for City of Seuaerd Grant Agreement 97091242 Attachment 4 Notice of Substantial Completion NOTICE OF SUBSTANTIAL COMPLETION ALASKA ENERGY AUTHORITY Project Name: Heat Pump System for City of Seward Grantee: City of Seward Grant Number: 7091242 The Alaska Energy Authority (the Authority) issues this notice that the Authority has determined that all tasks associated with the Project referenced above have been substantially completed in accordance with the terms and conditions of Agreement Number: 7091242 (Agreement), with the exception of outstanding work items identified in the Exhibit A. Under Appendix B, No. 23 of the Agreement, the Authority issuing this Notice means the Grantee assumes all responsibility associated with operating and maintaining the Project, except as specifically provided otherwise in the Agreement or by separate agreement executed by the Authority and the Grantee.. The Grantee may disagree with the substantial completion determination by providing written notice to the Project Manager within 30 days after receipt of the Notice of Substantial Completion. The Grantee's written objections disagreeing with the Notice of Substantial Completion must detail the reasons the Grantee believes the Notice of Substantial Completion should not be issued. Further the Grantee must explain what the Grantee expects should be done so the Notice of Substantial Completion can be issued, and when the additional issues identified can be completed or resolved. The Authority will fallow -up within 60 days, letting the Grantee know if the objections have been accepted, if the Notice of Substantial Completion stands, or, if the Notice of Substantial Completion is modified. Within 30 days of final disposition of the Notice of Substantial Completion, the Authority Project Manager will issue a Certificate of Substantial Completion which will include an updated punchlist (if one still exists) which will be signed by the general contractor and the Authority. The date of this certificate shall be the completion date of the Project. Authority Project Manager Date Page 29 of 34 169 Heat Bump System far City of Sevard Grant Agreement 97091242 Attachment 5 Grantee Certification CERTIFICATION OF GRANTEE AND LOUVER -TIER PARTICIPANTS REGARDING DEBARMENT, SUSPENSION, AND OTHER INELIGIBILITY AND VOLUNTARY EXCLUSION Grantee City of Seward PO Box 167 Seward, AK 99664 1, hereby certify on behalf (Name and title of official) of City of Seward that: (1) The prospective Grantee tild lover tier participant certifies, by submission of this letter, that ne'stlher- it nor its "principals" [as defined at 49 C.F.R. § '19.105(p)] is presently deharred, suspended. proposed for dekirrment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. In the e% ent, your company or any principals become inelid.-iNc ti-0111 l:Xart]cipatirt..1 it federally funded transactions, you are required to notil`' us Immediately. (2) When the prospecti�-e Grantee and lower tier participant is unable to certify to the statements in this certification, such prospective participant small attach an explanatIon to this proposal. Executed this (Im" of , 20 Fay: (Signature of authorized official) (Title of authorized official) Page 30 of 34 170 Meat Pump System for City of Seward Grant Agreement *7091242 DEBARMENT SUSPUNSION. INELIGIBILITV & VOLU1'7,XR7EXCLUSION - 49 CFR Part 29, Executive order 12549 [Applicable to all Fedcml-aidcomrutl, �+lii:ll t�.ec t ti?�.ii{alai Instructions for Certification: t. -flie certification in this clause is a material representation of fret upon which reliance was placed when Ibis Iransaction was eater, l into. If it is later detennived that [lie prosptective Grantee and lower tier participants luiowingiy rendered all erroneous certification, in addition to other remedies available to the federal Government, 1111: Al 11It 1R11 Y may pursue available remedies, including sttspit�nsion and 'or debannetat. 2. The prospiccti.c t irantc- and lower tier participants shall provide immediate wrineil notice to THE AUTHORITY ORITY if at any time the prospectivc t il•uutcc ;111d lower tier participants trans that its certification was erroneous when subntiited or bit, become erwileous by reascin ofdiangcd cirCunlstanreti. 3. Tile terms "covered Ira nsaction,° -debarred." "susi)muled," "inehinb1c." "iml,et tier covered transaction." "participant." "per�uats,"" "lower tier coverer! transaction." "principal," "propxisal," and vnittniai- ct�lu lest," riff titied in this clause, have the me.inings ;eI mil in die Definiliuns mud Cuveragc sictions o1' rtaleti illhplementing i-W� titive Order 11549 149 CFR. Part 291. You matt conlacl I l il. AUT-f-I0RI l-1' for assistance in obutinmg a copy of those regulations. 4. The prospective Grantee and lower tier participants agrees by submitting this proposal that. should the proposcd co•,ercd transaction be entered into, it shall not knowingly enter into any lower tier covered transaction will as perwo who i,� debarre(1 sttspcnhded, declarLkI ineligible., or voluntarily excluded Irons participation in this covered transaction. unless authorized in it nting b. ME AUTIit7Ri IN. 5. llte prospective Grantee and lower tier participants liurther agrees by submitting this propos;d that it will include the clause tiller! "Certification Regarding Debanneni, Stispcnsiun. Ineligibility and Voluntary Exclusion -Lower Her Covered Transaction", withoul modification, in :ill lower tier covered transactions and in all solicitations Ior lower tier covered transactions. 6. A participant tit a covered transaction may rely upon a certification ol'a prospective participant in a lower tiered\ er:,[ Ir,ita,,tc11011 that it is not debarred, suspended, ineligible. or voluntarily excluded Crum the covered tram:ictloll. iiille,s it kilt o s that III LeriiticalI,�ii is errottcow, A participant may decide the method and fecqucnev In which it delennilic" 0i" 4•li--il,ilik Of its 1111ncipatls. Each participant may, but isnot requiredto, cbcck the lion-procurvineil List issued by U.S. Gcllcr-A L in We ALIM1iaa,tr.ltltili 7. Nothing contained in the loregoing, shall he construed to require estaihlishnaelit tit' sy,Icitt 01' ncnrd In t"rtlt•t Io render in food faith the certificalion rL:quirvd br this clause. [lie knowledge and inl'trrntation ofa participant is 110t rccpuired t0 IAr d thou which iti ntinnally p wssessed 11� ;t Ill u14•til t,er,on ill the ordinary corirse of businesti dealings. 8, 1 N(:C t liir u:ul,alOitm, :tulhtarired under Paragr.)lala 5 ofille.w instructinns, if particili;tiii in at :w,eretl unns,iclioia knowingly enter lath+ ;I lower tier cm,:i d Transaction with o p tcr"nn who is suspelICIL-d, dcliarred, inch ible. air tioliullarily excluded 11-mil praarlieillatit,n in this fir atldinon to all remedies mailable to the I ederal iisnerwncnt, Till AU_I•ll(WHY may pursue available rkmt odic, ti�jmiNion aud1ordeharownt. Certifixattion Regarding Nbarment. Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transaction (l) flic I+riasptcctice Grantee and lower tier participants certifies, by submission of this bid or proposal, flint neither it nor its ,.principals" [as tpeIII ed it 49 CFR .§29.105(p)] is presently debarred, suspended. pwposcd liar debarment, declared ineligible. or vnlunlarily exchided I-rom participation in Ihis transaction by any federal departnlc-ttt or agency. t2p When the prospective Grantee and lower tier participants is unable to certify to the statenit.-nis in this certification, such pruspectivti participant shal l attach an explanation to this proposal. [lie Grantee. City ol•Seward certifies or aliirnhs Ibe lrulhfiilness and ,accuracy ail' each statenient of` ils certification ;:arid ditirio,atre:. it any, In addition, the Uratalce understands and agree, that (lie provisions of.. 41) CFR k29 apply to this certification and diskAosuie. it any. Signature of Granux's Authorized Otlicial: Name and Title. of Grantee's Authorized Official: Date: Page 31 of 34 171 Heat Pump System for City of Seward Grant Agreement #7091242 Page 32 of 34 172 Heat Pump System for City of S•ev ird Grant Agreement 97001242 Attachment 6 Advance Request Form �;. A LAS KA ENERGY " AUTHORITY GRANTS SECTION REQUEST FOR ADVANCE PAYMENT Instructions: (1) Fill in the Grantee, Grant Number, Project Title, Amount Requested, and Date. (2) Read the langttaL-e in Appendix E of the Grant Agreement (Advance Disbursements provision). (3) Check the h(ixes to confirm that the advaiice is Ittstified and that you haN e t-e t(l ind understood the condltIoiis uiidet- w Itich the advance will be approved and recovered by the .AutIiority- (4) Provide a brief narrati \ e explaining the proposed use of the advanced funds. (5) Attach docttntentation of costs associated with the requested advance (i.e., price quotes or cost estimates, invoices, a spreadsheet outlining projected payroll, etc_) Grantee: Grant Number: City of Seward 7091242 Project Title: bate: Heat Pump S ystent for City of Seward Amount Requester: ❑ The Grantee confirms that the advance is necessary due to a lack of' cash onhand to administer the grant on a cost -reimbursable basis. ❑ The Grantee understands the conditions under which the Authority will recover the advance. Explain how the advance will be used. Attach additional pages if necessary. Grantee Certification: 1 certiji' that the ahow, tt?Jurmatinn is true and correct, and Mai c.\-pcvicllrrrr-eV will be utadejbr thepttrpose yr and in accordance with, applical legrraltt agreeitteut terms and cvuclrtinwi. .signature Naive and Title Date Page 33 of 34 173 Heat Pump System for City of Seward Grant Agreement 97091242 Attachment 7 Grant Documents Authorized Signers Form Community/Grantee Name: Regular Election is held: Date: Printed Name Title Term Signature l authorize the above person(s) to sign Grant Documents:. (Highest ranking organization/community/municipal official) Printed Name Title Term Signature Mailing Address -- Phone Number: Fax Number: E-mail Address: Federal Tax ID #: Please submit an updated form whenever there is a change to the above information. Page 34 of 34 174 Sponsored by: Bower CITY OF SEWARD, ALASKA RESOLUTION 2021-089 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO PURCHASE A VENTRAC SIDEWALK SNOW VEHICLE PLUS ACCESSORIES FROM TOTEM EQUIPMENT AND SUPPLY IN THE AMOUNT OF $26,235, AND APPROPRIATING FUNDS WHEREAS, the City's Strategic Plan and the 2030 City of Seward Comprehensive Plan calls for year-round maintenance of existing sidewalks and pedestrian pathways; and WHEREAS, Parks & Recreation is tasked with clearing snow from certain City sidewalks, parking lots, trails, the lagoon boardwalk, and 2nd Lake; and WHEREAS, Parks & Recreation currently lacks equipment to clear snow from certain areas in a timely and efficient manner; and WHEREAS, Parks & Recreation conducted extensive research into snow clearing equipment in order to identify a solution that would meet all task requirements and deliver the best quality and value; and WHEREAS, a quote was obtained from Totem Equipment & Supply for a Ventrac Sidewalk Snow Vehicle in the amount of $26,235; and WHEREAS, the Ventrac Sidewalk Snow Vehicle is a specialized piece of equipment designed specifically for this purpose, and Totem Equipment & Supply is the only local retailer for such equipment. 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 purchase a Ventrac Sidewalk Snow Vehicle plus accessories from Totem Equipment and Supply as described in the attached quote. Section 2. Parks & Recreation had $40,000 budgeted in the Motor Pool Fund for the purchase of a truck with the 2021 budget. Instead of purchasing the truck, it is recommend purchasing a Ventrac Sidewalk Snow Vehicle. Leftover funds would be used to fix the engine on the department's older Toolcat. (03000-000-8103 (Motor Pool Capital Equipment). Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 23rd day of August, 2021. `ml Meeting Date To: Through: From: Agenda Item: City Council Agenda Statement August 23, 2021 City Council Janette Bower, City Manager Tyler Florence, Director of Parks & Recreation Resolution 2021-089: Authorizing the City Manager to Purchase a Ventrac Sidewalk Snow Vehicle Plus Accessories from Totem Equipment and Supply in the Amount of $26,235 and Appropriating Funds Background and justification: Parks & Recreation is tasked with clearing snow from certain City properties, including the City Hall parking lot, the Library and Annex parking lot and sidewalk, the Boys & Girls Club parking lot and sidewalk, Resurrection Campground, the lagoon boardwalk, 2nd Lake, and various other sidewalks and trails. This a labor-intensive task that requires the right tool for the job. We currently use a mix of Toolcats, snowblowers, and shovels depending on the amount of snow, location, and accessibility. There is a significant gap in our capabilities, however, and that is the ability to clear snow from tight access corridors, such as the lagoon boardwalk, and clearing snow from icy surfaces that cannot support the weight of the comparably much heavier Toolcat. We currently have to snowblow and/or shovel these areas, which takes an inordinate amount of time and produces inconsistent results due to the lack of mechanical force necessary to achieve an even surface or to effectively clear snow that has already undergone a freeze/thaw cycle. A Ventrac SSV would allow us to clear these areas more efficiently, consistently, and would produce superior results. It can also be used to clear snow from all of the other areas we're responsible for. Our colleagues at Soldotna Parks & Rec use this equipment, and they are very satisfied with their performance. Procuring a Ventrac SSV would fill in the gap in our snow clearing capabilities and would significantly enhance snow clearing operations. Parks & Recreation has $40,000 budgeted in the Motor Pool Fund for the purchase of a truck. Instead of purchasing a truck, recommend purchasing a Ventrac plus accessories and using the leftover funds to fix the engine on our older Toolcat. Consistency checklist: Comprehensive Plan: Chapter 3.4.2 Strategic Plan: Page 4 Other: N/A Fiscal note: No appropriations required. Total cost is $26,235 for 2021. $40,000 was approved as part of the 2021 budget for the purchase of a truck. The truck will not be purchased, but in its place a Ventrac Sidewalk Snow Vehicle will be purchased instead. Remaining funds ($13,765) will be used to fix the engine on the departments older Toolcat. Funding is from: 03000-000-8103 (Motor Pool — Capital Equipment) Finance Department approval: Attorney Review: Yes ❑ No F Not applicable ❑ Recommendation City Council adoption of Resolution 2021-089. 