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HomeMy WebLinkAbout05262020 City Council Packet se yard City.., Council Agenda Packet Memorial Day — May 2 5, 2020 AP 1. F REMEMBER THOSE WHO HAVE SACRIFICED , THIS r )f` i Tuesday, May 26, 2020 City Council Chambers Beginning at 7:00 p.m. _116j, On May 19, 2020, Governor Dunleavy announced that starting May 22, 2020, the state would be "open for business" which includes the re-opening of all businesses, houses of worship, libraries, museums, recreational activities, and sports activities. The Governor's release states that "It's the responsibility of individuals, businesses, and organizations to minimize the spread of COVIDI9. We encourage all to follow local, state, national, and industry guidelines on ways to conduct business and activities safely." The Governor's health and safety guidelines remain in effect: • Stay six feet or more away from non-family members • Wash your hands frequently • Wipe down surfaces frequently • Wear a face covering when in a public setting in close contact with others • Stay home if you are sick, and get tested for COVID-19 if you have any symptoms • Be mindful and respectful to those Alaskans who are most vulnerable to this virus; those being our seniors and those with existing health issues PUBLIC NOTICE TEMPORARY PROCESS FOR CITIZEN COMMENTS & PUBLIC HEARING TESTIMONY AT MAY 26, 2020 SEWARD CITY COUNCIL MEETING The Seward City Council will hold a Virtual Regular Meeting on Tuesday, May 26, 2020. Because the City of Seward is currently experiencing a declared public health emergency due to Coronavirus Disease 2019 (COVID-19), alternate methods for providing Citizen Comments and Public Hearing Testimony have been created: How To Virtually Attend The Meeting 1. The meeting will be Live Streamed on the city's YouTube page. Log onto YouTube and type "City of Seward Alaska" into the search bar. 2. Listen on the radio. Tune to KIBH-FM 91.7 3. Watch on television. Tune into GCI Cable Channel 9. How To Submit Your CITIZEN COMMENTS 1. Email your WRITTEN Citizen Comments to clerkkcityofseward.net no later than 5:00 p.m. on Tuesday, May 26, 2020. • Identify whether you want your comments READ ALOUD at the meeting or EMAILED to council upon receipt. In response to your email, you should expect to receive a verification email from the clerk confirming the method of delivery — if you do not receive this email,please call the clerk at 224-4045. • Comments requested to be read aloud will be delivered verbally to council by the City Clerk at the appropriate time during the meeting. 2. If you wish to be called on the telephone during the meeting to provide your comments TELEPHONICALLY, send an email request to the City Clerk along with your contact information to clerk2cityofseward.net, including your full name and the telephone number you wish to have called. • The clerk must receive your request no later than 5:00 p.m. on May 26, 2020. • Identify whether you wish to be called during the FIRST or SECOND citizen comment period. • If you wish to be contacted for the first Citizen Comment period, please be prepared to answer your phone starting at 7:00 p.m. • If you wish to be contacted for the second Citizen Comment period, there is no estimate of time to expect the call. In response to your email, you should expect to receive a verification email from the clerk—if you do not receive this email, please call the clerk at 224-4045. • All Citizen Comments will be timed and limited to three minutes (first period) or five minutes (second period). The telephone number will be called ONE time; if there is no answer, the clerk will move on to the next citizen. 3. If you wish to appear in person to deliver your comments IN PERSON, email your request to clerk2cityofseward.net no later than 5:00 p.m. on Tuesday, May 26, 2020. • Include a phone number that the clerk can use to contact you that evening. • Identify whether you wish to be called during the FIRST or SECOND citizen comment period. • In response to your request, you will receive an email from the clerk with instructions on how to appear. 1963 1965 2005 The City of Seward, Alaska CITY COUNCIL MEETING AGENDA M-AmedcaC I �® Please silence all cell phones darning the meeting Tuesday, May 26, 2020 7:00 p.m. Council Chambers Christy Terry 1. CALL TO ORDER Mayor Term Expires 2022 2. PLEDGE OF ALLEGIANCE Sue McClure 3. ROLL CALL Vice Mayor Term Expires 2020 4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING [Those who have Sharyl Seese signed in will be given the first opportunity to speak. Time is limited to 3 minutes Council Member per speaker and 36 minutes total speaking time for this agenda item.] Term Expires 2021 5. APPROVAL OF AGENDA AND CONSENT AGENDA [Approval John Osenga of Consent Agenda passes all routine items indicated by asterisk (*). Consent Agenda items are not considered separately unless a council member so requests. Council Member In the event of such a request, the item is returned to the Regular Agenda] Term Expires 2021 6. SPECIAL ORDERS,PRESENTATIONS AND REPORTS Dale Butts Council Member A. Proclamations and Awards Term Expires 2022 1. National Historic Preservation Month ................. Pg. 4 Tony Baclaan B. City Manager Report ......................................... Pg. 5 Council Member Term Expires 2022 C. City Attorney Report ......................................... Pg. 10 Julie Crites D. Other Reports and Announcements [Reports must be submitted to Council Member the city clerk no later than noon on the Tuesday preceding the Monday Term Expires 2020 meeting for inclusion in the packet.Five(5) minutes speaking time will be allowed for each report.] 1. Chamber of Commerce Report ........................ Pg. 13 2. Seward Community Health Center Report .......... Pg. 19 Scott Meszaros E. Presentations [Presentations are limited to ten minutes each, excluding City Manager Q&A, and are limited to two per meeting unless increased by council.] Brenda Ballou 1. Providence Seward Presentation by Cole White ... Pg. 22 City Clerk Holly Wells City Attorney City of Seward, Alaska Council Agenda May 26, 2020 Page I 1 7. PUBLIC HEARINGS —None 8. UNFINISHED BUSINESS A. Items Postponed from Previous Agenda 1. Discuss re-scheduling the interviews with city attorney firm candidates: Landye, Bennet, Blumstein, LLP and Boyd, Chandler, Falconer & Munson, LLP. This item was scheduled as a Special Meeting on March 17, 2020; the meeting was cancelled due to lack of quorum. The item re-appeared on the April 27, 2020 agenda, and was postponed to tonight. ..................................................................... Pg. 25 9. NEW BUSINESS A. Resolutions *1. Resolution 20-036, Authorizing The City Manager To Submit A Municipal Harbor Facility Grant Application To The State Of Alaska Department Of Transportation And Public Facilities (ADOT) In The Amount Of $1,730,000 For The Replacement Of G, K And L Floats In The Seward Harbor. ....................................... Pg. 26 *2. Resolution 20-037, Authorizing The City Manager To Purchase A Volvo ECR58D Excavator For The Electric Utility Department From Construction Machinery Industrial Using The State Of Alaska's Procurement Process For Competitive Bidding In The Amount Of$73,735, And Appropriating Funds. .................. Pg. 65 *3. Resolution 20-038, Authorizing The City Manager To Enter A 60-Month Contract With Axon To Provide Body Cameras, In-Car Cameras, Evidence Storage, And Taser Less-Than-Lethal Weapons For The Seward Police Department In The Total Amount Of$173,360 ,With An Initial Payment Of$56,424 In The First Year, And $29,234 In The Remaining Four Years Of The Contract, And Appropriating Funds. ....... Pg. 72 4. Resolution 20-039, Authorizing The City Manager To Enter Into A Contract With Kendall Ford For The Purchase Of One Model Year 2021 Ford Expedition 4x4 Special Service Package Model U1G And One 2021 Ford F-150 4x4 Police Responder SuperCrew Model W1P With The Total Cost Not To Exceed $115,367, And Appropriating Funds. ..................................................................... Pg. 99 *5. Resolution 20-040, Authorizing The City Manager To Enter Into A Contract With Municipal Code Corporation (Municode) For The Recodification, Supplementation, And Online Code Hosting Services, And Appropriating Funds. ................... Pg. 135 6. Resolution 20-041, Recommending The Kenai Peninsula Borough Assembly Enact Ordinance 2020-24 Which Would Provide For Vote By Mail Elections, For More Time Between A Regular Election And A Run-Off Election, And To Remove Proposition Statements. ................................................................. Pg. 163 *7. Resolution 20-042, Authorizing The City Manager To Enter Into A Cooperative Agreement With The State Of Alaska Department Of Fish & Game (ADF&G), Division Of Administrative Services, For The Federal Aid hi Sport Fish Restoration Act, Recreational Boating Access (BA) Program, For The Purpose Of Designing And Permitting A Replacement Of The Northeast Harbor Launch Ramp. ............ Pg. 249 City of Seward, Alaska Council Agenda May 26, 2020 Page 2 2 *8. Resolution 20-043, Authorizing The City Manager To Reclassify The Incumbent Building Inspector (17.5-19.5) To A Range (21-23) And Change The Title To Building Official, And To Establish A New Position Of Building And Fire Inspector (Range 18-20), And Appropriating Funds. ........................................... Pg. 271 B. Other New Business Items *1. Approval of the May 11, 2020 City Council Regular Meeting Minutes. ......... Pg. 287 *2. Appoint the following applicants to the Historic Preservation Commission with terms to expire in May, 2023: Sue Ward, Sherry Dale Furlong, and Tanguy Libbrecht.Pg.298 3.Discuss the Kenai Peninsula Borough Planning Commission. ..................... Pg. 302 4.Discuss creating a Council Budget Committee. ...................................... Pg. 309 10. INFORMATIONAL ITEMS AND REPORTS (No Action Required) A. On-going City Project and Goal List ................................................. Pg. 310 It. CITIZEN COMMENTS [There is no sign in for this comment period. Time is limited to five (5) minutes per speaker.] 12. COUNCIL AND ADMINISTRATION COMMENTS & RESPONSE TO CITIZEN COMMENTS 13. EXECUTIVE SESSION A. Go into executive session to provide an update regarding Homer Electric Association v. CEA, et. al. (Bradley Lake Dispute). B. Go into Executive session to be updated on any and all pending or ongoing litigation. 14. ADJOURNMENT City of Seward, Alaska Council Agenda May 26, 2020 Page 3 3 l01 t01 PROCLAMATION WHEREAS, historic preservation is an effective tool for managing growth and sustainable development, revitalizing neighborhoods, fostering local pride, and maintaining community character while enhancing livability; and WHEREAS, historic preservation is relevant for communities across the nation, both urban and rural, and for Americans of all ages, all walks of life and all ethnic backgrounds; and WHEREAS, it is important to celebrate the role of history in our lives and the contributions made by dedicated individuals in helping to preserve the tangible aspects of the heritage that has shaped us; and WHEREAS, "This Place Matters" is the theme for National Preservation Month for May, aoao and is sponsored by the National Trust for Historic Preservation; and WHEREAS, over the course of the past year, the Seward Historic Preservation Commission has initiated and contributed to local historic preservation activities and projects such as the Seward Downtown Historic District Overlay, nomination of Historic Preservation awards, nomination of structures to the Seward Local Register and Historic Properties Inventory List, and continual Public Outreach. NOW, THEREFORE, I, Christy Terry, Mayor of the City of Seward, do hereby proclaim May, aoao as: NATIONAL HISTORIC PRESERVATION MONTH and do call upon our community to join their fellow citizens across the United States in recognizing and participating in this special observance. Dated this 26th day of May,aoao. THE CITY OF SEWARD,ALASKA Christy Terry,Mayor !Ol l01 CITY OF SEWARD Scott Meszaros, City Manager P.O. BOX 167 Telephone (907) 224-4047 SEWARD, AK 99664 Facsimile (907) 224-4038 MANAGER'S REPORT May 26, 2020 The following purchase orders between $5,000 and $50,000 have been approved by the City Manager since the last council meeting: 5/8/2020 Rodda Paint Co. Public Works Crosswalk and $7,929.80 sidewalk paint 5/8/2020 NRC Alaska LLC SMIC Removal of 1,000 $6,283.66 gallons of used glycol 5/11/2020 Rent A Can Parks and Rec 2020 fees for $18,099.50 portable toilets 5/11/2020 T2 Systems Parks and Rec Annual fees for $5,225.00 parking, campgrounds, dump station pay stations City of Seward Personnel Transactions Prepared by Tammy Nickell, City of Seward Personnel Officer Separations: Department: Date of Separation: New Hires: Department: Date of Hire: Harbor Summer Aide—Full Time Harbor 5/04/2020 Harbor Summer Aide—Part Time Harbor 5/11/2020 Available Full Time Positions: Department: Position Status: Corrections Officer Police Advertising Since 11/29/2018 Patrol Officer Recruit Police Advertising Since 1/27/2020 Recreation Assistant SPRD Advertising Since 2/24/2020 Harbor Admin Assistant Harbor Advertising Since 4/24/2020 Finance Director Finance Advertising Since 4/28/2020 ACM/Project Manager Administration Advertising Since 5/14/2020 Accounting Tech II Finance Advertising Since 5/14/2020 Available Seasonal Positions: Department: Position Status: ALPAR Crew Leader SPRD Advertising Since 3/11/2020 ALPAR Teen Litter Patrol Crew SPRD Advertising Since 3/11/2020 Campground Attendant 1-11 SPRD Advertising Since 3/11/2020 Park Maintenance Aide SPRD Advertising Since 3/11/2020 Park Maintenance Worker 1-III SPRD Advertising Since 3/11/2020 Parking Lot Attendant SPRD Advertising Since 3/11/2020 Parking Operations Technician SPRD Advertising Since 3/11/2020 Parking Operations Supervisor SPRD Advertising Since 3/11/2020 Program Aide Summer Seasonal (TYC, SPRD Advertising Since 3/11/2020 5 Teen Rec Room,Sports&Rec at The AVTEC Gym) HARBOR: • The 50-ton lifts have picked up, and the entire harbor crew is working as we are adjusting to COVID-19 issues/mandates • There is a shortage of yard space for vessels currently on the harbor side of the bay, this is due to COVID- 19 and other issues, we are trying to work with vessel owners to assist them the best we can. • The 330-ton lifts have also picked up; we have placed many vessels into the water and some vessels are showing up for maintenance. • The water is on throughout the harbor. • There is a public notice by the fish cleaning station stating that every other hose has been removed to support social distancing. • We are still working with ADF&G to replace the North East Boat Launch Ramp; funding is currently available through the same grant, and it seems like it has been approved by the governor. • The harbor is currently short one office staff. • The US Coast Guard contacted the harbor about location and designs for the new FRC, which will be located at SMIC. We are currently looking at three different concepts. More information to come later. • The Harbor has upgraded to the new software and are still running parallel, though we are working through some minor issues. We will be bringing a resolution to council with a Tariff change at the next meeting. • The harbormaster is working on the 2022 Municipal Facility Grant to replace G, K and L-float. The resolution is currently on the council agenda. • The harbor has ordered the dumpsters approved in Resolution 2020-029. They should arrive sometime in June. PARKS & RECREATION In response to the COVID-19 situation, we have taken the following actions: • Municipal campgrounds (with the exception of Boulder& Spring Creek) and dump station are open. Sites are available by online reservation only. Social distancing practices remain in effect. • All programs and events are cancelled until further notice. • Pavilion reservations are unavailable until further notice. • In coordination with AVTEC the gym (aka Student Services Center) is closed to the public. 6 • We strongly encourage people to avoid facilities with high-touch surface areas as we cannot guarantee their sanitization. PARKS & CAMPGROUNDS Utilization Campground Rentals 413 d / 173 utility Pavilion Rentals 0 Highlights • Optimizing campground reservation system • Opening, maintaining, and cleaning facilities with limited staffing • Met with Chamber and local business owners to discuss campgrounds Upcoming • Hiring and training staff • Continue to update marketing materials ELECTRIC: The line crew participated in Pole Top Training recently; see the attached picture. Our crews generally don't have a need to climb poles because of the bucket trucks, but having the training is still an added precaution. The Electric Department donated crew time and equipment to assist with hanging the banners with pictures of all the graduating seniors; see attached picture. A special thank you to Bryan Thrall, Jason Ebberson, James Unrein and AJ Turner for donating their personal time to constructing the hardware needed to hang the banners. This year has been especially difficult for students and this graduating class, but we in the Electric Department would like to congratulate all of the graduating seniors and wish you the best in your future endeavors. v 114{1tc+rrr, y The Electric Department would like to recognize two linemen for being proactive in repairing a transformer prior to failure. The damaged transformer was discovered while performing normal working duties in the same area and is thought to have been damaged during snow plowing last winter season. Upon investigation it was discovered that the transformer was knocked off its based and had partially damaged some of the internal machinery. The two linemen were able to make the permanent repairs before a major outage occurred. Thank you Cuno Hansen and David Foote for your commitment and proactive approach to keeping the lights on. -- -- - -yu l SEWARD COMMUNITY LIBRARY& MUSEUM: The Alaska State Health Mandate 016: Reopen Alaska Responsibly Plan Phase 2 and Attachment O— Libraries,Museums, and Archives allows libraries, museums and archives to reopen. Specific guidance for libraries, museums and archives in Phase 2 include limited operations, 25% max capacity, universal face coverings, 6 ft. minimum social distancing, a COVID-19 Mitigation Plan and other logistical requirements. It is still a local decision when and how we reopen. The Seward Community Library & Museum chooses to reopen responsibly with the safety of our staff,patrons, visitors and community as our top priority. Re-opening Goals ► Maintain a healthy and safe community by slowing the spread of COVID19 among staff,patrons and visitors. ► Maintain a safe and healthy work environment for staff. ► Continue operations and provide services and programs to meet our mission safely and to the best of our ability. We've developed a Phased Reopening Plan to assist in moving forward or dialing back our services as the situation warrants. We've developed COVID-19 Mitigation Procedures with practices and protocols to help protect both staff and the public according to public health authorities. The most challenging task is to develop the COVID-19 Mitigation Plan as required by mandate without a template to guide us. We've reworked our spaces for social distancing and to reduce contact surfaces. A temporary library front desk has been set up in the Atrium. Initial modified services will start with reservations to use the public access computers and equipment temporarily set up in the Community Room. We will then ease into curb side service for library materials by reservation, and then museum visits by reservation. We will begin walk in services as soon as the situation allows us to do so safely. Updates for expanding services will be announced in press releases. The Institute of Museum and Library Services (IMLS), a federal agency, is working with research partners on the REALM Project, to develop science based data to inform the safe handling of collections and reopening practices for libraries and museums. We will closely follow their progress so we may incorporate their recommendations as well. www.webiunction.org/explore-topics/COVID-19-research-project.html We will continue to be available by email and phone, Tues-Sat, 10am-6pm at 907-224-4082 and libmusgcityofseward.net. I will personally be available by phone and email on Mondays, 10am-6pm. Please leave a message as we may have stepped away to work in the stacks or on our noncontact 9 BIRCH HORTON BITTNER&CHEROT A PROFESSIONAL CORPORATION MEMORANDUM TO: CITY COUNCIL MEMBERS MAYOR TERRY FROM: HOLLY C. WELLS RE: CITY ATTORNEY REPORT— APRIL 2020 CLIENT: CITY OF SEWARD FILE NO.: 507,486.1006 DATE: MAY 20, 2020 The following report provides the City Council with a summary of the matters worked on by the City Attorney during April 2020. If you would like to review the invoice for April time, or any other invoice, please let the City Manager know and we will be sure to provide you a copy of the requested invoice(s). Given the attorney-client privileged nature of many of the services we provide for the City of Seward ("City"), our Firm's goal is to provide a monthly report containing the information needed to fully inform Council of the nature of the legal services provided the previous month, while protecting the City's confidential information. April Legal Services The City's general legal counsel services again saw a marked reduction from previous months in April, 2020, resulting in only 40.4 hours of general legal services. Legal service fees arose from labor negotiations, personnel matters, and review, response, analysis regarding public records requests, and guidance on leases and land use enforcement. COVID-19 Unfortunately, April 2020 also required the City to engage in COVID-19 preparedness and response in the City, resulting in substantial legal services in that arena. In total, the City spent approximately 62.4 hours on COVID-19 matters for a total of $13,978. Given the global, national, state-wide, and locally-declared emergency arising from COVID-19, associated legal fees may be fully reimbursable to the City under several federal and state assistance funds and programs. The City's declaration April 2020 Attorney Report Page 1 of 3 00932076.DOCX 10 of emergency and other documents have been drafted to ensure that the City is in a position to take advantage of any funding available to municipalities to combat COVID- 19 within their communities. For this reason, invoices regarding COVID-19 have been maintained separately from the general legal services invoices and the descriptions for each hour worked on COVID-19 matters has been detailed in a manner to ensure any funding source has the information it needs to process payments to the City for fees incurred. These matters included review of the Alaska Multi-agency Maritime Communicable Disease Emergency Response Plan, the City's Emergency Operations Plan, the National Strategy for Pandemic Influenza Implementation Plan, the HHS Pandemic Influenza Plan, the Department Health and Human Services Pandemic Planning Update, the State of Alaska Public Health Mandates, Alaska Statute, and constitutional case precedent regarding the parameters of emergency restrictions and response on the local level. The Firm also reviewed relevant state legislation, namely SB 241 , which has implications on municipal deadlines and elections. Other COVID-19 legal services included drafting and revising employee policies, responding to personnel issues arising as a direct result of COVID-19, interpreting new leave policies adopted by the federal government in response to COVID-19, reviewing HIPAA and EEOC obligations in light of COVID-19, drafting and revising ordinances, declarations of emergency, emergency orders, private-public agreements regarding social distancing, and numerous other documents. The Firm's legal services related to COVID-19 have also included telephone conferences and email correspondence with State of Alaska leaders to discuss the unified response to COVID-19 on the State and local level. Bradley Lake Electric and Other Legal Disputes Outside General Legal Services The City also continued representing the City in the ongoing lawsuit regarding Bradley Lake management. Mr. Earnhart spent 1 .9 hours advising management and protecting the City's interests in the suit for a total of $427.50. In addition to the Homer Electric Bradley Lake Dispute and general legal services, the Firm also represented the City in an AKOSH citation matter for a total of 7.4 hours at $1 ,665. While I will be available to answer questions regarding all pending and recently closed City litigation matters at the upcoming meeting, Mr. Earnhart will make himself available to discuss this matter with Council at its June meeting if follow up is needed or, in the alternative, provide Council with an attorney-client privileged memorandum regarding any unanswered questions regarding that citation and the consequences arising from it. Lease Negotiations, Enforcement, and Compliance The Firm addressed several lease issues during April, 2020, including lease term negotiations and review with Icicle Seafoods and, most significantly, lease enforcement and compliance issues with Raibow. The lease enforcement and compliance issues required approximately 6.5 hours in legal services. Lease discussions with Icicle Seafoods were included in the hours for general legal services and invoiced under the flat fee agreement. Conclusion April 2020 Attorney Report Page 2 of 3 00932076.DOCX 11 Ultimately, the City continues to gain efficiencies in its use of legal services. Despite substantial legal issues arising in April due to COVID-19, the City's legal service hours remained narrowly tailored to complex and necessary City projects warranting legal review. I will be in attendance at both May 26, 2020 Council meetings to answer any questions Council may have regarding this written report. April 2020 Attorney Report Page 3 of 3 00932076.DOCX 12 City Council: Chamber of Commerce Executive Director Report (report submitted May 20, 2020) CoVid19 Update: Worked with Alaska Manufacturing Extension Partnership to source PPE for businesses. Cliff Krug at FT&T is acting as the point person for that for business that need orders. State relief money for business is supposed to open up on May 26t". KPEDD is the frontline of it, AIDEA is processing applications, and Credit Union 1 will be the lender. It looks like the actual amount to be distributed will be about $260,000. We will be hosting a zoom call with Tim Dillon in the near future for more information for our businesses. (This will be good as the current SBA EIDL funds are only going towards agricultural businesses at this point). Director Specific Work: Financial Later in the summer, I will be giving the council a presentation on our plan to mitigate the bed tax loss from this summer so that we can continue to provide consistent marketing services for the City of Seward. We are pursuing a number of opportunities and taking action for those mitigation plans including relief grants. As part of that mitigation plan, we are currently working with our accountant to see how we can get the employee retention tax credit and how that works for our bed tax funding cycle. Visitor Services We are going to be opening the visitor center for weekend as the mandates have changed. We will be limited in our openings as we are waiting for staff to arrive. We will still make sure that our staff is safe. We are also using the Derby Booth as a visitor center extension this summer. Starting the weekend of May 23rd, we will be posting information in the windows and have visitor guides available. We will also be staffing in at peak times as well. We will be putting a cartoon photo cut out down in the harbormaster's office area. I met with Norm Regis last week to decide the location and took care of the permits with Jackie Wilde. Seward Marine Front: We had an all industry call on Friday, May 15t" with low attendance. Word is that everyone is really busy right now (which is a good thing). The committee will be meeting again in early June and start working on "normal" business pieces. Sustainable Tourism Conversation This has been put on hold temporarily. We will be scheduling a check in call with them sometime during the beginning of June. Page 1 13 Website We are working through the RFP process for a potential vendor. Upcoming items of interest: 5/21 — Chamber Board Meeting 5/22— KPTMC Board Meeting 6/2 — SSD Committee Meeting 6/4 — Marine Front Committee Meeting Events: Halibut Derby Elle Zernia and I are still monitoring the situation and waiting to see how things go. We have postponed the derby from June 15t to June 30t". We will see where things are at around the beginning of June and make plans from there. 4t" of July We have established a 4t" of July Committee, which council member Butts is on, and had our first meeting on May 19t". We will be meeting every other week between now and the 4t" We are still planning on having streets blocked off in the downtown area that we normally would. It will look /feel different without the fencing up and will allow people to not be so concentrated. We will be spacing vendors further apart and allow businesses that are on the closed streets to have street front vending. More details to come. Thursday: Vendor Set up Friday: Vendors Open, Activities, Fireworks (12:01 am on 4t" of July) Saturday: Vendor Open, Parade, Activities, Bonfire on Uplands Sunday: Vendors Open / Tear Down We are also looking at having some alternative fun events (some from the past and some new) and are exploring live music and some acts. Along with the situation, we will be providing signage, messaging, as well as more opportunities (hand washing stations), upped cleaning, and safety measures. Mount Marathon Race MMR Committee will be meeting May 22nd to begin to look at plans and possible postponement dates. SSSD We have two new committee members. New additions are Terry Mangold (salmon charter captain) and Ryan Jenkins (Trail Lakes Hatchery Manager) We are moving forward with the planning. Dates are Sept 8 — Sept 16. Page 2 14 MEMBERSHIP REPORT: (Aisha) • Total Active Members: 388 No drops since 11/2019 • New Members: o Latitude 60 Marine (Premium Membership) o Fly Seward (Classic Membership - 2nd business) • Prospective/Processing Members: o Mermaid Grotto Cafe (new small business) o Kayaker's Cove (small business - to rejoin after many years) o Portage Transport (small business) (rejoining) Promotions & Programming Coordinator position development • Working with Marissa to create a standard framework around social media event promotion and support • Developing instagram and facebook channels and growing audiences Seward Area Business COVID-19 Check-Ins • Hosting & facilitating weekly Zoom meetings for retail, f&b, lodging, and activities & excursion industries - Open to members and non-members • Sessions are recorded and links to rewatch are shared via newsletters • Chamber team following up on action items and concerns Virtual Chamber Lunch sessions - pivoted to online educational opportunities • May - Brian Matson of TwoSix Digital - Digital marketing strategy for CV-19 • June - Penny Gage from Alaska Growth Capital & Grow with Google - Google my Business tips and strategies Website CRM updates & support • Optimizing new invoicing and marketplace modules for membership dues & benefits invoicing, joining, and renewing memberships. • Seward.com transition from Chambermaster to Simpleview o designing/developing changes & accurate quote with ITS • Expand Member Portal functionality & push for listing updates • Seward.com - Updates still needed: Privacy Policy, Moving to Seward, Seward Conferences, Development, Resources Community Support • Hosted first-ever"Seward Virtual Bar Hop" with local bars and entertainers o Raised almost $3000 for out of work employees online via gofundme and eventbrite donations • #supportseward social media campaign generated support and action in the community - two $50 gift cards given to campaign winners. • Continued promotional support for Suspended Meals program • Supporting community non-profits with social media promotional assistance, including Seward Prevention Coalition, Seward Community Foundation, and Seward Community Health Center • Curating and updating Seward.com landing page: Seward Area & Business CV-19 Resources Member Promotional Support • Social media posts by industry w/ open business info (updated weekly) • Seward Open for Business slides/pdf released via Facebook for easily portable/down load able information (updated as often as possible. Page 3 15 • Public Google Sheet - promoted up and updated as needed. • Chamber Facebook - Cross-posting Visit Seward virtual vacation campaign to increase post engagement • Chamber instagram- Weekly posts shared on stories about events, member activity & COVID- 19 updates • Open Business one-sheets for Visitor Center window display while closed • Small business housekeeping tasks blog post Event Support - Seward Silver Salmon Derby • Logo Contest ended - Bethany Svabik winner, working on design to create merch / promotional materials • Working on a permanent logo for SSSD • Using historical photos/brochures/documents to spruce up the derby booth and add to the Derby experience Other recent/ongoing projects: • Chamber By-Laws - Input on changes • Research & Development of Mentorship/OJT Program with Seward HS • Research & Development of Community Partner membership level • Grant Writing: From Start to Funded (8-week class) • Re-development of targeted leads generation program via seward.com as an opt-in marketing benefit for members • July 4th Vendor application processing and communication • Spearheading bulk-purchase and design of branded PPE (neck buffs) for Seward Chamber and local businesses • Working with ED on developing harbor area Derby Booth as alternate/auxiliary Visitor Center location COMMUNICATIONS REPORT: (Kat Sorenson) • Social Media: • Virtual Vacation on social media accounts from 4/27 to 5/09. Had a good response from members with content which we bolstered with shared content. Over the two week period we saw the following organic increases (no paid advertising): • Reach increase by 25% • Engagement increase by 17% • Views increase by 25% • Highest reach was at 11.5k on two posts • Branding: submitted Facebook request to change Seward, Alaska name to Visit Seward in order to make a uniform brand across social media accounts Marketing: continuing conversations with members and other communities about how to approach marketing to visitors (both in state and out of state) during the coronavirus pandemic. • Visitor Resources: • Put out a call for content from members to create a Seward Wedding Resource to market as a wedding destination • Maintaining a landing page on seward.com with information on available lodging • Messaging: • Visit Seward coronavirus response video received 170,000 views on Facebook and over 12,000 unique reactions • Working on a script for a follow up video with a more welcoming, but carefully crafted tone. See link for a rough draft and add ideas/thoughts/additions • COVID FOLLOW UP SCRIPT • Seward.com Page 4 16 • Seeing an increase in web traffic, with an increase in time spent on pages (primarily from the visitor's and community resources pages) Sessions Pageviews 5750 14521 Avg. Session Duration Bounce Rate 1 m 59s 55.01 % 1`24 IX s P.-r • The standard average spent on a website is about 45 seconds, the average time for the community resources page is 3 minutes! The average time spent on resources page is over 1 minute, indicative of how useful the information is! • Screenshots below show more information and data: Pageviews Unique Avg.Time on Bounce Rats Pam Pageviews Page Entrances 4,083 3,254 00.01.14 1,471 5 . 7% m of total: 'n,0t-Ot_31: A;vg far View: N at-otal: Ave fol Vie'-,,: 100.00%(4.083) 100 OOby 00:01:14(0.00%) 100.003- 52.2 .f0 007 1 �v,254) (1.471) 1. / &'J 1,087 (26.62%) 864 ,-6.55`-) 00.00:51 845 ;57.44 _i 43.55f6 2_ /play/ 9 326 (7.98%) 232 (7IK) 00:00:20 40 f272>_,i 30.0n 3. /home/reward-visitors-resources-C? 201 (4.92%) 158 (4.86%) 00:01:09 23 (1.56`:j 6 9.5 7 E for-covid•19/ 4- /stay/ 193 (4.73%) 169 (5.19%) 00:00.46 38 (258>_,i 34.21 E 5. /plan/ 184 (4.51%) 131 (4.03%) 00.00:28 23 (1.sG%) 52.17% 6. /Iisl/QUlod9ing-29-htm 138 (3.38%) 89 (2.74%) 00.00:13 8 (G.54%) 25.00°vE 7. /ea1/ 103 (2.52%) 88 (2.70%) 00.00:57 27 (1.84%) 59.26�6 8_ /play/wiIdIifeWgIacier-viewing/ 0 94 (2.30%) 67 (2.06%) 00-00:36 5 (0-34%) 50.0n 9. /news/seward•business•resource e 92 (2.25%) 68 (2.09%) 00:02:59 29 (1.9? _;i 58.62% s-for-covid-I91 Page 5 17 Sessions Pageviews 5750 14521 Avg. Session Duration Bounce Rate lm 59s 55 . 1 % t 24° J- -12% vs, Previouc vs. rev, . Page 6 18 SCHC quarterly presentation to Seward City Council May 26, 2020 The Seward Community Health Center(SCHC) is a 501 C3 organization that is a co-applicant with the City of Seward for a Federal grant from HRSA—the Health Resources and Services Administration—that allows us to operate our community's health center. The City and SCHC have a co-applicant agreement that requires us to meet with the city coordinating committee on a quarterly basis.The Coordinating Committee includes the city manager, council healthcare representative, Sharyl Seese,the SCHC board chair, and the Executive Director. This presentation is our quarterly presentation to the City Council per our co-applicant agreement. Review of 2019 and First quarter of 2020 SCHC YTD Total Provider Encounters and Unduplicated Encounters L 4,000 0 U C 4- 3,000 0 L E 2,000 Z 1,000 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec --0-2019 YTD Total 398 773 1,135 1,570 1,985 2,446 2,952 3,466 3,841 4,257 4,559 4,970 --0--2019 YTD Unduplicated 348 601 791 934 1,180 1,305 1,539 1,758 1,878 1,968 2,048 2,160 t2020 YTD Total 405 753 1,088 2020 YTD Unduplicated 380 540 709 Volume: For 2019 our annual number of provider visits increased by 12%from 2018,to a 2019 total of 4,970. The number of individual patients (unduplicated) seen was up 6%,for a total of 2,160 in 2019. The higher patient volume is related to a busy summer season. For the 1"quarter of 2020 we are seeing a decrease in provider visits of 4%and a decrease in individual patients of 10%. This is mostly due to the COV/D shutdown started in March of 2020. Revenues: For 2019 total annual revenues were approximately 20%over budget and 16%over 2018. Due to increased volume and increased grant revenue. 19 For the 1"quarter of 2020 total revenues are under budget by 17%or$139,000 and 7% under 2018 first quarter revenues. The decrease is due to COV/D in March of 2020. Expenses: For 2019 annual expenses were 15%over budget and 15%over 2018 expenses.This was due to increased grant related costs. For the 1"quarter of 2020 total expenses were 5% under budget or($40,000). Net Income: 2019 net income was$115,585 compared to $93,070 in 2018. For the 1"quarter of 2020 we showed a loss of($91,000)before recording the HRSA COV/D grant funding which takes us to a loss of($1,700). Cash: Our available cash balance at the end of December was $684,000 or 72 days in cash, compared to a balance of$471,000 or 50 days cash in December 2018. For the 1"quarter of 2020 we had$660,000 in cash or 72 days of cash. Patient accounts Receivable: At the end of 2019, Gross patient receivables were$217,000 or 45 revenue days with a budget goal of 45 days. For the 1"quarter of 2020 we had$153,000 in gross patient receivables or 41 revenue days. Net Assets: At the end of 2019 were$913,000 compared to$797,000 in 2018. Current ratio 4.84, (current assets over current liabilities, expected 1.25 or higher) Quality: Our current quality initiatives are Diabetes control, depression screening follow-up and referral completeness. Board membership: Currently our board has 12 out of 15 seats filled. We also have about 9 community volunteers that are on our various operating committees. Staffing: Provider Staff: For 2019 and the first quarter of 2020 we had no medical provider turnover, but we do have a new behavioral health provider. Dr. Allen, Dr. Roloff, Pediatrics, Dr. Schellinger, Osteopathic physician doing OMT and seeing patients.Jeanette Nienaber PA,Julie Crites ANP. Mike Craytor, LPC, doing behavioral health assessments, brief interventions and referrals. As of the end of March 2020 we were fully staffed with 20 FTE's. We are currently using 4 of Providence's billing and coding staff as part-time employees to assist with billing and coding training and coverage. We will be utilizing some temporary staff for summer coverage. Our providers with bio's can be found on our website and Facebook page. Updates: • SCHC received the HRSA Integrated Behavioral Health Services grant for$145,000 ongoing funds, (budget and application attached).The RFP to contract out this grant was sent out in November 2019. Proposals will be reviewed at our December Board meeting, and the contract to fulfill the grant was awarded to the Seward Prevention Coalition for their Youth 360 program. 20 • The 2019 financial Audit was completed with new auditors. We did have one finding concerning our procurement policy not being updated to reflect the current federal guidance.This was corrected and submitted,to the appropriate agencies. • Collaboration—We have been working more closely than ever with the City and all groups within our community to distribute information, assist in preparedness and problem solve community issues involving COVIDI9. • Building project—We have made some changes to our drawings because of what we have learned from the recent pandemic. After consideration of several sites we decided to locate the facility on our property,just north of the hospital. Also, we are just starting to work on our fundraising strategies. • Outreach events—Our outreach staff has been working to connect community members and patients to needed services. One example was a patient seen in the afternoon, with a newborn that was unexpectedly stranded in Seward without resources for food and housing. Because of the outreach actions of our staff and the connections of our community we were able to provide accommodations to these folks by the end of the day. 21 v1 .ti P, V1 v1 rV Lr O m cm cmI� N cmN' 614 N m' 14 N N cm M y th th iA th th th th th th th iA iA th th th iA iA cu N cu n O N m .ti I, O �--i m I, N Ln rV CO 0 t 7 coOl Ol N O m .--i 70 00 O 0) 0) .ti lA I, CO N V1 O N N co O 0) 00 to 2 N N 4 - M cN. I C _ 01 a-I uj C O N V J O . v � Z. � 3 z W C v OJ Z. 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Q N (6 L W Q 0 w L Q C h CL � a � s f6 L C W V1 m Z C a W Z c n O CL LU E z X uw a .0 o ~ *' N to N V' 2 W .� O 7 +_ +m+ C to W `� N .V Z u W (J .L U CL aaj z p LL i H Z w C N W N p Z N N p q Z C O L LU Z E = W [0 a o O W C7 L U O 2 Z u W w N W W 'o N .� N to (6 CL Z W N v ++ O W � = OC � to T N to aj H SZ a"' N Z tL Z O L1LLJ O .L LU N L W n Z W SZ a-+ O X m E OL 7 7 N +CL 0- �+ O CL H O N i O 2 0C 0 0 H u1 !n W a- a- Ln 0 O H O O z a' H u N N O M •� U Q X •E 0 > o o _ °' E 0 � CD CD p N •O O Q . UQ > _ +-+ X 0 -C O +�-+ N 0 W O — N cn Q � = > �: = Q 0 � O O -0 �Uc The City of Seward, Alaska Special City Council Meeting Tuesday, March 17, 2020 11:00 a.m. Christy Terry 1. CALL TO ORDER Mayor Term Expires 2022 2. PLEDGE OF ALLEGIANCE Sue McClure 3. ROLL CALL Vice Mayor Term Expires 2020 4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Sharyl Seese [Those who have signed in will be given the first opportunity to speak. Time Council Member is limited to 3 minutes per speaker and 36 minutes total speaking timefor this Term Expires 2021 agenda item.] John Osenga Is. APPROVAL OF AGENDA AND CONSENT AGENDA [Approval of Consent Agenda passes all routine items indicated by asterisk Council Member (*). Consent Agenda items are not considered separately unless a council Term Expires 2021 member so requests. In the event of such a request, the item is returned to the Regular Agenda] Dale Butts Council Member 6. NEW BUSINESS Term Expires 2022 A. Other New Business Items Tony Baclaan Council Member 1. Conduct interviews with city attorney firm candidates: Term Expires 2022 Julie Crites 11:00 a.m. Landye, Bennet, Blumstein, LLP (Leslie Council Member Need & Matt Mead); 10-15 minute presentation Term Expires 2020 delivered by the firm,followed by 1 hour interview with council. 1:00 p.m. Boyd, Chandler, Falconer & Munson, LLP Scott Meszaros (Brooks Chandler); 10-15 minute presentation delivered City Manager by the firm, followed by 1 hour interview with council. Brenda Ballou 7. CITIZEN COMMENTS[There is no sign in for this commentperiod. City Clerk Time is limited to five(5) minutes per speaker.] 8. COUNCIL AND ADMINISTRATION COMMENTS & Holly Wells RESPONSE TO CITIZEN COMMENTS City Attorney 9. ADJOURNMENT City of Seward, Alaska 25 Council Agenda March 17, 2020 Page I Sponsored by: Meszaros CITY OF SEWARD,ALASKA RESOLUTION 2020-036 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO SUBMIT A MUNICIPAL HARBOR FACILITY GRANT APPLICATION TO THE STATE OF ALASKA DEPARTMENT OF TRANSPORTATION AND PUBLIC FACILITIES (ADOT) IN THE AMOUNT OF $1,730,000 FOR THE REPLACEMENT OF G, K AND L FLOATS IN THE SEWARD HARBOR WHEREAS, the State of Alaska Department of Transportation and Public Facilities (ADOT) administers the Municipal Harbor Facility Grant Program; and WHEREAS, the City of Seward owns and maintains the Seward Harbor and is eligible for a Municipal Harbor Facility grant; and WHEREAS, the City of Seward hired R&M Consultants, Inc. (R&M) to inspect G, K and L Floats in November, 2019; and WHEREAS, the report written by R&M in December, 2019 found that the docks that were constructed in the 1970s were beyond their service life; and WHEREAS, the report also recommended that the replacement of G, K and L Floats should be the harbor's top priority; and WHEREAS, the City of Seward has the required 50% in local matching funds for construction of the G, K, and L Floats Replacement Project, per the Harbor Facility Grant program requirements; and WHEREAS, the City of Seward is capable of completing the G, K, and L Floats Replacement Project within eighteen (18) months after award of a Harbor Facility Grant; and WHEREAS, the Seward Boat Harbor is critical to the City of Seward. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The City Manager is authorized to submit a Harbor Facility Grant application to the State of Alaska Department of Transportation and Public Facilities for the replacement of G, K and L Floats in the amount of$1,730,000. Section 2. The City of Seward supports the project entitled G, K and L Floats Replacement Project. 26 CITY OF SEWARD,ALASKA RESOLUTION 2020-036 Section 3. Subject to available Alaska Legislature funding, and selection by the Department of Transportation and Public Facilities, the City of Seward will enter into a grant agreement with the State of Alaska Department of Transportation and Public Facilities for a FY 2022 Municipal Harbor Facility Grant. Section 4. The Seward City Council confirms its intent to utilize internal funds towards the 50% match required for this project. Section 5. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 26th day of May, 2020. THE CITY OF SEWARD,ALASKA Christy Terry, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) 27 Agenda Statement Meeting Date: May 26, 2020 To: City Council Through: Scott Meszaros, City Manager From: Norm Regis, Harbormaster — Agenda Item: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO SUBMIT A MUNICIPAL HARBOR FACILITY GRANT APPLICATION TO THE STATE OF ALASKA, DEPARTMENT OF TRANSPORTATION AND PUBLIC FACILITIES IN THE AMOUNT OF$1,730,000 FOR THE REPLACEMENT OF G, K, AND L FLOATS IN THE SEWARD BOAT HARBOR BACKGROUND & JUSTIFICATION: Project Summary The City of Seward Boat Harbor is poised to replace the remaining docks in the northwesterly corner of the Seward Boat Harbor. The administrations recommendations are based on the detailed 2019 and 2020 engineering report as modified by experience and funding limitations. On or before August 1,2020 a grant application will be submitted to the State of Alaska Department of Transportation and Public Facilities(DOT&PF)MunicipaI Harbor Facility Grant program. If successful,the state funds for construction would be available in the middle of 2022. In order to be awarded a grant,the City must identify the local matching funds now. Per the attached engineers drawing, the scope of the project is proposed as follows: 1) Replace G-Dock in place. 2) Replace K-Dock in place and lengthen, remove the fingers on the north side to create more transient space. 3) Replace L-Dock in Place and lengthen. 4) Drive new piling G, K and L Dock. DOT Grant Program The Municipal Harbor Facility Grant Program is managed by DOT&PF. The program provides 50/50 matching funds to eligible applicants. The program was created in 2006, but not funded until 2007. The legislature supplied funding in subsequent years (but not in 2009). The money can only be used for construction ready projects, not for planning or engineering. This grant program is funded on an annual basis at the discretion of the Alaska Legislature and consists of two tiers, Tier I and II. This application will be submitted in the Tier 11 category. With State revenues projected to decline over the next few years, funding for the municipal Harbor Facility Grant Program will be a bigger challenge for the Legislature, therefore the Administration recommends quickly submitting our application before the fund is depleted. 28 The City of Seward has applied three times for these facility grants before and was successful only twice with Tier I and Tier IL This program paid for one-half of the D Float Replacement Project and one-half of the A, B,C and S-float replacement Project. Project Need Statement This project will replace docks that are almost 50 years old. This project has been included in the City's Capital Improvement PIan since 2009(see attached Harbor Five Year CIP), Also attached is PACAB resolution 2020-002 recommending council authorize the city manager to submit the 2022 Harbor Facility grant application.Also attached is the 2019—2020 engineering report that recommends G, K and L Dock be replaced. G, K and L dock are the last remaining docks when the State transferred the Seward boat harbor to the City of Seward. These docks are unsafe. The floating docks are slowly sinking -- freeboard distance from the water to the deck,averages about half of a new dock(approximately 22 inches). The current docks do not float evenly-- they are twisted and rock back and forth while walking down the main dock,the corner of G and L dock sinks and leans outboard as you walk around the corner.The deck height above the water varies from 12 to 12.5 inches. With the exception of dock L,docks G and K do not have bull rails installed which is a safety hazard. The wooden pilings are beyond their service life of forty years, many are worn flat and the creosote has been scraped off,allowing marine borers to enter the wood. This project will replace the old creosote treated piling with stronger galvanized steel pilings. G dock does not have any light poles, and there are only two light poles on K dock and two light poles on L dock. The lack of light is a safety issue. Replacing the old docks is the best way to solve these safety and environmental issues and improve the economic viability of the Seward Boat Harbor. Plan to Fund, Construct, and Maintain the New Docks The City has selected and hired R&M Engineering in Resolution 2020-016 to engineer the replacement of G, K and L-Float. The city is currently at 95%design ready for construction prior to the state receiving the grant application,permitting is still in the process. In the fall of 2021, after the grant application has been evaluated and it appears that state funding is likely to be secured, the city will go out to bid for the construction phase of this project, R&M engineering will assist with the bid process.After bidding,the City needs to acquire R&M engineering utilizing the on-call engineering contract for construction support on this project; this will come before council as a resolution after a construction company has been selected per SCC. The next step will be to execute a construction contract with the winning bidder for installing the new docks no later than April 15, 2023. The City will be regularly evaluating progress to ensure that the project is completed on time and within budget. Keeping the nearly fifty-year old docks functional is getting to be a greater and greater challenge. Replacing the docks will reduce maintenance costs(estimated at$20,000 per year)and minimize the possibility of an injury claim caused by an unsafe condition(estimated cost factor of$10,000 per year). This project's successful completion will mean that within the last twelve years,every section of the harbor will have had new infrastructure installed. INTENT: To authorize the City Manager to submit a grant application to the state Municipal Harbor Facility Grant Program in the amount of$1,730,000. 29 CONSISTENCY CHECKLIST: Yes No N/A 2020 Seward Comprehensive Plan (page 23): Create a thriving port of 1. Seward through harbor improvements, infrastructure expansion,and X im,:1ementation of management plans. 2 City of Seward Strategic Plan (page 7): Complete the renovation of the X Seward Boat Harbor 3. ..I Other: FISCAL NOTE: The administration's goal is to purchase and install new docks without raising moorage rates(beyond the annual cost of living adjustments). The Harbor Enterprise Fund currently has more than three million dollars in long-term debt. Annual harbor debt service is approximately $813,965. The harbor reserve currently has about six million dollars for this type of harbor related project. There is no fiscal impact with this resolution, but upon award of the grant, the City will need to appropriate the 50%required match through a separate resolution. Approved by Finance Department: . ATTORNEY REVIEW: Yes No X RECOMMENDATION: Council approve Resolution 2020-036,authorizing the City Manager to submit a Facility Harbor Grant application to the state with the engineers estimate of$1,730,000. 30 FINAL INSPECTION REPORT Seward Small Boat Harbor Floats K, and L Seward, Alaska I., N -.,.^.rr•-s.�."m®�.�r.,.n.,,,�•,.—,.—.ter... December 27, 2019 Prepared for: Norm Regis, Harbormaster aF City of Seward ,,, e P.O. Box 167 A�~ Seward, Alaska 99664 *:,'• :,�Tlj Prepared by: �`• R&M Consultants �l ,• 9101 Vanguard f°sr•, c 141 Ale Anchorage, Alaska 99507 ��� �'••.' /�Q79••'w° �1k 31 Table of Contents EXECUTIVESUMMARY............................................................................................................1 1. INTRODUCTION...........................................................................................................2 ExistingStructure....................................................................................................................2 Tides..........................................................................................................................................5 InspectionProgram.................................................................................................................5 Condition Assessment: Rating System Description..........................................................5 2. FINDINGS........................................................................................................................8 General.....................................................................................................................................8 PotableWater System...........................................................................................................11 FireSuppression System......................................................................................................11 Electrical and Lighting System............................................................................................12 Level of Service and Service Life........................................................................................14 ConditionSummary.............................................................................................................15 3. RECOMMENDATIONS AND COST ESTIMATES...............................................16 Recommendations-Replacement: .....................................................................................16 Replacement Cost Estimate: ................................................................................................16 APPENDICES..............................................................................................................................17 Appendix A: Drawings Appendix B: Cost Estimate 32 EXECUTIVE SUMMARY The November 2019 inspection of the Seward Small Boat Harbor included a visual inspection of the City of Seward (City) floating docks in the northwest harbor including K, L, and a portion of G Floats. It did not include an electrical or underwater inspection. The following is a summary of the findings: • The floating docks in this section of the harbor were constructed in the 1970s and are at or beyond their service life and should be replaced. They were generally found to be in Serious Condition. All floats have low freeboard and insufficient reserve floatation to support normal design loads. • The potable water and piped fire suppression utilities are in Poor Condition. The piping and risers have been heavily modified over the years and contain numerous fittings of differing materials. Some of the fittings are steel and are corroding. • The pilings are in Poor Condition. The majority of the pilings in this area of the harbor are timber and have been in service since the 1970s. Many of the pilings are worn and have flat surfaces where they have been scraped down over the years by the act of tides and the pile collars. • The main floats have metal grating fire breaks that do not meet ADA standards for pedestrian access. It is recommended that G, K and L floats be replaced. A preliminary replacement layout is outlined in the drawings attached to this report. The option preferred by the harbormaster includes: • All new timber floats with polyethylene encased floatation tubs. • 10 foot wide main floats. • 14 each 4'x 32' fingers (27 slips) on the south side of K float. • 460 feet of linear moorage on the north side of K float. • 400 feet of linear moorage on L float. • 245 feet of linear moorage on the west side of G float. The preliminary cost estimate for replacement is approximately $4.9 million. 1 33 1 . INTRODUCTION Existing Structure The Northwestern portion of the Seward Small Boat Harbor was constructed in the 1970s. There are five main floats; F, H, J, K and L Floats along with G float or the head walk float that connects F through L. There have been several extensions, modifications, and renovations over the years. In 2002 floats F, H and J were replaced with new concrete floating docks. At that time K float was moved to its current location and the old L float was removed. In 2005 several of the new concrete floats were extended. K, L, and a section of G are remaining from original construction in the 1970s. The existing harbor is illustrated in the below figure. CITY OF SEWARH y e SEWARH BOAT HARBOR f---AREA OF FOCUS L FLOAT I 1 _ K FLOAT .tea '"o o41 ILam I' ti. no a ON O �.Cn OG [d 6'6 tS Exisitng site K and L floats are constructed of timber and were designed by the State of Alaska DOT. They consist of uncoated polystyrene floatation modules, timber stringers and sills, and timber decking. The pilings are also timber. There are 4 light poles on K and L docks and no power pedestals. 2 34 G-Float (the remaining section) is 8 feet wide and about 250 feet long. There are no fingers on this section. It is restrained by 7 exterior timber piling. There are no bullrails on this section of float. « p t - 5 t 1 yet aWi_r G Float K-Float is 8 feet wide and about 358 feet long. There are 11 each 3.5' x 31' fingers on each side. This results in 22 fingers and 46 slips. It is restrained by 12 exterior timber piling. There is one pile in the center of each slip on the south side. There are no bullrails on this section of float. There are 2 light poles on this section of float. 3 35 u , K Float L-Float is 10 feet wide and about 125 feet long. There are no fingers on this section. It is restrained by 4 each interior timber piling. There are 2 light poles on this section of float. �w 6 16 �yl .p 3 L Float 4 36 Tides NOAA publishes the following tidal statistics for Seward: Highest observed water 15.09 feet MHHW 10.58 feet MHW 9.67 feet MTL 5.52 feet MLLW 0.0 feet Lowest observed water - 4.15 feet inspection Program The scope of work for the 2019 inspection program included: • A visual inspection of floats and fingers including measurements of freeboard. • A visual inspection of the above water portion of piped fire and potable water systems. • A schematic drawing of the general dimensions and features of the current infrastructure in this area of the harbor. No underwater inspection was done. No detailed inspection of the electrical and lighting systems was done. The fieldwork was done November 18, 2019 by John C. Daley, P.E., project engineer. Condition Assessment: Rating System Description A condition assessment rating system was chosen for the evaluation of the structure. The purpose of a rating system is to provide a uniform and repeatable method of tracking the condition of structures throughout their service life. The correct rating assignment requires professional engineering judgment and considers: • the scope of damage, • severity of damage, • distribution of damage, • types of components affected and their structural sensitivity, and • location of defect on the component relative to the point of maximum stress. Therefore, the qualifications of the individuals assigning ratings are important to ensure that the ratings are assigned consistently and in accordance with sound engineering principles and the selected guidelines. The damage assessment and rating system used in this report generally follows that recommended by the "Waterfront Facilities Inspection and Assessment" Manual of 5 37 Practice 130 published by the American Society of Civil Engineers (ASCE, 2015). Damage assessments are done on an element level. For example the deck boards. Condition ratings are done on an overall structure level. For example K float. Ratings are assigned to each structure to facilitate establishing the priority of maintenance, repair or replacement actions. A numerical scale is used for routine condition assessments and should remain associated with the structural unit until the structure is re-rated after a quantitative engineering evaluation of repairs, or on completion of the next scheduled routine inspection. The ASCE rating system, summarized in Table 1.1, uses a scale of 1 to 6 with 6 corresponding to a structure in good condition, and a rating of 1 corresponding to a structure in critical condition. These ratings are used to describe the existing in-place structure relative to its condition when newly constructed. The fact that the structure was designed for loads that are lower than the current standards for design have no influence on the ratings. Table 1: Damage Ratings for Timber Elements RATING Existing Damage NI Not • Not inspected, inaccessible, or passed by. Inspected ND No Defects • Sound surface material. • Checks splits and gouges less than 0.5 in. wide. MN Minor Evidence of marine borers or fungal decay. • Remaining dimeter loss up to 15%. • Checks and splits wider than 0.5 in. MD Moderate • Cross-section area loss up to 25%. • Corroded hardware • Evidence of marine borers or fungal decay, with loss of section. • Remaining dimeter loss up to 15 to 30%. • Checks and splits through full depth of cross section. MJ Major . Cross-section area loss up to 25 to 50%; heavily corroded hardware • Displacement and misalignment of connections. • Remaining diameter loss more than 30%. • Cross-section area loss more than 50%. SV Severe . Loss of connections and/or fully nonbearing condition. • Partial or complete breakage. Source: Waterfront Facilities Inspection and Assessment Standard Practice Manual 130(ASCE,2015). 6 38 Table 2: Rating System for Overall Condition of Structures RATING I DESCRIPTION 6 Good No visible damage or only minor damage noted. Structural elements may show very minor deterioration, but no overstressing observed. No repairs are required. 5 Satisfactory Limited minor to moderate defects or deterioration observed, but no overstressing observed. No repairs are required. All primary structural elements are sound; but minor to moderate defects or deterioration observed. Localized areas of moderate to advanced deterioration 4 Fair may be present, but do not significantly reduce the load bearing capacity of the structure. Repairs are recommended, but the priority of the recommended repairs is low. Advanced deterioration or overstressing observed on widespread portions of the 3 Poor structure, but does not significantly reduce the load bearing capacity of the structure. Repairs may need to be carried out with moderate urgency. Advanced deterioration, overstressing, or breakage may have significantly affected 2 Serious the load bearing capacity of primary structural components. Local failures are possible and loading restrictions may be necessary. Repairs may need to be carried out on a high priority basis with urgency. Very advanced deterioration, overstressing, or breakage has resulted in localized failure(s) of primary structural components. More widespread failures are 1 Critical possible or likely to occur and load restrictions should be implemented as necessary. Repairs may need to be carried out on a very high priority basis with strong urgency. Source: Waterfront Facilities Inspection and Assessment Standard Practice Manual 130(ASCE,2015). 7 39 2. FINDINGS General The floating docks are in Serious Condition due to low freeboard and the inability to carry published design loads safely. The floating docks have reached the end of their normal service life and should be replaced. They are over 45 years old. The timber is rotting and deteriorating in places. There is moss and grass growing on areas of the floats. The timber decking has Minor Damage due to fungal decay. The timber framing and timber piling have Moderate Damage due to section loss and corroded hardware. r• r ZI 1 w. A!, Moss and grass on decking at K Float The floatation foam has absorbed water and lost buoyancy. The existing polystyrene floatation billets are uncoated. (Modern billets are typically coated or encased in a plastic shell for protection.) Many of the existing billets have deteriorated due to the effects of 8 40 minor amounts fuel or solvents in the water and under the effects of ice. This combined with added weight of marine growth below the water surface has resulted in a loss of freeboard. The freeboard or distance from the waterline to the deck was found to be typically 12 to 12.5 inches. This indicates that the primary structural members including the transverse timber sills are at the water surface. It is generally advisable to have these members above the water surface. Low freeboard makes for a taller step from the float into the vessels. Current design codes require an allowance for 10" — 12" of freeboard reduction when fully loaded. Most modern harbors have float system with 18 to 22 inches of freeboard. On the existing floats there is typically less than 6 inches of floatation foam above water. This results in little reserve buoyancy and the floats are in danger of sinking under significant snow loads or even if a group of people were to congregate in one place. . zin AIL ""Myy ir 4 J. Polystyrene floatation visible on K Float. (Note less than 6" reserve above the waterline.) ASCE Manual of Practice 30, Planning and Design Guidelines for Small Craft Harbors lists the following live load design criteria for floating docks. Table 3: Design Live Loads Condition Uniform live load Restricted access - pedestrian use only 30 pounds per square foot Unrestricted access - pedestrian use only 40 pounds per square foot Unrestricted access - golf carts 50 pounds per square foot 9 41 Preliminary calculations show that the existing floats will be approximately awash at 30 pounds per square foot live load and will be submerged at 40 pounds per square foot or larger live loads. (It should be noted that Seward has a code specified 80 pounds per square foot ground snow load, which would sink the existing floats.) The hinge connections between the main float G and K and L floats are in poor shape. The connection pins are very loose from wear and the hinges make a loud clanking sound when someone walks by. The timber pilings are in Poor Condition. They have exceeded their normal design service life of about 40 years. As mentioned previously they have Moderate Damage due to section loss and suspected marine borers. Many are worn flat on the sides and the creosote has been scraped free. This combined with checks and cracks could allow marine borers to enter the wood. A previous project in the north harbor about 15 years ago involved pulling timber piling and cutting them with a chain saw. A number of those piling showed signs of marine borers. This was in the form of worm holes in the wood. Although no timber pilings were cut for this inspection, it is anticipated that the piling in this area of the harbor are in similar condition. r r M Worn timber piling on K Float 10 42 Potable Water System The Potable Water system is in Poor Condition. It has been patched and modified numerous times over the years. This results in a number of differing materials being used in the system including galvanized steel pipe and fittings, brass fittings, HDPE pipe and fitting, and others. Several user installed connections were observed. These often include field installed Tees and valves. Each time a new material and new fitting is introduced results in a new location for a potential leak to form. The below deck fittings are corroding and it is doubtful that the system can function at design pressures with an adequate factor of safety. It 7 r w Potable water riser on K Float Fire Suppression System Similar to the potable water system, the fire suppression system is in Poor Condition. It has been patched and modified numerous times over the years. This results in a number of differing materials being used in the system including galvanized steel pipe and fittings, brass fittings, HDPE pipe and fitting, and others. Each time a new material and new fitting is introduced results in a new location for a potential leak to form. The below 11 43 deck fittings are corroding and it is doubtful that the system can function at design pressures with an adequate factor of safety. Ilk. Fire system riser on K Float Electrical and Lighting System The electrical and lighting system was not inspected by an electrical engineer for this project. There is no shore power on K or L floats. There are 4 light poles. Some of the wiring to the light poles run through household junction boxes on the deck. In general the level of service for electrical and lighting on this section of the harbor is below modern standards. 12 44 ` / . � \ <� y» ©mom 2 �r . %- . Light Pole on K Float 13 45 �v z Household electrical connection on L Float Level of Service and Service Life A service life of 40 to 50 years is normal for modern waterfront facilities. One can expect increasing maintenance costs and decreasing level of service as the end of the service life is approached. At some point the owner must weigh the maintenance cost and the level of service with the cost of replacement. An analogy can be made to the service life of an automobile. It is easy to understand that one expects a high level of service and reliability from a new automobile. When the vehicle gets 10 or so years old, and has over 100,000 miles on it, one can expect increased maintenance costs and a lower level of service. Perhaps not every item on the vehicle still works like new. Perhaps the maintenance now includes larger and more costly items. Although it is possible to keep a vehicle running indefinitely, it is reasonable to expect increased maintenance and costs. In this regard the K and L Float area of the Seward Small Boat Harbor infrastructure could be compared to a 20 year old vehicle with 200,000 miles on it. It is still functioning, but there are serious issues with maintenance and functionality. Under high load scenarios there could be safety concerns. This area of the harbor does not provide a level of service in line with modern standards. The City would need to invest significant funds to bring this float system up to modern standards. 