2023-08-03 Regular MeetingKodiak Island Borough
Assembly Regular Meeting Agenda
Assembly Chambers
Thursday, August 3, 2023, 6:30 p.m.
This meeting is open to the public and will be broadcast on KMXT 100.1 FM and on the Borough's YouTube
Channel. Meeting packets are available online. Please subscribe to get meeting notifications when meeting
packets are published.
Page
1. INVOCATION
2. PLEDGE OF ALLEGIANCE
3. STATEMENT OF LAND ACKNOWLEDGEMENT
We are gathered on the traditional homeland of the Sugpiaq/Alutiiq people,
and we acknowledge the 10 tribes of the Kodiak Alutiiq Region. We recognize
the Alutiiq culture that enriches our community to this day.
4. ROLL CALL
5. APPROVAL OF AGENDA AND CONSENT AGENDA
All items listed marked with an asterisk (*) are considered to be routine and non -controversial
items by the Assembly and will be approved by one motion.
6. *APPROVAL OF MINUTES
A. Regular Meeting of July 20, 2023, and July 22, 2023 4-14
(Continuation)
Minutes
7. CITIZENS' COMMENTS (Limited to Three Minutes per Speaker)
Please call 1(907) 486-3231 or toll free 1(855) 492-9202
8. AWARDS AND PRESENTATIONS
9. COMMITTEE REPORTS
10. PUBLIC HEARING
Please call 1(907) 486-3231 or toll free 1(855) 492-9202
Page 0 of 261
11
12
13
14
15
irt
A. Ordinance No. FY2023-18 Amending Kodiak Island Borough
Code Title 1 General Provisions Chapter 1.20 General Penalty
Section 1.20.050 Fine Schedule Setting Out Penalties In The
Minor Offense Fine Schedule; And Amending Title 8 Health And
Safety Chapter 8.20 Littering Section 8.20.010 Unlawful Acts
Regarding Littering And Improper Disposal Of Waste
Agenda Item Report - Pdf
BOROUGH MANAGER'S REPORT
A. Borough Manager's Report
2023-08-03 Borough Manager's Report
MESSAGES FROM THE BOROUGH MAYOR
CONSIDERATION OF CALENDAR - UNFINISHED BUSINESS
CONSIDERATION OF CALENDAR - NEW BUSINESS
14.A. CONTRACTS
1. Contract No. FY2022-40A Amending Contract No.
FY2022-40 Borough Clerk Employment Agreement
Agenda Item Report - Pdf
2. Contract No. FY2023-41 Property Assessment Taxation
Software To Tyler Technologies, Inc.
Aaenda Item Report - Pdf
3. Contract No. FY2024-07 Approval Of Landfill Fire Alarm
And Sprinkler Deficiency Repairs And Replacements By
Taylor Fire Protection
Agenda Item Report - Pdf
14.13. RESOLUTIONS
14.C. ORDINANCES FOR INTRODUCTION
1. Ordinance No. FY2024-05 Of The Assembly Of The
Kodiak Island Borough Adopting Proposed Changes To
The Kodiak Island Borough Salary Schedules
Aaenda Item Reaort - Pdf
14.D. OTHER ITEMS
CITIZENS' COMMENTS
ASSEMBLY MEMBERS' COMMENTS
15-21
22-26
27-28
29-173
174-232
233-243
Page 1 of 261
17. ADJOURNMENT
18. INFORMATIONAL MATERIALS
A. Fire Protection Area No. 1 Board Minutes of February 28, 2023, 244-251
April 11, 2023, and May 25, 2023.
FPA1 Minutes Binder
B. Health Facilities Advisory Board Meeting Minutes 252-253
20230508 HFAB Minutes
C. Solid Waste Advisory Board Minutes of March 22, 2023, and April 254-261
19, 2023.
SWAB Minutes Binder
This meeting is open to the public and will be broadcast on KMXT 100.1 FM and on the Borough's YouTube Channel. Meeting
packets are available online. Please subscribe to get meeting notifications when meeting packets are published. For public
comments, please call (907) 486-3231 or (855) 492-9202.
Page 2 of 261
AGENDA ITEM #6.A.
KODIAK ISLAND BOROUGH
Assembly Regular Meeting
July 20, 2023
A regular meeting of the Kodiak Island Borough Assembly was held on July 20, 2023, in the
Assembly Chambers. The meeting was called to order at 6:30 p.m. Staff present were Borough
Manager Aimee Williams, Finance Director Dora Cross, CDD Acting Director Seema Garoutte,
E&F Director Dave Conrad, Borough Clerk Nova M. Javier, and Deputy Clerk Lina Cruz.
INVOCATION
The invocation was given by Major David Davis of the Salvation Army.
2. PLEDGE OF ALLEGIANCE
Mayor Arndt led the Pledge of Allegiance.
3. STATEMENT OF LAND ACKNOWLEDGEMENT
We are gathered on the traditional homeland of the Sugpiaq/Alutiiq people, and we
acknowledge the 10 tribes of the Kodiak Alutiiq Region. We recognize the Alutiiq culture
that enriches our community to this day.
4. ROLL CALL
Present were Mayor Scott Arndt, Assembly Members Joseph Delgado, Jared Griffin,
Larry LeDoux, Ryan Sharratt, Scott Smiley, and James Turner.
5. APPROVAL OF AGENDA AND CONSENT AGENDA
SMILEY moved to approve the agenda and consent agenda.
VOICE VOTE ON MOTION CARRIED UNANIMOUSLY.
6. *APPROVAL OF MINUTES (APPROVED UNDER CONSENT AGENDA)
A. Regular Meeting Minutes of June 15, 2023
7. CITIZENS' COMMENTS
The following spoke under citizen's comments:
•
Deborah Carver •
•
Teresa Storch •
•
Amy Durand •
•
Heather Preece •
•
Michael Milligan •
•
Peyton Callahan •
•
Linda Lance
•
Katherine Sloan •
•
Claudia Anderson •
•
Breanna Cooper •
•
Judy Phillips •
•
Leah Zachar •
Kodiak Island Borough
July 20, 2023
James Patterson
Blythe Brown
Mary Forbes
Mary Jane Longrich
Alyssa Hogue
Seema Garoutte, Assessor/CDD
Acting Director
Carlene McChesney
Robin Cassidy
Major Dave Davis
Patt Gibbs
Andi Olsen
Assembly Regular Meeting Minutes
Page 1 of 7
Regular Meeting of July 20, 2023, and July 22, 2023 (Continuation) Page 4 of 260
AGENDA ITEM #6.A.
• Mel Stephens • Kim Sibrel
• Breanna Peterson • Joan Brodie
• Colin Griffin • Mike Dolph
• Andrew Sablon
8. AWARDS AND PRESENTATIONS — None.
9. COMMITTEE REPORTS — None.
10. PUBLIC HEARING — None.
11. BOROUGH MANAGER'S REPORT
Borough Manager Williams provided a manager's report, and it was included in the
meeting packet.
12. MESSAGES FROM THE BOROUGH MAYOR — None.
13. CONSIDERATION OF CALENDAR - UNFINISHED BUSINESS
Mayor Arndt recessed the regular meeting for 10 minutes at 7:42 p.m. before convening
a quasi -adjudicatory hearing for Good Cause Determinations for Senior Citizens and
Disabled Veterans Exemptions.
A. Good Cause Determination For Late File Senior Citizen Or Disabled Veteran
Exemption Applications
1. LEDOUX moved that the Assembly finds that Mr. Michael Dolph has
presented good cause under KIBC 3.35.030 (D) for his failure to timely file
an application for Senior Citizen exemption, and that the Assessor is directed
to accept the application as timely filed for the property located at 326 Plover
Way, Kodiak, AK 99615.
ROLL CALL VOTE ON THE MOTION FAILED FOUR TO THREE: Delgado,
Smiley, Turner (NOES); Griffin, Ledoux, and Sharratt (AYES). Mayor Arndt's
vote broke the tie.
TURNER moved to table the good cause determination for late file senior
citizen exemption application for Mr. Michael Dolph until all the other cases
have been heard.
ROLL CALL VOTE ON THE MAIN MOTION FAILED FOUR TO TWO:
Griffin, LeDoux, Sharratt, and Smiley (NOES); Delgado and Turner (AYES).
SMILEY moved that the Assembly finds that Mr. Michael Dolph has failed to
present good cause under KIBC 3.35.030 (D) for his failure to timely file an
application for Senior Citizen exemption, and that the Assessor is directed
to reject the application as not timely filed for the property located at 326
Plover Way, Kodiak, AK 99615.
Kodiak Island Borough
July 20, 2023
Assembly Regular Meeting Minutes
Page 2of7
Regular Meeting of July 20, 2023, and July 22, 2023 (Continuation) Page 5 of 260
AGENDA ITEM #6.A.
ROLL CALL VOTE ON THE MAIN MOTION CARRIED FOUR TO THREE:
Smiley, Turner, and Delgado (AYES); LeDoux, Sharratt, and Griffin (NOES).
Mayor Arndt's vote broke the tie.
By unanimous voice vote, the following findings of fact were adopted:
• The applicant failed to timely file before the application deadline of
January 17, 2023, and failed to show good cause for not filing before the
deadline.
2. SMILEY moved that the Assembly finds that Ms. Rebecca Dawn has
presented good cause under KIBC 3.35.030 (D) for her failure to timely file
an application for Senior Citizen exemption, and that the Assessor is directed
to accept the application as timely filed for the property located at NHN
Spruce Island, Ouzinkie, AK 99644.
ROLL CALL VOTE ON THE MOTION CARRIED FIVE TO ONE: Sharratt,
Smiley, Delgado, Griffin, and LeDoux (AYES); Turner (NO).
By unanimous voice vote, the following findings of fact were adopted:
• The applicant failed to timely file before the application deadline of
January 17, 2023, but showed good cause for not filing before the
deadline.
3. TURNER moved that the Assembly finds that Ms. Bernadette Deplazes has
failed to present good cause under KIBC 3.35.030 (D) for her failure to timely
file an application for Senior Citizen exemption, and that the Assessor is
directed to reject the application as not timely filed for the property located
at 522 Leta Street, Kodiak, AK 99615.
ROLL CALL VOTE ON THE MOTION CARRIED FIVE TO ONE: Smiley,
Turner, Delgado, Griffin, and LeDoux (AYES); Sharratt (NO).
By unanimous voice vote, the following findings of fact were adopted:
• The applicant failed to timely file before the application deadline of
January 17, 2023, and failed to show good cause for not filing before the
deadline.
4. SMILEY moved that the Assembly finds that Mr. Walter Sargent has
presented good cause under KIBC 3.35.030 (D) for his failure to timely file
an application for Senior Citizen or exemption, and that the Assessor is
directed to accept the application as timely filed for the property located at
1830 Mission Road, Kodiak, AK 99615.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Turner,
Delgado, Griffin, LeDoux, Sharratt, and Smiley.
By unanimous voice vote, the following findings of fact were adopted:
• The applicant failed to timely file before the application deadline of
January 17, 2023, but showed good cause for not filing before the
deadline.
Kodiak Island Borough
July 20, 2023
Assembly Regular Meeting Minutes
Page 3of7
Regular Meeting of July 20, 2023, and July 22, 2023 (Continuation) Page 6 of 260
AGENDA ITEM #6.A.
5. SMILEY moved that the Assembly finds that Mr. Robert Bushell has
presented good cause under KIBC 3.35.030 (D) for his failure to timely file
an application for Disabled Veteran exemption, and that the Assessor is
directed to accept the application as timely filed for the property located at
1626 Sawmill Circle, Kodiak, AK 99615.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Delgado,
Griffin, LeDoux, Sharratt, Smiley, and Turner.
By unanimous voice vote, the following findings of fact were adopted:
• The applicant failed to timely file before the application deadline of
January 17, 2023, but showed good cause for not filing before the
deadline.
6. SMILEY moved that the Assembly finds that Mr. Robert Coyle has failed to
present good cause under KIBC 3.35.030 (D) for (his/her) failure to timely
file an application for Disabled Veteran exemption, and that the Assessor is
directed to reject the application as not timely filed for the property located
at 12758 S Russian Creek Road, Kodiak, AK 99615.
ROLL CALL VOTE ON THE MOTION CARRIED FOUR TO THREE: Smiley,
Turner, and Delgado (AYES); Griffin, LeDoux, and Sharratt (NOES). Mayor
Arndt's vote broke the tie.
By unanimous voice vote, the following findings of fact were adopted:
• The applicant failed to timely file before the application deadline of
January 17, 2023, and failed to show good cause for not filing before the
deadline.
Mayor Arndt closed the quasi -adjudicatory hearing and recessed for ten
minutes at 8:54 p.m. before reconvening the regular meeting.
At the end of each appeal, Mayor Arndt stated the following:
According to Appellate Rule 602, the Appellant or the Assessor has the right
of appeal to the Superior Court of the State of Alaska from the final decision.
Should you wish to exercise your right of appeal, you must do so by notifying
the Borough attorney and initiating the process within 30 days from the date
of this written decision. Failure to do so will forever bar you from any appeal
of this case.
14. CONSIDERATION OF CALENDAR - NEW BUSINESS
14.A. CONTRACTS
1. Contract No. FY2019-10U, Change Order No. 21, Authorization For
Architectural And Engineering Services Term Contract for Design For The North
Star Elementary School Roof & Skylight Replacement Project
SMILEY moved to authorize the Manager to approve Contract No. FY2019-10U,
Change Order No. 21, authorization for architectural and engineering services
Kodiak Island Borough Assembly Regular Meeting Minutes
July 20, 2023 Page 4 of 7
Regular Meeting of July 20, 2023, and July 22, 2023 (Continuation) Page 7 of 260
AGENDA ITEM #6.A.
term contract for Design of the North Star Elementary School Roof & Skylight
Replacement Project in an amount not to exceed $99,423.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: LeDoux,
Sharratt, Smiley, Turner, Delgado, and Griffin.
2. Contract No. FY2019-10V, Change Order No. 22, Authorization For Architectural
And Engineering Services Term Contract For Design Of The East Elementary
School Roof Replacement Project
SMILEY moved to authorize the Manager to approve Contract No. FY2029-10V,
Change Order No. 22, for Architectural and Engineering Services Term Contract
for design of the East Elementary School Roof Replacement Project in an
amount not to exceed $130,168.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Sharratt,
Smiley, Turner, Delgado, Griffin, and Ledoux.
3. Contract No. FY2022-30E, Change Order No. 5, Authorization For The Landfill
Stage 3 Closure Project With Brechan Construction LLC
SMILEY moved to authorize the Manager to approve Contract No. FY2022-30E,
Change Order No. 5, for additional blasting and processing of shot rock for the
Landfill Stage 3 Closure Project with Brechan Construction LLC in an amount
not to exceed $235,000.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Smiley,
Turner, Delgado, Griffin, Ledoux, and Sharratt.
4. Contract No. FY2024-02 Provision Of Destination Marketing And Tourism
Development Services With Discover Kodiak
SMILEY moved to authorize the Manager to approve Contract No. FY2024-02,
Provision of Destination Marketing and Tourism Development Services with
Discover Kodiak in the amount of $75,000.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Turner,
Delgado, Griffin, Ledoux, Sharratt, and Smiley.
5. Contract No. FY2024-03 A Memorandum Of Agreement Between The State Of
Alaska Department Of Transportation And Public Facilities And The Kodiak
Island Borough For A Sargent Creek And Russian Creek Bridges Planning And
Environmental Linkages (PEL) Study
SMILEY moved to authorize the manager to approve Contract No. FY2024-03,
A Memorandum of Agreement between the State of Alaska Department of
Transportation and Public Facilities and the Kodiak Island Borough for a Sargent
Creek and Russian Creek Bridges Planning and Environmental Linkages (PEL)
Study.
Kodiak Island Borough Assembly Regular Meeting Minutes
July 20, 2023 Page 5 of 7
Regular Meeting of July 20, 2023, and July 22, 2023 (Continuation) Page 8 of 260
AGENDA ITEM #6.A.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Delgado,
Griffin, Ledoux, Sharratt, Smiley, and Turner.
6. Contract No. FY2024-05 Memorandum Of Agreement Between Kodiak Island
Borough And The Kodiak Island Borough School District To Redirect Money
From Main Elementary Roof Project To Tremco Walking Patch Project And
North Star Roof And Skylight Replacement Project
SMILEY moved to authorize Manager to execute Contract No. FY2024-05
memorandum of agreement between the Kodiak Island Borough and the Kodiak
Island Borough School District to redirect money from Main Elementary Roof
Project to Tremco Walking Patch Project and North Star Roof and Skylight
Replacement Project.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Griffin,
Ledoux, Sharratt, Smiley, Turner, and Delgado.
7. Contract No. FY2024-06 Agreement Between The Kodiak Island Borough and
International Brotherhood of Electrical Workers
Clerk's Note: No Action taken.
14.B. RESOLUTIONS
Resolution No. FY2024-03 Allocating Fiscal Year 2024 Kodiak Island Borough
Nonprofit Funding
Mayor Arndt asked the Assembly members to disclose any actual or perceived
conflicts of interest.
Assembly Member Griffin requested a conflict of interest ruling due to his
connections with several non-profit organizations that submitted grant
applications.
Mayor Arndt ruled that Assembly Member Griffin does have a conflict of interest
and asked him to abstain and be excused from participation in discussion of
Kodiak Arts Council, KMXT, and Kodiak College. The mayor also ruled that
Assembly Member Griffin who declared a conflict of interest will be allowed to
discuss and vote on funding the organizations that he is not associated with and
abstain to participate and vote on those organizations directly related to his
conflicts.
LEDOUX moved to appeal the ruling of the Mayor with regards specifically to
the Kodiak College, there is no direct financial conflict between the Kodiak
College and Assembly Member Griffin.
SMILEY moved to adopt Resolution No. FY2024-03.
SMILEY moved to amend Resolution No. FY2024-03 non-profit list from the July
13 Work Session and reduce the Alutiiq Museum to 0, reduce all others in the
Kodiak Island Borough Assembly Regular Meeting Minutes
July 20, 2023 Page 6 of 7
Regular Meeting of July 20, 2023, and July 22, 2023 (Continuation) Page 9 of 260
AGENDA ITEM #6.A.
requests for $5,000 or less group by 6.5 %, and reduce all the ones in the greater
than $5,000 up to $25,000 group by 6.5% to get $25,000 for the Salvation Army.
SHARRATT moved to amend Resolution No. FY2024-03 non-profit list from the
July 13 Work Session and give the Brother Francis Shelter $18,000, KMXT $15,
000, the Kodiak Womens Resource & Crisis Center $25,000, Rural Cap $15,
000, the Salvation Army $25,000, fully fund the Senior Citizen's of Kodiak at $25,
000, American Red Cross at $4,000, Hope Community Resources at $8,500,
Hospice and Palliative Care of Kodiak $5,000, Humane Society of Kodiak at
$3,000, Independent Living Center at $5,000, Island GRAD Project at $2,500,
Kodiak Area Transit System at $10,000, Kodiak KINDNESS Project at $3,000,
Kodiak Teen Court at $5,000, full funding request for Kodiak Soil and Water
Conservation District at $5,000, Chiniak Public Library at $2,000, UAF Kodiak
Seafood & Marine Science Center at $25,000, Kodiak College at $50,000,
Kodiak Area Mentor Program at $3,000, Kodiak Arts Council at $5,000, Kodiak
Maritime Museum at $0, Kodiak History Museum at $0, and Kodiak History
Museum at $0.
TURNER moved to recess the meeting until Saturday July 22, 2023 at 10 A.M.
ROLL CALL VOTE ON THE MOTION TO APPEAL RULING CARRIED
UNANIMOUSLY: LeDoux, Sharratt, Smiley, Turner, and Delgado.
ROLL CALL VOTE ON SECOND AMENDMENT TO MOTION FAILED FOUR
TO TWO: Turner, Delgado, Griffin, and LeDoux (NOES); Sharratt and Smiley
(AYES).
ROLL CALL VOTE ON THE MOTION TO RECESS CARRIED FOUR TO TWO:
Smiley, Turner, Delgado, and Griffin (AYES); LeDoux and Sharratt (NOES).
17. ADJOURNMENT
Clerk's Note: The meeting was recessed until Saturday July 22, 2023 at 10 A.M. in
the Borough Assembly Chambers.
KODIAK ISLAND BOROUGH
Scott Arndt, Borough Mayor
Kodiak Island Borough
July 20, 2023
ATTEST:
Nova M. Javier, Borough Clerk
Assembly Regular Meeting Minutes
Page 7of7
Regular Meeting of July 20, 2023, and July 22, 2023 (Continuation) Page 10 of 260
AGENDA ITEM #6.A.
KODIAK ISLAND BOROUGH
Assembly Regular Meeting
July 22, 2023
A regular meeting of the Kodiak Island Borough Assembly was held on July 22, 2023, which
was a continuation of the July 20, 2023 Regular Meeting, in the Assembly Chambers. The
meeting was called to order at 10 a.m. Staff present were Borough Manager Aimee Williams,
CDD Acting Director Seema Garoutte, E&F Director Dave Conrad, and Borough Clerk Nova M.
Javier.
ROLL CALL
Present were Deputy Presiding Officer Scott Smiley, Assembly Members Joseph
Delgado, Jared Griffin, Larry LeDoux, Ryan Sharratt, and James Turner.
The following were the remaining items from the July 20, 2023, Regular Meeting:
14.B. RESOLUTIONS
1. Resolution No. FY2024-03 Allocating Fiscal Year 2024 Kodiak Island Borough
Nonprofit Funding
Clerk's Note: There were two motions that were on the floor: The main motion
and an amendment made by Assembly Member Smiley.
DELGADO moved to amend the amendment by changing the following
amounts: KANA — 0; Alutiiq Museum - $4,675; Native Village of Afognak -
$4,675; and Native Village of Port Lions - $4,675.
ROLL CALL VOTE ON MOTION CARRIED FIVE TO ONE: Delgado, Griffin,
LeDoux, Sharratt, and Smiley (AYES); Turner (NO).
GRIFFIN moved to amend the amendment by transferring $5,000 from the UAF
Kodiak Seafood & Marine Science Center to the Kodiak College.
ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Griffin, LeDoux,
Sharratt, Smiley, Turner, and Delgado.
TURNER moved to amend the amendment by substitution of the version he
proposed.
ROLL CALL VOTE ON MOTION FAILED THREE TO THREE: Delgado,
Sharratt, and Smiley (NOES); Griffin, LeDoux, and Turner (AYES).
SMILEY moved to amend the amendment by transferring $1,000 from the
Kodiak College to the Chiniak Public Library.
ROLL CALL VOTE ON MOTION CARRIED FOUR TO TWO: Sharratt, Smiley,
Delgado, and Griffin (AYES); LeDoux and Turner (NOES).
Kodiak Island Borough Assembly Regular Meeting Minutes
July 20, 2023 Page 1 of 4
Regular Meeting of July 20, 2023, and July 22, 2023 (Continuation) Page 11 of 260
AGENDA ITEM #6.A.
GRIFFIN called for the question (close the debate).
ROLL CALL VOTE ON MOTION CARRIED FIVE TO ONE: Delgado, Griffin,
LeDoux, Sharratt, and Turner (AYES); Smiley (NO).
ROLL CALL VOTE ON THE ORIGINAL AMENDMENT (SMILEY'S
AMENDMENT) CARRIED FIVE TO ONE: Delgado, Griffin, LeDoux, Sharratt,
and Smiley (AYES); Turner (NO).
ROLL CALL VOTE ON THE MAIN MOTION AS AMENDED CARRIED FIVE TO
ONE: Delgado, Griffin, LeDoux, Sharratt, and Smiley (AYES); Turner (NO).
2. Resolution No. FY2024-04 Authorizing The Manager To Execute A Grant
Agreement With The Department Of Commerce, Community, And Economic
Development Legislative Grant For The Purpose of Repair And Replacement Of
Playground Equipment At The Sargent Creek Park
GRIFFIN moved to adopt Resolution No. FY2024-04.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Delgado,
Griffin, LeDoux, Sharratt, Smiley, and Turner.
14.C. ORDINANCES FOR INTRODUCTION
Ordinance No. FY2023-18 Amending Kodiak Island Borough Code Title 1
General Provisions Chapter 1.20 General Penalty Section 1.20.050 Fine
Schedule Setting Out Penalties In The Minor Offense Fine Schedule; And
Amending Title 8 Health And Safety Chapter 8.20 Littering Section 8.20.010
Unlawful Acts Regarding Littering And Improper Disposal Of Waste
LEDOUX moved to advance Ordinance No. FY2023-18 to public hearing at the
next regular meeting of the Assembly.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Griffin,
LeDoux, Sharratt, Smiley, Turner, and Delgado.
14.D. OTHER ITEMS
Declaring A Retail Business Representative Seat Vacant On The Solid Waste
Advisory Board (Mr. Robert Williams)
LEDOUX moved to accept, with regret, the resignation of Mr. Robert Williams
effective June 30, 2023, and direct the Borough Clerk to advertise the vacancy
per Borough code.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: LeDoux,
Sharratt, Smiley, Turner, Delgado, and Griffin.
Kodiak Island Borough
July 22, 2023
Assembly Regular Meeting Minutes
Page 2 of 4
Regular Meeting of July 20, 2023, and July 22, 2023 (Continuation) Page 12 of 260
AGENDA ITEM #6.A.
2. Declaring A Seat Vacant On The Parks And Recreation Committee (Mr.
Benjamin Vincent)
LEDOUX moved to accept, with regret, the resignation of Mr. Benjamin Vincent
effective June 26, 2023, and direct the Borough Clerk to advertise the vacancy
per Borough code.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Sharratt,
Smiley, Turner, Delgado, Griffin, and LeDoux
3. Approval Of A Letter Of Support For The Cook Inlet Regional Citizens Advisory
Council (CIRCAC) Recertification Application
LEDOUX Moved to approve a letter of support for the Cook Inlet Regional
Citizens Advisory Council recertification application.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Smiley,
Turner, Delgado, Griffin, LeDoux, and Sharratt.
15. CITIZENS' COMMENTS
The following spoke under citizen's comments:
• Carlene McChesney
• Kim Sibrel
16. ASSEMBLY MEMBERS' COMMENTS
• Assembly member Turner had no comments.
• Assembly member Delgado thanked the staff. He spoke on the importance of
running for office. He hoped to see Kodiak employers supporting those who wish
to run for office. He wishes to see diversity on the Assembly.
• Assembly member Griffin echoed comments about the importance of running for
office. He spoke about pedestrian safety during emergencies and the
downgrading of tsunami warning. He welcomed Bayside Fire Chief Ellis to
Kodiak. He would like to see an increase of the allotment to the nonprofit. He
advocated that the Assembly consider the toll on staff members about recessing
or calling for meetings on the weekends.
• Assembly member LeDoux advocated reviewing the EMS plan and also a review
of what worked and what did not work for the COVID related emergency. He
hoped the City and the Borough could come together and have these
discussions including the tsunami protocols. He also wishes for the assembly to
discuss senior exemptions.
• Assembly member Sharratt thanked Borough staff for attending the Saturday
meeting and he specially thanked E&F Director Conrad and CDD Director
Garoutte. He expressed his condolences to the families of Mr. Walter Sargent
and Ms. Vanessa McCormick. He announced and invited everyone to the Kodiak
Armory Facility Renaming event on Thursday at 5:30 p.m.
• Assembly member Smiley felt it was important for the Assembly to spend the
time discussing the nonprofits as it showed that the Assembly takes
Kodiak Island Borough Assembly Regular Meeting Minutes
July 22, 2023 Page 3 of 4
Regular Meeting of July 20, 2023, and July 22, 2023 (Continuation) Page 13 of 260
AGENDA ITEM #6.A.
responsibility in spending the taxpayer's money. He also appreciated the staff
for all the work that they do. He encouraged diversity on the Assembly.
17. ADJOURNMENT
GRIFFIN moved to adjourn the meeting at 11:30 a.m.
VOICE VOTE ON MOTION CARRIED UNANIMOUSLY.
KODIAK ISLAND BOROUGH
Scott Arndt, Borough Mayor
Kodiak Island Borough
July 22, 2023
ATTEST:
Nova M. Javier, Borough Clerk
Assembly Regular Meeting Minutes
Page 4 of 4
Regular Meeting of July 20, 2023, and July 22, 2023 (Continuation) Page 14 of 260
AGENDA ITEM #1O.A.
KODIAK ISLAND BOROUGH
STAFF REPORT
AUGUST 3, 2023
ASSEMBLY REGULAR MEETING
SUBJECT: Ordinance No. FY2023-18 Amending Kodiak Island Borough Code Title 1
General Provisions Chapter 1.20 General Penalty Section 1.20.050 Fine
Schedule Setting Out Penalties In The Minor Offense Fine Schedule; And
Amending Title 8 Health And Safety Chapter 8.20 Littering Section 8.20.010
Unlawful Acts Regarding Littering And Improper Disposal Of Waste
ORIGINATOR: Seema Garoutte, Assessor/Interim CDD Director
RECOMMENDATION:
Move to adopt Ordinance No. FY2023-18.
DISCUSSION:
After discussion with the Assembly, Community Development would like to bring forward the
following ordinance forward for the Assemblies consideration to update portions of the UMOT
code. The mandatory court appearance for Improper Use of Recreational Vehicle as a Dwelling
Unit was left on as it was. Community Development believes that we should go through the
court system due to it being a place of residence. We would have substantial amounts of
evidence for the court to make a decision. History: In 2022, Community Development asked
the Assembly about putting together some information about updates to UMOT. At that time, it
was a general consensus by the Assembly to put some numbers together and bring it back to
the Assembly to see if they were interested in Community Development putting an ordinance
together to update UMOT for Zoning Compliance, including individuals living in RV's for more
than 90 days, outdoor Storage, and includes Building and Construction penalties and remedies
so that work in conjunction with Building and Safety.Additionally, Community Development is
working with Attorney Brandt -Erichsen on a cease and desist order, with the option to appeal
to dispute. Community Development will bring that forward for Assembly review after all the
details have been worked out.
ALTERNATIVES:
FISCAL IMPACT:
OTHER INFORMATION:
Kodiak Island Borough
Ordinance No. FY2023-18 Amending Kodiak Island Borough Code Title 1 Gene... Page 15 of 260
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
AGENDA ITEM #10.A.
KODIAK ISLAND BOROUGH
ORDINANCE NO. FY2023-18
AN ORDINANCE OF THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH AMENDING
KODIAK ISLAND BOROUGH CODE TITLE 1 GENERAL PROVISIONS CHAPTER 1.20
GENERAL PENALTY SECTION 1.20.050 FINE SCHEDULE SETTING OUT PENALTIES IN
THE MINOR OFFENSE FINE SCHEDULE; AND AMENDING TITLE 8 HEALTH AND SAFETY
CHAPTER 8.20 LITTERING SECTION 8.20.010 UNLAWFUL ACTS REGARDING LITTERING
AND IMPROPER DISPOSAL OF WASTE
WHEREAS, the Kodiak Island Borough has adopted provisions to include certain code
violations in the Alaska Uniform Minor Offense Table (UMOT); thus, allowing enforcement with
citations as necessary requires reasons to be described in the code; and
WHEREAS, the Assembly desires to include additional code violations in the UMOT to enable
more effective enforcement where those violations occur; and
WHEREAS, the Assembly desires to establish new provisions in the Kodiak Island Borough
Code designed to enable more effective enforcement of prohibitions on improper disposal of
waste at transfer sites by making the owner of the vehicle used in connection with the improper
disposal of the waste responsible for the violation.
NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KODIAK ISLAND
BOROUGH that:
Section 1: This ordinance is of a general and permanent nature and shall become a part of the
Kodiak Island Borough Code of Ordinances.
Section 2: That Kodiak Island Borough Section 1.20.050 Fine Schedule is amended to read as
follows:
1.20.050 Fine Schedule.
Code Section
Offense
Penalty/Fine
KIBC 6.04.020
Cruelty to Animals
Mandatory court
appearance
KIBC 6.04.060
Contagious Animals
$55
Prohibited (1st offense)
KIBC 6.04.060
Contagious Animals
$83
Prohibited (2nd offense)
KIBC 6.04.060
Contagious Animals
$100
Prohibited (3rd and
subsequentoffenses)
Ordinance No. FY2023-18
Page 1 of 6
Ordinance No. FY2023-18 Amending Kodiak Island Borough Code Title 1 Gene... Page 16 of 260
AGENDA ITEM #10.A.
