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HomeMy WebLinkAbout09142015 City Council Packet Seward City Council Agenda Packet . ,. . .._ ..,. - - . ‘ _, _ . _ _- itit• ,,„, . , ,_ ..... ___________ gt 1 J 1 a t PE DE laociti, . 5�8 I (,_ . 6 .. . _. , ........._ . .. ....,.. .-'� -•,, . ..._, • ncan. ea 35 an President Barack Obama's Visit to Seward on September 1,2015 Photo Credit:White House September 14, 2015 City Council Chambers Beginning at 7:00 p.m. 1963 1965 2005 The City of Seward,Alaska bitri CITY COUNCIL MEETING AGENDA All-America City ' '® {Please silence all cellular phones during the meeting} 4 September 14, 2015 7:00 p.m. Council Chambers Jean Bardarson 1. CALL TO ORDER Mayor 2. PLEDGE OF ALLEGIANCE Term Expires 2015 3. ROLL CALL 4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT Marianna Keil THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Vice Mayor [Those who have signed in will be given the first opportunity to Term Expires 2016 speak Time is limited to 3 minutes per speaker and 36 minutes total time for this agenda item.] Ristine Casagranda 5. APPROVAL OF AGENDA AND CONSENT AGENDA Council Member [Approval of Consent Agenda passes all routine items indicated by Term Expires 2016 asterisk (*). Consent Agenda items are not considered separately unless a council member so requests. In the event of such a request, Christy Terry the item is returned to the Regular Agenda] Council Member Term Expires 2015 6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS David Squires A. Proclamations and Awards Council Member Term Expires 2015 1. Certificate of Appreciation for Rebecca Lasell, Superintendent for National Park Services in Seward Pg. 3 Dale Butts Council Member B. Borough Assembly Report Term Expires 2016 C. City Manager's Report pg. 4 D. City Attorney's Report Iris Darling E. Other Reports and Presentations Council Member Term Expires 2015 1. Sister City Student Exchange Presentation by Mary Elena Ramirez, Billy Wolfe, and Elena Hamner James Hunt City Manager 7. PUBLIC HEARINGS Johanna Kinney A. Resolutions Requiring A Public Hearing City Clerk 1. Resolution 2015-081, Amending Previously Adopted Will Earnhart City Council Resolution 2015-046, Striking The Term City Attorney "Non-Income Based" As Used Throughout In Reference To The Senior Housing Facility Pg. 12 City of Seward, Alaska Council Agenda September 14, 2015 Page 1 8. UNFINISHED BUSINESS—None 9. NEW BUSINESS A. Resolutions 1. Resolution 2015-082, Authorizing The City Manager To Amend The Contract With R&M Consultants Inc. For Engineering Support Services During Construction For The Replacement Of A, B, C, S And G-Floats At The Seward Boat Harbor, And Appropriating Funds Not To Exceed $134,653 .Pg. 23 2. Resolution 2015-083, Authorizing The City Manager To Enter Into A Contract With Dryden & Larue, Inc. For Certification Of The Public Rights Of Way, In Conjunction With The Seward Road Improvement Project, In The Amount Of $99,566 And Approving A Contingency Not To Exceed 15% Or $14,935, And Appropriating Funds. Pg. 47 3. Resolution 2015-084, Authorizing The City Manager To Accept The 2014 Assistance To Firefighters Regional Grant Award # EMW-2014-FR-00166 For Live Fire Training Simulator In The Amount Of$284,286, Matching Funds From Other Fire Departments Of $11,214, Authorizing A City Match Of $3,000 And Appropriating Funds In The Amount Of$298,500. , pg. 84 B. Other New Business Items *1. Appoint Mark Kansteiner, Patty Linville, Tom Osborne, Sue Faust, and Kerry Martin to the Election Board for October 6, 2015 City Election. Pg. 75 *2. Appoint Dorothy Osenga, Susie Urbach, Jennifer Carr, Kristi Larson, and Sharyl Seese (Back-Up)to the Canvass Board for the October 6, 2015 City Election Pg. 76 10. INFORMATIONAL ITEMS AND REPORTS (No Action Required) A. Bi-Annual Report from the Seward Planning and Zoning Commission. Pg. 77 B. Letter to President Barack Obama thanking him for visiting Seward Pg. 79 C. Letter of Appreciation for Local Support of Student Exchange Program Pg. 80 11. COUNCIL COMMENTS 12. CITIZEN COMMENTS 13. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS 14. ADJOURNMENT City of Seward, Alaska Council Agenda September 14, 2015 Page 2 CERTIFICATE OF APPRECIATION Presented to REBECCA LASELL On behalf of the City of Seward, I would like to thank you for acting as the liaison between the White House and the National Park Service to help coordinate President Barack Obama's recent visit to Seward. Your tireless efforts were instrumental in convincing President Obama to choose Seward as one of his Alaskan destinations and our community is grateful and honored to have had the privilege of his visit. Thank you for dedication and for your stewardship of the Kenai Fjords National Park. DATED this 14th day of September, 2015. THE CITY OF SEWARD, ALASKA Jean Bardarson, Mayor CITY OF SEWARD Jim Hunt, City Manager P.O. Box 167 Telephone (907)224-4047 Seward, AK 99664 Facsimile (907) 224-40: MANAGER'S REPORT August 18th— September 8th, 2015 The following purchase orders for between $10,000 and $50,000 have been approved by the City Manager since the last council meeting: 8/19 Electric Department $10,000 Financial Engineering Company 8/19 Roads & Streets $25,151 Quality Equipment Sales Purchase of utility box w/crane 8/28 Community Dev $12,000 Cline&Associates Plat Services/Spring Creek Correctional Center 8/28 Finance $12,774 Aberdeen New Accufund Server ADMINISTRATION • Meeting with Governor Walker to discuss Lowell Creek Tunnel and City concerns, escorted Mayor and Governor to Lowell Tunnel and waterfall. • Meeting with Mike Demaray of Crowley to discuss winter moorage options for their tug and barge fleet • Meeting with Patrick Linton and coordination committee to discuss to preview the federal 330 grant budget after it has been approved by the SCHC Board and before being acted upon by the City Council. • Attended KPB Marijuana Task Force • Attended the Arctic Ports Summit in Anchorage • Attended the UAF Conference in Fairbanks. • Worked with City department heads and Staff in assisting the Secret Service over a 10 day period for Presidential visit • Teleconference with Jim Strandberg, Dan Rogers, Jack Anderson, John Foutz, Jeff Estes &Norm Regis call to discuss load forecast for SMIC • Teleconference with Charlie Cobb with DNR to discuss Lowell Canyon • Lunch with Commander Denny and Lt. Commander Haas on Coast Guard Alex Haley cutter • Meeting with ASLC to discuss special contract options • Meeting with multiple department heads HARBOR • Harbor uplands lift station is plugged waiting on parts for the repair; a porta potty has been placed at that location for the public. • The Harbor has started moving boats for the A, B, C, S & G-float project. • The President was here ©the Harbor portion went well thanks to the combined efforts from Major Marine Tours, Kenai Fjords Tours the Army Rec Camp and with constant communication with the Police Chief all the little problems/issues that came up were taken care of in a timely manner. • We had a pre-construction meeting with Hamilton Construction and R&M for the SMIC breakwater project on 8-26-15, proceeding on schedule. • Hamilton's surveyors will be surveying the SMIC basin and disposal area for the dredge material. 4 PUBLIC WORKS Streets/Shop: • The two new 2016 Ford F450's (Unit 120 & 131)that council approved in December 2014 have finally arrived and are at Quality Equipment being fitted with their new Lift Bed and Work Boxes. - Preparing to order Sodium Chloride and Calcium Chloride in preparation for winter. • We would like to welcome James Mitchell to Public Works. He is our new Operator/Mechanic. He is a volunteer with the Seward Fire Department and worked previously for Parks & Rec. Water/Wastewater: • The North Seward Water Storage Tank shell and the pump house building concrete walls have been constructed. Work is progressing quickly and the project is currently on schedule. • The Lowell Point Wastewater Lagoon has begun discharging, crews are finishing the wiring and hope to install the blowers soon. Administration: • DOT came to Seward to talk briefly about the paving project and tour the project site. • Met with Dryden & LaRue as they were the company selected to certify the rights of ways for the Seward Road Improvement project. The certification is scheduled to be completed by November 15, 2015. • The Resolution presented tonight to enter into a contract with Dryden and LaRue is the last step that the City needed to complete for DOT can begin their project design. • Working on entering the budget into Accufund. • We worked with the Secret Service to ensure roadways were secured for the Presidential motorcade from the Harbor to Exit Glacier. With all of the last minute changes and complexities, this was a great team exercise. • Public works would like to thank Parks and Rec & Finance for their assistance with the security for the presidential visit. ELECTRIC Number of outages/trouble calls in August: 1. Number of users affected: All 2. Cause(s) of outage(s): Trees in lines due to wind storm, Pole fire, Bad Neutral, Burned cutout, underground fault 3. Location(s)of outage(s): All, 6th/Madison, Resurrection Dr., Jesse Lee/Bluefield, Dairy Hill, Bear Dr./Dora Way, Old Exit, Lowell Canyon, Camelot 4. Generated for: n/a Number of new Job Orders started since Jan. 1, 2015: 36 Seward Power Plant Integration progress update (monthly): (X) Attached Other items of interest: The windstorm caused a system wide outage. The crew was able to find the fallen tree in time so we did not generate. The crew worked from 9:00 p.m. until 1:00 p.m. the following day, restoring power to different areas on the system. LIBRARY News and Updates 5 • Please join us in welcoming Donna Evans, our new Technician, and Annie Martin, our new Aide, to the Seward Community Library & Museum team! • We have been fortunate to have the best seasonal and temporary staff this summer. Please let Jean Schwafel, Maureen Callahan and Michelle Quin know how much you appreciate the excellent and valuable service they provide to our community members and visitors. They will be greatly missed. • Director Kingsland will be attending the International Conference of Indigenous Archives, Libraries, and Museums in Washington, DC, September 9-12, and will present on a panel in support of broadband access to tribal and rural communities at the Digital Inclusion in Native Communities Summit sponsored by the Institute of Museum and Library Services. • The Resurrection Bay Historical Society held a successful Founder's Day Celebration dedicated to Urbachs and the Alaska Railroad on Friday, August 28th with over 160 people participating. Festivities included Founder's Day cake, refreshments, a slideshow of historic Seward, live music on a historic pump organ, new museum exhibits, and seven raffle prizes that 131 people signed up to win. Many also enjoyed free admission to the Museum, which experienced the biggest day of the summer with 150 visitors. Many thanks to all of the volunteers who helped! • A Let's Talk Alaska dialog about Alaska's Fiscal Gap: Challenges, Opportunities, and Choices will be held on Tuesday September 15, 6:00-8:30 pm in the Community Room. Join your fellow community members in this facilitated deliberative discussion. Download a copy of the discussion guide: https://www.facebook.com/groups/LTAnchorage/ SPRD Summary Our Luke revenue during the Salmon Derby was$43,240 compared to $38,060 from 2014. However, the remainder of August was much slower and our post-Derby revenue was only$28,145 compared to $39,315 from 2014. The Harbor office sold x3 Slip Holder Permits and x2 Vehicle w/Trailer Permits which are included in the total below. Hi.hli•hts: Quite a bit of hot sunny weather, even during parts of the Salmon Derby. Northeast Lot and Uplands were overflowing with trucks and trailers on weekends. The opening Saturday of the Derby on 8/8 set a new single day Luke record of$7,281 narrowly beating out the previous record from July 11th, 2015 by a margin of$21 +/- Parkin• Permits: 2015 2014 comparison $1,350.0 Slip Holder $950.00 0 -$400.00 Harbor Area Emp $250.00 $400.00 -$150.00 Vehicle with Trailer $400.00 $800.00 -$400.00 Visitor $300.00 $100.00 $200.00 $1,900.0 $2,650.0 Total Revenues 0 0 -$750.00 Slip Permits sold x 19, Emp Permits sold x 5 and VT permits sold x4 +/- Daily Revenues 2015 2014 corn•arison NE Lot $17,900 $18,520 -620 North Lot $19,380 _ $21,900 -2520 South Lot $35,120 $36,820 _ -1700 Uplands Main $7,830 $7,600 230 Uplands at Ramp $4,590 $5,290 -700 Totals $84,820 $90,130 ($5,310) +/- Tickets 2015 2014 corn•arison Warnings issued 286 774 -488 Tickets issued 23 92 -69 Tickets paid 8 30 -22 Other Revenue: Launch Fees for Harbor Dept: South Annual Permits x2 = South Ramp: $6,460 $200 North Annual Permits x1 = North Ramp: $11,120 $100 Excess Parking Payment: $222 compared to$244 from 2014. Sports & Rec • Prepping for upcoming leagues: Competitive Volleyball (set to start September 15th), Basketball, and Recreational Volleyball & Racquetball Leagues. We hope to have great seasons this year as we are implementing new rules regarding ranked players into most of the sports. • Support with Presidential visit and helped with motorcade security. Teen and Youth Center • After School Program fun for grades K-5 &homework help Monday—Friday 3:00 to 5:30 • TYC ASP is booming with 20-25 elementary school kids attending daily. Most of whom have Booster Passes. • MS After Hours has 7-15 kids each evening Tuesday- Saturday, activities include ... Crafts, Cooking, tournaments, cookouts, Dances and games. • Junior Council applications are coming in and it looks like we will have a large group of great volunteers. • Youth Council is at a slow start. We are working on recruiting 5th graders to join the council. • DJ Club will be starting this month. • We are working on recruiting and hiring staff for the school year. • TYC Coordinator will be attending an upcoming training through Seward Prevention Coalition. Teen Rec Room • Working with Quteckak for some upcoming fundraising activities, two separate events: Lip Sync Contest & Dance. Full September schedule of fun activities for Teens. Activities include games with refreshments, for example: Charades and Cookies. Tournaments, Rock Wall, Roller Skating, Dodgeball & more! • Attendance numbers are averaging 15 to 29 Middle & High School Students Tue - Sat. I • Prepping for the Open Jam Session with HS Students, Blackwater Railroad and local musicians. Thursday, September 10th from 6:30 to 8 p.m. Park Maintenance & Campgrounds • The season is winding down as we approached Labor Day weekend, with our last surge in campground visitors. Late season campers have been blessed with great weather and good fishing and the forecast looks great for those who want to continue to take advantage of shoulder season. • Four of our staff members have left to return to college for the fall and remaining staff will be on until the Campgrounds close in early October. • The wind storm that hit Seward last week has taken up a lot of our time as we collect fallen branches and limbs as well as identifying and felling hazard trees in our parks and campgrounds. • Our staff assisted Public Works on September 1st for the Presidential visit by barricading and blocking off streets throughout the day and into the evening. • As of September 3rd, our revenue for the 2015 camping season has reached $606,000 and our dump station has collected $21,000 in dumping fees. We are looking forward to refinishing and painting our shower house and restroom facilities as well as continued work on warehouse and storage improvements. Parking • Preparing to conclude the Parking season October 1. • In preparation for the President's visit, the tip of the Uplands by the Mariners Memorial was blocked off with barricades and the Northeast Shoreline was vacated. Several vehicles were still in the shoreline lot due to people being stranded on Fox Island due to the high winds. They were relocated without prejudice by Glacier Towing. The US Secret Service assured us they would pick up the tab for the towing service. Admin • Reviewing R&M's Waterfront Park beach Erosion survey and project. • Met with ADF&G area rep, Ginny Litchfield, to discuss Scheffler Creek and bridge, Two Lakes Park, Benny Benson Lagoon, etc. regarding fish habitat and people control projects. The best option for the habitat is to replace the treated wood planks walking surface with metal or aluminum grates for optimal strength, appearance, visitor experience and fish habitat. • CIP projects' budgets review and updates. • Completed several intense park surveys with various professionals, contractors and guests. • Continue working with tree feller contract re: many hazard trees. We are less than 50% completed. • We continue recruiting quality, school-year, seasonal employees. FINANCE • The finance department is pleased to announce the hiring of two new employees. Sharka Polcarova has joined us as the Utility Cashier, with a degree in Tourism and a strong background in customer service. And Kelly Sefton will be joining us as the new Payroll accounting technician. Kelly has completed her degree in Finance with an emphasis on accounting, and will take over for Marsha Vincent, who will be retiring from the City after more than ten years of service. We would like to thank Marsha for her many years of dedicated service to the finance department and the City of Seward. She will be missed. The finance department continues to advertise for the one remaining open position, Assistant Finance Director. • The City's 2nd Quarter taxable sales figures are in from the Borough, and Seward's 2nd quarter was up 8.1% over the prior year, with taxable sales of$36.5 Million versus $33.8 Million in 2014. Through the end of June, Seward's year-to-date taxable sales are up 5.3%over 2014; the first quarter saw a reduction from the prior year of 2.0%. Last year, second quarter sales were up 3.1% from the prior 8 year, and through June last year, taxable sales were up 1.8% from 2013, as in that year, first quarter sales also fell, by 1.6%. • The finance department and auditors are in the final stage of reviewing the DRAFT 2014 Comprehensive Annual Financial Report and will be requesting to schedule the annual work session with Council either at the end of September or beginning of October Ihrs ..: '. , ,. . +� ,.. a 4111...t. .'