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HomeMy WebLinkAbout07142014 City Council Packet Seward City Council Agenda Packet .,,,w.,.... - • • • • . • • .., •„, . $11. . 0 Z • 1 • 40• • it it 444 iv ► ,•4144 4,4 444 s .fi• w ..n 4. m .Y..,.••...�.. ..... -Apw.' • al WEI oar w.•. Obon Festival in Japan July 14, 2014 City Council Chambers Beginning at 7:00 p.m. 1963 1965 2005 The City of Seward,Alaska CITY COUNCIL MEETING AGENDA of A `F � '1111/ {Please silence all cellular phones and pagers during the meeting} a*a July 14, 2014 7:00 p.m. Council Chambers Jean Bardarson 1. CALL TO ORDER Mayor 2. PLEDGE OF ALLEGIANCE Term Expires 2015 3. ROLL CALL 4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE Marianna Keil ITEMS SCHEDULED FOR PUBLIC HEARING [Those who Vice Mayor have signed in will be given the first opportunity Expires 2014 g f pportunity to speak. Time is p limited to 3 minutes per speaker and 36 minutes total time for this agenda item.] Ristine Casagranda 5. APPROVAL OF AGENDA AND CONSENT AGENDA Council Member [Approval of Consent Agenda passes all routine items indicated by Term Expires 2014 asterisk (*). Consent Agenda items are not considered separately unless a council member so requests. In the event of such a request, Christy Terry the item is returned to the Regular Agenda] Council Member Term Expires 2015 6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS David Squires A. Proclamations and Awards Council Member B. Borough Assembly Report Term Expires 2015 C. City Manager's Report D. City Attorney's Report Dale Butts E. Other Reports and Presentations Council Member Term Expires 2014 Iris Darling Council Member Term Expires 2015 *Appointment Expires 2014 James Hunt City Manager Johanna Kinney City Clerk Eric Wohlforth City Attorney City of Seward, Alaska July 14, 2014 Council Agenda Page 1 IL 7. PUBLIC HEARINGS 1. Resolution 2014-054, Waiving Competitive Procurement Requirements To Authorize The Sole-Source Purchase Of A New 330 Ton Boat Lift From Marine Travelift In The Net Amount Of $1,441,087, Declaring The Current Boat Lift Surplus To Be Used As A Trade-In, Revising The Harbor Tariff To Increase The Lift Rates, And Appropriating Funds Pg. 4 8. UNFINISHED BUSINESS A. Items Postponed from Previous Agenda 1. Discussion and direction on selling land currently leased to Harmon Properties, LLC in the Seward Marine Industrial Center. (Postponed from the June 23, 2014 Meeting)...... Pg. 13 9. NEW BUSINESS A. Resolutions 1. Resolution 2014-055, Authorizing The City Manager To Amend The Contract With Arctic Elevator Company, LLC., For Elevator Maintenance And Repair, Changing The Scope Of Work To Include The Elevator In The Library/Museum Building Located At 339 6th Avenue, And Increasing The Contract By An Amount Not-To-Exceed$250 Per Month Pg. 14 2. Resolution 2014-056, Approving An Engineering Contract With R & M Consultants In An Amount Not To Exceed $86,412 For The Design And Construction Administration Of The NE Harbor Fish Cleaning Station Project At The Seward Small Boat Harbor Pg. 27 3. Resolution 2014-057, Authorizing The City Manager To Submit A Municipal Harbor Facility Grant Application To The State Of Alaska, Department Of Transportation And Public Facilities In The Amount Of$2.684 Million For The Replacement Of B, C, And S Floats Pg.Seward Harbor 4. Resolution 2014-058, Authorizing Purchase Of Two Used Ford F-250 Trucks In The Amount Of$7,500 And $8,000, And Appropriating Funds . Pg. 64 B. Other New Business Items *1. Approval of the April 28, 2014 City Council Regular Meeting Minutes Pg. 71 *2. Schedule a Work Session with the State Fire Marshal's office regarding general deferment processes and State of Alaska 2012 International Building Code Amendments on October 27, 2014 at 6:00 p.m. *3. Appoint Laura Erickson to the Historic Preservation Commission with a term to expire May, 2017 . Pg. 79 4. Schedule a special meeting to enter into a contract for sludge removal and disposal for the SMIC and Lowell Point Lagoons. (Recommended date: August 4, 2014) City of Seward, Alaska Council Agenda July 14, 2014 Page 2 10. INFORMATIONAL ITEMS AND REPORTS (No Action Required) A. Letter supporting Kenai Peninsula Borough Ordinance 2014-25, establishing a borough wide bed tax with exemption of cities that currently levy a similar tax.. Pg. 80 B. Reminder to the public that July 20, 2014 is the voter registration deadline for the State Primary Election on August 19, 2014 — Last day for voters to register to vote or update their registration information.. . Pg. 81 11. COUNCIL COMMENTS 12. CITIZEN COMMENTS 13. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS 14. ADJOURNMENT City of Seward, Alaska Council Agenda July 14, 2014 Page 3 Sponsored by: Hunt Nwir CITY OF SEWARD, ALASKA RESOLUTION 2014-054 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, WAIVING COMPETITIVE PROCUREMENT REQUIREMENTS TO AUTHORIZE THE SOLE-SOURCE PURCHASE OF A NEW 330 TON BOAT LIFT FROM MARINE TRAVELIFT IN THE NET AMOUNT OF $1,441,087, DECLARING THE CURRENT BOAT LIFT SURPLUS TO BE USED AS A TRADE-IN, REVISING THE HARBOR TARIFF TO INCREASE THE LIFT RATES, AND APPROPRIATING FUNDS WHEREAS, the current boat lift is ageing and needs to be replaced; and WHEREAS, the recommended replacement is a 330 ton Marine Travelift; and WHEREAS, the purchase of a new lift will make the current lift surplus to the City's needs; and WHEREAS, the City proposes to increase its lift fees to help pay for the purchase. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. Sections 105, 260, and 265 of the Port & Harbor Tariff Regulations entitled respectively Application of Tariff, 250-Ton Travelift, and 250-Ton Travelift Fees are amended as follows: Strikeout= delete Bold Italics =new Table of Contents SECTION II - SERVICES AND CHARGES 260 2-5-0330-TON TRAVELIFT (a) Operating Policy (b) Boat Lift Agreement (c) Responsibilities (d) Dockside Lay Time 265 250330-TON TRAVELIFT FEES (a) Description of Charge (b) Lift Fee Nod 9 CITY OF SEWARD, ALASKA RESOLUTION 2014-054 105 APPLICATION OF TARIFF (a) General Application of Tariff Rates, charges, rules and regulations provided in this tariff will apply only to persons and vessels using certain terminal facilities under the jurisdiction and control of the City of Seward, merchandise received at or shipped from the facilities or properties operated under the jurisdiction and control of the City of Seward, and specifically to municipal docks, structures appurtenant thereto and waterways under the management of the City of Seward. The rates, charges, rules and regulations herein may apply to the Seward Small Boat Harbor, the harbor bounded by the rubble breakwater at the northwestern head of Resurrection Bay (Small Boat Harbor); the Seward Marine Industrial Center (SMIC), including yards, basin, docks, dolphins, 25-0330-ton Travelift, and shiplift platform; and any other terminal facilities under the jurisdiction and control of the City of Seward. SECTION II - SERVICES AND CHARGES 260 250330-TON TRAVELIFT (a) Operating Policy. The City owns and operates a 2-59330-ton Travelift in the Seward Marine Industrial Center. The Harbormaster generally schedules vessel lifts on a first-come, first-served basis, but he may deviate from that policy or refuse a lift when, in his judgment, the public interest would be served. In making this public interest finding, the Harbormaster will consider the following factors: 265 2-50330-TON TRAVELIFT FEES (a) Description of Charge. The lift fee is the charge for lifting a vessel from the water or the land utilizing the City's 250330-ton Travelift. A separate lift fee is generated whenever a vessel is lifted, even if it is only lifted and relocated on land. Lift fees do not include overtime labor charges for operation of the Travelift system as described in Subsection 225 of this tariff. (b) Lift Fee (1) Minimum Fee. The minimum fee for a lift on the 250330-ton Travelift shall be THREE HUNDRED FORTY SIX DOLL• ' _ • • • - - _ , , FOUR HUNDRED TWENTY-FIVE DOLLARS ($425.00)for the first hour of use or any portion of time less than one (1) hour. The overall length of the vessel will determine the lift fee. A full lift fee is charged once a lift has commenced, even if that lift is subsequently interrupted, suspended or canceled for any reason. The risk of loss because of a suspended or canceled lift by 5 A QPnda Ct.1tOmor,1- CITY OF SEWARD, ALASKA RESOLUTION 2014-054 Nod reason of mechanical failure or difficulty with the Travelift system is the responsibility of the vessel owner/operator. Once a lift is scheduled and the boat owner fails to show or cancel the lift at least one hour prior to the scheduled lift time, the minimum lift fee will be charged. Section 2. The City Council of the City of Seward, Alaska, hereby finds that the public interest is best served by waiving competitive procurement requirements of Seward City Code §6.10, in accordance with SCC §6.10.130, based on the following findings: 1) past excellent service and response from Marine Travelift, the vendor of the City's existing boat lifts; 2) trade- in offer for the existing 250-ton lift; 3) the quality of Lift equipment and parts from Marine Travelift has been excellent; 4) maintaining a consistent make of equipment is cost-effective and standardization of equipment saves on repair time; and 5) preference to purchase from a vendor within the United States of America. Section 3. The City Manager is hereby authorized to enter into a purchase agreement with Marine Travelift for the purchase of a 330-Ton Marine Travelift for a gross cost of $1,881,087 including shipping, and the current boat lift is declared surplus and will be used as a trade-in, resulting in a net cost not to exceed $1,441,087. Section 4. Funding in the amount of$1,441,087 is appropriated to the SMIC Enterprise Fund equipment account no. 12000-2504-8103 as follows: 1) $62,000 from the SMIC Enterprise Fund cash reserves; 2) $350,000 from the General Fund reserves; and 3) a loan in the amount of $1,029,087 from the Motor Pool Internal Service Fund, the terms of which will be authorized by separate resolution of the Seward City Council. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 14th day of July, 2014. THE CITY OF SEWARD, ALASKA Jean Bardarson, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: turned away due to size limitations of the existing Lift. An additional $10,000 per year is Agenda Statement I, of skit" SwF Meeting Date: July 14, 2014 '�•�,-111 icoroN To: City Council 414s-t* Through: Jim Hunt, City Manager From: Mack Funk, Harbormaster Agenda Item: Purchase of New 330 Ton Boat Lift to replace 250 Ton lift at SMIC BACKGROUND & JUSTIFICATION: The Seward Marine Industrial Center Enterprise Fund needs to replace the aging 250 Ton lift equipment. The lift provides an essential service to vessel owners that need to perform repairs and maintenance. In the 250-Ton cost center, boatyard Storage Fees and Boat Lift Fees combined, generated more than $225,000 in 2012 and $197,000 in 2013, with 54% of the revenue coming from storage. The expenses for the 250 Ton Shiplift Department totaled $186,000 in 2012 and $195,292 in 2013. The recommended plan is to replace the current lift with a larger capacity (300 metric tons/ 330 short tons), new lift. The new lift will be designed with the same wheelbase in order to fit on the existing haul-out pier. It will enable the harbor to haul out larger vessels which cannot currently be lifted due to machine weight limitations. For the past two months the harbor crew has ' ,, struggled to troubleshoot and repair a problem that results in boats being raised and/or lowered in a jerky, uneven manner. Fortunately nobody has been injured and no damage has occurred. Keeping existing equipment operational is getting to be costly and is resulting in disruptions to local businesses which depend on the lift to repair their vessels. For example, during the week of June 7 the crew invested 30 hours to disassemble and replace a hydraulic valve, with no resulting improvement in the operation. Already, in 2014, approximately $18,000 has been spent on parts (most of the parts that were recently purchased had to be manufactured, as the parts are no longer available) for the old machine. If the boat lift equipment has to be taken out of service, it is very likely that private business owners will be adversely delayed and potential income will be lost. The lift is currently operational. The recommended approach is to purchase a new machine and trade in the old machine. The net cost to the city will be $1,441,087. It is also proposed that the Port and Harbor Tariff Regulations be amended to increase lift fees by 25% for vessels up to 55 feet and by 15% for each additional foot longer than 55 feet: Rate Basis Current Rate Proposed New Rate Minimum Fee (boats up to 55 feet long) $346.50 $425.00 (up 25%) Additional Fee per foot for vessels 55 feet and longer $21 $24 (up 15%) The proposed new rates will still be significantly lower than other Alaska harbors (see attachment). The rate increase should generate an additional approximately $20,000 per year. The new lift will also generate another $20,000 per year from vessels that currently have to be turned away due to size limitations of the existing Lift. An additional $10,000 per year is forecast from boats that come to Seward and want work in the Vigor shipyard. The Administration recommends a sole-source purchase of a Marine Travelift brand boat lift for the following reasons: We have received excellent service and response from this company over years of working with them on our two existing lifts; we will receive a trade-in on our existing Marine Travelift of $300,000; the quality of Lift equipment and parts from Marine Travelift has been excellent; maintaining a consistent make of equipment is cost-effective and standardization saves on repair time; and the alternative is to purchase from a foreign vendor, where there are added costs and challenges associated with ordering, shipping, and purchasing parts from overseas, since those parts are not available in-country and there are uncertainties associated with relying on parts and service from overseas. The delivery time for a new machine is approximately six months. INTENT: To authorize the purchase of a boat lift at a gross cost of $1,771,087, offset by a trade-in of $300,000 on the existing 250-Ton Lift, for a total cost including shipping, not to exceed $1,441,087. Funding will come from a combination of SMIC and General Funds, as well as a loan from the Motor Pool Fund. The loan could be repaid with grant funds if SMIC expansion efforts come in under budget. A separate resolution will come forward authorizing an inter-fund loan. CONSISTENCY CHECKLIST: Yes No N/A 2020 Seward Comprehensive Plan (page 18): Update and expand 1. infrastructure for commercial and industrial properties that are currently X undeveloped or underdeveloped. 