KIBC 6.04.080
Annoying Animals
$28
Prohibited (1st offense)
KIBC 6.04.080
Annoying Animals
$55
Prohibited (2nd offense)
KIBC 6.04.080
Annoying Animals
$83
Prohibited (3rd and
subsequent offenses)
KI BC 6.04.100(A)
Control of Animals
Mandatory court
appearance
KI BC 6.04.100(B) and
Control of Animals (1st
$55
(D)
offense)
KI BC 6.04.100(B) and
Control of Animals (2nd
$83
(D)
offense)
KI BC 6.04.100(B) and
Control of Animals (3rd
$110
(D)
and subsequent
offenses)
KI BC 6.04.110
Animal Littering
$28
Prohibited (1st offense)
KI BC 6.04.110
Animal Littering
$55
Prohibited (2nd offense)
KI BC 6.04.110
Animal Littering
$83
Prohibited (3rd and
subsequent offenses)
KIBC 6.04.120(A), (B),
Animal Identification (1st
$28
(C) and (D)
offense)
KIBC 6.04.120(A), (B),
Animal Identification (2nd
$55
(C) and (D)
offense)
KIBC 6.04.120(A), (B),
Animal Identification (3rd
$83
(C) and (D)
and subsequent
offenses)
KIBC 6.04.130
Animal Tag and Collar
$28
(1st offense)
KIBC 6.04.130
Animal Tag and Collar
$55
(2nd offense)
KIBC 6.04.130
Animal Tag and Collar
$83
(3rd and subsequent
offenses)
KIBC 8.20.010(A)
Littering
$100 first offense, $300
second offense, $1000
third offense.
KIBC 8.20.010(B)
Allowinq Vehicle to be
$100 first offense, $300
second offense, $1000
Used in littering
third offense.
Ordinance No. FY2023-18
Page 2 of 6
Ordinance No. FY2023-18 Amending Kodiak Island Borough Code Title 1 Gene... Page 17 of 260
AGENDA ITEM #10.A.
KIBC 8.20.010(C)
Allowing Vehicle to be
$100 first offense, $300
second offense, $1000
Used in the Improper
Disposal of Solid Waste
third offense.
at a Borough Waste
Site
KIBC 8.25.070(B)(3)(b)
Solid Waste Storage and
$50
Set -Out (1st offense)
KIBC 8.25.070(B)(3)(b)
Solid Waste Storage and
$200
Set -Out (2nd offense)
KIBC 8.25.070(B)(3)(b)
Solid Waste Storage and
$500
Set -Out (3rd offense)
KIBC 8.25.070(B)(3)(b)
Solid Waste Storage and
$1,000
Set -Out (4th and
subsequent offenses)
KIBC 10.10.010
Junk Vehicles (1st
$450
offense)
KIBC 10.10.010
Junk Vehicles (2nd and
$600
subsequent offenses)
KIBC 10.20.010
Obstruction of Rights -of-
$50
Way (1 st offense)
KIBC 10.20.010
Obstruction of Rights -of-
$100
Way (2nd offense)
KIBC 10.20.010
Obstruction of Rights -of-
$200
Way (3rd and
subsequent offenses)
KIBC 10.20.020
Obstruction of Service
$50
(1st offense)
KIBC 10.20.020
Obstruction of Service
$100
(2nd offense)
KIBC 10.20.020
Obstruction of Service
$200
(3rd and subsequent
offenses)
KIBC 15.50.030(C)
Violation of Stop Work
$300 per day
Order
KIBC 17.15.060
Failure to Obtain
300
Zoning Compliance
Permit
KIBC 17.15.020
Use, Occupancy,
$300.00
Construction in
Violation of Zone
Limitations, per day
Ordinance No. FY2023-18
Page 3 of 6
Ordinance No. FY2023-18 Amending Kodiak Island Borough Code Title 1 Gene... Page 18 of 260
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
AGENDA ITEM #10.A.
KIBC 17.165.050
Improper Use of
Recreational Vehicle as
Mandatory Court
appearance
a Dwelling Unit
Section 3: That Kodiak Island Borough Section 8.20.010 Unlawful Acts is amended to read as
follows:
8.20.010 Unlawful Acts.
A. A person may not throw, drop, deposit, discard or otherwise dispose of litter from a vehicle
or otherwise, on public or private property in the borough or in waters in the borough or
under borough jurisdiction unless:
1. The property is designated by the borough as a site for the sanitary disposal of
garbage or refuse, and the person is authorized to use the site for that purpose; or
Litter is placed in a litter receptacle, and the person is authorized to use that
receptacle, so that the litter is prevented from being carried away or deposited by the
elements upon public or private property or waters in the borough or under borough
jurisdiction.
B. Use of vehicle to litter. A vehicle may not be in used in the commission of the
violation of subsection (A) of this section. It is a violation of this section to use or
allow the use of a vehicle in the violation of subsection (A) of this section.
1. Vehicle Owner's Responsibility. It is unlawful for any person, firm, or
corporation to authorize or knowingly to permit any vehicle registered in his,
her or its name to be used in the violation of subsection (A) of this section.
2. Registered Owner Responsible for Violations. A vehicle that is used in the
violation of subsection (A) of this section is considered to have been used by
any registered owner of the vehicle. When a vehicle is registered to two or more
owners each owner is deemed to have consented to any use of the vehicle by
another registered owner and each such owner shall be deemed to have given
consent to the use of the vehicle by any other person who has received the
consent of any registered owner. Only the registration records of the vehicle as
of the date of the violation or an acknowledgment of conveyance signed or
sworn to by the alleged new owner will be accepted as satisfactory evidence
that a vehicle has been sold or otherwise conveyed to a new owner.
C. Use of vehicle to improperly deposit waste. A vehicle may not be used in the
transportation or disposal of solid waste, as defined in KIBC 8.25.020, at a
borough waste site unless the waste is placed in the container provided for that
purpose. It is a violation of this section to use or allow the use of a vehicle to
Ordinance No. FY2023-18
Page 4 of 6
Ordinance No. FY2023-18 Amending Kodiak Island Borough Code Title 1 Gene... Page 19 of 260
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100
101
102
103
104
105
106
107
108
109
110
111
112
113
114
115
116
117
118
119
AGENDA ITEM #10.A.
transport solid waste which is deposited on the around outside of the container
at a waste site. For purposes of this section a waste site is a location where a
roll off container has been placed by the borough or its contractor for persons
to deposit solid waste.
1. Vehicle Owner's Responsibility. It is unlawful for anv person, firm, or
corporation to authorize or knowingly to permit any vehicle registered in his,
her or its name to be used in the transportation or disposal of solid waste at
a borouah waste site unless the waste is placed in the container provided for
that purpose.
2. Reaistered Owner Responsible for Violations. A vehicle that is used to
transport or in the disposal of solid waste at a borough waste site which is
not placed in the container provided for that purpose is considered to have
been used by any registered owner of the vehicle When a vehicle is registered
to two or more owners each owner is deemed to have consented to any use
of the vehicle by another registered owner and each such owner shall be
deemed to have given consent to the use of the vehicle by any other person
who has received the consent of any registered owner. Only the registration
records of the vehicle as of the date of the violation or an acknowledgment of
conveyance signed or sworn to by the alleged new owner will be accepted as
satisfactory evidence that a vehicle has been sold or otherwise conveved to
a new owner.
D. 9-. A vehicle may not be driven or moved on a public highway or right-of-way unless it
is constructed, loaded or covered to prevent its load from dropping, shifting, leaking or
otherwise escaping from the vehicle. This subsection does not apply to a vehicle used:
1. To deposit salt or sand to secure traction; or
2. By a public agency to clean or maintain highways.
The vehicle owner and the person who operates the vehicle are each responsible for penalties
for violation of this section. A person who operates a vehicle from which an object has fallen or
escaped which obstructs or endangers travel upon a public highway or right-of-way shall
immediately remove the object at his own expense or pay the cost of removal incurred by the
borough or by another party.
Effective Date: This ordinance takes effect 30 days after adoption.
ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
THIS
KODIAK ISLAND BOROUGH
Ordinance No. FY2023-18
DAY OF , 2023
Page 5 of 6
Ordinance No. FY2023-18 Amending Kodiak Island Borough Code Title 1 Gene... Page 20 of 260
AGENDA ITEM #10.A.
120 ATTEST:
121
122 Scott Arndt, Mayor
123 Nova M. Javier, MMC, Borough Clerk
124
125 Introduced by: KIB Assembly
126 First reading: 07/20/2023
127 Second reading/public hearing: 08/03/2023
128
129 VOTES:
130 Ayes:
131 Noes:
132
Ordinance No. FY2023-18 Page 6 of 6
Ordinance No. FY2023-18 Amending Kodiak Island Borough Code Title 1 Gene... Page 21 of 260
Kodiak Island Borough
OFFICE of the MANAGER
710 Mill Bay Road
Kodiak, Alaska 99615
Phone (907) 486-9301
TO: Kodiak Island Borough Assembly
FROM: Aimee Williams
RE: Managers Report, August 3, 2023
Manager's Department
Anniversaries —
Paul Van Dyke — 30 Years today!
James Dixon — 3 years today!
Union Negotiations — Met with our federal mediator and the IBEW representative this morning.
The IBEW representatives met with our union team this afternoon to go over various items. Our
next meeting to discuss what we went over with our teams is scheduled for Monday, August 7,
2023 at 12:0013M.
Public Reception — Representative Stutes has invited the community to a reception on August
8, 2023, from 4:30-6:30PM at the Touch Tank building. She has invited a small group of state
legislators and senators to come to Kodiak to learn more about our region and this will be a
good opportunity for them to learn about Kodiak's unique needs.
Solid Waste Contract — worked with staff on clarifying language to propose a second
amendment to the contract. Staff is finalizing the requested changes and then those changes
will then go to the lawyer for review before going to Alaska Waste for review.
Travel — Alaska Municipal League August 8-11, 2023.
Prince Williams Sound Regional Citizens Advisory Council August 14-15, 2023.
Compensation Study— We are still waiting on the final summary report from Gallagher.
Chiniak Advisory School Board (ASB) — Met with the new President of the Chiniak ASB to go
over questions that they had about the school in Chiniak.
Healthcare Space Planning and Concept Study — Consultants are here in person next week for
the study.
Engineering and Facilities —
Landfill - Bulldozer has been returned!
• Staff is preparing to move the fill site to the lower area in
Cell#1.
KFRC Discharge Permit — Mixing Zone information has been provided 'AF_
to the ADEC for review, comment, and inclusion for the issuance of the required APDES Permit.
KIB is striving to avoid an assignment of penalty as the final steps are completed to be
compliant.
KFRC — Awaiting contact from Long Technologies to discuss Direct Digital Control review and
potential software upgrade. Awaiting completion of a base plate from a local vendor. Sewer lift
station will be rebuilt when all materials are on site and assembled.
Swimming Pool — Potential vendor has been contacted via email with questions. No reply to
date.
KIBSD —
• Peterson Elementary— E/F Staff has confirmed that no construction will take place this
season. RFI received for clarification associated with insulation foam drainage
configuration. Friend Contractors has not provided a schedule or began discussions on
an appropriate due date.
• North Star Windows & Siding Phase 2 — Window installation is nearing completion.
Siding replacement is now the focus. Exterior metal door painting.
• East Roof Proposal Package — Purchase order sent to architect to begin design.
• North Star Roof Replacement and Skylight Replacement — Design and project bid
package has been approved and PO sent to the architect.
• Karluk and Larsen Bay — Scheduling repairs with contractor. Larsen Bay Tribal Council
and City of Larsen Bay have signed the transfer agreement. Awaiting all required
signatures.
Leachate Treatment Plant — Work on the addition continues. Anticipate contractor to begin
painting next week. Concrete surface defect repair material has been approved. Expansion joint
is not acceptable as installed. Exposed rubber membrane will be attractant to the area birds. A
request for providing a steel flashing material cover has been requested. American Steel
information has been requested again.
Stage 3 Closure — Final walk of the closed areas has been performed. Contractor provided with
a final punch list for project completion. Final surveyed quantities are required before the job is
completed.
Bayside Fire Department — Dry sprinkler system associated with the original building has been
secured due to being tripped. E/F has ordered repairs and evaluation of the pipes and fitting
per NFPA code requirements. Temporary repairs anticipated next week. A revised estimate will
be generated after inspection and temporary repairs are completed.
Health and Facilities Advisory Board — A request will be made for the members to participate in
the August 7 -11 Health Care Facility Evaluation.
PKIMC — Providence and KCHC have provided requested information specific to patient count
information and operations. DLR is analyzing to better prepare for next weeks on site
evaluation process.
Borough Building — New electric and oil -fired boiler are set in place on new equipment pads.
Electrical upgrades are continuing.
Solid Waste Contract — Staff is continuing to prepare alternate language for contract change for
clarification.
KFRC Touch Tank — Facility has been opened Thursdays and Fridays from 11:00 to 4:30 pm
weekly for the summer months. Accommodating cruise ships that are making previous
arrangements.
Finance Department/ IT -
TY2023 Real & Personal Property Taxes — For those wanting to participate in the half -payment
option for tax payments, the first payment is due Tuesday, August 15th, with the send payment
due November 15th. For those choosing the full -payment option, payment is due October 16th
PATS Software — Property Assessment and Taxation Software — Notice of Intent to Award has
been sent. The Assembly will be voting on this contract tonight.
ARPA LATCF Funding — We received the second tranche of funding, $2.3 million, this week.
IT —
• Two full shutdowns and spin -ups completed without loss of staff time or services to the
public! Much was spent migrating datacenter resources to allow for work on the
generators to take place while maintaining essential services and safety features at the
Landfill, which stays open on Saturdays. Our Hot -site resources and procedures have
enabled us to do this, which has proven to be a great asset.
• Upgrades made to hot -site connections for redundancy and speed.
• Working on the implementation and troubleshooting of a wireless signature device out
at the landfill to make transactions there smoother and easier for everyone.
• GIS has continued to bring our public -facing records up to speed, including automating
updates for our property and lease layers online on the borough map viewer.
• Travis, our GIS Analyst, has been meeting directly with staff and departments to identify
needs and produce tools to increase productivity and eliminate the pains of technology.
• Acquired most of the tools to begin planning, capturing, and uploading street view
imagery on the road system, initially, and in outlying communities further in the future.
• Michael, our PC Tech, continues to coordinate with departments to transition devices to
Windows 11. Our outlying assets are on the docket, but it's a tight dance with staff time
and maintaining services for the public.
• Working on automating some repetitive IT tasks, leveraging economies of scale to
further enable our small team to have the biggest impact possible, and to free up time
for us to better assist our peers with any issues that pop up.
• Working on identifying aging IT infrastructure (specifically our fiber optic network) and
formulating paths forward to ensure continuity of services.
• Work continues to finalize and implement our satellite facility connectivity upgrades.
Assessing Department —
Exemptions — Assessing staff continues to work on the requests for business / non-profit tax
exemptions. There is a backlog on these requests.
Tax Roll —There are as many as forty $150,000 exemptions from either seniors or disabled
veterans that might still be granted. This would result in a possibility of $6,000,000 less of
taxable value if there are additional appeals or eligibility changes occur. Assessing processed 23
supplements for SC/DV eligibility as of July 26, 2023.
Field work — Assessing continues FY2024 field work in Service District 1. Assessing mailed
postcards to property owners in SD1 to notify of Assessing field work. There has been a great
response from the public because of these. Several residents have commented that they knew
exactly why our assessing staff members were at their properties.
Up Next - Commercial modeling & depreciation, mobile home depreciation tables, and land -
valuation will be reviewed this year.
Community Development —
Planning and Zoning — Planning and Zoning Commission will have a work session on August 9,
2023. CDD is announcing on radio and in the newspaper, requesting public input for ADU
ordinance changes that the Commission wants to bring to the Assembly.
4
Parks and Recreation —The July 251h meeting was canceled due to lack of quorum. The next
meeting is scheduled for August 22 at 11 am. Elections, quarterly meeting schedules, and
bylaws creation will be discussed.
Staffing — Community Development is getting ready for the new department head to
arrive. Chris French is due to make it to the island on August 18, 2023 and begin work here at
KIB on August 21, 2023.
AGENDA ITEM #14.A.1.
KODIAK ISLAND BOROUGH
STAFF REPORT
AUGUST 3, 2023
ASSEMBLY REGULAR MEETING
SUBJECT: Contract No. FY2022-40A Amending Contract No. FY2022-40 Borough Clerk
Employment Agreement
ORIGINATOR: Scott Smiley, Assembly Member
RECOMMENDATION:
Move to approve Contract No. FY2022-40A amending Contract No. FY2022-40 Borough Clerk
Employment Agreement.
DISCUSSION:
The Borough Assembly conducted a Clerk's Performance Evaluation on June 15, 2023. As a
result, the Assembly assigned Mayor Scott Arndt and Deputy Presiding Officer Scott Smiley to
renegotiate the Clerk's contract. Amendment A is presented to amend sections 10 and 13 of
the existing contract.
ALTERNATIVES:
FISCAL IMPACT:
OTHER INFORMATION:
Kodiak Island Borough
Contract No. FY2022-40AAmending Contract No. FY2022-40 Borough Clerk Em... Page 27 of 260
AGENDA ITEM #14.A.1.
Borough Clerk Employment Agreement
Contract No. FY2022-40, Amendment A Between the
Kodiak Island Borough and Nova M. Javier, MMC, Borough Clerk
Whereas, the Borough Assembly conducted a Clerk's Performance Evaluation on
June 15, 2023; and
Whereas, as a result of the evaluation, the Assembly assigned Mayor Scott Arndt and
Deputy Presiding Officer Scott Smiley to renegotiate the Clerk's Contract.
Now, therefore, Amendment A is presented to amend sections 10 and 13 of Contract
No. FY2022-40 as follows.
SECTION 10: EVALUATIONS
Clerk shall receive a full performance review annually on or prior to the contract
anniversary date. Effective on the anniversary date(s) during the term of this
agreement, the Borough agrees to increase said salary on the basis of a favorable
annual review until the Clerk reaches the top of the E83 pay range.
SECTION 13: NO REDUCTION OF BENEFITS; GOOD FAITH AND FAIR DEADLINE
A. Borough shall not at anytime during the term of employment with this
agreement reduce the Clerk's salary. All other compensation or other
financial benefits will be provided to the Clerk, in accordance with the Kodiak
Island Borough Personnel Rules and Regulations, as provided for all
employees.
B. All contract provisions shall be subject to good faith and fair dealing.
IN WITNESS WHEREOF, the parties have executed this employment agreement
amendment on the date shown below.
Executed this day of 12023.
KODIAK ISLAND BOROUGH BOROUGH CLERK
Scott Smiley
Deputy Presiding Officer
Nova M. Javier, MMC
Borough Clerk
Contract No. FY2022-40AAmending Contract No. FY2022-40 Borough Clerk Em... Page 28 of 260
AGENDA ITEM #14.A.2.
KODIAK ISLAND BOROUGH
STAFF REPORT
AUGUST 3, 2023
ASSEMBLY REGULAR MEETING
SUBJECT: Contract No. FY2023-41 Property Assessment Taxation Software To Tyler
Technologies, Inc.
ORIGINATOR: Dora Cross, Finance Director
RECOMMENDATION:
Move to authorize the Manager to award Contract No. FY2023-41 Property Assessment
Taxation Software To Tyler Technologies, Inc. in the amount of $998,425.
DISCUSSION:
An RFP (Request For Proposal) for the replacement of our current assessing, taxation and
collections software was issued on December 23, 2022, with a return date of February 28, 2023.
We received one response to the RFP which was subsequently reviewed by Assessing,
Finance and IT staff along with input from our attorney. We recommend awarding the contract
to the respondent, Tyler Technologies, Inc.
Our current PACS (property assessment & collection software) system is owned by Harris
Govern and has been used since 2008. Our 8.5 version is not in use by any other jurisdiction,
and this software, although still minimally supported by the vendor, is no longer being updated
with any requested fixes or security enhancements.
The three year contract covers implementation and license fee for their Enterprise Assessment
& Tax program which is a SaaS (software as a service) type of cloud -based software. This
program will enable the public to utilize real-time GIS and property information. Our intent is to
purchase their Enterprise Assessment & Tax Standard package in addition to their Inquiry &
Appeals Tracking, Personal Property, and Property Access modules. There are several other
optional modules available for a fee that may be considered in the future such as Delinquent
Tax, Cashiering and Field Mobile, however staff is not currently recommending them. Tyler's
software is currently being used by the Municipality of Anchorage, is in the process of being
implemented in the Ketchikan Gateway Borough, and the Mat -Su Borough is in contract
negotiations with them, so we would not be the only Alaska municipal user of the product.
Since this contract does not include assistance with performing data clean-up, staff may be
looking into service contracts with either Resource Data, Inc. or Harris Govern for additional
help in that area if necessary.
Timeline for installation is an expected to be 17 months with an estimated cost of $572,500. In
addition to the installation costs, the contract caps three years of license fees, less a current
client discount of $47,325, to $425,925 ($141,975 annually), which brings the three year
contract total to $998,425.
During implementation, Assessing and Finance staff will be running two systems concurrently
and will be paying annual license fees to both vendors. Both Harris' annual license fees of
$69,300 and an estimate of Tyler's license fees at $150,000 were included in the FY2024
budget (General Fund - IT department budget).
Kodiak Island Borough
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 29 of 260
AGENDA ITEM #14.A.2.
KODIAK ISLAND BOROUGH
STAFF REPORT
AUGUST 3, 2023
ASSEMBLY REGULAR MEETING
The Borough currently has $600,000 set aside in a project fund in preparation of this project
which should cover the implementation costs. This would leave $27,500 which could be used
to pay for data cleanup and conversion costs if needed since annual license fees are budgeted
and paid for in the annual operating budget.
After contract award, staff will work with the vendor for an implementation begin date suitable
to both organizations.
ALTERNATIVES:
FISCAL IMPACT:
Annual General Fund Operating Budget
FY2024 $211,275 License Fees (2 vendors)
FY2025 $211,275 License Fees (2 vendors)
FY2026 $141,975 License Fees (1 vendor)
Capital Project Fund Project #19008 ($600,000 balance)
$572,500 Implementation Costs
$ 27,500 Data cleanup/conversion assistance
OTHER INFORMATION:
Kodiak Island Borough
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 30 of 260
AGENDA ITEM #14.A.2.
•
••�'••
tyler...
•� technologies
SOFTWARE AS A SERVICE AGREEMENT
This Software as a Service Agreement is made between Tyler Technologies, Inc. and Client.
WHEREAS, Client selected Tyler to provide certain products and services set forth in the Investment
Summary, including providing Client with access to Tyler's proprietary software products, and Tyler
desires to provide such products and services under the terms of this Agreement;
NOW THEREFORE, in consideration of the foregoing and of the mutual covenants and promises set forth
in this Agreement, Tyler and Client agree as follows:
SECTION A— DEFINITIONS
• "Agreement" means this Software as a Service Agreement.
• "Business Travel Policy" means our business travel policy. A copy of our current Business Travel
Policy is attached as Schedule 1 to Exhibit B.
• "Client" means Kodiak Island Borough, Alaska.
• 'Data" means your data necessary to utilize the Tyler Software.
• "Data Storage Capacity" means the contracted amount of storage capacity for your Data
identified in the Investment Summary.
• "Defect" means a failure of the Tyler Software to substantially conform to the functional
descriptions set forth in our written proposal to you, or their functional equivalent. Future
functionality may be updated, modified, or otherwise enhanced through our maintenance and
support services, and the governing functional descriptions for such future functionality will be
set forth in our then -current Documentation.
• "Developer" means a third party who owns the intellectual property rights to Third Party
Software.
• "Documentation" means, as applicable, any online or written documentation related to the use
or functionality of the Tyler Software that we provide or otherwise make available to you,
including instructions, user guides, manuals and other training or self-help documentation.
• "Effective Date" means the date by which both your and our authorized representatives have
signed the Agreement.
• "Force Majeure" means an event beyond the reasonable control of you or us, including, without
limitation, governmental action, war, riot or civil commotion, fire, natural disaster, extreme
inflation (eight percent or greater per year), or any other cause that could not with reasonable
diligence be foreseen or prevented by you or us.
• "Investment Summary" means the agreed upon cost proposal for the products and services
attached as Exhibit A.
• "Invoicing and Payment Policy" means the invoicing and payment policy. A copy of our current
Invoicing and Payment Policy is attached as Exhibit B.
tyler
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 31 of 260
AGENDA ITEM #14.A.2.
• "Project Initiation Date" means the date on which a kickoff meeting is held, a project calendar is
established, and Tyler personnel begin work.
• "SaaS Fees" means the fees for the SaaS Services identified in the Investment Summary.
• "SaaS Services" means software as a service consisting of system administration, system
management, and system monitoring activities that Tyler performs for the Tyler Software, and
includes the right to access and use the Tyler Software, receive maintenance and support on the
Tyler Software, including Downtime resolution under the terms of the SLA, and Data storage and
archiving. SaaS Services do not include support of an operating system or hardware, support
outside of our normal business hours, or training, consulting or other professional services.
• "SLA" means the service level agreement. A copy of our current SLA is attached hereto as
Exhibit C.
• "Statement of Work" means the industry standard implementation plan describing how our
professional services will be provided to implement the Tyler Software, and outlining your and
our roles and responsibilities in connection with that implementation. The Statement of Work is
attached as Exhibit D.
• "Support Call Process" means the support call process applicable to all of our customers who
have licensed the Tyler Software. A copy of our current Support Call Process is attached as
Schedule 1 to Exhibit C.
• "Third Party Hardware" means the third party hardware, if any, identified in the Investment
Summary.
• "Third Party Products" means the Third Party Software and Third Party Hardware.
• "Third Party SaaS Services" means software as a service provided by a third party, if any,
identified in the Investment Summary.
• "Third Party Services" means the third party services, if any, identified in the Investment
Summary.
• "Third Party Software" means the third party software, if any, identified in the Investment
Summary.
• "Third Party Terms" means, if any, the end user license agreement(s) or similar terms for the
Third Party Software, as applicable and attached as Exhibit E.
• "Tyler" means Tyler Technologies, Inc., a Delaware corporation.
• "Tyler Software" means our proprietary software, including any integrations, custom
modifications, and/or other related interfaces identified in the Investment Summary and
licensed by us to you through this Agreement.
• 'we", "us", "our" and similar terms mean Tyler.
• "you" and similar terms mean Client.
SECTION B — SAAS SERVICES
1. Rights Granted. We grant to you the non-exclusive, non -assignable limited right to use the SaaS
Services solely for your internal business purposes. The Tyler Software will be made available to you
according to the terms of the SLA. You acknowledge that we have no delivery obligations and we
will not ship copies of the Tyler Software as part of the SaaS Services. You may use the SaaS Services
to access updates and enhancements to the Tyler Software, as further described in Section C(9).
2. SaaS Fees. You agree to pay us the SaaS Fees. Those amounts are payable in accordance with our
Invoicing and Payment Policy. The SaaS Fees are based on the amount of Data Storage Capacity.
tyler
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 32 of 260
AGENDA ITEM #14.A.2.
You may add additional data storage capacity on the terms set forth in Section H(1). In the event you
regularly and/or meaningfully exceed the Data Storage Capacity, we will provide written notice to
you and reserve the right to charge you additional fees commensurate with the overage(s).
3. Ownership.
3.1 We retain all ownership and intellectual property rights to the SaaS Services, the Tyler Software,
and anything developed by us under this Agreement. You do not acquire under this Agreement
any license to use the Tyler Software in excess of the scope and/or duration of the SaaS Services.
3.2 The Documentation is licensed to you and may be used and copied by your employees for
internal, non-commercial reference purposes only.
3.3 You retain all ownership and intellectual property rights to the Data. You expressly recognize
that except to the extent necessary to carry out our obligations contained in this Agreement, we
do not create or endorse any Data used in connection with the SaaS Services.
4. Restrictions. You may not: (a) make the Tyler Software or Documentation resulting from the SaaS
Services available in any manner to any third party for use in the third party's business operations;
(b) modify, make derivative works of, disassemble, reverse compile, or reverse engineer any part of
the SaaS Services; (c) access or use the SaaS Services in order to build or support, and/or assist a
third party in building or supporting, products or services competitive to us; or (d) license, sell, rent,
lease, transfer, assign, distribute, display, host, outsource, disclose, permit timesharing or service
bureau use, or otherwise commercially exploit or make the SaaS Services, Tyler Software, or
Documentation available to any third party other than as expressly permitted by this Agreement.
5. Software Warranty. We warrant that the Tyler Software will perform without Defects during the
term of this Agreement. If the Tyler Software does not perform as warranted, we will use all
reasonable efforts, consistent with industry standards, to cure the Defect in accordance with the
maintenance and support process set forth in Section C(9), below, the SLA and our then current
Support Call Process.
6. SaaS Services.
6.1 Our SaaS Services are audited at least yearly in accordance with the AICPA's Statement on
Standards for Attestation Engagements ("SSAE") No. 21. We have attained, and will maintain,
SOC 1 and SOC 2 compliance, or its equivalent, for so long as you are timely paying for SaaS
Services. The scope of audit coverage varies for some Tyler Software solutions. Upon execution
of a mutually agreeable Non -Disclosure Agreement ("NDA"), we will provide you with a
summary of our compliance report(s) or its equivalent. Every year thereafter, for so long as the
NDA is in effect and in which you make a written request, we will provide that same
information. If our SaaS Services are provided using a 3rd party data center, we will provide
available compliance reports for that data center.
6.2 You will be hosted on shared hardware in a Tyler data center or in a third -party data center. In
either event, databases containing your Data will be dedicated to you and inaccessible to our
other customers.
tyler
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 33 of 260
AGENDA ITEM #14.A.2.
6.3 Our Tyler data centers have fully redundant telecommunications access, electrical power, and
the required hardware to provide access to the Tyler Software in the event of a disaster or
component failure. In the event of a data center failure, we reserve the right to employ our
disaster recovery plan for resumption of the SaaS Services. In that event, we commit to a
Recovery Point Objective ("RPO") of 24 hours and a Recovery Time Objective ("RTO") of 24
hours. RPO represents the maximum duration of time between the most recent recoverable
copy of your hosted Data and subsequent data center failure. RTO represents the maximum
duration of time following data center failure within which your access to the Tyler Software
must be restored.
6.4 We conduct annual penetration testing of either the production network and/or web
application to be performed. We will maintain industry standard intrusion detection and
prevention systems to monitor malicious activity in the network and to log and block any such
activity. We will provide you with a written or electronic record of the actions taken by us in the
event that any unauthorized access to your database(s) is detected as a result of our security
protocols. We will undertake an additional security audit, on terms and timing to be mutually
agreed to by the parties, at your written request. You may not attempt to bypass or subvert
security restrictions in the SaaS Services or environments related to the Tyler Software.
Unauthorized attempts to access files, passwords or other confidential information, and
unauthorized vulnerability and penetration test scanning of our network and systems (hosted or
otherwise) is prohibited without the prior written approval of our IT Security Officer.
6.5 We test our disaster recovery plan on an annual basis. Our standard test is not client -specific.
Should you request a client -specific disaster recovery test, we will work with you to schedule
and execute such a test on a mutually agreeable schedule. At your written request, we will
provide test results to you within a commercially reasonable timeframe after receipt of the
request.
6.6 We will be responsible for importing back-up and verifying that you can log -in. You will be
responsible for running reports and testing critical processes to verify the returned Data.
6.7 We provide secure Data transmission paths between each of your workstations and our servers.
6.8 Tyler data centers are accessible only by authorized personnel with a unique key entry. All other
visitors to Tyler data centers must be signed in and accompanied by authorized personnel.
Entry attempts to the data center are regularly audited by internal staff and external auditors to
ensure no unauthorized access.
6.9 Where applicable with respect to our applications that take or process card payment data, we
are responsible for the security of cardholder data that we possess, including functions relating
to storing, processing, and transmitting of the cardholder data and affirm that, as of the
Effective Date, we comply with applicable requirements to be considered PCI DSS compliant and
have performed the necessary steps to validate compliance with the PCI DSS. We agree to
supply the current status of our PCI DSS compliance program in the form of an official
Attestation of Compliance, which can be found at https://www.tylertech.com/about-
tyler
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 34 of 260
AGENDA ITEM #14.A.2.
us/compliance, and in the event of any change in our status, will comply with applicable notice
requirements.
