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HomeMy WebLinkAbout01122015 City Council Packet Seward City Council Agenda Packet .3 . 3 .,3 Amor. ob ,,, ts A.:- 4 IS . . n. -- ill k ■ II) a.. . . . ,. ., . Martin Luther King Jr.'s Birthday January 15 January 12, 2015 `•C"ity Council Chambers Beginning at 7.00 p.m. 1963 1965 2005 The City of Seward,Alaska CITY COUNCIL MEETING AGENDA j°F {Please silence all cellular phones during the meeting) 441w :Asr,'Council hambers 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 to speak Term Expires 2016 limited to 3 minutes per speaker and 36 minutes total time for1this agenda item.] Ristine Casagranda 5. APPROVAL OF AGENDA AND CONSENT AGENDA Council Member [Approval of Consent Agenda passes all routine items indicated by Term Expires 2016 asterisk (*). Consent Agenda items are not considered separately unless a council member so requests. In the event of such a request, Christy Terry the item is returned to the Regular Agenda] Council Member Term Expires 2015 6. SPECIAL ORDERS,PRESENTATIONS AND REPORTS David Squires A. Proclamations and Awards t Council Member B. Borough Assembly Report Term Expires 2015 C. City Manager's Report D. City Attorney's Report Dale Butts E. PACAB Annual Report Council Member F. Other Reports and Presentations Term Expires 2016 1. Council Travel Report by Alaska Municipal League Conference Iris Darling Attendees Council Member Pg.3 Term Expires 2015 James Hunt City Manager Johanna Kinney City Clerk Eric Wohlforth City Attorney City of Seward, Alaska Council Agenda January 12, 2015 Page 1 7. PUBLIC HEARINGS—None 8. UNFINISHED BUSINESS—None 9. NEW BUSINESS A. Resolutions 1. Resolution 2015-001, Amending The City Of Seward's Calendar Year 2015 State Legislative Priorities Pg. 4 2. Resolution 2015-002, Approving The Final Design Of An Eight Ton Public Crane On The I Dock And Appropriating Funds Pg. 9 3. Resolution 2015-003, Authorizing The Transfer Of Vehicle Unit#455 From Surplus To The Public Works Water/Wastewater Department, And The Transfer Of Vehicle Unit#155 From The Water/Wastewater Department To Surplus Pg. 18 4. Resolution 2015-004, Authorizing The City Manager To Enter Into A Professional Services Agreement With Alaska Industrial Development And Export Authority (AIDEA) For An Upland Development Plan At Seward Marine Industrial Center (SMIC) For An Amount Not To Exceed $200,000, And Appropriating Funds Pg. 23 5. Resolution 2015-005, Authorizing The City Manager To Enter Into A Construction Agreement With Engineered Services Group, Inc. (ESG) Of Anchorage, Alaska To Move Two (2) Electro-Motive Diesel (EMD) Generators From Arctic Pack Enclosures Into The New Generator Building And Construct All Supporting Systems To Permit Them To Operate For An Amount Not To Exceed $3,100,000 And Appropriating Funds Pg. 34 B. Other New Business Items *1. Approval of the October 27, 2014 and the November 10, 2014 Regular City Council Meeting Minutes and the November 10,2014 Special City Council Meeting Minutes...Pg. 194 2. Continue the Port and Commerce Advisory Board for 2015 Pg. 211 3. Schedule joint or individual work sessions with the Planning and Zoning Commission, the Port and Commerce Advisory Board, and the Historic Preservation Commission to review annual priorities. (Bardarson) Pg.212 4. Discussion on council's wishes and scheduling timeslots for the People to People student program when they travel to Seward this summer. (Terry) ..Pg.213 10. INFORMATIONAL ITEMS AND REPORTS (No Action Required) -None 11. COUNCIL COMMENTS 12. CITIZEN COMMENTS 13. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS 14. EXECUTIVE SESSION A. Go into Executive Session to review the City Manager's evaluation. 15. ADJOURNMENT City of Seward, Alaska Council Agenda January 12, 2015 Page 2 .(po rJG$L T) -V& tae. Zu_NwaAl )2,'to 5 First off, I want to thank the City of Seward for sending me to the week long training and educational seminars with the Alaska Municipal League. I learned so much on Monday and Tuesday for newly elected officials and hopefully it will make me a better council person. Speakers outlined the roles and responsibilities of Council persons and emphasized the importance of adhering to the Alaska Open Meetings Act, always maintaining good ethics and respecting the trust the citizens of your community have placed in you by always making decisions based on the good will of the people. In the Municipal League Conference I attended the session on "The Conflict Industry and You" "Principals of Basic Municipal Government""Alaska Affordable Energy Strategy" "How to Stay Out of Hot Water which was on the new Marijuana law" and Tribal Municipal Government Relations: I came home with a lot of reading material. Most of the speakers painted a very dim view of financial help from the state going forward and all emphasized the need for tightening our belts on the local level. The energy meeting was very interesting and Kodak was applauded for becoming very energy efficient as a town with alternative energy changes. I am glad we have such a dedicated group of Sewardites who are exploring energy saving changes for Seward. The Alaska Municipal League conference afforded me an opportunity to meet other Alaskan town leaders and discuss mutual issues and learn how they handle similar situations. 11- i L +1 Nod Sponsored by: Hunt CITY OF SEWARD,ALASKA RESOLUTION 2015-001 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING THE CITY OF SEWARD'S CALENDAR YEAR 2015 STATE LEGISLATIVE PRIORITIES WHEREAS, the City annually compiles a list of projects or issues that are identified as top state legislative priorities; and WHEREAS, this resolution validates projects, prioritizes needs, and focuses the efforts of City Administration in its lobbying efforts; and WHEREAS, the list of projects are compiled and distributed to the State of Alaska Legislature, Kenai Peninsula Borough,and City of Seward lobbyist; and WHEREAS,the passage of this resolution occurs through a public process; and WHEREAS, all projects on this list are consistent with the City Comprehensive and Strategic Plans;and WHEREAS, this resolution is an amendment to the City of Seward 2015 State Legislative Priorities established in Resolution 2014-088. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA,that: Section 1. The following list of legislative projects,as amended, is hereby declared to be the official legislative priority list of the City of Seward for the 2015 State of Alaska legislative session: A. CAPITAL PROJECTS (1) $1.5 million for storm water discharge infrastructure and a security fence to surround the city vessel storage area at the Seward Marine Industrial Center. (2) $750,000 to defray the City cost burden for Lowell Point Sewage Lagoon infrastructure maintenance and repairs. (3) $3.2 million to construct a bypass lagoon and to dredge and dispose of sludge in the sewage lagoon serving the State Department of Corrections Spring Creek facility. (4) $2.25 million for the installation of a hull wash water treatment protection system adjacent to the shiplift. (5) $150,000 for a 8-ton crane at or near the travel-lift dock (6) $500,000 to add a wash down pad at the 50 ton travel lift (7) $2 million for expanding the Seward Medical Center, moving the CT scanner into the CITY OF SEWARD,ALASKA RESOLUTION 2015-001 facility, increasing backup generator capacity, and improving space for primary health care (City provides $500 thousand annually for hospital financing of capital improvements). (8) $8 million to design and rebuild the transmission line from the Seward Highway to Seward Marine Industrial Center and upgrade the Spring Creek substation by securing an alternative feed transformer to reduce system outages. (9) $1.5 million to repair and replace one mile of transmission line into the Fort Raymond Substation with 115kV compatible equipment (this is a project supported by the Alaska Railbelt Cooperative Transmission and Electric Company — ARCTEC — because the current condition of the transmission line exceeds the estimated life expectancy of 50- years). (10)$2.25 million for Seward Community Roads for paving, repaving road surfaces and improve roadway drainage systems. (11)$250K for initial design and engineering of a new Fire Station. (12)$900K for a new animal shelter that is used by City and Borough citizens. (13)$250K for initial design and engineering of a new 100' x 80' metal building to replace and relocate our existing public works shop(City will provide land for the new building). B.BENEFICIAL LEGISLATION (1) Feasibility study for providing liquid natural gas to the Seward Region that includes Road/Rail/Barge options. Section 2. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 12th day of January,2015. THE CITY OF SEWARD,ALASKA Jean Bardarson,Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Council Agenda Statement r OF SEA Meeting Date: January 12,2015 C From: Jim Hunt,City Manager gt.As•• Agenda Item: Calendar Year 2015 State Legislative Priority Amendment BACKGROUND&JUSTIFICATION: At its November 4th' 2014 meeting City Council approved Resolution 2014-088 listing State Legislative Priorities. Administration annually compiles a list of projects and legislation for consideration as our state legislative priorities.After validation of the list through a public process, and approval by the City Council,the list is given to the Governor's Office,our legislators,the Kenai Peninsula Borough (for inclusion in their legislative package), and our lobbyist. These priorities focus the efforts of Administration and the City Council in our lobbying efforts as we seek funding or other resolutions through State government. Frequently, the list of projects and legislation is updated at the beginning of the legislative session.Administration and the Mayor agree that Lowell Point Sewage lagoon repairs and maintenance should be added to the state legislative priority list, necessitating a resolution. INTENT: This addition amends the 2015 State Legislative Priorities list,Resolution 2014-088 to include the request for$750,000 to help offset the cost of continued Lowell Point Sewage lagoon repairs and maintenance. FISCAL NOTE: There is no fiscal impact to the City for this request. Approved by Finance Department: 0 '4 I ATTORNEY REVIEW: Yes No X RECOMMENDATION: Council Approve Resolution 2015-O01 amending the 2015 State legislative priority list by adding $750,000 to help offset the cost of continued Lowell Point Sewage lagoon repairs and maintenance.. Nftrd r✓ Sponsored by:Hunt L CITY OF SEWARD,ALASKA RESOLUTION 2014-088 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ESTABLISHING THE CITY OF SEWARD'S CALENDAR YEAR 2015 STATE LEGISLATIVE PRIORITIES WHEREAS, the City annually compiles a list of projects or issues that are identified as top state legislative priorities;and WHEREAS, this resolution validates projects, prioritizes needs, and focuses the efforts of City Administration in its lobbying efforts;and WHEREAS, the list of projects are compiled and distributed to the State of Alaska Legislature, Kenai Peninsula Borough,and City of Seward lobbyist;and WHEREAS,the passage of this resolution occurs through a public process;and WHEREAS, all projects on this list are consistent with the City Comprehensive and Strategic Plans. va NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA,that: Section 1. The following list of legislative projects is hereby declared to be the official legislative priority list of the City of Seward for the 2015 State of Alaska legislative session: A.CAPITAL PROJECTS (1) $1.5 million for storm water discharge infrastructure and a security fence to surround the city vessel storage area at the Seward Marine Industrial Center. (2) $3.2 million to construct a bypass lagoon and to dredge and dispose of sludge in the sewage lagoon serving the State Department of Corrections Spring Creek facility. (3) $2.25 million for the installation of a hull wash water treatment protection system adjacent to the shiplift. (4) $150,000 for a 8-ton crane at or near the travel-lift dock (5) $500,000 to add a wash down pad at the 50 ton travel lift (6) $2 million for expanding the Seward Medical Center, moving the CT scanner into the facility, increasing backup generator capacity, and improving space for primary health care (City provides $500 thousand annually for hospital financing of capital improvements). . • (7) $8 million to design and rebuild the transmission line from the Seward Highway to Seward Marine Industrial Center and upgrade the Spring Creek substation by securing an alternative feed transformer to reduce system outages. kOkur 1 • CITY OF SEWARD,ALASKA RESOLUTION 2014-088 (8) $1.5 million to repair and replace one mile of transmission line into the Fort Raymond Substation with 115kV compatible equipment(this is a project supported by the Alaska Railbelt Cooperative Transmission and Electric Company — ARCTEC — because the current condition of the transmission line exceeds the estimated life expectancy of 50- years). (9) $2.25 million for Seward Community Roads for paving, repaving road surfaces and improve roadway drainage systems. (10)$250K for initial design and engineering of a new Fire Station. (11)$900K for a new animal shelter that is used by City and Borough citizens. (12)$250K for initial design and engineering of a new 100' x 80' metal building to replace and relocate our existing public works shop(City will provide land for the new building). B.BENEFICIAL LEGISLATION (1) Feasibility study for providing liquid natural gas to the Seward Region that includes Road/Rail/Barge options. Section 2. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 27th day of October,2014. THE CITY OF SEWARD,ALASKA can Bardarson,Mayor AYES: Keil,Casagranda,Terry,Butts,Darling,Bardarson NOES: None ABSENT: Squires ABSTAIN: None ATTEST: / / .-.,. • o anna Ki r y ity Clerk,CMC �.•"'",,, '♦♦, .'c�OF.• ::• ♦ (City Seal) �G •� • SEAL '• tP .;' • �• •,. 1., zy r ♦*'qe OF�Me Sponsored by: Port and Commerce Advisory Board CITY OF SEWARD,ALASKA RESOLUTION 2015-002 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA,APPROVING THE FINAL DESIGN OF AN EIGHT TON PUBLIC CRANE ON THE I DOCK AND APPROPRIATING FUNDS WHEREAS, in most harbors,public cranes are used by vessel owners to load and unload gear and fish;and WHEREAS,the Seward Small Boat Harbor does not currently have any public cranes;and WHEREAS,construction of a public use crane is on the 2014 Harbor Capital Improvement list as approved by City Council Resolution 2013-92; and WHEREAS, a fixed crane offers a safer and more flexible alternative than using boom trucks;and WHEREAS, a preliminary engineering report examined the possibility of installing two different size cranes at two different locations in the Seward Harbor; and WHEREAS,an 8-ton crane on the I dock is the preferred alternative; and WHEREAS,the port of Seward collects raw fish tax that would be the appropriate source of funding for this project. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1.Approve an engineering design contract with Moffatt&Nichol for an 8-ton public crane. Section 2. Fund this engineering design contract in an amount not to exceed$35,000 from Contracted Services Account 11000-2000-7009 and appropriate funds. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward,Alaska,this 12th day of January,2015. Council Agenda Statement r,of gE� Meeting Date: January 12, 2015 0 -,1 From: Port and Commerce Advisory Board gcASv-P Agenda Item: Public Use Crane BACKGROUND&JUSTIFICATION: The powers and duties of the Port and Commerce Advisory Board(PACAB)include the following: "(2)Make recommendations to the city council concerning the design and coordination of projects to promote and develop transportation, trade, energy and commerce throughout Seward; (3)Provide input to the city council on policy and procedural matters involving the establishment and continuance of commercial activity, improving the quality of life and protecting the public's best interest; (4)Advise the city council on matters involving the establishment of support services towards the objectives outlined in subsections (a)(2)and(a)(3);"(listed above). In the performance of those duties, the Board considered the topic of a public use crane through deliberation and debate at several meetings,requested and received information from administration,and heard public testimony.At its March 19,2014 special meeting the Board amended a resolution brought by administration proposing engineering work for a public crane, as reflected in the attached minutes. The Board's advice is typically forwarded to Council by a resolution of the Board that recommends a legislative or policy action by the Council.Per Seward City Code 2.15.35(a)Boards and Commissions may also directly sponsor an ordinance or resolution of the Council. Here, PACAB sponsors it's own resolution as a resolution of Council. INTENT: This resolution brings forward PACAB's recommendation for the design and engineering of an 8 ton public use crane on I dock. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan(document source here): Commercial Uses Allowed in the Small Boat Harbor Should Be Targeted To Those That 1 X Strengthen and Enhance the Small Boat Harbor As A Center for Marine/Tourist Convenience Uses. (page 29) 2 Strategic Plan(document source here): to encourage development that is X consistent with our economic vision. (Page 5) 3. Other(list): X 1b FISCAL NOTE: PACAB has recommended that funding for this engineering design contract in an amount not-to-exceed ,, $35,000 come from Contracted Services account no. 11000-2000-7009. The total amount approved by Council in the 2015 budget for this account is$43,000, which did not anticipate utilization of funds for a public crane. If this resolution is approved, administration will likely request an additional budget appropriation to this account during 2015, to cover the cost of expected contracted services. Approved by Finance Department: jn./di •r� ATTORNEY REVIEW: Yes No X RZSoi L-1'6,n 2 O 5 — 2 11 Sponsored by: PACAB CITY OF SEWARD,ALASKA PORT AND COMMERCE ADVISORY BOARD RESOLUTION 2014-01 A RESOLUTION OF THE PORT AND COMMERCE ADVISORY BOARD OF THE CITY OF SEWARD, ALASKA RECOMMENDING THAT THE CITY COUNCIL APPROVE THE FINAL DESIGN OF AN EIGHT TON PUBLIC CRANE ON THE I DOCK AND APPROPRIATING FUNDS WHEREAS,in most harbors,public cranes are used by vessel owners to load and unload gear and fish; and WHEREAS,the Seward Small Boat Harbor does not currently have any public cranes;and WHEREAS,construction of a public use crane is on the 2014 Harbor Capital Improvement list as approved by City Council Resolution 2013-92;and WHEREAS, a fixed crane offers a safer and more flexible alternative than using boom trucks;and WHEREAS, a preliminary engineering report examined the possibility of installing two Noald different size cranes at two different locations in the Seward Harbor;and WHEREAS,an 8-ton crane on the I dock is the preferred alternative;and WHEREAS,the port of Seward collects raw fish tax that would be the appropriate source of funding for this project. NOW,THEREFORE,BE IT RESOLVED by the Port and Commerce Advisory Board of the City of Seward,Alaska that PACAB reconunends that the City Council of the City of Seward, Alaska: Section 1.Approve an engineering design contract with Moffatt&Nichol for an 8-ton public crane. Section 2. Fund this engineering design contract in an amount not to exceed$35,000 from Contracted Services Account 401-4360-5390. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the Port and Commerce Advisory Board this 19th day of March, 2014. \� Shirr CITY OF SEWARD,ALASKA RESOLUTION 2014-01 THE CITY OF SEWARD,ALASKA // Deborah Altermatt,Chair AYES: Hughes,Jaffa,Linville,Oliver,Schaefermeyer,Altermatt NOES: None ABSENT: Fink ABSTAIN:None ATTEST: • Jo anna 41.1gr, CMC C. Clerk (City Seal) WR. ° • 13 r City of Seward,Alaska Port and Commerce Advisory Board Special meeting Minutes March 19,2014 Volume ,Page Revisited for accuracy check on 12-22-14. Checked by notes and by recording. CALL TO ORDER The March 19,2014 meeting of the Port and Commerce Advisory Board was called to order at 12:04 p.m.by Altermatt. OPENING CEREMONY The group recited the pledge of allegiance to the flag. ROLL CALL There were present: Deborah Altermatt;presiding Dan Oliver Darryl Schaefermeyer Steve Fink Bob Linville Bruce Jaffa Carl Hughes Comprising a full quorum of the board. Also present were: Mack Funk, Harbormaster Louis Bencardino,AK Railroad Norm Regis,Deputy Harbormaster Christy Terry,AK Railroad Cindy Clock,Chamber Director Arnie Hatch Rhonda Hubbard Suzi Towsley,Board Liaison SPECIAL ORDERS,PRESENTATIONS AND REPORTS 1. Railroad report,By Louis Bencardino- Fourteen vessels had visited since last month including one coal barge.Things were ramping up for the busy summer season. 2. Harbormaster's Report-Funk, Contractors had completed the construction phase and were finishing up the rest of D float project.The restroom project was nearing completion. The south harbor uplands restroom was staying open year round to help compensate.The harbor house roof was scheduled to be repainted. A demand letter had been sent to Polar Seafoods. 3. Chamber of Commerce Report-Clock Seward Economic Growth Plan was moving forward and the importance of the relationships with economic partners was being focused upon.The groups plans and subcommittees were discussed.A group representing Seward would be attending the Fish conference in Kodiak in April. Normil \ \ City of Seward,Alaska March 19,2019 Port and Commerce Advisory Board Special meeting Minutes Volume ,Pa:e Citizens Comments: Arnie Hatch addressed the board and supported the addition of a public use crane in the Harbor but was disappointed that it was not a larger crane being considered. Rhonda Hubbard addressed the board and spoke toward the need to install a public crane in the haver.She also supported a larger crane but was happy to have a start with any public APPROVAL OF AGENDA AND CONSENT AGENDA Motion(Fink/Schaefermeyer) Approval of Agenda Addition of a New Business Item, "Alternative Energy/District Heating using seawater heat pumps as the heating Unanimous approval with addition source',For May 21 work session." Motion(Linville/Fink) Resolution 2014-01,Recommending that the City Council Approve the Final Design of a 1.5 Ton Crane on the Travel Lift Dock Bulkhead and Appropriating Funds,tabled on February 19,2014 Discussion 1:12- Board Member Fink left the meeting, with apologies, and a quorum remained, the meeting continued. Amendment(Jaffa/Hughes) To read precisely: A Resolution of the Port and Commerce Advisory Board of the City of Seward Alaska, Recommending that the City Council Approve the Final Design of a-175 ton an 8 Ton Public Crane on the Travel Deel lfhead I Dock and Appropriating Funds WHEREAS,in most harbors,public cranes are used by vessel owners to load and unload gear and fish;and WHEREAS, the Seward Small Boat Harbor does not currently have any public r cranes; and 1� Port and Commerce Advisory Board Special meeting Minutes City of Seward,Alaska Volume ,Page March 19,2014 WHEREAS, construction of a public use crane is on the 2014 Harbor Capital Improvement list as approved by City Council Resolution 2013-92;and WHEREAS, a fixed crane offers a safer and more flexible alternative than using boom trucks; and WHEREAS, a preliminary engineering report examined the possibility of installing two different size cranes at two different locations in the Seward Harbor; and • WHEREAS,a5-ten an 8 ton crane on the I dock is the preferred alternative; and WHEREAS,the port of Seward collects raw fish tax that would be the appropriate source of funding for this project NOW,THEREFORE,BE IT RESOLVED by the Port and Commerce Advisory Board of the City of Seward,Alaska that PACAB recommends that the City Council of the City of Seward,Alaska: Section 1. Approve an engineering design contract with Moffatt&Nichol for a-175 an 8-ton public crane. Section 2. Fund this engineering design contract in an amount not to exceed 643f746$35,000 from Contracted Services Account 401-4360-5390. Amendment passed unanimously. Vote on the Motion was unanimous and PACAB Resolution 2014-01 passed as amended. Motion(Oliver/Schaefermeyer) Resolution 2014-002 Recommending Council Approval of PACAB Priorities from April 2014 to March 2015 fi �b City ofSeward,Alaska Port and Commerce Advisory Board Special meeting Minutes March 19,2014 Volume ,Page Motion Passed unanimously Motion(Schaefermeyer/Jaffa) Set the May 21,2014 works session topic as "Alternative Energy/District Heating using seawater heat pumps as the heating source', For May 21 work session," and invite Andy Baker. Motion passed unanimously Public Comments The board and members of the public engaged in a short conversation about the importance of alternative energy options as well as a public use crane. ADJOURNMENT The meeting was adjourned at 2:OOp.m. afrzaw APIAW. .111, S} i , wsley s abash Altennatt Executive Liaison Chair (City Seal) 11 Sponsored by Hunt: CITY OF SEWARD,ALASKA RESOLUTION 2015-003 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE TRANSFER OF VEHICLE UNIT #455 FROM SURPLUS TO THE PUBLIC WORKS WATER/WASTEWATER DEPARTMENT, AND THE TRANSFER OF VEHICLE UNIT #155 FROM THE WATER/WASTEWATER DEPARTMENT TO SURPLUS WHEREAS,in Resolution 2014-014,the Harbor department surplused Vehicle Unit#455,a 2001 Chevy 3500 4x4,that was used primarily to tow an oil tank;and WHEREAS,while Vehicle Unit#455 is operable,it was committed to surplus because the transmission is problematic when towing heavy loads and the unit could no longer serve its main purpose for the Harbor;and WHEREAS,the Public Works Water/Wastewater department has an immediate need for a vehicle to replace Vehicle Unit #155, a 1987 Ford F350 flatbed with crane, that is in no longer reliable due to age and multiple mechanical issues; and WHEREAS, the larger crane from Vehicle Unit #155 can be moved to and installed on Vehicle Unit#455 for approximately$5000 and the Water/Wastewater department will have a more reliable,newer vehicle to remove lift station pumps and lift other heavy objects as needed;and WHEREAS,the transfer of Vehicle Unit#455 from surplus to the Public Works department will save the City money in repairs and/or replacing Vehicle Unit#155; and WHEREAS,Public Works will offer Vehicle Unit#155 to surplus in exchange for Vehicle Unit#455. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1.The Seward City Council hereby approves the transfer of Vehicle Unit#455 to the Public Works Water/Wastewater department and accepts Vehicle Unit#155 as surplus in exchange. Section 2.This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska,this 12th day of January 2015. Ned I0 Council Agenda Statement Meeting Date: January 12,2015 a of sz� Through: Jim Hunt, City Manager xr•% ATTORNEY REVIEW: Yes No X RECOMMENDATION: Approve Resolution 2015- 0 O'authorizing the transfer of Unit#455 from surplus to the Public Works Water/Wastewater department, and accept Unit#155 to surplus in exchange. Nod • Sponsored by:Hunt L, CITY OF SEWARD,ALASKA RESOLUTION 2014-014 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING PURCHASE OF A FORD F350 4X4 TRUCK FROM KENDALL FORD TO REPLACE A 2001 CHEVY 3500 4X4 TRUCK WITH CRANE AT THE HARBOR, IN AN AMOUNT NOT TO EXCEED $28,500 UTILIZING THE STATE OF ALASKA'S PROCUREMENT CONTRACT, AND WAIVING COMPETITIVE PROCUREMENT PROCEDURES WHEREAS, the Harbor Department's flatbed w/crane is 13 years old with more than 108,000 miles and it requires frequent maintenance to remain in-service;and WHEREAS,the Motor Pool Fund includes funding to replace this vehicle,as approved in the 2014 budget;and WHEREAS,this vehicle with crane is needed for the Seward Harbor's used oil collection and disposal program;and WHEREAS, the vehicle is used to tow a 1000 gallon tanker needed for collecting, processing and delivering approximately 25,000 gallons of used oil annually;and WHEREAS,the old truck will be placed in the next surplus sale;and WHEREAS, Seward City Code 6.10.120(B) exempts from competitive procurement requirements/purchases which utilize competitive bids obtained by other governmental units,and the 1 larbor Department is purchasing this vehicle utilizing the State of Alaska's purchasing contract. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA'that: Section 1.The City Manager is hereby authorized to purchase a Ford F350 4X4 from Kendall Ford in an amount not to exceed$28,500.00,with funding to come from the Motor Pool Internal Service Fund,as approved in the 2014 Budget. Section 2.The Seward City Council hereby finds that it is in the public interest to exempt the purchase of this truck from competitive procurement requirements,as the City is utilizing the State of Alaska's purchasing contract for this purchase. Section 3.2001 Chevy Flatbed w/crane number 455 is declared surplus to the City's needs and can be sold to the public. , CITY OF SEWARD,ALASKA RESOLUTION 2014-014 J Section 4. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward,Alaska,this 10th day of February,2014. THE CITY OF SEWARD,ALASKA eal' Bardarson,Mayor AYES: Keil,Casagranda,Terry,Squires,Butts,Bardarson NOES: None ABSENT: None ABSTAIN: None VACANT: One ATTEST: s.