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HomeMy WebLinkAbout05082008 City Council Special Meeting PacketSeward City Council Agenda Packet Special City Council Meeting May 8, 2008 City Council Cha,rnbers Beginning at 8.'00 a.yn. The City of Seward, Alaska Special City Council Meets May 8, 2008 8:00 a.m. Council Chambers Clark Corbridge Mayor Term Expires 2009 Willard Dunham Council Member Term Expires 2008 Robert Valdatta Council Member Term Expires 2009 Tom Smith Council Member Term Expires 2009 Betsy Kellar Council Member Term Expires 2009 Jean Bazdarson Council Member Terns Expires 2008 Linda Amberg Council Member Term Expires 2008 Phillip Oates City Manager Jean Lewis City Clerk Cheryl Brooking City Attorney 1. Call to order 2. Pledge of allegiance 3. Roll call 4. Citizens' comments on any subject except those items scheduled for public hearing. [Those who have signed in will be given the first opportunity to speak. Time is limited to 2 minutes per speaker and 30 minutes total time for this agenda item.] 5. Approval of agenda 6. New Business A. Resolution 2008-043,. Authorizing The City Manager To Repair Damages To 1-Dock In An Amount Not To Exceed $20,000, And Appropriating Funds 7. Council comment 8. Citizens' comments 9. Council and administration response to citizens' comments 10. Adjournment Cit)~ of Seward, Alaska Council Agenda May 8, 2008 SPECIAL MEETING REQUEST Pursuant to Seward City Code 2.10.030 (2), this is to serve as the written notice calling a Special Council Meeting for the purpose of: Resolution 2008-043, Authorizing The City Manager To Repair Damages To I- Dock In An Amount Not To Exceed $20,000, And Appropriating Funds Signed this 6t" day of May, 2008. ~~ ~.. Mayor Ci Manager 2 Council Members Upon this request the City Clerk will give due and proper notice as required by SCC 2.10.032 (No business shall be transacted other than stated above.) r ~~ SEWARD CITY COUNCIL NOTICE OF SPECIAL EMERGENCY MEETING Thursday, May 08, 2008 at 8:00 a.m. NOTICE IS HEREBY GIVEN that the Seward City Council will conduct a special emergency meeting on the following items of business on May 08, 2008. New Title below Resolution 2008-043, Authorizing The City Manager To Repair Damages To I-Dock Tn An Amount Not To Exceed $20,000, And Appropriating Funds The special meeting will commence at 8:00 a.m.. or as soon thereafter as business permits, in the City Council Chambers, City Hall, 410 Adams Street, Seward. All interested persons are invited to attend the meeting and participate in the discussion; or, written comments may be sent to the City of Seward, c/o City Clerk, PO Box 167, Seward, AK 99664, or e-mailed to clerk @ cityofseward. net. POSTED: Tuesday, May 6, 2008 City Hall Bulletin Board U.S. Post Office Harbormaster's Office Cablevision ~J ~ Sponsored by: Oates CITY OF SEWARD, ALASKA RESOLUTION 2008-043 A RESOLUTION OF THF, CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO REPAIR DAMAGES TO I-DOCK IN AN AMOUNT NOT TO EXCEEll $20,000, AND APPROPRIATING FUNDS WHEREAS, On Friday, April 18, 2008, a forklift operated by Icicle Seafoods personnel damaged a portion of I-Dock; and WHEREAS, an assessment of damage to the dock was conducted by TNH at the request of Icicle Seafoods, and demonstrates that the extent of the damage was exacerbated by the age and deteriorated condition of the joists and hangers, and there is a larger area surrounding the particular area of damage that must also be repaired; and WHEREAS, it is in the joint interest of the City and icicle Seafoods to facilitate immediate repairs to this dock in order to prevent adverse impacts t.o plant operations and to boat lifts in the area; and WHEREAS, it is in the best interest of the City to pursue an immediate solution to this deferred maintenance problem in the interest of community safety and future liability; and WHEREAS, the City and Icicle have agreed to apportion the costs of repairs to the dock with the ultimate goal of ensuring that the fix to the dock is an appropriate long- term fix, with the City's costs of repairs estimated at approximately $20,000; and WHEREAS, due to the need to expedite repairs, and to the difficulty of obtaining necessary materials, the administration recommends an expedited purchasing process whereby competitive quotes will be solicited, and bids will be evaluated on