%'-'.I 0 ' r, .` ■ . ,- {/ p.•Q/N/C E . --, ' r r N U x Q i »s^.., ..,,.1:74,,,,,..m f:4-to ea L�On Aye 4 ` � •• war0 E1e'°e� t . 1 j. s8, Mkoeu S=o1^� ':. - , V € . Jai• .1 1 * .j°'''jib. Wilk'11111117',:i 1.,!4'40.7,11billibi,' ,''.::71,. '-',1:;:. 1 ti -Er* 1 Memorandum t - �� WO 4 ItA511P Period:I Julytiiough30Judy2015 To: Kirk Warren,AEA Ron Lang,GlycfSenerd KaiAM.cod,GtyciSenad From: John Foutz,Project Manager,City of Seward Date: 8/31/2015 Subject:Seward Power Plant Integration,Progress Report Grant#7910011 Continuation of mechanical support systems and Generator 4 mechanical and electrical connections continued this month. Underground fuel line rehabilitation and bulk fuel tank upgrades were continued this month as well. Preparation started to move Generator 5 into the building. Electrical installation of the switchgear started and continued throughout the month. The projected completion date remains the first week of October. Respectfully, John Foutz,Project Manager City of Seward P.O.Box 167 Seward,AK.99664 Phone:(907)224-4071 Email:jfoutz @cityofseward.net 1 i0 Attachment 2: Progress Report Form Grantee: City of Seward Project Name: Seward Power Plant Integration Grant # 7910011 Period of Report: 1 July 2015 to 30 July 2015 Project Activities Completed: 1. Mechanical installations continue. a. Bulk fuel pumps, controls 2. Electrical and PLC installations continue. 3. Generator 4 engine upgrades continue. Existing or Potential Problems: 1. LCD display meters for Day Tank 4/5 Activities Targeted for Next Reporting Period: 1. Continue mechanical and electrical installations. 2. Continue PLC programming and installations. 3. Moving of Generator 5 into building. 4. Tabulate actual cost of relocating Generator 4. a. Compare actual relocation cost to funds available. Prepared By: \ —� ��_ Date: 31 August 2015 Printed Name: John Foutz 1 l I Sponsored by: Hunt Public Hearing: September 14, 2015 CITY OF SEWARD, ALASKA RESOLUTION 2015-081 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING PREVIOUSLY ADOPTED CITY COUNCIL RESOLUTION 2015-046,STRIKING THE TERM"NON-INCOME BASED" AS USED THROUGHOUT IN REFERENCE TO THE SENIOR HOUSING FACILITY WHEREAS, Resolution 2015-046 authorized an agreement with the Kenai Peninsula Housing Initiative (KPHI) donating land for the sole purpose of developing a non-income based independent senior housing facility; and WHEREAS,KPHI had applied for an Alaska Housing Finance Corporation(AHFC)Senior Citizens Housing Development Fund(SCHDF)grant as the primary source for construction funds; and WHEREAS, the SCHDF program fund has been cut to a total of $900,000 available statewide, with no more than $600,000 to any one applicant or project; and WHEREAS, KPHI's development plan is for an initial six-plex facility with an estimated cost of$1,600,000; and WHEREAS, KPHI proposes to cover the shortfall with a combination of other grant programs, cash, and loan(s); and WHEREAS,one identified program,also through AHFC,requires a portion of the units,two of the six in the proposed plan, would be limited to seniors earning no more than 50%of the Area Median Income, i.e. income-based housing; and WHEREAS,Resolution 2015-046,through findings established in the recitals and leading to the conclusions drawn in the Sections would prohibit income-based housing;KPHI requests the City Council amend the previously approved applicable language so as to allow access to other funding sources. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1.The words"non-income based",as they appear in previously approved Resolution 2015-046, specifically in the Title, first Whereas, and Section 1, are hereby stricken. Section 2. This Resolution shall take effect thirty(30) days after passage and posting. tti CITY OF SEWARD, ALASKA RESOLUTION 2015-081 PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 14th day of September, 2015. THE CITY OF SEWARD, ALASKA Jean Bardarson, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) IS Council Agenda Statement Meeting Date: September 14,2015 From: Jim Hunt, City Manager Cf • Agenda Item: To amend '�•:.`� g portions of previously approved Resolution 2015-046 where the words "non- gtisriP income based" are used in reference to the proposed senior housing facility. BACKGROUND &JUSTIFICATION: 2o0 With the passage of Resolution 214`41'046 the City authorized an agreement with Kenai Peninsula Housing Initiative(KPHI)that upon completion of certain conditions would transfer land to KPHI for the sole purpose of developing a non-income based independent senior housing facility. A premise of the initial marketing study and funding strategy was based on previous experience with Alaska Housing Finance Corporation's (AHFC) Senior Citizen Housing Development Fund. That fund has since been reduced to a total of$900,000 statewide,with no more than$600,000 to any one projector applicant. KPHI's proposed six-plex Phase 1 development is estimated at $1,600,000, leaving a significant shortfall. KPHI proposes to close that by applying for other grants that have funds to distribute,and if successful then providing cash and taking on debt to bring the project to construction.At least one such other grant stipulates a condition of acceptance that a portion of the facility is set aside for seniors earning less than 50%of the Area Median Income, as determined by the Federal Housing Finance Agency. KPHI requests that the Council remove the language in Resolution 2015-046 that restrict the project to non-income based housing in order to open potential new funding sources. Modifying the language in the manner described in the resolution preserves the necessary public interest findings in the resolution for a less than market value disposition of land. INTENT:Amend portions of previously approved Resolution 2015-046 by removing the words"non- income based",as they appear in regard to the proposed facility,specifically in the Title,first whereas, and Section 1. CONSISTENCY CHECKLIST: Yes No N/A 1 Comprehensive Plan (page 22):Support a range of housing choices that X meet the needs of people in various income an age groups. 2 Strategic Plan (page 18)Expand availability of affordable, diverse, X year-round housing 3. Other(list): FISCAL NOTE: No fiscal impact at this time. Approved by Finance Department: y,k ATTORNEY REVIEW: Yes No X Resolufhob 2-015-0 8 Sponsored by: Hunt CITY OF SEWARD,ALASKA RESOLUTION 2015-046 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE KENAI PENINSULA HOUSING INITIATIVE (KPHI), DONATING APPROXIMATELY 1.7 ACRES OF THE SOUTHERN PORTION OF LOT 11A, FORT RAYMOND SUBDIVISION REPLAT NUMBER 1, FOR THE SOLE PURPOSE OF DEVELOPING A NON-INCOME BASED INDEPENDENT SENIOR HOUSING FACILITY UPON CONDITION OF KPHI BEING AWARDED ALL OTHER NECESSARY FUNDING FOR THE PROJECT DEVELOPMENT AND COMPLETION ' WHEREAS, the lack of non-income based senior housing in Seward has been identified as a leading cause of seniors needing to leave the community in order to find adequate living facilities; and WHEREAS, relocating away from family, friends, and medical and social support systems is especially traumatic for our seniors; and II° WHEREAS, a dedicated group of local volunteers has for years explored options for developing an appropriate non-income based senior living facility in Seward, and has most recently partnered with the Kenai Peninsula Housing Initiative (KPHI) to formalize and further their effort on behalf of the community; and WHEREAS, KPHI is a private non-profit corporation who has successfully developed housing projects across the Peninsula serving seniors, special needs, and low income populations; and WHEREAS, KPHI's experience and history suggest that they are the most likely entity to successfully procure grant funding to develop a senior housing facility in Seward; and WHEREAS, key to a successful grant application is a commitment of site control for the location of the proposed facility; and - , WHEREAS, KPHI proposes to develop the facility in two phases; each to be a five or six-plex structure; and • WHEREAS, KPHI desires to accomplish the replatting necessary to delineate the southern portion of Lot 11A, Fort Raymond Subdivision, to acquire this property and to develop II the senior housing facility, all subject to grant award(s) sufficient to fund the project; and WHEREAS, the City desires to support and facilitate where feasible senior housing in 15 CITY OF SEWARD, ALASKA RESOLUTION 2015-046 the community; and WHEREAS, Lot 1 IA, Fort Raymond Subdivision is currently zoned Park (P), the newly created 1.7 acres parcel would require a rezone and Land Use Map amendment; and WHEREAS, the Municipal Lands Inventory and Management Plan (2014 update) supports disposal of Lot 11A Fort Raymond, with a sound development plan; and WHEREAS, the Planning and Zoning Commission held a public hearing on May 5, 2015 and approved P&Z Resolution 2015-11 with findings as attached hereto, recommending Council approve the donation of 1.7 acres of Lot 11A, Fort Raymond Subdivision, Replat 1, for Senior Housing with conditions; and WHEREAS, donating land constitutes a less than fair market value transaction, and requires the Council to find such a transaction to be in the public's interest as a condition of authorizing the transfer; and WHEREAS, prior to the transfer of title to the land, the City shall require KPHI, to complete to the satisfaction of the City, the replatting, rezoning, and proof of financing sufficient to complete the development. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The Seward City Council hereby authorizes the City Manager pursuant SCC 7.05.120 and 7.05.150 to execute, upon completion of necessary replatting, rezoning, and proof of financing for the development, the transfer of title for the property referenced here as the southern portion of Lot 11A, Fort Raymond Subdivision, Replat No. 1; approximately 370 feet from the southern lot line to the north, compromising a total of approximately 1.7 acres, to the Kenai Peninsula Housing Initiative (KPHI) for less than fair market value and for the sole purpose of developing a non-income based senior housing facility. Section 2. The Seward City Council further finds the KPHI agrees to complete at its own expense all zoning, replatting and rezoning actions necessary for the development of the property; and to provide proof of financing sufficient for the project as prior conditions of the transfer of title; and to pay all closing costs and fees for said property as consideration to the City for the properties. Section 3. The Seward City Council further finds the disposal of the parcel, as described in Section 1 above, to be in the best interests of the citizens of the City of Seward and that the public interest shall be served by disposing of the property interest for less than the fair market value, in accordance with the recitals,above which are incorporated herein. No appraisal is CITY OF SEWARD,ALASKA if RESOLUTION 2015-046 necessary pursuant to SCC 7.05.150. Section 4. The Seward City Council further find that if the action items in Section 2 above are not completed by May 26, 2020 the authorization to transfer the land lapses unless further authorized by the City Council. Section 5. The Seward City Council further finds that pending the transfer of title, the lapsing or the re-authorization of this proposed transfer, the land remains available for use by the City. Section 6. This Resolution shall take effect thirty (30) days after passage and posting. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 26th day of May,2015. upTHE CITY OF SEWARD, ALASKA kaAda/21)01A-i J an Bardarson,Mayor AYES: Terry, Butts, Squires, Darling, Bardarson NOES: None ABSENT: Keil, Casagranda ABSTAIN: None ATTEST: AlMI'I J,hanna Ki , , MC 41 Sty Clerk '.0,05.I.revo�e °•.� OF se iii; •.e (City Seal) .,..N...... li." ', 10 s g O SEA I0 Tv si Z r •s .. ti O #°'•,• OF k °°•• 11 •ooro.a...1 Council Agenda Statement of SF�q Meeting Date: May 26,2015 u' ► Through: Jim Hunt, City Manag AS From: Donna Glenz, Planner,Q Agenda Item: Authorizing the City Manager to enter into an Agreement with the Kenai Peninsula Housing Initiative(KPHI) Donating approximately 1.7 Acres of the Southern portion of Lot 11A, Fort Raymond Subdivision for a non- income based Senior Housing Facility BACKGROUND &JUSTIFICATION: A lack of non-income based senior housing in Seward has been identified as a leading cause of seniors leaving the community in order to find adequate facilities. Relocating away from family, friends, and medical and social support systems is especially traumatic for our seniors. A dedicated group of local volunteers has explored options for developing an appropriate non- income based senior living facility in Seward, and has most recently partnered with the Kenai Peninsula Housing Initiative (KPHI) to formalize and further their effort on behalf of the community. KPHI is a private non-profit corporation that has successfully developed housing projects across the Peninsula serving senior, special needs, and low income populations. KPHI's experience and history suggest that they are the most likely entity to successfully procure grant funding to develop a senior housing facility in Seward. Key to a successful grant application is a commitment of site control for the location of the proposed facility. KPHI proposes to develop the facility in two phases; each to be a five or six-plex. They desire to do the replatting necessary to delineate the southern portion of Lot 11A, Fort Raymond, to acquire this property, and to develop the senior housing facility, all subject to grant award(s) sufficient to fund the project. The City desires to support and facilitate where feasible senior housing in the community. On March 23, 2015 the Seward City Council held the first of two public hearings on Resolution 2015-020,regarding a request from KPHI for the donation of 1.8 acres of the northern portion of Pat Williams Park for the development of a senior housing facility. Following the public hearing, the Council amended the original resolution, downsizing the area and amount of land to the northwest area of Pat Williams Park consisting of approximately .7 acre. The Council also requested the Planning and Zoning Commission hold a public hearing on April 7, 2015 to provide additional public comment time and provide a recommendation to Council on Resolution 2015-020, as amended. Following the public hearing on April 7, 2015 the Planning and Zoning Commission voted to fail P&Z Resolution 2015-08, thereby recommending the council fail Resolution 2015-020. The Commission's recommendation was moved forward to Council on April 13, 2015 where the Council failed Resolution 2015-020 and recommended an alternate piece of property owned by the City. The Council directed the Planning and Zoning Commission to hold a public hearing and provide recommendation on the disposal of the southern portion of Lot 11A, Fort Raymond, Replat Number 1, containing approximately 1.7 acres. le On May 5, 2015 the Planning and Zoning Commission held a public hearing, reviewed and discussed the recommendation on the disposal of the southern portion of Lot 11A,Fort Raymond and declared the following findings: A. The use as a non-income based senior housing facility is consistent with the purpose of this chapter(the Seward Zoning Code) and the purposes of the zoning district Finding: This condition can be met: Lot 11A, Fort Raymond is currently zoned Park. The zoning could be amended by City Council Ordinance to allow the senior housing facility (multi-family residential) by Conditional Use Permit(CUP) within the following zoning districts: Multi-Family(R3); Urban Residential (UR); Office Residential (OR); or Auto Commercial (AC). This rezone would be allowed by Seward City Code §15.01.035. Amendments. Once the rezone was enacted by the City Council the use as a non-income based senior housing development would be allowed by CUP. B. The value of adjoining property will not be significantly impaired Finding: This condition can be met. The adjoining properties to the north include the remainder of Lot 11A, used as the Forest Acres Park and further out.a mix of single family homes and undeveloped vacant land. To the west is the large City owned parcel, zoned Institutional,leased to the US Army for a resort and lodging. Areas to the southwest and south include the City owned parcel previously leased to the US Air Force as a resort and campgrounds and a vacant parcel abutting the Seward Highway, both parcels are zoned Institutional. The parcel to the east is vacant and currently used for campgrounds, also zoned Institutional. There is no indication the proposed senior housing facility will negatively impair the value of any adjoining properties. C. The proposed use is in harmony with the City adopted plans 1. Comprehensive Plan, (2020—approved by Council August 8,2005) Finding: This condition can be met. While not all areas of the 2020 Comprehensive Plan support Park land be rezoned and used for development,other areas of the plan support the project and housing needs. 