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Home My WebLink About07092012 City Council PacketINV Seward City Council Agenda Packet ti A Good Time Was Had By All! July 09, 2O12 � ity Council Chambers Beginning at 7:00 p.m. 1963 1965 2005 The City of Seward, Alaska CITY COUNCIL MEETING AGENDA . All -America City 1f {Please silence all cellular phones and pagers during the meeting} July 9, 2012 7:00 p.m. Council Chambers David Seaward Mayor Term Expires 2013 Jean Bardarson Vice Mayor Term Expires 2012 Robert Valdatta Council Member Term Expires 2013 Christy Terry Council Member Term Expires 2013 Vanta Shafer Council Member Term Expires 2013 Marianna Keil Council Member Term Expires 2012 Ristine Casagranda Council Member Term Expires 2012 James Hunt City Manager Johanna Kinney City Clerk Cheryl Brooking City Attorney 1. 2. CALL TO ORDER PLEDGE OF ALLEGIANCE ROLL CALL 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 3 minutes per speaker and 36 minutes total time for this agenda item.] APPROVAL OF AGENDA AND CONSENT AGENDA [Approval of Consent Agenda passes all routine items indicated by asterisk (*). Consent Agenda items are not considered separately unless a council member so requests. In the event of such a request, the item is returned to the Regular Agenda] SPECIAL ORDERS, PRESENTATIONS AND REPORTS A. Proclamations and Awards 1. Recognition for Ryan Reynolds for service on the Historic Preservation Commission...................................Pg. 3 2. July is National Parks and Recreation Month ............ Pg. 4 3. Appreciation for Homer Electric Association's Technical Assistance with the Fort Raymond Generator Project..Pg. 6 4. Appreciation for Second Annual Kenai Peninsula Borough Weed"Smackdown.......................................... Pg. 7 B. Borough Assembly Report C. City Manager's Report D. Mayor Report E. Other Reports and Presentations City of Seward, Alaska Council Agenda July 9, 2012 Page 1 7. PUBLIC HEARINGS A. Resolutions Requiring Public Hearing 1. Resolution 2012-048, Approving The Submittal Of The Kenai Peninsula Borough Petition To Vacate And Recommending The Approval Of The Vacation Of The 200 Foot Number 3 Water Well Easement Located In The Fort Raymond Subdivision, South Of Sea Lion Drive.......................................................................................................Pg. 8 8. NEW BUSINESS A. Resolutions I. Resolution 2012-049, Authorizing The City Manager To Enter Into A Grant Agreement With The Division Of Homeland Security And Emergency Management Hazard Mitigation Program, And Accept The Total Award $349,982 For The Dairy Hill Drainage Improvement Project, And Appropriating Funds...................................................Pg. 16 2. Resolution 2012-050, Authorizing The City Manager To Enter Into A Professional Services Agreement With CRW Engineering Group, LLC, The Most Qualified, Responsive And Responsible Proposer, For The Dairy Hill Drainage Improvements Professional Engineering And Construction Management Services For An Amount Not -To -Exceed $65,975,00, And Appropriating Funds...............................................................Pg. 25 B. Other New Business Items * 1. Approval Of The June 25, 2012 City Council Regular Meeting Minutes and the June 27, 2012 City Council Special Meeting Minutes..............................................Pg. 42 9. INFORMATIONAL ITEMS AND REPORTS (No action required) A. May Financial Reports For Providence Seward Medical Center..............Pg. 54 10. COUNCIL COMMENTS 11. CITIZENS' COMMENTS [S minutes per individual - Each individual has one opportunity to speak.] 12. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS 13. EXECUTIVE SESSION A. Go Into Executive Session To Discuss Matters Pertaining To Pending Litigation Of Resurrection Bay Conservation Alliance Vs. The City Of Seward And Give Direction To The City Attorney. 14. ADJOURNMENT City of Seward, Alaska Council Agenda July 9, 2012 Page 2 PROCLAMATION WHEREAS, physical recreation and meaningful leisure experiences contribute to physical and mental well-being, as well as the overall quality of life; and WHEREAS, community recreation and leisure opportunities create socially beneficial connections between and among individuals, groups, and communities; and WHEREAS, parks and recreation services provide preventive health benefits, support more productive workforces, enhance the desirability of locations for business and families, and stimulate tourism revenues that result in improving the entire community's economic development model; and WHEREAS, the provision and preservation of parks and open spaces are both an investment and insurance plan for our collective quality of life; and NOW, THEREFORE, BE IT RESOLVED that July has been designated as recreation and parks month by the National Recreation and Park Association, and I encourage all citizens of Seward to join in this nationwide celebration of all the benefits derived from quality public and private recreation and park resources. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 9 b Day of July, 2012. THE CITY OF SEWARD, ALASKA David Seaward, ayor City Of Seward Certificate Of Appreciation Awarded To: Ryan Reynolds The Seward City Council thanks you for your hard work, dedication, and friendship to the City of' Seward. We appreciate your service on the Seward Historic Preservation Commission from June 2010 to June 2012. The Seward City Council wishes you much luck on your new endeavors and hope to someday see your return to the commission! Presented on this 9"' day of July, 2012 David Seaward, Mayor Agenda Statement Meeting Date: July 9, 2012 From: Karin Sturdy, Parks & Recreation Director Through: Jim Hunt, City Manager Agenda Item: Julv is National Recreation & Parks Month The National Recreation and Parks Association (NRPA) has accepted the responsibility of recognizing the creativity, time and effort which professionals and volunteers provide each day to serve community members. Parks and recreation events and programs have proven to help resolve some of today's most pressing social issues. NRPA is engaged is shining the spotlight on the benefits of parks and recreation through a national awareness campaign: "July is National Recreation & Parks Month." July is the month to recognize that the efforts which professionals contribute each day go beyond simple "fun and games." Today our work is as diverse as crisis counseling, computer training and skate park court construction or park design, with many unique tasks and programs in between. We appreciate this opportunity to sincerely thank our Seward Parks & Recreation Department team, community leaders and partners, volunteer coaches, business sponsors, and the many, many volunteers. We congratulate them on a job well done and challenge them to keep up the good work. This July in Seward, community members and visitors can look for these events, programs, activities and parks to celebrate recreation and parks locally: Adult Coed Softball Leagues Pet Parade Summer Splash Boat Cruise Soccer Play League TYC Summer Day Camps Adopt -A -Park Program Subway Tri-Harder-Thon Adventure Triathlon Hike the Two Lakes Trail, bike or walk the National Historic Iditarod Trail, volunteer in the cemetery, fish Resurrection Bay, enjoy the view from the Obihiro Gazebo, grind in the Skate Park, play some tennis or outdoor hoops, barbecue, fish at First Lake, climb Mount Marathon, enjoy Seward... ...And - on those rare rainy days - remember our indoor programs: Indoor Park, roller skating, Summer Day Camps, weight room, racquetball, sauna, basketball, volleyball and Resurrection Readers Book Group or volunteer on any number of historic preservation projects. Seward Parks & Recreation: Mountains of Recreation "Living Well in 2012" 5 0 Certificate of Appreciation Homer Electric Association The City of Seward would like to extend its sincere thanks to Homer Electric Association for their generosity in lending technical assistance to the Seward Electric Department for the Fort Raymond Generation project. On April 26 & 27, 2012 Brad Janorschke, General Manager, in the interest of utility partnership and the spirit of cooperation, committed two employees, Harvey Ambrose, Director of Power Production and Transmission, and Mark Peery, Director of Engineering, to assist the electric department in evaluating the proposals for the Seward Power Plant Integration Project. The City of Seward and the Seward City Council greatly appreciate the assistance given by Homer Electric Association and their willingness to help other communities, and do hereby present this Certificate of Appreciation to them on this 9Ch Day of July, 2012. THE CITY OF SEWARD, ALASKA David Seaward, Mayor Certificate of c4ppreciatio" Held Saturday, June 30, 2012 at Seward Middle School Wherein 34 Volunteers pulled 216 Pounds of the invasive weed, Bird Vetch THE CITY OF SEWARD, ALASKA DAVID SEAWARD, MAYOR Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2012-048 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROVING TIIE SUBMITTAL OF THE KENAI PENINSULA BOROUGH PETITION TO VACATE AND RECOMMENDING THE APPROVAL OF THE VACATION OF THE 200 FOOT NUMBER 3 WATER WELL EASEMENT LOCATED IN TIIE FORT RAYMOND SUBDIVISION, SOUTH OF SEA LION DRIVE WHEREAS, the Fort Raymond Subdivision 86-10 dedicated four (4) public water well easement of 200 feet each; and WHEREAS, water well number 3 has been officially decommissioned and abandoned in place; and WIIEREAS, the 200 foot water well easement for well number 3 is no longer necessary; and WHEREAS, Kenai Peninsula Borough Code 20.28.100 requires the consent of the City Council to vacate any easement located within the City; and WHEREAS, Seward City Code 7.05.510 (D) allows the City Manager, at the direction of the City Council, to relinquish any real property easement, whenever the interest is no longer used or needed. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The Seward City Council hereby directs the City Manager to submit the Kenai Peninsula Borough Planning Commission application to vacate the 200 foot Number 3 water well easement dedicated by the Fort Raymond Subdivision, 86-10. Section 2. The Seward City Council further recommends the Kenai Peninsula Borough Planning Commission approve the vacation of the 200 foot Number 3 water well easement dedicated by the Fort Raymond Subdivision, 86-10 . Section 3. This resolution shall take effect 30 days after passage and posting as required by Seward City Code § 7.05.145. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 9th day of July. 16 M Council Agenda Statement Meeting Date: July 9, 2012 To: Seward City Council Through Jim Hunt, City Manager Ron Long, Assistant City Manager/Community Development Director From: Donna Glenz, Planner Agenda Item: Approving the submittal of the Kenai Peninsula Borough petition to vacate and recommending approval of the vacation of the 200 foot number 3 water well easement located in the Fort Raymond Subdivision, south of Sea Lion Drive BACKGROUND & JUSTIFICATION: In 1986 the City of Seward platted and dedicated water well easements for four (4) public water wells. Three of these water well easements are predominantly on the current Lot 7A, Fort Raymond Subdivision. Water well easement number 4 and portions of well number 3 easement are located on Lot 6A-1 of the Fort Raymond Subdivision. Well number 3 has been officially decommissioned, filled and abandoned in place; therefore the 200 foot number 3 water well easement is no longer necessary. Staff has worked with the State of Alaska Drinking Water Program to accept the water well decommission and recommends the vacation of the unnecessary easement. Kenai Peninsula Borough Code 20.28.100 requires the consent of City Council to vacate any easement located within the City. Seward City Code 7.05.510 (D) allows the City Manager, at the direction of the City Council, to relinquish any real property easement, whenever the interest is no longer used or needed. SUBDIVISION REVIEW: 7,onin,- and Existing Uses: Water well easement number 3 is located within the Institutional Zoning District, containing the City owned Electric Department generator building on Lot 6A-1 and the U.S. Air Force Lease site on Lot 7-A Utilities: The properties are served by all necessary utilities. Flood Zone: None of this property is locate within a Special Flood Hazard Area. INTENT Is to vacate the number 3 water well easement located on Lot 6A-1 and Lot 7A, Fort Raymond Subdivision. CONSISTENCY CHECKLIST: Yes No NA 1 Comprehensive Plan: (document source here): X 2 Strategic Plan (document source here): X 3 Other (list): Seward City Code 7.05.510 (D) X Allows the City Manager, at the direction of the City Council, to relinquish any real property easement, whenever the interest is no longer used or needed FISCAL NOTE: Kenai Peninsula Borough application submittal costs of $75.00 and the State of Alaska Recording fees of approximately $50.00 are to be paid from the Community Department Contracted Services Budget. Approved by Finance Department: ATTORNEY REVIEW: Yes: No: X No attorney review required for this easement vacation. RECOMMENDATION: � Approve Resolution 2012- (onsenting to the Kenai Peninsula Borough Planning Commission approval of a petition to vacate the 200 foot water well number 3 easement located in the Fort Raymond Subdivision, south of Sea Lion Drive. 10 Donna Glenz From: Carmen Hewitt Sent: Thursday, June 07, 2012 3:01 PM To: Donna Glenz Subject: FW: Well Abandonment Carmen Hewitt Pubiic Works Technician City of Seward 907.224,4005 chewitt@,cityofseward.net Please consider the eavi,ronmentbefore printing this e-mail. NDUCJ. This communication is confidential, is intended only for the named recipient(s) above and may contain information that is privileged, attorney work product or otherwise protected by applicable iaw. if you are riot the intended recipient or believe that you may have received this communication in error, please notify the sender and delete this e-mail, Uninlended recipients of this e-mail should not print, copy, retransmit, disseminate or otherwise use the information. From: Forgue, Scott A (DEC) [mailto:scott,forgue@alaska.gov] Sent: Thursday, June 07, 2012 2:10 PM To: Carmen Hewitt Subject: RE: Well Abandonment / Hi Carmen, � x� I have no record that DEC was a party to the platted easements around the wells. I would research your records and contact the parties who granted the easements and the parties for whom the easements were granted. Thank you, Scott Scott Forgue, P.E. Regional Engineering Coordinator: Kenai/Southeast Area State of Alaska Drinking Water Program 43335 Kalifornsky Beach Road, Suite 11 Soldotna, AK 99669 (907) 262-3417 (Now a direct fine.) FAX: (907) 262-2294 From: Carmen Hewitt[mailto:chewitt@cityofseward.net] Sent: Thursday, June 07, 2012 1:15 PM To: Forgue, Scott A (DEC) Subject: RE: Well Abandonment Importance: High Scott, Lcr z!!a ,w.mv \ Lsar J a� Y z 7S � �i is •u. f3_" rawµ r.r. L S <c e ya Ch y(y�F / t!V ' I I I I 1 %i SLlN 6R �' E'3! atnr Water Well Number 3 and 200 foot Easement -_� 1ar74 -,-_ w \ vim` • 1 I LLa/� Or Bu rat r6. SS b, served 9wron d/,ae • rd:re4. 