2 City of Seward Strategic Plan (page 7): Expand Development in the X Seward Marine Industrial Center Other: SMIC Development Plan: An adequate transportation 3. infrastructure that will: (1) serve the needs of the industrial complex; (2) X allow for growth; and (3) attract new business to the community. FISCAL NOTE: The marine Lift does not generate sufficient income to support debt service on a revenue bond. However, the Lift does bring vessels and their crews and business into the community that might otherwise move business to another harbor if the Lift was not available. Therefore, the administration proposes funding this purchase as follows: 1) appropriate $62,000 in 2013 surplus cash from the SMIC Fund; 2) appropriate $350,000 from the General Fund, representing approximately $250,000 in one-time 2013 property tax proceeds from the Shell oil rig Noble Explorer, and $100,000 in 2013 raw fish tax proceeds; and 3) borrow $1.038 Million from the Motor Pool Internal Service Fund to be repaid over a period of seven (7) years at an interest rate of 2%, in annual payments of approx. $160,000. New revenues explained above, are expected to generate approximately $50,000 per year. Repair and maintenance costs associated with the old lift are expected to decline by approximately $10,000 per year. Based on 2012 and 2013 actual revenues, boat lift fees and storage fees are expected to generate $15,000 per year more than budgeted. This leaves an annual deficit of $85,000. It is expected that remaining grant funds from the SMIC Expansion Project could be used to pay for this Lift if the SMIC basin project comes in within budget, or that new revenues associated with expansion at SMIC could materialize. Alternatively, shortfalls would need to be covered by the General Fund each year, solid as it covers the deficits in the SMIC Enterprise Fund. Approved by Finance Department: 44.rja_Ap likow ATTORNEY REVIEW: Yes No X RECOMMENDATION: �. Council approve Resolution 2014- ®"J,'authorizing the City Manager to approve the sole source purchase of a 330 Ton boat lift for a net cost after trade-in of$1,441,087 including shipping, and declare the 250 Ton boat lift as surplus public property to be traded in. rrr.ur.r...rr Travelift Rates CITY RATE TOTAL SEWARD TOTAL DIFFERENCE Kodiak 55FT $69.00ft $2846.25 $370.75 TAX INC + $2475.50 * Kodiak 80ft $79.00ft $4740.00 $906.50 + $3833.50 * Cordova 55ft $12.00ft $660.00 $370.75 +$289.25 Cordova 80ft $13.00ft $1040.00 $906.50 +133.50 Sand Point 55ft $12.00ft $660.00 $370.75 +289.25 Sand Point 80ft $12.00ft $960.00 $906.50 +$53.50 Wrangell 55ft $12.00ft $660.00 $370.75 + $289.25 Wrangell 80ft $15.00ft $1200.00 $906.50 +$293.50 Hoonah 55ft $12.00ft $660.00 $370.75 +$289.25 Hoonah 80ft $12.00ft $960.00 $906.50 +$53.50 void +All the City's listed are higher than Seward's rates. Kodiak and Cordova have been updated with their current rates. * Kodiak the way they have it structured is 75% of above Total Rate for a basic I hour lift The $69.00 and $79.00 Rate is lift block and launch, so the total figure you see for Kodiak is the 75% rate The rates came from the Alaska Clean Harbors/2011 Alaska Infrastructure Survey tO EKENDR EQUIPMENICK T kkawr 1609 Central Ave South, Unit#2,Kent, WA,98032 PHONE:866-744-9921 Fax:604-940-9912 City of Seward Harbor 1300 4th Ave Seward, AK 99664 June 16, 2014 Attn: Norm Regis We are pleased to offer you the following quote for one (1) new 300CII Marine Travelift Boat Hoist. Features: 300 Metric Tons —660,000 lbs. 32' Inside Clear Width 41' Inside Clear Height (+7' Included Option) John Deere Diesel 4045HF —Tier 3, 154 HP @ 2200 RPM Alaska Cold Start Package (Included Option) (6) Independent Hydraulic Controls Beam Forward Design with all (6) hoist blocks behind white top beam Radio Remote Control (Included Option) Full Operation Hydraulic Backup Controls in Cab rr Enclosed,Cab:WI Heater, Defroster,Wiper 2 Speed Hoists, Low—2.5'/mina High -5.51min (High Speed Included Option) Extra Cable Drop to Suit Local Tides Independent Proportionate Hydraulic Hoist Control Spreader bars with multiple pin locations for flexible sling placement Direct Drive Hoists, w/Load Indicators 2 Speed Hydrostatic Closed Loop Drive System, 40'/min & 80'/min (Included Option) 3% Gradeability (4 Front wheels driven) Powered Sling Adjustment (2"d Set of Adjustable Blocks Included Option) Max Sling Spacing —48' (12) Nylon Slings—4 ply, 10"x 56' Protection — Keel & Chine Pads (8) Lug Style Tires—24"x 49", 145 PSI Fully Articulating Pivot Trunnion Load Equalizing System Form Beam Design (High Strength) Bolting Flange in Top Beam 0-Ring Face Seal Hydraulic Fittings Inline Hoist Block Sheaves— Space Efficient, No Twisting 316 Stainless Steel Hydraulic Tubing Price Assembled &Tested in Seward $1,741,087.00 Trade-In of 1990 250AMO Marine Travelift ($300,000.00) Your total Investment $1,441,087.00 Ii r KEKENDRI EQUIPMENCK T 1609 Central Ave South, Unit#2,Kent, WA, 98032 PHONE: 866-744-9921 Fax:604-940-9912 Options: Sound Suppression/Dampening Kit $2,045 12-Volt Work& Drive Lights $6,875 Zinc Enriched Primer $25,160 Extra Sling (Complete) $7,635 Spare Wheel (Complete) $22,913 Terms: Delivery lead time is 180 to 210 days. Lead time may be shorter if possible. Deposit of 25% of the purchase price is required at time of order. Progress payments of 30% of the purchase price is due at 60 days and 120 days following the order date. Final payment is due 5 days prior to the build date. Seward to supply one (1) 100-ton crane capable of lifting 45 U.S. tons at a minimum 30' radius. Crane will be required for 4-5 days. Seward to supply suitable air compressor, man-lift, and forklift for assembly. (see following erecting data sheet) Warranty period on new machine is twenty-four(24.) months from the start-up date on factory delivery report or 2000 hours of operation,whichever occurs first. Marine Travelift further Nead warrants the structure of the lift for(48)months or 4000 hrs. See included warranty sheet for further information. Best Regards, Da., Dave Marshall Kendrick Equipment USA J Bill Kendrick Kendrick Equipment USA NINO Johanna Kinney From: Ron Long rrr►; Sent: Friday, June 13, 2014 10:04 AM To: Johanna Kinney Subject: FW: SMIC - Harmon Properties From: Harmon Bookkeeper [mailto:bookkeeper@harmon-construction.com] Sent: Tuesday, June 03, 2014 1:14 PM To: Ron Long Subject: SMIC - Harmon Properties Harmon Properties, LLC, in partnership with Tom Tougas, are requesting to purchase the land it is currently leasing at SMIC from the City of Seward. It is our intention to make substantial long term investment and are reluctant to do so without ownership. We have shown our intent by making some upgrades to the land in preparation to move forward into the development stage upon ownership. We feel initiating the project would show the potential in this area and further growth and development. Lawrence Harmon Harmon Properties, LLC Spam Not Spam Forget previous vote 13 Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2014-055 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO AMEND THE CONTRACT WITH ARCTIC ELEVATOR COMPANY, LLC., FOR ELEVATOR MAINTENANCE AND REPAIR,CHANGING THE SCOPE OF WORK TO INCLUDE THE ELEVATOR IN THE LIBRARY/MUSEUM BUILDING LOCATED AT 339 6TH AVENUE, AND INCREASING THE CONTRACT BY AN AMOUNT NOT-TO-EXCEED $250 PER MONTH WHEREAS,the City of Seward does not currently have a Maintenance and Control Program for the Library/Museum elevator; and WHEREAS, Alaska State Statutes and Regulations require the owner of an elevator to establish a maintenance control program that conforms to Sections 8.6 and 8.11 of the current A17.1 Safety Code for Elevators and Escalators; and WHEREAS,in 2011,three bids were received for maintaining the City's elevators located in City Hall and the Senior/Community Center,finding Arctic Elevator Company,LLC. to be the most qualified and responsible bidder, with a rate of$250 per month, per elevator; and WHEREAS, Arctic Elevator Company, LLC. has agreed to include the additional elevator maintenance and repairs for $250 per month; and WHEREAS, amending the contract with Arctic Elevator Company, LLC. to include the Library/Museum elevator will keep the City in compliance with the Alaska State Statutes and Regulations. 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 amend the contract with Arctic Elevator Company, LLC. to include the elevator located in the Library/Museum at 339 6t" Avenue, Seward Alaska. Section 2. The amount of this Amendment is not-to-exceed $250 per month and is in addition to the original contract. Funding is available in 101-1500-5390. Section 3. This resolution shall take effect immediately upon adoption. Agenda Statement r 4Of SF� Meeting Date: July 14, 2014 u�;,►,, 9t r j To: City Council Through: Jim Hunt, City Manager From: W.C. Casey, Public Works Director Agenda Item: Amendment No. 1 to the Agreement for Elevator Maintenance and Repairs BACKGROUND &JUSTIFICATION: The City of Seward contracts out the maintenance and repairs of City owned elevators. In 2011, a three-year contract was issued for the maintenance and repair of the elevators located in City Hall and the Senior/Community Center. Arctic Elevator Company,LLC. was determined to be the most qualified and responsible bidder and was awarded the contract.This contract had two additional one- year extensions available if both parties agreed. Arctic Elevator Company, LLC. has done an excellent job of maintaining the elevators and we have granted them the first one-year extension, through March 14, 2015. When the Library/Museum opened in January 2013,there was a one-year maintenance warranty with the newly installed elevator. That one-year period has ended and there is no current maintenance or repair coverage for that elevator. Alaska State Statutes and Regulations require the owner of an elevator to establish a maintenance control program that conforms to Sections 8.6 and 8.11 of the current A17.1 Safety Code for Elevators and Escalators. INTENT: This Amendment is to add the additional elevator,located in the Library/Museum at 339 6th Avenue, to the scope of work in the Agreement for Elevator Maintenance and Repairs. The original contracted price is $250 per month, per elevator and Arctic Elevator Company,LLC. has agreed to include the new elevator for an additional $250 per month. By adding this elevator to the existing Agreement,we will have a current maintenance control program for the new elevator and we will be in compliance with the Safety Code for Elevators and Escalators. CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan (document source here):1.3 pg8 "Public Safety" X 2. Strategic Plan (document source here): X 3. Other (list): X FISCAL NOTE: This addition to the contract will cost $250 per month and will be taken out of the Contracted Services fund for the Library/Museum. Approved by Finance Department: ATTORNEY REVIEW: Yes No X RECOMMENDATION: Recommend Council approval of Resolution 2014- V��.,authorizing the City Manager to amend the contract with Arctic Elevator Company, LLC. to include maintenance and repairs for the additional elevator located in the Library/Museum. Professional Services Agreement with Arctic Elevator Company, LLC. for Elevator Maintenance and Repairs Amendment No. This Amendment No. 1 and Notice to Proceed is pursuant to Section 6.18 of the Professional Services Agreement for Elevator Maintenance and Repair, entered into April 11. 2011 between the City of Seward, Alaska and Arctic Elevator Company, Inc, This Amendment is effective July 14, 2014. Arctic Elevator Company, Inc. is hereby directed to amend the Scope of Work defined in the Professional Services Agreement - Addendum # 1, Section 1.01, item A to include Elevator Maintenance and Repair to the Library/Museum Elevator, located at 339 6th Avenue, Seward, Alaska. The contract price is hereby increased in an amount not-to-exceed $250 per month, to be paid in accordance with the original contract provisions. Al other provisions of the Professional Services Agreement remain in full force and effect. Dated this day of July 2014 APPROVED BY: City of Seward Arctic Elevator Company, LLC. By. Jim Hunt By: i che e Mo t.il, Title: City Manager Title: Managing Member Date: Date: 0(42/30/1 '4 ATTEST: Johanna Kinney, CMC City Clerk 1 4 AGREEMENT TO EXTEND CONTRACT This agreement is between the City of Seward Alaska, an Alaska Municipal Corporation("City"), whose address is PO Box 167, Seward,Alaska 99664,and Arctic Elevator Company,LLC., an Alaska Corporation ("Contractor"), whose address is 645 G Street, Suite 100 Box 505, Anchorage, Alaska 99501. Contract#C11-023 was approved by Council Resolution 2011-023 and became effective April 11, 2011 for three(3)years. ending on March 14,2014.The Contract provides for up to two(2), one- year extensions. Both parties to this agreement,having completed the terms of the original contract dated March 14, 2014,do hereby exercise the option to extend for an additional one-year term. This agreement to extend the original contract terms will be in effect from March 14. 2014 to March 14,2015. One (1)additional one-year extension is available with mutual agreement of both parties, in accordance of the original contract. CITY OF SEWARD,ALASKA ARCTIC ELEVATOR COMPANY LLC. James Hunt City Manager Michele Monteil, Managing Member Date: "") ,/ Date: ` � � e: Attest: /t( 4.a Pk- 'tit?-� Johanna Kinne■ ("MC, City Clerk Date: 10 ' l 0 • ti • (CITYSFAL) a _ SE "� t 7.1 �, STATE OF ALASKA ) ) ss. FIRST JUDICIAL DISTRICT ) THIS IS TO CERTIFY that on this day of ‘;u,)Q . C) ,2014 before me,the undersigned,a notary public in and for the State of Alaska,duly sworn and commissioned, personally appeared JAMES RUNT to me known to be the City Manager of the City of Seward, a municipal corporation,the corporation which executed the above and foregoing instrument;who on oath stated he was duly authorized to execute said instrument on behalf of said corporation; who acknowledged to me that he signed the same freely and voluntarily on behalf of said corporation for the uses and purposes therein mentioned. WITNESS my hand and official seal the day and year in the certificate above written. a1�� ( � yCuR+1/'��� NOT Y PU .IC F R ALASKA My commission expires: a- to �� ' NOSA.Ry PUBLIC -*9/lllli o* STATE OF ALASKA ) ( )ss. fiftSiT JUDICIAL DISTRICT ) THIS IS TO CERTIFY that on this day odu vi.e. ✓ ,2014 before me,the undersigned,a notary public in and for the State of Alaska, duly sworn and commissioned,personally appeared Michele Monteil to me known to be the Managing Member,the corporation which executed the above and foregoing instrument; who on oath stated he was duly authorized to execute said instrument on behalf of said corporation; who acknowledged to me that he signed the same freely and voluntarily on behalf of said corporation for the uses and purposes therein mentioned. WITNESS my hand and official seal the day and year in the certificate above written. (seal) `�� _. rei-x Notary Public ► NOTARY PUBLIC FOR ALA KA STACIE IHRIG State of Alaska A My commission expires. My Commission Expires Aug.1.2017 AGREEMENT FOR ELEVATOR MAINTENANCE AND REPAIRS THIS AGREEMENT is made and entered into this 11 day of April, 2011 ("Effective Date"), by and between the CITY OF SEWARD, ALASKA a home rule municipal corporation ("City"), and Arctic Elevator Company , an Alaska LLC. ("Contractor"). WHEREAS, City proposes to have Contractor perform elevator maintenance and repairs for two elevators in Seward, Alaska; and WHEREAS, Contractor represents that it has experience and expertise sufficient to perform the elevator maintenance and repairs; WHEREAS, City and Contractor desire to contract for specific work in connection with the City's elevators and upon signing; this document shall serve as the notice to proceed. NOW, THEREFORE, for and in consideration of the mutual covenants and conditions contained herein, the parties hereby agree as follows: 1.0. WORK PROVIDED BY CONTRACTOR 1.1. Scope of Work. Contractor shall provide the materials and work described in the City's Request for Proposal ("REP") attached hereto as Exhibit "A" and incorporated herein by reference ("REP") and Contractor's Response dated March 14. 2011 (the "Proposal"), attached hereto as Exhibit "B" and incorporated herein by reference. 1.2. Standards and Practices. All work to be provided by Contractor pursuant to this Agreement shall be provided by personnel experienced in their respective fields and in a manner consistent with the standards of care, diligence and skill ordinarily exercised in similar fields and circumstances in accordance with sound practices. Materials and elevator parts will be suitable for their intended purpose. Contractor also warrants that it is familiar with all laws that may affect its performance of this Agreement and shall advise City of any changes in any laws that may affect Contractor's performance of this Agreement. 1.3. Warranty. Contractor warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and Alaska employment laws including, but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers' compensation insurance and safety in employment; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreement. Contractor shall indemnify and hold harmless City from and against all claims, demands, payments, suits, actions, proceedings, and judgments of every nature and description including attorneys'fees and costs, presented, brought, or recovered against -Page 1 of 8- t °I City for, or on account of any liability under any of the above-mentioned laws, which may be incurred by reason of Contractor's performance under this Agreement. 1.4. Non-discrimination. In performing this Agreement, Contractor shall not engage in, nor permit its agents to engage in, discrimination in employment of persons because of their race, religion, color, national origin, ancestry, age, physical handicap, medical condition, marital status, sexual gender or sexual orientation. 1.5. Non-Exclusive Agreement. Contractor acknowledges that City may enter into agreements with other Contractors for services similar to the services that are subject to this Agreement or may have its own employees perform services similar to those services contemplated by this Agreement. 