2. Strategic Plan, (approved by Council Resolution 99-043) Finding: This condition can be met. The Strategic Plan supports expanding the availability of affordable, diverse, year round housing and encourages the construction of residential housing at all market levels. 3. Municipal Lands Management Plan (adopted by Council Resolution 2014-095) Finding: This condition has been met. The Municipal Lands Management Plan supports the disposal of Lot 11A, Fort Raymond with a sound development plan. SCC 7.05.120 and 7.05.150 allows the Council to dispose of City land by negotiation, public auction or sealed bid and at less than fair market value with findings the public interest will be served. Disposal of this parcel for the development of non-income based senior housing fulfills the intent of a sound development plan. D. Public Services and facilities are adequate to serve the proposed use. Findings: This condition has been met. Access to the parcel will be from the public right-of-way(ROW) of Dimond Boulevard. All public utilities of water, sewer, and electric are available in the adjacent ROW. If any additional utility needs arise during development they will be the sole responsibility of the developer. E. The proposed use will not be harmful to the public safety,health or welfare. Findings: This condition can be met. The applicant is required to obtain a City of Seward Building Permit and meet all commercial building code and life safety requirements. Upon review of the above findings for the disposal of this parcel for the development of non- income based senior housing, the Commission approved P&Z Resolution 2015-011, recommending the disposal of the southern portion of Lot 11 A,Fort Raymond,with conditions. The parcel zone designation is currently Park, and rezoning for the lot newly created through replat would be required. Donating land constitutes a less than fair market value transaction, and requires the Council to find such a transaction to be in the public's interest as a condition of authorizing the transfer. As a condition of transfer of title to the land, the City will require that replatting, rezoning, and proof of financing sufficient to complete the development are completed to the satisfaction of the City. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (2020, approved by Council August 8,2005) 1) Recreation We value diverse, year-round, indoor and outdoor recreational opportunities and facilities for residents and visitors of all ages and socioeconomic backgrounds. 2) Recreation 3.6 1. 3.6.1 Improve, expand and diversify year-round parks and X recreational opportunities for residents and visitors. • Sustain current zoning for City park lands. (page 25,Bullet 6) 3.6.1.2 • Ensure that Municipal land acquired for or converted to long- term permanent park or recreational uses shall be officially dedicated as park land. (Bullet 3,Page 25) Comprehensive Plan (2020, approved by Council August 8, 2005): 3.2.1 Promote residential and commercial development within the 2. city of Seward in accordance with community values. (page 19) X 3.3.1.1 Support a range of housing choices that meet the needs of people in various income and age groups. (page 22) 2 Strategic Plan (Approved by Council Resolution 99-043): Pursue the community's vision through rigorous implementation of the Comprehensive and Land Use Plans • Ensure that all legislative and administrative decisions are consistent with the goals of the Strategic and Comprehensive Plans (Page 10&Bullet 3) • Expand availability of affordable, diverse, year-round 3. housing. X o Seward has a wide range of housing alternatives to meet the varied needs of Seward's long term and seasonal residents(Page 18,Bullet 3) • Promote Residential and Commercial Development inside the City. (Page 9,Bullet 2) o Encourage construction of residential and seasonal housing at all market levels(Page 9,Bullet 2-1) Municipal Lands Management Plan: (Adopted by Council Resolution 2014-095) 2300 Dimond Blvd (between Sea Lion & Hemlock Avenues) Lot 11A, 4. Fort Raymond Subd Replat, X Description: Park parcel located on the east side of Dimond Blvd. Recommendation: Continue use as a public park. Sell with a sound development plan. (Page 20) Seward City Code SCCC7.05.120"The city council may acquire or dispose of an interest in real property by negotiation,public auction, or sealed bid." SCCC7.05.150, "(a) The city shall not sell any real property interest without first making an appraisal of the fair market value of that 5. interest, unless the city council finds that the public interest will not be X served by an appraisal. (b) If an appraisal is made,the property interest shall not be disposed of for less than the appraised fair market value, unless the city council finds by resolution that public interest will be served by disposing of the property interest for less than the appraised fair market value." INTENT: Authorize the City Manager to enter into an Agreement with the Kenai Peninsula Borough Housing Initiative(KPHI) donating approximately 1.7 Acres of the southern portion of Lot 11A, Fort Raymond Subdivision, Replat Number 1 for the sole purpose of developing an independent senior housing facility. FISCAL NOTE: Lot 11A of Fort Raymond Subdivision has an assessed value of$1,729,500 for the entire 4.77 acre property, as determined by the Kenai Peninsula Borough. The pro-rated value of the 1.7 acres being donated to KPHI is $616,384. The property is not currently on the tax rolls. Approved by Finance Department: ATTORNEY REVIEW: Yes: No: X 21 No attorney review is required for the approval of donating the southern portion, approximately 1.7 acres of Lot 11A,Fort Raymond for the development of a senior housing facility. RECOMMENDATION• Council approve Resolution 2015- 014 Authorizing the City Manager to enter into an agreement with the Kenai Peninsula Housing Facility (KPHI) donating approximately 1.7 acres of the Southern portion of Lot 11A, Fort Raymond Subdivision for the sole purpose of developing an independent senior housing facility upon condition of KPHI being awarded all other necessary funding for the project development and completion. Zz Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2015-082 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA AUTHORIZING THE CITY MANAGER TO AMEND THE CONTRACT WITH R&M CONSULTANTS INC. FOR ENGINEERING SUPPORT SERVICES DURING CONSTRUCTION FOR THE REPLACEMENT OF A,B, C, S AND G-FLOATS AT THE SEWARD BOAT HARBOR, AND APPROPRIATING FUNDS NOT TO EXCEED $134,653 WHEREAS, in December 2014 the City of Seward contracted with R&M Consultants through a competitive procurement process to design the replacement of A,B,C, S and G-Floats for the Seward Boat Harbor project; and, WHEREAS, the competitive procurement process has resulted in a contract award for construction of the A, B, C, S and G-Float replacement project, and a Notice To Proceed has been issued to the successful proposer; and, WHEREAS, the City has requested and R&M Consultants has provided a cost and task proposal to conduct the A, B, C, S and G-Float replacement project Engineering Support Services; and, WHEREAS, this contract amendment will provide the City with Engineering Support Services, and instructing Harbor crew on testing of vessels with the new required electric GFCI pedestals, 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, and the public; and WHEREAS, R&M Consultants' 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, 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. Z� CITY OF SEWARD,ALASKA RESOLUTION 2015-082 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 Amendment No. 1 to the contract with R&M Consultants Inc. for engineering support services and to issue a Notice to Proceed. Section 2. Funding in an amount not to exceed$134,653 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 14th day of September, 2015. THE CITY OF SEWARD, ALASKA Jean Bardarson, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) 24- Council Agenda Statement Meeting Date: September 14, 2015 \ ' °F sett,q Through: Jim Hunt, City Maria ► < � 41-AS�P From: Norm Regis, Harbormaster Agenda Item: Approve Change Order No. 1 with R&M Consultants Inc. to provide Engineering Support Services during construction for the A, B, C, S and G- Float replacement project BACKGROUND & JUSTIFICATION: In October 2014 the City engaged R&M Consultants, Inc. through a competitive RFP process to provide design engineering for the A,B, C, and S-float replacement project,. The City Council approved Resolution 2014-102, authorizing an engineering contract with R&M for design and bid support for A, B, C, S and G-Float replacement project. With final construction bids let and received and authorization to enter into a construction contract with Turnagain Marine Construction approved by the City Council in Resolution 2015-076 at its August 24, 2015 meeting, construction can begin. The focus now will be on Engineering Support Services, and instructing Harbor crew on testing of vessels with the new required electric GFCI pedestals, and 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. R&M Consultants Inc.is intimately familiar with the A,B,C,S and G-Float replacement project and is particularly suited to continue the work already begun there.The City has requested and R&M has provided a fee proposal and schedule of tasks to complete the next steps as described, and is prepared to begin the work immediately. INTENT: To amend the contract with R&M Consultants Inc.to add engineering support services 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 contract in an amount not to exceed $134,653.00. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (document source here): Continue to support, 1 promote,enhance and develop harbor facilities to accommodate Seward's X growing demand for marine transport facilities. (page 35) Strategic Plan (document source here): Complete the renovation of the X 2' Seward Small Boat Harbor. (page 7) 3. Other(list): �6 FISCAL NOTE: This project will be funded from CPV undesignated reserves account. Approved by Finance Department: v ifs a ATTORNEY REVIEW: Yes No N/A X RECOMMENDATION: Recommend approval of Resolution 2015-O ,authorizing the City Manager to amend the contract with R&M Consultants,Inc.to provide Engineering Support Services for the A,B,C,S and G-float replacement project in the Seward Harbor. 2 ' Professional Services Agreement with R&M Consultants Inc. For Engineering Support Services During Construction CHANGE ORDER No. 1 This change ORDER No. 1 and Notice to Proceed is pursuant to Section 27.2 of the Professional Services Agreement entered into December 8, 2014 between the City of Seward, Alaska and R&M Consultants, Inc. This Change Order is effective September 15, 2015. R&M Consultants, Inc. are hereby directed to amend the Scope of Work defined in the Professional Services Agreement— Section 4—to include Engineering Support Services for the B, C, S-Float replacement project, as further described in the attached Exhibit A: "Fee Estimate and Price per Task Summary". The contract price is hereby increased in an amount not to exceed $134,653 to be paid in accordance with the original contract provisions. All other provisions of the Professional Services Agreement remain in full force and defect. Dated this 15 day of September 2015 APPROVED BY: City of Seward R&M Consultants Inc. >14,14u2 /14-.,,d)A7ji By: Jim Hunt By: bukne der-5eN Title: City Manager Title: Con{T-ac-f a.naacti. Date: Date: • 2-7 ' 20 L9 ATTEST: Johanna Kinney, CMC City Clerk C91 August 27,2015 R&M No.000i.00 rmconsult.com Norm Regis, Harbormaster City of Seward P.O. Box 167 R&M CONSULTANTS,INC. Seward,Alaska 99664 9101 n r,ra or;`e RE: Seward Small Boat Harbor B,C,S Dock Replacement Project- Engineering Support Anchorage,Alaska 99507 Services During Construction. phone 907.5221707 Dear Mr. Regis: fax.907.522.3403 R&M Consultants, Inc. (R&M) is pleased to submit the attached fee proposal for providing engineering services for the construction phase of the above referenced project. We have broken the work into two tasks; Task 5) Office based engineering support, and Task 6) on-site engineering support and inspections. (The task numbers, 5 and 6,follow the previous design and bid service tasks that we have already completed on the 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 for the following scope of work: Task 5.Office-Based Engineering Support: Office based engineering support will consist of the following: 1. 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. 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 review these along with any cost implications and make a recommendation to the City. 6. Reviewing contractor pay application requests-We will review the pay requests and verify the 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. 2g Norm Regis, Harbormaster August 27, 2015 Page 2 8. Substantial completion inspection and punch list-Near the end of the job,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 verify that all components of the job 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 document the remaining items to be completed or corrected prior to final payment. 9. 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 prior to acceptance of the project.This will include an inspection by the project electrical engineer. 10. Final inspection and punch list-The senior engineers will complete a final inspection to verify that all punch list items are complete. 11. A one day on-site class for the harbor staff on GFCI testing given by Ben Haight. Task 6.On-Site Oversight and Inspections: On-site (field) based engineering support may consist of the following: 1. 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 monitor the day-to-day construction activities during pile driving. The inspector will keep daily field 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 for the 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 inspector to 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 the majority of the pile driving work and that the contractor will be working 6 days a week and 10 hours per day. 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 1 to 2 months. This will save money over staying in a hotel. 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 by the Contractor. Innovating Today for Alaska's Tomorrow Z6 Norm Regis, Harbormaster August 27, 2015 Page 3 We have not included a fee for participating in claims negotiations. R&M is available to assist with any claims made by the 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 T&E fee is attached for your reference. Please call me at (907)646-9679 for questions or additional information. Sincerely, R&M CONSULTANTS,INC. -- , • C d• %- / John C. Daley, PE Project Engineer Attachment:fee estimate(s) AN, Innovating Today for Alaska's Tomorrow 3 PRICE PER TASK SUMMARY FIRM: R&M Consultants, Inc. PROJECT TITLE: I DATE: 8/27/2015 Seward BCS Dock Replacement Construction Support Services TASK LABOR EXPENSES SUB-CONTRACTS TASK TOTALS 5 Office Based Construction Support Services $63,197 $1,551 $16,244 $80,992 6 Field Based Construction Support Services $44,785 $8,877 $0 $53,662 ESTIMATED TOTALS LABOR EXPENSES SUB-CONTRACTS PROJECT TOTAL $107,982 $10,428 $16,244 $134,653 COST ESTIMATE PER TASK FIRM: R&M Consultants,Inc. I PROJECT TITLE: Seward Small Boat Harbor BCS Float Replacement Construction Services TASK NO: 5 TASK DESCRIPTION: Office Based Construction Support Services (DATE: 8/27/2015 GROUP: METHOD OF PAYMENT: I . FP T FPPE E T&E [l CPFF PREPARED BY: John Daley — SUB- LABOR HOURS PER JOB CLASSIFICATION TASK NO. SUB-TASK DESCRIPTION Principal/ PM/Sr. Structural Staff Staff Drafting Clerical Manager Engineer Engineer Engineer Engineer Technician Support KN JD JC SL BP PH JK 1 Project Management and Coordination 4 8 2 Questions during construction RFIs/DCVRs 40 12 20 20 3 Shop Drawing Review 30 24 24 20 4 Materials Submittal review 12 12 20 20 5 Change orders 12 12 12 12 4 6 Review contractor pay applications 12 8 8 24 4 7 Participation in claims negotiations 8 Fabrication yard inspection 16 9 Substantial completion inspection and punch list 12 12 10 Final inspection and punch list 12 12 11 Project close out and record drawings 8 8 24 4 TOTAL LABOR HOURS 4 162 48 116 80 60 12 0 0 'LABOR RATES($/HR) $188.50 $171.10 $104.40 $139.20 $88.45 $89.90 $91.35 LABOR COSTS($) $754.00 $27,718.20 $5,011.20 $16,147.20 $7,076.00 $5,394.00 $1,096.20 $0.00 $0.00 W .. - COMMENTS: SUB- ITEM(S) QUANTITY UNIT PRICE TOTAL PRICE No time is included for claims negotiations.We can TASK No. provide assistance for this on a T&E basis. 