14 46 Condition Summary The table below summarized the condition rating of each primary element in the harbor. Table 4: Condition Summary ITEM RATING DESCRIPTION G-Float 2 Serious Lack of reserve floatation. Lack of bullrails. K-Float 2 Serious Lack of reserve floatation L-Float 2 Serious Lack of reserve floatation Piling 3 Poor Worn timber piling Water System 3 Poor Corroded fittings,heavily field modified system Fire Suppression System 3 Poor Corroded fittings,heavily field modified system 15 47 3. RECOMMENDATIONS AND COST ESTIMATES Recommendations - Replacement: The facilities included in this condition assessment are generally in Poor to Serious condition. Repairing these facilities would include providing new floatation, new timber decking, new galvanized steel piling, new pile collars, and new utilities. The cost to repair / upgrade these floating docks to modern standards is likely similar to or greater than the cost to replace them. Based on the above the floating docks have reached the end of their normal service life and should be replaced. A preliminary layout and cost estimate are provided in the appendix. The recommended layout follows the existing one with a few modifications and minor extensions. Main floats K and L are each extended and the slips are removed from the north side of K float to provide lineal moorage. The following table provides a summary comparison of moorage between existing and proposed. Table 5: Moorage Comparison Existing and Proposed Float Existing Existing Proposed Proposed Linear 32' Slips Linear 32' Slips G 250 0 250 0 K 0 46 460 129 L 250 0 400 0 Total 500 46 1110 29 As can be seen from Table 4 the proposed layout provides fewer 32 foot slips but significantly more lineal moorage. Replacement Cost Estimate: The preliminary cost estimate is approximately $4.9 million. It is based on floating docks furnished and installed for $110 per square foot. The cost estimate includes a 25% contingency and an allowance for engineering and non-controversial permitting. It does not include engineering field investigation such as survey or geotechnical. It is also based on providing details, utilities, and appurtenances similar to the recently installed B, C, and S float project. A cost estimate is provided in Appendix B. 16 48 APPENDICES 17 49 Appendix A: Drawings 50 Il looav aagNnN NouVZIaOHinvaivaodaoo 103roNd 1N3W30V1d3N)1000 1'8)1 - �*ercocrezr�o6:-.0 UOSUVH IVOS llVWS O21HM3S aos66„61Qeb�o4,•d 4dVM3S 30 A--11 ,O Wen AtOl6 , J � a♦ 'w �•�xl'swriinsxo�wga I� w � V m i oy a�- w U \RYA\ oil� F I 1 o \ t t 4Z W EEl�`OC 20lT 1 -017 a W tO S;.,ax; V Dtls c +{ I IGgsry -I P'Igl611 �f 4 Wl - PI P F p 1y 36 12 11 F1. 2 a�j �M 13 12 2 x"C III II III. w C=1 L C N C=1 I C ��ds L C Lu CO co y 0 N J J LL a W � J o w ^ , Io x o „I.-,SZZ 9- @7 S3oV7 -il — J {• ter'__ ———— —— — a S310H 09£2J0921VH �oLL e^+P'yid aes b�nstxF td-Po'rocaVarwVl^loA1��H rn�hv rv�»��I., J., I—j soar dq wd t,t otoa/tiz/zt vaawid mooav aagNnN NouvzlaoHinvaivaodaoo 103roNd 1N3W30V'ld3U)1000 l'8)1 - �*QrcocrezrLos�-oya UOSUVH IVOS lltlWS O2 VAA=l LO566 eyse�tl a6etoy�utl y d p�en6uep�6�6 G d VM3 S 3 0 All � a N �•�xi'sunnnsNo�w+aa wo 8 m Q LI Z W CD W J �o d zd re �„ ao � wJ �n 8> e F , , G3'N.l"",rAY'AYG&W,kYlQJAIY tl"iN(fAYf.l% a0 bl. �ci' S+r a C µ z� LU 3 a z z 0 Q 0 U F � W Q t t �ODZ=O-Ot dD s3ovdS 0 mom L K i r - �310H OOE 2J0921VH �'i 10 G a loa....dd-50'..Ld 6u3 II.J 1-3 u r d9 wd Z,[ 6lOd/bZ/ZL Pad4old mooav aagNnN NouVZIaOHinvaivaodaoo 103roNd 1N3W30V'ld3U)1000 l'8)1 - �*ercocrezr�os�a�o4a UOSUVH 1tl08 lltlWS O2 VAA=l passe eysem'.a�ow�y _ o 42i`dM3s J0 Jlll;' w a g ' U�•�xi'sunnnsNo�w+aa I,� w = m a i a o 10 LL�> ap. Ww� aW LLX 0 O X Q d All �Q Q �O W Zro - W o F � Q <0 G W J W o d0 Z oo a wQ� o a x o aQd o J } — dni os=oNiovds adVNIN 0 � H — w W w LL > LL LL W aMr F�awo;�o3 a�urv..n o',reo'.... a., J.o pl-,o soar dq wd p,1.1d mooav aagNnN NouVZIaOHinvaivaodaoo 1O3roNd 1N3W30V'ld3N)1000 l'8)1 - �*QrcocrezrLos�-.0 UOSUVH IVO8 llVWS O2 VAA=l LO566 eyse�y a6etoy�uy , _ y Q a�,a p�en6uep�6�6 yy 421dN13 S �0 J1-11;' � �•�xi'sunnnsNo�w+aa I,� w 30 _ m I I � I I _ I I _ o> H �soo o Boa LL 0 0 0 010 0 — o u II 0 - ma IQ II �< _ Im 110 o — z O 8¢ w CO g z_ a z wolO ILLI � J z g - W aW CO F- a a —iIQ O J LL o z IIIIIIw � � �� - � � �C) a IIIIII II zV z � "'' z� N M o II II .0 mo �o ry y oQF II xffII _ � �o 0 0 0 0 aR.o'.s—e..... 6., J.o toiw,o soar dq wd S,[ vaawid mooav aagNnN NouVZIaOHinvaivaodaoo 103roNd 1N3W30V'ld3U)1000 l'8)1 - �*ercocrezr�os�a�o4a UOSUVH IVOS lltlWS O2 VAA=l o r o=�=„6,pabe,o4,d 4dVM3S 30 All: an,,0 Pie^ A 4046 J w a 'JNI'S1Ntl11115NOJ W9tl I�� w d Ou n� IQ m U Im w= Q 0 O LL LL _ Y Y Z z O U a CO LL J LL lu CO ol I CO N 5 - J H oz J Q o Qo Q -ou m z ~ } ryl Y o� � Z � N x< O m <I *10 W co 01 w wLL F— >� Q o a LL J co o - � U H aR.o'.s-e..... I., J., toiw,o soar dq wd 9,[ rloa/tiz/al vaawid �3r w&3wo��a�o„m - � ` ^ aa+IVo TlVWsa__ O GdVM]S QO All� CN _ Lu E} ol ^ j >: }j A}k }} /\\ §2 /\\\/ o/ \ §11 0 \) \ -0 -Q, � k Q E w %7 , }( ® �( \\\\ \ \� _ \}\ }(\ QQ \j - _z: \(\ \\ ` `� @ \\j\ 2< 8< (� 1 \ /:d /6 <d u , ,waz: z = aaZ,[ w. ppld Appendix B: Cost Estimate 57 City of Seward Small Boat Harbor K&L Dock Replacement Project Estimate 12/27/19 Base Bid Items: I Engineer's Estimate Description Quantity Unit Unit Price Extended Price 1 Mobilization/Demobilization 1 LS $ 350,000 $ 350,000 2 Construction Survey 1 LS $ 50,000 $ 50,000 3 Protected Species Observer 1 LS $ 30,000 $ 30,000 4 Demolition of Existing Float 1 LS $ 150,000 $ 150,000 5 F&I 10'X245' Main Floats at G Float 1 LS $ 269,500 $ 269,500 6 F&I 10'X460' Main Floats at K Float 1 LS $ 506,000 $ 506,000 7 F&I 10'X200' Main Floats at L Float 1 LS $ 220,000 $ 220,000 8 F&I 4'X32'Stall Floats 14 EA $ 14,080 $ 197,120 9 16" Dia x 70' long Galv Steel Piles Furnished 33 EA $ 7,500 $ 247,500 10 16" Dia Galv Steel Piles Driven 33 EA $ 2,500 $ 82,500 11 F&I Potable Water System 1 LS $ 250,000 $ 250,000 12 F&I Dry Standpipe Fire Suppression System 1 LS $ 200,000 $ 200,000 13 Leveling Flotation Furnished 30 EA $ 400 $ 12,000 14 Leveling Flotation Installed 30 EA $ 400 $ 12,000 15 F&I Fire Extinguisher and Cabinet 7 EA $ 1,500 $ 10,500 16 F&I Life Ring and Cabinet 7 EA $ 1,500 $ 10,500 17 F&I Safety Ladders 15 EA $ 750 $ 11,250 18 F&I Anodes 33 EA $ 1,200 $ 39,600 19 Power and Lighting Systems 1 LS $ 750,000 $ 750,000 Subtotal Base Bid Items: $ 3,398,470 Contingency 25% $ 849,618 Construction Total $ 4,248,088 Engineering and Permitting @7.5% $318,607 Construction Support @7.5% $318,607 Project Total $4,885,300.63 58 Page 1 of 1 12/27/2019 City of Seward Small Boat Harbor G, K, & L Dock Replacement Project Estimate 4/3/20 Base Bid Items: I Engineer's Estimate Description Quantity Unit Unit Price Extended Price 1 Mobilization/Demobilization 1 LS $ 350,000 $ 350,000 2 Construction Survey 1 LS $ 35,000 $ 35,000 3 Protected Species Observer 1 LS $ 30,000 $ 30,000 4 Demolition of Existing Float 1 LS $ 150,000 $ 150,000 5 F&I 10'X245' Main Floats at G Float 1 LS $ 274,400 $ 274,400 6 F&I 10'X460' Main Floats at K Float 1 LS $ 515,200 $ 515,200 7 F&I 10'X200' Main Floats at L Float 1 LS $ 220,000 $ 220,000 8 F&I 4'X32'Stall Floats 14 EA $ 14,720 $ 206,080 9 16" Dia x 70' long Galv Steel Piles Furnished 33 EA $ 7,500 $ 247,500 10 16" Dia Galv Steel Piles Driven 33 EA $ 2,800 $ 92,400 11 F&I Potable Water System 1 LS $ 225,000 $ 225,000 12 F&I Dry Standpipe Fire Suppression System 1 LS $ 200,000 $ 200,000 13 Leveling Flotation Furnished 30 EA $ 200 $ 6,000 14 Leveling Flotation Installed 30 EA $ 500 $ 15,000 15 F&I Fire Extinguisher and Cabinet 8 EA $ 1,200 $ 9,600 16 F&I Life Ring and Cabinet 8 EA $ 1,200 $ 9,600 17 F&I Retractable Ladders 14 EA $ 500 $ 7,000 18 F&I Heavy Duty Ladder 4 EA $ 1,400 $ 5,600 18 F&I Anodes 33 EA $ 1,200 $ 39,600 19 Power and Lighting Systems 1 LS $ 130,000 $ 130,000 Subtotal Base Bid Items: $ 2,767,980 Contingency 25% $ 691,995 Subtotal Base Bid Items: $ 3,459,975 Construction Administration @10% $345,998 Total Construction Costs: $ 3,806,000 59 Seward Harbor Municipal Harbor Facility Grant Application Document in Support of Block#4 Sponsored by: Regis CITY OF SEWARD,ALASKA PORT AND COMMERCE ADVISORY BOARD RESOLUTION 2020-002 A RESOLUTION OF THE PORT AND COMMERCE ADVISORY BOARD OF THE CITY OF SEWARD,ALASKA,RECOMMENDING TO THE CITY COUNCIL TO AUTHORIZE THE CITY MANAGER TO APPLY FOR THE HARBOR FACILITY GRANT FOR THE REPLACEMENT OF G,K AND L- FLOAT WHEREAS,the City of Seward hired R&M Engineering to inspect the northwest portion of the original boat harbor in November 2019; and WHEREAS,the report written in December 2019 found that the docks that were constructed in the 1970's are beyond their service life; and WHEREAS,the report recommended that the replacement of G,K and L-Float should be the harbor's top priority; and i WHEREAS, Council approved Resolution 2019-108 adopting the 2020/2021 Capital Improvement Plan with the replacement of G, K, and L-float in 2022; and WHEREAS,the harbor is requesting the City Manager be authorized to file an application with the Alaska Department of Transportation Harbor Facility Grant Program for a Tier I150/50 matching grant; and WHEREAS,the City utilized this program on two previous projects;the replacement of A, B, C, and S-Float and the replacement of D-Float; and WHEREAS,with State funding becoming scarce this could be the last opportunity to utilize this grant. NOW, THEREFORE, BE IT RESOLVED BY THE PORT AND COMMERCE ADVISORY BOARD OF THE CITY OF SEWARD,ALASKA that: Section 1. The Port and Commerce Advisory Board recommends the Seward City Council authorize the City manager to apply for the 2022 Harbor Facility Grant. f Section 2. This resolution shall take effect immediately upon its adoption and be provided to Council at the next possible Council Meeting. 60 CITY OF SEWARD,ALASKA RESOLUTION 2020-002 PASSED AND APPROVED by the Port and Commerce Advisory Board this Wh day of May,2020. THE CITY OF SEWARD, ALASKA L a Sc neider, Chair AYES: Lawrence, Hughes, Paquette, Jaffa, Schneider NOES: None ABSENT: Smith, Lemas ABSTAIN: None VACANT: None ATTEST: Jessica Stallard Deputy City Clerk (City Seal) Of SEIV,•#' rr � ♦ ••Mr..rr•f• = • $ SEAL • = r � ^� s• 1 ©F A� � ar •�#salonss+It 61 Sponsored by: Meszaros Public Hearing#1: November 25, 2019 Public Hearing##2: December 9. 2019 CITY OF SEW ARD, ALASKA RESOLUTION 2419-108 A _RESOLUTION OF THE CITY COUNCIL OF T14E C1 a :,)F SEWARD, ;1LASItiA, ADOPTING THE 2020/2021 CAPITAL IMPRO`E',IJENT PLAN WHEREAS. the City Manager has submitted to the City Council a proposed biennial hud- t for the Citv of Seward for Calendar Years 2020 and 2021; and WHEREAS. the preliminary-biennial budget was reviewed by the Cite Council in budget % ork sessions on October 15, October 16. October 27 & November 8- 2019, which were televised to the public; and WHEREAS. a public hearing is scheduled on the proposed budget for November 25: 2019. and a second public hearing and -tidal adoption is scheduled for December 9. 2019- and WHEREAS_ the General Fund is not budgeting for receipt of State revenue sharing. but to the extent State revenue sharing funds are received in 2020 and/or 2021, 100% of those funds will be transferred frorn the GeTIeral Fund to the Capital Acquisition Fund to be used for capital projects. NOW THEREFORE., BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEW-ARD, ALASKA. that. Section 1. The Capital [mprovement Plan for Calendar Years 2020 and 2021, which is attached hereto and made a part hereof b , reference, is hereby adopted. Section :3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the Cite Council of the City of Seward., Alaska, this 9"' day of December. TPEfCIT'Y O 7 ARD, ALASKA Christy Terry, Zw ay,ar� 62 Seward Harbor Municipal Harbor Facility Grant Application Document in Support of Block 07 CITY OFSEW Ake ALASKr RESOLUTION Z019-!#a \ AYES: S«cwG SUS McClure., Osega, Tery NOES: Baclaan, Lane ABSENT: Non ABSTAIN: NoEe ATTEST: \Z <.� BCna£ B- 2y�M . » « City Clerk- (City Ssa\ \ % +meHarbor MunicipalHarbor Ficility Grant Application Document m Support ama£ 63 City of Seward Capital Improvement Plan Harbor-Related Capital Projects 2020 and 2021 New or project Funding Source Project Description Replace Year Cost Racing(a) Cite Portion Other Source Source NE Float Launch Ramp R 2021 S2.000.000 C 5500,000 $1500900 City,,ADFG X Replace R&L and remainder of G Float R 2022 53.500,000 M $3.500,000 City/Grant X Replace anodes on concrete fluats R 2022 $200.000 M $200,000 City X 50 Ton wash down pad N 2022 5500,000 New ti>00.000 City x Replace dumpsters R 2023 580,000 M S80.000 City X 5 Ton crane 1-dock N 2024 5400.000 New $400.000 CiN. X Total Harbor Fund Projects: S6.680.000 55,180,000 51.500,000 Total Harbor Fund Projects for 2020 and 2021 52.00O000 $500,000 SL500.000 Rating(a): Critical Risk(Q:Likely to fail within next 5 years High Risk(H):Likely to fail in 5-10 years Moderate Risk(M continuous increasing cost to.maintain and operate. "New"reflects creation or purchase of a new asset:not replacing an existing asset Seward Harbor Municipal Harbor Facility Grant Application Document in Support of Block#5 64 Sponsored by: Meszaros CITY OF SEWARD,ALASKA RESOLUTION 2020-037 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO PURCHASE A VOLVO ECR58D EXCAVATOR FOR THE ELECTRIC UTILITY DEPARTMENT FROM CONSTRUCTION MACHINERY INDUSTRIAL USING THE STATE OF ALASKA'S PROCUREMENT PROCESS FOR COMPETITIVE BIDDING IN THE AMOUNT OF $73,735, AND APPROPRIATING FUNDS WHEREAS, the electric utility crew regularly uses this piece of equipment to do construction work and is relied upon heavily by Electric Department crews to perform construction work in a timely and efficient manner; and WHEREAS, if this piece of machinery is unavailable due to repairs, then the costs for customer jobs would increase due to lower efficiencies, or construction will be postponed until proper equipment is available; and WHEREAS, the costs for maintaining the current equipment are becoming higher than the cost for purchasing a new piece of equipment; and WHEREAS, the Electric Department utilized the State of Alaska's competitive procurement requirements through Sourcewell to select the preferred vendor, Construction Machinery Industrial (CMI) for this type of equipment; and WHEREAS,using this method of procurement is saving the City approximately $41,606 off the purchase price; and WHEREAS, the Electric Department annually contributes funds to the motor pool fund for the eventual replacement of equipment. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The City Manager is hereby authorized to purchase a Volvo ECR58D Excavator from Construction Machinery Industrial in the amount of$73,735. Section 2. Funding in the amount of$73,735 is hereby appropriated from the Motor Pool Fund reserves account 03000-0000-3400 to capital equipment account no. 03000-3000-8103. Section 3. This purchase follows section SCC 6.01.010.1: "Maximize the purchasing value of public funds in the procurement of goods and services for the City" and SCC § 65 CITY OF SEWARD,ALASKA RESOLUTION 2020-037 6.10.120(b) of Seward City Code for purchasing: "The City may utilize competitive bids obtained by other governmental units". Section 4. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 26th day of May, 2020. THE CITY OF SEWARD,ALASKA Christy Terry, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) 66 Agenda Statement Meeting Date: May 26, 2020 • To: City Council Through: City Manager, Scott Meszarosnt From: John Foutz, Electric Department Director Agenda Item: Authorize the City Manager to purchase a Volvo ECR58D Excavator from Construction Machinery Industrial (CMI) using the State of Alaska's procurement process for competitive bidding in the amount of$73,735 and appropriating funds. BACKGROUND & JUSTIFICATION: The Volvo ECR58D Excavator, or commonly referred to as a mini excavator, is the primary equipment used by the electric department construction crews to perform digging and trenching for new services, repair and replacement of underground services and clearing of smaller trees and shrubs. The Electric Department had to use some alternatives during the last construction season to complete projects in a timely, cost efficient manner. If this equipment is unavailable for an extended period of time due to repairs, then the electric department may not be able to complete as many job orders during the construction season. The repairs and maintenance on the current piece of equipment are starting to outweigh the replacement costs. By using the state's procurement procedure and Construction Machinery Industrial (CMI), the chosen vendor by the state for this type of equipment, the City will save around $41,606 off the purchase price. The Seward City Code allows the City to use other governmental procurement procedures. As a response to the COVID-19 state recommendations and mandates, the Electric Department will utilize both machines this construction season as a preventable measure to reduce potential virus exposure to employees. INTENT: To authorize the city manager to purchase a mini excavator to perform construction services through the Electric Department CONSISTENCY CHECKLIST: Yes No NIA 1. Comprehensive Plan Comprehensive Plan X 2 Strategic Plan:The mission of the City of Seward government is to X provide quality leadership and economic wellbeing of its citizens 3. 1 Other (list): X 67 FISCAL NOTE: Funding for this purchase will come from the Motor Pool Fund reserves. The Electric Enterprise Fund annually contributes to the Motor Pool Fund to fund future replacement of vehicles and equipment. Approved by Finance Department: ATTORNEY REVIEW: Yes No RECOMMENDATION: For council to approve Resolution 2020-037 so that the city manager is authorized to purchase ... ............... ........ mini excavator from CMI as outlined in the attached quote in the amount of $73,735.00 and appropriating funds. 68 PPPPPW Quote Valid for 90 days Sourcewe.11Contract: 032119- Date: VCE Buying _City of Seward Contractor: ;Construction Machinery Industrial,LLC Agency: Contact ;James Unrein/Patrick Gillis Prepared _Kirk Currey Person: = By: Phone: 907.224.4072 Phone: 907.563.3822 Email: pgillis@cityofseward.net Email r: =k.currey@cmiak.com Sourcewell Product Code IF General Description oleo ECR58E Compact Excavator of Product: A.Catalog/Price Sheet Items being purchased-Itemize Below-Attach Additional Sheet If Necessary Quan Description Unit Pr Total 1 ;Volvo ECR58E Compact Excavator $73,645= $73,645 See next page for machine specs Subtotal A: $73,645 B.Sourced and/or UnSourced Contracted Items Quan Description Unit Pr Total 1 No other options or additions requested at this time. $0 1 _ _ $0 1 _ _ $0 1 _ _ $0 1 _ _ $0 1 _ _ $0 1 _ $0 Subtotal B:11 $0 C.Trade-Ins/Special Discounts/Other Allowances/Freight/Installation/Miscellaneous Charges Freight $740 PDI $500 Additional LED Lights and Safety Net Window Cover $3,350 Additional Dealer Discount for Hours/2019 Model -$4,500 $0 Subtotal C: $90 Delivery Date:= 10-14 days A Total Purchase Price (A2 C): $73,735 69 Volvo ECR58D Excavator PROPOSAL -T� Page 1 of 2 Proposal#: 16314 Canshvction Machinery Industrial,LLC • Date: 5/11/2020 5400 Homer Drive Issued by: Kirk Currey Anchorage,Alaska 99518 Cell#: (907)244-7154 Ph: (907)563-3822 Fax:(907)563-1381 email k.currey a cmiak.com To: City of Seward Attention: James Unrein 1300 4th Avenue Off 9: 907.224.4352 Seward,AK 99664 Cell#: (907)575-2434 email: junrein&cityofseward.net We at Construction Machinery are pleased to quote the following equipment for your review: Iternh Qty Description I Price Ea. Extended Price 001 1 One(1)ea. 2019 Volvo ECR58D Crawler Excavator 002 Unit# VE0301 Serial# VCE00C581`00210677 003 Make Volvo Model ECR58D 004 Year 2019 Hours 436 005 1 Outright Cash Purchase Price FOB City of Seward Yard................. $ 73,735.00 $ 73,735.00 006 Options included shown on Page 2 007 1 Agreed Additional Options from Page 2.ADD................................. $ - $ - 008 Total Due $ 73,735.00 009 Standard features: 010 Volvo D2.6H Tier 4F 47 HP Diesel 4 cyl.2.62 liter Diesel Oil Operating capacity Bucket digging force 8,950#/Arm Force 5,060# 012 Operating Weight 13,126#plus coupler and thumb-app 14,000# 013 3 Variable-displacement axial piston pumps 2 x19 gpm and 1 x 15 gpm 014 Boom Swing Left-60'Right 70' 015 016 017 018 019 020 Purchase Terms:City of Seward PO.And/Or agreement with Chee Kong Toh. 021 Prices are valid for 30 days 022 Any applicable taxes not included. 023 Availability:In ANC yard.Currently scheduled to go on rent 5/18,subject to prior sale&prior dispatch. 024 Warranty: Added- 1 year 1500 EPG-ESPP Premier Warranty Full Machine. 025 Product Support and Warranty:All service and stock parts are FOB nearest CMI Branch. 026 And do not include Travel,Room and Board. WARRANTIES:Buyer acknowledges that it has examined the merchandise as fully as it desires and that the merchandise is of the size,design,type,and manufacture selected by Buyer.IF THE MERCHANDISE SOLD IS NEW,THE PARTIES AGREE THAT IMPLIED WARRANTIES OF SUCH MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE AS WELL AS ALL OTHER WARRANTIES,EXPRESS OR IMPLIED,ARE EXCLUDED FROM THIS TRANSACTION AND SHALL NOT APPLY TO THE MERCHANDISE SOLD.However,for new macbwdise,Seller shall make available to Buyer,to the extent provided by the manufacturer of the merchandise,solely on behalf of the manufacturer,any warranty provided by the manufacturer,which shall be Buyer's sole and exclusive remedy.For used merchandise,Buyer is purchasing the merchandise AS and WITH ALL FAULTS,unless Seller has explicitly written in this document that there is an express warranty for a limited period oftime for the replacement ofparts that Seller,in it's sole judgment, determines to be defective.If seller has explicitly written such an express warranty in this document,the replacement of parts found to be defective during the warranty period shall be Buyer's sole and exclusive remedy. EXCEPT FOR SUCH AN EXPRESS WARRANTY THAT SELLER HAS EXPLICITLY WRITTEN IN THIS DOCUMENT,THERE IS NO WARRANTY OF ANY KIND FOR USED MERCHANDISE,EXPRESS OR IMPLIED AND IN PARTICULAR,THE IMPLIED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE ARE EXCLUDED FROM THIS TRANSACTION AND SHALL NOT APPLY TO THE MERCHANDISE SOLD.AS TO EITHER NEW OR USED MERCHANDISE SELLER SHALL IN NO EVENT BE LIABLE FOR ANY INCIDENTAL OR CONSEQUENTIAL DAMAGES,WHETHER FOR PERSONAL INJURY,DEATH,DAMAGE OR DESTRUACTION OF PROPERTY,LOST EARNINGS,LOST PROFITS,ECONOMIC LOSSES,OR OTHER INCIDENTAL OR CONSEQUENTIAL LOSSES. Construction Machinery Industrial,LLC Accepted by: By: Kirk Currey Title: Title: Equipment Sales/Rentals Date City of Seward 70 Volvo ECR58D Excavator PROPOSAL Proposal#: 16314 Page 2 of 2 We at Construction Machinery are pleased to quote the following equipment for your review: Itemh Qty Description I Price each Extended Price 027 All Standard features as inspected/listed plus the following included options.: 028 Volvo Options included, All Standard Features plus the following options 029 Volvo D2.6H Tier 4F 47 HP Diesel 4 cyl.2.62 liter Diesel 030 16 In.Crawler Rubber Pad("combo'pad) w/Angle Blade 031 Fabric Suspension Seat w/heat 032 HD Boom with Arm Cylinder and Plumbing 033 6 4" Arm with Bucket Cylinder and Linkage 034 Manuals-Complete Set of Manuals 035 036 Volvo Hydraulic Packaze 037 HKX Plumbing Kit w/Auxiliary High Flow Hydraulic Lines 038 Single or Double Direction 039 RH proportional single slider control 040 041 Attachments 042 Volvo Hydraulic Pin Grabber Quick Coupler 043 Volvo Hydraulic Thumb-(Quick Coupler Length) 044 Volvo 59"x.289 yd3 Clean-up Bucket w/BOCE BH5616 045 Volvo 30"x.245 yd3 HD GP Dig Bucket w/Teeth 046 Volvo 18"x.128 yd3 HD GP Dig Bucket w/Teeth 047 Dry Pin Kit(2)for all Buckets 048 049 Dealer Added and included in the Sourcewell(CPS) 050 Work light basic LED 051 Flashing beacon LED 052 Extra work light,Cab rear,L 053 Extra work light,boom,LH,LED 054 Safety net,front window 055 056 Options:Not included.Add to the Purchase Price 057 0 Volvo 24"x.186 yd3 HD GP Dig Bucket $1,590.00 $ - 058 0 Volvo 5 1"x.249 yd3 smooth-edge tilt ditching bucket $1,845.00 $ - 058 0 Power Tilt Bucket 36" Dig Bucket with teeth POR 059 0 Power Tilt Bucket 42" STE Bucket with teeth POR 060 0 Helac Power tilt PO Top w/pins/Manual Pin Grabber Bottom POR 061 0 Tilt Rotator POR 062 Extended Warranty: 063 0 3 year 2000 Hour EPG-ESPP Premier warranty $2,716.00 $ - 064 0 5 year 4000 hour AM Trust Premier warranty $4,670.00 $ - 066 Total of options selected $ - Construction Machinery Industrial,LLC Accepted by: By: Kirk Currey Title: Title: Equipment Sales/Rentals Date City of Seward 71 Sponsored by: Meszaros CITY OF SEWARD,ALASKA RESOLUTION 2020-038 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER A 60- MONTH CONTRACT WITH AXON TO PROVIDE BODY CAMERAS, IN-CAR CAMERAS, EVIDENCE STORAGE, AND TASER LESS-THAN- LETHAL WEAPONS FOR THE SEWARD POLICE DEPARTMENT IN THE TOTAL AMOUNT OF $173,360, WITH AN INITIAL PAYMENT OF $56,424 IN THE FIRST YEAR, AND $29,234 IN THE REMAINING FOUR YEARS OF THE CONTRACT,AND APPROPRIATING FUNDS WHEREAS, the current body cameras, in-car cameras, tasers and evidence storage equipment are obsolete, outdated, inadequate, and cannot be repaired due to technological advances; and WHEREAS, the currently used in-car cameras were put into use in 2004, body cameras in 2013, and tasers in 2005; and WHEREAS, with the addition of a new officer position and police vehicle, there is not currently enough operational equipment to equip the full fleet; and WHEREAS, all body worn cameras will be replaced with new cameras every 30 months; and WHEREAS, all tasers will be replaced every 60 months; and WHEREAS, there is a "no questions asked" full replacement warranty for all equipment during the life of the new contract; and WHEREAS, each officer will be issued their own taser, insuring preparedness in an emergency response from home; and WHEREAS, annual refresher training will be available to all officers for the use of tasers; and WHEREAS, the current digital evidence storage is no longer adequate due to lack of disk space and functionality, and it is unable to meet the necessary retention requirements of the department; and WHEREAS, the current digital evidence storage system does not allow the Seward Police Department the ability to redact information from digital evidence; and WHEREAS, the new digital evidence system will allow Seward Police Department to 72 CITY OF SEWARD,ALASKA RESOLUTION 2020-038 share digital evidence with other departments and prosecutors, and respond to public record requests with minimal user involvement, securing the chain of custody and timeliness of sharing information; and WHEREAS, the new evidence program will allow for more accurate and expedient cataloguing of digital evidence on an individual case by case basis; and WHEREAS, the new evidence program will allow for better supervisory management and control with auditing capabilities; and WHEREAS, the new evidence system is geo-replicated ensuring the safety and integrity of the evidence in the event of catastrophic failure. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The City Manager is hereby authorized to enter into a 60-month contract with Axon in an amount not to exceed $56,424 for the first year, and not to exceed $29,234.00 for the remaining four years of the contract. Section 2. This is the only phase of this project, and the total purchase price over 60 months is $173,360. Section 3. The 2020 Police Department budget is hereby amended and funds are hereby appropriated from General Fund reserves account no. 01000-0000-3400 to 01000-1210-7009 in the amount of$56,424. Section 4. The 2021 Police Department budget is hereby amended and funds are hereby appropriated from General Fund reserves account no. 01000-0000-3400 to 01000-1210-7009 in the amount of$29,234. Section 5. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 26th day of May, 2020. THE CITY OF SEWARD, ALASKA Christy Terry, Mayor 73 Agenda Statement Meeting Date: May 26, 2020 To: City Council Through: City Manager, Scott Meszaros From: Acting Chief of Police, Alan Nickell Agenda Item: Approval for the 60-month contract with Axon BACKGROUND & JUSTIFICATION: The City of Seward Police Department has requested to enter into a 60-month contract with Axon. With this purchase and contract the Seward Police Department will replace the outdated and obsolete in car cameras, body worn cameras, taser less-than-lethal weapons and digital evidence storage. This will also equip the added police position and vehicle with necessary equipment. Much of the current equipment is inoperable and unable to be serviced or repaired due to technological advances. INTENT: Partner with Axon to equip the Seward Police Department with new functional in-car cameras, body-warn cameras, tasers and digital evidence storage technology. CONSISTENCY CHECKLIST: Yes No NIA Comprehensive Plan: (Page 14) Public Safety: We value a safe 1 community and a feeling of security by continuously planning for X future police services, including police auxiliary programs, to ensure the highest level of publicsafety within the community. Strategic Plan: (Page 1 S) Promote a Safe Community: We are a community that promotes the public health safety and welfare of its 2 residents by preparing for natural and man-made hazards through X responsible building of construction, maintaining streets and sidewalks,and providing superior police fire and disaster management services. 3. Other (list): X FISCAL NOTE: Over the 5-year contract, total cost is not to exceed $173,360.00. For years 1 and 2, funding will be appropriated from General Fund reserves as follows: $56,424.00 in 2020 and $29,234.00 in 2021. For the remaining years (3-5), funding in the amount of$29,234.00 will be built into the 2022, 2023, and 2024 budgets. 74 Approved by Finance Department:' ATTORNEY REVIEW: Yes No RECOMMENDATION: Recommend approval of Resolution 2020-038 ; authorizing the City Manager to approve a 60-month contract with Axon and issue a purchase order for the initial amount of$56,424.00 for the first year of service and set up fees as well as a purchase order for the remaining years of the contract in the amount of$29,234.00 each year to Axon; cost not to exceed $173,360.00 for the duration of the contract. 75 'r' jy , mm�n$mn°l AX N 0 AM", Seward Police De • AXON SALES REPRESENTATIVE Claudia Mendiola 480-681-0797 cmendiola@axon.com ISSUED 5/18/2020 Q-253728-43969.766CM 76 1 Q-253728-43969.766CM Issued: 020 Axon Enterprise, Inc. y Quote Expiration: 06/30/2020 17800 N 85th St. 135594 Scottsdale,Arizona 85255 Payment Terms:Net 30 United States Delivery Method: Fedex-Ground Phone: (800)978-2737 SALES REPRESENTATIVE Claudia Mendiola SHIP TO BILL TO Phone: 480-681-0797 Karl Schaefermeyer Seward Police Dept. -AK Email:cmendiola@axon.com Seward Police Dept. -AK P. O. Box 167 Fax: 410 Adams Street Seward,AK 99664 PRIMARY CONTACT Seward,AK 99664 US Karl Schaefermeyer US Phone: (907)224-3338 Email:kschaefermeyer@cityofseward.net Year 1 Item Description Term Quantity List Unit (Months) Price Net Unit Price Total (USD) Axon Plans& Packages 73683 10 GB EVIDENCE.COM A-LA-CART STORAGE 60 6 0.00 0.00 0.00 73746 PROFESSIONAL EVIDENCE.COM LICENSE 60 2 0.00 0.00 0.00 73683 10 GB EVIDENCE.COM A-LA-CART STORAGE 60 11 0.00 0.00 0.00 73840 EVIDENCE.COM BASIC ACCESS LICENSE 60 11 0.00 0.00 0.00 73683 10 GB EVIDENCE.COM A-LA-CART STORAGE 60 200 0.00 0.00 0.00 Hardware 73202 AXON BODY 3-NA10 11 699.00 699.00 7,689.00 74210 AXON BODY 3-8 BAY DOCK 1 1,495.00 1,495.00 1,495.00 74028 WING CLIP MOUNT, AXON RAPIDLOCK 11 0.00 0.00 0.00 11534 USB-C to USB-A CABLE FOR AB3 OR FLEX 2 11 0.00 0.00 0.00 87063 TECH ASSURANCE PLAN BODY 3 CAMERA 12 11 336.00 336.00 3,696.00 PAYMENT 87062 TECH ASSURANCE PLAN 8-BAY BODY 3 12 1 354.00 354.00 354.00 DOCK PAYMENT 74211 AXON BODY 3- 1 BAY DOCK 1 200.00 200.00 200.00 87060 TECH ASSURANCE PLAN 1-BAY BODY 3 60 1 0.00 0.00 0.00 DOCK WARRANTY 87061 TECH ASSURANCE PLAN 1-BAY BODY 3 12 1 114.00 114.00 114.00 DOCK PAYMENT Q-253�28-43969.766CM 2 Protect Life. Year 1 (Continued) Item Description Term Quantity List Unit Net Unit Price Total (USD) (Months) Price Other 71019 NORTH AMER POWER CORD FOR AB3 8- 1 0.00 0.00 0.00 BAY,AB2 1-BAY/6-BAY DOCK 73827 AB3 CAMERA TAP WARRANTY 60 11 0.00 0.00 0.00 73828 AB3 8 BAY DOCK TAP WARRANTY 60 1 0.00 0.00 0.00 73837 EVIDENCE.COM PROFESSIONAL LICENSE 12 2 468.00 468.00 936.00 PAYMENT 73841 EVIDENCE.COM BASIC LICENSE PAYMENT 12 11 180.00 180.00 1,980.00 73831 10 GB EVIDENCE.COM A-LA-CART 12 200 4.80 1.77 354.00 STORAGE PAYMENT 71104 NORTH AMER POWER CORD FOR AB3 1- 1 0.00 0.00 0.00 BAY DOCK Services 80146 VIRTUAL BODYCAM STARTER 1 1,000.00 1,000.00 1,000.00 Subtotal 17,818.00 Estimated 0.00 Shipping Estimated Tax 0.00 Total 17,818.00 Year 2 Item Description Term Quantity List Unit Net Unit Price Total (USD) (Months) Price Hardware 87063 TECH ASSURANCE PLAN BODY 3 CAMERA 12 11 336.00 336.00 3,696.00 PAYMENT 87062 TECH ASSURANCE PLAN 8-BAY BODY 3 12 1 354.00 354.00 354.00 DOCK PAYMENT 87061 TECH ASSURANCE PLAN 1-BAY BODY 3 12 1 114.00 114.00 114.00 DOCK PAYMENT Other 73831 10 GB EVIDENCE.COM A-LA-CART 12 200 4.80 1.77 354.00 STORAGE PAYMENT 73841 EVIDENCE.COM BASIC LICENSE PAYMENT 12 11 180.00 180.00 1,980.00 73837 EVIDENCE.COM PROFESSIONAL LICENSE 12 2 468.00 468.00 936.00 PAYMENT Subtotal 7,434.00 Estimated Tax 0.00 Total 7,434.00 Q-253�g28-43969.766CM 3 Protect Life. Year 3 Item Description Term Quantity List Unit Net Unit Price Total (USD) (Months) Price Hardware 87063 TECH ASSURANCE PLAN BODY 3 CAMERA 12 11 336.00 336.00 3,696.00 PAYMENT 87062 TECH ASSURANCE PLAN 8-BAY BODY 3 12 1 354.00 354.00 354.00 DOCK PAYMENT 87061 TECH ASSURANCE PLAN 1-BAY BODY 3 12 1 114.00 114.00 114.00 DOCK PAYMENT Other 73309 AXON BODY CAMERA REFRESH ONE 11 0.00 0.00 0.00 73689 MULTI-BAY BWC DOCK MID REFRESH 1 0.00 0.00 0.00 73831 10 GB EVIDENCE.COM A-LA-CART 12 200 4.80 1.77 354.00 STORAGE PAYMENT 73841 EVIDENCE.COM BASIC LICENSE PAYMENT 12 11 180.00 180.00 1,980.00 73837 EVIDENCE.COM PROFESSIONAL LICENSE 12 2 468.00 468.00 936.00 PAYMENT 73313 1-BAY DOCK AXON BODY CAMERA 1 0.00 0.00 0.00 REFRESH ONE Subtotal 7,434.00 Estimated Tax 0.00 Total 7,434.00 Year 4 Item Description Term Quantity List Unit Net Unit Price Total (USD) (Months) Price Hardware 87063 TECH ASSURANCE PLAN BODY 3 CAMERA 12 11 336.00 336.00 3,696.00 PAYMENT 87062 TECH ASSURANCE PLAN 8-BAY BODY 3 12 1 354.00 354.00 354.00 DOCK PAYMENT 87061 TECH ASSURANCE PLAN 1-BAY BODY 3 12 1 114.00 114.00 114.00 DOCK PAYMENT Other 73831 10 GB EVIDENCE.COM A-LA-CART 12 200 4.80 1.77 354.00 STORAGE PAYMENT 73841 EVIDENCE.COM BASIC LICENSE PAYMENT 12 11 180.00 180.00 1,980.00 Q-253��28-43969.766CM 4 Protect Life. Year 4 (Continued) Item Description Term Quantity List Unit Net Unit Price Total (USD) (Months) Price Other(Continued) 73837 EVIDENCE.COM PROFESSIONAL LICENSE 12 2 468.00 468.00 936.00 PAYMENT Subtotal 7,434.00 Estimated Tax 0.00 Total 7,434.00 Year 5 Item Description Term Quantity List Unit Net Unit Price Total (USD) (Months) Price Hardware 87063 TECH ASSURANCE PLAN BODY 3 CAMERA 12 11 336.00 336.00 3,696.00 PAYMENT 87062 TECH ASSURANCE PLAN 8-BAY BODY 3 12 1 354.00 354.00 354.00 DOCK PAYMENT 87061 TECH ASSURANCE PLAN 1-BAY BODY 3 12 1 114.00 114.00 114.00 DOCK PAYMENT Other 73310 AXON BODY CAMERA REFRESH TWO 11 0.00 0.00 0.00 73688 MULTI-BAY BWC DOCK FINAL REFRESH 1 0.00 0.00 0.00 73831 10 GB EVIDENCE.COM A-LA-CART 12 200 4.80 1.77 354.00 STORAGE PAYMENT 73841 EVIDENCE.COM BASIC LICENSE PAYMENT 12 11 180.00 180.00 1,980.00 73837 EVIDENCE.COM PROFESSIONAL LICENSE 12 2 468.00 468.00 936.00 PAYMENT 73314 1-BAY DOCK AXON BODY CAMERA 1 0.00 0.00 0.00 REFRESH TWO Subtotal 7,434.00 Estimated Tax 0.00 Total 7,434.00 Grand Total 47,554.00 Q-253728-43969.766C M 80 5 Protect Life. ,c AXON Discounts (Uso) Quote Expiration:06/30/2020 List Amount 50,584.00 Discounts 3,030.00 Total 47,554.00 *Total excludes applicable taxes Summary of Payments Payment Amount (USD) Year 1 17,818.00 Year 2 7,434.00 Year 3 7,434.00 Year 4 7,434.00 Year 5 7,434.00 Grand Total 47,554.00 Q-253728-43969.766C M g 6 Protect Life. Tax is subject to change at order processing with valid exemption. Axon's Sales Terms and Conditions This Quote is limited to and conditional upon your acceptance of the provisions set forth herein and Axon's Master Services and Purchasing Agreement (posted at www.axon.com/legal/sales-terms-and-conditions), as well as the attached Statement of Work(SOW)for Axon Fleet and/or Axon Interview Room purchase, if applicable.Any purchase order issued in response to this Quote is subject solely to the above referenced terms and conditions. By signing below, you represent that you are lawfully able to enter into contracts. If you are signing on behalf of an entity(including but not limited to the company,municipality,or government agency for whom you work),you represent to Axon that you have legal authority to bind that entity. If you do not have this authority, please do not sign this Quote. Signature: Date: Name(Print): Title: PO# (Orwrite N/A): Please sign and email to Claudia Mendiola at cmendiola@axon.com or fax to Thank you for being a valued Axon customer. For your convenience on your next order, please check out our online store buv.axon.com The trademarks referenced above are the property of their respective owners. ***Anon Internal Use Only*** SFDC Contract#: Order Type: RMA#: Address Used: Review 1 Review 2 SO#: Comments: Q-2537828-43969.766C M 7 Protect Life. Q-254264-43969.749CM Issued: 020 Axon Enterprise, Inc. y Quote Expiration: 06/30/2020 17800 N 85th St. 135594 Scottsdale,Arizona 85255 Payment Terms:Net 30 United States Delivery Method: Fedex-Ground Phone: (800)978-2737 SALES REPRESENTATIVE Claudia Mendiola SHIP TO BILL TO Phone: 480-681-0797 Karl Schaefermeyer Seward Police Dept. -AK Email:cmendiola@axon.com Seward Police Dept. -AK P. O. Box 167 Fax: 410 Adams Street Seward,AK 99664 PRIMARY CONTACT Seward,AK 99664 US Karl Schaefermeyer US Phone: (907)224-3338 Email:kschaefermeyer@cityofseward.net Year 1 Item Description Term Quantity List Unit (Months) Price Net Unit Price Total (USD) Axon Plans& Packages 80217 FLEET 2 UNLIMITED WITH TAP PAYMENT 12 10 1,548.00 1,548.00 15,480.00 Hardware 11634 CRADLEPOINT IBR900-1200M-NPS+5 YEAR 10 1,509.00 1,509.00 15,090.00 NETCLOUD ESSENT (PRIME) 71200 FLEET ROUTER ANTENNA, COMPACT 5-IN-1, 10 270.00 270.00 2,700.00 BLACK 74110 CABLE, CAT6 ETHERNET 25 FT, FLEET 10 15.00 15.00 150.00 80214 FLEET EVIDENCE.COM UNLIMITED 60 10 0.00 0.00 0.00 STORAGE 71088 AXON FLEET 2 KIT 10 0.00 0.00 0.00 87069 TECH ASSURANCE PLAN FLEET 2 KIT 10 0.00 0.00 0.00 WARRANTY 74110 CABLE, CAT6 ETHERNET 25 FT, FLEET 10 0.00 0.00 0.00 71100 CABLE ASSEMBLY, POWER HARNESS, 10 0.00 0.00 0.00 FLEET 2 Other 87050 FLEET VIEW XL ACCESS LICENSE 60 10 0.00 0.00 0.00 73335 FLEET CAMERA REFRESH (ONE FRONT AND 10 0.00 0.00 0.00 ONE REAR) Q-254264-43969.749C M 8 1 Protect Life. Year 1 (Continued) Item Description Term Quantity List Unit Net Unit Price Total (USD) (Months) Price Services 80131 TRAIN INSTALLER OR INSTALL FACILITY, 2 1 6,000.00 0.00 0.00 DAYS ONSITE, PER SITE Subtotal 33,420.00 Estimated 0.00 Shipping Estimated Tax 0.00 Total 33,420.00 Year 2 Item Description Term Quantity List Unit Net Unit Price Total (USD) (Months) Price Axon Plans& Packages 80217 FLEET 2 UNLIMITED WITH TAP PAYMENT 12 10 1,548.00 1,548.00 15,480.00 Subtotal 15,480.00 Estimated Tax 0.00 Total 15,480.00 Year 3 Item Description Term Quantity List Unit Net Unit Price Total (USD) (Months) Price Axon Plans& Packages 80217 FLEET 2 UNLIMITED WITH TAP PAYMENT 12 10 1,548.00 1,548.00 15,480.00 Subtotal 15,480.00 Estimated Tax 0.00 Total 15,480.00 Year 4 Item Description Term Quantity List Unit Net Unit Price Total (USD) (Months) Price Axon Plans& Packages 80217 FLEET 2 UNLIMITED WITH TAP PAYMENT 12 10 1,548.00 1,548.00 15,480.00 Subtotal 15,480.00 Estimated Tax 0.00 Total 15,480.00 Q-2542844-43969.749C M 2 Protect Life. Year 5 Item Description Term Quantity List Unit Net Unit Price Total (USD) (Months) Price Axon Plans& Packages 80217 FLEET 2 UNLIMITED WITH TAP PAYMENT 12 10 1,548.00 1,548.00 15,480.00 Subtotal 15,480.00 Estimated Tax 0.00 Total 15,480.00 Grand Total 95,340.00 Q-254264-43969.749C M g 3 Protect Life. ,c AXON Discounts (Uso) Quote Expiration:06/30/2020 List Amount 101 ,340.00 Discounts 6,000.00 Total 95,340.00 *Total excludes applicable taxes Summary of Payments Payment Amount (USD) Year 1 33,420.00 Year 2 15,480.00 Year 3 15,480.00 Year 4 15,480.00 Year 5 15,480.00 Grand Total 95,340.00 Q-254264-43969.749C M 86 4 Protect Life. STATEMENT OF WORK&CONFIGURATION DOCUMENT Axon Fleet In-Car Recording Platform This document details a proposed system design Agency Created For: Seward Police Dept. -AK Quote: Q-254264-43969.749CM Sold By: Claudia Mendiola Designed By: Justin Thorpe Installed By: Customer's Preferred Installer Target Install Date: V-3.26.18 87 VEHICLE OVERVIEW SITE NAME CUSTOMER NAME Headquarters Seward Police Dept. -AK Total Configured Vehicles • 10 Total Vehicles with this Configuration Video Capture Sources Axon Camera • 20 Total Cameras Deployed • 1 Axon Signal Unit(s)Per Vehicle Mobile Data Terminal Per Vehicle Signal Unit • 1 Located In Each Vehicle Mobile Router Per Vehicle • 1 Cradlepoint IBR900-1200 In-Car Router Offload Mechanism • 4G LTE Cellular Evidence Management System Battery Box • Evidence.com SYSTEM CONFIGURATION DETAILS The following sections detail the configuration of the Axon Fleet In-Car System Vehicle Hardware 2 Axon Fleet Cameras will be installed in each vehicle 2 Axon Fleet Battery Boxes will be installed in each vehicle Vehicle Hardware 1 Axon Signal Units will be installed in each vehicle 1 Cradlepoint IBR900-1200 router will be installed in each vehicle Axon Battery Boxes The battery box provides power to its connected camera for up to 4 hours allowing for video offload while the vehicle ignition state is OFF and the MDT is connected and available. Signal Activation Methods When triggered,the Axon Signal Vehicle (ASV)device will activate the recording mechanism for all configured Axon cameras within 30 feet of the vehicle. Mobile Data Terminal Each vehicle will be equipped with a Mobile Data Terminal provided by the customer. Operating System: Windows 7 or Windows 10-x32 or x64 with the most current service packs and updates Hard Drive: Must have 25GB+of free disk space RAM/Memory: Windows 7-4GB or greater I Windows 10-8GB or greater Mobile Data Terminal Ethernet Port: The system requires the MDT to have one dedicated and available Ethernet port reserved for an Ethernet cable from router. The Ethernet port can be located on an electronic and stationary mobile Requirements docking station. If a docking station is used, it is the preferred location for the Ethernet port. Wi-Fi Card: The system requires an 802.11 n compatible Wi-Fi card using 5Ghz band. USB Ports: If the computer is assigned to the officer and does not remain with the vehicle,then the number dongles ordered should equal the number of officers or the number of computers assigned.At least one dedicated and available USB 2.0 port for the Fleet USB dongle USB Port on MDT or Dock. Q-254264-43 969.749C M If the customer has a MiFi hotspot, embedded cellular, or USB 4G, then the customer must purchase a Cradlepoint router with an external antenna and Cradlecare. For agencies that use NetMotion Mobility, Axon traffic must be passed through; such that it does not Additional use the Mobility VPN tunnel. Customer must provide IT and /or Admin resources at time of installation Considerations to ensure data routing if functional for Axon Fleet operation. In the event an Agency is unable to support the IT requirements associated with the installation, Axon reserves the right to charge the Agency for additional time associated with on-site work completed by an Axon Employee. Axon will provide the following router for all vehicles: Cradlepoint IBR900-1200 Hardware Provisioning [The customer will provide a MDT for each vehicle In-Car Network Considerations Network Requirements Cradlepoint IBR900-1200 will create a dedicated 5Ghz WiFi network within each vehicle. This network will join the Axon Fleet cameras and Mobile Data Terminal together. IPAddressing Total IPs Required Axon Fleet Cameras 20 Network Addressing Mobile Data Terminal 10 40 Cradlepoint IBR900-1200 10 Hardware Provisioning Customer to provide all IP addressing and applicable network information Network Consideration Agreement Customer acknowledges the minimum requirements for the network to support this Statement of Work. All Axon employees performing services under this SOW are CJIS certified. Network Consideration Agreement If the network provided by Customer does not meet the minimum requirements, or in the event of a requested change in scope of the project, a Change Order will be required and additional fees may apply. Additional fees would also apply if Axon is required to extend the installation time for reasons caused by the customer or the customer network accessibility. Q-254264-43 969.749C M Professional Services & Training Axon will assign a Project Manager that will provide the expertise to execute a successful Fleet camera deployment and implementation. The Project Manager will have knowledge and experience Project Management with all phases of the project management lifecycle and with all application modules being implemented. He/she will work closely with the customer's project manager and project team members and will be responsible for completing the tasks required to meet all contract deliverables. Customer's Preferred Installer will be performing the installation of all Axon Fleet vehicle hardware. Installation services purchased from Axon include a "clip" and removal of existing in-car system hardware. This does not include"full removal" of existing wiring. A"full removal"of all existing hardware and wiring is subject to additional fees.Axon provides basic Fleet operation overview to the customer lead and/or Admin at the time of install. Clip vs Rip installation removal: o It is necessary to differentiate between the type of equipment removal to be provided by Axon. Standard Fleet Installation includes hardware removal in a fashion considered "Clip"which means Axon cuts the wires from the old system without removing multiple Vehicle Installation panels, removing all wiring and parts from the old system. In the case Axon removes the hardware Axon is not responsible for the surplus of hardware or any devices that may have been physically integrated with the removed system. In some situations, radar systems are integrated with the in-car video system and have a cable that connects to the system, if Axon removes the old in car system then Axon is not responsible for the radar system as part of the removal. o A"Rip" removal should be contracted through ProLogic directly. The Rip would be similar to a complete and full removal,which is more common when they retire a vehicle from service. Axon Signal Units have multiple trigger configuration options.Any trigger configurations that include a door or magnetic door switch are considered"custom" and may be subject to additional fees. An Axon representative has discussed with the Agency the standard triggers of the Fleet System. Custom Trigger Those standard triggers include light-bar activation, speed, crash and gun-locks. The light-bar must Installation have a controller to allow Axon to interface for the desired position, gun-locks must be installed with existing hardware in the vehicle. Doors are considered "CUSTOM" since they required additional hardware and time for installation, typically requiring the door may need to be taken apart for the installation. End-user go-live training provides individual device set up and configuration assistance, training on Training device use, Evidence.com and AXON View XL. End-user go-live training and support is not included in the installation fee scope. Q-254264-43 969.749C M W 4G / Cellular Offload Considerations The Cradlepoint IBR900-1200 will be the connection which allows 4G upload of recorded video Network Considerations The customerwill ensure that their cellular contract does not allow for data throttling,or service denial,once a set data threshold is met. Throttling or denial of service will negatively affect Fleet upload capabilities. The MDT's 4G connection will facilitate the upload of recorded video content. Hardware Provisioning The customer will provide all 4G sim cards as required by their mobile provider. Q-254264-43 969.749C M �1 Tax is subject to change at order processing with valid exemption. Axon's Sales Terms and Conditions This Quote is limited to and conditional upon your acceptance of the provisions set forth herein and Axon's Master Services and Purchasing Agreement (posted at www.axon.com/legal/sales-terms-and-conditions), as well as the attached Statement of Work(SOW)for Axon Fleet and/or Axon Interview Room purchase, if applicable.Any purchase order issued in response to this Quote is subject solely to the above referenced terms and conditions. By signing below, you represent that you are lawfully able to enter into contracts. If you are signing on behalf of an entity(including but not limited to the company,municipality,or government agency for whom you work),you represent to Axon that you have legal authority to bind that entity. If you do not have this authority, please do not sign this Quote. Signature: Date: Name(Print): Title: PO# (Orwrite N/A): Please sign and email to Claudia Mendiola at cmendiola@axon.com or fax to Thank you for being a valued Axon customer. For your convenience on your next order, please check out our online store buv.axon.com The trademarks referenced above are the property of their respective owners. ***Anon Internal Use Only*** SFDC Contract#: Order Type: RMA#: Address Used: Review 1 Review 2 SO#: Comments: Q-254264-43969.749C M 92 10 Protect Q-253405-43958.718 KU Issued:05/07/2020 Axon Enterprise, Inc. y Quote Expiration: 06/30/2020 17800 N 85th St. 135594 Scottsdale,Arizona 85255 Payment Terms:Net 30 United States Delivery Method: Fedex-Ground Phone: (800)978-2737 SALES REPRESENTATIVE Kara Uzelac SHIP TO BILL TO Phone: Karl Schaefermeyer Seward Police Dept. -AK Email:kuzelac@axon.com Seward Police Dept. -AK P. O. Box 167 Fax: 410 Adams Street Seward,AK 99664 PRIMARY CONTACT Seward,AK 99664 US Karl Schaefermeyer US Phone: (907)224-3338 Email:kschaefermeyer@cityofseward.net Year 1 Item Description Term Quantity List Unit (Months) Price Net Unit Price Total (USD) Axon Plans& Packages 20248 TASER 7 EVIDENCE.COM ACCESS LICENSE 60 1 0.00 0.00 0.00 20248 TASER 7 EVIDENCE.COM ACCESS LICENSE 60 10 0.00 0.00 0.00 Hardware 20012 TASER 7 LIVE CARTRIDGE, STANDOFF (3.5- 31 38.00 38.00 1,178.00 DEGREE) 20013 TASER 7 LIVE CARTRIDGE, CLOSE 31 38.00 38.00 1,178.00 QUARTERS (12-DEGREE) 20160 TASER 7 HOLSTER-SAFARILAND, RH+CART 1 0.00 0.00 0.00 CARRIER 20161 TASER 7 HOLSTER-SAFARILAND, LH+CART 9 0.00 0.00 0.00 CARRIER 80090 TARGET FRAME, PROFESSIONAL, 27.5 IN. X 1 0.00 0.00 0.00 75 IN., TASER 7 20008 TASER 7 HANDLE, HIGH VISIBILITY(GREEN 10 0.00 0.00 0.00 LASER), CLASS 3R 20040 TASER 7 HANDLE WARRANTY,4-YEAR 10 0.00 0.00 0.00 20018 TASER 7 BATTERY PACK, TACTICAL 12 0.00 0.00 0.00 20041 TASER 7 BATTERY PACK WARRANTY, 4- 12 0.00 0.00 0.00 YEAR 20042 TASER 7 DOCK&CORE WARRANTY, 4-YEAR 1 0.00 0.00 0.00 Q-253405-43958.718 KU 9 1 Protect Life. Year 1 (Continued) Item Description Term Quantity List Unit Net Unit Price Total (USD) (Months) Price Hardware(Continued) 70033 WALL MOUNT BRACKET,ASSY, 1 0.00 0.00 0.00 EVIDENCE.COM DOCK 74200 TASER 7 6-BAY DOCK AND CORE 1 0.00 0.00 0.00 Other 20240 TASER 7 BASIC BUNDLE PAYMENT 12 10 480.00 283.00 2,830.00 20247 TASER 7 ONLINE TRAINING CONTENT 60 10 0.00 0.00 0.00 ACCESS LICENSE 80087 TASER 7 TARGET, CONDUCTIVE, 1 0.00 0.00 0.00 PROFESSIONAL(RUGGEDIZED) Subtotal 5,186.00 Estimated 0.00 Shipping Estimated Tax 0.00 Total 5,186.00 Year 1-Trade in Credit Item Description Term Quantity List Unit Net Unit Price Total (USD) (Months) Price Other 20104 TASER 7 TRADE-IN UPFRONT PURCHASE 8 0.00 0.00 0.00 20150 TASER 7 TRADE-IN CARTRIDGE 100 0.00 0.00 0.00 Subtotal 0.00 Estimated Tax 0.00 Total 0.00 Year 2 Item Description Term Quantity List Unit Net Unit Price Total (USD) (Months) Price Hardware 20012 TASER 7 LIVE CARTRIDGE, STANDOFF (3.5- 20 38.00 38.00 760.00 DEGREE) 20013 TASER 7 LIVE CARTRIDGE, CLOSE 20 38.00 38.00 760.00 QUARTERS (12-DEGREE) Other 20240 TASER 7 BASIC BUNDLE PAYMENT 12 10 480.00 480.00 4,800.00 Subtotal 6,320.00 Estimated Tax 0.00 Total 6,320.00 Q-253405-43958.718 KU 9 2 Protect Life. Year 3 Item Description Term Quantity List Unit Net Unit Price Total (USD) (Months) Price Hardware 20013 TASER 7 LIVE CARTRIDGE, CLOSE 20 38.00 38.00 760.00 QUARTERS (12-DEGREE) 20012 TASER 7 LIVE CARTRIDGE, STANDOFF (3.5- 20 38.00 38.00 760.00 DEGREE) Other 20240 TASER 7 BASIC BUNDLE PAYMENT 12 10 480.00 480.00 4,800.00 Subtotal 6,320.00 Estimated Tax 0.00 Total 6,320.00 Year 4 Item Description Term Quantity List Unit Net Unit Price Total (USD) (Months) Price Hardware 20013 TASER 7 LIVE CARTRIDGE, CLOSE 20 38.00 38.00 760.00 QUARTERS (12-DEGREE) 20012 TASER 7 LIVE CARTRIDGE, STANDOFF (3.5- 20 38.00 38.00 760.00 DEGREE) Other 20240 TASER 7 BASIC BUNDLE PAYMENT 12 10 480.00 480.00 4,800.00 Subtotal 6,320.00 Estimated Tax 0.00 Total 6,320.00 Year 5 Item Description Term Quantity List Unit Net Unit Price Total (USD) (Months) Price Hardware 20013 TASER 7 LIVE CARTRIDGE, CLOSE 20 38.00 38.00 760.00 QUARTERS (12-DEGREE) 20012 TASER 7 LIVE CARTRIDGE, STANDOFF (3.5- 20 38.00 38.00 760.00 DEGREE) Q-253405-43958.718 KU 9 3 Protect Life. Year 5 (Continued) Item Description Term Quantity List Unit Net Unit Price Total (USD) (Months) Price Other 20240 TASER 7 BASIC BUNDLE PAYMENT 12 10 480.00 480.00 4,800.00 Subtotal 6,320.00 Estimated Tax 0.00 Total 6,320.00 Grand Total 30,466.00 Q-2534�05-43958.718 KU 4 Protect Life. ,c AXON Discounts (Uso) Quote Expiration:06/30/2020 List Amount 32,436.00 Discounts 1 ,970.00 Total 30,466.00 *Total excludes applicable taxes Summary of Payments Payment Amount (USD) Year 1 5,186.00 Year 1- Trade in Credit 0.00 Year 2 6,320.00 Year 3 6,320.00 Year 4 6,320.00 Year 5 6,320.00 Grand Total 30,466.00 Q-253405-43958.718KU 9 5 Protect Life. Notes The parties agree that Axon is granting a credit of$1,010.00(applied to Year 1 Payment)for trade-in of CEW hardware.This credit is based on a ship date range of 6/15/2020-6/30/2020, resulting in a 7/15/2020 contract start date.Any change in this ship date and resulting contract start date will result in modification of this credit value which may result in additional fees due to or from Axon. Purchase of TASER 7 are governed by the TASER 7 Agreement located at https://www.axon.com/legal/sales-terms-andconditions and not the Master Services and Purchasing Agreement referenced below. Tax is subject to change at order processing with valid exemption. Axon's Sales Terms and Conditions This Quote is limited to and conditional upon your acceptance of the provisions set forth herein and Axon's Master Services and Purchasing Agreement (posted at www.axon.com/legal/sales-terms-and-conditions), as well as the attached Statement of Work(SOW)for Axon Fleet and/or Axon Interview Room purchase, if applicable.Any purchase order issued in response to this Quote is subject solely to the above referenced terms and conditions. By signing below, you represent that you are lawfully able to enter into contracts. If you are signing on behalf of an entity(including but not limited to the company,municipality,or government agency for whom you work),you represent to Axon that you have legal authority to bind that entity. If you do not have this authority, please do not sign this Quote. Signature: Date: Name (Print): Title: PO# (Or write N/A): Please sign and email to Kara Uzelac at kuzelac@axon.com or fax to Thank you for being a valued Axon customer. For your convenience on your next order, please check out our online store buv.axon.com The trademarks referenced above are the property of their respective owners. ***Axon Internal Use Only*** SFDC Contract#: Order Type: RMA#: Address Used: Review 1 Review 2 SO#: Comments: Q-25340g5-43958.718KU 98 6 Protect Life. Sponsored by: Meszaros CITY OF SEWARD,ALASKA RESOLUTION 2020-039 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH KENDALL FORD FOR THE PURCHASE OF ONE MODEL YEAR 2021 FORD EXPEDITION 4X4 SPECIAL SERVICE PACKAGE MODEL U1G, AND ONE 2021 FORD F-150 4X4 POLICE RESPONDER SUPERCREW MODEL W1P, WITH THE TOTAL COST NOT TO EXCEED $115,367,AND APPROPRIATING FUNDS WHEREAS, the purchase of one new police vehicle per year is consistent with the policy of the city in order to keep the fleet in good mechanical, dependable condition; and WHEREAS, to save funds in previous years, the police department withheld the purchase of a new police vehicle, and have thus extended multiple vehicles beyond their service time; and WHEREAS, the vehicles being replaced are the 2002 Dodge Durango, which is the second oldest vehicle in the fleet that currently has 99,514 miles on it, and the 2009 Chevy Impala which has 85,360 miles on it; and WHEREAS, both vehicles are starting to develop engine problems, their paint is peeling off, and they are showing wear and tear; and WHEREAS, the vehicles must be professionally equipped with police equipment, including winter tires and rims, in the amount of$3,600; and WHEREAS, the vehicles must be professionally equipped with updated police radios and necessary equipment through Motorola Solutions not to exceed $11,000; and WHEREAS, the safety equipment in the vehicles have become obsolete and will be replaced with new equipment purchased and installed through Alaska Safety, Inc and will not exceed $20,000; and WHEREAS, $90,000 for the purchase of two new patrol vehicles is already included in the 2020 Motor Pool budget, so only an additional $25,367 needs to be appropriated; and WHEREAS, the last purchase of a police patrol vehicle was in 2019 and the Police Department will retire two patrol vehicles(vehicle 260 and 253)after this purchase; and WHEREAS, the city has an opportunity to purchase patrol vehicle under the same contract terms that were offered to the State of Alaska by Kendall Ford through a competitive bid process; and 99 CITY OF SEWARD,ALASKA RESOLUTION 2020-039 WHEREAS, the City Council has determined that the public interest would be best served by not requiring competitive bids and makes the following findings: 1. Seward City Code Section 6.10.120(B) provides that the city may utilize competitive bids obtained by other governmental units; and 2. Kendall Ford in Anchorage, Alaska has been awarded a contract to provide patrol vehicles for the State of Alaska, and the City of Seward has an opportunity to purchase two patrol vehicles at a bid amount not to exceed$115,367. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The city manager is authorized to enter into an agreement with Kendall Ford in an amount not to exceed $115,367 for the purchase of one model 2020 Ford Expedition 4x4 with the special service package, and one Ford F-150 4x4 Police Responder SuperCrew in accordance with SCC Section 6.10.120(B). Section 2. Funding in the amount of $25,367 is hereby appropriated from the Motor Pool reserves account no. 03000-0000-3400 to capital equipment account no. 03000-1210-8103. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 261h day of May, 2020. THE CITY OF SEWARD,ALASKA Christy Terry, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) 100 Agenda Statement Meeting Date: May 26, 2020 To: City Council Through: City Manager, Scott Meszaros�� From: Acting Chief of Police, Alan Nickell Agenda Item: Approval for Purchase of Two Police Patrol Vehicles Utilizing the State of Alaska Bid Process BACKGROUND & JUSTIFICATION: The police department is requesting the purchase of two 2021 Ford police vehicles from Kendall Ford in Anchorage, Alaska. If approved, this purchase will be made utilizing the State of Alaska competitive bid process as allowed under§ 6.10.120(B) of the Seward City Code, which allows the City to utilize competitive bids obtained by other governmental entities. Kendall Ford has been awarded contracts to provide police vehicles to the State of Alaska,through an established competitive bid process,Therefore,the City will save time and money using this streamlined efficient and code compliant process to secure a competitive price. It has been previous city policy to purchase one new patrol vehicle per year in order to keep the fleet in good mechanical condition and to provide the officers vehicles that are safe and dependable. However, the city withheld the purchase of new vehicles in prior years to save costs and have thus extended multiple vehicles beyond their service time.With this authorization, the department plans to retire the 2002 Dodge Durango (260) and the 2009 Chevy Impala (253). Bid amount for the vehicles will not exceed $115,367.00. INTENT: Approve the purchase of two 2021 Ford police vehicles from Kendall Ford in Anchorage,Alaska;utilizing a State of Alaska competitive bid process. CONSISTENCY CHECKLIST: Yes No NIA 1. Comprehensive Plan: (Page 14) Section: Public Safety X TC 2. Strategic Plan: (Page 18) Section: Promote a Safe Community X 3. Other(list): X 101 FISCAL NOTE: Funding for this purchase will come from the Motor Pool Fund. $90,000 for two patrol vehicles was included in the 2020 Motor Pool budget, so only an appropriation of$25,367 from reserves is needed. Approved by Finance Department: _ ATTORNEY REVIEW: Yes No X RECOMMENDATION: For city council to approve Resolution 2020-039-, authorizing the city manager to enter into a contract with Kendall Ford, in Anchorage, Alaska, for the purchase of two new police patrol vehicle as part of the State of Alaska Police Vehicle Contract, for an amount not to exceed $115,367.00; §6.10.120(B) which allows the City to utilize competitive bids obtained by other governmental units. 102 CONTRACT AWARD CA2217-20 SECTIONS: SECTION I —TERMS AND CONDITIONS SECTION 11 — SPECIFICATIONS SECTION III — PRICE SCHEDULE CONTRACTOR: Kendall Ford of Anchorage 431 Unga Street Anchorage, AK 99501 Contact: Ray Marcum (907) 793-8213 raymarcum(a)kendallauto.com Alaska Business License No: 1044276 Date of Contract: December 2, 2019 Contract Expiration: December 1 , 2024 Estimated Value of Term: $2,000,000.00 Optional Renewals: Renewal One Expiration: December 1 , 2020 Renewal Two Expiration: December 1 , 2021 Renewal Three Expiration: December 1 , 2022 Renewal Four Expiration: December 1 , 2023 Renewal Five Expiration: December 1 , 2024 CONTRACTING AUTHORITY: State of Alaska HQ, State Equipment Fleet 5420 Dr. Martin Luther King Jr Ave. Anchorage, AK 99507 CONTRACTING OFFICER: Abby Applebee (907) 269-0786 Abby.Applebee(a)alaska.gov Contracting Authority Name &Title: Abby Applebee, Contracting Officer II Contractor Authority Name &Title: Ray Marcum, Government Sales Signature on File 103 SECTION I TERMS &CONDITIONS 1.0 INTENT: Purchase of Police Interceptor SUV, Ford Expedition 4X4 Special Service Package and Ford F-150 Police Responder 1.1 Contract Period: One Year with 4 (1) One-Year Renewals 1.2 Quantities: Varies by year 1.3 Location of Use: Statewide 1.4 Warranty locations: Anchorage and Fairbanks at a minimum 1.5 In addition to the State of Alaska requirements, the Municipality of Anchorage and other Alaska political subdivisions may cooperatively purchase from the resulting contract. 1.5.1 At no time may the contractor change the terms and conditions, alter the price to another entity, which differs from the contractual price, nor charge undisclosed administrative fees to allow cooperative purchasing. 2.0 DELIVERY: 2.1 Pre-delivery service: Prior to delivery, each vehicle, piece of equipment or attachment shall be serviced and inspected by the dealer or his agent. Inspection must include the following (as applicable to the type of equipment): 2.1.1 Dealer and vehicle identification. 2.1.2 Check-off of service and inspection performed including a list of all fluids including type weight and specification that are in the equipment as delivered for all fluid compartments. 2.1.3 The vehicle's crankcase, differential and transmission, and other fluid compartments shall be filled to the manufacturer's recommended capacity. 2.1.4 Fuel tank shall be filled to at least register a minimum '/4 full on the fuel gauge, unless restricted by the commercial carrier, when the vehicle arrives at the delivery location. 2.1.5 The vehicle shall be clean and free from defects when delivered and should be ready for immediate and continued use upon delivery. 2.1.6 Units delivered in an incomplete state, or which have deficiencies per the specification, are subject to the damage charges as noted in paragraph 4.0 below. 2.2 Inspections: 2.2.1 The State's inspection of all materials and equipment upon delivery is for the sole purpose of identification. Such inspection shall not be construed as final or as acceptance of the materials or equipment if materials or equipment do not conform to Contract requirements. If there are any apparent defects in the materials or equipment at the time of delivery, the State will promptly notify the Contractor thereof. Without limiting any other rights of the State, The State at its option, may require the Contractor to: 2.2.1.1 repair or replace at contractor's expense, any or all of the damaged goods, 2.2.1.2 refund the price of any or all of the damaged goods, or 2.2.1.3 Accept the return of any or all of the damaged goods. 2.2.2 Costs of remedying all defects, indirect and consequential costs of correcting same, and/or removing or replacing any or all of the defective materials or equipment will be charged against the bidder. 2.3 Acceptance: 2.3.1 Units will not be considered "Accepted" until all deficiencies have been corrected. This includes item 3.1 Line Sheets/Bill of Materials, 3.2 Parts &Service Information, and 9.0 Publications. 2.4 Delivery Receipt: 2.4.1 A delivery receipt will be required. The receipt must be filled out by the vendor, and acknowledged by state receiving personnel by signature and date of actual receipt of equipment. One copy of this delivery receipt is to be given to the state-receiving agency. 2.4.2 Vendors are cautioned and advised that such delivery forms or other receiving type documents will not in any way be construed to mean the state has formally and fully accepted unit(s) referenced thereon as complete and meeting every specification set forth. Only the Contracting Officer or designee may sign warranty documentation. 3.0 F.O.B. POINT: 3.1 The F.O.B. point is as listed in Bid Price Schedule. Ownership of and title will remain with the contractor until delivery is complete to final destination and accepted by the State. Equipment is not to be driven on the Alcan Highway without prior written approval from the contracting officer. 3.2 All shipping charges over $100 must be documented by a copy of the actual shipping invoice and received with the invoice charge to the State. Section I- Terms & Conditions SEF-2217 Contract for Ford Police Vehicles Page 94of 12 SECTION I TERMS &CONDITIONS 4.0 DAMAGES FOR LATE DELIVERY AND NON-CONFORMING GOODS: 4.1 Time is of the essence in this contract. The Bidder is expected to deliver goods that conform in all material respects to the contract specifications on or before the date provided therein, as may be amended by written agreement of the parties. 4.2 In the event that the equipment is delivered late or does not conform to the contract specifications, the State shall be entitled to offset against the Contract Price, as liquidated damages and not as a penalty, an amount equal to the cost of renting like equipment, multiplied by the number of calendar days elapsing between the delivery date provided in the bid schedule and the delivery date to the State. In the case of equipment in this this class,that daily rental fee is determined to be $50.00. The number of days for which liquidated damages shall apply shall include, in the case of non-conforming goods, the time reasonably necessary for the State to perform inspection. 4.3 These liquidated damages represent a reasonable estimate of amounts necessary to compensate the State for loss of use of the goods during the period in which the goods would have been available to the State if conforming goods had been timely delivered. 5.0 WARRANTY: 5.1 Standard Warranty Package: Unless otherwise stipulated by this ITB, the successful bidder will provide a one-year(12-month)warranty. 5.1.1 Full (100%) Parts and Labor Warranty Coverage of all components 3 years/36,000 miles, from the date the unit is placed in service at the assigned location. 5.1.2 Full (100%) Warranty Coverage includes all cost of labor, parts, freight, lubricants, miscellaneous cost, etc., to place the unit in like-new condition. 5.1.3 Should the manufacturer's standard warranty exceed the minimum State warranty requirements, the manufacturer's warranty will run in conjunction with and enhance the State's warranty, then continue for the remainder of its term. 5.1.4 For clarification, warranty does not apply to normal wear and tear or maintenance items, accident damages, misuse of equipment or failure to operate or maintain equipment as prescribed by vendor/manufacturer. 5.1.5 Warranty on Attachments: Same as Standard Warranty Package. 5.1.6 In-Service Date: Warranty on vehicles not placed in service immediately upon receipt because of time lag to construct body components and/or installation of special equipment, or due to seasonal usage or other delay, shall be warranted from the date the vehicle is placed in service. The receiving agency shall notify the vendor/manufacturer in writing of the actual "in service" date. Notification of the requirement for delayed warranty will be provided on delivery orders whenever possible. 5.2 Warranty Claims: 5.2.1 Warranty will be provided at the unit's assigned (in-service) location. Because of the remote location of some equipment it is not always practical to deliver equipment to authorized warranty repair facilities. In these cases, the vendor may perform warranty work at the state's location or, the State of Alaska, at its discretion, reserves the right to perform the warranty work and be reimbursed by the vendor. If travel is required by State personnel to perform the work, actual costs will be used for reimbursement. 5.2.2 The State of Alaska has established a warranty procedure whereby the vendor is to be notified via letter, email, or fax,that warranty work needs to be performed. If time is of the essence, a telephone call confirmed by one of the above written procedures may be utilized. 5.2.3 The vendor must notify the state within 24 hours of verbal or written notification that it will begin to perform the warranty work at the equipment location. 5.2.4 The State may, at its discretion, proceed to make warranty repairs with its own work force in the case of emergency situation or to preclude excessive downtime (greater than 24 hours). The State will require a PO to perform the warranty work. 5.2.5 Failure to notify the State that the vendor intends to begin to perform warranty is considered a contractual breach. 5.2.6 The vendor will be invoiced for required warranty work performed by the state. Warranty work performed by the state will be charged at the current SEF shop labor rate at the time of the repair. Actual repair time will be used. 5.3 Warranty Performed by Vendor: 5.3.1 The State will reimburse travel costs not reimbursed by the manufacturer for travel to and from the bidder's closest warranty service center within the State of Alaska to the location of the equipment under warranty. Travel costs will be billed as follows: Section I- Terms & Conditions SEF-2217 Contract for Ford Police Vehicles Page'Fof 12 SECTION I TERMS &CONDITIONS 5.3.1.1 Mileage will only be reimbursed for travel within Alaska at the rate allowable by the IRS. 5.3.1.2 Meals are paid at actual and charges must be accompanied by receipts and are not to exceed the State authorized $60.00 per day. 5.3.1.3 Transportation, such as airfare, shall be reimbursed at actual and all charges are to be accompanied by a receipt/copy of the coach ticket. 5.3.1.4 Lodging shall be reimbursed at actual and shall not exceed $150.00 per night unless no other lodging is available. Requests for reimbursement must be accompanied by a receipt. 5.3.2 Travel will only be reimbursed for time in Alaska. 