��. Jo anna Kam',CMC Ci y Clerk (City Seal) Of °F►✓,e°� -'- = SEAL • Sponsored by: Hunt CITY OF SEWARD,ALASKA RESOLUTION 2015-004 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH ALASKA INDUSTRIAL DEVELOPMENT AND EXPORT AUTHORITY (AIDEA) FOR AN UPLAND DEVELOPMENT PLAN AT SEWARD MARINE INDUSTRIAL CENTER (SMIC) FOR AN AMOUNT NOT TO EXCEED $200,000,AND APPROPRIATING FUNDS WHEREAS,a fully developed and thriving Seward Marine Industrial Center(SMIC)has long been a goal of the City and community of Seward;and WHEREAS, recent legislative appropriations and statewide bond packages have helped significantly toward achieving that goal;and WHEREAS, a thorough and well executed plan is key to the long term success of SMIC development;and WHEREAS, the City of Seward has resources that can help develop such a plan but cannot fully provide the confidentiality that AIDEA as a lender can and that private sector stakeholders require,and which is critical to the plans success; and WHEREAS, since the first development capital for this phase of SMIC improvements was received in 2102, the City of Seward has been working with AIDEA to identify the goals and objectives of a development plan for SMIC; and WHEREAS,AIDEA, in its role as an economic development authority of the State, will develop a business plan for Seward that will provide for sustained economic development of SMIC; and WHEREAS,the City of Seward and AIDEA have negotiated a scope of work and price for the proposed development plan; and WHEREAS,AIDEA will contract elements of the plan development in phases: the first phase will develop a list of potential business opportunities in a business case outline report with preliminary development phasing identified and create two schematic development options for the uplands area; and the first phase deliverable will be the Business Plan Recommendation Report;and WHEREAS, if the results of the first phase are positive and, when funds become available, the second phase will concentrate on the preferred concept development and stakeholder management when recommending optimal financing structures that best match the business case, with the deliverables to include a Financing Structure and Funding Strategy Report and the Final Report; and �,3 CITY OF SEWARD,ALASKA RESOLUTION 2015-004 WHEREAS, in order to fund Phase One, the city of Seward will contribute $200,000 and AIDEA will contribute $75,000,with an additional $25,000 if necessary, with funds being drawn down on a pro rata basis with the City of Seward's funds; and WHEREAS, in the event that a development project is created from this study in which AIDEA is participating in the financing, these costs will be considered transaction costs and repaid to both parties. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA,that: Section 1. The City Manager is authorized to enter into a professional services agreement in substantial form as in the attached Memorandum of Understanding with Alaska Industrial Development and Export Authority for an amount not-to-exceed $200,000 for compilation of the SMIC Upland Development Plan. Section 2. Funding for this agreement is hereby appropriated from SMIC Breakwater State Grant account no. 12331-0000-4252 to Contract Services account no. 12331-0000-7009. Section 3. This resolution shall take effect immediately upon its adoption. Nord PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 12th day of January,2015. THE CITY OF SEWARD,ALASKA Jean Bardarson,Mayor AYES: NOES: ABSENT: ABSTAIN: VACANT: ATTEST: as Council Agenda Statement r pF set:, Meeting Date: January 12,2015 .:1:.'41'"t40 Through: Jim Hunt, City Manager '��ASKP From: Ron Long, Community Development Director& Assistant City Manager Agenda Item: Authorizing the City Manager to enter into a Memorandum of Agreement with Alaska Industrial and Export Development Authority(AIDEA) Memorandum and appropriating funds BACKGROUND&JUSTIFICATION: Since passage of the Statewide Transportation bond package in 2012 that began funding the SMIC breakwater and expansion a part of the development strategy has included a business and infrastructure development plan in partnership with the Alaska Industrial and Export Development Authority(AIDEA),an economic development authority of the State. That strategy has evolved from the original $1.2 million designated in the award spending plan to a lesser amount commensurate with our needs,includes AIDEA financial contributions in aid, and considers a phased implementation of the plan elements. It also provides that if as a result of the plan AIDEA finances one or more development projects at SMIC,the plan costs will be considered transaction costs and are reimbursable. AIDEA will contract elements of the plan and bill those to the City periodically,with AIDEA contributions to those elements also applied on a pro-rata basis. Various City plans for the development of SMIC have lacked critical private sector or stakeholder participation,in part due to lack of available infrastructure to encourage investment and in part due to an unwillingness to share business development strategies with the City. AIDEA, as a lender, can protect the private interests of potential borrowers while serving the public interests of the City in creating the business and infrastructure development plan. In developing the plan,AIDEA will interview current and identified potential users and business partners to identify stakeholder issues,explore known and potential business partners and business opportunities,list business opportunities and needs for the SMIC uplands area.Analysis of the potential demand will lead to an initial projection of potential revenue through future years. The plan will provide preliminary cost estimates for required facilities and infrastructure development based on the identified potential businesses. The work includes assisting the City in the development of a stakeholder management and public outreach plan aligned with project goals and that keeps stakeholders well informed,engaged and participating,and the development of a Business Plan Recommendations Report. The attached Memorandum of Understanding describes the process and deliverables in more detail. The total cost of phase one is $300,000 with$200,000 being appropriated by this council action. AIDEA initially contributes$75,000 with another$25,000 if needed to complete phase one. If the plan demonstrates project feasibility,AIDEA and the City will explore further funding for phase two as described in the attached MOA. as INTENT: Authorize the City Manager to enter into an MOA with AIDEA for $200,000. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan(1.3, 3.7.3.1, 3.7.3.2): Continue to upgrade and 1. expand utilities to meet existing needs and encourage future X development. 2 Strategic Plan: The mission of the City of Seward government it is to X provide quality leadership and economic wellbeing of its citizens 3. Other(list): SMIC Development Plan X FISCAL NOTE: Funding for this agreement will be appropriated from SMIC Breakwater State Grant account no. 12331-0000-4252 to Contract Services account no. 12331-0000-7009. Approved by Finance Department: j414) ATTORNEY REVIEW: Yes X No RECOMMENDATION: Approve Resolution 2015- ()'D►1 authorizing the City Manager to enter into a Memorandum of Agreement with Alaska Industrial and Export Development Authority(AIDEA)Memorandum and appropriating funds Nord Slow MEMORANDUM OF UNDERSTANDING This Memorandum of Understanding ("MOU") is made this day of , 2015, by and between the City of Seward, a municipal corporation ("Proponent"), and the Alaska Industrial Development and Export Authority ("AIDEA" or the "Authority"), a public corporation of the State of Alaska and a body corporate and politic constituting a political subdivision within the Department of Commerce, Community and Economic Development. WHEREAS, Proponent wants to install a marine breakwall to enclose and protect the harbor located on the east side of Resurrection Bay and to develop uplands infrastructure - the Seward Marine Industrial Center ("SMIC") - in Seward, Alaska to provide essential marine services to support oil and gas exploration and development, increased Arctic marine traffic, Alaska Railroad trans-shipment, University of Alaska research, AVTEC job training and home-porting of Coastal Villages Region Fund (CVRF) and/or other Community Development Quota (CDQ) Program fishing fleets from Seattle to Alaska(the "Project"); and WHEREAS, AIDEA's mission is to promote, develop and advance the general prosperity and economic welfare of the people of Alaska, to relieve problems of unemployment and to create additional employment. One of the ways in which AIDEA pursues the fulfillment of this purpose is by supporting and encouraging growth and diversification in Alaska by promoting various means of financing and investment. AIDEA has significant experience in developing facilities to serve the economic development of cities in the state. Under AS 44.88.172, AIDEA has the ability to participate in a project such as this and such a project would qualify for financing through AIDEA's economic development account; and WHEREAS, under Resolution No. G11-18, AIDEA's Board has authorized the Authority to enter into pre-development agreements with project promoters in furtherance of certain kinds of economic development projects, including facilities like the Project. AIDEA and Proponent are in discussion about joining together in some manner to develop the Project. Before making a commitment to the Project, and before determining how to structure any joint effort between them, AIDEA and Proponent desire to conduct or contract for various feasibility studies, planning efforts and analyses regarding the Project("Conceptual Studies"); and WHEREAS, the City of Seward (the "City") is desirous of the creation of a business and infrastructure development plan for SMIC (the "Plan"), and the City and AIDEA will enter into this Agreement to govern their contributions to the development of said Plan and to address confidentiality and other matters. NOW, THEREFORE, in consideration of the mutual promises made below, the parties agree as follows: 1. AIDEA shall develop a sustainable plan and funding strategy for SMIC and identify near, mid- and long-term development options for the prioritization of public investment in infrastructure and facilities. The budget and schedule for the development of the Plan, and for the Conceptual Studies to be pursued with respect to the Project, must be agreed upon in writing by both parties. By mutual consent of the parties, the budget and schedule shall be revised and updated as necessary. The budget shall be set based on consideration of Proponent's available funding. 2. In order for AIDEA to develop the Plan and schedule,the following activities will be executed in phases. Phase One: • Meet with the City leadership to confirm project objectives, identify critical stakeholder issues and explore known and potential business partners and business opportunities envisioned by the Community. • Compile a list of potential business opportunities and needs for the SMIC uplands area. This will be developed through a review of existing literature and reports relevant to the SMIC expansion as well as through interviews with current and identified potential users and business partners. • Analyze the potential demand for these services and businesses. Work closely with the City to prepare an initial projection of potential revenue using existing tariffs adjusted for inflation through future years. • Investigate the development potential of SMIC marine facilities and adjacent upland areas for meeting identified business opportunities. Provide preliminary cost estimates and development phases for required facilities and infrastructure development based on interested potential businesses. Phases of development will be outlined to coincide with the actual business development plans, i.e. oil and gas businesses, increased arctic traffic, scheduled AVTEC training courses, etc., gained from the breakwater and harbor expansion as each stage progresses. Deliverable: Business Case Outline Report with preliminary development phasing identified -2- a$ • Generate two conceptual spatial development options for the upland area in relation to the marine facilities sufficient to include planning for required utilities and infrastructure. The plan will relate the waterside and uplands developments in phases. Deliverable: Two Schematic Development plans drawings (2 site planning drawings) • Assist City leadership in the development of stakeholder management and public outreach plan that is aligned with project goals and keeps stakeholders well informed, engaged and participating. Develop collateral/informational materials to support stakeholder outreach during concept development and business planning work. Deliverable: Execution of the stakeholder program • Prepare a business plan recommendation. Deliverable: Business Plan Recommendations Report Phase Two: • Work closely with the City leadership and AIDEA to assist the City in the evaluation and selection of the Preferred Concept Development option. • Further define, revise and fmalize the preferred development concept and update cost estimates as necessary. Deliverable: Preferred Development Concept Drawing. • Work closely with the City leadership to further define and execute the stakeholder management and outreach program. Prepare collateral materials/tools to support raising awareness of SMIC on local, state and global levels to build public and private investor confidence. Deliverables: Stakeholder Management and Public Outreach Plan and Project Collateral Materials. • Conduct a feasibility analysis of the SMIC expansion and development plan and recommend optimal financing structures that best match the business case. Public and private sector funding opportunities will be identified at this stage. Conduct a sensitivity analysis looking at various financing structures, fees and phases to determine financial viability. Deliverable: Financing Structure and Funding Strategy Report. • Prepare and compile Final Project Report. -3- � 3. AIDEA acknowledges that Proponent has completed certain studies, reports or analyses regarding the Project prior to the execution of this Agreement. At Proponent's written request, AIDEA shall consider including Proponent's pre-existing studies, reports or analyses in the materials constituting the Conceptual Studies. The decision to include Proponent's pre-existing studies, reports or analyses in the Conceptual Studies shall be AIDEA's alone to make, in its sole discretion. 4. Consistent with the budget approved by the parties, AIDEA shall perform or contract for the work to develop the Plan and AIDEA shall contract for the Conceptual Studies. AIDEA will pay, in the first, for the expense of developing the Plan and costs of the Conceptual Studies. AIDEA shall periodically invoice Proponent for reimbursement of such costs, and Proponent will reimburse AIDEA for such costs within 30 days after receipt of AIDEA's invoice. Proponent shall not be obligated to reimburse AIDEA for any costs that are not part of the approved budget or a mutually agreed upon amendment to the budget. 5. In no event will Proponent be obligated to reimburse AIDEA for more than the maximum amount of $200,000. Proponent acknowledges that, once the maximum amount is reached, AIDEA will cease performing any services and incurring any costs related to the development of the Plan and the Conceptual Studies, even if the work on those matters in then incomplete. 6. No costs that either Proponent or AIDEA incurs for that party's own personnel or direct expenses or employee travel, even if related to the Project, shall be included in the expenses of the Plan development or the Conceptual Studies. Each party shall be responsible for its own personnel costs, administrative expenses, direct expenses and employee travel relating to the Project. 7. All of the Conceptual Studies and the materials constituting the Plan development shall be considered jointly owned by Proponent and AIDEA, including any of Proponent's pre-existing studies, reports or analyses that become part of the materials of the Plan development under Section 3 above. Subject to Section 8 below regarding confidentiality, each party shall have the right to make use of all the Conceptual Studies and the materials of the Plan development without the payment of any fee or other consideration for such use except as described in Section 3 above. 8. The City and AIDEA acknowledge that the materials generated in the development of the Project's Plan are confidential. Neither party shall disseminate the Plan development materials to any third persons without the prior written consent of the other party to this Agreement. Each party, however, shall be entitled to use the materials constituting the Plan development for each party's own purposes, and each party may disseminate the materials to each party's own employees, contractors, independent -4- 30 Ship- accountants, attorneys, fmancial analysts and other advisors for their use in assisting the party with respect to the Project. 9. If Proponent and AIDEA decide to proceed with the Project, then AIDEA, subject to the limitations of its statutory authority and the approval of its Board, will use reasonable efforts to include all or selected portions of the costs of the Conceptual Studies in the qualified development costs that are financed under the agreement through which the development of the Project proceeds. The party or parties that pay for such qualified development costs shall be reimbursed out of the fmancing for the Project. The costs of the Conceptual Studies that are fmanced as qualified development costs shall bear interest at the rate set in the agreement through which the Project development occurs. 10. Nothing in this Agreement obligates either Proponent or AIDEA to proceed with the development of the Project, designate any study, report or analysis as a Conceptual Study or to provide any financing for it, or to otherwise advance or participate in the Project. If the parties decide to go forward with the Project, nothing in the Agreement commits the parties to any particular structure for the transaction, or to any particular form of financing, or to any specific terms for the development and financing of the Project. 11. Either party may terminate this Agreement at any time for any reason by giving seven days written notice of termination to the other party. Upon such a termination, all then on-going studies, reports and analyses that the parties have jointly undertaken will be cancelled; provided that, notwithstanding the foregoing, either party may, at its option, continue such studies, reports or analyses at its own expense (and such paying party shall own all rights to such continued studies, reports or analyses). For clarity, the parties shall equally share the cost of any completed studies, reports or analyses that they jointly approved under this Agreement and the cost of cancelling any then on-going studies,reports and analyses they jointly approved. 12. All notices required or permitted under this Agreement shall be given to the addresses, fax numbers or e-mail addresses listed below, unless a party changes its address or fax number or e-mail address for notices by giving written notice to the other party of the change. All notices shall be deemed effective on actual receipt. -5- \ Proponent: ,AK 99 Attention: Fax: 907- E-mail: AIDEA: Alaska Industrial Development and Export Authority 813 West Northern Lights Boulevard Anchorage, AK 99503 Attention: Executive Director Fax: 907-771-3044 E-mail: tleonard @aidea.org 13. This Agreement is not intended to create a partnership or joint venture between Proponent and AIDEA. Neither party shall represent that any partnership or joint venture exists between them. Neither party shall act, or purport to act, as the agent of the other party or make any representations on behalf of the other party. 14. This Agreement is not intended to create, and shall not be interpreted as creating, any third party rights. Only the parties to this Agreement shall have the right to enforce its provisions. 15. No modification of this Agreement shall be effective unless it is in a writing signed by the authorized representatives of both parties and recites that it is specifically meant to modify this Agreement. This Agreement sets out the complete and final understanding of the parties with respect to the Project. All prior agreements and representations are superseded and may not be relied upon. IN WITNESS WHEREOF, the parties have signed this Pre-Development Agreement on the dates indicated below. [Signature Page Follow] -6- 3a Proponent CITY OF SEWARD Date: By: Jim Hunt City Manager AIDEA ALAS ' D USTRIAL D ' . OPMENT A■s: XPORT AUTHORITY Date: By: Ted Leonard Executive Director -7- 33 Sponsored by: Hunt CITY OF SEWARD,ALASKA RESOLUTION 2015-005 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONSTRUCTION AGREEMENT WITH ENGINEERED SERVICES GROUP, INC. (ESG) OF ANCHORAGE, ALASKA TO MOVE TWO (2) ELECTRO-MOTIVE DIESEL (EMD) GENERATORS FROM ARCTIC PACK ENCLOSURES INTO THE NEW GENERATOR BUILDING AND CONSTRUCT ALL SUPPORTING SYSTEMS TO PERMIT THEM TO OPERATE FOR AN AMOUNT NOT TO EXCEED $3,100,000 AND APPROPRIATING FUNDS WHEREAS, on June 11, 2012, the Seward City Council approved Resolution 2012-028 accepting a grant from Alaska Energy Authority to upgrade and update generation facilities at Fort Raymond Generation Plant for$3,960,000 and appropriated funds; and WHEREAS, April 1St 2014,the Alaska Energy Authority(AEA)increased funding to the grant to raise it to$6,000,000; and WHEREAS,April 28th 2014,the City Council approved Resolution 2014-043 purchasing electrical engineering services from Electric Power Services,Inc.(EPS),a subsidiary of Engineered Services Group,Inc. (ESG); and WHEREAS,ESG has a long history with the City of Seward Electric Department and is the company which did the 2010 phase of the ongoing generator plant upgrade project; and WHEREAS,Marsh Creek,Inc.is the only other company in Alaska qualified to perform this work but has declined to propose; and WHEREAS,ESG is the only company in Alaska both qualified and willing to perform this work; and WHEREAS,ESG has proposed to do this work,on a time and material basis,for a cost not to exceed$3,100,000.00; and WHEREAS, it is in the city's best interest to use alternative procurement procedures and sole source this contract; and WHEREAS, the city manager has approved the alternative procurement procedure as outlined and allowed in SCC 6.10.310. (A) and(B). L\ Saw CITY OF SEWARD,ALASKA RESOLUTION 2015-005 NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The City Council, in accordance with SCC 6.10.310. (A)and(B), and for reasons enumerated above, finds that it is in the best interest of the City of Seward to sole source this work to Engineered Services Group,Inc. Section 2. The City Manager is authorized to enter into a construction agreement with Engineered Services Group Inc, of Anchorage, Alaska to move two Electro-Motive Diesel(EMD) generators into the generation building and to construct all necessary supporting systems to permit them to operate. Section 3. Funding for this contract in an amount not to exceed $3,100,000 is hereby appropriated from the Alaska Energy Authority(AEA)Grant Account no. 15322-0000-7009,and 15323- 0000-7009. Section 4. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward,Alaska,this 12th INow day of January,2015. THE CITY OF SEWARD,ALASKA Jean Bardarson,Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) kollaw Council Agenda Statement e &set. Meeting Date: January 12,2015 v ; "`�a Through: Jim Hunt,City Manager q%Qrs,•,P BASK From: John Foutz,Electric Department Manager Agenda Item: Contract with Engineered Services Group Inc of Anchorage,Alaska to relocate two(2)Electro-Motive Diesel(EMD)generators from Arctic Pack Enclosures to the new generator building and construct the necessary support systems BACKGROUND&JUSTIFICATION: June 11 t'°2012,City Council approved Resolution 2012-028 accepting a grant from Alaska Energy Authority to upgrade and update generation facilities at Fort Raymond Generation Plant for $3,960,000 and appropriating funds.On April 1,2014,the Alaska Energy Authority(AEA)increased funding to the grant to raise it to$6,000,000. City Council also approved Resolution 2014-043 on April 28th, 2014 purchasing electrical engineering services from Electric Power Services,Inc(EPS),a subsidiary of ESG.ESG has a long history with the City of Seward Electric Department.ESG completed the 2010 phase of the ongoing generator plant upgrade project and are the only company in Alaska which is both competent to do this work and willing to perform it.The only other company qualified for this work is Marsh Creek, Inc. Marsh Creek declined to propose. Concurrent with SSC 6.10.310 section A and B the City Manager find that it is in the City's interest to sole source this work to ESG. "A.Notwithstanding the requirements of§6.10.210 et seq.,a department or division head may recommend an alternative procurement procedure to the city manager if such procedure will best serve the needs of the city and accomplish the objectives of this title. The city manager shall review the recommendation and must approve it, in writing, before any procedures other than those required by §6.10.210 may be utilized. B. The city manager shall notify the city council of his decision to use any procedure other than competitive sealed bids and the reasons for his decision at the next regularly scheduled city council meeting. The report shall also include a description of the selection process and criteria that will be used to analyze and recommend award, if criteria other than price are to be used" The Generator project has extensive technical,both electrical and mechanical,elements that require specialized training. Engineered Services Group, consisting of Electric Power Systems, Electric Power Construction,Dryden and LaRue and others,has the expertise to accomplish this work.This company also has the experience,with this facility in particular,because of their involvement with the previous generator project in 2010. INTENT: To Authorizing the City Manager to enter into a construction agreement with Engineered Services Group Inc of Anchorage, Alaska to relocate two (2) Electro-Motive Diesel (EMD) generators from Arctic Pack Enclosures to the new generator building and to construct the necessary support systems to permit them to operate for an amount not to exceed$3,100,000 and appropriating funds. 3L CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan(1.3, 3.7.3.1, 3.7.3.2): Continue to upgrade and 1. expand utilities to meet existing needs and encourage future X development. 