4u.dh.=w.v^{/.=G4/.tR E!'D.wh/ ruvEiM -Md.. eat s=�/r Mw rrr. :lo czol :�i:.:,v;c,::, r:> ,,,,.,.rom �I I .....;.Srr__T•.-n__J_r_ __''_ ear BR n d.R"+swrr Gu==..N . vv I Lor 9A II wmmw r 9 � dcra t I V .SG•Elf r=JQi R i t ------------------ li eP nr A.vnv.otc n w Y,g`4 i /ID -------------------- CoT /!A \ Lor /124 ' ,k 4 Lwr. c frTrE e�c+13 \ vt p �.9 n rmsn nos .3.vM,` 2C ., T a '/: 71 Fp.1Y RwYMGNO Suso/V/!/o�%l6PL.47 Ak FmY RwY SdiD., \\ -. j/- 1 _ • (f aNe 5rEE.Vr A9«uw> Or Cora 6-/1. nwxcR — oiarT/cr Hwr,�a a�! Ywr J/k nac, arAA—ov Ov CDrraNwmwArc.. taws _. .gyp ..� Wir /1.ar+•cr D9ic. .l�TIN.,RIx[,SH. Gnrci- c;•.?°F._(<s. . 'tit;;': _ iw, < l+,.n s .•rra a fa>J r +aors CITY OF SEWAIM Request for Proposal Well house 43 Ending Bid date 4/3/09 Abandon two eight inch and one twelve inch well casings. Pull pump in twelve inch well, abandon all three well casings per ADEC standards. Demolition of existing Well house, to be done by others. Excavation of well casings ten feet below grade, to be done by others. Steven Audette 907-362-1263 907-224-4005 1"-'D� 1� Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2012-049 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A GRANT AGREEMENT WITH THE DIVISION OF HOMELAND SECURITY AND EMERGENCY MANAGEMENT HAZARD MITIGATION PROGRAM, AND ACCEPT THE TOTAL AWARD $349,982 FOR THE DAIRY HILL DRAINAGE IMPROVEMENT PROJECT, AND APPROPRIATING FUNDS WHEREAS, the Division of Homeland Security and Emergency Management Hazard Mitigation Grant Program provides opportunities for municipalities to apply for grant monies to take critical mitigation measures to the risk of loss of life and property damage from future disasters while simultaneously reducing reliance on federal and local disaster funds; and WHEREAS, in December 2009, the City of Seward incurred $38,000 in costs to retain an engineering consultant that would collaborate with city staff to review existing data, collect new data, and prepare preliminary documents in support of a long term drainage solution for the Dairy Hill Drainage Improvements; and WHEREAS, the subtasks of the above scope of work included conducting a preliminary field survey of the project area, preparing a hydrologic and hydraulic study specific to the project area, conducting the preliminary design in preparation of 35% level construction drawings and conducting preliminary environmental permitting efforts; and WHEREAS, in March of 2010, city staff completed and submitted the Hazard Mitigation Grant Program Project Application; and WHEREAS, in January of 2012, the city was notified by the Division of Homeland Security and Emergency Management Hazard Mitigation Program that the application was successful; and WHEREAS, the total award amount is $349,982 and the grant does not require the city to provide monetary contributions to the project, but the grant does require city staff to participate in managing the project; and WHEREAS, the city will carefully and cooperatively assist managing this project with any involved entity to assure all efficiencies are considered and implemented to save on initial, long-term costs and stay within the project budget and timeline; and WHEREAS, the grant funds may be used to provide contractual services, engineering, design planning, permitting, project support and construction management; and WHEREAS, accepting the total award amount of $349,982 from the Division of Homeland ib CITY OF SEWARD, ALASKA RESOLUTION 2012-049 Security and Emergency Management Hazard Mitigation Program is in the best interest of the city by allowing the city to utilize the funds to take critical mitigation measures to reduce risks associated with flooding. 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 grant agreement with the Division of Homeland Security and Emergency Management Hazard Mitigation Program, as attached hereto in substantial form, and accept the total award amount of $349,982. Section 2. The City Manager is hereby authorized to appropriate funding in the amount of $349,982 as follows: 1) $262,487 from federal account no. 866-8663-4680-0100, 2) $87,495 from state grant account no. 866-8663-4680-0200 and the total amount of $349,982 is appropriated to contracted services account no. 866-8663-5390. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 9"' day of July 2012. THE CITY OF SEWARD, ALASKA David Seaward, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) Council Agenda Statement Meeting Date: July 9, 2012 To: City Council Through: City Manager Jim Hunt From: William Casey Agenda Item: Authorizing the City Manager to accept a grant from the Division of Homeland Security and Emergency Management for $349,982 for the Dairy Hill Drainage Improvement Project and appropriate funds BACKGROUND & JUSTIFICATION: The Division of Homeland Security and Emergency Management Hazard Mitigation Grant Program provides opportunities for municipalities to apply for grant monies to take critical mitigation measures to the risk of loss of life and property damage from future disasters while simultaneously reducing reliance on federal and local disaster funds. In 2009, City Staff identified an area, known locally, as Dairy Hitt as a high risk flood area using the FEMA benefit cost analysis software and analyzing historical data. That Subdivision was the main focus of concern because several drainages flow through the area. History has shown that during heavy rainfall events, the flows in the drainages can become severe and cause washouts of roadways, culverts and building improvements. In recent history, flood events have occurred in 1986, 1995, 2002 and 2006. All of which caused significant damage. Staff determined that some form of flood hazard mitigation was absolutely necessary so in 2009 the City of Seward incurred $38,000 in costs to retain an engineering consultant that would collaborate with City Staff to review existing data, collect new data, and prepare preliminary documents in support of a long term drainage solution for the Dairy Hill Drainage Improvements. In March of 2010, City staff completed and submitted the Hazard Mitigation Grant Program Project Application and in January of 2012, the City was notified by The Division of Homeland Security and Emergency Management Hazard Mitigation Program that application was successful. The total award amount is $349,982 and the grant does not require the City to provide monetary contributions to the project, but the grant does require City staff to participate in managing the project. Accepting the total award amount of $349,982 from the Division of Homeland Security and Emergency Management Hazard Mitigation Program is in the best interest of the City by allowing the City to utilize the funds to take critical mitigation measures to reduce risks associated with flooding. INTENT: Authorize the City Manager accept a grant agreement with the Division of Homeland Security and Emergency Management Hazard Mitigation Program, as attached hereto in substantial form, and accept the total award amount of $349,982 and appropriate funds. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (document source here): Volume I Page 20 Sixth l . Paragraph "...minimizing pollution and drainage problems... "Page 28 X 3.8.1, 3 "Mitigate Flood Hazards " �_ 2 Strategic Plan (document source here): Page 11 "Mitigate Flood X Page 18 "Promote a Safe Community" LHazards" 3. Other (list): X FISCAL NOTE: Appropriate funding in the amount of $349,982 as follows: 1) $262,487 from federal account no. 866-8663-4680-0100, 2) $87,495 from state grant account no. 866-8663-4680-0200 and the total amount of $349,982 is appropriated to Contracted Services account no. 866-8663-5390. Approved by Finance Department ATTORNEY REVIEW: Yes No X RECOMMENDATION: Council authorize the City Manager to enter into a grant agreement with the Division of Homeland Security and Emergency Management Hazard Mitigation Program, as attached hereto in substantial form, and accept the total award amount of $349,982 and appropriate funds. n DEPARTMENT OF MILITARY AND VETERANS AFFAIRS DIVISION OF HOMELAND SECURITY AND EMERGENCY MANAGEMENT Obligating Award Document for HAZARD MITIGATION GRANT PROGRAM U.S. DEPT OF HOMELAND SECURITY Federal Emergency Management Agency Grant Programs Directorate Federal Grant No. 1865.0003 CFDA No. 97.039 I State Grant No. 2, DUNS # 3. Award El Amendment �L� 4, Employer Tax ID 1865,0003 _.J. 037996634 1 Amendment # 92-60,_�0086 5, Recipient Name and Address 6. Issuing Office and Address Department of Military and Veterans Affairs City of Seward Division of Homeland Security and Emergency Management PO Box 167 PC Box 5750 Seward, AK 99664-0167 Fort Richardson, Alaska 99505-5750 http.-Ilwww. ready. a1aska._qov1 T—Fffecr,Wda'te of This Action 8. Method of Payment: April 18, 2012 EFT/Wire 9 Grant Award and Terms and Conditions: (see attached Grantrerms and Conditions) Total Awarded Amount: $349,982.00 Federal Share' - $262,487.00 State Matching Share., $87,495.00 Local Matching Share: $0.00 Grant Performance Period: December 18, 2012 through August 18,2013 See attached., Approved Hazard Mitigation Grant Program (HMGP) Project Description and Budget Detail For State Use Only: cc # File No.# 10. Grant Requirements, Assurances and Agreements: (sec attached Grant Requirements, Assurances and A(Ireerrietits) Tr)e acceptance of a grant from the United States creates a legal duty on the part of the grantee to use the funds or property made available in accordance with the conditions of the grant. [GAO Accounting Principles and Standards for Federal Agencies, Chapter 2, Section 16.8(c)], Funding for this grant is 75% Federal (FEMA) and 25% State (DHS&EM). 11. Special Conditions: See attached: Environmental Conditions of Approval: December 6, 2011 FEMA, Approved HMGP Project Description and Budget Detail with SOW (Pages I of 4) DHS&EM 12. Recipient is required to sign and return one (1) copy of this document with the terms and conditions to the issuing address in Block 6-, within 30 days from the date in Block 17. 13. Division of Homeland Security and Emergency Management 'Phone: (S07) 428-7085 Project Manager ;Fax: (907) 428-7009 Brent A. Nichols !Email: brent.nichols(a-)alaska.gov f. Sh�rature of Jurisdiction -Project Manager Phone: (907) 224-4063 !Fax: (907) 224-4038 Email: kLrllkr@citvofseward.net 'Printed Name: Kim Kowa Siqwaturc, of Jurisdiction Chief Financial Officer Phone: (907) 224-4064 Fax: (907) 224-4038 iEmail: kerchinqerftcityofseward.net Printed Name: Kristin Erd%inger —A 1�. Signature of Jurisdiction Sic ory Official 'Date �Phone: (907) 224-4012 Fax: (907) 224-4038 Printed Naq;o and 1 11 City Manager Fax: cit ofsewar net 17 Divisiorf of Homeland Security and Emergency Management £Date Signatory Official john W I W—illaddo Representative Grant Terms and Conditions (continued from Section 9 of Awardl The total allocation of the 2009 Kodiak Island Storm awarded to the Division of Homeland Security and Emergency Management (DHS&EM) is $601,494.00 under Federal Grant DR-1865, CFDA# 97.039. The City of Seward has been awarded $3,19,982,00, which shall be used to support activities essential to conduct the Dairy Hill Drainage Improvement Project, The performance period of this grant award is December 18, 2012 through August 18, 2013. Project conditions must be completed by this date. The City of Seward cannot sub -grant all or any part of this award to any other entity or organization. All awards require confirmation within the first reporting quarter that expenditures in the budget category toward projects will be made, or DHS&EM will execute de -obligation of the funds, No transfers of funds between allocations will be authorized, only de -obligation of funds, except on a case--by-case basis. (A) Changes to Award: All change requests must be submitted in writing, or electronically to the DHS&EM project manager, accompanied by a justification narrative and budget/spending plan, for review and approval. Changes must be consistent with the scope of the project and grant guidelines. Requests for changes will be considered only if the reporting requirements are current, and if terms and conditions have been met at the time of the request, Changes in the programmatic activities, or purpose of the project, changes in key persons specified on the grant award, contractual services for activities central to the purposes of the award, requests for additional funding, change in project site, or release of special conditions will result in an amendment to this award. No transfers of funds between allocations will be authorized, only de -obligation of funds, except on a case -by -case basis. (S) Reporting Requirements: The City of Seward shall submit timely quarterly HMGP Project Quarterly Report to the Project Manager at DHS&EM. Instructions and blank forms are located electronically at tittp�Z ea_ a':aska.aov�gCants,hiM and may be reproduced. Jurisdictions must check the web site quarterly for the most current forms. Use of outdated forms will not be accepted. Quarterly reports are due: Q1 October 1 - December 31 Report due January 20 Q2 January 1 - March 31 Report due April 20 Q3 April 1 - June 30 Report due July 20 Q4 July 1 - September 30 Report due October 20 HMGP Project Quarterly Report shall describe the status of the project, compare actual accomplishments to the objectives ! established for the reporting period in the project timeline, report reasons for deviation and justification for timeline adjustment ! requests, and must support the funds expended. Include any significant events or activities. Progress must be reported relative to the project timeline and milestones stated in the jurisdiction's application. The Project Final Narrative Fort" is a summary report, evaluating project activities and measuring performance against project goals and objectives for- the entire performance period, and is required in addition to the last quarterly report. (C) Reimbursements. Submit on the HMGP Request for funds form. Reimbursement shall be based upon authorized and allowable expenditures consistent with project narrative and budget detail and grant guidelines, and submission of tirnely quarterly report. Payments may be withheld pending correction of deficiencies or for use of outdated forms. Reimbursement of expenditures may be requested at any time within the performance period. Expenditures must be supported with source documentation (e.g. copies of invoices, receipts, timesheets with name/wage/hours, cost allocation, warrants, etc.). Personnel_ Costs: Payroll reports signed and certified by the Chief Financial Officer that capture the employee name, position, coded allocation to the project, amount paid, are acceptable. Staff may not self -certify their own time and wages. The City of Seward shall retain all supporting payroll records, including time and attendance records signed by the employee and supervisor and copies of warrants as per the recordkeeping requirements In Section J. k Contract,: All sole -source procurements, single vendor response to a competitive bid, and contracts over $100,000 require DHS&EM pre -approval prior to implementation. Final signed copies of all contracts are required for submission to DHS&EM with the request for reimbursement. Program Incomg.and Loea(_M. tech_: Program income may be used to supplement project costs, reduce project costs, or may be refunded to the federal government, and must be used for allowable program costs and be expended prior to requests for reimbursement. Local matching funds must clearly support the source, the amount, and the timing of all matching contributions. 