5.3.3 After hours, weekend and holiday travel must be approved by the contracting officer to be considered for reimbursement. The State will not pay for weather delays. 5.4 Authorized Warranty (Contractor/Bidder): 5.4.1 Contractor (bidder) must have Authorized Warranty Dealer that has all required licenses, facilities and factory certified and trained personnel necessary to perform the warranty servicing and repair work. 5.4.1.1 Provide name and address for each Authorized Warranty Dealer for each location. (*) Kendall Ford of Anchorage, 1950 Gambell Street, Anchorage, AK 99501 866-591-3517 5.4.1.2 Provide contact name and contact information for Warranty Administrator: (*) Kendall Ford of Anchorage, 1950 Gambell Street, Anchorage, AK 99501 866-591-3517 All Technicians are Ford Certified. 5.4.1.3 Provide documentation of factory certified and trained personnel: (*) All Technicians are Ford Certified 5.4.2 The ultimate responsibility for warranty lies with the contractor (bidder). 5.4.3 The State reserves the right to inspect the warranty facility and diagnostic equipment prior to issuing the Notice of Intent to Award a contract. 5.5 Factory Recall: 5.5.1 Nationwide factory recall or product update programs are the responsibility of the vendor and/or manufacturer. The State will attempt to bring affected equipment to an authorized repair facility. However, because of the remoteness of some equipment this is not always practicable or economical. In such cases, factory recall and modification work will be handled the same as warranty work. Factory recall notices sent to the state should, in addition to serial number, include model, year, and dealer. 6.0 REPAIR ORDERS AND DOCUMENTATION: 6.1 Any work performed by the contractor or approved subcontractor, whether warranty or any other work on a piece of equipment purchased under this ITB, will require a copy of the repair order, any invoices showing parts and commodities including oils and types used. 7.0 PUBLICATIONS: 7.1 Owner's Manual Paper publications are to be received by the State at the time of delivery. Delivery will not be considered complete until the publications for each unit have been received by the State of Alaska. 7.2 Quantities: 1 each 7.3 Service Bulletins, Etc.: The successful bidder must provide appropriate service bulletins, technical support bulletins, service letters, product support bulletins, and/or any other information type notifications that are sent out to the vendor or used by the manufacturer in the maintenance and report of the vehicle, equipment or attachments being provided. The intent of this clause is that the State of Alaska be provided notification of any and all changes or improvement's that may affect the maintenance, reliability, longevity, and safety of our equipment. 8.0 STATEMENT OF ORIGIN: The bidder will be required to furnish a Manufacturer's Statement of Origin for Automotive or Non-Automotive rolling stock for each unit. All such documents shall be delivered with the invoice to: DOT&PF, HQ State Equipment Fleet 5420 Dr. Martin Luther King Jr. Avenue Anchorage, Alaska 99507 9.0 WEIGHT VERIFICATION SLIPS: If required in the Bid Price Schedule, a weight scale ticket of the completed unit Section I- Terms & Conditions SEF-2217 Contract for Ford Police Vehicles Page Tof 12 SECTION I TERMS &CONDITIONS will be included with the Statement of Origin. 10.0 PRICE: 10.1 Price Guarantee: The Contractor is responsible to maintain prices under the contract firm for 180 days after bid opening. All price increases or decreases must remain firm for the following 180 days. 10.2 NO RETROACTIVE PRICE INCREASES WILL BE ACCEPTED. 10.3 Price adjustments, increases or decreases,for subsequent orders, may be made by providing the Contracting Officer satisfactory evidence that all of the following conditions exist: 10.3.1 The increase is a result of the increased cost at the manufacturer's level and not costs under the contractor's control: 10.3.2 The increase will not produce a higher profit margin for the contractor than that on the original contract. 10.3.3 The increase affects only the item(s) that are clearly identified by the contractor. 10.3.4 Satisfactory forms of the evidence of the above facts may include a certified invoice from the manufacturer, or an affidavit from an independent professional price-tracking firm that is recognized by the industry as reputable and knowledgeable. The contractor must be able to show the difference between the prior year's price and the current difference in the price being requested. 10.4 Price Decreases: During the period of the contract, the Contractor must pass on to the state all price decreases, such as fleet rebates. A Contractor's failure to adhere strictly and faithfully to this clause will be considered a material breach of contract. The state reserves the right to cancel the contract if the contractor fails to properly perform the duties set out herein. 10.5 Manufacturer's Rebate (Incentives): 10.5.1 In any circumstance during or prior to completion of the contract, whereupon the State of Alaska becomes eligible to receive a rebate for any vehicle purchased under this contract, it shall be the BIDDER'S responsibility to inform the Contracting officer in writing and to advise the procedures for obtaining such rebates. 11.0 REPLACEMENT PARTS AND REPAIRS: 11.1 This contract encompasses a full parts and labor contract for manufacturer parts and repairs for the entire warranty period. 11.2 The State of Alaska shall expect the dealer or manufacturer to provide replacement wear parts at their authorized warranty facilities for the entire warranty period within seven (7) days of order. All other parts must be available within ten (10)working days. 11.3 Back order procedures: Back orders are acceptable; however, the ordering shop shall be appraised at time of original orders as to the expected delay in delivery. 11.4 Warranty: All products supplied by the contractor shall be warranted against defects in materials and workmanship for a minimum of 90 days, commencing at the time of installation as long as the installation is within 12 months of purchase. The cost of any defective product and the labor required to replace the defective product shall be the obligation of the contractor. 11.4.1 If the manufacturer's warranty exceeds the stated warranty then manufacturer's warranty supersedes. 11.4.2 Parts Return: Within 12 months of the invoice date, the State is to be allowed to return new parts with full refund, less actual shipping charges. Cores returned within 12 months of original invoice date will receive full core credit. Returned parts will be in new, resalable condition. Refund will be in the form of a credit/invoice credited to the SOA account with the vendor. 11.4.3 Invoicing: Full description of item is required on all invoices, packing lists and billings. CONDITIONS: 12.0 AUTHORITY: This ITB is written in accordance with AS 36.30 and 2 AAC 12. 13.0 COMPLIANCE: In the performance of a contract that results from this ITB, the contractor must comply with all applicable federal, state, and borough regulations, codes, and laws; be liable for all required insurance, licenses, permits and bonds; and pay all applicable federal, state, and borough taxes. 14.0 SUITABLE MATERIALS, ETC.: Unless otherwise specified, all materials, supplies or equipment offered by a bidder shall be new, unused, and of the latest edition, version, model or crop and of recent manufacture. Section I- Terms & Conditions SEF-2217 Contract for Ford Police Vehicles Page 57of 12 SECTION I TERMS &CONDITIONS 15.0 SPECIFICATIONS: Unless otherwise specified in the ITB, product brand names or model numbers specified in this ITB are examples of the type and quality of product required, and are not statements of preference. If the specifications describing an item conflict with a brand name or model number describing the item, the specifications govern. Reference to brand name or number does not preclude an offer of a comparable or better product, if full specifications and descriptive literature are provided for the product. Failure to provide such specifications and descriptive literature may be cause for rejection of the offer. 16.0 FIRM OFFER: For the purpose of award, offers made in accordance with this ITB must be good and firm for a period of ninety (90) days from the date of bid opening. 17.0 CONTRACT FUNDING: Bidders are advised that funds are available for the initial purchase and/or the first term of the contract. Payment and performance obligations for succeeding purchases and/or additional terms of the contract are subject to the availability and appropriation of funds. 18.0 CONFLICT OF INTEREST: An officer or employee of the State of Alaska may not seek to acquire, be a party to, or possess a financial interest in, this contract if(1) the officer or employee is an employee of the administrative unit that supervises the award of this contract; or (2) the officer or employee has the power to take or withhold official action so as to affect the award or execution of the contract. 19.0 ASSIGNMENT(S): Assignment of rights, duties, or payments under a contract resulting from this ITB is not permitted unless authorized in writing by the procurement officer of the contracting agency. Bids that are conditioned upon the State's approval of an assignment will be rejected as nonresponsive. 20.0 SUBCONTRACTOR(S): Within five (5)working days of notice from the state, the apparent low bidder must submit a list of the subcontractors that will be used in the performance of the contract. The list must include the name of each subcontractor and the location of the place of business for each subcontractor and evidence of each subcontractor's valid Alaska business license. 21.0 FORCE MAJEURE: (Impossibility to perform): The parties to a contract resulting from this ITB are not liable for the consequences of any failure to perform, or default in performing, any of its obligations under the contract, if that failure or default is caused by any unforeseeable Force Majeure, beyond the control of, and without the fault or negligence of, the respective party. For the purposes of this ITB, Force Majeure will mean war (whether declared or not); revolution; invasion; insurrection; riot; civil commotion; sabotage; military or usurped power; lightning; explosion;fire; storm; drought; flood; earthquake; epidemic; quarantine; strikes; acts or restraints of governmental authorities affecting the project or directly or indirectly prohibiting or restricting the furnishing or use of materials or labor required; inability to secure materials, machinery, equipment or labor because of priority, allocation or other regulations of any governmental authorities. 22.0 CONTRACT EXTENSION: Unless otherwise provided in this ITB, the State and the successful bidder/contractor agree: (1)that any holding over of the contract excluding any exercised renewal options, will be considered as a month-to-month extension, and all other terms and conditions shall remain in full force and effect and (2) to provide written notice to the other party of the intent to cancel such month-to-month extension at least thirty (30) days before the desired date of cancellation. 23.0 DEFAULT: In case of default by the contractor,for any reason whatsoever,the State of Alaska may procure the goods or services from another source and hold the contractor responsible for any resulting excess cost and may seek other remedies under law or equity. 24.0 DISPUTES: If a contractor has a claim arising in connection with a contract resulting from this ITB that it cannot resolve with the State by mutual agreement, it shall pursue a claim, if at all, in accordance with the provisions of AS 36.30.620—632. 25.0 CONSUMER ELECTRICAL PRODUCT: AS 45.45.910 requires that "...a person may not sell, offer to sell, or otherwise transfer in the course of the person's business a consumer electrical product that is manufactured after August 14, 1990, unless the product is clearly Section I- Terms & Conditions SEF-2217 Contract for Ford Police Vehicles Page 98of 12 SECTION I TERMS &CONDITIONS marked as being listed by an approved third party certification program." Electrical consumer products manufactured before August 14, 1990, must either be clearly marked as being third party certified or be marked with a warning label that complies with AS 45.45.910(e). Even exempted electrical products must be marked with the warning label. By signature on this bid the bidder certifies that the product offered is in compliance with the law. A list of approved third party certifiers, warning labels and additional information is available from: Department of Labor and Workforce Development, Labor Standards & Safety Division, Mechanical Inspection Section, P.O. Box 107020, Anchorage, Alaska 99510-7020, (907)269-4925. 26.0 SEVERABILITY: If any provision of the contract is declared by a court to be illegal or in conflict with any law,the validity of the remaining terms and provisions will not be affected; and, the rights and obligations of the parties will be construed and enforced as if the contract did not contain the particular provision held to be invalid. 27.0 GOVERNING LAW; FORUM SELECTION: A contract resulting from this ITB is governed by the laws of the State of Alaska. To the extent not otherwise governed by section 17 of these Standard Terms and Conditions, any claim concerning the contract shall be brought only in the Superior Court of the State of Alaska and not elsewhere. 28.0 NEW EQUIPMENT: Equipment and components offered in response to this ITB must be new equipment. New equipment means equipment that is currently in production by the manufacturer and is still the latest model, edition or version generally offered. The equipment must be warranted as new by the manufacturer and may not have been used for any purpose, other than display (not demonstration), prior to its sale to the state. The state will not accept remanufactured, used, or reconditioned equipment. It is the contractor's responsibility to ensure that each piece of equipment and components delivered to the state complies with this requirement. A contractor's failure to comply with this requirement will cause the state to seek remedies under breach of contract. 29.0 ACCESSORIES: When accessories are supplied, they must be certified to be compatible with the rest of the equipment. Certification will be written evidence satisfactory to the state that the accessories are compatible. The bidder's failure to supply this evidence within the time required by the state will cause the state to consider the bid non-responsive and reject the bid. 30.0 BRAND SPECIFIC: Certain items may be designated brand specific. When an item is so designated no substitutions for the brand and model specified will be allowed. 31.0 INSPECTION: Equipment offered for lease may be subject to inspection and approval by the state prior to the award of the ITB. The equipment and attachments must be in good repair and capable of performing the work for which they were designed. 32.0 ALTERATIONS: The contractor must obtain the written approval from the contracting officer prior to making any alterations to the specifications contained in this ITB. The state will not pay for alterations that are not approved in advance and in writing by the contracting officer. 33.0 DISCONTINUED ITEMS: In the event an item is discontinued by the manufacturer during the life of the contract, another item may be substituted, provided that the contracting officer makes a written determination that it is equal to or better than the discontinued item and provided that it is sold at the same price or less than the discontinued item. 34.0 ITEM UPGRADES: The state reserves the right to accept upgrades to models on the basic contract when the upgrades improve the way the equipment operates or improve the accuracy of the equipment. Such upgraded items must be at the same price as the items in the basic contract. 35.0 DELIVERY TIME: The elapsed time between the time the state places an order and the time that order is actually shipped from the contractor's place of business must be entered in space provided under "Bid Schedule". This processing time is to remain constant throughout the life of the contract(s). 36.0 DELIVERY CONFIRMATION: Bidders must obtain a confirmation from the manufacturer that the items offered are scheduled for production in sufficient time to meet the scheduled delivery dates. A copy of the manufacturer's confirmation may be included with Section I- Terms & Conditions SEF-2217 Contract for Ford Police Vehicles Page'Fof 12 SECTION I TERMS &CONDITIONS the bid or submitted within 10 days of the state's request. The bidder's failure to provide the manufacturers confirmation as required will cause the state to consider the bid non-responsive and reject the bid. 37.0 THIRD-PARTY FINANCING AGREEMENTS NOT ALLOWED: Because of the additional administrative and accounting time required of state agencies when third party financing agreements are permitted, they will not be allowed under this contract. 38.0 CONTINUING OBLIGATION OF CONTRACTOR: Regardless of the terms and conditions of any third-party financing agreement, the contractor agrees that none of its responsibilities under this contract are transferable and that the contractor alone will continue to be solely responsible until the expiration date of the contract. Such responsibilities include, but are not limited to, the provision of equipment, training, warranty service, maintenance, parts and the provision of consumable supplies. By signature on the face page of this ITB the bidder acknowledges this requirement and indicates unconditional acceptance of this continuing obligation clause. 39.0 ESTIMATED QUANTITIES: The quantities referenced in this ITB are the state's estimated requirements and may vary more or less from the quantities actually purchased. The state does not guarantee any minimum purchase. Orders will be issued throughout the contract period on an as-needed basis. 40.0 SERVICE CHARGES: Regardless whether the contractor repairs equipment on-site or off-site, the state will not be liable for any charges associated with the repair of broken equipment, including, but not limited to, unhooking, disassembly, packaging, crating, repair, transportation, replacement, reassembly, or rewiring. 41.0 PARTS: Only parts designed for the purpose they are being used, and warranted as new, may be used in the repair of state equipment. 42.0 COMPLETION OF SERVICE: The service will not be complete and the equipment will not be considered serviced, repaired, or acceptable until it performs in compliance with the manufacturer's published performance specifications. 43.0 SERVICE TECHNICIAN QUALIFICATIONS: Bidders must provide evidence that the person performing the service work is a manufacturer's authorized service technician; or, the bidder may provide evidence that they have contracted with a manufacturer's authorized service technician to perform the service work. Acceptable evidence of the service technician's competence may take the form of a letter or certificate, signed by an authorized officer of the manufacturer, that the service technician has been trained and authorized by the manufacturer to provide manufacturer's authorized warranty service. The bidder's failure to provide the evidence mentioned above, within the time required by the state, may cause the state to consider the bid non-responsive and reject the bid. 44.0 WORKMANSHIP & MATERIALS: All work must be performed in a thorough and workmanlike manner and in accordance with current industry practices. The contractor will be held responsible for the quality of the finished item. The state will reject any item that does not meet the specifications of the ITB. Rejected items will be returned to the contractor at the contractor's risk and expense. 45.0 CONTRACT CANCELLATION: The state reserves the right to cancel the contract at its convenience upon 30 calendar day's written notice to the contractor. The state is liable only for payment in accordance with the payment provisions of this contract for services or supplies provided before the effective date of termination. 46.0 BILLING INSTRUCTIONS: Invoices must be billed to the ordering agency's address shown on the individual Purchase Order, Contract Award or Delivery Order, not to the Division of General Services. The ordering agency will make payment after it receives the merchandise or service and the invoice. Questions concerning payment must be addressed to the ordering agency. 47.0 CONTINUING OBLIGATION OF CONTRACTOR: Notwithstanding the expiration date of a contract resulting from this ITB, the contractor is obligated to fulfill its responsibilities until warranty, guarantee, maintenance and parts availability requirements have completely expired. Section I- Terms & Conditions SEF-2217 Contract for Ford Police Vehicles Pagel rof 12 SECTION I TERMS &CONDITIONS MANDATORY CONTRACT TERMS: 48.0 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES: Prior to the award of a contract, a bidder must hold a valid Alaska business license. However, in order to receive the Alaska Bidder Preference and other related preferences, such as the Alaska Veteran and Alaskans with Disabilities Preference, a bidder must hold a valid Alaska business license at the time designated for bid opening. Bidders should contact the Department of Commerce, Community and Economic Development, Division of Corporations, Business, and Professional Licensing, P. O. Box 110806, Juneau, Alaska 99811-0806, for information on these licenses. Acceptable evidence that the bidder possesses a valid Alaska business license may consist of any one of the following: • copy of an Alaska business license; • certification on the bid that the bidder has a valid Alaska business license and has included the license number in the bid (see front page); • a canceled check for the Alaska business license fee; • a copy of the Alaska business license application with a receipt stamp from the state's occupational licensing office; or A sworn and notarized affidavit that the bidder has applied and paid for the Alaska business license. You are not required to hold a valid Alaska business license at the time bids are opened if you possess one of the following licenses and are offering services or supplies under that specific line of business: • fisheries business licenses issued by Alaska Department of Revenue or Alaska Department of Fish and Game, • liquor licenses issued by Alaska Department of Revenue for alcohol sales only, • insurance licenses issued by Alaska Department of Commerce, Community and Economic Development, Division of Insurance, or Mining licenses issued by Alaska Department of Revenue. At the time designated for bid opening, all bidders must hold any other necessary applicable professional licenses required by Alaska Statute. 49.0 ALASKA BIDDER PREFERENCE: An Alaska Bidder Preference of five percent will be applied prior to evaluation. The preference will be given to a bidder who: • holds a current Alaska business license at the time designated for bid opening; • submits a proposal for goods or services under the name appearing on the bidder's current Alaska business license; • has maintained a place of business within the state staffed by the bidder, or an employee of the bidder, for a period of six months immediately preceding the date of the bid; • is incorporated or qualified to do business under the laws of the state, is a sole proprietorship and the proprietor is a resident of the state, is a limited liability company (LLC) organized under AS 10.50 and all members are residents of the state, or is a partnership under AS 32.06 or AS 32.11 and all partners are residents of the state; and If a joint venture, is composed entirely of ventures that qualify under(1)-(4) of this subsection. (*) Alaska Bidder Preference Affidavit In order to receive the Alaska Bidder Preference, the bid must also include a statement certifying that the bidder is eligible to receive the Alaska Bidder Preference. If the bidder is a LLC or partnership as identified in (4)of this subsection, the affidavit must also identify each member or partner and include a statement certifying that all members or partners are residents of the state. If the bidder is a joint venture which includes a LLC or partnership as identified in (4) of this subsection, the affidavit must also identify each member or partner of each LLC or partnership that is included in the joint venture and include a statement certifying that all of those members or partners are residents of the state. Section I- Terms & Conditions SEF-2217 Contract for Ford Police Vehicles PageT of 12 SECTION I TERMS &CONDITIONS 50.0 BIDDERS WITH DISABILITIES: The State of Alaska complies with Title II of the Americans with Disabilities Act of 1990. Individuals with disabilities who may need auxiliary aids, services, and/or special modifications to participate in this procurement should contact the Division of Transportation at one of the following numbers no later than 10 days prior to bid opening to make any necessary arrangements. Telephone: 907.269.0793 Fax: 907.269.0801 TDD: 907.269.0713 COMPLIANCE WITH ADA: By signature of their bid the bidder certifies that they comply with the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government. Services or activities furnished to the general public on behalf of the state must be fully accessible. This is intended to ensure that agencies are in accordance with 28 CFR Part 35 Section 35.130 and that services, programs or activities furnished to the public through a contract do not subject qualified individuals with a disability to discrimination based on the disability. 51.0 PREFERENCE QUALIFICATION: In order to qualify for an Alaska Veterans Preference, Employment Program Preference, or Alaskans with Disabilities Preference, a bidder must add value by actually performing, controlling, managing, and supervising the services provided, or a bidder must have sold supplies of the general nature solicited to other state agencies, governments, or the general public. 52.0 CONTRACT PERFORMANCE LOCATION: By signature on their bid, the bidder certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States. If the bidder cannot certify that all work will be performed in the United States, the bidder must contact the procurement officer in writing to request a waiver at least 10 days prior to the deadline for receipt of bids. The request must include a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason the waiver is necessary. Failure to comply with these requirements may cause the state to reject the bid as non-responsive, or cancel the contract. 53.0 HUMAN TRAFFICKING: By signature on their bid, the bidder certifies that the bidder is not established and headquartered or incorporated and headquartered in a country recognized as Tier 3 in the most recent United States Department of State's Trafficking in Persons Report. The most recent United States Department of State's Trafficking in Persons Report can be found at the following website: http://www.state.gov/g/tip/ Failure to comply with this requirement will cause the state to reject the bid as non-responsive, or cancel the contract 54.0 NOTICE OF INTENT TO AWARD: After the responses to this ITB have been opened and evaluated, a tabulation of the bids will be prepared. This tabulation, called a Notice of Intent to Award, serves two purposes. It lists the name of each company or person that offered a bid and the price they bid. It also provides notice of the state's intent to award a contract(s)to the bidder(s) indicated. A copy of the Notice of Intent will be mailed to each company or person who responded to the ITB. Bidders identified as the apparent low responsive bidders are instructed not to proceed until a Purchase Order, Contract Award, Lease, or some other form of written notice is given by the contracting officer. A company or person who proceeds prior to receiving a Purchase Order, Contract Award, Lease, or some other form of written notice from the contracting officer does so without a contract and at their own risk. 55.0 PAYMENT FOR STATE PURCHASES: Payment for agreements under $500,000 for the undisputed purchase of goods or services provided to a state agency, will be made within 30 days of the receipt of a proper billing or the delivery of the goods or services to the location(s)specified in the agreement,whichever is later. A late payment is subject to 1.5% interest per month on the Section 1- Terms & Conditions SEF-2217 Contract for Ford Police Vehicles Page Yof 12 SECTION I TERMS &CONDITIONS unpaid balance. Interest will not be paid if there is a dispute or if there is an agreement that establishes a lower interest rate or precludes the charging of interest. 56.0 CONTRACT ADMINISTRATION: The administration of this contract is the responsibility of State Equipment Fleet, Contracting Officer, Department of Transportation. 57.0 SHIPPING DAMAGE: The state will not accept or pay for damaged goods. The contractor must file all claims against the carrier(s) for damages incurred to items in transit from the point of origin to the ultimate destination. The state will provide the contractor with written notice when damaged goods are received. The state will deduct the cost of the damaged goods from the invoice prior to payment. The contractor must file all claims against the carrier(s) for reimbursement of the loss. 58.0 INDEMNIFICATION: The contractor shall indemnify, hold harmless, and defend the contracting agency from and against any claim of, or liability for error, omission or negligent act of the contractor under this agreement.The contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the contracting agency. If there is a claim of, or liability for, the joint negligent error or omission of the contractor and the independent negligence of the Contracting agency, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis. "Contractor" and "Contracting agency", as used within this and the following article, include the employees, agents and other contractors who are directly responsible, respectively, to each. The term "independent negligence" is negligence other than in the Contracting agency's selection, administration, monitoring, or controlling of the contractor and in approving or accepting the contractor's work. 59.0 INSURANCE: Without limiting contractor's indemnification, it is agreed that contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the following policies of insurance. Where specific limits are shown, it is understood that they shall be the minimum acceptable limits. If the contractor's policy contains higher limits, the state shall be entitled to coverage to the extent of such higher limits. Certificates of Insurance must be furnished to the contracting officer prior to beginning work and must provide for a notice of cancellation, non-renewal, or material change of conditions in accordance with policy provisions. Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of this contract and shall be grounds for termination of the contractor's services.All insurance policies shall comply with, and be issued by insurers licensed to transact the business of insurance under AS 21. Proof of insurance is required for the following: Workers' Compensation Insurance: The contractor shall provide and maintain, for all employees engaged in work under this contract, coverage as required by AS 23.30.045, and; where applicable, any other statutory obligations including but not limited to Federal U.S.L. & H. and Jones Act requirements. The policy must waive subrogation against the state. Commercial General Liability Insurance: covering all business premises and operations used by the contractor in the performance of services under this agreement with minimum coverage limits of$300,000 combined single limit per occurrence. Commercial Automobile Liability Insurance: covering all vehicles used by the contractor in the performance of services under this agreement with minimum coverage limits of$300,000 combined single limit per occurrence. Failure to supply satisfactory proof of insurance within the time required will cause the state to declare the bidder non-responsible and to reject the bid. 60.0 BRAND AND MODEL OFFERED: Unless otherwise specified, when brand names and model numbers are used to specify the type and quality of the goods desired, bidders must clearly indicate the brand names and model numbers they intend to provide.The bidder's failure to identify the brand and model offered will cause the state to consider the offer non-responsive and reject the bid. 61.0 ANNOTATED LITERATURE: Bidders must annotate their product literature to identify for the state the location of the supporting information Section I- Terms & Conditions SEF-2217 Contract for Ford Police Vehicles Page Ya of 12 SECTION I TERMS &CONDITIONS regarding each product specification set out in this ITB. A bidder's failure to comply with this clause, within the time set by the state, will cause the state to consider the offer non-responsive and reject the bid. 62.0 SUPPORTING INFORMATION: The state strongly desires that bidders submit all required technical, specification, and other supporting information with their bid, so that a detailed analysis and determination can be made by the contracting officer that the product offered meets the ITB specifications and that other requirements of the ITB have been met. However, provided a bid meets the requirements for a definite, firm, unqualified, and unconditional offer, the state reserves the right to request supplemental information from the bidder, after the bids have been opened, to ensure that the products offered completely meet the ITB requirements. The requirement for such supplemental information will be at the reasonable discretion of the state and may include the requirement that a bidder will provide a sample product(s)so that the state can make a first-hand examination and determination. A bidder's failure to provide this supplemental information or the product sample(s), within the time set by the state, will cause the state to consider the offer non-responsive and reject the bid. 63.0 FIRM, UNQUALIFIED AND UNCONDITIONAL OFFER: Bidders must provide enough information with their bid to constitute a definite, firm, unqualified and unconditional offer. To be responsive a bid must constitute a definite, firm, unqualified and unconditional offer to meet all of the material terms of the ITB. Material terms are those that could affect the price, quantity, quality, or delivery. Also included as material terms are those which are clearly identified in the ITB and which, for reasons of policy, must be complied with at risk of bid rejection for non-responsiveness. 64.0 LOCAL AGRICULTURAL AND FISHERIES PRODUCT PREFERENCE: By signature of the bid and by checking the Agricultural and Fisheries Product Preference box beneath each line item, the bidder certifies that the product offered meets the requirements of AS 36.15.050 and is entitled to a preference in accordance with the provisions of that statute. 65.0 ALASKA PRODUCT PREFERENCE: Bidders who offer products which have received certification by the Department of Commerce and Economic Development and that are listed in the current published edition of the "Alaska Products Preference List"will receive this preference. In order to qualify for the Alaska Product Preference, a bidder must provide the qualified product on a 100% basis. There are no provisions under Alaska Statutes or regulations that allow for product ex- changes/substitutions, or permit the product to be co-mingled with other products. Rather, AS 36.30.330 provides for a penalty for failing to use the designated Alaska products. Products are classified in one of three categories: Class I products receive a three percent preference. Class II products receive a five percent preference. Class III products receive a seven percent preference. Bidders must check the correct preference box beneath each line item. When the bids are evaluated, the preference percentage will be deducted from the bid price. If a bidder fails to check one of the product preference boxes, no preference will be given. 66.0 NONDISCLOSURE AND CONFIDENTIALITY: Contractor agrees that all confidential information shall be used only for purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow dissemination of confidential information except as provided for in this section. The contractor shall hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by, storage, disclosure, publication, dissemination to and/or use by third parties of, the confidential information. "Reasonable care" means compliance by the contractor with all applicable federal and state law, including the Social Security Act and HIPAA. The contractor must promptly notify the state in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to or use of the confidential information. Confidential information, as used herein, means any data, files, software, information or materials (whether prepared by the state or its agents or advisors) in oral, electronic, tangible or intangible form and however stored, compiled or memorialized that is classified confidential as defined by State of Alaska classification and categorization guidelines (i) provided by the state to the contractor or a contractor agent or otherwise made available to the contractor or a contractor agent in connection with this contract, or(ii) acquired, obtained or learned by the contractor or a contractor agent in the performance of this contract. Examples of confidential information include, but are not limited to: Section 1- Terms & Conditions SEF-2217 Contract for Ford Police Vehicles Page W of 12 SECTION I TERMS &CONDITIONS technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc.). If confidential information is requested to be disclosed by the contractor pursuant to a request received by a third party and such disclosure of the confidential information is required under applicable state or federal law, regulation, governmental or regulatory authority,the contractor may disclose the confidential information after providing the state with written notice of the requested disclosure ( to the extent such notice to the state is permitted by applicable law) and giving the state opportunity to review the request. If the contractor receives no objection from the state, it may release the confidential information within 30 days. Notice of the requested disclosure of confidential information by the contractor must be provided to the state within a reasonable time after the contractor's receipt of notice of the requested disclosure and, upon request of the state, shall seek to obtain legal protection from the release of the confidential information. The following information shall not be considered confidential information: information previously known to be public information when received from the other party; information freely available to the general public; information which now is or hereafter becomes publicly known by other than a breach of confidentiality hereof; or information which is disclosed by a party pursuant to subpoena or other legal process and which as a result becomes lawfully obtainable by the general public. Section I- Terms & Conditions SEF-2217 Contract for Ford Police Vehicles Page Y1 of 12 SECTION II SPECIFICATION SPECIFICATION 100.0 GENERAL SPECIFICATION: It is the purpose of this specification to describe a new, and of the manufacturer's latest current production model and design, Police Vehicles. Referenced Standards: The unit provided is required to meet all current federal and state regulations such as, but not limited to, EPA emissions, FMVSS, and CFR. Certain ISO, SAE, and other consensus standards may be referenced in this specification. Unless otherwise specified, the latest version of each standard is to be understood. Such standards apply to this specification whether or not they are required by statutes or administrative law. Standard Components: All components and accessories advertised in the manufacturer's current model year brochure and specifications as standard, unless superseded by these specifications, shall be provided with the unit. Necessary Components: Contractors shall provide any components, hardware, or part necessary for proper assembly, installation, and operation even though that item(s) is not specifically described in the bid specifications. This includes all fittings, couplers, brackets, adapters, etc. Bidders shall include the cost of such components, hardware, and parts in the bid price. Documentation Required: A basic manufacturer's product brochure describing the Police Vehicles are to be provided with your bid package. Specifications marked with an asterisk (*) require supporting documentation in the form of a product brochure, manufacturer's technical data sheet, or a letter of clarification which indicates specifically what the bidder intends to supply in regard to said items and/or how specifications will be met. In order to help prevent technical errors,following each asterisked item is space that may be used to address the asterisked items. It is required that a letter of clarification or the space behind the asterisked items be used to supply the required information. LOT 1 UNIT TYPE: Ford Explorer,AWD, Police Interceptor APPLICATION: To be used by the Alaska State Troopers in pursuit as well as patrol duties. Weather variance from plus 100 degrees to minus 50 degrees Fahrenheit. 1.0 Engine: Gas, 3.3L V6 1.1 Gas, 3.OL Ecoboost V6 (*)OPTIONAL ITEM- Pricing is required: 1.2 Engine hour meter and hour idle meter 2.0 Transmission: 10-speed Automatic 3.0 Full time intelligent all-wheel drive 4.0 Starting Aids: 4.1 Engine Block Heater 5.0 Independent front and rear suspensions 6.0 Brakes: 4-wheel heavy duty disc with police calibrated Anti-Lock Brake System. 7.0 Tires: Tires shall have a speed rating of V(149mph) or higher, with matching, full size spare tire and wheel securely mounted. 7.1 Individual tire pressure monitoring system 8.0 Body: Section 11- Specifications SEF-2217 Contract for Ford Police Vehicles Pag,0 of 7 SECTION II SPECIFICATION 8.1 Four (4) Doors 8.2 Wheel base: 119.1 Inches 8.3 Overall Length: 198.8 Inches 8.4 Front license plate bracket 8.5 Locking glove box 8.6 Glass: Solar-tinted first row and privacy glass 2nd row and rear cargo area 8.7 OEM Skid Plate Package 8.8 Vinyl flooring, with removable floor mats 8.9 Cruise Control 8.10 Tilt Steering wheel 8.11 Power windows 8.11.1 Rear windows controlled by driver only 8.12 Dual—zone electronic automatic temperature control 8.13 Rear window defroster 8.14 AM/FM stereo with Bluetooth and USB port 8.15 Reverse sensing system 8.16 12 Volt power point 8.17 DC/DC converter, 220 amp 8.18 Police Perimeter Alert (*) OPTIONAL ITEM- Pricing is required: 8.19 Rear View Camera with washer 8.20 Rear camera activation on demand (*) OPTIONAL ITEM- Pricing is required: 8.21 Power heated side view mirrors 8.22 Recovery Hooks, 2 in front and 2 in rear 8.23 Trailer Towing Package with class III hitch 8.24 Supplemental restraint system for both driver and right front passenger 8.25 Seating: 5-passenger(including driver) 8.25.1 Driver's seat heavy duty cloth bucket seat with 6-way power and manual lumbar 8.25.2 Front passenger seat heavy duty cloth bucket seat 8.25.3 Steel intrusion plates in both front seat backs 8.25.4 11" space between driver's seat and front passenger seat for aftermarket console Section 11- Specifications SEF-2217 Contract for Ford Police Vehicles Pag,P1 of 7 SECTION II SPECIFICATION 8.25.4.1 Front console mounting plate 8.25.5 Vinyl rear split bench seat 8.25.6 Interior color to be black 8.26 Keys and Door Locks: 8.26.1 OEM power door locks with master control for all doors installed in driver's door 8.26.2 Rear handles and locks to be inoperable 8.26.3 All cars and locks to be keyed alike for ignition, doors and trunk. To include four (4) keys with each unit 8.26.4 Remote Keyless-Entry key fob 8.27 Hood: 8.27.1 To have double safety latch with hood release inside car 8.27.2 To have under hood light controlled by a mercury switch 8.27.3 Hood to be non-reflective flat black vinyl wrapped, paint is not acceptable. (*) OPTIONAL ITEM- Pricing is required: 9.0 Lighting: 9.1 All interior lights and factory warning buzzers, such as: HEADLAMPS ON, SEAT BELT NOT FASTENED, KEY IN IGNITION, DOOR OPEN, DOOR AJAR, etc. to be deactivated OEM. 9.2 Headlights to have shatterproof type lens or have protective shatterproof covers 9.3 Front head lamp, automatic on/off with LED low and high beams 9.4 Head lamps to have wig-wag functionality 9.5 Rear tail lights LED 9.6 Spot Lamp with LED bulb too be mounted in left-hand pillar post. 9.6.1 To be independent of ignition on separate 20 amp fused circuit. 9.7 Red/White Dome Lamp—first row 9.8 Dark car feature -Ability to disable all interior and exterior automatic lighting OEM 9.9 Dash pass-through for aftermarket wiring 10.0 Miscellaneous: 10.1 Paint to be Oxford White 10.1.1 Optional exterior color other than white (*)OPTIONAL ITEM- Pricing is required: 10.2 Tool Kit: To be equipped with wheel wrench and jack 10.3 OEM Ballistic Door Panels, Driver Only (*) OPTIONAL ITEM- Pricing is required: 10.4 Ballistic Door Panels, Driver and Front Passenger, (*) OPTIONAL ITEM- Pricing is required: Section 11- Specifications SEF-2217 Contract for Ford Police Vehicles PagA of 7 SECTION II SPECIFICATION LOT 2 UNIT TYPE: Ford Expedition, 4x4, Special Service Package APPLICATION: To be used by the Alaska State Troopers on patrol duties. Weather variance from plus 100 degrees to minus 50 degrees Fahrenheit. 1.0 Engine: Gas V6, 3.5L Eco Boost 2.0 Transmission: 10-speed Automatic 3.0 Full time intelligent all-wheel/4 wheel drive 4.0 Starting Aids: 4.1 Engine Block Heater 5.0 Brakes: 4-wheel disc brakes with anti-lock brake system 6.0 Tires: All season radial tires with a full size spare securely mounted on/in the unit (roof mounted is not acceptable) 6.1 Individual Tire Pressure Monitoring System 7.0 Body: 7.1 Four(4) Doors 7.2 Wheel base: 122.5 Inches 7.3 Overall Length: 210 Inches 7.4 Front license plate bracket 7.5 Privacy Glass 2nd row and cargo area 7.6 Skid Plate Package 7.7 Vinyl flooring, with removable floor mats 7.8 Cruise Control and Tilt Steering 7.9 Power windows and door locks 7.9.1 Rear windows controlled by driver only 7.10 AM/FM Stereo with Bluetooth and USB port 7.11 Rear View Camera with Backup Assist grid lines and washer 7.12 Side-view power heated mirrors with Security Approach lamps and integrated blind spot mirrors 7.13 Perimeter Alarm 7.14 Tow Hooks 7.15 Trailer Towing Package with Class IV Hitch 7.16 Supplemental restraint system for both driver and right front passenger 7.17 Seating: 5-passenger(including driver) 7.17.1 Front bucket seats with no console, cloth only 7.17.1.1 6 way power driver's seat with power lumbar Section 11- Specifications SEF-2217 Contract for Ford Police Vehicles Pagel of 7 SECTION II SPECIFICATION 7.17.2 Vinyl rear bench seat 7.17.3 3,d row 60/40 vinyl seat (*) OPTIONAL ITEM- Pricing is required: 7.17.4 2nd row 40/20/40 cloth seat (*) OPTIONAL ITEM- Pricing is required: 7.17.5 Interior color to be dark grey or black 7.18 Keys and Door Locks: 7.18.1 OEM power door locks with master control for all doors installed in driver's door. 7.18.2 Inoperable rear door handles and locks 7.18.3 To include four (4) keys with each unit. 7.18.4 Remote keyless-entry key fobs (2) each 7.19 Hood: 7.19.1 To have double safety latch with hood release inside car. 7.19.2 To have under hood light controlled by a mercury switch. 10.4.1 Hood to be non-reflective flat black vinyl wrapped, paint is not acceptable. (*) OPTIONAL ITEM- Pricing is required: 8.0 Lighting: 8.1 All interior lights and factory warning buzzers, such as: HEADLAMPS ON, SEAT BELT NOT FASTENED, KEY IN IGNITION, DOOR OPEN, DOOR AJAR, etc. to be deactivated OEM. 8.2 Headlights to have shatterproof type lens or have protective shatterproof covers 8.3 Front head lamp, automatic on/off with LED low and high beams 8.4 Daytime running lights (*) OPTIONAL ITEM- Pricing is required: 8.5 Red/White Dome Lamp in cargo area 8.6 Dark car feature—Ability to disable all interior and exterior automatic lighting 8.7 Dash pass-through for aftermarket wiring 8.8 Spot Lamp— Incandescent Bulb: To be mounted in left-hand pillar post. To be independent of ignition on separate 20 amp fused circuit. (*) OPTIONAL ITEM- Pricing is required: 9.0 Miscellaneous: 9.1 Paint to be Oxford White 9.2 Optional exterior color(*) OPTIONAL ITEM- Pricing is required: 9.3 Tool Kit: To be equipped with wheel wrench and jack. Section 11- Specifications SEF-2217 Contract for Ford Police Vehicles PagA of 7 SECTION II SPECIFICATION LOT 3 UNIT TYPE: Ford F-150 Police Responder APPLICATION: To be used by the Alaska State Troopers in pursuit as well as patrol duties. Weather variance from plus 100 degrees to minus 50 degrees Fahrenheit. 1.0 Engine: Gas 3.5L Eco Boost V6 2.0 Transmission: Electronic 10 speed automatic 3.0 Starting Aids: 3.1 Engine Block Heater 4.0 Brakes: To include anti-lock braking system and limited slip differential 5.0 Tires: Five (5) each, LT275/65R18 pursuit rated tires with spare tire and wheel securely mounted in rear 6.0 Body: 6.1 Four (4) Doors 6.2 Wheel base: 145" 6.3 Overall Length: 231.9" 6.4 Front license plate bracket 6.5 Rear Privacy glass (*) OPTIONAL ITEM- Pricing is required: 6.6 To include heavy duty insulated black rubber matting on full floor area including front and back of passenger areas. 6.7 Cruise Control &Tilt Steering OEM 6.8 Reverse Sensing (*) OPTIONAL ITEM- Pricing is required: 6.9 Back Up Alarm (*) OPTIONAL ITEM- Pricing is required: 6.10 Power windows and door locks 6.10.1 Rear door windows controlled by driver only, switch delete 6.10.2 Sliding Rear Window (*) OPTIONAL ITEM- Pricing is required: 6.11 AM/FM Stereo with Bluetooth and USB port 6.12 Rear view Camera 6.13 Side-view power heated mirrors 6.14 Tow Hooks 6.15 Trailer Towing Package with Class IV Hitch 6.16 Trailer brake controller (*) OPTIONAL ITEM- Pricing is required: 6.17 Power trailer towing mirrors (no heat) (*) OPTIONAL ITEM- Pricing is required: 6.18 Seating: 5 passenger (including driver) 6.18.1 40/Blank/40 front seats with Police grade heavy-duty cloth 6.18.2 Vinyl rear bench seat 6.18.3 Driver's seat to be 8-way power adjustable 6.18.4 Power Passenger seat (*) OPTIONAL ITEM- Pricing is required: 6.18.5 Interior color to be dark grey 6.19 Keys and Door Locks: Section 11- Specifications SEF-2217 Contract for Ford Police Vehicles Page of 7 SECTION II SPECIFICATION 6.19.1 OEM power door locks with master control for all doors installed in driver's door 6.19.2 Rear handles to be inoperable with locks inoperable 6.19.2.1 All rear seat area interior door handles to be removed and holes securely covered in a manner to match the interior. Rear doors must open from exterior only. Place the loose hardware and handles in the trunk for shipment with the vehicle 6.19.3 To include four (4) keys with each unit 6.19.4 Remote keyless-entry key fob 6.20 Hood: 6.20.1 To have double safety latch with hood release inside car 6.20.2 To have under hood light controlled by a mercury switch 6.20.3 Hood to be non-reflective flat black vinyl wrapped, paint is not acceptable. (*) OPTIONAL ITEM- Pricing is required: 7.0 Lighting: 7.1 All interior lights and factory warning buzzers, such as: HEADLAMPS ON, SEAT BELT NOT FASTENED, KEY IN IGNITION, DOOR OPEN, DOOR AJAR, etc. to be deactivated OEM 7.2 Headlights to have shatterproof type lens or have protective shatterproof covers 7.3 Front head lamps, automatic on/off with LED low and high beams 7.4 LED Rear tail lamps 7.5 Spot Lamp: to be mounted in left-hand pillar post. To be independent of ignition on separate 20 amp fused circuit (*) OPTIONAL ITEM- Pricing is required: 7.6 Dome light OEM 7.7 Dark car feature—Ability to disable all interior and exterior automatic lights 7.8 Daytime running lights (*) OPTIONAL ITEM- Pricing is required: 8.0 Miscellaneous: 8.1 Paint to be Oxford White 8.2 Tool Kit: To be equipped with wheel wrench and jack 8.3 Pickup bed extender (*) OPTIONAL ITEM- Pricing is required: 8.4 Pickup box steps (*) OPTIONAL ITEM- Pricing is required: 8.5 Tailgate Step (*) OPTIONAL ITEM- Pricing is required: Section 11- Specifications SEF-2217 Contract for Ford Police Vehicles Pag,0 of 7 SECTION III BID SCHEDULE Description Cost FORD EXPLORER,AWD, Police Interceptor MODEL K8A Ford Explorer, 3.31-V6 White w/Black Hood $37,145.00 Ford Explorer, 3.31-V6, Random Color- 17 Color Choices $36,845.00 Engine 3.31-V6 Hybrid, V6 $3,530.00 Engine 3.OL, EcoBoost, V6 $4,320.00 Police Perimeter Alert $675.00 Rear Camera Activation on Demand $230.00 Flat Black Hood $300.00 Ballistic Door Panels, Driver Only $1,585.00 Ballistic Door Panels, Driver and Front Passenger $3,170.00 FORD EXPEDITION,4x4,SPECIAL SERVICE PACKAGE MODEL U1G Ford Expedition,4x4, Special Service Package,White w/Black hood $41,490.00 Ford Expedition, 4x4, Special Service Package, Random Color-7 Color Choices $41,190.00 3rd Row 60/40 Vinyl Seat $815.00 2nd Row 40/20/40 Cloth Seat $110.00 Daytime Running Lights Standard Spot Lamp $425.00 FORD F-150,4x4 POLICE RESPONDER SUPERCREW, MODEL W1P Ford F150, 3.51-V6 EcoBoose, White w/Black Hood (trailer towing& block heater) $36,522.00 Ford F150, 3.51-V6 EcoBoost, Random Color(trailer towing& block heater) $36,222.00 Rear Privacy Glass $100.00 Reverse Sensing $275.00 Rear Window Defroster $125.00 Trailer Brake Controller $275.00 Power Trailer Towing Mirrors (no heat) $395.00 Power Passenger Seat $295.00 Spot Lamp $425.00 Daytime Running Lights $45.00 Spray in Bed Liner $595.00 Pick Up Bed Extender $250.00 Pick Up Box Steps $325.00 Tailgate Step $375.00 Running Boards $250.00 Section 111-Bid Schedule SEF-2217 Contract for Ford Police Vehicles Pag�2�of 2 SECTION III BID SCHEDULE BID SCHEDULE INSTRUCTIONS: All bids must include both unit pricing and extensions and be otherwise complete in the format requested. The materials, equipment or services bid will conform to and meet the requirements of the Contract Bid Documents and are hereby incorporated into this document. Publications: One (1) per vehicle, per Section I, paragraph 7.0. The actual F.O.B. point for pricing on all items purchased under this contract will be Anchorage, AK. Ownership of and title to the ordered items remains with the contractor until the items have been delivered at their final destination and are accepted by the State. For pricing purposes of this contract, the F.O.B. point is Anchorage Alaska REQUIRED DELIVERY OF ITEMS UNDER THIS CONTRACT: Maximum 180 days after receipt of order(ARO). Section 111-Bid Schedule SEF-2217 Contract for Ford Police Vehicles Pag,0 of 2 Amanda Jacobs From: Ray Marcum <raymarcum@kendallauto.com> Sent: Monday, February 17, 2020 1:05 PM To: Amanda Jacobs Subject: RE: police pricing S term! Finail,This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender and know the content is safe. Amanda, The prices I'm sending are posted on the state web site. Description Cost FORD EXPLORER 1X N Ponce Interceptor MODEL K8A Ford Explorer, 3.31-V6 White w/Black Hood $37,145.00 Ford Explorer, 3.31-V6, Random Color- 17 Color Choices $36,845.00 Engine 3.31-V6 Hybrid, V6 $3,530.00 Engine 3.OL, EcoBoost, V6 $4,320.00 Police Perimeter Alert $675.00 Rear Camera Activation on Demand $230.00 Flat Black Hood $300.00 Ballistic Door Panels, Driver Only $1,585.00 Ballistic Door Panels, Driver and Front Passenger $3,170.00 FORD EXPEDITION,4x4, SPECIAL SERVKE PACKAGE MODEL U1G ® ' Ford Expedition, 4x4, Special Service Package, White w/Black hood " $41,490.00 ds Ford Expedition,44, Special Service Package, Random Color- 7 Color Choices $41,190.00 3rd Row 60/40 Vinyl Seat $815.00 2nd Row 40/20/40 Cloth Seat Daytime Running Lights Standard Spot Lamp FORD F-150, 4x4 POLLFIiiSI0tONDFSU$RREW, MODEL W1 Ford F150, 3.51-V6 EcoBoost, White w/Black Hood ( trailer towing& block heater) $36,522.00 Ford F150, 3.51- V6 EcoBoost , Random Color (trailer towing & block heater) $36,222.00 Rear Privacy Glas Reverse Sensing Rear Window Defroster A5':OQ� Trailer Brake Controller $275.00 Power Trailer Towing Mirrors (no heat) $395.00 Power Passenger Seat $295.00 Lamp S.00 . Daytime Running Lights $45.00 y in Bed Liner, $595. Pick Up Bed Extender $250.00 4-\1 Pick Up Box Steps $325.00 Tailgate Step $375.00 k� 125 x0 Quote Number: Q00000500435 MOTOROLA SOLUTIONS Effective: 21 FEB 2020 Effective To: 21 JUN 2020 Bill-To: Ultimate Destination: SEWARD,CITY OF SEWARD,CITY OF P O BOX 167 410 ADAMS SEWARD,AK 99664 SEWARD,AK 99664 United States United States Attention: Sales Contact: Name: Lt Nickell Name: Angela Parker Phone: (907)224-3338 Email: aparker@procommak.com Phone: 907-563-1176 Contract Number: NASPO ValuePoint Freight terms: FOB Destination Payment terms: Net 30 Due Item Quantity Nomenclature Description List price Your price Extended Price l 2 M25KSS9PWIAN APX6500 VHF MID POWER $2,438.00 $1,779.74 $3,559.48 la 2 G444AE ADD:APX CONTROL HEAD - SOFTWARE lb 2 G792AB ADD:VHF ANT WIDEBAND 136-174 $75.00 $54.75 $109.50 MHz Ic 2 B18CR ADD:AUXILIARY SPKR 7.5 WATT $60.00 $43.80 $87.60 Id 2 GA00235AA ADD:NO GPS ANTENNA NEEDED - - le 2 G51AU ENH:SMARTZONE OPERATION $1,200.00 $876.00 $1,752.00 APX6500 If 2 QA01648AA ADD:ADVANCED SYSTEM KEY- $5.00 $3.65 $7.30 HARDWARE KEY lg 2 G361AH ENH:P25 TRUNKING SOFTWARE APX $300.00 $219.00 $438.00 Ih 2 G442AJ ADD:05 CONTROL HEAD S432.00 $315.36 $630.72 Ii 2 G67BC ADD:REMOTE MOUNT MID POWER $297.00 S216.81 $433.62 Ij 2 G78AT ADD:3Y ESSENTIAL SERVICE S168.00 $169.00 $336.00 lk 2 G629AC ADD:REMOTE MOUNT CBL 17 FEET $15.00 $10.95 $21.90 Il 2 G298AS ENH:ASTRO 25 OTAR W/MULTIKEY $740.00 $540.20 $1,080.40 Im 2 G843AH ADD:AES ENCRYPTION APX AND S475.00 $346.75 $693.50 ADP In 2 G806BE ADD:ASTRO DIGITAL CAI S515.00 $375.95 $751.90 OPERATION In 2 W22BA ADD:STD PALM MICROPHONE APX $72.00 $52.56 $105.12 2 160 SVC03SVCO115D SUBSCRIBER PROGRAMMING $1.00 $1.00 $160.00 (Notes)Codeplug Dev/Modification $192.75 estimated Q l hr,plus programming Total Quote in USD $10,167.04 Q3404 2021 Ford F 150 and 2021 Ford Expedition PO Issued to Motorola Solutions Inc. must: >Be a valid Purchase Order(PO)/Contract/Notice to Proceed on Company Letterhead. Note:Purchase Requisitions cannot be accepted >Have a PO Number/Contract Number&Date >Identify"Motorola Solutions Inc."as the Vendor 126 —] Alaska Safety, Inc. Quotation# 042077 Alaska Safety, Inc. 4725 Gambell Street Account ID Contact Anchorage, AK 99503 000011" Mandi Phone: (907) 561-5661 Fax: (907) 561-8484 customer PO Telephone Facsimilie None (907)224-4062 (907)224-4038 Bill To: Ship To: City of Seward City of Seward Accounts Payable PO Box 167 PO Box 167 410 Adams Street -) Seward,AK 99664 Seward,AK 99664 Special Order❑Drop Ship❑ Quote Date Comments Special Instructions Terms 05//312020 2021 F150 Patrol Truck I NET 30 Ship Via Dale Required FOB Prepared By Order# Salesperson UPS GROUND 05/13/2020 Anchorage CV Clint VanNoy Quantity Item# Description Price Total 1 STGK10301SIUSSCAXL "Dual T-Rail Mount w/Locks, 1smal1,1XL $425.00 $425.00 EACH Dual T-Rail Mount 1 Small, 1 Universal XL with locks 1 PE21TR52A3-RB '21 TR Series Lightbar Custom Red/Blue $1,300.00 $1,300.00 EACH NEW MODEL#21 TR52A4-RB LED Clear Takedown& Alley Lights. We have a very good selection of these bars in used condition. Price would be$500.00.and the bars in good condition but no warranty. 1 PEC39000 'Siren Speaker, 100watt compact,w/mount $225.00 $225.00 EACH SPR#:001-00-761447 2 SOELUC2S010J 'Universal Hide-a-Way LED Crnr LED-RIB $85.00 $170.00 EACH Red/Blue Split (2019 NEW Part# ELUC31-1010J) Rear taillight area 2 ECED5051RB "LED Directional, Multi Mt. Red/Blue $125.00 $250.00 EACH 12-24V 3 Year Warranty. .6"High x 5.4"Wide Grill Area 1 LABOR Install Shop Labor $2,100.00 $2,100.00 HOUR 1 INSS Shop Supplies $195.00 $195.00 EACH This Charge Covers Wire Terminals, Fuse Box, Hardware,etc. 1 R122000 'Radiance PLUS Lightbar 20"White/Clear $350.00 $350.00 EACH Includes Wire Harness White Backlight. 1 NOTE Radio and Decals $590.00 $590.00 EACH Install customer supplied Radio and Decals Date Printed 05/1312020 If Total Pnce is not shown.see next page. Page tt1 127 Alaska Safety, Inc. Quotation# 042 777 Alaska Safety, Inc. 4725 Garnbell Street Account lD Contact Anchorage, AK 99503 00001144 Mandi Phone: (907) 561-5661 Fax: (907) 561-8484 Customer PO Telephone Facsimelie None (907)224-4062 (907) 224-4038 Bill To: Ship To: City of Seward City of Seward Accounts Payable PO Box 167 PO Box 167 410 Adams Street Seward,AK 99664 Seward,AK 99664 Special Order Drop Ship❑ Quote Date 1 Comments Special Instructions Terms 05113/2020 2021 F150 Patrol Truck NET 30 Ship Via Date Required FOB Prepared By Order# Salesperson UPS GROUND 05113/2020 Anchorage CV Clint VanNoy Quantity Item# Description Price Total 1 PE3492L6S 'Siren Light Contoller, Programmable. $425.00 S425.00 EACH The XCELT Siren has a 3-level slide switch that can be programmed as independent,semi-progressive,or progressive.The unique programming features auxiliary buttons to level outputs and allow the officer to keep their eyes on the road. Features include adjustable backlighting buttons,visual notification of switching and programming functions, 11 built-in automotive style fuses. 1 STWK0514FDT15F150H Steel Window Barriers, Ford F150,15-20 $269.00 S269.00 EACH 1 STBK0534FDT15F150 Ford F150,15-18,Aluminum PB400 bumper $499.00 S499.00 EACH 1 TYAC-F150-15-MNT '15+ F-150 crew cab w/bucket seats $200.00 $200,00 EACH 1 ST1K0574FDT15F150PDR Single Prisoner Partition,15-20 F150 S1,100.00 S1,100.00 EACH 1 TYCC-UV-11-12 *Sloped Console, 11" slope,10"flat SUV $425.00 S425.00 EACH 1 TYAC-INBHG 4" Internal beverage holder wl grommets $40 00 S40.00 EACH 1 SOENT31331) `Intersector Surface Mount, Red/White $200.00 S200.00 EACH Intersector LED Light has 9 Generation3 LED light heads per unit. 180 Degree. Dual Color, Red and White. Mounted on sides of PB 1 SOENT31B3E "Intersector Surface Mount, Blue/White $200.00 $200.00 EACH Intersector LED Light has 9 Generation3 LED light heads per unit. 180 Degree. Dual Color, Blue and White Mounted on sides of PB 1 INMMSU-1 `Magnetic Mic Clip Kit. $35 00 S35.00 EACH Date Printed 05/13/2020 If Total Price is not shown,see next page. Page#2 128 Alaska Safety, Inc. Quotation# V042077 Alaska Safety, Inc. 4725 Gambell Street __ Anchorage, AK 99503 Account ID Contact Phone: (907) 561-5661 Fax: (907) 561-8484 00001144 Mandl Customer PO Telephone Facsimi6e None (907)224-4062 1 (907)224-4038 Bill To: Ship To: City of Seward City of Seward Accounts Payable PO Box 167 PO Box 167 410 Adams Street Seward,AK 99664 Seward,AK 99664 ` �. ., Special Order[] Drop Ship❑ Quote Date Comments =By tructions Terms 05/1312020 2021 F150 Patrol Truck NET 30 Ship Via Date Required FOB Prepared Order# Salesperson UPS GROUND 05/13/2020 Anchorage CV Clint VanNoy Quantity Item# Description Price Total 1 HSPKG-PSM-385 Computer Mount,2017-20 Fords S645.00 S645.00 EACH Premium Passenger Side Mount Package for 2020 F-250, 350, 450 Pickup and F-450 and 550 Cab Chassis&Ford 2015-2020 F-150, F-150 Special Service vehicle Comments This quotation is good for 30 days from the date listed above. Thank you for the opportunity! Sub Total $9,643.00 EXMT 0%Tax $0.00 Freight $0.00 '�� Grand Total $9,643.00 Deposit $0.00 Approved By: Date Balance $9,643.00 Date Printed 05/13/2020 If Total Price is not shown,see next page. Page#3 129 Alaska Safety, Inc. Quotation# 042079-] Alaska Safety, Inc. 4725 Gambell Street ----- Account ID Contact Anchorage, AK 99503 000011" Mandi Phone: (907) 561-5661 Fax: (907) 561-8484 Customer PO Telephone Facsimilie None 1 (907)2244062 (907)224.4038 Bill To: Ship To: City of Seward City of Seward Accounts Payable PO Box 167 PO Box 167 r 410 Adams Street Seward,AK 99664 Seward,AK 99664 NI,4 sy �1 Y4.• � ,... r. a..�,ru .5,...., u w.aµ�.h U., Special Order❑Drop Ship❑ Quote Date Comments Special Instructions Terms 05/1312020 2021 Expedition Patrol NET 30 Ship Via Date Required FOB Prepared By Orders Salesperson UPS GROUND 0 5/1 312 0 2 0 Anchorage CV Clint VanNoy Quantity Item# Description Prlce Total 1 STGK10301S1USSCAXL 'Dual T-Rail Mount wlLocks, 1sma11,1XL $425.00 $425.00 EACH Dual T-Rail Mount 1 Small, 1 Universal XL with locks 1 PE21TR52A3-RB '21 TR Series Lightbar Custom Red/Blue $1,300.00 $1,300.00 EACH NEW MODEL#21TR52A4-RB LED Clear Takedown& Alley Lights. We have a very good selection of these bars in used condition. Price would be $500.00,and the bars in good condition but no warranty. 1 PEC39000 'Siren Speaker, 100watt compact,wlmount $225.00 $225.00 EACH SPR#:001-00-761447 2 SOELUC2S010J 'Universal Hide-a-Way LED Crnr LED-RIB $85.00 $170.00 EACH Red/Blue Split (2019 NEW Part# ELUC3H010J) Rear taillight area 2 ECED5051RB 'LED Directional, Multi Mt. Red/Blue $125.00 $250.00 EACH 12-24V 3 Year Warranty. .6"High x 5.4"Wide Grill Area 1 LABOR Install Shop Labor $2,100.00 $2,100.00 HOUR 1 INSS Shop Supplies $195.00 $195.00 EACH This Charge Covers Wire Terminals, Fuse Box, Hardware, etc. 1 R122000 'Radiance PLUS Lightbar 20"White/Clear $350.00 $350.00 EACH Includes Wire Harness White Backlight. 1 NOTE Radio and Decals $590.00 $590.00 EACH Install customer supplied Radio and Decals Date Printed 05/13/2020 It Total Price is not shown,see next page Page#1 130 Alaska Safety, Inc. Quotation# 042079 Alaska Safety, Inc. 4725 Gambell Street Account ID Contact Anchorage, AK 99503 00001144 Mandi Phone: (907) 561-5661 Fax: (907) 561-8484 Customer Po Telephone FTcsmhe - None (907)224-4062 (907)224-4038 Bill To: Ship To: City of Seward `+ City of Seward Accounts Payable PO Box 167 PO Box 167 410 Adams Street ° Seward,AK 99664 Seward,AK 99664 Special Order❑ Drop Ship❑ Quote Date Comments Special Instructions Terms 05/13/2020 2021 Expedition Patrol NET 30 Ship Via Date Required FOB Prepared By Order# Salesperson UPS GROUND 05/13/2020 Anchorage CV Clint VanNoy -T- Quantity Item# Description Price Total 1 PE3492L6S 'Siren Light Contoller, Programmable. S425.00 S425.00 EACH The XCELT Siren has a 3-level slide switch that can be programmed as independent,semi-progressive, or progressive.The unique programming features auxiliary buttons to level outputs and allow the officer to keep their eyes on the road. Features include adjustable backlighting buttons,visual notification of switching and programming functions, 11 built-in automotive style fuses. 1 TYAC-F150-15-MNT 115+ F-150 crew cab w/bucket seats $200.00 S200.00 EACH Works for Expeditons as well. 1 TYCC-UV-11-12 *Sloped Console, 11"slope,10" flat SUV $425.00 $425.00 EACH 1 TYAC-INBHG 4" Internal beverage holder wl grommets $40.00 $40.00 EACH 1 SOENT3133D 'Intersector Surface Mount, Red/White $200.00 $200.00 EACH Intersector LED Light has 9 Generation3 LED light heads per unit. 180 Degree. Dual Color, Red and White. Mounted on sides of PB 1 SOENT3133E 'Intersector Surface Mount, BluelWhite $200.00 $200.00 EACH Intersector LED Light has 9 Generation3 LED light heads per unit. 180 Degree.Dual Color,Blue and White Mounted on sides of PB 1 INMMSU-1 'Magnetic Mic Clip Kit. $35.00 S35.00 EACH 1 HSPKG-PSM-385 Computer Mount,2017-20 Fords $645.00 $645.00 EACH Premium Passenger Side Mount Package for 2020 F-250,350,450 Pickup and F-450 and 550 Cab Chassis& Ford 2015-2020 F-150, F-150 Special Service vehicle 2 SOECVDMLTST4 'Dome Light LED Gen II 5x3" $30.00 $60.00 EACH Installed in Prisoner and Cargo Area. 1 STWK0514EPD18 Window Barrier for Expedition.18-20 S259.00 $259.00 PAIR Steel Vertical Rear Door Barriers for prisoner transport Dale Printed 05/13/2020 If Total Price is not shown,see next page. Page#2 131 Alaska Safety, Inc. Quotation#Alaska Safety, Inc. F-04-2079--] 4725 Gambell Street Anchorage, AK 99500 Account ID Contact Phone: (907) 561-5661 Fax: (907) 561-8484 00001144 Mandi Customer PO Teleph�224-40�62 (907) csimihe None (907) 224-4038 Bill To: Ship To: City oLAK City of Seward Accouble PO Box 167 PO Bo 410 Adams Street Sewar64 Seward,AK 99664 t Ma . Special Order❑ Drop Ship Quote Date Comments Special Instructions Terms 05/13/2020 2021 Expedition Patrol NET 30 Ship Via Date Required FOB Prepared By Order# Salesperson UPS GROUND 05/13/2020 Anchorage CV Clint VanNoy Quantity Item# Description Price Total 1 STBKO534EPD18 PB400 Pushbumperfor Expedition,1B-20 $499.00 $499.00 EACH EACW 1 STPK1155EPD18 Front 10XL Partition, 18-20 Expedition $839,00 $839.00 1 STPK0123EPD182ND Rear 12VS Expanded Metal,18-20 Expdetion $489.00 $489.00 EACH This is for the standard length Expedition only, 2018 to 2020 Comments This quotation is good for 30 days from the date listed above. Thank you for the opportunity! Sub Total $9,921.00 EXMT 0%Tax $0.00 Freight $0.00 Grand Total $9,921.00 Deposit $0.00 921.00 Approved By: Date Balance $9, Date Printed 05/1312020 If Total Price is not shown,see next page. Page#3 132 May 19 2020 07:56AM HP FaxATW Old Seward 9073367877 page 1 AMERICAN TIRE 6 AUTO 1835 OLD SEWARD HWY ANCHORAGE, P.K. 99518-3233 907-336-787E/FX 336-7879 SOLD T'O: SEWARD PD 10/04 SHIP TO: SAME QUOTE CS/19/20 +------ -------------------__----------------------- ---...__-.----------------------••-------------- ----- OUST. PO$ I MAKE-MCIDEL PLATE % MILEAGE TELEPHONE IRTE ISLM I SHIP VIA I ORDERN IPAGBI RSKARKS I I I I I I I I I I I IF250 I I 11 109 Invalid Shi 676686 1 1 I --------------------------------------------------------- ---------------------------------------------------------+ I INV DATE I INVOICE I I PREY INVOICE # ; TERMS I I CASH SALE I 05/19/20 09:07:11 I I _______________________________________._____________________-_____________---_--__-__--___-----___----_______-_--- I j STOCK# I SIZE I DESCRIPTION IORDERISHIP IPREVI U-PRICE I T I FET I HXTBNSIONI i + -------------------------------------------------------- a 50407 275/65R18/E M 6 S (32.00)DISCOVERER COOPER 4 4 295.00 01 .00 1180.00 FEE1 FEE,AS43.98.025 STATE OF ALASKA TIRE FEE 4 4 2.50 01 .00 10.00 1110 TIRE LABOR TIRE STUDDING (PASS,LT) 4 4 12,50 01 .00 50.D0 FEE2 FEE,AS43.98.025 STATE OF ALASKA STUD TIRE FEE 4 4 5.00 01 .00 20.00 1019s TIRE LABOR MT/BAL W/SENS 14-17• NO RFT 4 4 20.00 01 .00 80.00 176135F 17X7.5 6-135 4-18 F150 BLACK STEEL 13547) 4 4 109.00 01 .00 436.00 MX002R SENSOR 3IS-433 MAX TPMS SENSOR RUBBER GEN 2 c 4 50.00 C1 .00 200.00 tax 907-224-8480 r L�l S I AUTHORIZE WORK PERFORMED AND AGREE TO PA'_' DEFT. THT-S QUOTE GOOD FOR 7 DAYS. THANK YOU __ _ ____-------------4 PARTS LABOR I TAX I TAXABLE AMT I TAX FET MISC A.MT I IW,10ICE TOTAL I I 1866.00 I 80.00 I I I IN O T A N I N V O I C 81 30-00 I I I 1976.00 1 133 May 19 2020 07:56AM HP FaxATW Old Seward 9073367877 page 2 AMERICAN TIRE & AUTO 7835 OLD SEWARD HWY ANCHORAOE, AK. 9951B-3235 907-336-7878/FX 336-7879 SOLD TO: SEWARD PI) 10/04 SHIP TO: SAME QUOTE 05/19/20 +---------- -------------- ---- ------- ---- --- --------------------------- -- - -- ------- ---------------------------------+ I CUST. PO# MAKE-MODEL PLATE 0 MILEAGE I TELEPHONE IRTE ISLM I SHIP VIA I ORDER# 1PAGE1 REMARKS I I I I I I I I I I I I I IEXPODITION I I 11 109 Invalid Shi 676685 11 +------------------..-•----_-__-----------.