SECTION C — PROFESSIONAL SERVICES
1. Professional Services. We will provide you the various implementation -related services itemized in
the Investment Summary and described in the Statement of Work. You will receive those services
according to our industry standard implementation plan, which outlines roles and responsibilities in
calendar and project documentation.
2. Professional Services Fees. You agree to pay us the professional services fees in the amounts set
forth in the Investment Summary. Those amounts are payable in accordance with our Invoicing and
Payment Policy.
3. Additional Services. The Investment Summary contains, and the Statement of Work describes, the
scope of services and related costs (including programming and/or interface estimates) required for
the project based on our understanding of the specifications you supplied and our assumption that
each party timely meets its obligations pursuant to the project schedule as mutually developed and
managed by the parties pursuant to the Statement of Work. If additional work is required, or if you
use or request additional services, we will provide you with an addendum or change order, as
applicable, outlining the costs for the additional work. The price quotes in the addendum or change
order will be valid for thirty (30) days from the date of the quote.
4. Cancellation. If travel is required, we will make all reasonable efforts to schedule travel for our
personnel, including arranging travel reservations, at least two (2) weeks in advance of
commitments. Therefore, if you cancel services less than two (2) weeks in advance (other than for
Force Majeure or breach by us), you will be liable for all (a) non-refundable expenses incurred by us
on your behalf, and (b) daily fees associated with cancelled professional services if we are unable to
reassign our personnel. We will make all reasonable efforts to reassign personnel in the event you
cancel within two (2) weeks of scheduled commitments.
5. Services Warranty. We will perform the services in a professional, workmanlike manner, consistent
with industry standards. In the event we provide services that do not conform to this warranty, we
will re -perform such services at no additional cost to you.
6. Site Access and Requirements. At no cost to us, you agree to provide us with full and free access to
your personnel, facilities, and equipment as may be reasonably necessary for us to provide
implementation services, subject to any reasonable security protocols or other written policies
provided to us as of the Effective Date, and thereafter as mutually agreed to by you and us.
7. Background Checks. For at least the past twelve (12) years, all of our employees have undergone
criminal background checks prior to hire. All employees sign our confidentiality agreement and
security policies.
8. Client Assistance. You acknowledge that the implementation of the Tyler Software is a cooperative
process requiring the time and resources of your personnel. You agree to use all reasonable efforts
to cooperate with and assist us as may be reasonably required to meet the agreed upon project
tyler
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 35 of 260
AGENDA ITEM #14.A.2.
deadlines and other milestones for implementation. This cooperation includes at least working with
us to schedule the implementation -related services outlined in this Agreement. We will not be
liable for failure to meet any deadlines and milestones when such failure is due to Force Majeure or
to the failure by your personnel to provide such cooperation and assistance (either through action
or omission).
9. Maintenance and Support. For so long as you timely pay your SaaS Fees according to the Invoicing
and Payment Policy, then in addition to the terms set forth in the SLA and the Support Call Process,
we will:
9.1 perform our maintenance and support obligations in a professional, good, and workmanlike
manner, consistent with industry standards, to resolve Defects in the Tyler Software (subject to
any applicable release life cycle policy);
9.2 provide support during our established support hours;
9.3 maintain personnel that are sufficiently trained to be familiar with the Tyler Software and Third
Party Software, if any, in order to provide maintenance and support services;
9.4 make available to you all releases to the Tyler Software (including updates and enhancements)
that we make generally available without additional charge to customers who have a
maintenance and support agreement in effect; and
9.5 provide non -Defect resolution support of prior releases of the Tyler Software in accordance with
any applicable release life cycle policy.
We will use all reasonable efforts to perform support services remotely. Currently, we use a third -party
secure unattended connectivity tool called Bomgar, as well as GotoAssist by Citrix. Therefore, you agree
to maintain a high-speed internet connection capable of connecting us to your PCs and server(s). You
agree to provide us with a login account and local administrative privileges as we may reasonably
require to perform remote services. We will, at our option, use the secure connection to assist with
proper diagnosis and resolution, subject to any reasonably applicable security protocols. If we cannot
resolve a support issue remotely, we may be required to provide onsite services. In such event, we will
be responsible for our travel expenses, unless it is determined that the reason onsite support was
required was a reason outside our control. Either way, you agree to provide us with full and free access
to the Tyler Software, working space, adequate facilities within a reasonable distance from the
equipment, and use of machines, attachments, features, or other equipment reasonably necessary for
us to provide the maintenance and support services, all at no charge to us. We strongly recommend
that you also maintain your VPN for backup connectivity purposes.
For the avoidance of doubt, SaaS Fees do not include the following services: (a) onsite support (unless
Tyler cannot remotely correct a Defect in the Tyler Software, as set forth above); (b) application design;
(c) other consulting services; or (d) support outside our normal business hours as listed in our then -
current Support Call Process. Requested services such as those outlined in this section will be billed to
you on a time and materials basis at our then current rates. You must request those services with at
least one (1) week's advance notice.
tyler
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 36 of 260
AGENDA ITEM #14.A.2.
SECTION D —THIRD PARTY PRODUCTS
1. Third Party Hardware. We will sell, deliver, and install onsite the Third Party Hardware, if you have
purchased any, for the price set forth in the Investment Summary. Those amounts are payable in
accordance with our Invoicing and Payment Policy.
2. Third Party Software. As part of the SaaS Services, you will receive access to the Third Party
Software and related documentation for internal business purposes only. Your rights to the Third
Party Software will be governed by the Third Party Terms.
3. Third Partv Products Warranties.
3.1 We are authorized by each Developer to grant access to the Third Party Software.
3.2 The Third Party Hardware will be new and unused, and upon payment in full, you will receive
free and clear title to the Third Party Hardware.
3.3 You acknowledge that we are not the manufacturer of the Third Party Products. We do not
warrant or guarantee the performance of the Third Party Products. However, we grant and pass
through to you any warranty that we may receive from the Developer or supplier of the Third
Party Products.
4. Third Party Services. If you have purchased Third Party Services, those services will be provided
independent of Tyler by such third -party at the rates set forth in the Investment Summary and in
accordance with our Invoicing and Payment Policy.
SECTION E — INVOICING AND PAYMENT; INVOICE DISPUTES
1. Invoicing and Payment. We will invoice you the SaaS Fees and fees for other professional services in
the Investment Summary per our Invoicing and Payment Policy, subject to Section E(2).
2. Invoice Disputes. If you believe any delivered software or service does not conform to the
warranties in this Agreement, you will provide us with written notice within thirty (30) days of your
receipt of the applicable invoice. The written notice must contain reasonable detail of the issues
you contend are in dispute so that we can confirm the issue and respond to your notice with either a
justification of the invoice, an adjustment to the invoice, or a proposal addressing the issues
presented in your notice. We will work with you as may be necessary to develop an action plan that
outlines reasonable steps to be taken by each of us to resolve any issues presented in your notice.
You may withhold payment of the amount(s) actually in dispute, and only those amounts, until we
complete the action items outlined in the plan. If we are unable to complete the action items
outlined in the action plan because of your failure to complete the items agreed to be done by you,
then you will remit full payment of the invoice. We reserve the right to suspend delivery of all SaaS
Services, including maintenance and support services, if you fail to pay an invoice not disputed as
described above within fifteen (15) days of notice of our intent to do so.
tyler
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 37 of 260
AGENDA ITEM #14.A.2.
SECTION F—TERM AND TERMINATION
1. Term. The initial term of this Agreement is three (3) years (with SaaS Fees at the rates set forth in
Exhibit A), commencing on the first day of the first month following the Project Initiation Date,
unless earlier terminated as set forth below. Upon expiration of the initial term, this Agreement will
renew automatically for additional one (1) year renewal terms at our then -current SaaS Fees unless
terminated in writing by either party at least sixty (60) days prior to the end of the then -current
renewal term. Tyler will notify the Client of the SaaS Fees for each renewal term at least 120 days
prior to the start of that renewal term. Your right to access or use the Tyler Software and the SaaS
Services will terminate at the end of this Agreement.
2. Termination. This Agreement may be terminated as set forth below. In the event of termination,
you will pay us for all undisputed fees and expenses related to the software, products, and/or
services you have received, or we have incurred or delivered, prior to the effective date of
termination. Disputed fees and expenses in all terminations other than your termination for cause
must have been submitted as invoice disputes in accordance with Section E(2).
2.1 Failure to Pay SaaS Fees. You acknowledge that continued access to the SaaS Services is
contingent upon your timely payment of SaaS Fees. If you fail to timely pay the SaaS Fees, we
may discontinue the SaaS Services and deny your access to the Tyler Software. We may also
terminate this Agreement if you don't cure such failure to pay within forty-five (45) days of
receiving written notice of our intent to terminate.
2.2 For Cause. If you believe we have materially breached this Agreement, you will invoke the
Dispute Resolution clause set forth in Section H(3). You may terminate this Agreement for cause
in the event we do not cure, or create a mutually agreeable action plan to address, a material
breach of this Agreement within the thirty (30) day window set forth in Section H(3).
2.3 Force Majeure. Either party has the right to terminate this Agreement if a Force Majeure event
suspends performance of the SaaS Services for a period of forty-five (45) days or more.
2.4 Lack of Appropriations. If you should not appropriate or otherwise make available funds
sufficient to utilize the SaaS Services, you may unilaterally terminate this Agreement upon thirty
(30) days written notice to us. You will not be entitled to a refund or offset of previously paid,
but unused SaaS Fees. You agree not to use termination for lack of appropriations as a
substitute for termination for convenience.
SECTION G — INDEMNIFICATION, LIMITATION OF LIABILITY AND INSURANCE
1. Intellectual Property Infringement Indemnification.
1.1 We will defend you against any third party claim(s) that the Tyler Software or Documentation
infringes that third party's patent, copyright, or trademark, or misappropriates its trade secrets,
and will pay the amount of any resulting adverse final judgment (or settlement to which we
consent). You must notify us promptly in writing of the claim and give us sole control over its
defense or settlement. You agree to provide us with reasonable assistance, cooperation, and
information in defending the claim at our expense.
tyler
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 38 of 260
AGENDA ITEM #14.A.2.
1.2 Our obligations under this Section G(1) will not apply to the extent the claim or adverse final
judgment is based on your use of the Tyler Software in contradiction of this Agreement,
including with non -licensed third parties, or your willful infringement.
1.3 If we receive information concerning an infringement or misappropriation claim related to the
Tyler Software, we may, at our expense and without obligation to do so, either: (a) procure for
you the right to continue its use; (b) modify it to make it non -infringing; or (c) replace it with a
functional equivalent, in which case you will stop running the allegedly infringing Tyler Software
immediately. Alternatively, we may decide to litigate the claim to judgment, in which case you
may continue to use the Tyler Software consistent with the terms of this Agreement.
1.4 If an infringement or misappropriation claim is fully litigated and your use of the Tyler Software
is enjoined by a court of competent jurisdiction, in addition to paying any adverse final
judgment (or settlement to which we consent), we will, at our option, either: (a) procure the
right to continue its use; (b) modify it to make it non -infringing; or (c) replace it with a functional
equivalent. This section provides your exclusive remedy for third party copyright, patent, or
trademark infringement and trade secret misappropriation claims.
2. General Indemnification.
2.1 We will indemnify and hold harmless you and your agents, officials, and employees from and
against any and all third -party claims, losses, liabilities, damages, costs, and expenses (including
reasonable attorney's fees and costs) for (a) personal injury or property damage to the extent
caused by our negligence or willful misconduct; or (b) our violation of PCI -DSS requirements or a
law applicable to our performance under this Agreement. You must notify us promptly in
writing of the claim and give us sole control over its defense or settlement. You agree to
provide us with reasonable assistance, cooperation, and information in defending the claim at
our expense.
2.2 To the extent permitted by applicable law, you will indemnify and hold harmless us and our
agents, officials, and employees from and against any and all third -party claims, losses,
liabilities, damages, costs, and expenses (including reasonable attorney's fees and costs) for
personal injury or property damage to the extent caused by your negligence or willful
misconduct; or (b) your violation of a law applicable to your performance under this Agreement.
We will notify you promptly in writing of the claim and will give you sole control over its defense
or settlement. We agree to provide you with reasonable assistance, cooperation, and
information in defending the claim at your expense.
3. DISCLAIMER. EXCEPT FOR THE EXPRESS WARRANTIES PROVIDED IN THIS AGREEMENT AND TO
THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, WE HEREBY DISCLAIM ALL OTHER
WARRANTIES AND CONDITIONS, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING, BUT
NOT LIMITED TO, ANY IMPLIED WARRANTIES, DUTIES, OR CONDITIONS OF MERCHANTABILITY OR
FITNESS FOR A PARTICULAR PURPOSE. CLIENT UNDERSTANDS AND AGREES THAT TYLER
DISCLAIMS ANY LIABILITY FOR ERRORS THAT RELATE TO USER ERROR.
tyler
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 39 of 260
AGENDA ITEM #14.A.2.
4. LIMITATION OF LIABILITY. EXCEPT AS OTHERWISE EXPRESSLY SET FORTH IN THIS AGREEMENT,
OUR LIABILITY FOR DAMAGES ARISING OUT OF THIS AGREEMENT, WHETHER BASED ON A THEORY
OF CONTRACT OR TORT, INCLUDING NEGLIGENCE AND STRICT LIABILITY, SHALL BE LIMITED TO
YOUR ACTUAL DIRECT DAMAGES, NOT TO EXCEED (A) DURING THE INITIAL TERM, AS SET FORTH
IN SECTION F(1), TOTAL FEES PAID AS OF THE TIME OF THE CLAIM; OR (B) DURING ANY RENEWAL
TERM, THE THEN -CURRENT ANNUAL SAAS FEES PAYABLE IN THAT RENEWAL TERM. THE PARTIES
ACKNOWLEDGE AND AGREE THAT THE PRICES SET FORTH IN THIS AGREEMENT ARE SET IN
RELIANCE UPON THIS LIMITATION OF LIABILITY AND TO THE MAXIMUM EXTENT ALLOWED UNDER
APPLICABLE LAW, THE EXCLUSION OF CERTAIN DAMAGES, AND EACH SHALL APPLY REGARDLESS
OF THE FAILURE OF AN ESSENTIAL PURPOSE OF ANY REMEDY. THE FOREGOING LIMITATION OF
LIABILITY SHALL NOT APPLY TO CLAIMS THAT ARE SUBJECT TO SECTIONS G(1) AND G(2).
S. EXCLUSION OF CERTAIN DAMAGES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW,
IN NO EVENT SHALL WE BE LIABLE FOR ANY SPECIAL, INCIDENTAL, PUNITIVE, INDIRECT, OR
CONSEQUENTIAL DAMAGES WHATSOEVER, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY
OF SUCH DAMAGES.
6. Insurance. During the course of performing services under this Agreement, we agree to maintain
the following levels of insurance: (a) Commercial General Liability of at least $1,000,000; (b)
Automobile Liability of at least $1,000,000; (c) Professional Liability of at least $1,000,000; (d)
Workers Compensation complying with applicable statutory requirements; and (e) Excess/Umbrella
Liability of at least $5,000,000. We will add you as an additional insured to our Commercial General
Liability and Automobile Liability policies, which will automatically add you as an additional insured
to our Excess/Umbrella Liability policy as well. We will provide you with copies of certificates of
insurance upon your written request.
SECTION H — GENERAL TERMS AND CONDITIONS
1. Additional Products and Services. You may purchase additional products and services at our then -
current list price, by executing a mutually agreed addendum. The terms of this Agreement will
control any such additional purchase(s), unless otherwise specifically provided in the addendum.
2. Optional Items. Pricing for any listed optional products and services in the Investment Summary will
be valid for twelve (12) months from the Effective Date.
3. Dispute Resolution. You agree to provide us with written notice within thirty (30) days of becoming
aware of a dispute. You agree to cooperate with us in trying to reasonably resolve all disputes,
including, if requested by either party, appointing a senior representative to meet and engage in
good faith negotiations with our appointed senior representative. Senior representatives will
convene within thirty (30) days of the written dispute notice, unless otherwise agreed. All meetings
and discussions between senior representatives will be deemed confidential settlement discussions
not subject to disclosure under Federal Rule of Evidence 408 or any similar applicable state rule. If
we fail to resolve the dispute, then the parties shall participate in non-binding mediation in an effort
to resolve the dispute. If the dispute remains unresolved after mediation, then either of us may
assert our respective rights and remedies in a court of competent jurisdiction. Nothing in this
section shall prevent you or us from seeking necessary injunctive relief during the dispute resolution
procedures.
tyler
10
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 40 of 260
AGENDA ITEM #14.A.2.
4. Taxes. The fees in the Investment Summary do not include any taxes, including, without limitation,
sales, use, or excise tax. If you are a tax-exempt entity, you agree to provide us with a tax-exempt
certificate. Otherwise, we will pay all applicable taxes to the proper authorities, and you will
reimburse us for such taxes. If you have a valid direct -pay permit, you agree to provide us with a
copy. For clarity, we are responsible for paying our income taxes, both federal and state, as
applicable, arising from our performance of this Agreement.
5. Nondiscrimination. We will not discriminate against any person employed or applying for
employment concerning the performance of our responsibilities under this Agreement. This
discrimination prohibition will apply to all matters of initial employment, tenure, and terms of
employment, or otherwise with respect to any matter directly or indirectly relating to employment
concerning race, color, religion, national origin, age, sex, sexual orientation, ancestry, disability that
is unrelated to the individual's ability to perform the duties of a particular job or position, height,
weight, marital status, or political affiliation. We will post, where appropriate, all notices related to
nondiscrimination as may be required by applicable law.
6. E -Verify. We have complied, and will comply, with the E -Verify procedures administered by the U.S.
Citizenship and Immigration Services Verification Division for all of our employees assigned to your
project.
7. Subcontractors. We will not subcontract any services under this Agreement without your prior
written consent, not to be unreasonably withheld.
8. Binding Effect; No Assignment. This Agreement shall be binding on, and shall be for the benefit of,
either your or our successor(s) or permitted assign(s). Neither party may assign this Agreement
without the prior written consent of the other party; provided, however, your consent is not
required for an assignment by us as a result of a corporate reorganization, merger, acquisition, or
purchase of substantially all of our assets.
9. Force Majeure. Except for your payment obligations, neither party will be liable for delays in
performing its obligations under this Agreement to the extent that the delay is caused by Force
Majeure; provided, however, that within ten (10) business days of the Force Majeure event, the
party whose performance is delayed provides the other party with written notice explaining the
cause and extent thereof, as well as a request for a reasonable time extension equal to the
estimated duration of the Force Majeure event.
10. No Intended Third Party Beneficiaries. This Agreement is entered into solely for the benefit of you
and us. No third party will be deemed a beneficiary of this Agreement, and no third party will have
the right to make any claim or assert any right under this Agreement. This provision does not affect
the rights of third parties under any Third Party Terms.
11. Entire Agreement; Amendment. This Agreement represents the entire agreement between you and
us with respect to the subject matter hereof, and supersedes any prior agreements, understandings,
and representations, whether written, oral, expressed, implied, or statutory. Purchase orders
submitted by you, if any, are for your internal administrative purposes only, and the terms and
tyler
11
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 41 of 260
AGENDA ITEM #14.A.2.
conditions contained in those purchase orders will have no force or effect. This Agreement may
only be modified by a written amendment signed by an authorized representative of each party.
12. Severability. If any term or provision of this Agreement is held invalid or unenforceable, the
remainder of this Agreement will be considered valid and enforceable to the fullest extent
permitted by law.
13. No Waiver. In the event that the terms and conditions of this Agreement are not strictly enforced
by either party, such non -enforcement will not act as or be deemed to act as a waiver or
modification of this Agreement, nor will such non -enforcement prevent such party from enforcing
each and every term of this Agreement thereafter.
14. Independent Contractor. We are an independent contractor for all purposes under this Agreement.
15. Notices. All notices or communications required or permitted as a part of this Agreement, such as
notice of an alleged material breach for a termination for cause or a dispute that must be submitted
to dispute resolution, must be in writing and will be deemed delivered upon the earlier of the
following: (a) actual receipt by the receiving party; (b) upon receipt by sender of a certified mail,
return receipt signed by an employee or agent of the receiving party; (c) upon receipt by sender of
proof of email delivery; or (d) if not actually received, five (5) days after deposit with the United
States Postal Service authorized mail center with proper postage (certified mail, return receipt
requested) affixed and addressed to the other party at the address set forth on the signature page
hereto or such other address as the party may have designated by proper notice. The consequences
for the failure to receive a notice due to improper notification by the intended receiving party of a
change in address will be borne by the intended receiving party.
16. Client Lists. You agree that we may identify you by name in client lists, marketing presentations, and
promotional materials.
17. Confidentiality. Both parties recognize that their respective employees and agents, in the course of
performance of this Agreement, may be exposed to confidential information and that disclosure of
such information could violate rights to private individuals and entities, including the parties.
Confidential information is nonpublic information that a reasonable person would believe to be
confidential and includes, without limitation, personal identifying information (e.g., social security
numbers) and trade secrets, each as defined by applicable state law. Each party agrees that it will
not disclose any confidential information of the other party and further agrees to take all reasonable
and appropriate action to prevent such disclosure by its employees or agents. The confidentiality
covenants contained herein will survive the termination or cancellation of this Agreement. This
obligation of confidentiality will not apply to information that:
(a) is in the public domain, either at the time of disclosure or afterwards, except by breach of
this Agreement by a party or its employees or agents;
(b) a party can establish by reasonable proof was in that party's possession at the time of initial
disclosure;
(c) a party receives from a third party who has a right to disclose it to the receiving party; or
(d) is the subject of a legitimate disclosure request under the open records laws or similar
applicable public disclosure laws governing this Agreement; provided, however, that in the
tyler
12
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 42 of 260
AGENDA ITEM #14.A.2.
event you receive an open records or other similar applicable request, you will give us
prompt notice and otherwise perform the functions required by applicable law.
18. Quarantining of Client Data. Some services provided by Tyler require us to be in possession of your
Data. In the event we detect malware or other conditions associated with your Data that are
reasonably suspected of putting Tyler resources or other Tyler clients' data at risk, we reserve the
absolute right to move your Data from its location within a multi -tenancy Tyler hosted environment
to an isolated "quarantined" environment without advance notice. Your Data will remain in such
quarantine for a period of at least six (6) months during which time we will review the Data, and all
traffic associated with the Data, for signs of malware or other similar issues. If no issues are
detected through such reviews during the six (6) month period of quarantine, we will coordinate
with you the restoration of your Data to a non -quarantined environment. In the event your Data
must remain in quarantine beyond this six (6) month period through no fault of Tyler's, we reserve
the right to require payment of additional fees for the extended duration of quarantine. We will
provide an estimate of what those costs will be upon your request.
19. Business License. In the event a local business license is required for us to perform services
hereunder, you will promptly notify us and provide us with the necessary paperwork and/or contact
information so that we may timely obtain such license.
20. Governing Law. This Agreement will be governed by and construed in accordance with the laws of
your state of domicile, without regard to its rules on conflicts of law.
21. Multiple Originals and Authorized Signatures. This Agreement may be executed in multiple
originals, any of which will be independently treated as an original document. Any electronic, faxed,
scanned, photocopied, or similarly reproduced signature on this Agreement or any amendment
hereto will be deemed an original signature and will be fully enforceable as if an original signature.
Each party represents to the other that the signatory set forth below is duly authorized to bind that
party to this Agreement.
22. Cooperative Procurement. To the maximum extent permitted by applicable law, we agree that this
Agreement may be used as a cooperative procurement vehicle by eligible jurisdictions. We reserve
the right to negotiate and customize the terms and conditions set forth herein, including but not
limited to pricing, to the scope and circumstances of that cooperative procurement.
23. Data & Insights Solution Terms. Your use of certain Tyler solutions includes Tyler's Data & Insights
data platform. Your rights, and the rights of any of your end users, to use Tyler's Data & Insights
data platform is subject to the Data & Insights SaaS Services Terms of Service, available at
https://www.tViertech.com/terms/data-insights-saas-services-terms-of-service. By signing a Tyler
Agreement or Order Form, or accessing, installing, or using any of the Tyler solutions listed at the
linked terms, you certify that you have reviewed, understand, and agree to said terms.
24. Data Availability Upon Termination. In the event of termination of the Agreement, and upon
reasonable advance notice, Tyler shall promptly make all Data available to you in the format of the
database or other such format as may be mutually agreed upon, provided through Tyler's FTP server
or such other secure method reasonably selected by Tyler. Such Data will be provided at no
additional cost.
tyler
13
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 43 of 260
AGENDA ITEM #14.A.2.
25. Functionality. The Client understands and acknowledges that the software modules identified in
Exhibit A are fewer than the modules Tyler proposed providing Client in its response to Client's
procurement, and thus may not satisfy certain functional requirements set forth in Client's
procurement documentation. Client hereby waives any right to claim that Tyler failed to meet those
functional requirements that only the removed modules could have satisfied.
26. Contract Documents. This Agreement includes the following exhibits:
Exhibit A
Investment Summary
Exhibit B
Invoicing and Payment Policy
Schedule 1: Business Travel Policy
Exhibit C
Service Level Agreement
Schedule 1: Support Call Process
Exhibit D
Statement of Work
IN WITNESS WHEREOF, a duly authorized representative of each party has executed this Agreement as
of the date(s) set forth below.
Tyler Technologies, Inc.
By:
Name:
Title:
Date:
Address for Notices:
Tyler Technologies, Inc.
One Tyler Drive
Yarmouth, ME 04096
Attention: Chief Legal Officer
14
Kodiak Island Borough
By:
Name:
Date:
Address for Notices:
Kodiak Island Borough
710 Mill Bay Road, Room 104
Kodiak, AK 99615
Attention:
tyler
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 44 of 260
AGENDA ITEM #14.A.2.
Exhibit A
•
••�'••
tyler
•p technologies
Exhibit A
Investment Summary
The following Investment Summary details the software and services to be delivered by us to you under
the Agreement. This Investment Summary is effective as of the Effective Date, despite any expiration
date in the Investment Summary that may have lapsed as of the Effective Date. Capitalized terms not
otherwise defined will have the meaning assigned to such terms in the Agreement.
Tyler sales quotation to be inserted prior to Agreement execution.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
tyler
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 45 of 260
t
O
v
0
z
O
v
CD
rn
O_
N
0)
0
Quoted By:
Bob Tenace
• ••0
�• tyler
Quote Expiration:
7/18/23
•�•
•
Quote Name:
• technologies
Sales Quotation For:
Kodiak Island Borough
Room 104
710 Mill Bay Road
Kodiak AK 99615-6398
Phone: +1 (907) 486-9332
Tyler SaaS
Description
Annual SaaS
Total Annual
Enterprise Assessment & Tax
Enterprise Assessment & Tax Standard
$ 119,260
3 $ 357,780
Inquiry & Appeals Tracking
$ 10,330
3 $ 30,990
Personal Property
$ 12,920
3 $ 38,760
Property Access
$ 15,240
3 $ 45,720
Sub -total $ 157,750
$ 473,250
Less Discount $15,775
$47,325
TOTAL $ 141,975
$ 425,925
Transaction Fees
2023-387134-G9Q2P5
Page 1
Description
Transaction Fees
Payments Core
Services
Description
Property
Project Management
$ 135,000
Install & DBA
$ 10,125
Assess & Define
$ 57,375
Build & Verify
$ 84,375
Testing
$ 16,875
Training
$ 37,500
Go Live
$ 16,875
Post Live Support
$ 16,875
Development
$ 37,500
Conversion
$ 100,000
Hearing Tracking Service
$ 20,000
Personal Property Service
$ 20,000
Property Access Service
$ 20,000
TOTAL $ 572,500
Summary
One Time Fees Recurring Fees
Total Annual / SaaS (Yearly)
$ 0 $ 141,975
Total Tyler Services
$ 572,500 $ 0
2023-387134-G9Q2P5
Page 2
W
0
v
0
z
0
N
O
N
W
v
CD
00
0
N
O
Summary Total (Entire Term) $ 572,500 $ 425,925
Contract Total $ 998,425
Optional Services
Description Fees
Optional Service Hours $ 31,250
TOTAL $ 31,250
Comments
Tyler to use a base standard installation of the software for the starting to -be solution.
An onsite week is considered Tuesday thru Thursday. Monday and Friday will be travel days. Tyler resource time for travel days is accounted for from
contract time and will reduce dollars for specific tasks (i.e. Training and Production Cutover).
Tyler has provided an estimate project duration based on the requirements shared during procurement of the solution. The project duration will be
reviewed and solidified at the completion of the Assess & Define stage.
Standard Payment terms for Software as a Services (SaaS) arrangements are: (i) SaaS fees paid at Project initiation; and (ii) Professional
Services fees are paid as the services are performed.
2023-387134-G9Q2P5 Page 3
V
O
v
0
Z
0
N
0
N
W
In the event the Client cancels services less than two (2) weeks in advance, Client is liable to Tyler for (i) all non-refundable expenses incurred by Tyler
on Client's behalf; and (ii) daily fees associated with the cancelled services if Tyler is unable to re -assign its personnel.
Travel expenses will be invoiced as incurred per the then current Tyler Travel Policy.
Tyler's pricing does not include applicable local, city, state or federal sales, use excise, personal property or other similar taxes or duties, which Client
is responsible for determining and remitting.
Your use of Tyler Payments and any related items included on this order is subject to the terms found at: https://www.tViertech.com/terms/payment-
card-processing-agreement. By signing this order or the agreement in which it is included, you agree you have read, understand, and agree to such
terms. Please see attached Tyler Payments fee schedule.
The SaaS Fees include up to 2.5 TB of Data Storage Capacity. The 2023 rates for additional data storage capacity is $10,500 per TB of storage. Data storage
capacity added in future years will be priced at then -current rates.
Tyler has included a Maximum of 0 Core Modifications, Customized Reports and Customized Data Exchanges included in the services.
Tyler has included 20 days of Training within the scope of this agreement. Note: If two (2) Implementation resources are conducting training at the
same time on different topics, then this equals two (2) days.
Tyler Project Team will support production activities prior to full transition to Tyler Support for 60 concurrent calendar days.
Unless Client acquires Tyler Content Manager Enterprise Edition, use of Tyler Content Manger is limited to its use with iasWorld
Integration between Tyler Enterprise Appraisal and Tax and Tyler New World ERP is included.
3 custom reports are included, custom modifications or custom interfaces (if required) are not included but could be quoted separately if needed.
One custom Smartfile for personal property included.
No custom workflows are included but could be quoted separately if needed.
2023-387134-G9Q2P5 Page 4
W
07
O
v
O
O
CD
CCD
v
Cn
0
O
N
O
Electronic Payment Costs
If transaction to the
passing costs payer
Payer Card Cost —per card transaction with Visa, MasterCard,
.95% per transaction
Discover, and American Express
6.95 minimum
Payer
1.95
Credit Card Char ebacks — if a card payer disputes a
15.00
transaction at the card issuing bank (e.g. stolen card)
eCheck Re'ects —when an eCheck transaction comes back as
5.00
declined (e.g. bounced check)
The Optional Service hours will be billed only if needed.
2023-387134-G9Q2P5
Page 5
eCheck Cost —per electronic check transaction
1.95
Credit Card Char ebacks — if a card payer disputes a
15.00
transaction at the card issuing bank (e.g. stolen card)
eCheck Re'ects —when an eCheck transaction comes back as
5.00
declined (e.g. bounced check)
AGENDA ITEM #14.A.2.
Exhibit B
•
••�'••
tyler
...
a technologies
Exhibit B
Invoicing and Payment Policy
We will provide you with the software and services set forth in the Investment Summary of the
Agreement. Capitalized terms not otherwise defined will have the meaning assigned to such terms in
the Agreement.
Invoicing: We will invoice you for the applicable software and services in the Investment Summary as
set forth below. Your rights to dispute any invoice are set forth in the Agreement.
1. SaaS Fees. SaaS Fees are invoiced on an annual basis, beginning on the commencement of the
initial term as set forth in Section F(1) of this Agreement. Your annual SaaS fees for the initial
term are set forth in the Investment Summary. Upon expiration of the initial term, your annual
SaaS fees will be at our then -current rates.