1.6. Delegation and Assignment. Contractor was selected, in part, based on experience in the work to be performed, and the duties set forth herein shall not be delegated or assigned to any person or entity without the prior written consent of City. Contractor may engage a subcontractor(s) as permitted by law and may employ other personnel to perform work contemplated by this Agreement at Contractor's sole cost and expense. 2.0. COMPENSATION AND BILLING 2.1. Compensation. Contractor shall be paid in accordance with the methodology and fee schedule set forth in the Proposal. 2.2. Additional Work. Contractor shall not receive compensation for any work `' outside the scope of work specified in the Proposal unless the City, prior to Contractor performing the additional work, approves such additional work in writing. It is specifically understood that oral requests and/or approvals of such additional work or additional compensation shall be barred and are unenforceable. 2.3. Method of Billing. Contractor may submit invoices to City's Contracting Officer for approval on a progress basis, but no more often than monthly. Invoices shall be based on the total of all Contractor's work which has been completed to City's sole satisfaction. City shall pay Contractor's invoice within forty-five (45) days from the date City receives the invoice, for work completed. Each invoice shall describe in detail, the materials or parts purchased and the services performed and the associated time for completion. Any additional work approved and performed pursuant to this Agreement shall be designated as "Additional Work" and shall identify the number of the authorized change order, where applicable, on all invoices. 2.4. Records and Audits. Records of Contractor's work relating to this Agreement shall be maintained in accordance with generally recognized accounting principles and shall be made available to City or its Contracting Officer for inspection and/or audit at mutually convenient times for a period of three (3) years from the Effective Date. -Page 2 of 8- 70 3.0. TIME OF PERFORMANCE 3.1. Commencement and Completion of Work. The work to be performed pursuant to this Agreement shall commence upon issuance of a Notice to Proceed by the Contracting Officer. Work shall be performed in strict compliance with a schedule approved by City, as may be amended by mutual agreement of the parties. Failure to commence work in a timely manner and/or diligently pursue work to completion may be grounds for termination of this Agreement. 3.2. Excusable Delays. Neither party shall be responsible for delays or lack of performance resulting from acts beyond the reasonable control of the party or parties. Such acts shall include, but not be limited to, acts of nature, fire, strikes, material shortages, compliance with laws or regulations, riots, acts of war, or any other conditions beyond the reasonable control of a party. 4.0. TERM AND TERMINATION 4.1. Term. This Agreement shall commence on the Effective Date and continue for a period of three (3) years, ending on March 14, 2014, unless previously terminated as provided herein or as otherwise agreed to in writing by the parties. The City, through the City Manager, may, at the City's discretion, offer to extend this Agreement for up to two additional one-year periods. If the City makes such an offer, the Contractor will have 30 days to accept or refuse the offer. 4.2. Notice of Termination. This Agreement may be terminated: 1) if Contractor fails to perform any of its material obligations hereunder and does not cure such failure within thirty (30) days after receipt of written notice from the City specifying such failure; or 2) if the funding for this Agreement is not appropriated by the City, upon receipt of a notice of termination. In the event of such termination, Contractor shall immediately stop rendering services under this Agreement unless directed otherwise by the City. 4.3. Compensation. In the event of termination, City shall pay Contractor for reasonable costs incurred and services satisfactorily performed up to and including the date of termination. Compensation for work in progress shall be prorated as to the percentage of work completed as of the effective date of termination in accordance with the fees set forth herein. 4.4. Documents. In the event of termination of this Agreement, all documents prepared by Contractor in its performance of this Agreement including, but not limited to, finished or unfinished design, development and construction documents, data studies, drawings, maintenance records, maps and reports, shall be delivered to the City within ten (10) days, at no cost to City. Any use of uncompleted documents without -Page 3 of 8- specific written authorization from Contractor shall be at City's sole risk and without liability or legal expense to Contractor. 5.0. INSURANCE. 5.1. Minimum Scope and Limits of Insurance. Contractor shall obtain and maintain during the life of this Agreement all of the following insurance coverages: (a) Comprehensive general liability, including premises-operations, products/completed operations, broad form property damage, blanket contractual liability, independent contractors, personal injury with a policy limit of not less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence and aggregate. (b) Automobile liability for owned vehicles, hired, and non-owned vehicles, with a policy limit of not less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence and aggregate. (c) Workers' compensation insurance as required by the State of Alaska. (d) Professional errors and omissions ("E&O") liability insurance with policy limits of not less than One Million Dollars ($1,000,000.00), combined single limits, per occurrence and aggregate. Contractor shall obtain and maintain, said E&O liability insurance during the life of this Agreement and stolid for three years after completion of the work hereunder. 5.2. Endorsements. The comprehensive general liability insurance policy shall contain or be endorsed to contain the following provisions: (a) Additional insureds: "The City of Seward and its elected and appointed officers, agents, and employees are additional insureds with respect to this contract with City." (b) Notice: "Said policy shall not terminate, nor shall it be cancelled, nor the coverage reduced, until thirty (30) days after written notice is given to City of Seward." (c) Other insurance: "Any other insurance maintained by the City of Seward shall be excess and not contributing with the insurance provided by this policy." 5.3. Certificates of Insurance: Contractor shall provide to City certificates of insurance showing the insurance coverages and required endorsements described above, in a form and content approved by City, prior to performing any work under this Agreement. -Page 4 of 8- 1111rw 5.4. Non-limiting: Nothing in this Section shall be construed as limiting in any way, the indemnification provision contained in this Agreement, or the extent to which Contractor may be held responsible for payments of damages to persons or property. 6.0. GENERAL PROVISIONS. 6.1. Entire Agreement: This Agreement constitutes the entire Agreement between the parties with respect to any matter referenced herein and supersedes any and all other prior writings and oral negotiations. This Agreement may be modified only in writing, and signed by the parties in interest at the time of such modification. The terms of this Agreement shall prevail over any inconsistent provision in any other contract document appurtenant hereto, including exhibits to this Agreement. 6.2. Representatives. The Contracting Officer, Kirsten Vessel, shall be the representative of City for purposes of this Agreement and may issue all consents, approvals, directives and agreements on behalf of the City, called for by this Agreement, except as otherwise expressly provided in this Agreement. Contractor shall designate a representative for purposes of this Agreement who shall be authorized to issue all consents, approvals, directives and agreements on behalf of Contractor called for by this Agreement, except as otherwise expressly provided in this Agreement. iv 6.3. Notices: Any notices, documents, correspondence or other communications concerning this Agreement or the work hereunder may be provided by personal delivery, facsimile or mail and shall be addressed as set forth below. Such communication shall be deemed served or delivered: a) at the time of delivery if such communication is sent by personal delivery; b) at the time of transmission if such communication is sent by facsimile; and c) 48 hours after deposit in the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through regular United States mail. IF TO CONTRACTOR: IF TO CITY: Arctic Elevator Company LLC. City of Seward, Alaska 12043 W. Skyline Drive P.O. Box 167 Eagle River, AK 99577 Seward, Alaska 99664 Phone: 907.694.8831 Phone: 907.224.4074 Fax: 907.694.8834 Fax: 907.224.4038 ATTN: Michele Monteil ATTN: Kirsten Vesel 6.4. Attorneys' Fees: In the event that litigation is brought by any party in connection with this Agreement, the prevailing party shall be entitled to recover from the opposing party all costs and expenses, including reasonable attorneys' fees, incurred by -Page 5 of 8- 23 r�rrrrrrrr the prevailing party in the exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, conditions, or provisions hereof. 6.5. Governing Law: This Agreement shall be governed by and construed under the laws of the State of Alaska. In the event of any legal action to enforce or interpret this Agreement, the parties hereto agree that the sole and exclusive venue shall be a court of competent jurisdiction located in Anchorage, Alaska. 6.6. Assignment: Contractor shall not voluntarily or by operation of law assign, transfer, sublet or encumber all or any part of Contractor's interest in this Agreement without City's prior written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void and shall constitute a breach of this Agreement and cause for termination of this Agreement. Regardless of City's consent, no subletting or assignment shall release Contractor of Contractor's obligation to perform all other obligations to be performed by Contractor hereunder for the term of this Agreement. 6.7. Indemnification and Hold Harmless: Contractor shall protect, defend, indemnify and hold harmless City and its elected and appointed officials, officers, and employees from any and all claims, liabilities, expenses, including attorney fees, damage to property or injuries to or death of any person or persons or damages of any nature including, but not by way of limitation, all civil claims or workers' compensation claims arising out of or in any way connected with the intentional or negligent acts, error or omissions of Contractor, its employees, agents or subcontractors in the performance of this Agreement. 6.8. Independent Contractor: Contractor is and shall be acting at all times as an independent contractor and not as an employee or agent of City. 6.9. Ownership of Documents: All findings, reports, documents, information and data including, but not limited to, computer tapes or discs, files and tapes furnished or prepared by Contractor or any of its subcontractors in the course of performance of this Agreement, shall be and remain the sole property of City. Contractor agrees that any such documents or information shall not be made available to any individual or organization without the prior consent of City. Any use of such documents for other projects not contemplated by this Agreement, and any use of incomplete documents, shall be at the sole risk of City and without liability or legal exposure to Contractor. Contractor shall deliver to City any findings, reports, documents, information, data, in any form, including but not limited to, computer tapes, discs, files audio tapes or any other Project related items as requested by City or its authorized representative, at no additional cost to the City. 6.10. Public Records Act Disclosure: Contractor has been advised and is aware that all reports, documents, information and data including, but not limited to, computer tapes, discs or files furnished or prepared by Contractor, or any of its subcontractors, and provided to City may be subject to public disclosure as required by the Alaska Public Records Act. -Page 6 of 8- 6.11. Responsibility for Errors. Contractor shall be responsible for its work and results under this Agreement. Contractor, when requested, shall furnish clarification and/or explanation as may be required by the Contracting Officer, regarding any services rendered under this Agreement and may be required to supplement or correct prior work at no additional cost to City. 6.12. Prohibited Employment: Contractor will not employ any regular employee of the City while this Agreement is in effect. 6.13. Order of Precedence: In the event of an inconsistency in this Agreement and any of the attached Exhibits, the terms set forth in this Agreement shall prevail. lf, and to the extent this Agreement incorporates by reference any provision of the RFP or the Proposal, such provision shall be deemed a part of this Agreement. Nevertheless, if there is any conflict among the terms and conditions of this Agreement and those of any such provision or provisions so incorporated by reference, this Agreement shall govern over both the Proposal and the RFP and the Proposal shall govern over the RFP. 6.14. Costs: Each party shall bear its own costs and fees incurred in the preparation and negotiation of this Agreement and in the performance of its obligations hereunder except as expressly provided herein. 6.15. No Third Party Beneficiary Rights: This Agreement is entered into for the sole benefit of City and Contractor and no other parties are intended to be direct or incidental beneficiaries of this Agreement and no third party shall have any right in, under or to this Agreement. 6.16. Headings: Paragraphs and subparagraph headings contained in this Agreement are included solely for convenience and are not intended to modify, explain or to be a full or accurate description of the content thereof and shall not in any way affect the meaning or interpretation of this Agreement. 6.17. Construction: The parties have participated jointly in the negotiation and drafting of this Agreement. In the event an ambiguity or question of intent or interpretation arises with respect to this Agreement, this Agreement shall be construed as if drafted jointly by the parties and in accordance with its fair meaning. There shall be no presumption or burden of proof favoring or disfavoring any party by virtue of the authorship of any of the provisions of this Agreement. 6.18. Amendments: This Agreement may only be amended by mutual agreement of the parties, and in writing. 6.19. Waiver: The delay or failure of either party at any time to require performance or compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver of those rights to require such performance or compliance. No waiver of any provision of this Agreement shall be effective unless in writing and -Page 7 of 8- signed by a duly authorized representative of the party against whom enforcement of a waiver is sought. The waiver of any right or remedy in respect to any occurrence or event shall not be deemed a waiver of any right or remedy in respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver. 6.20. Severability: If any provision of this Agreement is determined by a court of competent jurisdiction to be unenforceable in any circumstance, such determination shall not affect the validity or enforceability of the remaining terms and provisions hereof or of the offending provision in any other circumstance. 6.21. Counterparts: This Agreement may be executed in one or more counterparts, each of which shall be deemed an original. All counterparts shall be construed together and shall constitute one agreement. 6.22. Corporate Authority: The persons executing this Agreement on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by doing so the parties hereto are formally bound to the provisions of this Agreement. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their respective authorized officers, as of the date first above written. CITY OF SEWARD ARCTIC ELEVATOR COMPANY LLC. Philip Oates, City Manager Michele Monteil, Planaging Member Date: 5/3/t/ Date: Ct-- `ac i j ATTEST: ,„,z�a':,o so- I J hanna Kinney, City CI . .; des . --cam d-s ► A g ► p/t i p �j : 1 • n r 44, ,t ®6 h,ffas.ti bo -Page 8 of 8- 2-0 Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2014-056 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROVING AN ENGINEERING CONTRACT WITH R & M CONSULTANTS IN AN AMOUNT NOT TO EXCEED $86,412 FOR THE DESIGN AND CONSTRUCTION ADMINISTRATION OF THE NE HARBOR FISH CLEANING STATION PROJECT AT THE SEWARD SMALL BOAT HARBOR WHEREAS, the Seward Harbor Department has received grant funding to design and build a new fish cleaning station located in the NE portion of the Seward Small Boat Harbor; and WHEREAS, on April 28, 2014 the Seward City Council approved the grant that requires a professional design engineer; and WHEREAS, the City issued a public notice soliciting proposals from qualified firms; and WHEREAS, R & M Consultants was chosen as the best qualified firm and they have executed a contract to provide engineering services. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is hereby authorized to execute an engineering contract with R& M Consultants in the amount of$78,556; in addition, a 10% contingency in the amount of$7,856 is authorized upon approval in advance, in writing, by the City Manager, for a total contract amount not to exceed $86,412. Section 2. Funding in the amount of$579,000 was appropriated in Resolution 2014-041 approved on April 28, 2014, for the full cost of the project. Section 3. This resolution shall take effect immediately. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 14`x' day of July 2014. 21 .rr�rnr' Council Agenda Statement AOf 9 Meeting Date: July 14, 2014 1'. J Through: City Manager Jim Hunt itp 4-1" From: Mack Funk, Harbormaster Agenda Item: Engineering Contract for NE Harbor Fish Cleaning Station BACKGROUND &JUSTIFICATION: In March 2010 the City applied for a grant to replace the NE Harbor Fish Cleaning Station. This facility needs to be replaced for three reasons. 1)The tide level must be 9.3 feet or higher for the"gut" barge to floated out to the dump area. 2)The current facility is wide open to birds and occasionally birds have gotten trapped and died in the barge. 3) And, the current facility is worn out. The grant funds for the Community Coastal Impact Assistance Program(CIAP)come to the State of Alaska from the US Fish& Wildlife Service through the Alaska Department of Natural Resources (DNR),but the grant funds are administered by the Alaska Department of Commerce,Community, and Economic Development(DCCED). The City Council accepted the grant offer of$579,000 on April 28, 2014. A public notice requesting proposals from qualified firms was issued on May 9,2014. Ten entities received the public notice. Three engineering firms submitted proposals on June 2,2014. A panel of three city employees reviewed the proposals and selected the best qualified firm- R & M Consultants,Inc. This firm has designed other projects for the City of Seward and there is no record of any litigation. References on other similar projects were checked and found satisfactory. A City Engineering Services Contract has been executed by the selected firm. The fee amount is $78,813 compared to a projected amount of$78,556. The city will set aside a 10% contingency amount of $7,856,from the grant funds,bringing the total authorized amount to $86,412.The grant agency has reviewed and approved the proposed engineering contract. INTENT: The Council Resolution will authorize the City Manager to execute the engineering contract. The Harbormaster will serve as project manager. It is anticipated that the design phase of work will be completed by October 22,2014 and then the project will be advertised for construction contractors. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (document source here): Continue to support, 1. promote, enhance and develop harbor facilities to accommodate X Seward's growing demand for marine transport facilities. (page 35) Strategic Plan (document source here): Complete the renovation of the X 2' Seward Small Boat Harbor. (page 7) 3. Other (list): X FISCAL NOTE: This project is funded entirely by grant funds (no matching funds required). The total amount of the authorized grant is $579,000. Approved by Finance Department: ,�2 � -10.44A41? ATTORNEY REVIEW: Yes No X RECOMMENDATION:To authorize an engineering contract with R&M Consultants in an amount not to exceed$86,412,including the base amount of$78,556 plus a 10%contingency of$7,856 for the NE Harbor Fish Cleaning Station Project. vakilw Professional Services Agreement with R & M Consultants, Inc. For Engineering Services This AGREEMENT, made and entered into this 30th day of June, 2014 by and between the CITY OF SEWARD, a home rule municipal corporation located within the Kenai Peninsula Borough and organized under the laws of the State of Alaska, hereinafter referred to as the "City" and R & M Consultants, Inc. a corporation authorized to do business in Alaska, with offices located at Anchorage, hereinafter referred to as the "Contractor." WITNESSETH WHEREAS, the City of Seward wishes to enter into a contract with an independent contractor to provide engineering services; and WHEREAS, in response to a request for proposals, R & M Consultants, Inc. submitted a proposal asserting it is qualified to perform these services and able to do so in a timely manner; and WHEREAS, This project is funded, partly or wholly, by the Fish and Wildlife Service (USFWS), U.S. Department of Interior and the State of Alaska's Department of Commerce, Community, and Economic Development under the Coastal Impact Assistance grant (CIAP) 10-CIAP-036 awarded to the City of Seward under Seward NE Harbor Fish Cleaning Station. 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— R & M Consultants, Inc. proposal dated June 2, 2014. Exhibit B — City's request for proposals dated May 8, 2014, and addenda (collectively, "RFP"). 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. 30 Page 1 of 11 1.4 "Contracting Officer" shall mean Harbormaster, and include any successor or authorized representative. 1.5 "Project" shall mean the planning, design and other tasks related to construction of NE Harbor Fish Cleaning Station Project in Seward, Alaska, as further described in the City's RFP. 2.0 TERM OF AGREEMENT. This Agreement shall take effect upon execution. This Agreement shall remain in full force and effect until April 30, 2016 and 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. 2.1 Notice to Proceed. The Contractor is authorized to proceed with services upon receipt of an original, scanned or facsimile copy of the written Notice to Proceed, whichever comes first. Any work done by the contractor prior to receipt of the Notice to Proceed is at the contractor's own expense and will not be paid by the City. 3.0 FEES. The total amount of compensation under this agreement will not exceed $78,813. 3.1 Payment. Payment shall be made through reimbursement for services completed by the Contractor. Upon receipt by the City of an invoice and required documentation of completion of work as described in the Scope of Work, the City will pay the Contractor eighty percent (80%) of that invoice. Upon final completion of the project, including receipt by the City of the final reports and other deliverables, the City will pay to the Contractor the balance owed under this Contract. The city will make all reasonable efforts to make payment within 30 days of receipt of invoice(s) and other required documentation. a) Documentation: Invoice(s) must be submitted for all expenses. Receipts must be provided for all at-cost expenses. b) Fixed Rate Exhibit: Fixed-rate terms included within a contract are not eligible for renegotiation for additional payments that exceeded such rate. Costs that are fixed rate (including fixed daily rates) shall be listed in the budget. c) Budget Changes: Up to ten percent (10%) of the total contract amount may be shifted between rows by the Contractor without prior approval of the City, providing expenses stay within the scope of the project. All rates for employees, 31 Page 2 of 11 r.rrrr contractors, rentals, and other services and expenses must be charged at the rate(s) provided for in the contract. Without prior written approval, items without rates listed in the contract shall not be reimbursed. Without prior written approval, no changes in rates may be made to the indirect rate or profit formulas. 4.0 SCOPE OF SERVICES. The City and Contractor have agreed upon a scope of work described in the Contractor's proposal, Exhibit A, to provide professional services based on approved standards and instructions.. This Scope of Services can only be changed in writing pursuant to Section 26.0 of this Agreement. Project goals: • Replace outmoded fish cleaning station • Provide safe access • Improve environmental acceptability 5.0 SCHEDULE FOR COMPLETION. The schedule for completion for all work described herein shall be as follows: August 15, 2014- 35% Design completed September 17, 2014- 65% Design completed and Permit applications submitted October 22, 2014- Design completed including construction plans and specifications for bidding November 26, 2014 Bid package ready for advertising 2015 through April 30, 2016 Construction 6.0 PERSONNEL/ORGANIZATION 6.1 Key Personnel. Work and services provided by the Contractor will be performed by: John Daley, PE Kimberly Nielsen, PE Duane Anderson, PE 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 Nal .3 2 Page 3 of 11 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, in the performance of this Contract, comply with all applicable federal, state, and local laws, ordinances, rules and regulations applicable to its performance hereunder, including, without limitation, all such legal provisions pertaining to social security, income tax withholding, medical aid, industrial insurance, workers' compensation, and other employee benefit laws. The Contractor also agrees to comply with all contract provisions pertaining to grant or other funding assistance which the City may choose to utilize to perform work under this Contract. Contractor shall have a Seward and State of Alaska Business License. Certification Regarding Non-procurement Debarment and Suspension. Contractor certifies by signing this contract that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any federal department or agency. 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 negligence of the City. This contract does not create, between the Department of Commerce, Community, and Economic Development or the state of Alaska and the contractor, any contract or any relationship. The Department of Commerce, 33 Page 4 of 11 Community, and Economic Development and the State of Alaska are not liable for damages or claims from damages arising from the contractor's performance or activities under the terms of this contract. 11.0 INSURANCE. The Contractor understands that no City insurance coverage, including Workers' Compensation, as required by AS 23.30, are extended to the Contractor while completing the terms of this Agreement. The Contractor shall carry adequate (commercially reasonable coverage levels) insurance covering Workers' Compensation to Alaska statute, general commercial liability, automobile liability, professional liability, and property damage including a contractual liability endorsement covering the liability created or assumed under this Agreement. The Contractor shall not commence work under this Agreement or any work on any phase of the Project until the Contractor provides the City with certificates of insurance evidencing that all required insurance has been obtained. These insurance policies and any extension or renewals thereof must contain the following provisions or endorsements: a. City is an additional insured thereunder as respects liability arising out of or from the work performed by Contractor of City of Seward. The Contractor shall procure and maintain during the life of this Agreement, Commercial General Liability Insurance on an "occurrence basis" with limits of liability not less than $ 2 Million per occurrence and $ 2 Million aggregate combined single limit, personal injury, bodily injury and property damage. b. Contractor shall procure and maintain during the life of this Agreement Professional Liability- Errors and Omissions Insurance on an "occurrence basis" with limits of liability not less than $1,000,000 per occurrence. c. Contractor shall procure and maintain during the life of this agreement, Motor Vehicle Liability Insurance, including no-fault coverage with limits of liability not less than $1,000,000 per occurrence combined with single limit Bodily Injury and Property Damage. d. Insurer waives all rights of subrogation against City of Seward and its employees or elected officials. e. The insurance coverage is primary to any comparable liability insurance carried by the City of Seward. f. The following shall be Additionally Insureds, The City of Seward, including all elected and appointed officials, commissioners and employees. g. City will be given thirty (30) days prior notice of cancellation or material 59 Page 5 of 11 alteration of any of the insurance policies specified in the certificate. Upon request, Contractor shall permit the City to examine any of the insurance policies specified herein. Any deductibles or exclusions in coverage will be assumed by the Contractor, for account of, and at the sole risk of the Contractor. 12.0 GOVERNING LAW. This contract is to be governed by the laws of the State of Alaska. Venue shall be in the Superior Court in Seward, Alaska. 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 City retains all common law, statutory, regulatory, copyright, and other rights to the reports, analyses, photographs, videos, records, research, data, and other materials collected or produced under the Agreement. At the conclusion of the Contractor's Agreement with the City, Contractor will deliver to the City all such information in Contractor's possession. The materials shall be the property of the City for the sole benefit and use of the City. These materials shall not be reproduced without express written permission of the City. 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. Funding Acknowledgement. The following language should be placed on the title page (which follows the cover page) on all reports and/or printed findings funded by the CIAP: "This report (study, brochure, poster, etc.) is funded with qualified outer continental shelf oil and gas revenues by the Coastal Impact Assistance Program, Fish and Wildlife Service, U.S. Department of Interior." A similar statement should be placed on the website created in full or in part with CIAP funds: "This website is funded with qualified outer continental shelf oil and gas revenues by the Coastal Impact Assistance Program, Fish and Wildlife Service, U.S. Department of Interior." 35 Page 6 of 11 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 Contract shall remain in full force until acceptance of the services as complete by the Contractor or until this Contract is terminated. This Contract may be terminated without cause by City or Contractor upon 30 days written notice. The 30 days will begin to run on the date the Notice is deemed to have been given as provided in the Notice Section (par. 29). In the event of termination, the Contractor shall be paid the portion of the compensation (of fixed fee, if applicable) for services performed in accordance with the Scope of Work under the terms of this Agreement due as the date of termination. Such payment shall be in full discharge and satisfaction of any claim contractor may have against City for lost profit, payment under the contract, or any other claim for damage or loss related to the contract. Continuing Service Agreements shall be reviewed annually t5o determine if rates should be adjusted and shall remain in full force and effect until terminated in writing by either party with 30 days' notice, or until the occurrence of such date or event that the parties have agreed in writing will terminate this Agreement. This Agreement may be terminated in whole or in aprt in writing by the 3�p Page 7 of 11 City in the event of failure by the Contractor to fulfill any of the terms and conditions of this agreement upon the giving of not less than five (5) calendar days prior written notice of intent to terminate in the manner provided in the Notice section (par.29). In the event of termination by the City for cause, the Contractor shall not be entitled to receive any further payment until the work is completed, or the City elects to proceed no further with the project, the Contractor shall be paid as follows: Any amount which was otherwise due and unpaid to the Contractor at the time of termination shall be applied to the costs and expenses of taking over and completing the project, or applied to the costs and expenses of closing out the project in the event the City elects not to proceed with the project. After application to such costs and expenses, any balance remaining of the amount due and unpaid at the time of termination shall be paid to the Contractor. 