----_-------_-_-----__---_-_-------__-_----------------------------------- INV DATE I INVOICE # PREV INVOICE r I TERMS I I I I CASH EAU 1 05/19/20 09:05:28 1I +---------------------------------------------------------------------------- I STOCK# I SIZE I DESCRIPTION IORDERISHIP IPREVI U-PRICS I T I PET I EXTENSIONI 1 +- -------------- ----------------I 265/70R17 115S WINTERFORCE 2UV ?IRESTONE 4 4 169.00 01 .00 676.D0 FEE1 FEE,AS43.98.025 STATE OF ALASKA TIRE FEE 4 2.50 01 .00 10.00 1110 TIRE LABOR TIRE STUDDING (PASS,LT) 4 4 12.50 01 .00 50.00 FE62 FEE,AS43 98.025 STATE OF ALASKA STUD TIRE FEE 4 4 5.00 Ol .00 20.00 176135F 17X7.5 6-135 4.18 F15D BLACK STEEL (3547) 4 4 109.00 01 .00 436.00 MX002R SENSOR 315-433 MAX TPMS SENSOR RUBBER GEN 2 4 < 50.00 OS .00 200.00 1010E TIRE LABOR MT/BAL W/SENS 14-17" NO RFT 4 4 20.00 01 .00 80.00 I AUTHORIZE WORK PERFDRMED AND AGREE TO PAY DEPT. THIS OUOTE GOOD FOR 7 DAYS. THANK YOU -----------------------------------------------------------+ PARTS j LABOR I TAX % TAXABLE AMT I TAX FET I MI6C AMT INVOICE TOTAL I 1362.00 80.00 I I I I I IN 0 T A N I N V 0 I C BI I 30.00 I I I 1472.00 +------------------------------•------ ------ ------- ---------------------------------------------------------- 134 Sponsored by: City Clerk CITY OF SEWARD,ALASKA RESOLUTION 2020-040 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH MUNICIPAL CODE CORPORATION (MUNICODE) FOR THE RECODIFICATION, SUPPLEMENTATION, AND ONLINE CODE HOSTING SERVICES,AND APPROPRIATING FUNDS WHEREAS, in February, 2020, the Seward City Council performed an annual evaluation of the City Clerk, a part of which involves setting goals for the coming year. One of the goals set by council for the clerk was to "research and bring back options for performing a full recodification of the Seward City Code"; and WHEREAS, the reason for performing recodification of city code is to align the city code with the city's Ordinances and Charter, and State Law and State Constitution; and WHEREAS,the process is performed by attorneys working on behalf of the vendor who are charged with uncovering any discrepancies in the city code language, and who produce a final report of their findings for the city council to review and act upon; and WHEREAS, the vendor recommended to perform the recodification is Municode, the same company with whom the city has been working with for many years to provide the online delivery of city code, as well as hard copy code; and WHEREAS, the cost of the recodification will be $15,000 (split over two years), and will take approximately one year to complete; and WHEREAS,there is an additional fee of$750 for gender neutralization of the code; and WHEREAS, the payments will be split between two budget years as follows: $6,050 in 2020 ($5,300 execution of agreement+ $750 gender neutralization), and $8,950 in 2021 ($3,750 submission of the legal memorandum + $3,750 submission of draft code + $1,450 Delivery); and WHEREAS, near the end of the process there will be a teleconference or webinar conducted to review the vendor's findings and recommendations; this teleconference should include Seward's city attorney; and WHEREAS, following the final review, the process of recodification will be completed and any necessary ordinances for code changes will be brought forward to council. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: 135 CITY OF SEWARD,ALASKA RESOLUTION 2020-040 Section 1. The City Manager is hereby authorized to enter into a contract with Municipal Code Corporation (Municode) for the recodification, supplementation, and online code hosting services of Seward City Code, as attached herein. Section 2. The 2020 City Clerk's Budget is hereby amended, and funds are hereby appropriated, as follows: $6,050 shall be appropriated from General Fund reserves account no. 01000-0000-3400 to Contracted Services account no. 01000-1113-7009. Section 3. The 2021 City Clerk's Budget is hereby amended, and funds are hereby appropriated, as follows: $8,950 shall be appropriated from General Fund reserves account no. 01000-0000-3400 to Contracted Services account no. 01000-1113-7009. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 261h day of May, 2020. THE CITY OF SEWARD,ALASKA Christy Terry, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) 136 COUNCIL AGENDA STATEMENT Meeting Date: May 26, 2020 To: City Council From: Brenda Ballou, City Clerk Agenda Item: Contract With Municipal Code Corporation (Municode) For The Recodification, Supplementation, And Online Code Hosting Services BACKGROUND & JUSTIFICATION: In February, 2020, the Seward City Council performed an annual evaluation of the City Clerk, a part of which involves setting goals for the coming year. One of the goals set by council for the clerk was to "research and bring back options for performing a full recodification of the Seward City Code. INTENT: The reason for performing recodification of city code is to align the city code with the city's Ordinances and Charter, and State Law and State Constitution. The review is performed by attorneys working on behalf of the vendor who are charged with uncovering any discrepancies in the language,and who produce a final report of their findings for the city council to review and act upon. CONSISTENCY CHECKLIST: Yes No NIA Comprehensive Plan (document source here): x Strategic Plan (document source here) : x Other(list): FISCAL NOTE: Funding for this contract will be appropriated from General Fund reserves to the City Clerk's contracted services line item, in both the 2020 and 2021 budgets. Approved by Finance Department: ATTORNEY REVIEW: Yes No Not Applicable 137 RECOMMENDATION: Approve Resolution 2020-040 for recodification services of Seward City Code. 138 municode CONNECTING YOU & YOUR COMMUNITY RECODIFICATION, SUPPLEMENTATION AND ONLINE CODE HOSTING SERVICES Seward, Alaska May 11,2020-Quote valid for 90 days 71 Dennis V. Cimatu Account Executive Phone 800-262-2633 ext. 7034 Cell 831-601-9358 Email Dennis@municode.com PO Box 2235 Tallahassee, FL 32316 g 11 Innovators • • B2016.20172018 LETTER QE INTEREST May 11, 2020 Ms. Brenda J. Ballou City Clerk City of Seward P.O. Box 167 Seward, AK 99664 via email: bballou(c-)cityofsewa rd.net Ms. Ba;lou: Thank you for speaking with Account Executive Dennis Cimatu regarding the recodification of the City's Code of Ordinances. This proposal will provide the scope of services and pricing for the recodification process, which will result in an official Code of Ordinances that is free from internal conflicts and inconsistencies, conforms to the laws of the State of Alaska and is easily accessible in print and online to staff and citizens alike. Our staff includes 12 in-house professional codification attorneys who have completed hundreds of codification and recodification projects nationwide. We will be happy to provide a recent Legal Review Memorandum sample upon request. With over 69 years of experience, Municode is the oldest and most trusted codifier in the nation. We currently provide codification services to over 4,000 municipalities throughout the United States and host over 3,600 municipal codes online via our code hosting platform, MunicodeNEXT. Whether it's through the legal codification or recodification process,full-service or self-service supplementation opt4ons, online legislative search tools, meeting management and agenda software or custom government website design, we have the experience, resources and expertise to provide our local government clients with innovative products, superior technology and excellent customer service. We invite you to visit our corporate website at https://www,municode.com/to explore our full suite of government services. Our Supplement team includes 14 teams of Legal Editors and Proofreaders who are dedicated to providing the most accurate and efficient supplement process possible for the ongoing maintenance of your new code. Our code hosting platform, MunicodeNEXT, is the nation's most advanced, accessible and intuitive website for government codes—allowing your staff and citizens to have access to your current code and all archived versions of your code, every official copy of your ordinances, the power to compare versions of your code over time, the ability to be notified every time your code is updated and a powerful search engine capable of simultaneously searching your code, ordinances, minutes, resolutions, budgets and more. Customers who trust Municode with both their online codes and their municipal website enjoy the added benefit of a unified search engine. With a simple button click, you can easily filter your website search results to pull up all matches within your online Code of Ordinances. To start the recodification process, simply make your selections on pages 3-5 of this proposal and fill in and sign the signature page on page 13. If you have any questions, Dennis can be reached at 831-601-9358. Thank you for the opportunity to submit this proposal! Sincerely, A 60� Bob Geiger Vice President of Sales Phone: 850-692-7132 bgeig rCcDmunicode.com GovTech GovTech Top 1 rr 2016.20172018 EXECUTIVE SUMMARY Recodification, Supplementation and Online Hostinq Logic: Give your municipality a fresh start. Engage our full-time attorneys to examine the legal sufficiency of your code from top to bottom. Clean up the pagination, reprint all pages and replace binders and tabs, if needed. Quickly and efficiently transition your code to the most advanced suite of web/mobile services available in the nation: MunicodeNEXT * Recodification............................... ............................................................................... $15,0001 Timeline.......................................................................................................................... 10-12 months The recodification base cost of$15,000 is based on 750 page, single column 10-point code(or 848 11-point pages or 938 12-paint pages). Co _I- C4,X4,4�e4 W7�-k A full-time, Municode attorney will legally review the ordinances, not just a code editor. f1 We will research all legislation against the State Constitution, State Law, and the Charter, and ordinances will be compared to Code content to determine if there are inconsistencies or conflicts within the legislation itself. We will suggest a structure and organization for the code and provide a table of contents indicating the recommended structure. We will also provide State Law references within the code and hyperlinks to internal references within the code. We will provide a legal memorandum containing recommended options and conduct a conference to review the memorandum and recommendations. Our team will edit the text of your code to reflect proper grammar and stylistic consistency; create a subject matter index; create all tables (contents, State Law reference, prior code comparison, and ordinance disposition); and insert graphics into the printed and electronic versions of the code. A draft code will be provided to you for final review prior to printing and shipment. * Supplement Service (single column per page rate)..................................................... $19 Municode does not charge an extra fee for posting supplements online or printing your (^,� �yC� supplement pages. All of these services are already included in your supplement per `""l`J page rate. yN S Online hosting = MunicodeNEXT! ............................................................................. $5501 owk "'� �����C The online code is only$550 for our standard service. If you want to further enhance the transparency of your online code, you can upgrade to the MyMunicode bundle for only$1,420 annually! Please see page 3 for additional pricing details. 2 Please see page 5 for additional features and pricing available on our MunicodeNEXT platform. Page 2 RECODIFICATION QUOTATION SHEET Recodification base cost, includes $15,0001 �k 750 single column 10-point font pages * Receipt, review and organization of materials * Legal analysis & research, Gender Neutralization of Code by Municode codification attorney * Preparation of legal memorandum by a Municode attorney * Conference with attorney(make selections below) * Implementation of approved legal findings * Updating State Law references * Editorial preparation and proofreading * Page formatting (make selections below) Indexing * Tables4, Graphics5&tabular matters Final proofreading and corrections * Quality control review and printing * 10 printed copies', to include 3-past stamped binders and tabs * Sample adopting ordinance prepared by a Muncode attorney Project is based on the font size& pages below—please only select one: Font Size Single Column: 10-point(750) ❑ 11-point (848) ❑ 12-Point (938) We will work with you t determine the desired font,format and style of the new printed Code! Conference Selection: ,1Y` Uri- On-site conference, each Attorney time,travel, lodging and per them/ Teieconference or web-based conference, 3-hour session No charge8 Binder Color: ❑ Semi-Bright Black XDark Blue ❑Hunter Green ❑ Burgundy Bind timirls-ii Gold ption I ervices Gender Neutralization of Code $750 J1A Items not included in base cost * Pages over 750 10-point, single column pages per page (or equivalent) $20 * Freight Actual * State sales tax If applicable * Post your code on MunicodeNEXT See selections on page 5 Payments for recodification project - Your project can be budgeted over two fiscal years * Execution of Agreement $5,300 5 3oa * Submission of the Legal Memorandum ���.r � � $3,750 6r * Submission of Draft Code , V� '�3,750 S Delivery r r 5 1L4 Sr- Balance �pS 3 Legislation added to the project must be approved and deceived prior to the1ds%s'I'Sed cutoff date. Following the delivery 1- of the final code draft for client proofing, any extensive changes requested in the Code content, and/or any material added to the Code that was not previously contemplated,will be subject to an additional Proof Update fee. Proofs not returned within 45 days may be subject to a proof update fee, if applicable. 4 The following tables will be created and are included in the base cost:supplement history table, code comparative table, State Law reference table and ordinance history table.An additional hourly charge applies for creation, modification, addition or updating of any table or schedule other than those enumerated in this footnote.This includes Traffic and Fee tables or schedules. s Includes printing all copies. s Tabular matter is defined as algebraic formula, or other materials that require special programs or extra editorial time to modify and prepare for inclusion in an update. 'Quotes for additional Copies, binders and Tabs may be provided upon request. a For the initial 3-hour session, then$150 per hour thereafter. Page 3 SUPPLEMENTATION QUOTATION SHEET Supplement Service Base Page Rate Page Format Base Page Rate Single Column $19 per page Base page rate above includes: f� Acknowledgement of material * Data conversion, as necessary * Editorial work * Proofreading �k Updating the index yk Schedule as selected by you10 yk Updating electronic versions" and online code * Printing 10 copies Base page rate above excludes: Freight Actual State sales tax If applicable Images, Graphics12&tabular13 matter, each $10 �t Annual Administrative Support Fee $250 * MyMunicode or online code Selections on page 5 Electronic media options for Code of Ordinances (sent via download) 14 Existing Order--WORD (DOCX) $75 per update Existing Order--Adobe PDF of each supplement No charge ❑ Folio Bound Views $295 initially then $100 per update LJ Adobe PDF of the code $150 initially then $75 per update Invoices for Supplements and Additional Services will be submitted upon shipment of project(s). d�( �, Code a,-,( Lj 4t4-o- * q 6s� All prices quoted in this section may be increased annually in accordance with th'd Consumer Price Index(CPI)for All Urban Consumers. 10 Schedule for supplements can be weekly, bi-weekly, monthly, bl-monthly, quarterly,tri-annual, semi-annual, annual or upon authorization. Electronic updates can occur more frequently than printed supplements. 11 We do not charge a per page rate for updating the internet; however, a handling fee is charged for PDF,Word, Folio or additlonal electronic media items ordered. 12 Includes printing of all copies. 13 Tabular matter is defined as tables, algebraic formula, or other materials that require special programs or extra editorial time to modify and prepare for inclusion in an update. 14"delivery" is defined as making updated electronic data available to you via download or FTP. Fee applies whenever content is delivered as PDF, Folio or Word, via one of the aforementioned mediums. Page 4 ONLINE CODE HOSTING QUOTATION SHEET (MunicodeNEXT) Online features can be purchased on an a la carte basis, or through our MyMunicode bundle for the best value. Please visit our online library of over 3,600 codes on MunicodeNEXT here. Please check the appropriate box(es)to indicate your selection: EXISTING SERVICES > Online Code =MunicodeNEXT, annually $550 CodeBank annually $150 CodeBank Compare +eNotify'5 annually $250 ADDITIONAL AVAILABLE SERVICES LJ OrdBank annually (or per ordinance) $325 ' Permanent online collection of ordinances with hyperlinks from history notes, supplement history table, ($35) and code comparative table to ordinances. This service applies to amendatory(included)ordinances only. OrdBank +Ordl_ink annually(or per ordinance) $425 \ Provides hyperlinks from newly adopted amendatory legislation to sections of the code to be amended. ($60) ❑ MuniPF20 Service annually $295 Search over 3,600 online codeslordinances.Attach notes to codes and drafts of new legislation. ❑ Custom Banner one-time fee $250 Customize MunicodeNEXT to match the look of your website. ❑ Munilli annually, upgraded self-loading capabilities —first 3 months service at no charge! $35017 Host any other municipal documents in a fully searchable format, including Minutes,Agendas, Resolutions, Budgets and more for self-loading to the Munii platform! My Municode - Value Pricing! ❑ MyMunicode annually $1,42018 Includes MunicodeNEXT (Online Code), Ordli CodeBank, CodeBank Compare + el i , Munilli and Custom Banner RECOMMENDED ADDITIONAL SERVICE (See pages 11 & 12 to review additional services) ❑ MunicodeMEETINGS Agenda Management Software, annually $3,200 Cloud-based agenda meeting management system. Streamlines and automates agenda process. Increases agenda process visibility, easy agenda updates, approval workflow, live council voting & roll tail, email notifications, a unified document search and automated approval routing. Enrollment in CodeBank is required in order to receive the CodeBank Compare/eNotify technology. 6 Your Munii files can also serve as storage for archived ordinances within the Munii platform. Unlike our online OrdBark feature,these self-loaded archived ordinances will not be linked to the legislation within the online Code.All ordinances for codification and all ordinances for linking via our OrdBank feature can be emailed to us at ordsCc?municode.com. 17 Includes up to 25 GB storage. Quote for additional storage is available upon request. 18 Total value if each item were to be purchased a la carte would be approximately$1,570 per year with participation in our OrdBank service. Page 5 COMPANY PROFILE History, Mission, and Team With over 69 years of experience, Municode's mission is to connect public sector organizations with their communities. Our solutions promote transparency and efficiency -such as custom website design, meeting and agenda management, the legal codification process, and our � robust suite of online legislative " search tools. P Municode partners with more • • than 4,000 government agencies across all fifty states. Municode is a privately-owned '` 1►" *f r ` financially sound corporation. Our leadership focuses on flmproving Municode through investments in its people and its technology. Our culture is conducive to the longevity of our employees; our clients can establish a long-term ..t'� partnership with our experienced and stable workforce. Municode is home to over 160 employees(most of whom enjoy a 10+ year tenure). Our headquarters in Tallahassee, Florida includes • ••• • • •• • / " CONNECTING four buildings totaling 56,000 (11EXIEFRISENZE square feet. We have regional 65'� i offices located in Rancho Mirage, YEAR California; Loveland, Colorado, MILLION RESIDENTS WITH LOCAL GOVERNMENT Sarasota, Florida; Boise and Rexburg, Idaho; Carmel and Kewanna, Indiana; Stillwater, Minnesota; Charlottesville, Virginia; Hudson, New Hampshire; Asheville and Raleigh, North Carolina; Kaysville and Providence, Utah; Lake Oswego, Oregon; Fort Worth, Dallas and Edinburg, Texas Our Vision: Simple, Seamless Integration Our vision is to create seamless integration between our service offerings. The goal is to reduce staff workload, while at the same time, increasing the ability for municipalities to connect with their communities. The following example integration points are either in place today or envisioned in our future strategic roadmap. • Unified search across all platforms (website, meetings, online codes) • Auto-publish agendas and minutes from the Meetings platform to the Website f'1"1C • Ordinance auto-publishing from the Meetings platform to your =i online code, queued for supplementation, Code of ordinance cross-references to legislative voting history, minutes, and video/audio SCOPE OF SERVICES Recodification & Republication Summary During the recodification process, the attorney assigned to your project will organize and examine every Chapter, Title and Section of your Code in order to ensure that it is free from internal conflicts and inconsistencies and conforms to the laws of the State of Alaska. Your Municode attorney will be available to consult with you and your staff at any time during the recodification process. This personal dialogue ensures that your code will accurately reflect the intent of your ordinances and the unique needs of your community. The complete process is outlined below. Ordinances. All legislation of a general and permanent nature, passed in final form by you as of the cutoff date established by you and your Municode attorney, will be included in the code. All material that we receive will be acknowledged via e-mail, in order to establish a record of included ordinances. Legislation not of a general and permanent nature will be omitted from the code unless otherwise instructed by you. Notations can be added in the code to reference legislation adopted by reference, if elected. Attorney Analysis and Review of Material. Yo Municode attorne long with his/her team of legal editors, proofreaders and indexers will be assigned to this project. Our legal team will research the Code and all legislation submitted by you to ensure conformity with state statutes. A cursory review of specific federal law provided by the City may be included upon request. The ordinances will also be compared to Code content in order to determine if there are any inconsistencies or conflicts within the legislation itself. Ordinances enacted, or added, subsequent to the date of this agreement, or items not contemplated within the scope of service, may be included later at an agreed upon page rate. We will suggest a structure and organization for the code and provide a Table of Contents indicating the recommended structure. References to specific gender identification will be removed to create a gender neutral Code document. Page Format Options. We will work with you to determine the desired formatting and style of the new code, and will review page composition format options, such as font type, font size, page layout, and graphics appearance and placement with you. We will help you choose a format that produces a professional document that is easily researched. References. We will provide State Law References within the code. Editorial notes will be provided as appropriate. Internal references within the code will be hyperlinked in the online version. Legal Memorandum. We will provide you with a user-friendly Legal Memorandum containing all of our analyses and recommendations. This memorandum will reflect our attorney's Legal Review and will provide you with recommended options intended to remove conflicts and inconsistencies; conform to State Law, when appropriate; and ensure compliance with your charter. This approach facilitates collaboration and dissemination among departments, thus making the process as easy for you as possible. Our goal is to make the recodification process simple and smooth for you. Conference. Within 30 days of your receipt of the Legal Memorandum, we will conduct a conference, either in person or via telephone or webinar, to review the Legal Memorandum and our recommendations. All interested 4Y1 personnel may be included, but your attorney and clerk are essential. Issues discovered during the legal research will be discussed at the conference, with the goal of the conference being to come to agreement on Q +� any required changes. Your attorney has the final decision-making authority for resolution of issues brought up `J' at the conference or noted in the Legal Memorandum. Editing and Proofreading. Our team will edit the text of your code to reflect proper grammar and stylistic consistency. We will not reword any provision that changes the substantive intent of the code, unless you approve the revision. However, non-substantive revisions to improve readability are a part of the process. We will proofread your code. The text will be reviewed for sense and structure and to ensure the implementation of the decisions by your attorney and our attorney. Index, Graphics and Tables. Our team will create a hierarchical, subject matter Index and all tables (contents, State Law Reference, prior code comparison and ordinance disposition)for your code as necessitated by the materials provided. We will insert the graphics you have provided into the printed and electronic versions of the code. Post Conference Code Draft. After editing and proofreading, a post-conference Code Draft incorporating solutions captured in the Legal Memorandum and agreed upon at the legal conference will be delivered to you 100 2016.20172018 for final review prior to printing and shipping. We guarantee typographical correctness. Any errors attributable to our team will be corrected at no charge during the term of this agreement. After the code draft is provided additional material can be added to the project for an additional charge. Adopting Ordinance. Our attorney will provide a sample adopting ordinance upon completion of the recodification. Printing and Binding. We will print your new code on high quality acid free paper, with an SFI (Sustairable Forest Initiative)certification. These copies will be housed in heavy duty, 3-post leatherette binders (with 4 color choices), name-stamped on the frort and spine of each binder. Divider tabs for each major section of the code and index (if elected)w61 also be provided. The time frame for completion of the recodification project is withi 0 to 12 months, cepting any delays occasioned by the City. Adhering to an established schedule of dea roes i cn ica o the success of this project and will ensure the contents of the Legal Memorandum remain current and complete at the time the Code is adopted and republished. To ensure a successful project completion, it's important that a conference is held to discuss the findings of the Legal Memorandum within 30 days of its receipt, and that the subsequent Code Draft we provide be returned within 45 days with any revisions noted. If the Code draft is not returned within 45 days, additional update fees may apply. Your participation in the Scope of Services for Recodification & Republication of the code is anticipated to be as follows: * Provide all ordinances and code material, preferably in WORD format; Provide images, graphics and tabular matter, preferably in original format; * Be available to answer any questions from the Municode Attorney conducting the project; * Attend the conference to discuss the findings of the Legal Memorandum; * Work with the Municode Attorney to resolve the findings of the Legal Memorandum; * Work with Municode to determine the desired formatting and style of the new code; * Return the draft code to Municode with any revisions noted; * Adopt the newly recodified code. Supplementation Services Municode's full-service supplementation process has been designed for timeliness, efficiency, simplicity and most of all, for our customers' convenience. Supplements can be provided on the schedule of your choice. In addition to printed supplements, we can deliver the updates in Word, PDF and/or Folio formats. We pride ourselves on a turnaround time of 30 to 35 days for printed supplements and can provide you with h "always up to date" electronic update services within 10 to 15 days at the same per page rate quoted for printed supplements. With printed supplementation, the online code is updated within 3 days after shipping the supplement, and there is no additional fee for this service. A recent analysis of our printed supplement services indicated an editorial error rate of less than .1%, which is made possible by our attention to detail, ongoing communication with our clients, and strict quality control checks to ensure we continue to produce the best printed and electronic supplements available in our industry. Any errors attributable to Municode during the preparation, printing and maintenance of the code will be corrected at no cost. The printed supplement process is outlined below: 1. Receipt of new legislation will be acknowledged within 24 hours. Our production support team will record the adoption date, effective date and ordinance number(s)and ensure that all necessary exhibits, tables and graphics are included. You will be advised promptly if any pertinent information is missing from your submission. Your material will then be immediately forwarded to our Supplement team for codification. If our OrdBank service(advance legislation service) is selected, the legislation will be posted online within 48 hours in PDF format as "Adopted Legislation not yet Codified". 2. Editorial Review—Our editorial team will review all ordinances received to determine whether the ordinance should be included in your code; where the ordinance should be placed; whether the ordinance conflicts with your existing code format; what material should be removed from your existing code; whether history notes will be added; what tables will be updated and whether the Table of ,. 100 Innovatus in Page 8 municolde Contents in the front of the code and at the Chapter/Title level should be amended. If any significant errors or numbering issues are noted, your editor will contact you for clarification. No substantive changes to your legislation will be made by our editorial team, however minor typographical errors will be corrected as part of the supplement process. Should the editorial, legal and/or proofreading team find discrepancies in your ordinances, we will communicate with you to ensure that the ordinances are correct and consistent with the existing code. 3. Indexing —If an index is elected, your supplement will IMUNICOi now be sent to our indexing team, where all new legislation is indexed and cross-referenced in all PRINTED SUPPLEMENTATON PROCESS appropriate locations. F] j Submission of Materials 4. Proofreading—The proofreader assigned to your u 4W editorial team will then examine your supplement line by Editorial Review line to ensure editorial accuracy, code hierarchy and i layout and to confirm that your supplement is Mark Up grammatically correct and free of errors in spelling and �� 4 capitalization. Your supplement is examined again line by line to ensure that the improvements made by the Indexing editorial team were thorough and accurate. During this 4' process, the original ordinance is compared again with proofreading the newly added text to further ensure editorial e> i. accuracy. �r Corrections 5. Posting the supplement online(MunicodeNEXT)—After i your supplement has been completed, your online code * printing& Shipping will be updated within 3 days and any electronic p 4W products requested will be provided. You will receive notification that the website has been updated via Q Upload to the Internet email. If our CodeBank Compare + eNotify service is selected, citizens will be notified each time the online code is updated. When your code is updated on MunicodeNEXT, all internal cross-reference links are updated. With our OrdBank feature, each history note will be linked to the ordinance that amended the respective section. 6. Printing and Shipping —We will print, cut, 3 hole-punch, and ship your supplement to you unless otherwise instructed. You can change your supplement schedule at any time, and there is no additional charge for more frequent supplementation. Instruction Sheet:With each printed supplement, we will furnish a page of instructions for removal of the obsolete pages and insertion of the new pages; as well as a Checklist of up-to-date pages with each supplement. Online Code Hosting Services (MunicodeNEXT) Our code hosting platform, MunicodeNEXT, includes both Standard and Premium features, designed to provide a wide variety of additional capabilities for the research and navigation of your code, as well as for preserving its history. With our MunicodeNEXT advanced features, your staff and citizens need only click the link provided on your municipality's website to access your full Code of Ordinances. They not only have access to your complete and current Code of Ordinances, but to all archived versions of your code, every official copy of your ordinances, the power to compare versions of your code over time, the ability to be notified every time your code is updated, and the ability to translate your code into over 100 languages via Google Translate, which is included at no additional charge. We encourage you to visit our online library of over 3,600 codes hosted on MunicodeNEXT: https://Iibrary.municode.com/. ADA compliance is multi-faceted. All HTML content viewed via our MunicodeNEXT web application is WCAG 2.1 Level AA compliant and will scale to the viewport of any modern smartphone or tablet running iOS, Android, or Windows Phone 7 or higher. Web application accessibility techniques continue to involve and improve as technology advances. Municode is committed to making accessibility an import part of ongoing product updates. Our tech stack includes HTML5 & CSS3, Javascript(AngularJS), and a restful API written in C# running on .Net Core. All content is rendered in standard HTML and is viewable in all modern browsers including PC: Microsoft Internet Explorer 10 or later, Firefox 3.6 or later, macOS®: Safari""' 5.0 or later, and Chrome 18 or later. 00 innovators in Page 9 municolde YOUR We house our public facing website in a secure, SAS70, PCI compliant data center owned and operated by Flexential in Atlanta, Georgia). All systems are backed up and synchronized between our Tallahassee, Florida and Atlanta, Georgia locations for full geographic redundancy. We actively monitor the status of our hosting facility. We utilize Veeam Backup & Recovery to take daily snapshots of all servers in both of our data centers. Snapshots are performed from 8 pm EST to 5 am EST, are replicated between sites and are routinely tested. Biometric authentication is required to enter the data center facility, and anyone entering the premises must be either active customers or authorized vendors with badge and PIN access. Each rack is locked with a combination lock to prevent unauthorized entry or access. The facility is monitored by camera 24/7 to further provide physical security. We secure our systems using enterprise grade security products. We employ firewalls from Palo Alto networks to secure the perimeter and endpoint security from Carbon Black to provide anti-virus scanning and threat detection on all servers, desktops, laptops, virtual machines and mobile devices. Carbon Black actively scans all file access on all endpoints of our network and quarantines any suspected malware, immediately sending notification to our systems administration staff. We use Nimble and 3Par SANs for all our storage needs. Each SAN member is fully redundant—redundant power supplies, controllers, NICs, etc. The drives on each array are configured as either RAID 5, RAID 50, or RAID 60 arrays. Our powerful search engine allows users enter simple or advanced searches and supports Boolean operators, stemming, wildcards, proximity searches, and a global synonym list. Users can easily search the code using keywords or phrases, and can print, download and/or email any portion of your code. Search terms can be applied to the entire code or narrowed to search only within specific chapters or sections. Our recent website upgrade allows users to sort results by relevance or book order! Our collapsible Table of Contents, continuous next-hit feature and internal and external hyperlinking and cross-referencing features simplify and enhance the navigation of your online code, allowing your staff and citizens the capability of simultaneously searching your code, ordinances, minutes, resolutions, budgets and more. MunicodeNEXT is designed with accessibility in mind. Our application is fully responsive, ensuring all features are available on appropriately sized desktop, tablet, and smartphone viewports. Designed to provide easy access and an intuitive interface, it is extremely well-suited for use on tablets and mobile devices running iOS or Android. Our application also conforms to Level AA of the Web Content Accessibility Guidelines 2.1. MunicodeNEXT Premium Feature Summary * CodeBank will enable you to have instant access to past versions of your code after each supplementation. * CodeBank Compare + eNotify provides you with the ability to select a past version of your online code and compare it to any other version of the code each time the code is updated. The differences will be shown via Highlights (added materials)or Strikethrough (deleted material). * eNotify allows users to enroll to receive an email notification each time your online code is updated. A "modified," "removed" or `added" badge is shown within the online table of contents to alert users of recently amended sections of your code. * OrdBank will create one click access to every amendatory ordinance via linked history notes. Ordinances are permanently stored online in the OrdBank repository and filed in annual folders. * OrdLink will create highlights within your online code to help users identify what amendatory ordinances have been recently adopted and what code sections have been amended. * MuniPRO allows you to search over 3,600 codes in the Municode library, save frequently used or complex searches, create notes to attach to any publication and draft new ordinances. * Our MuniDocs feature has recently been upgraded to allow clients to upload a wide variety of.rtf, .doc, .docx, and .pdf documents to browse and search alongside the code. Uploading is as simple as dragging and dropping the document from your computer into the upload dialog box on the improved administrator dashboard, where previously uploaded documents can also be managed. When uploaded, users can choose from a wide list of predefined document types, including minutes, agendas, resolutions and more. These documents are immediately converted to PDF and indexed for search, organized in nested folders—allowing the public to browse and search them immediately. .. 100 InnovatorS in municolde 2018 ADDITIONAL SERVICES AVAILABLE FOR PURCHASE Municode offers a wide variety of services, all of which have been designed primarily to serve local governments. Please contact us for information and pricing on any of the services listed below, all of which may be purchased under this contract and all of which are competitively priced. Website Design and Hosting Services Let our team of web analysts and developers create or redesign a website for your municipality that provides your staff and citizens with a stunningly beautiful website that is simple for staff to use, easy for citizens to access, responsive, interactive, dynamic, and extremely efficient! Using the popular Drupal, open-source framework, we will work with you to understand your history, anticipate your future, define your /—N. GC priorities and achieve the long-term goals of your `� -"T «� k, `,t `"�`' �p CITY OF USTERS community. When Municode designs your completely mobile - friendly website, our goal is to improve your image and your community profile, increase the self- 4 service capacity of your residents, and empower your staff to create, edit and maintain website content as simply and efficiently as possible. The result will be an unparalleled municipal website solution at a very compelling price. ❑ Request MunicodeWEB Demo/Proposal Meeting and Agenda Management Municode provides a cloud-based agenda meeting management system that enables our clients to save time and money by streamlining and automating the agenda process. With zero set-up requirements, minimal budget impact, built in automatic upgrades and internal and external IT support issues managed directly by Municode's expert team of web analysts and system developers, your staff will spend significantly less time on agenda management, while still maintaining total administrative control of your agenda packets. Municode provides the highest level of government transparency to your citizens. We will show you n unWcoae how to live stream your meeting videos at no cost a and can provide archived video and audio linking capabilities that will allow your constituents to -- access the exact point in the meeting video where a specific piece of business is discussed. You can - take roll call and record votes live in the meeting— ' and legislators can also vote directly from their Mac, PC, iPad, or Android device! i Other benefits include agenda process visibility, easy agenda updates, approval workflow, live Council voting & roll call, Email notifications, a Unified Document Search and automated approval routing. When you are ready to publish your Agenda, our"single click publishing" will provide you with automatic agenda and packet creations. ❑ Request MunicodeMEETINGS Demo/Proposal (see pricing page 5) Page 11 QvTmh GovTech Top 100 Innovators in • _ 100 COKNECTING YOU Payment Solutions - Point and Pay Our preferred payment solutions partner, Point& Pay (htti3s://www.pointandpay.com/) makes paying bills easier! Everything they do is backed by their best-in-class user interfaces, insightful features and high-quality service and support. Point and Pay can assist in processing City/County taxes, utility bills, permits & licensing, and more. With a focus on mobile interfaces, they enable your customers to conveniently pay bills whenever and wherever they want! ❑ Request Point and Pay Demo/Proposal MM Services: Laserfiche Enterprise Content Management Software and Services MCCi understands the challenges organizations face every day with paper-based processes. We provide innovative solutions that transform these challenges into smart practices that improve efficiency, productivity and organizational structure. Recognized as one of the nation's top 20 Most Promising Government Technology Solution Providers, we are also the largest Laserfiche provider in the world. MCCi is passionate about helping organizations run their office more efficiently—saving time, money and resources! With 900 clients nationwide, MCCi is the largest provider of Laserfiche solutions in the world. Digital Imaging Services Through MCCi, Municode can help with your digital imaging services needs include scanning, indexing and integration of hard copy documents, electronic documents, and microfilm/microfiche. MCCi provides the most powerful index retrieval search engine available. Open Records Request Software ExperlenceExcellenc e JustFOIA is an affordable, easy to use, completely web-based hosted service that was created specifically to help you manage and track public records requests. Since JustFOlA is completely web-based, you are able to login anywhere that has an internet connection. You simply type in your customized web address and enter your credentials, safely and securely. Your service is available 24/7, every single day of the year. JustFOIA helps agencies receive, track and report on en records L J ustF 9 p requests. JustFOIA is a hosted solution that is user-friendly, affordable, and integrated with Laserfiche Enterprise Content Management. ❑ Request MCCi Demo/Proposal Internet-based Document Editing and Presentation System enCodePlus is a unique Internet-based document editing and presentation system used for authoring, displaying, and managing all aspects of land development regulations or zoning ordinances. Developed by community planners, encodePlus assists in the creation of land development and zoning ordinances that are fully customizable, easy to navigate and rich with features including GIS interactive mapping, a "Land Use Look Up" tool, hyperlinking to outside resources, historical archiving and in-line graphics. From its humble beginnings as a stand-alone Windows PC program, enCodePlus has matured to meet the needs of an innovative and exacting group of land use code writers and their client communities. To learn more about how enCodePlus can be an economic driver for your municipality and positively impact the transparency and navigability of your zoning or land development ordinance, please visit this link: http://www.encodeplus.com/ ❑ Request enCodePlus="" Demo/Proposal 0 .. • • . SIGNATURE PAGE This proposal shall be valid for a period of ninety(90)days from the date appearing below unless signed and authorized by Municode and the City of Seward, Alaska. Term of Agreement. This Agreement shall begin upon execution of this Agreement and continue for a period of three (3)years. Thereafter, the supplement service shall be automatically renewed from year to year provided that either party may cancel or change this agreement with sixty (60) days written notice. Submitted by: MUNICIPAL CODE CORPORATION Municode Officer: S ukk--- Title: Steffanie W. Rasmussen, Vice President of Client Services Date: May 11,_2020 CITY OF SEWARD, ALASKA Signature: Printed Name: Title: Date: Page 13 QvTech Gov-rech Top 00 Innovators in 100 CONNICTINCI YOUYOUR • municode CONNECTING YOU S YOUR COMMUNITY ATTACHMENT A MunicodeNEXT Standard & Premium Features STANDARD FEATURES OF MunicodeNEXT Responsive Design —Our team designed MunicodeNEXT to function on any device. Over 20% of our traffic is generated from a smartphone or tablet Our user interface, based on Google's Material Design guidelines, ensures any device that accesses our application will have access to our full suite of features. BOU t e t e Sear 4 MUNICIPALCODE .. sou'tler,Co.orada.Municipal Code ShtwrChanges _ I a GET NOTInEDCM3 Municipal Code Y WHATS CHANGED Supplement 127 Update 1 ® ON—tantem updated on March 7,2016 CITY OF i THE CHARTER OFTH€CITY OF BOULDER BOULDER.COLORADO 6 COLORADO CHARTER TABLE OF CHAR'ER AMENDMENTS AND REVI5ED CODE CHARTER COMPARATWETAM AN TITLE I-GENERAL Ap1.1INISTRATION Cad,fied through Ordinance No.61 D6.adopted February 29.2016, Y TITLE 2-GOVERNMENT ORC>ANI12ATION (Supp.No.127,Update 1) Y TITLE 3-REVENUE AND TAXATION r TITLE 4-LICENSES AND PERMITS This Code of0rdnaaces ondlor any other documents Th—pp­o:,this site may-(rejiea the most currmr ■TITLE 5-GENERAL OrrENSES i'sW-oa ty rAe Munir.ps?iry. r TITLE 6-HEALTH,SAFETY,AND SAN7ATION Ir 71RE 7-vEHicLES,PEDESTRIANS AND PARKING Mobile and Tablet friendly—Our application uses touch friendly icons, easy to access menus, and fly overs to expose all functionality while maintaining a clean, intuitive interface. [1 CHAPTER 3-2. x F (" httpS://wwwnex�`r 8 ,p a Code of ordinances = Q CHAPTER 3-2.- RESTRICTIONS ON ANIMALS. ARTICLE 1.-GENERAL RESTRICTIONS. §3-2-1-RUNNIN %Share Link PROHIBITED. gPrint Except as spec€l Q Download(door) title an Owner Or he livestock,fowl,a do; Email dangerausankrnalc cri compare i Source:1992 Code Sections 3-1-3(G),3-2-2,3- 2 25,and 3-3-2;Ord.031009-9;Ord.03 r2T 1- 11. §3.2.2-NOISY ANIMALS. i An owner or handler may nut keep an animal that makes frequent or long, Print/Save/Email— Users can print, save (as WORD) or email files at the section level, as well as at the article or chapter level. You can print, save or email non-sequential sections from multiple portions of your Code(s). Not all codification companies enable you to download WORD documents directly from the website. Being able to do so greatly enhances your ability to draft new legislation. Searching—Municode leverages a powerful open source search platform that also power sites such as Stackexchange, Github, and Wikipedia. Search starts on a dedicated page, then moves to a persistent right-hand sidebar as you cycle through the results. This enables you to quickly move through search results without clicking "back" to a search results page. The Code is also indexed by the section, returning more accurate, granular results. 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Pn.i.it.a—h ..777 7"'.�:ffp.r:i, rhrtn m Municode Search Components: yt Advanced Searching —You and your power users can conduct searches using Natural Language (think Google) or Boolean Logic. yk Multiple Publications— If you have multiple publications (Code, zoning, etc.), they will all be searchable from one interface. * Searchable ordinances—With our OrdBank service, ordinances posted pre and post-codification are full-text searchable. * Searching all content types— If you use our OrdBank or MuniDocs service, you can search any combination of the Code, ordinances, and MuniDocs simultaneously. Search results are labeled for easy identification. Narrow Searching —Your users could search selected chapters or titles in order to pinpoint their searches and find what they are looking for as quickly as possible! �r Stored Searching —MunicodeNEXT allows all search result listings to be bookmarked under your browser's bookmark tabs. 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De<ehairen C i_irar_e Search enhancements provided with our latest website upgrade include(see screenshot above): Browsing —MunicodeNEXT provides a persistent breadcrumb trail when browsing or searching and a Previous/Next button at the top and bottom of any document you're viewing. The table of contents and content pane also stay in sync as you scroll to deliver the most intuitive reading experience possible. Leon Coun... I COIJk Q.- I C.haptc-r..- I ARIICLi—, , OMSIO... r Sec.10.2-.. Show Changes � [ < sec.1o•1.1U6. Oeviauon from development standards. ARTICLE Ill.•CONCURRENCY MANAGEMENT a ARTICLE If.-ADMINISTRATION % 44 [A 0 DIVISION 1.-IN GENERAL % 43 © t] C6 sec..10-2.101.-comprehensive plan adopted. % 8 Q f7i Qj the Tallahassee-Leon County 2010 Comprehensive Plan as.adopred and amended by the county is adnpred. (Ord.No.07-20,5 2.7-1 o-07) * Internal Cross-Reference Linking—Cross-references within your Code are linked to their respective destination Article, Chapter or Section. * Collapsible TOC—The table of contents collapses, providing additional real estate with which you may view your Code. Easily view your maps, graphs and charts by simply enlarging the item. * Mouseover(cluetips)—Navigate to your Code and any linked cross-reference will quickly display in the pop-up preview window. 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Ra�s+;x'.aysesxnenn on an a'{xxeJ LSJsan¢napoar6lirirv- axes tia .,,1ow-wnora,ly etLxr Pa+a9a. c. mrrny,wa artrr<Ie1m;u.Mam..K•n<ment rc.mrcn e;IK:r:.nM asuctauevrt o ocnlnenc.,.�wrrr� ",a"""' a•P'.epa1°<•r I rry:1n.-.M;t areweRe ry*rm«.atl,.a,:•r,�r.r,;o:ar�wmone nc.�ar:,.nr.ecsoea xe.:ennr atwnse-anFmi wlmartnx'erecw pe�yw avmo wal.r.xu.:rarvtx w-�•.oero.ewrrxra.ro.v:r.n. n;rew+aame.no:e.";,ktrrrr x+s,arRrra. IrMr.Lrnanae;�.�mu. raa a9s9srn�L'a)a.P,<<e,_:y:>-vv+v Translation—MunicodeNEXT includes the Google Translate plugin, allowing users to view and navigate our hosted Codes in over 100+ languages. Social Media Sharing —You and your users are able to share Code sections via Facebook and Twitter. This will make it easier for you and your team to utilize social media in order to engage your citizenry and enhance your level of transparency. Static Linking —Copy links of any section, chapter or title to share via email or social media. 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Show ohangef III DIVISION 6.-WATER FEES AND RATES sec.tp2-t6t,-ResidenaaEwater -iwger 6r smaaermeterand equal tap size may be purchased and installed when approved by the Utilities Director if the totaf peak demand flow ofthe r7 fees within dty.= property being served.as calculated by the latest edition of the AWWA Manual M22'Sizing Water service Ones and Meters.-whit is hereby adapted ay 111 reference,Justifies the change,Ca l CulaEions m made will be submitted to the Utilities Director for review a not approval. Sec 102-169.5.-Residen iel water fees within the Jefferson Center {Code 1981.4 33-77;Ord.No.2574.§1,11.21-1988;Ord.No.2671,§14,1 0-1 61 989,Ord.No.2763,§3,11-5.1990;Ord.No.2R23,§11.7-1 Al 1:Ord.No 7931,§ Mehopolaan District,the Leyden 10.to-19-1992:Ord,No.2935.It 1.12-14-1992:Ord.No.3127.5 10.10-24-19M:Ord.No,3202.5 5.8.7-1995;Ord.No.3223.§7.10-23.1995:Ord.No.3262.59.4- Rack Melrop Dlltan DmACL the 15�1996:Ord.NO.3297,§1.10­2141 .Ord.No.34D3,5 15.1 D-20.1997:Ord.No.3489,5 1,10.26.1998;Ord.No.35M 5 3,10.11.19991,Old.N..3650,§1,£0,23. Leyden Ranch Metropolitan Dist, and Candelas Filing52.3.fldfld Ord.No.4027.§1.10.16.20O6.OW.N6.4099.51,E1-19-2007.CK.1-1-2009:OYtl.Na.d139.51.i1-1]-2006.2f11-1-2009:Chd.No.4184.52161?2009.eff.1-1- de5ignated properties,iD Candefd5 24]�%nrd.Nn.4193.41.1-i 1-7at6.rR.7-1-Ja1 o.1-i-7o11:Qrd.No.4361.§1.10-22-2012,eff.1.1-2613'Ord.No ut L§1,10,21-2013 eft,9-1-2ota'Ond Nil Filing 1. 4665 51 90.20.201a eff 1-1-2D15'Ord_N n.452a 41 1r,19-2015 eff.1-20, 5CC 102-161.6.-Residential water sec.W2-W.%-Residential water fees within the Jefferson Center Metropolitan District,the Leyden tees lMthkl the Mountain shadows Rock Metro politan District,the Leyden Ranch Metropolitan District and Candelas Filings 2,3,4 and m % 6 ® E3 th SubtlMl designated properties in Candelas Filing 1. 5e 102-162-Same-Walver. Pursuant to the Interg-rani ntal Agreement approved on April 4,2CC5,by ordinance 1943,the Jefferson Center Metropolitan Drstriet is,reWonYl]le for the procurement of water supplies and the construction of major water Infrastructure within the District boundarles.The city is not to charge the Jefferson tenter 5-102-163.-Residential water fees Metropoldan Olstrlc[the Initial capital cost ofwater rights or facilities conveyed at no Cost to the city by the dislriR One-Click access to the original ordinance in the OrdBank Re ositor I� ,tim,l code nrps,.w.tts - ;naer:rx4awe o,a...K.aw.a�s w • a .. t A. • .:: . • "'_'-..n as-.w�.Nw.som oxnlvv c£ero--�� eaw,lm�mi rw A'latDLYANCY A'.ff3'DDIG 5'AAlOL5 S£e]TlgYa D£CYAPI"£R 1a:, ifr11.R1£S.DF lY£.41tt:qpA CICy CDU£C£RTAQiL'n TO w'ATev.wASI£w'A:.14 ^��i � ANll S3U'SIW'A'IYJIfM}YYS A.YD L'SMAti MISS 13£n[NiOAt\'GV HI IFPr 1tY r:oil\rfl �k Yile C'tTl'IN'ARWAU,t C`UWRAW kaihan:il fa.wa4a..iv�-nmNras4..,rlM w,u�ds ue,c.acnwz.w.rm] Cvr['ode,.bneby veended md.hal r'vi alelMv.� vev..acnen mr m] sve.loz.abl.a ..xxu lm xii6mory. v<yc'utm M.Wr-0M wqr f+s farun'aF>uadcaual fxillxl mth®de axpmac Wove.N15e cAy a[s klfac PtwuUu+M.w4]-0OS P7 Inpeninn rs: I vnawn nv.biaf4 Ca) T.pfs,kterew::wad fvn tl,e L.Ilmn,�g kFedulc rrrc,am aro.wr oi, >:�Ivelmeaf.,�. 4Mwtlxr V. wexvtin rx.emaii 5 OrdLink +OrdBank. 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A Codes- If Archives A,Ordinances- Munidocs G2'Links- IRJINE MUNICIPAL CODE ARTICLE IV.-THE CITY COUNCIL 48 ® e 5UPPLEMENT HISTORY TABLE IF CKARfER-CITY OF IRVINE Section 400.-Mayor and City Council. r ARncLE I.-wmRPOlwnoN AND wccEsslnN r ARTIctE u..POWERS OF CRY m Ordinance No.14-05 r ARTICLE 111.-FORM OK CiDVERNMENT I rARTICIEIY.-THECTYCOUNCIL� The Chy it hereinaftertermed'Courcl shall consist of a Mayor and four(4)Council members elected to ice room the City at la In the manner provided In this Charter.The Mayor shall serve a term oft—(2)years..No Mayorshallsmeefor Section 400.-Mayor and city Couricll.0 morethan 2)consecuiNefull terms in office.Other than as set forth herein.ellglbil"r office.compensation,vacancies and the tihog of v odes shall he the same far the office of Mayoras proAded for the off,e of Council member by thus[tarter.The Sectioo401.-Eligibility. Mayor,In add n W serving as the presiding officer of the Council.shall have all of the rights powers and dunes of a Council Section 4o2.-COrnpensatioa memberands I be a member of thin Council. Section 403,-Vacancies,krlelture ofofftce. The term office fora Corndl member Shall be four(4)years.Alternatively,and Successively hve(2l four-year teens that be rilbrig of va fancies. filed atone general municipal elation and KW(2)tour-year terms at the nest such election,consistent wnh the sequence of Circus ofCOuncil members edsting on the effective date hereof purse 1.19681.NO Council member shall serve for more unan two Section404.-Powers vested in the Council. (21 consecutive full terms in office. CodeBank. Our CodeBank feature provides an online archival platform for previous supplements of your Code. Empower your staff and citizens to access every previous version of your Code with one click. 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RHF+><Y. - IhX`m rrnYp;•r:.pX.>knMpwxnwrX anamfr"rrplavarrxx uf}n:ro Pl:d::x+lawr. 150aRJ-(Xe(Itl 9c� .aeevuweR�nr�e:,as,esnnrseaeamarr � � �bn.�r®ye!r�Xa)pecX�rlap rwea.R ;I .bM Rewvryf eMemaran. pmargiWxr ixyvW.mrtw_`.x-0h ilrRa�rteS"M..auueea ix,n.wt,sR�ue�atYiarKmY rNUJea.T'eulrn+aW rs a..fr4tra Vlef4 siei iygrr3A:.mvA Xae.�RUXrecdAae �n .r ara ,fie. a.Fa.vuire nx»n.im.,a.a ).Kr¢m 1+Xap, a XMe dseusnun�Fvdraf aXaeva art rflur<duu fAancennen of rr;aei P'a::!W MaeleanaevRea h•`<+I P�4s'�N_crw.en(urur e-h.f (Show changesy b'uutton(�and a custom banner are shown below �4 B nms 11 ngs-,x i�X. Search 4 Code Of Ordinances CT Bonita Springs.Rarida-Code of Ordinances slfow[3unges I ®GET NOTIn[o� Code of Ordinances Y wHAT'9 CHANGED© $4plemeni 2 Online content updated on January 29,2016 BOHITA SPRINGS CITY[ODE IF BONITA SPRINGS CITY CODE PREFACE Codified through Oldina-e No.1`r27.enacted December 2,21111, SUPPLEMENT HISTORY TABLE= W CHARIER r ARTICLE I.-PIN GENERAQ ARTICLE II.-tEFFECTNE OATE7 rids Code of O wrNes rd aodrar any other documents that ppeo(on W,site may not r Perr me most(u,re f bq-b iae adopted by the Mari(ipafiry I 7 MuniDocs. MuniDocs Upload allows you to upload many types of documents to browse and search alongside your online code and is fully searchable and filterable. After users login, they are presented with a dashboard that allows them to upload new documents and manage previously uploaded documents. 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A global listing of drafts can also be accessed and managed from the MuniPRO Dashboard. fmx- c,...a....w, -r,rn-F r�ur.:-,-or �3.4t r,•rKr;. a.r 0. ,O r.>, ✓(,:m.x•F°u+n.nr,:(� ftwc:+r:r:wrvaM,e,=..tr'rvw.e.n.n�:.sui,rz,r..irverm,htx ur 5,mw.n to u i,... ✓ e,p. � z�.os.o-io-mrm:b. ✓`p,L� r xubtti axroTmw`Nra,nc...re.eeiro: °:.°e.e°c�x�.°o.�FHr Mc. .m v.e+otr rc.a'zaFeM` 9 Sponsored by: City Clerk CITY OF SEWARD,ALASKA RESOLUTION 2020-041 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, RECOMMENDING THE KENAI PENINSULA BOROUGH ASSEMBLY ENACT ORDINANCE 2020-24 WHICH WOULD PROVIDE FOR VOTE BY MAIL ELECTIONS, FOR MORE TIME BETWEEN A REGULAR ELECTION AND A RUN-OFF ELECTION, AND TO REMOVE PROPOSITION STATEMENTS WHEREAS, in February, 2019, the Kenai Peninsula Borough (KPB) established the Election Stakeholders Group (ESG) to increase voter participation by developing sustainable election processes that maximize accessibility and inclusivity; and WHEREAS, the City of Seward was represented on the ESG by Vice Mayor Sue McClure, former Interim City Manager Jeff Bridges, and current City Manager Scott Meszaros. City Clerk Brenda Ballou participated as a subject matter expert; and WHEREAS, on July 26, 2019, the ESG approved their final report and recommendations to the KPB with six final recommendations that included: 1) implementing a vote by mail hybrid structure (VBMS), 2) an education and outreach campaign, 3) amending the voter pamphlet process, 4) appointing service area board representatives, 5) eliminating proposition statements, and 6) adopting a Borough Resolution regarding ranked voting for run-off elections; and WHEREAS, the ESG's number 1 recommendation was for the KPB to transition the election process from the current polling site structure to a VBMS which is consistent with the guiding principles adopted by the ESG, including: maximizing accessibility and inclusivity in the election process; promoting efficient use of public resources; increasing voter satisfaction and confidence in Borough elections; and ensuring the security and integrity of the voting system; and WHEREAS, on September 23, 2019 the Seward City Council approved Resolution 19- 086, supporting KPB Resolution 2019-047 to recognize the recommendations of the KPB ESG and directing staff to explore implementation of the recommendations, and signing Kenai Peninsula Borough Joint Resolution 2019-001; and WHEREAS, the KPB Clerk's Office entered into a contract with Resource Data in December of 2019 for the purpose of preparing a feasibility study and cost analysis, which concluded that the KPB would be able to successfully transition to area-wide vote by mail elections; and WHEREAS, in December, 2019, the KPB Municipal and City Clerks began meeting monthly to consider the VBMS and how to develop a unified process that meets the needs for each municipality; and 163 CITY OF SEWARD,ALASKA RESOLUTION 2020-041 WHEREAS, the City of Seward shares roughly 1,800 voters with the KPB, and engaging in a joint effort with the KPB Election process will be a more convenient process for the shared voters; and WHEREAS, the KPB has been using a VBMS successfully in 6 of its 28 precincts (Cooper Landing, Hope, Fox River, Moose Pass, Seldovia/Kachemak Bay, and Tyonek) for over 20 years; and WHEREAS, KPB Ordinance 2020-24 addresses the ESG recommendations regarding the removal of advocacy statements for or against ballot propositions and also the Borough's restrictive timeline for run-off elections; and WHEREAS,the current global health pandemic further reinforces the need to implement a VBMS election process, to allow for greater flexibility and voter participation when events make it impractical or difficult for borough residents to safely vote at a traditional polling site. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The Seward City Council hereby recommends the Kenai Peninsula Borough Assembly enact Ordinance 2020-24, which amends the borough election process in ways that are consistent with the recommendations and guiding principles adopted by the Election Stakeholder Group in July, 2019. Section 2. The Seward City Council hereby recommends a Vote By Mail System be implemented to promote greater flexibility and voter participation when events make it impractical, unsafe or impossible to vote at a traditional polling site. Section 3. Upon the enactment of Kenai Peninsula Borough Assembly Ordinance 2020- 24, the Seward City Council will take necessary steps to amend the City's election processes to implement a Vote By Mail Hybrid System for the City of Seward, in conjunction with the Kenai Peninsula Borough. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 26rh day of May, 2020. 164 AGENDA STATEMENT Meeting Date: May 26, 2020 From: Brenda Ballou, City Clerk Agenda Item: Recommending KPB Assembly Enact Ord 20-024 for By Mail Elections BACKGROUND & JUSTIFICATION In February, 2019, the Kenai Peninsula Borough (KPB) established the Election Stakeholders Group (ESG) to increase voter participation by developing sustainable election processes that maximize accessibility and inclusivity. The City of Seward was represented on the ESG by Vice Mayor Sue McClure, former Interim City Manager Jeff Bridges, City Manager Scott Meszaros. City Clerk Brenda Ballou participated as a subject matter expert. On July 26, 2019, the ESG approved their final report and recommendations to the KPB with six final recommendations that included: 1) implementing a vote by mail hybrid structure (VBMS), 2) an education and outreach campaign, 3) amending the voter pamphlet process, 4) appointing service area board representatives, 5) eliminating proposition statements, and 6) adopting a Borough Resolution regarding ranked voting for run-off elections. On September 23, 2019 the Seward City Council approved Resolution 19-086, supporting KPB Resolution 2019-047 to recognize the recommendations of the KPB ESG and directing staff to explore implementation of the recommendations, and signing Kenai Peninsula Borough Joint Resolution 2019-001. PURPOSE& INTENT The Borough clerk's office entered into a contract with Resource Data in December of 2019 for the purpose of preparing a feasibility study and cost analysis, which concluded that the KPB would be able to successfully transition to area-wide vote by mail elections. KPB Ordinance 2020-24 addresses the ESG recommendations. RECOMMENDATION Approve Resolution 20-041 and send a copy of the signed document to the KPB Assembly. 165 Vote by Mail Feasibility Study Kenai Peninsula Borough April 29, 2020 Developed by Dennis Wheeler and Kami Fitch ►''� Resource Data 166 Table of Contents 1.0 Background and Purpose..................................................................................................... 1 1.1. Key Differences Between Poll-based Elections and Vote by Mail Elections..................... 1 1.2. Out of Scope ................................................................................................................... 1 2.0 Assessment and Recommendations.................................................................................... 2 2.1. Overall Assessment......................................................................................................... 1 2.2. Prepare for Vote by Mail .................................................................................................. 1 2.2.1. Update Legislative and Administrative Rules to Support Vote by Mail................................. 1 2.2.2. Acquire a Mail Sorter Solution...............................................................................................3 2.2.3. Prepare Election Center Site.................................................................................................7 2.2.4. Develop an Automated Method for Assigning Ballot Styles..................................................9 2.2.5. Collect Initial Set of Reference Signatures.......................................................................... 12 2.3. Prepare Election.............................................................................................................13 2.3.1. Education and Outreach...................................................................................................... 13 2.3.2. Identify"Undeliverable" Voters Before the Election ............................................................ 14 2.3.3. Design Envelopes................................................................................................................ 15 2.3.4. Obtain and Process Voter List............................................................................................. 18 2.4. Print and Mail Ballot Packages .......................................................................................21 2.4.1. Print Ballots..........................................................................................................................21 2.4.2. Print Envelopes....................................................................................................................21 2.4.3. Build Ballot Packages (Including Inserts)............................................................................21 2.4.4. Mail Ballot Packages to Voters............................................................................................22 2.4.5. Re-issue Ballot Packages (Temporary Addresses and Replacement Ballots)...................22 2.4.6. City Participation..................................................................................................................23 2.5. Voter Support .................................................................................................................23 2.5.1. Call Center...........................................................................................................................23 2.5.2. Vote Centers........................................................................................................................24 2.6. Process Returned Envelopes .........................................................................................26 2.6.1. Pick Up Returned Envelopes...............................................................................................26 Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page i Data 167 2.6.2. Scan and Sort Returned Envelopes....................................................................................29 2.6.3. Verify Signatures .................................................................................................................31 2.6.4. "Cure" Ballot Return Envelopes...........................................................................................32 2.6.5. Open Ballot Return Envelopes/Prepare Ballots for Scanning.............................................32 2.7. Store Election Records...................................................................................................33 2.7.1. Providing Election Information to the State.........................................................................33 2.7.2. Dispose of Records .............................................................................................................34 2.8. Staffing Requirements....................................................................................................34 3.0 Summary of Estimated Costs..............................................................................................35 3.1. Assistive Technology Cost Comparison..........................................................................37 3.2. Total Recurring Cost Estimate........................................................................................37 Appendix A: Sample Layout of Records Center ........................................................................38 Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page ii Data 168 1 .0 Background and Purpose The Kenai Peninsula Borough (KPB) currently holds poll-based elections (except for 6 small precincts that are done as vote by mail). KPB is looking at changing to an all vote by mail format for future elections. This feasibility study is intended to assess KPB's ability to transition to vote by mail, what tasks would be required, and to provide high-level estimates of costs. . A . Key Differences Between Poll-based Elections and Vote by Mail Elections The primary differences between poll-based elections and vote by mail elections are two-fold: the transactions of ballot delivery to the voter and ballot return by the voter. In a poll-based election, these transactions occur predominantly at the voter's polling location and happen largely on a single day: Election Day. The unmarked ballots are sent out to the polls, the voters appear at the polls and vote, and the ballots are scanned at the polls. The scanner results are delivered to the Election Center in a variety of ways. These days, they mostly arrive on the memory cards pulled from the scanners. In a vote by mail hybrid, ballots are delivered to the voter's mailing address, the voter can vote at home, and then deliver the ballot back by mail or by dropping it off in a secure drop box or at designated vote centers. The voter typically has a few weeks to vote and return the ballot. Returned ballots are processed and scanned at a central location. This process is not a new concept, including for KPB, as it is just a more streamlined and wide-spread form of absentee voting by mail, which has been around for a very long time. While the differences between poll-based elections and vote by mail elections come down to these two main aspects, these create a number of points where processes need to change to support vote by mail on a large scale. This study focuses on these aspects. 1 .2. Out of Scope The following items are considered out of scope for this study: • Tasks completed using KPB's existing Election Management System (e.g., ballot creation, scanning, and tabulation), except for recommendations related to preparing the ballots to be scanned and the timing of scanning ballots as these aspects are different with vote by mail. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 1 Data 169 • Detailed and definitive cost estimates. While we have provided estimates, which are based on general assumptions and include some sampling of known vendors, more precise estimates would require that KPB make a number of business decisions. 2.0 Assessment and Recommendations This section discusses various aspects of a vote by mail election in greater detail, describing various aspects that KPB will need to consider or prepare for and making recommendations. We have organized the information around the general workflow of a vote by mail election, as illustrated by the diagram on the following page. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 2 Data 170 7 o \ LLI ■ � &A4.0 D Ln-0 .2 a \ ƒ (a0 0 � / -0 2 2 V) (1) @ •> e w } f cu . _ Ln 4 0- L \ (3) � ƒ / £ ƒ u 0 0 \ � m ƒ U ~ 0 { e g t \ ® � - \ 2 = @ \ ° E : - o k � 7 \ ° \ / ) / � 0 { w ° ) j -0 0 Ln \ 0 E = D = � », n - - � � ° Ro § y - % _ \ L om - � � \ \� \ CL ) E § 4 CL » ro / a\ � \ ° / \ j \ / $ \ a- w ° \ \ \ » ` } 2 2 / I 3 _ 2 t co y \ \ ) \ I � _ _ e o Q) u � CD /\ \) \° \ > 0 -6 a- > _ » J J2 ƒ ° ± \ 1 . Overall Assessment Based on our review, we believe that KPB will be able to successfully transition to area-wide vote by mail elections. However, to be successful, KPB should complete a number of significant tasks before making this change, as identified in Section 2.2 Prepare for Vote by Mail. In addition, in the lead-up to its first vote by mail election, KPB will have many decisions to make, a variety of equipment to purchase, and procedures to define or change. The transition to vote by mail will also require a significant amount of initial investment to acquire the equipment and other materials needed to support vote by mail. Within this study, we have provided estimates (either in dollars or hours as appropriate) to give KPB a rough idea of costs. In most cases, we've estimated towards the high end to allow for a discussion of what a maximum cost might look like. But we would expect KPB and its cities will be able to leverage current resources to bring these costs down as they navigate and implement voting by mail. Keep in mind these estimates are a rough order of magnitude and are based on many assumptions. Actual costs may vary greatly depending on choices KPB makes and market rates at the time. Given the amount of work required to transition to vote by mail elections, we believe that KPB can only make this change in time for the October 2020 election if they use manual processes for mail sorting and a simplified signature verification process or leverage the election equipment owned by the Municipality of Anchorage (MOA). Both of these options will introduce some complexity into the election process, with a net effect of slightly delaying final election results. This is manageable, especially if certain KPB Code changes are made, as recommended. 2.2. Prepare for Vote by Mail Before completing its first vote by mail election, KPB will need to complete several one-time tasks in preparation. 2.2.1 . Update Legislative and Administrative Rules to Support Vote by Mail KPB is a second-class borough under State statutes, with 6 incorporated cities within its boundaries (Homer', Kachemak City, Kenai, Soldotna, Seldovia, and Seward). Most borough and city codes will need to be modified to allow voting by mail. Although borough and city codes already include absentee by mail voting as an option, absentee voting as currently structured is too cumbersome for broad, area-wide use as it requires a voluntary, ' We understand Homer, Kachemak City, and Seldovia run their elections largely separately, but for purposes of this study, we will assume that they would choose to be included. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 1 Data 172 annual application process by each voter. Keeping this requirement would be very costly and unnecessary with a full vote by mail program. In addition, some codes may restrict when a voter can vote absentee by mail. For example, under current KPB code, a voter can only vote absentee if the voter is either in a precinct approved for voting by mail (KPB 4.50.015) or cannot reach the polls on election day (KPB 4.80.030). Other election attributes of the current voting process should also either be changed (e.g., deadline dates) or eliminated (e.g., code sections that speak to voting at a polling location). With respect to deadlines, most current deadlines need to be reviewed with an eye towards ensuring there is sufficient time to complete all the steps needed early enough that ballot packages can be sent 2-3 weeks before Election Day. KPB should consider the following areas for code changes: • Requirements of the ballot return envelope (overall design and appearance, flap/no flap, identifiers, signatures, etc.)—refer to Section 2.3.3: Design Envelopes for additional discussion • Deadlines and other dates (e.g., notice of election, candidate declaration, candidate withdraw, opening of Vote Centers, and similar dates that might be affected by the longer process involved in preparing a vote by mail election)—refer to Section 2.2.1.1: Changes to Deadlines for additional discussion Note: The preparation process for vote by mail is approximately 1-2 weeks longer than in a poll-based election. • Date of runoff elections. Runoffs are often right on the heels of the regular election. This very short window should be increased by a week to accommodate creating and mailing the ballot packages. See AS 29.26.060(c) • Exclusion of"undeliverable" addresses from the mailing list of voters—refer to Section 2.3.2: Identify "Undeliverable" Voters Before the Election for additional discussion. • Drop box locations as an allowable method of receiving voted ballots—refer to Section 2.6.1.2: Drop Boxes for additional discussion • Vote Centers to help voters (some aspects of this are already performed by locations used for absentee voting in person)—refer to Section 2.5.2: Vote Centers for additional discussion • Rules for how a voter might correct their vote on the face of the ballot • Rules for how a voter might cure their returned envelope and the deadline for doing so (e.g., if the voter forgot to sign their return envelope, can they cure it, and if so, how and when)—refer to Section 2.6.4: "Cure" Ballot Return Envelopes for additional discussion 2 For example, designing and printing ballots, assigning ballot styles to the State voter list, and preparing ballot packages for each voter. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 2 Data 173 • Rules for accepting ballot return envelopes (matching signatures, voiding envelopes, etc.)—refer to Section 2.6.2: Scan and Sort Returned Envelopes for additional discussion • Rules for when KPB can begin scanning (but not tabulating) ballots3 • Any new or modified procedures that by law must be approved by the Assembly or city councils Ideally, KPB and the cities within it will adopt mirrored code provisions as much as possible to support streamlined and consistent rules on voting by mail. 2.2.1.1. Changes to Deadlines A key decision KPB will need to make is the target time between mailing the ballots to voters and Election Day. Typically, this voting period (i.e., the time between mailing and close of the election) is about 3 weeks4. Once this time period is decided, KPB will need to work backwards to set other deadlines, making sure sufficient time is allowed for completing all the preparation tasks (refer to Section 2.3: Prepare Election for more details). Typically, the preparation process in a vote by mail election is approximately 1-2 weeks longer than a poll-based election. Because of the additional printing and processing required of KPB's printing/mailing vendor in a vote by mail election, KPB will need to work with this vendor to understand what is feasible for them when determining what deadlines/dates to update in the Code. 2.2.2. Acquire a Mail Sorter Solution When doing a vote by mail election, a key decision is how to process returned ballot envelopes, which includes tasks such as the following: • Identifying the ballot return envelopes in order to determine whether they are valid for the current election and to track which voters have returned ballot envelopes, ensuring that only one ballot is accepted from each voter • Sorting ballot return envelopes into groups (e.g., by status, by precinct) based on KPB's chosen requirements • Verifying the voter's identity by validating the voter's signature on the ballot return envelope 3 Most jurisdictions using vote by mail begin scanning returned ballots before 8:00 PM on Election Day—but then tabulate results only after that deadline. By allowing scanning in advance, an initial set of results can be made available shortly after"polls close" on Election Day. 4 Currently, KPB 4.50.015A.1 (which discusses permanent absentee locations) states that "ballots shall be sent to each registered voter in the precinct on or before the 15th day prior to the election." Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 3 Data 174 • Tracking the "cure" process when there is a problem with the voter's ballot return envelope (i.e., allowing the voter an opportunity to resolve the problem so the ballot can be accepted) Typically, government entities purchase a specialized election sorter to support this processing. In addition to doing basic sorting, these machines also include software for the tracking, reporting, and other functions necessary to support elections. We made some preliminary inquiries with vendors about options that would be approximately the right size for KPB.S Because these sorters are specially designed for elections, pricing for sorters that include signature verification software is typically well above $100,000. While KPB may be able to get reduced pricing through a competitive bid process, KPB should expect to pay more than $100,000 for a sorter (plus ongoing annual support and maintenance). In addition, sorters often require multiple months lead time before being ready for delivery. Therefore, if KPB wants vote by mail in October 2020, it needs to immediately engage in the procurement process, and it may be difficult to find a vendor who can deliver a sorter within that timeframe. KPB could choose to purchase its own sorting equipment, but does have other options available, which would have lower up-front costs and quicker initial implementation: 1. Process ballot return envelopes manually: With this solution, the ballot return envelopes would not be mechanically sorted. Election workers would need to manually look up each voter to review the signatures, verify whether the voter had already returned a ballot, etc. If this approach were used, KPB would need a method to help with tracking, which might require building a custom software tool. Manually processing ballot return envelopes is potentially feasible because of the relatively small number of voters in KPB (approximately 50,000). If the number of registered voters or voter turnout increases substantially, manual processing would become increasingly difficult. 2. Use MOA's sorter, at least in the first year: MOA has indicated they are willing to assist other jurisdictions through use of their sorter and Election Center. MOA is offering its facility and systems at no charge. Because this sorter can run approximately 18,000 envelopes an hour, KPB could run the bulk of their envelopes and complete signature verification within 2-3 days. However, if KPB ran their envelopes in bulk at the end of the election, this would affect the policies and processes for giving voters an opportunity to cure any problems with their envelopes (e.g., no signature, no reference signature, unmatched signature—refer to Section 2.6.4: "Cure" Ballot Return Envelopes for additional information 5 Potential vendors include ES&S, Fluence Automation, Runbeck Election Services, and Pitney Bowes. Based on our tour of the facilities, any sorter KPB is likely to purchase would fit within the identified space. Generally, powers requirements for these sorters are not unusual and likely will not exceed a 50 Amp 220 circuit. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 4 Data 175 about "curing"). These are solvable issues, which could be partly addressed in appropriate Code changes. The following table compares some aspects between the three alternatives: • Highest Low to Medium Low (> $100,000) (depending on tracking solution) • - - Longer (2020 Quicker (2020 Quicker (2020 possible) unlikely) possible) • - KPB KPB MOA • Lowest Highest Medium (staff in KPB and MOA) • More time consuming Most or all envelopes ' - More error prone have to be transported to Anchorage Location of KPB staff Because it is a better long-term solution, we recommend that KPB select and purchase an election sorter6. In the long run, KPB will be able to more easily manage elections by having a sorter located at the KPB Election Center. In order to select the sorter that best meets their needs, KPB should begin the selection process by defining their requirements for the sorter and the software that comes with it. As part of this process, KPB will need to make decisions about potential system functions, including the following: • Importing voter data and signatures, including updating voter data? • Exporting voter data for use by the printer$ and Vote Centers 6 If KPB needs to do a vote by mail election in 2020, the new sorter will likely not be available, and KPB would need to use one of the alternative approaches for 2020. Refer to Section 2.3.4: Obtain and Process Voter List for more information. In MOA's experience, the printing and mailing vendors need initial voter information well in advance of when the State has final timely voter updates entered in the voter registration database. Therefore, KPB will need to process 2-3 versions of the voter list before ballot packages are mailed. 8 Because of there may be 2-3 versions of the voter list, the sorter may need include functionality for generating a file that shows just changes in the voter list. In addition, if KPB excludes some voters from being mailed a ballot package initially (e.g., those designated as Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 5 Data 176 • Tracking the need for replacement ballots and/or temporary addresses • Sorting ballot return envelopes, including conditions under which envelopes should be out- sorted (e.g., invalid ID, potential duplicate, etc.) • Capturing digital images of envelope signatures and/or the entire envelope • Verifying voter signatures, using either an automated process and/or a manual review • When there is a problem with a ballot return envelope, supporting the "cure" process • Providing voters with information about whether their ballot has been received • Reporting and exporting information to support and validate ballot return envelope processing • Exporting digital signature images for accepted envelopes (for loading to the State voter registration database for use as future reference signature images) In addition, KPB will need to define their technical requirements for the sorter (e.g., processing speed, scalability, physical space, operating system/software, security, number of users who can simultaneously verify signatures/perform other functions on the equipment). During the selection process, KPB should evaluate the possible sorters against the defined requirements. Ideally, KPB will be able to see a demo of each sorter being considered (and its software) before making a final decision. The sorter KPB selects will affect the details of many other aspects of the election. For example, the sorter may have specific requirements for the ballot return envelopes or the format of the imported voter list. In addition, how the sorter handles signature verification and curing envelopes will affect the specifics of KPB procedures in these areas. Nate. A(juitivr,ai tactvrs an(j consi(jerations wan tree sorter are referenced in subsequent sections. When considering the costs for acquiring a sorter, KPB needs to factor in staff time required for the following activities: • Defining requirements • Evaluating and selecting potential solutions • Working with the vendor to implement the sorter, which will include testing • Developing policies and procedures for processes involving the sorter These activities will likely require at least a few hundred hours of staff time. Based on our tour of KPB facilities and our understanding of election sorters available, KPB's facilities are adequate, and the requirements KPB is most likely to have are generally features available with sorters currently in the marketplace. undeliverable), functionality to exclude voters from the output based on a set of criteria may also be needed. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 6 Data 177 Irepare Election Center Site KPB has identified that their Election Center will be at the KPB central offices, with ballot tabulation being done in the main offices and envelope processing in the Records Center, which is in a different building. While the spaces identified should be adequate for the election, KPB should make changes to enhance security in these areas. 2.2.3.1. Alarms and Cameras While KPB will be able to leverage the security features it already has in place, we recommend adding some additional security measures in the form of more cameras and alarms. KPB should have a few cameras for viewing election processing, including in the envelope processing area and the ballot tabulation area. Ideally, the cameras will provide a feed to a monitor for public viewing when the public is not allowed to be in close proximity to the activity. The feeds for recording should record upon detecting motion, even in very low lighting, and have sufficient storage on a secure drive. In addition, the recording drive should have appropriate, separated backup. We also recommend that both areas used for elections have door and window alarms that, if breached, provide appropriate instant notification. If not already available, the alarm system should log activation and deactivation by authorized personnel and provide the same instant notification. Notification should go to an authorized alarm company that can provide the appropriate response, as well as to the cell phones of appropriate KPB officials. We estimate alarms and cameras will cost approximately $10,000, although this estimate could change depending on how much existing KPB security equipment can be used. 2.2.3.2. Secure Storage The Records Center should have one locking cage or special room in which ballot return envelopes that have been received but are not ready for opening can be stored. We estimate a cage of sufficient size would cost approximately $3,000. The main offices already have secure storage, which would be suitable for storing ballots. We believe no updates are required in that area, with the exception of"re-keying" a conference room or two for use during the election. 2.2.3.3. Onsite Access One way to build and maintain voter confidence is to allow public access for viewing the process. Many jurisdictions provide access through a combination of video feeds, onsite tours, and public viewing areas within the election processing areas. We recommend KPB provide a reasonable level of access, while maintaining security and efficiency. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 7 Data 178 Although space is limited in the Records Center, public viewing of the envelope processing area can still be accommodated. However, KPB will probably need to impose a limit of no more than 5 persons at a time, depending on whether candidates and issue groups also have observers in the area. The public should be kept far enough from the computers being used for signature verification that voter information is not readily readable by visitors. The ballot envelope opening area and ballot tabulation area within KPB's office will be smaller and would be best served with a wide-angle camera with a monitor available in a more public area within the KPB main office. This video could be part of the same feed for security. Separation and security for public access can generally be well managed by requiring a sign-in and issuing colored lanyards to distinguish visitors, and then employing some simple barriers, such as stanchions with retractable belts. Refer to Appendix A for sample layout. 2.2.3.4. Air Gapping Systems Because of the sensitivity of information stored in election systems, we recommend that these systems be "air gapped," meaning that they are not connected to other networks9. By physically isolating this equipment and disabling any wireless capabilities, KPB will increase the security on these systems. The Election Management System (i.e., the equipment for designing, scanning, and tabulating ballots) should always be air gapped and never accessed remotely by anyone. These systems typically complete a rigorous certification process, which also dictates how any updates to these computers are handled. For the sorter system, KPB could choose to allow the vendor's technicians to access it remotely through a secure firewall, so that they can support KPB on an "as-needed" basis. We recommend that KPB have rules and security in place to prevent unauthorized access to the system. Depending on the sorter selected, this may include the following: • Physically disconnecting any wired access available to the vendor (and others) at appropriate times (e.g., during an election cycle) • Having strong password/log in requirements and setting rules for expiring passwords and accounts • Disabling USB and similar data ports, especially on machines that may have more than one user 9 Typically the systems themselves include multiple computers/other pieces of equipment, which are networked together. However, this is a local network only. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 8 Data 179 • Buying equipment without wireless capabilities or disabling these features (this includes printers or similar accessories that might have wireless features) KPB will need to bring some data into and out of air gapped systems (e.g., importing the voter list to the sorter, generating a list of voters for the printing/mailing vendor, etc.). Typically, these transfers are done using encrypted USB drives that are kept in secure storage when not in use. 2.2.4. Develop an Automated Method for Assigning Ballot Styles Being able to efficiently determine which ballot style each voter should receive is a key component of being able to move to vote by mail elections. Unfortunately, in local elections, state-defined precincts often get split between multiple ballot styles because boundaries for assembly districts, service areas, etc. do not always match the precinct boundaries. Therefore, determining the correct ballot style for a voter requires knowing where the voter lives in context to the area covered by each ballot style defined for an election. The most efficient method for doing this assignment is to use mapping software, placing voters on the map based on the residential address provided in the State's voter list and overlaying the ballot style boundaries to determine which ballot style to assign. While this sounds easy, there are many complicating factors, such as • Residential addresses in the State file may be structured differently from KPB address data, making it difficult to match them • Precinct boundaries (which are defined by the State) are imprecise in the State maps and the textual descriptions in Statutes are sometimes vague or incorrect, causing parcels to sometimes be in the wrong precinct • District or service area boundaries split some parcels Therefore, any automated process will require manual review and intervention, with the amount required being dependent on the potential data discrepancies. Updates can be made to some datasets feeding an automated process, but in some cases, there are legal limitations to what is possible, meaning that KPB may need to make policy decisions on how to handle certain situations. 2.2.4.1. MOA's Process To support assigning ballot styles to voters, MOA has developed a custom "GIS process" that uses Esri's ArcGIS software and Python scripts to automate the assignment of ballot styles10 The process uses the following data: 10 The computer used to run this process is a fairly basic Windows 10 computer, with the only special installations being Python and ArcGIS. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 9 Data 180 • State voter list: a CSV file provided by the State that lists all registered voters within MCA (or a subset of precincts if for a special election that is for a limited area), with all the data needed during the election, including voter ID, residential address, mailing address, status, and voter identifiers. • Address, street, and community data: various datasets that are used by the process to place a voter on a map based on the residential address provided by the State. • Ballot style polygons: geographic boundaries of where a particular ballot style should be used. These boundaries are created by MOA's GIS department based on the contests included in the election (e.g., which assembly districts and service areas have contests on the ballot). Because MCA wants to report results by precinct, the precinct boundaries must also be considered as there are different ballot styles for each precinct—even if the contests on the ballots are identical. MOA's Municipal Clerk identifies the ballot style ID (which is generated in the Election Management System as part of designing ballots) that should be associated with each ballot style polygon. MOA's process includes two steps: (1) placing voters on the map (geocoding) using a series of rules and (2) assigning a ballot style to those voters who could be geocoded. The process then outputs a file with the list of voters, including all voter data fields provided by the State, plus the assigned ballot style ID, in the format MOA's sorter system can import. When geocoding voters, there are always some voters that the GIS process cannot place on the map. These are typically caused by • Inaccuracies in the State residential addresses (either typos which the State will correct when notified or mistakes made by the voter when completing the voter registration form) • Differences in how the State formats its addresses vs. how MCA formats them • Incomplete residential addresses • Variances between the address the voter uses and the official MCA address for a location The MCA Municipal Clerk reviews these unmapped voters to determine whether, based on a set of rules, the address can be "overridden" for sake of placing the voter on the map (e.g., if there is a difference in how the State formats an address vs. MOA, an override can be entered to put the address in the MOA's format so the voter can be geocoded). Even with this manual processing, there are some voters whose location cannot be accurately determined; these voters are left "unmapped" and do not have a ballot style assigned, which means they do not have a ballot package sent to them". For MOA, less than 1% of voters are unmapped and the number of these has decreased each year. 11 These voters can go to a Vote Center to get a ballot or can contact MCA to request a ballot. In both cases, the voter must identify where they live so the appropriate ballot style can be provided. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 10 Data 181 After voters have been geocoded and ballot styles have been assigned, the Municipal Clerk reviews data about the number of voters assigned each ballot style and the precinct assigned to each of those voters. This process can identify problems with the ballot style boundaries, errors in the ballot style ID assigned to an area, discrepancies with precinct boundaries or assignments, and issues with the geocoding process12. The Municipal Clerk reviews these issues and makes adjustments as appropriate (e.g., to the ballot style polygons, etc.). Fixing issues in either step triggers rerunning the process, and this cycle repeats until the Municipal Clerk is confident in the accuracy of the final file produced. While the automated GIS processing does not take long to run, the manual review and resolution of issues can be time consuming, particularly for the first State file processed during an election cycle13 2.2.4.2. Recommendations We recommend that KPB request a copy of MOA's Python scripts and then modify them to meet KPB's needs. Using MOA's scripts as a starting point should minimize the amount of effort required to create these processes. Changes will be required, particularly with the geocoding processes, because KPB's GIS data will likely be structured/named differently. KPB may also need to modify the format of the file output, based on the sorter solution KPB chooses. In addition, KPB will need to decide whether any changes are needed to which data elements about voters are included in the State file. Because the output of this process is foundational to an effective vote by mail election, the process will need to be carefully vetted to ensure it is working as expected. Therefore, we recommend that KPB perform a trial run of the GIS processes (at least the geocoding portion), before the first vote by mail election starts, in order to validate the process and identify any data issues. The first usage of the GIS process will likely identify a number of issues that need to be addressed, either in the GIS datasets, with the script, or in defining rules around manual intervention. Doing this outside of the pressures of election deadlines will make it easier to do the thorough assessment needed. Without reviewing KPB's datasets, it is difficult to estimate the amount of time required to update the Python scripts. However, we believe it would be in the range of 30-40 hours (of a GIS analyst), plus additional time to carefully review the outputs and make logic or data updates. 12 Issues with geocoding that are identified at this stage are typically a few odd cases. For example, MCA has a trailer court that is split between two precincts. The geocoding process looks at the street number, but not the specific trailer space. Therefore, the process places all voters at that address in the same location, but some are in a different precinct. This can be adjusted through the override process so the voters receive the correct ballot style. 13 The first file takes the longest because it includes —11 months of voter changes. In addition, any problems with the ballot style polygons will be identified in during this first run. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 11 Data 182 2.2.5. Collect Initial Set of Reference Signatures In a vote by mail election, the voter's identity is typically verified by validating the voter's signature on the ballot return envelope against a set of previously verified reference signatures for that voter. The State of Alaska maintains the voter registration database and has an ongoing and growing repository of verified signatures. Therefore, over time KPB will be able to rely on an ever growing and refreshed set of reference signatures that are gathered by the State and submitted to the State by KPB after an election. However, it is likely that the State currently has too few signatures of KPB voters to efficiently conduct a vote by mail election. While a vote by mail election could still be done if there are too few signatures, in this scenario KPB would need to manually intervene to verify a high percentage of ballot return envelopes. This intervention will typically require one of the following: 1. Asking the voter to provide identification as part of the "cure" process, which is at best cumbersome and time consuming, and at worst impossible. In addition, this process is contrary to the efficiencies envisioned for vote by mail. 2. Contacting the State of Alaska, which can, almost 100% of the time, find and send a verified signature that is on file (paper or microfiche) but not in its database. The State has cooperatively provided this service for MCA, but a large number of requests to the State during the election could be problematic for the State and would slow down the process for KPB. Note: Because KPB elections occur in the Fall, within the same timeframe that the State is preparing for and conducting its own elections, there may be limits on what assistance the State is able to provide. KPB will want to discuss this with the State in advance. Alternatively, we recommend that KPB do a signature gathering project before its first vote by mail election, which will minimize number of voters without reference signatures. To begin, KPB should complete a gap analysis to determine how many reference signatures the State has for KPB voters in its voter registration database. Unless the State has a significant percentage of voter signatures, KPB should then complete a project to scan signatures from old pollbooks and provide them to the State to build up their database of verified signatures. The project would consist of disassembling and scanning the pollbooks from prior elections, using software to parse out each signature, saving each signature image with a voter ID identifier, and converting the image into a format the State can use. MCA used custom-built software to support this process; if KPB is able to use MOA's software, it would save a good bit of time and money. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 12 Data 183 To do the signature gathering using MOA's software, KPB will need a scanner in which pages can be fed in bulk as well as a Windows 10 computer with Python (application uses a SQLite database and a small stand-alone .NET application and Python scripts). While there are no minimum specifications for the computer, its specifications can significantly affect the speed at which scanned pollbook pages are processed. MOA scanned pollbooks from 4 years as well as absentee applications and other forms. This effort took place over approximately 4 months, with extensive hours by election workers plus approximately 80 hours from someone comfortable working with databases, troubleshooting, etc. Because KPB pollbooks will be smaller than MOA's, the amount of time required should be significantly less than MOA's experience. However, processing will probably take at least 40 hours for each year of pollbooks and potentially more. 2.3. Prepare Election 2.3.1 , education and Outreach Educating voters about vote by mail before the election and answering questions during the election are important steps in building voter confidence and comfort with what vote by mail is and how they can vote and securely return their ballots. We recommend the following forms of voter engagement, as also recommended by the Election Stakeholders Group. • Face-to-face Engagements. In the age of coronavirus this may be more of a logistical challenge, but a great way to educate voters is by presenting an overview of vote by mail, with Q&A time, at public gatherings such as community council meetings; chamber meetings; and meetings of the League of Women Voters, Rotary, and similar civic groups. KPB should also offer to present at other meetings (if invited), such as Republican or Democratic Party meetings, and to be guests on local radio talk shows. Some of the toughest critics ask the best questions and can become supporters. Facility tours are another highly recommended way to engage with the voters. They get to see that the actual processing of envelopes and ballots is straightforward, transparent, and secure. • Election Website. KPB should revamp its elections webpage to include vote by mail resources, such as frequently asked questions, forms, instructions, and perhaps a video or two. • Pamphlets. A pamphlet is a nice-to-have option for handing out to voters and others at meetings, but these are expensive. While it might be worthwhile to have them in the first Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 13 Data 184 year, it may make sense to produce an inexpensive two-sided card. Hand these out whenever possible and also have these available at KPB and city hall public counters. • Advertising on the Radio. A limited number of radio stations have reasonably good Borough coverage, so we encourage radio advertising, especially if you can secure these as free public announcements. TV advertising is not particularly effective because there are just too many options for viewers, and it is very expensive. Therefore, we do not recommend that KPB pursue any TV ads. • Social Media. KPB and the cities should agree on some consistent messaging about voting by mail and provide that content on Facebook pages. In addition, use a single Twitter account to disseminate election messaging leading up to the election. A critical component to effective social media usage is being timely in responding to messaging, especially to comments that contain misinformation or questions. 2.3.2. Identify "Undeliverable" Voters Before the Election To give voters an extended opportunity to engage in voting, State law provides for a long process and time period before the State Division of Elections can "purge" or remove a voter from the voter registration database. During part of this period, many voters end up in a status of"UN" or"Undeliverable," which essentially means that the mailing address information in the State's database may no longer be valid for the voter because the mail has been returned to the State as "undeliverable." In addition, there are likely many other voters not yet identified as being undeliverable in the voter registration database but for whom the mailing address is no longer valid. Based on MOA's experience, the number of voters meeting one of these criteria within KPB could be upwards of 20% of registered voters14 In a poll-based election, the voter's status as undeliverable is less important as the voter is still eligible to vote and just shows up at the precinct. However, in a vote by mail election, mailing ballots to these undeliverable voters will increase costs as ballot packages that cannot be delivered are printed and mailed. KPB can reduce their printing and mailing costs by defining policies around who is mailed a ballot package in an election, as discussed in Section 2.2.1: Update Legislative and Administrative Rules to Support Vote by Mail. IMPORTANT. The vv ais would still t)e eligible to vote and may vote by requesting a ballot— these voters just wouldn't be mailed a ballot package initially as it would likely be returned by the Post Office. After appropriate verifications, KPB can meet a voter's request for a ballot by 14 MOA, which has more than 200,000 registered voters, has seen tens of thousands of "undeliverables" each year. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 14 Data 185 mailing it (to an updated mailing address) or by having the voter come into a Vote Center(refer to Section 2.5.2: Vote Centers). In combination with that policy, we recommend that KPB use a pre-election mailing to proactively identify voters who are undeliverable so that the State can update that information in the voter registration database before the KPB election cycle begins. With this process, KPB would mail all registered voters a "Notice of Election" postcard approximately 90 days prior to an election. The postcard provides information about the upcoming election and may include the residence address on file, as well as information about how voters can update their information with the State. Subject to agreement with the State, any postcards returned as "undeliverable" can be provided to the State, and the State updates its records to show these voters as being undeliverable15 Sending postcards does incur printing and mailing costs. However, postcards are much cheaper than ballot packages, so the savings from proactively identifying voters who will be undeliverable (and therefore not sending them a ballot package) should more than offset the postcard costs. In addition, since the postcards can be forwarded (unlike the ballot packages), they become a reminder to voters (for whom forwarding is still active) to update their information with the State, before the election. By taking steps to minimize the ballot packages sent to voters with known bad addresses, KPB will • Avoid wasting money on ballot packages that can't be delivered • Avoid putting ballots into the mail stream that won't be used (or might be the subject of illegal voting attempts by other persons at the address) • Avoid the administrative burden of processing, storing, and later destroying these undelivered ballots 2.3.3. Design Envelopes For a vote by mail election, KPB will need to design 3 envelopes: 1. Outer ballot package envelope 2. Ballot return envelope 3. Secrecy envelope or sleeve 15 To make it easier for the State, MOA developed a process in which they run returned postcards through the sorter and generate reports that show voter IDs as barcodes so the State can more quickly update their records. KPB will likely want to develop a similar process so that the State can make updates to their records quickly. KPB should coordinate with the State in advance to ensure the State has sufficient resources at the needed time. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 15 Data 186 KPB's current envelopes may not need significant design changes but should be reviewed. Both the outer ballot package envelope and the ballot return envelope must meet USPS Election Mail standards. The USPS has a group specifically authorized and trained to approve envelope designs. Most print vendors that do election mail are familiar with the standards and can help KPB meet the standards. The ballot return envelope design is especially important in communicating with the voter as well as in supporting envelope processing by election workers. This envelope should have the following features: • Text and color to identify it as KPB election mail. This helps the voters and the election workers to quickly identify the mail. Strategic placement of the color on the envelope helps election workers sort and properly orientate the mail for feeding into the sorter. • Text providing useful information to the voter, such as the deadline for the election (e.g., "Please return your ballot by 8 p.m. Election Day October 6, 2020") or other reminders. • Voter's name, which is helpful to election workers needing to look up a voter or find a particular envelope. • A unique identifier in a location and format that can be read by the sorter. This identifier is a number assigned to the voter that is specific to the election and is not used with any other voter or subsequent election. The identifier is often referred to as the ballot envelope ID and is typically printed as a barcode on the envelope. This ID number is scanned by the sorter system for use in tracking/verifying which voters have returned a ballot and in determining how to sort the envelopes (e.g., "good" envelopes sort into the appropriate bin; "bad" envelopes are out-sorted for further investigation by election staff). Note. t\PB wants to include "1 .jted"stickers in the ballot packages, these cat oe affixed to the secrecy envelope/sleeve for removal by the voter. Including this sticker will increase printing/mailing costs. 2.3.3.1. Inclusion and Security of Personal Identifiers on Ballot Return Envelopes A key element of vote by mail is ensuring the ballot returned was voted by the right person. Verifying this typically requires that the voter provide some "proof' of their identity. Currently, KPB requires the ballot return envelope for mailed ballots to have • At least one personal identifier, such as birthdate, voter ID, or last 4 of the Social Security Number • Voter's signature • The attesting signature of a qualified witness (KPB Code 4.120.010D) Of these, we recommend that KPB continue requiring the voter's signature, which would be verified against a set of known signatures for that voter. While having an attesting signature Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 16 Data 187 would provide an additional, reasonable assurance of the voter's identity, requiring this could disenfranchise voters who are unable to find a witness. We strongly discourage having personal identifiers included on the envelope, even if hidden by a flap on the envelope. We believe the risk of this information being stolen/misused outweighs the justification for requiring it16 We understand KPB is concerned about signatures being visible on the ballot return envelopes. A flap that covers the signature may be required (depending on the opinion of KPB's legal staff) or may be included to increase voter confidence. Note. If KPB chooses to continue requiring personal identifiers such as SSN or birthdate, having a flap becomes more critical—if not mandatory—because of the sensitivity of the information. While some jurisdictions use a flap, many do not", and having a flap adds expense that may not be justified. We recommend avoiding it, if possible, for the following reasons: • Additional printing costs. Larger closure flaps can be more expensive because they involve more paper content and, in some designs, more adhesive. • Additional costs for processing returned envelopes. Because mail sorter systems are designed to scan signatures as part of the sorting process, KPB would either have to manually remove the flaps prior to sorting or its sorter would have to have the hardware/software to remove the flap during processing. If doing it manually, KPB would need additional staff to support this effort. If done mechanically, the sorter cost will be higher (as a ballpark, likely more than $30,000, plus increased ongoing maintenance costs). In addition, requiring this functionality may limit which sorters meet KPB's requirements. The primary voter concern behind having the flap is that the voter's signature could be stolen while the envelope is in the mail stream and used for identity theft. While this is possible, we are not aware of any circumstance where it has happened, and the risk appears to be very low. For voters concerned about this, the best alternative is to use a secure drop box provided by KPB or to drop the envelope off at a Vote Center (refer to Section 2.6.1.2: Drop Boxes and Section 2.5.2: Vote Centers for more information). 2.3.3.2. Including Prepaid Postage on Ballot Return Envelopes The Election Stakeholders Group report contains a reference to "prepaid postage" for the ballot return envelopes. Having postage pre-paid is an obvious convenience for voters, some of whom 16 K&H, a major West Coast ballot package printer (and the vendor for MOA), serves about 20 million vote-by-mail voters. None of the jurisdictions they work with put SSN numbers or birthdate on the envelope. " K&H has less than 10% use a flap to hide signatures. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 17 Data 188 are in more remote locations where quickly getting postage is not as easy. However, in addition to the added expense to KPB, there may be some additional drawbacks. KPB currently supplies postage pre-paid envelopes for its 6 vote by mail precincts. We recommend this policy be changed in an area-wide vote by mail model. However, if KPB wants to explore providing pre-paid envelopes for the entire election, it should first have conversations with the USPS to see what its most current offerings are for election mail. Our current understanding is that not all postage pre-paid mail routinely gets a postmark. If a ballot's timeliness is dependent on a postmark (as it is under current Code), using prepaid postage increases the risk that some ballots will be rejected as untimely as the postmark may not be on some ballot return envelopes. In addition, we also understand that some types of postage pre-paid mail are not treated by USPS the same as first class priority mail, meaning this form of mail may be slower to go through USPS processes. This may also affect the timeliness of receipt by KPB, causing the rejection of some ballots. Given that the majority of voters wait until the final days of the election to submit their ballots, we recommend that KPB avoid mailing options that might both delay return and give no indication to election officials as to when the envelope was actually mailed. We recommend that voters provide their own postage or use the other available return options. 2.3.4. Obtain and Process Voter List Each election, the list of eligible voters is pulled from the State's voter registration database. This information changes frequently as new voters register, existing voters update their information (e.g., name, address, house district, precinct) or status (e.g., move out of state), or the State purges voters who haven't participated in many years. Under State statutes/regulations, voters can register or change their information up to 30 days before Election Day. Because this deadline is based on when the voter's update was postmarked, the State may receive timely updates for approximately 5 days after the deadline. Therefore, KPB will not have a final list of eligible voters until about 3 weeks before Election Day, right about the time that KPB likely wants to mail ballot packages to voters. This can create timing issues for printing and mailing ballot packages as the vendors will need more lead time. Therefore, KPB will need to work with the printing/mailing vendor to understand their deadlines for the voter list based on KPB's date for mailing ballot packages and the expected volume (and factor these into the deadlines defined in Code—refer to Section 2.2.1: Update Legislative and Administrative Rules to Support Vote by Mail). We also recommend that KPB coordinate with the State in advance in terms of • What voter data KPB needs in the file Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 18 Data 189 • The file type • Timing of the file(s) • Method for transferring the files (refer to Section 2.3.4.1: Transferring Voter Data) Note. As long as the format will set KPB's needs, it ,.l likely be easiest if KPB can use the same voter file definition as MOA. As an example of how the voter list process could work, the following table describes MOA's procedure at a high level (refer also to Section 2.2.4: Develop an Automated Method for Assigning Ballot Styles for a more detailed description of what is done). To meet the printing/mailing schedules and ensure all voters get ballots, MOA gets the voter list 3 times from the State for each election. #1 -2 weeks before printer's MOA runs the automated process to deadline for the initial file; assign ballot styles to each voter, which typically around the time produces a list of voters that is loaded to ballot designs are complete, the sorter. The sorter produces a list of as ballot styles must be eligible voters who will be mailed ballot known first packages, which is given to the printing vendor so they can begin preparing ballot packages. #2 -1-2 days before printer's MOA runs the automated process to deadline for the final file assign ballot styles to each voter, which (often 3-5 business days produces a list of voters that is loaded to before mailing) the sorter. The sorter produces • A list of information for new or changed voters since the original file • A list of"yanks" (i.e., voters in the original list who should no longer be mailed ballot package based on changes to the voter's record in the second State file) These lists are provided to the printing vendor, who finishes preparing ballot packages and mails them. Kenai Peninsula Borough, Vote by Mail Feasibility Study !NIA",Resource Page 19 Data 190 #3 —1 day before mailing date MOA runs the automated process to (this delivery also includes assign ballot styles to each voter, which reference signature files) produces a list of voters that is loaded to the sorter. The sorter produces the list of new/changed voters since the second State file. MOA prepares and mails ballot packages for these voters. How many State files KPB will need will depend on the printing/mailing vendor's requirements. In addition, KPB may choose to have the vendor do the final mailing instead of processing it internally, depending on the vendor's capacity and how quickly KPB wants those ballots mailed. If KPB uses a process similar to MOA's, we estimate the following staff time will be required for processing the State file (although this will vary based on number of ballot styles, number of new/changed voters, etc.): Preparing Ballot Style Polygons 15-30 hours N/A N/A (GIS staff and Election staff) Geocoding and assigning ballot styles 12-16 hours 6-10 hours 4-8 hours (Election staff) 2.3.4.1. Transferring Voter Data KPB will need a method to obtain the voter files and signature images from the State and to share voter information with the printer. The files will include confidential information—such as voter ID, date of birth—and must be transferred and stored securely. In addition, because timelines are often tight, data transfers largely need to be "same day" so current KPB's method of using a CD may no longer be sufficient. MOA currently has an SFTP site that is used for transferring data with the State, and MOA's printing/mailing vendor hosts an SFTP site used for exchanging data with them. For MOA, using SFTP for transferring reference signature files is getting more problematic with each election as the number of files increases each year, so it takes many hours to upload and download the .zip file containing them. KPB has about a quarter of the voters that MOA does, so KPB should have fewer difficulties. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 20 Data 191 4. Print and Mail Ballot Packages KPB already has a vendor for printing ballots and mailing its ballot packages to the absentee voters. However, KPB will need to determine whether it can expand the existing contract to include mailing to all eligible voters or whether it will need to go out to competitive bid. Assuming it can continue with the current contract, KPB will need to determine if the current vendor can meet the requirements, described below. Total estimated costs, at $42,000, are based on 50,000 packages at known pricing from one vendor". 2.4.1 . `Irint Ballots The vendor needs to be able to print more than 50,000 ballots capable of being scanned on KPB's ballot scanners, all in a short timeframe. ,wLc: Soma Election Manayc,i,ciit Sys ciii vcildors require that a printerbe certified to print ballots for use on their equipment. Ballots may be two-sided and of varying lengths. In addition, ballots may be serialized and have detachable stubs. The process is very similar to what is currently being done, but ballots generally need to be ready earlier than in the current poll-based elections. Ballots may cost around $.30 each.19 2.4.2. Print Envelopes The print vendor will need to be able to print both outer envelopes and ballot return envelopes, along with secrecy sleeves and any other inserts. Envelopes may include more than one color and will have both "static" information (e.g., instructions and KPB's return address) and variable information (e.g., voter name and address and the ballot package ID). The vendor has to print envelopes to minimum standards so that the envelopes are readable, especially the ballot package ID which needs to be read by a scanner on the sorter. Envelopes can be ordered and printed well before an election, as long as KPB or the printer has sufficient storage space. Estimated printing is approximately $.07 for each envelope (outer, return, secrecy) and $.02 for the "I voted" sticker. 2.4.3. Build Ballot Packages (Including Inserts) The print vendor needs to accurately manage the data provided by KPB and properly assemble the ballot packages so each voter gets exactly the right ballot, with the appropriate inserts. The 18 Prices will likely vary between vendors and also based on size of orders. 19 Our estimated total price used 1 ballot per voter. This does not account for the additional costs of ballots for city elections. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 21 Data 192 types of envelopes used can add other complexities. For example, if a windowed outer envelope is used, voter information is only printed on the ballot return envelope. However, if non-windowed envelopes are used, voter information must be printed on both the outer envelope and the ballot return envelope, meaning that the printer must ensure that the two envelopes within a ballot package are for the same voter. Because of some of the complexity around building the ballot packages, the print vendor needs to have a high level of quality control. In addition, the vendor must have sufficient on-site security during the entire period that ballots and voter data are at the printer's facilities. Finally, the vendor needs a well thought out and executable disaster recovery plan. Ballot package assembly is estimated at $.30 per package. 2.4.4. Mail Ballot Packages to Voters With a vote by mail election, there is an initial "mail drop" on a day designated by KPB in which ballot packages are put in the mail stream for all eligible voters (who meet any KPB criteria for being set a ballot package in this initial mailing). Note: 'Replacement"ballot packages may be subsequently sent to voters upon request. Refer to Section 2.4.5: Re-issue Ballot Packages (Temporary Addresses and Replacement Ballots) for additional information. Mailing costs will be depending on factors such as weight of the ballot package and how many are mailed. We estimate costs at approximately $.41 per piece, or$20,500 for 50,000 ballot packages. 2.4.5. Re-issue Ballot Packages (Temporary Addresses and Replacement Ballots) Throughout an election, voters may need • A ballot package mailed to a different address (e.g., voter is traveling or the voter's mailing address on file with the State is wrong and it's past the deadline for updating) • A replacement ballot mailed (e.g., previous one was not received, ballot was fouled in some manner, ballot was not mailed because the voter is designated as being "undeliverable" but the voter says the address is good) KPB will need to have processes in place for documenting and fulfilling these requests. As part of this, KPB will need to make decisions such as • Will KPB produce and mail the ballot packages or will the printing/mailing vendor do so? • At what point in time will KPB stop mailing ballot packages (i.e., because the package is unlikely to arrive before Election Day)? Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 22 Data 193 How temporary addresses and replacement ballots are handled will also be affected by the capabilities of the sorter solution that KPB selects. 2.4.6. City Participation If the cities want to participate with KPB in a vote by mail election, we recommend that KPB require that each voter is sent a single ballot package with appropriate city and Borough ballots for that voter. Having separate ballot packages (one for KPB and one for the city) will significantly increase complexity in managing the election while also increasing printing, mailing, and staffing costs. In addition, a requirement to have multiple ballot packages would likely limit which sorting solutions might work for KPB. As mentioned above, each ballot return envelope is labeled with a unique ID for the election, which helps ensure that a voter doesn't submit more than one ballot. Issuing multiple ballot packages for a single voter and having the sorter properly identify potential duplicates might not be supported in a feasible way by sorting systems. As an example, the MOA sorting solution only supports a voter having one active ID in an election, and once one ballot return envelope with that ID is received, any subsequent ballot return envelopes with that ID are out sorted as duplicates. With MOA's system, to support multiple ballot packages per voter, KPB would have to create multiple elections and then switch between them during processing (since only one election can be active at a given time). This would have the net result of multiplying the amount of effort required as it's the equivalent of having multiple simultaneous elections. Other potential problems with having multiple ballot packages per voter include the following: • Voters will make mistakes and put the wrong ballots in the wrong return envelopes, creating more work for election officials and more opportunity for errors. • Voters will return all the ballots in one of the two return envelopes, creating more work for election officials and more opportunity for errors. • Signatures would need to be adjudicated for each ballot return envelope, increasing the amount of time required. In addition, if one envelope is accepted and another gets flagged for a potential issue, it could cause voter anxiety and confusion. • All processes and systems—from the call center to Vote Centers to issuing replacement ballots—would have to support multiple ballot packages per voter, which is more complex and could ultimately lead to voter confusion. 2.5. Voter Support 2.5.1 . Call Center During an election, voters will have questions about many things, including the process, when they will receive their ballots, how to get a replacement ballot, whether their ballot has been Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 23 Data 194 received by KPB, etc. KPB should have a designated phone number for elections20, which is published in all media and communications. In the first year of vote by mail, plan to have 2 people staffing the Call Center. In subsequent elections, staffing can be reduced to one person or the operations could be absorbed by the Clerk's Office staff. The Call Center should open about 4 weeks before Election Day and, depending on call volume, remain open for a few days after Election Day. Center staff need to have good training and a readily available script on how to answer most questions, so that the messaging is consistent and accurate. The Call Center does need not elaborate equipment: desks, computers, and phones should be sufficient. Ideally, the KPB phone system already has calling features that are useful, such as a helpful customizable hold message, call rolling, and the option to leave a message. While talking with voters, Call Center staff must be able to look up information about the voter and whether that voter's ballot has been received, so they can answer inquiries. Whether ballot receipt information is real time (i.e., Call Center staff are connected to the sorter's database) or point-in-time (e.g., updated once per day with updates from the sorter) will depend on several factors, including physical space limitations, noise levels (sorters can be noisy), and the relative importance of having real-time information available. Note: Some sorter systems include functionality for allowing voters to look up online whether their ballots have been received. This functionality may have additional costs and require more security measures for the sorter system. If point-in-time information is sufficient and the Call Center is disconnected from the primary sorter, staff will need a tool for looking up voters21. This tool would need to get updated with information about processed ballot return envelopes on a regular basis. 2.5.2. Vote Centers Vote Centers provide a location for voters to go if they didn't receive a ballot, need a replacement ballot because they fouled their original ballot, need other assistance, or want to drop off a ballot. When a voter is given a ballot at a Vote Center, the voter is also given a secrecy sleeve and a ballot return envelope—just as the voter would have received with a mailed ballot package. The voter places the voted ballot in the secrecy sleeve and ballot return envelope, and it is processed on the sorter, just like ballots returned in drop boxes or in the mail. In addition, voted 20 There doesn't appear to be an election-specific phone number on the KPB election webpages, unless it is added/activated closer to each election. 21 MOA has a stand-alone Access database for use by the Call Center. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 24 Data 195 ballots printed by ADA-compliant machines available at each Vote Center will be placed in a ballot return envelope for processing, just like all other ballots. In order to support voters, Vote Centers must be able to • Verify whether a person is a registered voter in KPB (or whether the voter must vote a questioned ballot) • Identify the appropriate ballot style for the voter based on the voter's residential address • Provide the appropriate ballot to voters who request one, along with a secrecy sleeve and a ballot return envelope that includes the ballot envelope ID the sorter solution can read • Secure voted ballots until they are taken to the central processing location • Secure election materials While there is technology available that would allow Vote Centers to have access to real-time data from the centralized system, this increases security requirements and is not vital in Alaska, especially since voters must be registered 30 days in advance of Election Day (so voter information does not change). However, without real-time access, KPB will need to provide a static copy of the voter information at the Vote Centers. MOA has opted to do this type of offline model and has created a stand-alone Access database that is installed on each laptop used at Vote Centers. This Access database, which is loaded with voter data once at the beginning of the election, allows Vote Center staff to look up a voter, verify the voter's identity using personal identifiers, determine the appropriate ballot style, and print a barcode label that is placed on the ballot return envelope so that the sorter can identify the ballot return envelope as being for a particular voter. For the ballots, KPB can keep a preprinted stock of ballots (of a variety of styles) at the Vote Centers, with which styles and the number of each being based on the Vote Center location and likely demand for a particular ballot style in that location. In addition, KPB could use "ballot on demand" printers, which allows them to print a ballot of any style at the Vote Center. We recommend KPB have 5 Vote Centers, in the following locations: • Borough Office • Homer • Kenai • Seldovia • Seward Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 25 Data 196 Each Vote Center should have 2 Iaptops22 and 1 Dymo label printer. In addition, Vote Centers at the Borough Office, Homer, and Kenai should have an Okidata23 ballot printer. Note: KPB is planning on having one ADA compliant voting machine at each Vote Center. If these machines can be used by any voter, regardless of need, KPB may not need the Okidata printers for printing ballots on demand. Alternatively, KPB could discuss using MOA's Okidata printers, at least in the first year, to save some money and to see if both the printers and the ADA machines are needed, without actually buying printers outright. KPB may also want to have printed maps at the Vote Centers to assist in determining the appropriate ballot styles to those voters for whom this couldn't be identified when processing the voter list (refer to Section 2.2.4: Develop an Automated Method for Assigning Ballot Styles). Assuming KPB purchases new equipment for the Vote Centers, we estimate a total equipment cost of approximately $20,000, which includes some contingency for additional equipment such as tables, power cords/strips, secure boxes for voted ballots, miscellaneous supplies, etc. Vote Centers should open about a week prior to Election Day, although it may be useful to have one location (e.g., the Borough Office) open earlier to help voters who have special needs. On Election Day, Vote Centers should stay open until the election ends at 8:00 PM. Each Vote Center should have 3 staff members present (refer to Section 2.8: Staffing Requirements for estimated staffing costs). It may be possible for city officials to provide staffing for some of the Vote Centers. All staff working at a Vote Center should be trained at the same time to ensure that they have received consistent instructions. 2.6. Process Returned Envelopes 2.6.1 . Pick Up Returned Envelopes 2.6.1.1. Mail Pick-up KPB staff may already be familiar with the process for picking up mail from the Post Office, given its ongoing vote by mail program. 22 We recommend two, in case there is a failure on one. While laptops have the convenience of being more portable, KPB could substitute desktops with monitors, if desired or if it would save money. The computers can be relatively low end, with the exact requirements being determined by what tool KPB uses for workers to look up voters, etc. 23 There may be other, less expensive ballot-on-demand printers, but the Okidata printers are known to work well and are used by both the State and MOA. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 26 Data 197 Assuming USPS is not delivering to KPB and that KPB wants the election mail to be separate from other KPB mail, KPB should use a separate address only for election mail. USPS will then segregate this mail from other KPB mail. If pre-arranged, KPB can send a 2-person team to pick up election mail from USPS on a routine schedule. Note: KPB must provide the names of authorized individuals to USPS as they allow only named individuals to pick up mail. Especially if KPB gives voters an opportunity to "cure" their ballot return envelopes, KPB should pick up mail each day of the voting period, starting the day after ballot packages have been mailed and ending when KPB stops accepting ballot return envelopes (i.e., when envelopes are deemed "too late," even if they had been postmarked in time). 2.6.1.2. Drop Boxes Outdoor secure drop boxes are an important convenience for voters. If properly designed and located, they provide a great way for voters to easily return their ballots at any hour and, in some cases, without even having to get out of their vehicles. Locations and Property Owner Approval. Drop boxes should be placed in locations with good lighting, traffic flow that avoids congestion and accommodates persons with disabilities, routine snowplowing, and (when practical) security cameras. In larger jurisdictions, places like government offices, schools, and larger retail often have these features24. High schools work very well because they typically have all the needed features and (with certain exceptions) low traffic volumes over most of the day. When placing drop boxes, curbside locations are great because they can offer both walk-up and drive-up service, but KPB may want to avoid scenarios where the box is in a right of way it does not control. We suggest close consideration be given to placing drop boxes in the following locations: Anchor Point Anchor Point Senior Center (Mile .25 Milo Fritz Road) Homer Homer City Hall (491 E. Pioneer) or Homer High School Homer (east) Kachemak Community Center (59906 Bear Creek Drive) Nikiski Nikiski Middle/High School or Nikiski Pool 24 Based on MOA's experience, Post Offices are not willing to have drop boxes. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 27 Data 198 Ninilchik Kenai Peninsula Fair Grounds (16200 Sterling Highway) or Ninilchik School (15735 Sterling Hwy) City of Kenai Kenai City Hall (210 Fidalgo Ave.) or Kenai High School Seward Seward City Hall (5th and Adams) or Seward High School Borough Offices (144 N. Binkley Street) or Soldotna High School Soldotna (Vote: Soldotna should likely have two locations Sterling Funny River Community Center (35850 Pioneer Access) KPB must work with location owners early because the owners will want to have control over where the drop box is placed and will want to work out any liability concerns with KPB (these discussions will need to include the KPB risk manager). Resolving liability concerns is a little harder when dealing with private property owners (e.g., churches, retail locations) but is generally not a significant issue with government/school district locations. Sizing and Price. Boxes need to be sturdy and tamper proof, preferably anchored to the ground or so heavy as to be an unattractive target for theft. In locations where daily checks are not warranted, larger boxes, such as MOA has, may be a good choice. Assuming KPB purchases drop boxes from the same vendor and of the same style as MOA, each drop box would cost approximately $3,000-$3,500 each, plus shipping (which will be relatively high because of their size and weight). KPB could also place smaller, tabletop ballot boxes inside the various Borough and City Clerk Offices. Emptying Drop Boxes. How frequently KPB checks drop boxes will depend on the size of the box and the estimated number of voters who may use it. Most drop boxes should be checked at least once a day25 and have the ballots removed. Removing ballots daily minimizes the risk of damage from vandals and potential issues with ambient moisture. For security/chain of custody reasons, drop boxes should be checked by a team of 2, not unlike when transporting ballots to and from a polling location. A typical box can be checked, emptied, and re-sealed in approximately 5-10 minutes. 25 On Election Day, more heavily used drop boxes should be checked in the morning as well as at 8:00 PM when the election ends. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 28 Data 199 Note: Because checking drop boxes doesn't take long (other than travel time), a single team can check multiple drop boxes. However, on Election Day, all drop boxes need to be locked simultaneously at 8:00 PM. Therefore, at that time, KPB will need one team for each drop box. Where possible, ballots from drop boxes should be delivered to the Election Center for processing on the same day they are picked up. However, for more remote locations, daily delivery to the Election Center may not be practical, and ballots may be stored inside a secure facility, such as in the various city offices (Homer, Seldovia, Seward) until they can be transported to the Election Center. If KPB institutes a "cure opportunity" (refer to Section 2.6.4: "Cure" Ballot Return Envelopes), how timely envelopes are received at the Election Center becomes very important as KPB will want to identify issues and notify voters as quickly as possible. To support "curing," KPB may need to get creative, particularly for the locations located further away from the Election Center. For example, KPB could • Encourage voters to vote early so there is more time to cure. • Encourage voters to add their phone or email to the ballot return envelope so KPB can call them if there is an issue. Note: KPB would need to include places for this information when designing the ballot return envelope. • Contract with commercial services that can provide daily delivery. If this is done, the envelopes should be boxed and locked, with a tamper evident seal that includes a tracking code. 2.6.2. Scan and Sort Returned Envelopes Most election mail sorting is done in a two-step process. The first step validates the envelope, separating ineligible from eligible envelopes. Ineligible envelopes include those that • Are too damaged to be run through the sorter • Are something other than a return ballot envelope for this election • Have been voided • Are for a voter who has already returned a ballot (refer also to Section 2.6.2.1: Which Ballot Counts if a Voter Returns Multiple?) Note: Some sorters also include functionality that will out-sort envelopes that are too thick or too thin. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 29 Data 200 The eligible envelopes are those that are ready for signature verification (refer to Section 2.6.3: Verify Signatures for more information). After signature verification if complete, the second step sorts the verified envelopes based on those that have "good" signatures and those that were flagged as having an issue, such as no signature, no matching signature, or missing any other required information (witness, identifier, etc.). One option generally available with sorters is to have this second step sort the "good" envelopes by precinct. However, since KPB's new Election Management System can report results by precinct, sorting the envelopes by precinct is not required. A decision to simply sort to "good" bins would save on cost and configuration of the system as well as administration of the envelopes. Therefore, we recommend that KPB not sort envelopes by precinct. 2.6.2.1. Which Ballot Counts if a Voter Returns Multiple? Voting more than once in any election is, of course, illegal. However, although rare, it is not uncommon for a few voters in a vote by mail election to return than one ballot return envelope. Some very small percentage of this number might be a deliberate attempt at fraud, but most instances are voters who sincerely forget they have previously voted. Here are two common occurrences: • The voter is mailed a ballot but goes to a Vote Center and votes there. The voter also sends back the mailed ballot either before or after voting at the Vote Center. • The voter is mailed a ballot to their home address, but then travels and asks to be mailed a ballot at the temporary address. Occasionally, if the timing of when they are each location "works out," and the voter votes and returns both ballots. Mail sorter systems are designed to catch circumstances where the voter has attempted to vote twice, which is another reason for the unique ballot ID identifier on each ballot return envelope. However, each jurisdiction needs to decide which ballot counts if a voter returns multiple. We recommend that KPB set its rules to count the voter's first ballot return envelope received for the following reasons: • Timeliness of reporting results: With "first one counts," KPB can process envelopes and scan (but not tabulate) ballots prior to all ballot return envelopes being received. With a different rule, KPB would have to hold all envelopes until after the election closes (not knowing if a second one might come in), which would greatly delay results. • Discourage attempts to vote twice: Counting the first ballot received removes the incentive and greatly discourages voters from trying to vote again. • Simplifies explanations: "First one counts" is very easy to explain and for voters to understand. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 30 Data 201 If a voter returns more than one ballot, subsequent voting attempts should be reported to either the local police or State Troopers for investigation. In addition, we recommend sending a letter to the voter reminding them that they cannot legally vote twice. 2.6.2.2. Notifying External Entities of Who Has Voted KPB may want to produce a daily report that lists the voters for whom KPB has received a ballot return envelope, based on information from the sorter system. I ii16 iIiIY .,.: I i i I i I vvi � :&iui...:;. n't provide any Information about how the person voted. Candidates and issue groups often appreciate getting this information as they then know to no longer target voters who have already voted—and voters likely also appreciate getting fewer political ads and robocalls. If KPB provides this information, they will need to include the voter identifier that the State includes on the voter lists it distributes members of the public who request them. This identifier is different from the voter ID. 2.6.2.3. Securing Envelopes As mentioned in Section 2.2.3.2: Secure Storage, ballot return envelopes will need to be secured in the Records Center when not being actively processed. 2.6.3. Verify Signatures KPB may choose to verify signatures using • An automated process where the sorter software compares signatures • A manual process where election officials verify signatures, typically having 2 officials review each signature • A combination of the two Note: A decision on whether to use automated signature verification should be made when selecting a sorter solution to ensure that the sorter meets KPB's requirement- We recommend at least one signature review step be done by an election official, rather than leaving it entirely to the software. Doing signature verification entirely manually is also a viable alternative and may give voters a greater confidence in the process, knowing that each signature is being reviewed by two individuals. Many jurisdictions, including MCA and King Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 31 Data 202 County (WA)26, use such manual processes, where each signature is reviewed by two different election officials trained in signature verification. When manual verification is done, officials are trained each year in signature verification before the election. MOA's training is done by the Washington State Patrol (their version of the AK State Troopers), with the trainer coming to Anchorage each year. KPB could potentially participate in that training or bring the WSP official to KPB for training at a reduced cost, if they shared some of the travel expenses with MCA. However, the downside of this is the timing difference between MOA's election and KPB's election. 2.6.4. "Cure" Ballot Return Envelopes Sometimes there are issues with ballot return envelopes, such as the voter forgets to sign or to provide other required information or KPB cannot determine a signature match. We recommend that KPB implement a process in which voters are notified of these issues and given an opportunity to "cure" the problem, so that their ballots can be counted. Note. Based on MOA's and King County's e,, eriei-e, after the first election, only about 1% of votes cast require this "cure"process. The voter could be contacted by form letter, called, or emailed (if phone number or email are included on the ballot return envelope). Regardless of the contact method, KPB would explain the problem and give the voter a chance to fix it, as long as the voter responds before the deadline for curing. In order to avoid disenfranchising voters, we recommend voters be allowed to cure up to the day of the public session of canvas (currently the Monday following the election, KPB 4.90.020). For example, a voter who drops off a ballot on election night could expect to get a notification within a day or two and be able to respond prior to the deadline. When voters are allowed to "cure" their envelopes, it becomes increasing important that KPB pick up and process ballot return envelopes as quickly as possible so that notifications can be given to voters in a timely manner. The faster a voter is notified of an issue, the longer the period of time the voter has to resolve that issue so that the ballot can be counted. 2.6.5. Open Ballot Return Envelopes/Prepare Ballots for Scanning After ballot return envelopes have been successfully verified (i.e., are a "good" envelope on the second run through the sorter), the envelopes can be opened and the ballots removed. The process will likely be the same as KPB uses for its current vote by mail precincts. 26 A short video of King County's process is here: https://www.kingcounty.gov/depts/elections/education-and-outreach/take-a-tour.aspx Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 32 Data 203 Typically, the envelopes will be run through an envelope opening machine, which slices a thin strip off the envelope so that contents can be easily removed. Ballot return envelopes are then given in batches to 3-member envelope opening teams who 1. While keeping the envelope "face down" to hide the voter's name, remove the security sleeve (with the ballot inside) from the ballot return envelope, separating the ballot from the return ballot envelope. The return ballot envelopes are then set aside so that the ballot is no longer associated with any information that would identify which voter cast that ballot. 2. Separate the ballot from the security sleeve. 3. Open and flatten the ballot. If there are obvious potential issues with the ballot that would cause it to not be scanned, it can be set aside to be facsimiled. Envelope opening teams take steps to ensure that all envelopes have been emptied and that all ballots are accounted for. KPB will need to define the procedures that the opening teams will follow. Once this process is complete, ballots are ready to be scanned. KPB will need to securely store these ballots in their main office. We are anticipating a conference room will be "re-keyed" during the election and used for secure storage. 2.6.5.1. Timing of Scanning Ballots As mentioned earlier, KPB will need to decide when to scan ballots. Note that this is just scanning them—tabulation of results should never be done until after the election closes at 8:00 PM on Election Day. While KPB could wait to scan ballots until after 8:00 PM on Election Day, this will delay delivery of results as it will take time to scan the ballots. Therefore, we recommend that KPB define how far in advance scanning can begin. This timing varies by jurisdiction, with some allowing it to begin only the day before or on Election Day. We recommend that KPB allow scanning to begin at least a couple days before Election Day to give greater flexibility in staff assignments. 2.7. Store Election Records 2.7.1 . Providing Election Information to the State When an election is complete, KPB will need to provide the State with the following information: • Which voters returned a ballot • Signature images from the ballot return envelopes of voters whose signatures were verified Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 33 Data 204 Providing the State with the signature images will help build the reference signature library for KPB voters. For these files, KPB will need to provide the images as TIFF, and the files will need to be named with the voter ID. 2.7.2. Dispose of Records In a vote by mail election, KPB will have more election records to dispose. These will include the return ballot envelopes as well as the electronic records from the sorter system and other tools used during the election. KPB will need to update their procedures to ensure that all appropriate information is disposed of. 2.8. Staffing Requirements KPB currently hires approximately 130 people during an election cycle in order to staff all of its polling locations. In a vote by mail election, the number of staff required will be substantially lower. Peak staffing levels will start about a week before Election Day, around the time Vote Centers open, drop boxes are being checked, envelopes are being processed, and ballots scanned (but not tabulated!). The table below shows what peak staffing might look like, with the following caveats: • Choices KPB makes will affect actual numbers. • Clerk's Office staff for KPB and the cities are not considered in the counts; various Clerk's Office staff may fill some of these roles, reducing the count. • The table shows counts by functions, but many people can perform more than one function, flexing from one position to another within a day, depending on the volume of envelopes and ballots to process on that day. Therefore, the table's counts do not equate to total number of people required. As an example of staff flexing, a 2-member team picks up the mail from USPS and checks the drop boxes in the Kenai/Soldotna area, then sorts and runs those envelopes through the sorter. Meanwhile, another 2-member team performs signature verification on the previous day's envelopes and then moves on to an envelope opening team. Location/Function Total Time 27 CoSt28 Vote Centers (5 centers, 3 people each) 15 1 week + 1 hour $8,610 training Drop Box Team 2 2 hours/day for 3 $840 weeks 27 8 hour days, 5 days a week, unless otherwise specified 28 Based on $14 per hour Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 34 Data 205 Election Center Envelope Sorter Process 2 3 weeks $3,360 Signature Verification 3 3 weeks $5,040 Review and Resolution 1 3 weeks $1,680 Envelope Opening Teams (2 teams, 3 people 6 1 week $3,360 each) Call Center 2 4 weeks $4,480 Ballot Scanning and Adjudication 2 1 week $1,120 Total 33 $28,490.00 In addition, for at least 3-4 months before the first vote by mail election is started, KPB should have a staff member dedicated to preparing KPB for vote by mail. This individual would preferably be experienced in elections and also have a high proficiency with and lack of fear in using software and computers. This individual would spearhead a lot of the vote by mail implementation and would be doing tasks such as the following: • Working with vendors • Learning to be a "super user" on acquired equipment and software • Being involved in user acceptance testing on the equipment and software • Creating templates and drafting letters, sheets, and other documentation in Word, Excel, etc. for use by election officials • Coordinating staffing schedules • Helping with ordering supplies • Completing other sundry things that are needed when launching vote by mail 3.0 Summary of Estimated Costs Below are the estimated costs as described in this Study. These may not be all costs and actual costs may vary greatly depending on choices KPB makes and market rates at the time. For example, KPB staff time (Clerk's office, GIS staff) associated with the election are not included but, especially in the first vote by mail election, the hours will be substantially higher than would be required in a normal election and may require that KPB hire additional staff or contract work out. In addition, these estimates assume that KPB will leverage custom tools that MOA had built and that most of these will not require changes for KPB. Beyond the general "miscellaneous" costs that will come with setting up a new process, KPB may wish to hire a project manager for the project and be sure to have adequate staffing levels in its own GIS department and Clerk's Office. These costs would be modified by any use of Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 35 Data 206 current resources, as well as by the results of competitive bidding and decisions about the timing, structure, and requirements adopted to implement vote by mail. udy Section Recurring Mail Sorter and First Year Licensing 2.2.2 $150,000 $30,000 Alarms/Cameras 2.2.3.1 $10,000 Records Center cage 2.2.3.2 $3,000 GIS enhancements 2.2.4.2 $6,000 Pollbook scanning 2.2.5 $3,000 Education and Outreach 2.3.1 $15,000 $3,000 Postcard (Undeliverables) — printing & 2 3.2 $4,000 $4,000 mailing Ballot package set up, printing, assembly, 2.4 $42,000 $42,000 and Q/A "I voted" sticker 2.4.2 $1,000 $1,000 Ballot package postage 2.4.4 $20,500 $20,500 Vote Center equipment 2.5.2 $20,000 Drop Boxes 2.6.1.2 $35,000 Temporary Election Workers 2.8 $28,490 $28,490 Total $337,990 $128,990 One measure of cost comparison can be the cost per voter, focusing on the number of voters who actually cast ballots. If we assume the KPB approved budget for elections includes all costs (which we acknowledge does not include the cities), then the cost per voter, using 2019 budget and turnout, is $10.72 per voter ($113,910/10,622 voters). If you assume a vote by mail election increases voter participation, using the percent increase in turnout between the last MOA poll-based election and its most recent vote by mail election29, the estimated cost per voter may be determined as follows: • MOA 2017 - 49,370 ballots cast for a 23.2% turnout • MOA 2020 - 71,268 ballots cast for a 30.68% turnout • (21,898 /49,370) x100 = 44.4% increase • 10,622 x 44.4% = 4,716 potential "new KPB voters, for an estimated turnout of 15,338 29 Using unofficial results as of April 15, 2020. These years are an "apples-to-apples" comparison as both years were Assembly election years for MOA. Year with mayoral elections usually have a higher turnout. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 36 Data 207 Our estimate of$128,990 in recurring costs divided by the 15,338 voters equals $8.41 per voter, a potential reduction of$2.31 per vote cast. 3. 1 . Assistive Technology Cost Comparison KPB is currently subject to an agreement with the State of Alaska Commission for Human Rights, which requires KPB to explore and implement options for providing assistive technology to visually impaired voters. One option is to implement voting by mail, along with providing ADA compliant voting machines in Voting Centers. Another option is to buy or lease these ADA voting machines for every polling location. Both options require purchasing a new centralized ballot tabulation system that supports the ADA machines. The following table compares the estimated costs associated with these two options. Note: NUN macmnesisortware costs are based on jury July vendor quote. Actual costs may be different. Poll-BasedVote By Mail Estimated 1st year Election Cost $337,99030 $113,91031 Add 5 ADA machines\software for $197,804 $0 Voting Centers Add 30 ADA machines\software for polling locations $0 $337,144 Total $535,794 $451,05432 3.2. Total Recurring Cost Estimate Year 2 Vote by Mail Poll-Based Recurring $128,990 $113,910 Annual ADA hardware/software $27,580 $36,640 licensing and warranty Totals $156,570 $150,550 30 Estimated "year one" vote by mail cost (see above for breakdown and caveats) 31 KPB 2019 election budget 32 Subsequent year costs are approximately $8,712 higher for poll-based voting for the licensing and warranty on the 24 additional ADA machines. Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 37 Data 208 Appendix A : Sample Layout of Records Center Public Entrance Check in Curtain Public viewing area ---------------------------- Stanchions Ballot Envelope Processing Area Kenai Peninsula Borough, Vote by Mail Feasibility Study Resource Page 38 Data 209 DocuSign Envelope ID:E8382BBF-CFEO-48EB-BF33-FE4F783D5D25 Kenai Peninsula Borough Office of the Borough Clerk MEMORANDUM TO: Kelly Cooper, Assembly President Members, Kenai Peninsula Borough Assembly THRU: Tyson Cox, Willy Dunne, and Brent Hibbert A \ 7r-, C FROM: Johni Blankenship, Borough Clerk �� � � /„�_ W /a , DATE: April 23, 2020 RE: Ordinance 2020-_1, Amending KPB Title 4 Regarding Borough Elections to Provide for Vote by Mail Elections, for More Time Between a Regular Election and a Run-Off Election, and to Remove Proposition Statements (Cox, Dunne, Hibbert) In 2018, the Kenai Peninsula Borough entered into a conciliation agreement with the Alaska Human Rights Commission which specified that the borough would have an ADA compliant election process in place by the end of 2020.The Election Stakeholders Group was formed in response to the case before the Alaska Human Rights Commission. Resolution 2019-047 "Adopted Joint Resolution No. 2019-001 of the Assembly of the Kenai Peninsula Borough and Councils of the Cities of Homer, Kachemak, Kenai, Seldovia, Seward and Soldotna, Recognizing the Recommendations of the Kenai Peninsula Borough's Election Stakeholders Group and Directing Staff to Explore Implementation of the Recommendations" was adopted by the Assembly on September 3, 2019. On December 27, 2019, the clerk's office entered into a contract with Resource Data to prepare a feasibility study and cost analysis for Vote by Mail System (VBMS) implementation and operation. Resource Data's final feasibility study states, in section 2.1 . Overall Assessment - Based on our review we believe that KPB will be able to successfully transition to area-wide vote by mail elections. This ordinance seeks to codify and therefore implement the following recommendations of the Election Stakeholders Group: #1 Vote by Mail Hybrid, #4 Voter Pamphlet, and #b - Statements Advocating for Approval or Rejection of Propositions as well the recommendations provided by Resource Data's feasibility study. Your consideration is appreciated. 210 Introduced by: Cox,Dunne,Hibbert Date: 05/05/20 Hearing: 06/20/20 Action: Vote: KENAI PENINSULA BOROUGH ORDINANCE 2020-24 AN ORDINANCE AMENDING KPB TITLE 4 REGARDING BOROUGH ELECTIONS TO PROVIDE FOR VOTE BY MAIL ELECTIONS,FOR MORE TIME BETWEEN A REGULAR ELECTION AND A RUN-OFF ELECTION,AND TO REMOVE PROPOSITION STATEMENTS WHEREAS, state statutes provide that the local governing body establish the procedures governing local elections; and WHEREAS, the remote nature of areas of the borough would make voting by mail more efficient, convenient, and less complicated; and WHEREAS, jurisdictions that have instituted vote-by-mail have experienced increased voter participation; and WHEREAS, recruiting, training and retaining election officials has been an ongoing challenge; and WHEREAS, by mail elections can be conducted with fewer election officials than in person voting; and WHEREAS, the Kenai Peninsula Borough entered into a conciliation agreement with the Alaska Human Rights Commission which specified that the borough would have an ADA compliant election process in place by the end of 2020; and WHEREAS, the Kenai Peninsula Borough Assembly established the Election Stakeholders Group ("ESG") through the direction and adoption of Resolution 2019-006, which included community members and members from many local governments in the borough, researched ways to increase voter participation by developing sustainable election processes that maximize accessibility and inclusivity; and WHEREAS, after holding many public meetings throughout 2019 the ESG issued a final report with six specific recommendations regarding potential changes to borough code and election processes which are intended to achieve guiding principles initially adopted by the ESG; and WHEREAS, recommendation number 1 of the ESG was for the borough assembly to transition the election process from the current polling site structure to a vote by mail hybrid structure (VBMS); and Kenai Peninsula Borough,Alaska New Text Underlined; [DELETED TEXT BRACKETED] Ordinance 2020-24 Page 1 of 20 211 WHEREAS, recommendation number 6 of the ESG is that the assembly amend KPB 4.10.110 by deleting Section B which provides for the inclusion of statements advocating voter approval or rejection of propositions in the voter pamphlet; and WHEREAS, in the event of a run-off election, KPB 4.10.050 is amended to provide for an extra week between the regular election and the run-off election to allow more time for the clerk's office to get ballot packages out to ensure receipt by the voter and return receipt by the borough; and WHEREAS, recent catastrophic events including disaster declarations related to local floods, fires and a global public health pandemic reinforce the need to implement a VBMS election process that would allow for greater flexibility and voter participating when events make it impractical or impossible to vote at a traditional polling site; and WHEREAS, in response to the current statewide emergency disaster, Governor Dunleavy signed Senate Bill 241 in to law which, among other things, authorizes elections to be conducted by mail during the emergency disaster; NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KENAI PENINSULA BOROUGH: SECTION 1. That KPB 4.10.020 is hereby amended as follows: 4.10.020. Definitions. In this title, unless the context otherwise requires: [A.] "Borough election" means any election: 1. To fill a borough office; 2. Upon a proposition submitted to the voters under the ordinances of the borough; or 3. That the borough is required by law to administer. [B.] "Borough office" means an elective office under the ordinances of the borough. [C.] "Clerk" means the clerk of the borough, any properly authorized assistant or designee. [D.] "Day" means a calendar day including Saturday, Sunday and holidays. Ordinance 2020-25 New Text Underlined; [DELETED TEXT BRACKETED] Kenai Peninsula Borough,Alaska Page 2 of 20 212 [E.] "Election" includes a regular, special or run-off borough election. [F.] "Election official" means the clerk and members of all election boards. [G. RESERVED.] [H.] "Election supervisor" means the clerk. J] "Oath" includes affirmation on penalty of perjury. [J.] "Precinct" means the geographical area for voting purposes that is defined by the Alaska State Legislature. [K.] "Proposition" includes question. [L.] "Publication" means a newspaper of general circulation or posting in public places. [M.] "Qualified voter" means any person who has the qualifications required by this chapter and is not disqualified under Article V of the Alaska State Constitution. [O.] "Regular election" means a general election to fill borough offices as required by Alaska Statutes. [P.] "Registration" or "registered" refers to the form of registration required by the state election code. For borough elections, a person is registered if registered to vote in state elections in the precinct in which that person seeks to vote 30 days prior to the borough election. [Q.] "Signature" includes any mark intended as a signature or subscription. [R] "Special election" means any election held at a time other than when a regular election is held. [S] "Swear" includes "Affirm". [T] "Total votes cast" means the total number of votes cast in each seat for candidates whose names are printed on the ballot plus votes properly cast for the same seat in the write-in position(s) of the ballot. Ballots which are counted as blank votes in a particular race and ballots which are counted as over votes in a particular race shall not be added into the total votes in determining the percentage of votes cast. "Vote center" means any location designated by the clerk for the purpose of providing voter assistance that is not solely for casting votes for a Kenai Peninsula Borough,Alaska New Text Underlined; [DELETED TEXT BRACKETED] Ordinance 2020-24 Page 3 of 20 213 specific precinct. [U.] "Voter" means any person who presents himself for the purpose of registering to vote or voting, either in person or by absentee application or ballot. SECTION 2. That KPB 4.10.050(C) is hereby amended as follows: 4.10.050. Election times. C. Time of Run-off Election. When a run-off election is required by law, the election shall be held on the [ d]fourth Tuesday following the regular election or within [-2]3 weeks after certification of the results of the regular election. The run-off election shall not be considered a special election within the meaning of AS 29.71.800(21). SECTION 3. That KPB 4.10.060 is hereby amended as follows: 4.10.060. Notice of elections. A. The election supervisor shall publish a notice of each election at least twice in one or more newspapers of general circulation in the borough. The election supervisor shall also post such a notice in two conspicuous places in each precinct. The first such publication, and the posting in each precinct, shall be accomplished at least 20 days prior to a regular election or at least 20 days before a special election. B. Each notice of election shall include: 1. The type of election, whether regular, special or run-off, 2. The date of the election; 3. The notice of election shall state that the election is to be conducted by mail and that there will be no precinct polling places open for the election on election day. 4[3]. The hours the [ems] vote centers will be open and locations; 5[4]. The offices to which candidates are to be elected; 6[5]. The subjects of propositions to be voted upon; 7[6]. Voter qualifications and instructions for registration; 8[7]. Instructions for application for absentee voting; Ordinance 2020-25 New Text Underlined; [DELETED TEXT BRACKETED] Kenai Peninsula Borough,Alaska Page 4 of 20 214 C. For run-off elections, the notice of the locations of the .,�S] vote centers may be included or separate from the notice of the election and publication shall be made at least once, no later than 5 days prior to the run-off election. The notice of election shall be posted at 2 places within each precinct. SECTION 4. That KPB 4.10.110 is hereby amended as follows: 4.10.110. Informational brochures for ballot propositions. A. 21 days prior to each regular or special election the clerk shall prepare a brochure containing information approved by the assembly of a strictly factual nature pertaining to each proposition on the ballot to be included in the ballot package. The clerk shall prepare instructions explaining to voters how to mark ballots, and how to obtain new ballots to replace those destroyed or spoiled, and how to return the ballots. SECTION 5. That KPB 4.10.120 is hereby amended as follows: 4.10.120. Election supplies and equipment. A. The clerk may contract for the provision of specialized election materials and supplies without obtaining competitive bids. These specialized materials and supplies shall include, but not be limited to, the official borough voter pamphlet, election envelopes for absentee and questioned voting, election signs, election software, computer equipment and voting booths SECTION 6. That KPB 4.10.130 is hereby amended as follows: 4.10.130. Election expenses. A. The borough shall pay all necessary expenses relating to the conduct of each borough election except as provided below for service area special elections. Special elections held at the request of a service area and for the primary benefit of the residents of that service area shall be paid for by the service area requesting the special election. Necessary expenses shall include those associated with conducting the election. B. The borough or the service area as applicable shall pay each election board member and canvass board member an hourly rate for time spent at his election duties, including the receiving of instructions and posting of notices. The election supervisor shall set the hourly compensation to be Kenai Peninsula Borough,Alaska New Text Underlined; [DELETED TEXT BRACKETED] Ordinance 2020-24 Page 5 of 20 215 paid for time spent by election officials at a rate comparable to that paid by the state for state elections. The clerk shall retain a record for auditing and payment of election expenses, including the cost of giving notice, renting vote centers, paying election officials, securing ballot receiving sites, booths and other election necessities. SECTION 7. That KPB 4.10.140 is hereby amended as follows: 4.10.140. Preservation of election ballots, papers and materials. The clerk shall preserve all precinct election certificates, tallies, and registers, receipts for ballots, all voted ballots and declarations of candidacy filed for one month after the election is certified, unless the election is contested. If the election is contested these records shall be preserved for one month after the election contest is resolved and the election is certified. These materials may be destroyed after their retention period has lapsed unless their destruction is stayed by an order of the court. Certificates of the canvass board are to be preserved as permanent records. SECTION 8. That KPB 4.20.010 is hereby amended as follows: 4.20.010. Voter qualifications. A. A person is qualified to vote in borough-wide elections who: 1. is a citizen of the United States; 2. is at least 18 years old; 3. has been a resident of the borough and the precinct in which the voter is qualified to vote as provided by the state election code and this chapter; 4. is registered to vote as required by the state election code in state elections at least 30 days before any election; 5. is registered to vote in state elections at a residence address within the borough at least 30 days before the borough election at which the person seeks to vote. B. A person that meets the requirements of Section 4.20.010(A) and has been a resident of the assembly district in which the individual seeks to vote for at least 30 days immediately preceding the election is qualified to vote in assembly elections. C. A person that meets the requirements of Section 4.20.010(A) and has been a resident of the service area in which the individual seeks to vote for at Ordinance 2020-25 New Text Underlined; [DELETED TEXT BRACKETED] Kenai Peninsula Borough,Alaska Page 6 of 20 216 least 30 days immediately preceding the election is qualified to vote in a service are election. SECTION 9. That KPB 4.20.020 is hereby amended as follows: 4.20.020. Rules for determining residence of voter. For the purpose of determining residence for voting, the place of residence is governed by the following rules: A. The residence of a person is that place in which habitation is fixed, and to which, whenever absent the person has an intention to return. If a person resides in one place but does business in another, the former is the person's place of residence. Temporary camps do not constitute a dwelling place. B. A change of residence is made only by the act of removal joined with the intent to remain in another place. There can only be one residence. C. A person does not gain or lose residence solely by reason ofpresence while employed in the service of the United States or of this state, or while a student of an institution or asylum at public expense, or while confined in a public prison or while residing upon an Indian or military reservation, or while residing at the Alaska Pioneers Home. D. No member of the armed forces of the United States, or that individual's spouse or a dependent, is a resident of this state solely by reason of being stationed in the state. E. A person does not loseresidence for purposes of this section if the individual travels to another country, state, or place within this state for temporary purposes only. F. A person does not gain residence without a present intent to establish a permanent dwelling there. G. A person who votes in an election held in another state loses residence in this state, unless upon return that person reestablishes residence in this state under the provisions of this chapter and state law. H. The term of residence is computed by including the day on which the person's residence commences and by excluding the day of the election. SECTION 10. That KPB 4.20.030 is hereby amended as follows: 4.20.030. Registration. Kenai Peninsula Borough,Alaska New Text Underlined; [DELETED TEXT BRACKETED] Ordinance 2020-24 Page 7 of 20 217 [A.] Only a qualified voter under the Alaska State Constitution and laws of Alaska,as prescribed by this chapter, who has registered as required by the state election code and KPB 4.20.010 may vote in an election. SECTION 11. That KPB 4.30.030 is hereby amended as follows: 4.30.030. Public official financial disclosure statements. A. Candidates for elective borough office shall file a public official financial disclosure statement with the clerk as required by the provisions of AS 39.50 at the time of filing a declaration of candidacy. The name of the candidate shall be placed on the ballot by the clerk only after the candidate has complied with this requirement. This subsection does not apply to candidates for service area boards. Declared write-in candidates shall file a public official financial disclosure statement with the clerk as required by the provisions of AS 39.50 at the time of filing a declaration of candidacy. B. Each candidate also shall file the name and address of the campaign treasurer with the Alaska Public Offices Commission no later than 7 days after the date of filing for office. The name of the candidate shall be placed on the ballot by the clerk only after the candidate has complied with this requirement. SECTION 12. That KPB 4.40.020 is hereby amended as follows: 4.40.020. Preparation and distribution. A. The clerk shall obtain the printing of all ballots for borough elections. The clerk shall possess the printed ballots at least [43]21 days before each regular election and at least 1a9] days before each special and run-off election. At that time, the ballots may be inspected by any candidate whose name is on the ballot, or by his authorized agent, and any discovered mistake shall be corrected immediately. B. The clerk may contract for the preparation and printing of the ballots without obtaining competitive bids. SECTION 13. That KPB 4.40.030 is hereby amended as follows: 4.40.030. Sample ballots The clerk shall obtain the printing of sample ballots. Sample ballots shall be clearly labeled "Sample Ballot." Sample ballots shall be made available at vote centers. Ordinance 2020-25 New Text Underlined; [DELETED TEXT BRACKETED] Kenai Peninsula Borough,Alaska Page 8 of 20 218 SECTION 14. That KPB 4.50 is hereby amended as follows: CHAPTER 4.50. ELECTIONS BY MAIL 4.50.010. Election officials. A. Before each election, the clerk, subject to approval by the assembly, shall appoint election officials. B[C]. If any appointed election official is not able or refuses to serve, the clerk may appoint a replacement for that official. C[E]. All election officials before entering upon their duties must subscribe to the oath required of all public officers by the Constitution of the State of Alaska in the manner prescribed by the clerk. D[F]. Candidates shall not serve as election officials. Certain familial relationships may not exist between a candidate andan election officialin regular, run-off or special elections. Those familial relationships are: 1. Mother, mother-in-law, stepmother; 2. Father, father-in-law, stepfather; 3. Sister, sister-in-law, stepsister; 4. Brother, brother-in-law, stepbrother; 5. Spouse; or 6. Person sharing the same living quarters. E[G]. If the clerk knows or learns that any of these relationships exist, the election official shall be notified and replaced. 4.50.015. By-mail precincts. A. All Precincts within the Kenai Peninsula Borough shall be designated as "by-mail"precincts. The procedures shall be as follows: 1. that ballots shall be sent to each registered voter in the precinct on or before the [15th]21st day prior to the regular election and 15th day prior to a run-off election; and Kenai Peninsula Borough,Alaska New Text Underlined; [DELETED TEXT BRACKETED] Ordinance 2020-24 Page 9 of 20 219 2. that voted ballots must be postmarked on or before midnight of election day and received by the clerk no later than the Tuesday following the election. B. Voters wishing to vote in person may do so at any designated vote center. 4.50.025. Procedures for conducting elections by mail. A. The clerk shall mail by non-forwardable mail an official ballot package with a return identification envelope addressed to the Clerk's Office and a secrecy sleeve. The ballot, return envelope, and secrecy envelope shall be mailed no later than the 21st day before the date of a regular or special election and no later than the 15th day before the date of a runoff election. The ballot shall be sent to the address stated on the official registration list unless 1. the voter has notified the clerk in writing of a different address to which the ballot should be sent; or 2. the address on the official registration list has been identified as being an undeliverable (UN) address or is in the condition of purge notice (PN). B. On receipt of any ballot described in this section, the voter shall mark the ballot, sign the return identification envelope suplied with the ballot, and comply with the instructions provided with the ballot. The voter may return the marked ballot to the Clerk's Office by return mail or by depositing the ballot at any of deposit designated by the clerk. The ballot must be returned in the identified envelope. A ballot must be received by the clerk or at a place of deposit designated by the clerk, not later than the end of the period determined under regulations established by the clerk. SECTION 15. That KPB 4.70.020, .030, 040 .070 are hereby amended and KPB 4.70.100 is hereby deleted as follows: 4.70. BALLOT COUNTING PROCEDURES 4.70.020. Commencement of ballot count. Upon receipt of voted ballot packages the election official will verify that the voter has provides at least one identifier, signed the envelope and that the signature has been witnessed. If the ballot package is complete and valid the package will be sorted by precinct and the ballot and identifying envelope will be separated. The ballot will proceed to be scanned and counted. The unofficial results will not be tallied until the end Ordinance 2020-25 New Text Underlined; [DELETED TEXT BRACKETED] Kenai Peninsula Borough,Alaska Page 10 of 20 220 of the designated election period. 4.70.030. General procedure for ballot count. [A.] The election supervisor may issue rules prescribing the manner in which the precinct ballot count is accomplished so as to assure accuracy in the count and to expedite the process. The election board shall account for all ballots by completing a ballot statement containing (1) the number of official ballots received; (2) the number of official ballots voted; (3) the number of official ballots spoiled; (4) the number of official ballots unused and destroyed. [THE BOARD SHALL COUNT THE NUMBER OF QUESTIONED BALLOTS AND SHALL COMPARE THAT NUMBER TO THE NUMBER OF QUESTIONED VOTERS IN THE REGISTER.] Discrepancies shall be noted and the numbers included in the certificate prescribed by the [ELECTION SUPERVISOR]clerk. When hand counting ballots, the election [BOARD] official shall count the ballots in a manner that allows watchers to see the ballots when opened and read. No person handling the ballot after it has been taken from the ballot box and before it is placed in the envelope for mailing may have a marking device in hand or remove a ballot from the immediate vicinity [OF THE POLLS]. 4.70.040. Rules for counting hand-marked ballots. A. The election officials shall count hand-marked ballots according to the following rules: 1. A voter may mark his ballot with a cross mark, "X" mark, diagonal, horizontal or vertical mark, solid mark, star, circle, asterisk, check or plus sign using the marking device provided at the [POLLING PLACE] vote center or with any black-inked marker. The marks will be counted only if they are clearly spaced in the square opposite the name of the candidate the voter desires to designate. 2. A failure to properly mark a ballot as to one or more candidates does not itself invalidate the entire ballot. 3. If a voter marks fewer names than there are persons to be elected to the office, a vote shall be counted for each candidate properly marked. 4. If a voter marks more names than there are persons to be elected to the office, the votes for candidates for that office shall not be counted. 5. The mark specified in subsection I of this section shall be counted Kenai Peninsula Borough,Alaska New Text Underlined; [DELETED TEXT BRACKETED] Ordinance 2020-24 Page 11 of 20 221 only if it is substantially inside the square provided, or touching the square so as to indicate clearly that the voter intended the particular square marked. 6. Improper marks on the ballot shall not be counted and shall not invalidate marks for candidates properly marked. 7. An erasure or correction invalidates only that section of the ballot in which it appears. B. The rules set out in this section are mandatory and there shall be no exceptions to them. A ballot may not be counted unless marked in compliance with these rules. 4.70.070. Tally of votes. [A.] Tally of votes cast by paper ballots. The clerk shall issue instructions and shall provide forms and supplies for the tally of votes cast by paper ballot so as to assure accuracy and to expedite the process. The election board shall canvass and count the votes according to the rules for determining marks on ballots prescribed in KPB 4.70.040. The election board shall canvass the ballots in a manner that allows watchers to see the ballots when opened and read. No person handling the ballot after it has been taken from the ballot box and before it is placed in the envelope for delivery to the election supervisor may remove a ballot from the immediate vicinity of the polls or have a marking device in hand. SECTION 16. That the KPB 4.80 title and sections 4.80.030, .060, .080, .095, are hereby amended, and sections 4.80.120, .130, .140 and .150 are hereby enacted as follows: 4.80. ABSENTEE AND VOTE CENTER VOTING 4.80.030. -Eligibility. Any qualified voter may vote at a vote center for the precinct in which [HE] the voter resides and is registered if the voter was unable to vote by mail whether inside the borough or not. 4.80.060. [ABSENTEE]Vote center voting—In person. A. A qualified voter may apply in person for an absentee ballot at the office of the clerk during regular office hours, or the voter may apply to the nearest city clerk's office or [ABSENTEE VOTING]election official [IN HIS AREA ]during regular office hours. Ordinance 2020-25 New Text Underlined; [DELETED TEXT BRACKETED] Kenai Peninsula Borough,Alaska Page 12 of 20 222 B. On receipt of an application in person for an absentee ballot and exhibition of proof of identification as required in this title, the [CLERK]election official shall issue the ballot to the applicant. C. The voter shall proceed to mark the ballot in secret, to place the ballot in the small envelope, to place the small envelope in the larger envelope in the presence of the election official who shall sign as attesting official and date [HIS ]of the signature. The election official shall then accept the ballot. D. The election official may not accept a marked ballot that has been exhibited by an absentee voter with intent to influence other voters. If the [ABSENTEE] voter improperly marks or otherwise damages a ballot, the voter may request, and the election official shall provide [HIM]the voter with another ballot up to a maximum of three. Exhibited, improperly marked, or damaged ballots shall be destroyed. The numbers of all ballots destroyed shall be noted on the ballot statement. E. Each [ABSENTEE VOTING]election official shall keep a record of the names and the signatures of voters who cast absentee ballots before [HIM]the election official and the dates on which the ballots were cast. F. Fifteen minutes before the closing of the vote center, and at the time of closing the voter center, an election official shall announce both the designated closing_ time and the actual time at which the announcement is made. Failure to make the announcement at 15 minutes before closing time shall not in any way invalidate the election or extend the time for closing of the voter center. After closing, no person will be allowed to enter the voter center for purposes of voting. Evely qualified voter present and in line at the time prescribed for closing the voter center may G. When the voter centers are closed and the last vote has been cast, the election official shall account for all ballots by completing a ballot statement containing, in a manner prescribed by the clerk, the number of official ballots suplied. 4.80.080. Absentee voting—By electronic transmission. B. A ballot electronically transmitted shall contain a copy of the ballot to be used at the election in a form suitable for transmission. A photocopy of the computerized ballot card to be used by persons voting in person at the [POLLING PLACES] vote center is acceptable. E. A voter who returns the absentee ballot by electronic transmission must Kenai Peninsula Borough,Alaska New Text Underlined; [DELETED TEXT BRACKETED] Ordinance 2020-24 Page 13 of 20 223 comply with the same deadlines as for voting in person on or before the closing hour of the [polls] vote centers. 4.80.095. Special needs voting. A qualified voter with a disability who, because of that disability, is unable to go to [a polling place] a voter center to vote may vote a special needs ballot. Special needs ballots shall be issued and accounted for in accordance with the rules adopted by the state for use in state elections and in effect at the time of the local election. 4.80.120. Prohibitions. A. During the hours that the vote centers are open, no election official may discuss any political party, candidate or issue while on dut . B. During the hours the vote centers are open, no person who is in the voter center or within 200 feet of any entrance to the voter center ma,, apt to persuade a person to vote for or against a candidate, proposition or question. Nor may any person conduct other political activities that may pertain to any future election or potential ballot proposition. The election official shall post warning notices in the form and manner prescribed by the clerk. C. No voter may exhibit a ballot to an election official or any other person so as to enable any person to ascertain how the voter marked the ballot, except as provided in this chapter. D. While the vote centers are open no election official may open any ballot received from a voter, mark a ballot by folding or otherwise so as to be able to recognize it, or otherwise attempt to learn how a voter marked a ballot, or allow the same to be done by another person. E. No person may leave the voter center with the official ballot that the person received to mark. 4.80.130.Assisting voter. A qualified voter who cannot read, mark the ballot, or provide a signature may request assistance from an election official or not more than two persons of the voter's choice. If the election official is requested, the official shall assist the voter. If any other person is requested, the person providing assistance shall state upon oath before the election official that the voter's ballot will be kept confidential. Ordinance 2020-25 New Text Underlined; [DELETED TEXT BRACKETED] Kenai Peninsula Borough,Alaska Page 14 of 20 224 4.80.140. Spoiled ballots. The election supervisor shall specify uniform procedures for replacement, registration and disposition of spoiled ballots. These uniform procedures shall be provided in writing to the election judges. 4.80.150. Placing ballot in ballot box. When the voter has marked the ballot, the voter shall inform the election official. The clerk may require that the voter return the ballot to the election official temporarily so that any stub which may be part of the ballot may be removed by the election official. Any such requirement shall protect the secrecy of the ballot. In all cases the ballot shall be deposited in the ballot box by the voter in the presence of the election official unless the voter requests the election official to deposit the ballot. SECTION 17. That a new section KPB 4.90.015 is hereby enacted as follows: 4.90.015. Preparation for counting ballots delivered by mail. A. Ballots may not be counted before 8:00 p.m., local time, on the day of the election. B. Not sooner than the tenth day before the date of an election, in preparation for counting ballots delivered by mail, the election supervisor may 1. begin opening return identification and secrecy envelopes of ballots delivered by mail and received; and 2. take any other actions that are necessary to allow the counting of ballots delivered by mail to begin at 8:00 p.m., local time, on election day. SECTION 18. That KPB 4.90.020 and .040 are hereby amended as follows and KPB 4.90.30 is hereby deleted as follows: A. No later than the Monday following each election, the election canvass board shall meet in public session and canvass all election returns. In full view of those present, the election canvass board shall judge the applicability of by mail and absentee [AND QUESTIONED] ballots, shall open and tally those accepted, and shall compile the total votes cast in the election. [THE CANVASS OF THE BALLOT VOTE COUNTED BY THE PRECINCT ELECTION BOARDS SHALL BE ACCOMPLISHED BY REVIEWING THE TALLIES OF THE RECORDED VOTE TO CHECK FOR MATHEMATICAL ERROR BY COMPARING TOTALS WITH THE PRECINCT'S CERTIFICATE OF RESULTS. ALL OBVIOUS ERRORS FOUND BY THE ELECTION CANVASS IN THE TRANSFER OF Kenai Peninsula Borough, Alaska New Text Underlined; [DELETED TEXT BRACKETED] Ordinance 2020-24 Page 15 of 20 225 TOTALS FROM THE PRECINCT TALLY SHEETS TO THE PRECINCT CERTIFICATE OF RESULTS SHALL BE CORRECTED BY THE CANVASS BOARD. A MISTAKE WHICH HAS BEEN MADE IN PRECINCT RETURNS THAT IS NOT CLEARLY AN ERROR IN THE TRANSFER OF THE RESULTS FROM THE TALLIES TO THE CERTIFICATE OF RESULTS EMPOWERS THE CANVASSING BOARD TO RECOMMEND A RECOUNT OF THE RESULTS OF THE PRECINCT OR PRECINCTS FOR THAT PORTION OF THE RETURNS IN QUESTION.] B. Upon completion of the canvass, the canvassing board shall prepare a final certificate of the results of votes cast by absentee[, QUESTIONED AND CHALLENGED] ballot[s] and of votes cast by [REGULAR] by mail ballot, and shall prepare a written report of the results to be submitted to the assembly. [C. IF ELECTION MATERIALS HAVE NOT BEEN RECEIVED FROM A PRECINCT PRIOR TO COMPLETION OF THE CANVASS, BUT ELECTION RESULTS HAVE BEEN TRANSMITTED BY TELEPHONE, TELEGRAM, RADIO OR ELECTRONIC TRANSMISSION, THE CANVASSING BOARD SHALL COUNT THE ELECTION RESULTS RECEIVED. IF THE BOROUGH CLERK HAS REASON TO BELIEVE THAT A MISSING PRECINCT CERTIFICATE, IF RECEIVED, WOULD AFFECT THE RESULT OF THE ELECTION, THE CLERK SHALL AWAIT THE RECEIPT OF THE CERTIFICATE UNTIL 2:00 P.M. ON THE TUESDAY FOLLOWING THE ELECTION. IF THE CERTIFICATE IS NOT RECEIVED BY THE CLERK BY 2:00 P.M., TUESDAY, THEN THE CERTIFICATE SHALL NOT BE COUNTED NOR INCLUDED IN THE FINAL CERTIFICATION OF THE CANVASSING BOARD.] [4.90.030. Procedures for handling questioned ballots. THE CANVASSING BOARD BY MAJORITY VOTE MAY REFUSE TO ACCEPT THE QUESTION AND COUNT THE BALLOT OF A PERSON PROPERLY QUESTIONED. IF THE BALLOT IS REFUSED, THE CLERK SHALL RETURN A COPY OF THE STATEMENT QUESTIONING THE BALLOT TO THE VOTER, AND SHALL ENCLOSE ALL REJECTED BALLOTS IN A SEPARATE ENVELOPE WITH STATEMENTS OF THE BASIS FOR THE QUESTION. THE ENVELOPE SHALL BE LABELED WITH "REJECTED BALLOTS" AND SHALL BE PRESERVED WITH OTHER VOTED BALLOTS. IF THE BALLOT IS NOT REFUSED, THE LARGE ENVELOPE SHALL BE OPENED, THE SMALLER INNER ENVELOPE SHALL BE PLACED IN A CONTAINER AND MIXED WITH OTHER ABSENTEE BALLOT ENVELOPES OR, IN THE CASE OF COUNTING QUESTIONED BALLOTS, WITH OTHER QUESTIONED BALLOT ENVELOPES. THE MIXED SMALLER ENVELOPES SHALL BE DRAWN FROM THE CONTAINER AND OPENED, AND THE BALLOTS SHALL BE COUNTED ACCORDING TO THE RULES FOR DETERMINING PROPERLY MARKED BALLOTS.] 4.90.040.Voters not on official registration list. Ordinance 2020-25 New Text Underlined; [DELETED TEXT BRACKETED] Kenai Peninsula Borough,Alaska Page 16 of 20 226 A person whose registration has been cancelled under AS 15.07.130(b) [AND WHO VOTES A QUESTIONED BALLOT] shall not have [THE] their ballot counted. SECTION 17. That KPB 4.120 is hereby amended by amending the title, enacting KPB 4.120.005, and deleting KPB 4.120.010, .020, .030, .040 and .060 as follows: CHAPTER 4.120. SPECIAL ELECTIONS [BY MAIL] 4.120.005. Procedure. The clerk shall conduct special elections in accordance with the procedures set out in this title for a regular election. [4.120.010.VOTING BY MAIL—BALLOTS—BALLOT REVIEW— BALLOT ENVELOPES. A. THE CLERK MAY CONDUCT A SPECIAL ELECTION BY MAIL. B. WHEN THE CLERK CONDUCTS A SPECIAL ELECTION BY MAIL, THE CLERK SHALL SEND A BALLOT TO EACH PERSON WHOSE NAME APPEARS ON THE OFFICIAL VOTER REGISTRATION LIST PREPARED UNDER AS § 15.07.125 FOR THAT ELECTION. THE BALLOT SHALL BE SENT TO THE ADDRESS STATED ON THE OFFICIAL REGISTRATION LIST UNLESS THE VOTER HAS NOTIFIED THE CLERK IN WRITING OF A DIFFERENT ADDRESS TO WHICH THE BALLOT SHOULD BE SENT. THE CLERK SHALL SEND BALLOTS BY FIRST CLASS, NONFORWARDABLE MAIL ON OR BEFORE THE 22ND DAY BEFORE THE ELECTION. C. THE CLERK SHALL REVIEW BALLOTS VOTED UNDER THIS SECTION UNDER PROCEDURES ESTABLISHED FOR THE REVIEW OF ABSENTEE BALLOTS. D. THERE SHALL BE A SMALL BLANK ENVELOPE AND A RETURN ENVELOPE SUPPLIED TO EACH BY-MAIL VOTER. THE RETURN ENVELOPE SHALL HAVE PRINTED UPON IT AN AFFIDAVIT BY WHICH THE VOTER SHALL DECLARE HIS QUALIFICATIONS TO VOTE, FOLLOWED BY PROVISION FOR ATTESTATION BY A PERSON QUALIFIED TO ADMINISTER OATHS OR ONE ATTESTING WITNESS WHO IS AT LEAST 18 YEARS OF AGE. SPECIFIC INSTRUCTIONS FOR VOTING A BY-MAIL BALLOT AND A LIST OF THE APPOINTED ABSENTEE VOTING OFFICIALS, THEIR HOURS AND LOCATIONS, WILL BE MAILED TO EACH VOTER WITH THE BALLOT. Kenai Peninsula Borough,Alaska New Text Underlined; [DELETED TEXT BRACKETED] Ordinance 2020-24 Page 17 of 20 227 4.120.020. CASTING BALLOTS. A. UPON RECEIPT OF A MAIL-IN BALLOT, THE VOTER SHALL CAST HIS BALLOT IN THE MANNER SPECIFIED IN KPB § 4.80.070. IF THE BALLOT IS CAST IN THE CLERK'S OFFICE, THE CLERK SHALL RETAIN IT FOR DELIVERY TO THE CANVAS BOARD. IF THE BALLOT IS CAST IN ANOTHER LOCATION, THE VOTER SHALL RETURN IT BY MAIL TO THE CLERK IMMEDIATELY FOR DELIVERY TO THE CANVAS BOARD. B. A VOTER WHO DOES NOT RECEIVE A MAIL-IN BALLOT MAY CAST HIS BALLOT IN PERSON AS SPECIFIED IN KPB § 4.80.060. C. A VOTER MAY RETURN THE MAIL-IN BALLOT TO AN ABSENTEE VOTING OFFICIAL AS PROVIDED IN KPB § 4.120.040. 4.120.030. NOTICE OF ELECTION—ELECTION DATE—PUBLIC NOTICE. A. THE NOTICE OF ELECTION CALLING FOR THE ELECTION MUST STATE THAT THE ELECTION IS TO BE CONDUCTED BY MAIL AND THAT THERE WILL NO POLLING PLACE OPEN FOR REGULAR IN-PERSON VOTING ON ELECTION DAY. IN A BY- MAIL ELECTION, ELECTION DAY IS THE DEADLINE BY WHICH A VOTER'S BALLOT MUST BE RECEIVED BY THE BOROUGH CLERK. B. FOR EACH ELECTION CONDUCTED BY MAIL, THE PUBLIC NOTICE POSTED IN EACH PRECINCT AND THE NOTICE PUBLISHED IN NEWSPAPERS OF GENERAL CIRCULATION IN THE AREA OF THE ELECTION JURISDICTION WILL INCLUDE THE INFORMATION SPECIFIED IN KPB § 4.120.040. 4.120.040. ABSENTEE VOTING OFFICIALS—DUTIES. A. THE BOROUGH CLERK MAY, WITH THE APPROVAL OF THE CITY CLERKS IN THE BOROUGH, APPOINT CITY CLERKS OR OTHERS IN THE AREA TO ACT AS ABSENTEE VOTING OFFICIALS. IF NO CITY CLERK IS AVAILABLE OR IF THE CITY CLERK IS UNABLE OR UNWILLING TO ACT AS AN ABSENTEE VOTING OFFICIAL, THE BOROUGH CLERK MAY APPOINT ANY QUALIFIED VOTER TO SERVE AS AN ABSENTEE VOTING OFFICIAL. THE CLERK SHALL SUPPLY ADEQUATE VOTING SUPPLIES AND BALLOTS TO THE ABSENTEE VOTING OFFICIALS. THE CLERK SHALL PROVIDE MODERATE Ordinance 2020-25 New Text Underlined; [DELETED TEXT BRACKETED] Kenai Peninsula Borough,Alaska Page 18 of 20 228 COMPENSATION TO THE ABSENTEE VOTING OFFICIALS TO COVER ADDED EXPENSES OF THE ADMINISTRATION OF THIS SERVICE, WHICH SHALL BE AGREED TO BY THE ABSENTEE VOTING OFFICIALS. B. THE DUTIES OF THE ABSENTEE VOTING OFFICIALS SHALL BE AS FOLLOWS: 1. PROVIDE ABSENTEE VOTING IN PERSON ON ANY DATE INCLUDING THE DAY OF THE ELECTION FOLLOWING THE PROCEDURES IN KPB 4.80.060 AND SPECIAL NEEDS VOTING ON ANY DATE INCLUDING THE DAY OF THE ELECTION FOLLOWING THE PROCEDURES IN KPB 4.80.095; 2. SIGN A VOTER'S BY-MAIL OATH AND AFFIDAVIT ENVELOPE AS AN AUTHORIZED ATTESTING OFFICIAL, EXCEPT THAT THE ABSENTEE VOTING OFFICIAL MAY NOT ATTEST HIS OR HER OWN BALLOT; 3. ACCEPT RECEIPT OF A BY-MAIL VOTER'S HAND- DELIVERED BALLOT, WHICH HAS BEEN SWORN TO, ATTESTED AND SEALED IN THE BY-MAIL RETURN ENVELOPE; AND 4. PROVIDE GENERAL VOTER ASSISTANCE, INCLUDING BY NOT LIMITED TO, ASSISTANCE TO A QUALIFIED VOTER WHO CANNOT READ, MARK THE BALLOT, OR SIGN HIS NAME, AND PROVIDING REPLACEMENT BALLOTS TO VOTERS WHO HAVE IMPROPERLY MARKED OR DAMAGED THEIR BALLOTS. 5. DATE-STAMP ALL BALLOTS RECEIVED. 6. PROVIDE FOR THE SECURITY AND SAFEKEEPING OF ALL BALLOTS RECEIVED AND PRESENT THOSE BALLOTS TO THE CLERK FOR CANVASSING. THE BOROUGH CLERK WILL SPECIFY THE MEANS OF RETURNING THE VOTED BALLOTS AND ALL OTHER ELECTION SUPPLIES TO THE BOROUGH. 4.120.060. STORING BALLOTS. THE CLERK SHALL PROVIDE FOR THE SECURE STORAGE OF THE MAIL-IN BALLOTS RECEIVED FROM THE VOTERS AND BY-MAIL OFFICIALS, UNTIL THE DATE SET BY THE CLERK FOR THE COUNTING OF THE BALLOTS.] Kenai Peninsula Borough,Alaska New Text Underlined; [DELETED TEXT BRACKETED] Ordinance 2020-24 Page 19 of 20 229 SECTION 18. That this ordinance shall become effective immediately upon enactment. ENACTED BY THE ASSEMBLY OF THE KENAI PENINSULA BOROUGH THIS DAY OF *, 2020. Kelly Cooper, Assembly President ATTEST: Johni Blankenship, MMC, Borough Clerk Yes: No: Absent: Ordinance 2020-25 New Text Underlined; [DELETED TEXT BRACKETED] Kenai Peninsula Borough,Alaska Page 20 of 20 230 1 F(( f Sponsored by: City Clerk CITY OF SEWARD, ALASKA RESOLUTION 2019-086 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, j ALASKA, SUPPORTING KENAI PENINSULA BOROUIGH RESOLUTION 2019-047 TO RECOGNIZETHE RECOMMENDATIONS OF THE KENAI PENINSULA BOROUGH'S ELECTION STAKEHOLDERS GROUP AND DIRECTING STAFF TO EXPLORE IMPLEMENTATION OF THE RECOMMENDATIONS, AND SIGNING KENAI PENINSULA BOROUGH JOINT RESOLUTION 2019-001 WHEREAS, in February. 2019, the Kenai Peninsula Borough established the Election Stakeholders Group (ESG) to increase voter participation by developing sustainable election processes that maximize accessibility and inclusivity; and WHEREAS, the City of Seward was represented on the ESG by Vice Mayor Sue <i McClure, and Interim City Manager Jeff Bridges followed by City Manager Scott Meszaros; City Clerk Brenda Ballou participated on the ESG as a subject matter expert; and WHEREAS, in July, 2019, the ESG concluded its work and produced a summary of six q final recommendations: 1. Vote by Mail Hybrid: transition the election process from the current polling site structure to a vote by mail hybrid structure (VBMS) wherein every registered voter is i mailed a ballot packet 2-3 weeks prior to election day; voters drop their ballots at secured locations, return their ballot by mail, or else vote in person at specified Accessible Vote Centers (AVC); 2. Education & Outreach Campaign: the KPB Assembly appropriates funds for an extensive voter education and outreach campaign designed to encourage voter participation, promote civic engagement, and educate voters about VBMS; 3. Amend Alaska State Statute, Title 29: the KPB Assembly adopts a resolution 'i requesting the Alaska State Legislature to amend AS 29.26-060(c) in order to allow f ranked voting for runoff elections; 4. Voter Pamphlet: deliver the voter pamphlet to voters via a website, and also provide hard copies of the voter pamphlets at the Accessible Vote Centers (ACV); 5. Appoint Service Area Board Representatives: transition to appointing KPB service area board representatives rather than electing them; '! 6. Eliminate Proposition Statements: eliminate having proposition statements, either for or against a proposition. fr-orri the voter pamphlet; and i WHEREAS, the ESG final report also recommends that the BPB seek support from and partner with each City to conduct all local elections by mail; and WHEREAS, because the impact of pursuing these recommendations will be broadly felt throughout the borough, the Kenai Peninsula Borough Assembly has requested that each City 231 I CITY OF SEWARD, ALASKA RESOLUTION 2019-086 demonstrate support for this initiative by signing KPB Joint Resolution 2019-001; and WHEREAS, KPB Joint Resolution 2019-001 recognizes the recommendations of the ESG, and supports a KPB vote by mail strategy with an implcinentation target date of October, 2020. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The Seward City Council hereby supports Kenai Peninsula Borough Resolution 2019-0.17, and authorizes the Mayor Squires to sign Kenai Peninsula Borough Joint ReSolLition 2019-001, recognizing the recommendations of the KPB Election Stakeholders Group and supporting a KPB vote by mail strategy with an implementation target date of October, 2020. Section 2.This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 23'day of September, 2019. THE CITY OF SEWARD, ALASKA Sue McClure, Vice Mayor AYES: Osenga, Seese, Horn,Towsley, Lane, McClure NOES: None ABSENT: Squires ABSTAIN: None ATTEST: A14--d�2" renda J. Ballo , MMC City Clerk d�C, 6�a+ Ea. •r�+* A (City S VV�"► re qs MJ 232 OF Introduced by: Dunne,Hibbert Date: 09/03/19 Action: Adopted as Amended ?j Vote: 5 Yes,4 No,0 Absent j KENAI PENINSULA BOROUGH RESOLUTION 2019-047 r A RESOLUTION ADOPTING JOINT RESOLUTION NO. 2019-001 OF THE ASSEMBLY OF THE KENAI PENINSULA BOROUGH AND COUNCILS OF THE CITIES OF HOMER, KACHEMAK, KENAI, SEL.DOVIA,SEWARD AND SOLDOTNA, RECOGNIZES THE RECOMMENDATIONS OF THE KENAI PENINSULA BOROUGH'S ELECTION STAKEHOLDERS GROUP AND DIRECTING STAFF TO EXPLORE IMPLEMENTATION OF THE RECOMMENDATIONS WHEREAS, the Kenai Peninsula Borough Assembly established the Election Stakeholders j Group("ESG")through the direction and adoption of Resolution 2019-006,which included community members and members from many local governments in the borough, researched ways to increase voter participation by developing sustainable election processes that maximize accessibility and inclusivity; and WHEREAS, after holding many public meetings throughout 2019 the ESG issued a final report with six specific recommendations regarding potential changes to borough code jand election processes which are intended to achieve guiding principles initially adopted by the ESG; and WHEREAS, Joint Resolution 2019-001 details the efforts of the ESG, recognizes its recommendations and directs staff to explore implementation of the recommendations; NOW,THEREFORE, BE IT RESOLVED BY THE ASSEMBLY OF THE KENAI 1 PENINSULA BOROUGH: SECTION 1. That the Kenai Peninsula Borough.Assembly adopts Joint Resolution 2019-001. sl' SECTION 2. That this resolution tames effect immediately upon adoption. Is 1� a ;S i 4 Kenai Peninsula Borough,Alaska Resolution 2019 047 Page I of 2 JJ 233 ,1 I ADOPTED BY THE ASSEMBLY OF THE. KENAI PENINSULA BOROUGH THIS 3RD DAY OF SEPTEMBER,2019. Wayne H. ag Assem y ident ATTEST: ,r11111r1i1!liii�,. `��r ta\p1S U LA Bp ]oh t Blankenship, MMC, Borough Cler Y s 196A Ilfj; Yes: Bagley,Cooper, Dunne, Hibbert,Smalley No: Biakeley,Carpenter, Fischer,Ogle Absent: None Resolution 2019-047 Kenai Peninsula Borough, Alaska Page 2 of 2 234 i r r i KENAI PENINSULA BOROUGH CITY OF HOMER F CITY OF KACHEMAK CITY OF KENAI CITY OF SELDOVIA r CITY OF SEWARD CITY OF SOLDOTNA JOINT RESOLUTION NO.2019-001 A JOINT RESOLUTION OF THE ASSEMBLY OF THE KENAI PENINSULA BOROUGH AND COUNCILS OF THE CITIES OF HOMER, KACHEMAK,KENAI, SELDOVIA,SEWARD AND SOLDOTNA, RECOGNIZING THE RECOMMENDATIONS OF THE KENAI PENINSULA BOROUGH'S ELECTION STAKEHOLDERS GROUP AND DIRECTING STAFF TO EXPLORE IMPLEMENTATION OF THE RECOMMENDATIONS WHEREAS, the Kenai Peninsula Borough Assembly established the Election Stakeholder Group ("ESG") through the direction and adoption of Kenai Peninsula Borough ("KPB") Resolution 2019-006;and !qq WHEREAS, the ESG was tasked with researching ways to increase voter participation by developing '1 sustainable election processes that maximize accessibility and inclusivity; and WHEREAS, the ESG was comprised of assembly members, city council members, city managers, a representative from the KPB mayor's office and community members with a specific interest in the electoral process;and i WHEREAS, the ESG was supported by the borough and city clerks as well representatives from the ,4 KPB Legal Department, Information Technology Department, and the Geographical Information Division;and WHEREAS, the ESG adopted guiding principles to focus and guide its work, including: maximizing y accessibility and inclusivity of borough elections; improving voter satisfaction and confidence; making efficient use of public resources; ensuring electing security and integrity;and, improving voter outreach and coordination with all stakeholders; and i WHEREAS, the ESG, as detailed in its final report, made six specific recommendations regarding potential changes to KPB code and election processes which are supported by, and intended to achieve, the stated guiding principles; and WHEREAS, the ESG chair and vice-chair presented the attached final report and recommendations to the KPB assembly on August 20,2019; and '1 WHEREAS, the ESG recommends that the KPB seek support from and partnership with the cities within the borough to administer all future local elections consistent with the vote by mail ' hybrid structure; and 1 WHEREAS, the ESG recommends that the KPB explore cost sharing with the cities within the KPB for the purchase and maintenance of election equipment; and ' I Joint Resolution No.2019-001 Pagel of4 235 f I WHEREAS, in order to fully educate voters and the public on a new process,the ESG recommends the KPB and community partners conduct an extensive and comprehensive communicationfeducation plan; and WHEREAS, the ESG further recommends collaboration between the KPB and the cities within the KPB to develop legislation and administrative practices for the administration of local elections that are consistent with KPB processes, and make efficient use of government resources; NOW, THEREFORE, BE IT RESOLVED BY THE KENAI PENINSULA BOROUGH ASSEMBLY AND THE COUNCILS OF THE CITIES OF HOMER, KACHEMAK, KENAI, SELDOVIA,SEWARD AND SOLDOTNA: SECTION 1. Thatthe Kenai Peninsula Borough Assembly and the city councils forthe Cities of Homer, Kachemak, Kenai,Seldovia, Seward and Soldotna recognize the recommendations of the 2019 Electron Stakeholders Group, SECTION 2. That the Kenai Peninsula Borough Assembly and the city councils for the Cities of Homer, Kachemak, Kenai, Seldovia, Seward and Soldotna support the KPB clerk and the city clerks as they continue to explore vote by mail elections with a goal to implement the first by mail election in October of 2020 as a strategy to increase voter turnout, thus empowering KPB and city residents with a stronger voice in the democratic process and in the decisions that directly impact their lives. SECTION 3. That this resolution takes effect immediately upon adoption of the Kenai Peninsula Borough Assembly and the city councils within the Kenai Peninsula Borough. APPROVED BY THE ASSEMBLY OF THE KENAI PENINSULA BOROUGH THIS THIS 3RD DAY OF SEPTEMBER,2019. r�`� 11� 1111111 le s.,ern IN Pre.' ent ATTEST: sw T lohVi Blankenship, MMC, Borough Cie r _ x r � APPROVED BY THE COUNCIL OF THE CITY OF ER THIS DAY OF '2019. Ken Castner, Mayor ATTEST: Melissa Jacobsen, MMC,City Clerk Joint Resolution No. 2019-001 Page 2 of 4 236 k� i APPROVED BY THE COUNCIL OF THE CITY OF KACHEMAK THIS DAY OF .2019. y William Overway, Mayor �j ATTEST: Erika Fitzpatrick,City Clerk t r 0 s APPROVED BY THE COUNCIL OF THE CITY OF KENAI THIS THIS DAY OF 2019. Brian Gabriel,Mayor � Jamie Heinz, CMC,City Clerk 9 APPROVED BY THE COUNCIL OF THE CITY OF SELDOVIA THIS THIS DAY OF 2019. a, Dean Lent, Mayor ATTEST: f Heidi Geagel,City Clerk APPROVED BY THE COUNCIL OF THE CITY OF SEWARD THIS THIS 23rd DAY OF September 2019. i David Squires, Mayor -s Sue McClure, Vice Mayor A'1�T' 6 B enda E3allau,MMC,City C erk + ® c7 - CC �i J„ .' ;� .� r , ,^ •.".