the basis of both cost and material availability; and WHEREAS, Seward City Code Sections 6.10.120(2) and 6.10.120(3] authorize an exemption from the requirements of the competitive procurement procedures where an emergency makes it unreasonable to delay the purchase process in order to seek competitive bids. J~ CITY OF SEWARD, ALASKA RESOLUTION 2008-043 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 seek immediate emergency repairs to i-Dock, and to evaluate repair bids on the basis of a combination of cost and availability. Section 2. Funding in an amount not to exceed $20,000 is hereby authorized for this project, from Harbor Enterprise Fund retained earnings account no. 401-0000-3050, to infrastructure account no. 401-4110-.5925. Section 3. The Seward City Council hereby finds it in the public interest to waive competitive procurement requirements based on the recitals incorporated herein, and based on the urgent necessity of repairs to avoid adverse impacts to fish processing and boat lifts during the start of the summer marine season. Section 4. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 8cn day of May 2008. THE CITY OF SEWARD, ALASKA Clark Corbridge, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Jean Lewis, CMC City Clerk (City Seal) JJ Council Agenda Statement Meeting Date: May 8, 2008 Through: Phillip Oates, City Manager From: Kari Anderson, Ha~•bormaster ~~ Agenda Item: Repairs to i-Dock BACKGROUND & JUSTIFICATION: On Friday, April 18, 2008, a forklift operated by Icicle Seafoods personnel damaged a portion of I- Dock. This section of dock is vitally important to the operations of Icicle, and it is in the City and Icicle's joint interests to repair this dock as soon as practicable, to prevent adverse impacts to plait operarions and to boat lifts in the area. An assessment of damage to the dock was conducted by TNH at the request of Icicle, and a copy of the damage assessment is attached. Although the damage was caused by Icicle, it is clear that the extent of the damage was exacerbated by the age and deteriorated condition of the joists and hangers, and there is a larger area surrounding the particular area of damage that must also he repaired. For that reason, the City has been negotiating with Icicle to apportion the costs of repairs to the dock in a fair and reasonable manner, with the ultimate goal of ensuring that the fix to the dock is an appropriate long-term fix. The City has agreed to pay a portion of the costs of damage, estimated at nearly $20,000, to include fabrication of hangers, purchase of materials (including bolts, lumber), etc. and is requesting Council authorization to spend an amount not to exceed $20,000 on repairs. Due to the difficulty of obtaining appropriate materials for the repairs, we request Council authorization to waive the provisions of the City Code requiring newspaper advertisement, and we commit to seeking competitive bids and evaluating alternatives based on a combination of material availability and cost, in order to expedite repairs to the dock. CONSISTENCY CHECKLIST: Where applicable, this agenda statement is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures. FISCAL NOTE: An appropriation of $20,000 is required from~the Harbor Retained Earnings, to fund this change order. Approved by Finance Department: ~~~zio~,,~ ~~~~F~r~'~>~~, RECOMMENDATION: Council authorizes the city manager to take actions necessary to facilitate repairs to the I Dock, in an amount not to exceed $20,000 and appropriating funds. ~J TRYCK NYMAN HAYE3, INC. Apri123, 2008 Icicle Seafoods, Inc. Mr. Charles McI?ldowney Plant Manager PD Box 8 Seward, AK 99664 Subject: Existing "P' Dock Investigation -Forklift ]ncident TNH Project No: 08041.000 Dear Mr. McEldowney: 911 WEST EIGHTH AVENUE ANCHORAGE, ALASKA 99501 907.279.0543 • 800.770.0543 FAX: 907.276.7679 At your request, we have conducted an on-site observation of the dock structure in the area damaged on April 18, 2008 in an incident involving a large forklift. We have compiled a record of the aforementioned damage and have assessed the extent and severity, such as could be discerned visually. We also have provided recommendations regarding load restrictions and repair. Background At approximately 4 pm on April 18, 2008, a Taylor TY620 forklift owned by Northstar Services under the direction