Loading...
HomeMy WebLinkAboutRES2026-037 KPFF Consulting Engineering Amendment 1Sponsored by: Sorensen CITY OF SEWARD, ALASKA RESOLUTION 2026-037 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 01 TO THE PROFESSIONAL SERVICES AGREEMENT WITH KPFF CONSULTING ENGINEERS FOR EMISSIONS INVENTORY SERVICES FOR AN AMOUNT NOT TO EXCEED $284,995 WHICH IS FULLY FUNDED BY THE EPA GRANT AS PART OF THE SHORE POWER PROJECT WHEREAS, the City of Seward was awarded a $45.7 million EPA Clean Ports Program grant to develop shore power infrastructure at the Port of Seward, enabling cruise vessels to connect to the local electrical grid instead of running diesel generators while docked; and WHEREAS, on April 15, 2025, the City entered into a Professional Services Agreement with KPFF Consulting Engineers (KPFF) for project management services for the shore power project; and WHEREAS, pursuant to City Code Section 6.10.020, the contract amendment to include emissions inventory support services qualifies as a justified exemption from competitive procurement, subject to applicable federal, state, and local regulations; and WHEREAS, the EPA grant requires the City to conduct a Port of Seward Vessel Shore Power Implementation Emissions Inventory as specified in the Project Quality Assurance Project Plan (QAPP); and WHEREAS, KPFF has submitted Amendment No. 01, dated March 27, 2026, to expand the scope of services to include emissions inventory support, consisting of five tasks: (1) Project Planning and Data Scoping, (2) Baseline Emissions Inventory Development, (3) Future Shore Power Use and Emissions Savings Modeling, (4) QA/QC Activities, and (5) Emissions Inventory Report Generation and Submission, with work to be completed by Q2 2028; and WHEREAS, the additional fee for Amendment No. 01 is $284,995 on a time -and -materials basis; and WHEREAS, the original contract for $398,039 passed by Resolution 2025-044, included a 5% contingency of $19,902. This was added to the $683,034 revised project budget for the City, bringing the total amount not to exceed $702,936; and WHEREAS, funds for this amendment are available within the existing EPA grant budget. CITY OF SEWARD, ALASKA RESOLUTION 2026-037 Page 2 of 2 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA: Section 1. The City Manager is hereby authorized to execute Amendment No. 01 to the Professional Services Agreement with KPFF Consulting Engineers for emissions inventory support services for the shore power project, in an additional amount not to exceed $284,995, for a revised total contract amount not to exceed $702,936.00 Section 2. Funding in the amount of $284,995 is hereby appropriated from the EPA grant funds allocated specifically for the Port of Seward Vessel Shore Power Fund contracted services expense account 15360-0000-7009. Section 3. This resolution shall take effect immediately upon approval. APPROVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA THIS 13th DAY OF APRIL 2026. &AAA -Me Sue McClure, Mayor AYES: Osenga, Warner, Draper, Barnwell, Crites, Calhoon, McClure NOES: None ABSENT: None ABSTAIN: None ATTEST: Kris Peck City Clerk City Council Agenda Statement Meeting Date: April 13, 2026 To: City Council From: Kat Sorensen, City Manager Subject: Resolution 2026-037: Authorizing the City Manager to Execute Amendment No. 01 to the Professional Services Agreement with KPFF Consulting Engineers for Emissions Inventory Services for an Amount Not to Exceed $284,995 which is Fully Funded by the EPA Grant as Part of the Shore Power Project Background and justification: On April 15, 2025, the City entered into a Professional Services Agreement with KPFF Consulting Engineers for project management services supporting the EPA Clean Ports grant -funded Shore Power project. As a condition of the $45.7 million EPA Clean Ports grant, the City is required to conduct a vessel emissions inventory documenting baseline air emissions from cruise ships hoteling at the Port of Seward, as well as projected emissions reductions resulting from shore power implementation. KPFF has submitted Amendment No. 01, dated March 27, 2026, to expand their scope of services to include management and delivery of this emissions inventory, encompassing project planning, data collection, baseline emissions calculations, future emissions