2. Other Tyler Software and Services.
2.1 Reserved.
2.2 Implementation and Other Professional Services (including training): Implementation and
other professional services (including training) are billed and invoiced as delivered based on
a percentage of completion each month, at the rates set forth in the Investment Summary.
3. Third Party Products.
3.1 Third Party Software License Fees: License fees for Third Party Software, if any, are invoiced
when we make it available to you for downloading.
3.2 Third Party Software Maintenance: The first year maintenance for the Third Party Software
is included in the cost of the Third Party Software License Fees. Future year's Third Party
Software Maintenance fees will be invoiced annually in advance on each anniversary of the
Project Initiation Date.
3.3 Third Party Hardware: Third Party Hardware costs, if any, are invoiced upon delivery.
3.4 Third Party Services: Fees for Third Party Services, if any, are invoiced as delivered, along
with applicable expenses, at the rates set forth in the Investment Summary.
3.5 Third Party SaaS: Third Party SaaS Services fees, if any, are invoiced annually, in advance,
commencing with availability of the respective Third Party SaaS Services. Pricing for the first
year of Third Party SaaS Services is indicated in the Investment Summary. Pricing for
subsequent years will be at the respective third party's then -current rates.
tyler
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 51 of 260
AGENDA ITEM #14.A.2.
Exhibit B
Expenses. The service rates in the Investment Summary do not include travel expenses.
Expenses for Tyler delivered services will be billed as incurred and only in accordance with our
then -current Business Travel Policy, plus a 10% travel agency processing fee. Our current
Business Travel Policy is attached to this Exhibit B at Schedule 1. Copies of receipts will be
provided upon request; we reserve the right to charge you an administrative fee depending on
the extent of your requests. Receipts for miscellaneous items less than twenty-five dollars and
mileage logs are not available. If Tyler employees are unable to depart Client's site and must
stay additional nights due to weather-related flight cancellations, Tyler will not invoice the Client
for those additional nights of lodging unless the parties agree to use the unavoidable additional
days onsite to do onsite work.
Payment. Payment for undisputed invoices is due within forty-five (45) days of the invoice date. We
prefer to receive payments electronically. Our electronic payment information is available by contacting
AR@tylertech.com.
tyler
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 52 of 260
AGENDA ITEM #14.A.2.
Exhibit B
Schedule 1
•
••�'••
tyler
...
•� technologies
Exhibit B
Schedule 1
Business Travel Policy
1. Air Travel
A. Reservations & Tickets
The Travel Management Company (TMC) used by Tyler will provide an employee with a direct
flight within two hours before or after the requested departure time, assuming that flight does
not add more than three hours to the employee's total trip duration and the fare is within $100
(each way) of the lowest logical fare. If a net savings of $200 or more (each way) is possible
through a connecting flight that is within two hours before or after the requested departure
time and that does not add more than three hours to the employee's total trip duration, the
connecting flight should be accepted.
Employees are encouraged to make advanced reservations to take full advantage of discount
opportunities. Employees should use all reasonable efforts to make travel arrangements at
least two (2) weeks in advance of commitments. A seven (7) day advance booking requirement
is mandatory. When booking less than seven (7) days in advance, management approval will be
required.
Except in the case of international travel where a segment of continuous air travel is six (6) or
more consecutive hours in length, only economy or coach class seating is reimbursable.
Employees shall not be reimbursed for "Basic Economy Fares" because these fares are non-
refundable and have many restrictions that outweigh the cost -savings.
B. Baggage Fees
Reimbursement of personal baggage charges are based on trip duration as follows:
• Up to five (5) days = one (1) checked bag
• Six (6) or more days = two (2) checked bags
Baggage fees for sports equipment are not reimbursable.
••� •• tyler
...
•• technologies
1
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 53 of 260
AGENDA ITEM #14.A.2.
Exhibit B
Schedule 1
2. Ground Transportation
A. Private Automobile
Mileage Allowance — Business use of an employee's private automobile will be reimbursed at
the current IRS allowable rate, plus out of pocket costs for tolls and parking. Mileage will be
calculated by using the employee's office as the starting and ending point, in compliance with
IRS regulations. Employees who have been designated a home office should calculate miles
from their home.
B. Rental Car
Employees are authorized to rent cars only in conjunction with air travel when cost,
convenience, and the specific situation reasonably require their use. When renting a car for
Tyler business, employees should select a "mid-size" or "intermediate" car. "Full" size cars may
be rented when three or more employees are traveling together. Tyler carries leased vehicle
coverage for business car rentals; except for employees traveling to Alaska and internationally
(excluding Canada), additional insurance on the rental agreement should be declined.
C. Public Transportation
Taxi or airport limousine services may be considered when traveling in and around cities or to
and from airports when less expensive means of transportation are unavailable or impractical.
The actual fare plus a reasonable tip (15-18%) are reimbursable. In the case of a free hotel
shuttle to the airport, tips are included in the per diem rates and will not be reimbursed
separately.
D. Parking & Tolls
When parking at the airport, employees must use longer term parking areas that are measured
in days as opposed to hours. Park and fly options located near some airports may also be used.
For extended trips that would result in excessive parking charges, public transportation to/from
the airport should be considered. Tolls will be reimbursed when receipts are presented.
3. Lodging
Tyler's TMC will select hotel chains that are well established, reasonable in price, and
conveniently located in relation to the traveler's work assignment. Typical hotel chains include
Courtyard, Fairfield Inn, Hampton Inn, and Holiday Inn Express. If the employee has a discount
rate with a local hotel, the hotel reservation should note that discount and the employee should
confirm the lower rate with the hotel upon arrival. Employee memberships in travel clubs such
as AAA should be noted in their travel profiles so that the employee can take advantage of any
lower club rates.
"No shows" or cancellation fees are not reimbursable if the employee does not comply with the
hotel's cancellation policy.
••
V'
.� technologies
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 54 of 260
AGENDA ITEM #14.A.2.
Exhibit B
Schedule 1
Tips for maids and other hotel staff are included in the per diem rate and are not reimbursed
separately.
Employees are not authorized to reserve non-traditional short-term lodging, such as Airbnb,
VRBO, and HomeAway. Employees who elect to make such reservations shall not be
reimbursed.
4. Meals and Incidental Expenses
Employee meals and incidental expenses while on travel status within the continental U.S. are in
accordance with the federal per diem rates published by the General Services Administration.
Incidental expenses include tips to maids, hotel staff, and shuttle drivers and other minor travel
expenses. Per diem rates are available at www.gsa.gov/perdiem.
Per diem for Alaska, Hawaii, U.S. protectorates and international destinations are provided
separately by the Department of State and will be determined as required.
A. Overnight Travel
For each full day of travel, all three meals are reimbursable. Per diems on the first and last day
of a trip are governed as set forth below.
Departure Day
Depart before 12:00 noon
Depart after 12:00 noon
Return Day
Return before 12:00 noon
Return between 12:00 noon & 7:00 p.m.
Return after 7:00 p.m.*
Lunch and dinner
Dinner
Breakfast
Breakfast and lunch
Breakfast, lunch and dinner
*7:00 p.m. is defined as direct travel time and does not include time taken to stop for dinner.
The reimbursement rates for individual meals are calculated as a percentage of the full day per
diem as follows:
Breakfast 15%
Lunch 25%
Dinner 60%
3
%•• tyler
.
••. technologies
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 55 of 260
AGENDA ITEM #14.A.2.
Exhibit B
Schedule 1
B. Same Day Travel
Employees traveling at least 100 miles to a site and returning in the same day are eligible to
claim lunch on an expense report. Employees on same day travel status are eligible to claim
dinner in the event they return home after 7:00 p.m.*
*7:00 p.m. is defined as direct travel time and does not include time taken to stop for dinner.
5. Internet Access— Hotels and Airports
Employees who travel may need to access their e-mail at night. Many hotels provide free high
speed internet access and Tyler employees are encouraged to use such hotels whenever
possible. If an employee's hotel charges for internet access it is reimbursable up to $10.00 per
day. Charges for internet access at airports are not reimbursable.
6. International Travel
All international flights with the exception of flights between the U.S. and Canada should be
reserved through TMC using the "lowest practical coach fare" with the exception of flights that
are six (6) or more consecutive hours in length. In such event, the next available seating class
above coach shall be reimbursed.
When required to travel internationally for business, employees shall be reimbursed for photo
fees, application fees, and execution fees when obtaining a new passport book, but fees related
to passport renewals are not reimbursable. Visa application and legal fees, entry taxes and
departure taxes are reimbursable.
The cost of vaccinations that are either required for travel to specific countries or suggested by
the U.S. Department of Health & Human Services for travel to specific countries, is reimbursable.
Section 4, Meals & Incidental Expenses, and Section 2.b., Rental Car, shall apply to this section.
%•• tyler
V'
•• technologies
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 56 of 260
AGENDA ITEM #14.A.2.
Exhibit C
•
•••'••
%.,. tyler
• technologies
Exhibit C
SERVICE LEVEL AGREEMENT
I. Agreement Overview
This SLA operates in conjunction with, and does not supersede or replace any part of, the Agreement. It
outlines the information technology service levels that we will provide to you to ensure the availability of
the application services that you have requested us to provide. This SLA does not apply to any Third Party
SaaS Services. All other support services are documented in the Support Call Process.
II. Definitions. Except as defined below, all defined terms have the meaning set forth in the
Agreement.
Actual Attainment: The percentage of time the Tyler Software is available during a calendar quarter,
calculated as follows: (Service Availability — Downtime) - Service Availability.
Client Error Incident: Any service unavailability resulting from your applications, content or equipment, or
the acts or omissions of any of your service users or third -party providers over whom we exercise no
control.
Downtime: Those minutes during Service Availability, as defined below, when all users cannot launch,
login, search or save primary data in the Tyler Software. Downtime does not include those instances in
which only a Defect is present.
Emergency Maintenance Window: (1) maintenance that is required to patch a critical security
vulnerability; (2) maintenance that is required to prevent an imminent outage of Service Availability; or
(3) maintenance that is mutually agreed upon in writing by Tyler and the Client.
Planned Downtime: Downtime that occurs during a Standard or Emergency Maintenance window.
Service Availability: The total number of minutes in a calendar quarter that the Tyler Software is capable
of receiving, processing, and responding to requests, excluding Planned Downtime, Client Error Incidents,
denial of service attacks and Force Majeure.
Standard Maintenance: Routine maintenance to the Tyler Software and infrastructure. Standard
Maintenance is limited to five (5) hours per week.
III. Service Availability
a. Your Responsibilities
Whenever you experience Downtime, you must make a support call according to the procedures outlined
in the Support Call Process. You will receive a support case number.
••� •• tyler
...
•• technologies
1
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 57 of 260
AGENDA ITEM #14.A.2.
Exhibit C
b. Our Responsibilities
When our support team receives a call from you that Downtime has occurred or is occurring, we will work
with you to identify the cause of the Downtime (including whether it may be the result of Planned
Downtime, a Client Error Incident, denial of service attack or Force Majeure). We will also work with you
to resume normal operations.
C. Client Relief
Our targeted Attainment Goal is 100%. You may be entitled to credits as indicated in the Client Relief
Schedule found below. Your relief credit is calculated as a percentage of the SaaS fees paid for the
calendar quarter.
In order to receive relief credits, you must submit a request through one of the channels listed in our
Support Call Process within fifteen (15) days of the end of the applicable quarter. We will respond to your
relief request within thirty (30) days of receipt.
The total credits confirmed by us will be applied to the SaaS Fee for the next billing cycle. Issuing of such
credit does not relieve us of our obligations under the Agreement to correct the problem which created
the service interruption.
*
Client Relief Schedule
Actual Attainment Client Relief
99.99% - 99.50% Remedial action will be taken
99.49% - 98.50% 2%
98.49% - 97.50% 4%
97.49% - 96.50% 6%
96.49% - 95.50% 8%
Below 95.50% 10%
Notwithstanding language in the Agreement to the contrary, Recovery Point Objective is one (1) hour.
IV. Maintenance Notifications
We perform Standard Maintenance during limited windows that are historically known to be reliably
low -traffic times. If and when maintenance is predicted to occur during periods of higher traffic, we will
provide advance notice of those windows and will coordinate to the greatest extent possible with you.
Not all maintenance activities will cause application unavailability. However, if Tyler anticipates that
activities during a Standard or Emergency Maintenance window may make the Tyler Software unavailable,
we will provide advance notice, as reasonably practicable, that the Tyler Software will be unavailable
during the maintenance window.
••� •• tyler
...
•• technologies
2
Contract No. FY2O23-41 Property Assessment Taxation Software To Tyler Te... Page 58 of 260
•
•••'•� tyler
••s
•� technologies
Exhibit C
Schedule 1
Support Call Process
Support Channels
AGENDA ITEM #14.A.2.
Exhibit C
Schedule 1
Tyler Technologies, Inc. provides the following channels of software support for authorized users*:
(1) On-line submission (portal) —for less urgent and functionality -based questions, users may create
support incidents through the Tyler Customer Portal available at the Tyler Technologies website.
A built-in Answer Panel provides users with resolutions to most "how-to" and configuration -
based questions through a simplified search interface with machine learning, potentially
eliminating the need to submit the support case.
(2) Email —for less urgent situations, users may submit emails directly to the software support
group.
(3) Telephone —for urgent or complex questions, users receive toll-free, telephone software
support.
* Channel availability may be limited for certain applications.
Support Resources
A number of additional resources are available to provide a comprehensive and complete support
experience:
(1) Tyler Website — www.tylertech.com — for accessing client tools, documentation, and other
information including support contact information.
(2) Tyler Search -a knowledge based search engine that lets you search multiple sources
simultaneously to find the answers you need, 24x7.
(3) Tyler Community—provides a venue for all Tyler clients with current maintenance agreements to
collaborate with one another, share best practices and resources, and access documentation.
(4) Tyler University — online training courses on Tyler products.
Support Availability
Tyler Technologies support is available during the local business hours of 8 AM to 5 PM (Monday—
Friday) across four US time zones (Pacific, Mountain, Central and Eastern). Tyler's holiday schedule is
outlined below. There will be no support coverage on these days.
New Year's Day
Labor Day
Martin Luther King, Jr. Day
Thanksgiving Day
Memorial Day
Day after Thanksgiving
Independence Day
Christmas Day
••� •• tyler
...
•• technologies
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 59 of 260
AGENDA ITEM #14.A.2.
Exhibit C
Schedule 1
For support teams that provide after-hours service, we will provide you with procedures for contacting
support staff after normal business hours for reporting Priority Level 1 Defects only. Upon receipt of
such a Defect notification, we will use commercially reasonable efforts to meet the resolution targets
set forth below.
We will also make commercially reasonable efforts to be available for one pre -scheduled Saturday of
each month to assist your IT staff with applying patches and release upgrades, as well as consulting with
them on server maintenance and configuration of the Tyler Software environment.
Incident Handling
Incident Tracking
Every support incident is logged into Tyler's Customer Relationship Management System and given a
unique case number. This system tracks the history of each incident. The case number is used to track
and reference open issues when clients contact support. Clients may track incidents, using the case
number, through Tyler's Customer Portal or by calling software support directly.
Incident Priority
Each incident is assigned a priority level, which corresponds to the Client's needs. Tyler and the Client
will reasonably set the priority of the incident per the chart below. This chart is not intended to address
every type of support incident, and certain "characteristics" may or may not apply depending on
whether the Tyler software has been deployed on customer infrastructure or the Tyler cloud. The goal is
to help guide the Client towards clearly understanding and communicating the importance of the issue
and to describe generally expected response and resolution targets in the production environment only.
References to a "confirmed support incident" mean that Tyler and the Client have successfully validated
the reported Defect/support incident.
Priority Characteristics of Support Incident
Level
Support incident that causes (a)
complete application failure or
application unavailability; (b)
1 application failure or unavailability in
Critical one or more of the client's remote
location; or (c) systemic loss of
multiple essential system functions.
Resolution Targets'
Tyler shall provide an initial response to Priority Level
1 incidents within one (1) business hour of receipt of
the incident. Once the incident has been confirmed,
Tyler shall use commercially reasonable efforts to
resolve such support incidents or provide a
circumvention procedure within one (1) business
day. For non -hosted customers, Tyler's responsibility
for lost or corrupted data is limited to assisting the
Client in restoring its last available database.
%•• tyler
.
••. technologies
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 60 of 260
AGENDA ITEM #14.A.2.
Exhibit C
Schedule 1
Priority
Characteristics of Support Incident
Resolution Targets'
Level
Support incident that causes (a)
Tyler shall provide an initial response to Priority Level
repeated, consistent failure of
2 incidents within four (4) business hours of receipt of
essential functionality affecting more
the incident. Once the incident has been confirmed,
than one user or (b) loss or corruption
Tyler shall use commercially reasonable efforts to
2
of data.
resolve such support incidents or provide a
High
circumvention procedure within ten (10) business
days. For non -hosted customers, Tyler's
responsibility for loss or corrupted data is limited to
assisting the Client in restoring its last available
database.
Priority Level 1 incident with an
Tyler shall provide an initial response to Priority Level
existing circumvention procedure, or
3 incidents within one (1) business day of receipt of
a Priority Level 2 incident that affects
the incident. Once the incident has been confirmed,
only one user or for which there is an
Tyler shall use commercially reasonable efforts to
3
existing circumvention procedure.
resolve such support incidents without the need for a
Medium
circumvention procedure with the next published
maintenance update or service pack, which shall
occur at least quarterly. For non -hosted customers,
Tyler's responsibility for lost or corrupted data is
limited to assisting the Client in restoring its last
available database.
Support incident that causes failure of
Tyler shall provide an initial response to Priority Level
non-essential functionality or a
4 incidents within two (2) business days of receipt of
4
cosmetic or other issue that does not
the incident. Once the incident has been confirmed,
Non
critical
qualify as any other Priority Level.
Tyler shall use commercially reasonable efforts to
resolve such support incidents, as well as cosmetic
issues, with a future version release.
Response and Resolution Targets may differ by product or business need
Incident Escalation
If Tyler is unable to resolve any priority level 1 or 2 defect as listed above or the priority of an issue has
elevated since initiation, you may escalate the incident to the appropriate resource, as outlined by each
product support team. The corresponding resource will meet with you and any Tyler staff to establish a
mutually agreeable plan for addressing the defect.
Remote Support Tool
Some support calls may require further analysis of the Client's database, processes or setup to diagnose
a problem or to assist with a question. Tyler will, at its discretion, use an industry -standard remote
support tool. Tyler's support team must have the ability to quickly connect to the Client's system and
view the site's setup, diagnose problems, or assist with screen navigation. More information about the
remote support tool Tyler uses is available upon request.
%•• tyler
.
••. technologies
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 61 of 260
AGENDA ITEM #14.A.2.
Exhibit D
•
•••'••
tyler
..�.
.� technologies
Exhibit D
Statement of Work
The following Statement of Work details the services to be delivered by us to you under your Agreement.
This Statement of Work is effective as of the Effective Date. Capitalized terms not otherwise defined will
have the meaning assigned to such terms in your Agreement.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
••:;:•. tyler1e5
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 62 of 260
Kodiak Island Borough
SOW from Tyler Technologies, Inc.
4/26/2023
Presented to:
Kodiak Island Borough
710 Mill Bay Road, Room 104
Kodiak, AK 99615
Contact:
Bob Tenace
Email: Bob.Tenace@TylerTech.com
One Tyler Way, Moraine, OH 45439
7
AGENDA ITEM #14.A.2.
•••'•� tyler
• technologies
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 63 of 260
AGENDA ITEM #14.A.2.
Table of Contents
PART 1: EXECUTIVE SUMMARY...............................................................................................................4
1. Project Overview............................................................................................................................. 4
1.1 Introduction........................................................................................................................................ 4
1.2 Project Goals....................................................................................................................................... 4
1.3 Methodology.......................................................................................................................................4
PART 2: PROJECT FOUNDATION............................................................................................................. 6
2. Project Governance......................................................................................................................... 6
3. Project Scope Control...................................................................................................................... 7
3.1 Managing Scope and Project Change................................................................................................. 7
3.2 Change Control................................................................................................................................... 7
3.3 Change Request Management............................................................................................................ 7
4. Acceptance Process......................................................................................................................... 9
5. Roles and Responsibilities................................................................................................................ 9
5.1
Tyler Roles & Responsibilities.............................................................................................................
9
5.1.1
Tyler Executive Manager...........................................................................................................
10
5.1.2
Tyler Implementation Manager................................................................................................
10
5.1.3
Tyler Project Manager...............................................................................................................
10
5.1.4
Tyler Implementation Consultant.............................................................................................
11
5.1.5
Tyler Sales.................................................................................................................................
11
5.1.6
Tyler Technical Services............................................................................................................
11
5.2
Kodiak Roles & Responsibilities........................................................................................................
12
5.2.1
Kodiak Executive Sponsor.........................................................................................................
12
5.2.2
Kodiak Steering Committee......................................................................................................
12
5.2.3
Kodiak Project Manager............................................................................................................
12
5.2.4
Kodiak Functional Leads............................................................................................................
14
5.2.5
Kodiak Power Users..................................................................................................................
14
5.2.6
Kodiak End Users.......................................................................................................................
15
5.2.7
Kodiak Technical Lead...............................................................................................................
15
5.2.8
Kodiak Change Management Lead...........................................................................................
16
PART 3: PROJECT PLAN........................................................................................................................... 17
6. Project Stages.................................................................................................................................17
6.1 Initiate and Plan................................................................................................................................ 18
6.1.1 Initial Coordination................................................................................................................... 18
6.1.2 Project/Phase Planning............................................................................................................. 19
6.1.3 Infrastructure Planning............................................................................................................. 20
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 64 of 260
AGENDA ITEM #14.A.2.
6.1.4
Stakeholder Meeting.................................................................................................................
21
6.1.5
GIS Preparation.........................................................................................................................
22
6.1.6
Control Point 1: Initiate & Plan Stage Acceptance....................................................................
23
6.2
Assess & Define.................................................................................................................................
23
6.2.1
Solution Orientation..................................................................................................................
23
6.2.2
Current & Future State Analysis................................................................................................
24
6.2.3
Conversion Assessment............................................................................................................
25
6.2.4
Modification Analysis................................................................................................................
26
6.2.5
Intentionally left blank..............................................................................................................
28
6.2.6
Control Point 2: Assess & Define Stage Acceptance.................................................................
28
6.3
Prepare Solution...............................................................................................................................
28
6.3.1
Initial System Deployment........................................................................................................
28
6.3.2
Configuration............................................................................................................................
29
6.3.3
Process Refinement..................................................................................................................
30
6.3.4
Conversion Delivery..................................................................................................................
32
6.3.5
Modifications Delivery..............................................................................................................
33
6.3.6
Intentionally left blank..............................................................................................................
35
6.3.7
Control Point 3: Prepare Solution Stage Acceptance................................................................
35
6.4
Production Readiness.......................................................................................................................
35
6.4.1
Solution Validation....................................................................................................................
35
6.4.2
Go -Live Readiness.....................................................................................................................
36
6.4.3
End User Training......................................................................................................................
37
6.4.4
Control Point 4: Production Readiness Stage Acceptance........................................................
38
6.5
Production.........................................................................................................................................39
6.5.1
Go-Live......................................................................................................................................
39
6.5.2
Transition to Client Services......................................................................................................
40
6.5.3
Post Go -Live Activities...............................................................................................................
41
6.5.4
Control Point 5: Production Stage Acceptance.........................................................................
42
6.6
Close..................................................................................................................................................42
6.6.1
Phase Closeout..........................................................................................................................
43
6.6.2
Project Closeout........................................................................................................................
44
6.6.3
Control Point 6: Close Stage Acceptance..................................................................................
45
7. General Assumptions......................................................................................................................45
7.1
Project...............................................................................................................................................45
7.2
Organizational Change Management...............................................................................................
45
7.3
Resources and Scheduling................................................................................................................
46
7.4
Data...................................................................................................................................................
46
7.5
Facilities.............................................................................................................................................47
8. Glossary.........................................................................................................................................48
PART4: APPENDICES............................................................................................................................... 51
9. Conversion.....................................................................................................................................51
9.1 A&T Conversion Summary................................................................................................................ 51
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 65 of 260
AGENDA ITEM #14.A.2.
9.1.1 Collections Standard Conversion.............................................................................................. 51
9.1.2 Appraisal Standard Conversion................................................................................................. 51
10. Additional Appendices................................................................................................................52
10.1 Property Access Project.................................................................................................................... 52
10.1.1 Implementation Activities......................................................................................................... 52
10.1.2 Client Responsibilities............................................................................................................... 52
10.1.3 Configurable Site Features........................................................................................................ 53
10.1.4 Not in Scope.............................................................................................................................. 55
10.2 Tyler Content Manager (TCM) Project.............................................................................................. 56
10.2.1 Implementation Activities......................................................................................................... 56
10.2.2 Not in Scope.............................................................................................................................. 56
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 66 of 260
AGENDA ITEM #14.A.2.
Part 1: Executive Summary
1. Project Overview
1.1 Introduction
Tyler Technologies ("Tyler') is the largest and most established provider of integrated software and
technology services focused solely on the public sector. Tyler's end-to-end solutions empower public sector
entities including local, state, provincial and federal government, to operate more efficiently and connect
more transparently with their constituents and with each other. By connecting data and processes across
disparate systems, Tyler's solutions transform how clients gain actionable insights that solve problems in their
communities.
1.2 Project Goals
This Statement of Work ("SOW") documents the methodology, implementation stages, activities, and roles
and responsibilities, and project scope listed in the Investment Summary of the Agreement between Tyler
and the Kodiak (collectively the "Project").
The overall goals of the project are to:
■ Successfully implement the contracted scope on time and on budget
■ Increase operational efficiencies and empower users to be more productive
■ Improve accessibility and responsiveness to external and internal customer needs
■ Overcome current challenges and meet future goals
1.3 Methodology
This is accomplished by the Kodiak and Tyler working as a partnership and Tyler utilizing its depth of
implementation experience. While each Project is unique, all will follow Tyler's six -stage methodology. Each
of the six stages is comprised of multiple work packages, and each work package includes a narrative
description, objectives, tasks, inputs, outputs/deliverables, assumptions, and a responsibility matrix.
Tailored specifically for Tyler's public sector clients, the project methodology contains Stage Acceptance
Control Points throughout each Phase to ensure adherence to scope, budget, timeline controls, effective
communications, and quality standards. Clearly defined, the project methodology repeats consistently across
Phases, and is scaled to meet the Kodiak's complexity and organizational needs.
Kodiak Island Borough
Tyler Technologies, Inc.
00000"Opr -11
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 67 of 260
AGENDA ITEM #14.A.2.
Tyler's Six Stage Project Methodology
INITIATE L WV ASSESS L PREPARE PRODUCTION PRODUCTION CLOSE
PLAN MA DEFINE ak SOLUTION READINESS
.9 V
The methodology adapts to both single-phase and multiple -phase projects.
To achieve Project success, it is imperative that both the Kodiak and Tyler commit to including the necessary
leadership and governance. During each stage of the Project, it is expected that the Kodiak and Tyler Project
teams work collaboratively to complete tasks. An underlying principle of Tyler's Implementation process is to
employ an iterative model where the Kodiak's business processes are assessed, configured, validated, and
refined cyclically in line with the project budget. This approach is used in multiple stages and work packages
as illustrated in the graphic below.
Iterative Project Model
The delivery approach is systematic, which reduces variability and mitigates risks to ensure Project success. As
illustrated, some stages, along with work packages and tasks, are intended to be overlapping by nature to
complete the Project efficiently and effectively.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 68 of 260
AGENDA ITEM #14.A.2.
Part 2: Project Foundation
2. Project Governance
Project governance is the management framework within which Project decisions are made. The role of
Project governance is to provide a decision-making approach that is logical, robust, and repeatable. This
allows organizations to have a structured approach for conducting its daily business in addition to project
related activities.
This section outlines the resources required to meet the business needs, objectives, and priorities for the
Project, communicate the goals to other Project participants, and provide support and guidance to
accomplish these goals. Project governance defines the structure for escalation of issues and risks, Change
Control review and authority, and Organizational Change Management activities. Throughout the Statement
of Work Tyler has provided RACI Matrices for activities to be completed throughout the implementation
which will further outline responsibilities of different roles in each stage. Further refinement of the
governance structure, related processes, and specific roles and responsibilities occurs during the Initiate &
Plan Stage.
The chart below illustrates an overall team perspective where Tyler and the Kodiak collaborate to resolve
Project challenges according to defined escalation paths. If project managers do not possess authority to
determine a solution, resolve an issue, or mitigate a risk, Tyler implementation management and the Kodiak
Steering Committee become the escalation points to triage responses prior to escalation to the Kodiak and
Tyler executive sponsors. As part of the escalation process, each Project governance tier presents
recommendations and supporting information to facilitate knowledge transfer and issue resolution. The
Kodiak and Tyler executive sponsors serve as the final escalation point.
Project Governance Relationships
EXECUTIVE SPONSOR
Champions the project, secures huy-m, provides
oversight ants ultimate decision-making
STEERING COMMITTEE
Monitors progress, goals and ohjecttves
AL
PROJECT MANAGER
Oversees project schedule and tasks
Kodiak Island Borough
Tyler Technologies, Inc.
EXECUTIVE SPONSOR
Provides oversight and ultimate decision-making
IMPLEMENTATION MANAGER
Monitors progress
4&
PROJECT MANAGER
Oversees project schedule and tasks
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 69 of 260
AGENDA ITEM #14.A.2.
3. Project Scope Control
3.1 Managing Scope and Project Change
Project Management governance principles contend that there are three connected constraints on a Project:
budget, timeline, and scope. These constraints, known as the "triple constraints" or project management
triangle, define budget in terms of financial cost, labor costs, and other resource costs. Scope is defined as the
work performed to deliver a product, service or result with the specified features and functions, while time is
simply defined as the schedule. The Triple Constraint theory states that if you change one side of the triangle,
the other two sides must be correspondingly adjusted. For example, if the scope of the Project is increased,
cost and time to complete will also need to increase. The Project and executive teams will need to remain
cognizant of these constraints when making impactful decisions to the Project. A simple illustration of this
triangle is included here, showing the connection of each item and their relational impact to the overall
Scope.
Project Management Triangle
A pillar of any successful project is the ability to properly manage scope while allowing the appropriate level
of flexibility to incorporate approved changes. Scope and changes within the project will be managed using
the change control process outlined in the following section.
3.2 Change Control
It may become necessary to change the scope of this Project due to unforeseeable circumstances (e.g., new
constraints or opportunities are discovered). This Project is being undertaken with the understanding that
Project scope, schedule, and/or cost may need to change to produce optimal results for stakeholders.
Changes to contractual requirements will follow the change control process specified in the final contract,
and as described below.
3.3 Change Request Management
Should the need for a change to Project scope, schedule, and/or cost be identified during the Project, the
change will be brought to the attention of the Steering Committee and an assessment of the change will
occur. While such changes may result in additional costs and delays relative to the schedule, some changes
may result in less cost to the Kodiak; for example, the Kodiak may decide it no longer needs a deliverable
originally defined in the Project. The Change Request will include the following information:
Kodiak Island Borough
Tyler Technologies, Inc.
Page
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 70 of 260
AGENDA ITEM #14.A.2.
■ The nature of the change.
■ A good faith estimate of the additional cost or associated savings to the Kodiak, if any.
■ The timetable for implementing the change.
■ The effect on and/or risk to the schedule, resource needs or resource responsibilities.
The Kodiak will use its good faith efforts to either approve or disapprove any Change Request within ten (10)
Business Days (or other period as mutually agreeable between Tyler and the Kodiak). Any changes to the
Project scope, budget, or timeline must be documented and approved in writing using a Change Request
form. These changes constitute a formal amendment to the Statement of Work and will supersede any
conflicting term in the Statement of Work.
Change Request Process
=k'R;IIIN
1141:11[11]M�N;1:1►MMMI•`ih;lalI=
CLIENT IDENTIFIES TYLER ASSESSES /
CLIENT DETAILS IF TYLER AGREES
CLIENT AUTHORIZES
SCHEDULE ADJUSTED TO
NEED/ DESIRE FOR DETERMINES OUT
NEED IN CHANGE WITH THE REQUEST
OR DECLINES THE
ACCOMMODATE THE
CHANGE OFSCOPE
REQUEST FORM
CHANGE
CHANGE IF NECESSARY
If Tyler Agrees wtth Request,
Esthnate provided to client,
Including addition of new tasks
otherwise reason for denial
that result from the change
provided
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 71 of 260
AGENDA ITEM #14.A.2.
