HomeMy WebLinkAbout01282013 City Council Laydowns ds/L5
Memorandum
To: Seward City Council
Thru: Jim Hunt, City Manager
From: Ron Long,Assistant City Manager
Date: 1/28/2013
Re: Federal Capital Project list top three priorities per Senator Lisa Murkowski
Senator Lisa Murkowski requested that the City of Seward rank it's top three legislative priorities for
2013. In response, on January 215t 2013 Council held work session, and agreed on the following items
excerpted from Resolution 2012-084, "Establishing the City of Seward's Calendar Year 2013 Federal
Legislative Priorities", as approved November 7th 2012. These consensus items are from a properly
noticed public meeting, where public comment was received but where no official action could be
taken. Administration requests these items be adopted by motion and vote at the regular meeting of
January 24th 2013 before being transmitted to the Alaska federal delegation.
Priority#1. From Section 1-A: Appropriations and Grants,#4: "$17.9 million for extending the
Seward Marine Industrial Center(SMIC)basin breakwater to improve and increase ship
moorage and loading capacity, ship repair capabilities,seafood processing operations,
and barge landings."
Priority#2. From Section 1-B: Authorizations and Beneficial Legislation,#2: "Authorization language
amending the Water Resources Development Act of 2007(Public Law 110-114, 121
STAT. 1205) as follows:
a. Amending Section 5032
(1) by striking "Tunnel"from the title;
(2) by striking "Long-Term"from subsection (a);
(3) by striking "Long-Term"from subsection (a)(1);
(4) by striking "Long-Term"from subsection (a)(2).
b. Striking subsection (b) in Section 5032 and inserting language directing the Secretary to
conduct a study to determine whether an alternative method of flood diversion in Lowell
Canyon is feasible. Feasibility shall be determined based on risk reduction rather than
cost-benefit analysis. Federal cost share for the study shall be the same as the Federal
share for the original project. "
111.
January 28, 2013
Priority#3. From Section 1-B:Authorizations and Beneficial Legislation,#1: "Authorization language in
the Water Resource Development Act that the$2.66 million local government cost share paid
by the City of Seward to the Army Corps of Engineers satisfies the total cost share
requirements for Phase 1 and Phase 2 Of the Seward Harbor Expansion Project
(additional costs were incurred in a second phase of the project to correct a design deficiency
by the Army Corps of Engineers)."
2
Sponsored by: Hunt
CITY OF SEWARD, ALASKA
RESOLUTION 2012-084
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, ESTABLISHING THE CITY OF SEWARD'S CALENDAR
YEAR 2013 FEDERAL LEGISLATIVE PRIORITIES
WHEREAS, the City annually compiles a list of projects or issues that are identified as
top federal legislative priorities; and
WHEREAS, the list of projects is compiled and distributed to the Kenai Peninsula
Borough, our congressional delegation and City of Seward federal lobbyist; and
WHEREAS, this resolution validates projects, prioritizes needs, and focuses the efforts
of City Administration in its lobbying efforts; 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.
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 2013:
A. APPROPRIATIONS AND GRANTS
e2 million appropriation to the Army Corps of Engineers for mitigation for flood risk
reduction at Lowell Creek in Seward.
2. $7 million for a comprehensive Seward Flood Mitigation Program on the watershed level
by the U.S. Army Corps of Engineers.
3. $200,000 for the first Alaskan sea level rise climate change study to be conducted in
Resurrection Bay by the U.S. Army Corps of Engineers.
41-. 4. $17.9 million for extending the Seward Marine Industrial Center basin breakwater to
improve and increase ship moorage and loading capacity, ship repair capabilities, seafood
processing operations, and barge landings.
5. $3 million appropriation for Lowell Point Road storm surge mitigation, bank stabilization
and erosion control projects (from a Section 103 study by the U. S. Army Corps of
Engineers).
6. $1 million appropriation for erosion control projects (from a Section 14 study by the U.S.
Army Corps of Engineers) for the Seward Marine Industrial Center and the Alaska
Railroad Dock.
7. $2.25 million appropriation for Seward Community Roads for repaving road surfaces,
CITY OF SEWARD, ALASKA
RESOLUTION 2012-084
reconstructing sidewalks, and improving roadway drainage systems.
8. $2 million grant for constructing a 100'x 80' metal building to house emergency response
equipment, and shelter supplies at the Fort Raymond Satellite Fire Station.
9. $2.496 million in the Highway Transportation Bill for design, engineering, construction,
and protection from coastal erosion for the Lowell Point Road (the sole land access to
critical infrastructure, state parks, and Kenai Peninsula Borough residential housing area).
10. $12.8 million in the Highway Transportation Bill for extending and improving the Alaska
Railroad Freight Dock in Seward.
11. $250,000 for operating the Alaska strandings network and responding to marine mammal
and seabird strandings and mortalities throughout Alaska.
B. • -- HORIZATIONS AND BENEFICIAL LEGISLATION
�
• uthorization language in the Water Resource Development Act that the $2.66 million
local government cost share paid by the City of Seward to the Army Corps of Engineers
satisfies the total cost share requirements for Phase 1 and Phase 2 Of the Seward Harbor
Expansion Project (additional costs were incurred in a second phase of the project to
correct a design deficiency by the Army Corps of Engineers).
4 • uthorization language amending the Water Resources Development Act of 2007 (Public
aw 110-114, 121 STAT. 1205) as follows:
a. Amending Section 5032
(1)by striking "Tunnel" from the title;
(2) by striking "Long-Term" from subsection(a);
(3) by striking "Long-Term" from subsection(a)(1);
(4)by striking "Long-Term" from subsection (a)(2).
b. Striking subsection (b) in Section 5032 and inserting language directing the
Secretary to conduct a study to determine whether an alternative method of flood
diversion in Lowell Canyon is feasible. Feasibility shall be determined based on
risk reduction rather than cost-benefit analysis. Federal cost share for the study
shall be the same as the Federal share for the original project.
3. Authorization language in the Water Resources Development Act or in other appropriate
legislation that the area created by the Seward Harbor Navigational Improvements
Project, including the 3.5 acres of disposal area, in Seward, Alaska, (described by the
U.S. Army Corps of Engineers as "BOD Disposal Area 1") is hereby declared to be non-
navigable waters of the United States for purposes of the navigation servitude.
Section 2. This resolution shall take effect immediately upon its adoption.
r '
CITY OF SEWARD, ALASKA
RESOLUTION 2012-084
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 7th
day of November, 2012
THE CITY OF SEWARD,ALASKA
David Seaward, Mayor
AYES: Valdatta, Bardarson, Keil, Shafer, Terry, Seaward
NOES: None
ABSENT: Casagranda
ABSTAIN: None
ATTEST:
Johanna Kinney
City Clerk, CMC
(City Seal)
o: Johanna Kinney, Clerk; Brenda Ballou. Deputy Clerk
Fr. Jim Herbert, President Seward International Friendship Association
Date: January 26, 2013
RE: Obihiro Student Exchange Program
Over the 40 years of interaction between the cities of Seward and Obihiro many residents have had
positive and meaningful experiences. It is impressive that when you talk to people around our town,
quite a few have hosted guests from Japan or had family members actually visited Obihiro.
In the past enthusiasm and involvement in the program were at a higher level than now. I have been
involved with the Seward International Friendship Association since 2008 and I have experienced
difficulty in recruiting young people to the exchange program.
For example, in the fall of 2007 I suggested to our son that he apply, but he said he was not
interested. We were approached in late April or early May of 2008 by Deb Bond, who not having any
applicants, was appealing directly to certain parents to get exchange students. Luckily for our son, he
had changed his mind. On fairly short notice he and another boy began preparations for the trip and
purchased their tickets. As a family we joined in the preparations for hosting guests from Japan.