8 Air fare 1 $650.00 $650.00 Assumes 2 on site inspections by senior engineers 8 Hotel 1 $120.00 $120.00 Assumes one trip to the float fabrication yard in 8 Car rental 1 $100.00 $100.00 Washington State 8 Meals 1 $60.00 $60.00 9 Mileage 240 $0.75 $180.00 9 Meals 1 $60.00 $60.00 FIRM'S LABOR: 1 $63,197 10 Mileage 240 $0.75 $180.00 10 Meals 1 $60.00 $60.00 FIRM'S TOTAL EXPENSES Plus 10%Mark-Up: $1,551 TOTAL EXPENSES: $1,410 TOTAL SUBCONTRACTOR Plus 10%Mark-Up: $16,244 SUB-CONTRACTORS: Firm Initials and Price Per Task FIRM: Haight TOTAL SUB AMOUNT: $14,767 - $14,767 TASK TOTAL: I $80,992 _ ESTIMATE PER TASK ,...,.1: R&M Consultants,Inc. PROJck_.I I ITLE: Seward Small Boat Harbor BCS Float Replacement TASK NO: 6 TASK DESCRIPTION: Field Based Construction Support Services (DATE: 8/27/2015 GROUP: METHOD OF PAYMENT: ` FP 1FPPE 7 T&E L CPFF PREPARED BY: John Daley SUB- LABOR HOURS PER JOB CLASSIFICATION TASK NO. SUB-TASK DESCRIPTION Principal/ PM/Sr. Staff Field Inspector Field Inspector Manager Engineer Engineer OT KN JD SL CR/LP CR/LP 1 Project Management and Coordination 2 3 8 8 2 On-Site oversight during pile driving _ 288 72 3 Close out field records 4 12 TOTAL LABOR HOURS 2 3 12 308 72 _ t *LABOR RATES($/HR) $188.50 $171.10 $139.20 $101.50 $152.25 LABOR COSTS($) $377.00 I $513.30 $1,670.40 $31,262.00 $10,962.00 COMMENTS: SUB- ITEM(S) QUANTITY UNIT PRICE TOTAL PRICE Assumes 6 Weeks pile driving construction inspection TASK NO. 2 Mileage 960 $0.75 $720.00 i� 2 Meals 45 $60.00 $2,700.00 .�.J 2 Lodging 2 $1,200.00 $2,400.00 2 Field office 45 $50.00 $2.250.00 FIRM'S LABOR: I $44,785 FIRM'S TOTAL EXPENSES Plus 10%Mark-Up: $8,877 TOTAL EXPENSES: $8,070 TOTAL SUBCONTRACTOR Plus 10%Mark-Up: $0 SUB-CONTRACTORS: Firm Initials and Price Per Task FIRM: TOTAL SUB AMOUNT: $0 TASK TOTAL: I $53,662 lei526 Main Street FEE ESTIMATE Juneau,Alaska 99801 PROJECT NAME: Seward Harbor HAIGHT , A, B, C, & S Renovations &ASSOCIATES elephone (907)586-9788 CLIENT: R&M Consultants Fax PROJECT NO.: 278-06 (907)586-5774 DATE: 2 July 2015 CONSTRUCTION CONSTRUCTION STAFF ADMINISTRATION: OBSERVATIONS: TOTAL RATE TOTAL (HOURS) (HOURS) (HOURS) ($/HR) ($) Principal Engineer 15 32 47 175 8,225 Senior Engineer 0 0 0 170 0 Staff Engineer 17 14 31 130 4,030 -41 CAD/Designer 0 0 0 95 0 CAD/Technician 0 0 0 85 0 Clerical 0 0 0 65 0 Administrative 1 0 1 85 85 TOTAL (Time) 33 46 79 TOTALS ($) $4,920 $7,420 $12,340 Total (Sales Tax- CBJ @ 5%) $0 $0 $0 TOTAL ( Reimbursable Expenses; $0 $2,427 $2,427 PROJECT TOTAL $4,920 $9,847 $14,767 INVOICE PARAMETER: T&E T&E LS = Lump Sum or Fixed Fee T&E = Time & Expense Professional Services Agreement with R & M Consultants, Inc. For Engineering Services For B, C, S, and a Portion of G-Floats Replacement Project This AGREEMENT, made and entered into this 8th day of December, 2014 by and between the CITY OF SEWARD, a home rule municipal corporation located within the Kenai Peninsula Borough and organized under the laws of the State of Alaska, hereinafter referred to as the "City" and R & M Consultants a corporation authorized to do business in Alaska, with offices located at Anchorage, hereinafter referred to as the "Contractor." WITNESSETH WHEREAS, the City of Seward wishes to enter into a contract with an independent contractor to provide engineering services; and WHEREAS, in response to a request for proposals, Contractor submitted a proposal asserting it is qualified to perform these services and able to do so in a timely manner; NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the parties agree as follows: 1.0 DEFINITIONS 1.1 "Agreement" shall mean this Professional Services Agreement, including: Exhibit A— proposal dated September 26, 2014. Exhibit B — City's request for proposals dated August 21, 2014, as revised September 11, 2014 (collectively, "RFP"). Exhibit C — Fee proposal dated November 12, 2014 1.2 "Change Order" is an addition to, or reduction of, or other revision approved by the City in the scope, complexity, character, or duration of the services or other provisions of this Agreement. 1.3 "City" shall all mean the City of Seward, Alaska. 1.4 "Contracting Officer" shall mean Harbormaster, and include any successor Page 1 of 11 35 or authorized representative. 1.5 "Project" shall mean the planning, design and other tasks related to construction of B, C, S and a Portion of G- Floats Replacement Project in Seward, Alaska, as further described in the City's RFP. 2.0 TERM OF AGREEMENT. This Agreement shall take effect upon execution. This Agreement shall remain in full force and effect until the Project has been completed and further, until all claims and disputes have been concluded. The work is considered complete when the City has received and found acceptable the finished product of all work described in 4.0 Scope of Services or changes thereto. This date is not necessarily the Completion Date as described in 5.0 Completion Date. This Agreement may be amended only in writing and upon compliance with all applicable statutes, ordinances, and regulations. 3.0 FEES. The authorized contract amounts are as outlined in the R&M fee proposal dated November 12, 2014 attached and as listed below. The project will be pursued on a Lump Sum basis for the following tasks: • Task 1 preliminary design - $49,275, • Task 3 Design Development- $75,915 and, • Task 4 Bid Support - $12,059 The project will be pursued on Time and Material basis for task 2 Permitting with a total not to exceed amount of$13,853. The project total amount is $151,102. 4.0 SCOPE OF SERVICES. The City and Contractor have agreed upon a scope of work described in the Contractor's proposal, Exhibit A, to provide professional services based on approved standards and instructions as specifically described in Exhibits B and C. This Scope of Services can only be changed in writing pursuant to Section 26.0 of this Agreement. 5.0 SCHEDULE FOR COMPLETION. The schedule for completion for all work described herein shall be as follows: June 30, 2015 for all design and bid related work. 6.0 CONTRACTOR'S REPRESENTATIONS. In order to induce OWNER to enter into this Agreement, CONTRACTOR'S representations are set forth as follows: Page 2 of 11 3Le 6.1. CONTRACTOR has familiarized itself with the nature and extend of the Contract Documents, work, site, locality, general nature of work to be performed by OWNER or others at the site that relates to Work required by the Contract Documents and local conditions and Federal, State, and Local Laws and Regulations that in any manner may affect cost, progress, performance, or completion of Work. 6.2. CONTRACTOR has correlated information known to CONTRACTOR and results of such observations, familiarizations, examinations, investigations, explorations, tests, studies, and reports with Contract Documents. 6.3. CONTRACTOR has given CONTRACTING OFFICER written notice of conflicts, errors, ambiguities, or discrepancies that it has discovered in the Contract Documents and the written resolution thereof by CONTRACTOR is acceptable to CONTRACTOR, and the Contract Documents are generally sufficient to indicate and convey understanding of terms and conditions for performing and furnishing Work. 7.0 PERSONNEVORGANIZATION 7.1 Key Personnel. Work and services provided by the Contractor will be performed by: John Daley PE Kim Nielsen PE Luke Ayer PE Kristi McLean 7.2 Changes in Key Personnel. The Contractor shall give the City reasonable advance notice of any necessary substitution or change of key personnel and shall submit justification therefore in sufficient detail to permit the City to evaluate the impact of such substitution on this Agreement. No substitutions or other changes shall be made without the written consent of the City. 8.0 STANDARD OF PERFORMANCE. The Contractor agrees to provide all required professional services to complete the project and any additions or changes thereto. The Contractor accepts the relationship of trust and confidence established between it and the City by this Agreement. The Contractor covenants with the City to furnish its best skill and judgment, and to further the interest of the City at all times through efficient business administration and management. The Contractor shall provide all services in a competent manner. It is understood that some of the services to be rendered hereunder required professional judgment and skill. In those cases, the Contractor agrees to adhere to the standards of the applicable profession. Page 3 of 11 31 9.0 TIMELINESS OF PERFORMANCE. Time is of the essence in this Agreement. Contractor's failure to meet any such deadlines or required performance may adversely imperil other contractual obligations of the City. 10.0 COMPLIANCE WITH LAWS. The Contractor shall be familiar with and at all times comply with and observe all applicable federal, state and local laws, ordinances, rules, regulations, and executive orders, all applicable safety orders, all orders or decrees of administrative agencies, courts, or other legally constituted authorities having jurisdiction or authority over the Contractor, the City, or the service which may be in effect now or during performance of the services. Contractor shall have a Seward and State of Alaska Business License. 11.0 INDEMNITY. The Contractor shall indemnify, defend, and hold and save the City, its officers, agents and employees harmless from any claims or liability of any nature or kind including costs and expenses (including attorneys' fees), for or on account of any and all legal actions or claims of any character whatsoever alleged to have resulted from injuries or damages sustained by any person or persons or property (including contract rights or intangible assets) and arising from, or in connection with, performance of this Agreement, and caused in whole or in part by any negligent act or omission of the Contractor; provided, however, that this paragraph shall not be construed so as to require indemnification of the City from such claims, damages, losses, or expenses caused by or resulting from the negligence of the City. 12.0 INSURANCE. The Contractor understands that no City insurance coverage, including Workers' Compensation, are extended to the Contractor while completing the terms of this Agreement. The Contractor shall carry adequate (commercially reasonable coverage levels) insurance covering Workers' Compensation to Alaska statute, general commercial liability, automobile liability, professional liability, and property damage including a contractual liability endorsement covering the liability created or assumed under this Agreement. The Contractor shall not commence work under this Agreement or any work on any phase of the Project until the Contractor provides the City with certificates of insurance evidencing that all required insurance has been obtained. These insurance policies and any extension or renewals thereof must contain the following provisions or endorsements: a. City is an additional insured thereunder as respects liability arising out of or from the work performed by Contractor of City of Seward. The Contractor shall procure and maintain during the life of this Agreement, Commercial General Liability Insurance on an "occurrence basis" with limits of liability not less than $ 2 Million per occurrence and $ 2 Million aggregate combined single limit, personal injury, bodily injury and property damage. Page 4 of 11 38 b. Contractor shall procure and maintain during the life of this Agreement Professional Liability- Errors and Omissions Insurance on an "occurrence basis" with limits of liability not less than $1,000,000 per occurrence. c. Contractor shall procure and maintain during the life of this agreement, Motor Vehicle Liability Insurance, including no-fault coverage with limits of liability not less than $1,000,000 per occurrence combined with single limit Bodily Injury and Property Damage. d. Insurer waives all rights of subrogation against City of Seward and its employees or elected officials. e. The insurance coverage is primary to any comparable liability insurance carried by the City of Seward. f. The following shall be Additionally Insureds, The City of Seward, including all elected and appointed officials, commissioners and employees. g. City will be given thirty (30) days prior notice of cancellation or material alteration of any of the insurance policies specified in the certificate. Upon request, Contractor shall permit the City to examine any of the insurance policies specified herein. Any deductibles or exclusions in coverage will be assumed by the Contractor, for account of, and at the sole risk of the Contractor. 13.0 GOVERNING LAW. The laws of Alaska will determine the interpretation, performance and enforcement of this Agreement. 14.0 OWNERSHIP OF WORK PRODUCTS. Payment to the Contractor for services hereunder include full compensation for all work deliverables as defined in the scope-of-services. The originals of all material prepared or developed by the Contractor or its employees, agents, or representatives hereunder, including documents, drawings, designs, calculations, maps, sketches, notes, reports, data, models, computer tapes, and samples shall become the property of the City when prepared, whether delivered or not, and shall, together with any materials furnished the Contractor and its employees, agents, or representatives by the City hereunder, be available to the City upon request.. Materials previously created and copyrighted by the Contractor included in this project will remain property of the Contractor. Copies will be made available to the City upon request. Materials purchased from and copyrighted by third parties are not included in this provision. Page 5 of 11 39 For this project deliverable work products included in the contract price include the following: memos, reports, plans, specifications, bid documents, contract documents, cost estimates, quantity calculations, and permit applications (in both hard copy and electronic formats). Other project materials such as calculations, research files, correspondence, and related back-up material will be made available to the City upon request. Preparation of these materials will be based on a time and expenses basis that includes compensation for the effort required to assemble, reproduce, and transmit the materials. 15.0 PATENTS, TRADEMARKS, AND COPYRIGHTS. The Contractor agrees to defend, indemnify, and save the City harmless from and against any and all claims, costs, royalties, damages and expenses of any kind of nature whatsoever (including attorneys' fees) which may arise out of or result from or be reasonably incurred in contesting any claim that the methods, processes, or acts employed by the Contractor or its employees in connection with the performance of services hereunder infringes or contributes to the infringement of any letter patent, trademark, or copyright. in case such methods, processes, or acts are in suit held to constitute infringement and use is enjoined, the Contractor, within reasonable time and at its own expense, will either secure a suspension of the injunction by procuring for the City a license or otherwise, or replace such method, process, etc., with one of equal efficiency. 16.0 NONWAIVER. No failure of the City or Contractor to insist upon the strict perfor- mance by the other of any of the terms of this Agreement or to exercise any right or remedy herein conferred shall constitute a waiver or relinquishment to any extent of its rights to rely upon such terms or rights on any future occasion. Each and every term, right, or remedy of this Agreement shall continue in full force and effect. 17.0 SAFETY/PERFORMANCE. The Contractor shall perform the work in a safe and workmanlike manner. The Contractor shall comply with all federal and state statues, ordinances, orders, rules, and regulations pertaining to the protection of workers and the public from injury or damage, and shall take all other reasonable precautions to protect workers and the public from injury or damage. 18.0 SUSPENSION OR TERMINATION. 18.1 Fault Termination or Suspension. This Agreement may be terminated by either party upon ten (10) days written notice if the other party fails substantially to perform in accordance with its terms. If the City terminates this Agreement it will pay the Contractor a sum equal to the percentage of work completed and accepted by the City that can be substantiated by the Contractor and the City, offset by any amounts owed to the City. However, within the ten (10) day Notice of Intent to terminate the party in default shall be given an opportunity to present a plan to correct its failure. Page 6 of 11 �6 18.2 Convenience Suspension or Termination. The City may at any time terminate or suspend this Agreement for any reason including its own needs or convenience. In the event of a convenience termination or suspension for more than six (6) months, the Contractor will be compensated for authorized services and authorized expenditures performed to the date of receipt of written notice of termination or suspension. No fee or other compensation for the uncompleted portion of the services will be paid, except for already incurred indirect costs which the Contractor can establish and which would have been compensated but because of the termination or suspension would have to be absorbed by the Contractor without further compensation. 