04/09/2013 Special Meeting Service Area No. 1 Board RECEIVED
Special Meeting RECEIVED
9, 2013 7:00 p.m.
Kodiak Fisheries Research Center MAY - 6 2013
I. CALL TO ORDER BOROUGH CLERK'S OFFICE
1,. KODIAK,ALASKA
Chair Scott Arndt called the meeting to order at 7:05 p.m. et?
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2. ROLL CALL
J. Clay conducted a roll call and present were Board members Chair S. Arndt, P. Hansen,
D.Symmons, and K. Arndt. G. Spalinger joined the meeting a few minutes late. Turk Martin
was not present. A quorum was established. Borough Maintenance Coordinator Bob Tucker
was also present. Visitors present were Jeremy Williamson, Jascha Zbitnoff, and Rick Ryser.
3. APPROVAL OF AGENDA
SPALINGER moved to approve agenda.
VOICE VOTE ON MOTION CARRIED UNANIMOUSLY.
4. PUBLIC COMMENTS.
None
5. CONSIDERATION OF MATTERS IN THE CALL FOR THE SPECIAL
MEETING
A. Discuss Revisions to Road Maintenance Contract
Mr. Tucker and the board discussed revisions to the road maintenance contract.
The first part of Contract Appendix A was revised to Bid Schedules which was part of the
contract. Changes to the contract included:
1. Description
a. Scope of Work: Added 12 miles of road as shown on Appendix C
b. Inspection & Borough Supervision: No Change
Approval to Start Work: No reconstruction or upgrade work over $5,000
without approval by Borough Manager. The Board expressed a desire to
see change this part of the contract; however, as it was stipulated in
Borough Code it would not be revisable without a code change.
2. Contract Term
a. 2 year contract with two one-year extensions with Board recommendation
to the Borough Manager: No Change
b. New to contract: Contract may be terminated pursuant to a 30-clay notice
if the Contractor received three letters from the Borough Manager or
designee for documented non-performance which was not resolved in a
timely manner for issues such as breakdowns, unavailable equipment, or
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labor needed to complete the work. The Borough Manager may rely on
recommendations made by the Service Area #1 Board.
3. Response Time
a. Maintenance: No Change
b. New to Repairs: Work orders would be created and could be implemented
at any time.
c. Non-Exclusive Work: If no response from a Contractor to a non-
emergency work order, the Service Area Board Chair or designee may
utilize another contractor from another service area.
Chair Arndt asked Mr. Tucker to further clarify this section.
4. Special Equipment: Discussion on the changes with regards to the sanders and
snow gates.
5. Cost of Materials:
a. Materials: Materials shall be provided for under the equipment rural rates.
b. Equipment: Changes were made to desired equipment capacities, small
equipment changed from 550 to S 100. Chair Arndt noted that the intention
was to make it clear that two graders and a loader was the Board's
preference.
c. Labor rates: Overtime would be applied on Borough jobs only and would
not including other jobs the contractor may have. Rental times would not
be paid for while equipment was inoperative.
d. Sanding Equipment: Capacity changed.
6. Labor Rates: No Change
7. Billing Deadline: No Change
8. Insurance and Indemnification: This was updated per the Borough Attorney.
Endorsements must be from the insurance company.
9. Technical Specifications: No Change. Chair Arndt asked that the State of
Alaska's Specifications dated 1998 be checked. Mr. Zbitnoff noted that the new
standard was 2001. Mr. Tucker would check into that.
10. Contractor's Representations and Covenants: Updated with minor changes.
Discussion ensued on Maintenance Rate and Repair Rate schedules. The addition of work
logs and timesheets with billing was added. Maps had been updated and would be added to
contract.
The Selection Bid Fonn was discussed by the board and public. Mr. Tucker informed the
board that they were estimates and were only for the selection process. The lower responsible
bidder would get the bid per the Borough Code.
Chair Arndt wanted to reconsider the Maintenance Rates concerning the End Dump and Tilt
Deck being included on the same line.
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Symmons suggested delaying the approval.
Chair Arndt commented that the Borough would calculate bid prices off the bid schedule.
Mr. Tucker agreed and stated that the board needed to make a decision by Monday, April 15
to meet the required deadlines.
The public was allowed to provide comments regarding the changes to the contracts.
Jeremy Williamson, with AIM Construction, was planning on bidding on the contract.
Rick Ryser, with Golden Alaska, had no comments.
Jascha Zbitnoff, with Brechan Enterprises, Inc. had no comments.
SPALINGER moved to recommend to approve the recommended changes to the contract.
Chair Arndt expressed reservation because it was such a different contract and the Board
would be spending more money in the next year.
ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY.
6. MEETING SCHEDULE •
The next regular meeting was scheduled for 7:00 P.M. on April 24, 2013.
7. ADJOURNMENT
SPALINGER moved to adjourn the meeting.
VOICE VOTE ON MOTION CARRIED UNANIMOUSLY.
There being no further business before the Board the meeting was adjourned at 8:20 pm.
Submitted By:
( /� Date: 7 � /�
JcHny' Clay, S cretary ((��
Engineering/Facilities Department
Approved By: //
0 //// Date: l —29 —20/3
Scott Arndt, Chair
Service District No. I
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