18.0 EQUAL EMPLOYMENT OPPORTUNITY. Executive Order 11246 and the implementing regulations at 41 CFR 60 prohibits Federal contractors and subcontractors from engaging in workplace employment discrimination on the basis of race, color, religion, sex, or national origin. The City shall include the provisions of this EEO article in every contract relating to this Grant agreement and shall require the inclusion of these provisions in every agreement entered into by any of its contractors, so that those provisions will be binding upon each contractor or subcontractor. A) The Contractor may not discriminate against any employee or applicant for employment because of race, religion, color, national origin, or because of age, physical handicap, sex, marital status, changes in marital status, pregnancy, or parenthood. The Contractor shall post in a conspicuous place, available to employees and applicants for employment, a notice setting out the provisions of this paragraph. B) The Contractor shall state in all solicitations or advertisements for employees to work on Authority funded projects, that this is an Equal Opportunity Employer (EEO) and that all qualified applications will receive consideration for employment without regard to their race, religion, color, national origin, age, physical handicap, sex, marital status, changes in marital status, pregnancy or parenthood. 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. 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. Page 8of11 Conflict of Interest. No officer or employee of the Department; no member, officer, or employee of the Contractor or its designees or agents; no member of the governing body of the jurisdiction in which the project is undertaken or located; and no other official of such locality or localities who exercises any functions or responsibilities with respect to the project during his or her tenure, shall have any personal or pecuniary gain or interest, direct or indirect, in any contract, subcontract, or the proceeds thereof, for work to be performed in connection with the project assisted under this Contract. The Contractor shall incorporate, or cause to incorporate, in all such contracts or subcontracts, a provision prohibiting such interest pursuant to the purpose of this provision. 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. 3$ Page 9 of 11 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 Agreement, an equitable adjustment will be negotiated. Such an adjustment may be: a. in the estimated cost or completion schedule, or both; b. in the amount of fee to be paid; and c. In such other provisions of the Agreement as may be affected, and the Agreement shall be modified in writing accordingly. 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 notice under this agreement shall be in writing and delivered in person, by mail, e-mail or fax. All notices shall be addressed to the party or 3 n Page 10 of 11 rrrrwrrn�rr parties at the address below or at such other addresses that the parties may, from time to time, direct in writing. Unless otherwise provided in the Agreement, any notice shall be deemed to have been given on the earlier of: a) actual delivery or refusal to accept delivery; b) the date of mailing by certified mail; c) the date facsimile transmittal is verified; or d) the date the d-mail is sent. City of Seward John Daley, PE Harbormaster R & M Consultants, Inc. PO Box 167 9101 Vanguard Drive Seward, Alaska 99664-0167 Anchorage, AK 99507 IN WITNESS WHEREOF, the parties have executed this Agreement. City of Seward R & M Con-. lta ts, Inc. By: James S. Hunt By: Fran r'a-t Title: City Manager Title: Sr. ■ice President-Engineering Date: Date: J , 30, 2014 ATTEST: Johanna Kinney, CMC City Clerk (city seal) 140 Page 11 of 11 �tti�'t�Fp Y° 4 44 Request for Proposals PROFESSIONAL ENGINEERING SERVICES NE Harbor Fish Cleaning Station Seward Small Boat Harbor Amendment Number 1 Revised May 23, 2014 Table of Contents 1. Project Overview 2 1.1 Project Background 2 1.2 Project Description 2 1.3 Project Site 2 1.4 Project Schedule 2 1.5 Project Budget 2 2. Selection Process 3 3. Scope of Work 3 4. Proposal Content and Format 3 4.1 Title Page 4 4.2 Letter of Transmittal 4 4.3 Table of Contents 4 4.4 Proposal Contents 4 5. Evaluation Criteria 6 6. Submittals 7 6.1 Deadline 8 6.2 Delivery Instructions 8 7. Required Additional Documentation 8 8. Additional Information 9 Non Collusion Form 10 Slime RFP-City of Seward 1 of 10 mrsouvirrimem Request for Proposals Engineering Services:NE Harbor Fish Cleaning Station Nord 1. Project Overview 1.1 Project Background The City of Seward owns the Seward Small Boat Harbor where vessels ranging from approximately 17 feet to 135 feet are moored by private and commercial vessel owners. At the NE corner of the harbor there is an existing fish cleaning station. The City now has secured $579,000 in federal funding to construct a new and improved fish cleaning station at a location near the existing facility. 1.2 Project Description The City of Seward requests professional services to design, permit, and manage the construction of a new fish cleaning station within the grant budget. See attached conceptual drawings. 1.3 Project Site Seward, Alaska is situated on Resurrection Bay on the southeast coast of the Kenai Peninsula. The subject fish cleaning will be located at the NE quadrant of the harbor at the south end of X Float Road. 1.4 Project Schedule May 9, 2014- RFP Released June 2, 2014- Proposals Due June 6, 2014- Notice of Intent June 13, 2014- Signed Consultant Contract Documents Received by City July 14, 2014- City Council Awards Contract August 15, 2014- 35% Design Completed September 17, 2014- 65% Design Completed October 22, 2014- Design Completed including plans and specifications November 26, 2014- Bid package ready for advertising 2015 through April 30, 2016- Construction period 1.5 Project Budget Design Engineering $52,200 Construction Mgmt $34,200 Engineering Contingency $9,600 Construction $425,000 Construction Contingency $58,000 Total Project Budget $579,000 RFP—City of Seward 2 of 10 1-I Request for Proposals Engineering Services:NE Harbor Fish Cleaning Station 2. Selection Process Proposals received in response to this RFP will be reviewed by the Project Selection Committee. The selection will be made on the basis of the scoring criteria outlined below and will comply with the City of Seward's procurement requirements to ensure fair and open competition. The top ranked respondents may be short listed. The Committee may, at its discretion, decide to interview the short listed firms. The Committee will recommend the most qualified, responsive and responsible proposer. The City of Seward will determine, in its own discretion, whether a proposer is responsive, responsible and qualified to perform the Contract, and which proposal, if any, is in the best interest of the City of Seward. The City reserves the right to reject any or all proposals and to waive any irregularities in the proposal process. A proposal, if selected will be selected in accordance with these Instructions and Seward City Code Title 6. 3. Scope of Work The successful proposer will provide the design and manage the construction of NE Harbor Fish Cleaning Station including all necessary structural and mechanical fixtures. The original design for this project was to be built on a pile supported *kw, platform. In order to minimize the cost, the project is now conceived as a floating structure attached to the bottom of the boat ramp boarding float (similar to the harbor's existing Q dock fish cleaning station. The boarding floats also need to be replaced. The project has both a Corps of Engineers permit POA11994-426-M8 and a State DNR AK0906-10AA. The Corps permit expires July 31, 2014. A potable water permit will be required from AKDEC. A programmatic Finding of Non- Significant Impact (FONSI) has already been secured by the grant agency. The successful proposer shall identify and prepare, in final form, all federal, state and local permit applications needed for this project. The City will review and submit the permits, including any associated fees. The successful proposer will answer questions and concerns that may arise from the regulatory agencies. The City's total approved project budget is $579,000. 4. Proposal Content and Format To achieve a uniform review process and obtain the maximum degree of comparability, each proposal shall be organized in the manner specified below. Title page (1 page maximum) Letter of Transmittal (2 pages maximum) Table of Contents (1 page maximum) Proposal Narrative (10 pages maximum) Attached Individual Project Member Resumes (no maximum) RFP-City of Seward 3 of 10 Request for Proposals Engineering Services:NE Harbor Fish Cleaning Station NINO One page is defined as one side of a standard 8 '/2 " by 11" sheet of paper. Submittals shall be presented in 8 '/s " by 11"format. Larger sheets may be included if folded to the 8 '/2" by 11" format. Larger sheets will count as two pages. Tabs and/or divider pages do not count against the maximums. Small print should be avoided. Photographs and maps will be included in the overall page count of the proposal narrative. The following addresses the specific content expected for each section. 4.1 Title Page At a minimum, the title page should show the RFP number; project title; firm name, address, and telephone number(s); name of contact person; and date. 4.2 Letter of Transmittal Identify this specific project, for which the proposal has been prepared. The letter should address your firm's understanding of the services to be performed and contain a positive commitment about the capabilities of the firm to provide the services requested. Provide the name(s) of the person(s) authorized to make representations for your firm, to include their title(s), address(es), and telephone number(s). The letter shall be signed by a corporate officer or other individual who has the authority to bind the firm. 4.3 Table of Contents Clearly identify the proposal contents by Section and page number. 4.4 Proposal Contents Proposals should provide information that addresses the evaluation criteria and selection process outlined in Section 7 below. Additionally, the proposal should contain, but not necessarily be limited to, the following items: 4.4.A Project Scopinq This section should outline the Proposer's understanding of and experience with conditions in and around the project area. At a minimum, this section should address the following: 1. Project goals and objectives appropriate to the scope of professional services and schedule. 2. Understanding of project area conditions, especially potential issues and conditions which may affect project goals and objectives. RFP-City of Seward 4 of 10 Request for Proposals Engineering Services: NE Harbor Fish Cleaning Station 4.4.B Project Methodology and Approach This section should present the Proposer's work plan. This work plan should demonstrate an understanding of the appropriate design process necessary to meet project goals and objectives. At a minimum, this section should address the following: 1. A methodology and approach that is tailored to the project's goals and objectives. 2. Project specific considerations that minimize or expand work plan components. An example would be the preparation of brief design memorandum rather than a full design study. 3. Illustrate Proposer's understanding of City and State procedures and policies, including the knowledge and experience with project permit and development procedures for city and state-funded projects. 4. Illustrate Proposer's knowledge and experience with similar projects. 4.4.0 Project Team and Area Experience This section should present the proposed project team. Only professionals Saw who will actively participate in technical project activities should be presented. At a minimum, this section should address the following for all professionals proposed for the project: 1. Proposed individuals for this project and qualifications to perform this assignment. 2. Experience with similar project assignments. 3. Experience with local government projects. 4. Previous experience with port and harbor development. 5. Current commitments for the duration of the proposed project. Clearly state the individuals' availability to the project during the proposed period of service. 6. Two or more project references (with current telephone numbers). 4.4.D Available Resources Provide information on resources available to your firm, which indicates that you have access to the services necessary to perform the work. 4.4.E Contractor Location Describe the firm's location where the primary services are to be provided and the ability to meet in person with Harbor personnel when required during the performance of the contract. St OK RFP-City of Seward 5 of 10 Request for Proposals Engineering Services:NE Harbor Fish Cleaning Station 5. Evaluation Criteria Submittals will be evaluated in accordance with the following criteria with a maximum possible of 100 points: Statement of Qualifications = 30 Points • Experience in Seward and/or Alaska with public harbor projects = 10 • Experience designing similar projects = 5 • Plan for Permitting = 15 Organizational Structure = 15 Points • Describe previous lawsuits involving the City of Seward (including judgments, settlements, or liquidated damages arising from previous engineering contracts) and ANY other legal conflicts during the past 5 years with all clients = 5 • Describe the approach to achieve the most cost efficient project = 10 References = 15 Points • Provide comprehensive list of local government customers over the past 5 years and at least 2 references with contact information = 5 • Phone call to references by City of Seward to ask these specific questions = 10 -Compliance with guidance and/or changing requirements? -Responsiveness to communications? -Completion on time and within budget? -Quality and timeliness of plans and specifications? -Accuracy and quality of billing and accounting information? Clarity of Proposal = 10 Points • Deliverables = 2 • Approach to the Project = 2 • Timeline = 2 • Permitting = 2 • Documentation = 2 Cost= 30 Points Project budget compared to proposed cost of services. The engineer's proposal shall reflect the designer's commitment to cost management. There will be no limit on the number of pages for the cost proposal. The City will score the cost proposal in the following manner: RFP-City of Seward 6 of 10 rT Y0 Request for Proposals Engineering Services:NE Harbor Fish Cleaning Station Lowest price proposal Current price proposal X 30 points So, if three proposals were received with fee estimates of$10,000 (Engineer A), $15,000 (Engineer B) , and $20,000 (Engineer C) the scores would be calculated as follows: A= 30 points B =20 points C = 15 points Evaluation of the proposals will be performed by a committee of individuals representing the City of Seward. The committee will rank the proposals as submitted. The City of Seward reserves the right to award Contract(s) solely on the written proposal. The City of Seward also reserves the right to request oral interviews with the highest-ranked firms (short list). The purpose of the interviews with the highest-ranked firms is to allow clarification upon the written responses. If interviews are conducted, the top firms will be short-listed. A second score sheet will be used to score those firms interviewed. The final selection will be based on the total of all evaluators' scores achieved on the second rating. The same categories and point range will be used during the second evaluation as for the first. The highest-ranked Proposer(s) after the second scoring, if performed, may be invited to enter into final negotiations with the City of Seward for the purposes of Contract Award. The City reserves the right to reject all proposals. All Proposer(s) must be a responsible proposer in accordance with Seward City Code Title 6. The proposals shall remain open and valid for 30 days. All proposals submitted become property of the City of Seward. No late submissions will be accepted. The City of Seward reserves the right in its sole and absolute discretion to reject any proposal, waive formalities or irregularities, if it is in the best interest of the City of Seward. There is no provision for a bid protest or challenge to the RFP review committee's scoring. The proposer with the highest total combined score may be invited to enter into final negotiations with the City of Seward for the purpose of the contract award. 