4. Acceptance Process
The implementation of a Project involves many decisions to be made throughout its lifecycle. Decisions will
vary from higher level strategy decisions to smaller, detailed Project level decisions. It is critical to the success
of the Project that each Kodiak office or department designates specific individuals for making decisions on
behalf of their offices or departments.
Both Tyler and the Kodiak will identify representative project managers. These individuals will represent the
interests of all stakeholders and serve as the primary contacts between the two organizations.
The coordination of gaining Kodiak feedback and approval on Project deliverables will be critical to the
success of the Project. The Kodiak project manager will strive to gain deliverable and decision approvals from
all authorized Kodiak representatives. Given that the designated decision -maker for each department may
not always be available, there must be a designated proxy for each decision point in the Project. Assignment
of each proxy will be the responsibility of the leadership from each Kodiak department. The proxies will be
named individuals that have the authorization to make decisions on behalf of their department.
The following process will be used for accepting Deliverables and Control Points
The Kodiak shall have five (5) business days from the date of delivery, or as otherwise mutually
agreed upon by the parties in writing, to accept each Deliverable or Control Point. If the Kodiak does
not provide acceptance or acknowledgement within five (5) business days, or the otherwise agreed
upon timeframe, not to be unreasonably withheld, Tyler deems the Deliverable or Control Point as
accepted.
If the Kodiak does not agree the Deliverable or Control Point meets requirements, the Kodiak shall
notify Tyler project manager(s), in writing, with reasoning within five (5) business days, or the
otherwise agreed-upon timeframe, not to be unreasonably withheld, of receipt of the Deliverable.
Tyler shall address any deficiencies and redeliver the Deliverable or Control Point. The Kodiak shall
then have two (2) business days from receipt of the redelivered Deliverable or Control Point to accept
or again submit written notification of reasons for rejecting the milestone. If the Kodiak does not
provide acceptance within two (2) business days, or the otherwise agreed upon timeframe, not to be
unreasonably withheld, Tyler deems the Deliverable or Control Point as accepted.
5. Roles and Responsibilities
The following defines the roles and responsibilities of each Project resource for the Kodiak and Tyler. Roles
and responsibilities may not follow the organizational chart or position descriptions at the Kodiak, but are
roles defined within the Project. It is common for individual resources on both the Tyler and Kodiak project
teams to fill multiple roles. Similarly, it is common for some roles to be filled by multiple people.
5.1 Tyler Roles & Responsibilities
Tyler assigns a project manager prior to the start of each Phase of the Project (some Projects may only be one
Phase in duration). Additional Tyler resources are assigned as the schedule develops and as needs arise.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 72 of 260
AGENDA ITEM #14.A.2.
5.1.1 Tyler Executive Manager
Tyler executive management has indirect involvement with the Project and is part of the Tyler escalation
process. This team member offers additional support to the Project team and collaborates with other Tyler
department managers as needed to escalate and facilitate implementation Project tasks and decisions.
■ Provides clear direction for Tyler staff on executing on the Project Deliverables to align with satisfying
the Kodiak's overall organizational strategy.
■ Authorizes required Project resources.
■ Resolves all decisions and/or issues not resolved at the implementation management level as part of
the escalation process.
■ Acts as the counterpart to the Kodiak 's executive sponsor.
5.1.2 Tyler Implementation Manager
■ Tyler implementation management has indirect involvement with the Project and is part of the Tyler
escalation process. The Tyler project managers consult implementation management on issues and
outstanding decisions critical to the Project. Implementation management works toward a solution
with the Tyler Project Manager or with Kodiak management as appropriate. Tyler executive
management is the escalation point for any issues not resolved at this level.
■ Assigns Tyler Project personnel.
■ Provides support for the Project team.
■ Provides management support for the Project to ensure it is staffed appropriately and staff have
necessary resources.
■ Monitors Project progress including progress towards agreed upon goals and objectives.
5.1.3 Tyler Project Manager
■ The Tyler project manager(s) provides oversight of the Project, coordination of Tyler resources
between departments, management of the Project budget and schedule, effective risk, and issue
management, and is the primary point of contact for all Project related items. As requested by the
Kodiak, the Tyler Project Manager provides regular updates to the Kodiak Steering Committee and
other Tyler governance members. Tyler Project Manager's role includes responsibilities in the
following areas:
5.1.3.1 Contract Management
■ Validates contract compliance throughout the Project.
■ Ensures Deliverables meet contract requirements.
■ Acts as primary point of contact for all contract and invoicing questions.
■ Prepares and presents contract milestone sign -offs for acceptance by the Kodiak project manager(s).
■ Coordinates Change Requests, if needed, to ensure proper Scope and budgetary compliance.
5.1.3.2 Planning
■ Delivers project planning documents.
■ Defines Project tasks and resource requirements.
■ Develops initial Project schedule and Project Management Plan.
■ Collaborates with the Kodiak project manager(s) to plan and schedule Project timelines to achieve on-
time implementation.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 73 of 260
AGENDA ITEM #14.A.2.
5.1.3.3 Implementation Management
■ Tightly manages Scope and budget of Project to ensure Scope changes and budget planned versus
actual are transparent and handled effectively and efficiently.
■ Establishes and manages a schedule and Tyler resources that properly support the Project Schedule
and are also in balance with Scope/budget.
■ Establishes risk/issue tracking/reporting process between the Kodiak and Tyler and takes all necessary
steps to proactively mitigate these items or communicate with transparency to the Kodiak any items
that may impact the outcomes of the Project.
■ Collaborates with the Kodiak 's project manager(s) to establish key business drivers and success
indicators that will help to govern Project activities and key decisions to ensure a quality outcome of
the project.
■ Collaborates with the Kodiak's project manager(s) to set a routine communication plan that will aide
all Project team members, of both the Kodiak and Tyler, in understanding the goals, objectives,
status, and health of the Project.
5.1.3.4 Resource Management
■ Acts as liaison between Project team and Tyler manager(s).
■ Identifies and coordinates all Tyler resources across all applications, Phases, and activities including
development, forms, installation, reports, implementation, and billing.
■ Provides direction and support to Project team.
■ Manages the appropriate assignment and timely completion of tasks as defined in the Project
Schedule, task list, and Go -Live Checklist.
■ Assesses team performance and adjusts as necessary.
■ Consulted on in Scope 3rd party providers to align activities with ongoing Project tasks.
5.1.4 Tyler Implementation Consultant
■ Completes tasks as assigned by the Tyler project manager(s).
■ Documents activities for services performed by Tyler.
■ Guides the Kodiak through software validation process following configuration.
■ Assists during Go -Live process and provides support until the Kodiak transitions to Client Services.
■ Facilitates training sessions and discussions with the Kodiak and Tyler staff to ensure adequate
discussion of the appropriate agenda topics during the allotted time.
■ May provide conversion review and error resolution assistance.
5.1.5 Tyler Sales
■ Supports Sales to Implementation knowledge transfer during Initiate & Plan.
■ Provides historical information, as needed, throughout implementation.
■ Participates in pricing activities if additional licensing and/or services are needed.
5.1.6 Tyler Technical Services
■ Maintains Tyler infrastructure requirements and design document(s).
■ Involved in system infrastructure planning/review(s).
■ Provides first installation of licensed software with initial database on servers.
■ Supports and assists the project team with technical/environmental issues/needs.
■ Deploys Tyler products.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 74 of 260
AGENDA ITEM #14.A.2.
■ Conducts GIS Planning.
■ Reviews GIS data and provides feedback to the Kodiak.
■ Loads Kodiak provided GIS data into the system.
5.2 Kodiak Roles & Responsibilities
Kodiak resources will be assigned prior to the start of each Phase of the Project. One person may be assigned
to multiple Project roles.
5.2.1 Kodiak Executive Sponsor
The Kodiak executive sponsor provides support to the Project by providing strategic direction and
communicating key issues about the Project and its overall importance to the organization. When called
upon, the executive sponsor also acts as the final authority on all escalated Project issues. The executive
sponsor engages in the Project, as needed, to provide necessary support, oversight, guidance, and escalation,
but does not participate in day-to-day Project activities. The executive sponsor empowers the Kodiak steering
committee, project manager(s), and functional leads to make critical business decisions for the Kodiak.
■ Champions the project at the executive level to secure buy -in.
■ Authorizes required project resources.
■ Actively participates in organizational change communications.
5.2.2 Kodiak Steering Committee
The Kodiak steering committee understands and supports the cultural change necessary for the Project and
fosters an appreciation for the Project's value throughout the organization. The steering committee oversees
the Kodiak project manager and Project through participation in regular internal meetings. The Kodiak
steering committee remains updated on all Project progress, Project decisions, and achievement of Project
milestones. The Kodiak steering committee also serves as primary level of issue resolution for the Project.
■ Works to resolve all decisions and/or issues not resolved at the project manager level as part of the
escalation process.
■ Attends all scheduled steering committee meetings.
• Provides support for the project team.
■ Assists with communicating key project messages throughout the organization.
■ Prioritizes the project within the organization.
■ Ensures the project staffed appropriately and that staff have necessary resources.
■ Monitors project progress including progress towards agreed upon goals and objectives.
■ Has the authority to approve or deny changes impacting the following areas:
o Cost
o Scope
o Schedule
o Project Goals
o Kodiak Policies
o Needs of other client projects
5.2.3 Kodiak Project Manager
The Kodiak shall assign project manager(s) prior to the start of this project with overall responsibility and
authority to make decisions related to Project Scope, scheduling, and task assignment. The Kodiak Project
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 75 of 260
AGENDA ITEM #14.A.2.
Manager should communicate decisions and commitments to the Tyler project manager(s) in a timely and
efficient manner. When the Kodiak project manager(s) do not have the knowledge or authority to make
decisions, he or she engages the necessary resources to participate in discussions and make decisions in a
timely fashion to avoid Project delays. The Kodiak project manager(s) are responsible for reporting to the
Kodiak steering committee and determining appropriate escalation points.
5.2.3.1 Contract Management
Validates contract compliance throughout the project.
Ensures that invoicing and Deliverables meet contract requirements.
Acts as primary point of contact for all contract and invoicing questions. Collaborates on and
approves Change Requests, if needed, to ensure proper scope and budgetary compliance.
5.2.3.2 Planning
■ Reviews and accepts project planning documents.
■ Defines project tasks and resource requirements for the Kodiak project team.
■ Collaborates in the development and approval of the project schedule.
■ Collaborates with Tyler project manager(s) to plan and schedule project timelines to achieve on-time
implementation.
5.2.3.3 Implementation Management
■ Tightly manages project budget and scope.
■ Collaborates with Tyler project manager(s) to establish a process and approval matrix to ensure that
scope changes and budget (planned versus actual) are transparent and handled effectively and
efficiently.
■ Collaborates with Tyler project manager to establish and manage a schedule and resource plan that
properly supports the project schedule as a whole and is also in balance with scope and budget.
■ Collaborates with Tyler project manager(s) to establish risk and issue tracking and reporting process
between the Kodiak and Tyler and takes all necessary steps to proactively mitigate these items or
communicate with transparency to Tyler any items that may impact the outcomes of the project.
■ Collaborates with Tyler project manager(s) to establish key business drivers and success indicators
that will help to govern project activities and key decisions to ensure a quality outcome of the project.
■ Routinely communicates with both the Kodiak staff and Tyler, aiding in the understanding of goals,
objectives, current status, and health of the project by all team members.
■ Manages the requirements gathering process and ensure timely and quality business requirements
are being provided to Tyler.
5.2.3.4 Resource Management
■ Acts as liaison between project team and stakeholders.
■ Identifies and coordinates all Kodiak resources across all modules, phases, and activities including
data conversions, forms design, hardware and software installation, reports building, and satisfying
invoices.
■ Provides direction and support to project team.
■ Builds partnerships among the various stakeholders, negotiating authority to move the project
forward.
■ Manages the appropriate assignment and timely completion of tasks as defined.
■ Assesses team performance and takes corrective action, if needed.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 76 of 260
AGENDA ITEM #14.A.2.
■ Provides guidance to Kodiak technical teams to ensure appropriate response and collaboration with
Tyler Technical Support Teams to ensure timely response and appropriate resolution.
■ Owns the relationship with in -Scope 3rd party providers and aligns activities with ongoing project
tasks.
■ Ensures that users have appropriate access to Tyler project toolsets as required.
■ Conducts training on proper use of toolsets.
■ Validates completion of required assignments using toolsets.
5.2.4 Kodiak Functional Leads
■ Makes business process change decisions under time sensitive conditions.
■ Communicates existing business processes and procedures to Tyler consultants.
■ Assists in identifying business process changes that may require escalation.
■ Contributes business process expertise for Current & Future State Analysis.
■ Identifies and includes additional subject matter experts to participate in Current & Future State
Analysis.
■ Validates that necessary skills have been retained by end users.
■ Provides End Users with dedicated time to complete required homework tasks.
■ Acts as an ambassador/champion of change for the new process and provide business process
change support.
■ Identifies and communicates any additional training needs or scheduling conflicts to the Kodiak
project manager.
■ Actively participates in all aspects of the implementation, including, but not limited to, the following
key activities:
o Task completion
o Stakeholder Meeting
o Project Management Plan development
o Schedule development
o Maintenance and monitoring of risk register
o Escalation of issues
o Communication with Tyler project team
o Coordination of Kodiak resources
o Attendance at scheduled sessions
o Change management activities
o Modification specification, demonstrations, testing and approval assistance
o Data analysis assistance
o Decentralized end user training
o Process testing
o Solution Validation
5.2.5 Kodiak Power Users
■ Participate in project activities as required by the project team and project manager(s).
■ Provide subject matter expertise on the Kodiak business processes and requirements.
■ Act as subject matter experts and attend Current & Future State Analysis sessions as needed.
■ Attend all scheduled training sessions.
■ Participate in all required post -training processes as needed throughout project.
■ Test all application configuration to ensure it satisfies business process requirements.
■ Become application experts.
■ Participate in Solution Validation.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 77 of 260
AGENDA ITEM #14.A.2.
■ Adopt and support changed procedures.
■ Complete all deliverables by the due dates defined in the project schedule.
■ Demonstrate competency with Tyler products processing prior to Go -live.
■ Provide knowledge transfer to the Kodiak staff during and after implementation.
■ Participate in conversion review and validation.
5.2.6 Kodiak End Users
■ Attend all scheduled training sessions.
■ Become proficient in application functions related to job duties.
■ Adopt and utilize changed procedures.
■ Complete all deliverables by the due dates defined in the project schedule.
■ Utilize software to perform job functions at and beyond Go -live.
5.2.7 Kodiak Technical Lead
■ Coordinates updates and releases with Tyler as needed.
■ Coordinates the copying of source databases to training/testing databases as needed for training
days.
■ Coordinates and adds new users, printers and other peripherals as needed.
■ Validates that all users understand log -on process and have necessary permission for all training
sessions.
■ Coordinates interface development for Kodiak third party interfaces.
■ Develops or assists in creating reports as needed.
■ Ensures on-site system meets specifications provided by Tyler.
■ Assists with software installation as needed.
■ Extracts and transmits conversion data and control reports from the Kodiak's legacy system per the
conversion schedule set forth in the project schedule.
5.2.7.1 Kodiak GIS
■ Participates in GIS planning activities.
■ Responsible for management and maintenance of Kodiak GIS infrastructure and data.
■ Ensures GIS data/service endpoints are in alignment with Tyler software requirements.
■ Provides Tyler implementation team with GIS data/service access information.
5.2.7.2 Kodiak Upgrade Coordination
■ Becomes familiar with the software upgrade process and required steps.
■ Becomes familiar with Tyler's releases and updates.
• Utilizes Tyler resources to stay abreast of the latest Tyler releases and updates, as well as the latest
helpful tools to manage the Kodiak's software upgrade process.
■ Assists with the software upgrade process during implementation.
■ Manages software upgrade activities post -implementation.
■ Manages software upgrade plan activities.
■ Coordinates software upgrade plan activities with Kodiak and Tyler resources.
■ Communicates changes affecting users and department stakeholders.
■ Obtains department stakeholder acceptance to upgrade production environment.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 78 of 260
AGENDA ITEM #14.A.2.
5.2.8 Kodiak Change Management Lead
■ Validates that users receive timely and thorough communication regarding process changes.
■ Provides coaching to supervisors to prepare them to support users through the project changes.
■ Identifies the impact areas resulting from project activities and develops a plan to address them
proactively.
■ Identifies areas of resistance and develops a plan to reinforce the change.
■ Monitors post -production performance and new process adherence.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 79 of 260
AGENDA ITEM #14.A.2.
Part 3: Project Plan
6. Project Stages
Work Breakdown Structure
The Work Breakdown Structure (WBS) is a hierarchical representation of a Project or Phase broken down into
smaller, more manageable components. The top-level components are called "Stages" and the second level
components are called "Work Packages". The work packages, shown below each stage, contain the high-level
work to be done. The detailed Project Schedule, developed during Project/Phase Planning and finalized during
subsequent stages, lists the tasks to be completed within each work package. Each stage ends with a "Control
Point", confirming the work performed during that stage of the Project has been accepted by the Kodiak.
Work Breakdown Structure (WBS)
4
PRODUCTION
rj PRODUCTION
6
CLOSE
READINESS
4.1 Solution
���U�e
5.1 Go Live
6.1 Phase
CloseOut
Readiness
4.3 End
Training
User
5.2 Transition to
Client Services
5.3 Post Go Live
Activities
6.2 Project Close
Out
*Items noted with an asterisk in the graphic above relate to specific products and services. If those products and services are not included in the scope
of the contract, these specific work packages will be noted as "Intentionally Left Blank" in Section 6 of the Statement of Work.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 80 of 260
AGENDA ITEM #14.A.2.
6.1 Initiate and Plan
The Initiate and Plan stage involves Project initiation, infrastructure, and planning. This stage creates a
foundation for the Project by identifying and establishing sequence and timing for each Phase as well as
verifying scope for the Project. This stage will be conducted at the onset of the Project, with a few unique
items being repeated for the additional Phases as needed.
6.1.1 Initial Coordination
Prior to Project commencement, Tyler management assigns project manager(s). Additional Project resources
will be assigned later in the Project as a Project schedule is developed. Tyler provides the Kodiak with initial
Project documents used to gather names of key personnel, their functional role as it pertains to the Project,
as well as any blackout dates to consider for future planning. the Kodiak gathers the information requested by
the provided deadline ensuring preliminary planning and scheduling can be conducted moving the Project
forward in a timely fashion. Internally, the Tyler Project Manager(s) coordinate with sales to ensure transfer
of vital information from the sales process prior to scheduling a Project Planning Meeting with the Kodiak's
team. During this step, Tyler will work with the Kodiak to establish the date(s) for the Project and Phase
Planning session.
Objectives:
■ Formally launch the project.
■ Establish project governance.
■ Define and communicate governance for Tyler.
■ Identify Kodiak project team.
STAGE 1
Initial Coordination
Tyler
Kodiak
RACI MATRIX KEY:
v
R = Responsible
o
A = Accountable
°
v
J
C = Consulted
_
I= Informed
010
M
2
U
a
L
Q)C
o
a
p
N
E
v
u.l
O
GA
O
N
N
U
iCLE
N
C
O
E
to
f6
W
y
S
-6
>a)
+f 0+
�
+f 0+
N
t'
Q
O
O
!6
Ln
f6
U
i
N
n
>
O
M0
m
�
J
C
M
M
O
v
U
LLQ
.0
N
-
C
CJ
O
N�
U
i'
N
.0
pUj
X
d
U
'�
d
a
�O
U
C
N
_
D
41
N
U
O
U
C
C
M
a
Q
'6
C
U
a
2
U
w
�
a
�i
U
n
w
Tyler project team is assigned
A
R
C
I
I
I
I
I
I
Kodiak project team is assigned
A
I
R
I
I
I
Provide initial project
documents to the Kodiak
A
R
C
C
I
I
Gather preliminary information
requested
I
A
R
C
C
C
C
Sales to implementation
knowledge transfer
A
R
I
I
I
I
I
Create Project Portal to store
project artifacts and facilitate
A
R
I
communication
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 81 of 260
AGENDA ITEM #14.A.2.
Inputs Contract documents
Statement of Work
Outputs/Deliverables Working initial project documents
Project portal
Work package assumptions:
■ Project activities begin after the agreement has been fully executed.
6.1.2 Project/Phase Planning
Project and Phase planning provides an opportunity to review the contract, software, data conversions and
services purchased, identify applications to implement in each Phase (if applicable), and discuss
implementation timeframes.
During this work package Tyler will work with the Kodiak to coordinate and plan a formal Project planning
meeting(s). This meeting signifies the start of the Project and should be attended by all Kodiak Project team
members and the Tyler Project Manager. The meeting provides an opportunity for Tyler to introduce its
implementation methodology, terminology, and Project management best practices to the Kodiak's Project
Team. This will also present an opportunity for project managers and Project sponsors to begin to discuss
Project communication, metrics, status reporting and tools to be used to measure Project progress and
manage change.
Tyler will work with the Kodiak Project Team to prepare and deliver the Project Management Plan as an
output of the planning meeting. This plan will continue to evolve and grow as the Project progresses and will
describe how the project will be executed, monitored, and controlled.
During project planning, Tyler will introduce the tools that will be used throughout the implementation. Tyler
will familiarize the Kodiak with these tools during project planning and make them available for review and
maintenance as applicable throughout the project. Some examples are Solution validation plan, issue log, and
go -live checklist.
STAGE 1
Project/Phase Planning
y er
Kodiak
RACI MATRIX KEY:
R = Responsible
v
o
A = Accountable
=
M
a
C = Consulted
Z
I= Informed
v
g
�°
"
v
v
o
c
0
N
V
ON
-
v
W
c6
C
[O
O
N
to
f0
O
V)
'>
vi
o1
C
O
�
E:
N
bo
m
-0
M
Q)
W
C
N
2
N
a
c6
c
G
f6
C
l6
N
i
C
O
of
Ln
U
'�
O_
N
O
J
M
M
C
J
01
>
C
N
C
N
o1
O_
M
—
M
N
Q)
>
U
"
C
>^
N
J
U
0
X
W
U
w
V
C
J
U
Q)
O
to
N
L
Oo-
O
C
X
Q
.O
Q
t°
p
U
v
v
N
O
c
m
-6
U
a
D
U
w
V))
d
ii
U
V)
w
Schedule and
conduct planning
A
R
I
C
C
I
session(s)
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 82 of 260
AGENDA ITEM #14.A.2.
Develop Project A R I C C I
Management Plan
Develop initial A R I I I I I I C C I I C I
project schedule
Inputs Contract documents
Statement of Work
Guide to Starting Your Project
Outputs/ Deliverables
Acceptance Criteria [only] for Deliverables
Project Management Plan Delivery of document
Project Operational Plan Delivery of document
Initial Project Schedule Kodiak provides acceptance of schedule
based on resource availability, project
budget, and goals.
Work package assumptions:
■ Kodiak has reviewed and completed the Guide to Starting Your Project document
6.1.3 Infrastructure Planning
Procuring required hardware and setting it up properly is a critical part of a successful implementation. This
task is especially important for Tyler-hosted/SaaS deployment models. Tyler will be responsible for building
the environments for a hosted/SaaS deployment, unless otherwise identified in the Agreement. Tyler will
install Licensed Software on application server(s) or train the Kodiak to install License Software. The Kodiak is
responsible for the installation and setup of all peripheral devices.
Objectives:
■ Ensure the Kodiak's infrastructure meets Tyler's application requirements.
■ Ensure the Kodiak's infrastructure is scheduled to be in place and available for use on time.
STAGE 1
Infrastructure Planning
Tyler
Kodiak
RACI MATRIX KEY:
R = Responsible
y
J
A = Accountable
M
C
N
L�
L
C = Consulted
v
M
c°
N
U
`o
N
�
N
°
=Informed
ao
o
o
v
L
O
m
m
m
W
v
0
v
x
-0
c
C
Y
T
+�+
Y
O
N
N
O
T
J
N
f0
O
J
>
N
N
E
a
X
W
M
w
m
U
.0
N
V
>
tw
O
';--
v
V
U
U
Y
�O
a-+
W
N
i
O_
C
W
Q
�
d
d
C
E;
M
c
G
(..)
v
U
v
W
N
N
O
d
C
LL
m
U
U)
-
W
U
Provide
Infrastructure
A
R
C
C
I
Requirements and
L
Design Document
I
I
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 83 of 260
AGENDA ITEM #14.A.2.
Initial Infrastructure
Meeting
Stakeholder Meeting
A
R
C
RACI MATRIX KEY:
C
C
C
Schedule SaaS
v
R = Responsible
Environment
-0
A
R
A = Accountable
C
.2ao
I
Availability
J
C = Consulted
°
N
Schedule Installation
1 = Informed
o
U
a
U
`o
vv
p;
of All Licensed
(U
E
A
R
C
I
v
.�
I
Software
w
0
c
o
avo
o
Ln
'>
o
E
E
to
Inputs I Initial Infrastructure Requirements
Outputs / Acceptance Criteria [only] for Deliverables
Deliverables
Completed Infrastructure Requirements Delivery of Requirements
6.1.4 Stakeholder Meeting
Communication of the Project planning outcomes to the Kodiak Project team, executives and other key
stakeholders is vital to Project success. The Stakeholder meeting is a strategic activity to inform, engage, gain
commitment, and instill confidence in the Kodiak team. During the meeting, the goals and objectives of the
Project will be reviewed along with detail on Project scope, implementation methodology, roles and
responsibilities, Project timeline and schedule, and keys to Project success.
Objectives:
■ Formally present and communicate the project activities and timeline.
■ Communicate project expectations.
STAGE 1
Stakeholder Meeting
Tyle
Kodiak
RACI MATRIX KEY:
v
R = Responsible
-0
o
A = Accountable
.2ao
J
C = Consulted
°
N
1 = Informed
o
U
a
U
`o
vv
p;
(U
E
CL
own
v
.�
v,
w
0
c
o
avo
o
Ln
'>
o
E
E
to
°°
v
=
o
(0
C
c6
Jam+
cO
a,
N
U
Q
Ln
N
>
N
N
Q
—
f6
m
N
N
>
U
tip
E
N
J
U
Z
E
++
U
E
X
w
,V
C
N
y,,
j
=
-
U
O
N
tm
i
vi
C
Q)
X
Q
.O
Q
f6
�O
U
N
41
v
p
C
f0
�
n
-O
U
d
U
w
N
a
U
I N
w
Create Stakeholder
I
A
R
I
I
I
I
C
I
Meeting Presentation
Review Stakeholder
I
C
A
R
C
Meeting Presentation
Perform Stakeholder
A
R
I
I
I
I
C
I
I
I
I
I
I
Meeting Presentation
016
Inputs Agreement
Sow
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 84 of 260
AGENDA ITEM #14.A.2.
Project Management Plan
Outputs /
Deliverables
GIS Preparation
Acceptance Criteria [only] for Deliverables
Tyler
Stakeholder Meeting Presentation
RACI MATRIX KEY:
Work package assumptions:
■ None
6.1.5 GIS Preparation
GIS data is a core part of many Tyler applications. Other Kodiak offices/products may also use this data and
have different GIS requirements. A key focus of this preparation will be the process for developing the GIS
data for use with Tyler applications. This can be an iterative process, so it is important to begin preparation
early.
Objectives:
■ Identify all Kodiak GIS data sources and formats.
■ Tyler to understand the Kodiak's GIS needs and practices.
■ Ensure the Kodiak's GIS data meets Tyler product requirements.
STAGE 1
GIS Preparation
Tyler
Kodiak
RACI MATRIX KEY:
v
R = Responsible
c
-a
o
A = Accountable
�
:°
Q)
J
a
C = Consulted
c
c
I = Informed
m
U
a
v
`o
v
E-0
v
N
+
N
U
W
f0
C
ro
O
t10
(o
O
V)
i'
N
ai
OE
E
tip
ro
M
Y
U
f6
v
m
c
0
6
c
a
c
O
_
a1
v
V
Q
N
U
c
J
C
v
v
a
v
n
w
o
:�
a
'c
QJ
N
>
nn
c
0
bin
v
E
v
6
'c
N
Q
a
'Q
Q
lo
cc
U
N
NO
a
a
C
f�a
9
m
Q
-O
u
U
N
W
Initial GIS Planning
A
R
C
C
C
Meeting
Determine all GIS Data
I
I
A
R
C
Sources
Provide Source GIS Data
I
I
A
R
C
Review GIS Data and
A
R
C
I
C
Provide Feedback
Inputs I GIS Requirements Document
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Production Ready Map Data Meets Tyler GIS Requirements.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 85 of 260
AGENDA ITEM #14.A.2.
Work package assumptions:
■ GIS data provided to Tyler is accurate and complete.
■ GIS data provided to Tyler is current.
■ Kodiak is responsible for maintaining the GIS data.
6.1.6 Control Point 1: Initiate & Plan Stage Acceptance
Acceptance criteria for this stage includes completion of all criteria listed below.
Note: Advancement to the Assess & Define stage is not dependent upon Tyler's receipt of this stage
acceptance.
Initiate & Plan Stage Deliverables:
■ Project Management Plan
■ Initial Project Schedule
Initiate & Plan stage acceptance criteria:
■ All stage deliverables accepted based on acceptance criteria previously defined
■ Project governance defined
■ Project portal made available to the Kodiak
■ Stakeholder meeting complete
■ GIS Data Production Ready
■ Completed Infrastructure Requirements and Design Document
■ System Passes Infrastructure Audit (as applicable)
6.2 Assess & Define
The Assess & Define stage will provide an opportunity to gather information related to current Kodiak
business processes. This information will be used to identify and define business processes utilized with Tyler
software. The Kodiak collaborates with Tyler providing complete and accurate information to Tyler staff and
assisting in analysis, understanding current workflows and business processes.
6.2.1 Solution Orientation
The Solution Orientation provides the Project stakeholders a high-level understanding of the solution
functionality prior to beginning the current and future state analysis. The primary goal is to establish a
foundation for upcoming conversations regarding the design and configuration of the solution.
Tyler utilizes a variety of tools for the Solution Orientation, focusing on Kodiak team knowledge transfer such
as: eLearning, documentation, or walkthroughs. The Kodiak team will gain a better understanding of the
major processes and focus on data flow, the connection between configuration options and outcome,
integration, and terminology that may be unique to Tyler's solution.
Objectives:
■ Provide a basic understanding of system functionality.
■ Prepare the Kodiak for current and future state analysis.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 86 of 260
AGENDA ITEM #14.A.2.
STAGE 2
Solution Orientation
Tyler
Kodiak
RACI MATRIX KEY:
v
R = Responsible
2
_0
o
A = Accountableto
:°
v
J
C =Consulted
M
v
=Informed
g
v
>
a
p
E
CL
o
C
O
0
u
0.0
N
0
W
0
C
O
W
O
V)
.�
vi
E:
E
0
o
N
2
Y
CO
O
N
U
ci
N
O
tcco
m
C
J
U
0i
cc�
L
N
Q
f6
/6
L
0)
>
U
0.0
cc�
L
N
E
a+
E
x
W
u
u
V)
++
O
(U
N U
O
U
O
U
v
'�
4)
w
0
C
U
Y
N
v
U
v
te,
C
ac
v
m
Q
C
-O U
W
CO-
C
E
0-
Q
+�+
a
D
c
G
_
U
W
N
In
2
d
LL
tC6
U
Ln
W
Provide pre -requisites
A
R
I
I
I
II
Complete pre -requisites
A
R
C
C
Conduct orientation
A
R
I
I
I
I I
1
Inputs Solution orientation materials
Training Plan
6.2.2 Current & Future State Analysis
The Current & Future State Analysis provides the Project stakeholders and Tyler an understanding of process
changes that will be achieved with the new system.
The Kodiak and Tyler will evaluate current state processes, options within the new software, pros and cons of
each based on current or desired state and make decisions about the future state configuration and
processing. This may occur before or within the same timeframe as the configuration work package. The
options within the new software will be limited to the scope of this implementation and will make use of
standard Tyler functionality.