of Icicle Seafoods picked up a block of concrete weighing approximately 22 to 23 tons (15' x 5' x 4') and backed onto the northeast corner of the "I" dock. We estimate the load on the drive axle was approximately 120,000 pounds, or three times that of the standard highway bridge "design truck" axle load of 40,000 pounds. The dock deck and substructure failed under the forklift's drive wheels. Photograph 1 shows the situation. The block of concrete and forklift were subsequently removed. Photograph t -Forklift after dock failure On the morning of April 22, 2008, I traveled to Seward, Alaska to observe the damaged area. Tidal conditions were such that observation under the dock was possible. I arrived at approximately 9:45 am and departed at 12:30 am. 8;~ PROJECT NO: 08041 A00 SUBJECT: EXISTING "I" DOCK INVESTIGATION - FORKL~'r INCIDENT PAGE 2 Description of structural configuration and extent of damage The damaged area is approximately metangular in shape, as shown in Figure 1, extending approximately l4 feet in the northlsouth direction and 12 feet in the east/west direction. In this area the dock structure consists of timber decking supported on 6x16 timber joists (approximately 5.5" wide by 15.5" tall) spaced 19" to 20" on-center. The joists run east/west. The west ends of the joists are supported by bolted steel hangers which are attached to a 12x16 timber beam spanning between timber pile caps on Grids 2 and 3. The east ends of the joists bear on and extend over the steel cap channel of a tied-back steel sheet pile wall. One heavy steel angle on each side of each joist forms the joist seat at the steel cap channel; the angles do not appear to be connected to the channel. A "rim joist" is spiked to the east end ofthc joists. The hangers appear to be un-galvanized. The bolts are galvanized. The following components appeared to be damaged: decking, joists, joist hangers, and rim joist. The 12x16 beam supporting the west end of the joists does not appear to be damaged. The heavy galvanized angle sections that create the joist "seat" on the sheet pile wall do not appear to be damaged. Photographs 2 through 5 illustrate the structural configuration and extent of damage. Figure 1-Extent of damaged area I~l ~11 EXISTING I DOCK PU1N ~G6T.~fiTc6M P. ~%i9' - '-~' ._ PRO.fT?CT NO: 08041.000 SCf3JECT: EXTSTING "1" DOCK INVESTTGATION -FORKLIFT INCIDENT PAGE 3 Severity of damage The evaluation of severity of damage was based solely on visual inspection. Photographs 2 through 5 illustrate the severity of the damage. The decking in the area shown in Figure 1 has fractured and is not repairable. Eight joists have split and are not repairable. The joists adjacent to the split joists do not appear to be damaged (but see recommendations). Eight joist hangers have failed and are not repairable. Two joist hangers (one on each side of the damaged area) exhibit extensive deterioration or damage: the "scat" of each hanger has separated from one side of the hanger (see photograph 4, right-hand hanger), but it was not obvious whether the observed defects were present before the forklift incident or were cause by or exacerbated by the incident. The "rim joist" attached to the east end of the joists appears to have been split by the incident and is judged to be un-repairable. ~" ~. ~~~.,5 , . ~, 4 ~~~~° j ~ ~~~~ ~~~ ~ .. ' S. s~ 7~.W ~ ~ u , f -, I ~ ~ J~° ~ ~ ~. _ ~ ' • 1\ `. F •~ ' ~ 1[Y 4 lh~J ~~ y ~~~i ~~. I Photograph 2 -Decking damage (looking south) Photograph 3 -Joist and joist hanger damage (looking northwest) rI ~T Photograph 4 -Joist and joist hanger damage Photograph 5 -Rim joist damage (looking southwest) (looking east) ~~9 PROJECT NO: OR041.000 SUBJECT: EXISTING `9" DOCK INVESTIGA"PION -FORKLIFT INCIDENT PAGE 4 Recommendations regarding load restrictions During the site visit, the area above the split joists was appropriately cordoned off with physical bamers. No load should be applied to that area until the joists and hangers are replaced No one should walk under or in the immediate vicinity of the split joists. While inspecting the area damaged. by the forklift, advanced corrosion of all of the joist hangers in the northeast corner of the dock was observed. Judging from the hanger seat failures at the split joists, it would be prudent to entirely discount the capacity of the joist hanger