2 Strategic Plan: The mission of the City of Seward government it is to X provide quality leadership and economic wellbeing of its citizens 3. Other(list): X FISCAL NOTE: Funding for this project, in its entirety was provided to the Electric Fund by AEA Grant#7910011. Approved by Finance Department: 1JeL4 Z)-t t ATTORNEY REVIEW: Yes X No RECOMMENDATION: Q.So�LJ�1 oar, ?gyp G? op Authorize the City Manager to enter into a construction agreement with Engineered Services Group Inc of Anchorage,Alaska to relocate two(2)Electro-Motive Diesel(EMD)generators from Arctic Pack Enclosures to the new generator building and to construct the necessary support systems to permit them to operate for an amount not to exceed$3,100,000 and appropriate funds. Now 3-1 CONSTRUCTION AGREEMENT BETWEEN THE CITY OF SEWARD AND ELECTRIC POWER CONSTRUCTORS, INC. BETWEEN: CITY OF SEWARD,ALASKA THE ("City") Post Office Box 167 Seward,Alaska 99664 and ELECTRIC POWER CONSTRUCTORS, INC ("Contractor") 3305 Arctic Boulevard# 201 Anchorage,AK 99503 The City and Contractor agree as follows: SCOPE OF WORK Contractor shall furnish all materials, labor and equipment necessary for the work described in Exhibit A,"Scope of Work". The City and Contractor will share responsibility for the portions of the scope of work that will be accomplished by the City of Seward power plant and municipal staff as is defined hereinafter. City's responsibility will include all exterior earthwork and concrete work. Contractor's responsibility for piping and conduit exterior to the power plant building will include only installation of piping and conduit. TERM Contractor agrees to commence the Scope of Work of this Agreement, as described in Exhibit A, immediately upon execution of this Agreement and shall furnish the City with a construction schedule within five (5) days of the Notice to Proceed. Work shall be completed according to the schedule described in the Contractor's Proposal, and all Work shall be complete not later than 01 December 2015. Substantial Completion is to be no later than 15 October 2015. DELIVERY Contractor shall deliver all materials and perform all labor and services necessary to complete the Scope of Work in Seward, Alaska, as specified in the Contractor's Proposal. Contractor is expressly allocated the risk of any loss associated with the delivery of materials,which the Contractor has ordered, including injury to third parties until the City takes possession. Unit 4/5 Relocation Construction Agreement Page 1 of 7 December 29,2014 3`� CONTRACT PRICE The City agrees to pay Contractor, following receipt of periodic invoices from Contractor, for his time and materials,at the rate specified in the Contractor's Proposal, a sum not to exceed Three Million-One Hundred Thousand Dollars($3,100,000). PRIORITY OF CONTRACT DOCUMENTS The documents below are referred to as the "Contract Documents" and are listed in order of priority in the event of conflict,errors or discrepancies and by this reference made a part of this Agreement: 1. This Agreement 2. Exhibit A—Scope of Work 3. Exhibit B—Construction Drawings Mechanical design drawings by Engineering Design and Consulting(EDC), Inc. Electrical design drawings by Electric Power Systems(EPS), Inc. Approved switchgear proposal by Meyers Power, Inc. 4. Exhibit C—Valley Power Systems Proposal Valley Power Systems Proposal Seward City Council Resolution 2014-064 5. Exhibit D—Engineered Systems Group(ESG), Inc. Contractor's Proposal Addendum dated 03 December 2014 Contractor's Proposal dated 10 November 2014 MATERIALS AND WORKMANSHIP All materials furnished by Contractor shall be new and suitable for the intended purposes. All workmanship is to be of the highest professional quality.The City reserves the right to review, and if necessary, reject any personnel assigned on this project. CHANGE ORDERS AND SCOPE REDUCTION PROCESS FOR BUDGET CONTROL No changes or substitutions shall be made in the Scope of Work without prior written authorization by the City, approved by the City through the City's Contracting Officer ("Change Order"). The Contracting Officer shall be Rick Wise, City of Seward Project Manager, and any successor or authorized representative. Requests for Change Orders shall be reviewed promptly upon receipt. Adjustments, if any, to the contract price shall be negotiated by the undersigned or other person Unit 4/5 Relocation Construction Agreement Page 2 of 7 Iftlikore December 29,2014 3°1 designated in writing on behalf of the parties and agreed to in advance in writing. Contractor and City agree to work together to complete the project at or below the not to exceed amount of$3.1M. Contractor's project manager will maintain a schedule of values and track costs for installation of each of the major components of the work. If necessary the Contractor or the Contractor and the City will propose scope reductions to maintain budget control. In all cases suggested reductions will be configured to allow at least one of the units to be relocated and integrated into the existing power house. CONTRACTOR'S RESPONSIBILITY FOR PROVISION OF FULLY OPERATION RELOCATED UNITS It is recognized that the project entails relocation of existing engine generator sets,which the City asserts are presently fully operational. The Contractor will not assume responsibility if engine generator sets fail to pass acceptance tests and fail to provide commercial power. In all cases, a City representative will be present when the Contractor is moving the units into the power plant. SUBCONTRACTORS/THIRD PARTIES Contractor shall be as fully responsible for the acts or omissions of its subcontractors and of persons either directly or indirectly employed by them as for the acts or omissions of persons directly employed by Contractor. Nothing contained in this Agreement shall create any contractual relationship between the City and any subcontractor. slgaid It is specifically understood between the parties that this Agreement does not make anyone a third party beneficiary, nor does this Agreement authorize anyone not an authorized party to maintain a lawsuit for personal injuries or property damage. THE CITY'S RIGHT OF INSPECTION The City, or its agents may, at any time during regular hours of operation, inspect the Scope of Work and services provided under this Agreement. Such inspections are solely for the benefit of the City and not for any third person. The exercise by the City or an agent acting on behalf of the City, of its rights under this paragraph, shall not imply any obligation to inspect nor an obligation to inspect in any particular manner. The City reserves the right to refuse any damaged or unusable Work or materials not of equal or better quality than stated in the specifications in the Contract Documents. AMENDMENT This Agreement shall only be amended, modified or changed in writing, signed executed by an authorized representative of each of the parties. JURISDICTION,CHOICE OF LAW Unit 4/5 Relocation Construction Agreement Page 3 of 7 December 29,2014 L3 The law of the State of Alaska shall govern the rights and obligations of the parties and interpretation of this Agreement. Venue for any legal actions arising from this Agreement shall be in Anchorage,Alaska. COMPLIANCE WITH LAWS/PAYMENT AND PERFORMANCE BONDS Contractor shall obtain, at its own expense, all necessary rights-of-way or other consents from all governmental agencies and shall comply with all applicable federal, State and local laws, statutes, regulations and ordinances. Attached are payment and performance bond in the full amount of this Agreement($3,100,000), insurance certificates, and contractor's license and bonding information. DEFAULT,REMEDIES,LIQUIDATED DAMAGES Contractor's failure to comply with any representation or warranty made in the Contract Documents shall be considered an event of default. In addition, Contractor's failure to perform any other term, covenant or agreement contained in any of the Contract Documents shall be considered an event of default. An event of default by Contractor and its refusal or inability to cure or diligently pursue a cure within the time authorized by the City, shall give the City the right, but not the obligation,to procure services and materials from another source with any difference in cost to be paid by Contractor or to terminate this Agreement upon ten(10)days written notice to Contractor. The City, upon termination of this Agreement, shall have the right but not the obligation to accept performance of the Scope of Work up to the date of termination. Upon termination as a result of Contractor's breach,the City shall be entitled to a full refund of all amounts paid under this Agreement provided that in the event that the City exercises its ability to accept the Work,as completed to the date of termination,the City shall pay Contractor for the Scope of Work completed to such date to the extent that such Work conforms to this Agreement. Amounts owed to either party pursuant to this paragraph may be offset. Remedies described herein are not exclusive and the City retains all other rights and remedies at law or in equity. Liquidated damages for delay is not used. TIMELINESS Time is of the essence for this Agreement. REPAIR OF DAMAGES CAUSED BY CONTRACTOR All damage and injury to property that is caused by, or that results from performance of the Scope of Work by, or from any act, omission or neglect by Contractor, its subcontractors or its employees, shall promptly be remedied by Contractor either by repairing, rebuilding or replacing the property damaged or in some other manner satisfactory to the City and to the owner of such property. In case of failure on the part of Contractor to promptly and satisfactorily remedy such damage or injury,the City may proceed to repair, rebuild or replace such property as required and the cost thereof will be deducted from any monies due or which may become due to Contractor. In applying the above provisions, the repairing, rebuilding or replacing of damaged property shall be understood to include the providing of temporary facilities that may be needed to maintain normal Unit 4/5 Relocation Construction Agreement Page 4 of 7 Nitre December 29,2014 LI service until the required repairing, rebuilding or replacing is accomplished. Restoration of damaged property includes removal of contaminated water or soil, remediation to the extent required by any State or federal environmental law, regulation, or order of an agency having jurisdiction over a release of a contaminant or hazardous substance. RELEASE,INDEMNIFICATION AND INSURANCE Contractor agrees to release, indemnify, defend and hold harmless the City, its officers, agents and employees from and against any and all claims,demands, losses,defense costs or liability of any kind or nature, including environmental liability,which the City, its officers,agents and employees may sustain or incur or which may be imposed upon them or injury to or death of persons or damage to property as a result of, arising out of or in any manner connected with Contractor's performance under the terms of this Agreement, excepting only liability arising out of the sole,gross negligence of the City. It is permissible, within the terms of this contract, for the Contractor's Engineer or Engineering Sub-Contractor to provide the certificate of Professional Liability insurance. Without limiting Contractor's obligations stated above in this paragraph, it is agreed that Contractor shall maintain in force, at all times, during the performance of this Agreement the following policies of insurance, with deductibles acceptable to the City, covering its operations: Insurance Minimum Limits Comprehensive General Liability $1 Million combined limit each occurrence/ $2 Million aggregate Worker's Compensation/Employer Liability As required by statute Automobile Liability-Covering bodily injury and $1 Million combined limit per accident property damage, including all owned, hired and non-owned vehicles. Professional Liability—Covering all errors, $1 Million per occurrence/aggregate omissions, or negligent acts in the performance of services under this Agreement. Contractor shall procure insurance for full replacement value and to adequately insure against the loss of or damage to materials during shipment and at all times in Contractor's possession. Costs of shipping and other insurance are covered by the contract price. Contractor's insurance policies shall contain the following clauses: 1. With the exception of Workers Compensation and Professional Liability insurances,the City, its officers,employees and volunteers are added as additional insured for operations of the named Unit 4/5 Relocation Construction Agreement Page 5 of 7 December 29,2014 insured performed under contract with the City. 2. Any insurance maintained by the City shall apply in excess of, and not contribute with, insurance provided by Contractor. 3. All insurance policies required by this Agreement shall contain a clause that the insurance shall not be canceled, limited, non-renewed, or otherwise materially changed without thirty (30) days prior written notice delivered to the City. 4. All policies shall be written by insurance companies legally authorized or licensed to do business in the State of Alaska and acceptable to the City. 5. Contractor shall furnish to the City, certificates evidencing that it has procured the insurance required herein prior to commencement of the contract term. 6. All of the insurance policies described above shall provide that the insurers waive rights of subrogation against the City, its officers, agents and employees. Unit 4/5 Relocation Construction Agreement Page 6 of 7 December 29,2014 114.-73.7.11.•-•l•nyWZ•a a a•Vaasa/a a 1/11 any assignment by Contractor of its interest or responsibilities in any part of this shall be void and any tttempt by Contractor to assign any part of its interest under this Agreement shall give the City the right o terminate this Agreement immediately. ['his Agreement is entered into and effective when executed by both parties. :ITY OF SEWARD,ALASKA ELECTRIC POWER CONSTRUCTORS, INC i c)a4C,_ �/i°/i°�e%eyerge ames Hunt,City Manager Name,Title )ATE: DATE: lL/2 j!Q kTTEST: ohanna Kinney,City Clerk )ate: City Seal) Unit 4/5 Relocation Construction Agreement Page 7 of('1 December 29,2014 ASSIGNMENT PROHIBITED Any assignment by Contractor of its interest or responsibilities in any part of this shall be void and any attempt by Contractor to assign any part of its interest under this Agreement shall give the City the right to terminate this Agreement immediately. This Agreement is entered into and effective when executed by both parties. CITY OF SEWARD,ALASKA ELECTRIC POWER CONSTRUCTORS, INC James Hunt, City Manager Name, Title DATE: DATE: ATTEST: Johanna Kinney,City Clerk Date: (City Seal) Unit 4/5 Relocation Construction Agreement Page 7 of 7 December 29,2014 1� AUTHORIZATION CERTIFICATE (if Corporation) STATE OF ALASKA ) ) SS: THIRD JUDICIAL DISTRICT) I HEREBY CERTIFY that a meeting of the Board of Directors of the a corporation existing under the laws of the State of Alaska,held on , 20_,the following resolution was duly passed and adopted: "RESOLVED, that , as of the Corporation, be and is hereby authorized to execute and deliver the Agreement presented at this meeting with the CITY OF SEWARD on behalf of the corporation and that the execution thereof shall be the official act and deed of this Corporation." I further certify that said resolution is now in full force and effect. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the corporation this day of , 20 Secretary (SEAL) stftsid `A 10 INDEX OF EXHIBITS Exhibit A—Scope of Work Exhibit B—Construction Drawings Exhibit C—Valley Power Systems Proposal Exhibit D—Engineered Systems Group Inc(ESG)Proposal and Proposal Addendum yn EXHIBIT A SCOPE OF WORK Slay EXHIBIT A SCOPE OF WORK A. GENERAL DESCRIPTION OF WORK Contractor shall,with certain defined exceptions, furnish all materials, labor and equipment necessary for the relocation of two(2)ElectroMotive Diesel generators (EMD's) from artic pack enclosures to the existing generator building, said relocation to include the upgrading of facilities to support four(4)EMD's within the existing generator building. B. SPECIFIC DESCRIPTION OF THE WORK Contractor shall furnish all materials, labor and equipment necessary to relocate EMD generators 4 and 5 from existing arctic pack units to the 2010 constructed generator building. The contractor shall perform all requirements to successfully phase the relocations so that only one EMD generators is out of service at any given time. The contractor shall perform acceptance testing to verify operational status of relocated EMD generators. The following performance elements address specific requirements of this contract in no particular order: a. The City will demolish the arctic packs and disconnect the generators per the construction schedule developed by the contractor. The City shall provide all trenching and concrete work within the fence at Fort Raymond Substation. The City shall perform such tasks as shall be mutually agreed upon,during the course of the project, to minimize expenses. b. Contractor shall move EMD generators 4 and 5 from existing locations into the generator building. Provide all materials, labor, and equipment necessary to perform work. Contractor shall secure the generators to the floor per recommended practice. c. Contractor shall have no responsibility for mechanical alterations to the EMD's and shall only interface with them at the electrical control panel. Valley Power Systems, Inc shall provide all materials, labor, and equipment necessary to upgrade the engines and facilitate SCADA control of the engines only. d. Contractor shall,with noted exceptions("see a"), install all fuel distribution equipment per plans, provided by EDC Inc, to support full operational performance of EMD generators 4 and 5. Contractor shall provide and install all such controls as may be necessary to allow SCADA control of the fuel system, per plans provided by Electric Power Systems Inc(EPS). Contractor shall provide all materials, labor,and equipment necessary to perform the work. e. Contractor shall install and/or modify compressed air system and equipment per plans and specifications, provided by EDC Inc,to support full operational "'1 1 O. performance of EMD generators 4 and 5. Contractor shall provide and install all such controls as may be necessary to allow SCADA control of the compressed air system,per plans provided by EPS.Contractor shall provide all materials, labor, and equipment necessary to perform the work. f. Contractor shall install exhaust system equipment per plans, provided by EDC Inc,to support full operational performance of EMD generators 4 and 5. Contractor shall provide and install all such controls as may be necessary to allow SCADA control of the exhaust system,per plans and specifications provided by EPS.Contractor shall provide all materials, labor,and equipment necessary to perform the work.Note:the silencers are already mounted on their foundations and ready for connection.Contractor to confirm mounting bolt torques prior to connection of exhaust piping. g. Contractor shall install cooling system equipment per plans and specifications, provided by EDC Inc,to support full operational performance of EMD generators 4 and 5. Contractor shall provide and install all such controls as may be necessary to allow SCADA control of the cooling system,per plans and specifications provided by EPS. Contractor shall provide all materials, labor,and equipment necessary to perform the work.Note: the radiators are already set on their foundations and ready for connection.Contractor to provide and install mounting bolts prior to connection of cooling system piping. h. Contractor shall integrate HVAC system per plans and specifications,provided by EDC Inc,to support full operational performance of EMD generators 4 and 5. Contractor shall provide and install all such controls as may be necessary to allow SCADA control of the HVAC system, per plans and specifications provided by EPS. Contractor shall provide all materials, labor,and equipment necessary to perform work. i. Contractor shall install all electrical equipment per plans and specifications, provided by EPS,to support full operational performance of EMD generators 4 and 5. Contractor shall provide and install all such controls as may be necessary to allow SCADA control of the HVAC system, per plans and specifications provided by EPS. Contractor shall provide all materials, labor,and equipment necessary to perform work. j. Contractor shall perform acceptance testing of relocated EMD generators 4 and 5. Contractor shall provide all materials, labor,and equipment necessary to perform work. k. Contractor shall provide product data, shop drawings,quality control inspection and testing,and operation and maintenance manuals for all components and systems installed. Contractor shall provide all materials, labor, and equipment necessary to perform work. 1. Contractor shall maintain red line mark-ups of all plans and shall produce As Built Drawings of the full project after completion of the work.Contractor shall provide all materials, labor, and equipment necessary to perform work. -S C. OWNER SUPPLIED MATERIALS AND EQUIPMENT a. Medium Voltage(5 kV) Metalclad Switchgear b. Motor Control Center c. Batteries for Metalclad Switchgear d. Such equipment as may be required to perform the work reserved to the City. e. Such materials as are supplied by Valley Power Systems as a part of their work (see Exhibit C) D. WORK PHASES This work will proceed in eight major phases: a. Mobilization and Support System Upgrades b. Unpack Generator 4. c. Move and reconnect Generator 4 d. Commission Generator 4 e. Unpack Generator 5. f. Move and reconnect Generator 5 g. Commission Generator 5 h. Document transfer and acceptance testing. E. USE OF PREMISES Contractor will, to the best of his ability,avoid interference with the daily operations of the Fort Raymond Substation and, in particular, the operations of the generation plant. Should it be necessary to disrupt the operations of the generator plant, Contractor will give the City notice of that disruption not less than five(5) working days before the disruption occurs. F. ENVIRONMENTAL CONSIDERATIONS Contractor shall protect against all spills,accidents or other environmental damage resulting from the performance of the work. Contractor shall mitigate any such spills, accidents or other environmental damage to the satisfaction of the governing authority having jurisdiction of such spills,accidents or other environmental damage. Contractor shall provide all materials labor and equipment necessary to perform that work. G. PERMIT REQUIREMENTS Contractor shall comply with all federal, state and local ordinances and shall acquire whatever permits may be necessary for the performance of the work. Such permits will be filed and/or displayed as required by the governing authority having jurisdiction over that permit. 51 Nod H. WORK RESTRICTIONS The City may, from time to time,find it necessary to take possession of the work site for emergency generation.The City will,as much as is possible, avoid disruption of the Contractor's work in these situation but it is acknowledged that emergency generation takes precedence over all other considerations, excepting only safety. okiw EXHIBIT B CONSTRUCTION DRAWINGS r..... ff 111 F iii °gz.1 w.o o ,. K F t O.W z o ' 00 .W' W w c. m Q ` 4 ; 6& -oy m 4 C F W c. E.. 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Id o electric Power S sy ~ f;P Consulting Engineers ne. SYSTEMS TO: Proposers SUBJECT: 5kV switchgear for Units 4&5, Fort Raymond Power Plant Date:November 13,2014 The City of Seward received three proposals for the new 5 kV switchgear for Units 4&5 at Fort Raymond Power Plant. The City of Seward Electric Department has recommended to the City Council that Myers Power Products,Inc. be awarded the switchgear package.The City Council will entertain the recommendation at the December 8,2014 Council meeting. '�V Shaw CITY OF SEWARD GENERATOR RELOCATION 4.16kV SWITCHGEAR RFP ADDENDUM NO.1 October 20`h,2014 City Of Seward Vernon Willet,COS Project Manager Electric Power Systems,Inc.(EPS),Design Consultant NOTICE&INSTRUCTION TO BIDDERS The due date for the proposal has been extended to Friday,October 24,2014. 2.2.1.2 Conductor Terminals,Terminal Blocks,Test Switches and Fuse Blocks Test switches for all relaying current,relaying potentials,trip and close circuits to the GE relays shall be ABB FT-1 or Instrument Transformer FT style.No substitutions will be permitted.The test switch part numbers,per Pacific Power Systems original BOM,are listed below: TS1—129A514G01 TS2-129A519G01 TS3—129A501G01 TS4—129A501G01 2.2.3.A Instrument Transformers—Current Transformers Generator CTs are not to be supplied for this proposal. APPENDIX A—DRAWING LIST Sheet FRSS-EL-0010 2: Delete the clouded area around the generator CTs.Generator CTs are not to be supplied. Bidders are to fully acknowledge receipt of this addendum via email and within the proposal. Addendukr\(v rl kknOW\e 3e.d 1 �� CITY OF SEWARD GENERATOR RELOCATION 4.16kV SWITCHGEAR RFP ADDENDUM NO.2 October 23rd,2014 City Of Seward Vernon Willet,COS Project Manager Electric Power Systems,Inc.(EPS),Design Consultant CLARIFICATION: Section 1.1 Intent,incorrectly states that Seward will take delivery FOB the Contractor's facility on or before Friday,April 3`d,2015.Corresponding to section 1.10.2 Shipping,all equipment is to be delivered FOB to the Fort Raymond Substation on or before Friday,April 3`d,2015. 1.1 INTENT—Replace with: All equipment is to be delivered F.O.B.to the Fort Raymond Substation on or before April 3`d, 2015. NOTICE&INSTRUCTION TO BIDDERS The due date for the proposal has been extended to Tuesday,October 28,2014. Bidders are to fully acknowledge receipt of this addendum via email and within the proposal. tddvndu►m ck lowte cit3eA 1 Slaw Pkctrk Power SA=ems � Vl� /f..i...7 3 Consulting Engineers NOTICE&INSTRUCTION TO BIDDERS TO: Prospective Offerors SUBJECT: Request for Proposal for new switchgear for Units 4&5,Fort Raymond Power Plant Date:October 1,2014 Project Title: City of Seward,Fort Raymond Generator Relocation Project Description: The City of Seward is seeking proposals to furnish switchgear capable of switching 4160V power for two generators at their power plant located in Seward,AK. The preferred system would utilize Eaton's Cutler- Hammer,VacClad-W®Vacuum Circuit Breaker(50VCP-W250-1200A, 5kV). Proposal Due Date/Time: Two(2)weeks from date of receipt. Electronic transmittal of bids is required.Transmit PDF images of the completed documents described below,together with all their required attachments,as attachments to a covering email addressed to: bbrimsteinnn epsinc.com d rosers(a)epsi nc.com jstrandbera esgro.net Place the words"City of Seward Powerhouse 4.16kV Switchgear"in the'Subject'line of the covering email. PDF files may be combined into ZIP files for attachment and transmittal. City of Seward will monitor incoming email and will attempt to contact vendors if any problems with receipt are noticed, but City of Seward accepts no liability for unsuccessful receipt of electronic bid submittals. The City of Seward reserves the right to require a Performance Bond to guarantee the delivery schedule. Bidders shall provide the completed Proposal Form and Certificate of Compliance. Proposals shall be prepared in accordance with the attached requirements stated in the Switchgear Specification. Proposals will be held in confidence and not released to any person. All technical questions regarding this RFP and Project should be directed to the following person(s) Bill Brimstein,P.E. Electric Power Systems Cell:(208)309-1799 bbrimstein anepsinc.com Skillsre WWW.EPSINC COM PHONE(907)522-1953•3305 ARCTIC BLVD..SUITE 201.ANCHORAGE,ALASKA 99503•FAX(907)522-1182 PHONE(907)789-2474•2213 JORDAN AVE.JUNEAU.ALASKA 99803•FAX(907;789-4939 PHONE(425)883-2833•4020 148th AVE.N.E..SUITE C.REDMOND.WASHINGTON 98052•FAX(425)883-8492 lDN1 PROPOSAL FORM Project: 5 KV Electrical Switchgear Procurement for City of Seward Fort Raymond Powerplant, Unit 4/5 Relocation Project Name,address,phone and email of Proposer: Myers Power Products.Inc. 2950 E.Philadelphia Street Ontario.CA 91761 909-923-1800 Phone 909-923-1806 Email Price to provide 5KV Electrical Switchgear,delivered to the City of Seward Power Plant In US Dollars One-Hundred eighty-two thousand,two-hundred seventy dollars no/100 ($182,270 . 00 ) In accordance with design drawings,specifications,and instructions to bidders for the project. Proposer is directed to project specification Section 1.2.1.1 for submittal requirements. By: Diana Grootonk Name CEO Title rte' I � --� Signature October 28, 2014 Date WW1W.EPSINC.COM PHONE;907)522-1953•3305 ARCTIC BLVD.,SUITE 201 ANCHORAGE,ALASKA 99503•FAX 907'522 1182 PHONE)907)789-2474•2213 JORDAN AVE.JUNEAU,ALASKA 99603•FAX(907'789-4939 PHONE:425`;8832833•4020 148th AVE N E. SUITE C.REDMOND.WASHINGTON 98052•FAX;425,883-8492 1)LI / oPIecthc Power inc. r to Consulting Engineers :SYSTEMS City of Seward Fort Raymond Generator Relocation 5 kV Switchgear Specification October 1,2014 Prepared under the direction of: Daniel C.Rogers,P.E. William J.Brimstein,P.E. Slime las- REQUEST FOR SWITCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT TABLE OF CONTENTS Summary of Changes 3 1 GENERAL SPECIFICATIONS-METALCLAD SWITCHGEAR 1 1.1 Intent 1 1.2 Product Options and Substitutions 1 1.3 Bid Submittal Checklist 3 1.4 Switchgear Construction and Layout .4 1.5 Progress Schedule 4 1.6 Acceptance,Rejection,Testing,and Inspection of Work 5 1.7 Drawings 8 1.8 Instruction Manuals and Manufacturers Certificates 10 1.9 Submittal Procedure and Requirement 12 1.10 Packing and Shipping 14 1.11 Field Engineering Services 15 1.12 Contract Coordination Meeting 15 2 TECHNICAL SPECIFICATIONS-5 kV METALCLAD SWITCHGEAR 16 2.1 General 16 2.2 Switchgear and Equipment 17 2.3 Switchboard Unit Specifications: 20 2.4 Service and Maintenance Devices 21 APPENDIX A—DRAWING LIST 22 SWITCHGEAR ADDITION SPEC PAGE 2 10/1/2014 REQUEST FOR SIMTCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT Summary of Changes *Religion• No** R 1,1.0 Ran Description A 8/5/2014 Issued for Review B 9/5/2014 Issued for Bid C 10/1/2014 Issued for Bid SWTCHGEAR ADDITION SPEC PAGE? 10/1/20?4 I�� REQUEST FOR SWITCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT I (;IAI_RvI.�1'l ( II I( ,AII( \ti-AII l.v ( I_\I)�\\ II( II(iI.AR 1.1 Intent The intent of these specifications is to describe the functional and technical requirements for metalclad switchgear. One(1)4.16 kV-metalclad switchgear assembly is to be provided for the Fort Raymond Substation located in the city of Seward, Alaska. It is the further intent of these specifications to provide technical specifications and requirements to allow the Contractor to develop a full and accurate price for such equipment to be manufactured. Seward will take delivery FOB the Contractor's facility on or before Friday,April 3`d.2015. 