177 Adam Sayler City of Seward Parks and Rec Seward, Alaska TOTEM EQUIPMENT & SUPPLY Jake Huston 2536 COMMERCIAL DRIVE ANCHORAGE AK 99501 Phone: 907-276-2858 178 A)J &FAM77MV Your ONE Tractor Solution Standard Features: • Sealed Electrical System • Easy Engine Access • Commercial Grade Engine • Battery Disconnect Switch • Tight Turning Radius • Front Hydraulic Couplers - Drip free • Heavy Duty Welded Steel Frame • Full Front & Rear Skid Plates Optional Accessories Include: • Adjustable Weight Transfer System • Power Take Off • Rear Lighting Visit www.ventrac.com/accessories for full list. SSV Tractor The Ventrac SSV makes it easy and efficient to manage snow and ice on sidewalks. The SSV is a dedicated Sidewalk Snow Vehicle with an industry -first 36" working width in order to allow access to the tightest areas of any property. The SSV allows for more reduction of hand labor and walk -behind equipment than ever before. It's also designed with a full arsenal of commercial quality snow removal attachments and de-icing options that are engineered to provide a system that can handle any winter storm. The wait for a proper sidewalk snow machine is finally over. Jk o 179 SSV Tractor SPECIFICATIONS SSV Model Kawasaki Gasoline Stock Codes 39.61100 Accessory Options: PTO, Weight Transfer & Rear Work Lights Engines Engine Manufacturer Engine Max Operating Speed Horsepower Peak Torque Displacement Cylinders Engine Oil Fuel Type Fuel Capacity Fuel Economy Slope Rating Alternator Dimensions Weight Weight with accessories kits Wheelbase Length Width Height Turning Radius Electrical Battery Voltage Battery Disconnect Fuses Hitch and PTO (optional) Front Hitch Electrical PTO clutch with Brake Lighting Head Lights Rear Work Lights Drivetrain Type Pump Wheel Motors Hydraulic Oil Filter (Suction) Hydraulic Oil Filter (Pressurized) Kawasaki FS600V 3600rpm 18.5 32.5 @ 2200rpm 603cc 2 Ventrac Full Synthetic 1 OW30 Gasoline 3.3 gal (12.5L) 1.0 gal/hr 10' (18% Grade) 20 Amps 970 lb (440 kg) 1020 lb (463 kg) 28 inch (71 cm) 67 inch (171 cm) 34 inch (86 cm) 55 inch (140 cm) 0 inch (0 cm) 500 CCA (Group 51 R) 12 Volts 150A Circuit Breaker Mini Fuse Ventrac Mount System Warner GT-2000 (2)1200 Lumens LED Lights (2)1200 Lumens LED Lights Hydrostatic Hydro -Gear tandem, variable displacement piston type Parker TJ Geroller 25 Micron, replaceable 10 Micron, replaceable Instrumentation Gauges Hour Meter, Fuel Level Indicator Lights PTO, Parking Brake, Low Voltage, Low Oil Pressure Controls Forward/Reverse Hydraulic Lever Control Attachment Lift Joystick Auxiliary Hydraulics Joystick Throttle Dash Mounted Front Hitch Lock Hitch Mounted PTO Belt Tensioner Machine Spring Weight Transfer 3 Position Steering Hydraulic Lever Steer Tires Standard (Al I Terrain) 18x8.5-10 (46 x 22 x 25.4 cm) Travel Speed (F/R) High Range 8 mph (12.8 kph) forward 5 mph (8 kph) reverse All specifications subject to change without notice or obligation 1 ENTi�4C 500 Venture Drive Fax: 330.683.0000 Orrville, OH 44667 www.ventrac.com 1.866.836.8722 info@ventrac.com 180 • Perfect For Sidewalks • Clears Down To Pavement • Hydraulic Angle Adjustment r I 0 • Sized For Narrow Walks • Reversible Brush Rotation Model NJ380 Dimensions Working Width 38 inches Angled Width 35 inches Overall Width 44 inches Weight 350 Ibs General Broom Diameter 21 inches Reversible brush rotation TRACTOR COMPATIBILITY KEY: The NJ380 Power Broom for the Ventrac SSV features a working width of 38 inches and an angled width of 35 inches, making it a perfect solution for cleaning snow and debris from sidewalks and walkways. J�NTR4C 182 Now *Perfect For Sidewalks *Commercial Grade Construction *Reversible Hardened Cutting Edges NOY 0-4b AF dw e Sized For Narrow Walks *Adjustable Skid Shoes *Hydraulic Angle Adjustment Model ND420 ND540 Dimensions Working Width 42inches 54inches Angled Width 36 inches 47 inches Weight 165 Ibs 190 Ibs TRACTOR COMPATIBILITY KEY: Ventrac ND Snow Plow Blades have working widths of 42 and 54 inches (107, 137 centimeters). Adjustable skid shoes accommodate plowing at selected heights, such as moving snow on gravel driveways. The blades can be operated in a trip position for plowing or in a locked position for digging into material. Ventrac SSV ND Snow Plow Blades are versatile, labor-saving attachments designed for any number of jobs. Whether plowing snow, moving material, or cleaning an area, the Ventrac ND series blades are up to the task. J�NTR4C 184 185 Model NX340 Dimensions Length 47inches Overall Height 51-1/2 inches Overall Width 34-1/4 inches Weight 350 Ids General Blowing Distance 30 ft (depending on conditions) Chute Rotation 2280 Auger Diameter 12-3/16 inches Main Auger RPM 180 RPM (based on 3,600 RPM) Directional Control Hydraulic Fan Diameter 18 inches Fan RPM 750 RPM (based on 3,600 RPM) TRACTOR COMPATIBILITY KEY: The 34" wide Ventrac KX340 Snow Blower is built for commercial snow clearing operations of sidewalks, driveways, and other areas. A two stage snow blower, the KX340 features a 12-3/16" diameter solid auger for best snow transfer, a large 18" diameter fan, and the ability to move SSV pounds of snow per minute at distances up to 30 feet. Standard features include adjustable cast iron skid shoe discs at the rear, high carbon hardened steel shoes at the side, and a reversible high carbon hardened steel cutting edge. The hydraulically activated discharge chute can rotate 228 degrees, all from the convenience of Ventrac's exclusive S.D.L.A. control system. Chute deflection is manually adjustable. An electric chute deflection controller is optional. ACCESSORIES •12V Switch & Plug J�NTR4C 186 All new Ventrac tractors and attachments purchased in the United States and Canada are covered by Ventrac's V-Plus Warranty, so you can purchase with confidence! Under the V-Plus, we will repair, replace, or adjust any part manufactured by Venture Products, Inc. that is defective in material and/or workmanship. 2-Year Commercial Limited SSV/3000/4000 series tractors and attachments • 2 years with unlimited hours Warranty Engine Warranty* Covered by engine manufacturer • Briggs 3/LC = 2-year w/ 3rd major parts only • Briggs V-twins = 3-year Kawasaki V-twins = 3-year Kubota 3 cylinder = 2-year or 2000 hours" with 3rd year major parts only or 3000 hours' *Please refer to the engine manufacturer's warranty statement included in your owner's manual. ** Whichever occurs first Exclusions Replacement parts - limited to 90 days Limitations and Conditions Ventrac equipment, including defective parts, must be returned to your authorized Ventrac dealer within the warranty period. The war- ranty extends to the cost to repair or replace (as determined by V.P.I.) the defective part. The expense of pickup and delivery of equipment, service call drive time or any transportation expense incurred for warranty repair is the responsibility of the owner. Proof of purchase may be required. Warranty work must be completed by an authorized Ventrac dealer. This warranty extends only to Ventrac turf equipment operated under normal conditions and properly serviced and maintained. The warran- ty does not cover repair of damage due to normal use, wear and tear, maintenance services, repair of damage related to abuse, neglect, accident or use of the turf equipment which is not in accordance with operating instructions in the operator's manual, or damage resulting from repair of Ventrac turf equipment by person or persons other than an authorized Ventrac service dealer or the installation of parts other than genuine Ventrac parts or Ventrac recommended parts. 187 �OIFEAVTiQ4C 2100 SSV Tractor, Attachments & Accessories MSRP Price List Effective 07/01/2021 All Prices Reflect U.S. Dollars Dealer discount different than other 2100 SERIES TRACTORS Part # Model IDescription MSRP* 39.61100 2100C I Kawasaki 18.5 hp Gas Air -Cooled 12,170.00 2100 TRACTOR ACCESSORIES - FACTORY INSTALLED* 70.6011-99 1 1 2100C Accessories Kit I Includes PTO & WtTransfer 1195.00 * Factory installed on assembly line only 2100 ATTACHMENTS 39.65110 ND420 Snow Plow 42" 1,405.00 70.8181 Polyurethane Cutting Edge 42" 240.00 39.65111 ND540 Snow Plow 54" 1,625.00 70.8190 Polyurethane Cutting Edge 54" 250.00 39.65100 NJ380 Broom 38" 3,790.00 70.8192 12-Volt Actuator, Kit Requires 12-Volt Switch & Plug 300.00 70.6006 12-Volt Switch & Plug, Kit Required for 70.8180 270.00 39.65115 NX340 Snow Blower 4,545.00 70.8188 Deep Snow, Kit 435.00 70.8192 12-Volt Actuator, Kit Requires 12-Volt Switch & Plug 300.00 70.6006 12-Volt Switch & Plug, Kit Required for 70.8192 270.00 39.65130 NE380 Snow Bucket 1,805.00 39.65120 NV360 V-Blade 36" 3,105.00 70.6008 Dual Hydraulic Kit Requires Dual Hydraulic Kit 450.00 70.8220 NV Poly Edge 265.00 2100 TRACTOR ACCESSORIES - DEALER INSTALLED Accessories also available factory installed on assembly line (see above for pricing) 70.6003 PTO, Kit 925.00 70.6004 Weight Transfer, Kit 160.00 70.6005 Rear Work Lights, Kit 270.00 70.6006 12V Switch & Plug, Kit 270.00 70.8192 NJ/NX, 12-Volt Actuator, Kit 300.00 70.6007 Strobe Light, Kit Not Compatible with AP Serials 300.00 70.6008 Dual Hydraulic Kit 450.00 70.6009 NW300 Windscreen, Kit 1355.00 70.6010 Storage Basket, Kit 430.00 70.6012 Tail Lights, Kit Not Compatible with AP Serials 70.00 70.6013 Horn, Kit Not Compatible with AP Serials 125.00 70.6014 Backup Alarm, Kit Not Compatible with AP Serials 160.00 13.92063-7046 High Altitude Kawasaki, Kit 3000 - 6000 ft 16.74 13.92063-7046 High Altitude Kawasaki, Kit 1 6000 - higher 1 16.74 2100 SPREADER OPTIONS 70.6001 NA130 Drop Spreader/SALT 4,180.00 70.6002 NB200 Brine System 20 Gal 2290.00 70.6015 Brine Spray Wand, Kit 185.00 Prices & specifications are subject to change without notice. 188 Quote #: 57228-1001 rrv.parv.0 rvr. Adam Sayler City of Seward Parks and Rec Seward, Alaska Pricing Quote Date Quoted: July 27, 2021 Quote Expires: August 27, 2021 TOTEM EQUIPMENT & SUPPLY Jake Huston 2536 COMMERCIAL DRIVE ANCHORAGE AK 99501 Phone: 907-276-2858 Thank you for the opportunity to quote the following Ventrac product(s) for your review. I have added the items that we feel would best serve your needs. Please feel free to contact me with any questions. QTY Model # Description Unit Price Total 1 2100C (39.61100) Ventrac Tractor: NT, 2100C SSV Kawasaki FS600V 12,170.00 12,170.00 1 70.6006 Accessory: 12V SWITCH & PLUG 270.00 270.00 Kit, 12V Front NT 1 70.6011-99 Accessory: SSV ACCESSORIES KIT 1,195.00 1,195.00 Kit, Accessory Opt. 2100C Factory 1 NW300 (70.6009) Accessory: Windscreen, NW300for 2100 1,355.00 1,355.00 1 NJ380 (39.65100) Attachment: BROOM 3,790.00 3,790.00 NJ, NJ380 Broom 1 70.8192 Accessory: Kit, 12V Actuator KJ/NX/NJ 300.00 300.00 1 ND540 (39.65111) Attachment: SNOW PLOW 1,625.00 1,625.00 ND, ND540 54" Snow Plow 1 70.8190 Accessory: Kit, Polyurethane Edge 54" 250.00 250.00 1 NX340 (39.65115) Attachment: SNOW BLOWER 4,545.00 4,545.00 NX, NX340 Snowblower 1 70.8192 Accessory: Kit, 12V Actuator KJ/NX/NJ 300.00 300.00 1 70.8188 Accessory: Kit, Deep Snow NX340 435.00 435.00 TOTAL USD $ 26,235.00 189 Sponsored by: Bower CITY OF SEWARD, ALASKA RESOLUTION 2021-090 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO APPROVE CHANGE ORDER 1 TO TASK ORDER 7 WITH R&M CONSULTANTS INC. FOR ENGINEERING SUPPORT SERVICES DURING THE CONSTRUCTION PHASE FOR THE REPLACEMENT OF G, K AND L- FLOATS AT THE SEWARD BOAT HARBOR, AND APPROPRIATING FUNDS NOT TO EXCEED $65,082 WHEREAS, in March, 2019 the Seward City Council approved Resolution 2019-024 entering into a contract with R&M Consultants, Inc. for on -call engineering. Through a competitive Request for Proposals (RFP) process to provide on -call engineering for construction projects, survey needs, utility expansion projects, and land use issues; and WHEREAS, the harbor utilized this on -call engineering contract (Task Order 95) for concept design and preliminary construction cost estimate and inspection report needed for the Harbor Facility Grant Application to replace G, K and L-Float; and WHEREAS, in Resolution 2020-016 the Seward City Council approved to execute Task Order 97 with R&M to provide engineering support services at the Seward Boat Harbor, including in the Scope of Work to include engineering, design, permitting and bid support for the G, K and L-Float replacement project; and WHEREAS, the City has requested and R&M Consultants has provided a cost and task proposal in the amount of $115,082 to conduct the G, K and L-Float replacement project Engineering Support Services; and WHEREAS, R&M was under budget in Task Order 47 in the amount of $50,000 which will be used towards this change order; and WHEREAS, this change order will provide the City with Engineering Support Services during construction, and those goals are best achieved through observation, inspection, coordination, documentation; and WHEREAS, through their work on this project since inception, R&M Consultants has developed an in-depth familiarity with the project, and has worked closely with the administration, agencies, the public; and WHEREAS, R&M Consultant's experience with and understanding of the Seward Harbor development brings further value to the project, makes them particularly suited to continue developing the project on behalf of the city, and R&M Consultants can begin the new work immediately; and 190 CITY OF SEWARD, ALASKA RESOLUTION 2021-090 WHEREAS, Seward City Code § 6.10.120A (8) exempts professional services including accounting, architectural, appraisal, engineering, land surveying, and other specialized service from the otherwise applicable provisions of that Title requiring competitive procurement procedures. 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 execute Change Order 1 to Task Order 97 with R&M Consultants Inc. for engineering support services during construction and to issue a Notice to Proceed. Section 2. Funding in an amount not to exceed $65,082 is hereby appropriated from CPV Undesignated Reserves account of 11103-0000-3710-0000-11372 to the Harbor Float Replacement infrastructure account 11372-0000-8101 Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 23", day of August, 2021. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) THE CITY OF SEWARD, ALASKA Christy Terry, Mayor `11 City Council Agenda Statement Meeting Date: August 23, 2021 To: City Council Through: Janette Bower, City Manager From: Norm Regis, Harbormaster Agenda Item: Resolution 2021-090: Authorizing the City Manager to Approve Change Order 1 to Task Order 7 with R&M Consultants Inc. for Engineering Support Services During the Construction Phase for the Replacement of G, K and L- Floats at the Seward Boat Harbor, and Appropriating Funds not to exceed $65,082. Background and justification: On March 2019 the Seward City Council approved Resolution 2019-024 entering into a contract with R&M Consultants, Inc. for On -Call engineering. Through a competitive RFP process to provide on -call engineering for construction projects, survey needs, utility expansion projects and land use issues. The harbor utilized this On -Call engineering contract (Task Order 95) for concept design and preliminary construction cost estimate and inspection report needed for the Harbor Facility Grant Application to replace G, K and L float. This effort corresponds to a reduced fee for preliminary design, which saves the city funds to be used towards its 50% match for this project. In Resolution 2020-016 the Seward City council approved to execute task order 97 with R&M to provide engineering support services at the Seward Boat Harbor, including in the Scope of Work to include engineering, design, permitting and bid support in the amount of $137,059 and will not be exceeded without prior written approval and task order amendment. The city requested a proposal from R & M for construction support for the G, K and L-Float replacement project. R&M sent the city a proposal for the G, K, and L-Float replacement project in the amount of $115,082 as quantified in exhibit A. There are under budget funds remaining from Task order 97 in the amount of $50,000 which will be used towards this change order for construction support which reduces the $115,082 to $65,082 for the construction phase of this project. With final construction bids to be opened on August 27t'. The focus now will be on Engineering Support Services during construction, those goals are best achieved through the observation, inspection, coordination, documentation and other tasks as described in the attached Fee Estimate (Exhibit A) for Engineering Support Services from R&M Consultants. iPY, R&M Consultants Inc. is intimately familiar with the G, K and L-Float replacement project and is particularly suited to continue the work already begun there, and is ready to begin work immediately. The intent is to amend task order 97 with R&M Consultants Inc. to add engineering support services in the amount of $65,082 at the Seward Boat Harbor, changing the Scope of Work to include Project Management, Pile Driving Support, Reviewing Shop Drawings, Change Orders, Dock inspection, punch list and final punch list and inspection and close out services, and increase the amount of the original contract in an amount not to exceed $202,141. Consistency checklist: Comprehensive Plan: Continue to support, promote, enhance and develop harbor facilities to accommodate Seward's growing demand for marine transport facilities. (page 35) Strategic Plan: Complete the renovation of the Seward Small Boat Harbor. (page 7) Other: N/A Fiscal note: Funding for this change order will be transferred from CPV undesignated reserves account to the G, K and L-Float Replacement infrastructure account Funding is from: 11103-0000-3710-0000-11430 (CPV Undesignated Reserves account) to 11430- 0000-8101 (G, K and L-Float Replacement infrastructure account) Finance Department approval Attorney Review: Yes ❑ No F Not applicable ❑ Recommendation City Council adoption of Resolution 2021-090. 193 Sponsored by: Bridges CITY OF SEWARD, ALASKA RESOLUTION 2019-024 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A THREE-YEAR CONTRACT WITH R&M CONSULTANTS INC. FOR ON -CALL ENGINEERING SERVICES WHEREAS, City of Seward Administration has identified the need for various engineering services for construction, surveying, utility expansion and land use issues; and WHEREAS, a Request for Proposals (RFP) was issued by the City on January 14, 2019; and WHEREAS, the City received four (4) competitive proposals in congruence with the RFP specifications; and WHEREAS, a scoring team consisting of the Interim City Manager, Assistant City Manager, Public Works Director, City Planner, Deputy Finance Director and the Port Director for the Alaska Railroad/Port and Commerce Advisory Board Chair scored the proposals based on the scoring criteria set forth in the RFP; and WHEREAS, out 100 points possible, R&M Consultants Inc. received 88 points, North Iron Engineering received 74 points, PND Engineering received 87 points, and Bristol Engineering Services Company 1.LC received 82 points; and WHEREAS, a master contract will serve as the basis to obtain engineering services, including insurance requirements, statement of qualifications, and f'ee structure; and WHEREAS, the City Manager or City Council, depending on the total cost of scope of work, will approve each project proposal; and WHEREAS, Resolution 2019-021 authorized a budget amendment and appropriation for $25,000 for engineering services in anticipation of this contract and utilization of various services; and WHEREAS, this three-year contract is effective upon City Manager signature and expires three -years thereafter. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE. CITY OF SEWARD, ALASKA that: IRE CITY OF SEWARD, ALASKA RESOLUTION 2019-024 Section 1. The City Manager is authorized to enter into an agreement with R&M Consultants Inc. based upon the terms and conditions specified in the request for proposal, and after review and concurrence of the City Attorney. Section 2. The effective date is the date signed by the City Manager and expiring three - years thereafter. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 11' day of March, 2019. THE CITY OF SEWARD, ALASKA David Squires, Mayoi ) AYES: Osenga, McClure, Towsley, Lane, Seese, Horn, Squires NOES: None ABSENT: None ABSTAIN: None ATTEST: renda J. Ballou, MMC City Clerk {City Sealy■•►'..s�+rri.s•e of SEW .• . • Rpo ••. ••� s • ' SEAL aR INO A BACKGROUND & JUSTIFICATION: The City of Seward Administration has identified the need for on -call engineering services for the City of Seward. With a number of construction projects, survey needs, utility expansion projects, and land use issues, this contract will aid in moving these crucial City priorities along more efficiently, while ensuring that the services provided are of a competitive and economic value. The City issued a Request for Proposal (RFP) on January 14, 2019 and received four competitive proposals in congruence with the RFP specifications. The Interim City Manager Assigned the, Public Works Director, City Planner, Assistant City Manager, Deputy Finance Director and Port Director for the Alaska Railroad to score the proposals and the cumulative scores out of 100 are as follows: R&M Consultants 88 North Iron 74 PND 87 Bristol 82 A master contract will serve as the basis to obtain engineering services including insurance requirements, statement of qualifications and fee structure. By retaining this on -call status, departments will have the ability to utilize their services subject to the submittal and approval of a scope of service. The City Manager or Council (depending on the total cost of scope of work) will approve each project proposal. For each project/task, a scope of the project will be: determined and a proposal will be provided by the firm based upon the necessary level of expertise and hours required for the project. Resolution 2019-021 authorized a budget amendment and appropriation of $25,000 for engineering services based on the expectation that various departments have an immediate need to utilize such services. This is a three-year contract effective upon City Manager signature and expiring three years thereafter. INTENT: To authorize the City Manager to enter into a contract with R&M Consultants effective upon City Manager signature and expiring three years thereafter. CONSISTENCY CHECKLIST: Yes � No iss Comprehensive Plan (document source here): 1.3.1 — Economic Development 1.3.2 — Land use 1.3.4 — Public Facilities and Service 1.3.4.1 — Utilities 1.3.4.5 — Public Safety 1.3.4.5 — Governmental Services 2.2.10 — Land Development 2.2.11 —Economic Base 1 3.1.1.7 — Encourage and Assist in the Development of New Public X Services and Facilities 3.2.2.2 — Improve the Capability of the Office of Community Development 3.3.1 — Encourage Development of New Housing in Seward 3.3.2.3 — Assess Solutions to Extend Cost -Effective Utilities 3.7.1.4 — Continue to Upgrade and Expand Utilities to Meet Existing Needs and Encourage Future Development 3.8.1 — Promote Community Safety From Natural Disasters Through Mitigation Measures 3.8.1.4 — Mitigate Flood Hazards Strategic Plan (document source here): Page 3 — Growth Management and Land Use Planning Page 9 — Promote Residential and Commercial Development Inside 2. the City X Page 11 — Mitigate Flood Hazards Page 18 — Expand Availability of Affordable, Diverse, Year -Round Housing 3. Other (list): X FISCAL NOTE: Resolution 2019- 021 appropriated $25,000 for engineering services in anticipation of this contract. Funds will be allocated amongst departments upon the use of engineering services. Approved by Finance: 'y6t� ATTORNEY REVIEW: Yes X No RECOMMENDATION: Approve Resolution 2019-024 authorizing the City Manager to enter into a contract with R&M Consultants based upon the terms and conditions specified in the request for proposal, and after review and concurrence of the City Attorney. The effective date is the date signed by the City Manager and expiring three years thereafter. `W On -Call Engineering Fees Task Position Hourly Rate SURVEY DESIGN CONSTRUCTION ADMINISTRATION Bristol* North Iron PND R&M** ChiefofSurvey $180 $125 $209.51 Licensed Land Surveyor $220 $160 $115 $126.28 - $172.20 Two -Man Survey Crew $247 $230 $230 $210.00 Three -'elan Survey Crew $300 $$320 $297.00 Survey technician $70 $95 $66.01-$109.06 Principal $140 - $195 $220 % 180 $223.86 Project Manager $150 - $165 $200 $160 $136.33 - $200.90 Project Engineer $115 - $140 $185 S140 $123.41 - $157.85 Assistant Engineers $70 -$100 $145 $110 $68.88 - $111.93 Technician $70 - $100 $100 $85 $57.40 - %103.32 Draftsperson $90 S105 NA Clerical $55-$75 S60 $50 $57.40 - $103.32 NI&N Fees Construction Manager $238 $195 $160 $175.07 - $223.86 Construction I'mgmeer $194 $180 $140 %100.45 - $192.29 Senior Construction Inspector $194 $140 $120 $114.80 - $123.41 Chieflnspector $194 $130 $110 $127.72-$132.02 Inspector S147 $95 $60.27 - $86.10 Draftsperson $142 $90 $105 NA Clerical $84 $60 S50 $57.40 - $103.32 * Bristol's proposal included Golder, ( iDM, RSA l;ngineenng, Midnight Sun 1?nvironmental, IIMS, Farthscape, and Moffatt & Nichol firms with their own fee schedules. ** R&M's proposal included two subcontractors, RSA Engineering, Inc. and CRW Engineering Group, LLC and have their own fee schedule. 198 Sponsored by: Mcsraro,s CITY OF SEWARD, AL.ASKA RESOLUTION 2020-0I6 .1 RESOLUTION OF THE CITY COL�NC'II, OF THE CITY OF SEWARD, AI.:1SIk;a, AUTHORIZING THE CIT1' NI.NNAGER TO UTILIZE THE ON-CAIA, ENGINEERING CONTRACT NVITH R&M CONSULTANTS INC. FOR ENGINEERING St'PPORT SERVICES FOR THE REPLACEMENT OF G, K, AND L I±LOA'I'S AT THE SEWARD BOAT HARBOR IN AN AMOr'NT NOT TO EXCEED $137,059, AND APPROPRIATING FUNDS WHEREAS, in Decem1wr.. 2011). tiic t.'ity of Seward utilized the On -Call Engineering contract with R&M Consultants for cirncclit design and pi-c.lilninary c017strLlctlon Cost estimate \with an iltspection rcliort ror (he rclflacemont of C, K, and 1, l bats in the. Sewilyd Bo,,it Harbor Jor assistuilcc With the 1 acality Grant Application the cite ww ill file. in April, 2(.)-'(); and WIIERE,�S, the City has requested to utilize the On -Call contract wish R&M ('onsultants to continue with this much needed improvement for engineering, design, and perinitting. along with bid Support, for G. K and L Float replacement; and WHEREAS, through their work on this project since inception, R&M Consultants has developed an in-depth familiarity with the project, and has worked closely with the administration and the harbor; and WHEREAS, R&M Consultants' experience with and understanding of the Seward Boat Harbor development brings further value to the project, imiking tlicn; particulcidy tiu110d to continue developing the project on behalf of the city, and R,&M C i iw ultnits can begin the new work immediately; and WHEREAS, Scww(lyd C'iiy Code 5 6.10.120 (8) L:X01111ts 111-01csslonal scrviccs, Including accounting, architecturEil, appi-Lilsal, engineering, lull(! st.lrwtyin', rind otllcr.specialize'd scrwice, from the otherwise applic,il)lc provisions of that 'Fitle 1'ecluiring ec)inpetitiw c 13111cur-cink:nt procedures. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, :I i.ASKA that: Section 1. The t_'1(y %lanager is hcrchy autliorir..ed to (,\(cute 1-ask 0tiler "7 ullhi.ing the Ori-Call Diulnecring contract with R&M Consultants Inc. fir (i� Firtccrilt;, support -,crOccs for the replaces-ient oF(I. K. and L 1`10,11 tii I11C]L cic future bi(1 stll1l1011 Scclion 2. Funding in an am(+wilt S137,050 is hereby apl)1_011J_U1( (1 li-om CPV Undesignaled Deserves account of l Il03)-i(1.)i10-171()-()(100-11430 to the G, K, and L Float Replacement infrastructure account 11430-0000-8101. 199 CITY OF SEWARD, ALASKA RESOLUTION 2020-016 Section 3. 1'111S rc,SoIL111011 take of (xi Immediately upon adoption. P;iSSED AN[) APPROVED by the City Council of the City of Seward, Alaska, this 24`h day of February, 2()20 THE CITY OF p$EWARD, ALASKA Terry AYES: Crites. Biicl uln_ McClure, Butts, Osenga, Terry NOES: None ABSENT: Seese ABSTAIN: None ATTEST: ity Clerk - ayor Will Council Agenda Statement Meeting Date: February 24, 2020 Through: Scott Meszaros, City Manager From: Norm Regis, Harbormaster Agenda Item: Approve On -Call Engineering Task Order No. 7 with R&M Consultants Inc. to provide Engineering design and permitting for the G, K and L float replacement project BACKGROUND & JUSTIFICATION: On March 2019 the Seward City Council approved Resolution 2019-024 entering into a contract with R&M Consultants, Inc. for On -Call engineering. Through a competitive RFP process to provide on -call engineering for construction projects, survey needs, utility expansion projects and land use issues. The harbor utilized this On -Call engineering contract (Task Order #6) for concept design and preliminary construction cost estimate and inspection report needed for the Harbor Facility Grant Application to replace G, K and L float. This effort corresponds to a reduced fee for preliminary design, which saves the city funds to be used towards its 50°/a match for this project. With the City of Seward having this project preliminary engineered design and bid support authorized (shovel ready) it would give the city a higher score as we compete with other harbors for limited grant funds. The city has utilized R&M for multiple projects including the recent A, B, C and S-float replacement, D-float replacement project and the new fisherman's float located at SMIC. All three projects w-cre highly successful in procuring the types of floats that are preferred by the city using a performance specification approach. R&M Consultants Inc. is intimately familiar with the A, B, C, D, S, G, and Fisherman's float designs and is particularly suited to continue the same engineering and design that already exist throughout the harbor and SMIC and to provide bid support upon notification of receiving the grant. INTENT: To utilize the On -Call engineering contract with R&M Consultants Inc. to provide engineering support services at the Seward Boat Harbor, including in the Scope of Work to include engineering, design, permitting and bid support in the amount of $137,059 and will not be exceeded without prior written approval and task order amendment. (List of items in. Task Order 47) CONSISTENCY CHECKLIST: Yes No MIA. Comprehensive Plan (document source here): Continue to support, 1 promote, enhance and develop harbor facilities to accommodate Seward's X rowing demand for marine transport facilities. (page 35) 2 Strategic Plan (document source here): Complete the renovation of the X Seward Small Boat Harbor. (page 7) ow.1 3 Other (isr): FISCAL NOTE: This project will he ded from CPV undesignated reserves account. Approved by Finance Department: ATTORNEY REVIEW: Yes No NIA 7C RECOMMENDATION: L f (,— Recommend approval of Resolution 2020 - , authorizing the City Manager to utilize the On -Call engineering contract with R&M Consultants, Inc. in the amount of $137,059 to provide Engineering Support Services for the G, K and L-float replacement project in the Seward Harbor. February 5, 2o2o Norm Regis, Harbormaster City of Seward PO Box 167 Seward, Alaska 99664 R&M Project #2734.00 RE: On -Call Engineering Services Contract New Task Order (#7): K&L Float Replacement — Engineering Support Dear Mr. Regis, We are pleased to submit this fee proposal to the City of Seward (City) under our On -Call Engineering Services contract for engineering design and permitting for the K&L Float Replacement project. We understand thatyou would like to have engineering and permitting largely complete prior to submittingyour application forthe upcoming State Harbor Matching Grant. This would allow the project to be "shovel -ready" and hence increase the score/rating for the City's project. The applications for this grant are accepted starting in April and are typically due around August i" each year. R&M has already prepared concept design and preliminary construction cost estimate as part of Task Order 6 under this contract. This effort corresponds to a reduced fee far Preliminary Design. We propose proceeding directly to 65% design with the City's approval of the Concept Design float layout illustrated in our recent condition assessment report (Jan. 202o) and using the design/contracting approach similar to the recent ABCS Floats Replacement design. As you are aware, that project was highly successful in procuring the type of floats that is preferred by the City using a performance specification approach. In this approach, design effort will be minimal for the floats (utilizing previous work on ABCS Floats) but will focus on float layout and design for the pile foundations, water and fire suppression utilities, and shore power and lighting. Construction Plans will be submitted for City review at 65% and 95%completion stage. Cost estimates will be updated at each design submittal stage (65%, 95%,100%). In addition, we will assist in the development the technical specifications and contract documents to be used for bidding and construction. Survey is not included. We plan to utilize the most current USAGE harbor bathymetry survey. Because there is no access trestle/gangway included in the project, no uplands survey is thought to be needed at this time. We will conduct a site visit to verify utility connections and new -to -old float connections/transition plate design. A geotechnical investigation is not included. We will utilize historical geotechnical data and pile records to estimate pile foundation requirements. A US Army Corps of Engineers (USAGE) Section io permit will be required for any work below the high tide line. Because this work is located well inside the harbor basin, we believe that the permit secured as a Nationwide Permit (NWP) #3 for Maintenance which is a general permit that requires reduced effort/consultation than an individual permit. Although the NMFS has recently been requiring more stringent measures (such as an IHA) to mitigate underwater noise from pile installation, this NWP approach has been successful in the past in Seward and on recent projects with a similar scope (float replacement/pile driving underwater noise limited to within the harbor basin). In such cases, the breakwaters effectively limit sound propagation and the project can be completed with City of Seward z151zo Page z marine mammal monitoring at the entrance to the harbor and calling work stoppages if a marine mammal enters the harbor basin area. In addition to the USACE permit, we will submit complete plans for the water system to Alaska department of Environmental Conservation (ADEC) for plan review and to obtain an Approval to Construct the public water system. Following T00% design, R&M will continue to support the City during bidding —including preparing a bid advertisement, attendance at a pre -bid meet! nglsite visit, distributing bid documents and maintaining a plan holders list, answering technical questions from bidders and issuing addendums as needed. We will also be available to attend a bid opening and prepare a bid summary and evaluation. Afee estimate for the services described above is enclosed. If you agree with this proposal, please execute the attached Task Order, to authorize the work under our current term contract. Sincerely, R&M CONSULTANTS, INC. Lc.-- i Kimberly Nielsen, PE Group Manager —Waterfront Engineering Enclosure: Fee Estimate Innovating Today for Alaska's Tomorrow 2'fl# COST ESnMA7E PER TASK ORDER FIRM RAM COnwftnl4, kr- I PROIECTTITLE: On--li. En in-m SerwfrnF Cann]CI TASK N0- 7 7ASK BESCRIFRON: KLdO F10al Rapp -nt 4n1gn DATE. 129 20M Mill, LABOR HOURS P ER JOB CLASSIPCAMN TASK ND, SUS -TASK DESCRIPTION ProjrcS Manaq.r Sr. Slrocwml' En Inca, Meet Erogineer I:ITfDraitcr Enwfroemarelal Emi,onl,wnlal M sc"' lsi CkrkaMdmin OedAdmicrt 0war h4e4u. O w cumiA Rus man S.Fr1*v KoksN Ikfirrl t 65%Das7 Dwrdnalloee wEl7 sub 6 e 4 '_.... h 5An trnl.vreler Iwalpps, daatkNrai6Ean 6 c Gmleen Anayetisi.eber RqW 2 2 12 d Caloutagorw7➢af 2 12 is i6 c 65%Drwwirm-wfalnsaron:Pae 4 TM 30 _ 40 EO Ccst Esltnafe 2 _ a See 70 Pr. P Lan a 24 24 40 h ESA Ccn•ultatlan 5 24 40 3 937e Der} 6 4 e - h 95%Drawin 1 4 2U 30 <D 1e Drek SP04. atkm S Contract 17ecs 1 12 8 15 d Coc:'c0nwe � 2 3 1 TVVX Wd Road' D.—f t.lfon Doewnnf#- 1.Reraw Mee file I A 4 h 1LKI# PmOr4p 4 12 18 31 c Fna# fAmrcabc E Corml Does # 5 < O d Coe*: Eslina:a 1 4 ADEC Wafer-Apprtwaf fo Coms&t :.