In 2009, our daughter and her friend applied along with another young man. All were chosen to go
and had time to prepare and fund raise for their airfare. Unfortunately for them the SARS epidemic
resulted in Obihiro city officials canceling the exchange program due to fears of disease. Neither city
sent or received guests that year.
In 2010 the previous three students plus a classmate did go to Obihiro and three young women came
here. Our students were pleased and energized by their experiences in Japan. That year two parents
of the Seward students also went as part of the Adult Citizen's Exchange which probably helped keep
the students on track.
In 2011 after a certain amount of salesmanship and work with staff at the high school, two young
women applied and were accepted. This was the year that the severe earthquake and tsunami struck
the north east shore of Honshu. The effects of the disaster were almost non-existent in Obihiro and
city officials reassured us that radioactivity and other fears were unfounded. The parents of the
potential exchange students felt too uncomfortable sending their children and withdrew their
participation. Given the increase in plane fares in 2011, cost may have been a factor since there had
been little effort at fund raising.
For the 2012 exchange program, no applicants came form the outreach through the schools and
media. Direct contact with parents produced two candidates who worked hard to come up with the
required airfare.
Now in 2013 we have been unable to interest any area students to apply for the program. As in the
past ads have been placed in newspapers and on line. The high school principal and counselor have
been contacted and solicited for possible candidates and parents. No luck.
What are some of the issues and lessons learned from my five years associated with this program?
One of the most daunting problems of late is the high cost of airfare to Japan. By analogy, it is easy
and reasonably inexpensive to get to Anchorage from the lower 48, but the second leg to Nome,
Bethel, or Hooper Bay makes the whole trip much more expensive. If I am not mistaken, last year the
round trip airfare was $2800 compared to $1800 in 2010 when I went there.
Parents are required to pay for tickets if the students can not raise sufficient money and unfortunately
the tickets must be bought on short notice. If we could buy tickets right now for a round trip ticket to
Obihiro in early August of 2013 it might cost around $2250. Unfortunately the dates and schedules
are always set by the city officials in Obihiro. We rarely learn of their mandated travel dates until
around May first. By then we are into the higher summer fares and lose flexibility. There is also the
urgency to purchase right away which has been a burden on some families.
In some years a Travel Club at the high school worked all year to raise money to go to European
destinations with their teacher and chaperones. Usually this was less expensive than the airfare to
Japan and had the enthusiasm of a teacher to motivate all year long.
Many students are very focused on summer employment. They may want cash for a car or savings
for higher education. A high percentage of area high school students work one or more jobs and the
idea of taking off for two weeks at the start of August may not sit well with employers.
To quote a knowledgeable staff member at the high school, "Japan is just not a cool place for a kid to
go any more." Perhaps nowadays there are other things that compete for young peoples' attention
and this experience loses out.
Each year in the fall and winter there have been publicly advertised presentations to showcase the
experiences of students and adults who have visited Obihiro. The intent is to interest others in
applying for travel or hosting guests here. They have not been well attended.
Perhaps more fundraising and community support would reduce the financial burden. Perhaps a
more aggressive sales pitch would stimulate interest. But it seems that the main piece that is missing
in this program is lack of interest by the students and their parents. There are many things going on in
our area and this is not an important one at this point in time. Given the small pool of high school
students in our area, there is only so much that they can participate in. They must prioritize. With the
population of Obihiro at 170,000 we may be a bit outnumbered.
I might add that though Japan is a prosperous, modern nation, their economy has had greater
problems than ours in recent years. The Obihiro government has had to seriously trim budgets. At
times they too have had a difficult time getting interested students to apply to the Exchange Program
and find host families for our students.
There seem to be other opportunities for the cities of Obihiro and Seward to perpetuate their
friendship. The visits of city officials occur every few years. The Mural Society presenting the city's gift
mural will generate a positive product the way the waterfront gazebo provided us with a gift. I feel that
if there is interest by adults or students from either city, hosts will be found to facilitate their visit
It may be time to cut back on the program. If there is little or no interest in the Seward area for the
Student Exchange Program to occur on a regular basis we may need to modify the program to reflect
the current lack of enthusiasm.
Any input from the members of the City Council and staff would be appreciated.
/1, 2113
Marketing & Promotion City Contract Seward Chamber of Commerce, CVB
Tentative Budget
50%of 2011 bed tax revenue $170,000.00 City of Seward Marketing
Print and Web Advertising $6,500.00 AK Bus Monthly, Fish Journal
AAA,AK Mag, KPTMC,WHERE, ATIA, Life After 50,
$13,500.00 Milepost
$4,000.00 Graphics/Production Seward.com/AK Channel
$3,500.00 Sponsorship of Activities(AK State Chamber, ATIA)
$2,840.00 Seward Guide Distribution
$7,000.00 Seward Guide Postage and Freight
$14,282.00 Overhead Cost
$51,622.00
Trade Shows/Forums $4,000.00 Sports& Rec Show Display
$3,000.00 Co-Op Trade Show Participation
$2,500.00 PME Travel
$3,100.00 Pacific Marine Expo
$1,250.00 Anchor's Aweigh Boat Show
$1,200.00 GA Sports Show Travel
$1,400.00 Great Alaska Sportsmans Show
$1,500.00 Fbanks&Mat-Su Show Travel
$1,500.00 Fbanks, Mat-Su Show Booth
$12,480.00 Overhead Cost
$W930.00 I
Media Support $400.00 Media Support/Journalist trips to Seward
$400.00j
I
EcDev Programs and Services $3,000.00 Cruise Ship Industry Travel
_ $13,000.00 Other Industry Recruiting
$1,000.00 Conference Brochure
$2,000.00 Chamber Open House 2013
$1,200.00 Social Media Workshops: Members
$3,000.00 Industry&Organizational Memberships
$5,000.00 Relocation Packet, Promos, Give-aways
$2,250.00 Industry Conference(Attendance)
$6,000.00 EcDev Webpage/Aerial Postcard
$9,130.00 Overhead Cost
Conferences $1,250.00 Alaska State Chamber Conference
$1,250.00 ATIA Fall Conference
$350.00 Alaska Travel Industry Registration
$1,000.00 KPTMC Board Participation&Conference
$4,785.00 Overhead Cost
__._....rn_.° 435.00
1 I
$6,600.00 Brochures&Guides
$600.00 MMR&SSD, Hal T,Advertising/Logo Design
$1,000.00 July 4th Advertising
$10,000.00 Salmon Derby Advertising _
$725.00 Halibut Tournament Advertising
$1,640.00 Spring Break-up Festival Advertising
$4,000.00 Winter Advertising: FOX News, SnowRider, FAM Tour
$6,768.00 Overhead Cost
$31,333.00
Community Event $500.00 Military Appreciation
$47,445.00 Overhead Allocation
$170,000.00 Total City 2013
//,,s• (i,
Lemonade a. y
�
Creating New Entrepreneurs For Alaska ...One Stand At a Time!
FACT SHEET
Lemonade Day is a nation-wide endeavor that teaches kids the skills they need to be successful in
the future. Youth learn to set goals, develop a business plan, establish a budget, seek investors,
provide customer service, and give back to the community. Lemonade Day is the perfect opportunity
for a community to show kids they care and train the next generation of entrepreneurs through a
FREE, fun, engaging, and experiential activity.
When it is: Saturday May 11, 2013 - Lemonade Day Alaska will be a statewide event.
The objective of Lemonade Day Alaska is to give children of all socio-economic backgrounds, in all
neighborhoods, the opportunity to learn about starting their own business. We will have 3,500
registrations for Lemonade Day Alaska 2013.