1.2 Product Options and Substitutions 1.2.1 At Time of Bid Whenever any material, equipment, method of construction, or process is indicated or is specified in Contract Documents without reservations, by patent or proprietary name of manufacturer, such specification shall be deemed to be followed by the words"or equal." In such cases, Contractor may offer to furnish another material, equipment,method of construction,or process that shall be substantially equal in every respect to that indicated or specified. Seward shall be the sole judge of the equality of the material, equipment, method of construction, or process offered in substitution. In the absence of a listing of such equipment,it will be assumed that the Contractor intends to furnish the items as specified. Unless alternative material,process or equipment is specifically stated as acceptable or requested, all equipment shall be as specified within the specifications and drawings. No substitutions shall be allowed from the specified protective relays, governor system, voltage regulator. test switches,breaker/relay control switches or indicating lights included within the specifications and drawings. Ai material purchased by the Contractor for installation in the switchgear under this contract shall be registered with the manufacturer under Seward's name to ensure timely receipt of updates and warranty information. 1.2.1.1 Information to be Submitted with Bid The Contractor shall include with the bid the "Certification of Contract Compliance" sheet included on the following page. The Contractor shall certify that the proposed product meets or exceeds the requirements of the specification. Any substitutions or exceptions shall be explicitly noted on the attached compliance certification. Any exceptions or substitutions not specifically listed on the attached compliance shall not be considered or approved. Failure to submit the"Bid Compliance Certification" with the bid documents shall result in the Contractor's price proposal being returned to the Contractor. The Contractor shall submit with the bid proposal the specifications, instruction manuals,shop drawings and other information requested in the"Bid Submittal Checklist". Failure to submit the required technical information shall result in the Contractor's price proposal being returned to the Contractor. SW TCHGEAR ADDITION SPEC PAGE 1 1J/1/2014 Di REQUEST FOR SW1TCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT CERTIFICATE OF CONTRACT COMPLIANCE Contractor Myers Power Products, Inc. Contractor's Address 2950 E.Philadelphia Street,Ontario,CA 91761 Name of Certifying Individual Patrice Davezan (type or print) Title of Certifying Individual Estimating Manager (type or print) 1 hereby certify that the proposal submitted by Myers Power Products,Inc. meets or exceeds the requirements of the specification. All material specified on the drawings or within the contract documents shall be supplied as stated within the contract documents unless specifically listed as an exception or material substitution. All exceptions to the specification for the Seward Switchgear are listed below SEWARD SWITCHGEAR REPLACEMENT Exceptions:Comments/Clarifications 1. Manufacturer standard production test done on breaker will be provided. 2. Manufacturers standard instruction manuals will be provided. 3. See Field Service rate sheet attached. Signature of Certifying Offici. __ �itiC Date October 28,2014 , ) SWITCHGEAR ADDITION SPEC PAGE 2 10/1/2014 I C1 REQUEST FOR SIMTCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT 13 Bid Submittal Checklist 1.3.1 Fort Raymond Generator Relocation—5kV Switchgear Please provide all components listed below in the bid proposal: • Certificate of Contract Compliance • Estimate for delivery of approval drawings ARO • Estimate for delivery of equipment after receipt of drawing approval ADA • Detailed listing of exceptions • Catalog cuts of all proposed"or equal'components. • Preliminary plan and elevation views,dimensions,weights • Assembly instructions and requirements including number of shipping pieces, number of shipping splits, number of inter-connected cables and terminations, termination method of all cables that require field termination. • Detailed listing and requirements for the installation of switchgear components that are shipped separately. Due to the complexity of the on-site installation process, splits in the assembly shall be shown on the drawings. Each assembly shall have lifting eyes installed on the four corners. 13.2 Acceptance of Substitution The determination of the suitability of"or equal" substitutions for the service intended, and final acceptance thereof, shall be by Seward. For those items that may be acceptable as an "or equal" item, the Contractor shall provide sufficient information and data necessary for full evaluation of equipment proposed on an "or equal" substitution basis at the time of the bid submittal. As a minimum, information shall include a complete description, physical dimensions, manufacturer's name and model number, time for delivery,subcontractors and a specific listing of any characteristics which differ from those specified and could require engineering changes to equipment, buildings, structure, and services. Failure to supply adequate, accurate information may result in rejection of Contractor's hid. If the exact material to be used by the Contractor for the construction of the switchgear is unknown at the time of the bid, the Contractor may submit for approval each`or equal" item under consideration by the Contractor that may be used during the switchgear construction. The successful Contractor shall be liable for the cost of any subsequent engineering changes that are attributable to the Contractor not furnishing complete information on the requested substitution with its bid. 133 Substitutions Specification After Contract Award Substitutions after contract award may be considered when a product becomes unavailable through no fault of the Contractor. All such substitutions shall be submitted for approval to Seward, who is solely responsible for their approval. Certain items that are not specified in the contract and are not required to be submitted with the Contractors' bid shall be submitted for Seward's approval following award of the contract. Offers of substitution for items described in the specifications will be considered only upon the written request of Contractor and will not be considered unless such substitution was clearly indicated in the bid documents and SVVITCHGEAR ADDITION SPEC PAGE 3 REQUEST FOR SWTCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT noted on the Certificate of Compliance submitted by the Contractor. The Contractor must submit all requests for substitutions. No requests for substitutions will be acknowledged or considered from suppliers, distributors, manufacturers, subcontractors,or any other source. Requests for approval of a substitution shall be accompanied by documentary evidence of equality in the form of descriptive literature,performance records and testing of work. Substitutions that require performance testing shall include a two-week advance notice of such tests, reviews, or inspections. No substitutions for the specified protective relays, governor system, voltage regulator, control switches, test switches,or indicating lights shall be accepted or considered. A request for substitution acceptance after award constitutes a representation that the Contractor: I. Has investigated proposed product and determined that it meets or exceeds the quality level of the specified product. 2. Will provide the same warranty for the substitution as for the specified product. 3. Will coordinate installation and make changes to other work that may be required for the work to be completed with no additional cost to Seward. 4. Waives claims for additional costs or time extensions that may subsequently become apparent. 1.4 Switchgear Construction and Layout The general arrangement and layout of the switchgear is as shown on the drawings included as part of this specification. The doors should be designed such that all switchgear equipment can be easily removed if equipment requires repair or replacement. Maximum depth of the switchgear enclosures shall not exceed 84 inches. Hinged doors with key locks shall be provided for rear access to breaker units. PLC/PT section will also have hinged and lockable rear doors. Circuit breakers shall roll in and roll out without the use of an additional lifting device. The Contractors are advised that the lowest initial switchgear price may not be selected as the successful bidder. should the lowest switchgear price result in higher construction costs or undesirable items compared to other alternatives or the base alternative design. 13 Progress Schedule 1.5.1 Manufacturing and Shipping Schedule Contractor shall submit initial Progress Schedule within 14 days after date of the Notice to Proceed. This schedule shall include, but not be limited to, dates for shop drawings, submittal, factory tests, availability of test results, instruction books,as well as shipping dates. If compliance with Contract delivery dates require that shop drawings be approved by certain dates,this shall be noted in the schedule. The schedule shall not be in effect until approved by Seward. All drawings and information necessary for foundation,conduit, and other site design shall be transmitted in final form no later than 6 weeks after Notice to Proceed. The Contractor shall notify Seward in writing of events causing the schedule or any portion thereof to change by more than 7 calendar days during the course of manufacture. A revised schedule shall be submitted within 7 days of the first notification of the change. Failure to notify Seward of such changes may be considered a breach of the Contract. SWITCHGEAR ADDITION SPEC PAGE 4 ,6;'2014 REQUEST FOR SWITCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT 1.6 Acceptance,Rejection,Testing,and Inspection of Work Equipment tests.calibrations,and assembly tests shall be performed to industry standards and procedures specified in Technical Specification Section of this document. All expense associated with such tests, reviews, and inspections shall be borne by the Contractor. Records of these tests,reviews and inspections shall be furnished to Seward. Material or equipment may not be shipped from point of manufacture before it has been inspected and reviewed by Seward unless Seward gives written notice that an inspection is not required. The failure of Seward to require tests or satisfactory completion, thereof, or failure to require reviews of inspections, shall not in any way affect Contractor's warranty or mean that Seward accepts work as meeting such warranty,and shall neither relieve Contractor from any responsibility or liability with respect to workmanship, materials, and equipment, nor constitute acceptance thereof by Seward. All components and assemblies of the metalclad switchgear shall be assembled and tested at the factory for satisfactory alignment, operation, and readiness for commercial operation. Individual component testing prior to assembly is not an acceptable substitution for testing of the assembled switchgear unit. All tests shall record the ambient temperature at which the tests were performed. Temperature shall be plainly marked on the test results. 1.6.1 Acceptance of Work When the equipment furnished by the Contractor is completely tested and ready to ship,Seward may proceed with acceptance and 90 percent payment. Final payment shall be made following the thirty(30)day operational period but in no case longer than ninety(90)days from factory acceptance. Seward may operate the equipment for a period of thirty (30)consecutive days to ensure and demonstrate that th equipment is capable of continuous operation under specified operating conditions. Upon completion of the thirt (30)day demonstration period of operation,the work shall be deemed accepted for commercial operation,except if Seward notifies the Contractor during this time or within five(5)days thereafter,enumerating the reasons for non- acceptance. If the Work is not accepted, it shall be returned to a state of initial operation and the fault or the Contractor shall remedy faults,after which the equipment shall again be tendered for commercial operation. If the equipment meets the requirements for satisfactory operation,Seward will notify the Contractor of acceptance of the equipment within 5 days following the 30-day acceptance period. 1.6.2 Rejection of Defective Work Any Work which fails to meet all Contract requirements or other technical and/or quality requirements of Contract Documents shall be considered nonconforming and may be rejected. Rejected Work shall be removed promptly by Contractor at its expense unless the deficiencies are corrected promptly by it, in a manner satisfactory to Seward,and all expense,direct and related. is borne by Contractor. If deemed inexpedient to repair and/or correct and if acceptable to Seward, the Work may be left as is and a suitable deduction from the Contract price made to allow for nonperformance or repair and/or correction. Errors found in the Contractor's wiring.during field commissioning,will be assumed to constitute non-compliance for verification, testing and drawing as-builts of Contractors' work prior to shipment. Seward's installation personnel shall document such non-compliance. The Contractor, at Seward's option, shall be notified of each occurrence of non-compliance. The Contractor.at Seward's option,shall make all field and drawing corrections at its own expense in an expedient manner so as to not impact the construction schedule of Seward. SWITCHGEAR ADDITION SPEC PAGE 5 iiV1YZ0�4 �3� Sifter" REQUEST REQUEST FOR SVNTCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT 1.63 Abnormal Test Results Seward shall be immediately notified of any unusual damage or events occurring during construction of the metalclad switchgear and all tests which do not meet specified or standard values. Seward shall be permitted,at its option,to personally inspect any damages and/or test failures. 1.6.4 Access to Contractor Premises A representative of Seward shall be allowed cost free access at all reasonable times to the Contractor's shops and those of its suppliers for inspection of the equipment,or any of its parts,and to obtain information on the progress of the Work. Any work or material found to be defective or which does not meet the requirements of this specification may be rejected and shall be replaced by the Contractor at its own expense. Such inspections, however,shall not relieve the Contractor from responsibility for the quality and correctness of the Work. 1.6.5 Witness Test The Contractor shall include within the price of the bid proposal, accommodation at Contractor's facilities for an authorized representative of Seward to witness the final inspection and commissioning tests of each piece of the completed switchgear prior to shipment. The Contractor shall be responsible for scheduling such witnessing to coincide with the completion of 5kV Seward switchgear. Such tests shall be after the Contractor has assembled the switchgear and completed preliminary testing on the switchgear. Should the switchgear not be ready for final testing upon the arrival of the Seward's representative or should the switchgear not meet the required testing, the Contractor shall be responsible for all airfare, lodging, subsistence Shaw, costs associated with a second trip to witness the tests. The switchgear may not be shipped in whole or in part until the Seward representative has witnessed the tests and approved the switchgear testing. Such approval does not constitute final acceptance of the switchgear. An authorized representative of Seward may waive witnessing of the tests in writing. Such waiver does not relieve the Contractor of performing the required tests and providing Seward with a written report of all tests and test procedures. Any tests performed without a Seward representative present and without a waiver of this requirement are invalid. The Contractor shall notify Seward of the planned testing dates and shall make every effort to schedule testing dates that coincide during a single workweek to eliminate unnecessary delays. The Contractor shall advise Seward of any changes of testing dates and shall reschedule tests to allow sufficient time for travel by the Seward representative. 1.6.6 Equipment Tests 1.6.6.1 Switchgear The following checks are to be performed on the equipment prior to packing and shipment. The checks include, but are not limited to: A. Verify the accuracy of the material list, nameplate list, and all electrical, equipment and layout drawings. Check construction against the fabrication prints to ensure that all "As-Built- construction details arc noted on the drawings prior to drawing shipment. B. Perform a mechanical operation check to ensure proper operation of door handles, tilt out trays,auxiliary switches, shorting screws,and shorting-type terminal blocks, shorting bars in relay cases.and proper operation of all test switches. SW;TCHGEAR ADDITION SPEC PAGE E 1 0/1i26i4 ■ 33 REQUEST FOR SWTCHGEAR PROPOSALS REQUEST FOR SWITCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT C. Perform an AC Hi-Pot test on all main and load busses. All tests are to be phase to phase and each phase to ground. D. Current transformers, potential transformers, and control power transformers are to be energized with primary current and voltages ratios and connections are then to be verified. E. Correct polarity for connections between instrument transformer secondaries and secondary devices will be verified by use of a reference standard which allows comparison of current or potential on the primary circuit with the current or potential at the secondary devices. F. All cubicle lights, heaters, and other associated equipment will be operated to ensure satisfactory operation. 1.6.6.2 Circuit Breakers At a minimum, the following tests shall be performed on each breaker with test results furnished to Seward. Testing shall be done in accordance with the applicable ANSI standards. A. BIL Test B. AC Hi-Pot Test C. AC Full Voltage Test D. Breaker Insertion Test E. Conductor Test Each breaker shall be certified as being capable of 10,000 operations in the life of the breaker with inspections a' specified in applicable ANSI standards. For each circuit breaker in the switchgear lineup,the breaker is to be installed and checked as follows: A. With the circuit breaker closed in the test position and the stored energy springs charged, verify that the breaker cannot be moved from the connected position until the contacts are open. B. With the breaker closed in the test position and the stored energy springs charged, the breaker must trip and the stored energy springs must discharge completely when any attempt is made to withdraw the breaker from the cubicle. C. Check shutter operation as breaker is withdrawn. D. Check all primary connections and primary polarity marks. 1.6.6.3 Control Wiring Tests Control wiring continuity shall be verified by actual electrical operation of the component control devices as part of the sequence test described below. Wiring not verifiable in this manner shall he checked for continuity. All DC controlled relays, reclosing relays, overcurrent relays, and voltage relays shall be electrically operated to ensure that these devices function as required in the control circuits. All protective relay schemes shall be operated to ensure correct operating sequence. 1.6.7 Test Reports The manufacturer shall furnish Seward with electronic copies of guaranteed perft rmance data and test reports, which define the tests and list the certified test results, not later than ten (10)calendar days after completion of the tests and prior to shipment. 'Ube costs of all factory tests and reports shall he included in the firm price quoted in the bid. SWITCHGEAP ADDITION SPEC PAGE 7 '0/1/2014 RFAI IFST FOR S{MTCH(FAR PROPOSALS REQUEST FOR SIMTCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT 1.7 Drawings Drawings include all drawings,diagrams,illustrations,schedules, performance charts, brochures,catalog cuts,and other data which are prepared by Contractor or any subcontractor, manufacturer,supplier or distributor,and which illustrate some portion of the work and equipment to be installed. Contractor shall submit drawings and samples as required by the General and Technical Specifications or as otherwise requested by Seward in accordance with the procedure set forth herein. Submittal shall be made in accordance with the schedule to be provided by Contractor per Section 1.5.1. Seward will sign a proprietary agreement protecting Contractor's rights on proprietary drawings and schematics. Such proprietary agreement shall not apply to drawings, schematics and other information provided by Seward to the Contractor. Proprietary agreement shall not prohibit Seward from reproducing documents for internal use. The contractor shall submit a preliminary drawing list that conforms to City of Seward drawing standards which shall be provided within ten(10)days of issuance of a City of Seward purchase order. 1.7.1 Contract Drawings Drawings listed in Appendix A form a part of the Contract Documents and are intended to describe and/or provide information for a finished piece of work. Drawings listed in Appendix A show equipment layout, protective relaying schemes, and breaker control schematic diagrams to be utilized by the Contractor in preparation of its design and construction drawings. Work shall be complete in every detail even though every item necessary for its fulfillment is not specifically mentioned. Anything mentioned in the specification and not shown on the drawings, or shown on the drawings and not mentioned on the specifications, shall be of like effect as if shown and mentioned in both and shall be included by Contractor. In case of conflict between drawings and specifications,the specifications shall govern;however, Contractor shall notify Seward promptly of such conflict. Contract drawings are generally drawn to scale, but dimensioned measurements shall be followed in all cases and drawings shall not be scaled. Should any unresolved inconsistency or uncertainty appear on the Drawings, Specifications or other Contract Documents,the Contractor,before proceeding, shall inform Seward of the same in writing, and then proceed with the work as directed by Seward in writing. Seward's decision as to the work to be done shall be final. Any work done after such discoveries shall be at the Contractor's risk. Where measurements are effected by conditions already established,Contractor shall be responsible for verifying all measurements,notwithstanding the scale of dimensions shown on drawings. I 1.7.2 Contractor Drawings Contractor shall prepare all required detail drawings and samples giving full and complete information. All drawings including schematics and wiring diagrams must be submitted to Seward for approval prior to construction. Priority shall be given to those drawings and samples necessary for fabrication of material or equipment in the order of its required delivery. Contractor shall review, stamp with its approval,and submit,with reasonable promptness and in orderly sequence so as to cause no delay in its work or the work of any other Contractor. All such drawings and samples are to be resubmitted if modifications are required. At the time of submission, Contractor shall inform Seward in writing or any deviation in drawings or samples from the requirements of Contract Documents. By approving and submitting drawings and samples. Contractor thereby represents that it has determined and verified all measurements, construction criteria, materials, catalog numbers. and similar data. and that it has checked and coordinated each drawing and sample with requirements of the Work and Contract Documents. SWITCHGEAR ADDITION SPEC PAGE 8 10/1/2014 3�� REQUEST FOR SWITCHGEAR PROPOSALS `ga FORT RAYMOND GENERATOR RELOCATION PROJECT Seward will review and approve Contractor's drawing and samples with reasonable promptness so as to cause no delay but only for conformance with the design concept of the work and with requirements specified in the Contract Documents. Seward's approval of any part, component, or subassembly shall not indicate approval of an assembly in which that item functions. Contractor shall make any corrections required by Seward and shall resubmit the required number of copies of drawings or new samples until approved. Contractor shall direct specific attention, in writing, or on resubmitted drawings,to revisions other than the corrections requested by Seward or previous submissions. Contractor shall be responsible for the design of all items within the scope of its supply as defined in the Contract Documents. Any drawing submitted by Contractor which reflects inattention to, or noncompliance with, Specification requirements or which lacks certification for this specific Contract,or which is clearly an unchecked drawing, or if it is impractical to review drawings submitted because all information required has not been included, the drawings will be returned without comments by Seward for proper compliance, completion,and/or checking by Contractor. If it is impractical to review drawings submitted because all information required has not been included,Contractor will be notified in writing of information required. All Contractor drawings shall reflect the specified requirements. Seward reserves the right to withhold payment should repeated corrections of the Contractors drawings become necessary. Any delay occasioned by such Contractor deficiencies shall not be a cause for an extension of time. Seward's review of Contractor's Drawings or samples shall not relieve Contractor or responsibility for any deviation from requirements of the Contract Documents,unless Contractor has informed Seward in writing of such deviation at the time of submission, and Seward has given written approval to the specific deviation. Nor shal' Seward's review relieve Contractor from responsibility for errors or omission in Drawings or samples. No portion of work for which Contractor is required to submit drawings or samples shall be commenced until the submission has been reviewed and approved by Seward. All such portions of work shall be in accordance with reviewed drawings and samples. All drawings and samples required by Contract Documents and supplied by Contractor shall become the property of Seward. Any drawings or materials depicting the Contractor's design of system is considered proprietary and shall not be used for any purpose other than general maintenance or installation of equipment. 1.7.3 Drawing Standards All drawings submitted (for approval, final, or as-built) shall be prepared in accordance with industry accepted drafting standards. When these Specifications require the Contractor to provide electronic media copies of drawings (CD-ROM), drawings shall be provided in AutoCAD Rel. 2007 (or more recent release). Drawing files shall be saved as AutoCAD files with DOS file extension *.dwg and be readily plot-able without additional formatting required by Seward. The electronic media labeling will include the date,revision number and title. 1.7.4 Drawings for Approval All drawings shall be submitted to Seward via email in AutoCAD Rel. 2007 (or more recent release). All drawings must conform to industry standard drawing format. The Contractor is expected to supply.at a minimum. the following drawings as part of the switchgear design and manufacture: • Relaying One-Line Diagram. The relaying one-line shall include all primary and back-up protective relaying systems. their associated tripping, closing and interlocking points and the source of all relaying currents and potential circuits. SIMTCHGEAR ADDITION SPEC PAGE 9 10/112010 REQUEST FOR SIMTCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT • Switching One-Line Diagram. The switching one-line shall include representations of all breakers and PT disconnect switches required for the issuance of safe and adequate switching instructions for operating and dispatch personnel • Relaying Three-line AC Diagram. The AC power diagram shall note all terminal block connections and device connections on the drawings. The three-line drawings shall be arranged such that no more than two breakers are included on each three-line drawing. • DC Schematic. Each breaker shall include a DC schematic,completed in ladder logic format. Each DC schematic shall include all terminal block connections and device connections on the DC schematic drawings. • Relay DC Schematic. Each protective relay shall include a drawing that depicts all DC connections to the protective relay. Each relay schematic shall include all terminal block connections and device connections on the DC schematic drawings. The drawing shall also include a device logic table that lists all input and output to the relay,its purpose,its connection and its referenced drawing number. • PLC DC Schematic. There shall be two(2)PLC I/O racks supplied to the contractor.One(1)Station PLC will be located in the PLC cubicle,and the other will be located in the Unit breaker cubicle. The PLC drawings shall depict all terminal block connections and device connections on the DC schematic drawings. • Switchgear Plan and Elevation Views. Contractor shall supply switchgear plan and elevation views to Seward in sufficient detail to allow for proper review and documentation of the equipment. Space required to remove the circuit breaker shall be indicated. Noire • Connect/Interconnect Drawings. The Contractor shall prepare Connect/Interconnect drawings for each cubicle within the switchgear. The drawings shall clearly show the rear view of each device,each connection to the device and the corresponding reference drawing the connection is made on. The drawings shall clearly indicate front, left side, right side and any subpanel devices clearly on the drawings. Devices shall be clearly labeled using letters "A", "B", etc. in conventional format. Separate interconnect drawings depicting inter-panel connections are not acceptable. 