6. Submittals Submit five (5) copies in a sealed envelope clearly marked as "NE Harbor Fish Cleaning Station Proposal." To be considered the proposal must be submitted in two parts. Parts one and two make up the proposal packet. 6.0 A Part One RFP-City of Seward 7 of 10 141 Request for Proposals Engineering Services:NE Harbor Fish Cleaning Station Part one must include information relating to the capabilities and experience of the proposer and the project team and all other information as outlined in the Proposal Content and Format (Section 5). Submit five (5) copies in a sealed envelope clearly marked as "NE Harbor Fish Cleaning Station Proposal-Part One." 6.0 B Part Two Part two will contain the fee and cost information required by this RFP. Submit one (1) copy of the fee and cost information in a separate sealed envelope clearly marked as "NE Harbor Fish Cleaning Station Proposal-Part Two." 6.1 Deadline All Proposals must be received no later than 4pm Alaska Time on June 2, 2014. 6.2 Delivery Instructions Address the envelopes to: Attn: Seward City Clerk's Office City of Seward PO Box 167 Seward, Alaska 99664 Or hand or courier deliver sealed envelopes to: Seward City Clerk's Office City of Seward-City Hall 410 Adams Street Seward, Alaska 99664 Proposals packets must be delivered to the address below, on or before the deadline. All copies of proposal packets must be received in one sealed envelope or box plainly labeled as "NE Harbor Fish Cleaning Station Proposal." Electronic or Faxed proposal submittals will not be accepted. 7. Required Additional Documentation In order to be considered responsive, a copy of the Proposers State of Alaska Business License, signed non-collusion affidavit and acknowledgement of addenda must be included in the submitted proposal packet part one. The successful proposer will be required to obtain a City of Seward Business License. The successful proposer will also be required to carry insurance to indemnify the City of Seward. Insurance requirements are outlined in the Sample Professional Services Contract, available for viewing by request from mfunk(a�cityofseward.net. Failure to provide required documentation by the successful proposer within 5 days following notice of intent to award will result in the city moving to the next highest scored proposal. RFP-City of Seward 8 of 10 5 Request for Proposals Engineering Services:NE Harbor Fish Cleaning Station *lbw 8. Additional Information Questions regarding the project or this RFP should be submitted in writing to the contact below. Substantive issues will be addressed in a written addendum to the RFP: Mack Funk, Harbormaster City of Seward PO Box 167, Seward, Alaska 99664 (907) 224-4357 or mfunkna cityofseward.net *tow RFP-City of Seward 9 of 10 q Request for Proposals Engineering Services:NE Harbor Fish Cleaning Station NE Harbor Fish Cleaning Station Seward Small boat Harbor REQUEST for ENGINEERING SERVICES NON-COLLUSION AFFIDAVIT UNITED STATES OF AMERICA ) ) ss. STATE OF ALASKA ) I, of being duly sworn, do depose and state: That I, and the firm, association or corporation of which I am a member, a proposer on the agreement to be awarded by the City of Seward,Alaska to provide all materials, to the City of Seward in the State of Alaska, have not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with such agreement. Printed Name Signature Subscribed and sworn to me this day of , 2014. Notary Public My Commission Expires 10 of 10 RFP-City of Seward Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2014-057 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO SUBMIT A MUNICIPAL HARBOR FACILITY GRANT APPLICATION TO THE STATE OF ALASKA, DEPARTMENT OF TRANSPORTATION AND PUBLIC FACILITIES IN THE AMOUNT OF $2.684 MILLION FOR THE REPLACEMENT OF B, C,AND S FLOATS IN THE SEWARD HARBOR WHEREAS, the State of Alaska, Department of Transportation and Public Facilities administers the Municipal Harbor Facility Grant Program; and WHEREAS, the City of Seward owns and maintains the Seward Harbor and is eligible for a Municipal Harbor Facility grant; and WHEREAS, B, C, and S floats were constructed in the 1960's and they have reached the end of their useful lives; and WHEREAS, the City of Seward has the required 50% in local matching funds for construction of the B, C, and S Float Replacement Project per the Harbor Facility Grant program; and WHEREAS, the City of Seward is capable of completing the B, C, and S Float Replacement Project within eighteen (18) months after award of a Harbor Facility Grant; and WHEREAS, the Seward Small Boat Harbor is critical to the City of Seward. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA: Section 1. The City Manager is authorized to submit a proposal to the Department of Transportation and Public Facilities for the replacement of B, C, and S Floats in the amount of $2.684 Million. Section 2. The City of Seward supports the project entitled B, C, and S Float Replacement Project and agrees, subject to available Alaska Legislative funding and selection by DOT&PF, to enter into a grant agreement with the State of Alaska, Department of Transportation and Public Facilities for a Harbor Facility Grant. Section 3. Subject to available Alaska Legislature funding and selection by the Shrew Department of Transportation and Public Facilities, the City of Seward will enter into a grant 51 rr► CITY OF SEWARD, ALASKA RESOLUTION 2014-057 agreement with the State of Alaska Department of Transportation and Public Facilities for a SY2016 Municipal Harbor Facility Grant. Section 4. The Seward City Council confirms its intent to utilize internal City funds to match grant funds for this project. Section 5. This resolution shall take effect immediately. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 14th day of July 2014. THE CITY OF SEWARD, ALASKA Jean Bardarson, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) 5z Agenda Statement '{of s Meeting Date: July 14, 2014 To: City Council '4tas+�4' Through: City Manager Jim Hunt From: Mack Funk, Harbormaster Agenda Item: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO SUBMIT A MUNICIPAL HARBOR FACILITY GRANT APPLICATION TO THE STATE OF ALASKA, DEPARTMENT OF TRANSPORTATION AND PUBLIC FACILITIES IN THE AMOUNT OF $2.684 MILLION FOR THE REPLACEMENT OF B, C,AND S FLOATS IN THE SEWARD HARBOR BACKGROUND & JUSTIFICATION: Project Summary Now is the time to replace the remaining docks in the southwesterly corner of the Small Boat Harbor. The administration's recommendations are based on the 2011 detailed engineering report as modified by experience and funding limitations. On or before August 1, 2014 a grant *fkir9 application will be submitted to the State of Alaska Department of Transportation and Public Facilities' (DOT&PF) Municipal Harbor Facility Grant program. If successful, the state funds for construction would be available in mid-2015. In order to be awarded a grant, the City must identify the local matching funds now. Per the attached engineer's drawing, the scope of the project is proposed as follows: 1) Replace C dock in place. 2) Replace B dock in place. 3) Remove fingers from the north side of A dock using harbor labor. 4) Remove B dock to be rennovated and reinstalled at the S float location, for side tie, linear moorage. 5) Renovate the relocated B dock to include additional floatation. Install bullrails across former finger float access and provide water service and fire protection. Electrical service may be included as an additive alternate. 6) Replace trestle and gangway at S dock. 7) Drive new pilings B, C, and S docks. 8) At the top of B dock, reuse the nearly new, 100-foot, fully compliant with Americans with Disability Act (ADA) aluminum gangway set aside during the D dock project. 9) In order to accommodate the ADA gangway, reduce the length of the B dock trestle and tie the new trestle in at Saltwater Safari.. 10) Replace G dock (headwalk) between B & D docks. DOT Grant Program 100, The Municipal Harbor Facility Grant Program is managed by DOT&PF. The program provides 50/50 matching funds to eligible applicants. The program was created in 2006, but not funded until 2007. The legislature supplied funding in subsequent years (but not in 2009). The 53 rr money can only be used for construction ready projects, not for planning or engineering. This grant program is funded on an annual basis at the discretion of the Alaska Legislature and consists of two tiers, Tier I and II. This application will be submitted in the Tier I category. The first tier has priority and consists of major maintenance and repair of a harbor facility that was previously owned by the state and now is municipally or regional housing authority owned. A harbor facility may only receive one Tier I grant regardless if it is for all or only a portion of that harbor facility. The boundaries of a Tier I harbor facility will be based on the department's 1995 Alaska Harbor Directory or as determined by the department. Once a Tier I eligible harbor facility receives a Tier I grant, the status of that harbor facility changes from Tier I to Tier II henceforth. After all eligible Tier I projects have been selected, the department will consider Tier II projects. With State revenues projected to decline over the next few years, funding for the municipal Harbor Facility Grant Program will be a bigger challenge for the Legislature, therefore the Administration recommends getting our application in soon before the fund is depleted. The City of Seward has applied twice for these grants before (both times as Tier II) and was successful once. This program paid for one-half of the D Float Replacement Project. Project Need Statement This project will replace docks that are almost fifty years old. This project has been included in the City's Capital Improvement Plan since 2009 (see attached Harbor Five-Year CIP). The 2011 report (see attached photos) recommended a four-phase approach to the dock replacement problem. During 2013-14 the City replaced D Float-- the first phase of the recommended work. The remaining docks are unsafe. The floating docks are slowly sinking- the freeboard distance from the deck to the water, averages about half of a new dock (approximately 20 inches). The current docks do not float level- they are twisting, bending and listing. The deck height above the water varies widely from 5 inches to 15 inches. The connecting hardware between the main walkway and the finger floats is rusting; the harbor has installed heavy rubber belt material to try to strengthen and cushion the connection between the two dock components. Still, many of the walking surfaces on the docks are not very stable. The wooden timbers are rotting, Customers have installed outdoor carpeting that has becomve very unattractive. A 2011 windstorm caused a broken piling (see attached damage report). This project will replace the old, creosote treated pilings with fewer and stronger galvanized steel pilings. The new gangway will be less than half the slope angle of the current gangway and it will be fully ADA compliant. Replacing the old docks is the best way to solve these safety and environmental issues and improve the economic viability of the Seward Small Boat Harbor. The engineer's report recommended that Phase Two should be S Float Replacement, Phase Three should be Boat Ramp Improvements, and Phase Four should be A, B, C, and G Float Replacement. The recommended approach would complete Phase Two and most of Phase Four. It appears that Phase Three, the South Boat Ramp Improvements can be partially funded by another grant opportunity, so postponement of that phase is recommended. Another modification to the 2011 engineer's recommendations is intended to save money by renovating and reusing B float in place of S float. Currently, the spacing between B and C floats is too narrow. In order to provide a safer facility, the new float layout will have fewer small slips because one half of A float and all of S float will no longer have stalls,but only linear moorage. Plan to Fund, Construct,and Maintain the New Docks In the fall of 2014, after the grant application has been evaluated and it appears that state funding is likely to be secured, the City will select and hire an engineer to finalize the design of *id the new docks by April 15, 2015. (One preparatory step has already been completed. The 5J-1 asbestos cement board was professionally removed from these docks in January 2013). After design, the next step will be to execute a construction contract with the goal of installing the new docks no later than April 15, 2016. The City will be regularly evaluating progress to ensure that the project is completed on time and within budget. Keeping the nearly fifty-year old docks functional is getting to be a greater and greater challenge. Replacing the docks will reduce maintenance costs (estimated at $20,000 per year) and minimize the possibility of an injury claim caused by an unsafe condition (estimated cost factor of$10,000 per year). This project's successful completion will mean that within the last ten years every quadrant of the harbor has new infrastructure. INTENT: To authorize the grant application to the state Municipal Harbor Facility Grant Program in the amount of$2.684 Million. CONSISTENCY CHECKLIST: Yes No N/A 2020 Seward Comprehensive Plan (page 23): Create a thriving port of 1. Seward through harbor improvements, infrastructure expansion, and X implementation of management plans. 2 City of Seward Strategic Plan (page 7): Complete the renovation of the X Small Boat Harbor 3. Other: FISCAL NOTE: The Administration's goal is to purchase and install the new docks without raising moorage rates (beyond the annual cost of living adjustments). The Harbor Enterprise Fund currently has more than $6 Million in long term debt. Annual harbor debt service is approximately $732,086. As you may recall, in 2009, the Harbor did not meet its revenue coverage ratios as required by bond covenants. Since the dock cannot generate enough income to support the debt service for another revenue bond, the Administration's recommended plan is to use borrowed funds from other City Funds. The final details of the loans can be worked out at a future date (by mid-2015). Now, the Council's commitment to finance the local match is what is required. Approved by Finance Department: ATTORNEY REVIEW: Yes No RECOMMENDATION: Council approve Resolution 2014-01, authorizing the City Manager to apply to the state Harbor Matching Grant program for$2.684 Million. 