18.3 Activities Subsequent to Receipt of Notice of Termination or Suspension. Immediately upon receipt of a Notice of Termination or suspension and except as otherwise directed by the City or its Representative, the Contractor shall: a. stop work performed under this Agreement on the date and to the extent specified in the Notice; and b. transfer title to the City (to the extent that title has not already been transferred) and deliver in the manner, at the times, and to the extent directed by the City's representative, work in progress, completed work, supplies, and other material produced as a part of, or acquired in respect of the performance of the work terminated or suspended by the Notice. 19.0 EQUAL EMPLOYMENT OPPORTUNITY. The Contractor shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, or because of age, physical handicap, sex, marital status, change in marital status, pregnancy, or parenthood when the reasonable demands of the position do not require distinction on the basis of age, physical handicap, sex, marital status, changes in marital status, pregnancy, or parenthood. The Contractor shall take affirmative action required by law to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, religion, national origin, ancestry, age, or marital status. 20.0 NO ASSIGNMENT OR DELEGATION. The Contractor may not assign, subcontract or delegate this Agreement, or any part of it, or any right to any of the money to be paid under it without written consent of the Contracting Officer. 21.0 INDEPENDENT CONTRACTOR. The Contractor shall be an independent contractor in the performance of the work under this Agreement, and shall not be an employee or agent of the City. Page 7 of 11 4t 22.0 PAYMENT OF TAXES. As a condition of performance of this Agreement, the Contractor shall pay all federal, state and local taxes incurred by the Contractor and shall require their payment by any other persons in the performance of this Agreement. 23.0 PRECEDENCE AND DIVISIBILITY. The provisions of this Agreement shall fully govern the services performed by the Contractor. 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 fully enforceable. 24.0 ENTIRE AGREEMENT. This Agreement contains the entire agreement between the parties as to the services to be rendered by the Contractor. All previous or concurrent agreements, representations, warranties, promises, and conditions relating to the subject matter of this Agreement are superseded by this Agreement. 25.0 COMPLETION OF WORK, TERM OF AGREEMENT. The Contractor shall perform all work in a timely fashion, and in accordance with the schedules included in this Agreement and Exhibits. 26.0 CLAIMS AND DISPUTES. Venue for all claims and disputes under this Agreement, if not otherwise resolved by the parties, shall be in the appropriate Alaska State court in Anchorage, Alaska. 27.0 CHANGES IN SCOPE OF WORK. 27.1 General. No claim for additional services not specifically provided in this Agreement will be allowed, nor may the Contractor do any work or furnish any materials not covered by the Agreement unless the work or material is ordered in writing by the Contracting Officer. Preparation of Change Orders and design changes, due to errors and/or omissions by the Contractor, will be done at the sole expense of the Contractor. 27.2 Changes in Scope of Work. The City or its representative may, at any time, by a written Change Order delivered to the Contractor, make changes to the scope of work, or authorize additional work outside the scope of work. The parties may agree to extend the contract to add construction support services. 27.3 Compensation to the Contractor. If any Change Order for which compensation is allowed under this Article causes an increase or decrease in the estimated cost of, or time required for, the performance of any part of the work under this Agreement, or if such change otherwise affects other provisions of this Agreement, an equitable adjustment will be Page 8 of 11 negotiated. Such an adjustment may be: a. in the estimated cost or completion schedule, or both; b. in the amount of fee to be paid; and c. In such other provisions of the Agreement as may be affected, and the Agreement shall be modified in writing accordingly. 27.4 Any claim by the Contractor for adjustment under this section must be asserted within fifteen (15) days from the day of receipt by the Contractor of the notification of change; provided, however, that the City or its representative, deciding that the facts justify such action, may receive and act upon any such claim asserted at any time prior to final payment under this Agreement. Failure to agree to any adjustment shall be a dispute within the meaning of Section 25.0 of this Agreement. 28.0 LIMITATION OF FUNDS. 28.1 At no time will any provision of this Agreement make the City or its representative liable for payment for performance of work under this Agreement in excess of the amount that has been appropriated by the City Council and obligated for expenditure for purposes of this Agreement. 28.2 Change orders issued pursuant to Section 26 of this Agreement shall not be considered an authorization to the Contractor to exceed the amount allotted in the absence of a statement in the change order, or other modification increasing the amount allotted. 28.3 Nothing in this Section shall affect the right of the City under Section 17 to terminate this Agreement. 29.0 PRIOR WORK. For the purposes of this Agreement, work done at the request of the City or its representative before execution of this Agreement shall be deemed to be work done after its execution and shall be subject to all the conditions contained herein. 30.0 NOTICES. Any notices, bills, invoices, or reports required by the Agreement shall be sufficient if sent by the parties in the United States mail, postage paid, to the address noted below: City of Seward Harbormaster PO Box 167 Seward, Alaska 99664-0167 Invoicing; R&M CONSULTANTS, INC. 9101 Vanguard Drive Page 9 of 11 43 Anchorage, Alaska 99507 Attention: Accounts Payable Email: Idoerr @rmconsult.com Phone:907.522.1707 FAX: 907.522.3403 Project correspondence and notices; R&M CONSULTANTS, INC. 9101 Vanguard Drive Anchorage, Alaska 99507 Attention: John Daley PE Email: jdaley @rmconsult.com Phone:907.646.9679 FAX: 907.522.3403 Page 10 of 11 IN WITNESS WHEREOF, the parties have executed this Agreement. City of Seward CONSULTANT / By: James S. Hunt :y: endle C. Story, PLS Title: City Manager Title: Chief Operating Officer Date: Date: November 14, 2014 ATTEST: Johanna Kinney, CMC City Clerk (city seal) Page 11 of 11 45 Sponsored by: Hunt CITY OF SEWARD,ALASKA RESOLUTION 2014-102 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROVING AN ENGINEERING CONTRACT WITH R & M CONSULTANTS IN THE AMOUNT OF $151,102 FOR THE DESIGN OF THE REPLACEMENT OF B, C, S, AND A PORTION OF G FLOATS AT THE SEWARD SMALL BOAT HARBOR, AND APPROPRIATING FUNDS WHEREAS,the Seward Harbor Department is planning to replace B, C, S, and a portion of G Floats in the Seward Small Boat Harbor; and WHEREAS, the Seward City Council authorized the City to apply for a 50/50 matching grant from the State of Alaska for this project, requiring a City contribution of$2.684 Million for construction,with said grant not covering engineering costs; and WHEREAS, the City of Seward solicited competitive proposals as required by Seward City Code §6.10.210 Use of Competitive Bids in October, 2014, and received four qualified responses, and the proposal by R & M Consultants was found to be responsive and was selected by the review team as the best qualified proposal for engineering services to prepare the design, permit, and bid documents for this project; and WHEREAS, the fee to hire R&M Consultants for the project is $151,102. 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 an engineering contract with R & M Consultants in substantial form as attached hereto, in a lump sum amount of $151,102. Section 2. Funding in the amount of$151,102 is hereby appropriated for the engineering portion of this project from the Harbor Major Repair & Replacement Fund reserves account no. 11001-0000-3721 to the SBH Float Replacement Fund infrastructure account no. 11400-0000- 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 8th day of December 2014. lY Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2015-083 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH DRYDEN & LARUE, INC. FOR CERTIFICATION OF THE PUBLIC RIGHTS OF WAY,IN CONJUNCTION WITH THE SEWARD ROAD IMPROVEMENT PROJECT, IN THE AMOUNT OF $99,566 AND APPROVING A CONTINGENCY NOT TO EXCEED 15%OR$14,935,AND APPROPRIATING FUNDS WHEREAS, in accordance with the Memorandum of Understanding for the Seward Road Improvement project, the City must certify the rights of way along approximately 22,450 feet of roadway; and WHEREAS, per Seward City Code 6.10.120, the City solicited competitive quotes for professional services firms capable of certifying the rights-of-way for the Seward Road Improvement Projects; and WHEREAS, the City submitted Requests for Quotes to four (4) Alaska-based firms, received responses from all four companies, with three unavailable due to lack of manpower and Dryden & LaRue, Inc. able to complete the scope of work for $4,435 per 1000 feet, totaling approximately $99,566; and WHEREAS,it is known that there are likely encroachment and easement conflicts that will need to be addressed and potentially permitted at ah additional cost, necessitating an additional contingency of 15%,or$14,935 to cover unforeseen additional costs to obtain temporary easements, or encroachment permits if necessary. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is hereby authorized to enter into an agreement, in substantial form as attached hereto, with Dryden & LaRue, Inc. for an amount not-to-exceed $99,566. Section 2. A contingency in an amount not-to-exceed$14,935 may be approved by the City Manager, upon advance written authorization. Section 3. Funding in an amount not to exceed$114,501 is hereby appropriated from Capital Acquisition Fund Undesignated Reserves account no. 80010-0000-3400 to the Infrastructure account no. 80010-0000-8101. Section 4. This resolution shall take effect immediately upon its adoption. Al CITY OF SEWARD, ALASKA RESOLUTION 2015-083 PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 14th day of September, 2015. THE CITY OF SEWARD, ALASKA Jean Bardarson, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) 48 Agenda Statement e of sett.. Meeting Date: September 14, 2015 ;�'_:;,, '`��'a To: City CouncilP Through: Jim Hunt, City Man.:- ' From: W.0 Casey, Public Works Director Agenda Item: Authorize the City Manager to enter into a contract with Dryden&LaRue,Inc.and appropriate funds BACKGROUND&JUSTIFICATION: In March 2015,the City of Seward signed the Memorandum of Agreement(MOA)with the State of Alaska DOT&PF to complete the $2,700,000 Seward Road Improvements project. One stipulation of this agreement(Item#3 Project Scope, #a) is that the City provides certification that the roads that are to be paved are located within City owned rights of way.These rights of way have not previously been certified. A Request for Quotes was distributed to 4 reputable Alaskan firms. Three firms responded that they were unable to provide a quote due to their lack of manpower. Dryden& LaRue, Inc., submitted a quote for $4,435 per 1000 foot,with approximately 22,450 feet to certify,totaling$99,566. They were found to be responsive and qualified to perform this task. It is highly likely that there are encroachments and easements that will need to be addressed and permitted. For these items,Dryden&LaRue will bill us on a time and materials basis,using their 2015 Fee Schedule. The City Manager will authorize this additional work once all areas of conflict have been identified. The administration requests a contingency of 15%, or$14,935,to cover these potential additional costs. INTENT: To enter into a contract with Dryden&LaRue,Inc.to certify the Public Rights of Way in accordance with the State of Alaska DOT&PF's MOA for the Seward Road Improvement project,and appropriate funds. CONSISTENCY CHECKLIST: Yes No N/A 1 Comprehensive Plan (document source here): Provide safe and efficient X vehicular transportation facilities that meet the needs of the community. 2. Strategic Plan (document source here): X 3. Other (list): X FISCAL NOTE: Funding for this project is available in the Capital Acquisition Fund no. 80010-0000-8101. Approved by Finance Department: git44/4,.. 44.4144.1p ATTORNEY REVIEW: Yes No X Not Applicable RECOMMENDATION: 0% 3 Council adopt Resolution 2015- appropriating$114,501 for the Certification of Public Rights of Way for the Seward Road Improvement project. 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Contract Times above, plus any extensions thereof allowed in accordance with Article 11 of the City of Seward General Conditions. OWNER and CONTRACTOR also recognize the delays,expense,and difficulties involved in proving in a legal or other dispute resolution preceding the actual loss suffered by OWNER if the Work is not completed on time, Accordingly,instead of requiring any such proof,OWNER and CONTRACTOR agree that as liquidated damages for delay (but not as a penalty) CONTRACTOR shall pay OWNER$50.00 per day for each calendar day elapsing between the time stipulated for the Final Completion date and the actual date completed in accordance with the terms hereof. 4. CONTRACT AMOUNT OWNER shall pay CONTRACTOR the following Not-to-Exceed amount based on the RFQ (included as an Exhibit to this Agreement),subject to additions and deletions as provided in the Contract Documents: $4,435 per 1000 Foot Increment Additional work approved by CONTRACTING OFFICER,via change order,to be billed on a Time and Materials basis in accordance with Dryden&LaRue's current professional services rate sheet(attached as Exhibit). At no time will any provision of this Agreement make the City or its representative liable for payment for performance of work under this Agreement in excess of the amount that has been appropriated by the City Council and obligated for expenditure for purposes of this Agreement. 5. CONTRACTOR'S REPRESENTATIONS In order to induce OWNER to enter into this Agreement, CONTRACTOR'S representations are set forth as follows: 5.1. CONTRACTOR has familiarized itself with the nature and extend of the Contract Documents,work,site,locality,general nature of work to be performed by OWNER or others at the site that relates to Work required by the Contract Documents and local conditions and Federal,State,and Local Laws and Regulations that in any manner may affect cost,progress, performance,or completion of Work. 5.2. CONTRACTOR has correlated information known to CONTRACTOR and results of such observations, familiarizations, examinations, investigations, explorations, tests, studies, and reports with Contract Documents. 5.3. CONTRACTOR has given CONTRACTING OFFICER written notice of conflicts,errors, ambiguities,or discrepancies that it has discovered in the Contract Documents and the written resolution thereof by CONTRACTOR is acceptable to CONTRACTOR, and the Contract Certification of Public Rights of Way Contract Page 2 of 5 51 Documents are generally sufficient to indicate and convey understanding of terms and conditions for performing and furnishing Work. 6. INSURANCE The Contractor must maintain insurance to these minimum levels: 6.1. Commercial General Liability: The coverage of $1,000,000 combined single limit per occurrence,and$1,000,000 General aggregate. The Contractor must assume all insurable risks and bear any loss or injury to property or persons because of neglect or accident during the term of the contract,except for negligence entirely attributable to the City or its agents. 6.2. Workers'Compensation: Coverage required by State law for the Contractor and all of its subcontractors. The policy must include employer's liability coverage of$100,000 per person, and$1,000,000 per occurrence.The Contractor must notify the City and the Alaska Division of Workers'Compensation promptly when changes in its business operation affect its insurance status. 6.3. Automobile Liability: Coverage for all owned, hired, and non-owned vehicles for $1,000,000 combined single limit for each occurrence for bodily injury and property damage. To the extent allowed by law, the Contractor will be required to defend, indemnify, and hold harmless the City of Seward and its officers,employees and engineers from all damage,loss,injury, or proceedings of any kind in connection with the performance or activities of the Contractor, except for damage, loss, or injury resulting from the Owner's sole gross negligence or willful misconduct. 