1.7.5 Final Drawings Final drawings shall include all drawings required in the design, construction and operation of the switchgear. Record drawings are to be provided by Contractor in addition to foundation attachments, anchor bolt plans, erection drawings, nameplate, bills of materials, equipment weights, dimensions, and center of gravity. Final drawings shall be transmitted no later than one(1)week prior to Factory Acceptance Testing. 1.7.6 As-Built Drawings As-built drawings shall include all drawings specified in Section 1.7.4. Final drawings and as-built drawings shall be transmitted no later than ten(10)calendar days after shipment of equipment and shall be provided as follows: A. One(I)electronic copy via email. B. One(1)CD-ROM with copies of the construction As-built Drawings and Final Drawings. 1.8 Instruction Manuals and Manufacturers Certificates 1.8.1 Instruction Manuals 5kV Switchgear Instruction and Maintenance Manual containing at a minimum the following information shall be provided. Instruction Manuals shall be transmitted to Seward no later than two (2) weeks after shipment of the SIMTCHGEAR ADDITION SPEC PAGE 10 10/1'20'4 13'1 REQUEST FOR SIMTCHGEAR PROPOSALS REQUEST FOR SWITCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT Equipment. An electronic version on CD-ROM shall also be provided with the manuals. A zipped copy of the manual shall be sent via email within seven (7) days of shipment. The instruction manuals shall contain as a minimum the following information: A. A cutaway view of the interrupter detailing arc interruption assembly and method. B. Breaker linkage diagram(s) specifically detailing ALL stationary and moving components in the breaker jacking, charging, tripping, closing, tripping free, reclosing, and arc interruption assemblies. Each component in each assembly shall be called out individually in a numbered list by both name and manufacturers part number. The manual shall include the following detailed figures and diagrams: 1. Front,left,and right side views of the operating mechanism(all components numbered and identified) 2. Control mechanism including anti-pump scheme(all components numbered and identified) 3. Sectional side view of mechanism 4. Cross section of breaker pole unit 5. Latch check switch mechanism 6. Charging system driving elements • C. A detailed written explanation of each part and its function in the jacking, charging, tripping, closing,tripping free,reclosing,and arc interruption process shall be provided. D. The manufacturer shall provide a detailed description of all mechanism clearances, adjustments and replacement procedures which are necessary for the proper operation of the circuit break WHETHER OR NOT they are typically performed by field personnel or a manufacturer's representative. E. The manufacturer shall provide a summary table of adjustments containing the following: I. Breaker stroke 2. Contact rebound in percent(%)of stroke(if any) 3. Maximum contact over travel(if any) 4. Contact wipe,electrical(if any) 5. Trip latch wipe • 6. Trip armature travel 7. Release latch wipe 8. Release latch monitoring switch 9. Latch check switch 10. Driving pawl adjustment 1 1. Interlock switch wipe 12. Motor and relay switches F. The manufacturer shall provide a table of test values containing the following: 1. Maximum normal voltage tripping time 2. Maximum closing time SYNTCHGEAR ADDITION SPEC PAGE I 10!1/20'4 Nkild REQUEST FOR SMTCHGEAR PROPOSALS Numrimmium REQUEST FOR SWITCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT 3. Nominal closing time 4. Maximum reclosing time 5. Tripping voltage range 6. Closing voltage range 7. Recommended AC/DC hi-pot test value and duration G. A table of lubrication points including lubricant type and lubrication interval. H. Instruction for general maintenance and routine inspections of the breakers and switchgear cubicle. I. The manufacturer shall provide a detailed description of the operation of all safety interlocks on the breaker and in the switchgear cubicle. This shall include linkage and electrical diagrams of each system. J. The manufacturer shall provide a complete table of all renewal parts. K. The manufacturer shall provide a complete table of recommended spare parts. 1.8.2 Manufacturer's Certificates A. Warranties for all Equipment B. Certified test reports per Acceptance,Rejection.Testing and Inspection of Work Section C. Breaker certificate per Acceptance,Rejection,Testing and Inspection of Work Section 1.9 Submittal Procedure and Requirement Each submittal shall be accompanied with a Letter of Transmittal. A consecutive transmittal number shall be used. All prints, reproducible and material submitted shall be stamped with the transmittal number. All drawings or publications must be completely identified as to the item being furnished. Each must indicate in the title block,or in the body of the document,the project title. All drawings and/or publications covering equipment must be identified with the terminology used in the Specification for the equipment name. Each submittal shall contain all related information necessary to properly evaluate the material and sery ices offered. SWITCHGEAR ADDITION SPEC PAGE 12 y0'.1/2014 aci REQUEST FOR SWITCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT Drawings and lists of material and equipment, where applicable, for all work related to a system, shall be submitted complete and concurrently. No approval will be given of partial submittal unless such partial approval is required to maintain the project schedules in which case it shall be so stated. Submittal which, in Seward's opinion, cover features which are contingent upon approval of other features not yet submitted will not be reviewed until receipt of contingent items. Attention shall be called in writing to deviations from Specifications. Contractor shall state explicit reasons, justifications and benefits to Seward,and whether or not such deviations involve a cost adjustment. Contractor shall indicate by signed stamps or other obvious means on all drawings of publications submitted,that Contractor has checked them and that the work shown is submitted in accordance with the requirements of the Contract Documents. Submittals that are not in accordance with these requirements will not be reviewed by Seward,but will be returned to Contractor for proper submittal as outlined above. All approvals of drawings or other materials to be submitted shall be in writing(See also Technical Specifications). Agreement or clarification obtained through consultation by telephone with Seward shall not be binding unless confirmed in writing. If necessary,coordination meetings will be arranged to discuss any problems that arise from Seward's review of Contractor's submittal. Such meetings will be at the location and convenience of all concerned parties and may be performed by teleconference and verified in writing. 1.9.1 Review of Submittal After review by Seward, one set of prints will be returned to contractor. The prints will be stamped, and will be marked to show the status after review. The follow-up action required of Contractor shall be based on the review status as follows: A. APPROVED FOR FABRICATION Noluid No further action required. B. NOT APPROVED FOR SHIPMENT BUT FABRICATION CAN PROCEED AS NOTED - RESUBMIT CORRECTED DOCUMENTS On notice of such approval with comments, corrected prints, and correct sepia reproducible shall be resubmitted by Contractor to Seward for review at the same time the drawings are released to the shop for fabrication. One (I) print will be returned to confirm approval unless comments have not been incorporated. C. NOT APPROVED On notice of such disapproval,Contractor shall resubmit corrected prints and sepia reproducible prints for approval. D. RELEASED FOR INFORMATION Indicates items submitted for information only. No fabrication shall be started on material supplied until the applicable drawings have been returned either "APPROVED"or"NOT APPROVED FOR SHIPMENT BUT FABRICATION CAN PROCEED AS NOTED- RESUBMIT CORRECTED DOCUMENTS" and Contractor accepts such notation without additional cost to Seward. The drawings will not be returned to the Contractor until Seward has received all information and has taken action as stated above. Seward will generally process all submittals within twenty-one(21)calendar days of receipt. Contractor should advise Seward in its bid documents if shorter processing is required to maintain work schedule. SWITCHGEAR ADDITION SPEC PAGE 13 '0/1/2014 1 ° REQUEST FOR SWITCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT 1.9.2 Re-submittal Re-submittal shall be made in accordance with the initial submittal procedure and requirements, except that they must refer to the prior submittal number,and must be accompanied by their own individual Transmittal Form. Re- submittal from more than one initial transmittal shall not be grouped in a common re-submittal and not included in new transmittals. 1.10 Packing and Shipping 1.10.1 Packing All equipment is to be adequately packed, boxed, crated, caged, braced, and identified to facilitate handling and assembly. The indoor switchgear described in these Specifications shall be completely pre-assembled, wired and tested at the place of manufacture. The switchgear shall then be packaged assembled as completely as possible to minimize further assembly and handling. Complete packing lists showing contents and identity of each package shall be forwarded to Seward at the time of delivery. Any components having moving parts that may be damaged in transit shall be securely blocked and braced. Draw out circuit breakers shall be removed and crated. Front panels shall be protected with foam blocks and plywood or other acceptable means. Provide plastic sheeting or other waterproof covering, as necessary,to protect equipment during air,highway,and open sea transport. Provide crating with skids to allow for fork lift access and lifting eyes. Over all height of the ready to ship unit must not exceed 8'-6". Certain components such as low voltage power circuit breakers,recording meters and small bolt-on items may be packaged apart from but together with the metalclad switchgear assembly. All shipments shall be clearly marked with the contract number, the item number or numbers, and Work Order number shown on the bid drawings. The Contractor shall be responsible for all damage that occurs during shipping. Such damage shall be repaired as soon as practical by the Contractor in a manner that results in the supplied equipment meeting the intent and requirements of the specification. 1.10.2 Shipping Manufacturer shall furnish to Seward shipping weights and dimensions of all individually packaged items. Provide one reproduced copy of the filed report of the shipping Contractor's internal and external inspection of the PDC after arrival and loading. All equipment is to be delivered f.o.b. to the Fort Raymond Substation, The equipment shall be marked for delivery as follows: Delivery Address: City of Seward Fort Raymond Substation 60.5 Sea Lion Avenue Seward. Alaska 99664 The switchgear must he capable of being moved onto the pad by the use of either, overhead cranes, or jacks and rollers under the gear without additional modification or temporary support measures by Seward or its construction Contractor. tokirr S.MTCHGEARADDITION SPEC PAGE 14 1Gi1/2014 REQUEST FOR SWITCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT Contractor shall notify Seward at least eight (8) calendar days prior to the date the equipment is ready for shipment. All equipment to be furnished under this Contract is to be shipped simultaneously,unless otherwise agreed upon in writing. Any change in the delivery date shall be reported immediately by telephone to Vernon Willet, Project Manager (907)224-4065. followed by a written confirmation and explanation thereof. On the same day that any delivery to Seward is originated, a transmittal including one(1)copy of the packing list shall be forwarded to Seward. The Contractor is solely responsible for the adequacy of preparation for shipment. 1.11 Field Engineering Services The Contractor shall include a schedule of the standard costs for field engineering services with the bid. If field-engineering services are required they will be requested by Seward and paid for in accordance with the schedule provided. In the event that the switchgear will be stored,the manufacture may be asked to provide field-engineering services upon installation, such services, if requested, shall be billed in accordance with the schedule furnished. Seward will notify the Contractor,in writing. if the switchgear is to be stored six(6)weeks prior to shipment. The Contractor shall supply written, clearly delineated instructions for the storage of the Seward switchgear, if required. The instructions shall include heating, air conditioning, and monitoring requirements sufficient t maintain all manufacturers and the Contractors' warranty of all work and equipment delivered by the Contractor. 1.12 Contract Coordination Meeting Following contract award but prior to commencing construction or design, the Contractor shall hold a teleconference, including authorized representatives of Seward and the Contractor, to discuss and review Contractor's plans and procedures for fulfilling its Contract requirements. The purpose of this meeting is to satisfy that Contractor will handle all of the Contract requirements in an efficient and expeditious manner. At the same time,such a meeting will permit the mutual discussion and review of any potential problem areas. SNATC HGEAR ADDITION SPEC PAGE 15 10/1/2014 l L1/4� REQUEST FOR SWTCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT 2 I I:('I NI( ;A I.S I'1 ( I I I( ';A I IO\ I.A \I! I \I ( ! \i)ti\\ I I( II(.I _Ak 2.1 General The 5kV indoor metalclad switchgear described in this Specification shall be designed to be remote controlled and intended for use on a 2400/4160 volt resistance-grounded-wye, three-phase, four(4) wire 60 Hertz system. The switchgear shall have horizontal draw out vacuum circuit breakers that roll out into aisle without the use of a lifting cart. The switchboard and circuit breakers either individually or as a unit shall have a minimum impulse rating of 60 kV. The entire switchgear, including circuit breakers, meters, relays and other apparatus, shall be completely factory tested prior to shipment. Breakers of like ratings shall be interchangeable. 2.1.1 Applicable Standards The switchgear equipment covered by these Specifications shall be designed, tested,and assembled in accordance with the latest applicable standards of the following: IEEE National Electrical Manufacturers Association(NEMA) National Electrical Code(NEC) National Electrical Safety Code(NESC) ANSI C27.20.2 Metal Clad&Station Type Cubicle Switchgear>1000V ANSI C37.04 Circuit Breaker Ratings Noe ANSI C37.06 AC High Voltage Circuit Breaker Ratings>1000V ANSI C37.09 Standard AC Breaker Test Procedures ANSI C37.20.2 Standard for Metal-Clad Switchgear It shall be the manufacture's responsibility to be knowledgeable of these standards. All inside wiring within the switchgear shall conform to the latest version of the NEC. All materials furnished shall be standard equipment and shall be the manufacturer's latest standards design. Where two(2)or more units of the same class of material are required,they shall be like products of the same manufacturer. All breakers and materials furnished shall be new. Remanufactured or reconditioned equipment is not acceptable. All breakers shall be from the same manufacturer and of the same style,with ratings as specified. 2.1.2 Switchgear Design Criteria and Ratings 2.1.2.1 Electrical Design Criteria The switchgear shall be designed in accordance with the specifications in Section 2.2 and 2.3. 2.1.2.2 Seismic Design Criteria The Seward power plant site is located in a seismic Zone 4 area,site class E. The switchgear shall be designed per IEEE Standard 693 latest edition and the current International Building Code (IBC)with appropriate accelerations as specified. If the latest International Building Code design criteria produce more restrictive ground accelerations those accelerations shall be used. SWITCHGEAR ADDITION SPEC PAGE 16 100/2014 1�3 REQUEST FOR SWITCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT 2.1.2.3 Ambient Conditions All equipment to be furnished shall operate satisfactorily at an elevation of 50 feet above mean sea level. The switchgear will be housed within a generator building,with ambient temperatures typically between 50 degrees F to 100 degrees F. 2.2 Switchgear and Equipment Device layout and mounting shall be consistent with existing switchgear in the Seward powerhouse(as detailed in the drawings),previously provided by Pacific Power Systems,Inc. Switchgear shall consist of the following. Cubicles Quantity Generator Breakers and Controls 2 PLC Section 1 • 2.2.1 Wiring and Wiring Devices All wiring methods shall conform to the latest edition of the NEC. No inter-unit penetration hole,cable tray,raceway.or opening shall be filled to more than 70%. Wiring shall be consistent with existing gear previously provided by Pacific Power Systems, Inc.. and also between cubicles, i.e. like devices shall be wired the same including the same landing points, wire and bundle w routing. 2.2.1.1 Conductors and Cable Current transformer circuits shall be#12 AWG SIS gray wire. PT circuits shall be minimum#14 AWG SIS gray wire Main 125VDC Power circuits shall be minimum#12 AWG SIS gray. All other switchgear wire shall be #16 SIS insulation rated 600 volts and designed for a maximum conductor temperature of 90 degrees C except where larger is specified. Identify each wire at terminals by means of permanent,sleeve-type wire marker. Hand labeled and adhesive wire markers are not acceptable. All shielded cable,such as RTD ends,shall be made up and heat shrinked.Taped ends are not acceptable. Where cables are installed they shall be rated 600 V and be type TC (Tray Cable), Conductor color code shall be ICEA method 1,Table E-2 or other owner approved method. 2.2.1.2 Conductor Terminals,Terminal Blocks,Test Switches and Fuse Blocks Terminals shall be ring type for all current circuits. Locking fork are to be used for all other terminations. Pre- insulated with metal reinforced sleeves shall be provided on all conductor terminals. Test switches for all relaying current, relaying potentials.trip and close circuits to the GE relays shall be ABB FT- 1 or Instrument Transformer FT style. No substitutions will be permitted. Test switches for all other relay inputs/outputs and PLC inputs/outputs shall be Entrelec M6/8. S,/N. All spare inputs and outputs shall be wired to terminal blocks or test switches as indicated on the drawings. SWITCHGEARADDITION SPEC PAGE 17 '011`2014 I LA \ REQUEST FOR SIMTCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT The switchgear shall be provided with terminal blocks for outgoing control connections. All outgoing control or cable connections shall be made on the left panel side wall. All outgoing cable or interconnect wires shall be connected on the outside portion of the terminal block mounted on the side wall. Four point current shorting blocks shall be used for all CT terminal blocks. Thirty-six (36) inches of P7000 mini-strut spare terminal blocks shall be provided in each cubicle. The switchgear shall include fuses and fuse blocks for all AC and DC devices. Include ten(10)spare fuses of each fuse type. 2.2.1.3 Conductor Labeling Conductor labeling will use the "destination" method to label individual conductors or wires. A typewritten (not hand written),heat shrinkable label shall be installed on each conductor. 2.2.1.4 LEDs LEDs shall be internal to breaker and lockout control switches,and coil monitor devices. 2.2.2 Vacuum Circuit Breakers: Vacuum circuit breakers shall be Cutler-Hammer ANSI type 50VCP-W250-1200A, 5kV, 125VDC motor, close and trip.(pin 8075A31 G02) The circuit breakers shall be of equal rating and completely interchangeable. The circuit breaker shall be operated by a small DC motor,which can also be charged by a manual handle for emergency manual closing or test. The mechanism shall be arranged that the closing speed of the contacts is independent of both the control voltage and of the operator. The circuit breaker shall be equipped with secondary disconnecting contacts which shall automatically engage in the operating and test positions to complete circuits as required. Each breaker shall include the following features: 1. Three pole breaker units with vacuum interrupters, 2. Stored energy operating mechanism and linkages to operate breaker unit(trip free). 3. One (I) trip and one (1) closing coils and all associated circuitry and ancillary devices, including closing spring and spring charging motor, 4. Latch check switch, 5. Operation counter, 6. Auxiliary switch with a minimum of eight (8) spare contacts. each convertible to either a normal open or normal closed contact, 7. Mechanical means for manually charging stored energy mechanism, tripping and closing the breaker, 8. Two(2)breaker test jumpers.complete with necessary plugs and receptacles to allow operation of the breaker when removed from the switchgear cubicles.and 9. Undercarriage or other means to allow roll inlout without other lifting device. 10. A remote racking mechanism and umbilical. The circuit breaker shall have a mechanism for racking in an out of the compartment and between positions. The mechanism shall be designed so that the breaker will be self-aligning and will be held rigidly in the operating position without the necessity of locking bars or bolts. In the disconnect position. the breaker shall he easily removable from the compartment. A single remote racking motor shall be provided. \r.. SWITCHGEAR ADDITION SPEC PAGE 18 ?1;,'?I20'� REQUEST FOR SWITCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT Interlocking shall be provided making it impossible to rack a closed circuit breaker to or from any position. An additional interlock shall be provided which shall assure automatic discharging of the closing springs upon insertion or removal of the breaker into or out of the compartment. Means shall be provided for padlocking the breaker in either the operating or disconnected position. When locked in the disconnected position, the breaker shall be removable from the compartment. Padlocking shall not interfere with operation of the breaker or its mechanism. The locks shall be readily accessible and visible from the font of the cubicle. The circuit breaker shall be equipped with means for manually closing and manually opening the contacts and also to close the contacts slowly for inspection or adjustment purposes. The unit shall roll out into the aisle in front of the gear for maintenance and testing. Circuit breakers shall be rated as follows: Type 250 MVA class Three Phase,three-pole operation Voltage -Nominal 4.16 kV -Maximum 4.76 kV -Voltage Range Factor 1.0 BIL 60 kV Frequency 60 Hz Continuous Current Capability -Generator Breaker 1,200 Amps Maximum Interrupt Current Symmetrical 36 kA Interrupting Time 5 cycles Nled Reclosing Time 20 cycles 2.23 Instrument Transformers Each breaker shall have the current transformers as depicted on the one-line drawing. A. Current Transformers - The current transformers shall have ratios as indicated on the drawings. Accuracy class shall be C200. The transformers shall have mechanical ratings equal to the momentary rating of the circuit breakers. The current transformers(CTs)shall be insulated for full voltage rating of the switchgear. All current transformer taps will be brought out to current transformer shorting blocks accessible in the front of each unit. The current transformers shall be wired to the relay or other device using the CT tap specified by Seward in its drawing review. CTs that are not used shall be shorted using the 4-pole shorting block in the breaker cubicle. CTs shall be mounted on the stationary portion of the switchgear cubical. B. Potential Transformers: The potential transformers(PTs)shall be of draw out type.equipped with current - limiting fuses. Accuracy class shall be 0.3Y. An auxiliary contact shall be provided to indicate racked-in position of the roll-out tray. 2.2.4 Owner Furnished Material Seward shall supply two(2)PLC I/O racks, SWITCHGEAR ADDITION SPEC PAGE 19 1C/1,2014 '�� REQUEST FOR SWITCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT 2.3 Switchboard Unit Specifications: 2.3.1 Bus Transition/PLC Section 1 The transition section shall come prepared with all hardware and materials necessary to extend,splice and insulate the 5kV bus bar connection to the existing 5kV switchgear that was previously provided by Pacific Power Systems, Inc.(which included provisions for future extension).This shall include the 2000A bus bar and any required through-bushings, insulating boots/materials,nuts,bolts,washers and instructions necessary to complete a factory approved installation.The transition section shall also have provisions for termination of two(2)sets of outgoing 750MCM cables. Outgoing power cables will be bottom exit. Two(2)draw out buss potential transformers(specification section 2.2.3B):ratio, location,and connection as shown on attached drawings. Two(2)Generator PLC I/O racks-TO BE SUPPLIED BY OTHERS Located in the PLC cubicle, will consist of a Pac RX3I 12 slot base for CPU, power supply and cards, (p/n IC695CHS012). (Rack,power supply,CPU,and I/O cards are to be supplied by others.). Mounting Plate and side walls will have space enough for four (4) rows of 50 Feed-thru switch type Terminal Blocks M 4/8.D2.SF (p/n ABB 1 SNA 115 688 R2500)and eight(8)End Section type FEM8D2S(p/n ABB I SNA 113 373 R2600). Power wiring will use ABB terminal M 4/8.D2.SF that has fuse and feedthru for common input supply voltage: 1 SNA 604 R2100 The PLC rack will connect to a remote I/O rack at the generator(by others). One(1)Moxa EDS-308,8-port unmanaged Ethernet switch 2.3.2 Each Generator Power Circuit Breaker Section 2&3 One(I)circuit breaker as specified in Section 2.2.2 One(1)three phase station class arrester,GE Tranquell 9L I 1 ZGB006S One(1)three phase station class surge protector,GE 18L0015 WH One(1)current transformer per phase,ratio and location as shown on attached drawings,mounted in the stationary portion of the cubicle,on the bus side of the breaker(ITI#785-601.C200) One(1)current transformer B phase,ratio and location as shown on attached drawings,mounted in the stationary portion of the cubicle,on the generator side of the breaker(ITI#785-601.C200) Two(2)draw out potential transformers(specification section 2.2.3B):ratio,location,and connection as shown on attached drawings One(1)GE SR-489 generator protection relay(489-P5-H1-A20-T) (125 VDC,fused) One(I)Woodward 2301E digital speed control and load share module(p/n 8273-1011) (24 VDC,fused) One(I) Woodward SPMD digital synchronizer(p/n SPM-D101OB/X) (24 VDC, fused) One(I)Basler DECS200 digital excitation control system(p/n DECS200-I L) (125 VDC, fused) One(I) Basler Power Isolation Transformer(pin BE 13487 001) S MTCHGE R ADDITION SPEC PAGE 20 10/1/2014 14-1 REQUEST FOR SVNTCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT One(1)GE Multilin EPM 6000 multi function power meter(p/n PL600065AOS(125 VDC,fused) One(I)set door mounted test switches,ABB Flexitest Type FT,as shown One(1)Electroswitch 74PC203D breaker trip/close control switch with three(3)decks,integral LED position& coil indicating lights and escutcheon name plate One(1)Electroswitch 74202D,LOAD selector switch(UNLOAD-LOAD) One(I)Electroswitch 74202D,LOAD selector switch(RAISE-LOWER) One(1)Electroswitch 74202D,VOLTAGE selector switch(RAISE-LOWER) One(1)Electroswitch 7420ID,65MCS selector switch(ISOCHBASE)with indicating light One(1)Crompton 244-14HG-POBX,Syncroscope with 360 degree LED indication One(1)Electroswitch 78PB03D differential lockout relay with three(3)decks and integral LED trip(red)and coil (green)indicating lights. One(I)Electroswitch 24202B,two position,two(2)decks UNIT CONTROL switch(LOCAL-REMOTE) Five(5)auxiliary relays, 125VDC rated contacts,74Ux,52-T, 52-C,PSIR,PS2R(P&B p/n KUEP-3D15-24). Five(5)auxiliary relay sockets(27E893) Two(2)IDEC PS5R-Q24 power supply(75W,parallel operation enabled) Two(2)ST Microelectronics power supply paralleling diodes(BYV54V-200) One(1)EMERGENCY STOP pushbutton and nameplate(800T-FXT6A1,800T-X504J) One(1)Steel Panel,formed and front hinged on which the devices as depicted on the drawings shall be mounted One(1)Provision for remote racking mechanism One(I)GFCI 120 volt receptacle One(1)thermostatically controlled strip heater One(1)Safety ground bus One(1)lot engraved name plates,as shown Breaker status indicating lights(included in above control switch),test switches and other appurtenances as required making the breaker functional as shown on the one-line,three-lines and schematics Incoming power cables will be bottom entry. 