The Kodiak will adopt the existing Tyler solution wherever possible to avoid project schedule and quality risk
from over customization of Tyler products. It is the Kodiak's responsibility to verify that in -scope requirements
are being met throughout the implementation if functional requirements are defined as part of the contract.
The following guidelines will be followed when evaluating if a modification to the product is required:
■ A reasonable business process change is available.
■ Functionality exists which satisfies the requirement.
■ Configuration of the application satisfies the requirement.
■ An in -scope modification satisfies the requirement.
Requirements that are not met will follow the agreed upon change control process and can have impacts on
the project schedule, scope, budget, and resource availability.
STAGE 2 Current & Future State Analysis
Tyler Kodiak
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 87 of 260
AGENDA ITEM #14.A.2.
RACI MATRIX KEY:
Acceptance Criteria [only] for Deliverables
Deliverables
Documentation that describes future -state
Delivery of document
decisions and configuration options to support
future -state decisions.
v
R = Responsible
o
A = Accountableao
Y
J
C = Consulted
°
N
1 = Informed
�
°
U
U
O
p;CL
v
bUp
>
N
+
n
N
w
c
O
0�.0
O
to
L
�n
O
O
E
ELO
to
a
N
)
_0
(0
C
c6
Jam+
N
U
Q
0
NC
>
N
O
N
4!
O_
—
f6
N
c0
UJ
N
>
U
OD
O
4!
E
N
J
U
j
41
++
U
E
Q/
X
w
,U
C
N
++
j
O
-
U
O
N
b0
i
N
C
X
d
'Q
Q
f6
U
U
N
v
vO
d
U
w
N
d
—
U
N
w
--
Current State process
A
R
I
I
I
C
C
C
C
C
review
Discuss future -state
A
R
C
C
C
C
C
C
C
C
options
Make future -state
decisions (non -COTS)
C
C
C
C
C
A
R
I
C
C
Document anticipated
configuration options
A
R
C
C
C
I
I
I
I
I
required to support
future state
Inputs Kodiak current state documentation
Solution Orientation completion
Outputs /
Acceptance Criteria [only] for Deliverables
Deliverables
Documentation that describes future -state
Delivery of document
decisions and configuration options to support
future -state decisions.
Work package assumptions:
■ Kodiak attendees possess sufficient knowledge and authority to make future state decisions.
■ The Kodiak is responsible for any documentation of current state business processes.
■ The Kodiak can effectively communicate current state processes.
6.2.3 Conversion Assessment
Data Conversions are a major effort in any software implementation. Tyler's conversion tools facilitate the
predictable, repeatable conversion process that is necessary to support a successful transition to the Tyler
system. The first step in this process is to perform an assessment of the existing ("legacy') system(s), to
better understand the source data, risks, and options available. Once the data has been analyzed, the plan for
data conversion is completed and communicated to the appropriate stakeholders.
Objectives:
■ Communicate a common understanding of the project goals with respect to data.
■ Ensure complete and accurate source data is available for review/transfer.
■ Map the data from the source to the Tyler system.
■ Document the data conversion/loading approach.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 88 of 260
AGENDA ITEM #14.A.2.
STAGE 2
Data Conversion Assessment
Acceptance Criteria [only] for Deliverables
ler
Kodiak
RACI MATRIX KEY:
Data Conversion Plan built/updated
Kodiak Acceptance of Data Conversion Plan,
if Applicable
v
R = Responsible
_0
o
A = Accountable
:°
M
a)
C =Consulted
bn
I= Informed
U
va)
o
9y
E
ate,
x
-0
v
N
W
°
C
O
°'
to
c
O
°
V)
U
i
O
E
on
m
(a
a)
Q/
2
a
v
M
Y
+..'
Q
O
O
so
(n
V
N
v
O
U
2
f6
to
2
r6
C
v
J
a)
E
Y
a)
E:
X
W
V
m
_V
(n
tlO
J-+
O
a)
U
Y
N
V
v
O
U
a
'p
a)
w
0
C
-
O
U
++
to
N
fl-
-O
C
d
C
E
cL
E
++
m
0
cc
G
U
a1
_lu
U
a)
W
a)
N
O
d
C
LL
l6
U
Vl
W
U
a)Extract
Data from
C
A
R
Source Systems
Review and Scrub
CR
I
I
A
R
C
I
Source Data
Build/Update Data
C
C
C
I
I
I
I
Conversion Plan
Inputs Kodiak Source data
Kodiak Source data Documentation (if available)
Outputs /
Acceptance Criteria [only] for Deliverables
Deliverables
Data Conversion Plan built/updated
Kodiak Acceptance of Data Conversion Plan,
if Applicable
Work package assumptions:
■ Tyler will be provided with data from the Legacy system(s) in a mutually agreed upon format.
■ Tyler will work with the Kodiak representatives to identify business rules before writing the
conversion.
■ Kodiak subject matter experts and resources most familiar with the current data will be involved in
the data conversion planning effort.
6.2.4 Modification Analysis
Tyler strives to provide robust, off-the-shelf solutions. Tyler can offer a comprehensive solution that allows
for the unique nature of each client's business processes. Though opportunities to enhance Tyler products
may exist, Tyler recommends Clients utilize existing functionality and, when necessary, adjust their business
practices to the products; application refinements and enhancements should only be considered when no
viable solution for a given process is available within the included Tyler products. We do recognize that some
Projects may require modifications to the solution(s) in order to meet certain client business needs, including
interfaces with 3rd party products, custom reports or other custom product modifications. Some Projects have
specific modifications included in the Project budget, others do not. If it's determined that additional, out of
scope modifications are necessary to meet client needs, a Change Request is needed and additional cost
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 89 of 260
AGENDA ITEM #14.A.2.
estimate(s) will be provided by Tyler. There are 3 customizations (report, interface, or modification) in scope
for this implementation.
Objectives:
Identify and define in -scope modifications.
Identify and define out -of -scope modifications.
Approve all modifications.
STAGE 2
Modifications analysis
Acceptance Criteria [only] for Deliverables
y e
Modification Specifications
Meets Client's business needs
Client
RACI MATRIX KEY:
Revised Project Schedule
W
R = Responsible
`v
v
A = Accountable
J
C = Consulted
v
v
a
v
v
fl
I= Informed
a`
�°
C
=
O
a
W
=
O
L
a
Ln
_�
>
N
°
C
_
E:
v
to
ro
E
a
b4
w
N
v
2
_0
CO
O
E:
o
>
N
N
Q
ib
NU
cv
N
O_
>
O
bo
C
E
N
E
N
E
a/
x
w
,F
.-
,V
C
N
a-+
j
C
Uon
O
N
N
l0
N
,U
C
X
O_
.O
d
O_
U
N
U
41
w
v
N
O
d
C
�-
f0
U
U)
n
-O
w
U
Identify which
modifications are within
the scope/budget of this
A
R
I
I
C
project [where
applicable]
Analyze/write a Business
Requirements
A
R
C
C
C
C
C
C
documents for each
modification
Review/Approve
Business Requirements
C
C
C
A
R
C
C
documents
Refine project schedule
based on included
A
R
I
C
C
modifications
Inputs Modification Requirements
Current & Future State Analysis Document
Project Budget/Financial documents
Project Schedule
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Modification Specifications
Meets Client's business needs
Change Requests for out of scope
modifications
Meets Client's business needs
Revised Project Schedule
Work package assumptions:
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 90 of 260
AGENDA ITEM #14.A.2.
■ 3rd party interfaces — Client is responsible for coordinating with the 3rd party.
6.2.5 Intentionally left blank.
6.2.6 Control Point 2: Assess & Define Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.
Note: Advancement to the Prepare Solution Stage is dependent upon Tyler's receipt of the Stage Acceptance.
Assess & Define Stage Deliverables:
■ Documentation of future state decisions and configuration options to support future state decisions.
■ Modification specification document.
■ Assess & Define Stage Acceptance Criteria:
■ All stage deliverables accepted based on criteria previously defined.
■ Solution Orientation is delivered.
■ Conversion data extracts are received by Tyler.
■ Data conversion plan built.
6.3 Prepare Solution
During the Prepare Solution stage, information gathered during the Initiate & Plan and Assess & Define stages
will be used to install and configure the Tyler software solution. Software configuration will be validated by
the Kodiak against future state decisions defined in previous stages and processes refined as needed to
ensure business requirements are met.
6.3.1 Initial System Deployment
The timely availability of the Tyler Solution is important to a successful Project implementation. The success
and timeliness of subsequent work packages are contingent upon the initial system deployment of Tyler
Licensed Software on an approved network and infrastructure. Delays in executing this work package can
affect the project schedule.
Objectives:
■ All licensed software is installed and operational.
■ The Kodiak can access the software.
STAGE 3
Initial System Deployment (Hosted/SaaS)*
Tyler § Kodiak
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 91 of 260
AGENDA ITEM #14.A.2.
RACI MATRIX KEY:
Acceptance Criteria [only] for Deliverables
Licensed Software is Installed on the Server(s) Software is accessible
Licensed Software is Installed on Kodiak Software is accessible
Devices (if applicable)
Installation Checklist/System Document System meets prescribed checklist
Infrastructure Design Document (C&J — If
Applicable)
v
R = Responsible
c
a
o
A = Accountable
°
J
C = Consulted
6
QJ
Y
I = Informed
v
v
o
v
E
v
_0
m
v
Al
W
f0
C
C
O
Co
C
O
N
V)
V
to
O
-n
E
E
110
(6
OA
m
N
2
_0
6
+t0+
t
O
O
to
N
O
J
co
io
c
j
(U
N
Q
M
M
i
0)
>
pp
C
U
.3
E
E
x
W
U
V
.=
V
O
�
v
N
V
0)
'�
f6
�O
C
u
y
4
'O
c
m
U
`
o-
-O
W
a
E
d
n
E
c
L
U
00i
W
V)
d
LL
V
-0
V)
W
u
Prepare hosted
A
R
I
C
environment
Install Licensed
Software with
Initial Database on
Server(s) for
A
R
I
C
Included
Environments
Install Licensed
Software on Kodiak
Devices (if
I
C
A
R
applicable)
Tyler System
Administration
Training (if
A
R
I
C
applicable)
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Licensed Software is Installed on the Server(s) Software is accessible
Licensed Software is Installed on Kodiak Software is accessible
Devices (if applicable)
Installation Checklist/System Document System meets prescribed checklist
Infrastructure Design Document (C&J — If
Applicable)
Work package assumptions:
The most current available version of the Tyler Licensed Software will be installed.
The Kodiak will provide network access for Tyler modules, printers, and Internet access to all
applicable Kodiak and Tyler Project staff.
6.3.2 Configuration
The purpose of Configuration is to prepare the software product for validation.
Tyler staff collaborates with the Kodiak to complete software configuration based on the outputs of the
future state analysis performed during the Assess and Define Stage. The Kodiak collaborates with Tyler staff
iteratively to validate software configuration.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 92 of 260
AGENDA ITEM #14.A.2.
Objectives:
■ Software is ready for validation.
■ Educate the Kodiak Power User how to configure and maintain software.
■ Prepare standard interfaces for process validation (if applicable).
STAGE 3
Configuration
Acceptance Criteria [only] for Deliverables
Tyler
Configured System
Kodiak
RACI MATRIX KEY:
v
R = Responsible
o
A = Accountable
Y
J
C = Consulted
=Informed
y
E
X
w
-o
co
c
O
CA
O
N
U
L
01
E
E
N
(0
-p
01
U1
O
N
=
N
f0
j
f0
N
N
t_'
Q
c
OIn
is
i0
' j
N
In
>
O
,,
J
c
l0
c0
c
E
N
J
O
E
41
U
v
E
41
x
w
u
w
C
Ln
Y
O
c
U
d
o
v
t1q
v
n
c
01
X
Q
E
.O
a
Q
E
c0
0
D
�O
U
v
V
0J
w
N
vi
O
d
c
�i
l0
U
D
V)
d
QJ
'6
w
U
Conduct configuration
A
R
I
C
C
training
Complete Tyler
configuration tasks
A
R
I
I
I
(where applicable)
Complete Kodiak
configuration tasks
I
C
A
R
C
(where applicable)
Standard interfaces
configuration and
A
R
C
I
C
C
C
training (if applicable)
Updates to Solution
C
C
A
R
C
tCJ
Validation testing plan
Inputs Documentation that describes future state decisions and configuration options to support future
state decisions.
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Configured System
Work package assumptions:
■ Tyler provides guidance for configuration options available within the Tyler software. The Kodiak is
responsible for making decisions when multiple options are available.
6.3.3 Process Refinement
Tyler will educate the Kodiak users on how to execute processes in the system to prepare them for the
validation of the software. The Kodiak collaborates with Tyler staff iteratively to validate software
configuration options to support future state.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 93 of 260
AGENDA ITEM #14.A.2.
Objectives:
■ Ensure that the Kodiak understands future state processes and how to execute the processes in the
software.
■ Refine each process to meet the business requirements.
■ Validate standard interfaces, where applicable.
■ Validate forms and reports, where applicable.
STAGE 3
Process Refinement
Tyler
Kodiak
RACI MATRIX KEY:
v
R = Responsible
a
o
A = Accountable
=
M
a
C = Consulted
I = Informed
a`
a
"
>
o
a,
a
+
Q
a
E
v
cL
x
-a
as
C
O
O
a1
w
O
O
a1
to
u
>
O
O
a-+
E
E
a1
W
c0
-a
to
N
ai
W
o
W
N
m
2
N
O
(aj
a1
>
l6
W
C
cc�
G
N
()
i
Q
C
O
U
aJ
V
U
Q
v
>
U
Uq
cm
C
c�
G
c
G
�
E
J
a
—
(n
3
a1
O
aJ
Qj
U
N
ol
'�
n
Y
o
v
a)
aj
aj
c
co
Q
'a
u
W
W
cs
(U
W
V7
d
LL
U
Conduct process
A
R
I
C
I
C
training
Confirm process
decisions
I
C
A
R
C
I
C
Test configuration
I
C
A
R
C
Refine
configuration
(Kodiak
I
C
A
R
C
Responsible)
Refine
configuration (Tyler
A
R
I
I
I
Responsible)
Validate interface
process and results
I
C
C
A
R
C
C
Update Kodiak -
specific process
documentation (if
I
C
A
R
C
applicable)
Updates to
Solution Validation
C
C
TA
R
C
C
testing plan
Inputs Initial Configuration
Documentation that describes future state decisions and configuration options to support
future state decisions.
Solution validation test plan
Outputs /
Deliverables
Kodiak Island Borough
Tyler Technologies, Inc.
Acceptance Criteria [only] for Deliverables
I Updated solution validation test plan I I
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 94 of 260
AGENDA ITEM #14.A.2.
Completed Kodiak -specific process
documentation (completed by Kodiak)
Work package assumptions:
• None
6.3.4 Conversion Delivery
The purpose of this task is to transition the Kodiak's data from their source ("legacy") system(s) to the Tyler
system(s). The data will need to be mapped from the legacy system into the new Tyler system format. A well -
executed data conversion is key to a successful cutover to the new system(s).
With guidance from Tyler, the Kodiak will review specific data elements within the system and identify /
report discrepancies. Iteratively, Tyler will collaborate with the Kodiak to address conversion discrepancies.
This process will allow for clean, reconciled data to transfer from the source system(s) to the Tyler system(s).
Reference Conversion Appendix for additional detail.
Load Data
for Testing
Pull Data & Write & Run Conversion
Conversion Map Validate Final
Conversion Conversion Data Reviews Conversion
Balancing Program Completed
Reports
Report &
Correct
Errors
Objectives:
■ Data is ready for production (Conversion).
STAGE 3
Data Delivery & Conversion
Tyler
Kodiak
RACI MATRIX
v
KEY:3
C
-0
0
R = Responsible
�5
J
A = Accountable
C= Consulted
v
0
v
L
`o
v
=Informed
no
C
o
avo
o
vv,
N
`5;
+�
E
avo
v�
mo
W
m
c
�
-
U
o
C
Q)
_
C
N
Y
ccC
t
O
t/7
70
vl
N
o
U
@
cf6
G
(6
C
N
N
J
N
E
L
v
Q)
E
Q
X
w
N
U
:�
V
'�
v)
>
tlo
v
O
a)
U
'�
7
v
N
Q
N
'p
4!
d
7
'�
N
V
no
t6
N
Q
1
o
d
-O
W
E
d
E
ate+
c
G
V
N
_
U
N
W
N
N
O
a-
C
LL
U
I U)
aj
0
1W
U
I IN
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 95 of 260
AGENDA ITEM #14.A.2.
Provide data
Acceptance Criteria [only] for Deliverables
Deliverables
Code Mapping Complete/ Validated
Conversion Iterations/ Reviews Complete Conversion complete, verified, and ready for
final pass
crosswalks/code
A
C
R
I
mapping tool
Populate data
crosswalks/code
I
C
C
A
R
C
mapping tool
Iterations:
Conversion
A
C
R
I
I
Development
Iterations:
Deliver
A
R
I
I
I
converted data
Iterations:
Proof/Review
data and
C
C
C
A
R
C
C
reconcile to
source system
Inputs
Data Conversion Plan
Configuration
Outputs /
Acceptance Criteria [only] for Deliverables
Deliverables
Code Mapping Complete/ Validated
Conversion Iterations/ Reviews Complete Conversion complete, verified, and ready for
final pass
Work package assumptions:
■ The Kodiak will provide a single file layout per source system as identified in the investment summary.
■ The Kodiak subject matter experts and resources most familiar with the current data will be involved
in the data conversion effort.
• The Kodiak project team will be responsible for completing the code mapping activity, with assistance
from Tyler.
6.3.5 Modifications Delivery
Tyler consistently recommends that our clients utilize the software out-of-the-box and adjust business
processes to conform, but we recognize there may be times when a modification of the software is requested
in order to meet reporting obligations, functionality desires, or integrations with external systems. This work
package focuses on the successful, high-quality delivery of the approved, in -scope modifications.
Objectives:
■ Deliver contracted software modifications.
■ Complete or update required configuration for the modifications.
■ Test the delivered modifications.
STAGE 3 Modifications Delivery
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 96 of 260
AGENDA ITEM #14.A.2.
Inputs
Modification specification
Outputs /
Deliverables
Tyler
Client
RACI MATRIX KEY:
Updated Modification Specification (if
applicable)
Updated Solution Validation Plan
Updated process documentation (if applicable)
Revised configuration (if applicable) Modification passes testing/approved by Client
after configuration is updated
R = Responsible
Lu
A = Accountableto
f°
J
C = Consulted
0m
t
=Informed
gto
v
o
v
p
E
v
x
-o
m
m
C
O
N
m
C
O
N
N
v
V
N
O
r-+
E
N
m
N
-o
N
v
m
W
✓
f0
N
_
N
N
t'
Q
C
O
m
In
'j
N
O
J
m
m
C
J
>
N
E
N
E
x
w
u
N
N
>
W
C
o
v
E
N
�
m
J
v
v
v
W
�
._
�O
C
++
�
tlq
N
�F
n
D
-o
C
w
O.
E
�
d
Ll
E
D
U
v
V
N
w
v
v)
p
a
C
W
m
V
V)
w
V
Validate scheduled
development for
A
R
I
completion
Conduct periodic
scope review sessions
A
C
R
I
C
C
(as applicable)
Modify Solution
Validation Plan (if
C
C
A
R
C
applicable)
Deliver (pre-
production)
modifications for
A
I
I
R
C
I
I
I
I
testing
Test delivered
modifications
I
C
C
A
R
C
I
Update configuration
(if applicable)
A
R
Update process
documentation as
I
I
A
R
C
needed
Approve
modifications for
I
I
A
R
C
Production delivery
Deliver modifications
to Production
A
I
I
R
C
I
I
I
I
Inputs
Modification specification
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Completed modifications Client approves modification per scope
Updated Modification Specification (if
applicable)
Updated Solution Validation Plan
Updated process documentation (if applicable)
Revised configuration (if applicable) Modification passes testing/approved by Client
after configuration is updated
Work package assumptions:
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 97 of 260
AGENDA ITEM #14.A.2.
■ Only approved modifications with approved scope will be provided.
■ Only modifications approved for the current phase (if multi -phase) will be delivered.
■ Additional scope requests may require additional budget.
■ Modifications will be tested upon delivery.
6.3.6 Intentionally left blank.
6.3.7 Control Point 3: Prepare Solution Stage Acceptance
Acceptance criteria for this Stage includes all criteria listed below in each Work Package.
Note: Advancement to the Production Readiness Stage is dependent upon Tyler's receipt of the Stage
Acceptance.
Prepare Solution Stage Deliverables:
■ Licensed software is installed.
■ Installation checklist/system document.
■ Conversion iterations and reviews complete.
Prepare Solution Stage Acceptance Criteria:
■ All stage deliverables accepted based on criteria previously defined.
■ Software is configured.
■ Solution validation test plan has been reviewed and updated if needed.
6.4 Production Readiness
Activities in the Production Readiness stage will prepare the Kodiak team for go -live through solution
validation, the development of a detailed go -live plan and end user training. A readiness assessment will be
conducted with the Kodiak to review the status of the project and the organizations readiness for go -live.
6.4.1 Solution Validation
Solution Validation is the end-to-end software testing activity to ensure that the Kodiak verifies all aspects of
the Project (hardware, configuration, business processes, etc.) are functioning properly, and validates that all
features and functions per the contract have been deployed for system use.
Objectives:
■ Validate that the solution performs as indicated in the solution validation plan.
■ Ensure the Kodiak organization is ready to move forward with go -live and training (if applicable).
STAGE 4 Solution Validation
yler Kodiak
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 98 of 260
AGENDA ITEM #14.A.2.
RACI MATRIX KEY:
Acceptance Criteria [only] for Deliverables
Solution Validation Report
Kodiak updates report with testing results
v
R = Responsible
o
A = Accountableao
Y
J
C = Consulted
°
N
I = Informed
bOp
°
U
a
>
i
N
vv
p
W
N
CL
w
0
C
O
to
O
to
L
n
O
O
E
E
to
a
N
�'
)
_0
f6
N
>
(0
C
N
C
c6
O
N
Jam+
4!
O_
—
fv
N
N
co
U
UJ
Q
Ln
N
>
0
U
00
J
O
C
v
E
N
J
C
j
N
41
++
U
'Q
E
Q/
X
w
f6
,U
U
N
++
j
v
O
-
O
C
N
tm
i
O.
N
C
u
-O
X
O_
d
Q
E
0
O
N
U
w
vO
N
d
—
f0
U
N
w
Update Solution
Validation plan
A
R
C
C
C
C
Update test scripts (as
applicable)
C
C
C
A
R
C
Perform testing
C
C
C
A
R
C
Document issues from
C
C
C
A
R
C
testing
Perform required follow-
A
R
C
C
C
C
up on issues
Inputs Solution Validation plan
Completed work product from prior stages (configuration, business process, etc.)
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Solution Validation Report
Kodiak updates report with testing results
Work package assumptions:
■ Designated testing environment has been established.
■ Testing includes current phase activities or deliverables only.
6.4.2 Go -Live Readiness
Tyler and the Kodiak will ensure that all requirements defined in Project planning have been completed and
the Go -Live event can occur, as planned. A go -live readiness assessment will be completed identifying risks or
actions items to be addressed to ensure the Kodiak has considered its ability to successfully Go -Live. Issues
and concerns will be discussed, and mitigation options documented. Tyler and the Kodiak will jointly agree to
move forward with transition to production. Expectations for final preparation and critical dates for the weeks
leading into and during the Go -Live week will be planned in detail and communicated to Project teams.
Objectives:
Action plan for go -live established.
Assess go -live readiness.
Stakeholders informed of go -live activities.
STAGE 4 Go -Live Readiness
Tyler Kodiak
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 99 of 260
AGENDA ITEM #14.A.2.
/
RACI MATRIX KEY:
Updated go -live checklist
Updated Action plan and Checklist for go -live
delivered to the Kodiak
R =Responsible
�
_0
o
A=Accountable
�
�
Q
J
_C
QE
=Consulted
I =Informed
�
°
v
v
"
.L
`o
v
v
�
�-
x
'^
-o
nvo
O
O
bA
O
�
�
v
O
E
bo
N
m
U0
�
�
c
O
N
O
m
J
m
co
c
J
>
N
�
N
�
O_
x�
W
t6
to
.�
N
cn
>
_F_
�
O
n
D
pUj
X
�
d
U
.O
N
m
R
p
C
U
++
CZ
v
U
v
N
U
O
C
to
(O
�
C
�
�
O
d
V
w
V
N
Perform Readiness
Assessment
I
A
R
C
C
I
C
I
I
I
I
I
I
Conduct Go -Live planning
A
R
C
C
C
C
C
C
C
session
Order peripheral
hardware (if applicable)
I
A
R
C
Confirm procedures for
Go -Live issue reporting &
A
R
I
I
I
I
C
C
I
I
I
I
I
resolution
Develop Go -Live checklist
A
R
C
C
C
C
I
C
C
Final system
infrastructure review
A
R
C
C
(where applicable)
Inputs
Future state decisions
Go -live checklist
Outputs
Acceptance Criteria [only] for Deliverables
Work package assumptions:
■ None
6.4.3 End User Training
End User Training is a critical part of any successful software implementation. Using a training plan previously
reviewed and approved, the Project team will organize and initiate the training activities.
Train the Trainer: Tyler provides one occurrence of each scheduled training or implementation topic. Kodiak
users who attended the Tyler sessions may train additional users. Additional Tyler led sessions may be
contracted at the applicable rates for training.
Tyler will provide standard application documentation for the general use of the software. It is not Tyler's
responsibility to develop Kodiak specific business process documentation. Kodiak -led training labs using
Kodiak specific business process documentation if created by the Kodiak can be added to the regular training
curriculum, enhancing the training experiences of the end users.
Objectives:
■ End users are trained on how to use the software prior to go -live.
Kodiak Island Borough
Tyler Technologies, Inc. Page 37
0 omv
/
Deliverables
Updated go -live checklist
Updated Action plan and Checklist for go -live
delivered to the Kodiak
�
�
O
d
V
w
V
N
Perform Readiness
Assessment
I
A
R
C
C
I
C
I
I
I
I
I
I
Conduct Go -Live planning
A
R
C
C
C
C
C
C
C
session
Order peripheral
hardware (if applicable)
I
A
R
C
Confirm procedures for
Go -Live issue reporting &
A
R
I
I
I
I
C
C
I
I
I
I
I
resolution
Develop Go -Live checklist
A
R
C
C
C
C
I
C
C
Final system
infrastructure review
A
R
C
C
(where applicable)
/
Deliverables
Updated go -live checklist
Updated Action plan and Checklist for go -live
delivered to the Kodiak
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 100 of 260
AGENDA ITEM #14.A.2.
■ The Kodiak is prepared for on-going training and support of the application.
STAG E4
End User Training
Y.
Kodiak
RACI MATRIX KEY:
v
R = Responsible
-a
o
A = Accountableto
:°
v
J
C =Consulted
N
LN
L
I= Informed
U
a)
L
o
v
E
v
x -0
C
ca
O
bq
rb
O
N
v
N
O
N
E fo N
f6
W 0
Y -O
cb
y
O
N
�
N
O J
f6
(6 C J
j
Z3
a)
v
U
a
d
X
W
N
U
m
U
C
a)
N
>
7
bn C
E V �
by
E a1 _
t C
N
X
Q
E
a)
'Q
Q
E
+M+
�O
cc
U
U
a1
a)
a
Y O C
M
6
-0 Q -O U
ai
Q-
G
U
W
d LCL
U
LnW
Update training plan
A
R
C
C
I
C
End User training (Tyler-
led)
A
R
C
C C
I
C C C
Train -the -trainer
A
R
C
C C
I
C
End User training
(Kodiak -led)
C
C
A R
I
C C C
Inputs Training Plan
List of End Users and their Roles/ Job Duties
Configured Tyler System
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
End User Training Kodiak signoff that training was delivered
Work package assumptions:
■ The Kodiak project team will work with Tyler to jointly develop a training curriculum that identifies
the size, makeup, and subject -area of each of the training classes.
■ Tyler will work with the Kodiak as much as possible to provide end-user training in a manner that
minimizes the impact to the daily operations of Kodiak departments.
■ The Kodiak will be responsible for training new users after go -live (exception—previously planned or
regular training offerings by Tyler).
6.4.4 Control Point 4: Production Readiness Stage Acceptance
Acceptance criteria for this stage includes all criteria listed below. Advancement to the Production stage is
dependent upon Tyler's receipt of the stage acceptance.
Production Readiness stage deliverables:
• Solution Validation Report.
■ Update go -live action plan and/or checklist.
■ End user training.
Production Readiness stage acceptance criteria:
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 101 of 260
AGENDA ITEM #14.A.2.
■ All stage deliverables accepted based on criteria previously defined.
■ Go -Live planning session conducted.
6.5 Production
Following end user training the production system will be fully enabled and made ready for daily operational
use as of the scheduled date. Tyler and the Kodiak will follow the comprehensive action plan laid out during
Go -Live Readiness to support go -live activities and minimize risk to the Project during go -live. Following go -
live, Tyler will work with the Kodiak to verify that implementation work is concluded, post go -live activities are
scheduled, and the transition to Client Services is complete for long-term operations and maintenance of the
Tyler software.
6.5.1 Go -Live
Following the action plan for Go -Live, defined in the Production Readiness stage, the Kodiak and Tyler will
complete work assigned to prepare for Go -Live.
The Kodiak provides final data extract and Reports from the Legacy System for data conversion and Tyler
executes final conversion iteration, if applicable. If defined in the action plan, the Kodiak manually enters any
data added to the Legacy System after final data extract into the Tyler system.
Tyler staff collaborates with the Kodiak during Go -Live activities. The Kodiak transitions to Tyler software for
day -to day business processing.
Some training topics are better addressed following Go -Live when additional data is available in the system or
based on timing of applicable business processes and will be scheduled following Go -Live per the Project
Schedule.
Objectives:
■ Execute day to day processing in Tyler software.
■ Kodiak data available in Production environment.
STAGE 5
Go -Live
Vier
Kodiak
RACI MATRIX KEY:
v
R = Responsible
o
A = Accountabletao
:°
v
J
C =Consulted
DY
�v
�
t
=Informed
co
U
o
v
p
E
v
x
-0
N
v
W
6
O
E
E:
E
tvo
M
nA
o
Y
v
=
gym+
cc�
Y
}
O
Z-
N
N
>
OW
cc�
J
fc6
C
(cc6
L
C
J
v
L
v
d
X
N
U
(6
V
n
bA
G
V
C
O
v
U
C
t'
N
U
N
W
O_
U
v
'p
Q
W
w
C
++
N
M0
N
o
)
X
C
E:
Cl -
cc
G
U
U
W
(n
d
Ll
U
(n
w
Provide
Provide final source data
C
C
A
R
extract, if applicable
Final source data pushed
into production
A
C
R
I
C
C
C
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 102 of 260
AGENDA ITEM #14.A.2.
environment, if
Acceptance Criteria [only] for Deliverables
Deliverables
Data is available in production environment
Kodiak confirms data is available in production
environment
applicable
Proof final converted
C
C
C
A
R
C
data, if applicable
Complete Go -Live
activities as defined in
C
C
C
C
I
C
the Go -Live action plan
Provide Go -Live
A
R
C
C
±_±R
C
I
C
I
C
assistance
Inputs Comprehensive Action Plan for Go -Live
Final source data (if applicable)
Outputs /
Acceptance Criteria [only] for Deliverables
Deliverables
Data is available in production environment
Kodiak confirms data is available in production
environment
Work package assumptions:
■ The Kodiak will complete activities documented in the action plan for Go -Live as scheduled.
■ External stakeholders will be available to assist in supporting the interfaces associated with the Go -
Live live process.
■ The Kodiak business processes required for Go -Live are fully documented and tested.
■ The Kodiak Project team and subject matter experts are the primary point of contact for the end
users when reporting issues during Go -Live.
■ The Kodiak Project Team and Power User's provide business process context to the end users during
Go -Live.
■ The Tyler Go -Live support team is available to consult with the Kodiak teams as necessary.
■ The Tyler Go -Live support team provides standard functionality responses, which may not be tailored
to the local business processes.