7. INDEMNIFICATION CONTRACTOR agrees to release, indemnify, defend and hold harmless the City(including its employees,officers,and agents)from any and all claims,arising in favor of third parties and arising out of or relating to this Agreement of the performance of any Work or obligations hereunder. 8. RECORDS CONTRACTOR shall provide the City documentation that all of the Rights of Way listed on the Bid Schedule are located within the Municipalities Rights of Ways. If encroachments occur, CONTRACTOR will provide CONTRACTING OFFICER with the cost of obtaining temporary easements and/or permitting. CONTRACTING OFFICER will authorize, via change order, any additional costs of acquisition of Rights of Ways. CONTRACTOR will also provide the CONTRACTING OFFICER with the total number of parcels located along the project route. 9. AMENDMENTS This Agreement may be amended,modified,or extended at any time by mutual agreement of the Parties, but any such amendment must be in writing, dated, signed by the Parties, and attached hereto. Certification of Public Rights of Way Contract Page 3 of 5 52 10. CHOICE OF LAW VENUE The Parties agree that this Agreement shall be governed by the laws of the State of Alaska,and venue for any dispute shall be in Anchorage,Alaska. 11. REMEDIES OF DEFAULT The City shall have the right,but not the obligation,to terminate this Agreement following ten days written notice of default to CONTRACTOR CONTRACTOR shall have the right to cure such default within the notice period and thereby avoid termination,provided that no other default and cure have occurred in the prior six months. Notwithstanding termination,the City retains its rights to be reimbursed for work completed up to and including the date of termination, and all other remedies available at law or equity. 12. ENTIRE AGREEMENT This Agreement contains the entire understanding and agreement between the Parties with respect to this subject. There are no other written or oral understandings or promises between the Parties with respect to the subject matter of this Agreement other than those contained herein, and any prior oral or written understandings are hereby extinguished. 13. CONTRACT DOCUMENTS 13.1 The Contract Documents which compromise the entire Agreement between OWNER AND CONTRACTOR concerning Work are defined in the Certification of Public Rights of Way Bid,submitted by Contractor. 13.2 Exhibits to this Agreement include: 13.2.1 Alaska Business License 13.2.2 City of Seward Business License 13.2.3 Certificates of Insurance with Endorsements 13.2.4 Kenai Peninsula Borough Tax Compliance Certificate 13.2.5 Documents submitted by CONTRACTOR prior to execution of agreement 14 MISCELLANEOUS 14.1 No assignments by a party hereto of any rights under or interests in the Contract Documents will binding on another party hereto without the written consent of the party sought to be bound;and specifically,but without limitation,monies that may become due and monies that are due,may not be assigned without such consent(except to the extent that the effect of this restriction may be limited by law),and unless specifically stated to the e contrary i from written consent to an assignment,no assignment will release or discharge any duty or responsibility under the Contract Documents. Certification of Public Rights of Way Contract Page 4 of 5 53 14.2 OWNER and CONTRACTOR each bind itself, its partners, successors,assigns, and legal representatives to the other party hereto, its partners, successors, assigns, and legal representatives in respect of all covenants, agreements, and obligations contained in the Contract Documents. IN WITNESS WHEREOF,OWNER and CONTRACTOR have signed 2 copies of this Agreement. All portions of the Contract documents have been signed or identified by OWNER and CONTRACTOR. OWNER: City of Seward,Alaska •NTRACTOR:7/C�/ A��L Al :( -4 - By: By: )>/rA e` Gtr- (v/52- I �S Title: Tide: W 9 4 f`9 1/9/` �i Date: Date: 7/3/ 5 ATTEST: Johanna Kinney,CMC City Clerk Address for giving notices: 3305 if"c/, /1/) SIO/ 2 / D Ate 1,4995-'3- Agent for service of process: S (If CONTRACTOR is a corporation,attach evidence of authority to sign.) END OF SECTION Page 5 of 5 Certification of Public Rights of Way Contract 08/26/2015 09:28 FAX 20002/0005 COST SCHEDULE Quotes shall include all labor, surveying equipment, materials, mobilization and demobilization of equipment to project area as designated in the Scope of Work of the RFQ. A professional services agreement will be awarded to the lowest, qualified and responsive bidder. The award will be based on the price per thousand foot increment as noted on the Cost Schedule,and will be made up to the budget allocated for this work. Price per 1000 foot increment: $ 4,435.00 (four thousand four hundred thirty five) Company Name: Dryden&LaRue Name of Bidder: Timothy L.Mullikin Mailing Address: 3305 Arctic Blvd., Suite 201 Anchorage,AK 99503 Contact Phone#: 907-646-5197 Email Address: tmullildn @drydenlarue.com Experience with Right of Way certification within the last five(5)years(use additional sheets if necessary): SEE ATTACHED"EXPERIENCE WITH RIGHT OF WAY CERTIFICATION" Page Request for Quote—Certification of Public Rights of Way City of Seward 55 08/26/2015 09:29 FAX []0003/0005 7,1' 1 / I CONSULTING ENGINEERS 8 RIGHT OF WAY SERVICES 3305 Arctic Bled.,Suite 201,Anchorage,Alaska 99503-4575 [ !T' Atm, Phone:(907)349 6653•Fax:(907)770-7749 Email:rowgadrydenlarue.com Request for Quote City of Seward Certification of public Rights of Way Experience with Right of Way Certification Dryden & LaRue is pleased to respond to this request for quote for Right of Way Certification. Our goal is to perform professional services at a reasonable cost and make efficient use of the City's road paving grant money. Dryden & LaRue has extensive experience with all aspects of ROW Certification. Dan Beardsley, as former ROW Chief at the State of Alaska, Department of Transportation (DOT) Anchorage office was responsible for the entire Southcentral Region's ROW Certification. Dan is an attorney so understands the legal aspects of Right of Way certification. Our Right of Way team has acquired Rights of Way and cleared title for numerous small projects and 15 major DOT projects with hundreds of parcels. Recent ROW projects include the Seward Highway Dimond to Dowling, Parks Highway Phases I & II (Parks Phase III in progress), Third Street Widening, Fairbanks, Nome Snake River Bridge, Nome Eskimo Community Road, Akiachak Airport, King Salmon and Kodiak Airports, Eagle River Road, Dowling East Extension, Bragaw-Glenn Interchange, Seward Meridian Reconstruction, Phase I and Trunk Road Extension. Dryden & LaRue employee Tim Mullikin is a Licensed Land Surveyor and Senior Right of Way agent who has worked on many mapping projects leading to ROW Certification for similar paving/reconstruction projects. While working for another firm, Tim has performed Right of Way mapping for a wide variety of projects, including the following Matanuska-Susitna Borough road projects: Dryden&LaRue Page 1 of 3 08/26/2015 09:29 FAX a 0004/0005 Buckingham Palace road, Cottrell road, Horseshoe Loop, Karen Road, Future Road, Northshore, Kime Lane, Erica Dr., Caswell Road, W. Lakes Blvd., Trunk Road Extension,Jupiter Ave, Olympus Road, Mars Ave., Karen St., Lakeview Dr., Lakeshore Drive, Willow Lake Dr., Sunny Brook Way and Machen Road. Tim's ROW surveying experience began in 1982 and includes more than 20 projects to DOT standards. He has been researching land title since 1980 and will be the lead on the field survey and producing the ROW map. Tim Mullikin drove along the project roads this week with long time Seward Surveyor Nick Cline to become familiar with what is required to define the ROW on each road section, to make our survey as efficient as possible. Nick was able to point out potential problem areas such as encroaching buildings and areas with poor survey monumentation. Tim has access to Nick's historic survey data to make informed decisions as to right of way determination. Tim is also looking ahead to the end product by making contact with Donna Glenz to understand what is considered an encroachment in the City's Rights of Way, and the process of permitting any encroachments. Donna is aware that there are encroachments in the City's Rights of Way, and for this project is considering methods to efficiently permit any encroachments. If there is not enough time to permit existing encroachments, we can discuss with the City ways to identify those streets with encroachments early in the process and either eliminate those Rights of Way from the project or map them in a later phase. The Right of Way certification process includes a broad range of services. We suggest that a minimally qualified firm to perform this Right of Way Certification project will 1) demonstrate a complete understanding of the project and 2) have experience with all aspects of ROW Certification including acquisition, title research and relocation and surveying and mapping. Budget There is economy in scale, and this bid is made with the presumption that all 25 roads will be authorized in the Notice to Proceed. However, we will honor this same rate if a minimum of 70% of the work is authorized. Dryden & LaRue wants Dryden&LaRue Page 2 of 3 5i 08/26/2015 09:29 FAX 10005/0005 to enable the City to make the most efficient use of the grant money tied to this Right of Way certification, and will make suggestions of how to accomplish this goal. Assumptions: This bid is for the ROW Certification services defined in the Request for Quotes and Amendments 1 and 2. This does not include any additional work that may be needed to issue encroachment permits, such as Lot by Lot drawings. This bid does not include acquiring additional road easements or right of way when the road is outside the existing right of way, such as may be the case on Birch Street. We are capable of performing these services, but do not include them so that you may use an apples to apples comparison of cost between proposals. We have made contact with DOT engineer Aaron Hughes and understand that compliance with the American with Disabilities Act is a part of the project needs. We will locate curbs and any existing handicap ramps, but will not survey every curb cut. Schedule: A contract award schedule is not contained in the Request for Quote. We estimate 56 days to perform the research, survey and mapping. To meet the November 1 deadline, an intent to award the contract will need to be issued August 31, with contract approval made at the September 14th City Council meeting. We will make every effort to meet the City's needs with an accelerated schedule performance. In this case we will have to perform some research and pre-field survey computations before contract award, presuming City Council approval is necessary for an award of this magnitude. Dryden&LaRue Page 3 of 3 SO CONSULTING ENGINEERS Dryden& LaRue, Inc. Fee Schedule Valid through 12/31/15 Testimony,deposition/expert witness $406.00 Engineer XII $216.00 Engineer XI $200.00 Engineer X $185.00 Engineer IX $170.00 Engineer VIII $163.00 Engineer VII $156.00 Engineer VI $150.00 Engineer V $144.00 Engineer IV $136.00 Engineer III $121.00 Engineer II $108.00 Engineer I $100.00 Project Manager VI $200.00 Project Manager V $185.00 Project Manager IV $170.00 Project Manager III $163.00 Project Manager II $156.00 Project Manager I $150.00 Engineer Tech VI $163.00 Engineer Tech V $150.00 Engineer Tech IV $130.00 Engineer Tech III $112.00 Engineer Tech II $99.00 Engineer Tech I $84.00 ROW Manager $166.00 ROW Senior Agent $143.00 ROW Agent $103.00 ROW Assistant $76.00 Professional Land Surveyor $155.00 Expeditor $84.00 ST/$110.00 OT Clerical $58.00 Office Manager $71.00 1. The above listed rates are per hour. 2. The fee schedule is subject to review on January 1,2016,and on January 1 of each year thereafter. 3. Expenses incurred,as necessary part of engineering services under this contract will be billed at cost plus 10%. Incidental expenses,such as computer usage,local phone service,and copying are included in the above rates. If Per Diem is utilized(vs.expenses and markup),it will be at the Federal Rates. 4. Services and materials purchased by Dryden&LaRue,Inc.at the request of the owner will be billed at cost plus 10%. 5. Services and materials provided by other Engineered Solutions Group,Inc.companies will not be subject to intra-company markup,and are subject to the above fee schedule. 6. Interest at the rate of 1.5%per month(less,if restricted by law)may be charged for invoices greater than 60 days past due. Dryden&LaRue,Inc. A division of Engineered Solutions Group,Inc. 3305 Arctic Blvd.,Suite 201,Anchorage,AK 99503 Phone(907)522-1953,Fax(907)522-1182,www.esgrp.net 5� Project Name: [Seward Road Improvements] Federal Project No.: [to be assigned] State Project No.: [AKSAS#581 SS] Memorandum of Agreement Between State of Alaska and the City of Seward The parties to this agreement are the State of Alaska acting through its Department of Transportation and Public Facilities(hereafter DOT&PF)and the City of Seward, a Municipality established under Alaska law (hereafter the Municipality). WHEREAS,Congress appropriated$2,699,700 for Seward Road Improvements; WHEREAS, DOT&PF has the authority to plan,design,and construct Seward Area Paving Improvements, identified as Seward Area Paving located within the boundaries of land owned or governed by the Municipality(hereafter the project); WHEREAS, the Municipality by resolution desires that DOT&PF plan,design and construct the project; THEREFORE, the parties, in consideration of the mutual promises contained in this agreement, agree to the following: 1. PURPOSE AND ADMINISTRATION a. The purpose of this Agreement is to set forth the requirements associated with the federal funds available for the Project and to establish the responsibilities for the planning,execution, and management of the Project. b. The Federal Highway Administration (hereafter FHWA)designated DOT&PF as the agency in Alaska to administer FHWA's federal funding programs. c. DOT&PF is acting to fulfill its responsibility to the FHWA. d. Alaska Statute 19.05.040 and AAC 17.55 provide that DOT&PF may enter into agreements with municipalities relating to highways. In addition, AS 44.42.020 authorizes DOT&PF to cooperate, coordinate, and enter into agreements with federal, state, and local government agencies in exercising its powers and duties. 1 2. FINANCIAL PARTICIPATION a. The Municipality hereby agrees to provide the required non-federal matching funds in the amount of$267,982 sufficient to match the full federal earmark of$2,699,700 for a total project budget of up to$2,967,682. b. The Municipality's match is due prior to further work being conducted on the Project by the DOT&PF. c. The total funding shall be available to DOT&PF for all phases of the project including environmental, design, right-of-way certification, construction, utility related activities, construction oversight and administration of the federal funds, as well as all other project costs. d. The DOT&PF shall retain sufficient funds to adequately compensate for project closeout costs. e. The Municipality and DOT&PF agree that any costs for the Project in excess of the total project budget of$2,967,682or any costs ineligible for federal reimbursement are the responsibility of the Municipality. f. In order to avoid the Municipality needing to compensate for 100%of the cost above and beyond the total project budget of$2,967,682,the DOT&PF intends to develop a conservative project scope that has a high likelihood of coming in under budget. The DOT&PF may elect to stop work, cancel work, or take other actions as necessary to avoid incurring costs in excess of the total project budget. g. The Municipality agrees,that unless specifically identified in writing,the Municipality is ineligible for reimbursement of staff time and other costs accrued as part of the project development process. 3. DELEGATION OF DUTIES a. The DOT&PF is authorized to plan,design, and construct the project within available funds. b. The DOT&PF has sole authority to select which of the road segments or partial road segments will be improved. c. The Municipality agrees to review provided plan sets within the timeframe identified by DOT&PF. d. The Municipality agrees to provide right-of-way documentation at no cost to the DOT&PF. 4. PROJECT SCOPE a. The Municipality hereby states that the roads and rights-of-way within the Project's scope are located within the boundaries of land governed by the Municipality, and the Municipality owns and maintains all roads and rights-of-way within the Project's scope. 