*SEC Picas R^^rew 16 I 2d 5 9i a F'rrpareaMMisemenl 1 h Dssejhaedon holden ML 4 1$ c Aacwld Praad MmWg 6 d Aemnnr Tole Q—t—Papow nadir — e a a 5 2 e fv;end BidO enln 6 f P. ew=uSnrmnVdoasnonrn ndetiem lode, 2 TOTAL LABOR HOURS 715 122 156 ISO 52 90 24 14 IABOR RATES L5e1-R1 3M.73 SN&CA SI04.05 Sg6.10 5157.65 5114.60 5106.15 S122.t32 LABOR COSH Sl $26,754 525,210 S17 31 51 .1 ,724 S1aH48 NOTES: -'cope of milk as dc%wbed in ke pmpreal kiss. ,..._ _. not I &Nk ;"ey a Da afnPal Trdekmtk.. rtwwmea USACE Natarm iae P"rrat3 f W mlewm)a6 apply. Amo mm P"Mal ESA--LdwSen wft %NF5 and kc+.aece 0 LOC; niA is not aldnam pDEC Ron review app kag4n a"ai'm cliawal Tdhmup ral:aaata for lsame im Dom ADEC. -B1d AL-Ve"mm aaet Cty vM ananga and pay far adwmtisrg 3l � •Prepwailan cd up 1e 26d a&MptbmA 40dodad. .Ca hgc am Stpperl or 45pedon 7e01 lnc'lided-va assess acopeifee UV W Q desi0l r d grant app w i, 9i1M. TASK EIIPENSE ITUTS1 OUA.NTITY UW PP10S TOTAL PRICE 1h M7w c 240 50.58 S13920 I Muft 1 526.00 S20 f70 Sc L!7ea 1: 240 50.53 $139211 3. r 4a s S 52d W S20A0 Se h5lwge 240 SO.S6 S1292L 5n Mnahe 7 S20.tX1 520A0 FIRMS LABOR: $106,057 TOTAL EXPENSE&. ;478 FIRM'S TOTAL EXPENSES Plne I kark-thK SS26 SUU{ONTRACTORS: Firm and Price Per Task TOTAL SUBCONTRAC70A P7na. 10% M rrk.lJ p: 31r1,►i6 FIRM: EnoTn ar TOTAL SUB ANOUNY: 1 ;27.705 $27,703 JTOTAU $1471V32 Paul 1 . R&M CONSULTANTS, INC. TASK ORDER NO.07: KL&G Floats Replacement This task order is subject to the terms and conditions of the Agreement for On -Call Engineering Services between R&M Consultants, Inc. (Engineer) and City of Seward (Owner) dated April 15, zolg and any amendments thereto. This task order shall not be binding until it has been properly signed by both parties. Upon execution, this task order shall supplement the Agreement as it pertains to the task described below. 1. Task Order Name: KL&G Floats Replacement Engineering & Permitting z. Description of Services to be Performed by Engineer: Engineering design, permitting, and bid support for replacing K, L, and G Floats in the City small boat harbor including floats, guide piles, water, fire suppression and shore power and lighting utilities. Design drawings and technical specifications will be produced to provide a bid -ready set of construction documents including a performance specification for the City -preferred style of floats. Construction cost estimating and Bidding support is also included. R&M will subcontract the services of Haight & Associates for electrical engineering. Refer to our fee proposal dated 2l5l20 which provides a detailed scope of work and fee estimate breakdown. Payments to Engineer: Owner shall pay Engineer on a T&M basis in accordance with the contract rate schedule. Total Estimated fee is $137,059 and will not be exceeded without prior written approval and task order amendment. IN WITNESS WHEREOF, the parties have executed this Task Order as of the Effective Date first above written under the hands of their duly authorized representatives. R&M CONSULTANTS, INC. Kimberly Nielsen, PE, Contract Manager City of Seward Scott W. Meszaros , City Manager (Signature) (Signature) zl Ica (Date) (Date) oi& Innovating Today for Alaska's Tomorrow August g, 2021 Norm Regis, Harbormaster City of Seward P.O. Box 167 Seward, Alaska 99664 C:_11 ►• •I• •• RE: Seward Small Boat Harbor K, L, G Dock Replacement Project Engineering Support and Services During Construction. Dear Mr. Regis: R&M Consultants, Inc. (R&M) is pleased to submit the attached fee proposal for providing engineering services forthe construction phase of the above referenced project. We have broken the work into two tasks: Task 6) Office based engineering support, and Task 7) on -site engineering support and inspections. (The task numbers, 6 and 7, follow the previous design and bid service tasks that we have pr3evioulsy set up for this project.) The office -based engineering task includes on -site inspections by senior engineers but does not include full time on -site inspectors. Our fee includes providing engineering services forthe following scope of work: Task 6. Office -Based Engineering Support: Office based engineering support will consist of the following: Project management and coordination - This task will include project set up and organization, billing reviews, planning and coordination, project reports, administrative meetings with the owner and other project management tasks. z. Responding to contractor's questions and requests for information (RFI) or design clarification/verification requests (DCVRs) -This task will include formal and informal responses to questions from the contractor. 3. Reviewing contractor shop drawings - This task will include reviewing shop drawings for the fabricated items including the float system, gangways, and fabricated steel items. 4. Reviewing materials and product data submittals - This task will include reviewing materials submittals for conformance with the project specifications. 5. Reviewing change order requests —Should change order requests be advanced, we will reviewthese along with any cost implications and make a recommendation to the City. 6. Reviewing contractor pay application requests - We will reviewthe pay requests and verifythe quantities for payment. We will provide the City with a recommendation for payment. 7. Participating in a fabrication yard inspection in Washington State. This will involve having a senior engineer visit the float fabrication plant and inspect the floats and other items during fabrication and prior to shipping to the site. 411VA Norm Regis, Harbormaster August g, 2021 Page 2 8. Substantial completion inspection and punch list - Nearthe end of thejob, the engineers of record will conduct a site visit. This will include a senior waterfront engineer and an electrical engineer who will each complete a substantial completion inspection to verifythat all components of thejob are complete and to the satisfaction of the Owner. The inspection will be performed in the presence of the contractor, and if necessary, a punch list will be created to documentthe remaining items to be completed or corrected prior to final payment. g. Conducting a substantial completion inspection and providing a preliminary punch list. This will include having a senior engineer go to Seward and inspect the project once it is nearly complete. We will provide the contractor with a preliminary punch list of items that need to be corrected or completed priorto acceptance of the project. This will include an inspection bythe project electrical engineer. io. Final inspection and punch list - The senior engineers will complete a final inspection to verifythat all punch list items are complete. Task 7.On-Site Oversight and Inspections: On -site (field) based engineering support may consist of the following: i. Project management and coordination - This task will include project set up and organization, billing reviews, planning and coordination, project reports, administrative meetings with the owner and other project management tasks. 2. On -site oversight during pile driving times - Once the contractor mobilizes to the site, R&M will provide a staff inspector who will monitorthe day-to-day construction activities during pile driving. The inspector will keep dailyfield records, record the work being performed each day, the equipment and labor used, and take photographs. The on -site inspector will act as a liaison forthe Contractor to ask technical questions in the field. This will include R&M providing an inspector skilled and trained in monitoring pile driving operations. During this time, it is important for a trained pile inspectorto be on hand to ensure floats are assembled properly, piles are installed correctly and to provide swift guidance and direction if any obstructions or other unforeseen difficulties during pile driving are encountered in the field. 3. Close out field records - records of inspections daily and weekly reports will be collected and bound into digital notebooks for record keeping. Assumptions and limitations: We assume that it will take approximately 6 weeks to complete much of the pile driving work and that the contractor will be working 6 days a week and io hours per day. This is approximately full time 36o hours. We estimate that there will be several down periods in this time frame where an inspector is not needed. Our estimate is for Soo hours. Note that these values can be adjusted once we review the required Contractor provided project construction schedule. We assume that we will rent an apartment or small house in Seward for our on -site inspector for i to 2 months. This will save money instead of paying for a hotel room. Our construction administration team will act as the owner's representative during construction. Our responsibility will be to provide inspection and administration services to help to ensure that the construction work is done in accordance with the agreed to plans and specifications. We will not direct the work nor will we be directly responsible for the work done bythe Contractor. - Innovating Today forAlaska s Tomorrow 208 Norm Regis, Harbormaster August 9, 2021 Page 3 We have not included a fee for participating in claims negotiations. R&M is available to assist with any claims made bythe contractor for unforeseen or out of scope work. Due to the uncertain nature of this type of work, which is highly dependent on the Contractor's activities which are out of our control, we propose to complete the above scope of work on a time and expenses (T&E) basis. A detailed breakdown of the estimated ME fee is attached foryour reference. Please call me at (907) 646-9679 for questions or additional information. Sincerely, R&M CONSULTANTS, INC. John C. Daley, PE Project Engineer Attachment: fee estimate(s) - Innovating Today forAlaska s Tomorrow OR PRICE PER TASK SUMMARY FIRM: R&M Consultants, Inc. PROJECT TITLE: DATE: 8/9/2021 Seward KLG Dock Replacement Construction Support Services TASK LABOR EXPENSES SUB -CONTRACTS TASK TOTALS 6 Office Based Construction Support Services $42,579 $2,823 $12,643 $58,045 7 Field Based Construction Support Services $47,948 $9,088 $0 $57,037 ESTIMATED TOTALS LABOR EXPENSES SUB -CONTRACTS PROJECT TOTAL $90,527 $11,911 $12,643 $115,082 210 COST ESTIMATE PER TASK TASK NO: 6 TASK DESCRIPTION: Office Based Construction Support Services DATE: 8/9/2021 GROUP: METHOD OF PAYMENT: Lj FP L]FPPE Q T&E L CPFF PREPARED BY: John Daley SUB- I LABOR HOURS PER JOB CLASSIFICATION TASK NO. SUB -TASK DESCRIPTION Principal/ I Staff I Clerical Manager Engineer Support 1* LABOR RATES LABOR CO5T5 $25,308.00 1 $16,416.00 1 $855.04 $0.00 $0.00 $0.00 1 $0.00 1 $0.00 1 $0.00 1 $0.00 COMMENTS SUB - TASK NO. ITEM(S) QUANTITY UNIT PRICE TOTAL PRICE 7 Airfare 2 $650.00 $1,300.00 7 Hotel 2 $150.00 $300.00 7 Car rental 1 $150.00 $150.00 7 Meals 4 $60.00 $240.00 8 Imileage 8 Meals 9 IMileage 9 Meals No time is included for claims negotiations. We can provide assistance for this on a T&E basis. Assumes 2 on site inspections by senior engineers Assumes one trip to the float fabrication yard in Washington State 240 $0.95 $228.00 1 $60.00 $60.00 FIRM'S LABOR: $42,579 240 $0.95 $228.00 1 $60.00 $60.00 FIRM'S TOTAL EXPENSES Plus 10 % Mark -Up: $2,923 TOTAL EXPENSES: $2,566 TOTAL SUBCONTRACTOR Plus 10% Mark -UP: $12,643 1 SUB -CONTRACTORS: Firm Initials and Price Per Task I I AL SUB 1,494 TASK TOTAL: 211 COST ESTIMATE PER TASK TASK NO: 7 TASK DESCRIPTION: Field Based Construction Support Services I DATE: 8/9/2021 GROUP: METHOD OF PAYMENT: FP FPPE 0 T&E ❑ CPFF PREPARED BY: John Daley GROUP: METHOD OF PAYMENT: SUB- LABOR HOURS PER JOB CLASSIFICATION TASK NO. SUB -TASK DESCRIPTION Principal/ Staff Field Inspector * LABOR RATES LABOR COSTS SUB- TASK NO. ITEM(S) QUANTITY UNIT PRICE TOTAL PRICE 2 Mileage 960 $0.95 $912.00 2 Meals 45 $60.00 $2,700.00 2 Lodging 2 $1,200.00 $2,400.00 2 Field office 45 $50.00 $2,250.00 SUB -CONTRACTORS: Firm Initials and Price Per Task 212 COMMENTS: 4ssumes 6 Weeks pile driving construction inspection FIRM'S LABOR: FIRM'S TOTAL EXPENSES Plus 10% TOTAL EXPENSES: $8,262 ITOTAL SUBCONTRACTOR Plus 10% TOTAL SUB $0 TASK TOTAL: $47,948 1 PRICE PER TASK SUMMARY PROJECT TITLE: Seward Harbor, Floats G, K & L (HAI 278-17) DATE: 9 Aug 2021 HAICCHT TOTAL FEE: =$11,494 TIME hours Method of Project Project Project Project Designer CAD CAD Technicial Administrative Payment TASK DESCRIPTION Manager Engineer Engineer Engineer (Peggy) (Robbie) (Shauna) Expenses Total (Ben)(Kyle) T&E 7 Construction Administration 1 32 0 0 0 8 0 $0 $6,050 T&E 1 8 Site Visits 12 12 0 0 0 0 0 $1,004 $5,444 Total Time (Hrs) 13.00 44.00 0.00 0.00 0.00 8.00 0.00 Fee Schedule ($ per hour) $210.00 $160.00 $155.00 $145.00 $100.00 $90.00 $80.00 ESTIMATED TOTALS LABOR CBTALES EXPENSES TOTAL COST Haight & Associates, Inc. $10,490 $0 $1,004 $11,494 213 R&M CONSULTANTS, INC. 2101bnnSUdxde150-r farage.AK99507.407.52217a7 212 Front St rent +f IS17 • Fairganks, AK 49701 • !i07.452.i.70 TASK ORDER NO.05: Grant Application Assistance for K&L Float Replacement This task order is subject to the terms and conditions of the Agreement for On -Call Engineering Services between R&M Consultants, Inc. (Engineer) and City of Seward (Owner) dated April 15, aolg and any amendments thereto. This task order shall not be binding until it has been properly signed by both parties. Upon execution, this task order shall supplement the Agreement as it pertains to the task described below. 1. Task Order Name: Grant Application Assistance for K&L Float Replacement z. Description of Services to be Performed by Engineer: Engineering services related a site visit and condition assessment including an associated condition assessment report, concept design/plan drawing, and construction cost estimate. 3. Payments to Engineer: Owner shall pay Engineer on a T&M basis in accordance with the contract rate schedule with an applied 3o% discount. Total Estimated fee is $5,958 and will not be exceeded without prior written approval and task order amendment. IN WITNESS WHEREOF, the parties have executed this Task Order as of the Effective Date first above written under the hands of their duly authorized representatives. R&M CONSULTANTS, INC. Kimberly Nielsen, PE, Contract Manager (Signature) 11/14/19 (Date) Innovating TodayforAlaska's Tomorrow City of Seward Scott W. Meszaros , City Manager nature rl�iN/zor9 (Date) 'PAIL! • R&M COSNSULTA NTS, INC. TASK ORDER NO.07: KL&G Floats Replacement This task order is subject to the terms and conditions of the Agreement for On -Call Engineering Services between R&M Consultants, Inc. (Engineer) and City of Seward (Owner) dated April 15, 2019 and any amendments thereto. This task order shall not be binding until it has been properly signed by both parties. Upon execution, this task order shall supplement the Agreement as it pertains to the task described below. i. Task Order Name: KL&G Floats Replacement Engineering & Permitting z. Description of Services to be Performed by Engineer: Engineering design, permitting, and bid support for replacing K, L, and G Floats in the City small boat harbor including floats, guide piles, water, fire suppression and shore power and lighting utilities. Design drawings and technical specifications will be produced to provide a bid -ready set of construction documents including a performance specification for the City -preferred style of floats. Construction cost estimating and Bidding support is also included. R&M will subcontract the services of Haight & Associates for electrical engineering. Refer to our fee proposal dated 2/5/20 which provides a detailed scope of work and fee estimate breakdown. 3. Payments to Engineer: Owner shall pay Engineer on a T&M basis in accordance with the contract rate schedule. Total Estimated fee is $137,059 and will not be exceeded without prior written approval and task order amendment. IN WITNESS WHEREOF, the parties have executed this Task Order as of the Effective Date first above written under the hands of their duly authorized representatives. R&M CONSULTANTS, INC. Kimberly Nielsen, PE, Contract Manager (Signature) z/5/zo (Date) Ak Innovating Today far Alaska,,; Tomorrow City of Seward Scott W. Meszaros , City Manager (Signature) (Date) ►4N Sponsored by: Bower CITY OF SEWARD, ALASKA RESOLUTION 2021-091 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACTUAL AGREEMENT WITH THE ALASKA SMALL BUSINESS DEVELOPMENT CORPORATION AND THE SEWARD CHAMBER OF COMMERCE FOR THREE YEARS TO ESTABLISH A SEWARD SMALL BUSINESS ADVISOR POSITION, WHICH IS INTENDED TO INCREASE SMALL BUSINESSES DEVELOPMENT IN THE SEWARD COMMUNITY, IN AN AMOUNT NOT TO EXCEED $25,000 PER YEAR, AND APPROPRIATING FUNDS WHEREAS, the Alaska Small Business Development Corporation (AKSBDC) proposes a partnership with the City of Seward, the Alaska Small Business Development Corporation, and the Seward Chamber of Commerce; and WHEREAS, this partnership will all for the creation of a full-time position to be located in Seward; and WHEREAS, this will be a three-year program for the express purpose of assisting in the creation and operation of start-up small businesses in a variety of market sectors; and WHEREAS, the City of Seward supports and endorses this project to enhance businesses development; and WHEREAS, 50% of the duties will include providing technical assistance to small business owners in Alaska; and WHEREAS, 20% of the duties will include building awareness of the AKSBDC programs and services by engaging with key referral sources such as banks, lenders, professional firms, and other business resource partners; and WHEREAS, 20% of the duties will include engaging in community outreach, public presentations, partnerships, and other outreach to leverage AKSBDC resources and local resources; and WHEREAS, 10% of the duties will include other short-term programs and projects that support the AKSBDC mission, such as providing training, and participation in various entrepreneurial events, and similar special projects. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: 0411 CITY OF SEWARD, ALASKA RESOLUTION 2021-091 Section 1. The City Manager is hereby authorized to enter into a partnership agreement in support of the Seward Business Advisor position where the City agrees to fund one third of the position for an amount not to exceed $25,000 per year for a duration of three years. Section 2. Funding in the amount of $25,000 is hereby appropriated from the General Fund reserves account no. 01000-0000-3400 to the contracted services account no. 01000-1120-7009. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 23", day of August, 2021. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) THE CITY OF SEWARD, ALASKA Christy Terry, Mayor 01n City Council Agenda Statement Meeting Date: August 23, 2021 To: City Council From: Janette Bower, City Manager Agenda Item: Resolution 2021-091: Authorizing the City Manager to Enter into a Contractual Agreement with the Alaska Small Business Development Corporation and the Seward Chamber of Commerce for Three Years to Establish a Seward Small Business Advisor Position, which is Intended to Increase Small Businesses Development in the Seward Community, in Amount Not to Exceed $25,000 Per Year, and Appropriating Funds Background and justification: There has been a recognized need for a full-time position in the Seward area to assist in the creation and growth of small businesses, capitalize on new opportunities, and help develop the health of our year-round economy. The local need for small business assistance was prevalent far before COVID, and has only been exacerbated by the pandemic. SBDC has already helped more than two dozen local businesses in accessing their resources over the last couple of years. The services are limited, though, since SBDC is located in Soldotna and services a majority of the Kenai Peninsula. We believe that the number of small businesses who reach out for assistance would increase significantly if there was a staff person located in Seward, working for Seward businesses. Even with Seward's record summer, there is a continued need to strengthen our year-round economy to make Seward a more fertile business climate in the fall, winter, and spring. There is great opportunity to grow our marine and support sectors — both in ship building and repair, as well as the aquaculture and fisheries. There are also new business opportunities to be explored and capitalized on with the coming of the Coast Guard fast response cutter and facility, new freight dock, and new cruise ship terminal, among other opportunities. The reporting that is required by the SBDC, as part of University of Alaska Anchorage (UAA) and the Small Business Administration (SBA), will demonstrate the return on investment, be a key tool for measuring success and impact, and provide useful information for decision making. By creating one full-time small business development position in Seward, we can expect further j ob creation as new and existing businesses use the assistance to grow and expand, keeping work and dollars in the community that is currently going elsewhere. Another outcome would be increased sales tax revenues for the city of Seward, therefore benefiting the entire community. 'PAN The Alaska SBDC has experienced tremendous growth the past few years and has become a pillar in the Alaska business community. In the last three years, the Alaska SBDC has provided support to over 4,800 clients, resulting in over 500 new businesses started, 15, 000jobs supported and $120 million in capital infusion brought into the economy through business loans, lines of credit, and other investments. An Alaska SBDC advisor in Seward would be expected to provide 612 hours of advising, 75 clients counseled, 10 new businesses started and bought, 125 jobs supported, and $1.1 million in capital infusion each fiscal year. The intent is to fund $25,000 annually for a term of three years towards the creation of a Seward Small BusinessAdvisor position. This person will work out of the Seward Chamber of Commerce building and will be evaluated and overseen by SBDC, the Seward Chamber of Commerce, and the City of Seward. Consistency checklist: Comprehensive Plan: 3.4.2 Strategic Plan: page 4 Other: N/A Fiscal note: Total annual cost is $25,000 for 2021, 2022, and 2023. The $25,000 is independent of the contract with the City, which allows for a share of one-half of revenues, generated from the Hotel/Motel Room Tax, between the City and the Chamber of Commerce. Funding is from: 01000-0000-3400 (General Fund Unassigned Fund Balance) Finance Department approval Attorney Review: Yes ❑ No F Not applicable ❑ Recommendation City Council adoption of Resolution 2021-091. 041*1 Sponsored by: Bower CITY OF SEWARD, ALASKA RESOLUTION 2021-092 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROVING THE 2021 GRANT YEAR BUDGET FOR THE SEWARD COMMUNITY HEALTH CENTER (SCHC) AS REQUIRED BY THE CO -APPLICANT AGREEMENT BETWEEN THE CITY OF SEWARD AND SCHC WHEREAS, on December 13, 2010, the Seward City Council enacted Ordinance 2010- 00E establishing the powers and duties of the Governing Board of Directors ("Governing Board") charged with oversight of the Seward Community Health Center (SCHC), as amended by Ordinance 2013- 013 on December 16, 2013; and WHEREAS, the City of Seward (City) and the SCHC are co -applicants as a federally qualified health center in accordance with Section 330 of the Public Health Service Act (42 U.S. C. § 254b); and WHEREAS, the City and the SCHC entered into a Co -Applicant Agreement dated February 20, 2014, and the City Council authorized submission of the previous Service Area Competition Grant application via Resolution 2015-080 approved on September 2, 2015, wherein the parties agreed the SCHC budget would be submitted to the City Council after approval by the Governing Board and providing "the City Council may not unilaterally revise a budget approved by the Governing Board or approve an alternate budget for the Health Center without review and final approval by the Governing Board, with subsequent follow-up by the City Council"; and WHEREAS, the Governing Board of the SCHC approved the 2022 Seward Community Health Center budget at a board meeting held on August 9, 2021; and WHEREAS, the SCHC 2022 budget is due to the U.S. Health Resources and Services Administration by September 10, 2021. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The Seward City Council hereby approves the 2022 budget for the Seward Community Health Center as attached herein. Section 2. Both the City of Seward and the Seward Community Health Center agree to abide by the co -applicant agreement and all applicable laws, regulations, and governing policies. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 23rd day of August, 2021. 220 City Council Agenda Statement Meeting Date: August 23, 2021 To: City Council From: Janette Bower, City Manager Agenda Item: Resolution 2021-092: Approving the 2021 Grant Year Budget for the Seward Community Health Center (SCHC) as Required by the Co -Applicant Agreement Between the City of Seward and SCHC Background and justification: Ordinance 2010-008 authorized creation of the Seward Community Health Center (SCHC) and governing Board. The City of Seward and SCHC are co -applicants for Section 330 federal funding to operate a federally qualified health center in Seward. The parties entered into a Co -Applicant Agreement February 20, 2014 approved by City Council Resolution 2014-018, and subsequently amended it in Resolution 2018-067, approved on August 13, 2018. The co -applicant agreement requires City Council approval of the annual federal grant budget after it has been approved and recommended by the SCHC Board. The SCHC Board approved the 2022 budget on August 9, 2021. The SCHC Administration and Board recommend City Council approval of the budget. SCHC Budget Summary Following the required federal grant budget format, there are two sections/columns to the grant budget which when combined make up the total budget: • HRSA (Federal) 330 grant revenue $1,468,419 and • Other (Federal & Non -Federal) revenue of $2,603,526 The budget includes a breakdown of source for Revenue & Expenses. • Revenues [$4,071,945] o HRSA 330 Budget $1,468,419 o Other Federal Awards $444,625 o Patient Revenue $1,989,581 o Other/In-kind revenue $169,320 ($75k for 340B; $60,000 in -kind rent; $19,400 USAC Program; $14,920 Misc Fee Agent, Interest, Etc) Expenses [$4,071,945] - Note: HRSA grant budgets require that expenses equal revenues o HRSA 330 used predominantly for salaries $1,312,809 vs $155,611 Operating Costs o Non -Federal Expenses (includes some salaries/benefits & operating) $2,603,526 Salary & Benefits $1,744,512 Operating Costs $859,014 0414 Consistency checklist: Comprehensive Plan: Effective, accessible, affordable healthcare Strategic Plan: Maintain and enhance medical services Other: Co -applicant agreement dated 2-20-14 Fiscal note: There is not a fiscal impact to the City and does require any type of funding. Finance Department approval: Attorney Review: Yes ❑ No F Not applicable ❑ Recommendation City Council approve Resolution 2021-092. ►wl SEWARD COMMUNITY HEALTH CENTER Board of Directors August 9, 2021 Action Item Topic: 2022 Federal 330 Grant Budget Approval Recommended By: Finance Committee and Executive Director Action Requested: The Board of Directors is requested to approve the 330 Grant Budget for grant year 2022 and recommend approval to Seward City Council. Discussion: Every three years 330 grantees are required to submit a rigorous set of application materials through a funding announcement called a Service Area Competition (SAC). Our last SAC was submitted and approved in 2018 for the three year "Project Period" of February 1, 2019, through January 31, 2022. Each of these three grant years is called a "Budget Period." Due to COVID, HRSA has extended our grant period by one year to February 1, 2023. One major part of this multi -part renewal is our proposed 330 grant budget for the upcoming budget period. Our report is due to be submitted no later than September 10, 2021. Our Co -Applicant Agreement requires that the City Council approve the annual federal grant budget after it has been approved and recommended by the SCHC Board. The Finance Committee has reviewed, and our board approved the 2022 budget on August 9th 2021. The SCHC Administration and the Board is recommending approval to the City Council. There are some unique requirements for submitting federal 330 grant budgets. The 330 grant budgets must achieve a $0 bottom line [2022 GRANT BUDGET HIGHLIGHTS AND ASSUMPTIONS FOLLOW] 223 2022 330 Grant Budget Hi2hli2hts and Key Assumptions SUMMARY: Following the required federal grant budget format, there are two sections/columns to the grant budget which when combined make up the total budget: • HRSA (Federal) 330 grant revenue $1,468,419 and • Other (Federal & Non -Federal) revenue of $2,603,526 The budget includes a breakdown of source for Revenue & Expenses. • Revenues [$4,071,945] o HRSA 330 Budget $1,468,419 o Other Federal Awards $444,625 o Patient Revenue $1,989,581 o Other/In-kind revenue $169,320 ($75k for 34013; $60,000 in -kind rent; $19,400 USAC Program; $14,920 Misc Fee Agent, Interest, Etc) Expenses [$4,071,945] - Note: HRSA grant budgets require that expenses equal revenues o HRSA 330 used predominantly for salaries $1,312,809 vs $155,611 Operating Costs o Non -Federal Expenses (includes some salaries/benefits & operating) $2,603,526 ■ Salary & Benefits $1,744,512 ■ Operating Costs $859,014 KEY ASSUMPTIONS: Patient volume totals 6,510 billable encounters. This begins with our targeted projection of unduplicated patients for 2022 which is 2,367. Through June of 2021 we are averaging 9.0 patients per provider day worked. Our 2022 projection will increase this metric by 11% to 10.0 patients per provider day worked. Patient revenue/payer mix is based on estimated billable encounters per payor from our actual billing history and net income through June of 2021 (gross charges less discounts and allowances) per visit as follows: • 54% of encounters are Private Insurance • 23% are Medicaid • 18% are Medicare • 5% are Self -pay COVID-19 Supplemental awards account for $414,625 in other federal funding. The Staffing Profile, which includes 1.08 physicians, 2.20 mid -level (PA, NP), and 1.17 FTE for Behavioral Health provider brings our FTE's. to (22.56) projected for 2022. This is consistent with 2021 budget FTE's (22.56). Increases in wages are offset with decreases in benefit premium contributions for a net of (17,511) from 2021 Budget. FTE's include: 0 4.44 providers (1.08 physicians, 2.20 mid -level and 1.17 BH clinician. 0 7.28 clinical support staff (RN's, medical and nursing assistants) 0 5.49 front desk staff (registration, billing & medical records) 0 1.0 health educator/case manager/ clinic nurse 0 1.0 outreach & enrollment (coordinator) 224 o 3.35 admin staff (Executive Director, Finance Director, Revenue Manager, Administrative Services Manager) Usual and customary non -personnel expenses include: o Contractual expenses (418,170) decreased by 14.3% over 2021 Budget and include ■ Electronic Health Records System and IT Support fees ($68,550) ■ Independent Audit ($33,000) based on 2021 annual audit expenses ■ Behavioral Health prevention and screening services provided under contract ($145,000) ■ COVID-19 related contract project management services (57,000) o Travel for staff and board (27,608) for 4 provider, 6 staff and 4 board trainings and conferences (approx. $2,000/trip). $5k increase over 2021 budget. o Utilities & Facility Services ($96,950) 8% me over 2020 o Liability insurance packages (24k) 15% increase over 2020 o Medical, pharmaceutical and office supplies ($66,408) 11% decrease over 2020 o Community Outreach and Enrollment ($10,450) o Minor equipment ($89,650) — $85k allocated for COVID-19 related special projects o Training and education ($12,350) — (4 providers, organizational training resources) W-1 Seward Community Health Center, Inc. GY 2022 2022 Budget Period Progress Report HRSA Other TOTAL Budget Narrative - H80CS26600 330 Federal Volume: # of Patients 2,367 Patient Encounters 6,510 Per Form 3, line 6 Revenue: Federal BPHC 330 Grant 1,468,419 - 1,468,419 Anticipated grant amount based on historical awards (Includes IBHS Rollover Award $145k) State / Local - - - Other Federal Funding - 444,625 444,625 COVID-19 H8F Award = $414, 625 + Anticipated Quality Award = $30k - Other - 169,320 169,320 In -kind revenue from City of Seward for rental value of clinic space = $60k and USAC Program $19,400; 340B Program Revenue $75k; Misc Income (Fee Agent, Interest, Donations, etc) _ $14,920 Program Income (Net Patient Revenue) 1,989,581 1,989,581 Per Form 3, based on historical reimbursement information TOTAL REVENUE 1,468,419 2,603,526 4,071,945 Expense: Personnel: Administration/Management 249,219 250,571 499,790 Facility & Non -Clinical Support Staff 172,912 125,659 298,571 Physician 174,107 142,087 316,194 NP, PA, and CNMs 184,727 160,627 345,354 Medical 353,398 270,340 623,738 General Practitioners / Supervising Physicians 4,848 2,952 7,800 Behavioral Health (Mental Health & Substance Abuse) 40,209 109,485 149,694 Enabling Services 30,543 23,768 54,311 Total Salary Expense (Includes PTO Expense) 1,209,962 1,085,489 2,295,451 Fringe Benefits: Health Insurance (Includes Med/Den/Vis/LTD/STD/Life) - 508,049 508,049 Cell / Housing / Travel Allowance - 1,500 1,500 Medicare/SS 90,747 63,494 154,241 AK SUI 12,100 8,466 20,566 Retirement - 60,994 60,994 Workers' Compensation - 16,519 16,519 Benefits calculated as a % of salary expense based on actual costs except housing allowance, work comp and health insurance Total Fringe Benefits 102,847 659,023 761,870 Budget Justification 226 Page 1 of 4 Seward Community Health Center, Inc. 2022 Budget Period Progress Report Budget Narrative - H80CS26600 GY 2022 HRSA Other TOTAL 330 Federal Subtotal Personnel and Fringe 1,312,809 1,744,512 3,057,320 Travel: - Providers and Staff - 21,497 21,497 2 staff @ $2,000 to lower 48 + 4 staff @ $2,500 to lower 48 + 4 staff @ $1,500 for CME Travel + 4 staff @ $375 ea.forAnchorage trainings Board - 5,500 5,500 2 Board @ $2,000/trip to lower 48; 4 Board @ $375 ea. for Anchorage trainings Other - Local area Mileage 611 - 611 Staff reimbursement for local travel @ $.55/mile Subtotal Travel 611 26,997 27,608 Supplies: Medical Supplies/ Medications Medications at $3.69/encounter + medical suplies at $6.97/encounter from 2022 budget + vaccines @ $500 Office Supplies -$4k per quarter estimated for 2021 projection + $5k allowance for program specific supplies 69,850 69,850 5,000 16,059 21,059 Subtotal supplies 5,000 85,909 90,909 Contractual: Patient