modeling, QA/QC review, and preparation of a final report meeting EPA grant requirements. The amendment is structured as a time -and -materials contract with a not -to -exceed fee of $284,995, bringing the total contract amount to $702,936. The KPFF amendment lists the total contract amount as $683,034. The original contract for $398,039 passed by Resolution 2025-044, included a 5% contingency of $19,901.95. This was added to the project budget for the City, bringing the total amount not to exceed $702,936. liComprehensive and Strategic Plan Consistency Information This legislation is consistent with (citation listed): Comprehensive Plan: Strategic Plan: Other: EPA Grant Requirements Total amount of funds listed in this legislation: $ 284,995 This legislation (✓): Creates revenue in the amount of: $ x Creates expenditure in amount of: Creates a savings in the amount of: Has no fiscal impact Funds are (✓): x Budgeted Line item(s): Grant funded Not budgeted Not applicable $ 284,995 $ Affected Fund (✓): General Boat Harbor Motor Pool X Available Fund Balance SMIC Parking Other Electric Water EPA Grant Fund Wastewater Healthcare Note: amounts are unaudited $ [intentionally left blank] Finance Director Signature: 9"4"to Yes Attorney Signature: Not applicable Comments: Administration Recommendation x Adopt Resolution Other: kpff Consulting Engineers 1601 5^ Avenue, Suite 1300, SEATTLE, WA 98101 P: 206-382-0600 F: 206-382-0500 WWW.KPFF.COM AMENDMENT TO EXISTING AGREEMENT FOR PROFESSIONAL SERVICES DATE OF AMENDMENT: March 27, 2026 DATE OF EXISTING AGREEMENT: April 15, 2025 JOB NUMBER: 2500051 CLIENT: City of Seward PROJECT NAME: Shore Power and Cruise Ship Expansion — Project Management Dock LOCATION: Seward, AK SCOPE OF SERVICES: Emissions inventory support, detailed in the KPFF Amendment No. 01 Proposal, dated March 27, 2026, attached as Attachment "A" SCHEDULE: Work to complete is Q2 2028 FEE: Additional fee for services provided in this amendment of $284,995. Budget for this project not to exceed $683,034. The existing Agreement dated April, 15, 2025 remains unchanged except as specifically modified in this Amendment. Offered By KPFF, Inc. Accepted by City of Seward , (Signature) (Signature) Rob Price, Principal, 3/27/26 Kat Sorensen, City Manager 4/15/26 (Print Name/Title) (Print Name/Title) City of Seward March 27, 2026 Page 1 1601 Fifth Avenue, Suite 1300, Seattle, WA 98101 1206-382-0600 I kpff.com March 27th, 2026 Kat Sorensen I City Manager City of Seward 410 Adams St P.O. Box 167 Seward, AK 99664 Re: Shore Power and Cruise Ship Dock Expansion — Project Management Amendment No. 01 KPFF Project No. 2500051 Dear Kat, kpff KPFF is providing this Scope and Fee supplement proposal for additional Grant Administration Project Management, Emissions Study, as part of the City of Seward Shore Power and Cruise Ship Dock Expansion project. This proposal addresses the project needs for management of an emissions study to support requirements called out in the Project QAPP. Emissions Inventory Support KPFF will support the development of a Port of Seward Vessel Shore Power Implementation Emissions Inventory (emissions inventory) in alignment with EPA Grant requirements. Per the scope in the project QAPP, this emission inventory will be focused exclusively on identifying emissions from vessels hoteling at the Port of Seward, and identified emission types will include: • Greenhouse gases (CO2) • Criteria air pollutants including particulate matter (PM2.5), carbon monoxide (CO), nitrous oxides (NOX), Sulfur dioxide (SO2) All of the emissions inventoried will be from cruise ships docked at either of the berths at the Port of Seward located at the head of Resurrection Bay in the city of Seward, Alaska. Task 1: Project Planning and Data Scoping. KPFF will first host an online project kickoff with City of Seward and Port of Seward Operations staff to ensure alignment with project goals and schedule, review current data availability, and identify key data sources. Based on the kickoff discussion, the KPFF team will develop a Data Collection Plan that identifies key data needs, data sources for each need, along with a data collection methodology. Data needs are expected to include: City of Seward March 27, 2026 Page 2 • Vessel characteristics including vessel name, type, and diesel