2 (P1 b. The Municipality acknowledges it has submitted a list of road segments for resurfacing that exceed the available total project budget. c. The Municipality requests that the DOT&PF resurface as much roadway as can be accomplished from the following list of road segments within the limits of the funding without significant risk of exceeding the total project budget of$2,967,682. d. The DOT&PF agree to consult with City staff during the design phase prior to final determination as to which road segments will be included in the construction phase of the project. e. The DOT&PF has complete discretion to select those road segments(below)for inclusion in the Project. Consideration of which road segments to include will be guided in part by those road segments that have the least complexities with right-of-way, drainage, utility conflicts and other issues that would increase the costs of a given road segment. Street Name From To Feet Phoenix Road Barwell Street Middle of Curve 1000 Dora Way Phoenix Road Jackson's House 1000 Bear Drive Swetmann Avenue Phoenix Road 300 Resurrection Blvd. Alice Drive Bear Drive 1000 Marathon Drive Swetmann Avenue Iron Drive 800 Benson Drive Swetmann Avenue Jesse Lee Drive 800 Jesse Lee/Coolidge Benson Seward Highway 1200 First Avenue Adams Street A Street 2300 Fifth Avenue Washington Street Madison Street 1800 A Street First Avenue Third Avenue 650 Adams Street First Avenue Second Avenue 350 Adams Street Third Avenue Fifth Avenue 650 Washington Street Fourth Avenue 5th Avenue 300 Jefferson Street First Avenue Ballaine Boulevard 1600 Madison Street First Avenue Ballaine Boulevard 1600 Monroe Street Fifth Avenue Ballaine Boulevard 650 Sixth Avenue Jefferson Street Madison Street 350 C Street Third Avenue Fourth Avenue 300 Fifth Avenue A Street B Street 300 Ash Street Oak Street Dimond Boulevard 1500 Oak Street Ash Street Long Term Care Fac. 500 Sea Lion Drive Elementary School Seward Highway 800 Birch Street Dimond Boulevard Alder Street 1500 Cedar Street Dimond Boulevard Ash Street 700 Alder Street Birch Street Dimond Boulevard 500 Lowell Point Road Bridge First Turnout 800 5. MAINTENANCE AND OPERATIONS a. The Municipality agrees to maintain and operate the project at its own expense consistent with 23 CFR 1.27 and DOT&PF's Alaska Highway Maintenance and Operations Manual(AHMOM). In the event of conflict between 23 CFR 1.27 and AHMOM,the more stringent provisions set the minimum standards. 3 (p2 b. The Municipality shall perform its activities under this agreement at its sole cost and expense and without reimbursement from DOT&PF. These maintenance activities include,but are not limited to: (1) planning,scheduling,administration,and logistics of maintenance activities, (2) traffic control and safety; (3) preservation of drainage in an as-built condition, including maintenance of all culverts,ditches,storm sewers,gutters,dry wells,and under-drains; (4) embankment protection,including erosion control,to as-built conditions; (5) roadside management; (6) guardrails and guardrail end treatments; (7) snow and ice control,including all plowing,sanding,culvert and storm sewer thawing,snow hauling, winging,opening of shoulders,ice scraping,drift control,snow slide removal,and associated tasks as may be required for the safe and timely passage of the public; (8) maintaining signs and delineators in an as-built condition and their replacement,including posts and foundations,when damaged,unreadable,or worn out; (9) highway marking and repainting as required to maintain performance of their intended function; (10)repair of street lights as required to ensure a functioning system,including repair/replacement of lenses, light bulbs,photo cells,contacts,relays,and wiring; (11)removal of debris,rubbish,and dead animals; (12)signing of seasonal weight restrictions as may be required by local conditions; (13)pothole repair using asphalt products on an as-needed basis; (14)annual crack sealing; (15)repairs of minor rutting,waves,sags,humps,corrugations,raveling,alligator cracks,pitting and bleeding on a basis;and (16)minor bridge repairs,which includes painting of localized rust areas,re-decking,and repair of guardrail and railing sections. c. Maintenance staff may be employees of the Municipality,another unit of government, or a contractor under agreement with the Municipality. All maintenance will be performed at regular intervals or as required for efficient operation of the complete project improvements. The Municipality's maintenance responsibilities commence the date of project substantiated completion. 6. INDEMNIFICATION a. The Municipality shall indemnify, defend,and hold harmless DOT&PF, its officers, agents and employees from all liability, including costs and attorney's fees, for all actions or claims resulting from injuries or damages sustained by any person or property as a result of the Municipality, its contractors',or its employees'performance of this agreement. b. Responsibility for all actions or claims, including costs and attorney's fees, resulting from injuries or damages sustained by any person or property arising directly or indirectly from the Municipality's performance of the agreement,which result from the joint negligence of DOT&PF and the Municipality, shall be apportioned on the basis of comparative fault. 7. DISPUTE RESOLUTION a. If a dispute arises under this agreement between the municipality and DOT&PF, and the parties 4 V3 cannot resolve the matter between them within 45 days after the notice is given by the aggrieved party to the other party, the aggrieved party may request that the matter be resolved by arbitration. b. Each party shall appoint an arbitrator to hear the dispute. The two arbitrators acting together shall select a third arbitrator with all appointments to occur in accordance with State Procurement code,AS 36.50.The three arbitrators shall hear the matter under such rules and procedures, as they deem necessary to conduct the proceedings. c. Each party shall pay the expenses of the arbitrator it appoints and shall pay half of the cost of the proceedings and the third arbitrator. d. Except when the provisions of this paragraph provide otherwise,an arbitration under this paragraph is subject to AS 09.43.010—09.43.180,the Uniform Arbitration Act. 8. DISADVANTAGED BUSINESS ENTERPRISE(DBE)POLICY& OBLIGATION a. It is the policy of DOT&PF that disadvantaged business enterprises, as defined in 49 C.F.R. Part 26, as amended, shall have the opportunity to participate in the performance of contracts financed in whole or in part with DOT&PF funds under this Agreement. The DBE requirements of applicable federal and state regulations apply to this Agreement. b. The Municipality and its contractors agree to ensure that Disadvantaged Business Enterprises as defined in applicable federal and state regulations,have the opportunity to participate in the performance of contracts and this Agreement. In this regard,all recipients and contractors shall take all necessary and reasonable steps in accordance with applicable federal and state regulations,to ensure that the Disadvantaged Business Enterprises have the opportunity to compete for and perform contracts. The Municipality shall not discriminate on the basis of race, color, national origin or sex in the award and performance of Department assisted contractors. 9. CONTACTS The DOT&PF's contact is Aaron Hughes,DOT&PF Project Manager.The Municipality contact is W.C. Casey,or as may be re-designated in writing from time to time. 10.PENALTY FOR BREACH a. If the Municipality breaches its obligations under this agreement prior to advertising for construction, DOT&PF will reevaluate each project nominated by the Municipality without consideration of Municipality maintenance. Municipality projects will be placed in the State Transportation Improvement Plan in accordance with their revised scores. b. If the Municipality breaches this agreement after advertisement of a project, DOT&PF may, at its sole discretion, proceed with construction of the project. In the evaluation of other projects in the succeeding six years after the breach, the DOT&PF will not include consideration of municipal contribution until the Municipality has cured the breach to the DOT&PF's satisfaction. 5 k4" c. If notified by DOT&PF in writing that it is in violation of any of the terms,conditions, or provisions of this agreement,and a default has occurred,the Municipality shall have 30 days from the date of such notification to remedy the default or, if the remedy will take in excess of 30 days to complete,the Municipality shall have 30 days to satisfactorily commence a remedy of the causes preventing its compliance and curing the default. Expiration of the 30 days and failure by the Municipality to remedy,or to satisfactorily commence the remedy of,the default whether payment of funds has been fully or partially made, shall result in the termination of this agreement by DOT&PF. d. The Municipality,upon receiving a notice of termination from DOT&PF for default, shall cease work on the terminated activities covered under this agreement. If so requested by DOT&PF,the Municipality shall assign to DOT&PF all its rights,title, and interest to any contracts it has with any consultants or contractors. Otherwise,the Municipality shall terminate all contracts and other agreements it has entered into relating to such covered activities,take all necessary and appropriate steps to limit disbursements and minimize any remaining costs. At the request of DOT&PF,the Municipality may be required to furnish a report describing the status or project activities as of the date of its receipt of notice of termination, including results accomplished and other matters as DOT&PF may require. 11.AMENDMENT OF AGREEMENT This agreement may only be modified or amended by written agreement signed by the original signatories or their successors in office. 12. AGREEMENT TERMINATION DOT&PF may terminate this agreement if DOT&PF determines that termination is in the best interest of the state. DOT&PF will give written notice to the Municipality of its decision to terminate the agreement not less than 15 days before the effective date of termination. 13. THE WHOLE AGREEMENT This agreement constitutes the entire agreement between the parties. There are no other understandings or agreements between the parties, either oral or memorialized in writing regarding the matters addressed in this agreement. This agreement may not be amended by the parties unless agreed to in writing with both parties signing through their authorized representatives. 6 lk-9 SIGNATURES State of Alaska Dated: 7 Ill 1,0(5 Department of Transportation and Public Facilities (Name) Title: 'fit R'C t Iz nl 61 s _ _or� Dated: 3 2 -S -15 Ci • Seward By: �!.._ � S, � (Name) n,j T re: cf.AA).` 7 (I 4) Sponsored by: Hunt CITY OF SEWARD,ALASKA RESOLUTION 2015-084 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA,AUTHORIZING THE CITY MANAGER TO ACCEPT THE 2014 ASSISTANCE TO FIREFIGHTERS REGIONAL GRANT AWARD#EMW- 2014-FR-00166 FOR LIVE FIRE TRAINING SIMULATOR IN THE AMOUNT OF $284,286, MATCHING FUNDS FROM OTHER FIRE DEPARTMENTS OF $11,214, AUTHORIZING A CITY MATCH OF$3,000 AND APPROPRIATING FUNDS IN THE AMOUNT OF$298,500 WHEREAS, every fire department struggles with training requirements and the ability to have live fire training in a safe and controlled environment; and WHEREAS,the Seward Area emergency responders work cooperatively to share in training time, experience and equipment; and WHEREAS, the current live fire training equipment available to Seward firefighters is inadequate for the Firefighter I and Firefighter II IFSAC and State of Alaska certifications, and for developing skills necessary for live structural firefighting; and WHEREAS,the Seward Volunteer Fire Department applied for a regional grant on behalf of the Moose Pass, Bear Creek, Seward and Lowell Point Fire Departments, to purchase a live fire simulator and was awarded the 2014 Assistance to Firefighters Regional Grant in the amount of $284,286.00 with required 5%match of$14,214.00 to be partially reimbursed to the City by other participating fire partners, for a total project cost of$298,500.00; and WHEREAS, the grant funds will purchase a live fire simulator, including shipment to Alaska plus provide funding for live fire training certification,for three certified fire instructors,one from each partner fire department, to NFPA 1403 standards for live fire training. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The City Council authorizes the City Manager to accept the 2014 Assistance to Firefighters Regional Grant award in the amount of$284,286.00. Section 2. The City Council authorizes the City Manager to accept$5,000 in miscellaneous grant funds from the Phoenix Chapter of the ASFA and $6,214 from other participating fire departments(Bear Creek Fire,Moose Pass and Lowell Point),to be used as matching funds for this grant. Section 3. Funding in the amount of$284,286 is accepted from federal grant funds account (p'l CITY OF SEWARD,ALASKA RESOLUTION 2015-084 no. 80131-0000-4251;$5,000 is accepted from miscellaneous grant funds account no. 80130-0000- 4253 from the Phoenix Chapter of ASFA; $6,214 is accepted from miscellaneous grant funds account no. 80130-0000-4253 from other participating fire departments;and$3,000 is appropriated from the General Fund undesignated reserves account no. 01000-0000-3710-80130, for a total appropriation of $298,500, as follows: $284,286 to 80131-0000-8103 (equipment); $5,214 to 80130-0000-8103 (equipment);$2,100 to 80130-0000-7009(contracted services);$4,500 to 80130- 0000-7302 (travel); and $2,400 to 80130-0000-6000 (personnel). Section 4. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 14th day of September, 2015. THE CITY OF SEWARD, ALASKA Jean Bardarson, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) u8 Agenda Statement r ofseh, Meeting Date: September 14, 2015 u To: City Council Through: Jim Hunt, City Manager From: Edward Athey, Fire Chief Agenda Item: Accepting the 2014 Assistance to Firefighters Grant award #EMW-2014-FR-00166 BACKGROUND & JUSTIFICATION: The Fire Department applied for and was awarded the Regional 2014 Assistance to Firefighters Grant in the amount of$284,286.00. This grant requires a 5% match of$14,214.00 for a total project amount of$298,500.00. The funds from this project will be utilized to purchase new live fire training simulator unit and train certified fire instructors to teach according to NFPA 1403 standards. Providing emergency services to our community can be dangerous. Over the past seven years the East Kenai Peninsula emergency responders have worked collaboratively to train our volunteers.We have gone even further with this collective training by forming a Chapter of the Alaska State Firefighters Association known as the East Kenai"Phoenix"Chapter ASFA.Our mission is training and our fundraising is for this purpose. Over the past years during many Firefighter I & II certification classes, one weakness that was identified was the inability to create class A live fires for training(Class A is normal combustible materials such as cloth,paper,plastics,wood and straw which can be extinguished using water based or general purpose fire extinguishing apparatus.)When AVTEC began operating the fire training center at the Seward Marine Industrial Center(SMIC)for a marine training center, they removed the structures needed to train our firefighters. Although they invested in a fire simulator for their marine firefighting courses,this simulator does not produce the same effects that structural fire training desires. This is a regional FEMA grant,being shared by the four volunteer fire departments who collectively agreed on this need, and who are contributing to the matching requirements of the grant. The Phoenix Chapter of AFSA will contribute$5,000,the fire departments of Bear Creek, Lowell Point and Moose Pass will contribute a combined total of$6,214, and the City of Seward will contribute $3,000. The City of Seward applied for this grant as the sponsor and after three attempts, was awarded the grant for the fire simulator plus shipping from the lower 48. There is an additional $9,000 in the grant award set aside to cover the cost of sending certified instructors from each department,out of state to become certified live fire instructors according to the guidelines required in NFPA 1403 regulations. The attached memorandum of understanding was signed by all participating fire departments,who have agreed to share the costs of maintenance and training. INTENT: Accept the 2014 Regional Assistance to Firefighters Grant#EMW-2014-FR-00166 award for the Live Fire Simulator Project. OCI CONSISTENCY CHECKLIST: Yes No N/A 1 Comprehensive Plan (document source here):Vol 1 —page 14,fire X protection, Vol 2 page 66,fire protection 2. Strategic Plan (document source here): X 3 Other (list):NFPA 1001 Firefighter professional training; State of Alaska X Fire Standards Council Firefighter I & 2 Certification requirements. FISCAL NOTE: The total project cost is $298,500, with $284,286 in federal grant funds, $11,214 in other fire agencies grant funds, and $3,000 from the City's General Fund undesignated reserves. Approved by Finance Department: nib L_ • ATTORNEY REVIEW: Yes No N/A X RECOMMENDATION: to City Council approves Resolution 2015-authorizing the City Manager to accept the 2014 Regional Assistance to Firefighters Grant # EMW-2014-FR-00166 award in the amount of$284,286, and appropriating funds. rib Memorandum of Understanding 2014 AFG Grant Application The Seward Volunteer Fire Department is the lead agency submitting this regional Assistance to Firefighters Grant proposal for a mobile live fire training simulator to benefit the following fire departments: Seward Volunteer Fire Department; Bear Creek Volunteer Fire Department (Kenai Peninsula Borough Fire Service Area); Moose Pass Volunteer Fire Department (Fire subscription area); Lowell Point Fire Department (community non-profit service); Seward Volunteer Ambulance Corp(service fee based) and two small volunteer departments located 60 miles up the highway from Seward, Cooper Landing and Hope volunteers will also benefit from this grant. When a grant is received for the live fire simulator, a use agreement will be developed for the operation of the unit, cost of consumables. maintenance, training on the unit and training classes for the responders. The undersigned departments are in support of this grant application: Seward Fire Department: Chief Edward Athey /,l(/i :I _date t/k/ .5 1 i ) _i_City f Seward: /�/ -- fit-, ,✓/ r_•6 ,,��/,;.