Young people participate for FREE. It begins when they register to participate and receive a
Lemonade Day backpack full of resources. The young person and a caring adult complete each
lesson together. Youth of all ages, pre-K through high school, can participate at no cost. Youth put
their new knowledge and skills to work when they open for business on May 6th, with their very own
lemonade stand. Each child keeps all revenue earned from their business and are encouraged to
save a little, spend a little, and give a little to their favorite charity.
Kids learn how to:
• Set Goals • Find Investors • Select a site •Advertise
• Build a "store" • Purchase supplies • Make a product • Serve Customers
•Tally receipts • Balance expenses • Open a bank account • Give back to the community
Past Success: Anchorage held its second Lemonade Day on May 6, 2012, with more than 2500 kids
participating. These youth sold 156,000 glasses of lemonade, earned revenues of$287,000 and
contributed more than $68,000 to local charities.
Community Event: There are opportunities for participation for families, businesses, schools, youth
and community organizations, as well as faith based groups. All can unite for a common purpose—
training the next generation of entrepreneurs. f
,
For More Information:
Johnna Golden, State Director •a '' c.
University of Alaska: Center for Economic Development Of
Phone: 907-786-5445, cell: 907-350-0895
e-mail:jlgolden@uaa.alaska.edu I http://alaska.lemonadeday.org/
Lemonade Day Alaska
SUNDAY, MAY 11, 2013 ' 17 A
1/28/2013
M.13
Independent Living Center "
Independent Living Center Non-profit organization established and defined in Title VII
ILC of the Rehabilitation Act
PROMOTPAG CHOKE INDEPENDENCE 8 QUAL 'OF LIFE FOR PEOPLE AND FAMES-.
LNAG VRRI 064.88InES
p E v p Several things make ILC very different:
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'Anybody of any age with any disability is
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'' - *Majority of us experience disabilities: Staff (85%)
tt and BOD(75%)
-� .t "" -' "- - 'Services are consumer directed or controlled
YG�G6
A i1 T 1 T L( 4 Centers for Independent Living in Alaska,over 700 in
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Service Areas Structure , ",
We provide seTC • ' e'@ "e '-enai Independent Living-Services
Peninsula,and Outreach to Valdez/Cordova
Census and Kodiak Island
Aging and Disability Resource Center
We have 3 offices located in Homer,Seward and
Soldotna Supported Transportation
The Homer office opened in 1991,Soldotna-1995
and Seward-1997 TRAILS
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IL Services
- Individual&Syste_ - - This inclli... -,.
Advocacy travel.
• Peer Support 41
• Skills Training - • Learning to travel within
• I&R homes and community
De-institutionalization Ii-•
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• Assistive Technology I ,
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information and option
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Supported TransportationilkTRAILS
... pIllirThts program pro
companies to provide —= inclusive recreation
affordable transportation 'O. through education, r 41• __.
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• Eligible riders are over community service, fr -1 • A'-
the age of 60 or have a - -- inability awareness
disability that prevents . ctivities,adapted �' i�' V
them from driving - -- recreation equipment l G
• 30%of ILC's consumers ~ �'� and outdoor adventure. % +Ik1• M
use this program
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What does LEAD stand for?
• L=Leadership
Lead in educating public on issues people face
- E=Empowerment
Empower the citizens to address their issues
Lead in educating public on issues people
• A=Advocacy face
Provide advocacy for all members of the community
• D=Development
Work with the City&public on development of action
plans
•
= mpowerment
Empower the citizens to address their issues Provide advocacy for all members of the
community
3
1/28/2013-
_ /28/2013`R
PEOPLE WHO
opment
evel CARE
LEAD is separa _ - -.A.I.L.S., but
many participants of T.R.A.I.L.S. are part of
Work with the City& public on the group.
development of action plans
We need people who care about the issues,
whether it's you, your family or friend.
ANYONE CAN JOI LEAD PRIORITES
Working with the Seward Coordinated Transportation Group
LEAD is a flexible • •o•. People to ensure affordable and accessible transportation options
may be apart of it for awhile to help Identifying sidewalks within town that need barrier removal or
maintenance
resolve a specific issue or they may
on board and stayjust because Have a LEAD member designated to the Seward Recreation
get Committee to promote inclusive recreation for all.
they want to be part of helping their Together we can work to LEAD the community to become
community. more aware,more accessible place for everyone to live.
It's a C Rig-` th ng....
"IT IS AN HISTORICAL FACT THAT THE
PRIVILEGED GROUPS SELDOM GIVE UP THEIR
PRIVILEGES VOLUNTARILY. INDIVIDUALS MAY
•" (•s r - a a ■ '. '•MDUAL SEE THE MORAL LIGHT AND VOLUNTARILY GIVE
ABILITY HAS NEVER EXISTED AND NEVER WILL, UP THEIR UNJUST POSTURE. BUT. AS WE ARE
BUT WE DO INSIST THAT EQUALITY OF REMINDED, GROUPS TEND TO BE MORE
OPPORTUNITY STILL MUST BE SOUGHT." IMMORAL THAN INDIVIDUALS ARE. WE KNOW,
THROUGH PAINFUL EXPERIENCE THAT
FRANKLIN DELANO ROOSEVELT FREEDOM IS NEVER VOLUNTARILY GIVEN BY THE
OPPRESSOR, IT MUST BE DEMANDED BY THE
OPPRESSED."
MARTIN LUTHER KING
4
1/28/2013
Independent Living is a philosophy and a movement of people
with disabilities who work for self-determination, equal ADA Specific
opportunities and self respect.Independent Living does not mean -
we want to do everything by ourselvesdo not need anybody, or NorthWest Al
that we want to live in isolation.
Independent Living means that we demand the same control David Barton.Northwest ADA Information Center ALASKA
our everyday lives that our non disabled brothers and siste Coordinator
neighbors,and our friends take for granted.We want to grow up I .
our families,go to the neighborhood school,use the same bus as
our neighbors,work in jobs that are in line with our education and Access Alaska,Inc. Website:
abilities,and start families of our own.
Just as everybody else, we need to be in charge of our lives a 121 W.Fireweed Lane,Suite 105
think and speak for ourselves.To this end we need to support a Anchorage,AK 99503
learn from each other,organize ourselves.and work for chang
that lead to the legal protection of our human and civil rights." Office: 907-248-4777 Ext.2006 TTY.
907-248-8799
Adolf Ratzka,Ph.D..Director. FAX 907-248-0639 Email:
Institute on Independent Living
Stockholm.Sweden ..
IMP
Thank you!
Joyanna Geisler-235-7911
ilc@xyz.net
Melinda Maddox-224-8711
officeseward@peninsulailc.org
Jason Burke-ADA Coordinator-465-2576
jason.burke@alaska.gov
5
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41)076
the Dependable Janitor
& Gardener
January 23, 2013
Proposal Part One Page 1 of 4
Request For Proposals (RFP) For Janitorial Services For The Seward Community
Library/Museum Contract
3.0 Proposer Qualifications and Proposal Submittal Requirements.
Proposal Package (Part One):
a. Name of firm and name of individuals and/or primary owner of the firm
the Dependable Janitor & Gardener
Ron Newcome, Partner
Connie Alsup, Partner
b. Name of person(s) who will be directly responsible for this project
Ron Newcome and Connie Alsup
c. Summary of individual(s) and firm's experience accomplishing similar projects.
the Dependable Janitor and Gardener is familiar with and has already cleaned (almost)
every square inch of this building. We performed the Post Construction Clean-up for
PCL Construction and did the after-party clean up for the Donors/Benefactors and
Community Grand Opening events.
We have been in business in Seward for 18 years and have retained many of our major
clients over that entire time. We take personal pride reliably doing what we are paid to
do and doing it well.
For more than four years, the Dependable Janitor and Gardener has partnered with
Chugachmiut establishing, at the ORCA building and the seven Villages, a Green
Cleaning for Health routine that has attracted state wide (and beyond) recognition.