generator characteristics, such as fuel, power rating, and engine tier • Vessel activity information, including duration of hoteling per vessel call, electric hoteling loads, and number of calls per year per vessel • Fuel type used for each vessel • EPA emissions factors KPFF anticipates that the Data Collection Plan will include outreach to vessel operators and Port of Seward Staff, including requests for information, virtual meetings, and follow-up emails as needed. As part of Data Collection Plan development, KPFF, in collaboration with City and Port Staff, will develop a contact list for vessel operators and other stakeholders who were not yet identified in the QAPP. Deliverables • Project Kickoff Presentation • Data Collection Plan Assumptions • Project kickoff meeting will be virtual and one hour in duration. Task2: Develop Baseline Year Emissions. As part of this subtask, KPFF will first execute the Data Collection Plan developed in Task 1. As part of this effort, KPFF will partner with City of Seward and Port of Seward Operations Staff to organize and format vessel activity data, as needed. In addition, KPFF will conduct phone and virtual outreach with vessel operators and industry trade organizations as needed to collect new primary data regarding vessel characteristics, fuel type, or other data per procedures listed in the Data Collection Plan. A log of data collection activities will be maintained to record what outreach occurred, what data was received, and when it was received. Using EPA emissions factors and in alignment with EPA guidance on Port Inventories, KPFF will then develop an emissions calculation methodology using the collected data, identifying necessary assumptions, quality assurance and quality control checks, and documentation procedures. KPFF will then carry out the methodology and conduct calculations to identify baseline emissions. As needed, KPFF will coordinate with EPA and Port of Seward grant staff to ensure alignment and approval of the identified calculation methodology and to ensure all grant requirements are met. Deliverables • Data Collection Log • Baseline Emissions Inventory Methodology Memo • Baseline Emissions Inventory Calculation Spreadsheet City of Seward March 27, 2026 Page 3 Assumptions • Inventory will use 2024 as the baseline year for emissions calculations. • Any coordination with EPA regarding grant requirements will be via either virtual meetings or email correspondence. KPFF will not conduct any coordination with EPA without consulting the City of Seward Project Manager. Task 3: Model Future Shore Power Use and Emissions Savings. To understand the potential emissions savings of the new shore power installation, KPFF will also develop a model to project potential future shore power use and associated emission reductions. This model will project annual electricity used via shore power in the first full year of shore power operation using a three -step approach. 1. Model future vessel activity at the port along based on recent activity trends, including estimates of which visiting vessels are expected to be compatible with the shore power system after the project is complete. KPFF will develop these estimates based on vessels that are currently shore power capable, as identified in Task 2, and will also estimate any reasonable increases in the shore power capability of visiting vessels based on current market trends and input from vessel operators. 2. Identify likely shore power electricity use and power needs for each port call based on vessel characteristics and activity data identified in Task 2. 3. Calculate shore power related emissions from the utility grid and compare them to baseline emissions to quantify projected emissions savings on an annual basis. KPFF will document the model's assumptions and calculations in a consolidated spreadsheet. Deliverables • Future Shore Power Use Model & Emissions Calculation Spreadsheet Assumptions • Inventory will use 2024 as the baseline year for emissions calculations. Task 4: QA/QC Activities. Andy Bennett at KPFF will be the dedicated KPFF staff member to serve as Project Quality Assurance Manager and will complete QA/QC activities of both the baseline emissions calculations and the future shore power use model. Key activities that the Project Quality Assurance Manager