9ulpmenC: See Sub -Grantees' Handbook = C onstruction: Projects must comply with the Davis -Bacon Act. Contractors or subcontractors for construction projects pay workers employed directly at the worksite no less than the prevailing wages and fringe benefits paid on projects of a similar character. Final_ %n ent: The Sub -Grantee has 60 days from the completion of the project to submit the supporting documentation to the DHS&EM Project Manager accompanied with the following competed forms: o HMGP Project Final Narrative Form HMGP (Final) Quarterly Report Form o HMGP Statement of Documentation Form HMGP (Final) Request for Funds Form DHS&EM will conduct final inspections, and upon favorable review will make final payment. Final payment may also be conditioned upon a financial review, if determined necessary by DHS&EM. Adjustments to the final payment may be made following any audits conducted by the State of Alaska or the United States Inspector General. DHS&EM reserves the right to withhold disbursement of final payment to the Sub -Grantee until the project has been completed and given final approval by DNS&EM. Advanceof gcjds: See Sub -Grantees' Handbook. Administrative Allowance: The Sub -Grantee is eligible to receive direct administrative monies upon completion and closure of the project to the extent authorized by federal law, and subject to project funding as specified in the project budget as !,,p.." ,I,e %I ,i�nC�. iJ 36', Oo KoJink Maori SIonn,1865 AppIicant, Fold,,\IRb5.000i - City of s'—,'i malty Hill Projcu,lSt 5 000. (4"m A--eot'1 I8-1 "_ J.,, :�It an approved line item, Administrative costs refer to the costs of requesting, obtaining, and administering the hazard mitigation grant program. (D) 4Von-reimbursable Expenses: • Contracts, single vendor response to a competitive bid, and procurements over $100,000 not pre -approved by DHS&EM • Sole source contracts and procurements not pre -approved by DHS&EM • Supplanting • Expenditures not supported with appropriate documentation when submitted for reimbursement, Only properly documented expenditures will be processed for payment. Unsupported expenditures will be returned to the jurisdiction for resubmission • Expenditures for items such as general -use software (word processing, spreadsheet, graphics, etc), general -use computers and related equipment (other than for allowable M&A activities, or otherwise associated preparedness or response functions), general -use vehicles, licensing fees, weapons systems and ammunition (E) Lgperty and Eauinment Management: The City of Seward shall maintain an effective property management system; safeguards to prevent loss, damage or theft; maintenance procedures to keep equipment in good wnditiun; dnd dispusftion procedures. A Property Inventory Report is available at http;11.ready,_alaska,govLg,rants.htm shall be submitted to DHS&EM annually each January 20 with the HMGP Project Quarterly Report during the performance period, and continued submission is required annually wail final disposition of the equipment. The City of Seward shall, when practical, prominently display the following on any equipment purchased with award funds: Purchased with funds provided by the U.S. Department of Homeland Security. No equipment purchased with these grant funds may be assigned to other entities or organizations without the expressed approval in writing from DHS&EM, prior to the jurisdiction's encumbrance or expenditure for that equipment. Management of property and equipment shall be in accordance with State laws and procedures as outlined and 44 CFR Part 13, sections 13.31 and 13.32. (F) Rrogurgment: Procurement shall comply with local procurement policies and procedures, and conform to applicable State and Federal law and the standards identified in the Procurement Standards Sections of 44 CPR Part 13, and OMB CircularA-102 "Uniform Administrative Requirements for Grants and Cooperative Agreements with State and Local Governments,' Contractors that develop or draft specifications, requirements, Statements of Work (SOW), and/or Requests for Proposals (RFP) for a proposed procurement shall be excluded from bidding or submitting a proposal to compete for the award of such procurement. Local bidder's preference is not allowed for federally funded procurements. Procurement transactions shall be conducted to provide maximum open and free competition, Each sole -source procurement, single vendor response to a competitive bid, and all purchases in excess of $100,000.00 require pre -approval of DHS&EM. (G) Contragt: Any contract entered into during this grant period shall comply with local, State and federal government contracting regulations. To the extent that recipients of a grant use contractors, recipients shall use small, minority, women - owned or disadvantaged business concerns and contractors to the extent practicable. Contracts for professional and consultant services must include local, State and federal government required contract language, a project budget, and require pre- approvai by DHS&EM prior to implementation, Contract deliverables must meet the intent of the grant application and grant requirements. Justification is required for compensation for individual consultant services, which must be reasonable and consistent with the amount paid for similar services in the market place. Detailed invoices and time and effort reports are required for consultants. (H) Publications: Publications created with funding under this grant shall prominently contain the following statement: This document was prepared under a grant from the Federal Emergency Management Agency (FEMA)'s Grant Programs Directorate, U.S. Department of Homeland Security and the Alaska Division of Homeland Security and Emergency Management. Points of view or opinions expressed in this document are those of the authors and do not necessarily represent the official position or policies of FEMA's Grant Programs Directorate, the U.S. Department of Homeland (Security or the State of Alaska. j (I) Audit Reeguiremgnts: As the federal grant recipient, the State of Alaska requires a sub -recipient expending $500,000 or more in federal funds in the organization's fiscal year to conduct an organization -wide audit in accordance with OMB Circular A- 133. The City of Seward will permit the State of Alaska project officials, program officials and auditors to have access to the sub - recipient's and third -party contractor's records and financial statements as necessary for the State of Alaska to comply with OMB Circular A-133. Copies of audit findings must be submitted to DHS&EM within 30 days after the City of Seward receives its audit report, or within a 9-month period of the grant closeout date, whichever is earlier, in accordance with 2 AAC 45.010. Include the Federal agency name, program, grant number, and year; the Catalog of Federal Domestic Assistance (CFDA) title and number; and the name of the pass -through agency. (3) Recordkeeping Requirements: Grant financial and administrative records shall be maintained for a period of three (3) years following the date of the closure of the grant award, or audit if required. Time and effort, personnel and payroll records for all individuals reimbursed under the award must be maintained. Property and equipment records shall be maintained for a period of three (3) years following the final disposition, replacement or transfer of the property and equipment. ( iC) Performance N9pA5ures: HMGP Project Quarterly Report shall demonstrate performance and progress relative to: 1. Acceptable performance on applicable critical tasks in Exercises using approved scenarios 2. Progress in achieving project timelines and milestones 3. Percent measurable progress toward completion of project 4. How funds have been expended during reporting period, and explains expenditures related to the project V':1 lan;;. Pi.l �,ilucss ttt, atIw, 1SF;.i 11t Kodiak Island Stormy 855 Arplieanrs raid,,' 1865,0001 - City of Seward Daly IiiII Drainage NoiectAIs65 0003 Grant Agreernent d 19-12doc aD�1, (L) Sub -recipient Monitoring Policy: Monitoring is required to ensure that program goals, objectives, timelines, budgets and other related program criteria are being met. DHS&EM reserves the right to monitor, review and conduct analysis of the City of Seward's financial, programmatic and administrative policies and procedures such as, accounting for receipts and expenditures, cash management, maintaining adequate financial records, means of allocating and tracking costs, contracting and procurement policies and records, payroll records and means of allocating staff costs, property/equipment management system(s), progress oft project activities, etc. This may include desk and field audits. Technical assistance is available from DHS&EM staff. The Monitoring Policy is available at hrta_/Bead ,alasL a.goY gr�nts.htrn. (M)Penal for Mon -Compliance: For the reasons listed below, special conditions may be imposed, reimbursements may be partially or wholly withheld, the award may be wholly or partly suspended or terminated, or future awards, reimbursements and award modifications may be withheld. DHS&EM may institute the following, but is not limited to, withholding authority to proceed to the next phase of a project, requiring additional or more detailed financial reports, additional project monitoring, and/or establish additional prior approvals. DHS&EM shalt notify the City of Seward of its decision in writing stating the nature and the reason for imposing the conditions/restrictions, the corrective action required and timeline to remove them, and the method of requesting reconsideration of the imposed conditions/restrictions, The City of Seward must respond within five days of receipt of notification. a. Unwillingness or inability to attain project goals b. Unwillingness or inability to adhere to Special Conditions listed in Section 11 c. Failure or inability to adhere to grant guidelines and federal compliance requirements d. Improper procedures regarding contracts and procurements e. Inability to submit reliable and/or timely reports f. Management systems which do not meet federal required management standards (N) Termination for Cause: If performance is not occurring as agreed, the award may be reduced or terminated without compensation for reduction or termination costs. DHS&EM will provide five (5) day notice to City of Seward stating the reasons for the action, steps taken to correct the problems, and the commencement date of the reduction or termination. DHS&EM will reimburse City of Seward only for acceptable work or deliverables, necessary and allowable costs incurred through the date of reduction or termination. Final payment may be withheld at the discretion of DHS&EM until completion of a final DHS&EM review. Any equipment purchased under a terminated grant may revert to DHS&EM at the option of DHS&EM. (D) Termination for Conygnience: Any project may be terminated upon convenience, in whole or in part, for the convenience of the Government. The U.S. Department of Homeland Security and the DHS&EM, by written notice, may terminate this grant, in whole or in part, when it is in the Government's interest. Allowable costs obligated and/or incurred through the date of termination shall be reimbursed. Any equipment purchased under a terminated grant may revert to DHS&EM at the option of DHS&EM. Grant Requirements Assurances and Agreements (continued from Section 10 of the Award) (A) The performance period for this grant award is December 18, 2009 through August 18, 2013. Monies may not be obligated outside of this time period. An obligation occurs when funds are encumbered, as with a purchase order and/or commitment of salaries and benefits. All obligated and encumbered funds must be liquidated within 45 days of the end of the performance period. (B) The City of Seward shall comply with the requirements and restrictions of the Hazard Mitigation Grant Program Guidance, State Overview and Guidelines, State Preparedness Report, and the State Homeland Security Strategy. By signing this obligating award document, the City of Seward certifies it has read, understood, and accepted these documents as binding. l(C) The signature of the signatory officials on this award certifies that all financial expenditures, including ail supporting documentation submitted for reirnbursement, have been incurred by the jurisdiction, and are eligible and allowable expenditures consistent with the grant guidelines for this project. The City of Seward shall follow the financial management requirements imposed on them by the Division of Homeland Security and Emergency Management (DHS&EM), which includes the requirements of U.S. Department of Homeland Security. (D) The signature of the signatory officials on this award attests to the City of Seward's understanding, acceptance, and compliance with Lobbying; Debarment, Suspension and other responsibility matters; Drug -free Workplace,; Conflict. of Interest, and Non -Supplanting certifications. Federal funds will not be used to supplant State or local funds. Federal funds must be used to supplement existing funds to augment program activities, and not replace those funds which have been appropriated in the budget for the sarne purpose. Potential supplanting may be the subject of application and pre -award, post -award monitoring, and audit. ('E) The City of Seward shall ensure the accounting system used allows for separation of fund sources. These grant funds cannot be commingled with funds from other federal, State or local agencies, and each award is accounted for separately. (E) The City of Seward shall comply with Federal Civil Rights Laws and Regulations: Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Age Discrimination Act of 1975, and Americans rvith Disabilities Act of 1991. The City of Seward will take reasonable steps to ensure Limited English Proficient (LEP) persons have meaningful access to its programs and activities, Executive Order 13347 Individuals with Disabilities in Emergency Preparedness requires government to support safety and security for individuals with disabilities in situations involving disasters, including earthquakes, tornadoes, fires, floods, hurricanes, and acts of terrorism, V'.Hac; P r. 3 ¢s5..NI,tir vi r`.IEr:. 