2.4 Service and Maintenance Devices One(1)manual handle for operating the power circuit breaker position mechanism for each station One(1)removable maintenance closing device for power circuit breaker SWTCHGEAR ADDITION SPEC PAGE 21 '01112014 \413 REQUEST FOR SWITCHGEAR PROPOSALS FORT RAYMOND GENERATOR RELOCATION PROJECT AI'I'I.AI)I\A I)k;\\11\(iI.ItiI Title Drawin• # Sheet# CAD Name S W ITCHGEA R ONE-LINE FRSS-EL-0010 2 frss-e1-0010_2 NETWORK COMM S SYSTEM OVERVIEW FRSS-EL-002O 1 frss-el-0020__1 GENERA TOR 4 THREE-LINE FRSS-EL-OI00 3 frss-el-0100_3 GENERA TOR 5 THREE-LINE FRSS-EL-O I O0 4 frss-e1-0100_4 TYPICAL GENERATOR BREAKER CONTROL FRSS-EL-2020 I frss-el-2020_1 "TYPICA L GENERATOR CONTROL FRSS-EL-2021 1 frss-el-2021_I TYPICAL GENERATOR PROTECTION RELAY FRSS-EL-2022 1 frss-el-2022_I TYPICAL GENERATOR PLC CONTROL FRSS-EL-2023 1 frss-e1-2023_1 TYPICAL GENERATOR PLC CONTROL FRSS-EL-2024 I frss-el-2024-1 INDOOR SWITCHGEAR LAYOUT FRSS-EL•45O4 3 frss-el-4504_3 INDOOR SWITCHGEAR SECTION VIEWS FRSS-EL-4504 4 frss-e1-4504_4 S\MTCHGEAR ADDITION SPEC PAGE 22 ?OI i 12014 lay ■. , )41111.1# c, (."... 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' .{ . 411' P ,,,i:.,•., , .. . .,' , ,..= i- ',' •---* I r - ‘s ';.-. 01, o J ;"'::, , ; . " •';' --"- ',.. ■ - -6 . ..- -... 1., ..,-., 1 , , La 1, Li* ,a.... X I ' 'g.'■ ' =., :7,•„- : . B.z. E, 'ff, -•,- ‘111111110' 7.:- illi .... ,:r..3 I .., ..r. .... _ ------- (t31\ EXHIBIT C VALLEY POWER SYSTEMS,INC. PROPOSAL 1 �� City of Seward, Fort Raymond Power Plant May 6,2014 Units 4 and 5 relocation and systems upgrades Cost Summary Component Costs from Attached Sheets Fuel Day Tank and Components(excluding Optional Components) $21,008.00 Air Compressor System Components(excluding Optional Components) $55,159.50 Engine Air Start Conversion Components $26,289.56 Engine Governor Conversion Components $44,848.25 Engine Alarm and Monitoring Components $16,320.00 Subtotal Parts and System Conversion Components $163,625.31 Labor Mechanical Seven 12 Hour Days Per Unit $1360.00/day $9,520.00 Electrical Six 12 Hour Days Per Unit $1360.00/day $8,160.00 Subtotal Labor Per Unit $17,680.00 Total for two Units $35,360.00 Expenses Travel Days Four©$1,000.00/day $4,000.00 Per Diem Lodging, Car and Meals,26 Days @ 270.00/day $7,020.00 Airfare Two Round Trips Average$945.00 each $1,890.00 Subtotal Labor and Expenses $48,270.00 Total Costs Parts and Labor $211,895.31 TOTAL COST PARTS AND LABOR $211,895.31 DEDUCT FOR NIRVANA DRYER - 3,354.00 ADD FOR HANKINSON DRYER + 3562.50 ADD FOR HI-PRESSURE AUTO-DRAIN + 299.70 NEW TOTAL PARTS AND LABOR $212,403.01 Skr 1 b3 JOB NAME:CITY OF SEWARD, DATE- 5/ DESCRIPTION: Units 4 and 5 Relocation and Uourades FUEL SYSTEM QTY PART NO. DESCRIPTION COST TOTAL Pryco Fuel Day Tank, 500 gallon,Double wall 1 PY500MULDW w/rupture basin with all connections required for $6,906.00 supply and return for two engines,vents,level control and alarm switches/sensors. 2 300-MFV3 DAHL Fuel Water Separator with 10 micron elements $2,497.00 $4,994.00 10 300 Filter Elements, 10 micron, DAHL $154.35 $1,543.50 2 25-1130SL25SXFF3OPSI Diff. Pressure Gauge,2.5"Dial, 0-30 psi,Ashcroft $603.00 $1,206.00 Brooks Fuel Flow Meter,0-26 GPM, 1"NPT, ** 1 BM10AARP2RIAVAA Aluminum Body,with Local Display read in Gals, $2,092.50 $2,092.50 VITON Seal,with 60 mesh Screen 1 MRAIAIB11AIU06000S Level Transmitter,4-20ma,24 VDC,MTS Sensor $2,963.25 $2,963.25 1 LS-3 Leak Sensor,Buna N 1"Float, 1/8 NPT,GEMS $60.75 $60.75 1 T20-4B2A-DKQ Level Switch,SS, 1"NPT,SPDT, Class 1 Div 1, 125 $1,242.00 $1,242.00 VDC, Series D Dry Contacts, Magnetrol Total Cost Fuel System Components $210 The Part Number Specified for the Brooks Fuel Flow Meter shown above is for a unit with ** NOTE: Aluminum Body and Viton Seals. The written description however specifies a unit with Stainless Steel Body and Teflon Seals. That unit is offered below as an Optional Unit Brooks Fuel Flow Meter,0-26 GPM, 1"NPT, ** 1 BM1OASSP2R1CKAA Stainless Steel Body,with Local Display read in Gals, $4,956.00 $4,956.00 TEFLON Seal,with 60 mesh Screen bkPage 2 JOB NAME:CITY OF SEWARD DATE- 5/6/14 DESCRIPTION: Units 4 and 5 Relocation and Uaurades AIR STARTING SYSTEM QTY PART NO. DESCRIPTION COST TOTAL Quincy Air Electric Motor Driven Air Compressor,two stage,cast iron,air cooled with 15 HP 3 PH,60 HZ, 2 D350 HP 230/460 VAC TEFC motor. Includes intake air filter, $19,428.00 $38,856.00 air cooled aftercooler,pressure gauge, pressure relief valve and belt guard. 32.6 SCFM capacity,225-250 PSI operating range, 300 PSI max design capacity. Combination(Nema 3)Magnetic Motor Starter assembly with Circuit breaker type disconnect. 2 Motor Starter Includes HOA Selector Switch, Low Oil Pressure $3,746.25 $7,492.50 indicator light, Motor overload Light, Power On light, 115 VAC,single phase,60 HZ control transformer to support controls and motor space heater. ** 1 D127CCA100 43364.89- $3,354.00 1 F144 1G Ingersol Rand General Purpose Filter @250 PSI MAX $336.00 $336.00 1 F144 IH Ingersol Rand High Efficiency Filter @250 PSI MAX $371.00 $371.00 240 Gallon 300 PSI vertical receiver tank with tank kit 1 Receiver (300 PSI SRV, Manual Drain Valve,and Pressure $4,750.00 $4,750.00 Gauge) Total Air Starting System Equipment $55,159.50 OPTIONAL EQUIPMENT SPK Hankison High Pressure Dryer.725 PSI Max ** 1 `HPET-03$ rating/95CFM...1/2"NPT connection...115 VAC, 1 0,562.50 $3,5162.50 PH,60 HZ 400 Galion 300 PSI vertical receiver tank with tank kit 1 Receiver (300 PSI SRV,Manual Drain Valve,and Pressure $6,468.00 $6,468.00 Gauge) High Pressure Automatic Drain Valve with 1 15 VAC, 1 PH, 60 HZ plug rated for 300 PSI For the Filters $149'>;5 The IR Nirvana Dryer specified is a NON-cycling unit. For the limited duty this unit sees, the Cycling unit is recommended and offered as it also will save operating costs by ** reducing parasitic plant load. Additionally the unit specified has a 200 PSI Max operating pressure. As we understand the system desired operating pressure is 250 PSI,we offer the Hankison High Pressure unit as an alternate Page 3 JOB NAME:CITY OF SEWARD DATE- 5/ `' DESCRIPTION: Units 4 and 5 Relocation and Upgrades ENGINE AIR STARTER CONVERSION PARTS(Per Engine) QTY PART NO. DESCRIPTION COST TOTAL 1 8427179 Strainer Asm $ 153.47 195.80 5.8$ 195.80 $ 10 $ 153.47 $ 25 1 8409024 Ball Valve 214.32 $ 25 .4 1 8375934 Ball Valve $ 670.24 $ 670.24 .32 1 8393335 2 Way Air Start Valve $ 475 74 $ 475.78 1 40034371 Air Line Lubricator $ 84.89 $ 84.89 1 8394052 Check Valve $ 848.36 $ 884.89 1 9513135 Solenoid Valve 1 8307151 Push Button Valve $ 247.44 $ 848.36 $ 38 88 $ 37.44 1 8400753 Air Hose Asm $ 42.26 $ 42.26 1 8400273 Air Hose Asm $ 2.26 1 8396153 Air Hose Asm $ 53.66 $12.58 4$ 53.66 1 9518930 Air Hose Asm $ 11 78 $ 11 58 1 9518929 Air Hose Asm $ 7.53 $ 15.06 2 8042827 Elbow $ 2.03 $ 5.06 2 8060975 Nipple $ 4.97 $ 9.06 2 9402713 Connector $ 2.30 $ 2.30 1 187373 Cap 90.20 $ 90.20 1 8098594 Tubing $$ 90.1.220 $ 90.20 50 121758 Nut $ 2,993.43 $ 5 6 2 40047506 Air ir Start Motor $ 2,074.42 $ 2, 42 1 8377467 Mounting Bracket $ 15.53 $ 31.02 2 8249889 Bolt $ 0.52 $ 1.04 2 8140912 Washer $ 1.85 $ 3.04 2 8060089 Nut $ 1.34 $ 3.70 6 271585 Bolt $ 0.13 $ 0.78 6 103325 Washer $ 1.03 $ 6.48 6 271588 Bolt 2 6 8032721 Nut $ 5.05 $$ 1.62 $ 9.19.772 2 8060976 Nipple 2.65 $ 25.36 2 8042828 Elbow $$ 4 112.68 $ 425.36 1 8378357 Tube .33 1 118750 Connector $ 2.33 $$ 1.27 $ 2 2.33 1 121323 Connector $ 157 $ 1.59 1 8060971 Nipple $ 92.94 $ 92.59 1 8270383 Mag Pick Up 4 1 8477119 F/W Indicator $ 0.08 $$ 124.62 $ 192.4.962 2 179793 Bolt $ 0.03 $ 0.06 2 103319 Washer . 3 $ 5 55.00 006 1 NPN Cable Asm $$ 5505.00 $ 55.00 1 8270133 Plug $ 12.56 $ 12.56 1 8175600 Clamp $ 980.00 $ 982.56 1 Pressure regulator Total Air Starter Conversion Components per Engine $ 13,144.78 Total for two engines $26,289.56 Page 4 l60 JOB NAME:CITY OF SEWARD DATE- 5/6/14 DESCRIPTION: Units 4 and 5 Relocation and Uparades GOVERNOR CONVERSION PARTS (Per Engine) QTY PART NO. DESCRIPTION COST TOTAL 1 A8251-758 UG-A Actuator $ 7,498.36 $ 7,498.36 1 203911 Plug/Clamp Assem $ 134.20 $ 134.20 1 8451787 Lever Asm R/B $ 1,287.50 $ 1,287.50 1 8451808 Lever Asm LB $ 375.54 $ 375.54 2 103608 Taper Pin $ 1.24 $ 2.47 1 8451861 Lever,Governor $ 540.04 $ 540.04 8 8451755 Support Bracket $ 333.86 $ 2,670.91 8 181429 Bolt $ 0.74 $ 5.95 8 6101229 Washer $ 0.07 $ 0.58 1 8212699 Control Link $ 509.23 $ 509.23 1 8212700 Control Link $ 1,067.23 $ 1,067.23 4 8080078 Bolt $ 15.43 $ 61.73 4 8032716 Lock Nut $ 1.02 $ 4.08 2 8054047 Spacer $ 2.04 $ 4.08 1 8212654 Gov Drive $ 4,807.80 $ 4,807.80 1 40040024 Gasket, Gov Drive $ 4.28 $ 4.28 6 181433 Bolt $ 0.89 $ 5.33 1 40040022 Gasket $ 3.22 $ 3.22 r 1 8212659 Adaptor, Drive to Gov $ 3,431.35 $ 3,431.35 1 8212660 Gasket $ 1.46 $ 1.46 4 138292 Screw $ 1.01 $ 4.03 4 103323 Washer $ 0.06 $ 0.24 4 179848 Bolt $ 0.70 $ 2.78 4 115549 Washer $ 0.43 $ 1.73 Total Governor Conversion Components per Engine $ 22,424.12 Total for two engines $44,848.25 • Page 5 1 61 JOB NAME:CITY OF SEWARD DATE- 5/ DESCRIPTION: Units 4 and 5 Relocation and Upgrades Alarm and Monitoring Sensors, Transducers RTD's (per Engine) QTY PART NO. DESCRIPTION COST TOTAL 1 Type S-10 8348868 Eng intake air Diff Press 0-50 PSI $ 472.00 $ 472.00 1 Type S-10 8348868 Engine Intake air Press 0-50 PSI $ 472.00 $ 472.00 1 Type S-10 8643652 Fuel Filter Diff Press 0-100 PSI $ 472.00 $ 472.00 1 Type S-10 8643652 Engine Fuel Inlet Press 0-100 PSI $ 472.00 $ 472.00 1 Type S-10 8643652 Engine Jacket Water Pressure 0-100 $ 472.00 $ 472.00 1 Type S-10 8643652 Engine Oil Filter Diff Pressure 0-100 PSI $ 472.00 $ 472.00 1 Type S-10 8644918 Engine Oil Pressure 0-200 PSI $ 472.00 $ 472.00 1 Type S-10 8341732 Engine Air Star Pressure 0-300 PSI $ 472.00 $ 472.00 1 AF3113GP-6-S-3-3-LT-12 Engine Air Intake Temp $ 496.00 $ 496.00 1 AF3113GP-6-S-3-3-LT-12 Engine Jacket Water Temp, In $ 496.00 $ 496.00 1 AF3113GP-6-S-3-3-LT-12 Engine Jacket Water Temp,Out $ 496.00 $ 496.00 1 AF3113GP-6-S-3-3-LT-12-3 Engine Lube Oil Temperature $ 496.00 $ 496.00 1 Lot Misc. conduit,fittings,shielded cable,wire, $ 2,400.00 $ 2,400.00 connectors,junction box and etc. Nord Total AMS Conversion Components per Engine $ 8,160.00 Total for two engines $16,320.00 Note that the above Specific Make and Part numbers for Pressure and Temperature ** transducers is to be confirmed to insure these are the parts actually installed on Units N1 and N2 Page 6 Sponsored by: Hunt CITY OF SEWARD,ALASKA RESOLUTION 2014-064 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA,AUTHORIZING THE CITY MANAGER TO PURCHASE FROM VALLEY POWER SYSTEMS, INC. THE COMPONENTS, INCLUDING INSTALLATION, SUPPORTING THE RELOCATION OF TWO (2) ELECTRO-MOTIVE DIESEL (EMD) GENERATORS, PREVIOUSLY PURCHASED FROM ARCTIC PACK,TO BE ENCLOSED IN THE NEW GENERATOR BUILDING FOR AN AMOUNT OF $212,403.01 AND ESTABLISHING A CONTINGENCY FUND OF $21,240.30, AND APPROPRIATING FUNDS WHEREAS,on June 11,2012,Council approved Resolution 2012-028 accepting a grant from Alaska Energy Authority to upgrade and update generation facilities at Fort Raymond Generation Plant for$3,960,000 and appropriating funds;and WHEREAS,two(2)Electro-Motive Diesel(EMD)generators will require the installation of sensors and servers for automation;and WHEREAS,this equipment must be converted to air starters because the electric starters are no longer manufactured and are unavailable as spares;and WHEREAS,the restrictions and provisions of Articles 2 and 3 of chapter 6.10 shall not apply to supplies, materials, equipment or contractual services which can only be furnished by a single dealer,or which have a uniform published price,pursuant to SCC 6.10.120(A)(5);and WHEREAS, Valley Power Systems, Inc. is the designated EMD factory representative serving Alaska and are the sole source for the equipment and expertise necessary to upgrade these EMD Generators;and WHEREAS,Valley Power Systems,Inc.has quoted parts,labor and service to upgrade two (2)EMD Generators and to provide specialty items necessary to upgrade support systems,such as increase air supply and fuel systems,for a price not to exceed$212,403.01; and WHEREAS,it is prudent to establish a contingency fund in the amount of$21,240.30(or 10%). Thus,the contingency funding and the proposal costs require a total funding of$233,643.31. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: L 1 6c)t Niaid CITY OF SEWARD,ALASKA RESOLUTION 2014-064 Section 1. The City Council finds it is in the City's best interest to waive competitive bidding procedures and permit the sole sourcing of this equipment and these services to Valley Power Systems,Inc.,pursuant to SCC 6.10.120(A)(5). Section 2. The City Manager is authorized to purchase from Valley Power Systems,Inc.the components,including installation,supporting the relocation of two(2)EMD Generators,previously purchased from Arctic Pack, to be enclosed in the New Generator Building for an amount of $212,403.01 and is authorized to establish a contingency fund in the amount of$21,240.30. Section 3. Funding for this purchase, in an amount not to exceed$233,643.31, is hereby appropriated from the AEA Grant Account No. 505-5052-5380. Section 4. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward,Alaska,this 28`h day of July,2014. THE CITY OF SEWARD,ALASKA can Bardarson,Mayor AYES: Keil,Casagranda,Terry,Squires,Butts,Darling,Bardarson NOES: None ABSENT: None ABSTAIN: None ATTEST: A •hanna Ki 'Fey,CMC d a'ty Clerk (City Seal) ,••'y of SE jy4 '; ?t • SEAL L - 'b,rt OF ,f a -.•• 1�� Council Agenda Statement Meeting Date: July 28,2014 c.) -.�,.,,;� o • Through: Jim Hunt,City Manager ac4sKo From: John Foutz,Electric Department Manager Agenda Item: Purchase from Valley Power Systems,Inc.the components,including installation, supporting the relocation of two(2)EMD Generators,previously purchased from Arctic Pack,to be enclosed by the New Generator Building BACKGROUND&JUSTIFICATION: On June 11,2012,the City Council approved Resolution 2012-028 accepting Grant No. 7910011 from Alaska Energy Authority to upgrade and update generation facilities at Fort Raymond Generation Plant for $3,960,000 and appropriating funds. Part of that project includes moving two(2)Electro-Motive Diesel (EMD)Generators into the New Generator building and configuring them for computerized(automatic) operation. These two EMD Generators will require the installation of sensors and servos for automation. In addition, they must be converted to air starters because the electric starters are no longer manufactured and are unavailable as spares. Finally,the compressed air and fuel systems installed in 2009 are inadequate to supply four generators and must be upgraded. On May 6,2014,Valley Power Systems,Inc.provided a quote for parts,labor and service to upgrade two Irr (2)EMD Generators to permit computerized controls (SCADA)to be employed to operate them. The quote in an amount not to exceed$212,403.01 includes specialty items necessary to upgrade systems,such as increase air supply and fuel systems to permit the operation of all four generators in the New Generator Building. Valley Power Systems,Inc.is the designated EMD factory representative serving Alaska. They are the sole source for the equipment and expertise necessary to upgrade these EMD Generators. We request that Council find it in the public interest to waive competitive bidding procedures and permit the sole sourcing of this equipment and these services to Valley Power Systems,Inc.,pursuant to SCC 6.10.120(A)(5). It is prudent to establish a contingency fund in the amount of$21,240.30(or 10%),in case of unexpected contingencies. Thus,the contingency funding and the proposal cost require a total funding of$233,643.31. INTENT: To authorize the City Manager to purchase from Valley Power Systems,Inc.for components, including installation,supporting the relocation of two(2)EMD Generators,previously purchased from Arctic Pack,to be enclosed in the New Generator Building for an amount not to exceed$212,403.01 and establishing a contingency fund of$21,240.30 and appropriating funds from account number 505-5052- 5380. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan(1.3, 3.7.3.1, 3.7.3.2):Continue to upgrade and 1. expand utilities to meet existing needs and encourage future X development. 1-1 1 Strategic Plan: The mission of the City of Seward government it is to 2' provide quality leadership and economic wellbeing of its citizens X 3. Other(list): X FISCAL NOTE: Funding for this project, in its entirety,was provided to the Electric Fund by AEA Grant #7910011. Approved by Finance Department: 4)11., ATTORNEY REVIEW: Yes X No City attorneys reviewed only the agenda statement and resolution language. RECOMMENDATION: g2g 243 1 Authorize the City Manager to purchase from Valley Power Systems,Inc.for the components,including installation,supporting the relocation of two(2)EMD Generators,previously purchased from Arctic Pack, to be enclosed in the New Generator Building for an amount not to exceed$212,403.01,and establishing a contingency fund of$21,240.30 for a total of$233,643.31 and appropriating funds from account number 505-5052-5380. 1�� EXHIBIT D ENGINEERED SYSTEMS GROUP INC PROPOSAL AND ESG INC PROPOSAL ADDENDUM okirw � `l3 plectric Power SAt M tb Consulting Engineers December 3, 2014 City of Seward Electrical Department P.O. Box 167 410 Adams Street Seward,AK 99664-0167 Attn:Mr.Vernon L.Willet Jr., Project manager Subject: Proposal for Construction Services—Ft.Raymond Power Plant—Unit 4/5 Relocation—Additional proposed terms and conditions Dear Mr.Willet, We met together in our offices on Monday, December 1st to jointly review our proposal for Construction Services for the Fort Raymond Power Plant Unit 4/5 relocation project. Dan Rogers, Charlie Kimmel and I were in attendance from EPS,while John Foutz, Rick Wise, and you attended for the City of Seward. During that meeting we agreed on the basic scope of work included in our proposal, but with some additional terms and conditions which we present with this letter. Additional Terms and Conditions Item No. 1 -Proposed Contract Amount(First and only paragraph on page 5 of our proposal letter): Remove paragraph and replace with the following: We propose an estimated time and materials contract amount of$3,100,000 for this installation contract. Our Contract with you will be through our Construction Entity, Electric Power Constructors, Inc. We will,as a part of initial submittals,propose a schedule of values and a cash flow plan,to assist the City of Seward in its funds management for the project. This schedule of values will be organized by major work component to include balance of plant work tasks, moving of generators, installation of switchgear,and other tasks. The goal of providing this is to allow your project manager, Mr. Rick Wise,to work with our project manager, Mr. Charlie Kimmel,on project cost control. Electric Power Systems also agrees to work with Mr.Wise to immediately identify situations where costs of installation look to exceed schedule of value budgeted amounts. This will be an important cost control measure where both project managers(City and EPS)work to control the cost of installation. Electric Power Systems also agrees to actively seek construction efficiencies that will further lower costs of project completion. We note that the schedule of values that we provided as an attachment to our November 10"', 2014 proposal is withdrawn. WWW.EPSINC.COM PHONE(907)522-1953•3305 ARCTIC BLVD.,SUITE 201,A`N�C(H�ORAGE,ALASKA 99503•FAX(907)522-1182 • F 1 Mr.Vernon Willet,Jr.Construction Proposal—Seward Ft. Raymond Power Plant—U 4/5 Reloc—12/3/14 2 Item 2: Project Contingencies Add the following language to the letter Project Contingencies EPS has lowered our estimated time and materials contract amount by$300,000,which represent removal of an embedded contingency amount for the project. We note that with the lower figure, budgets for each of the work tasks will be tight. Item 3: Final Construction Drawing Approval EPS agrees to provide a 100%design drawing set for electrical systems prior to the start of construction. We assume the City of Seward will require one week for final review of the project. Upon receipt of review Comments,EPS will incorporate comments and issue an"Issued for Construction"drawing set that will be used by yours and our project manager. We will seek prior approval from Mr.Wise for any design changes. We will institute an ordered Design ChangeNerification Request(DCVR)process for the project. Closure: It is our pleasure to provide these additional terms and conditions for our construction proposal to you. Please feel free to contact me with any questions. Sincerely, •44i/ - es S. Strand• •, P.E. anager, Mechanic-I Engineering Electric Power Syst-ms, Inc. 3305 Arctic Blvd Anchorage,AK 99503 Office(907)646-5150 Cell (907)632-3522 WWW.EPSINC.COM PHONE(907)522-1953.3305 ARCTIC BLVD.,SUITE 201,ANCHORAGE,ALASKA 99503•FAX(907)522-1182 1� �`���` -electrk Power_Y 26ns �y - E,l, Consulting Engineers SYSTEMS November 10, 2014 City of Seward Electrical Department P.O. Box 167 410 Adams Street Seward,AK 99664-0167 Attn: Mr.Vernon L.Willet Jr., Project manager Subject: Proposal for Construction Services—Ft Raymond Power Plant—Unit 4/5 Relocation Dear Mr.Willet, It is our pleasure to present to you our proposal for Construction Services,for the relocation of two EMD engine generators into the Fort Raymond power plant. The units we propose to relocate and integrate into the power plant facility are No. 4 and No. 5.The units are presently located within the fenced area of the power plant property, and are housed in steel modular enclosures. Background: Our firm had earlier worked with the City of Seward to complete installation of units N1 and N2 in a new power plant building,which was sized to house a total of 4 EMD units.This earlier work included purchase and placement of jacket water and AC/OC radiators on pads on the exterior of the new power plant building,and provision of plant wide balance of plant systems for the future placement of two more EMD units inside the power house. This previous work included foundations and all required heating and ventilating equipment for the power house with four operating EMD units. The City of Seward wishes now to complete the power plant project,and seeks to relocate units 4 and 5 modular engine generator units into the existing power house,to provide switchgear,and all balance of plant work to make the power plant fully operational with four EMD units. You have requested from us a time and materials construction services estimate to accomplish this project. This letter proposal is our response to your request. Our Recent Proiect Work We have accomplished to date for you: • A detailed electrical design for the power plant completion project that integrates Units 4 and 5 into the plant systems. (This has been accepted by the City of Seward as a basis to move forward with this installation contract. We note the mechanical design was accomplished by others.) WWW.EPSINC.COM W.EPSINC.COM PHONE(907)522-1953•3305 ARCTIC BLVD.,SUITE 201,A`NCHORAGE,ALASKA 99503 •FAX(907)522-1182• Mr.Vernon Willet,Jr.Construction Proposal-Seward Ft.Raymond Power Plant-U 4/5 Reloc-11/10/14 2 • An early procurement package ent acka e for high voltage switchgear and motor control center long lead time equipment.We developed a competitive request for proposals from three qualified switchgear manufacturers,and provided specifications that would assure switchgear would be compatible with the existing switchgear in the power plant. We recently delivered the three quotes for switchgear to you along with a recommendation that the City should purchase switchgear from Meyers Power Products.Our process was rigorous to ensure competitive to assure the City received good quality equipment at a good market price. We have worked with you to develop a scope of work for the project that will involve removal of the outer protective steel modular enclosures from Units 4 and 5,disconnecting the units'power, communications and fuel piping, placing the units on low-boy trailers and safely moving them into the powerhouse and placement on existing foundations,installing switchgear,motor control centers,and all required mechanical balance of plant work,such that the power plant will be fully operational with four units in 4th quarter of 2015. Use of Local Labor One matter important to the City of Seward is identifying work that can easily be accomplished by City of Seward staff in conjunction with our installation crews.We have worked with you to develop the following scope items that we assume would be done by your staff: • Removal of steel enclosures from Units 4 and 5 • Removal/demolition of existing power wiring and piping that extends to Units 4 and 5 existing switchgear. • All required trench excavation and backfill for new buried conduit and piping to existing bulk fuel storage tanks ' • All required trench excavation and backfill for buried conduits to be placed between the power plant and the control building. We have discussed how important involving your staff in the work is; with the project management structure we include in the proposal,we feel if you can assure us their availability within our construction with a reasonable level of certainty,your staffs work effort can positively contribute to the project. Coordination with Valley Power In addition to your desire for the City of Seward to procure switchgear/Motor Control Centers,you have also written purchase orders with Valley Power, Inc. the company that provides specialized support for your EMD engines to accomplish selected upgrades to Units 4 and 5,and to provide balance of plant equipment that includes but is not limited to • New service air compressors • New air receivers • New Fuel Day Tanks and components • Engine Air Start Conversions • Engine alarm and monitoring components • Engine UG-8 governor upgrades • DC power soak back pump for one unit WWW.EPSINC.COM 522-1182 PHONE(907)522-1953•33o5 ARCTIC BLVD.,SUITE 201,ANCHORAGE, 9g5 3•ALASKA o FAX(9 07)5 1l1 Mr.Vernon Willet,Jr.Construction Proposal—Seward Ft.Raymond Power Plant—U 4/5 Reloc—11/10/14 3 We have met with the representative of Valley Power and have worked to integrate our proposed scope of work with the work you have contracted with Valley Power to provide. Scope of Work: We propose to work with power plant staff to complete all phases of the work,with certain tasks assigned to power plant staff,to complete all phases of the work to provide the City of Seward with a complete and working power plant system. These construction services include: • Relocation of Units 4 and 5 into the power plant building. This will include setting the units on grouted leveling surfaces,and installation of concrete anchor bolts to secure the generators to foundations. We will be using EPC/MBI resources for this move and will lift and place units on an appropriate high capacity wheeled low boy trailer,in a process designed for safety and minimum risk. (We had discussed the City of Seward contracting for these moves separately from our contract,and had agreed to provide this number separated as a line item for consideration by the City. • All required balance of plant mechanical,electrical,and structural work,to include final placement of existing radiators, placement of new compressors and air receivers, new submersible fuel pumps,and installation of new DC powered soak back pump on Unit 4,and all jacket water and AC/OC piping,fuel supply piping and starting air supply piping. We note we are working from a Mechanical Design drawing set that was completed by the City of Seward and stamped by an Alaskan registered mechanical engineer. We understand that any submittals we provide to the City of Seward for mechanical equipment will be reasonably approved by the City of Seward project manager. • Installation of new high voltage switchgear(two cabinets)and one Programmable Logic Controller(PLC)and Supervisory Control and Data Acquisition(SCADA)cabinet • Installation of new motor control center equipment • Installation of new Human Machine Interface(HMI)in an enclosure,and all required SCADA hardware and software. Relocation of the existing HMI in the power plant. Equipment hardware supplied will support eventual interconnection between the Fort Raymond and Chugach Electric SCADA systems. • Installation of new City of Seward supplied DC batteries,and necessary conduit and wiring to connect to new PLC/SCADA cabinet and to units as required. • Provide new engine control panels and terminate all new instrumentation that is to be