6.5.2 Transition to Client Services
This work package signals the conclusion of implementation activities for the Phase or Project with the
exception of agreed-upon post Go -Live activities. The Tyler project manager(s) schedules a formal transition
of the Kodiak onto the Tyler Client Services team, who provides the Kodiak with assistance following Go -Live,
officially transitioning the Kodiak to operations and maintenance.
Objectives:
■ Ensure no critical issues remain for the project teams to resolve.
■ Confirm proper knowledge transfer to the Kodiak teams for key processes and subject areas.
STAGE 5 Transition to Client Services
Tyler I Kodiak
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 103 of 260
AGENDA ITEM #14.A.2.
RACI MATRIX KEY:
Acceptance Criteria [only] for Deliverables
Client Services Support Document
v
R = Responsible
o
A = Accountableao
Y
J
C = Consulted
°
N
I = Informed
°
U
a
>
vv
p
bOp
i
N
w
0
C
O
to
O
to
L
�n
O
O
E
E
to
a
N
a)_0
(0
C
c6
Jam+
N
U
Q
Ln
0
J
C
NC
>
o)
O
N
4!
O_
—
fv
N
co
UJ
N
>
U
00
O
4!
N
J
Z3
>_
41
++
E
Q/
X
w
, V
C
N*
++
-WO
++
O
N
bo
i
N
C
X
d
'Q
Q
f6
1
0
U
U
N
v
v
U
O
d
U
w
N
d
Li
U
N
w
Transfer Kodiak to Client
Services and review
I
I
A
I
I
R
I
I
C
C
C
issue reporting and
resolution processes
Review long term
maintenance and
A
R
C
IC
:CE:
continuous
improvement
Inputs I Open item/issues List
Outputs /
Deliverables
Acceptance Criteria [only] for Deliverables
Client Services Support Document
Work package assumptions:
■ No material project issues remain without assignment and plan.
6.5.3 Post Go -Live Activities
Some implementation activities are provided post -production due to the timing of business processes, the
requirement of actual production data to complete the activities, or the requirement of the system being
used in a live production state.
Objectives:
Schedule activities that are planned for after Go -Live.
Ensure issues have been resolved or are planned for resolution before phase or project close.
STAGE 5 Post Go -Live Activities
Kodiak
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 104 of 260
AGENDA ITEM #14.A.2.
RACI MATRIX KEY:
Acceptance Criteria [only] for
Deliverables
Updated issues log
v
R = Responsible
o
A = Accountableao
Y
J
C = Consulted
°
N
I = Informed
°
U
a
>
vv
p
bOp
i
N
w
0
C
O
to
O
to
L
�n
O
O
E
>_
to
J
M
N
a)_0
f6
(0
C
c6
Jam+
N
U
Q
Ln
0
C
NC
>
o)
O
N
4!
O_
—
fv
N
co
UJ
N
>
U
00
fB
O
4!
N
J
Z3
>_
41
++
E
Q/
X
w
, V
C
N*
++
-WO
++
O
N
bo
i
N
C
X
d
'Q
Q
f6
1
0
O
U
U
N
v
U
O
U
d
U
w
N
d
Li
U
N
w
Schedule contracted
activities that are
A
R
C
C
C
C
I
C
C
I
C
C
planned for delivery
after go -live
Determine resolution
plan in preparation for
A
R
C
C
C
I
C
C
I
C
phase or project close
out
Inputs I List of post Go -Live activities
Outputs /
Deliverables
Acceptance Criteria [only] for
Deliverables
Updated issues log
Work package assumptions:
■ System is being used in a live production state.
6.5.4 Control Point 5: Production Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below:
■ Advancement to the Close stage is not dependent upon Tyler's receipt of this Stage Acceptance.
■ Converted data is available in production environment.
Production Stage Acceptance Criteria:
■ All stage deliverables accepted based on criteria previously defined.
■ Go -Live activities defined in the Go -Live action plan completed.
■ Client services support document is provided.
6.6 Close
The Close stage signifies full implementation of all products purchased and encompassed in the Phase or
Project. The Kodiak transitions to the next cycle of their relationship with Tyler (next Phase of implementation
or long-term relationship with Tyler Client Services).
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 105 of 260
AGENDA ITEM #14.A.2.
6.6.1 Phase Closeout
This work package represents Phase completion and signals the conclusion of implementation activities for
the Phase. The Tyler Client Services team will assume ongoing support of the Kodiak for systems implemented
in the Phase.
Objectives:
• Agreement from Tyler and the Kodiak teams that activities within this phase are complete.
STAGE 6
Phase Close Out
Kodiak
Tyler
Kodiak
RACI MATRIX KEY:
Project Manager
Project Sponsor(s)
Implementation Consultants
Functional Leads, Power Users,
Technical Leads
Technical Consultants (Conversion, Deployment,
Development)
Client Services
v
R = Responsible
o
A = Accountable
:°
v
J
C =Consulted
+=
t
I= Informed
mvv
U
>
o
�
C
v
6
C
O
W
O
N
i
N
N
C
O
E:
E
On
N
m
N
W
Y
m
-O
N
O
Yt
y
d
O
O
io
N
ra
`
cL
N
N
O
U
J
fa
fa
m
c
N
n
v
U
v
E
X
W
U
iF
U
C
to
++
>
bA
C
V
C
O
a)
Op
U
a)
v`Oi
U
C
N
Q
C
E:
.O
O_
+O+
cc
U
N
_
N
N
v
O
C
f6
Q
a
-o
U
W
d
G
U
W
(n
d
W
U
to
W
Reconcile project budget
and status of contract
I
A
R
I
I
C
Deliverables
Hold post phase review
A
R
C
C
C
C
C
C
C
C
C
meeting
Release phase -
dependent Tyler project
A
R
I
I
resources
Participants
Tyler
Kodiak
Project Leadership
Project Manager
Project Manager
Project Sponsor(s)
Implementation Consultants
Functional Leads, Power Users,
Technical Leads
Technical Consultants (Conversion, Deployment,
Development)
Client Services
Inputs Contract
Statement of Work
Project artifacts
Outputs / Acceptance Criteria [only] for Deliverables
Deliverables
Final action plan (for outstanding items)
Reconciliation Report
Post Phase Review
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 106 of 260
AGENDA ITEM #14.A.2.
Work package assumptions:
■ Tyler deliverables for the phase have been completed.
6.6.2 Project Closeout
Completion of this work package signifies final acceptance and formal closing of the Project.
At this time the Kodiak may choose to begin working with Client Services to look at continuous improvement
Projects, building on the completed solution.
Objectives:
■ Confirm no critical issues remain for the project teams to resolve.
■ Determine proper knowledge transfer to the Kodiak teams for key processes and subject areas has
occurred.
■ Verify all deliverables included in the Agreement are delivered.
STAGE 6
Project Close Out
Acceptance Criteria [only] for Deliverables
Tyler
Kodiak
RACI MATRIX KEY:
Kodiak acceptance; Completed report
indicating all project Deliverables and
milestones have been completed
v
R = Responsible
o
A = Accountable
Y
J
C = Consulted
'
(Uv
=Informed
�°
v
L
o
v
p
X
-0
C
CN
O
tw
C
O
N
vl
U
i
N
C
O
r.+
E'
of
tw
N
-O
ro
N
04
o
W
N
to
2
N
-0
N
C
of
O
N
4!
O_
—
fD
N
of
N
>
U
do
O
of
E:
of
J
U
O
of
Q/
W
.—
L)
C
a-+
j
a)
�
i
C
N
X
O_
.O
d
O_
M
0U
N
U
41
W
v
N
p
-
UUo
C
W
f0
U
N
n
-O
W
U
Conduct post project
A
R
C
C
C
C
C
C
C
C
C
review
Deliver post project
report to Kodiak and
I
A
R
I
I
C
Tyler leadership
Release Tyler project
A
R
I
I
resources
Inputs Contract
Statement of Work
Outputs /
Acceptance Criteria [only] for Deliverables
Deliverables
Post Project Report
Kodiak acceptance; Completed report
indicating all project Deliverables and
milestones have been completed
Work package assumptions:
■ All project implementation activities have been completed and approved.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 107 of 260
AGENDA ITEM #14.A.2.
■ No critical project issues remain that have not been documented and assigned.
■ Final project budget has been reconciled and invoiced.
■ All Tyler deliverables have been completed.
6.6.3 Control Point 6: Close Stage Acceptance
Acceptance criteria for this Stage includes completion of all criteria listed below.
Close Stage Deliverables:
■ Post Project Report.
Close Stage Acceptance Criteria:
■ Completed report indicating all Project deliverables and milestones have been completed.
7. General Assumptions
Tyler and the Kodiak will use this SOW as a guide for managing the implementation of the Tyler Project as
provided and described in the Agreement. There are a few assumptions which, when acknowledged and
adhered to, will support a successful implementation. Assumptions related to specific work packages are
documented throughout the SOW. Included here are general assumptions which should be considered
throughout the overall implementation process.
7.1 Project
■ Project activities will begin after the Agreement has been fully executed.
■ The Kodiak Project Team will complete their necessary assignments in a mutually agreed upon
timeframe to meet the scheduled go -live date, as outlined in the Project Schedule.
■ Sessions will be scheduled and conducted at a mutually agreeable time.
■ Additional services, software modules and modifications not described in the SOW or Agreement will
be considered a change to this Project and will require a Change Request Form as previously
referenced in the definition of the Change Control Process.
■ Tyler will provide a written agenda and notice of any prerequisites to the Kodiak project manager(s)
ten (10) business days or as otherwise mutually agreed upon time frame prior to any scheduled on-
site or remote sessions, as applicable.
■ Tyler will provide guidance for configuration and processing options available within the Tyler
software. If multiple options are presented by Tyler, the Kodiak is responsible for making decisions
based on the options available.
■ Implementation of new software may require changes to existing processes, both business and
technical, requiring the Kodiak to make process changes.
■ The Kodiak is responsible for defining, documenting, and implementing their policies that result from
any business process changes.
7.2 Organizational Change Management
Unless otherwise contracted by Tyler, Kodiak is responsible for managing Organizational Change. Impacted
Kodiak resources will need consistent coaching and reassurance from their leadership team to embrace and
accept the changes being imposed by the move to new software. An important part of change is ensuring that
impacted Kodiak resources understand the value of the change, and why they are being asked to change.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 108 of 260
AGENDA ITEM #14.A.2.
7.3 Resources and Scheduling
■ Kodiak resources will participate in scheduled activities as assigned in the Project Schedule.
■ The Kodiak team will complete prerequisites prior to applicable scheduled activities. Failure to do so
may affect the schedule.
■ Tyler and the Kodiak will provide resources to support the efforts to complete the Project as
scheduled and within the constraints of the Project budget.
■ Abbreviated timelines and overlapped Phases require sufficient resources to complete all required
work as scheduled.
■ Changes to the Project Schedule, availability of resources or changes in Scope will be requested
through a Change Request. Impacts to the triple constraints (scope, budget, and schedule) will be
assessed and documented as part of the change control process.
■ The Kodiak will ensure assigned resources will follow the change control process and possess the
required business knowledge to complete their assigned tasks successfully. Should there be a change
in resources, the replacement resource should have a comparable level of availability, change control
process buy -in, and knowledge.
■ The Kodiak makes timely Project related decisions to achieve scheduled due dates on tasks and
prepare for subsequent training sessions. Failure to do so may affect the schedule, as each analysis
and implementation session is dependent on the decisions made in prior sessions.
■ The Kodiak will respond to information requests in a comprehensive and timely manner, in
accordance with the Project Schedule.
■ The Kodiak will provide adequate meeting space or facilities, including appropriate system
connectivity, to the project teams including Tyler team members.
■ For on-site visits, Tyler will identify a travel schedule that balances the needs of the project and the
employee.
7.4 Data
■ Data will be converted as provided and Tyler will not create data that does not exist.
■ The Kodiak is responsible for the quality of legacy data and for cleaning or scrubbing erroneous legacy
data.
■ Tyler will work closely with the Kodiak representatives to identify business rules before writing the
conversion. The Kodiak must confirm that all known data mapping from source to target have been
identified and documented before Tyler writes the conversion.
■ All in -scope source data is in data extract(s).
■ Each legacy system data file submitted for conversion includes all associated records in a single
approved file layout.
■ The Kodiak will provide the legacy system data extract in the same format for each iteration unless
changes are mutually agreed upon in advance. If not, negative impacts to the schedule, budget and
resource availability may occur and/or data in the new system may be incorrect.
■ The Kodiak Project Team is responsible for reviewing the converted data and reporting issues during
each iteration, with assistance from Tyler.
■ The Kodiak is responsible for providing or entering test data (e.g., data for training, testing interfaces,
etc.)
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 109 of 260
AGENDA ITEM #14.A.2.
7.5 Facilities
■ The Kodiak will provide dedicated space for Tyler staff to work with Kodiak resources for both on-site
and remote sessions. If Phases overlap, Kodiak will provide multiple training facilities to allow for
independent sessions scheduling without conflict.
■ The Kodiak will provide staff with a location to practice what they have learned without distraction.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 110 of 260
AGENDA ITEM #14.A.2.
8. Glossary
or Term
Definition
Acceptance
Confirming that the output or deliverable is suitable and
conforms to the agreed upon criteria.
Accountable
The one who ultimately ensures a task or deliverable is
completed; the one who ensures the prerequisites of the task are
met and who delegates the work to those responsible. [Also see
RACI]
A
A computer program designed to perform a group of coordinated
functions, tasks, or activities for the benefit of the user.
Application Programming Interface (API)
A defined set of tools/methods to pass data to and received data
from Tyler software products
Agreement
This executed legal contract that defines the products and
services to be implemented or performed.
The practices, policy, procedure, guidelines, or functionality that
Business Process
the client uses to complete a specific job function.
A specification document used to describe Client requirements
Business Requirements Document
for contracted software modifications.
A form used as part of the Change Control process whereby
Change Request
changes in the scope of work, timeline, resources, and/or budget
are documented and agreed upon by participating parties.
Guides how we prepare, equip and support individuals to
Change Management
successfully adopt change in order to drive organizational success
& outcomes
Code Mapping [where applicable]
An activity that occurs during the data conversion process
whereby users equate data (field level) values from the old
system to the values available in the new system. These may be
one to one or many to one. Example: Old System [Field = eye
color] [values = BL, Blu, Blue] maps to New Tyler System [Field =
Eye Color] [value = Blue].
Consulted
Those whose opinions are sought, typically subject matter
experts, and with whom there is two-way communication. [Also
see RACI]
Control Point
This activity occurs at the end of each stage and serves as a
formal and intentional opportunity to review stage deliverables
and required acceptance criteria for the stage have been met.
Data Mapping [where applicable]
The activity determining and documenting where data from the
legacy system will be placed in the new system; this typically
involves prior data analysis to understand how the data is
currently used in the legacy system and how it will be used in the
new system.
Deliverable
A verifiable document or service produced as part of the Project,
as defined in the work packages.
Go -Live
The point in time when the Client is using the Tyler software to
conduct daily operations in Production.
Informed
Those who are kept up-to-date on progress, often only on
completion of the task or deliverable, and with whom there is
just one-way communication. [Also see RACI]
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 111 of 260
AGENDA ITEM #14.A.2.
Infrastructure
The composite hardware, network resources and services
required for the existence, operation, and management of the
Tyler software.
A connection to and potential exchange of data with an external
Interface
system or application. Interfaces may be one way, with data
leaving the Tyler system to another system or data entering Tyler
from another system, or they may be bi-directional with data
both leaving and entering Tyler and another system.
Integration
A standard exchange or sharing of common data within the Tyler
system or between Tyler applications
Legacy System
The software from which a client is converting.
Modification
Custom enhancement of Tyler's existing software to provide
features or functions to meet individual client requirements
documented within the scope of the Agreement.
On-site
Indicates the work location is at one or more of the client's
physical office or work environments.
Organizational Change
The process of changing an organization's strategies, processes,
procedures, technologies, and culture, as well as the effect of
such changes on the organization.
Output
A product, result or service generated by a process.
Peripheral devices
An auxiliary device that connects to and works with the computer
in some way. Some examples: scanner, digital camera, printer.
Phase
A portion of the Project in which specific set of related
applications are typically implemented. Phases each have an
independent start, Go -Live and closure dates but use the same
Implementation Plans as other Phases of the Project. Phases may
overlap or be sequential and may have different Tyler resources
assigned.
Project
The delivery of the software and services per the agreement and
the Statement of Work. A Project may be broken down into
multiple Phases.
RACI
A matrix describing the level of participation by various roles in
completing tasks or Deliverables for a Project or process.
Individuals or groups are assigned one and only one of the
following roles for a given task: Responsible (R), Accountable (A),
Consulted (C), or Informed (1).
mote
Indicates the work location is at one or more of Tyler's physical
offices or work environments.
Responsible
Those who ensure a task is completed, either by themselves or
delegating to another resource. [Also see RACI]
Scope
Products and services that are included in the Agreement.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 112 of 260
AGENDA ITEM #14.A.2.
Solution
The implementation of the contracted software product(s)
resulting in the connected system allowing users to meet Project
goals and gain anticipated efficiencies.
The top-level components of the WBS. Each Stage is repeated for
Stage
individual Phases of the Project.
Software functionality that is included in the base software (off-
Standard
the-shelf) package; is not customized or modified.
Statement of Work (SOW)
Document which will provide supporting detail to the Agreement
defining Project -specific activities, services, and Deliverables.
System
The collective group of software and hardware that is used by the
organization to conduct business.
Test Scripts
The steps or sequence of steps that will be used to validate or
confirm a piece of functionality, configuration, enhancement, or
Use Case Scenario.
Training Plan
Document(s) that indicate how and when users of the system will
be trained relevant to their role in the implementation or use of
the system.
Validation (or to validate)
Work Breakdown Structure (WBS)
Work Package
Kodiak Island Borough
Tyler Technologies, Inc.
The process of testing and approving that a specific Deliverable,
process, program, or product is working as expected.
A hierarchical representation of a Project or Phase broken down
into smaller, more manageable components.
A group of related tasks within a project
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 113 of 260
AGENDA ITEM #14.A.2.
Part 4: Appendices
9. Conversion
9.1 A&T Conversion Summary
9.1.1 Collections Standard Conversion
■ Delinquent bills (ad valorem levies, property fees, special assessments, etc.):
o Current year as well as previous 5 years unless a minimum number of years is mandated by
state legislation: all bills/payments (even if paid in Legacy System) and payment history
o Current year as well as previous 5 years unless a minimum number of years is mandated by
state legislation: only delinquent bills (no payment history, just the balances that are still due
at conversion)
■ Collection Flags
■ Interest Calculation Exceptions
■ Taxing Unit and G/L setup for distribution
■ Documents
■ Regular Bills (Not yet delinquent)
■ Current year as well as previous 5 years unless a minimum number of years is mandated by state
legislation: all bills/payments (even if paid in Legacy System)
9.1.2 Appraisal Standard Conversion
■ Property Information: property identifiers, situs address, legal description, taxing units,
neighborhood, property flags, property comments
■ Party Information (i.e. owners, lenders, agents, builders, etc.): party identifiers, party name,
additional names, mailing addresses, phone numbers, email addresses
■ Property Types: residential, land, commercial, personal, mobile home
■ Current year as well as previous 5 years unless a minimum number of years is mandated by state
legislation: property level valuation detail/assessments/exemptions, depreciation tables, trending
tables, code files
■ Current year as well as previous 5 years unless a minimum number of years is mandated by state
legislation: property level valuation results (summary)/assessments/exemptions
■ Sketch vectors
■ Sales/Transfers: party, ownership percentage, sale date, deed date, sale price, sale type, validity,
book, page, instrument number, instrument type, additional properties, price confirmations, price
adjustments, secure, custom fields
■ Permits: permit number, type, status, amount, builders/contractors, issue date, limit date, agency,
percent complete, comment, custom fields
■ Appeals: level, year, date, status, case number, appellant info, scheduling info, results, custom fields
■ System User Info: user IDs, names, rights/roles
■ Current year as well as previous 9 years unless a minimum number of years is mandated by state
legislation: property level valuation detail/assessments/exemptions, depreciation tables, trending
tables, code files
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 114 of 260
AGENDA ITEM #14.A.2.
10. Additional Appendices
10.1 Property Access Project
10.1.1 Implementation Activities
Outlined below are the implementation activities to be performed by Tyler analysts to deploy the Property
Access solution.
■ Hold a project kick off meeting and regular project status meetings.
■ If the client is hosting Property Access, Tyler will supply server and database requirements for hosting
the Property Access site (this is not required for Tyler hosted deployments).
■ Install a Property Access records "base" site on servers within Tyler's SaaS hosting environment or
within client's hosting environment. A "staging" (test) site and a production site will be installed.
■ Review the base site with the client and determine site specific requirements to be applied to the
configurable site features outlined in section 4. Requested configuration changes or additions that
are not already present within the Enterprise Assessment & Tax PRM module are not in scope.
■ Configure the Tyler "Property Access" site template for site specific requirements.
■ Assist the client with site testing.
■ Deploy a data refresh script that copies a data subset from the Enterprise Assessment & Tax database
to the Property Access database. Data refreshes can be scheduled daily, weekly or monthly.
■ Deliver site administration training.
■ Assist with production site domain name and URL determination.
10.1.2 Client Responsibilities
Outlined below are the items and activities that the client is required to provision for a Tyler hosted
Property Access implementation:
■ For client hosted deployments the client is responsible for sourcing, acquiring and configuring web
servers to host both a test and production Property Access site. Tyler will provide documentation to
assist with the activity.
■ The client is to supply any graphic files for site styling including banner graphics, page body graphics
and home page textual content.
■ General site testing and specific testing of data fields to ensure all property related data is displayed
accurately.
■ The client is responsible for providing GIS Map Services published in client hosted ArcGIS Server or
ESRI hosted ArcGIS Online. These services must be accessible over the internet or be accessible from
Tyler's hosting environment via an ASA appliance installed on the county network.
■ Pictometry licensing and signature key files (if Pictometry is to be displayed on the site).
■ Determination of public URL and domain name for live production site.
■ If migrating from a legacy public site to Tyler Property access, the client is responsible for determining
the site URL transition strategy to direct traffic from the old site to the new site. As well the client is
responsible for changing any hyperlinks on organization sites that are referencing the legacy site.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 115 of 260
AGENDA ITEM #14.A.2.
10.1.3Configurable Site Features
Described below are the Property Access features that are typically set up and configured.
Search Methods
The table below summarizes the search methods that are available for configuration.
.-
Description
Address
Search current year records by Address
Parcel Number
Search current year records by Parcel Number
Owner
Search current year records by Owner name
Advanced
Search current year records using up to 15
Property Transfer History
configurable fields
Map Search
Map browsing and mapped parcel selection (in
current year). Includes optional measurement and
Land Information
spatial buffer tool.
Neighborhood Sales Search
Quick link listing sales in subject parcels
Residential
assessment neighborhood
Notes:
Mapping capabilities are subject to compatible map services provided by the client. Inline based map
address and intersection searching may be included if appropriate "geocode" map service provided by
the client.
■ Any search types listed can be removed at discretion of client.
Record Details
The table below outlines the standard record detail items to be presented and configured.
• •
Property Overview
Taxpayer
•
Parcel Details
Parcel Status
Legal Description
Taxpayer Details
Alternate Taxpayer
Property Values
Current Values
Values History (year over year in grid)
Property Transfer History
Sale Summary (in grid)
Sale Details
Land Information
Land Summary
Land
Residential
Dwelling Information
Miscellaneous Features
Addition Details
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 116 of 260
AGENDA ITEM #14.A.2.
Notes:
■ Data grouping and layout may vary from what is shown above.
■ Inclusion of data items is subject to data availability within the Enterprise Assessment & Tax
application.
■ Any Items listed can be removed at discretion of client.
■ Pictometry inclusions requires applicable licensing from Pictometry International Corp.
■ Mapping inclusion requires ArcGIS Server or ArcGIS Online map services provisioned by the client.
■ Requested configuration changes or additions that are not already present within the Enterprise
Assessment & Tax PRM module are not in scope.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 117 of 260
Outbuildings (OBY)
Commercial
Building Information
Interior/Exterior Summary
Interior/Exterior Details
Commercial Features Summary
GIS Map
Consumes ARCGIS service
Permits
Permit Summary (grid)
Permit Details
Property Tax Information
Property Tax by Jurisdiction
Property Tax & Credits
Miscellaneous Statement Information
Values
Rates
Property Tax Payments
Payments
Payment Details
Property Taxes Due
Current Taxes
Delinquent Taxes (if exists)
Payment Contract (if exists)
Special Assessments
Special assessments — Current Year
Pictometry
Oblique aerial image viewing of subject parcel
Notes:
■ Data grouping and layout may vary from what is shown above.
■ Inclusion of data items is subject to data availability within the Enterprise Assessment & Tax
application.
■ Any Items listed can be removed at discretion of client.
■ Pictometry inclusions requires applicable licensing from Pictometry International Corp.
■ Mapping inclusion requires ArcGIS Server or ArcGIS Online map services provisioned by the client.
■ Requested configuration changes or additions that are not already present within the Enterprise
Assessment & Tax PRM module are not in scope.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 117 of 260
AGENDA ITEM #14.A.2.
Reports
The following reports can optionally be configured:
■ Mailing list and or Attribute export is included. This may be used in conjunction with spatial buffer
tool.
■ PRC report from Enterprise Assessment & Tax On -Demand reports
■ Tax bill Report from Enterprise Assessment & Tax On -Demand reports
Style Elements
The client is responsible for supplying color specifications, header/banner graphics, splash or home page
graphics and textual content. Tyler will apply these style elements to the Tyler Property Access template
within a prescribed site navigation framework.
Other items
The following features may also be configured:
■ Disclaimer acceptance message. This is a configurable disclaimer that can be turned on and must be
accepted once per browser session by public users.
■ Hidden accounts. Accounts that have been flagged in Enterprise Assessment & Tax to be hidden
(OWNDAT.HIDENAME) can be configured to not be found or have names replaced with a suitable text
message (e.g., "Owner Name withheld by request").
■ Site footer messages.
■ Basic contact us page with up to 4 configurable send -to email addresses associated to inquiry type.
10.1.4Not in Scope
The following items are not in scope:
• Subscription services or login user roles for named user access to additional information outside. The
only role to be provided is an Admin role for site administration.
• Paying taxes online and integration with payment processors.
o Note: If Tyler Payments is purchased within the main contract, it will be incorporated as the
payment processor. There is no separate SOW for Tyler Payments.
• Search types outside of those listed above; for example, document searching is not in scope.
• Processing of documents, other than property photos, for display in Property Access.
• In the case of Tyler hosted sites, storage of documents, other than property photos, on Tyler servers.
• Anything not already explicitly mentioned above.
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 118 of 260
AGENDA ITEM #14.A.2.
10.2 Tyler Content Manager (TCM) Project
10.2.1Implementation Activities
Tyler and client to work in a collaborative effort to implement the Tyler Content Manager solution within the
Enterprise Assessment and Tax solution. Included within the Enterprise Assessment and Tax Solution is:
■ Installation of TCM and integration with Enterprise Assessment and Tax system.
■ Installation of existing Enterprise Assessment and Tax document library.
■ Security configuration for the existing document types.
■ Client to provide an index file for conversion of photos.
■ Convert Street photos into the Photo document type.
■ Conduct walk through sessions of the Tyler Content Manager configuration.
■ Tyler to conduct train -the -trainer user training on Tyler Content Manager.
■ Tyler to conduct Tyler Content Manager administration training to client technical staff.
The following table quantifies the maximum elements to be included for Tyler Content Manager.
Note: Exceeding the maximums is supported in the Tyler Content Manager application; however, a
change order may be required for additional implementation services.
The following additional configurations will also be accommodated if needed:
■ Integrating TCM with Public Access
■ Converting any existing Smartfile filings that publish documents to publish to TCM
■ Converting existing Tyler Field Mobile application to integrate with TCM
■ New categories to existing document types (limited to 25 total additional categories)
10.2.2 Not in Scope
The following Items, which are supported in the Tyler Content Manager framework but not included in
standard service delivery, are not in scope but can be implemented under change orders:
■ Document types not currently in the Enterprise Assessment and Tax library
Additional data file conversions. The client will still need to prepare and supply index files for each
conversion set.
■ Additional Categories in excess of 25
Kodiak Island Borough
Tyler Technologies, Inc.
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 119 of 260
AGENDA ITEM #14.A.2.
KODIAK ISLAND BOROUGH
IT DEPARTMENT
REQUEST FOR PROPOSAL FOR THE ACQUISITION OF A
Property Assessment and Taxation System
(PATS)
Proposal Response Deadline:
February 28", 2023, by 4:00 PM Alaska Standard Time
Submit Response to:
Manager's Office
Kodiak Island Borough
710 Mill Bay Road
Kodiak, AK 99615
Phone: (907) 486-9303
RFP Coordinator (all other correspondence):
Paul VanDyke
Kodiak Island Borough
710 Mill Bay Road
Kodiak, AK 99615
Phone: (907) 486-9336
Email: pvandyke@kodiakak.us
Anticipated Implementation Period:
May 1St, 2023 - June 30th, 2024
......................................................................................
Failure to comply with any part of this RFP may result in your response to the RFP being rejected as
non-responsive.
......................................................................................
Page 1
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 120 of 260
AGENDA ITEM #14.A.2.
TABLE OF CONTENTS
1. Overview -------------------------------------------------------------------------------------------------------
3
2. Project Goals--------------------------------------------------------------------------------------------------5
3. System Needs-------------------------------------------------------------------------------------------------
7
4. Proposal Content and Format--------------------------------------------------------------------------
10
Part One: Main Proposal--------------------------------------------------------------------------
11
Part Two: Price Proposal-------------------------------------------------------------------------- 17
5. Proposal Signatures and Delivery----------------------------------------------------------------------
19
6. Legal Matters and Insurance--------------------------------------------------------------------------- 21
7. Selection Criteria------------------------------------------------------------------------------------------ 22
KIB PATS - Proposal Scoring Form------------------------------------------------------------ 26
RFPAttachments--------------------------------------------------------------------------------------------- 27
Proposal Cover Letter Form
KIB Code — Relevant sections
KIB Taxing Entities and Mill Rates
Appendix------------------------------------------------------------------------------------------------------- 27
Appendix A - PATS - Solution Narrative Guideline
Appendix B - PATS - Software Functionality Worksheet
KIB's PATS - Proiect Timeline
RFP Published:
December 23rd, 2022
RFP Questions Deadline:
January 17th, 2023
RFP Proposal DEADLINE:
February 28th, 2023
Proposal Evaluations:
March 1St — March 10th, 2023
Software Demonstrations:
Week of March 13th, 2023
Optional Site Visits:
March 20th -31st, 2023
Notice of Intent to Award:
April 3rd, 2023
Assembly Award:
April 20th, 2023
Anticipated Implementation Period: I May 1St, 2023 through June 3011, 2024
Page 2
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 121 of 260
AGENDA ITEM #14.A.2.
1. Overview
This RFP allows the Kodiak Island Borough (KIB) to select & negotiate with the top Respondent to
provide, implement and maintain a Property Assessment and Taxation System (PATS) software package.
The intent of this RFP is that one contract is issued for the procurement of all software system
components, data conversion, setup and training, and ongoing support and updates of the system.
Respondents are welcome to submit more than one proposal for different software solutions, with all
requested parts of the proposal completed in each proposal submitted. Multiple proposals are appropriate
for distinctly different software packages or for distinctly different environments, like platform or
architecture. Decisions regarding options that will be made during negotiations or implementation do not
require separate proposals
Introduction
KIB anticipates contracting with one primary respondent who may join with additional subcontractors or
third -parties of their choice in order to make this application implementation a success. This RFP
requests a respondent to provide software for the PATS functions and to provide other services as
described in this RFP. The respondent will need to provide, install, and warranty the software necessary
to meet the requirements of this RFP.
Background
Kodiak Island is in the Gulf of Alaska and is one of the most productive fishing grounds in the world.
Kodiak is consistently one of the three most productive commercial fishing ports in the United States.
Beyond fishing, it houses the world's largest United States Coast Guard base and a rocket launch testing
site. The City of Kodiak is at the northeastern end of the island and is the economic hub of the
community, housing several canneries, fishing related business and Federal, State and local government
offices. The Port of Kodiak is home to Alaska's largest and most diversified fishing fleet, with over 600
boat slips and three commercial piers that can handle vessels up to 650 feet. In 2020, the population of
KIB was 13,101 with the population concentrated in the vicinity of the City of Kodiak & US Coast Guard
Base.