09 Kodiak 1. ane, S n< 1865 AnolicanPs PUId"f I%5.0001 - (')I, of Smi,df Dui,, IIiII r,, eaUS65.O ,03 Cam,, Axrccr.icrtt 4-18.I' d," x ar-11 (G)'7he City of Seward certifies that it has an Affirmative Action Plan/Equal Employment Opportunity Plan, An ESOP is not required for recipients of less than $25,000,00 or fewer than 50 employees. (H) The City of Seward certifies that its employees are eligible to work in the U.S. as verified by Form 1-9, Immigration and Naturalization Service Employment Eligibility. (1) It is the responsibility of the C as the recipient of these federal and state funds to fully understand and comply with the requirements of, where applicable: A. 2 CFR Part 215, OMB Circular A-110 at http:ZhNWW.goy/rLwai_,a(cQss-gp s _Q_idx, 05 /2ds2 15 html B. 2 CFR Part 225, OMB Circular A-87 at se _,frMP1-7J_ecfdbr_Q�_vL TW C. 26 CFR Part 1.170A-14 at httpJLiqdqqk esgp VI -!—Qk 4 htm et.a�c5._Q,_go_ _ cfL_ZQQ8/aprqt[L26�;fr�, 7 D. 40 CFR Part 312 at bttq;.Uecfr�gpgD&cgs�s.gQv cgiL -e A =-L - J_ tLtLxt/—texticLx—?c7 c _UaL ccL �trQwse T_it_le4014 c 3 2 main 02.tD1 L __(h f r E. 44 CFR Parts 9, 1.0, 13, 14, 59.1, 60, 60.3(b)(5), 79, 80, 201, 206, 207 at http-.'JLecfrgi?�qa�icessgoylcglqZ EXt/ - t- idx?sid=99�.7IU26a.252bbddlafdaO e9OO &c=ecfr&tpl7-:J&cf'rbrowsQJ -lit eid 4 414_4tat_ 02.Lpl F. 49 CFR Parts 24, 29 at hL p:// ext- idx?s 99a71d32 L_ a 2 5,�A2J q &[ i e49 4 Q!t Wl b di, f- -04ZbfQKQI -tcfr& - Ac� Q2_ G. Federal Acquisition Regulations (FAR), Part 31.2 at http_jfl�wLwrw u sit ov r H. OMB Circular A-133 / www.whitehouse,Qov ___�oT_b1dr ula s/index.htmt 1. State Requirements -Alaska State Procurement Code AS 36.30, AS36.30.005-.030 gas/ADMIN/dg d g5ja53630,doc -Alaska Administrative Code Title 2 Chapter 12, 2 AAC 12.74. dll/aac -Alaska Administrative Manual hitp: n_,ad in.stat.aku of/ k admin Man a o isp _qg1J_ -a_m,g; _j We certify we have read, understood, and accept the Grant Terms and Conditions, the Grant Requirements, and Assurances and Agreements, and Special Conditions in accordance with this Award. Project Manager's Signature'v Chief Financial Officer's Official's w!'ed', -M It, ;'!'oW 1 C"' K'WiA I s I and No, A� hcm s I ol:J,rd 865 0009 - (.it of Seward Dmv 11,11 D, Fio-, v 0, ,a A,rr;m t. I S 12 d, Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2012-050 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH CRW ENGINEERING GROUP, LLC, THE MOST QUALIFIED, RESPONSIVE AND RESPONSIBLE PROPOSER, FOR THE DAIRY HILL DRAINAGE IMPROVEMENTS PROFESSIONAL ENGINEERING AND CONSTRUCTION MANAGEMENT SERVICES FOR AN AMOUNT NOT - TO -EXCEED $65,975.00, AND APPROPRIATING FUNDS WHEREAS, the City of Seward identified an area, known locally as Dairy Hill, as a high risk flood area using the FEMA benefit cost analysis software and analyzing historical data; and WHEREAS, flood events occurred in 1986, 1995, 2002 and 2006, causing significant damage; and WHEREAS, during heavy rainfall events, the flows in the drainages can become severe and cause washouts of roadways, culverts and building improvements; and WHEREAS, this area also contains residential homes and public infrastructure including 58 residential lots with 21 homes, a Supported Living Home for individuals with disabilities; and WHEREAS, Dairy Hill also provides the only alternate evacuation route for citizens of the City of Seward to escape major catastrophes; and WHEREAS, city staff were successful in obtaining funding through the Division of Homeland Security and Emergency Management Hazard Mitigation Grant Program in the amount of $349,982.00 that will reimburse the city for the design, engineering, project management and construction to mitigate the aforementioned flood hazards; and WHEREAS, a request for proposals was developed to utilize a portion of the available funds for design, engineering and construction management and sealed proposal were opened on June 22, 2012 at 1:00 p.m. and reviewed for responsiveness; and; WHEREAS, one firm submitted a formal proposal to the City Clerk's office by the published deadline of 12:00 p.m. June 22, 2012; and WHEREAS, CRW Engineering Group, LLC was determined to be qualified, responsive and responsible proposer; and WHEREAS, the professional services outlined in the request for proposal for the Dairy Hill a� CITY OF SEWARD, ALASKA RESOLUTION 2012-050 Drainage Improvement Engineering and Construction Services will not be able to proceed until the contract is awarded. 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 professional services agreement with CRW Engineering Group, LLC, as attached hereto in substantial form, for the City of Seward Dairy Hill Drainage Improvements Professional Engineering and Project Management Services for an amount not -to -exceed $65,975.00 from account number 866-8663-5390. Section 2. Funding in the amount of $65,975 is hereby appropriated from federal grant account no. 866-8663-4680-0100 to Contracted Services account no. 866-8663-5390. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 9"' day of July 2012. THE CITY OF SEWARD, ALASKA David Seaward, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) Council Agenda Statement Meeting Date: July 9, 2012 "Through: City Manager Jim Hunt From: William Casey Agenda Item: Authorizing the City Manager to Enter into a Professional Services Agreement with CRW Engineering Group, LLC for the Dairy Hill Drainage Improvements Engineering Services and Project Management BACKGROUND & JUSTIFICATION: The residential area of Seward's Dairy Hill is located west of the Seward Lagoon and the small boat harbor on the east side of Mount Marathon at the base of the mountain and several drainages flow through the area. During heavy rainfall events, the flows in these drainages become severe and cause washouts of roadways, culverts and building improvements. This area contains many residential homes and public infrastructure as well as a Supported Living Home for individuals with disabilities. There are 58 residential lots in the area with 21 homes. This location provides the only secondary evacuation route for the citizens of Seward in the event of a major catastrophe. In recent history, flood events have occurred in 1986, 1995, 2002 and 2006. All of which caused significant damage. Flooding mitigation is crucial in controlling these inevitable highwater events which routinely wash out culverts, roads, fire hydrants and other public infrastructure. Privately owned buildings and commercial properties will continue to suffer damage as a result of the flooding events. With a routine history of flooding in the greater Seward area, there is a potential for major loss of life if the secondary evacuation route is blocked during a flooding event and a cataclysmic catastrophe will affect the downtown business and residential core of Seward. Hundreds of lives could be lost if individuals have no secondary evacuation route available. In an effort to alleviate the aforementioned hazards, City staff incorporated historical data and used the FEMA benefit cost analysis software to apply for a grant through the hazard mitigation grant program in an effort to obtain State and Federal assistance through the Division of Homeland Security and Emergency Management. City staff was successful in obtaining $349,982.00 in funding for mitigating flood hazards, reimbursing the City for any design, engineering, project management and construction related to the Dairy Hill Drainage System to relieve the aforementioned flood and attempt to fund permanent solutions to the existing flood hazards and hopefully prevent future hazards. Through the same program, the City was able to set aside funding to hire a professional engineering firm to design the drainage system and collaboratively manage the project. A request for proposal was developed by City staff to utilize a portion of the available funds for professional engineering services and construction management. One firm submitted a formal proposal to the City Clerk's office by the published deadline of 12:00 p.m. June 22, 2012. The sealed proposal was opened on .Lune 22, 2012 at 1:00 p.m. and reviewed for responsiveness and quality. The more responsible proposer was found to be CRW Engineering Group, LLC for an amount not -to -exceed $65,975. All work and professional services outlined in the request for proposal: Dairy Hill Engineering Services and Construction Management and all applicable expenditures are to be reimbursed with the Division of Homeland Security and Emergency Management Hazard Mitigation Grant Program. The bid results are as follows: a) CitV of Seward- Request for Proposal City of Seward Dairy Hill Drainage Improvements Engineering Services and Project Management b.,y'"R«3� t1 ii ib % i�i'�'r tl'� Pi OLK is a° ufi n h1 I CRW Engineering Group, LLC $65,975.00 2 N/A All design work and permitting outlined in the proposal documents are required to be completed no -later - than December 31, 2012. All work completed prior August 31, 2013 will receive reimbursement based on actual expenses. INTENT: To authorize the City Manager to enter into a professional services agreement with CRW Engineering Group LLC for an amount not -to -exceed $65,975.00 to complete the work outlined in the Dairy I -fill Drainage Improvements Engineering Services and Project Management request for proposal. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (document source here): Volume 1 Page 20 Sixth l . Paragraph "...minimizing pollution and drainage problems... "Page 28 X 3.8.1.3 "Mitigate Flood Hazards" 2 Strategic Plan (document source here): Page 11 "Mitigate Flood Hazards " Page 18 "Promote a Safe Community" X 3. Other (list): X FISCAL NOTE: The City of Seward Dairy Hill Drainage Improvements Professional Engineering and Project Management Services shall not exceed $65,975. Funding for this project will come from a federal Homeland Security grant for the purposes of performing the work outlined in the Dairy Hill Drainage Improvements Engineering Services and Project Management request for proposal. Approved by Finance Department ATTORNEY REVIEW: Yes RECOMMENDATION: Council approves Resolution 2012- authorizing the city manager to enter into a professional services agreement with CRW Engineering Group, LLC for an amount not -to -exceed $65,975.00 for the Dairy Hill Drainage Improvements Professional Engineering and Project Management Services. DY CITY OF SEWARD P.O. BOX 167 SEWARD, ALASKA 99664-0167 • Main Office (907) 224-4050 • Public Works (907) 224-4058 • Water & Sewer (907) 224-4094 • Fax (907) 224-5051 Professional Engineering Services Agreement with CRW ENGINEERING GROUP, LLC for Dairy Hill Drainage Improvements This AGREEMENT, made and entered into this 9th day of July 2012 by and between the CITY OF SEWARD, a home rule municipal corporation located within the Kenai Peninsula Borough and organized under the laws of the State of Alaska, hereinafter referred to as the "City" and CRW Engineering Group, LLC , a Limited Liability Company authorized to do business in Alaska, with offices located at 3940 Arctic Boulevard, Suite 300 Anchorage, Alaska 99503, hereinafter referred to as the "Contractor." WITNESSETH WHEREAS, the City of Seward wishes to enter into a contract with a professional engineering firm to work collaboratively with City of Seward Staff to provide Engineering Services to include: Conducting a Field Survey and Perform Base Mapping, Prepare Construction Level Documents and Project Management services for the Dairy Hill Drainage Improvements in Seward, Alaska; and WHEREAS, in response to a request for proposals, CRW Engineering Group, LLC submitted a proposal asserting it is qualified to perform these services and able to do so in a timely and cost effective manner; and NOW, THEREFORE, in consideration of the mutual promises and covenants contained herein, the parties agree as follows: 1.0 DEFINITIONS 1.1 "Agreement" shall mean this Professional Services Agreement, including: Exhibit A - CRW Engineering Group, LLC Dairy Hill Drainage Improvements; Proposal: Part One Dated June 20, 2012 Exhibit B — CRW EngineeringL Group, LLC Dairy Hill Drainage Improvements; Fees and Costs: Part Two Dated June 20, 2012 -Professional Engineering Services for Dairy Hill Drainage Improvements- -2012- --Paagge 1 of 10- Xt Exhibit C — City's request for proposals dated June 6, 2012 1.2 "Change Order" is an addition to, or reduction of, or other revision approved by the City in the scope, complexity, character, or duration of the services or other provisions of this Agreement. 