56 ATI AL .I I ASK A �J AsKA. 807 G Street Suite 356 Anchorage,AK 99501 1 i D.CJF <:•i ce Toll Free in AK(800)337-3682 P(907)258-2625 F(907)279-3615 J Al C( A f iU..i vc:' Today's Date:11-23-11 Property Loss Notice. Member Participant: Name:City of Seward Business Phone:907-224-3138 Fax:907-224-7187 Cell: Email:nregis @cityofseward.net Broker Name: Contact: Name:Norman Regis .. Phone Number:907-224-3138 Fax:907-224-3138 Cell: Email:nregis @cityofseward.net Date&Time of Loss: Date:11-16-11 Time-7777 ►1 AM n PM Loss: Location of Loss:C-15/17 slip Police or Fire Department to which reported:none Kind of Loss: ❑Fire ❑Lightening ❑ Flood ❑Other(explain): ❑Theft ❑Hail El Wind svoid Estimated cost of damage: Description of loss&damage(use separate sheet if necessary): two boats tied up on C-15/17 high winds blew the boats side ways snapping the piling the two boats were remove from that finger float pictures were taken of the piling before it was removed due to it could posibly damage a boat if it listed any more. 7' --Remarks/Other insurance(list companies, policy numbers,coverages&policy amounts): After a loss, please work quickly to mitigate the damage and prevent additional damage. It is important to save all receipts for materials purchased to clean up and do immediate mitigation repairs. Prior to discarding any contents damaged in this incident, please make a content list of what was thrown away, photograph the item(if possible)and make sure the item is not salvageable. Member Participant Signature: Print Name:Norman Regis City of Seward Small Boat Harbor SOUTHWEST HARBOR RENOVATION PHASE 2: B, Co AND S FLOATS Base Bid Items: 1 Mobilization/Demobilization 1 LS $ 250,000 $ 250,000 2 Construction Survey 1 LS $ 25,000 $ 25,000 3 Demolition and Salvage 1 LS $ 270,000 $ 270,000 4 Wildlife Observer 1 LS $ 65,000 $ 65,000 5 B Float Gangway Abutment 1 LS $ 120,000 $ 120,000 6 S Float Gangway Abutment 1 LS $ 40,000 $ 40,000 7 Refurbish B Float, Install as new S Float 1 LS $ 30,000 $ 30,000 8 F&I 10'Wide Headwalk Floats 2800 SF $ 75 $ 210,000 9 F&I 10"Wide Main Floats 9360 SF $ 75 $ 702,000 10 F&I 4'X 32'Stall Floats 56 EA $ 12,000 $ 672,000 11 Float Transition Assemblies 2 EA $ 5,000 $ 10,000 12 F&I 20x40 Gangway Landing Float at G Float 1 EA $ 73,000 $ 73,000 13 F&I 16x20 Gangway Landing Float at S Float 1 EA $ 29,000 $ 29,000 14 Leveling Flotation Furnished 50 EA $ 100 $ 5,000 15 Leveling Flotation Installed 50 EA $ 300 $ 15,000 16 Install Owner Supplied 100-ft Gangway at B Float 1 LS $ 20,000 $ 20,000 17 F&I 6x80 Gangway at S Float 1 LS $ 70,000 $ 70,000 18 16" Dia Galv Steel Piles, Furnished 6480 LF $ 75 $ 486,000 19 16" Dia Galv Steel Piles Driven 108 EA $ 3,000 $ 324,000 20 F&I Potable Water System(B&C Floats) 1 LS $ 123,700 $ 123,700 21 F&I Dry Fire Suppression System (B&C Floats) 1 LS $ 111,330 $ 111,330 22 F&I Potable Water System (S Floats) 1 LS $ 43,000 $ 43,000 23 F&I Dry Fire Suppression System (S Float) 1 LS $ 38,700 $ 38,700 24 Upland waterline service to S Float 1 LS $ 22,500 $ 22,500 25 New Backflow Preventer at S Float 1 LS $ 35,000 $ 35,000 26 F&I Fire Extinguishers and Cabinets 11 EA $ 1,200 $ 13,200 27 F&I Life Ring and Cabinet 11 EA $ 1,200 $ 13,200 28 F&l Safety Ladders(upNout) 55 EA $ 550 $ 30,250 29 F&I Anodes 108 EA $ 1,100 $ 118,800 30 Power and Lighting Systems (B&C Float only) 1 LS $ 397,950 $ 397,950 Subtotal Base Bid Items: $ 4,363,630 Summary Construction Total $ 4,363,630 Estimate Contingency(concept level) 20% $ 872,726 Owner's/Construction Contingency 3% $ 130,909 Engineering&Construction Administration 12% $ 644,072 57 Page 1 of 1 6/20/2014 SIYO1 i S V'O'S:Z 3SVHd aa p06PZZSL06 aep LOLRZSL06:amid 6 w071osuww381ewa.w0r31sumwd NOLLVAON321 HOSHVH isama os 10566 e1sgtl'66ei6ypuV `^ J All IAlll //� $ r W r arg3p p3enfiueA 1016 a vM35 JO /`.-•I J li e'•, dY r' / () C w Z., ,NI'SINVLVISNO7 Win :' ° = q p m /' 3 1 i',t a}.4€ VO a 6 [ I 0t) ILI -J 3 ill 1111111 ® I I II Hil I I _ 4 ‘. 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A Float Rotten BulIrail u ,--s -a= _ Corroded Hinge k F xG - �'xt t`? r F- _ : r TS r3 g At. i,1;4: ,. s 2 4 3 : rte., • S Float Grass and Rot A C Float Finger and Hinge 0 imisiggionnimilmiiiMir ►IP .5 i .4 ,,i - Ate. 1 i 1y.•`�((`+[Y a Q` I ‘.0t♦I ∎•, � Ii I�- '' � -^i '.. :I.'-', [mac_ 1DiIt_ ,fit ,' '=2- , ,-..,..- ink :6-'t-• �-";III' i -a1 ���I e + ,i + - - Q - - 141 Z1 •". __ IR f / ��°�/ ir - ; , >• .fie_, ,mot --. ; .. S Dock The S stands for snake . The dock is bent in three directions. City of Seward Capital Improvement Plan Harbor-Related.Capital Projects 2012 and 2013 1 LNew or Project Funding Source Project Description Replace Year Cost City Portion Other Portion Source Remodel harbormaster restrooms R 2012 $100,000 $100,000 State grant Replace fish waste barges R 2012 $70,000 $70,000 RPplecp trash dnmpeters R 2013 640,000 Used Oil Stations maintenance R 2012 $60,000 D-Ooatreplacement It 2013 $2,363,000 $2,363,000 City/State Other Future Projects Replace floats A,B,C,S R $6,100,000 $6,100,000 City/State $225,000 $225,000 Grant 22° IZ/20 1 X $2,250,000 $2,250,000 City/State $2,000,000 $2 000,000 City/State $5,500,000 Grant/Harbor trP $3,000,000 Federal $25,000 $6,500,000 Grant/Harbor $50,000 Harbor 5500,000 6500,000 Harbor/Parking $850,000 State/Harbor $2,600,000 State/Harbor / � IZ " O e ,f $25.733,000 $13,508,000 $6,600,000 iiini <y<% yiFS E;s e :>:i4i>iE=��; ssss:; :i::i2;:i 3:':c:S:i:i: ::ii.:: i:';:: sz9(rip oh?ci __,_, ,__,_, ,_.—,--, ,--.—'%%'%'f.,':',I*1:i:l:::::1::e::l;1::g:i:l:::::::::I.:::i::: :::::::::::::::::::::::i::::::::::3::::*:::i:: :: :;;:::::;:::i :::::::: t itora (l City of Seward Capital Improvement Plan ✓' Harbor-Related Capital Projects Nand 2014 and 2016 Critical-Rink-C New or Project High.Riak-H • Funding Source Project Descrinuon Replace Year Coat Moderate-Risk Jrl Ci1Portion Other Portion Source D•float replacement It 201312014 $2,360,000 C $1.180.000 51,180,000 MRRF/State Harbormaster restrooma It 201312014 5180,000 H $I30,000 State grant 5-Ton crane N 2019 j,).a800If^J11' t4ew .}.4.130:000- City NE Fish cleaning station N 2014 5579.000 New $579.000 State grant Replace trash dumpaters R 2019 $70,000 H $70.000 City Replace floats A,B.C,S R 2015 56,100,000 H 53.050.000 $3.050,000 City/State vtti $500.000 New $250,000 5250.000 Harbor/Grant U14 (zo5, $2,250,000 M 51,125,000 51,125.000 City/State $1,000,000 M $1,000.000 State $1,000,000 M $1.000,000 State crr $200.000 New $200,000 State $500,000 New 5600.000 City $4,000,000 New $2,000,000 $2,000,000 City/State $200,000 New $100,000 $100,000 City/State /� $2,600,000 New $2,600,000 State I it ow / z 521,639.000 $8,425,000 $13,214,000 ....:;y.....:`sl s.,,,'.v?'r'....:.k{•F:i:.•;•r••.:�:::;,:::{;k%w••:.i:• '`ii i A:. 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V Fe 3 _g Z I. r i N.-, Q 7 O Q v s 0 2 a l03 Sponsored by: Hunt Nerd CITY OF SEWARD, ALASKA RESOLUTION 2014-058 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING PURCHASE OF TWO USED FORD F-250 TRUCKS IN THE AMOUNT OF$7,500 AND$8,000,AND APPROPRIATING FUNDS WHEREAS, the City of Seward's Motor Pool Replacement Plan guides the City's replacement of existing heavy equipment and passenger vehicle fleet; and WHEREAS, through public auction at Ritchie Brothers Auctions, the City is able to purchase two used Ford F-250 work trucks at significant cost savings, to replace a 1988 Street department truck and a 1999 Parks Maintenance truck; and WHEREAS, the Street department truck was included in the 2015 budget at an estimated replacement cost (new) of$50,000 and the Parks Maintenance truck was slated for replacement in the Motor Pool Replacement Plan in 2012 but was not in the budget; and WHEREAS,the Street department truck is a used 2005 Ford F250 with a Blue Book value of between$18,426 and$20,976(fair to excellent condition),at a cost of$8,000,and the Parks truck is a used 2007 Ford F250 with a Blue Book value of between$22,330 and$24,180(fair to excellent condition) at a cost of$7,500, and both vehicles' car fax /auto check vehicle history reports show high scores, no accidents, and a positive vehicle history; and WHEREAS,in accordance with Seward City Code 6.10.125,the City Council may find that it is in the public interest to waive competitive procurement requirements and purchase used,rather than new, equipment. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is hereby authorized to purchase two used Ford F250 trucks in a total amount not to exceed $15,500 plus administrative fee and insurance of$447.50, for a total combined cost of$15,947.50 for the two vehicles. Section 2. The Seward City Council hereby finds it in the public interest to waive the competitive procurement requirements per Seward City Code 6.10.125 which exempts the procurement of used equipment from competitive procurement, for the purchase of two trucks. Section 3. Funding in the amount of$15,947.50 is hereby appropriated from the Motor Pool Reserves account no. 03000-0000-3400 to the equipment expense account no. 03000-0000-8103. Section 4. This resolution shall take affect immediately upon its adoption. lOH CITY OF SEWARD, ALASKA RESOLUTION 2014-058 PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 14th day of July, 2014. THE CITY OF SEWARD, ALASKA Jean Bardarson, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) �5 Agenda Statement Meeting Date: July 14, 2014 4 o SEA To: City Council u ( . .,� a ti From: Jim Hunt, City Manager q t Ik Agenda Item: Purchase of Two Used Trucks BACKGROUND & JUSTIFICATION: The City utilizes the Motor Pool Replacement Plan("Plan")to guide replacement of its vehicle and equipment fleet. The City has an opportunity to purchase two used Ford F250 trucks through Ritchie Brothers Auctions,at a significant cost savings,to replace a 1988 street department truck and a 1999 parks maintenance truck. The street department truck was budgeted for replacement in 2015 at an estimated cost (new) of$50,000, and while the parks maintenance truck was not included in the budget, it was recommended for replacement in 2012 in the Plan. The Street department truck is a used 2005 Ford F250 with a Blue Book value of between$18,426 and $20,976, and a cost of$8,000, with 100K miles. The Parks Maintenance truck is a used Ford F250 with a Blue Book value of between$22,330 and$24,180,at a cost of$7,500. Staff researched the car fax/auto check vehicle history for these two particular YIN numbers, and the vehicles both scored high(92 and 95 out of 100 points)compared with other vehicles the same age. {See attached Blue Book and Auto Check reports) INTENT: Seek Council approval to purchase two used trucks to replace a 1988 truck in the Street department and a 1999 truck in the Parks Maintenance department. CONSISTENCY CHECKLIST: Yes No N/A 1. Motor Pool Replacement Plan X 2 Other: 2009 Enterprise Study (page 44) seeking funding to replace aging X equipment, and Motor Pool Replacement Plan. 3. Other: ' X FISCAL NOTE: Funding for this purchase is available in the Motor Pool Fund, and will come in under the budgeted price for a new Street vehicle. Approved by Finance Department: RECOMMENDATION: City Council approve the purchase of two used Ford F250 trucks for the Street and Parks Maintenance departments, with funding from the Motor Pool Fund. l0(° Kelley Blue Book Page 1 of 2 rat BLUEBi01(: Kelley B'ue Book The Trusted Resource kc Advertisement Why ads? Buy from a Private Party Used 2005 Ford F250 Super Duty Crew Cab Pricing Report GoPub 1 t G (A)0( Good Very Good Condition Condition Excellent $19,876 $20,426 Condition (S 9$/mo.i. $20,976 Fair Style:Lariat Pickup 40 6 3/4 ft Condition n Mileage:10o,593 $18,426 Qe,0 V5 N D00 BLUE 2004 Vehicle Highlights Private Party Values valid for your area through 7/2/20 Fuel Economy: Max Seating:6 N/A Doors:4 Engine:V8,Turbo Dsl 6.0L Drivetrain:4WD Transmission:Automatic EPA Class:Standard Pickup Trucks Body Style:Pickup Country of Origin:United States Country of Assembly:United States Your Configured Options Our pre-selected options,based on typical equipment for this car. ✓Options that you added while configuring this car, Engine Steering Exterior V8,Turbo Dsl 6.OL Power Steering ✓ Running Boards Transmission Tilt Wheel Cargo and Towing Automatic Entertainment and Instrumentation ✓ Bed Liner Drivetrain AM/FM Stereo Towing Pkg 4WD CD(Single Disc) Wheels and Tires Braking and Traction Safety and Security Alloy Wheels ABS(4-Wheel) Dual Air Bags Comfort and Convenience Seats Air Conditioning Dual Power Seats Sliding Rear Window Leather Power Windows Roof and Glass Power Door Locks ✓ Sun Roof(Sliding) Cruise Control Glossary of Terms Slime Tip: Suggested Retail Price-Suggested Retail Price is representative of dealers'asking prices.It assumes that the vehicle has been fully reconditioned and takes into account the dealers'profit and costs for http://www.kbb.com/ford/f250-super-duty-crew-cab/2005-ford-f250-super-d... 7/2/2014 AutoCheck Vehicle History Reports: VIN Check, Your Report Page 1 of 1 /AutoCh.ck part of Experian AutoCheck Vehicle History Report 2005 Ford F250 Super Duty Harley Davidson I King Ranch / Lariat / XL / XLT Report Run Date:2014-07-03 01:30:38.013 EDT Report Summary VIN: 1 FTSW21 P05EC32798 Class: Pickup- Full Sized Year:2005 Engine: 6.0L V8 Fl Make: Ford Country of Assembly: United States Model: F250 Super Duty Harley Davidson/King Vehicle Age: 9 year(s) Ranch/Lariat/XL/XLT Calculated Owners:2 Style/Body:Crew Cab 4D GOAccidentCheck This vehicle qualifies for Buyback Protection Reported accidents:0 .tgacfrerit The AutoCheck Score 61 Title and ProblemCheck is a summary of your Your vehicle checks out! ,AutcrhtlC Sr vehicle's history. It lets f - ?'=^ you compare similar vehicles with ease. OdometerCheck Your vehicle checks out! Last Reported Odometer:37,021 0 Vehicle Use and EventCheCk This vehicle qualifies for Buyback Protection Specific vehicle use(s)or events reported Safeguard your investment with AutoCheck YIkr= Buyback Protection. It reduces the risk in BUYBACK va1).rc"e10 buying a used vehicle. t. war lOu https://www.autocheck.com/consumers/reportSubmitAction.do 7/2/2014 Kelley Blue Book Page 1 of 2 8I.0 GOK Kelley Blue Book The Trusted Resource' . , ark 11111111, 1-et, 1 Advertisement Why ads? 1 Buy from a Private Party Used 2007 Ford F250 Super Duty Crew Cab Pa CIC4 afzi ie6c, j Pricing Report Guod Very Good Condition Condition Excellent 1 $23,380 $23,730 Condition MG-Wmo.} $24,180 Fair Style:XL Pickup 4D 8 ft 322Condition ��aRp'rt RANGE Mileage:48,329 ,330 .41qty- :�.ter.- `` , Ys �SDO q. ------4 BLUE BOOK Vehicle Highlights Private Party Values valid for your area through 7/2/2014 I Fuel Economy: Max Seating:6 1 N/A Doors:4 Engine:V8,Turbo Dsl 6.0L i Drivetrain:4WD Transmission:Automatic EPA Class:Standard Pickup Trucks Body Style:Pickup I Country of Origin:United States Country of Assembly:United States 1 Your Configured Options Our pre-selected options,based on typical equipment for this car. ✓Options that you added while configuring this car. I Engine Comfort and Convenience Exterior I I ✓ V8,Turbo Dsl 6.0L Air Conditioning ✓ Running Boards Transmission Steering Cargo and Towing Automatic Power Steering Towing Pkg Drivetrain Entertainment and Instrumentation Wheels and Tires ✓ 4WD AM/FM Stereo Steel Wheels Braking and Traction Safety and Security ABS(4-Wheel) Dual Air Bags I Glossary of Terms Tip: Suggested Retail Price-Suggested Retail Price is representative of dealers'asking prices.It assumes that the vehicle has been fully reconditioned and takes into account the dealers'profit and costs for Kelley Blue Book pricing is advertising.The final sale price will likely be less,depending on the car's actual condition,popularity, based on actual transactions warranty and local market factors. and adjusted regularly as market Kelley Blue Book®Fair Purchase Price(Used Car)-This is the price people are typically paying a conditions change. dealer for a used car with typical mileage in good condition or better.This price is based on actual used- car transactions and adjusted regularly as market conditions change. Fair Market Range(Used Car)-The Fair Market Range is Kelley Blue Book's estimate of what you can reasonably expect to pay this week for a vehicle with typical mileage and configured with your selected http://www.kbb.com/ford/f250-super-duty-crew-cab/2007-ford-f250-super-d... 7/2/2014 AutoCheck Vehicle History Reports: VIN Check, Your Report Page 1 of 5 Auto Chock A part of E per an AutoCheck Vehicle History Report 2007 Ford F250 Super Duty Harley Davidson / King Ranch / Lariat / XL / XLT Report Run Date:2014-07-03 00:20:49.547 EDT Report Summary VIN: 1 FTSW21 P67EA56231 Class: Pickup- Full Sized Year: 2007 Engine: 6.0L V8 Fl Make: Ford Country of Assembly: United States Model: F250 Super Duty Harley Davidson/King Vehicle Age: 7 year(s) Ranch/Lariat/XL/XLT Calculated Owners: 1 Style/Body: Crew Cab 4D 0. AccidentCheck Reported d accid ents:0 This vehicle qualifies for Buyback Protection accidents: yfau,!!Ch,eek The AutoCheck Score 0 Title and ProblemCheck is a summary of your Autcrhekc°'` �� vehicle's history. It lets Your vehicle checks out! � ,_f.,c ,tc�ni K w, you compare similar OdometerCheck vehicles with ease. Your vehicle checks out! Last Reported Odometer.42,975 Vehicle Use and EventCheck This vehicle qualifies for Buyback Protection Specific vehicle use(s)or events Mir reported Safeguard your investment with AutoCheck ,, Buyback Protection. It reduces the risk in BUYBACK °Tc T'°'{ buying a used vehicle. Y ' vitiut Niumid r(C) https://www.autocheck.com/consumers/reportSubmitAction.do 7/2/2014 City of Seward, Alaska City Council Minutes April 28, 2014 Volume 39, Page 1rr CALL TO ORDER The April 28, 2014 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor Jean Bardarson. OPENING CEREMONY Police Chief Tom Clemons led the Pledge of Allegiance to the flag. ROLL CALL There were present: Jean Bardarson presiding and Ristine Casagranda Christy Terry Marianna Keil David Squires Iris Darling comprising a quorum of the Council; and Jim Hunt, City Manager Johanna Kinney, City Clerk Nanci Richey, Administrative Assistant Absent—Butts CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Brad Snowden reiterated his interest regarding the opportunity to have a memorandum of understanding with the City of Seward to research and develop a cruise shop dock in downtown Seward. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Terry/Keil) Approval of Agenda and Consent Agenda Terry added Resolution 2014-040 to the consent agenda. Under Other New Business Items,Terry combined the following agenda items into one agenda item: schedule a follow-up Work Session to discuss the Air Force Recreation Camp Property, schedule a follow up Work Session to discuss the Electric Pole Yard located at 11555 Seward Highway, schedule a Work Session to discuss the Department of Transportation(DOT)property,and schedule a Work Session to review all city-owned property. Terry pulled Resolution 2014-037 off the consent agenda. q City of Seward, Alaska City Council Minutes April 28, 2014 Volume 39, Page Motion Passed Unanimous The clerk read the following approved consent agenda items: Resolution 2014-036 Adopting The Planning And Zoning Commission Priorities From April 2014 To April 2015. Resolution 2014-038, In Support And Approval Of The Seward Historic Preservation Commission 2014-2015. Resolution 2014-040, Accepting A Grant In The Amount Of $1,100.85 from The Alaska Highway Safety Office For The Click It Or Ticket Campaign During The 2014 Enforcement Period Of May 19 -June 1,2014,And Appropriating Funds. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards Proclamation recognizing Lieutenant Louis Tiner for 28 years of service on the Seward Police Department. National Public Safety Telecommunications Week Proclamation. Chamber of Commerce Report, Cindy Clock stated the Seward Industry Outlook Forum scheduled for May 8 and 9,2014 had been postponed. The Kodiak ComFish Alaska Show attended by Cindy Clock,Harbormaster Mack Funk and Andrew Mezirow from AVTEC was worth the time and resources. Clock announced upcoming events in Seward including chamber luncheons on May 2, 2014 with Andrew Mezirow speaking on the new fishing catch share plan, and May 16, 2014 with Nicole Shuh speaking from the Alaska Chamber. Other events included a Chamber of Commerce Open House on May 16,2014,the Military Appreciation Picnic headed up by the American Legion Post Five, the Combat Fishing Tournament, the Seward Harbor Opening, Lemonade Day and the Core Group Revitalization Meeting. City Manager's Report, City Manager Jim Hunt stated there were no purchase orders between $10,000 and $50,000 approved by the City Manager since the last council meeting. In Public Works,the Dairy Hill Drainage Mitigation project had begun.The project would be completed by the end of May,2014. In order to mitigate Lowell Point Sewage Lagoon issues,Public Works staff had found surface aeration systems in Anchorage and Canada and would discuss prices. Staff had been seeking approval from the Department of Environmental Conservation to utilize either of these surface aeration systems to minimize the odors this summer. Once that authorization had taken place, staff would move forward on the project early May. A representative from Alaska Rural Water had been in Seward assisting with gathering biological data to assist in the odor solution. Public Works expected engineering of the streets would take place over the summer of 2014. Road paving would take place the summer of 2015 and funding for roads would not be lost. The ADA Sidewalk Improvement Project would be done May,2014.There were some maintenance issues at City Hall that required closing the building April 23,2014 and April 24,2014. A few small 12- City of Seward, Alaska City Council Minutes April 28, 2014 Volume 39, Page sections of carpet would be replaced that were affected by flooding and staff was working on obtaining quotes. In the Electric Department, City Council members were invited to tour Chugach Electric's Southcentral Power Project (SPP) and Homer Electric's Bradley Lake Hydroelectric Facility. The railbelt utilities were initiating plans to set up an economic dispatch center. Conceptually, there would be one place dispatching generation for all the utilities on the railbelt which would schedule the most economical generation to all participants. The Alaska Railbelt Cooperative Transmission and Energy Company (ARCTEC) was being considered as the possible entity capable of fulfilling this need. In the Harbor Department, a problem was discovered near the end of the D Float Replacement Project. It was found that a number of plastic floatation tubs that support the dock structure were missing small plugs at the top of each tub above the water line.The tubs were covered with plywood and full of Styrofoam, so there was no easily observable problem. The long-term impact of the missing plugs was unclear. After first discussing the potential problem, a deficiency letter was sent from the project engineer to the contractor.The city would be holding the contractor's performance bond as well as monies that would normally be due to the contractor. Staff would be actively working with all parties to achieve a satisfactory solution. Assistant City Manager Ron Long reported on funding from the State of Alaska for various infrastructures including the Seward Marine Industrial Center(SMIC)and the Lowell Point Sewage Lagoon. $5.9 million from the governor's budget would be allocated to the SMIC Expansion Project and $1.3 million of state funds would be allocated to sludge dredging and removal at the Lowell Point Sewage Lagoon. Seward was now considered an eligible entity under the Alaska Industrial Development and Export Authority (AIDEA) for developing fisheries in the arctic. This was important for the SMIC expansion. At the request of Casagranda, Terry clarified her comments from an earlier meeting. Terry restated she felt the city should hire a project manager as it was budgeted for this year or use the funds that haven't been used to contract a manager specifically to handle the lagoon issues. Other Reports, Announcements and Presentations Update on TelAlaska telecommunications completed in 2013 and plans for 2014.David J. Goggins, Vice President of Operations for TelAlaska gave a presentation to the City Council. Seward Economic Growth Plan Update on Alternative Energy.Michael Insalaco gave a presentation to the City Council. Port and Commerce Advisory Board (PACAB) Quarterly Report, Chair Deborah Altermatt stated the Port and Commerce Advisory Board continued to be a very efficient board and the seats remained filled. PACAB held meetings on February 19 and March 19,2014.They met with City Council on March 3, 2014 to discuss their annual priorities. Alternative energy had been a %so, PACAB priority and Andy Baker would be at the library on May 21, 2014 at 7:00 p.m. to discuss alternative energy. PACAB had passed a resolution for an eight ton crane for I Dock and hoped that City Council would review it. (13 City of Seward, Alaska City Council Minutes April 28, 2014 Volume 39, Page Keil had heard discussion of an increase in passenger fees through Seward City News. Nodid Altermatt responded that request had not come before the board. PUBLIC HEARINGS Ordinances for Public Hearing and Enactment Ordinance 2014-001, Amending Section 7.10.315 Of The Seward City Code Relating To Payment Of Transient(Guest) Moorage. Motion (Terry/Keil) Enact Ordinance 2014-001 Funk stated this ordinance was introduced at the last City Council meeting and it would allow guests to bring their boat to Seward to take advantage of the Seward Harbor's monthly rate at any time rather than paying in advance. 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. Motion Passed Unanimous Ordinance 2014-002, Amending Portions Of Seward City Code §15.10.140 (B) Specific Definitions And §15.10.225 Land Uses Allowed Table Affecting Storage Containers And Temporary Structures. Motion (Keil/Casagranda) Enact Ordinance 2014-002 Long stated this ordinance would allow for more uses of shipping containers as storage and would be less restrictive than the previous code. 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. Terry agreed with administration in allowing shipping containers to be used as storage, as storage was their primary use. Because this designation wasn't in the code,it would be good to state for the record in case the question came back regarding shipping containers. Motion Passed Unanimous Resolutions Requiring Public Hearing Resolution 2014-035, Amending Section 205 Of The Port & Harbor Tariff Regulations Relating To Short-Term Vessel Stay And Payment Of Transient (Guest) Moorage. Nord Motion (Terry/Squires) Approve Resolution 2014-035 City of Seward, Alaska City Council Minutes April 28, 2014 Volume 39, Page Funk stated this resolution corresponded with the changes enacted by Ordinance 2014-001. ,,. The Port and Commerce Advisory Board discussed and recommended approval of the resolution. 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. Motion Passed Unanimous UNFINISHED BUSINESS -None NEW BUSINESS Resolution 2014-037, Adopting The Port And Commerce Advisory Board Priorities From April 2014 To March 2015. Motion (Keil/Darling) Approve Resolution 2014-037 Long said this list of priorities was the result of combined work sessions between City Council and the Port And Commerce Advisory Board. Terry stated the Port and Commerce Advisory Board (PACAB) was a real asset in giving great advice to council and she would like to see their comments and suggestions brought back to council more. She was glad to see that the chamber was focusing on energy. Terry would like to see PACAB continue to invite people like Andy Baker to Seward for presentations and would like to see the board connect with Brian Clemons of CH2M HILL for a future presentation. Motion to Amend (Terry/Keil) Amend Resolution 2014-037, adding "and bring recommendations back to council." under priority number 5 in Section 1. Motion to Amend Passed Unanimous Main Motion Passed Unanimous Resolution 2014-039,Accepting Two(2)Reimbursable State Of Alaska Region 10 Scholarship Awards And Appropriating Funds. Motion (Keil/Casagranda) Approve Resolution 2014-039 Hunt said the city had the opportunity to send two city employees from the Community Development Department to attend the Association of State Floodplain Managers Conference in Seattle, Washington from June 1 through June 7, 2014. Keil wanted to know if there would be any coverage in the Community Development Department. Long stated he would be available and would seek help from Human Resources if needed. 15 rrrinermrr City Council Minutes City of Seward,Alaska Volume 39, Page April 28, 2014 Motion Passed Unanimous Resolution 2014-041,Authorizing The City Manager To Enter Into A Grant Agreement With The State Of Alaska Department Of Commerce,Grant Community,And Economic FY 2010 For Development he Purpos Of A Community Coastal Impact Assistance Designing And Constructing A New North East Harbor Fish Cleaning Station In The Amount Of$579,000 And Appropriating Funds. Motion (Terry/Darling) Approve Resolution 2014-041 Hunt stated the purpose of Resolution 2014-041 was to accept funds to build a fish cleaning station and this would be a great opportunity for Seward. In response to Squires,Long stated this would make the fish station usable at all stages of the tide and would be similar to the one in the South Harbor. Funk added the intention was to replace the cleaning station currently in place. Motion Passed Unanimous Resolution 2014-042, Authorizing The City Manager To Enter Into A Short Term Lease Agreement With Raibow Fiberglass And Boat Repair, LLC For Additional Land At The Seward Marine Industrial Center. Motion (Keil/Terry) Approve Resolution 2014-042 Hunt stated Raibow Fiberglass and Boat Repair had asked for additional land,approximately 11,400 square feet at SMIC to add to their short-term lease. The term of the agreement would not exceed 120 days and would not have any renewal options. Title 7 allowed the City Manager to negotiate short term leases, but required council approval. Terry thanked the harbor staff for protecting a city resource and protecting city land. She asked what the insurance requirements were for short-term leases in addition to long-term leases. Funk said the liability insurance offered by the company was a general policy and the harbor staff would have to look into it further. Motion Passed Unanimous Resolution 2014-043, Authorizing The City Manager To Enter Into An Agreement With Electric Power Systems Inc. To Provide Electrical Engineering Services In Support Of The Movement Of Two(2)Electro-Motive Diesel(EMD)Generators From Arctic Pack Enclosures Into The New Generator Building For An Amount Not To Exceed $218,660 And Appropriating Funds. Motion (Casagranda/Keil) Approve Resolution 2014-043 sod City of Seward, Alaska City Council Minutes April 28, 2014 Volume 39, Page Foutz stated this agreement was for the generator project. The Electric Department put out a Request For Proposal and Electric Power Systems, Inc. was the sole proposer. This agreement did not include mechanical engineering or construction costs. In response to Darling, Foutz went through the history of the grant from the Alaska Energy Authority (AEA) that was available for the project and stated the grant would cover this project. Foutz responded to Squires that this would not cover the control house,but would move the generators and remove them from the arctic packs and rewire them. The Electric Department was moving generators four and five, but not one and two. Hunt invited City Council to visit the control house to see how outdated the current system was. , Motion Passed Unanimous Other New Business Items Schedule a follow-up Work Session to discuss the Air Force Recreation Camp Property, the Electric Pole Yard located at '11555 Seward Highway, the Department of Transportation (DOT) property, and to review all city-owned property. After further discussion, Council directed the City Clerk to notice a work session on the Air Force Recreation Camp property, the Electric Pole Yard property, the State of Alaska DOT property, the Jesse Lee Home property, the proposal of a downtown cruise ship dock, and other city-owned land for May 22, 2014 at 6:00 p.m. Mayor appoint a member of the City Council to the Seward Community Health Center Coordinating Committee. Mayor Bardarson appointed Vice Mayor Keil. INFORMATIONAL ITEMS AND REPORTS Providence Seward Medical Center financial reports for January, 2014. Memo confirming timely receipt of 2014 City of Seward Financial Disclosure Forms from City Council, Planning and Zoning Commission, and City Manager. COUNCIL COMMENTS Keil thanked the Alternative Energy Group for their thoughtful presentation tonight.The city should look into setting aside funds for a type of revolving fund to generate more money to use in conjunction with grants for alternative energy. Terry thanked the administration for an outstanding job in Juneau advocating for funding for the SMIC expansion project and the Lowell Point Sewage Lagoon. She also thanked the Port and Commerce Advisory Board, the Planning and Zoning Commission, and the Historic Preservation City of Seward, Alaska City Council Minutes April 28, 2014 Volume 39, Page Commission for their time and hard work. Terry stated she would not be present at the June 9,2014 City Council Meeting. Casagranda also thanked the Alternative Energy Group for a great presentation tonight. She felt it was well-timed to have a committee like this to look ahead and be a leader in the state for alternative energy. Squires also thanked the Alternative Energy Group. He was glad to see minds changing about alternative energy and hoped to get the residents and contractors involved. Squires would like to see generators four and five connected before next year. Darling was also excited about the Alternative Energy Group and thought the presentation was exceptional. She also thanked Brad Snowden for bringing forward his idea idea for a cruise ship dock downtown. Hunt said he was hopeful about the state appropriating the $17 million from Governor Parnell's budget for the mitigation efforts to repair the runways at the Seward Airport.He anticipated a public meeting in the future on this issue. Long spoke of Senate Bill 140 and the Arctic Infrastructure Fund. Seward was now eligible for funding as a staging point for arctic development. $14 billion was needed to update and rebuild arctic offshore fishing fleets. The biggest challenge was accessing the capital and the new state program would help. Long said council should expect more reports from him on this program. Bardarson advised the city to take the energy advice and keep the conversation going on alternative energy. She thought a work session on this topic would be beneficial. CITIZEN COMMENTS—None COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS—None ADJOURNMENT The meeting was adjourned at 8:46 p.m. Johanna Kinney, CMC Jean Bardarson City Clerk Mayor (City Seal)