Care: Patient-related/Contractual Contracts for after hours nurse call/triage and follow-up/ reminder services @ 125/month + client transportation services @ $135/month + PRN Translation services @ $600 + $145k/yr behavioral health service contract + $28, 600/yr 340B program initiatives Non -Patient Care: Accounting, Auditing, and Billing Services Includes $33k for annual audits; $850/mo contract for statement & collection services; $2, 575/mo contracted payroll & benefit administration services; $2,500 Medicare Cost Reporting Consulting; $1, 200/mo 340B administration services; $7, 500 Software conversion support; $3,350 Other reviews (401 k, charge master, etc) Legal 10 hours @ $250/hour above current pro bono contribution Information Technology 145,000 32,320 177,320 101,850 101,850 2,500 2,500 68,550 68,550 227 Budget Justification Page 2 of 4 Seward Community Health Center, Inc. 2022 Budget Period Progress Report Budget Narrative - H80CS26600 Community Connect/EPIC annual support fees for E.H.R. $6,240/Qtr, ConstantlyOn IT Services contract $2,730k/mo; Contracted IT support for COVID-19 related special projects $10,830 Contracted Facility Services Janitorial provided by PSMC; $912.50/mnth Other COVID-19 related contracted project management support services Subtotal Contractual Other: Training Professional Membership Renewals $4,350/yr, Foraker Trainings $2k/yr, 4 @ $1, 500 CME Educational Allowance In -Kind Facility Expenses: Rent + USAC Telecom In -kind expense for value of donated rental of clinic space $5k/mo; USAC Telecom Contribution $4, 850/qtr Utilities Utility cost -sharing arrangement with PSMC based on sq. ft. @ (+/-) $3k/mo.; $250/month for utilities for administrative modular building. Minor Equipment / Furniture IT Equipment Replacements $4,800 (laptops, (pads, etc); $84,850 COVID-19 related Telemed & IT System update projects Repairs & Maintenance Facility repair, maintenance, snow removal, and groundskeeping costs paid to PSMC per cost - sharing agreement @ (+/-) $3,500/mo; $5,000 Mobile Clinic project maintenance items Tele-Communications Includes phone @ $1,775/mo; Internet @ $1, 250/mo Dues & Subscriptions Technical subscriptions / software licenses / web hosting / etc @ $44, 523k/yr, Software fees related to COVID-19 telehealth projects $25,260; employee - related memberships and license renewals @ $4, 820/yr, General business / Chamber of Commerce / Newspaper / etc @ $13, 270/yr, Vaccine Assessment @ $2k/yr. Postage / Freight Shipping and miscellaneous postage costs @ $2, 650/year based on 2021 projection GY 2022 HRSA Other TOTAL 330 Federal - 10,950 10,950 - 57,000 57,000 145,000 273,170 418,170 - 12,350 12,350 - 79,400 79,400 - 39,000 39,000 - 89,650 89,650 - 47,000 47,000 - 36,300 36,300 - 89,873 89,873 - 2,650 2,650 228 Budget Justification Page 3 of 4 Seward Community Health Center, Inc. 2022 Budget Period Progress Report Budget Narrative - H80CS26600 Bank Fees Credit card processing fees @ $460/month estimated based on current charges; Bank Fees @ $2, 575/yr Equipment Maintenance / Lease Equipment lease for postage machines @ $1670/yr, Repair and maintenance of copiers, fax machines, laptops and medical equipment estimated @ $550/qtr. Recruiting & Retention Recruiting ads @ $750/qtr, License/Credential renewals, salary scales, certifications $7,775/yr, New hire testing, background check, setup @$1,925/yr, $5,500/qtr SHARP for providers; Insurance - Malpractice Gap Cove rag e/Property/D&O Premiums estimate based on 2021 contract GY 2022 HRSA Other TOTAL 330 Federal 8,095 8,095 3,871 3,871 5,000 29,700 34,700 24,000 24,000 Outreach and Enrollment 10,450 10,450 Outreach supplies average $1,125 per quarter; media communications for outreach and enrollment program @ $1,250; outreach postage costs are $500; $4,200 general advertisements - SubtotalOther 5,000 472,938 477,938 TOTAL DIRECT COSTS Retained Earnings 1,468,419 2,603,526 4,071,946 TOTAL EXPENSE 1,468,419 2,603,526 4,071,945 Budget Justification 229 Page 4 of 4 Sponsored by: Bower CITY OF SEWARD, ALASKA RESOLUTION 2021-093 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, SUPPORTING THE EFFORTS OF THE KENAI PENINSULA BOROUGH TO SECURE A GRANT FROM THE ALASKA U.S. CONGRESSIONAL DELEGATION FOR SPRUCE BARK BEETLE MITIGATION WITHIN THE KENAI PENINSULA BOROUGH AND THE CITIES WITHIN THE KENAI PENINSULA BOROUGH WHEREAS, the risk of wildland fires has increased substantially due to growing spruce bark beetle infestation; and WHEREAS, Southcentral Alaska is experiencing a forest crisis in the form of a resurgence of the 1990s spruce bark beetle outbreak where over one million acres were impacted on the Kenai Peninsula before the infestation was addressed; and WHEREAS, an aerial detection survey conducted in 2019 mapped 150,000 acres of spruce bark beetle damages revealing the initial beetle outbreak that the Kenai Peninsula is currently experiencing; and WHEREAS, the outbreak spread is visibly apparent and impacts all lands, whether private or public; and WHEREAS, the Borough submitted a request for federal aid in the amount of $35 million to Alaska's U.S. Congressional Delegation for spruce bark beetle mitigation; and WHEREAS, the Borough, the Cities, and all residents and landowners within the Kenai Peninsula Borough share a common goal to mitigate the devastating impacts of this resurgent spruce bark beetle outbreak and find it serves public interest to work together toward completing hazard mitigation projects across all lands; and WHEREAS, federal assistance in addressing this critical forest crisis is necessary to mitigate the hazardous impacts on private and public property in the Kenai Peninsula Borough. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager and the Mayor are hereby authorized to sign letters of support and/or a future j oint resolution supporting the Kenai Peninsula Borough's request to secure funding from the Alaska U.S. Congressional Delegation for spruce bark beetle mitigation. Section 2. The Seward City Council supports the request submitted by the Kenai Peninsula Borough for the purpose of spruce bark beetle mitigation in the amount of $35,000,000. 230 CITY OF SEWARD, ALASKA RESOLUTION 2021-093 Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 23rd day of August, 2021. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) THE CITY OF SEWARD, ALASKA Christy Terry, Mayor 0911 City Council Agenda Statement Meeting Date: August 23, 2021 To: City Council From: Janette Bower, City Manager - Agenda Item: Resolution 2021-093: Supporting the Efforts of the Kenai Peninsula Borough to Secure a Grant from the Alaska United States Congressional Delegation for Spruce Bark Beetle Mitigation within the Kenai Peninsula Borough and the Cities within the Kenai Peninsula Borough Background and justification: The Kenai Peninsula Borough (KPB) submitted a request for federal aid in the amount of $35 million to the Alaska United States Congressional Delegation for spruce bark beetle mitigation. KPB requests the city councils for the Cities of Homer, Kenai, Seldovia, Seward, and Soldotna supportthe request and further requests that the administrations for each of the cities be authorized to execute letters of support and other documents in support of the Borough's request for federal assistance to address the spruce bark beetle forest crisis. Consistency checklist: Comprehensive Plan: Chapter 3.8.1 Promote community safety from natural disasters through mitigation measures and preparedness training. Strategic Plan: Natural Environment Other: N/A Fiscal note: No fiscal impact. No appropriations required. Funding is from: N/A Finance Department approval: Attorney Review: Yes ❑ No F Not applicable ❑ Recommendation City Council adoption of Resolution 2021-093. 046y: KENAI PENINSULA BOROUGH CITY OF HOMER KACHEMAK CITY CITY OF KENAI CITY OF SELDOVIA CITY OF SEWARD CITY OF SOLDOTNA JOINT RESOLUTION NO.2021-002 A JOINT RESOLUTION OF THE ASSEMBLY OF THE KENAI PENINSULA BOROUGH AND COUNCILS OF THE CITIES OF HOMER, KACHEMAK, KENAI, SELDOVIA, SEWARD AND SOLDOTNA RESPECTIVELY, SUPPORTING A REQUEST FOR FEDERAL AID SUBMITTED BY THE KENAI PENINSULA BOROUGH TO ALASKA'S U.S. CONGRESSIONAL DELEGATION FOR THE PURPOSE OF SPRUCE BARK BEETLE MITIGATION WHEREAS, Southcentral Alaska is experiencing a forest crisis in the form of a resurgence of the 1990s spruce beetle outbreak where over one million acres were impacted on the Kenai Peninsula before the infestation was addressed; and WHEREAS, an aerial detection survey conducted in 2019 mapped 150,000 acres of spruce beetle damages revealing the initial beetle outbreak that the Kenai Peninsula is currently experiencing; and WHEREAS, the outbreak spread is visibly apparent and impacts all lands, whether private or public; and WHEREAS, the Borough has submitted a request for federal aid in the amount of $35 million to Alaska's U.S. Congressional Delegation for spruce bark beetle mitigation; and WHEREAS, the Borough, the Cities, and all residents and landowners within the Kenai Peninsula Borough share a common goal to mitigate the devasting impacts of this resurgent spruce bark beetle outbreak and find that it serves public interest to work together toward completing hazard mitigation projects across all lands; and WHEREAS, federal assistance in addressing this critical forest crisis is necessary to mitigate the hazardous impacts on private and public property in the Kenai Peninsula Borough; NOW, THEREFORE, BE IT RESOLVED BY THE KENAI PENINSULA BOROUGH ASSEMBLY AND THE COUNCILS OF THE CITY OF HOMER, KACHEMAK CITY, CITY OF KENAI, CITY OF SELDOVIA, CITY OF SEWARD AND CITY OF SOLDOTNA: SECTION 1. That the borough administration and administrations for the Cities of Homer, Kenai, Seldovia, Seward, and Soldotna, respectively, support the request submitted by the Kenai Peninsula Borough for the purpose of spruce bark beetle mitigation in the amount of $35,000,000.00 and the respective administrations are authorized to execute letters of support or other necessary documentation in Joint Resolution No. 2021-002 Page 1 of 3 233 support of the borough's request for federal assistance to address the spruce bark beetle forest crisis. SECTION 2. That this resolution takes effect immediately upon adoption of the Kenai Peninsula Borough Assembly and the City Councils of the City of Homer, Kachemak City, City of Kenai, City of Seldovia, City of Seward and the City of Soldotna. APPROVED BY THE ASSEMBLY OF THE KENAI PENINSULA BOROUGH THIS DAY OF , 2021. Brent Hibbert, Assembly President ATTEST: Johni Blankenship, MMC, Borough Clerk APPROVED BY THE COUNCIL OF THE CITY OF HOMER THIS DAY OF , 2021. Ken Castner, Mayor ATTEST: Melissa Jacobsen, MMC, City Clerk APPROVED BY THE COUNCIL OF KACHEMAK CITY THIS DAY OF , 2021. William Overway, Mayor ATTEST: Wendy Wayne, City Clerk APPROVED BY THE COUNCIL OF THE CITY OF KENAI THIS DAY OF , 2021. ATTEST: Joint Resolution No. 2021-002 Page 2 of 3 Brian Gabriel Sr., Mayor 234 Jamie Heinz, MMC, City Clerk APPROVED BY THE COUNCIL OF THE CITY OF SELDOVIA THIS DAY OF , 2021. Jeremiah Campbell, Mayor ATTEST: Heidi Geagel, City Clerk APPROVED BY THE COUNCIL OF THE CITY OF SEWARD THIS DAY OF , 2021. Christy Terry, Mayor ATTEST: Brenda Ballou, MMC, City Clerk APPROVED BY THE COUNCIL OF THE CITY OF SOLDOTNA THIS DAY OF , 2021. ATTEST: Michelle M. Saner, MMC, City Clerk Paul Whitney, Mayor Joint Resolution No. 2021-002 Page 3 of 3 PAIL Sponsored by: Bower CITY OF SEWARD, ALASKA RESOLUTION 2021-094 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO SIGN THE AUTOMATIC AID AGREEMENT AND OPERATIONAL PLAN BETWEEN THE CITY OF SEWARD FIRE DEPARTMENT AND SEWARD VOLUNTEER AMBULANCE CORPS WHEREAS, Automatic Aid Agreements are a form of Mutual Aid Agreements, and their Operational Plans provide for automatic requests for additional resources to residents of the Seward area in the form of emergency response personnel when required; and WHEREAS, Alaska Statute 18.70.150 provides that: "A city, other incorporated entity, and other fire protection groups may organize a mutual -aid program by adopting an ordinance or resolution authorizing and permitting their fire department, fire company, emergency relief squad, fire police squad, or fire patrol to go to the aid of another city, incorporated entity, or fire protection group, or territory outside of it,"; and WHEREAS, since June, 2008 the Seward Fire Department (SFD) and the Seward Volunteer Ambulance Corps (SVAC) have operated under a letter of understanding to Seward Dispatch with no formal Automatic Aid Agreement in place; and WHEREAS, no Automatic Aid Agreement and Operational Plan have been formalized and this process will update and clarify the terms of automatic aid between SFD and SVAC; and WHEREAS, this Automatic Aid Agreement is for the provision of fire apparatus, ambulance and personnel. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. That an Automatic Aid Agreement between the Seward Fire Department and the Seward Volunteer Ambulance Corps serves the best interests of both areas and is hereby approved. The City Manager is authorized to execute the automatic aid agreement substantially in the form of the attached agreement. Section 2. That the Operational Plan substantially in the form of the attached hereto is hereby approved and the City Manager and Fire Chief are hereby authorized to approve amendments to the Operational Plan without further review by the Council so long as any such amendments do not conflict with the Automatic Aid Agreement. Section 4. This resolution shall take effect immediately upon adoption. 0911.1 City Council Agenda Statement Meeting Date: August 23, 2021 To: City Council Through: Janette Bower, City Manager From: Clinton Crites, Fire Chief Agenda Item: Resolution 2021-094: Authorizing the City Manager to Sign the Automatic Aid Agreement and Operational Plan Between the City of Seward Fire Department and Seward Volunteer Ambulance Corp. Background and justification: Automatic aid agreements are a form of mutual aid agreements and their operational plans provide for automatic requests for additional resources in the form of emergency response personnel and equipment when required. In years past, the Seward Fire Department (SFD) has responded upon request to aid Seward Volunteer Ambulance Corp (SVAC), usually for the addition of man -power. In return Seward Volunteer Ambulance Corp responded to emergency calls involving accidents and fires for the Seward Fire Department. Both agencies responded with personnel to help offset the short falls in volunteer responders. In June 2008, it became obvious that the Seward Fire Department needed to automatically respond when SVAC had emergency medical calls to give support with more volunteers. This was done with a letter to dispatch, advising them we requested to be toned out (alerted) at the same time for SVAC medical calls within the City of Seward. (SVAC and Bear Creek have a similar agreement for calls outside City limits.) This letter provided automatic aid responses; however, it was no more formal than a letter or memo between the departments. This formalization of an automatic aid agreement and operational plan will provide clarification and clear direction for our response and communications personnel. Automatic aid agreements and operational plans are common in the fire and emergency service professions. For years the operational plans have been considered as matters within the agencies providing automatic aid. This resolution provides for authorization for the City Manager to execute an automatic aid agreement and operational plan between SFD and SVAC. Furthermore, Council authorization for the City Manager and Fire Chief to approve amendments to the operational plan without further reviews by Council so long as any such amendments do not conflict with the automatic aid agreement. Consistency checklist: Comprehensive Plan: 2030 plan page 27 volume 2, 12.1 Provide Emergency Medical Services Strategic Plan: 199 Page 18, Promote safe community Other: AS § 18.70.150 permits a city to adopt an ordinance or resolution authorizing and permitting their fire department to go to the aid of another city, incorporated entity, fire protection group or territory outside of it ►91A Fiscal note: No fiscal impact. No appropriations required. Funding is from: N/A Finance Department approval: Attorney Review: Yes ❑ No F Not applicable ❑ Recommendation City Council adoption of Resolution 2021-094. 238 Automatic Aid Agreement Between City of Seward Fire Department And Seward Volunteer Ambulance Corp. This Agreement is made and entered into as of this 23' day of August 2021, by and between the City of Seward Fire Department (SFD), a municipal corporation, whose address is P.O. Box 167, Seward, Alaska 99664, and Seward Volunteer Ambulance Corp (SVAC), a nonprofit corporation, whose address is P.O. Box 1136, Seward, Alaska 99664, to provide for Automatic Aid for medical emergency services. The parties agree as follows: 1. That the senior officer on duty of the fire department of any of the participants in this Agreement may solicit the aid of any or all of the other members hereto in the form of personnel, equipment, or materials in order to render medical aid and other assistance as may be necessary in an emergency. 