These practices could inform our work with SCLM and improve the cleaning and
sanitizing of the interior environment for workers and visitors.
d. Names and telephone numbers of individuals, firms and agencies which may be contacted
as references.
Christy Terry, Alaska Railroad Corporation
Telephone: 907-265-2209
Email: TerryC(a.akrr.com
Nici Murawsky, University of Alaska
Telephone: 907-224-4303
Email: fnnm1(c�uaf.edu
Cheri Hample, Chugachmiut Native Corporation
Telephone: 907-440-4344
Email: cherichuqachmiut.orq
the Dependable Janitor
& Gardener
RFP For Janitorial Services For SCLM
January 23, 2013
Proposal Part One Page 2 of 4
e. Description of resources you will allocate to the project, including staff, equipment, tools
and office.
the Dependable Janitor operates with a seasonal staffing pattern. We maintain
permanent year round positions and nearly double our staff during the summer season.
To perform the library duties, we would increase the hours of two permanent part-time
employees and assign them to this building. Our two managers would be the back-up
for emergency fill in and we have two other employees on staff who are already familiar
with the building and the cleaning routines involved.
We already have all the necessary equipment but upon award of the contract, we would
want to enter into an equipment conversation with the City/library regarding some
specialized and/or dedicated pieces that might provide more cost effective delivery of
service.
We maintain a nearly 24/7/365 telephone emergency response and maintain usual and
typical business office hours five days a week in winter and seven in summer.
f. Description of how you anticipate accomplishing the work described in the RFP.
Understandably with a new building and a revitalized mission, The Scope of Work as
written inevitably contains many un-quantifiable variables.
The impact of"special events" on both janitorial work load and scheduling is unknown
and at this early stage unknowable. The popularity of the building in general and it's use
for Community Meetings, as a gathering place for children, youth, and visitors should be
better known after the first year of operation. Meanwhile, the toilets need to be cleaned,
the trash emptied, and the fingerprints cleaned off the entry door. The Dependable
Janitor has the existing staff and equipment to immediately provide those services on
February 1, 2013.
Everyone typically wants a sparkly clean building but in our experience few of us (as in
our own homes) are truly prepared (or able) to budget for the actual cost of that
appearance and resist having to make choices regarding our preferences i.e.: cleaner
windows or cleaner carpets?
What we do know is that nation wide city budgets are under pressure and when cutting
services one of the first places looked at are often library hours and their
janitorial/maintenance. This proposal is also informed by this community's recent
conversations regarding city budget in general and cost of maintenance of this building
in particular.
All that said, we believe we can provide the City an exceptionally cost effective service
and have some innovative ideas involving existing staff and volunteers that would clean
and sanitize the building significantly with minimal impact on the budget.
the Dependable Janitor
& Gardener
RFP For Janitorial Services For SCLM
January 23, 2013
Proposal Part One Page 3 of 4
The Library/Museum is a mechanically and architecturally sophisticated building.
Protection of the value of this building argues for the most careful, regular and scheduled
maintenance.
From a janitorial standpoint, the atrium design, carpet, screened woodwork, stainless
steel bathrooms, and the architectural treatment of window and post details are not
"easy to clean". The "Swiss cheese" double 3/4inch plywood pocket door with
exuberant plexiglass circles alone could take a volunteer willing to step on a ladder half
a day. The window seats and their proposed cushions are wonderful and will encourage
anyone with a toddler to sit and enjoy the view. "Covered coffee" will make everyone
feel more comfortable as they put their muddy feet up on light birch covered occasional
tables. Cleaning the windows of fingerprints, the carpets from spilled coffee, and
upholstery cleaning window cushions is neither cheap nor easy. It will also require us to
staff this job with our highest functioning most conscientious employees who are able to
take ownership and pride in the building.
The RFP also contains language like:
"Dust furniture, wall, machines, and equipment".
That could involve anything from a once over the horizontal services with a Swifter
duster to involving specially trained crew on 14ft ladders with specialized fan brushes.
"Clean and polish furniture and fixtures" "cleaning window glass partitions and mirrors
using soapy water" and "steam clean or shampoo carpets" "strip, seal, finish and polish
floors" are likewise subject to a wide range of interpretation, opinion, preference, and
budget.
Best practice from a general janitorial and Cleaning for Health stand point would require
a level of service and related cost that is unlikely to find either actual dollars in the
budget or the political will to assign them.
What we know we can accomplish is the most efficient, targeted, cost effective use of
the available dollars.
We are choosing to view this RFP as an opportunity for the City and the Dependable
Janitor to brainstorm and pioneer a new approach to maintenance services that results
in cleaner buildings and healthier interior environments. We accomplished this at the
North Star Health Clinic with Chugachmiut. With the City, we will be challenged by the
(anticipated) much more limited budget and (also anticipated) community resistance to
maintenance costs of a sophisticated multi-purpose building. We believe this can be
accomplished and our efforts could even direct the community conversation towards
increased recognition of the Library/Museum as a Crown Jewel and point of pride.
As a business, we are prepared and equipped to assign as many staff and staff hours as
the City requests. To assist the city we have prepared a spectrum of services and their
projected costs in Proposal Package Part Two.
the Dependable Janitor
& Gardener
RFP For Janitorial Services For SCLM
January 23, 2013
Proposal Part One Page 4 of 4
g. Valid Alaska business license number, expiration date, type of business. A City of Seward
Business license and Kenai Peninsula Borough registration to collect sales tax is required
at the time of executing a contract with the City. (Included at this time)
Alaska Business License Number: 908154
Expiration Date: December 31, 2014
56-Administrative, Support, Waste Management and Remediation Services
City of Seward Business License Number: 1711
Expiration Date: December 31, 2013
Professional Services — Miscellaneous
Kenai Peninsula Borough Registration Number: 027632
g. the Dependable Janitor & Gardener is a partnership. Ron Newcome and/or Connie Alsup
are the authorized signers for all commitments.
i. Non-Collusion Affidavits
The Undersigned declares, under penalty of perjury under the laws of the United States,
than neither he/she nor the firm, association, or corporation of which he/she is a member,
has, either directly or indirectly entered into any agreement, participated in any collusion, or
otherwise taken any action in restraint of free competitive bidding in connection with this Bid.
Connie Alsup, Partner, the Dependable Janitor & Gardener
Name and Titte
(I (Al iu.t` U int iA' 907-224-2444
Signature Telephone
January 23, 2013 dependablejanitor(c�gci.net
Date Email
t •
the Dependable Janitor
& Gardener
RFP For Janitorial Services For SCLM
January 23, 2013
Proposal Part Two Page 1 of 2
Request For Proposals (RFP) For Janitorial Services For The Seward Community
Library/Museum Contract
Proposal Documents (Part Two):
a. A listing of the firm's rates, charges and overhead rates applicable to this type of work,
including total cost to complete the project.
the Dependable Janitor charges from $20-$80/hr depending on the task involved, the
frequency of that task, the equipment and the risk/safety procedures involved.
the Dependable Janitor's proposed monthly charge is $4,221.75 for six visits per week
to clean and stock restrooms, vacuum carpets, mop hard floors as needed, empty trash,
clean entry door glass, dust and clean obvious accumulations and marks off horizontal
surfaces.
Annual proposed cost of minimum services of$50,661.
Beyond our Daily and General tasks we believe the City should plan on:
$1800 per visit for interior and exterior window cleaning. Minimum suggested frequency
of semi-annual. Preferred frequency quarterly.
$2400 per steam carpet clean. Minimum semi annual. Preferred Quarterly. There are
also some dry encapsulation alternatives that may be attractive. We use this at North
Star (as do many hotels) as it presents a cleaner appearance, requires less steam
maintenance and requires no drying time.