scat. The remaining capacity of the joist hanger-that of the two bolts only-is expected to be quite small (but has not been calculated). Therefore, it is also recommended that traffic and storage loads on the portion of the dock supported by the hangers be prohibited until the joist hangers are replaced, or until an allowable load based on joist hanger connection capacity is calculated. Pedestrians may use the area. Recommendations regarding repair The eight split joists should be replaced. It would also be prudent to replace the two joists immediately adjacent. to the split joists. The joist hangers for these ten joists should also be replaced. The rim joist in this area should be replaced as well. Ideally, the damaged joists should be replaced with new treated 6xlfi timber joists, matching the existing joist size, wood species, and grade. Unfortunately, the existing joist species and grade are not known (though that information could be established, at additional expense, by sampling the material and by hiring a wood grader). Alternatively, the required species and grade could be established by calculation. It is expected that Douglas Fir No. 1 or better would be an adequate substitution, although that has not been verified by calculation. In addition, it may not be possible to obtain the required joist size in a timely fashion. Scott Ransom (former Seward Harbormaster, now working as project assistant for the Harbormaster) has identified a source of treated 6x14 Douglas Fir No. 2 or better. It is likely that joists of that material would have to be spaced more closely than the existing joists. The adequacy of the proposed material has not yet been evaluated. The joist hangers should be replaced with new galvanized steel hangers. New galvanized bolts, washers, and nuts should be used with those hangers. Ideally, the bolt size and locations should match the existing hangers; that may not be possible if smaller and more closely-spaced joists are used. If new holes are bored in the 12x16 beam for new hangers, their locations must be carefully chosen to avoid weakening the beam. Ncw hangers should have slotted holes in the side plates to allow the joists to shrink without splitting. If the hangers are to be fabricated in Anchorage (where there are no hot dip galvanizing tanks), they should be spray-metalized with zinc. PROJECT NO: 08041.000 SUBJECT: E?CLSTING "I" DOCK BVVESTIGATION - FORKLIF"[ INCIDENT PAGE 5 On-going deck replacement project The entire area supported by the subject 6x16 joists and corroded joist hangers is intended to be re- decked as part of an on-going port improvement project. According to conversations with you, we understand that the decking material is in Seattle (has not yet shipped) and is three weeks out. Conclusion Before additional engineering is performed to evaluate new joist alternatives, we recommend coordinating with the Harbormaster to determine the City's intentions with regard to the other corroded joist hangers (i.e., those not at the area damaged during the forklift incident). Please feel free to share this report with the Harbormaster. ' If they plan to replace those hangers-as we believe is prudent-then repair of the damage caused by the forklift should be folded into that work. If they plan to leave those hangers as-is and merely replace the deck, then we can continue, at your option, with the necessary engineering work to facilitate replacement of the components damaged during the forklift incident. If you have any questions or comments regarding this information, please contact our office at your convenience to discuss the matter. Sincerely, ~.. ~ \\LL ~ ~+ ,~~ ~ ~ we r w David Evans, PE ~ ~„~~~~ s~• " a ~, O¢9woEaaW:i9YarteCJC¢fO~tei.~- Senior Structural Engineer ~ ¢et..gORMata yaaatatal it Aip Tryck Nyman Hayes, Inc. ~ ~°,"~ DAViD A. EYANS ~ t:- .~ .<. f 'e h1o. 8084 t~ , ~~o~ ~~ bae CE t ^ ~ ,~,~ ~g`'ycO `~_ _ , . ~ it F.; ~, ,~'.; ,. .y br i~ M ~, / ~ O O ~ May 2008 tune 2008 Y S M T W T F S 5 M T W T F S __ _. 1 2 3 1 2 3 4 5 6 7 4 5 6 7 8 910 B 9 10 11 12 13 14 11 12 13 14 15 16 17 15 16 17 18 19 20 21 18 19 20 21 22 23 24 22 23 24 25 26 27 28 25 26 27 28 29 30 31 29 30 Monday Tuesday Wednesday Thursday Friday Meeting Emergency CC d CC&PACAB WS City Council Meeting Meeting ~I Meeting Social Security Rep l ul nci Richey 1 ~ ~ 5/7/2008 1:19 PM