provided by Valley Power,to include wiring of new cylinder exhaust gas temperature thermocouples. • Provide all necessary control interface and integration of plant heating and ventilating components into plant PLC/SCADA system. • Provide commissioning support for unit 4 and 5 start-up and run in, including setting of breakers, verification of proper switchgear operation,verification of proper operation on new DC soak back pump on Unit 4,and verification of proper operation of Power Plant heating and ventilating system. We note units 4 and 5 have seen years of service in the past. For this reason we will assist in this activity, but cannot guarantee new engine performance or a trouble free process to commission and bring back into commercial operation as a part of our project responsibilities. EPS suggests the units be run at full load for a time before they are removed from service for transport into the power house. EPS also suggests that during the move,a City of Seward project representative be a witness at all times,to verify the units are not damaged during transit. WWW.EPSINC.COM PHONE(907)522-1953•3305 ARCTIC BLVD.,SUITE 201,ANCHORAGE,ALASKA 99503•FAX(907)512.1182 Mr.Vernon Willet,Jr.Construction Proposal-Seward Ft.Raymond Power Plant-U 4/5 Reloc-11/10/14 4 Project Management Services: EPS will provide all necessary project and contract management,to ensure that terms of the contract are fully complied with,and where necessary changes in the work are quickly assessed and priced for the benefit of the project. A senior person in our Anchorage office will be named for this responsibility. We propose to provide the services of an experience EPS on-site site engineer,who will be in charge of the work on a daily basis,for the time that EPS is mobilized for the work. This person will provide clerk of the work services,and maintain records of project tasks completed,compliance with the project schedule and accomplish daily and weekly reports. This EPS person would be assigned to the project well prior to mobilization,and will accomplish necessary submittal and coordination work prior to EPS mobilizing to the project site.This work element would support the City of Seward Project Manager. Given the nature of the project,relocation of existing modular generating units into an existing power plant,with the need to the power plant to remain operational as a standby plant for the City of Seward,with a tight site where space is at a premium, EPS project management both on site and in our home office will be key to allow our firm to execute this project in partnership with the City of Seward. Project Scheduling: The EPS On-site engineer and home office project manager will be responsible for developing the project schedule,interfacing with the City of Seward project manager for site access and any plant outages necessary for construction. Submittals: We note that a significant portion of equipment for this project is either owner supplied or Valley Power Supplied. The EPS On-site engineer will provide a record of technical data for equipment supplied and will be responsible for inspection of the equipment well prior to our mobilization,and will confirm that it is correctly supplied to integrate into the power plant systems, prior to acceptance into the project. We will work with the City of Seward project manager to resolve any coordination/integration issues. EPS will also provide standard submittals for balance of plant equipment and materials it will supply under the contract. Project Schedule: We expect that the high voltage switchgear will be delivered to Seward in the May June time frame, and with that in mind and with the need for the power plant to remain operational throughout the avalanche season,we propose to mobilize for work on or about April 15t,2015,and to be on site actively pursuing the work by May 1st. We will work to minimize the amounts of time either of the units are out of service,a matter to be coordinated between the EPS project manager and the City of Seward. We see the project completion date to be on or about October 1st,with one month of commissioning and startup activity. WWW.EPSINC.COM FAX(9o7)5��-u8z PHONE(907)522-1953 3305 ARCTIC BLVD.,SUITE 201,ANCHORAGE,ALASKA 99503 Mr.Vernon Willet,Jr.Construction Proposal—Seward Ft.Raymond Power Plant—U 4/5 Reloc—11/10/14 5 Proposed Contract Amount: We propose an estimated time and materials contract amount of$3,400,000 for this installation contract. We will as a part of initial nds management for or the project. We values bill for our�labo�on plan,'to assist the City of Seward in its basis of our current billing ch'ncleWe Electric I IPower e v�Sed rate structure�for 095 when that Inc.and Mechanical Builders, becomes available and will bill from these new rate sheets after 1/1/15. Closure: It is our pleasure to provide this construction proposal to you. Please feel free to contact me with any questions. Sincerel , fedi es S. Strang berg,P.E. ii:nager, Mech- ical Engineering lectric Power S .tams, Inc. 3305 Arctic Blvd Anchorage,AK 99503 Office(907)646-5150 Cell (907)632-3522 Attachments: Noid Proposal Breakdown Rate Schedules WWW.EPSINC.COM PHONE(907)5224953.3305 ARCTIC BLVD.,SUITE 201,ANCHORAGE,ALASKA 99503•FAX(907)522-1182 \$ O N co C ii 3 m O 0 3 O Z N 0 a Ow o 0 r r, oo N P A a. 0 N ti 0 • G 00 W 0 a— a— a- O M 0 C w w 40". N c• $ 3 o t5 O 'eO C .+ 7 E V c a10' o °a of u E w 0 N.e0 m 0 N▪. d Ta 30 3 •0 a a w we L w v ' o o �—�V a vs U E 3 t a g E 0 CL 0 1° Z to el To o 0 0 C 0 IS 0 a m a 2 0 ` 10 d c a a a g S o 2 E a a 3 a A d s .0 0) a g .6 m m W p 'I a. D soo W G 3 .°u 3 Y. s S at c •c .qc p m g so W s 0 V 4■4# c lecb�ic ower ,�ePt4. Constructors CONSTRUCTORS Electric Power Constructors,Inc. Fee Schedule Valid March 1,2014 through December 31,2014 Classification Straigh --- t T--'m $194.00 Double-Time ie Overtime N/A Project Manager VI $194.00 $ .00 N/A Project Manager V $180.00 $191840.00 N/A Project Manager IV $165.00 $165.00 N/A Project Manager III $158.00 $158.00 N/A Project Manager II $151.00 151.00 N/A Project Manager I $146.00 $ $228.00 Lineman V $169.00 $202.00 $220.00 Lineman IV $164.00 $196.00 $220.00 Lineman III $152.00 $180 00 $192.00 Lineman II $183.00 $144.00 Lineman I $136.00 $162.00 $183.00 Wireman V $110.36 $148.51 $186.65 Wireman IV $108.05 $145.09 $182.14 Wireman III $102.03 $136.22 $170.40 $86.38 $115.42 Wireman II $123.46 Wireman I $75.60 $99.53 $251.62 Sub Tech VI $156.22 $203.92 Sub Tech V $251.62 $151.80 $197.72 Sub Tech IV $145.17 $188.43 $231.69 188.28 Sub Tech III $119.92 $154.40 $ Sub Tech II $114.12 $148.30 $182.48 $163.57 Sub Tech I $102.04 $132.80 163 Expeditor $82.00 $107.00 Clerical $56.00 N/A Clerical N/A N/A Office Manager $69.00 1.The above listed rates are per hour. 2.The fee schedule is subject to review on January 1,2015,and on January 1 of each year thereafter.at cost 3. Expenses incurred,as necessary part of engineering services under this contract will be,billl included plus 25%.Incidental expenses,such as computer usage,local phone service,and copying a at the Federal Rates. S Services above materials purchased utilized(vs. Electric Powers Constructors,Inc. t the be of the owner will 4. Services and mat p be billed at cost plus 25%. 5.Services and materials provided by other Engineered Solutions Group,Inc.companies will not be subject to intra-company markup,and are subject to the above fee schedule. 6. Interest at the rate of 1.5%per month(less,if restricted by law)may be charged for invoices greater than 60 days past due. Electric Power Constructors, Inc. A division of Engineered Solutions Group,Inc. 3305 Arctic Blvd.,Suite 201,Anchorage,AK 99503 Phone(907)522-1953, Fax(907)522-1182,www.esgrp.net Ned 1Z ■ i c PlectEK s L. ie. 4 EA Consulting Engineers 4, SYSTEMS Electric Power S stems Inc. Fee Schedule Valid through 12/31/14 de osition/expert witness $394.00 Testimony, p $210.00 Engineer XII $194.00 Engineer XI $180.00 . Engineer X $165.00 Engineer IX $158.00 Engineer VIII $151.00 Engineer VII $146.00 Engineer VI $140.00 Engineer V $132.00 Engineer IV $117.00 Engineer III $11 7.00 105.0 Engineer II $ Engineer I $194.00 Project Manager VI $180.00 Project Manager V $165.00 Project Manager IV $158.00 Project Manager III $151.00 Project Manager II $146.00 Project Manager I $158.00 Shire Engineer Tech VI $146.00 Engineer Tech V $126.00 Engineer Tech IV $109.00 Engineer Tech III $10 .0 Engineer Tech I I $82.00 Engineer Tech I $161.00 ROW Manager $139.00 ROW Senior Agent ROW Agent $74.00 $100.00 ROW Assistant $150.00 $15 Professional Land Surveyor .0 ST/$107.00 OT Expeditor $56.00 Clerical $69.00 Office Manager 1. The above listed rates are per hour. 2. The fee schedule is subject to review on January 1,2015,and on January 1 of each year thereafter. 3. Expenses incurred,as necessary part of engineering services under this contract will be billed at cost plus 25%. Incidental expenses,such as computer usage,local phone service,and copying are included in the above rates.If Per Diem is utilized(vs.expenses and markup),it will be at the Federal Rates. 4. Services and materials purchased by Electric Power Systems,Inc.at the request of the owner will be billed at cost plus 25%. 5. Services and materials provided by other Engineered Solutions Group,Inc.companies will not be subject to intra- company markup,and are subject to the above fee schedule. 6. Interest at the rate of 1.5%per month(less,if restricted by law)may be charged for invoices greater than 60 days past due. Electric Power Systems,Inc. tlklore A division of Engineered Solutions Group,Inc. 3305 Arctic Blvd.,Suite 201,Anchorage,AK 99503 Phone(907)522-1953,Fax(907)522-1182,www.esgrp.net l 3 solid 'echanical • uildere p nc. ` Mechanical Builders, Inc. Local 367 Standard Fee Schedule Valid January 1, 2014 through December 31,2014 Clas Straight Time Overtime Double Time sification 194.00 N/A Project Manager VI $194.00 $ N/A Project Manager V $180.00 $180.00 $165.00 N/A $166 5.00 N/A $158 Project Manager IV $165.00 $1 Project Manager III $158.00 $151.00 N/A$146.00 Project Manager II $151.00 151 N/A Project Manager I $146.00 $174.39 N215.14 General Foreman $129.78 Foreman $121.72 $162.24 $199.28 $148.74 $181.67 Journeyman $112.76 $1487 $188.67 Apprentice III $105.59 $138.87 $168.50 Apprentice II $91.87 $121.01 Apprentice I $82.36 $109.03 $132.72 1. The above listed rates are per hour. 2. The fee schedule is subject to review on January 1,2015, and on January 1 of each year thereafter. 3. Expenses incurred,as necessary part of engineering services under this contract will be billed eat cost r plus 25%.Incidental expenses,such as computer usage,local phone service,and copying e included in the above rates. If Per Diem is utilized(vs.expenses and markup),it will be at the Federal Rates. 4. Services and materials purchased by Mechanical Builders, Inc.at the request of the owner will be billed at cost plus 25%. 5. Services and materials provided by other Engineered Solutions Group,Inc.companies will not be subject to intra-company markup,and are subject to the above fee schedule. 6. Interest at the rate of 1.5%per month(less,if restricted by law)may be charged for invoices greater than 60 days past due. Mechanical Builders,Inc. A division of Engineered Solutions Group, Inc. 3305 Arctic Blvd.,Suite 201,Anchorage,AK 99503 Phone(907)522-1953,Fax(907)522-1182,www.esgrp.net \ .1-\ MID allhalt161111111' IMO ENERGY AUTHORITY April 1, 2014 Jim Hunt, City Manager City of Seward P.O. Box 167 Seward, AK 99664 Subject: Grant Agreement Number 7910011 Seward Power Plant Integration Amendment 2 Version 2 Dear Mr. Hunt: Enclosed is a fully signed original of the above subject Amendment for your file. If you have any questions, please do not hesitate to contact Kirk Warren, Project Manager at 771-3072. The Alaska Energy Authority looks forward to our continued relationship on this project. Sincerely, ALASKA ENERGY AUTHORITY /a,.: Karin St. Clair Grants Assistant Enclosure $13 West Northern Ill Boulevard Anchorage.Na,Sa 99303 T 907.771,3000 Tall 7 s•Wadca On171041.300.1534 F 907.771.3044 1� Seward Power Plant Integration Grant Agreement 57910011 Appendix B1#11 Construction Insurance and Bonding,replace with the following: 11. Construction insurance and Bonding When the value of the construction is anticipated to be greater than $100,000, prior to beginning construction on a project funded by this grant, the Grantee or Grantee's contractor(s) must provide the Authority; either a payment and performance bond, as may be required by AS 36.25.010, a surety in form and substance acceptable to the Authority, or some other guarantee or assurance acceptable to the Authority that the Grantee or the Grantee's contractor has the capacity,qualifications, and financial resources necessary to complete construction of the project as proposed in the grant or construction contract(s)funded by this grant. A r e i dlx C Sco' of Work re•la e r to•le •etailin miles • _ = s bud•et sch= • _ e and deliverables w jh the following: 8ta rt Dat End Milestones Reimbursable Tasks Budget e Date Deliverables Pre-deslgttiD lgn " ''...': t ;r a Entire:DeslgilPacka'ge Concept Design Report Aug Concept Design Report 201 Dec $ 25,000 1 2011 RFP&Evaluation Mar Winning Proposal 201 Apr 2 2012 Engineering Apr All Engineering Documents ; 201 Jul V 220,000 2 _ 2014 Construction Protection Components Install 3 phase 89 kV relays, Jul update existing redosers 201 Jun 41,520 1 2014 Warehouse EPC warehouse building Jan 201 June 2,100,000 3 2014 Relocate&Upgrade Remove arctic enclosures and Ma Unit#4&#5 relocate Units. integrate y SCADA 201 Oct 2,468,250 4 2015 5%COS Engineering 242,738 20%Contingency 1,019,502 AEA Management Fee "Ka! Page 3 of 5 l� � • $;ward Power Plant Integration Grant Agreement 57910011 Attachment:1 Financial ReportlRequest:for RakiibtitiBeinent Form THIS REQUEST IS FOR FINAL PAYMENT [] Grantee: City of Seward Project: Seward Power Plant Integration Period: to Grant Number: 7910011 A B C 0=BaC E=A•D BUDGET SUMMARY TOTAL GRANT PRIOR EXPENDITURES TOTAL GRANT BALANCE BUDGET EXPENDITURES THIS PERIOD EXPENDITURES 3� F��►�V../..y�.,. ,...Q (� .. .+i'r('.•�fi•' ,� �',�vi�rp ;�'• : y s.. •,W.. :t �. i':yi:�1�� t rr� +.` .� ('i 0.4, tt`fr•i:? 7t'T:` �.��'�,�.ri•[4'.lrat!?�'�"'F '�f{+ :i_a,b + ,t}ft; V.t.k' M�+r;'�.`t..t 1r� r r, .t�.`�.. u�1 Concept Design Report $ 25,000 Mechanical Engineering Support 20,000 Electrical Engineering 200,000 Protection Components 41,520 Warehouse 2,100,000 Relocate Units 500,000 Integrate Generators 1,968,250 5%COS Engineering 242,738 20%Contingency 1,019,502 Shaw AEA Admin Fee 80.000 TOTAL $6.177.010 wi: �a•Y•,1:. ,t :'.l:.Ri :.R' .:iSrh '`s` f rn•- R .'i7 ;.vh]:r4: J•.•a,i�b:;w:4y..• ra.. y'"i rl�In (�� ^}.i` ; rYfk y' �!.} : jFY:ti ..isr �4'8.�' "•. �' S�i�y J feat .!,,i+thy:`:Y ; �SU °fl:�{.. '�<'•`r:''i ;:ti�: �`z''N4rt? ".t�c. #_... t r .r..:.+ Grant Funds $5,940,000 Grantee Match-Cash 237.010 TOTAL $ .1 Please submit this form and the supporting documentation to aeapayables @aidea.org CERTIFICATION Form requires two original signatures. The person certifying must be different from the person preparing the report. One signature should be the authorized representative of the Grantee organization or highest ranking officer;the other should be the person who prepared the report. I certify to the best of my knowledge and belief that the Information reported on both the Financial Report above and the attached Progress Report are correct. In addition,funds were spent and work performed in accordance with the grant agreement terms and conditions. Certified By: Prepared By: Printed Name: Printed Name: Title: Date: Title: Date:, Page 5 of 5 ri • Sponsored by: Hunt Postponed from: May 14,2012 L. CITY OF SEWARD,ALASKA RESOLUTION 2012-028 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ACCEPTING A GRANT FROM ALASKA ENERGY AUTHORITY TO UPGRADE AND UPDATE GENERATION FACILITIES AT FORT RAYMOND GENERATION PLANT FOR $3,960,000 AND APPROPRIATING FUNDS WHEREAS, the City of Seward relies on the backup generation facility in times of emergency;and WHEREAS, an update and reliable backup generation facility is in the best interest of the community;and WHEREAS, Council intends the warehouse proposed in the project be designed as storage,dry room,and limited to union offices;and WHEREAS, pursuant to the HB 108 for outright grant of funds, Alaska Energy Authority #7910011 provides funds to update and upgrade the generation facilities at Fort Nati Raymond to permit a more reliable generation plant;and WHEREAS,the grant was awarded by the State on July 1,2011;and WHEREAS, these funds are allocated by the State to complete the Fort Raymond Generation Substation Upgrade;and WHEREAS, the funds to accomplish the work is expected to total $4,164,010 of which $3,960,000 is an outright grant through AEA and $204,010 represents work to be accomplished within the operational budget of the Electric Department. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA,that: Section 1. The Seward City Council hereby authorizes the City Manager to accept AEA Grant #7910011 to upgrade and update generation facilities at Fort Raymond Generation Plant, and accepts grant funds in the amount of$3,960,000 to Standby Generator Plant Grant Revenue Account No. 505-5052-4680-0200. Section 2. This resolution shall take effect immediately upon its adoption. 1 l o� CITY OF SEWARD,ALASKA RESOLUTION 2012-028 PASSED AND APPROVED by the City Council of the City of Seward,Alaska this 11th day of June,2012. THE CITY OF SEWARD,ALASKA 1111—, / Am ' David Seaward, ayor AYES: Valdatta, Bardarson, Shafer, Casagranda,Terry,Seaward NOES: None ABSENT: Keil ABSTAIN: None ATTEST: johanna Kinney, CMC City Clerk (City Seal) °Y 8E*q 1%. l• SEAL • te#61).104V1 AO s.41/ 4r04 OF A0:∎* .rr 1C) Agenda Statement r4Q0s Meeting Date: May 14, 2012 � ,_►'! � .„0 l To: City Council 4�45KP Through: Jim Hunt, City Manager From: John Foutz,Utility Manager Agenda Item: Accept Alaska Energy Authority grant#7910011 BACKGROUND&JUSTIFICATION: Grant Agreement#7910011 from the State of Alaska through Alaska Energy Authority(AEA)provides funds to update and upgrade the generation facilities at Fort Raymond to permit a more reliable generation plant. Two contracts will be presented to the council,separate from the grant acceptance,allocating the grant funds to the winning bidders for integrating the controls and for the building. The grant was awarded by the State on July 1, 2011, in the amount of$4,000,000.00. AEA has taken 1% ($40,000) as administrative fees. The funds to accomplish the work are expected to total $4,164, 010, of which$3,960,000 is an outright grant from AEA and$204,010 represents work to be accomplished within the operations budget of the Electric Department. INTENT: Ned Council authorize the City Manager to accept AEA Grant#7910011 to upgrade and update the facilities at Fort Raymond Generation Plant. CONSISTENCY CHECKLIST: Yes No N/A 1 1. Comprehensive Plan:Sections 1.3, 3.7.3.1 and 3.7.3.2 X 2. Strategic Plan(document source here): X 3. Other(list): X _J FISCAL NOTE: The grant amount from the State of Alaska is $4,000,000 and Alaska Energy Authority is taking 1% or $40,000 as administration fees. The initial projected cost estimated by Jack Anderson with Dryden&LaRue (A subsidiary of EPS)is$4,197,010 and is divided into design and construction of the generation facility at $1,749,250,engineering and construction of warehouse/administrative facility for$1,400,000,engineering at $314,925,and Contingency at$692,835. The amount over$4,000,000 is expected to be match by the City of Seward. Since the $4,000,000 is granted by the State, then the funds do not impact the city's electric department operating expense. The$197,010,if used, will come from the electric department's reserves. Approved by Finance Department:,444 '31.444 5 Z ATTORNEY REVIEW: Yes No X 1° Slaw RECOMMENDATION: Council approve Resolution 2012-0,authorizing the City Manager to accept grant funds by the state through Alaska Energy Authority for the intended use of upgrading and updating the Fort Raymond Generation Facility. .1?\1 staid Sponsored by: Hunt • CITY OF SEWARD,ALASKA RESOLUTION 2014-043 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, 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 WHEREAS, June 11,2012, the City Council approved Resolution 2012-028 accepting a grant from Alaska Energy Authority to upgrade and update generation facilities at Fort Raymond Generation Plant for$3,960,000 and appropriating funds;and WHEREAS,Electrical Engineering services are required in order to remove Generators 4 and 5 from their Arctic Pack Enclosures,move them into the new generator building and put them into service; and WHEREAS,January 14,2014,the Electric Department published a request for proposals for those professional engineering services; and WHEREAS four companies requested plans and one company, Electric Power Systems turned in a proposal; and WHEREAS, following negotiations, that proposal, in the amount of$198,782, has been deemed responsible,responsive and qualified;and WHEREAS,it is prudent to establish a contingency fund in the amount of$19,878(or 10%), in case of unexpected contingencies. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The City Manager is authorized to enter into an agreement with Electric Power System,Inc for electrical engineering services necessary to relocate two(2)EMD's from Arctic Pack Enclosures to the new generator building and bring them into operation. Section 2. Funding for this contract in an amount not to exceed $218,660 is hereby appropriated from the AEA Grant Account no. 505-5052-5380. Section 3. This resolution shall take effect immediately upon its adoption. NINIO 1�� CITY OF SEWARD,ALASKA RESOLUTION 2014-04-3 PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 28`x' day of April,2014. THE CITY OF SEWARD,ALASKA X3 % an Bardarson,Mayor AYES: Keil,Casagranda, Terry, Squires,Darling, Bardarson NOES: None ABSENT: Butts %go ABSTAIN: None ATTEST: 1 A' kiti ohanna Kinney, CMC ity Clerk (City Seal) •,', a1u*Rd�to , rA ` SEAL� I • =} SEAL * ♦♦**1./Z OFAtvP.,,` \c7"\ City of Seward,Alaska City Council Minute October 27, 2014 Volume 39, Pagouif CALL TO ORDER The October 27,2014 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor Jean Bardarson. OPENING CEREMONY Lt. Doreen Valadez led the Pledge of Allegiance to the flag. SWEAR IN NEWLY ELECTED OFFICIALS City Clerk Johanna Kinney swore in newly elected Council Members Marianna Keil,Dale Butts, Ristine Casagranda, and Iris Darling. ROLL CALL There were present: Jean Bardarson presiding and Marianna Keil Ristine Casagranda Christy Terry Dale Butts Iris Darling comprising a quorum of the Council; and Jim Hunt, City Manager Johanna Kinney, City Clerk Brenda Ballou,Deputy City Clerk Absent—Squires CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING—None APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Keil/Casagranda) Approval of Agenda and Consent Agenda Terry added an item to schedule a work schedule to discuss the mid-cycle budget amendments. Motion Passed Unanimous The clerk read the following approved consent agenda items: Approval of the September 8,2014 Regular City Council Meeting Minutes. Nod Cancel the November 24,2014 City Council Meeting. c) LA City of Seward,Alaska City Council Minutes *4411r+ October 27, 2014 Volume 39, Page Non-objection to the new liquor license application for Zudy's Café. SPECIAL ORDERS,PRESENTATIONS AND REPORTS Proclamations&Awards Certificate of Appreciation for Seward Music&Arts Festival Organizers. Certificate of Appreciation for the Resurrection Bay Historical Society. Chamber of Commerce Report. Cindy Clock congratulated all returning City Council Members and thanked them for their dedication and service. The Alaska State Chamber of Commerce chose two priorities for 2015: to continue making workers compensation reform a priority, and to support a reduction in state spending to sustainable levels of$5 billion or less. Further,the state chamber decided to oppose any further federal land withdrawals in Alaska,other restrictive land management designations,and preemptive actions by regulatory agencies.The state chamber would support oil and gas exploration and development in Alaska's federal areas,including the Outer Continental Shelf(OCS),National Petroleum Reserve Alaska(NPRA)Cook Inlet,and the Arctic National Wildlife Refuge(ANWR).The 2014 Chamber of the Year was awarded to Wasilla. The Seward Economic Growth Plan (SEGP) Alternative Energy Group was hosting a Sow community demonstration on November 15,2014 from 12:00-5:00 p.m.at AVTEC. There would be art contests for students. The event was being coordinated by the chamber's marketing person, Yvette Galbraith. Declarations of Candidacy for the.Chamber Board were due by October 31, 2014. Community awards nomination applications were available for Business Person of the Year,Person of the Year, and Business Site Improvement. Clock was looking forward to 88th running of the Mount Marathon Race in July,2015. City Manager's Report.City Manager Jim Hunt introduced two new employees:Valarie Kingsland, Seward Community Library Museum Director,and Rick Wise,Project Manager. The following purchase order between $10,000 and $50,000 was approved by the City Manager since the last council meeting: $11,890 to Gexpro for downtown lighting and repair parts. Change Order # 1 was issued for $62,500.00 to Orion Marine Contractors, Inc. for the breakwater/Seward Marine Industrial Center(SMIC)project,with no time extension. On October 20,2014 the City Clerk's office mailed out courtesy letters to business owners for business license renewals for 2015. The process for renewing a business license has been streamlined to make it easy for business owners:most renewals could be handled via phone call and information could be updated and payments made over the phone by calling the clerk's office. The Pumpkin Prowl and Family Masquerade Ball took place on October 25,2014.Thanks to the volunteers and sponsors for helping make this event possible.The Halloween Carnival would be City of Seward,Alaska City Council Minut October 27,2014 Volume 39, Pa October 31, 2014 at the Dale Lindsey Terminal. Campground staff attended a brief introductory course at the University of Alaska Anchorage on the use of pneumatic tools to improve tree health throughout the waterfront campgrounds. Staff was compiling campground data and should have a full end-of-season report by the next council meeting. In the Harbor, the NE Fish Cleaning Station project was advertised for construction contractors and a bid opening date was set for December 2, 2014. A letter was being sent to city lessees advising them of the upcoming appraisal process.The Harbormaster would be attending Fish Expo in Seattle from November 19-21,2014.Harbor slip renewals would be happening next month, and the wait list renewal date was November 1,2014.Raibow Fiberglass hired a surveyor to re-plat the two parcels under their short term lease; the deals were about to expire and would need to be renewed. Alaska Logistics indicated they wanted to renew their long term lease. Following the Electric Rate Study work session,staff was working with Mike Hubbard of Financial Engineering Co. to bring forward recommendations to council In Public Works,the laydown yard at Lowell Point had been fenced and was ready for sludge removal. Administration expected to receive the Memorandum of Agreement (MOA) from the Alaska Department of Transportation(DOT)in November so the paving project could move forward throughout the city.Administration would be working with AVTEC to address the back-up generator located at AVTEC, and to elevate the status of utilities in case of emergency. Lowell Point Road was technically an easement, not a road. The City Manager's nuisancivid abatement program was wrapping up,and approximately 18 vehicles had been removed from town. Hunt showed council a ballast from one of the downtown decorative lights, and said they were antiquated. Hunt said he would seek grant funding to convert the light bulbs in the decorative fixtures to LED for greater energy efficiency. In the meantime,replacement ballasts had just been ordered and were due to arrive at the end of November. In response to Darling,Hunt said he would be happy to work with the downtown business owners on the long-term conversion plan of the decorative lights. Assistant City Manager Ron Long said there were some "bugs" found in the mid-term budget report numbers that were produced last week, and administration wanted to wait for the corrected reports;council could expect to receive them by end of next week. Rick Wise would be assuming the project management for the electric warehouse project. Long would be meeting with AIDEA tomorrow to finalize the Business Infrastructure Development Plan,arrange stakeholder and public meetings, and prepare cost and rate projections among other things. Keil requested administration report back on emergency shelter usage in recent past years. Casagranda asked administration to reach out to the residents of Lowell Point,or determine a citizen point-of-contact, and be proactive with monitoring how things were going for the citizens regarding the condition of the Lowell Point Sewage Lagoon. Hunt said he would see to that. Bardarson asked for confirmation that the replacement ballasts would arrive b;; Thanksgiving. Utility Manager John Foutz said he had spoken with the vendor today and could '�� City of Seward,Alaska City Council Minutes October 27,2014 Volume 39, Page expect to receive the ballasts approximately four weeks from today. In response to Darling, Foutz said there were some extra globes on hand that could be used to replace broken or missing globes. In response to Butts, Long said the title transfer for the property at the former Jesse Lee Home had not yet taken place,but the Friends of the Jesse Lee Home were seeking permission from administration to move ahead with the installation of security measures. Casagranda said she had been getting a lot of feedback from citizens about the nuisance abatement actions the administration had been taking.Although she wanted to see the enforcement handled fairly and equally,she could see a marked difference in the cleanliness of her neighborhood. Regarding Change Order#1,Darling asked if the amount represented the 10%contingency cost. Long said it was not directly related to the contingency,but that it was an unforeseeable cost necessary to provide storage for excess rock. Other Reports,Announcements and Presentations Presentation by Elliot Jackson on an ice skating rink in Seward. PUBLIC HEARINGS Terry declared she worked for the Alaska Railroad,but did not feel that she had a potential conflict of interest because she had no financial interest in this matter and had not been involved in any negotiations on behalf of the railroad. Mayor Bardarson ruled no conflict existed. Resolution 2014-086, Authorizing The City Manager To Enter Into Two Lease And Sale Agreements With The Alaska Railroad Corporation(ARRC)For An Exchange Of Uplands Along Fourth Avenue And Tidelands Containing The Small Boat Harbor East Breakwater. Motion(Keil/Darling) Approve Resolution 2014-086 Long said this agreement would be a 35 year commitment with a 35 year extension option, would result in the property being replatted,and would allow for the future commercial development of that area. Notice of the public hearing being posted and published as required by law was noted and the public hearing was opened. Tom Tougas said this exchange would lead to major investments and increased sales tax revenues.Tougas encouraged council to pass this resolution because it would benefit the city overall. No one else appeared to address the Council and the public hearing was closed. In response to Terry, Long said the Finance Director had signed off on this resolution, although that was not reflected in the packet. 