$1200 upper walls and ceiling dusting. As we understand it, the entire HVAC system is
heavily reliant on an automated system of window opening and fan circulation. We have
no idea what this means in terms of dust accumulation.
$1400 steam upholstery clean. This also is an unknown. Total steam cleaning of fabrics
in place is sometimes tricky so items may need to be removed to the basement for
cleaning. Carpet and upholstery cleaning equipment and chemicals are space
consuming so if at all possible a section of the basement should be reserved for this and
other major floor maintenance equipment.
the Dependable Janitor
& Gardener
January 23, 2013
RFP For Janitorial Services For SCLM
Proposal Part Two Page 2 of 2
One of the more intriguing ideas that has come from preparing this proposal is the
possibility of training volunteers and staff in cleaning and sanitizing for health. Our work
with North Star and ARRC have made us particularly aware of the janitor's role in
containing cross-contamination in heavily traddiced public use areas. We have also
been involved in finding "Green" Cleaning solutions for over five years and apply those
principles whenever possible. Though semi-annual trainings and on demand
consultation we believe we could train staff and volunteers to perform many of these
Cleaning for Health tasks. It does take training but it's not rocket science.
b. Acknowledgement of addenda-if any.
No addenda was issued by the City of Seward
Vz 'i j
• ICI
City of Seward
PO Box 167 Seward,AK 99664
Ron Long, Assistant City Manager
Phone: 907-224-4020
Fax: 907-224-4039
Email: rlong a,cityofseward.net
January 9,2013
REQUEST FOR PROPOSALS(RFP)FOR JANITORIAL SERVICES FOR THE SEWARD
COMMUNITY LIBRARY/MUSEUM CONTRACT AND INSTRUCTIONS TO PROPOSERS
The City of Seward is requesting proposals from qualified proposers to provide janitorial services for and
monitoring and reporting of observed maintenance issues for the Seward Community Library/Museum building
located at 239 6th Avenue in Seward, Alaska, from February 1, 2013 through February 1, 2014. This contract
will have an option to extend upon agreement by all parties,for up to four(4)consecutive additional years.
1.0 Project Overview.
The City of Seward (City) seeks proposals from qualified and experienced individuals or businesses to
provide janitorial services and monitoring and reporting of observed maintenance issues for the Seward
Community Library Museum at 239 6th Ave. Services to be provided under the contract that would be
entered into with the City are listed in the attached appendix and below. All work will be done to City
specifications. It is the City's goal to provide clean and safe areas to all users and employees. The City
anticipates entering into a written agreement or contract to authorize the work. A sample contract is attached
as appendix B.
1.1 SERVICES TO BE PROVIDED
The attached and listed janitorial specifications describe the services to be provided by the successful
proposer.
Keep building in clean and orderly condition. Perform heavy cleaning duties, such as cleaning floors,
shampooing rugs, washing walls and glass, and removing rubbish. Duties may include notifying
management of need for repairs or maintenance issue including the boiler and furnace systems, and the need
for cleaning snow or debris from sidewalk.
The contractor shall supply the City an accurate record of service performed in the form of an invoice,
submitted every month.
City of Seward Instructions to Proposer
Janitorial Services for the Seward Community Library\Museum Page 1 of 11
t
Daily/General Tasks:
• Clean building floors by sweeping,mopping, scrubbing,or vacuuming them.
• Gather and empty trash.
• Service,clean, and supply restrooms.
• Dust furniture,walls, machines, and equipment.
• Monitor building security and safety by performing such tasks as locking doors after operating
hours and checking electrical appliance use to ensure that hazards are not created.
• Notify manager concerning the need for major repairs or additions to building operating
systems.
• Requisition supplies needed for cleaning and maintenance duties.
• When needed for special events and at the direction of the librarian; Set up,arrange,and remove
decorations, tables, chairs, ladders, and scaffolding to prepare facilities for events such as
banquets and meetings.
Monthly/As Needed Tasks:
• Clean and polish furniture and fixtures.
• Clean windows, glass partitions, and mirrors, using soapy water or other cleaners, sponges, and
squeegees.
• Steam-clean or shampoo carpets.
• Strip,seal,finish, and polish floors.
• During the course of performing regular janitorial services, monitor the heating, cooling,
ventilating, plumbing, and electrical systems and report any needed repairs to library
management.
• Mix and use detergents and cleaning solutions according to specifications.
• Follow procedures according to specifications for the use of chemical cleaners and power
equipment, in order to prevent damage to floors and fixtures or personal injury.
• Move heavy furniture,equipment,and supplies,either manually or by using hand trucks.
Schedule of operations:
• Time Schedules will be arranged as convenient for library museum operations and may change
by mutual agreement
• The Contractor and Facility Manager (Library Supervisor) will communicate weekly about
cleaning and maintenance issues and concerns. A list of jobs may be generated and check off as
needed.
City of Seward Instructions to Proposer
Janitorial Services for the Seward Community Library\Museum Page 2 of 11
Proposals should include identifying experiences, skills and specialized equipment of contractors and other
employees, if any, assigned to this project.
1.2 EQUIPMENT TO BE PROVIDED
The successful proposer shall provide their own equipment and tools. Consumable maintenance supplies
will be provided by the City, as detailed within the sample contract. The successful proposer shall be
responsible for their own transportation needs.
1.3 RESPONSIBILITY
The contractor will be responsible for working with the Contracting Officer to determine the best means of
fulfilling this contract. Duties may change as Management becomes more familiar with the new facility but
will remain in the realm of this request for proposals.
2.0 Rules Governing Competition.
2.1.0 Examination of Contract Documents.
It shall be the responsibility of the proposer to prepare its proposal to conform harmoniously to
the Specifications, General Conditions of the City of Seward Professional Services Agreement,
and other Contract Documents contained herein.
The proposer, whether individual,joint venture, corporation or LLC, should carefully examine
the entire set of Contract Documents, all addenda and all related materials and data referenced
in the Contract Documents. Concerns about possible ambiguities, contradictions or defects in
plans, specifications,or other Contract Documents must be made in writing and received by the
Contracting Officer at least five(5)days before the deadline for submitting proposals. This will
allow time to issue any necessary amendments. It will also help prevent the opening of a
defective solicitation and exposure of proposer's bid. Protests based on any omission or error, or
on the content of the solicitation, will not be allowed if these defects have not been brought to
the attention of the Contracting Officer, in writing, at least five (5)days before the deadline for
submitting proposals.The proposer should become fully aware of the nature of the work and the
conditions likely to be encountered in performing the work.
2.2 Confidentiality.
City of Seward Instructions to Proposer
Janitorial Services for the Seward Community Library\Museum Page 3 of 11
t
•
Upon submission, proposals become the property of the City of Seward and will not be returned, except
as provided below. Proposals are considered to be privileged information until a Notice of Intent to
Award has been issued. However,the City cannot assure that the contents will not inadvertently become
public or be disclosed to other proposer. If the proposer includes proprietary information, it should be
packaged separately in a sealed envelope marked as proprietary information to be returned to the
proposer. If requested, the proposer shall defend the proprietary nature and non-release of such marked
material. After the Notice of Intent to Award of the Contract has been issued, all proposals will become
public information.
2.3 Proposal Format and Content.
Proposals must be prepared in a clear and concise manner, describing and demonstrating the proposer's
ability to satisfy the requirements of this RFP. Emphasis should be concentrated on:
1. Conformance to the RFP instructions.
2. Responsiveness to RFP requirements.
3. Completeness and clarity of content.
2.3.1 Questions Received Prior to Opening of Proposals.
All questions must be in writing and directed to the Contracting Officer:
City of Seward Community Development Department
Attn: Director Ron Long
P.O. Box 167 Seward,Alaska 99664-0167
(907)224-4020; FAX(907)224-4038
rlong@cityofseward.net
The question must be received not less than five (5) days prior to the deadline for submitting proposals,
requesting an interpretation or correction.Two types of questions generally arise. One may be answered
by directing the questioner to a specific section of the RFP. These questions might be answered orally in
some instances. More complex questions will be answered in writing. The Contracting Officer will
determine if an addendum is required.