1.3 "City" shall all mean the City of Seward, Alaska. 1.4 "Contracting Officer" shall mean Public Works Director, William Casey, Public Works Technician, Carmen Hewitt, and may include any successor or authorized representative. 1.5 "Project" shall mean the engineering and project management tasks related to the Dairy Hill Drainage Improvements in Seward, Alaska, as further described in the City's request for proposals issued June 6, 2012 and section 4.0 of this agreement. 2.0 TERM OF AGREEMENT. This Agreement shall take effect upon execution. This Agreement shall remain in full force and effect until the Project has been completed and further, until all claims and disputes have been concluded. The work is considered complete when the City has received and found acceptable the finished product of all work described in 4.0 Scope of Services or changes thereto. This date is not necessarily the Completion Date as described in 5.0 Completion Date. This Agreement may be amended only in writing and upon compliance with all applicable statutes, ordinances, and regulations. 3.0 FEES. The Fee and Cost schedule is attached hereto and referred to as Exhibit B. 4.0 SCOPE OF SERVICES. The City and Contractor have agreed upon the following scope of work as described in the proposal documents dated June 6, 2012: 4.1 Description of Services: The City of Seward requests engineering services to design, acquire all necessary permits, generate bid documents and manage construction activities for the Dairy Hill Drainage Improvements. 4.2 Scone of Work: A. Conduct a Field Survey and Base Mapping: The field survey is necessary to collect any missing data and enhance the existing site base map already prepared. Any additional data required for design that may be outside the original survey field work will be collected during this task. Prior to initiating the field effort, the engineering/surveying consultant shall review the site -Professional Engineering Services for Dairy Hill Drainage Improvements- -2012- -Page 2 of 10- 20 5.0 6.0 conditions to insure they are still consistent with the site information shown on the 35% level documents. If existing site conditions are found to be different between the two, the field survey shall update the base map with new information. The field survey effort will use the basis of monumentation and coordinate system as shown on the 35% level construction documents. Base mapping shall conform to the following requirements: complete mapping of the drainage ways/ditches within and adjacent to the project area, 2 foot contouring intervals, size and location of existing structures conveying drainage within the project area, location of all utilities within the project area (above and below grade), width of roadway and depth of drainage ways/ditches. B. Prepare Construction Level Documents: Drawings, Specifications, and Estimates: Construction drawings will include the essential plan and profile sheets of drainage way improvements, sections of drainage crossings, and details of culverts. Specifications will include technical aspects of the improvements in additional to administrative requirements the contractor must follow. The City, in combination with the contractor, will prepare the final specifications package. Estimate of quantities and cost will also be prepared once the design is at during the 95% submittal. C. Prepare and Submit Environmental Permits: The contractor will assist the City by the preparation of all environmental permits required by Local, State, and Federal agencies. Updating the existing permits may be required if the final design has changed enough to trigger an amendment to the original permits. This Scope of Services can only be changed in writing pursuant to Section 26.0 of this Agreement. SCHEDULE FOR COMPLETION. The schedule for completion for all work described herein shall be as follows: The engineered design must be complete no later than December 1, 2012. The final bid documents produced shall be delivered in a report and include two bound copies, one unbound copy to facilitate reproduction and three digital copies. The final bid documents produced will be completed no later than December 31, 2012. The contractor must work collaboratively with City Staff to insure all construction is complete, including all necessary submittals, no later than August 31, 2013. PERSONNEL/ORGANIZATION 6.1 Key Personnel. Work and services provided by the Contractor will be performed by: Pete Bellezza, PE, Micah Schoming, PE, Brad Watts, PLS, Wende Wilber, AICP/PTP -Professional Engineering Services for Dairy Hill Drainage Improvements- -2012- -Page 3 of 10- 3\ 6.2 Changes in Key Personnel. The Contractor shall give the City reasonable advance notice of any necessary substitution or change of key personnel and shall submit justification therefore in sufficient detail to permit the City to evaluate the impact of such substitution on this Agreement. No substitutions or other changes shall be made without the written consent of the City. 7.0 STANDARD OF PERFORMANCE. The Contractor agrees to provide all required professional services to complete the project and any additions or changes thereto. The Contractor accepts the relationship of trust and confidence established between it and the City by this Agreement. The Contractor covenants with the City to furnish its best skill and judgment, and to further the interest of the City at all times through efficient business administration and management. The Contractor shall provide all services in a competent manner. It is understood that some of the services to be rendered hereunder required professional judgment and skill. In those cases, the Contractor agrees to adhere to the standards of the applicable profession. 8.0 TIMELINESS OF PERFORMANCE. Time is of the essence in this Agreement. Contractor's failure to meet any such deadlines or required performance may adversely imperil other contractual obligations of the City. 9.0 COMPLIANCE WITH LAWS. The Contractor shall be familiar with and at all times comply with and observe all applicable federal, state and local laws, ordinances, rules, regulations, and executive orders, all applicable safety orders, all orders or decrees of administrative agencies, courts, or other legally constituted authorities having jurisdiction or authority over the Contractor, the City, or the service which may be in effect now or during performance of the services. 10.0 INDEMNITY. The Contractor shall indemnify, defend, and hold and save the City, its officers, agents and employees harmless from any claims or liability of any nature or kind including costs and expenses (including attorneys' fees), for or on account of any and all legal actions or claims of any character whatsoever alleged to have resulted from injuries or damages sustained by any person or persons or property (including contract rights or intangible assets) and arising from, or in connection with, performance of this Agreement, and caused in whole or in part by any negligent act or omission of the Contractor; provided, however, that this paragraph shall not be construed so as to require indemnification of the City from such claims, damages, losses, or expenses caused by or resulting from the sole negligence of the City. 11.0 INSURANCE. The Contractor understands that no City insurance coverage, including Workers' Compensation, is extended to the Contractor while completing the terms of this Agreement. The Contractor shall carry adequate (commercially reasonable coverage levels) insurance covering Workers' Compensation, general public liability, automobile, professional liability including errors and omissions, and property damage including a contractual liability endorsement covering the liability created or assumed under this Agreement. The Contractor shall not commence work under this Agreement or any work on any phase of the Project until the Contractor provides the City with certificates of -Professional Engineering Services for Dairy Hill Drainage Improvements- -2012- -Page 4 of 10- 3-.)" insurance evidencing that all required insurance has been obtained. These insurance policies and any extension or renewals thereof must contain the following provisions or endorsements: a. City is an additional insured thereunder as respects liability arising out of or from the work performed by Contractor of City of Seward. b. City will be given notice of cancellation or material alteration of any of the insurance policies specified in the certificate. C. Insurer waives all rights of subrogation against City of Seward and its employees or elected officials. d. The proposer shall provide, as a minimum, insurance of the types listed below: 11.1 Commercial General Liability Insurance: The contractor must maintain Commercial General Liability Insurance in an amount sufficient to cover any suit that may be brought against the proposer. This amount must be at least two million dollars ($2,000,000) per occurrence, and two million dollars ($2,000,000) general aggregate and Products -Complete Operations aggregate. The contractor must assume all insurable risks and bear any loss or injury to property or persons occasioned by neglect or accident during the term of the contract, except for negligence entirely attributable the City. 11.2 Professional Liability Insurance: The contractor must maintain Professional Liability Insurance in an amount not less than two million dollars ($2,000,000) aggregate to protect the proposer from any claims or damages for any error, omission, or negligent act of the proposer, the proposer's Firm, employees or subcontractors which results in a financial loss to the City. The contractor must provide proof of professional liability coverage to include errors and omissions. 11.3 Workers' Compensation Insurance: The contractor must maintain Workers' Compensation Insurance to protect the contractor from any claims or damages for any personal injury or death which may arise from services performed under this contract. Statutory limits apply to Workers' Compensation Insurance. This requirement applies to the proposer's Firm, the contractor's subcontractors and assignees, and anyone directly or indirectly employed to perform work under this contract. The contractor must notify the City as well as the State Division of Workers' Compensation immediately when changes in the proposer's business operation affect the contractor's insurance status. The policy must include employer's liability coverage of one hundred thousand dollars ($100,000) per personnel, and one million dollars ($1,000,000) per occurrence. 11.4 Vehicle and Equipment Insurance: The coverage shall include all owned, hired, and non -owned vehicles to a one million dollar ($1,000,000) each occurrence combined single limit for bodily injury and property damage. -Professional Engineering Services for Dairy Hill Drainage Improvements- -2012- -Page 5 of 10- 12.0 GOVERNING LAW. The laws of Alaska will determine the interpretation, performance and enforcement of this Agreement. 13.0 OWNERSHIP OF WORK PRODUCTS. Payment to the Contractor for services hereunder include full compensation for all work products and other materials produced by the Contractor and its subcontractors pertaining to this Agreement. The originals of all material prepared or developed by the Contractor or its employees, agents, or representatives hereunder, including documents, drawings, designs, calculations, maps, sketches, notes, reports, data, models, computer tapes, and samples shall become the property of the City when prepared, whether delivered or not, and shall, together with any materials furnished the Contractor and its employees, agents, or representatives by the City hereunder, be delivered to the City upon request and, upon termination or completion of this Agreement. Materials previously created and copyrighted by the Contractor included in this project will remain property of the Contractor. Copies will be made available to the City upon request. Materials purchased from and copyrighted by third parties are not included in this provision. 14.0 PATENTS, TRADEMARKS, AND COPYRIGHTS. The Contractor agrees to defend, indemnify, and save the City harmless from and against any and all claims, costs, royalties, damages and expenses of any kind of nature whatsoever (including attorneys' fees) which may arise out of or result from or be reasonably incurred in contesting any claim that the methods, processes, or acts employed by the Contractor or its employees in connection with the performance of services hereunder infringes or contributes to the infringement of any letter patent, trademark, or copyright. In case such methods, processes, or acts are in suit held to constitute infringement and use is enjoined, the Contractor, within reasonable time and at its own expense, will either secure a suspension of the injunction by procuring for the City a license or otherwise, or replace such method, process, etc., with one of equal efficiency. 15.0 NONWAIVER. No failure of the City or Contractor to insist upon the strict perfor- mance by the other of any of the terms of this Agreement or to exercise any right or remedy herein conferred shall constitute a waiver or relinquishment to any extent of its rights to rely upon such terms or rights on any future occasion. Each and every term, right, or remedy of this Agreement shall continue in full force and effect. 16.0 SAFETY/PERFORMANCE. The Contractor shall perform the work in a safe and workmanlike manner. The Contractor shall comply with all federal and state statues, ordinances, orders, rules, and regulations pertaining to the protection of workers and the public from injury or damage, and shall take all other reasonable precautions to protect workers and the public from injury or damage. 17.0 SUSPENSION OR TERMINATION. 