will conduct include: • Cross-checking reported vessel activity with independent sources. • Performing internal consistency checks on calculation outputs. • Assigning QA ranks to all data inputs (Ranks A—E) per EPA guidance. City of Seward March 27, 2026 Page 4 The Project Quality Assurance Manager will document QA rankings and justifications in a memo for easy verification with EPA. Deliverables • Memo Documenting QA Rankings for Data Inputs Assumptions • The Project QA manager will maintain the approved QA Project Plan. Task 5: Report Generation & Submission. KPFF would prepare the final Emissions Inventory Report, focusing on meeting grant requirements and communicating the emissions inventory methodology and findings in a clear, easy to understand, and visually appealing manner. The Emissions Inventory Report will include, at minimum, the following sections: • Introduction & Project Purpose • Methodology • Summary of QA Activities • Baseline Emissions (including applicable data tables and visualizations) • Future Shore Power Use and Emission Reductions (including applicable data tables and visualizations) Deliverables: • Emissions Inventory Report Assumptions: • The City of Seward will complete final submission of report materials to EPA. Project Management KPFF will conduct project management activities as needed to support successful completion of this project. Tasks will include meeting preparation, attendance, and follow-up; budget and schedule tracking; and preparation of monthly invoices. Project management meetings will be held with Port of Seward bi-weekly to discuss project status and key tasks. Deliverables: • Detailed project schedule with tasks, roles, and timeline • Monthly invoices City of Seward March 27, 2026 Page 5 Assumptions: • One -hour, biweekly check -in meetings will be held virtually. • Two staff from KPFF will attend all meetings and will bring in other specialized staff, as needed. • Assumes a 10-month project duration. Fee KPFF proposes a time and materials contract, with the not -to -exceed budgets by task for the amount of $284,995. If after your review of this proposal you have any questions, please contact me at your earliest convenience. We look forward to continuing working with you and City of Seward on this critical project. Sincerely, Robert Price, PMP Principal KPFF Consulting Engineers Attachments: Fee Spreadsheet Sub consultant Scope Proposal Consultant Fee Estimate Summar Project Name Fee Estimate KPFF 1.0000 DSC+OH Mult. Principal ciA Manager Planner II Planner II Planner I Prog Support Admin Graphics SR. Graphics Task Description $ 285 $ 285 $ 175 $ 175 $ 105 $ 155 $ 130 $ 110 $ 190 Fee 0 Project Management 0.1 Meetings 10.0 20.0 20.0 40.0 14,050 0.2 General PM 40.0 20.0 60.0 19,800.00 Subtotal 0.0 10.0 60.0 40.0 40.0 60.0 0.0 0.0 0.0 $ 33,850 1.0 Project Planning and Data Scoping 1.1 Kickoff 1.0 2.0 4.0 4.0 8.0 3,095.00 1.2 Develop Data Collection Plan 20.0 4.0 24.0 24.0 32.0 18,600.00 1.3 - Subtotal 21.0 6.0 28.0 28.0 40.0 0.0 0.0 0.0 0.0 $ 21,695 2.0 Develop Baseline Emissions Inventory 2.1 Outreach & Data Collection 24.0 2.0 24.0 120.0 80.0 41,010.00 2.2 Model Methodology & Template 8.0 2.0 32.0 100.0 25,950.00 2.3 Baseline Year Emissions Calculations 40.0 80.0 140.0 35,700.00 2.4 EPA Coordination 10.0 10.0 10.0 20.0 8,450.00 Subtotal 42.0 4.0 106.0 310.0 240.0 0.0 0.0 0.0 0.0 $ 111,110 3.0 Model Future Emissions 3.1 Future Shore Power Use 40.0 2.0 24.0 40.0 60.0 29,470.00 3.2 Emissions Projections 16.0 40.0 60.0 16,100.00 3.3 EPA Coordination 8.0 8.0 8.0 16.0 6,760.00 Subtotal 48.0 2.0 48.0 88.0 136.0 0.0 0.0 0.0 0.0 $ 52,330 4.0 QA/QC Activities 4.1 QA/QC Inventory 48.0 20.0 15,780.00 4.2 QA/QC Future Emission Model 48.0 20.0 15,780.00 Subtotal 0.0 96.0 0.0 0.0 40.0 0.0 0.0 0.0 0.0 $ 31,560 5.0 Emissions Inventory Report 5.1 Draft 16.0 4.0 32.0 16.0 80.0 22,500.00 5.2 Final 8.0 2.0 16.0 12.0 40.0 11,950.00 Subtotal 24.0 6.0 48.0 28.0 120.0 0.0 0.0 0.0 0.0 $ 34,450 6.0 6.1 - Subtotal 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 0.0 $ - Labor Total 135.0 124.0 290.0 494.0 616.0 60.0 - - - $ 284,995 Other Direct Costs Description Qty Unit Cost Mileage (2025) miles $ 0.725 $ - ODC1 night $ 275 $ - ODC2 each $ 100 $ - ODC3 day $ 100 $ - ODC4 Is $ 200 $ - Expense Subtotal: $ - KPFF TOTAL: $ 284,995.00 1