1 an City of Seward,Alaska City Council Minut October 27,2014 Volume 39, Pd Motion Passed Unanimous UNFINISHED BUSINESS—None NEW BUSINESS Terry declared she worked for the Alaska Railroad,but did not feel that she had a potential conflict of interest because she had no financial interest in this matter.Mayor Bardarson ruled no conflict existed. Resolution 2014-087,Approving The City Of Seward's Calendar Year 2015 City Legislative Priorities. (Clerk's Note: There are substitute versions for council consideration included in the agenda packet) Motion(Terry/Casagranda) Approve Resolution 2014-087 Long said administration provided a substitute (laydown) which was a longer, more comprehensive version of the city priority list so that council had the most comprehensive list as possible to consider for approval. Long recommended council approve the laydown version. Motion to Amend (Terry/Keil) Amend Resolution 2014-087 by adopting the substitute(laydown)version. Motion To Amend Passed Unanimous Motion to Amend (Terry/Keil) Amend Resolution 2014-087 by adding Section F called Beneficial Legislation and adding: "Feasibility study for providing liquid natural gas to the Seward Region that includes road/rail/barge options". Motion To Amend Passed Unanimous Motion To Amend(Darling/Terry) Amend Resolution 2014-087 by adding a new item under Beneficial Legislation: "Restoration of the Jesse Lee Home for the purposes of the Balto School". Motion To Amend Passed Yes: Darling, Terry, Casagranda, Butts, Bardarson No: Keil Motion To Amend (Terry/Casagranda) Amend Resolution 2014-087 by striking#2 under Port And Harbor Industrial Area and adding a new item: "$2.25 million for the installation of a hull wash wate City of Seward,Alaska City Council Minutes October 27, 2014 Volume 39, Page treatment protection system adjacent to shiplift". Motion to Amend Passed Unanimous Casagranda was concerned that sludge sample test results from the Lowell Point Sewage Lagoon had not been provided, and that the scope of that project and its future financial impact, remained unknown. Administration confirmed that any new priority that developed in the future would come back to council;Long was comfortable with the current projected scope of the sewage lagoon dredging project. Main Motion Passed Unanimous Resolution 2014-088,Establishing The City Of Seward's Calendar Year 2015 State Legislative Priorities. (Clerk's Note: There are substitute versions for council consideration included in the agenda packet) Motion(Terry/Keil) Approve Resolution 2014-088 Motion To Amend(Terry/Casagranda) Amend Resolution 2014-088 by striking#2 under Port And Harbor Industrial Area and ' adding: "$2.25 million for the installation of a hull wash water treatment protection system adjacent to shiplift". Motion To Amend Passed Unanimous Motion To Amend(Butts/Casagranda) Amend Resolution 2014-088 by striking Capital Projects #9 "$250,000 for the design and engineering of a new fire station" and replacing it with "$6 million for the replacement of the Seward fire station". In response to Keil,administration said there was only a ballpark estimate available at this point, and suggested council approve $250,000 for the design and engineering of new fire station. Motion To Amend Failed Yes: Butts No: Terry, Darling, Keil, Casagranda, Bardarson Motion To Amend(Casagranda/Terry) Amend Resolution 2014-088 by adding a new Capital Projects #2: "$3.2 million to construct a bypass lagoon and to dredge and dispose of sludge in the sewage lagoon serving the State Department of Corrections Spring Creek Facility", and City of Seward,Alaska City Council Minutr October 27,2014 Volume 39, PaNtitd moving down and renumbering all other items. Motion To Amend Passed Unanimous Motion To Amend (Keil/Terry) Amend Resolution 2014-088 under Capital Projects #6 by striking the words "Providence"and"Hospital"and"Clinic" so that it reads"Seward Medical Center". Motion To Amend Passed Unanimous Motion To Amend (Casagranda/Terry) Amend Resolution 2014-088 by adding a new Capital Projects#12: "8250,000 for initial design and engineering of a new 180 foot x 80 foot metal building to replace and relocate our existing Public Works shop, and the city will provide land for the new building". Motion To Amend Passed Unanimous Main Motion Passed Unanimous Resolution 2014-089, Establishing The City Of Seward's Calendar Year 2015 Federal Legislative Priorities. Motion(Terry/Darling) Approve Resolution 2014-089 Motion To Amend(Terry/Casagranda) Amend Resolution 2014-089 by switching the order of #1 and #2 under Section B Authorizations. Motion To Amend Passed Unanimous Main Motion Passed Unanimous Resolution 2014-090, Rescinding Resolution 2014-077 And Authorizing The Purchase Of A Previously Owned 2012 Dodge Durango As A Replacement Electric Department Vehicle For An Amount Not To Exceed $21,000 And Appropriating Funds. Motion (Terry/Casagranda) Approve Resolution 2014-090 Electric Manager John Foutz said the vehicle that was previously approved under Resolution 2014-077 was no longer available,even though it was on the state procurement list,so a comparable vehicle had been found through a local vendor. City of Seward,Alaska City Council Minutes Slire October 27, 2014 Volume 39, Page Motion Passed Unanimous Other New Business Items Nominate, elect, and swear-in a council member as Vice-Mayor. The floor was opened by the presiding officer for nominations. A nomination was made to select Marianna Keil as Vice Mayor. Nomination for Marianna Keil(Terry/Casagranda) No other nominations were made and nominations were closed. Appoint Marianna Keil as Vice Mayor Unanimous Consent City Clerk Johanna Kinney swore in Marianna Keil as Vice Mayor. Mayor appoint a Kenai Peninsula Economic Development District Representative. Mayor Bardarson appointed Dale Butts to be the Kenai Peninsula Economic Development District (KPEDD)representative for 2015. Direct individual Boards&Commissions to give periodic reports to the City Council.With the Stay unanimous consent of council,Mayor Bardarson directed individual Boards&Commissions to file semi-annual reports to the City Council,targeting March and September. Schedule a work session to review and discuss the mid-cycle budget amendments. Council scheduled a work session on November 5,2014 at 5:00 p.m. INFORMATIONAL ITEMS AND REPORTS Extra Mile Proclamation. COUNCIL COMMENTS Keil thanked council for their support of her as Vice Mayor. She thanked Resurrection Bay Historical Society and Seward Music and Arts Festival volunteers for all their hard work,and she was looking forward to the Halloween Carnival. Terry thanked the downtown business association for hosting a daytime trick-or-treat event on Friday afternoon. She congratulated everyone on their re-election,and thanked those who served in additional roles on council. Butts thanked council for their support of him as the Kenai Peninsula Economic Development District representative.He congratulated everyone on their election. The Angel Tree program would be coming as the holidays approached. City of Seward,Alaska City Council Minute October 27,2014 Volume 39, Paxted Casagranda thanked the Alternative Energy Group for their inspiring presentation. She thanked all volunteers throughout the community. Darling congratulated everyone for being re-elected.She encouraged everyone to bring their children downtown for the Friday afternoon trick-or-treating event.She encouraged everyone in the public to get involved, and to continue to let council know what they wanted. Hunt thanked Long and Utilities Department Executive Assistance Rebekah Ivy for their research and work on the holiday lighting project. Bardarson thanked Mike Insalaco for leading the Alternative Energy Group. Kinney encouraged the public to vote on November 4, 2014. CITIZEN COMMENTS—None COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS—None ADJOURNMENT The meeting was adjourned at 9:32 p.m. Johanna Kinney, CMC Jean Bardarson City Clerk Mayor (City Seal) City of Seward,Alaska City Council Special Meeting Minutes Sko✓ November 10,2014 Volume 39, Page CALL TO ORDER The November 10,2014 special meeting of the Seward City Council was called to order at 6:00 p.m.by Vice Mayor Marianna Keil. OPENING CEREMONY Assistant City Manager Ron Long led the Pledge of Allegiance to the flag. ROLL CALL There were present: Marianna Keil presiding and Ristine Casagranda Christy Terry David Squires Dale Butts Iris Darling comprising a quorum of the Council; and Jim Hunt,City Manager Johanna Kinney, City Clerk r Will Earnhart, City Attorney Absent—Bardarson CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Hugh Darling asked council to reconsider the action previously taken on Resolution 2014- 076.Access for service and emergency vehicles should be a priority for the lease area in question. The action taken at the last meeting did nothing to alleviate the problems that currently existed there. Darling said now was the time to correct the problem. When this lease expired, he would be 100 years old.Darling would like to have access to his service entrance and to the back end of his leased property and hoped council would take the opportunity to straighten this out tonight. Carol Griswold thought it was unfortunate this access issue had come to a threat of a lawsuit. When she was on Planning and Zoning Commission, their recommendations were not listened to.Agreements that were not platted were not binding and did not stay in effect.The alleys in Clearview were another instance where the city should be proactive.Before the city built to the lot line,the council needed to make a proactive decision on this leased land.It was a hard decision,but she hoped they made it. Dot Bardarson,former owner of Bardarson Studio in the harbor,was affected by this lack of access to their shop. It was very difficult to receive merchandise and equipment. She felt the new lessee really downplayed the inconvenience of not being able to get to your service entrance. The front door was for customers,the back door was for services.It did not surprise her that the Darlings X03 City of Seward,Alaska City Council Special Meeting Mint November 10,2014 Volume 39,P were bringing this forward for correction.This was the only time council could deal with this issue. She implored the council to do the right thing. APPROVAL OF AGENDA Motion (Terry/Casagranda) Approval of Agenda Motion to Amend (Terry/Casagranda) Amend the Agenda by using the following language under New Business, Executive Session: "GO Into Executive Session To Discuss Matters Pertaining To Threatened Or Pending Litigation Regarding The Con ►t To As ent To Seward Lodging III,LLC To The Lease Agreement 04-017 With Charles S. Bald, For 8,357 Square Feet, Lot 6, Block 1, Marina Subdivision,Kenai Peninsula Borough Plat S-51, Seward Recording District, Third Judicial District,State Of Alaska." Darling recused herself from discussions on this matter and left the dais,as there had been a previous ruling of a conflict of interest. Motion to Amend Passed Unanimous Consent Main Motion Passed Unanimous Motion (Terry/Casagranda) Go Into Executive Session To Discuss Matters Pertaining To Threatened Or Pending Litigation Regarding The Consent To Assignment To Seward Lodging III, LLC To The Lease Agreement 04-017 With Charles S.Bald,For 8,357 Square Feet,Lot 6, Block 1, Marina Subdivision, Kenai Peninsula Borough Plat S-51, Seward Recording District,Third Judicial District, State Of Alaska. The council invited the following people into the executive session: City Manager,Assistant City Manager, City Attorney, and City Clerk. Motion Passed Unanimous Council went into Executive Session at 6:10 p.m. Council came out of Executive Session at 6:41 p.m. Nod COUNCIL COMMENTS—None City of Seward,Alaska City Council Special Meeting Minutes November 10,2014 Volume 39,Page CITIZEN COMMENTS—None COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS—None ADJOURNMENT The meeting was adjourned at 6:42 p.m. Johanna Kinney, CMC Minna Keil City Clerk Vice Mayor (City Seal) rr City of Seward,Alaska City Council Minut' November 10, 2014 Volume 39,Patted CALL TO ORDER The November 10,2014 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Vice Mayor Marianna Keil. OPENING CEREMONY Police Chief Tom Clemons led the Pledge of Allegiance to the flag. ROLL CALL There were present: Marianna Keil presiding and Ristine Casagranda Christy Terry David Squires Dale Butts Iris Darling comprising a quorum of the Council; and Jim Hunt,City Manager Johanna Kinney, City Clerk Will Earnhart,City Attorney Nod Absent—Bardarson CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Lynda Paquette said there had not been any hydrogen sulfide fumes at the Lowell Point Sewage Lagoon for some time,but there were still other odors coming from the lagoon.She wanted to be sure that just because the city contracted someone to do the work to dredge the sewage lagoon, that work to remediate odors in the meantime continued.Paquette stated the Alaska Department of Environmental Conservation(DEC)informed her that sludge being removed would be taken to the Central Peninsula Landfill.No permits had been applied for to move the material anywhere for use such as for fertilizing,she was told. APPROVAL OF AGENDA Motion(Terry/Darling) Approval of Agenda The following items were added to the agenda under New Business: Schedule a Work Session to discuss recommendations from the Electric Rate Study. Schedule an evaluation for the City Manager. a©(4, City of Seward,Alaska t City Council Minutes rrr November 10, 2014 Volume 39,Page Motion Passed Unanimous SPECIAL ORDERS,PRESENTATIONS AND REPORTS Proclamations &Awards Memoriam Proclamation for former Police Chief Tom Walker. Borough Assembly Report. Sue McClure stated the assembly had their last meeting on October 28,2014,which was their post-election organizational meeting.Dale Bagley was selected as Assembly President and McClure was selected as the Vice President, McClure stated she would continue to be the Policies and Procedures Chair.The assembly would have training on November 25,2014 on how to vote using their individual tablets.They would soon be streaming their meetings online.The assembly was doing a lot of end of the year business,such as accepting state monies and community revenue sharing funds.Most of the assembly would be attending the Alaska Municipal League and Newly Elected Officials training November 17-21,2014.McClure reminded the public and council there was still one seat vacant on the Seward Bear Creek Flood Service Advisory Board. City Manager's Report. City Manager Jim Hunt stated the following purchase order between$10,000 and$50,000 was approved since the last council meeting: $28,560 to CMI for a hydraulic snowplow wing for the grader. In the Harbor Department, one of the Raibow short term leases at the Seward Marine Industrial Center (SMIC) expired. The business owner was notified that until the terms of the contract were met, no extended agreement would be offered. There were two issues currently: boundary encroachments and a required storm water permit. The Port and Commerce Advisory Board was finishing up revisions to the Small Boat Harbor Plan and it would come before council soon. The Electric Department announced Chugach Electric Association would be conducting a black start generation test on their service portion of the Kenai Peninsula on November 19, 2014. City of Seward customers should not be affected. In Public Works, a fence was installed at the Lowell Point Wastewater Treatment Facility in preparation for dredging this spring and the permitting application process was proceeding. Street Foreman Rex Davis would be retiring at the end of November after 31 years of employment at the city. A retirement luncheon at Peking was planned for him. The Seward Community Library Museum would hold it's first annual end-of-the-season Open House/Celebrate the Season on November 15, 2014. This event was sponsored by Library Museum,the Seward Community Library Association,the Resurrection Bay Historical Society,and the City of Seward.Library Museum Director Kingsland joined both the Alaska Library Association and Museums Alaska Advocacy Committees and attended a statewide library director training in Girdwood for the larger public libraries in Alaska. Parks and Recreation Director Karin Sturdy stated the department evacuated the Teen and Youth Center/Senior Citizens building due to suspicious odors,which was determined to be propane �0-7 .r. City of Seward,Alaska City Council Minutes November 10,2019 Volume 39,P in a stove in the Senior Citizen area. Staff took care of teens and the Senior Center was contacte Sturdy noted the Seward Volunteer Ambulance Corps and the Seward Fire Department were remarkable volunteers. In response to Terry,Assistant City Manager Ron Long stated he recently attended Alaska Industry Development and Export Authority(AIDEA)meetings in regards to the price to prepare the master development plan for SMIC. The price was concerning, but Long thought AIDEA would likely help with this cost. In response to Darling, Long stated he thought the contract'to dredge the Lowell Point Sewage Lagoon had applied for the land use permit.He would get that confirmed,and if it had not yet happened,administration would request they apply for it. City Attorney's Report.Will Earnhart stated the bond refinancing went well in Seattle. Personnel matters seemed to be quieting down, they intended to look at the grievance procedure process to make it in line with other communities.They were making progress on a long-term land issue with the state and the railroad. Earnhart was working with,the Police Chief to get title 11 in conformity with the state. Keil announced she,Darling,Squires,Casagranda,and Butts would be attending the Alaska Municipal League(AML)Conference next week.The mayor requested the group spread out over the different seminars to obtain as much information as p Other Reports,Announcements and Presentations Quarterly Report of the Seward Recreation Committee by Staff Member Karin Sturdy. PUBLIC HEARINGS—None UNFINISHED BUSINESS—None NEW BUSINESS Other New Business Items Schedule a Work Session to discuss recommendations from the Electric Rate Study. Council scheduled this work session for Monday,December 8,2014 at 5:30 p.m. Schedule an evaluation for the City Manager.A special meeting was scheduled for December 4, 2014 at 6:00 p.m. Council Member Terry was selected to collect and tally up the evaluations. She requested they be turned into her no later than December 1,2014. INFORMATIONAL ITEMS AND REPORTS -None COUNCIL COMMENTS Nod aos City of Seward,Alaska City Council Minutes November 10,2014 Volume 39,Page Terry stated there was the open house at the Library Museum on November 15,2014,as well as the Energy Fair. She wished everyone a Happy Thanksgiving. Butts sent his condolences to the Walker family and the family of Clif Simons.He thanked everyone who voted in the General Election on November 4, 2014. He wished everyone a happy Veterans Day tomorrow. Butts announced the Alaska SeaLife Center had started their free winter Wednesdays for residents. He planned to attend the Alaska Arctic Policy Commission meeting November 17-18,2014 which was prior to the AML conference. Casagranda wished everyone a Happy Thanksgiving. She would also be attending AML next week. She thanked Paquette for the Lowell Point updates.Casagranda hoped the council took actions on items and issues that were for the better of the majority of the citizens. Squires expressed sympathies to the Walker and Simons family. The Seward Fire Department was participating in the "Movembee fundraising movement to raise funds and awareness for men's health.The Police and Fire Departments were participating in this event.They had raised$300 so far.Squires announced he would be willing to shave his moustache if they could raise$1,000 in addition to what they had already raised,and the Police Chief would do the same if an additional $1,000 was raised. Darling thanked Lynda Paquette in keeping council apprised of the issues at Lowell Point. She reminded the public that a lot of businesses were open downtown throughout the winter. Keil congratulated Davis on his retirement and thanked Parks and Recreation on their successful Halloween Carnival. She announced she would donate$50 to Squires' moustache, and $50 to Clemons' moustache. CITIZEN COMMENTS Lynda Paquette said she had spoken to the council many times about various issues in Seward.At the council's October 13,2014 meeting,they took on a contentious subject and didn't invite both sides of the issue. The state and the city voted in favor of Ballot Measure 2, which council voted to oppose. Mt sages that were sent to the public from the city were confusing sometimes. She felt there were underriding feelings to just be quiet. The city website and charter don't convey any heart to her.There was a lot listed,but there was no love or caring behind it. She hoped there would be some positive change coming forward. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS Squires stated he opposed Ballot Measure 2 because the problems he saw the city would face for enforcement and personnel issues.The vote of the people wanted Ballot Measure 2,and it would become law.He hoped the council would have conversations with the borough and other cities in the borough to make sure they were all on the same page on how to proceed ahead. Squires said the lack of maintenance on infrastructure were budgetary items done throughout the years. He thought the city needed to stop getting new things and start taking care of old things. Nkftso, p 1 City Council Minute.e City of Seward,Alaska Volume 39,Pa. November 10,2014 Darlin g thanked Paquette for her comments and input.She encouraged people to come to th council meetings. Keil said Legislator Wes Keller was proposing legislation that would ban marijuana sales within a distance of schools,churches,and parks. She thanked Paquette for her comments. Long said the ballot measure proposed law that would make it possible to not allow the sale of marijuana in a community, but not the other rights such as recreational use. He stated the first meeting of the Airport Work Group would be November 19,2014. Hunt said Seward's Charter and City Code was a framework for municipal incorporation.It was not intended to be caring and was very cut and dry:Regarding Ballot Measure 2,Hunt stated it was not the council's responsibility to invite pro or con speakers on issues. The opposition to the measure had every right to show up and they did.There were also other events in town on this issue as well, arguing both sides. Hunt gave his condolences to the families of those that passed in the community recently. He thanked council for their service. ADJOURNMENT The meeting was adjourned at 7:58 p.m. Johanna Kinney, CMC Marianna Keil City Clerk Vice Mayor (City Seal) �1b Agenda Statement Meeting Date: January 12,2015 40C Seiq From: Johanna Kinney, City Clerk Agenda Item: Continuation of the Port and Commerce Advisory Board BACKGROUND&JUSTIFICATION: This is an annual formality. Seward City Code 2.30.330 states that at the first meeting of each fiscal year,the City Council may continue by affirmative vote the existence of the Port and Commerce Advisory Board. If it fails to do this,the Board will cease to exist within thirty(30) days. RECOMMENDATION: Council approve this continuation and renew the Port and Commerce Advisory Board through January 2016. Skip- Agenda Statement Meeting Date: January 12,2015 P , seatq From: Johanna Kinney,Ci Clerk °►�ti` o ty •—� Agenda Item: Joint work sessions with the Boards and Commissions for yearly priorities 4`ASwP BACKGROUND&JUSTIFICATION: Per the City Council Rules of Procedure,the City Council and the Planning and Zoning Commission meet annually in March to review the commission's yearly priorities. While not required,the council in the past has also had similar work sessions with its other boards and commissions, the Historic Preservation Commission and the Port and Commerce Advisory Board,to review annual priorities as well. CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan(document source here): x 2. Strategic Plan (document source here): x Other(list): City Council Rules of Procedure,Rule 35: (c) Reports to Council. 3 (1)Planning and Zoning Commission. The Council liaison to the Planning Commission shall make regular reports to the Council regarding the activities of the Planning Commission. In addition, the Council shall meet in a joint work session with the Planning Commission in March of each year to discuss any areas of mutual interest. FISCAL NOTE: None RECOMMENDATION: Schedule a joint work session with the Planning and Zoning Commission,the Port and Commerce Advisory Board, and the Historic Preservation Commission in March to review annual priorities. '61SCWSSior1 iT W' Johanna Kinney From: Christeffal Terry <TerryC @akrr.com> Sent:. Thursday, December 18,2014 5:10 PM To: Johanna Kinney Cc: Christy Terry; Brenda Ballou Subject: FW: Premier Alaska Tours Guest Speaker in Seward Requests Johanna- Could you please put this item on the agenda for the next council meeting 1/12? This is to discuss Council's wishes and scheduling timeslots for the People to People student program when they come to Seward. Thanks for your help with this. Christy Terry From: Ivy Cerdena f mailto:Ivv(atouralaska.netl Sent:Thursday, December 18, 2014 10:24 AM To: Christeffal Terry Subject: Premier Alaska Tours Guest Speaker in Seward Requests Hello Christy, I am the Office Manager here at Premier Alaska Tours.I look forward to working with you.I received your contact information from Laura Welsh to assist in scheduling Guests Speakers in Seward for our People to People groups this upcoming summer.The People to People groups are student ambassador programs and the group size we are expecting is 5o per date.We are looking for the following dates,gam at the Seward Museum. 6/23/15 6/26/15 6/30/15 7/3/15 7/7/15 7/10/15 7/14/15 7/17/15 If you could please let us know what is possible we would greatly appreciate it.Thank you and I look forward to hearing from you.Happy Holidays! Ivy Cerdena Office Manager I Premier Alaska Tours 1900 Premier Court Anchorage,Alaska 99502-1113 P:907.279.0001 F:907.279.0002 I Ivyy @tourAlaska.net I www.PremierAlaskaTours.com �' . �° 's� , ' .. 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