2.3.2 Addenda.
No oral change or oral interpretation of any provision contained in this RFP is valid whether
issued during a conference or in other contexts or circumstances, unless confirmed in a written
addendum. Written addenda will be issued when changes, clarifications or amendments to the
proposal documents are deemed necessary by the City of Seward. If an amendment is issued it
City of Seward Instructions to Proposer
Janitorial Services for the Seward Community Library\Museum Page 4 of 11
will be provided to all parties who were sent a copy of the RFP, in the form of an addendum.
The City will issue only electronically mailed addendum. The City will take all reasonable
measures to ensure that all recipients of RFPs receive emailed addenda; however, potential
proposers must independently confirm the content, number, and date of each addendum prior to
submitting a proposal. Each proposer shall be solely responsible to ensure that s/he has, by the
time of proposing, received all addenda. The City of Seward will not be responsible for any
explanations or interpretation of the Contract Documents in any form except written Addenda.
2.4 Signature Requirements.
All proposals must be signed. A proposal may be signed by an agent only if s/he is an officer of a
corporation or LLC authorized to sign contracts on its behalf, a member of a partnership, or is properly
authorized by a power of attorney or equivalent document. The name and title of the individual(s)
signing the proposal must be clearly shown immediately below the signature. By signing the proposal, a
proposer certifies that s/he or it is in compliance with: a) the laws of the State of Alaska; b) the
applicable portion of the Federal Civil Rights Act of 1964; c) the Equal Employment Opportunity Act;
d)the Americans with Disabilities Act of 1990; and e)all terms and conditions set forth in this RFP;and
that the proposal submitted was analyzed, computed, and decided independently, without collusion,
under penalty of perjury; and that the offer will remain open and valid for at least 60 days from the date
of opening of proposals.
2.5 Proposal Submission.
The proposal must be submitted in two parts:
2.5.1 Part One must include information relating to the capabilities and experience of the proposer
and the project team, and other pertinent information as outlined in the Proposal Evaluation Criteria
(See Section 4). Submit three(3)copies in a sealed envelope clearly marked as "Proposal-Part One."
2.5.2 Part Two will contain the proposal information which will include all cost information required
by this RFP. This proposal price must be submitted and signed by the principal or an authorized
representative of the proposer. Submit one (1) copy of the proposal information in a separate sealed
envelope clearly marked as "Proposal-Part Two."
2.5.3 Submittal. Copies of the written proposal package must be received by the City of Seward,
Office of the City Clerk, prior to 12:00 p.m. on January 23, 2013. The City of Seward reserves the right
to postpone the date and time for submitting and opening proposals at any time prior to the date and
City of Seward Instructions to Proposer
Janitorial Services for the Seward Community Library\Museum Page 5 of 11
time set forth in the advertisement and in these documents. All copies of the Part One envelope,
"Proposer Qualification Package," and the Part Two envelope, "Proposal" must be received in one
sealed envelope or box plainly labeled as "RFP FOR: JANITORIAL SERVICES FOR THE SEWARD
COMMUNITY LIBRARY/MUSEUM" on the outside. All proposals will remain sealed until after the
deadline for submitting RFPs. Proposals must be delivered as hard copy(faxes will not be accepted),to:
City of Seward
Office of the City Clerk
410 Adams Street
P.O. Box 167 Seward, Alaska 99664
RE: RFP FOR: JANITORIAL SERVICES FOR THE SEWARD COMMUNITY
LIBRARY/MUSEUM
ALL PROPOSALS MUST BE RECEIVED IN THE CITY CLERK'S OFFICE NO LATER
THAN 12:00 P.M. January 23, 2013. Proposals received after 12:00 p.m., Alaska Standard Time on
January 23,2013 will NOT be responsive nor considered,and will be returned unopened.
2.6 News Release
News releases pertaining to the award resulting from the RFPs shall not be made without prior written
approval of the City of Seward.
2.7 Disposition of Proposals.
All materials submitted in response to this RFP become the property of the City of Seward.
2.8 Modification/Withdrawal of Proposals.
A responding proposer may withdraw a proposal at any time prior to the deadline for submitting
proposals by delivering to the City written notification of its withdrawal, signed by the principal or an
authorized representative of the proposer. The same responding proposer may submit a new proposal
prior to the deadline for submitting proposals. Modifications offered in any other manner, oral or
written, will not be accepted or considered. A submitted proposal cannot be changed or withdrawn after
the deadline for submission,except for modifications requested by the City of Seward.
2.9 Corrections.
The submitted proposal may not contain any erasures, interlineations or other corrections unless each
such correction is suitably authenticated by affixing in the margin immediately opposite the correction,
the signature of the person or persons signing the proposal.
City of Seward Instructions to Proposer
Janitorial Services for the Seward Community Library\Museum Page 6 of 11
2.10 Alaska Hire.
The selected proposer shall exercise positive efforts to hire Alaskan residents to the extent reasonably
practicable.
2.11 Award of Contract.
The award of the Contract, if made by the City of Seward,will be made to the qualified, responsive, and
responsible proposer submitting the successful proposal. The City of Seward will determine in its own
discretion whether a proposer is responsive, responsible, and qualified to perform the Contract, and
which proposal is in the best interest of the City of Seward, and will determine whether it is in the best
interests of the City to accept a proposal. This proposal will he selected in accordance with these
Instructions and Seward City Code Title 6.
2.12 Disqualification of Proposers.
The proposer shall submit non-collusion affidavits to the City from and by the proposer and all
Subcontractors and Suppliers at time of submitting the proposal. If there is reason to believe that
collusion exists among the proposers or between a proposer and another person or entity, none of the
proposals of participants in such collusion will be considered.
2.13 Rejection of Proposals.
The City of Seward reserves the right in its sole and absolute discretion to reject any or all proposals,
waive any informalities or irregularities in the procurement process, and/or not make an award if the
City of Seward deems such action to be in the best interest of the City of Seward.
The City of Seward also reserves the right to reject any proposal which is non-responsive, incomplete,
obscure, or irregular; any proposal which omits a price on any one or more items for which prices are
required; any proposal in which unit prices are unbalanced in the sole opinion and discretion of the City
of Seward; and any proposal from proposers who have previously failed to perform properly or to
complete timely, contracts of any nature.
2.14 Contract and Warranty.
The Contract which the successful proposer shall be required to execute is included in the Contract
Documents and must be carefully examined by the proposer prior to submitting a proposal. The
Contract shall be executed in duplicate originals.
City of Seward Instructions to Proposer
Janitorial Services for the Seward Community Library\Museum Page 7 of 11
2.15 Proposers Interested in Submitting More Than One Proposal.
No person, firm, or corporation shall submit more than one proposal for the same work. A person or
business entity that has submitted a "sub-proposal" to a proposer, or that has quoted prices or materials
to a proposer, is not thereby disqualified from submitting a "sub-proposal" or quoting prices to other
proposers or from submitting a prime proposal.
2.16 Defaulting Proposer.
If any proposer whose proposal is accepted, fails, neglects or refuses to furnish the required worker's
compensation and or other insurance certificates or policies, or to execute the Contract in a timely
manner, such proposer shall not be awarded the Contract, and or shall be declared in default. The City
may then utilize the selection criteria defined in the Contract Documents to select another successful
responsive proposer and deliver a notice of acceptance of proposal to an alternate proposer.