17.1 Fault Termination or Suspension. This Agreement may be terminated by either -Professional Engineering Services for Dairy Hill Drainage Improvements- -2012- -Page 6 of 10- party upon ten (10) days written notice if the other party fails substantially to perform in accordance with its terms. If the City terminates this Agreement it will pay the Contractor a sum equal to the percentage of work completed and accepted by the City that can be substantiated by the Contractor and the City, offset by any amounts owed to the City. However, within the ten (10) day Notice of Intent to terminate the party in default shall be given an opportunity to present a plan to correct its failure. 17.2 Convenience Suspension or Termination The City may at any time terminate or suspend this Agreement for any reason including its own needs or convenience. In the event of a convenience termination or suspension for more than six (6) months, the Contractor will be compensated for authorized services and authorized expenditures performed to the date of receipt of written notice of termination or suspension. No fee or other compensation for the uncompleted portion of the services will be paid, except for already incurred indirect costs which the Contractor can establish and which would have been compensated but because of the termination or suspension would have to be absorbed by the Contractor without further compensation. 17.3 Activities Subsequent to Receipt of Notice of Termination or Suspension Immediately upon receipt of a Notice of Termination or suspension and except as otherwise directed by the City or its Representative, the Contractor shall: a. stop work performed under this Agreement on the date and to the extent specified in the Notice; and b. transfer title to the City (to the extent that title has not already been transferred) and deliver in the manner, at the times, and to the extent directed by the City's representative, work in progress, completed work, supplies, and other material produced as a part of, or acquired in respect of the performance of the work terminated or suspended by the Notice. 18.0 EQUAL EMPLOYMENT OPPORTUNITY. The Contractor shall not discriminate against any employee or applicant for employment because of race, religion, color, national origin, or because of age, physical handicap, sex, martial status, change in marital status, pregnancy, or parenthood when the reasonable demands of the position do not require distinction on the basis of age, physical handicap, sex, marital status, changes in marital status, pregnancy, or parenthood. The Contractor shall take affirmative action required by law to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, religion, national origin, ancestry, age, or marital status. 19.0 NO ASSIGNMENT OR DELEGATION. The Contractor may not assign, subcontract or delegate this Agreement, or any part of it, or any right to any of the money to be paid under it without written consent of the Contracting Officer. -Professional Engineering Services for Dairy Hill Drainage Improvements- -2012- -Page 7 of 10- 20.0 INDEPENDENT CONTRACTOR. The Contractor shall be an independent contractor in the performance of the work under this Agreement, and shall not be an employee or agent of the City. 21.0 PAYMENT OF TAXES. As a condition of performance of this Agreement, the Contractor shall pay all federal, state and local taxes incurred by the Contractor and shall require their payment by any other persons in the performance of this Agreement. 22.0 PRECEDENCE AND DIVISIBILITY. The provisions of this Agreement shall fully govern the services performed by the Contractor. If any term, condition, or provision of this Agreement is declared void or unenforceable, or limited in its application or effect, such event shall not affect any other provisions hereof and all other provisions shall remain fully enforceable. 23.0 ENTIRE AGREEMENT. This Agreement contains the entire agreement between the parties as to the services to be rendered by the Contractor. All previous or concurrent agreements, representations, warranties, promises, and conditions relating to the subject matter of this Agreement are superseded by this Agreement. 24.0 COMPLETION OF WORK, TERM OF AGREEMENT. The Contractor shall perform all work in a timely fashion, and in accordance with the schedules included in this Agreement and Exhibits. 25.0 CLAIMS AND DISPUTES. Venue for all claims and disputes under this Agreement, if not otherwise resolved by the parties, shall be in the appropriate Alaska State court in Anchorage, Alaska. 26.0 CHANGES IN SCOPE OF WORK. 26.1 General. No claim for additional services not specifically provided in this Agreement will be allowed, nor may the Contractor do any work or furnish any materials not covered by the Agreement unless the work or material is ordered in writing by the Contracting Officer. Preparation of Change Orders and design changes, due to errors and/or omissions by the Contractor, will be done at the sole expense of the Contractor. 26.2 Changes in Scope of Work. The City or its representative may, at any time, by a written Change Order delivered to the Contractor, make changes to the scope of work, or authorize additional work outside the scope of work. 26.3 Compensation to the Contractor. If any Change Order for which compensation is allowed under this Article causes an increase or decrease in the estimated cost of, or time required for, the performance of any part of the work under this Agreement, or if such change otherwise affects other provisions of this -Professional Engineering Services for Dairy Hill Drainage Improvements- -2012- -Page 8 of 10- 3c Agreement, an equitable adjustment will be negotiated. Such an adjustment may be: a. in the estimated cost or completion schedule, or both; and b. in the amount of fee to be paid; and c. in such other provisions of the Agreement as may be affected, and the Agreement shall be modified in writing accordingly. 26.4 Any claim by the Contractor for adjustment under this section must be asserted within fifteen (15) days from the day of receipt by the Contractor of the notification of change; provided, however, that the City or its representative, deciding that the facts justify such action, may receive and act upon any such claim asserted at any time prior to final payment under this Agreement. Failure to agree to any adjustment shall be a dispute within the meaning of Section 25.0 of this Agreement. 27.0 LIMITATION OF FUNDS. 27.1 At no time will any provision of this Agreement make the City or its representative liable for payment for performance of work under this Agreement in excess of the amount that has been appropriated by the City Council and obligated for expenditure for purposes of this Agreement. 27.2 Change orders issued pursuant to Section 26 of this Agreement shall not be considered an authorization to the Contractor to exceed the amount allotted in the absence of a statement in the change order, or other modification increasing the amount allotted. 27.3 Nothing in this Section shall affect the right of the City under Section 17 to terminate this Agreement. 28.0 PRIOR WORK. For the purposes of this Agreement, work done at the request of the City or its representative before execution of this Agreement shall be deemed to be work done after its execution and shall be subject to all the conditions contained herein. 29.0 NOTICES. Any notices, bills, invoices, or reports required by the Agreement shall be sufficient if sent by the parties in the United States mail, postage paid, to the address noted below: -Professional Engineering Services for Dairy Hill Drainage Improvements- -2012- -Page 9 of 10- 2_� Jim Hunt City Manager City of Seward PO Box 167 Seward, Alaska 99664-0167 IN WITNESS WHEREOF, the parties have executed this Agreement. City of Seward By: Jim Hunt Title: City Manager Date: ATTEST: Johanna Kinney, CMC City Clerk (City seal) By: _ Title: Date: -Professional Engineering Services for Dairy Hill Drainage Improvements- -2012- -Page 10 of 10- Jim Hunt j7.G f bG City Managerw�`ri'�ti'' City of Seward t ham' CA PO Box 167 Seward, Alaska 99664-0167r� IN WITNESS WHEREOF, the parties have executed this Agreement. City of Seward By: Jim Hunt Title: City Manager Date: ATTEST: Johanna Kinney, CMC City Clerk (City seal) LIuI� Grs��. LLG By: __b►�61;G Title: LAwmjkle 4fta Date:e_ -Professional Engineering Services for Dairy Hill Drainage Improvements- -2012- -Page 10 of 10- MI MLL DOPY Staff Category, Rate & Projected Hours CRW CRW Engineering Group Staff 0 ENGINEERING GRWP, LLC LLI @ U Q CITY OF SEWARD, ALASKA a S' 0 ui °1 CD0_ `� a `-' E Dairy Hill Drainage Improvements m o a o, m N N N PROJECT BUDGET m a t Z c t W a E ' _ uw •i5 - °' '2 T Q °' a� Total Total S120 $125 S95 $145 $75 Labor Expenses Subtask Task Task & Subtask Description $170 5145 $105 $1,160 $150 $1310 1 FIELD SURVEY & BASE MAPPING - -- - -- _ - - Review Site Conditions - -- 8 _ $4,900 $500 $5,400 _ Site Survey 24 20 $1,450 S1,450 Update Base Ma 0 8 0 0 4 28 10 30 0 0 $7,510 $650 $8,160 $8,160 Subtotal Task 1: 2 PRELIMINARY DESIGN (75%) - $1,540 $1,540 General Sheets (2 sheets) _.. 4 - _ . _ _ .. _. $630 $630 Survey Control Drawing (1 sheet) - -- - - 2 4 - $625$9,51_$625- _ Existing Conditions Site Plan (1 sheet) - - 1 --- 4 - $9,510 Plan/Profile Sheets (5 sheets) - - 30 - - 40 - 8 ------ $5,410 _ 410 $1,27 Details (4 sheets) - - - - - - 16 - 2 - - 24 - - - _ $1 270 $1,270 Typical Sections (1 sheet) 4 2 4 - _ - - -- 2 - -- $2 480 $100 - $2,0 Specifications/Contract/Bid Documents 12 2 2 $6,140 $6,140 Permitting - - - -- 2 4 36 1 $640 $100 $740 Pre re & Distribute 75% Documents 1 4 52 2 4 36 5 $28,245 $200 $28,445 Subtotal Task 2: 12 60 48 3 FINAL DESIGN (100%) - _ _ - -- - $770 70 $�_ General Sheets -- - 2 -- 4 $3 _ - $315 Survey Control Drawing - 1 2 _ $3855 - _ $385 ----- ExistingConditions Site Plan 1 2 _ $5 800 $5,800- Plan/Profile Sheets - - - --- - - - 16 --- 24 - 8 $3A20 - $3,020 _ Details 8 4 12 _ $1,060 _ - $1,800 Typical Sections 4 4 2 -- - $1,800 - $1,800 -- -Speclfications/Contract/Bid Documents 8 2 -- -- 2 --- $1,570 _ Construction Cost Estimate - - - _4_____8 16 $3,090 3,5 $,0 Final Permitting -- - -- - 2 _._._ 4 1 $640 $200 $840 Final Design Submittal 1 4 1 2 16 5 $18,450 $200 $18,650 Subtotal Task 3: 8 40 40 34 - - 1 $1,075 $1,000 $2, 4 BID SUPPORT SERVICES - - -_ - - Prepare Bid Set/Reproduction 4 _____4__- $ $80 580 Respond to Bidder Questions - - - 4 - - - $580 $50 $630 Pre -bid Meeting (by teleconference __-__- - _ 4 1 $2,095 S50 $2,145 Prepare Addendum (if necessary) _ d - - 1 - $ 4 $460 _ $460 Bid Review & Recommendation to Award 1 2 0 0 2 $4,790 S1500 $5,890 Subtotal Task 4: 2 T 22 6 4 0 $28,445 S18,650 $5,890 Page 1 of 2 Detailed Cost Estimate HLE COP Staff Category, Rate & Projected Hours CC CRW Engineering GroupStaff a R ENGINEERING GROUP, LLC C V CITY OF SEWARD, ALASKA a o o, ui Dairy Hill Drainage Improvements N c (D — m oc W U 'aU PROJECT BUDGET °�° O 4) Eo U o o " O m o Z a� �, Q Total Total Total as o a.. rn` W~ $120 _ma - $125 U)-.. $95 _fin $145 $75 Labor Expenses Subtask Task Task & Subtask Description $170 S145 $105 $50 $340 5 CONSTRUCTION SUPPORT SERVICES - — - - $290 Pre -construction Meeting (by teleconference) 2 - -- - 5 - $50 $1,470 Review Contractor Submittals 4 8 - _ $9 - S960 $960 Respond to Contractor Requests for Clarification - --- - 1 - 4 2 -- 5900 -. $900 Change Order Preparation & Review -- -- -- - - 1 4 -- - - _ 2 $1,160 $1,160 Contractor Pay Request Verification 8 0 0 0 2 $4,730 $100 $4,830 $4,830 Subtotal Task 5: 2 22 ILL0 TOTAL TASK 1-5: 24 152 104 90 31 36 52 14 $63,725 $2,250 $65,975 $65,975 Page 2 of 2 Detailed Cost Estimate City of Seward, Alaska City Council Minutes June 25, 2012 Volume 38, Page CALL TO ORDER The June 25, 2012 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor David Seaward. OPENING CEREMONY Police Chief Tom Clemons led the Pledge of Allegiance to the flag. ROLL CALL There were present: David Seaward presiding and Jean Bardarson Christy Terry Vanta Shafer Bob Valdatta Ristine Casagranda comprising a quorum of the Council; and Jim Hunt, City Manager Johanna Kinney, City Clerk Cheryl Brooking, City Attorney Absent — Marianna Keil CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Bixler McClure addressed council on his interest in joining the Planning and Zoning Commission. He was a fifth generation Sewardite, although he had just recently moved back to Seward. He had a background in Earth Sciences and Geography and had taken classes in surveying, and planning and zoning. He hoped council would consider him for the commission. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Bardarson/Terry) Approval of Agenda and Consent Agenda Councilmember Shafer added Resolution 2012-047 to the consent agenda to allow fireworks on July 4, 2012. Councilmember Terry removed Resolution 2012-042 from the consent agenda. Motion Passed Unanimous The clerk read the following approved consent agenda items: ya City of Seward, Alaska City Council Minutes June 25, 2012 Volume 38, Pake Approved the June 11, 2012 City Council Regular Meeting Minutes Appointed Bixler McClure to the Seward Planning and Zoning Commission, with a term to expire February, 2015, and Martha Fleming to the Seward Planning and Zoning Commission with a term to expire February, 2014. There was a non -objection to the Beverage Dispensary Liquor License transfer of ownership from Chinook's Waterfront to Aqua Pesca, LLC #4617, and approval of the Restaurant Designation Permit for Chinook's Waterfront. Resolution 2012-043, Accepting Grant Funds In The Amount Of $25,000.00 From The State Of Alaska Designative Legislative Grant Fund To Extend A Boardwalk From The End Of The Holiday Inn Express Hotel Boardwalk To Port Avenue, And Appropriating Funds. Resolution 2012-044, Authorizing The City Manager To Sign An Extension Of A Special Services Contract Between The City Of Seward And The Department Of Public Safety Providing Dispatch And Clerical Services To Public Safety Employees In The Seward Area For Forty -Eight Thousand And Five Hundred Dollars ($48,500.00). Resolution 2012-045, Accepting Grant Funds From ALPAR And The Kenai Peninsula Borough For A Parks And Recreation Litter Patrol, And Appropriating Funds. Resolution 2012-0475 Authorizing The Discharge Of Fireworks By The Chamber Of Commerce During The 2012 Independence Day Festivities. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards Marie Gage was presented with a Community Service Award and a proclamation for her outstanding dedication, volunteerism and tireless commitment to the community. Tessa Adelmann was presented with a Certificate of Accomplishment for her Track & Field athletic accomplishments. Monica Hinders was presented with a plaque for her leadership and dedicated service on the Historic Preservation Commission from June 2009 through May 2012. Chamber Of Commerce Report, Cindy Clock stated the Halibut Tournament was ending soon and there had been a good showing of local names on the leaderboard. Ticket sales were just under $12,000, but more was still to be collected. The Mt. Marathon Race Committee was seeking traffic control volunteers. The festival would be held for two days this year. There were 17 new Chamber members year-to-date. The Pacific Marine Expo would be held after Thanksgiving this year. For the upcoming 571h Silver Salmon Derby, the Seward Ad Hoc Incorporation Centennial Committee was sponsoring an additional prize of $100 for the 100t' heaviest Coho caught. C1� City of Seward, Alaska City Council Minutes June 25, 2012 Volume 38, Page City Manager's Report, Jim Hunt stated the following expenditures for between $10,000 and $50,000 had been approved by the City Manager since the last council meeting included $11,852.40 for tires for Volvo L90 Loader, and $11,700 for Cline & Associates for re -platting the properties affiliated with Dieckgraeff Road. At the Harbor, the Coast Guard advised the city that their construction would begin on June 25, 2012, and the completion date was unknown. The Strategy Report on Home Porting CDQ Vessels in Seward were completed and printed today. The U.S. Army Corps of Engineers reviewed the dredging bids and was expected to award a contract soon. CRW was the successful bidder on the Dairy Hill Drainage FEMA Mitigation Grant Engineering. A Coastal Villages meeting held June 13, 2012 had good attendance, and included: Bardarson, Long, Hunt, Trevor McCabe (Chief Operating Officer, Coastal Villages), Neil Rodriguez (Community Benefits Director, Coastal Villages), Richard Jung (Vice. President, Coastal Villages), Ted Leonard (Executive Director, AIDEA) and James Hemsath (Deputy Director, AIDEA). Harbormaster Mack Funk stated the Harbor was working on getting Coastal Villages on the wait list for slips. Hunt was currently working through the city attorney with an anonymous donor who wanted to donate two downtown properties to the city. Seward's Providence Medical Center was awarded $37,500 for the renovation/remodeling of a psychiatric holding room within the emergency room area. Shafer requested a report from Hunt at the next council meeting from the Electric Department on what infrastructure would be repaired this summer. In response to Valdatta, Hunt said he had been working with OSHA to consider options for installing an improved ventilation system or paint booth inside a city shop to isolate paint fumes. Assistant City Manager Ron Long stated that Michelle Blackwell from Murkowski's Kenai office said they would be at the Post Office tomorrow, June 26, 2012, to talk with citizens but did not set anything up with city officials. Terry asked Hunt for clarification on the U.S. Army Corps of Engineers dredging contract, specifically as it related to subcontracting out to a third party to perform the work; wouldn't the city require a contract or a management and operating agreement, and wouldn't any amendments be required to come before council? Brooking responded that she had a meeting set up with Hunt tomorrow to discuss contractual requirements. Seaward asked for a status on the ventilation system at the animal shelter. Hunt said he had authorized the purchase of fans and he would follow up City Attorney's Report,Cheryl Brooking stated for the period of May 21, 2012 through June 20, 2012 she provided advice on resolutions and ordinances to council, personnel matters, contracts, public records requests, administrative and employment matters, land use, and subdivision and platting issues. Regarding the Tract B litigation, paperwork was filed in court and the case had been dismissed. She continued to work with the Harbor and continued to monitor RBCA litigation. For the Utilities Department, she worked with Administration on utility and easement questions, as well as employment and contract matters. In response to Seaward, Brooking said the RBCA letter was finalized on April 23, 2012, but she was not responsible for releasing it to the public. Mayoral Report, David Seaward stated he did not have any report, he offered to give his time to the former Mayor Dunham for his recent travel to Korea. Terry stated she was disappointed with recent articles published in the Seward Phoenix Log in which the mayor was interviewed. City of Seward, Alaska City Council Minutes June 25, 2012 Volume 38, Page Shafer added that when there appeared to be dissention on a council, it was not just a local issue and it vibrated around the state. It looked like the community was not functioning well as a whole with common goals. Seaward thanked them for their comments, and reminded council that he would continue to exercise his First Amendment rights, and that he was censured and didn't agree with the premise of the censure. Other Reports, Announcements and Presentations A travel report was given by Willard Dunham, Seward's Ambassador to the 2012 World Expo in Yeosu, Korea. He thanked the city for choosing him to represent Seward as its Ambassador. He visited the Pacific Division of the U.S. Army Corps of Engineers in Seoul, Korea and discussed funding, moving the military base out of Seoul to 50 miles south, and potential military staffing downgrades. He met with InJae Kim, Vice President for Usibelli Coal in South Korea and Japan, and a former Seward resident. He was able to meet international delegates from Spain, Russia, Mexico, Trinidad and Japan. He requested authorization from council to use his travel report and photographs to continue promoting Seward. PUBLIC HEARINGS Non -Code Ordinance 2012-006, Submitting "A Proposition To The Qualified Voters At The October 2, 2012 Regular Municipal Election To Establish Local Forms And Guidelines For Financial Disclosure For Elected And Appointed Officials And Exempting Elected And Appointed Officials From The State Of Alaska Public Official Financial Disclosure Law (Alaska Statute 39.50). Notice of the public hearing being posted and published as required by law was noted and the public hearing was opened. No one appeared to address the Council and the public hearing was closed. Long clarified that the intent of this measure was to continue to provide public disclosure of elected and appointed officials. The city was not abandoning the disclosure laws, but establishing their own and, in turn, opting out of the state forms. Motion (Bardarson/Shafer) Enact Non -Code Ordinance 2012-006 Shafer wanted to make it clear to the public that the form the city intended to adopt was a previously published APOC form. Bardarson wanted this clarifying language included in the ballot language. Motion to Amend (Shafer/Bardarson) Motion To Amend Passed Amend Non -Code Ordinance 2012-006 To Change All Incidents Of The Phrase "Substantially Similar To" To "Substantially The Same As". Amendment Enacted Yes: Bardarson, Valdatta, Shafer, Casagranda, Seaward No: Terry City of Seward, Alaska City Council Minutes June 25, 2012 Volume 38, Page Main Motion Passed Unanimous Resolution 2012-041, Granting Approval And Recommending Kenai Peninsula Borough Approval Of The Fort Raymond Subdivision Replat No. 3; To Facilitate The Land Exchange Between The City And The Kenai Peninsula Borough As Supported By City Council Resolution 2012-01; Located To The South Of Sea Lion Avenue. Notice of the public hearing being posted and published as required by law was noted and the public hearing was opened. Long said this was a continuation of the process to swap the land between the city and borough that was brought forward previously. The platting and survey work had already been completed. Lynn Hohl, School Board Borough Representative, asked council to consider how the situation had changed since the U.S. Air Force Recreation Camp was turning their land back over to the City of Seward. There was a half -acre of land involved, which acted as a buffer between the Elementary School and the city's "industrial area It didn't seem like a lot of land, but it was the closest wooded parcel south of the school. If this property was to be developed as a warehouse and parking lot, she asked council to consider the safety of the children, since additional city personnel traffic would only add to the already heavy school traffic. She asked council and administration to consider all potential options for the use of that land, and added that the plat approval process, per Kenai Peninsula Borough code, stated that the city would have a year to decide and could request extensions. The rules were suspended by unanimous consent to allow for questions and answers with Lynn Hohl. Casagranda asked Hohl to elaborate on the Habitat Grant the school board had just received. Hohl said they hadn't received the grant yet, but the intent was to create outdoor learning environments as an extension of the classroom. Hohl also clarified that the parcel referred to in this resolution was actually south of the school's driveway, not the actual road called Sea Lion Avenue. Hunt said at this point the city had no guarantees with the from the U.S. Air Force Recreation Camp as to if or when the property would be going back to the city, and in what condition it would be. He added that any increase in traffic would be minimal and would not endanger the school children. Long said the council's decision to not include administrative offices inside the new generator warehouse would ensure that traffic would be kept at virtually the same level it was today. The public hearing was closed. Motion (Bardarson/Shafer) Approve Resolution 2012-041 Casagranda reiterated the importance of the city being aware of the impact the Habitat Grant would have on the school, which would result in the school receiving up to $25,000 to create a campus -type feel for the schools. Her main concern was that there would be some sort of protection or preservation of the big old spruce trees on that property to continue acting as a natural buffer. 'fib City of Seward, Alaska Citv Council Minutes June 25, 2012 Volume 38, Page Valdatta thought that a design and plan had already been vetted and approved between the school and the city. Hunt added that the borough had shown support for that as well. Long said because he didn't have a specific plan yet for the building of the warehouse facility, he couldn't say what trees may or may not be affected, but they would try to preserve as much as possible. Shafer reminded council that this resolution was strictly for getting approval for the land swap platting. Terry supported this resolution and would work with administration on the design to save some of the habitat for the schools. She was more concerned about the school traffic, and said the problem was more with the school's driveway and parking lot configuration, not with the road. She wanted the school to take a look at the issue of childrens' safety. Casagranda noted that historically the schools had asked the city to build and maintain a natural buffer. Motion Passed Unanimous Recessed at 8:31 p.m. Resumed at 8:44 p.m. UNFINISHED BUSINESS Resolution 2012-038, Authorizing The City Manager To Enter Into An Extension Of The Ground Lease With Seward Ship's Drydock, Inc. For The Real Property Described As Lots 1- A And 3, Block 7, Fourth Of July Creek Subdivision Seward Marine Industrial Center, Seward Ship's Drydock Replat, According To Plat 2002-22, Seward Recording District, Third Judicial District, State Of Alaska. Reconsideration of this Resolution was filed by Councilmember Casagranda on June11, 2012. Motion To Reconsider (Casagranda/Seaward) Reconsider Resolution 2012-038 Casagranda wanted this resolution reconsidered to allow for more discussion on the research she had conducted. Valdatta asked if the issue was related to the cathodic coatings on the pilings, and Casagranda said her concerns related strictly to the lease. Hunt said the issue was verifying the bills and receipts that Seward Ship's Drydock had submitted to the city for consideration for lease credits. In response to Seaward's question, Brooking said Seward Ship's Drydock had the option to extend their lease provided certain dollar amounts were spent on improving the leased land or the ship lift facility. The documentation presented by Seward Ship's Drydock to the city indicates that a certain amount of work was done, but according to Article 2 of the lease, the documentation that was submitted did not technically meet those requirements, so it was up to council to decide if the documentation provided was satisfactory or not. In response to Seaward's inquiry regarding the city's liability for contamination on the property, Brooking clarified that Seward Ship's Drydock (SSDD) had an environmental insurance `A-� City of Seward, Alaska City Council Minutes June 25, 2012 Volume 38, Page policy in place that indemnified the city of responsibility. As well, the Department of Environmental Conservation (DEC) had four outstanding violation notices against SSDD, but the resolution of those violations was between the DEC and SSDD and the city was not involved. Terry asked if the city had waived any of its rights relating to the resolution of the DEC violations against SSDD and Brooking said no. Casagranda wondered what the city's ongoing liability was for these violations and Brooking said the city is always potentially liable because the city owned the land, but the DEC was not currently looking at the city. Shafer said the city was not responsible for enforcing environmental concerns, that was for the state and federal government to do. However, the city was always notified by the DEC of any infractions, corrections, etc. that may occur on city -owned property. Casagranda's concern was that by extending the lease for SSDD, it appeared the city acknowledged the violations but didn't take proper action to resolve the issues. Long said the city's position would be to always actively pursue the resolution of any