-� ` //iv j,/?fir' -\ date l J Bear Creek Fire Department: �j4i - date 3/q//6- KPB: date —4— --s1 Moose Pass Fire EMS —� _ SMer-:s -eh F dat•' ( ) 7 ,' L Lowell Point Fire EMS > r 0 date 0/-ZG -16- Seward lire Department AFG Regional Grant Application December 4. 2014 JM 1t View Award Package Page 2 of 23 U.S Department of Homeland Security Washington D C 20472 O,v$ar4... , a y FEMA oy , _, ,C „f4,„.„0, Mr. Edward Athey City of Seward Fire Department PO Box 167 Seward,Alaska 99664-0167 Re:Award No.EMW-2014-FR-00166 Dear Mr. Athey: Congratulations, on behalf of the Department of Homeland Security, your application for financial assistance submitted under the Fiscal Year(FY)2014 Assistance to Firefighters Grant has been approved in the amount of$284,286.00. As a condition of this award, you are required to contribute a cost match in the amount of $14,214.00 of non-Federal funds, or 5 percent of the Federal contribution of$284,286.00. Before you request and receive any of the Federal funds awarded to you,you must establish acceptance of the award through the Assistance to Firefighters Grant Programs'e-grant system. By accepting this award, you acknowledge that the terms of the following documents are incorporated into the terms of your award: • Summary Award Memo • Agreement Articles (attached to this Award Letter) • Obligating Document(attached to this Award Letter) • FY 2014 Assistance to Firefighters Grant Funding Opportunity Announcement. Please make sure you read, understand, and maintain a copy of these documents in your official file for this award. Prior to requesting Federal funds,all recipients are required to register in the System for Award Management(SAM.gov). As the recipient, you must register and maintain current information in SAM.gov until you submit the final financial report required under this award or receive the final payment, whichever is later. This requires that the recipient review and update the information annually after the initial registration, and more frequently for changes in your information. There is no charge to register in SAM.gov. Your registration must be completed on-line at https://www.sam.gov/portal/public/SAM/. It is your entity's responsibility to have a valid DUNS number at the time of registration. In order to establish acceptance of the award and its terms, please follow these instructions: Step 1: Please go to https://portal.fema.gov to accept or decline your award. This will take you to the Assistance to Firefighters eGrants system. Enter your User Name and Password as requested on the login screen. Your User Name and Password are the same as those used to complete the application on-line. Once you are in the system, the Status page will be the first screen you see. On the right side of the Status screen, you will see a column entitled Action. In this column, please select the View Award Package from the drop down menu. Click Go to view your award package and indicate your acceptance or declination of award. PLEASE NOTE: your period of performance has begun. If you wish to accept your grant, you should do so immediately. When you have finished, we recommend printing your award package for your records. Step 2: If you accept your award, you will see a link on the left side of the screen that says"Update 1199A" in the Action column. Click this link. This link will take you to the SF-1199A, Direct Deposit Sign-up Form. Please complete the SF-1199A on-line if you have not done so already. When you have finished, you must submit 1l https://eservices.fema.gov/FemaFireGrant/firegrant/j sp/fire_admin/awards/spec/view_awar... 8/24/2015 View Award Package Page 3 of 23 the form electronically. Then, using the Print 1199A Button, print a copy and take it to your bank to have the bottom portion completed. Make sure your application number is on the form.After your bank has filled out their portion of the form, you must fax a copy of the form to FEMA's SF-1199 Processing Staff at 301-998- 8699.You should keep the original form in your grant files. After the faxed version of your SF 1199A has been reviewed you will receive an email indicating the form is approved. Once approved you will be able to request payments online. If you have any questions or concerns regarding your 1199A, or the process to request your funds, please call(866)274-0960. Sincerely, Brian E. Kamoie Assistant Administrator for Grant Programs r3 https://eservices.fema.gov/FemaFireGrant/firegrant/jsp/fire_admin/awards/spec/view_awar... 8/24/2015 Mail Center Page 1 of 1 r Reply To: dlsquires Date: 08/21/2015 Subject' Award Notification (Application Number: EMW-2014-FR-00166) From: firegrants @dhs.gov Congratulations! Your grant application submitted under the Grant Programs Directorate's(DHS) FY 2014 Assistance to Firefighters Grant Program has been approved for award. Please go to https://portal.fema.gov to accept or decline your award. This will take you to the Assistance to Firefighters eGrants system. Enter your User Name and Password as requested on the login screen. Your User Name and Password are the same as those used to complete the application on-line. Once you are in the system, the Status page will be the first screen you see. On the right side of the Status screen, you will see a column entitled Action. In this column, please select the View Award Package from the drop down menu. Click Go to view your award package and indicate your acceptance or declination of award. PLEASE NOTE: your period of performance has begun. If you wish to accept your grant, you should do so immediately. When you have finished, we recommend printing your award package for your records. If you accept your award, you will see a link on the left side of the screen that says Update 1199A in the Action column. Click this link. This link will take you to the SF-1199A, Direct Deposit Sign-up Form. Please complete the SF-1199A on-line if you have not done so already. When you have finished, you must submit the form electronically. Then, using the Print 1199A Button, print a copy and take it to your bank to have the bottom portion completed. Make sure your application number is on the form. After your bank has filled out their portion of the form, you must fax a copy of the form to FEMA's SF-1199 Processing Staff at 301-998-8699. You should keep the original form in your grant files. After the faxed version of your SF 1199A has been reviewed you will receive an email indicating the form is approved.After which you will be able to request payments online. If you have any questions regarding your SF-1199A, please call 1-866-274-0960. Go Back 1 �14 https://eservices.fema.gov/FemaFireGrant/firegrant/jsp/mail/mailBody.jsp?msgid=1790939 8/24/2015 Agenda Statement of sek, Meeting Date: September 14, 2015 atAswP From: Johanna Kinney, City Clerk Agenda Item: Appointment of Election Bo BACKGROUND & JUSTIFICATION: According to Seward City Code 04.05.015 (a),City election boards are selected and appointed by the Kenai Peninsula Borough Assembly and each member shall be a qualified voter and resident within the precinct for which they are appointed. The members listed below were approved by the Borough Assembly. The qualified city residents that will constitute the election board and who have committed to work on October 6, 2015 are: • Mark Kansteiner, Chair • Patty Linville • Tom Osborne • Sue Faust • Kerry Martin RECOMMENDATION: The City Council approves Mark Kansteiner, Patty Linville, Tom Osborne, Sue Faust and Kerry Martin as the Election Board for the October 6, 2015 regular municipal election. 15 Agenda Statement e Of gem Date: September 14, 2015 V qr.: If-c4 From: Johanna Kinney, City Clerk It srt Agenda Item: Appointment of Canvass Board BACKGROUND&JUSTIFICATION: According to Seward City Code 04.01.115 (a), the City Clerk, subject to the approval of the City Council,shall appoint four or more qualified voters who shall constitute the election canvass board for the October 6,2015 regular election. The canvass board is scheduled to convene the afternoon of October 8, 2015 to count the special need, absentee,and questioned ballots. This canvass board would comprise of the following City of Seward residents: • Dorothy Osenga, Chair • Susie Urbach • Jennifer Carr • Kristi Larson • Sharyl Seese(Back-Up) RECOMMENDATION: The Seward City Council approve and appoint the above to the Canvass Board for the October 6, 2015 regular election. MEMORANDUM a se. City of Seward Q0ASw� Date: September 14, 2015 To: Seward City Council From: Planning and Zoning Commission Donna Glenz, Planner Subject: Planning and Zoning Semi-Annual Report(March 1, 2015 -August 31, 2015) March • March 3rd - Quarterly work session with the Seward Bear Creek Flood Service Board. • March 3rd - Regular Planning and Zoning meeting o Held a public hearing and approved the recommendation to Council on the Fourth of July Creek Subdivision, Raibow Replat. o Approved a recommendation to Kenai Peninsula Borough for the approval of the interior lot line vacation of the Wells Replat. • March 17th - Work Session o Street name change and zoning review of Institutional to Auto Commercial property April • April 76 - Regular Planning and Zoning meeting o Elected Cindy Ecklund-Chair and Gary Seese-Vice Chair o Held a Public Hearing and approved recommendation to Council on a rezone and land use designation change from Institutional to Auto Commercial. o Held a Public Hearing and approved recommendation to Council on the renaming of Hemlock Street to Crabapple. o Held a Public Hearing and provided a recommendation to Council to fail the donation of a portion of Pat Williams Park for Senior Housing. • April l& - Annual Seward Permitting Day • April 21st - Work Session o Started review of the Parks and Rec Master Plan update. May • May 3`i-Regular Planning and Zoning meeting. o Held a public hearing and approved a Conditional Use Permit for multi-unit complex at 210 Brownell. o Held a public hearing and approved a Conditional Use Permit for an employee campground at Polar Seafoods- SMIC. 11 o Held a public hearing and approved a recommendation to Council on the donation of 1.7 acres of Lot 11A, Fort Raymond Subdivision for senior housing. • May 18th- Work session with SBCFSA o State Division of Homeland Security & Emergency Management on Flood Insurance& Mitigation Training. • May 19th—Work session • o Continued review of the Parks and Rec Master Plan. June • June 2"d Quarterly w/s with SBCFB cancelled due to Flood Board attending ASFPM Flood Insurance Conference. • June 2"d- Regular Planning and Zoning meeting. o Held public hearing and approved a recommendation to Council on the Benny Benson Park replat. o Approved a recommendation to Council to accept the $50,000.00 KPB grant for the update of the Seward Comprehensive Plan. o Re-scheduled the July meeting to July 101 . • June 16th Work Session o Review of Home Occupation Code and Review Comprehensive Plan Structure. July • July 14th Re-Scheduled meeting o Held public hearing and approved a recommendation to Council on the Tract No. 2 Tidelands replat. o Held public hearing and approved a recommendation to Council on the Forest Acres Levee Replat No. 2. o Approved a recommendation to Kenai Peninsula Borough for the approval of the interior lot line vacation of the Lawrence Replat. • Canceled the July work session due to summer schedules. August • August 4`h Regular meeting- Canceled due to summer schedules. • August 18th Work session - cancelled due to lack of quorum. o Council request to "Examine development of 30 X 100 foot lots within Seward City Limits." 76 CITY OF SEWARD • Main Office(907)224-4050 P.O. BOX 167 4 ski, • Police(907)224-3338 .r+�°9a • Harbor(907)224-3138 SEWARD, ALASKA 99664.0167 u • Fire(907)224-3445 4(45Kt• • City Clerk(907)224-4046 p • Community Development(907)224-4049 • • Utilities(907)224-4050 • Fax(907)224-4038 September 10, 2015 President Barack Obama The White House 1600 Pennsylvania Avenue NW Washington, DC 20500 RE: Thank You For Visiting Seward, Alaska Dear Mr. President: On behalf of the citizens of Seward, I would like to extend my sincere appreciation and gratitude to you for visiting our city. It was an honor and a privilege to share our little piece of paradise with you. Your visit not only touched the lives of citizens throughout our community, but will also help educate people around the world about the detrimental effects of climate change. Seward is proud of the efforts we're making to explore alternative energies, like using the salt waters of Resurrection Bay as a heating source. I want to thank you again for your support on several issues that will positively impact our community, including providing federal grant funding that will enable us to expand the use of Resurrection Bay salt water to heat four additional public facilities, the new research vessel Sikuliaq which is homeported in Seward, and the permitting of Royal Dutch Shell to drill responsibly in the Arctic Ocean. These are all important milestones that will contribute to the future success of our city. We are also proud that the National Christmas Tree has been selected from our forests. What a thrill! If you ever have the opportunity to visit Alaska again, I hope that you'll keep Seward in mind as one of your destinations. We would love to have you and your family visit us, and the community of Seward will welcome you back with a warm heart and open arms! Sincerely, Jean Bardarson Mayor rig MEMO Date: September 14, 2015 a jof se�q To: Seward City Council • � \6,e 4 Sip From: Brenda Ballou, Deputy City Clerk RE: Appreciation For Local Support Of Student Exchange Program This summer marked the 43rd anniversary of the Student Exchange Program between Seward and its City Sister of Obihiro, Japan. This year the City of Obihiro entrusted us with five bright and happy high school students representing two different high schools in Obihiro, and Seward had three lovely high school students involved in the program. For ten days while the Japanese students visit Seward,the students have the opportunity to stay with one or more host families and to take part in many social and educational activities. By the time they return to their home country, the Japanese students have fallen in love with Seward and have had first-hand experience of what life is like in a small Alaskan community. The success of this program is due in large part to the steadfast support of our local community members —from the families who open their homes to the visiting students, to the many local businesses who provide discounted rates for activities—and I would like to publicly acknowledge and thank everyone for their support! FUNDRAISING SUPPORT: • American Legion • Seward Parks & Recreation • Chellie Skoog • AVTEC • Holland America Line Community Advisory Board HOMESTAY FAMILIES: • Peggy& Dave Hamner • Emy & Daniel Johnson • Phyllis Shoemaker& Fred Moore • Kim & Kerry Martin • Jeff& Becky Roy • Dennis & Kelli Moore • Mike & Celeste Meeks LOCAL BUSINESSES: • Hertz Rental Car • Sweet Darlings • Seward Fisheries • Alutiiq Pride Shellfish Hatchery • Alaska SeaLife Center • Stoney Creek Canopy Adventures • Kenai Fjords Tours • Kayak Adventures Worldwide • Seavey's Ididaride • Prospector John's Gold Panning • Seward Museum 56 September 2 015 September 2015 October 2015 SuMo TuWe Th Fr Sa SuMo TuWe Th Fr Sa 1 2 3 4 5 1 2 3 6 7 8 9 10 11 12 4 5 6 7 8 910 13 14 15 16 17 18 19 11 12 13 14 15 16 17 20 21 22 23 24 25 26 18 19 20 21 22 23 24 I27 28 29 30 25 26 27 28 29 30 31 Monday Tuesday Wednesday Thursday Friday Aug31 Sep1 i2 3 4 6:00pm P&Z WS;Floor 12:00pm PACAB Mtg 7:00pm P&Z Mtg 5:30pm Special Meetin v a (1, V) m rn m Q 7 8 9 10 11 ` HOLIDAY;Labor Day N a a) N 14 41).5 16 17 18 6:00pm Work Session; 7:00pm CC Mtg co ei a CaaVbl IA 21 22 23 24 25 7:00pm Meet The Can VI N (N N a a) V) 28 - ---) 29 30 Oct 1 2 7:00pm CC Mtg 6:00pm P&Z WS CL------- t1 t w N Nanci Richey 1 9/10/2015 10:11 AM October 2 015 October 2015 November 2015 SuMo TuWe Th Fr Sa November TuWe Th Fr Sa 1 2 3 1 2 3 4 5 6 7 4 5 6 7 8 910 8 9 10 11 12 13 14 11 12 13 14 15 16 17 15 16 17 18 19 20 21 18 19 20 21 22 23 24 22 23 24 25 26 27 28 25 26 27 28 29 30 31 29 30 Monday Tuesday Wednesday Thursday Friday Sep 28 29 30 Oct 1 2 N V 0 Co N a a, 5 6 7 18 9� ELECTION DAY l 12:00pm PACAB Mtg 6.00pm CC WS-Budge 6:00pm CC WS-Budg 7:00pm P&Z Mtg 6:00pm CC WS-B 12------ 13 14 15 16 /i:00pm CC Mtg N 0 19 20 21 22 23 [l HOLIDAY;Alaska Day 6:00pm P&Z WS 12:00pm PACAB Work S m N 0. .--1 V 0 26 —� 27 28 29 30 / 7:00pm CC Mtg 0 m 0 N V 0 Nanci Richey 1 9/10/2015 10:13 AM