2.17 Insurance Requirement.
Without limiting contractor's indemnification, it is agreed that the contractor shall purchase at its own
expense and maintain in force at all times during the performance of services under this agreement the
following policies of insurance: a. Certificate of Insurance for General Liability Insurance,b. Certificate
of Insurance for Vehicle Liability Insurance, c. Certificate of Insurance for Workers Compensation
Insurance. Where specific limits are shown, it is understood that they shall be the minimum acceptable
limits. If the contractor's policy contains higher limits,the City shall be entitled to coverage to the extent
of such higher limits. Certificates of Insurance must be furnished to the Contracting Officer prior to
beginning work and must provide for a thirty (30) day prior notice of cancellation, non-renewal or
material change. Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material
breach and grounds for termination of the contractor's services.
2.18 Proposer's Errors and Omissions.
A proposer's claim of error in its proposal will not be considered by the City unless such claim is made
to the City in writing within twenty-four(24) hours after the deadline for submitting proposals,together
with all supporting evidence of the claim, including cost breakdown sheets. Relief may be granted only
at the City's discretion, and in such event only for clerical errors.
2.19 Signing.
City of Seward Instructions to Proposer
Janitorial Services for the Seward Community Library\Museum Page 8 of 11
No agreement shall be binding upon the City until the same has been completely signed by the
Contractor and by the City. Failure to sign and return the required Contract, together with all proof of
insurance required by the Contract Documents in a timely manner, may be just and sufficient cause for
the cancellation of the award.
2.20 Cancellation of the Award.
The City reserves the right to cancel the award at any time before the Contract has been fully signed by
all parties. If the City cancels the award for no cause attributable to the proposer,the proposer shall have
no further recourse against the City.
2.21 Confirmation.
Any proposer who desires confirmation that its proposal has been received by the City Clerk shall
submit with its proposal a separate acknowledgement of receipt for the City Clerk to initial and stamp
with the date and time received, and shall print or type the name, position and telephone or fax number
of the person who will accept, at the proposer's expense, a faxed or telephone confirmation of receipt.
The City will not confirm receipt of a proposal in any other manner.
3.0 Proposer Qualifications and Proposal Submittal Requirements.
To achieve a uniform review process and obtain the maximum degree of comparability, it is required
that both Part One and Part Two of the proposals be organized in the manner specified. Proposals shall
not exceed twenty-five (25) pages in length, excluding letter of transmittal, title page, index, letters of
reference, resumes and table of contents or dividers. One page is defined as one side of a single-lined
typed 8 x 11" piece of paper. All proposals shall contain the following information:
Proposal Package(Part One):
a. Name of firm and name of individuals and/or primary owner of the firm
b. Name of person(s)who will be directly responsible for this project
c. Summary of individual(s)and firm's experience accomplishing similar projects.
d. Names and telephone numbers of individuals, firms and agencies which may be
contacted as references.
e. Description of resources you will allocate to the project, including staff, equipment,
tools and office.
f. Description of how you anticipate accomplishing the work described in the RFP.
g. Valid Alaska business license number, expiration date, type of business. A City of
Seward business license and Kenai Peninsula Borough registration to collect sales tax is
required at the time of executing a contract with the City.
h. Corporate or LLC resolution authorizing the signature of commitment to the proposal.
i. Non-Collusion Affidavits.
City of Seward Instructions to Proposer
Janitorial Services for the Seward Community Library\Museum Page 9 of 11
Proposal Documents(Part Two):
a. A listing of the firm's rates, charges and overhead rates applicable to this type of work,
including total cost to complete the project.
b. Acknowledgement of addenda-if any.
The Proposal Package and the Proposal Information shall be submitted in separate sealed envelopes
clearly marked as "Proposal-Part One" and "Part Two."
4.0 Proposal Evaluation Criteria.
Proposals shall be reviewed and evaluated as follows:
Criteria Weight
Clarity of the Proposal 5%
Performance, Experience, and Quality of work in Providing Services of a 35%
Similar Nature
The Proposer's Organizational Structure(including financial stability), 20%
Equipment and Personnel Qualifications& Resources Available for
Performance of the Agreement and timeliness of similar projects.
Additional Services That May Be Provided by the Proposer 5%
Cost to the City 35%
5.0 Evaluation Process.
Each evaluator will add the point-values to arrive at a total score for each proposer. The total score
which each evaluator awards to a proposer will be added together to arrive at a total combined score(the
sum of total scores by all evaluators) for each proposer. The proposer with the highest total combined
score will be selected as the contractor of choice. During the evaluation process, the City reserves the
right to interview any or all proposers for the purpose of clarifying information provided in the
proposal(s).
Evaluation and scoring of the proposals will be performed by a group of individuals representing the
City of Seward. The City of Seward reserves the right to request oral interviews. The proposer with the
highest total combined score may be invited to enter into final negotiations with the City of Seward for
the purpose of the contract award.
5.1 Qualitative Rating Factor.
For all evaluation criteria except price, proposers will be ranked by evaluators using the following
qualitative rating factors:
City of Seward Instructions to Proposer
Janitorial Services for the Seward Community Library\Museum Page 10 of 11
100%of possible points Outstanding
80%of possible points Excellent
60%of possible points Good
40%of possible points Fair
20%of possible points Poor
0% of possible points Unsatisfactory
The rating factor for each category will be multiplied against the weighted criteria to determine the total
points for that category. There will be no qualitative rating factor applied to the fee portion of the
weighted criteria. The proposer shall have no right to discover or challenge how points are determined,
awarded or scored in the evaluation process and by electing to submit a bid they will unconditionally
and irrevocably waive any right which they my otherwise have to do so.
6.0 Selection Process.
In the event that proposals exceed available funding for the services, the proposer with the highest total
evaluation points may be invited to enter into negotiations with the City of Seward. If an agreement
cannot be reached, the proposer with the second highest total of evaluation points may be contacted for
negotiations.This process may continue until successful negotiations are achieved. However,the City of
Seward will make the final decision in its sole and absolute discretion as to selection of the Contractor.
The City reserves the right to terminate negotiations with any proposer should the City decide it is in the
City's best interest to do so.The City of Seward also reserves the right to reject any and all proposals.
7.0 Anticipated Project Schedule Milestones
Solicitation January 9, 2013 to January 23,2013
Deadline for Receipt of Proposals 12:00pm January 23, 2013
Notification of intent to Award January 25, 2013
City of Seward Council Meeting January 28,2013
Final Contract January 28, 2013
8.0 Appendix Documents
A. Appendix I: Janitorial Tasks for Seward Community Library Museum(SCLM)
B. Professional Services Agreement
C. Seward City Business License Application
City of Seward Instructions to Proposer
Janitorial Services for the Seward Community Library\Museum Page 11 of 11
Appendix I: Janitorial Tasks for Seward Community Library Museum (SCLM)
NOTE: The following is intended as a guide for creating a Proposal. Duties may change as Management
becomes more familiar with the new facility.
Keep building in clean and orderly condition. Perform heavy cleaning duties,such as cleaning floors,
shampooing rugs,washing walls and glass, and removing rubbish. Duties may include notifying
management of need for repairs or maintenance issue including the boiler and furnace systems,and the
need for cleaning snow or debris from sidewalk.
The contractor shall supply the City an accurate record of service performed in the form of an invoice,
submitted every month.
Daily/General Tasks:
• Clean building floors by sweeping, mopping,scrubbing,or vacuuming them.
• Gather and empty trash.
• Service, clean,and supply restrooms.
• Dust furniture,walls, machines, and equipment.
• Monitor building security and safety by performing such tasks as locking doors after operating
hours and checking electrical appliance use to ensure that hazards are not created.
• Notify manager concerning the need for major repairs or additions to building operating
systems.
• Requisition supplies needed for cleaning and maintenance duties.
• When needed for special events and at the direction of the librarian;Set up, arrange, and
remove decorations,tables, chairs, ladders,and scaffolding to prepare facilities for events such
as banquets and meetings.