2. That the response of Automatic Aid and Seward Dispatch will give concise directions as to location of the emergency and make full and complete disclosure as to then known circumstances and nature of the emergency. Upon dispatch notification, City of Seward Fire Department will respond with equipment, personnel, or materials as may be necessary during the course of the emergency. 3. A request for fire department equipment, materials, and personnel may be denied in part or in total if the senior officer on duty for Seward Fire Department, determines, in their absolute discretion, that it is in the best interests of the area normally served by the requested agency to deny such request. Should it be determined by the senior officer of Seward Volunteer Ambulance Corp. that the requested level of aid cannot be rendered, SVAC senior officer will immediately notify SFD that the requested level of aid cannot be supplied and at what level, if any, can aid be supplied. 4. Upon arrival of Seward Fire Department at the scene of the medical emergency, all personnel, materials, and equipment shall remain under the command of SFD officer in charge (OTC). SFD Officer in Command shall report to and operate under the direction of Seward Volunteer Ambulance Corp officer in charge. 5. That, should it become necessary to withdraw a portion or all of such personnel, materials, or equipment in order to meet an emergency situation in the area served by SFD, it shall be at the sole discretion of the senior officer for SFD. Withdrawal may also be made at the sole discretion of the highest certified officer of SVAC at the scene if they determine, in their sole discretion, that SFD's personnel and equipment are being subjected to unnecessary or unreasonable danger. Any such withdrawals shall be coordinated between SVC and SFD office in command. Page 1 239 6. That each participant therein shall bear their own liability while traveling to the scene, at the scene, and returning to their own quarters. No equipment shall be loaned for use by personnel who have not been trained in its use. Any equipment loaned to either agency, which is in its care, custody, and control, shall be returned in the same condition as when it was loaned. The cost of replacing any equipment lost or damaged by either agency will be borne by each agency so long as the loss or damage occurred while it was under the control of the agency it belongs to. Consumable materials used by each agency, shall be replaced by their own department purchases. 7. The provision of automatic aid under this Agreement will follow guidelines as set forth in the Operations Plan, attached hereto and incorporated by this reference, as it may be amended from time to time. A review board, consisting of the two highest ranking officers available from each agency, shall meet annually prior to the anniversary of this Agreement to review that year's automatic aid activity and the Operations Plan. Minutes of this meeting shall be kept for review. if deficiencies in the Operations Plan are discovered, both agencies must agree to correct those deficiencies before the anniversary of the subsequent agreement. S. This agreement also applies to automatic aid from Seward Volunteer Ambulance Corp to all fire calls within City Limits that Seward Fire Department are toned out. Dispatch will simultaneously tone out SVAC for any and all fires. SVAC will provide maximum support during these incidents to include the monitoring of firef ghter's health and wellness. 9. This Agreement shall continue from year to year, or until such time as either party hereto serves thirty (30) days' written notice of the intent to withdraw from or change the said Agreement. All notices regarding withdrawal or amendment of the Operations Plan shall be mailed via certified mail to the other agency at the above addresses. 10. This Agreement may not be assigned. Regardless of the date each party signs, the effective date for purposes of this Agreement shall be the date stated in the introductory paragraph on page one. Page 2 240 Dated: ATTEST: Brenda Ballou, City Clerk The City of Seward Signed: Date: City Manager Signed: Date: % Fire Chief Seward Volunteer Ambulance Corp. Signed: `nT Date: P- q 2,z President Page 3 241 Operations Plan City of Seward Fire Department And Seward Volunteer Ambulance Corp This Operations Plan is authorized by the City of Seward through the Seward Fire Department and the Seward Volunteer Ambulance Corp in the Automatic Aid Agreement dated August 23rd, 2021. The purpose of this Operations Plan is to outline the procedures for conducting Automatic Aid response between the Seward Fire Department (SFD) and Seward Volunteer Ambulance Corp. (SVAC) This Operations Plan will be a guide for the normal operations of each agency when requesting medical, fire and rescue assistance. This Operations Plan may be revised, amended, or altered only in conformance with the procedures set out in the Automatic Aid Agreement. 1. RESPONSE AREAS a. Seward Volunteer Ambulance Corp. will be dispatched automatically to any medical related calls that are received through Seward Dispatch Center within the city limits of Seward. b. City of Seward Fire Department personnel will provide medical/rescue services automatically when toned out to the Seward Volunteer Ambulance Corp. when they have been dispatched and located within the boundaries of the City of Seward. c. Seward Fire Department personnel may provide medical/rescue services as requested by the Seward Volunteer Ambulance Corp at the location of any emergency to which Seward Volunteer Ambulance Corp has been dispatched and located within the boundaries known as the East Zone of the Kenai Peninsula. d. Seward Volunteer Ambulance Corp personnel will provide medical service automatically when toned out within the City of Seward for all fire calls. SVAC will be toned out by dispatch automatically when SFD is toned out for all fires within the city limits. 2. COMMAND The incident commander in whose jurisdiction the emergency exists and who places a request for aid, shall in all instances be in command of the emergency response as to the aspects of strategy, medical responses as needed, yielding to the person with higher certification, and overall direction of the operation. Upon arrival of City of Seward Fire Department at the scene of the emergency, all personnel, materials, and equipment shall remain in command of the requested agency's Officer in Charge. The requested agency Officer in Charge shall report to the requesting Page 1 242 agency Officer in Charge for assignment following standard Incident Command Procedures. 3. EMERGENCY RESPONSE Each agency shall supply qualified Driver -Operators for requested vehicles or equipment. City of Seward Fire Department will respond automatically to all fire and EMS emergencies inside the City Limits. Seward Volunteer Ambulance Corp will respond automatically to all fires and medical calls inside City Limits. City of Seward Fire Department shall respond to any emergency in the other jurisdiction with an official request for mutual aid from that agency's Officer in Charge. This excludes a declared East Zone or Borough wide emergency or agreement in place for EPHESA 4. COMMUNICATIONS AND CORRESPONDENCE Radio communications during emergency responses shall be the requesting agency's frequency or an agreed established mutual aid frequency. Each agency agrees to allow the use of their radio frequencies during emergency operations. Correspondence regarding day-to-day business or problem resolution will be routed through the Chief, Deputy Chief or Lead Person of the respective agency. If the matter cannot be resolved on that level, the matter shall be forwarded to the Seward Volunteer Ambulance Corp Board of Directors and the Seward City Manager. 5. TRAINING Each agency may participate in either agency's scheduled training with prior notice. Joint training exercises shall be conducted at least once a year within each jurisdiction to upgrade operational procedures in medical response and communications, etc. This will help ensure that both agencies work as a single coordinated force during emergency operations. 6. MEDICAL/ RESCUE INCIDENT REPORTING Each agency shall be responsible for the reporting of any incident in accordance with its own established procedures and shall provide copies of report incident numbers involving aid to the other agency upon request. 7. MEDICAL EQUIPMENT AND SUPPLIES Page 2 243 The requesting agency shall identify medical supplies to be used by the requested agency during a response. If there are special pieces of equipment that is required to use the requesting agency shall supply such equipment and training for use. 8. CLEANUP RESPONSIBILITY Cleaning of equipment and apparatus following Automatic Aid response shall be the responsibility of the agency providing the equipment and apparatus. 9. COST REIMBURSEMENT Any special equipment or supplies that might be used during and Automatic Aid incident, an itemized statement of costs can be provided by the requested agency to facilitate this replacement. 10. EMERGENCY MEDICAL SERVICES Emergency medical response service shall be requested by each agency in accordance with their normal operating guidelines for their area. ATTACHMENTS TO OPERATIONS PLAN The following shall be attached to this plan and updated annually: A. PERSONNEL ROSTER B. VEHICLE TYPE AND CAPACITY C. RESCUE EQUIPMENT LIST D. CHAIN OF COMMAND E. RESPONSE AREA Page 3 244 This Page Left Blank Intentionally Page 4 245 KENAI % 1s CAKE d f Sewd SE,1,fpR� P`�gK� C` �P{ Anchorag Hope z. _ LA►_ro r J 4 Girdwood se Pass 9 Portage RAIL ROq SVAC � BOUNDARY 0 Whittier s V,4C.__- _OPERA`r ONS PLAN SVAC Oil ANDERSON/TIFFANY 251-423-2191 TIFFANY9IEVANS@GMAIL.COM PO BOX 563 BACKLUND/KOAL E15 EMT 2 205-1121 BAZERKINC@YAHOO.COM PO BOX 2944 CRIPPS/JEAN 57C 224-3734 DONCRIPPS@GCI.NET PO BOX 1501 KURTZ/WOLFGANG F6 EMT 422-7393 WKURTZSTER@GMAIL.COM 12358 ROUNDTABLE LONDON/ISAAC D66 EMT 3 362-1522 AFROGG@GMAIL.COM PO BOX 2681 LYNCH/LINDA 52B EMT 3 362-1899 LINDAINSEWARD@YAHOO.COM PO BOX 1101 MOORE/MICHAEL C2 EMT 3 362-1232 M_MOORE@CITYOFSEWARD.NET PO BOX 253 PLETZ/JENNIFER D64 EMT 1 262-745-1915 JAPLETZ83@YAHOO.COM PO BOX 1868 RIX/KATRINA D63 ETT 491-0216 KATR.RIX@GMAIL.COM PO BOX 2991 ROSSMAN/CHLOE D65 ETT 503-860-1756 CHLOE.ROSSMAN@GMAIL.COM PO BOX 194 SAWYER/EMILY 62C EMT 2 491-0839 EMILY.ELIZABETH.LYONS GMAIL.COM PO BOX 1241 SCHMIDT/SUE 56C EMT 3 224-7408 5OURDOUGHSMITTY04@MAC.COM PO BOX 315 SMITH/DAVID D67 ETT 918-629-1885 DAVIDNAZPASTOR@MSM.COM PO BOX 896 SWARTZ/MICHELLE 57B EMT 3 491-1325 CHELLEAK@GMAIL.COM PO BOX 3096 TATUM/ALBI 301-5751 ALBILYNN@YAHOO.COM PO BOX 656 TURNER/MIKE FM31 EMT 3 362-1215 FMC31 HOTMAIL.COM PO BOX 617 WOLF/JEFF C3 EMT 3 362-4341 JEWOLF123@GMAIL.COM PO BOX 3595 WOLF/SHANNON 62D IEMT3 362-3440 1 SHANNON.JC.WOLF@GMAIL.COM PO BOX 3595 UPDATED r' l 2-2, oz,VA CITY OF SEWARD FIRE DEPARTMENT Fire Department Membership Roster June 2021 PERSONNEL ROSTER SVFD call sign NAME TITLE/ POSITION STATUS D80 Crites, Clinton Fire Chief PAID D81 Kate McCoy Deputy Fire Chief PAID D95 Balstad/ Tyler Firefighter VOLUNTEER D89A Boynton -Smith, Forrest Firefighter VOLUNTEER D91 B Carrington, Sean Auxiliary VOLUNTEER D93 Chapman, Jilian Auxiliary, Adminstrative Captain VOLUNTEER D93A Chapman, Austin Lieutenant VOLUNTEER D89 Cempe-Cohen, Victoria Firefighter VOLUNTEER Cohen, Kalsi Firefighter VOLUNTEER D87A Concepcion, Mario Firefighter VOLUNTEER D95B Corrigan, Alicia Auxiliary VOLUNTEER D81A Crites, Julie Firefighter VOLUNTEER D96A Edlin, Rebecca Firefighter VOLUNTEER D88 Gage, Jonathan Captain VOLUNTEER Hinton, Evan Auxiliary VOLUNTEER Jones, Mikel Firefighter VOLUNTEER Kaupa, Joseph Firefighter VOLUNTEER D85 Moon, Terry Engineer/Firefighter VOLUNTEER D91 Musick, Lisa Firefighter/ EMT VOLUNTEER D96 Paes, JD Firefighter VOLUNTEER D81A Pike, Jesse Firefighter VOLUNTEER D63 Rix, Katrina Firefigher/ EMT VOLUNTEER D90 Rolon, Rhiannon Firefighter/ EMT VOLUNTEER D82 Squires, David Engineer / Firefighter VOLUNTEER Tatum, Brandon Firefighter VOLUNTEER Tatum, Ethan Firefighter VOLUNTEER D94B Woodard, Andra Auxiliary VOLUNTEER D-07 Woodard, Morgan Firefighter VOLUNTEER updated 06/05/2021 248 City of Seward, Alaska City Council Meeting Minutes August 9, 2021 Volume 41, Page CALL TO ORDER The August 9, 2021 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor Christy Terry. OPENING CEREMONY Police Sergeant Patrick Messmer led the Pledge of Allegiance to the flag. ROLL CALL There were present: Christy Terry presiding and Tony Baclaan Sharyl Seese Liz DeMoss comprising a quorum of the Council; and Janette Bower, City Manager Brenda Ballou, City Clerk Brooks Chandler, City Attorney Excused — None Absent — None Sue McClure John Osenga Ristine Casagranda CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Tim McDonald was born and raised in Seward, and he had seen a lot of changes over the years; he considered Resurrection Bay to be part of the city. He said there had been a lot of mistakes made over the years, like in 1970 when the Fish & Game Department poisoned the salmon runs. McDonald said fish runs and water quality were both very important to Seward; he had been doing research about the potential impact the sewage lagoon could be having on the bay, and was particularly concerned about fertilizer and other chemicals in the effluent. Patrick Messmer was the president of the Seward Public Employees Association (SPEA), and encouraged council to approve the resolution for the new contract tonight. Messmer said working with the city manager and assistant city manager had been a positive experience this time. The new contract requested a small increase to recognize longevity in order to stay competitive with other businesses. He would appreciate council's support. Kurt Froening was a representative from Alaska Waste. He encouraged council to vote in favor of the resolution for a new franchise agreement. Alaska Waste was the safest company in the industry and had the newest technology. The trucks were regularly inspected and maintained, and the 249 City of Seward, Alaska City Council Meeting Minutes August 9, 2021 Volume 41, Page drivers were required to pass stringent drug tests, background checks, and extensive training. Froening said Alaska Waste provided excellent customer service, and would be offering commercial cardboard recycling. Michelle Oliver thanked everyone involved in the union negotiation; the new contract would make headway towards bringing employees up where they belonged. She believed this was a step in the right direction. Suzi Towsley thanked council for their hard work. The Domestic Violence Sexual Assault (DVSA) program was now housed under Seward Prevention Coalition. The office numberwas (907) 422-7668 and was staffed from 8:00 a.m. — 5:00 p.m., Monday -Friday, and the office was located in the SeaView Plaza. The Crisis Line was (907) 362-1843 and was manned 24 hours a day. DVSA had a robust program for the community. As a former member of council, Towsley thought it was wonderful that the union contract was on tonight's agenda, and she commented that the tenor and tone of city hall seemed healthy and had shifted towards valuing employees. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Baclaan/McClure) Approval of Agenda and Consent Agenda Seese added Resolution 2021-086 to the consent agenda. Terry added Resolution 2021-085 to the consent agenda. Terry removed the approval of the July 26, 2021 meeting minutes from the consent agenda. Motion Passed Unanimous The clerk read the following approved consent agenda items: Resolution 2021-083, Authorizing The City Manager To Enter Into An Agreement With Harmon Construction In An Amount Not -To -Exceed $282,500 For Sidewalk Repair Project — E For Fifth Avenue Sidewalk Repairs, And Appropriating Funds. Resolution 2021-085, Authorizing The City Manager To Enter Into A New Wholesale Power Supply Contract With Chugach Electric Association (CEA) For An Initial Term Of Three Years With Two Three -Year Renewals. Resolution 2021-086, Approving The Agreement Covering Terms And Conditions Of Employment Between The City Of Seward, Alaska And The Seward Public Employees Association (SPEA) Effective January 1, 2022 And Ending December 31, 2022. Non -objection to the transfer of the liquor license and approval of the Restaurant Designation Permit for Thorn's Showcase Lounge, Beverage Dispensary, License #1130. P&7, City of Seward, Alaska City Council Meeting Minutes August 9, 2021 Volume 41, Page SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards — None Borough Assembly Report. Kenn Carpenter was not present. City Manager Report. City Manager Janette Bower thanked her staff for their work on the parade for Lydia Jacoby, and was sorry to have missed it. She also appreciated the assistant city manager's work on the SPEA contract. Public Works Director Doug Schoessler said the city discharged effluent from the Lowell Point Sewage Lagoon into Resurrection Bay, in compliance with the Department of Environmental Conservation (DEC) permit, approximately 300 feet out into the bay and approximately 300 feet down below the water surface. Regarding the possibility of prescription or illicit drugs in the effluent, Schoessler said he didn't know how to test for that. In response to Seese, Schoessler said port -a -potties were allowed to be dumped into the city's sewer, and he confirmed that there were fees required for dumping port -a -potties. In response to Terry, Schoessler said R&M Engineers would be providing a report on the sewage lagoon capacity, treatment recommendations, and discharge monitoring of the Lowell Point Sewage Lagoon in October. McClure complimented the city manager on how well the tsunami warning had been handled. McClure would be pleased if the city would get the radio call numbers on the audio tsunami warning. City Attorney Report. City Attorney Brooks Chandler said he had helped settle a dispute with AVTEC on an electric billing issue, and was now working on water/sewer billing issue for AVTEC. He had assisted with some revisions for the Developer Reimbursement Incentive program. Chandler had worked on getting an inspection completed for a local business, and dealt with an expired Conditional Use Permit (CUP). Chandler said he had fallen behind on the recodification project, but would endeavor to catch up. He had finalized the agreement for the city's contribution from the Norwegian Cruise Lines (NCL) gift to the HYPER childcare group. Reviewed Chugachmiut real estate contract; should be completed within sixty days. The community would be transferring the fcc license from the city to a private group. Working on lease arrangements between university of Alaska and Alutiiq shellfish hatchery; reconfigure area being leased physical property. His firm has now been serving the city for one year; he has enjoyed working with council and administration. He was looking forward to the next year. Casagranda wondered if there a contingency in the contract for the land sale to Chugachmiut to require the property to be developed within a certain timeframe and for an intended purpose. Chandler said the intended purpose or use of the property had been contemplated in the contract, and a timeline for execution was not, but could be. Casagranda asked if the appraisal on the Chugachmiut land for sale was public information and available. Chandler said the appraisal would be a public document, but he hadn't received it yet; the timing of releasing the appraisal would have to be considered. Casagranda asked if the city paid for the appraisal, and Chandler said one appraisal had ►4� City of Seward, Alaska City Council Meeting Minutes August 9, 2021 Volume 41, Page been commissioned by and paid for by the city, and a second had been commissioned by and paid for by the buyer. Baclaan asked Chandler if he would continue to serve as the city's primary attorney now that the first year had passed. In response, Chandler said he would continue handling 80% of the city's business, but was also grooming Sam Severin to take on more of the city's business. Other Reports and Announcements Alaska Municipal League (AML) Summer Conference Report by Council Member DeMoss. DeMoss said she had fun and it was a good opportunity; it was a new experience for her and she learned a lot. She had sat in on a Department of Transportation (DOT) session with the Conference of Mayors where they discussed creating regional transportation groups. DeMoss heard about the portion of the $3.5 billion Infrastructure Bill that would be going to the state for improvements on roads, bridges, broadband, and construction, among other key areas. Retirement, recruitment and retention of employees was a discussion, as well as PERS; discussions related to recruiting police officers was also an issue discussed. She heard a lot of positive remarks about city council and Seward in general; she was proud to represent Seward. Bower said it was a pleasure to attend with DeMoss. Bower added that she had been frustrated by the PERS discussions, which revolved around adding a Tier 5 for police and fire; she liked the idea, but thought creating this as they proposed would result in another unfunded mandate. Sowell had been involved in many discussions about childcare issues and economic recovery issues with people from other coastal cities, and had discovered there were lots of similarities. Presentations — None PUBLIC HEARINGS Ordinances for Public Hearing and Enactment Ordinance 2021-006, Amending Portions Of Seward City Code 15.10.140 Definitions; 15.10.226 Land Uses Allowed, To Change, Update, And Accommodate The Wishes Of The Public To Promote Life Safety And Maintain A City Code That Reflects The Community's Needs. Motion (Baclaan/McClure) Enact Ordinance 2021-006 Bower was looking forward to the work session that was scheduled on August 17, 2021 to review this ordinance. She would appreciate receiving any questions that council had. Notice ofthe public hearing being posted and published as required by law was noted and the public hearing was opened. No one appeared and the public hearing was closed. owl City of Seward, Alaska City Council Meeting Minutes August 9, 2021 Volume 41, Page Terry noted that there were a number of definitions being changed, and wanted to ensure that all the definitions were compatible in code, and also wondered what the impact of this ordinance on the recodification process would be. Casagranda wondered if it would be possible for the city manager to bring definitions of residential groups R, R1, R2, and R3 to the work session; she was concerned because those were being removed from the life safety code. Terry noted that Building and Fire Code from other sources were being referenced and embedded in this ordinance; this would potentially create extra work in order to maintain the city code. Motion to Postpone (Terry/McClure) Postpone Ordinance 2021-006 to August 23, 2021. Terry said the work session that was scheduled on August 17, 2021 to review and discuss this ordinance would be a good opportunity to answer some questions. Motion to Postpone Passed Unanimous UNFINISHED BUSINESS Items Postponed from Previous Agenda Resolution 2021-079, Authorizing The City Manager To Enter Into A Contract With OpenGov, Inc. For An Online Business License Portal In The Amount Of $17,000, And Appropriating Funds. This resolution was postponed from July 23, 2021. Terry stated this resolution had been postponed due to concerns about the city being able to terminate the contract, if the need arose. City Clerk Brenda Ballou said the vendor had worked with the city to provide an additional agreement that provided a termination clause; this had been reviewed by the city attorney. Casagranda said ultimately what she would hope to see would be a single portal for customers to use that would allow multiple departments to access and process the workflow; she would like to see this include bed tax, fire inspections, business licensing, etc. and allow customers to upload documentation that may be required. Ballou said this vendor had the ability to provide all of those features, but the price tag for a system like that would be considerable. Instead, this contract focused on just a business license portal to get the process started; the system could be scaled to grow in the future. Motion Passed Yes: McClure, Osenga, Seese, Baclaan, DeMoss, Terry No: Casagranda 253 City of Seward, Alaska City Council Meeting Minutes August 9, 2021 Volume 41, Page NEW BUSINESS Resolutions Resolution 2021-084, Approving A Franchise For The Collection And Disposal Of Garbage And Refuse With Alaska Waste -Kenai Peninsula, LLC, Subject To Approval By The Voters Of Seward At The October 5, 2021 Regular City Election. Motion (Baclaan/McClure) Approve Resolution 2021-084 Bower stated the city code required that citizens were provided with trash service. The city opted to contract by a franchise agreement, and the current franchise agreement would expire December 31, 2022. Bower was bringing this forward now to be presented to the voters at the election in October. When reviewing the franchise agreement, Bower said she first examined why the city should have a franchise agreement at all. She discovered it was not a charter requirement, but was written into city code. Next, she wondered what could happen if the city didn't have a franchise agreement. Her concern was that without an agreement in place, there would be nothing to bind a trash company to stay in Seward and provide services. After performing research and considering the options, Bower determined that having a franchise agreement in place made the most sense. Bower pointed out that curbside recycling services were not included in the franchise agreement. Recycling services were not mandated in city code, but there were private local businesses that offered recycling services in Seward for citizens to use if they wished. Baclaan confirmed that recycling services were available, and stated this new franchise agreement would not interfere with local recycling service providers. Bower concurred. Council suspended the rules to speak with Alaska Waste Representative Kurt Froening. In response to Seese, Kurt Froening said recycling was currently available, and would continue with the new agreement. Recycling could be dropped off at the transfer site, and in the future there would be additional recycling options available to provide greater convenience for citizens. Council went back on the rules. Casagranda asked for an explanation of the 140% CPI increase. Bower said there was language in the current contract which allowed for this automatic increase. Seese wondered who did the scoring on the proposals. Sowell said himself, Harbormaster Norm Regis, and a person from finance. 254 City of Seward, Alaska City Council Meeting Minutes August 9, 2021 Volume 41, Page Casagranda stated that throughout the city, it was common for the CPI to be used, but unusual to see "140% of the CPI." She wondered why this was the equation being used just for this specific application. Motion to Amend (Casagranda/DeMoss) Amend Resolution 2021-084 by striking the words,"... 140% of...". Terry wondered if making this amendment would nullify the proposal that was released by the city. In response, Chandler said, technically, it would mean the city was rejecting the proposal. Motion to amend withdrawn with no objection from council. Terry thought it would be great to have voter education on this topic. In response to Baclaan, Chandler said a neutral, explanatory statement was possible, and in compliance with the Alaska Public Offices Commission (APOC). However, if council wished to influence the outcome of the election on this topic, Chandler said funds would have to be appropriated and a filing made with APOC. Chandler said there was an inherent distinction between the role of the city and of the citizens: the voters approved the franchise agreement, and council approved the tariff. Motion Passed Other New Business Items Unanimous Approval of the July 26, 2021 City Council Regular Meeting Minutes. Motion (Baclaan/McClure) Motion to Amend (Terry/Baclaan) Motion to Amend Passed Main Motion Passed Approve the July 26, 2021 City Council Regular Meeting Minutes. Amend the July 26, 2021 City Council Regular Meeting minutes under the Introduction of Ordinance 2021-006 by striking the word "Enact" and replacing it with the word "Introduce". Unanimous Unanimous INFORMATIONAL ITEMS AND REPORTS — None CITIZEN COMMENTS Tim McDonald assumed there were a lot of chemicals in the sewage water, including personal care products, dumps from RVs, etc. He thought the city needed a closed -loop sewer system, similar to the heat loop system, to capture the heat that would be produced. There were huge ►437 City of Seward, Alaska City Council Meeting Minutes August 9, 2021 Volume 41, Page amounts of energy generated in the sewage system, and instead of dumping it into the bay and polluting the waters, he thought it should be captured and used. Kurt Froening said 140% of CPI was designed to maintain the costs of doing business in Seward. Patrick Messmer thanked council. Tim McDonald said there was a big double standard for government versus private business; government spent so much more. He was frustrated by the cost of contracts for government. COUNCIL AND ADMINISTRATION COMMENTS & RESPONSE TO CITIZEN COMMENTS DeMoss congratulated Stephan Nilsson on his retirement from the city. Casagranda thanked the citizens for speaking up, and she appreciated the report on the AML Conference. She wished to improve the process for short term lodging businesses, but also didn't want to exclude other businesses. Seese was happy for Nilsson and wished him well. She thanked DeMoss for her report, and Chandler for his work. She also appreciated the CPI explanation. Osenga wished Nilsson the best. Be safe. McClure was happy the sidewalks would be worked on. There was a pop-up children's museum in the Temple Studios building; it was amazing, and the hands-on activities were terrific. The museum was open Thursday through Saturday through August. She wanted the borough assembly representative to come to council and report; she was disappointed he hadn't been coming. Baclaan thanked Tim McDonald for his comments. Innovation and technology were something that should always be considered; the new administration had been taking that approach, but he appreciated when citizens came forward and brought things to council's attention. He thanked everyone for helping with the parade and meeting event for Lydia Jacoby — this was one thing that the entire community was 100% j oyous about. Vaccines were available at the clinic. Baclaan thanked administration on handling the tsunami warning and evacuation well, and said the shelter at the high school gym was effective. He thanked everyone for their reports on the AML Conference. He thanked Casagranda for her input during the work session, and her concerns about fees. He congratulated the employees on the new union contract. And he thanked businesses and citizens for a successful Pride weekend. Terry thanked the Tsunami Swim Club for leading the charge on the Lydia Jacoby parade and event. She thanked Governor Mike Dunleavy, State Senator Peter Micciche, State Representative Ben Carpenter, and KPB Assembly Representative Kenn Carpenter for attending the parade and speaking to the crowds. Terry thanked the city attorney for his first year working with the ►4.71 City of Seward, Alaska City Council Meeting Minutes August 9, 2021 Volume 41, Page city; it was nice to work with professionals. Terry supported the vaccine, and encouraged everyone to get vaccinated. ADJOURNMENT The meeting was adjourned at 8:46 p.m. Brenda J. Ballou, MMC Christy Terry City Clerk Mayor (City Seal) &IYA September 2021 September 2021 SuMo TuWe Th Fr Sa 1 2 3 4 5 6 7 8 9 10 11 12131415161718 19 20 21 22 23 24 25 26 27 28 29 30 October 2021 SuMo TuWe Th Fr Sa 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17181920212223 24 25 26 27 28 29 30 31 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Aug 29 30 31 Sep 1 2 3 4 12:00pm PACAB Mtg 5 6 7 8 9 10 11 HOLIDAY 7:00pm P&Z 6:15pm HPC Mtg (Regular Work Session Meeting) (Council Chambers) 7:00pm HPC Regular Meeting (Council 12 13 14 15 16 17 18 5:30pm 12:00pm PACAB TENTATIVE Work Session Budget (Cham bers) Kick -Off Work Session 7:00pm CC Mtg (Council Chambers) 19 20 21 22 23 24 25 6:00pm P&Z Work Session (Council Chambers) 26 27 28 29 30 Oct 1 2 7:00pm CC Mtg (Cham bers) Council Calendar 1 8/18/2021 11:04 AM 258 October 2021 oTu October2021 November2021 SuMo TuWe Th Fr Sa SuMo TuWe Th Fr Sa 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17181920212223 24 25 26 27 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 13 14151617181920 21 22 23 24 25 26 27 28 29 30 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Sep 26 27 28 29 30 Oct 1 2 3 4 5 6 7 8 9 ELECTION DAY 12:00pm PACAB 1:00pm Canvass 7:00pm P&Z Mtg Board Mtg (Regular 6:00pm 6:00pm Meeting) TENTATIVE TENTATIVE Budget Work Budget Work Session Session 10 11 12 13 14 15 16 7:00pm CC Mtg 6:00pm 6:00pm (Council TENTATIVE TENTATIVE Chambers) Budget Work 6:15pm HPC Session Joint Work 7:00pm HPC Regular 17 18 19 20 21 22 23 HOLIDAY (Alaska 6:00pm P&Z 12:00pm PACAB Day) Work Session Work Session (Council (Chambers) Chambers) 24 25 26 27 28 29 30 7:00pm CC Mtg (Cham bers) 31 Nov 1 2 3 4 5 6 Council Calendar 2 8/18/2021 11:04 AM 259 November 2021 November 2021 December 2021 SuMo TuWe Th Fr Sa SuMo TuWe Th Fr Sa 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Oct 31 Nov 1 2 3 4 5 6 6:00pm P&Z 12:00pm PACAB 6:15pm HPC Joint Work Mtg Work Session Session - HPC (Council (Council Chambers) Chambers 7:00pm HPC 7:00pm P&Z Regular Mtg (Regular Meeting Meeting) (Council 7 8 9 10 11 12 13 7:00pm CC Mtg NEO Training (Online through AML) HOLIDAY (Council Chambers) 14 15 16 17 18 19 20 AML Conference in Anchorage AAMC Conference in Anchorage 6:00pm P&Z 12:00pm PACAB Work Session Work Session (Council (Chambers) C.ham bers) 21 22 23 24 25 26 27 7:00pm CC Mtg HOLIDAY (Cham bers) 28 29 30 Dec 1 2 3 4 Council Calendar 3 8/18/2021 11:04 AM 260