�'' Joint Resolution No. 2019-001 Page 3 of 4 r P i� 237 1( I APPROVED BY THE COUNCIL OF THE CITY OF SOLDOTNA THIS THIS_DAY OF ,2019. Nels Anderson, Mayor ATTEST: Michelle M. Saner, MMC,City Clerk Joint Resolution No.2019-001 Page 4 of 4 238 Kenai Peninsula Borough Election Stakeholders Group Final Report and Recommendations (Unanimously Approved July 26,2019) F eel IOL Committee Members: Donna Aderhold, Brenda Ahlberg, Teri Birchfield, Cassidi Cameron, John Coleberg, Tyson Cox, Sammy Crawford, Linda Cusack, Willy Dunne, Joyanna Geisler, Brent Hibbert, Sue McClure, Scott Meszaros, Paul Ostrander, Robert Peterkin, and Stephanie Queen Alternate Members: Brian Gabriel, Vivian Rojas, and Kaitlin Vadla Subject Matter Experts: Brenda Ballou, Johni Blankenship, Heidi Geagel, Erica Fitzpatrick, Ben Hanson, Jamie Heinz, Melissa Jacobsen, Sean Kelley, Bobbi Lay, Holly Montague, and Shellie Saner Support Staff: Michele Turner 239 Kenai Peninsula Borough Election Stakeholders Group Final Report and Recommendations (Unanimously Approved July 26,2019) Table of Contents PURPOSE .............................................................................................................................3 GUIDING PRINCIPLES.........................................................................................................4 1 .) Maximize Accessibility and Inclusivity...................................................................4 2.) Efficiency and Conservation of Public Resources..............................................4 3.) Voter Satisfaction and Confidence......................................................................4 4.) Longevity in the Solution.........................................................................................4 5.) Coordination and Collaboration ..........................................................................5 6.) Security and Integrity ..............................................................................................5 7.) Voter Outreach........................................................................................................5 8.) Continuity of Operations / Contingency Disaster Plan......................................5 RECOMMENDATIONS........................................................................................................6 Recommendation #1 - Vote by Mail Hybrid:...........................................................6 Recommendation #2 - Education and Outreach Campaign .............................7 Recommendation #3 - Alaska State Statute Title 29 Amendment ......................8 Recommendation #4 - Voter Pamphlet...................................................................9 Recommendation #5 - Appointed Service Area Boards.......................................9 Recommendation #6 - Statements Advocating for Approval or Rejection of Propositions................................................................................................................... 10 Additional Recommendations.................................................................................. 10 240 PURPOSE The Election Stakeholders Group was established to research ways to increase voter participation by developing sustainable election processes that maximize accessibility and inclusivity while conserving public resources. Voting is the foundation of our democracy. Active participation in the electoral process is necessary for high functioning governance. The Election Stakeholders Group (ESG) was established on January 8, 2019 by KPB Resolution 2019-006 and tasked with researching ways to increase voter participation by developing sustainable election processes that maximize accessibility and inclusivity while conserving public resources. In addition, the ESG was directed to explore all aspects of administering borough and city elections including the traditional polling site model and the vote by mail hybrid model. The ESG was encouraged to keep in mind the directives of the conciliation agreement between the borough and the Human Rights Commission. Specifically, Section C which states, "Respondent Kenai Peninsula Borough (KPB) will establish and direct the stakeholder group to explore options for providing assistive technology to visually impaired voters, including the option of distributing ballots to all voters by mail and establishing voting centers with accessible voting equipment open two weeks prior to each election. Respondent will direct the stakeholder group to advance options for its consideration that will allow visually impaired voters to vote privately and independently." The KPB is at a critical impasse regarding the administration of elections for two reasons: 1 . The Human Rights Commission has declared our current accommodations and equipment for voters with disabilities, specifically those that may be visually impaired, as significantly discriminatory; 2. The hardware that is currently being used by the KPB is owned by the State of Alaska and is at its end of life. Further, that equipment does not comply with Americans with Disabilities Act (ADA) requirements and therefore is not an option for the KPB moving forward. The ESG was comprised of assembly members, city council members, city managers, borough mayor's office and community members interested in the electoral process. The group was staffed by the Borough Clerk's Office and assisted by subject matter experts from within the borough and cities within the borough. Page 3 Election Stakeholders Group Final Report and Recommendations 241 The first ESG meeting was held on February 15, 2019 and subsequent meetings were held every two weeks after that for a total of 12 meetings. The meetings were advertised in accordance with the Open Meetings Act and the public was encouraged to attend; however, there was no public participation aside from 2 emails. A small subcommittee of the group did participate in a local radio show and had an opportunity to respond to questions for the listening audience. In conducting its work and arriving at recommendations, the ESG adopted the following guiding principles: GUIDING PRINCIFLES 1 .) Maximize Accessibility and Inclusivity Provide disability-related accommodations and other facilitative measures to enable residents experiencing a disability their equal right to vote privately and independently. Promote participation in the electoral process for all borough voters. 2.) Efficiency and Conservation of Public Resources Use public resources efficiently and conservatively by evaluating election- related factors such as cost per vote cast, cost per election, cost sharing with cities within the borough, appointed vs. elected advisory boards, and indirect costs. 3.) Voter Satisfaction and Confidence: Increase voter satisfaction and confidence in borough elections by maintaining voter privacy, providing options for ballot tracking and voter flexibility, and collaborating with the Alaska Division of Elections to maintain accurate voter rolls. 4.) Longevky in the Solution Maximize the longevity of the election solution and the borough's ability to adapt to advances in technology, changes in the election workforce, engaging new voters, voter preferences, and conditions in regulatory frameworks. Page 4 Election Stakeholders Group Final Report and Recommendations 242 5.) Coordination and Collaboration Promote collaboration with all election stakeholders, including the public, Alaska Division of Elections, cities within the borough, candidates, media, local community groups, and voting organizations. 6.) Security and Integrity Ensure security of the voting system, including hardware, software, accountability procedures, and the voter registration database. Maintain integrity in the system by adopting internal controls such as signature verification, requiring acceptable identifiers, providing extensive election worker training, and giving voters the ability to cure errors to ensure all valid votes are counted. 7.) Voter Outreach Encourage higher voter turnout by implementing a voter communication and education campaign that promotes the value of civic engagement. Develop educational materials which explain the new processes to the public, utilizing multiple resources and methods of outreach and communication, to ensure there is a clear public understanding of and support for the new solution. g.! Continuity of Operations / Contingency Disaster Plo Adopt a contingency and communication disaster plan to ensure a coordinated and strategic response to any disruptive event and provide for continuity of election operations. The ESG received presentations from the Borough and City Clerks, representatives from the State of Alaska Division of Elections, the Municipality of Anchorage, the United States Post Office (USPS), and the KPB's current ballot printer and by mail service provider. The ESG received demonstrations from two software/hardware providers. Their presentations were for both polling place and vote by mail structures. Both vendors had ADA compliant equipment for both scenarios. Finally, a subcommittee of the group participated in a field trip to Anchorage to see its "Vote by Mail Election Central" in action. The ESG spent many hours discussing voter engagement, cost, collaboration and efficiencies. Based on the knowledge gained and through presentations and questions the ESG makes the following recommendations: Page 5 Election Stakeholders Group Final Report and Recommendations 243 RECOMMENDATIONS 'eccf ��enc�c�tion �l _ ate by Mail H�Pbri Recommendation #1 is consistent with and reinforced by all of the guiding principles adopted by the Election Stakeholders Group. The Election Stakeholders Group recommends the Assembly transition the election process from the current polling site structure to a vote by mail hybrid structure (VBMS). The VBMS is a proven methodology that the KPB has been using for over 20 years in six (Cooper Landing, Hope, Fox River, Moose Pass, Seldovia/Kachemak Bay and Tyonek) of its 28 precincts. The group reviewed the current and VBMS structures and ranked the pros and cons. The pros of the VBMS far outweighed the pros of the existing structure and aligned with the group's adopted guiding principles. The VBMS has proven to be a more efficient and effective process for the administration of elections. In this process every registered voter will be mailed a ballot package 2-3 weeks prior to election day, giving more voters an opportunity to exercise their right to vote at a time and place that meets their schedule and convenience. Accessible Vote Centers (AVC) will be established 2 weeks prior to election day in at least 5 locations throughout the borough. AVCs can be utilized to drop off voted ballots or to satisfy the desire to vote in person. The vote centers will be equipped with ADA compliant hardware, allowing all voters to vote privately and independently. The VBMS allows for all voters to vote in the way that suits them best. Ballot drop boxes will need to be purchased as part of the structure and distributed throughout the borough. Voters can choose to drop their voted ballots in a drop box, at an AVC or in the mail by using the prepaid postage. The VBMS is a long term solution for the borough and the cities within the borough as it is not subject to the changing technology of the current structure. It uses off- the-shelf scanners to count the ballots and printers for on-demand ballot printing which allows for greater accessibility, upgrades and cost effective repairs. The VBMS has been demonstrated by the Municipality of Anchorage to engage all voter demographics and therefore translates into higher voter participation and higher voter satisfaction. The initial capital cost of the VBMS hardware and software is less than that of the traditional structure. There will be other costs to consider; for example, ballot drop Page 6 Election Stakeholders Group Final Report and Recommendations 244 boxes and an initial voter outreach and education campaign. The costs could be shared by the cities within the borough. The VBMS will add to voter security and confidentiality as well as offer voters an opportunity to cure any issues that may occur with their voted ballots (e.g. no signature provided, no identifier provided, other). The group recommends the implementation of signature verification software and a signature review board. It further recommends to require at least one identifier be provided by the voter (an identifier would include voter registration number, driver's license number, or social security number). The borough should work toward a technical solution which will allow voters to track their voted ballot ensuring its receipt and review. The VBMS further allows for the review board to adjudicate each ballot to ensure voter intent is correctly determined based on standardized methods and training. In summary, the ESG supports and recommends the VBM structure for the administration of elections in the KPB. The ESG received proposals from Dominion Voting software and ADA compatible hardware for both the traditional polling site structure and the vote by mail structure. The vote by mail proposal was $213,106.60 less than the traditional polling site proposal. The vote by mail structure would require the purchase of ballot drop boxes which, according to the Municipality of Anchorage, cost around $3,300 apiece to fabricate. The Municipality of Anchorage has 16 drop boxes distributed throughout its jurisdiction. The Municipality of Anchorage also does not prepay the postage for the return of voted ballots. The ESG recommends that the KPB deploy drop boxes as needed on the road system and encourages voters in more remote areas to use USPS. Based on information provided by the Municipality of Anchorage, the ESG is encouraged that the VBMS will increase voter turnout and that the administrative costs will decrease over time. Auccltion c lyd 0�ltrec lch Colmpolic Recommendation #2 is consistent with and reinforced by guiding principles, 1 .) Maximize Accessibility and Inclusivity; 3.) Voter Satisfaction and Confidence; 4.) Longevity in the Solution; 5.) Coordination and Collaboration and 7.) Voter Outreach, adopted by the Election Stakeholders Group. The Election Stakeholders Group recommends the Assembly appropriate funds for an extensive education and outreach campaign. The voter turnout in the KPB and the cities within it has been historically low. The turnout tends to trend higher or lower depending on what is on the ballot. One of the focuses of the outreach campaign would be specifically to encourage voter participation no matter what is on the ballot through a Page 7 Election Stakeholders Group Final Report and Recommendations 245 communication plan which promotes civic engagement and targeted marketing regarding the importance of the election process. Another primary focus would be to educate the voters on the new VBMS. The group recommends the use of social media, print media, and broadcast media, as well as outreach through the participation of existing community groups (chambers of commerce, rotary, etc.). The group further recommends the KPB consider contracting with an outside resource to develop and implement a plan specifically regarding the education and notification of the voters of the new vote by mail hybrid structure. Recommendation #3 - Alaska State Statute Title 29 Amendment Recommendation #3 is consistent with and reinforced by guiding principles, 1 .) Maximize Accessibility and Inclusivity; 2.) Efficiency and Conservation of Public Resources and 3.) Voter Satisfaction and Confidence, adopted by the Election Stakeholders Group. The Election Stakeholders Group recommends the Assembly adopt a resolution requesting the Alaska State Legislature introduce and support a bill allowing for ranked choice voting. The bill would amend AS 29.26.060(c) to read as follows: Sec. 29.26.060. Runoff elections. (a) Unless otherwise provided by ordinance, a runoff election shall be held if no candidate receives over 40 percent of the votes cast for the office of (1) mayor, or (2) member of the governing body or school board if candidates run for a designated seat. (b) Unless otherwise provided by ordinance, if candidates for the governing body or school board run at large, a runoff election for a seat shall be held if no candidate receives a number of votes greater than 40 percent of the total votes cast for all candidates divided by the number of seats to be filled. (c) Unless otherwise provided by ordinance, a runoff election shall be held within three weeks after the date of certification of the election for which a runoff is required, and notice of the runoff election shall be published at least five days before the election date. Unless otherwise provided by ordinance t[T]he runoff election shall be Page 8 Election Stakeholders Group Final Report and Recommendations 246 between the two candidates receiving the greatest number of votes for the seat. This amendment would allow municipalities the flexibility to conduct runoff elections according to local preference. The ESG recommends the KPB Assembly further research and explore the solution of Ranked Choice Voting for the election of the Borough Mayor rather than continuing to conduct separate runoff elections which are costly and typically receive lower voter turnout than the regular election. Ranked Choice Voting would allow for an immediate runoff to select the prevailing candidate. ,ecoll ill ler7catlon i�4 - voter I'ampNei Recommendation #4 is consistent with and reinforced by guiding principles, 2.) Efficiency and Conservation of Public Resources and 3.) Voter Satisfaction and Confidence, adopted by the Election Stakeholders Group. The Election Stakeholder Group recommends including information in each ballot package which directs the voter to a website with voter information, candidate profiles and proposition summaries. The information provided would also specify locations at which hard copies of the voter pamphlet could be obtained. In addition, hard copies of the voter pamphlet could be mailed directly to a voter upon request. Paper copies of the voter pamphlet should include candidate profiles, proposition summaries and additional voter information and be made available at each of the AVCs. AVC employees would be educated and prepared to assist voters in the navigation of the election website. Recommendation #5 - Appointed Service Area Boards Recommendation #5 is consistent with and reinforced by guiding principle, 2.) Efficiency and Conservation of Public Resources, adopted by the Election Stakeholders Group. The Election Stakeholders Group recommends amending KPB Titles 2, 4 and 16 - Service Areas to provide that all KPB service area boards are appointed instead of elected (draft ordinance attached for consideration). It is rare for a service area board race to be contested at an election. In addition, there have been many years when no candidate files for the seat at all and ultimately the seat is filled by appointment after the election is certified. Page 9 Election Stakeholders Group Final Report and Recommendations 247 Recommendation #6 - Statements Advocating for Approval or Rejection of Propositions Recommendation #6 is consistent with and reinforced by guiding principles, 2.) Efficiency and Conservation of Public Resources and 3.) Voter Satisfaction and Confidence, adopted by the Election Stakeholders Group. The Election Stakeholders Group recommends the Assembly amend KPB 4.10.1 10 by deleting Section B which provides for the inclusion of statements advocating voter approval or rejection of propositions in the voter pamphlet. Recommendation #4 suggests streamlining the voter pamphlet to reduce waste and cost. Amending this section of code would further support that reduction. Additionally, the current inclusion of the statements may be contributing to voter confusion. The information provided and disseminated by the borough should be that of a factual nature. Public funds should not be used to further the message of an outside group, and the official voter information pamphlet is an inappropriate place to allow members of the public to advocate for or against a proposition. In today's technical environment there are multiple ways to effectively and efficiently spread a message without cost to the tax payers of the borough. Additionally, the administration of this code provision has proven to be difficult and identifying possible authors of statements has proven to be problematic. Historically, statements have been submitted for inclusion in the voter pamphlet and those statements are not vetted or verified by the borough and therefore may include misleading information. This provision of code was enacted in 2007 and has only been utilized a handful of times and typically only when there is a voter initiative or referendum proposition on the ballot. ,addition"l Recommendations The ESG recommends the KPB seek support from and partners with the cities within the borough to conduct all local elections by mail. Further, we recommend cost sharing with the cities within the borough for election equipment, an extensive and comprehensive communication/education plan and administration of all future elections. The ESG promotes the collaboration between the KPB and the cities within the KPB to develop legislation and administrative practices for the administration of local elections. Page 10 Election Stakeholders Group Final Report and Recommendations 248 Sponsored by: Meszaros CITY OF SEWARD,ALASKA RESOLUTION 2020-042 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A COOPERATIVE AGREEMENT WITH THE STATE OF ALASKA DEPARTMENT OF FISH & GAME (ADF&G), DIVISION OF ADMINISTRATIVE SERVICES, FOR THE FEDERAL AID IN SPORT FISH RESTORATION ACT, RECREATIONAL BOATING ACCESS (BA) PROGRAM,FOR THE PURPOSE OF DESIGNING AND PERMITTING A REPLACEMENT OF THE NORTHEAST HARBOR LAUNCH RAMP WHEREAS, in 2019, the State of Alaska Department of Fish & Game (ADF&G) evaluated the North East Launch ramp and determined it needed to be replaced; and WHEREAS, the City has pursued funding with ADF&G to replace the North East Launch Ramp; and WHEREAS, the approval of Resolution 2019-094 committed to provide funding for the City's 25% match to replace the North East Harbor Launch Ramp, under Phase 11 of the construction portion of the project; and WHEREAS, ADF&G has sent the City a Cooperative Agreement (2020-122) to start Phase I of the project, including design and permitting; and WHEREAS, ADF&G and the Federal Aid in Sport Fishing Restoration Act, Recreational Boating Access (BA) Program, will fully fund Phase I with the estimated cost of $400,000; and WHEREAS, the City of Seward will continue to comply with the ADF&G Agreement for the complete renovation of the North East Harbor Launch Ramp. 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 Cooperative Agreement 2020-122 with the State of Alaska Department of Fish & Game and the Federal Aid in Sport Fishing Restoration Act, Recreational Boating Access Program, for Phase I of the City of Seward's North East Harbor launch ramp renovation project, in substantial form as attached hereto. Section 2. This resolution shall take effect immediately upon adoption. 249 CITY OF SEWARD,ALASKA RESOLUTION 2020-042 PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 26th day of May, 2020. THE CITY OF SEWARD,ALASKA Christy Terry, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) 250 Agenda Statement Meeting Date: May 26, 2020 To: Scott Meszaros, City Manager _ From: Norm Regis, Harbormaster Agenda Item: Authorizing the City Manager to enter into a cooperative agreement with the State of Alaska Department of Fish and Game to plan, design, and permit replacement of the Seward North East Harbor Launch Ramp. BACKGROUND &JUSTIFICATION: The State of Alaska Department of Fish and Game ("ADF&G") conducted an evaluation of the northeast harbor launch ramp in 2019 and recommended that the launch ramp be replaced. The ramp requires increasing levels of maintenance and while we are currently able to utilize the ramp, it has become more of a safety issue due to rotting wood,necessitating replacement. The concrete planks are failing at an alarming rate. The city council approved Resolution 2019-094,committing remaining funds from the South Harbor Launch Ramp Replacement Project towards the City's 25%match for construction of the Northeast Harbor Replacement Project, with ADF&G funding the remaining 75%. This first phase of the project involves the planning, design and permitting of the northeast harbor launch ramp, and will be 100°I• direct funded by ADF&G, where the state will hire and pay the consultants for planning,design and permitting. The administration seeks council approval to sign the Cooperative Agreement between the City and ADF&G for Phase I of the project (please see attached Cooperative Agreement (20-122). The estimated cost of Phase I will be $400,000; the funding source will be 75% from the Federal Aid in Sport Fishing Restoration Act and 25% from state matching funds. INTENT: Authorize the city manager to enter into a cooperative agreement(20-122)with ADF&G for Phase I, the design and permitting of the northeast harbor launch ramp. CONSISTENCY CHECKLIST: Yes No NIA Comprehensive Plan (Page 16 3.5.1): Maintain a thriving port of 1. Seward through harbor improvements, infrastructure expansion, and X im lantation of management lans. 2 Strategic Plan (document source here): Page 7 Complete the renovation X of the Boat Harbor. 3 Seward Boat Harbor Plan (Page 21, 4.7): Work with ADF&G using X Sports Fish Restoration funds to build or rebuild boat ram is. 251 FISCAL NOTE: No city funds are required for Phase I. It is to be entirely funded by ADF&G. However, the City previously committed to fund the 25%match for Phase II;the construction for the renovation of the northeast launch ramp. The City previously appropriated funds for Phase II for this project in Resolutions 2019-094 ($240,000.00) Approved by Finance Department: ]A ATTORNEY REVIEW: Yes No X RECOMMENDATION: Council approve Resolution 2020-042 ,_.authorizing the city manager to enter into a cooperative agreement with ADF&G for Phase I; the design and permitting of the northeast harbor launch ramp. 252 P 9 Alaska Department of Fish and Game Division of Administrative Services a _ P.O. Box 115526 °of rI Juneau,AK 99811-5526 �FNr SN p� Cooperative Agreement Number 20-122 Title: Seward North Harbor Launch Ramp Renovation Between: Alaska Department of Fish and Game Division of Sport Fish And the CITY of SEWARD I. AUTHORITY: This agreement is entered into by and between the Alaska Department of Fish and Game, Division of Sport Fish (hereinafter referred to as the "ADF&G" or the "Department") and the City of Seward (hereinafter referred to as the "CITY"). ADF&G enters into this agreement under authority AS16.05.050 (12), AS36.30.850(c)and the Federal Aid in Sport Fish Restoration Recreational Boating Access Program (CFDA#15.605). II. PURPOSE OF THE AGREEMENT: To improve public recreational boating and sport fishing access to the marine waters near Seward by cooperatively rehabilitating and maintaining the north boat launch facility in the Seward Harbor. This will be accomplished in two phases: Phase I-design and permitting, and Phase 11-construction. III. TERM OF THE AGREEMENT: The effective date of this agreement shall be from the date of final signature.The design life of this facility is 20 years;therefore,this agreement shall remain in effect until December 31, 2041. IV. COVENANTS OF THE ALASKA DEPARTMENT OF FISH AND GAME: 1. To hire a design consultant to complete planning activities(Phase 1)for the future construction of the Seward North Harbor Boat Launch Ramp Facility, hereinafter referred to as the"facility". Phase I will consist of design, permitting,and compliancy activities and Phase 11 will consist of construction-related activities. Once Phase I is complete,this agreement will be amended to address additional funding needed for Phase 11 of the project. The total estimated cost of Phase I is$450,000. The source of funding for Phase I shall be 75%from the Federal Aid in 253 Alaska Dept.of Fish and Game Cooperative Agreement 20-122 Sport Fish Restoration Act(Dingell-Johnson/Wallop-Breaux)and 25%from state matching funds.Availability of these funds shall be subject to approval of the project by the Federal Aid Office of the U.S. Fish and Wildlife Service (USF&WS). 2. To authorize the CITY to continue to manage and maintain the facility as a CITY facility,which will be operated primarily for the use of recreational power boaters and sport anglers. 3. To perform a final inspection of the completed project to verify compliance with this agreement. V. COVENANTS OF THE CITY: 1. To dedicate to this project, CITY owned uplands and/or tidelands under and immediately adjacent to the facility. The parcel shall be used exclusively for boat launch ramps, boarding floats, a parking area for vehicles with boat trailers, and other improvements incidental to this project.The parcel is shown on Attachment A. The CITY warrants that it has the right, power, and authority to construct the improvements on the access site and that there are no restrictions, covenants,easements, rights-of-way,or uses which would prevent the CITY from constructing the improvements on the access site. 2. To complete the construction of the facility funded by this agreement prior to December 31, 2021. In the event the funding provided by ADF&G is not sufficient to cover all costs incurred by the CITY in completing this project, the CITY shall provide all additional funding that may be needed. 3. To manage and maintain the facility for public use until December 31, 2041.The facility will be managed primarily for the benefit of the recreational boating and sport fishing public in providing access to public waters consistent with current management. No change in this use will be made without prior written approval of ADF&G. 4. Management activities and maintenance services shall ensure orderly public use and keep the facility clean and in a good state of repair. Management and maintenance may be adjusted seasonally commensurate with seasonal public use. 5. ADF&G will consider the facility closed to the public if the CITY physically denies access,fails to provide adequate management or maintenance or allows incompatible uses of the facility that effectively limits public use by recreational boaters and sport anglers. 6. To obtain and comply with all federal, state and local permits required for construction and maintenance of the project. 7. To install a sign identifying the participation of ADF&G,the Federal Aid in Sport Fish Restoration program,and sport anglers in facility development.To install additional signage as deemed appropriate,to indicate that the primary use of the facility is for sport fishing and recreational power boating access. 8. To be responsible,for a period of one year from the date of ADF&G's final inspection,for correcting all defects in the design or construction when the defect is brought to the attention of the CITY,without additional cost to ADF&G.The CITY will make good and be fully responsible for all damages to persons and property that arise from equipment or workmanship which is inferior,defective,or not in accordance with the terms of this agreement. 254 Page 2 Alaska Dept.of Fish and Game Cooperative Agreement 20-122 9. To maintain adequate insurance in conjunction with the design, construction and maintenance of the improvements. 10. The CITY shall perform all aspects of the project in compliance with appropriate laws and regulations which include but are not limited to the following: a. Local Building Codes-CITY shall comply with applicable local buildings codes and shall obtain a building permit if required (AS 35.10.025). b. Historic Preservation-CITY shall comply with AS 41.35.070 to preserve historic, prehistoric and archeological resources threatened by public construction. c. Public Contracts-CITY shall comply with AS 36.05 in determining the wages and hours of labor on public contracts. d. Political Activity-Federal funds cannot be used for partisan political purposes of any kind by any person or organization involved in the administration of federally assisted programs. e. Civil Rights-Pursuant to Title VI of the Civil Rights Act of 1964,Section 504 of the Rehabilitation Act of 1973, Title I, II& III of the Americans with Disabilities Act of 1990,the Age Discrimination Act of 1975 and Title IX of the Education Amendments of 1972, no person shall,on the grounds of race,color, national origin,age,or handicap, be excluded from participation in or be subjected to discrimination in any program or activity funded in whole or in part by federal funds. f. Allowable costs/Cost principles-OMB 2 CFR 200 establishes principles and standards for determining costs applicable to grants,contracts, and other agreements with state and local governments. A cost is allowable for federal reimbursement only to the extent of benefits received by federal programs, and costs must meet the basic guidelines for allowability, reasonableness and allocability. g. Drug-free Workplace Act-CITY, by signing this agreement,certifies that they will provide a drug-free workplace. h. Debarment/Suspension—CITY, by signing this agreement, certifies that neither it, nor its principals or subcontractors is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from federal financial assistance programs or activities. i. Audits-CITY acknowledges that 75%of the funding for this agreement is from the Federal Aid office of the U.S. Fish and Wildlife Service under CFDA 15.605.The CITY acknowledges that receipt of federal funds may create audit requirements under OMB 2 CFR 200. j. Workers Compensation Insurance-CITY shall provide and maintain,for all employees engaged in work under this agreement,coverage as required by AS 23.30.045, (Appendix 131)and,where applicable, any other statutory obligations including but not limited to Federal U.S.L.& H. and Jones Act requirements. k. Open Competition-CITY shall comply with Executive Order 13202 dated February 17, 2001 prohibiting any requirements or bidding preferences based on contractor affiliation with labor organizations. 255 Page 3 Alaska Dept.of Fish and Game Cooperative Agreement 20-122 11. If the CITY handles hazardous materials on the site,the CITY agrees to employ adequate procedures for safely storing,dispensing,and otherwise handling hazardous materials in accordance with applicable federal, state, and local laws. Hazardous materials include but are not limited to fuels and lubricants commonly used in vehicles and boats. In the event of a hazardous materials spill by the CITY or the public using the site,the CITY shall act promptly,at its own expense,to contain the spill, repair any damage, absorb and clean up the spill area, and restore the site to a condition satisfactory to the ADF&G and in accordance with applicable federal, state, and local laws.The CITY shall be the lead agency in requesting additional funds from the legislature to cover the cost of spill clean-up.ADF&G shall support such requests. If contamination of the site occurs as a result of the CITY's management of the site,the CITY shall indemnify, defend,and hold harmless the ADF&G from any and all claims,judgments,damages, penalties,fines, costs, liabilities,or losses. VI. GENERAL PROVISIONS: 1. ADF&G and the CITY shall cooperate in accomplishing the improvements to be provided under this agreement. ADF&G shall provide design criteria for the improvements.The CITY shall be the lead agency in accomplishing all work necessary to make the improvements.The CITY may employ construction contractors as may be appropriate.The project shall be designed by a professional engineer registered in the State of Alaska unless exempt under AS 08.48.331. 2. The CITY shall perform the following tasks in accomplishing this project: Phase I: Design and land status:The design shall be of sufficient detail to allow the CITY to develop a project budget, obtain all required permits and dedicate the land as specified in paragraph V.I. above.Any funds not used for Phase I tasks shall be available for construction-related (Phase II)activities. Phase II: Construction bidding:The CITY shall not proceed with its own personnel or advertising for contractor bids until notified in writing by ADF&G that the USF&WS has approved the project. In the event USF&WS approval is not obtained by ADF&G or the non-federal match requirement cannot be acquired,this agreement shall be terminated. During the bidding process,the CITY shall send to ADF&G a copy of the bid package and all addenda that may be issued. Construction:The CITY shall provide ADF&G a copy of the proposed construction schedule.The CITY shall also promptly notify ADF&G of all changes made to the schedule or the design.At the completion of the construction work,the CITY shall provide ADF&G a copy of the as-built plans. Reimbursement for construction work shall be contingent on ADF&G approval of work performed. ADF&G review of designs, plans, specifications or other project-related documents will be to ensure conformance to the purpose of this agreement and shall not constitute engineering review nor relieve the CITY from responsibility to prepare an adequate design, meet code compliance, or assure that cost principles are applied to change orders. 3. The CITY will be reimbursed only for the cost of work actually completed which is directly related and allocable to the project and which ADF&G has approved. Reimbursement will be made within 30 days of receipt and approval, by ADF&G, of a request for reimbursement from the CITY.All requests for reimbursement shall be 256 Page 4 Alaska Dept.of Fish and Game Cooperative Agreement 20-122 adequately documented. Documentation may include copies of materials invoices, payroll ledgers,equipment logs,contract payments, etc. In the event of a late payment,ADF&G will not pay late fees. Requests for reimbursement shall be mailed no more frequently than once a month to Tracy Smith at: State of Alaska Department of Fish and Game, Division of Sport Fish, Region II 1800 Glenn Highway, Palmer,Alaska 99645 The CITY shall maintain a separate set of accounting records for this project and shall retain these records for a period of three years from the termination of the agreement.These records shall be made available to the state for audit purposes. With the exception of the initial and final payment, requests for reimbursement shall be in amounts not less than$25,000. If the CITY chooses to make monthly billings, such billings will be held by ADF&G until the total amount reaches at least$25,000. 4. The CITY may charge user fees in accordance with Seward Municipal Code per the harbor tariff,Ordinance No. 210-002, § 1(att.),9-27-2010"Boat Harbor", in effect on the effective date of this agreement.All future changes to the fee schedule shall be reviewed and approved by ADF&G. Fees shall be subject to the following criteria: a. Fees for recreational boating and sport fishing use shall not exceed fees for other uses at the facility. b. Fees shall not be imposed to recover the capital cost of the improvements covered by this agreement. c. Fees shall not exceed the cost of operation, maintenance and improvement of the site. d. Site specific fees that exceed the cost of operation, maintenance and improvement are program income. Fees collected and determined to be program income must be credited back to the Federal Aid in Sport Fish Restoration program through ADF&G.The basic policies for the treatment of program income by the USF&WS contained in OMB 2 CFR 200 apply to this agreement. e. The CITY may establish a capital improvement account from user fees collected,to fund specified major improvements to the site and/or routine maintenance, repair or replacement of the infrastructure. Establishment of such an account shall be reviewed and approved by ADF&G.The CITY shall specify the proposed improvement,the estimated cost,and completion date when requesting approval. Fees accumulated in a capital improvement account will not be considered program income if they are used for the approved improvement. f. If required by future changes to federal regulations or at the request of ADF&G,the CITY shall provide ADF&G an accounting of fees collected and costs of operation, maintenance, and improvements.This accounting shall be on an annual basis and in sufficient detail to satisfy state and federal regulations. g. Boats owned and operated by ADF&G and the Department of Public Safety shall be allowed to use the facility at no cost in the course of carrying out their official duties to the extent such use does not interfere with public use of the facility. 5. The effective date of this agreement shall be from the date of final signature by ADF&G. 6. The design life of the facility is 20 years;therefore,this agreement shall remain in effect until December 31, 2041. 257 Page 5 Alaska Dept.of Fish and Game Cooperative Agreement 20-122 7. Either agency may terminate its involvement in this agreement by written notice to the other at least 90 days in advance of the date on which termination is to become effective. In the event that an agency terminates its involvement in this agreement, defaults in its duties under this agreement or this agreement expires, disposition of the sport fishing access improvements shall be accomplished by whichever of the following contingencies is appropriate: a. Agreement expires on December 31, 2041: ADF&G shall have the option to negotiate an extension of this agreement with the CITY for the continued use of the facility for public sport fishing access.ADF&G shall have 90 days after the expiration of this agreement in which to notify the CITY of its intent to exercise this option. If ADF&G does not exercise this option,all improvements shall become the property of the CITY. b. ADF&G terminates its involvement: If prior to December 31, 2041,ADF&G finds that there is no longer a need for the sport fishing access improvements covered by this agreement,then this agreement shall be terminated. Improvements funded by ADF&G shall become the property of the CITY at no additional cost to the CITY. c. The CITY terminates its involvement: If prior to December 31, 2041,the CITY closes the facility to the public, does not comply with the requirements of this agreement or terminates its involvement in the purpose of this agreement,this agreement shall be terminated, and the CITY shall reimburse ADF&G for: i. The total funding it provided at the rate of 5 percent for each full year between the date of termination and December 31, 2041. ii. The appraised fair market value,on the date of the CITY's default,of any land acquired for the project with ADF&G funds. This agreement shall be terminated when the CITY's reimbursement to ADF&G is completed.The CITY shall not be required to reimburse ADF&G in the event the facility must be closed to protect public safety because of casualty damage arising from a catastrophic occurrence. 8. The CITY may make improvements to the facility at its own expense provided the improvements are compatible with the purpose of this agreement and are approved in writing by ADF&G prior to construction. 9. Funding for major maintenance or repair of casualty damage will be negotiated on a case-by-case basis. Each agency's share of such funding shall be contingent on availability of funds. 10. The rights and responsibilities vested in each agency by this agreement shall not be assigned without the written consent of the other agency. 11. Agents and employees of each agency shall act in an independent capacity and not as officers,employees,or agents of the other agency in performance of this agreement. 12. Nothing in this agreement shall obligate either agency to the expenditure of funds or future payments of money in excess of those herein agreed upon or authorized by law. 13. Nothing in this agreement transfers title or land jurisdiction other than set forth herein. 258 Page 6 Alaska Dept.of Fish and Game Cooperative Agreement 20-122 14. The CITY shall indemnify, hold harmless and defend ADF&G from and against any claim of,or liability for error, omission or negligent act of the CITY under this agreement.The CITY shall not be required to indemnify ADF&G for a claim of,or liability for,the independent negligence of ADF&G. If there is a claim of,or liability for,the joint negligent error or omission of the CITY and the independent negligence of ADF&G,the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis. "CITY" and "ADF&G" as used within this paragraph, include the employees,agents and other contractors who are directly responsible, respectively,to each.The term "independent negligence" is negligence other than in ADF&G's selection, administration, monitoring or controlling of the CITY and in approving or accepting the CITY's work. 15. All parties agree to comply with all applicable federal and state laws regulating ethical conduct of public officers and employees. 16. Each agency will comply with all applicable laws, regulations,and executive orders relative to Equal Employment Opportunity. 17. Nothing herein is intended to conflict with federal, state,or local laws or regulations. If there are conflicts,this agreement will be amended at the first opportunity to bring it into conformance with conflicting laws or regulations. 18. This agreement may be revised as necessary by mutual consent of both parties, by the issuance of a written amendment,signed and dated by both parties. 19. All approvals and notices required by this agreement shall be sent by email to dfg.dsf.boataccess@alaska.gov or mailed to: Director City Manager Division of Sport Fish City of Seward Alaska Dept of Fish&Game 410 Adams Street P.O. Box 115526 P.O. Box 167 Juneau,Alaska 99811-5526 Seward,Alaska, 99664 20. This agreement is complete and has no other encumbrances, addenda, attachments, or amendments with the following exceptions:Attachment A: Parcel Location VII. FINANCIAL CONSIDERATIONS ADF&G will fully fund Phase I for accomplishing the purpose of this agreement in the amount of$450,000 total; any additional funding amount that may be needed to complete the project will be at the sole discretion of ADF&G.This cooperative agreement shall be amended to address additional funding that will be need for Phase II, construction. The CITY will be reimbursed only for the cost of work actually completed which is directly related and allocable to the project and which ADF&G has approved. All requests for reimbursement shall be adequately documented. Documentation may include copies of materials invoices, payroll ledgers, equipment logs, contract payments, etc. In the event of a late payment, ADF&G will not pay late fees. Upon project completion and final reimbursement to the CITY,the CITY shall provide ADF&G an accounting of fees collected for use of the federally funded improvement(s) during the grant period of performance.The dates of the 259 Page 7 Alaska Dept.of Fish and Game Cooperative Agreement 20-122 grant period of performance will be defined by ADF&G and provided to the CITY for this purpose. Additionally,the CITY shall maintain a separate set of accounting records for this project and shall retain these records for a period of three years from the termination of the agreement.These records shall be made available to the state for audit purposes. 260 Page 8 VIII. APPROVING SIGNATURES IN WITNESS WHEREOF,the parties hereto have caused this Cooperative Agreement to be executed as of the date of last signature below. CITY OF SEWARD ATTEST Scott Meszaros, City Manager Brenda J. Ballou, MMC City of Seward City Clerk [City Seal] Date ALASKA DEPARTMENT OF FISH AND GAME Dave Rutz, Director Division of Sport Fish Date Samantha Gatton, Deputy Director Division of Administrative Services Date 261 Alaska Dept.of Fish and Game Cooperative Agreement 20-122 Attachment A: Parcel Location Geographic information Systems Seward Harbor Northeast Launch Facility re "t rl N_t,i;rkl�_[ _.o�rlotna,Alaska 99fib9 � 6 ewar a �,• ���� ��y�l k Legend T,. r Mileposts Parcels NE Boat Ramp Facility E 2; -L tl4l r • � � r ct i+ Notes B.z o 0.12 o.z Mil as This maps a user generated stale ootpottrom an Internet mapping:ire and Is torreterenee only.Data layers that appear onthls map may or may not he accurate, Coordinate System'.NAD_19B3_StatePlane_Alaska_4_FIPS_5004_Feet evrent or otherwise reliable. THIS MAP IS NOT TO BF USED FOR NAVIGATION 262 Page 10 Alaska Dept.of Fish and Game Cooperative Agreement 20-122 APPENDIX 61 INDEMNITY AND INSURANCE Article 1. Indemnification The contractor shall indemnify, hold harmless, and defend the contracting agency from and against any claim of, or liability for error, omission or negligent act of the contractor under this agreement. The contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the contracting agency. If there is a claim of, or liability for,the joint negligent error or omission of the contractor and the independent negligence of the contracting agency, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis. "Contractor" and "contracting agency", as used within this and the following article, include the employees, agents and other contractors who are directly responsible, respectively, to each. The term "independent negligence" is negligence other than in the contracting agency's selection, administration, monitoring, or controlling of the contractor and in approving or accepting the contractor's work. Article 2. Insurance Without limiting contractor's indemnification, it is agreed that contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the following policies of insurance.Where specific limits are shown, it is understood that they shall be the minimum acceptable limits. If the contractor's policy contains higher limits,the state shall be entitled to coverage to the extent of such higher limits. Certificates of Insurance must be furnished to the contracting officer prior to beginning work and must provide for a notice of cancellation, non-renewal,or material change of conditions in accordance with policy provisions. Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of this contract and shall be grounds for termination of the contractor's services. All insurance policies shall comply with and be issued by insurers licensed to transact the business of insurance under AS 21. 2.1 Workers' Compensation Insurance:The Contractor shall provide and maintain,for all employees engaged in work under this contract, coverage as required by AS 23.30.045, and; where applicable, any other statutory obligations including but not limited to Federal U.S.L. & H. and Jones Act requirements. The policy must waive subrogation against the State. 2.2 Commercial General Liability Insurance:covering all business premises and operations used by the Contractor in the performance of services under this agreement with minimum coverage limits of$300,000 combined single limit per claim. 2.3 Commercial Automobile Liability Insurance: covering all vehicles used by the Contractor in the performance of services under this agreement with minimum coverage limits of$300,000 combined single limit per claim. 263 Page 11 Sponsored by: Meszaros Public Hearing#1: November 25, 2019 Public Hearing##2: December 9. 2019 CITY OF SEW ARD, ALASKA RESOLUTION 2419-108 A _RESOLUTION OF THE CITY COUNCIL OF T14E C1 a :,)F SEWARD, ;1LASItiA, ADOPTING THE 2020/2021 CAPITAL IMPRO`E',IJENT PLAN WHEREAS. the City Manager has submitted to the City Council a proposed biennial hud- t for the Citv of Seward for Calendar Years 2020 and 2021; and WHEREAS. the preliminary-biennial budget was reviewed by the Cite Council in budget % ork sessions on October 15, October 16. October 27 & November 8- 2019, which were televised to the public; and WHEREAS. a public hearing is scheduled on the proposed budget for November 25: 2019. and a second public hearing and -tidal adoption is scheduled for December 9. 2019- and WHEREAS_ the General Fund is not budgeting for receipt of State revenue sharing. but to the extent State revenue sharing funds are received in 2020 and/or 2021, 100% of those funds will be transferred frorn the GeTIeral Fund to the Capital Acquisition Fund to be used for capital projects. NOW THEREFORE., BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEW-ARD, ALASKA. that. Section 1. The Capital [mprovement Plan for Calendar Years 2020 and 2021, which is attached hereto and made a part hereof b , reference, is hereby adopted. Section :3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the Cite Council of the City of Seward., Alaska, this 9"' day of December. TPEfCIT'Y O 7 ARD, ALASKA Christy Terry, Zw ay,ar� 264 Seward Harbor Municipal Harbor Facility Grant Application Document in Support of Block 07 CITY OFSEW Ake ALASKr RESOLUTION Z019-!#a \ AYES: S«cwG SUS McClure., Osega, Tery NOES: Baclaan, Lane ABSENT: Non ABSTAIN: NoEe ATTEST: \Z <.� BCna£ B- 2y�M . » « City Clerk- (City Ssa\ \ % +meHarbor MunicipalHarbor Ficility Grant Application Document m Support ama£ 265 City of Seward Capital Improvement Plan Harbor-Related Capital Projects 2020 and 2021 New or project Funding Source Project Description Replace Year Cost Racing(a) Cite Portion Other Source Source NE Float Launch Ramp R 2021 S2.000.000 C 5500,000 $1500900 City,,ADFG X Replace R&L and remainder of G Float R 2022 53.500,000 M $3.500,000 City/Grant X Replace anodes on concrete fluats R 2022 $200.000 M $200,000 City X 50 Ton wash down pad N 2022 5500,000 New ti>00.000 City x Replace dumpsters R 2023 580,000 M S80.000 City X 5 Ton crane 1-dock N 2024 5400.000 New $400.000 CiN. X Total Harbor Fund Projects: S6.680.000 55,180,000 51.500,000 Total Harbor Fund Projects for 2020 and 2021 52.00O000 $500,000 SL500.000 Rating(a): Critical Risk(Q:Likely to fail within next 5 years High Risk(H):Likely to fail in 5-10 years Moderate Risk(M continuous increasing cost to.maintain and operate. "New"reflects creation or purchase of a new asset:not replacing an existing asset Seward Harbor Municipal Harbor Facility Grant Application Document in Support of Block#5 266 i j Sponsored by: Meszaros CITY OF SEWARD,ALASKA RESOLUTION 2019-094 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROPRIATING $233,905.44 TO REPLACE THE NORTHEAST LAUNCH RAMP WHEREAS, the State of Alaska Department of Fish and Game (ADF&G) sent representatives to Seward in June, 2019 to evaluate the project and consider whether to provide grant funds for the replacement of the North East launch ramp to include docks, drainage, pavement,new concrete planks and new galvanized steel piling; and WHEREAS, if the City commits to the required 25% match for this project, ADF&G will proceed to engineer the project and seek funds for construction; and 'i WHEREAS, administration recommends utilizing the remaining funds in the amount of $233,905.44 from the South Harbor Launch Ramp replacement project toward the North East Harbor Launch Ramp replacement project; and WHEREAS, the City will seek grant funding through ADF&G which grant funds would be expected to cover 75% of the cost of replacing the North Harbor Launch Ramp and docks; and WHEREAS, when the total amount of funds is known for the City's 25% match administration will bring back a resolution requesting the additional funding for the construction phase of the project. i 1 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE 1 CITY OF SEWARD, ALASKA that: jSection 1. Funding in the amount of 5233,905.44 is licreby appropriated from the South Harbor Launch ramp project account no. 11420-0000-3710-[}000-1 1430 to the North East Harbor Launch Ramp project infrastructure account no. 11430-0000-8 101. Section 2. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 12`h day of November, 2019. T Y , ALAS ti C sty r , ayor } 267 CITY OF SEWARD,ALASKA RESOLUTION 2019-094 AYES: Scesc, Butts, Osenga, McClure, Terry NOES: Lanc, Baclaan ABSENT: None ABSTAIN: None ATTEST: Brenda J. Ballnu, Mmc p e p u f Y c o y c 1 e,k City{'lcrk (City :Seal) : . SEA I_, 1q .• 4, rFaF A�a�,: �F$�rrrrrrM*��1� ,i I 268 A Agenda Statement Meeting Date: November 12, 2019 To: Scott Meszaros, City Manager From: Norm Regis, Harbormaster 1 66 Agenda Item: Re-appropriating $233,905:.44 of unspent funds from the South Harbor Launch Ramp replacement project toward the replacement of the North East Harbor Launch Ramp. BACKGROUND & JUSTIFICATION: The State of Alaska Department of Fish and Game ("ADF&G") conducted an evaluation of the North East Harbor Launch Ramp in 2019 and recommended that the launch ramp be replaced. The ramp requires increasing levels of maintenance and while we are currently able to utilize the ramp,it has become more of a safety issue due to rotting wood,the concrete planks are failing at an alarming rate necessitating replacement. ADF&G has access to grant funds to replace the launch ramp, with the grant covering 75% of the cost,provided the City matches the grant with a 25%contribution. With the future decline of State and Federal grant funding, this is a great opportunity to pursue outside funding while this grant is still available. If the City commits to the availability of its 25% match, ADF&G will proceed with the engineering and design for this project, and ADF&G will apply for grant funds on eward's behalf, and will provide construction administration if the project proceeds. With the remaining funds from the South Harbor Launch ramp being appropriated towards this project would limit the additional funds needed to be appropriated from the Harbor MRRF,CPV and parking funds respectively toward the City's 2P'O' match. When ADF&G approves the project and sends the City of Seward the grant paperwork, the administration will bring forward a resolution to award a contract to replace the North East Harbor Launch Ramp and appropriate the additional grant funds for this project. Without Council commitment to fund the 25%City match,ADF&G will not proceed with engineering and design,nor apply for grant funds on behalf of the City. INTENT: To commit$233,905.44 of unspent funds from the South Harbor Launch Ramp replacement project to be used toward the North East Harbor Launch Ramp replacement and show a commitment to ADF&G that the City of Seward will fund the 25'1�1� match. 46 269 — ... ........... ........... ..................... www.w. _ ....n ............ CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (Page 16 3.3.1): Maintain a thriving port of......_..�.. 1. Seward through harbor improvements, infrastructure expansion, and X implantation of management plans.~ .. �......- .... µ �a . .,..... ........................... ........ , �. Strategic Plan (Page 7): Complete the renovation of the Boat Harbor. X ....3..M.........��orts Fisoat Harbor Plan �1.........�.�..�_................................_....... ......._..........�.�......�....,. ......... .� Seward B (Page , 4.7): Work with ADF&G using X Sp h Restoration funds to build or rebuild boat ramps. FISCAL NOTE: Funding in the amount of$419,119.43 was appropriated from the CPV fund to the South Harbor Launch Ramp project through Council RES 2018-076. After project completion, $233,905.44 remain unspent in the project fund. Approving this resolution would appropriate and transfer$233,905.44 to the North East Harbor Launch Ramp project to be used toward the City's required 25% match. Approved by Finance Department: ATTORNEY REVIEW: Yes X No RECOMMENDATION: Council approves Resolution 2019-094 appropriating $233,905.44 of unused funds from the South Harbor Launch Ramp replacement project toward the replacement of the North East Harbor Launch ramp project. 47o 7 Sponsored by: Meszaros CITY OF SEWARD,ALASKA RESOLUTION 2020-043 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO RECLASSIFY THE INCUMBENT BUILDING INSPECTOR (17.5-19.5) TO A RANGE (21-23) AND CHANGE THE TITLE TO BUILDING OFFICIAL, AND TO ESTABLISH A NEW POSITION OF BUILDING AND FIRE INSPECTOR (RANGE 18-20),AND APPROPRIATING FUNDS WHEREAS, Resolution 2008-048 included the reorganization of the Community Development Department based upon needs at the time to include a Community Development Director, City Planner, and Community Development- Building Department Executive Assistant position, later reclassified as the Planning Assistant; and WHEREAS, at such time, the Building Inspector was assigned to the Fire Department, as the Fire Chief assumed the role of Building Official, which has continued to date; and WHEREAS, in 2013, the City approved Ordinance 2013-005, adopting the 2012 International Building Code, with amendments to include the Building Department, and the naming of a Building Official, subsequently adopting the amended language into Seward City Code Section 12.05.011; and WHEREAS, the City of Seward has seen an influx in large scale building projects, subdivisions, and industrial construction, in addition to an increase in Lodging and Rental Inspections, placing an undue strain on the current staffing and causing a backlog in inspections that are limited to Building Code as opposed to Fire and Life Safety; and WHEREAS, the current staff that are capable of performing such inspections are limited to the Fire Chief, the Building Inspector, and vacant Deputy Fire Chief Role which prevent the Fire Chiefs from performing all of their assigned public safety duties due to the amount of time required by such; and WHEREAS, the Building Inspector will become the Building Official with a pay increase to a range 21-23, and will assume additional responsibilities and authority from the Fire Chief s role, becoming a permanent position; and WHEREAS, the position of Building and Fire Inspector (Range 18-20) will be established to help assume the administrative and cross trained workload created; and WHEREAS, both positions will continue to operate under the authority of the Fire Chief, and in conjunction with the Fire and Community Development Departments, as the Fire Chief and Deputy Fire Chief will continue to be able to perform such inspections. 271 CITY OF SEWARD,ALASKA RESOLUTION 2020-043 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 reclassify the Building Inspector position (Range 17.5-19.5)to the Building Official (Range 21-23). Section 2. The City Manager is hereby authorized to establish a new position titled Building and Fire Inspector(Range 18-20). Section 3. Funding in the amount of $99,133 is hereby appropriated from the General Fund reserves account no. 01000-0000-3400 to personnel salary and benefits expense accounts 0 1000-1 250-6XXX in both the 2020 and 2021 budgets. Section 4. This resolution shall take effect immediately upon adoption, and in accordance with SCC § 3.15.100 (c). PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 26th day of May, 2020. THE CITY OF SEWARD, ALASKA Christy Terry, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) 272 Agenda Statement Meeting Date: May 26, 2020 • To: City Council Through: Scott Meszaros, City Manager From: Clinton Crites, Fire Chief Qi Agenda Item: Building Official Reclassification and Establishment of Building and Fire Inspector BACKGROUND & JUSTIFICATION: The 2008 budget included the reorganization of the community development department to fund a Community Development Director, Planner and Community Development -- Building Department Executive Assistant. During the implementation of the planned and budgeted reorganization of the community development department, the administration determined that all planning functions in this department the Community Development Department required the bulk of the workload assigned to the Assistant which later became the Planning Assistant. At that same time due to the qualifications of existing personnel, the Fire Chief acted as the Building Official as required under the City's adoption of the International Building Code (IBC) and oversaw the Building Inspector.The Fire Chief's position continued to carry the Building Official's duties until December 2019 when the job duties changed to reflect common practice and the city's needs and abilities. In 2017, 2018, and 2019 the City saw and is still seeing a great influx in new building projects and annual inspections. The building projects are included but not limited to; Apartment complexes, Hotels, Duplexes, 4, 10 and 12-plexes, planned housing subdivisions and industrial projects. Between 2017 and 2019 the number of new building project inspections increased from 32 to 45/year. Building projects take up a vast majority of time to include initial consultation, plan review, and site inspections to include but not limited to: footing, foundation, slab, underground plumbing, framing, electric/plumbing, insulation/vapor barrier, sheetrock, and a final inspection (CO). The City prides itself with excellent customer service and generally provides a turnaround time for plan review within 10 days. With the continued increase in workload and the projected future projects, with our current staffing contractors most likely will see a much longer turnaround time in plan reviews. The Fire Department is also mandated by city code and state law to perform Fire and Life Safety Inspections for: Lodging, Liquor License renewals, Daycares, and State occupancies: • A- Assembly type facilities, restaurants, bars, and churches. • E - Educational type facilities such as schools and daycare facilities. • I - Institutional type facilities such as prisons,jails, hospitals, and nursing homes. • R- Residential (R-4 and R-1)type facilities such as assisted living, apartments and hotels over 15 rooms. 273 • High impact facilities, including major fish processing plants. Annual lodging inspections include hotels, motels, bed and breakfasts, and Inns. Between 2017 and 2019 the number of annual lodging inspections increased from 60 to 102, with more anticipated for 2020. As required by code, all establishments selling or serving alcohol must also have a fire and life safety inspection and the fire department performed 56 of these in 2019. With the currently mandated inspections, life safety inspections of other occupancies are not able to be performed along with other day to day operations. As a result of these increases, and in adhering to the City's adoption of the IBC and requirements to perform Fire and Life Safety Inspections it has become abundantly clear that the current staffing, comprised of the Fire Chief, Deputy Fire Chief, and Building Inspector; is incapable of meeting the demands of this continually increasing workload. As a result, a move to reclassify a full time Building Official as opposed to assigning duties to any one particular employee based upon skill at the time would create a sense of stability and clarity going forward. Additionally, the establishment of an additional position would reduce the workload on the individuals currently in these positions and allowing them to perform better quality inspections, plan review, and to perform other aspects of their job descriptions in the interest of Public Safety. ]NTENI: To utilize current building and fire department personnel more efficiently and effectively to meet the City's needs while providing greater service to the community. CONSISTENCY CHECKLIST: Yes No IVIA ity Charter: 5.4. - City manager. b)The city manager shall be the chief administrative officer of the council 1, rid shall perform the dirties of his office under the authority of and shall X e accountable to the council. The council shall prescribe in the Code the rrties of the city manager in addition to those set forth in this chsrter.(c)He hall supervise and coordinate the work of the administrative officers an apartments of the city, except the city attorney, the city clerk and the city clerk department, and he shall act as coordinator between these officer nd the other administrative officers. (f)He shall employ or be responsible For the employment of all city employees except employees in the city clerk, epartment, and supervise and coordinate the personnel policies and ractices pf the city. ity Code: 2.20.035 - 6. He [The City Manager] may recommend to fire council any basic organization and plans for the city departrrrents and X enforce changes as approved by the council. 3.10.025. - Development and administration. The city manager shall have the authority for the overall administration o he classification plan. In developing the classification plan, he/she shall consult department heads, key staff, employees and other technics resources as appropriate. New positions. When a new position is proposed or established, the e artment in which it is created shall provide a written job description to 274 the city manager, who shall determine the proper classification or prepare �a new classification description if an appropriate classification does not xist. The city manager shall present hisiher recommendation to the city ouncil for final approval. �3. MO Comprehensive PIan: 3.2.1.1: Ensure uniform and consisten nforcement of the zoning code, building code ATTORNEY REVIEW: Yes No N/A FISCAL NOTE: The reclassification of the Building Official will be covered by the current 2020/2021 budget. Funding for the establishment of the Building and Fire Inspector position will come from General Fund reserves and will be built into future operating budgets. Approved by Finance Department: J/J, RECOMMENDATION: Council approve Resolution 2020-043 , approving the City Manager to reclassify and establish positions in the Fire and Building Department effective May 27, 2020 275 City of Seward Job Description n Job Title: Building Official Range: 21-23, Progressive Salary $30.91 - 42.61 DOE Department: Fire Department Approved by: Clinton Crites Reports to: Fire Chief Date: 5/14/2020 Position: Regular, Full-time, Progressive Summary: Under administrative direction, directs, manages, supervises, and coordinates the activities and operations of the Building Inspection Division within the Fire Department,including building, Fire& Life Safety inspection and enforcement of state laws, codes, and local ordinances dealing with the construction of new buildings and the alteration,use,and ongoing safety of existing buildings;coordinates assigned activities with other departments,and outside agencies;and provides highly responsible and complex administrative support to the Fire Chief. The Building Official provides inspection services to the Fire Department and the City of Seward, inspects new and existing buildings and structures during various stages of new construction, additions or remodel for compliance to the adopted building and fire codes, approved plans, specifications and standards. Performs fire and life safety inspections on selected occupancies including lodging, assemblies, commercial, fire alarm & fire protection special inspections. The work entails assisting with design and construction inspection of City projects;plan review,field inspections, responding to questions and complaints, recordkeeping, and code enforcement for customer projects, by performing the following duties. Essential Duties and Responsibilities: Assume management responsibility for assigned services and activities of the Building Inspection Division including enforcement, interpretation, and implementation of the City's building codes, customer service at the front counter, application intake,plan review,issuance of building permits, building inspections, and code enforcement. Manage and participate in the development and implementation of goals, objectives,policies, and priorities for assigned programs; recommend and administer policies and procedures. Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within departmental policy, appropriate service and staffing levels. Plan, direct, coordinate, and review the work plan for building inspection staff, assign work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with staff to identify and resolve problems. Rcvd. Employee: Dept. Head: Personnel: City Mgr.: 276 Select, train, motivate, and evaluate building inspection personnel; provide or coordinate staff training; work with employees to correct deficiencies. Participate in the development and administration of the Division's annual budget;participate in the forecast of funds needed for staffing, equipment, materials, and supplies. Confers with, coordinates with, and provides information and assistance to architects, engineers, contractors, builders, and the general public in the field and office; assists in the permit process; explains and interprets applicable codes, ordinances, and zoning regulations, requirements, and restrictions. Enforces codes by giving instructions, explaining the requirements for construction projects to meet applicable codes, assisting the public and builder in solving code problems, issuing warnings, and recommending stop work orders; acts on requests for and/or initiates inspection of, noncompliance work or building conditions, issues notices, and orders of abatement or correction and demolition permits. Supervises and participates in examination of plans and specifications for completeness and compliance with applicable codes and regulations and/or proper conditions; ensures a comprehensive and efficient plans examination process is conducted; issues building permits when appropriate. Develops and implements a system of building regulation enforcement services that assists developers, contractors, and the general public with meeting the standards for compliance with building and related codes adopted by the City Council. Administer the building permit appeals process; administer permit tracking system and building inspection records maintenance. Participate in and manage the building inspection function related to structural,plumbing, electrical and mechanical standards, and other building site issues, ensuring compliance with all applicable codes and regulations. Assign, supervise and review plans and specifications relating to electrical,plumbing, mechanical, energy conservation, access compliance, and other building code requirements. Serve as the liaison for the Building Inspection Division with other divisions, departments, and outside agencies; negotiate and resolve sensitive and controversial issues. Serve as staff on a variety of boards, commissions, and committees;prepare and present staff reports and other necessary correspondence. Rcvd. Employee: Dept. Head: Personnel: City Mgr.: 277 Attend and participate in professional group meetings and code hearings; maintain awareness of new trends and developments in the field of building inspection; incorporate new developments as appropriate. Respond to and resolve difficult and sensitive citizen inquiries and complaints. When required; serve as project manager and or liaison for city projects. Provides code assistance for various city projects as assigned, inspects residential, commercial, industrial and other buildings during and after construction to ensure that all construction and life safety components covered by the Fire& Building codes adopted by the City of Seward are constructed and utilized in accordance with approved codes,plans, specifications and standards. Performs fire & life safety inspections to enforce compliance with fire codes; and maintains records. Responsible for enforcement of all laws, rules, regulations, and ordinances of the City of Seward and the State of Alaska relating to fire protection, fire prevention, and protection of life and property. Provides excellent customer service by establishing and maintaining effective and cooperative working relationships with City employees and the general public. Observes conditions and issues notices for corrections to persons responsible for conformance. Obtains evidence and prepares reports concerning violations that have not been corrected; serves as an abatement officer. Interprets code requirements and recommends compliance procedures to contractors, craft workers and owners. Keeps clear and concise inspection records and prepares reports for use by administrative or judicial authorities. Inspects the installation of foundations, floors, walls, roofs, mechanical and electrical systems, and plumbing systems to verify that such systems are installed in accordance with appropriate state & local laws, codes, regulations, standards, and department rules. Inspects and witnesses the installation and testing of fire protection or fire detection systems to verify that such systems are installed in accordance with appropriate state & local laws, codes, regulations, standards, and department rules. Reviews requests for and recommends issuance of building permits. Conducts fire code compliance follow-up inspections to ensure that corrective actions have been taken in cases where violations were found. Updates manual and computer records. Rcvd. Employee: Dept. Head: Personnel: City Mgr.: 278 Drive and operate fire department apparatus and equipment. Assists with and makes suggestions for programs and materials for educating the public. Performs research and conducts surveys; analyzes information, and creates reports as required or requested. Receives and responds to inquiries, concerns, complaints, and requests for assistance regarding areas of responsibility. May be required to work rotating shifts, on-call duties, and extended hours in emergency situations. Assists with formulating related training;performs in-service training as requested. Participates in educational and training programs aimed at keeping abreast of construction techniques, codes and public relations, and appropriate engineering applications. Attends training sessions and seminars to maintain certifications. Assists with investigation on collapsed buildings, fire damage or other factors that influence structural integrity. Performs other related duties as assigned. Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience: Experience as an Engineering Tech/Assistant or at least 1 year of college studying in a related field of Engineering; one year certification in a program relating to the interpretation and application of the adopted building and fire codes or five years experience in one of the construction trades (carpentry, electrical or plumbing) at the journeyman level or higher; may have equivalent combination of education and experience. Or Experience in Fire and Life Safety Inspections with Two years of recent,paid work experience as a Fire Inspector with a Fire Department responsible for the enforcement of fire and building codes, or at least 1 year of college studying in a related field of Fire Science, Fire Protection, or other related field of study as approved by the Fire Chief. Knowledge of fire protection and alarm systems and equipment. International Conference of Code Officials (ICC) certification in the International Building Code (IBC)and International Fire Code(IFC)is required or obtained within one year of hire. Additional certification from the ICC in "Fire" "Residential" "Plan Review" "Mechanical" "Electrical" "Plumbing" or"Combination Inspector" is expected to be acquired as soon as possible. Rcvd. Employee: Dept. Head: Personnel: City Mgr.: 279 Within six months must complete required online FEMA courses on emergency management ICS 100, 200, 700, 800 Must have a valid driver's license and pass all required criminal and drug testing. Progressive Development Plan: Each year on the employee's anniversary date, the employee will be evaluated not only on their job performance but also on their professional development. The employee shall be given the opportunity to advance in the specified pay ranges when they have completed the requirements for those ranges. The Fire Chief shall determine if the employee has received the required training, experience and has demonstrated that knowledge to allow for the advancement from one range to another remaining at the same step.If the employee does not advance in a range but has shown above satisfactory performance, the employee shall be granted a merit step increase. The employee and the supervisor shall examine a list of ICC certified classes and determine which courses best diversify the direction of the department. ICC certified classes shall include but not be limited to the following: Fire Inspector I and H,Mechanical Inspector(Residential and Commercial), Electrical Inspector (Residential and Commercial), Plumbing Inspector (Residential and Commercial), Plans Examiner (Electrical, Mechanical, Plumbing and Residential), Accessibility Inspector/Plans Examiner, Certified Building Official. Upon completion of 3 or more of these approved and determined classes, the employee shall be eligible for a 1 step increase. Language Skills: Ability to read, analyze and interpret general business periodicals,professional journals, technical procedures or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public. Mathematical Skills: Ability to multiply, divide and add numbers and to calculate figures and amounts such as proportions,percentages,area,circumference and volume.Ability to apply concepts of basic algebra, trigonometry and geometry. Knowledge of or the ability to learn and operate computer programs, such as Auto-Cad. Reasoning Ability: Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written,oral, diagram or schedule form. Other Skills and Abilities: Prior experience in public contact including the ability to work with and explain code requirements in an understandable way to members of the general public and contractors is desired. The ability to work with people is required. Past code enforcement and/or code administration supervision is desired but not necessary. Knowledge of current construction techniques, the ability to read and understand building plans, the International Codes, Plumbing and Electrical codes, and code Rcvd. Employee: Dept. Head: Personnel: City Mgr.: 280 enforcement techniques and practices is also desired but not immediately necessary. Knowledge of and experience in operating various computer programs such as Word and Excel, or the ability to learn. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations maybe made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job,the employee is regularly required to sit,talk, or hear. The employee frequently is required to walk; use hands; to finger, handle or feel objects, tools or controls; and reach with hands and arms. The employee is occasionally required to stand; climb or balance; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision,peripheral vision and depth perception. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations maybe made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job,the employee occasionally works in high,precarious places and in outside weather conditions. The noise level in the work environment is usually moderate. Rcvd. Employee: Dept. Head: Personnel: City Mgr.: 281 City of Seward Job Description n Job Title: Building/Fire Inspector Range: 18-20, Progressive Salary $26.65 - 36.75 DOE Department: Fire Department Approved by: Clinton Crites Reports to: Fire Chief Date: 1/30/2020 Position: Regular, Full-time, Progressive Summary: The Building/Fire Inspector provides inspection services to the Fire Department and the City of Seward, inspects new and existing buildings and structures during various stages of new construction, additions or remodel for compliance to the adopted building and fire codes, approved plans,specifications and standards. Performs fire and life safety inspections on selected occupancies including lodging, assemblies, commercial, fire alarm & fire protection special inspections. The work entails assisting with design and construction inspection of City projects;plan review,field inspections, responding to questions and complaints, recordkeeping, and code enforcement for customer projects, by performing the following duties. Essential Duties and Responsibilities: Provides code assistance for various city projects as assigned, inspects residential, commercial, industrial and other buildings during and after construction to ensure that all construction and life safety components covered by the Fire& Building codes adopted by the City of Seward are constructed and utilized in accordance with approved codes,plans, specifications and standards. Performs fire & life safety inspections to enforce compliance with fire codes; and maintains records. Responsible for enforcement of all laws, rules, regulations, and ordinances of the City of Seward and the State of Alaska relating to fire protection, fire prevention, and protection of life and property. Provides excellent customer service by establishing and maintaining effective and cooperative working relationships with City employees and the general public. Observes conditions and issues notices for corrections to persons responsible for conformance. Obtains evidence and prepares reports concerning violations that have not been corrected; serves as an abatement officer. Interprets code requirements and recommends compliance procedures to contractors, craft workers and owners. Rcvd. Employee: Dept. Head: Personnel: City Mgr.: 282 Keeps clear and concise inspection records and prepares reports for use by administrative or judicial authorities. Inspects the installation of foundations, floors,walls,roofs, mechanical and electrical systems, and plumbing systems to verify that such systems are installed in accordance with appropriate state & local laws, codes,regulations, standards, and department rules. Inspects and witnesses the installation and testing of fire protection or fire detection systems to verify that such systems are installed in accordance with appropriate state & local laws, codes,regulations, standards, and department rules. Reviews requests for and recommends issuance of building permits. Conducts fire code compliance follow-up inspections to ensure that corrective actions have been taken in cases where violations were found. Performs flow tests on fire hydrants; and may operate pumps and hydrants. Monitors communications equipment and broadcasts messages. Updates manual and computer records. Drive and operate fire department apparatus and equipment. When required,performs public relations functions between City and various civic agencies and/or other fire departments; and performs fire education functions for the public at various locations and for various age groups. Assists with and makes suggestions for programs and materials for educating the public. Performs research and conducts surveys; analyzes information, and creates reports as required or requested. Receives and responds to inquiries, concerns, complaints, and requests for assistance regarding areas of responsibility. May be required to work rotating shifts, on-call duties, and extended hours in emergency situations. Assists with formulating related training;performs in-service training; and may conduct classes for volunteer and/or career personnel. Participates in educational and training programs aimed at keeping abreast of construction techniques, codes and public relations, and appropriate engineering applications. Attends training sessions and seminars to maintain certifications. Assists with investigation on collapsed buildings, fire damage or other factors that influence structural integrity. May investigate fires for cause, origin, and/or arson. Performs other related duties as assigned. Rcvd. Employee: Dept. Head: Personnel: City Mgr.: 283 Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience: Experience as an Engineering Tech/Assistant or at least 1 year of college studying in a related field of Engineering; one year certification in a program relating to the interpretation and application of the adopted building and fire codes or five years experience in one of the construction trades (carpentry, electrical or plumbing) at the journeyman level or higher; may have equivalent combination of education and experience. Or Experience in Fire and Life Safety Inspections with Two years of recent,paid work experience as a Fire Inspector with a local Fire Department responsible for the enforcement of fire and building codes, or at least 1 year of college studying in a related field of Fire Science, Fire Protection, or other related field of study as approved by the Fire Chief. Knowledge of fire protection and alarm systems and equipment. International Conference of Code Officials (ICC) certification in the International Building Code (IBC) and International Fire Code(IFC)is required or obtained within one year of hire. Additional certification from the ICC in "Fire" "Residential" "Plan Review" "Mechanical" "Electrical" "Plumbing" or"Combination Inspector" is expected to be acquired as soon as possible. Within six months must complete required online FEMA courses on emergency management ICS 100, 200, 700, 800 Must have a valid driver's license and pass all required criminal and drug testing. Progressive Development Plan: Each year on the employee's anniversary date, the employee will be evaluated not only on their job performance but also on their professional development. The employee shall be given the opportunity to advance in the specified pay ranges when they have completed the requirements for those ranges. The Fire Chief shall determine if the employee has received the required training, experience and has demonstrated that knowledge to allow for the advancement from one range to another remaining at the same step.If the employee does not advance in a range but has shown above satisfactory performance, the employee shall be granted a merit step increase. The employee begins at a range 17.5 and upon becoming an ICC certified Building Plans Examiner and a Residential Building Inspector will advance from a range 17.5 to a range 18.5,remaining at the same step. The employee and the supervisor shall examine a list of ICC certified classes and determine which courses best diversify the direction of the department. ICC certified classes shall include but not be Rcvd. Employee: Dept. Head: Personnel: City Mgr.: 284 limited to the following: Fire Inspector I and H,Mechanical Inspector(Residential and Commercial), Electrical Inspector (Residential and Commercial), Plumbing Inspector (Residential and Commercial), Plans Examiner (Electrical, Mechanical, Plumbing and Residential), Accessibility Inspector/Plans Examiner.Upon completion of 3 or more of these approved and determined classes, the employee shall be eligible for the remaining 1 step increase to obtain range 19.5 and remain at that level. Language Skills: Ability to read, analyze and interpret general business periodicals,professional journals, technical procedures or governmental regulations. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public. Mathematical Skills: Ability to multiply, divide and add numbers and to calculate figures and amounts such as proportions,percentages,area,circumference and volume.Ability to apply concepts of basic algebra, trigonometry and geometry. Knowledge of or the ability to learn and operate computer programs, such as Auto-Cad. Reasoning Ability: Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written,oral, diagram or schedule form. Other Skills and Abilities: Prior experience in public contact including the ability to work with and explain code requirements in an understandable way to members of the general public and contractors is desired. The ability to work with people is required. Past code enforcement and/or code administration supervision is desired but not necessary. Knowledge of current construction techniques, the ability to read and understand building plans, the International Codes, Plumbing and Electrical codes, and code enforcement techniques and practices is also desired but not immediately necessary. Knowledge of and experience in operating various computer programs such as Word and Excel, or the ability to learn. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations maybe made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job,the employee is regularly required to sit,talk, or hear. The employee frequently is required to walk; use hands; to finger, handle or feel objects, tools or controls; and reach with hands and arms. The employee is occasionally required to stand; climb or balance; and stoop, kneel, crouch or crawl. Rcvd. Employee: Dept. Head: Personnel: City Mgr.: 285 The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision,peripheral vision and depth perception. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations maybe made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job,the employee occasionally works in high,precarious places and in outside weather conditions. The noise level in the work environment is usually moderate. Rcvd. Employee: Dept. Head: Personnel: City Mgr.: 286 City of Seward,Alaska City Council Minutes May 11, 2020 Volume 41,Page x CALL TO ORDER The May 11, 2020 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor Christy Terry. OPENING CEREMONY Lieutenant Alan Nickell led the Pledge of Allegiance to the flag. ROLL CALL There were present: Christy Terry presiding and Sue McClure Sharyl Seese John Osenga Tony Baclaan Dale Butts Julie Crites comprising a quorum of the Council; and Scott Meszaros, City Manager Brenda Ballou, City Clerk Jennifer Alexander, City Attorney Excused—None Absent—None CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING The City of Seward is currently experiencing a declared public health emergency due to Coronavirus Disease 2019 (COVID-19), so alternate methods for providing Citizen Comments were created. Unless otherwise noted, the following Citizen Comments were submitted in advance and read into the record by the City Clerk: Vernon Willet was concerned about the recent turnover for both the Finance Director and the Electric Field Engineer positions. He was suspicious about why the city would let the Finance Director go during the middle of the city audit, and he thought the work environment at the Electric Utility Department was toxic. Rebekah Ivy also thought the Electric Utility Department was being run ineffectively and was costing the taxpayers extra money. Lynda Paquette spoke(telephonically)about her concerns that the current city manager was not the best fit for the city. 287 City of Seward,Alaska City Council Minutes May 11, 2020 Volume 41,Page x Elliott Jackson thought the city made it very difficult for people to start new businesses, or to make improvements on existing businesses due to red tape. Brad Entwisle supported the freight dock expansion,but wished to have Resolution 20-034 reconsidered in order to protect local jobs. Melody Jordan thought the partnership between the city and the Alaska Railroad could be a good thing for the city, but wanted to slow down and make sure everyone understood the commitments. She was also disappointed that the Finance Director was let go. Jesse Groom requested that council reconsider Resolution 20-034 to allow the public to have more input on the freight dock expansion proj ect and also to make sure that local jobs and businesses would not be detrimentally affected. Chuck Wendt was very concerned that the freight dock expansion would result in a third party operator managing the cruise ship dock with no regard for supporting or protecting local jobs. Mr. Wendt's comments had been submitted for the April 27, 2 02 0, but had been lost in the city's email Spam filter, so were being read aloud tonight at his request. Jeremy Walker wished that Resolution 20-034 would be reconsidered so that the public could have an open discussion with council and the Alaska Railroad. Rissie Casagranda was very disappointed in the performance of the city manager,and in the recent and sudden turnover of the Finance Director and Field Engineer positions. Dennis Young would not support the freight dock expansion grant until the Alaska Railroad committed to meet the Alaska Area Standards for Longshore work and prove they would be a good neighbor. Jim Kubitz spoke (telephonically) in favor of the freight dock expansion project. Andrew Donovan was in favor of the freight dock expansion and thought the dock should be open for all commerce that was permitted by local, state, and federal law. Valarie Kingsland expressed her support for the city manager's j ob performance and trusted him to keep Seward's best interest when making decisions. Carol Griswold thought that a lot of things had changed since the Alaska Railroad had first released its Master Plan and suggested the plan be reviewed and updated before the city proceeded any further. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (McClure/Seese) Approval of Agenda and Consent Agenda 288 City of Seward,Alaska City Council Minutes May 11, 2020 Volume 41,Page x Motion to Amend (Terry/McClure) Amend the order of business to take up the city manager's evaluation as the first executive session. Motion to Amend Passed Yes: Crites,McClure,Butts,Osenga,Seese, Terry No: Baclaan Main Motion Passed Unanimous The clerk read the following approved consent agenda items: Resolution 2020-035,Extending The City's Current State Of Emergency In Response To The Coronavirus (COVID-19) Outbreak,And Requesting State And Federal Relief Assistance. Approval of the April 27,2020 City Council Regular Meeting Minutes. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards Older Americans Month Borough Assembly Report. Kenn Carpenter furnished a report in advance of tonight's meeting that was provided as a laydown. City Manager Report. Scott Meszaros reported the following purchase orders between $5,000 and $30,000 had been approved by the City Manager since the last council meeting: $5,276.52 to Motorola Industries for a radio and equipment setup for new patrol vehicle. Meszaros had developed a draft of a recovery plan for the city,and wished to hold a meeting in the near future to review the plan and get feedback from council on moving forward with it. Meszaros said he had been city manager for one year as of May 1.Prior to coming to Seward, he had been the city manager in Meeker, Colorado; he was a Certified Municipal Clerk and a Certified Manager;he had 17 years of experience.Until he arrived in Seward,he had never been told he was unprofessional or lacked integrity. Meszaros said he had been Valedictorian at his graduate school, had been an elected council member for a large city, was an adjunct professor, a grants administrator, and a budget analyst; he thought his eclectic background was a benefit to the small town of Seward. Meszaros said his experience over the past year involved dealing with a small faction of reformers, mostly disgruntled former employees who had resigned. He was tired of being smeared and was not happy that the clerk forwarded their emails to council. He thought it was an 289 City of Seward,Alaska City Council Minutes May 11, 2020 Volume 41,Page x inappropriate use of the clerk's time to read negative citizen comments at tonight's meeting, and thought it ironic that there had been 10-15 positive citizen emails passed along to council throughout the day today, but only one positive comment read aloud at the meeting tonight. At tonight's executive session, Meszaros said he would be requesting that council give him control of the agenda; the clerk added items to the agenda, and his staff was blindsided as a result. He was also going to request that the Council Rules of Procedures be changed to disallow people to send smear emails to the clerk or go to the clerk's office to complain; he didn't think this was a good use of resources and wanted to create more efficiencies. Meszaros said his team was very honest and capable,and they gave a lot,as did he.However, he didn't believe that what the citizens had to say tonight was positive for Seward; he believed that 80% of his and his staff s time was being spent addressing these kinds of concerns,which only left 20%for the work. Meszaros said he understood he was a contract employee, and if council thought they could find someone to do a better j ob,he would not provide them with an ultimatum.He didn't believe the city's problems were related to professionalism,but instead that the community did not treat each other properly; he wanted to move the city away from continuing down this path, and he was open to ideas on how to do that. Terry stated it was her understanding that when emails were sent to the city clerk which were intended for council,the city clerk was obligated to distribute those emails to council. City Attorney Jennifer Alexander agreed and said that was her understanding as well; correspondence that was intended to go to council was required to be delivered to council. Terry asked that council members who wished to provide feedback to the city manager for the draft recovery plan simply email their comments directly to him. In response to Terry,Meszaros said the correctional officer position was being advertised on the state website. Lieutenant Alan Nickell said he would check on that. McClure wondered what was happening with Branson Pavilion reservations; she knew the pavilion was being used,and wondered if it was being cleaned.In response,Meszaros said he would check on what the sanitation procedures were. He said the city was looking at purchasing a misting machine that could be used to sanitize large surfaces. Baclaan thought the process for setting the agenda was outlined in city code. Meszaros said the city clerk was not responsible for setting the agenda,only dispersing it.Meszaros said he felt like the agenda was always a moving target. Terry said in the Council Rules of Procedures, it outlined that council members could add items to the agenda. Terry asked the city attorney if the city clerk would be able to stop a council member from adding an item to the agenda. Alexander said she was unfamiliar with Seward's rules for adding agenda items,but typically the rules outlined who has authority to add items and what the timelines were. Terry read Rule 9(b): Council members who wished to add items to the agenda must present the item in writing to the City Clerk no later than 12:00 p.m. on the Tuesday preceding the 290 City of Seward,Alaska City Council Minutes May 11, 2020 Volume 41,Page x Monday meeting. In response to Meszaros,Baclaan said council received the agenda packet at the same time as the city manager and his staff,council had the same time to review,research, and prepare as anyone else. Osenga said the deadlines were outlined in the rules. Terry redirected the dais, saying the item of business before council now was the city manager report,and later in the meeting would be the city manager's evaluation. She thought it was bizarre that what she was hearing was a lot of criticism of the city clerk when they were supposed to be discussing the city manager report, and suggested that further discussion be held for the evaluation. Baclaan wondered what COVID-19 related expenses the city was tracking, other than what was required for the CARES Act, and also if the city should send a letter to the state legislature requesting assistance. Meszaros said the city was working with the Kenai Peninsula Borough's Office of Emergency Management(KPBOEM),and city staff was tracking staff time,supplies, etc. in order to report out on COVID-19 expenditures. Parks &Recreation Director Tyler Florence said Branson Pavilion was being cleared of trash,but was not being sanitized; same with the playgrounds.Florence said he was trying to strike a balance between having facilities open and having enough staff and resources to maintain them. In response to Seese,Florence said the restrooms were contracted out and being cleaned approximately hourly. Butts asked the city manager if he had ever received a report of an employee, besides the police, wearing a firearm while on duty. Meszaros said the city's policy allowed for Electric Department employees to have a firearm when they were working in bear areas outside of Seward. Meszaros said he had received an anonymous complaint about an employee having a firearm,and he had responded immediately; the complaint was unfounded. Following that incident, Meszaros informed his department heads that firearms were not allowed inside city facilities,except for police officers.Baclaan wondered who owned the firearms.Meszaros said,other than law enforcement,the city did not provide firearms to employees.In response to Baclaan,Electric Utility Manager John Foutz said his employees were allowed to carry firearms when they were going out into wooded areas. Butts asked for an update on the Jesse Lee Home. Meszaros said R&M Consultants performed a site study,which included a walk-through and sample testing. He had received a draft report from R&M, and that report was being finalized; he would bring that to council as an agenda item. The estimate at this time was $800,000 to stabilize the building in order to perform hazard mitigation; demolishing the building was not included in that estimate.The state grant funds received by the city were $1.1 million, so the balance of$300,000 would remain. Butts asked for a status update on the animal shelter. Meszaros said the project was at 90% engineering design. SOS Pets and local volunteers had committed to raise at least half of the funds. He would bring this item back to council soon. 291 City of Seward,Alaska City Council Minutes May 11, 2020 Volume 41,Page x Meszaros added that the third project he wished to bring back to council for consideration and direction was the heat loop project. In response to Crites,Florence said the Boys &Girls Club was aiming to restart its summer programs on June 1, 2020. Other Reports and Announcements —None Presentations —None PUBLIC HEARINGS Ordinances for Public Hearing and Enactment Ordinance 2020-005, Adopting Seward City Council Temporary Emergency COVID-19 Regulation No. 1 Entitled "Pick-Up Parking Spots" And Authorizing Business Owners To Designate Up To Two Curbside "Pick-Up" Parking Spots For Their Customers During The State of Emergency Arising From COVID-19. Motion (McClure/Baclaan) Enact Ordinance 20-005 Terry said she brought this ordinance forward to enable local restaurants to have designated pick up parking spots to more efficiently provide them with an easy take-away site for meals,thereby allowing citizens an alternate to supporting businesses during this health crisis. Notice of the public hearing being posted and published as required by law was noted and the public hearing was opened. No one appeared and the public hearing was closed. Seese thought it was a great idea,and would help downtown businesses.Baclaan concurred. Osenga wondered who would pick out the spots. In response, Terry said the businesses themselves could pick the parking spots and provide their own signs. The city's resources would not be responsible for maintaining the spots, and the police department would not be enforcing. Motion Passed Unanimous UNFINISHED BUSINESS Items for Reconsideration On April 27, 2020, Mayor Terry was ruled to have a conflict of interest on this item ofbusiness;that conflict remains in effect. Mayor Terry handed the gavel to Vice Mayor McClure and removed herselffrom the dais. 292 City of Seward,Alaska City Council Minutes May 11, 2020 Volume 41,Page x Resolution 20-034,Authorizing Submission Of A Joint Application With The Alaska Railroad Corporation (ARRC) To The U.S. Department Of Transportation Port Infrastructure Development Program (PIDP) Grant Program For Expansion Of The Alaska Railroad Terminal Reserve Freight Dock And Extension Of Port Avenue. Motion To Reconsider (Baclaan/Seese) Reconsider Resolution 20-034 Baclaan wished to reconsider this resolution because some citizen comments had been lost and he wished to have more information. Motion Failed Yes: Seese,Baclaan No: Osenga,Butts, Crites,McClure Mayor Terry returned to the dais. NEW BUSINESS Other New Business Discuss sending a letter of support for the Alaska Climate Change Planning Cohort. Terry said the Port& Commerce Advisory Board(PACAB)had been tasked by council to work on a climate change plan; many other communities had taken up the same charge, and as a result, an Alaska Climate Change Planning Cohort was being developed. Terry was requesting council's consideration to send a letter of support for a research team to be assembled to address climate change;no funding or commitment from the city was required at this point.On May 6,2020, PACAB voted in support of the city sending a letter of support. Baclaan said this program would be largely funded by grants, and if Seward joined the cohort,they would be able to apply for bigger and better grant funding. Baclaan said Seward would benefit from joining the cohort because then the city wouldn't be alone in its efforts. Motion (Terry/McClure) Send a letter of support for the Climate Change Cohort. Meszaros said he thought this was a very worthwhile project. Motion Passed Unanimous Discuss The City's Rates for RV Camping. Baclaan had attended a Chamber of Commerce session for lodging and had learned of some concerns from the community. Prior to the city having online reservation capabilities, when customers came to use the campgrounds and learned the campsites were full,they would be referred to other campgrounds in the surrounding area;local businesses benefitted from taking the overages. 293 City of Seward,Alaska City Council Minutes May 11, 2020 Volume 41,Page x But now that there was an online reservation system in place, campers would learn that the city campsites were full before ever coming to town; as a result, private businesses were nervous that potential customers would simply choose to go to another community rather than coming to Seward, thinking that there wouldn't be availability in any other areas. The other issue that Baclaan wished to discuss was the city's campground rates.He suggested the rates could be raised without losing customers, and thought the city was having to spend more money right now to have the campgrounds open due to increased cleaning protocols and reduced campsite revenues due to social distancing requirements. Baclaan suggested the campgrounds and parking would be more appropriately set up as an Enterprise Fund rather than a General Fund account. Seese concurred with the suggestion to split those off to the Enterprise Fund.Meszaros said he could provide some analytics that showed the cost versus revenue for this season. Terry wondered if the city website could include a link to the Chamber of Commerce website. Crites thought linking to the chamber could be beneficial. Butts thought Seward charged approximately$10-15 under the prices of Homer,Kenai and Soldotna. Seward offered free Wi-Fi, water, etc., which was valuable; he thought the city could potentially increase the prices at the Waterfront Campground without the risk of losing customers. In response to Baclaan, Meszaros said campsites were not charged bed tax. Florence said sales tax was already included in the rates. Terry stated that sales tax code required that rates be posted separate from the sales tax fee. Meszaros offered to work with Baclaan and the Chamber of Commerce on a review before bringing forward a resolution for council's consideration. INFORMATIONAL ITEMS AND REPORTS On-Going City Project and Goal List City Clerk's Report on Public Records Requests from March 2, 2020 through May 4, 2020 CITIZEN COMMENTS Terry wished to clarify the procedure for Citizen Comments,because there had been a lot of comments forwarded through email. She said it was posted for citizens that only those comments that were specifically requested to be read aloud at the meeting were verbally delivered to council and the others were emailed. Lynda Paquette (telephonically)reminded council of the rocky start she had had with the city manager last June. She wondered how a qualified professional, such as the finance director, could be let go; she didn't understand why the director had been fired in such a short time simply because the employees were unhappy with change. She thought she was seeing a repeat of the former administration,and said city government could not be managed through friendship.Paquette thought 294 City of Seward,Alaska City Council Minutes May 11, 2020 Volume 41,Page x the city had started making great strides towards building trust in the community with the addition of a new city manager,new Parks&Recreation Director, and new Finance Director,but now worried that the wheels were falling off, she thought Seward deserved the best. Rissie Casagranda(telephonically)appreciated everyone,and she knew the courage it took to show up and to speak up. She was grateful to all council and thanked everyone for their service to Seward. She recalled being concerned in 2016 about the campground rates, and thought the rates should definitely be addressed now. For the sake of Seward's reputation and healing of the community, she wanted the city manager terminated and replaced. Jackie Wilde (telephonically)wanted the city to heal from its past. She wished that people would stop bullying and being hateful. She wondered how much money the city had spent on attorney fees in the past three years to address personnel issues. Wilde reminded council that the intent of performing an evaluation was to provide support and identify areas of improvement, and read Rule 16 of the Council Rules of Procedures aloud. Suzi Towsley asked for the city manager, the Deputy Finance Director, and the Electric Utilities Manger to be let go, and to have the finance director brought back. She asked for a two-tier forensic audit on the General Fund and Electric Department. She was confused as to why she received varying results for the same public records requests about salaries, submitted at three different times over the past 15 months. She urged council to contact GovHR and have an interim city manager hired while searching for a replacement. COUNCIL AND ADMINISTRATION COMMENTS & RESPONSE TO CITIZEN COMMENTS Osenga thanked everyone who was volunteering with food and grocery deliveries around town. He was saddened by the comments he heard tonight; he had thought everything was going well. Butts thanked everyone for coming tonight,and for furnishing comments and emails.He said Alaska Logistics hired a crew of 5-7 locals to load and unload the barges; he thought they were a great company.Butts thanked everyone for being part of the solution.He welcomed visitors to town, and asked everyone to follow the state mandates. Wash your hands. Seese thanked everyone for being safe and staying healthy. She thanked the city attorney for coming to the meeting. She expressed her thoughts for Police Chief Tom Clemons while he underwent treatments. Baclaan expressed his condolences to the Kinney family for the loss of Kathy Verschueren, as well as the community of Nome for the loss of their mayor. He reminded everyone about taking the Census;he was working with the chamber to set up a community sign up session. The Chamber of Commerce was forming a Fourth of July committee if anyone was interested. 295 City of Seward,Alaska City Council Minutes May 11, 2020 Volume 41,Page x McClure expressed condolences to the Kinney family. She felt really good about the council members at the dais, and reminded everyone that they were all doing their best and trying hard. She appreciated the city manager putting together a COVID-19 recovery plan. Terry expressed condolences to the Kinney family, and to the City of Nome. She had sent emails to Senator Micciche,Representative Carpenter and Mayor Pierce regarding a local individual who had been charged with murder being let you on$5,000 bail; Senator Micciche was looking into it. Terry commended the Seward Police Department for the work they done on the murder investigation. Terry read a letter the city had received from the APEA Union stating they sympathized with the city during these strained times, and would wait to negotiate their contract when things resumed a more normal flow; she appreciated their support. Terry recalled at the last meeting there was a discussion about Providence Seward and the Seward Community Health Center pursuing grants, and she had received an email that she would provide for distribution. Meszaros said both finance directors from Providence Seward and the Seward Community Health Center wished to report out to council. The city's budget book was going out to print this weekend. The audit was nearly finished; the finance director did not perform the audit, but was outsourced. Council recessed at 9:32 p.m. Council resumed at 9:40 p.m. EXECUTIVE SESSION Go into executive session to evaluate the City Manager. This item was originally scheduled for March 23, 2020, but was delayed due to the COVID-19 public health emergency. Motion (Terry/McClure) Go into executive session to evaluate the City Manager to include the City Manager and City Council. Baclaan wondered if there was a potential conflict of interest for Council Member Crites since her husband worked directly for the city manager.Alexander said there was no action taken in executive session, so there should not be any conflict of interest. Motion Passed Unanimous Council went into executive session at 9:44 p.m. Council came out of executive session at 10:55 p.m. Motion (Terry/McClure) Extend the meeting to midnight. Motion Passed Unanimous Council went into executive session at 10:56 p.m. 296 City of Seward,Alaska City Council Minutes May 11, 2020 Volume 41,Page x Council came out of executive session at 11:36 p.m. Motion (Terry/McClure) Set the following goals for the city manager: 1) have a mid-cycle budget process that includes a budget committee from council, 2) have an interim, contract finance director as the city searched for a permanent finance director, 3) pursue options on having an efficiency study for the Electric Enterprise Fund, 4) return with status,options,and information on the Animal Shelter, Heat Loop Project, and Jesse Lee Home, and 5) pursue hiring an Assistant City Manager. Motion Passed Unanimous Go into executive session to discuss Electric Utility Department communications and leadership concerns. Motion (Terry/) Go into executive session to discuss Electric Utility Department communications and all leadership concerns. Motion died for lack of second. Go into executive session to update council regarding the City Manager's termination of an executive-level employee. Motion (Terry/) Go into executive session to update council regarding the City Manager's termination of an executive-level employee. Motion died for lack of second. ADJOURNMENT The meeting was adjourned at 11:40 p.m. Brenda J. Ballou, MMC Christy Terry City Clerk Mayor (City Seal) 297 FMAYO CITY OF SEWARD, AL.ASKA , APPLICATION FOR THE S'E1i ARD HISTORIC PRESERVATION COMMISSION NAME: L6 ��i Y: L aA 'C3f I=S' .: U( hU01LING ADDRESS. .�45, 1 E MAIL ADDRESS.� Ci ' .N�1 y W� � HOME TELEPHONE. �y �-; I, f � r LEND;t' UF- RES1DtNG IN HE `,�LV�vr RD' f'i�fi�t - ire�� Qk`u-. �� 1 0.4�1�j '�lW�l JaV(- ' PRESENTLY EMPLOYED List any special training. education or Background such as grant writing- history. arch.itectae. or care 'ecpogj` '.1 Fitt riay hc'p yUu as a mr---n r O:bc. -'L'P'im"Z s cre: Have you ever been nvolved m any aspect of histonc preservation? If so.br►et?v describe your snv&ver ie€at_ I am specifically interested in serving on the Historic Preservation Commission because it r a _ j Have vo�: ever ser e,`a~ a s=rmlar commission elsownere?GDr No If so.where? ,J� � ►'1nd when? If appointed, are you willing to. • L30)1rstorvc research'? S NO • Wor on prepay€ng grand app1cat ns? NO W rk on writing historic register nominations',> NO ftertd h,st -tc c sti`,�aboi-: ��i�shops? ` L NO 01. . R DATE - 298 oNgWAL-- rat,0FRS; &,ie 299 ... . . . ....................... %/ED CITY OF SEWARD, ALASKA 202D APPLICATION FOR THE SEWARD HISTORIC PRESERVATION COMMISSION [FL f THE ERK NAME: t STREET ADDRESS: MAILING ADDRESS: PCB B L 2--7 3 ��-mil E-MAIL ADDRESS S et ale ri�'�07?�'j HOME TELEPHONE: LENGTH OF RESIDENCY IN THE SEWARD AREA: yrs. PRESENTLY EMPLOYED AS: � List any special training, education or background such as grant writing, history, architecture, or archeology, which may help you as a member of the Commission: Have you ever been involved in any aspect of historic preservation? If so, briefly describe your involvement: I am specifically interested //in serving on the Historic Preservation Commission because: Have you ever served on a similar commission elsewhere? Yes o No If so, where? And when? If appointed, are you willing to: • Do historic research? tES NO • Work on preparing grant applications? NO • Work on writing historic register nominations? NO • Attend historic preservation workshops? NO SIGNATU E DATE 300 CITY OF SEWARD, ALASKA APPLICATION FOR THE SEWARD HISTORIC PRESERVATION COMMISSION NAME: Tanguy Libbrecht RECEIVED STREET ADDRESS: Po box 92823 MAY 0 7 2020 MAILING ADDRESS: Anchorage , AK 99509 orr-Ic�o ;HE CITY CLERK E-MAIL ADDRESS Tylibbrecbt@gmail.com gmail.com � HOME TELEPHONE: 907.529.9709 LENGTH OF RESIDENCY IN THE SEWARD AREA: 12 years PRESENTLY EMPLOYED AS: CEO American Red Crodd of Alaska List any special training, education or background such as grant writing, history, architecture, or archeology, which may help you as a member of the Commission- Extensive remodeling and renovation of Historic properties Love of history, esp reward. Have you ever been involved in any aspect of historic preservation? If so, briefly describe your involvement: Yes, renovation in Houston and in Seward. Currently serving on HP commission I am specifically interested in serving on the Historic Preservation Commission because: Because I have hostoric hornes here that I want to b�Part of a bigger Dedication to a historically exciting city. We have the most amazing history! Have you ever served on a similar commission elsewhere? Yes or No If so, where? Yes, Seward And when? Last 3 years If appointed, are you willing to: • Do historic research? Yes to all YES NO • Work on preparing grant applications? YES NO • Work on writing historic register nominations? YES NO • Attend historic preservation workshops? YES NO Al� `It 05.09.20 SIGNATURE DATE N 301 t Agenda Statement Meeting Date: May 26, 2020 From: Brenda Ballou, City Clerk Agenda Item: Kenai Peninsula Borough Planning Commission BACKGROUND & JUSTIFICATION: On May 8, 2020,the city clerk received notice that the current term for the City's seat on the Kenai Peninsula Borough Planning Commission would expire on July 31,2020. The City's representative on the KPB Planning Commission is Cindy Ecklund who has been serving on that Commission since 2009. On October 11, 2016,the KPB Assembly enacted Ordinance 16-025 which reduced the number of Commissioners from 13 to 11. The ordinance goes into effect on August 1, 2020. As a result of the reduction,Borough Mayor Charlie Pierce will be choosing between Seward and Soldotna on which Home Rule city should have the seat. In the event that Seward loses the seat this year,then Seward will have to compete against Seldovia in 2021 for a seat. Seward City Council will put forth their recommendation(s) to the Planning Commission; the Planning Commission will provide their recommendation to the Borough Mayor;the Borough Mayor will make a selection and bring his decision to the Assembly for confirmation. It is in the City's best interest to put forward the strongest and most qualified candidate as its recommendation for representation, and also for the City to make a strong and clear effort to communicate why the City of Seward deserves the seat on the Planning Commission. RECOMMENDATION: Direct the city clerk to advertise the vacancy on the KPB Planning Commission with a deadline for applicant submissions of June 8,2020 at 5:00 p.m. Council will review the applicant(s)at the June 8, 2020 city council meeting and put forth their recommendation to the KPB Planning Commission. —and— Direct the city manager or his designee to draft a letter of support on behalf of the City of Seward,to accompany the recommendation, which demonstrates the City's desire and need to remain on the KPB Planning Commission. 302 cENiNsG Planning Department 0 o R 013 G 144 N. Binklev Street, Soldotna, Alaska 99669 • (907) 714-2200 • (907) 714- Charlie Pierce Borough Mayor May 8, 2020 The Honorable Mayor Christy Terry PO Box 167 410 Adams St. Seward,AK 99664 Dear Mayor Terry: Ms. Cindy Ecklund has represented the City of Seward on the Kenai Peninsula Borough Planning Commission since November 2009. Ms. Ecklund's current term expires on July 31, 2020. In accordance with AS 29.40.020,the Borough Mayor makes appointments to the Kenai Peninsula Borough Planning Commission. Commission members from a home rule or first class city shall be selected by the Borough Mayor from a list of recommendations made by the City Council. I would appreciate a list of recommended candidates,which may include Ms. Ecklund to fill the vacancy for this position. Candidates must be qualified voters of the Kenai Peninsula Borough who reside within the City of Seward. It would be most helpful if I could receive your council approved suggestions by June 22, 2020. Assembly confirmation of appointments to the Kenai Peninsula Borough Planning Commission are tentatively scheduled for July 7, 2020 assembly meeting. Please note that the Kenai Peninsula Borough Assembly enacted Ordinance 2016-25 Substitute on October 11, 2016. Beginning on August 1, 2020 the Kenai Peninsula Borough Planning Commission will be reduced to eleven members. Due to apportionment requirements,the Planning Commission will be reducing a first class or home rule city seat. There are two first class or home rule city Commissioners with terms expiring. The Mayor will review the recommendations from each city and select a member to fill the seat. The appointment will be subject to confirmation by the Assembly. Thank you for your time and attention with this request. I look forward to receiving your list of candidates for this service. Sin-ereiy Charlie Pierce Mayor cc: Planning Commission Chair KPB Planning Department Seward City Clerk—via email Enc. 303 Introduced by: Mayor Substitute Introduced: 08/23/16 02016-25(Johnson): See Original for Prior History Hearing: 08/23/16 - Action: Postponed to 09/20/16 Vote: 8 Yes,0 No,1 Absent Date: 09/20/16 Action: Failed to Enact Vote: 4 Yes,4 No, 1 Absent Action: Reconsideration Filed by Knopp Date: 10/11/16 Action: Reconsidered and Enacted as Amended Vote: 7 Yes,2 No,0 Absent KENAI PENINSULA BOROUGH ORDINANCE 2016-25 (MAYOR),SUBS' ITUTE AN ORDINANCE AMENDING KPB 2.40.010 TO REDUCE PLANNING COMMISSION MEMBERSHIP WHEREAS, AS 29.40.020(a) requires that planning commission membership be apportioned so that the number of members from home rule and first class cities reflects the proportion of borough population residing in home rule and first class cities located in the borough;and WHEREAS, 'all members are subject to appointment by the mayor and confirmation by the assembly, provided that members from home rule or first class cities must be selected by the mayor from a list of recommendations submitted by the city council; and WHEREAS, KPB 2.40.010 currently provides that the planning commission shall include one member from each first class or home rule city of the borough, which is not required by statute, and that the number of remaining members from areas in the borough outside such cities must comply with the statutorily required apportionment; and WHEREAS, based upon the 2010 US Census figures, the commission would have to be increased by either one or two members to satisfy the. statutorily required apportionment figures if the planning commission continues to include one member from each first class or home rule city of the borough; and WHEREAS, it is not in the best interest of the borough to further increase the number of members appointed to the planning commission; and Kenai Peninsula Borough,Alaska New Text Underlined;[DELETED TEXT BRACKETED] Ordinance 2016-25 Sub Pagel of 5 Y 304 WHEREAS, both the Kenai Peninsula Borough Assembly and School Board are composed of nine members; and WHEREAS, limiting the total planning commission membership to eleven members, adopting the statutory apportionment requirement,and removing the requirement that every city have one representative but limiting each city to no more than one member would resolve the problem of an ever-expanding planning commission; and WHEREAS, beginning the transition on August 1, 2020 would coincide with the expiration of some members' terms and the commencement of the next decennial census, improving the accuracy of information that would become available upon its completion to properly apportion city membership on the planning commission; and WHEREAS, at its meeting of September 12, 2016 the planning commission did not recommend approval of the ordinance by majority consent; NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KENAI PENINSULA BOROUGH: SECTION 1. That KPB 2.40.010 is hereby amended as follows: 2.40.010. Membership—Apportionment. In accordance with AS 29.40.020(a)through 11:59p.m. July 31,2020: A. The planning commission shall consist of a maximum of thirteen members including one member from each first class or home rule city of the borough and the remainder apportioned so that the number of members from home rule and first class cities reflects the proportion of borough population residing in home rule and first class cities located in the borough. The first class or home rule cities of the borough are: 1. Kenai 2. Soldotna 3. Seward 4. Homer 5. Seldovia B. Planning commissioners from outside of first class and home rule cities shall be appointed by the mayor and confirmed by the assembly from each of the following geographic areas as generally described below and depicted in the map on file at the borough clerk's office bearing the borough seal and identified as the planning commission apportionment map approved in Ordinance 2001-29. The sections described in the map Ordinance 2016-25 Sub New Text Underlined;[DELETED TEXT BRACKETED] Kenai Peninsula Borough,Alaska Page 2 of 5 305 and below provide guidelines from which deviations are permitted consistent with the intent that commissioners reside in areas throughout the borough: 1[61. East Peninsula; A71. Southwest Borough; 3181. Anchor Point/Ninilchik; 4191. Kasilof/Clam Gulch; 51101. Kalifornsky Beach 6ff111. Ridgeway; 7[12]. Sterling; &131. Northwest Borough. SECTION 2. That KPB 2.40.010 is repealed effective August 1,2020. SECTION 3. That KPB 2.40.015 is hereby enacted to read as follows: 2.40.015. Membership—Apportionment. In accordance with AS 29.40.020(a): A. The planning commission shall consist of a maximum of eleven members. Commission memberslup shall be apportioned so that the number of members from home rule and first class cities reflects the proportion of borough population residing in home rule and first class cities located in the borough. No more than one member of the commission may be from any single home rule or first class city in the borough unless more are required to satisfy the statutory apportionment requirement. A city member shall be selected by the mayor from a list of recommendations submitted by the council of any cities from which no member will be on the commission when the vacancy is effective,unless apportionment requires more than one member from a city. In that event all eligible city councils may submit a list of recommendations for the additional seat provided that no city may have greater than one member more than any other home rule or first class city. Appointments shall be subject to confirmation by the assembly. B. Planning commissioners from outside of first class and home rule cities shall be appointed at-large by the mayor and confirmed by the assembly and may be as 'representative of the following geographic areas as practical: Kenai Peninsula Borough,Alaska New Text Underlined;[DELETED TEXT BRACKETED] Ordinance 2016-25 Sub Page 3 of 5 306 1. East Peninsula; 2. Southwest Borough; 3. Anchor Point/Ninilchik/Clam Gulcli/Kasilof; 4. Kalifornsky Beach 5. Ridgeway; 6. Sterling; 7. Northwest Borough. The geographic areas referenced in this section are depicted in the map on file at the borough clerk's office bearing the borough seal and identified as the planning commission apportionment snap approved in Ordinance 2001-29. C. All planning commission members shall be appointed for their expertise and knowledge of the community and shall represent the entire borough. SECTION 4. Transition. Existing seats of planning commission members from each area within the new Anchor Point/Ninilchik/Clam Gulch/Kasilof area whose term expires first on or after July 31, 2020 shall not be filled unless necessary to comply with apportionment requirements and provided the total number of commissioners does not exceed eleven. Nothing in this ordinance prohibits a planning commissioner from an at-large geographic area from applying for any open at-large planning commission seat. Existing seats of city members whose terms expire first on or after July 31, 2020 shall only be filled if, by doing so the number of city members would meet the statutory apportionment requirements and the total number of commissioners would not exceed eleven. SECTION 5. That Sections 1 and 4 of this ordinance take effect immediately upon its enactment, and Sections 2 and 3 of this ordinance shall take effect August 1, 2020. ENACTED BY THE ASSEMBLY OF THE KENAI PENINSULA BOROUGH THIS 11TH DAY OF OCTOBER,2016. Bl '{�erl9t}Ii;an,Assembly President �� ATTEST: ;�`. \NSULq 6 CD Jo Blankenship,MMC, Borough Clerk Ordinance 2016-25 Sub New Text Underlined:[DELET",XT 1� KETEL �` enai Peninsula Borough,Alaska Page 4 of 5 /��//lll 307 IM1116 Vote on motion to postpone to 09/20/16: Yes: Bagley,Cooper,Dunne,Holmdahl,Johnson,Knopp,Ogle,Gilman No: None Absent: Welles 09/20/16 Vote on motion to enact: Yes: Johnson,Knopp,Ogle,Gilman No: Bagley,Cooper,Dunne,Holmdahl Absent: Welles 10/11/16 Vote on motion to reconsider: Yes: Bagley,Cooper,Holmdahl,Johnson,Knopp,Ogle,Gilman No: Dunne,Welles Absent: None 10/11/16 Vote on motion to enact as amended: Yes: Bagley,Cooper,Holmdahl,Johnson,Knopp,Ogle,Gilman No: Dunne,Welles Absent: None Kenai Peninsula Borough,Alaska New Text Underlined:[DELETED TEXT BRACKETED] Ordinance 2016-25 Sub Page 5 of 5 308 Council Agenda Statement Meeting Date: May 26, 2020 From: Christy Terry, Seward Mayor Agenda Item: Create a Council Budget Committee BACKGROUND & JUSTIFICATION: Seward City Council Rules of Procedures Rule 29 outlines the following: "The Mayor may appoint standing committees of the Council as necessary or desirable and may appoint ad hoc committees to address specific topics. The Council may also meet in work sessions as a committee of the whole... (b)Special Ad Hoc Council Study Committees. Special Ad Hoc Council study committees may be created by the Council for a particular purpose,or when the issue is so complex and time consuming that it cannot be reasonable handled at a Council meeting. Council study committees shall consist of no less than 3 Council Members appointed by the Mayor. Special council committees shall sunset at the end of their mission,but no later than the end of each fiscal year unless specifically continued by the Council thereafter for a specified time period." At the May 11t'Regular Meeting, Council confirmed the importance this coming year to conduct a thorough Mid-Cycle Budget Process. Council also directed the process include a Council Budget Committee. Specific to this year there are revenue ramifications due to COVID-19,turnover in the Finance Department and also the desire for a comprehensive complete process. INTENT: Discuss who on Council would like to serve on a 2020 Special Ad Hoc Council Budget Committee. Mayor will appoint 3 members to serve. Committee will meet with Administration regarding mid- cycle budget updates and report back to the Council as a whole with recommendations. CONSISTENCY CHECKLIST: Where applicable,this resolution is consistent with the Seward City Code,Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures. Other: FISCAL NOTE: There are no expenses with a 2020 Special Ad Hoc Council Budget Committee. Approved by Finance Department: ATTORNEY REVIEW: Yes No X RECOMMENDATION: Discuss who on Council would like to serve on a 2020 Special Ad Hoc Council Budget Committee. Mayor appoint 3 members to serve. 309 ONGOING CITY PROJECTS & GOALS May 26, 2020 City Council Meeting ADA ACCESSIBLE PARKING AT CITY HALL April 27, 2020 On April 13, 2020, council approved Resolution 20-030, awarding the contract to Harmon Construction. RETAINING WALL AT CITY HALL September 27, 2019 Postponed until springtime, along with ADA accessible parking at City Hall project. SET LOCATION FOR SATELLITE FIRE STATION AND PUBLIC WORKS BUILDING September 27, 2019 1 Staff working with DOT regarding the shop property. DISCUSSION ON AIR FORCE RECREATION CAMP SITE October 28, 2019 The agenda item "Discuss the Fort Raymond property and engineering report, and give direction to the city manager on how toproceed"was removed rom the agenda. INCENTIVIZE FAMILY ENTERTAINMENT-TYPE BUSINESSES TO COME TO SEWARD April 22, 2019 Administration briefed R&M on the Fort Raymond property project and indicated this as the first priority in their contract for engineering services. Administration is working on a scope of work in order to obtain a quote for this effort and has indicated that the city would like to see options presented to city council that would include sizable lots suitable for these types of businesses. SALTWATER HEAT PUMP PROJECT September 23, 2019 1 Presentation on PA CAB on Wednesday 9118119. Engineering estimates will be obtained. ENERGY EFFICIENCY OF CITY HALL (See Saltwater Heat Pump Project) September 23, 2019 1 No updates at this time. GROUND TRANSPORTATION FOR AMBULANCE SERVICES April 22, 2019 1 No updates at this time. ANIMAL SHELTER RELOCATION—new location is at 605 Sea Lion Drive September 27, 2019 1 City Manager received survey work estimates and will schedule for an upcoming meeting. EXPLORE POSSIBILITIES FOR CREATING A REVENUE STREAM FOR THE ANIMAL SHELTER AND SOS PETS October 22, 2018 Staff and organizing groups have indicated that a dog washing station will be included in the design and build of the new Animal Shelter. UPDATE THE KPB TSUNAMI WARNING MESSAGE TO INCLUDE SPECIFIC REFERENCE TO THE LOCAL RADIO STATION (91.7/106.1) September 23, 2019 1 City manager scheduling a conversation with Kenn Carpenter to discuss. AFFORDABLE HOUSING(INCLUDING SUMMER WORKER HOUSING) November 12, 2019 Council directed the city manager to bring forward a Resolution for Public Hearing on December 9, 2019. SEWARD COMMUNITY HEALTH CARE CENTER EXPANSION May 13, 2019 The Seward Community Health Center conducted a public forum on May 7, 2019 regarding expansion. BUILDING MAINTENANCE October 22, 2019 Library HVAC cleaning and maintenance updates. 1 310 ONGOING CITY PROJECTS & GOALS May 26, 2020 City Council Meeting LED LIGHT CONVERSIONS January 28, 2019 1 A City shop office was upgraded to LED lights. PURSUE AVENUES TO INCREASE WINTER RECREATION OPPORTUNITIES September 27, 2019 1 Presented idea for Parks &Rec regarding Nordic Skiing ideas. CONDUCT CITY-WIDE DISASTER EXERCISE TO INCLUDE MOVING RESOURCES, EVACUATION FO THE PUBLIC,ENGAGING OUTSIDE AGENCIES,AND PUBLIC INFORMATION DISSEMINATION April 19, 2019 1 The city conducted a community-wide drill. EXTEND CITY UTILITIES INTO VIABLE AREAS TO SUPPORT FUTURE RESIDENTIAL HOUSING September 23, 2019 1 Stoney Creek electrical expansion. LOWELL POINT ROAD STORM DAMAGE REPAIR May 11, 2020 Construction resumes May 12 16, 2020. May 18, 2020 Construction resumes May 19 22, 2020. No construction scheduled for Memorial Day Weekend from May 23 25, 2020. Constrcution will resume Tuesday, May 26. 1999 STRATEGIC PLAN October 15, 2019 1 Council requested funding in the 2020 budget to allow for the plan to be updated. METER EXCHANGE PROJECT August 26, 2019 The demand meter policy has been finalized and is included in the packet this evening. Finance is working with the software company to develop methods for exporting pertinent data in order to determine demand meter locations movin onward. UPDATES ARE NOTED IN RED. 2 311 ONGOING CITY PROJECTS & GOALS May 26, 2020 City Council Meeting COUNCIL COMMITTEES CITY COUNCIL POLICY WORK GROUP June 24, 2019 Council created a work group consisting of Vice Mayor McClure, Council Member Towsley, City Manager Meszaros, and City Attorney Wells to review city-wide policies and pro ose revisions, as necessary. July 8, 2019 Council approved Resolution 2019-065, Directing The City Council Policy Work Group To Review The City Of Seward's Personnel Policies For Harassment And Bullying. September 23, 2019 At the September 9, 2019 work session, council reviewed the ordinance with the city attorney, and decided to have the Policy Work Group draft new and/or revise existing policies as they relate to this ordinance. Once the Policy Work Group completes their work, the policies will come back to council in the form of one or more resolutions, and this ordinance will come back at the same time or introduction. October 28, 2019 Council to decide which council member will replace Towsley on this committee. October 28, 2019 Council Member John Osenga will replace Suzi Towsley on this committee. 3 312 ONGOING CITY PROJECTS & GOALS May 26, 2020 City Council Meeting SPECIAL AD HOC CITIZEN ADVISORY COVMTTEE FOR SEWARD AIRPORT August 15, 2019 The Alaska Department of Transportation & Public Facilities (DOT&PF) and the Federal Aviation Administration (FAA) held a Public Hearing to collect comments on the Draft Environmental Assessment and Proposed Action. September 16, 2019 Council conducted a Public Forum to discuss Seward Airport options, develop a timeline/plan, and obtain public input in preparation for the next meeting with the ADOT and FAA. September 23, 2019 Council formed a Special Ad Hoc Citizen Advisory Committee with a sunset date of December 31, 2020, and directed the city clerk to solicit interest from citizens. The purpose o the committee is to research o tions or the Seward Air ort, and report back to council. September 24, 2019 City clerk solicited interest from citizens of Seward and the surrounding area. Deadline for letters of interest is October 4, 2019 at 5:00 p.m. October 14, 2019 Nine citizen letters of interest received; council will vote and appoint members at tonight's meeting. October 15, 2019 Council appointed ten citizens to the committee: Bruce Jaffa (Chair), Stephanie Presley, Lynda Paquette, Steve Leirer, Walter Corrigan, Carol Griswold, Bob Linville, Fred Woelkers, Bob Reisner, and Duke Marolf. The clerk notified the citizens and provided contact in ormation or the group. October 25, 2019 Committee's first meeting. November 7, 2019 Committee meeting. December 5, 2019 Committee meeting. December 27, 2019 Committee meeting; create bullet points. January 9, 2020 City Manager Meszaros, Mayor Terry, Vice Mayor McClure, Committee Chair Jaffa, Harbormaster Regis attended meeting in Anchorage with FAA and DOT. January 13, 2020 Mayor Terry reported out on the January 9th meeting; council requested the Airport Committee provide their recommendations to council on January 27, 2020. January 27, 2020 Wells requested that she have the opportunity to first look at the timeline, and then determine if there was an appropriate cause of action to file an injunction; she would then submit an attorney-client privileged memorandum for council's consideration to decide how to proceed; there was no objection from council. February 10, 2020 Council failed Resolution 20-013, Supporting Seward Airport Alternative 2.2 And Notifying The State Of Alaska Department Of Transportation (ADOT) And The Federal Aviation Administration (FAA) To Move Ahead With Construction. February 10, 2020 Council Failed Resolution 20-014, Directing The City Clerk To Conduct A Special Election To Determine If Seward Voters Wish To Fund An Additional Extension From 3,300 Feet To 4,000 Feet Of The Seward Airport Runway In Conjunction With Approved Alternative 2.2. March 17, 2020 Email received from AK DOT&PF stating:Electronic versions of the FONSI and EA are now available for public viewing through at least April 17, 2020 at: www.dot.state.ak.us/cre /sewardair ort/documents.shtml. Hard copies will be made available in Anchorage and Seward one public offices are re-opened to the public. 4 313 20 June 2020 Junee Th Ju1We Th SuMo TuW Fr Sa SuMo Tu Fr Sa 1 2 3 4 5 6 1 2 3 4 7 8 9 10 11 12 13 5 6 7 8 9 10 11 14 15 16 17 18 19 20 12 13 14 15 16 17 18 21 22 23 24 25 26 27 19 20 21 22 23 24 25 28 29 30 26 27 28 29 30 31 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY May 31 Jun 1 2 3 4 5 6 7:00pm P&Z Mtg 12:00pm PACAB (Council Mtg(Council Chambers) Chamber 7 8 9 10 11 12 13 7:00pm CC Mtg 6:00pm HPC (Council Work Session Chambers (Council Chamber 7:30pm HPC Regular Meeting (Council 14 15 16 17 18 19 20 6:00pm P&Z Work Session (Council Cham bers 21 22 23 24 25 26 27 7:00pm CC Mtg Chambers 28 29 30 Jul 1 2 3 4 Council Calendar 1 5/19/2020 9:28 AM 314 July 2020 SuMo July August TuWe Th Th Fr Sa SuMo TuWe Th Fr Sa 1 2 3 4 1 5 6 7 8 91011 2 3 4 5 6 7 8 12 13 14 15 16 17 18 9 10 11 12 13 14 15 19 20 21 22 23 24 25 16 17 18 19 20 21 22 26 27 28 29 30 31 23 24 25 26 27 28 29 30 31 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Jun 28 29 30 Jul 1 2 3 4 Cit Holiday Independence Da 5 6 7 8 9 10 11 6:00pm HPC 7:00pm P&Z Mtg Work Session (Council (Council Chambers) Chamber 7:30pm HPC Regular Meeting (Council 12 13 14 15 16 17 18 7:00pm CC Mtg (Council Chambers 19 20 21 22 23 24 25 6:00pm P&Z Work Session (Council Cham bers 26 27 28 29 30 31 Aug 1 7:00pm CC Mtg Chambers Council Calendar 2 5/19/2020 9:28 AM 315 ugust A September 2020August 2020 SuMo TuWe Th Fr Sa SuMo TuWe Th Fr Sa 1 1 2 3 4 5 2 3 4 5 6 7 8 6 7 8 9101112 9 10 11 12 13 14 15 13 14 15 16 17 18 19 16 17 18 19 20 21 22 20 21 22 23 24 25 26 23 24 25 26 27 28 29 27 28 29 30 30 31 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Jul 26 27 28 29 30 31 Aug 1 2 3 4 5 6 7 8 7:00pm P&Z Mtg (Council Cham bers 9 10 11 12 13 14 15 ------------ 7:00pm CC Mtg 6:00pm HPC (Council Work Session Cham bers Council 7:30pm HPC Regular Meetina 16 17 18 19 20 21 22 6:00pm P&Z Work Session (Council Cham bers 23 24 25 26 27 28 29 7:00pm CC Mtg Chambers 30 31 Sep 1 2 3 4 5 Council Calendar 3 5/19/2020 9:28 AM 316