Monthly/As Needed Tasks:
• Clean and polish furniture and fixtures.
• Clean windows,glass partitions,and mirrors, using soapy water or other cleaners,sponges, and
squeegees.
• Steam-clean or shampoo carpets.
• Strip, seal,finish,and polish floors.
• During the course of performing regular janitorial services, monitor the heating,cooling,
ventilating, plumbing,and electrical systems and report any needed repairs to library
management.
• Mix water and detergents to prepare cleaning solutions, according to specifications.
• Follow procedures according to specifications for the use of chemical cleaners and power
equipment,in order to prevent damage to floors and fixtures or personal injury.
• Move heavy furniture, equipment,and supplies, either manually or by using hand trucks.
Schedule of operations:
• Time Schedules will be arranged as convenient for library museum operations and may change
by mutual agreement
• The Contractor and Facility Manager(Library Supervisor) will communicate weekly about
cleaning and maintenance issues and concerns. A list of jobs may be generated and check off as
needed.
J011 :161
To: Johanna Kinney, Clerk; Brenda Ballou. Deputy Clerk
Fr. Jim Herbert, President Seward International Friendship Association
Date: January 26, 2013
RE: Obihiro Student Exchange Program
Over the 40 years of interaction between the cities of Seward and Obihiro many
residents have had positive and meaningful experiences. It is impressive that
when you talk to people around our town, quite a few have hosted guests from
Japan or had family members actually visited Obihiro.
In the past enthusiasm and involvement in the program were at a higher level
than now. I have been involved with the Seward International Friendship
Association since 2008 and I have experienced difficulty in recruiting young
people to the exchange program.
For example, in the fall of 2007 I suggested to our son that he apply, but he said
he was not interested. We were approached in late April or early May of 2008 by
Deb Bond, who not having any applicants, was appealing directly to certain
parents to get exchange students. Luckily for our son, he had changed his mind.
On fairly short notice he and another boy began preparations for the trip and
purchased their tickets. As a family we joined in the preparations for hosting
guests from Japan.
In 2009, our daughter and her friend applied along with another young man. All
were chosen to go and had time to prepare and fund raise for their airfare.
Unfortunately for them the SARS epidemic resulted in Obihiro city officials
canceling the exchange program due to fears of disease. Neither city sent or
received guests that year.
In 2010 the previous three students plus a classmate did go to Obihiro and three
young women came here. Our students were pleased and energized by their
experiences in Japan. That year two parents of the Seward students also went
as part of the Adult Citizen's Exchange which probably helped keep the students
on track.
In 2011 after a certain amount of salesmanship and work with staff at the high
school, two young women applied and were accepted. This was the year that the
severe earthquake and tsunami struck the north east shore of Honshu. The
effects of the disaster were almost non-existent in Obihiro and city officials
reassured us that radioactivity and other fears were unfounded. The parents of
the potential exchange students felt too uncomfortable sending their children and
withdrew their participation. Given the increase in plane fares in 2011 , cost may
have been a factor since there had been little effort at fund raising.
For the 2012 exchange program, no applicants came form the outreach through
the schools and media. Direct contact with parents produced two candidates who
worked hard to come up with the required airfare.
Now in 2013 we have been unable to interest any area students to apply for the
program. As in the past ads have been placed in newspapers and on line. The
high school principal and counselor have been contacted and solicited for
possible candidates and parents. No luck.
What are some of the issues and lessons learned from my five years associated
with this program? One of the most daunting problems of late is the high cost of
airfare to Japan. By analogy, it is easy and reasonably inexpensive to get to
Anchorage from the lower 48, but the second leg to Nome, Bethel, or Hooper
Bay makes the whole trip much more expensive. If I am not mistaken, last year
the round trip airfare was $2800 compared to $1800 in 2010 when I went there.
Parents are required to pay for tickets if the students can not raise sufficient
money and unfortunately the tickets must be bought on short notice. If we could
buy tickets right now for a round trip ticket to Obihiro in early August of 2013 it
might cost around $2250. Unfortunately the dates and schedules are always set
by the city officials in Obihiro. We rarely learn of their mandated travel dates until
around May first. By then we are into the higher summer fares and lose flexibility.
There is also the urgency to purchase right away which has been a burden on
some families.
In some years a Travel Club at the high school worked all year to raise money to
go to European destinations with their teacher and chaperones. Usually this was
less expensive than the airfare to Japan and had the enthusiasm of a teacher to
motivate all year long.
Many students are very focused on summer employment. They may want cash
for a car or savings for higher education. A high percentage of area high school
students work one or more jobs and the idea of taking off for two weeks at the
start of August may not sit well with employers.
To quote a knowledgeable staff member at the high school, "Japan is just not a
cool place for a kid to go any more." Perhaps nowadays there are other things
that compete for young peoples' attention and this experience loses out.
Each year in the fall and winter there have been publicly advertised presentations
to showcase the experiences of students and adults who have visited Obihiro.
The intent is to interest others in applying for travel or hosting guests here. They
have not been well attended.
Perhaps more fundraising and community support would reduce the financial
burden. Perhaps a more aggressive sales pitch would stimulate interest. But it
I
seems that the main piece that is missing in this program is lack of interest by the
students and their parents. There are many things going on in our area and this
is not an important one at this point in time. Given the small pool of high school
students in our area, there is only so much that they can participate in. They
must prioritize. With the population of Obihiro at 170,000 we may be a bit
outnumbered.
I might add that though Japan is a prosperous, modern nation, their economy
has had greater problems than ours in recent years. The Obihiro government has
had to seriously trim budgets. At times they too have had a difficult time getting
interested students to apply to the Exchange Program and find host families for
our students.
There seem to be other opportunities for the cities of Obihiro and Seward to
perpetuate their friendship. The visits of city officials occur every few years. The
Mural Society presenting the city's gift mural will generate a positive product the
way the waterfront gazebo provided us with a gift. I feel that if there is interest by
adults or students from either city, hosts will be found to facilitate their visit
It may be time to cut back on the program. If there is little or no interest in the
Seward area for the Student Exchange Program to occur on a regular basis we
may need to modify the program to reflect the current lack of enthusiasm.
Any input from the members of the City Council and staff would be appreciated.
2013 SCHEDULE
OR,kF'T
DELEGATION VISITING FROM OBIHIRO
DATE ACTION
Jan 14 Council approves resolution appropriating funds (Res 2013-004) -$20,000
March XX Mail formal letter of invitation to Mayor Yonezawa
June 1 RSVP deadline for delegation
Aug 28 Seward's 110`h Anniversary—Founder's Day
Sept 7-23 Seward Mural Society travels to Obihiro to paint& install "Friendship Across Water"
CALENDAR
SUN MON TUE WED THU FRI SAT
18 19 20 21 22 23 24
Silver Salmon AK State Fair
Derby Ends Starts
25 26 27 28 29 30 31
Japanese Rest(daytime) Local Activity Founder's Day Activity Activity Activity
Delegates (daytime)
Arrive Dinner with 110th Lunch Lunch Lunch
Council Welcome Anniversary
Party Party(ies)- Activity Activity Activity
Introduction at (evening) Public Event(s)
Council (daytime, Dinner Dinner Dinner
Meeting evening)
(evening)
1 2 3 4 5 6 7
Japanese Labor Day Chamber of Mural Society
Delegates Commerce flies to Obihiro
Leave AK State Fair Member
Ends Meeting
ACTIVITIES
• Alaska State Fair • Hiking (Exit Glacier, Harding Ice Fields, Mount Marathon)
• Resurrection Bay Glacier Boat Tour • Helicopter Ride
• Charter Fishing • Horseback Riding
• Kayaking • Seavey's Ididaride
• SeaLife Center • Movie at Liberty Theater