violations or infractions. Casagranda remained concerned that she had not received satisfactory explanations to her questions, particularly pertaining to Article 2, Section 2.04, Number 2 of the SSDD lease. Motion To Reconsider Failed NEW BUSINESS Yes: Casagranda, Valdatta, Seaward No: Shafer, Terry, Bardarson Resolution 2012-042, Establishing Local Financial Disclosure Guidelines For Appointed And Elected Officials And Approving The City Of Seward Financial Disclosure Form Upon Voter Approval And Passage Of Proposition #1 At The October 2, 2012 Municipal Election. Motion (Bardarson/Shafer) Motion Passed Approve Resolution 2012-042 Unanimous Resolution 2012-046, Authorizing Change Order No.1 To Contract C-11-076 With Northern Geotechnical Engineering, Inc., For Special Materials Testing, Structural Steel Non - Destructive Weld Testing, And Per Diem During The Construction Of The Seward Community Library/Museum, And Appropriating $11,415. Motion (Bardarson/Shafer) Approve Resolution 2012-046 Long said this company was also known as Terra Firma, and they were doing oversight and technical evaluation and testing, concrete pours, and observing and witnessing welds. This change order was precipitated from the original contract for $22,000, in that a better structural outcome would be realized if welds were used instead of bolts. Welds required witnessing and testing. This cost would represent approximately 11% of the $100,000 contingency budget already established by council. Terry asked if there were any cost savings resulting from welding rather than using bolts and Long said the $11,415 represented the net cost change. Motion Passed Unanimous as City of Seward, Alaska City Council Minutes June 25, 2012 Volume 38, Page OTHER NEW BUSINESS Discussed supporting the Coastal Management Initiative and sending a letter of support. Council scheduled a work session to discuss the Coastal Management Initiative for July 9, 2012 at 6:00 p.m. INFORMATIONAL ITEMS AND REPORTS (No Action Required) COUNCILS' COMMENTS Bardarson thanked Bixler McClure and Martha Fleming for stepping up to the Planning and Zoning Commission. Senator Cathy Giessel would be at the Breeze Inn from 5:00-7:00 p.m. on Thursday, June 28, 2012. Senator Lisa Murkowski's staff would be at the Post Office tomorrow. She wished everyone a fun -filled and safe Fourth of July and thanked all the volunteers and the Chamber of Commerce for organizing the festivities. Shafer thanked Bixler McClure and Martha Fleming for joining the Planning and Zoning Commission. She thanked Marie Gage, who had devoted endless hours to our community, and she was the most deserving and giving person Shafer knew. She wished everyone a happy Fourth of July. Casagranda said the sidewalk wasn't swept in some areas around town, particularly where the bus stops were located. Words could not express enough thanks for Marie Gage for all of the work she did for the community. She was not in support for renewing the SSDD lease and had voted in favor of it originally only so she could bring it back for reconsideration. Terry wished everyone a safe Fourth of July, and good luck to the Mt. Marathon runners. She hoped all the local businesses would have a stellar day. AVTEC had the grand opening of their windmill and the State Labor Commissioner came for it. She reiterated that any documents that were provided to council were also available to the public via a public records request, with few exceptions. Hunt echoed the sentiments about the volunteers in our community and well -wishes for the Fourth of July. The Alaska Department of Transportation was in town today sweeping, trimming and cleaning up, and it was good thing to see. Long said the dinner cruise fundraiser for the Library/Museum was nice and well attended, and there would be another dinner cruise held on July 3, 2012 to support the Seward Mariner's Memorial. He wished everyone a great holiday. Seaward thanked everyone for being here, and Martha Fleming and GCI for their work on broadcasting the meeting. CITIZENS' COMMENTS City of Seward, Alaska City Council Minutes June 25, 2012 Volume 38, Page McClure clarified that she passed around a petition to put the Coastal Management Initiative on the ballot. She had spent hours reading the information about that initiative and still felt like she needed to do more research to understand it. Also, she had attended a presentation about invasive weeds and a "smack down" would be held on Saturday, June 30, 2012 to pull invasive weeds (Bird Vetch) at the middle school. Hohl gave an impromptu school board report. She thanked the voters for passing the bond proposition that resulted in the schools getting new roofs. The high school shop was being expanded to add another bay. The high school did not get selected for the Biomass Proposal, but were encouraged to resubmit. The school board approved changes to the Kenai Peninsula Student Activities Association (KPSAA) Handbook, including instituting a three-year term for the Parent Representative. The overall strategic plan for the borough had been endorsed. She would take the idea of creating a turnaround in the elementary school parking lot to the site council. As well, she wanted to acknowledge Marie Gage for teaching babysitting classes on evacuating buildings and safety, and she offered her services to council on Resolution 2012-043 to ensure that the Holiday Inn boardwalk was handicap accessible. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS Bardarson clarified that Resolution 2012-043 was only accepting the money, and had nothing to do with design. Casagranda hoped McClure could attend the work session on July 9, 2012 for the Coastal Management Initiative. Terry asked Hunt to ensure that ADA accessibility was addressed when he approached awarding the contract for the boardwalk. Hunt agreed. City of Seward, Alaska City Council Minutes June 25, 2012 Volume 38, Page ADJOURNMENT The meeting was adjourned at 9:30 p.m. Johanna Kinney, CMC David Seaward City Clerk Mayor (City Seal) ISA City ofSeward,, Alaska City Council Minutes June 27, 2012 Volume 38, Page CALL TO ORDER The June 27, 2012 special meeting of the Seward City Council was called to order at 5:15 p.m. by Mayor David Seaward. OPENING CEREMONY Fire Chief David Squires led the Pledge of Allegiance to the flag. ROLL CALL There were present: David Seaward presiding and Jean Bardarson Christy Terry Vanta Shafer comprising a quorum of the Council; and Jim Hunt, City Manager Johanna Kinney, City Clerk Absent — Marianna Keil, Ristine Casagranda, Bob Valdatta CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING - None APPROVAL OF AGENDA Motion (Bardarson/Shafer) Approval of Agenda Motion Passed Unanimous NEW BUSINESS Resolution 2012-047, Authorizing The Discharge Of Fireworks By The Chamber Of Commerce During The 2012 Independence Day Festivities. Motion (Shafer/Terry) Motion Passed COUNCILS' COMMENTS Approve Resolution 2012-047 Unanimous Seaward wished everyone a Happy Fourth of July. J City of Seward, Alaska City Council Minutes June 27, 2012 Volume 38, Page CITIZENS' COMMENTS - None COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS - None ADJOURNMENT The meeting was adjourned at 5:17 p.m. Johanna Kinney, CMC City Clerk (City Seal) David Seaward Mayor 53 6/27/2012 Run Date - 6/27/12 @ 4:26 PM Providence Health & Services 110 - MGD - PROV SEWARD MED CTR Detail Statement of Operations (in Thousands) Reported as of May 2012 % Variance % Variance Last Year % Variance Actual MTD Budget MTD MTD Actual YTD Budget YTD YTD Actual YTD YTD Gross Service Revenues: 117 177 (33.9%) Acute Care -Inpatient 1,022 884 15.6% 977 4.6% 607 485 25.2% Acute Care -Outpatient 2,695 2,375 13.5% 2,261 19.2% 139 140 (0.7%) Primary Care 710 665 6.8% 517 37.3% 1,085 1,213 (10.6%) Long-term Care 5,176 5,951 (13.0%) 5,744 (9.9%) - - - Homecare & Hospice - - - Housing & Assist. Living - - - - - 1,948 2,015 (3.3%) Total Gross Service Revenues 9,603 9,875 (2.8%) 9,499 1.1% Revenue Deductions: 11 31 (64.5%) Charity Care 86 154 (44.2%) 134 (35.8%) 271 386 (29.8%) Medicare & Medicaid 1,515 1,875 (19.2%) 1,931 (21.5%) 3 - - Negotiated Contracts 10 - - 61 (83.6%) 104 76 36.8% Other 380 366 3.8% 253 50.2% 389 493 (21.1%) Total Deductions 1,991 2,396 (16.9%) 2,379 (16.3%) (39) 87 (144.8%) Bad Debt 104 417 (75.1 %) - - 1,598 1,435 11A% Net Service Revenue 7,508 7,063 6.3% 7,120 5.4% - Premium Revenue - Rental and Education Revenue �f 25 6 316.7% Other Operating Revenue 56 29 93.1 % 158 (64.6%) 1,623 1,441 12.6% Total Net Operating Revenues 7,664 7,092 6.70/6 7,278 3.9% Expenses from Operations: - Purchased and Healthcare Expenses - - - - _ Other Expenses from Operations: 785 722 8.7% Salaries & Wages 3,886 3,512 10.6% 3,653 6.4% 250 229 9.2% Employee Benefits 1,102 1,132 (2.7%) 1,056 4.4% 14 5 180.0% Professional Fees 40 23 73.9% 88 (54.5%) 70 77 (9.1%) Supplies 405 376 7.7% 404 0.2% 219 188 16.5% Purchased Service 1,086 932 16.5% 1,058 2.6% 3 2 50.0% Depreciation 10 9 11.1 % 9 11.1 % 2 4 (50.0%) Interest and Amortization 10 21 (52.4%) 20 (50.0%) - - - Bad Debts - - - 317 (100.0%) - 1 (100.0%) Taxes and Licenses 2 3 (33.3%) 2 - 104 59 76.3% Other Expenses 564 293 92.5% 329 71.4% 1,447 1,287 12.4% Total Other Exp from Operations 7,105 6,301 12.8% 6,936 2.4% 1,447 1,287 12.4% Total Operating Expenses 7,105 6,301 12.8% 6,936 2.4% 176 164 14.3% Excess of Rev Over Exp from OPS 459 791 (42.0%) 342 - - - Non -Operating Gain (Loss) - 176 154 14.3% Excess of Revenues Over Expenses 459 791 (42.0%) 342 Xr/6 Other Activity -Unrestricted (961) -- (1,220) 21.2 Increase (Decrease) in UR Net Assets 1502) (878) 42.8% 1 4:26 PM DET OPS 6/27/2012 Run Date - 6/27/12 @ 4:26 PM Providence Health & Services 110 - MGD - PROV SEWARD MED CTR Detail Statement of Operations (in Thousands) Reported as of May 2012 % Variance % Variance Last Year % Variance Actual MTD Budget MTD MTD Actual YTD Budget YTD YTD Actual YTD YTD Employee Benefits: - - - Accrued Vacation, Holiday & Sick 46 47 2.1 % Pension and Retirement 229 232 1.3% 217 8 15 46.7% Workers Comp Insurance 38 77 50.6% 94 59.6% 1 1 - Med, Dental, & Health Insurance 6 6 - 6 - 53 53 - Payroll Taxes 270 259 (4.2 /0) 257 144 113 (27.4%) Other Benefits 559 562 0.5% 482 (16.0%) 250 229 (9.2%1 Total Empl Benefit Expense 1.102 1.132 2.7% 1,056 (4.4%1 4:26 PM E BEN 6/27/2012 PRELIM - Run Date - 6/27/12 @ 4:26 PM ASSETS Current Assets: Cash and Cash Equivalents System Pooled Cash Mgmt Designated Cash & Cash Equiv. Short Term Investments Assets Held Under Securities Lending Accounts Receivable, Net Affiliate Receivable Premiums Receivable Other Receivables Supplies Inventory at Cost Other Current Assets Current Port. of Assets -Use is LTD Total Current Assets Assets Whose Use is Limited: Mgmt Designated Cash and Investments Funds Held for Long-term Purposes Gift Annuity and Trust Funds Funds Held by Trustees Non -Current Assets Limited as to Use Property. Plant & Equipment: Gross Property, Plant & Equipment Less: Accumulated Depreciation Net Property, Plant & Equipment Other Assets: Unamortized Financing Cost Interaffiliate Notes Receivable Other (Intl. Long-term Investments) Total Other Assets Total Assets Providence Health & Services 110 - MGD - PROV SEWARD MED CTR Balance Sheet (in Thousands) Reported as of May 2012 May 2012 December 2011 Actual Last Year (2,202) (1,991) 2,289 2,477 (12) 907 13 2 88 1,395 2,252 2,071 2,252 2,071 136 107 (106) (96) 30 11 31 30 31 30 2,401 3.507 LIABILITIES & NET ASSETS Current Liabilities: Accounts Payable Accrued Compensation Affiliates Payable Payable to Contractual Agencies Deferred Revenue/Unearned Premiums Liability for Unpaid Medical Claims Liability for Risk -Sharing Liabilities Under Securities Lending Other Current Liabilities Short -Term Debt Current Portion of Long -Term Debt Total Current Liabilities Lona-Term Debt: Master Trust Debt Loans from Affiliates Other Long -Term Debt Other Long -Term Liabilities Total Liabilities Net Assets: Unrestricted Temporarily Restricted Permanently Restricted Total Net Assets Total Liabilities and Net Assets 8 May 2012 December 2011 Actual Last Year 397 226 930 900 112 361 9 22 2,300 2,834 3,748 4,343 35 44 3,783 4,387 (1,385) (883) 3 3 (1,382) (880) 2,401 3.607 4:26 PM BAL SHT 6/27/2012 4:26 PM PRELIM - Run Date - 6/27/12 @ 4:26 PM Providence Health & Services STMT_CHG 110 - MGD - PROV SEWARD MED CTR Statement of Changes in Net Assets (in Thousands) Reported as of May 2012 Beginning of Year Excess of Revenues Over Expenses Restricted Contributions & Grants Net Assets Released from Rest. Interdivision Transfers Net Assets (Liabilities) Assumed Unrealized Gains(Losses) on Invest. Extraordinary Items & Other Total Change in Net Assets Ending Balance Beginning of Year Investment and Other Income Restricted Contributions & Grants Net Assets Released From Rest. Interdivision Transfers Net Assets (Liabilities) Assumed Unrealized Gains (Losses) on Inv. Extraordinary Items & Other Total Change in Net Assets UNRESTRICTED FUNDS Current Year to Date Prior Year to Date (883) (569) 459 342 29 - (989) (1,219) (1) (1) (502) (878) (1,385) (1,447) TEMPORARILY RESTRICTED FUNDS Current Year to Date Prior Year to Date 3 3 29 - (29) - Ending Balance 3 3 E July 2012 July August SuMo TuWe Th Th Fr Sa SuMo TuWe Th Fr Sa 1 2 3 4 5 6 7 1 2 3 4 8 9 10 11 12 13 14 5 6 7 8 9 10 11 15 16 17 18 19 20 21 12 13 14 15 16 17 18 22 23 24 25 26 27 28 19 20 21 22 23 24 25 29 30 31 26 27 28 29 30 31 Monday Tuesday Wednesday Thursday Friday Jul 2 3 4 5 6 Offices Closed; 4th of. 12:30pm Sen. Begich N 7 9 10 11 12 13 6:00pm CC WS; Coasta 11:30am Seward Comm m 7:00pm City Council M M 16 17 18 19 20 6:00pm P&Z WS; P&Z 12:00pm PACAB Mtg 7:00pm P&Z Special M 0 N r-t 7 23 24 25 26 27 7:00pm City Council M r` N n') rV 7 30 31 Aug 1 2 3 m 0) 7 Q O 7 1 1. C 1 nM Nand Richey M O12 August 2012 September 2012 August 2012 SuMo TuWe Th Fr Sa SuMo TuWe Th Fr Sa 1 2 3 4 1 5 6 7 8 9 10 11 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 Monday Tuesday Wednesday Thursday Friday Jul 30 31 Aug 1 2 3 12:00pm PACAB Meetin m Q 0 M 6 7 8 9 10 7:00pm P&Z Meeting 11:30am Seward Comm 0 Q 13 14 15 16 17 7:00pm City Council M 12:00pm PACAB Work S �- 6:30pm Historic Preser h M e-i 7 Q 20 21 22 23 24 6:00pm P&Z Work Ses v N O N p1 7 Q 28 29 30 31 7:00pm City Council M Primary Election m N Q1 7 Q Nandi Richey s� 11.51LV1L L:71 rM