The Kodiak Island Borough is a Second Class Borough with an elected Mayor and Assembly. KIB
operates under the Mayor/Manager form of government, with administrative operations directed by the
borough manager. KIB has 3.2 M acres within its boundaries. The 2022 taxable assessed value of
residential, commercial, and personal property in the Kodiak Island Borough totaled circa $1.5 B. The
estimated numbers of property accounts are:
• 7,780 Residential, Commercial and Industrial Real Property
• 541 Business Personal Property
• 32 Aircraft Personal Property
The departments comprising KIB are Assessing, Clerk's Office, Community Development/Planning,
Engineering/Facilities, Finance, Information Technology, and Managers Office. The basic functions of
KIB include managing construction/capital projects, managing community planning and zoning
compliance, managing the solid waste landfill and local environmental issues, building maintenance,
property assessment and taxation, funding the Kodiak Island Borough School District and complying
with state & federal regulations.
Page 3
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 122 of 260
AGENDA ITEM #14.A.2.
System Environment
The Kodiak Island Borough IT Department provides technology support to the borough departments.
These support services include our desktop and laptop computers, servers, network infrastructure, cloud
computing, telephone systems and any other IT -related services.
In 2007, the Borough solicited proposals for property assessment and taxation software. The intent was
to purchase a fully integrated software solution. The software was selected to interface with the financial
system. The software selected was PACS (Property Assessment and Collection System) from True
Automation, of Plano, TX, currently owned by Harris Govern. The software was originally implemented
on x86 Windows servers. Since the initial installation, the software has been migrated into a fully
virtualized environment.
The Borough has a 1 OGbps switched ethernet backbone network, with 1 Gbps connections to each
desktop computer. There are a handful of remote locations connected via fiber, metro ethernet and VPN
services.
Currently, the IT department has a cluster of servers, configured with VMWare virtualization software
with a Windows Active Directory domain. The IT department is currently migrating some workloads to
the cloud as appropriate.
The Borough has 45 employees, and each has their own computer. The computers are of recent vintage
and are running Windows 10 with at least 8GB of memory and solid-state hard drives.
The Borough is currently using the Microsoft Office 365 suite of products for general office tasks.
Additional software available on the network includes ArcGIS, Adobe Acrobat, Laserfiche and other line
of business applications.
The Borough is using Tyler's New World ERP Logos software for financial accounting and human
resources.
Page 4
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 123 of 260
AGENDA ITEM #14.A.2.
2. Proiect Goals
The Kodiak Island Borough seeks a user-friendly, flexible, and integrated system to support all functions
related to the assessment, taxation, and collection processes for both real, personal property and aircraft
in compliance with the State of Alaska Statutes and KIB codes and policies. KIB's goals are:
Technology. The system needs to capitalize on technology to improve efficiencies with single -point data
entry, utilize handheld devices for appraisal fieldwork and interactive sketching tool for appraisal sub-
areas, and integrate with other software such as Electronic Document Management Systems, GIS, and
statistical modules for analysis.
Workflow. The system needs to automate business rules and workflow processes to be event -driven, as
appropriate and extend across KIB departments and work units with electronic notifications and routing, to
ensure ongoing data accuracy and compliance with eligibility rules, with manager and supervisor
notifications when warranted.
Security, Audits and Statistics. The system needs to collect complete change history for audit trails and
performance statistics throughout the system and to restrict data access and data editing by user and data
elements.
Reporting and data exchange. The system needs to generate and schedule recurring reports as well as
ad-hoc reporting for timely response to research and analysis needs. The ability to process data imports
while maintaining data integrity and produce data exports in required formats is required. The system must
allow for scalable input and output printing of special forms, such as value notices with user -defined
selection criteria and print data. Additionally, exporting print files to vendors for outsourcing of printing
is required.
Inquiry. The system needs to retain historic data, including changes throughout the system for unlimited
number of years, with user -defined search criteria. Staff needs the ability to control and release data
separately for KIB departments and public inquiry.
Business Requirements. The system will enhance current business functions and practices and provide
future enhancements. System requirements are provided in Section 3.0 of this document. All functions
should be in accordance with the State of Alaska statues and KIB Codes and policies. Those functions
include, but are not limited to the following:
Mass Appraisal. Must have Uniform Standards of Professional Appraisal Practice (USPAP)
compliant mass appraisal capability (including income, cost and market approaches) using
alternative valuation methods to arrive at defendable and accurate estimated market values for full
range of property classifications and combinations of property.
Search Capability. Must have ability to maintain and search parcel data by owner, parcel
identification number, address, common names, interested parties, and legal description of
properties.
Configuration of Business Rules. Must have the ability to configure business rules associated
with the valuation and property descriptions. The system will need easy data entry with built-in
Page 5
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 124 of 260
AGENDA ITEM #14.A.2.
edits. Shared data is immediately made available to all users for display and print to aid in data
accuracy and decision-making, crossing all KIB departments and work unit boundaries.
Tax Collections. Must have ability to manage the entire tax billing, collection, distribution and
receivable process. The processes will include multiple payment, penalty and fee assessment
dates.
System Integration. The KIB desires seamless integration with internal and external systems.
Implementation Services. The respondent will provide all personnel required to successfully complete
proposed project activities. The respondent should not assume that KIB has capabilities to assist in any
or all areas of the implementation.
Page 6
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 125 of 260
AGENDA ITEM #14.A.2.
3. System Needs
The proposed PATS software solution should provide the following:
General System -wide Requirements
It is anticipated that the new application software solution will provide general system -wide functionality
to include, but not be limited to, the following items:
• Help menus / system assistance
• Customizable desktop/dashboard
• Quick, responsive design
• Unlimited parcels & tax accounts
• Unlimited years of data
• Documentation (system, operations, processes, interfaces, etc.)
• Multiple levels of security, including group authority
• Secure data elements by user
• Training (IT, department head, overview, user operations, frequent processes, annual processes)
• Ease of configuration
• Transaction audit records (securable, understandable, reportable)
• Ad Hoc reporting, printing & report archiving
• Letter design & processing
• Workflow/Document Routing/Electronic Approvals
• Digital Documents & Photos (generate, scan, access, secure)
• Integration with desktop applications (currently MS Office suite)
• Integration within and between this application's modules
• Integration within and between our other application modules
• Regular software updates
• Secure software platform with modern layers of security & protection
• A robust support team able to assist our needs
Application Functionality Areas
It is anticipated that the new application software solution will include, but not limited to, the following
functional areas:
Property master
• Property ownership & history
• Property legal descriptions
• Situs Addressing
• Real and Personal Property Descriptions
• Real and Personal Property codes & classifications
• Links to State or Federal legal documentation
• GIS interface
Assessing Services
• Real and Personal Property valuation models
Page 7
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 126 of 260
AGENDA ITEM #14.A.2.
• Full functioning CAMA valuation models
• Real and Personal Property assessed value notice production
• Appeal tracking system
• Statistical analysis
• Staff assignment & review of field work
• Prior year adjustments
Real Property
• Land appraisal, including multiple land records per tax account
• Building appraisal, including multiple buildings per tax account
• Exemption customization & tracking
• Economic unit linkages
• Possessory interest
• Building permits
• New construction tracking
• Electronic sketching tool
• Mobile field work collection devices
Personal Property
• Mobile home processing
• Aircraft tax accounts
• Vessel tax accounts (future)
• Exemption customization & tracking
Other
• Special assessment billing & tracking
• Web capability for filing return (personal property assets)
• Integration to electronic document management system (Laserfiche)
Taxation & Collections
• Tax billing creation
• tax bills exportable to printer
• Ease of payments
• Ease of prior year adjustments & re -billing
• Collection accounting
• Interest & penalty calculation
• Delinquent account mailings
• Foreclosure legal process
• Interfaces to financial accounting G/L software
Additional or optional modules
• Community Development Planning
• Zoning compliance
Page 8
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 127 of 260
AGENDA ITEM #14.A.2.
Training and Knowledge Transfer Approach
As part of the implementation, the respondent must provide a training plan. The training plan must
address the approach for determining training needs, developing a training strategy, and the method and
schedule to deliver the appropriate level of training at the right time. The training plan must incorporate
your on-going knowledge -transfer approach.
KIB encourages respondent to utilize remote, electronically delivered training, where appropriate.
Page 9
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 128 of 260
AGENDA ITEM #14.A.2.
4.0 Proposal Content and Format
To assist with the proposal evaluation process, the Borough requires a uniform format for the responses.
Respondents should assume that the form and content requirements of this RFP will be rigorously applied
by the Borough in determining the responsiveness of proposals. Please use the following format:
PART ONE: MAIN PROPOSAL
- Cover Letter
- Executive Summary
- Company Information
- Software Solution — Response to Appendix A & B
Appendix A - Solution Narrative
Appendix B - Software Functionality
- Implementation Plan
- Technical Environment
- Exception Summary
- Additional Information
PART TWO: PRICE PROPOSAL
- Cover Letter
- Pricing Details
PART ONE: MAIN PROPOSAL
Part One: Main Proposal consists of the complete main proposal exclusive of the Part Two: Price
Proposal component.
Part One: Main Proposal must be signed and dated by a person who is authorized to bind the respondent.
The signature provided to KIB should be an original "wet signature". The required signature will be
provided on the Cover Letter Form. Failure to properly sign and date the proposal with original signature
will be grounds for rejection.
The Part One: Main Proposal shall be in a sealed envelope or box and must contain:
• One paper copy of the Main Proposal with a "wet signature" on the Cover Letter
• A clearly labelled, virus -free USB drive with the Main Proposal in an electronic, text -searchable
PDF (including Appendix B and Appendix B in Excel format).
Important note: The Part One: Main Proposal and copies of Part One: Main Proposal must EXCLUDE
all Part Two: Price Proposal information.
COVER LETTER
The Proposal Cover Letter Form, found in the RFP Attachments, should be filled out and attached to the
respondent's proposal. The required signature will be provided on the Proposal Cover Letter Form.
EXECUTIVE SUMMARY
Page 10
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 129 of 260
AGENDA ITEM #14.A.2.
In the executive summary, the respondent should state its understanding of the services to be performed,
explain why the respondent firm is the best qualified to provide those services and state why the
respondent firm is most likely to help the Borough achieve the goals outlined in the Project Goals portion
of this request for proposals.
COMPANY INFORMATION
The response to Company Information is a narrative response. You may respond in paragraph form, or in
a question & answer format, by listing the text of the items below and following that text with your
response.
The respondent should provide information to show your company's stability as a software company and
ability to remain a solid entity. The respondent should briefly describe the company's evolution from
inception through acquiring or being acquired by another company. Briefly describe the software
product's evolution from inception through acquiring or being acquired and the renaming or re -branding
of the product.
The respondent's record should reflect experience in work of a similar nature and magnitude to that being
proposed. Experience with a PATS solution in the State of Alaska or with a similar size/style
municipality should be highlighted. A list of Alaskan municipalities and the scope & status of the
implementation is preferred.
The respondent should demonstrate that it has sufficient qualified staff with a proven track record in
providing reliable PATS implementation and software support. During implementation, the respondent
will provide all personnel required to successfully complete proposed project activities. The respondent
should identify the key positions considered important to the implementation such as project executive,
project manager, technical analyst lead, configuration lead, development lead, business process re-
engineering lead, trainers, etc.
Submit specific names for people in those roles. Provide brief resumes describing relevant qualifications
(experience, skills, education, training, qualifications, and certifications). The respondent should present a
project organization chart outlining the reporting structure and primary responsibilities of each position.
The respondent should provide information to show the stability of any subconsultants or companies
providing third -party software that your company will be working with in the proposed system and
demonstrate their ability to remain a solid entity. Briefly describe the company's and the software
product's evolution. The respondent should identify their key positions, submit specific names, and
provide brief resumes for people in those roles.
SOFTWARE SOLUTION - RESPONSE TO APPENDIX A & B
The details about your proposed software solution will be provided by responding to two spreadsheets:
Appendix A - PATS - Solution Narrative Guideline
Appendix B - PATS - Software Functionality Worksheet
Your proposal should specifically and accurately answer items in Appendix A and Appendix B.
Page 11
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 130 of 260
AGENDA ITEM #14.A.2.
For the convenience of the Borough, respondents are asked to address each criterion in the order listed in
Appendix A and Appendix B spreadsheets. This is to streamline the evaluation & rating process using
our selection criteria. As much as possible, use our sequence. If the sequence of our spreadsheet
questions is disruptive to the narrative description of your software solution or if listing individual
answers will result in duplicated text in your proposal, you may insert a reference to another part of your
proposal which does address our original question.
Appendix A - PATS - Solution Narrative Guideline - The response to Appendix A is a narrative
response. You may respond within the structure of the spreadsheet, or you may respond in paragraph
form. You may insert a reference to another part of your proposal.
Appendix B - PATS - Software Functionality Worksheet - The response to Appendix B is a value
response. Your response should be found in the structure of the spreadsheet. Provide a "X or checkmark
in the appropriate column for that item. Comments may be provided in the spreadsheet column for
Proposer's Comments or by providing a reference in Proposer's Comments, referencing a foot note found
at the bottom of Appendix B.
IMPLEMENATION PLAN
This section of the RFP response should be used to outline the desired implementation plan for the
proposed solution. The Borough assumes that the respondent is a subject matter expert in the field for
which they are proposing and will help guide the Borough with decisions to best implement their
solution. If there are major items for which decisions need to be made that will affect the total cost, those
subjects and decisions should be outlined in this section. Costs should NOT be included in this section.
The cost of those items should be outlined in Part Two: Price Proposal.
It is the intention of this RFP that one contract is issued for both the software system procurement and
implementation of the system. However, this RFP will evaluate and score implementation services and
software separately. It is acceptable to the KIB for the selected respondent to sub -contract as necessary for
implementation services or software suppliers, as appropriate. Ongoing maintenance may be contracted
separately with the software developer, if desired by the proposer.
Implementation Plan
The proposal shall discuss the high-level components of an implementation plan: business process
review, development, data conversion, installation, testing, training, running parallel & balancing &
acceptance. The proposal should be as specific as possible when envisioning the final master
implementation plan. The final master implementation plan may include but is not limited to the
following list of implementation contract deliverables envisioned by the KIB:
• Project schedule
• Labor Resource requirements — for KIB, respondent and sub -contractors
• Other Resource requirements
• Business Process review
Page 12
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 131 of 260
AGENDA ITEM #14.A.2.
• Definition of required software customizations
• Acceptance Plan for required software modifications
• Development of required interfaces
• Acceptance Plan for interface programming
• Identification of required hardware and associated equipment
• Installation Plan for hardware, system software and application software
• Acceptance Plan for hardware, system software and application software
• Documentation for System -wide table setups/implementation based on functional requirements
• Testing of global components
• Testing of modules
• Data Conversion Plan
• Acceptance Plan for setup, modules, and data conversion
• Security profiles
• Establish "Workflow" approval matrix with help of KIB staff
• Training plan for operations staff, users, and implementers
• On-site and/or off-site training of implementers, operations staff, users and
• On-site and/or off-site implementation experts
• On-site and/or off-site support at cutover points
• Acceptance Plan for Performance/Stress Test
• Completion of Performance/Stress Test
• Knowledge transfer of system operations/functionality
Product & Data Conversion
Data conversion services shall be included in the response to the RFP The respondent, using its own
personnel and KIB's personnel to the extent possible, shall provide the process proposed to convert all
KIB's current data to the new solution.
KIB shall be responsible for the accuracy and completeness of the data contained in the current database.
The respondent shall coordinate with Harris Govern, the company owning KIB's current software, to
evaluate the contents of the current database and to establish migration guidelines and data mapping
outlines. Harris will provide data format information to KIB and respondent, The respondent may need to
sub -contract with Harris Govern for their assistance is extracting the data. The data shall be delivered in a
format reasonably requested by the respondent.
Reformatting of data between the old systems and the new system shall be the responsibility of the
implementer. The respondent shall be responsible for the accuracy and completeness of the data after
conversion, for the compatibility of such data with the new solution, the integration of such data into the
solution, and the completeness and accuracy of the data output by the new solution. The conversion of
data will not be considered completed until KIB can run its entire operation as contemplated by the
contract documents to be entered into by the parties.
KIB requires full detailed data conversion including converting history in our current system since 2003,
which would allow the new system to be able to calculate the converted balances on day 1. Mid -year
Page 13
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 132 of 260
AGENDA ITEM #14.A.2.
balances may need to be converted also. Please describe your conversion approach and methodology,
recommendations, and experience for each of these options below.
Implementation of Application Software
The respondent shall be required to program and test interfaces with the Borough's current line of
business applications. The respondent is expected to provide record layouts that the new system requires
for "inbound" interfaces. The KIB will provide the specifications that are required for outbound
interfaces.
Product Documentation
As part of the implementation, the respondent will be responsible for providing system and user
documentation for the base product. The respondent will modify the documentation as required to reflect
KIB's customizations, if any. All documentation will be maintained at KIB and be the property of KIB.
The respondent will provide at least one copy of systems documentation for hardware, operating
software, and applications software, as well as system administration documentation and training
manuals. Electronic copies in searchable PDF format are required.
The respondent will grant the right to make as many documentation copies for use by KIB's employees
as needed. In addition, as part of the ongoing license fee, the respondent will provide one electronic copy
of all documentation upgrades for all future system modifications and enhancements.
The respondent will identify the requirements for KIB's management, user, and technical personnel for
the project. The respondent will also provide a description of responsibilities for each person on the team,
respondent, subcontractor and KIB. This resource chart and/or description should indicate whether each
resource (respondent and KIB) is full-time dedicated throughout the project, full-time dedicated only in
certain phases (and identify those phases), part-time throughout the project, part-time throughout only
certain phases (and identify those phases), or whatever other participation level is required.
Implementation Timeline
As part of the Implementation Plan section of the Proposal, the respondent will provide a "timeline" for
implementation of KIB's PATS software solution. The Implementation Timeline will include a Project
Start Date for which respondent's available staff could begin this project. Using the high-level
components of the Implementation Plan provided above, the Implementation Timeline will assign several
dates to the generic plan. Approximately five to ten (5-10) dates should be included. For instance: Project
start date, Kick off meeting, Data migration complete, Training begins, Go -Live for assessment, Go -Live
for taxation and begin normal support services. Providing "timeline" dates will allow staff to set
reasonable expectations for implementation of KIB's PATS software solution.
TECHNICAL ENVIRONMENT
This section of the RFP response should be used to communicate the technical environment of your
proposed solution.
Technical Solution
Page 14
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 133 of 260
AGENDA ITEM #14.A.2.
The respondent will be responsible for providing a separate Technical Solution Document as part of your
proposal that at a minimum contains detailed information on the following:
• Security Architecture for your Application
• Logical and Physical Application Architecture Design
• An Application Flow Diagram
• Server Architecture Design
• Network Architecture Design
• Client Architecture Design
• Patch/Update Management Requirements
• Disaster Recovery Strategy
• IT Security Design
This part of the proposal is for the evaluation by a technical team. The information should be of a nature
that would allow for a technical review of your application by a team knowledgeable of supporting
information technology systems. In addition to the above, please list all the technical requirements to
support your proposal. Based on therequirements of information contained in this document, provide a
brief outline of the supported databases and platforms. Any associated costs should also be part of the
Part Two: Price Proposal.
Provide information about system scalability based on your benchmarks (if available) and established
users. It is imperative that the proposal is inclusive in detailing the computing environment requirements.
Your proposal should include as much detail as to describe requirements that may or may not be present
within the KIB. Do not assume that the KIB has deployed any specific technical requirement for the
successful deployment of your product.
The technical requirements should address the following areas at a minimum:
• Desktop Operating System
• Web Browser
• Web Server
• Application Server
• Database Server
• Database Client
• Server Operating System
• Java/ActiveX Requirements
• Single Sign -on Authentication
• Network and Bandwidth
• Load Balancing
• Server and Storage Hardware
• Security Protocols
EXCEPTION SUMMARY
Minimum Standards. This RPF represents KIB's project expectations. The functionality, specifications,
and required work outlined in this RFP represent the minimum standards acceptable to the Borough for a
Page 15
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 134 of 260
AGENDA ITEM #14.A.2.
winning PATS software solution. Any deviations, modifications, or alternatives proposed shall be
specified and clarified by the respondent and included in the proposal here as an EXCEPTION
SUMMARY. The purpose of this summary is provide one place to for the respondent to clearly
communicate any limitations of your solution. Insufficient information pertaining to exceptions shall be at
the respondent's risk and may result in rejection of the proposal. The Proposal Cover Letter Form asks the
respondent if an Exception Summary has been included in Proposal Part One: Main Proposal.
ADDITIONAL INFORMATION
The narrative portion and the materials presented in response to this Request for Proposal shall be
submitted in the same order as requested and must contain at a minimum all information requested above.
Proposers are encouraged make such preliminary recommendations as are necessary to demonstrate a
thorough understanding of the scope of services contained herein.
In this section, the respondent may provide additional information for KIB to review. This could include
bulky supporting documentation, resumes, organization charts, financial statements, marketing material,
product flyers, product documentation, customer references, etc. This information should be referenced
in other portions of your proposal.
PART TWO: PRICE PROPOSAL
Part Two: Price Proposal consists of the cover letter with signatures and a detailed breakdown of the
costs of the proposed solution. The pricing breakdown must be sealed separately when the proposal is
submitted.
Part Two: Price Proposal must be signed and dated by a person who is authorized to bind the respondent.
The signature provided to KIB should be an original "wet signature". The required signature will be
provided on the Cover Letter Form. Failure to properly sign and date the proposal with original signature
will be grounds for rejection.
For the convenience of the Borough, respondents are asked to include the Part Two: Price Proposal as:
• one paper copy with original "wet signature" and
• A clearly labelled, virus -free USB drive with the Price Proposal in an electronic, text -searchable
PDF (including Appendix B and Appendix B in Excel format).
Part Two: Price Proposal and USB drive should be enclosed in a separate sealed envelope. That sealed
envelope should be clearly marked as "Part Two: Price Proposal." This sealed envelope should then be
placed within the sealed envelope or box containing the Part One: Main Proposal.
Failure to include the Part Two: Price Proposal in a separate sealed envelope inside the sealed envelope
or box containing the Part One: Main Proposal will be grounds for rejection.
Page 16
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 135 of 260
AGENDA ITEM #14.A.2.
Important note: the requested electronic copy of the Part Two: Price Proposal must also be sealed with
the paper copy of the Part Two: Price Proposal. Failure to properly seal all copies of the Part Two:
Price Proposal will be grounds for rejection.
COVER LETTER
The Proposal Cover Letter Form, found in the RFP Attachments, should be filled out and attached to the
respondent's proposal. The required signature will be provided on the Proposal Cover Letter Form.
PRICING DETAILS
In the Part Two: Price Proposal, the respondent will provide a detailed breakdown of all costs required for
the successful implementation and ongoing operation of the proposed solution. The price proposal
component will be provided in the proposer's own format.
The Pricing Details portion of the proposal should cover the following information:
- Software Licensing Costs
- Third Party Licensing Costs
- Implementation Costs
- Optional Functionality Costs
The Respondent may choose how to structure their Pricing Details. The information should be segregated
by module or function. Optional components should be easily identified. The pricing details must show
the total price of the proposal as proposed by the respondent.
Additionally, any oversight or unintentional omission by KIB regarding the required systems, database,
application, or other components required for a successful implementation should be addressed and
included in your proposal.
Respondents should provide fixed prices in all areas where possible and give their best estimates on all
others. The respondent must identify costs that are not fixed and define why they are not fixed.
Respondent must include the pricing methodology (i.e. CPU based, tier based, named user, concurrent
user, number of accounts, etc.) for all software proposed.
Respondent must reply to all requirements noted in of this proposal as well as the requirements noted in
all attachments of this RFP.
The respondent must include reasonable travel and living expenses to be paid as incurred on a monthly
basis. KIB requires receipts for all submitted expenses. KIB reserves the right to question all travel
expenses and reject those not deemed reasonable by KIB.
Page 17
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 136 of 260
AGENDA ITEM #14.A.2.
5. Proposal Signatures and Delivery
Required Signatures
Part One: Main Proposal - The main proposal itself must be signed and dated by a person who is
authorized to bind the respondent. The signature will be provided on the Proposal Cover Letter Form
found in RFP Attachments.
Part Two: Price Proposal - In addition, the Part Two: Price Proposal component must be signed and dated
by a person who is authorized to bind the respondent. The signature will be provided on the Proposal
Cover Letter Form found in RFP Attachments. This second copy of the Proposal Cover Letter Form
should be included in the Part Two: Price Proposal in the sealed envelope as described above.
Specifically:
A proposal by a corporation shall be executed in the corporate name by the president, vice-president, or
other corporate officer. Surety, or evidence of authority to sign, must also be provided. Such evidence
may be in the form of a copy of the corporate bylaws, articles of incorporation, resolution of the board,
corporate certificate, or other reliable evidence.
A proposal by a partnership shall be executed in the partnership name and signed by a partner (whose title
must appear under the signature), accompanied by evidence of authority to sign. Surety, or evidence of
authority to sign, may be in the form of a copy of the partnership agreement or other reliable evidence.
A proposal by a limited liability company shall be executed in the name of the firm by a member and
accompanied by Surety, or evidence of authority to sign. Such evidence may be in the form of a copy of
the corporate bylaws, articles of incorporation, resolution of the board, corporate certificate, or other
reliable evidence.
A proposal by an individual shall show the proposer's name and business address.
Failure to provide evidence of authority to sign on behalf of the respondent will not be grounds for
rejection if the Borough is able to confirm the authority of the signer to bind the respondent.
RFP Ouestions (Inquiry) Deadline
Questions, objections, or protests relating to defects, errors, omissions regarding the project or this RFP
should be submitted in writing no later than the date and time specified in this RFP as the "RFP Questions
DEADLINE". Substantive issues will be addressed in a written addendum to the RFP.
Address questions to:
Paul VanDyke
Kodiak Island Borough
Telephone: 907-486-9336
E-mail: pvandyke@kodiakak.us
Page 18
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 137 of 260
AGENDA ITEM #14.A.2.
Delivery Instructions
Proposals must be received by the Borough Manager's office by the "RFP Proposal DEADLINE"
specified in this RFP.
All proposal documents must be submitted in a sealed envelope or box clearly marked on the outside to
identify it as a proposal for the project specifically named in this RFP and must be delivered to the
Borough Manager's office at the address outlined, and in the required format, on or before the deadline.
Respondent's failure to submit its proposal prior to the deadline will cause the proposal to be
disqualified. Late proposals or amendments will not be opened or accepted for evaluation. Proposals
submitted by fax will not be accepted.
Be aware:
Respondents should also allow adequate time for mailing or special delivery of proposals to the Borough
Manager's Office. Kodiak is considered a remote location and, as such, mail and special deliveries by
couriers to Kodiak are commonly delayed beyond the advertised guaranteed arrival dates & times of
carriers and couriers. It is not uncommon for one or more respondents to be disqualified in submitting
proposals to the Borough because the proposals were not received in a timely manner. USPS mail and
special deliveries to Kodiak may be delayed because of weather or other circumstances. This proposal
deadline is during the holiday season when package volume increases and many deliveries are delayed.
Couriers should be given clear and accurate instructions in terms of the deadline and location for delivery
of proposals.
Proposals must be delivered to:
Manager's Office
Kodiak Island Borough
710 Mill Bay Road
Kodiak, AK 99615
Page 19
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 138 of 260
AGENDA ITEM #14.A.2.
6. Leal Matters and Insurance
Insurance
Before execution of a contract, and during the entire period of the project, the respondent shall provide
the types of insurance listed below. All policies shall have a mandatory 30- day cancellation clause. The
Borough shall be named as additional insured on all insurance policies except professional liability
policies. Insurance certificates will be required to be submitted for review by the Borough's Risk
Manager before the Borough will issue a notice to proceed. Unless specifically marked "not applicable"
or'Wa" below, the following insurances are required:
Commercial general liability insurance, not excluding explosion, contractual liability or
product/completed operation liability insurance - $1,000,000 per occurrence and $2,000,000 aggregate.
Licenses and Registration
Before execution of a contract, the successful bidder or proposer must have a current State of Alaska
business license; and must be in good standing in terms of property tax, and all taxes, fees, and monies due
to the Borough.
Compliance with Laws
The respondent shall observe and abide by all applicable laws, regulations, ordinances and other rules of
the State of Alaska and/or any political subdivisions thereof, or any other duly constituted public
authority wherein work is done, or services performed, and further agrees to indemnify and save the
Borough harmless from any and all liability or penalty which may be imposed or asserted by reason of
the Contractor's failure or alleged failure to observe and abide thereby.
Cancellation of Solicitation
The Kodiak Island Borough reserves the right to cancel the solicitation, without penalty, at its sole
discretion.
Page 20
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 139 of 260
AGENDA ITEM #14.A.2.
7. Selection Criteria
Responsive proposals to this RFP will be reviewed by a Proposal Review Team (PRT) appointed by the
Borough Manager. The Borough Manager, at his discretion, may replace members of the PRT at any
time. In the "initial" evaluation, the top-ranked respondents may be short-listed. The PRT may, at its
discretion, decide to interview the short-listed firms. The PRT may decide to schedule software
demonstrations or customer site visits. The results from this additional information will be incorporated
into the "final" evaluation of those top-ranked respondents. The PRT will present its rankings of the
respondents along with its recommendation to the Borough Manager for consideration. After reviewing
the PRT's recommendations, the Borough Manager will present a recommendation to the Borough
Assembly for its consideration. The goal is to award the contract to the Respondent that best meets the
selection criteria set out in this RFP. Final action will be solely at the discretion of the Borough
Assembly.
The selection will be made based on qualifications and price offered in accordance with the criteria listed
in this RFP. The Borough reserves the right to cancel this procurement effort. The Borough will not
reimburse respondents for any costs of preparation or submission of proposals.
Software Demos
The Borough reserves the right to request software demonstrations with the highest rated respondents.
The purpose of the demos is to allow expansion upon the written responses. These demonstrations may
take place remotely or in- person.
Site Visits
The Borough reserves the right to request the respondent to arrange for KIB to visit their customers' site.
The purpose of the site visit is to view the software in action and to understand the customer's experience
with the respondent and the software. These site visits may take place remotely or in- person.
A second score sheet will be used to score those firms providing interview, demonstrations or site visits.
The final selection will be based on the total of all PRT member scores achieved on the second rating.
The same criteria and point ranges will be used during the second evaluation
Proposal Scoring
Each proposal will be initially rated independently by each member of the PRT. The PRT members will
use the Evaluation Criteria below to score the respondent on the "initial" Proposal Scoring Form. Each
PRT member will review, evaluate and score the respondent's "Part One: Main Proposal" for all
Evaluation Criteria on the Proposal Scoring Form EXCEPT for #5. Price Proposal. ALL Respondent's
"Part One: Main Proposal" will be scored before ANY "Part Two: Price Proposal" are viewed. When all
PRT members have finished their part One evaluations for ALL Respondents, the Part Two Price
Proposals will be distributed to PRT members. PRT members will score Part Two: Price Proposals on the
"initial" Proposal Scoring Form in #5 Price Proposal box. The total score will be then calculated for each
initial Proposal Scoring Forms.
The PRT members will then meet to discuss the proposals and initial scores. PRT members may change
their scores following the meeting of the PRT. The total score on the Proposal Scoring Form will dictate
Page 21
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 140 of 260
AGENDA ITEM #14.A.2.
the Respondent's ranking. The PRT will designate the top-ranked respondents. Team members will collect
additional information. As a result of oral interviews, software demonstrations, or site visits, PRT
members will score the respondent on a second "final" Proposal Scoring Form. ANY "initial" scores may
be further modified. The PRT final group score for the respondent will be based on the average score of
all "final" Proposal Scoring Forms by the individual members of the PRT. The Borough will rate all
proposals according to the form and content submitted. The Borough reserves the right to award a
contract solely on the written proposal or through negotiations. The Borough further reserves the right to
reject any and all proposals submitted.
Evaluators may investigate and discuss factual knowledge of Proposers' and proposed Subcontractors'
prior work experience and performance, including projects referenced in proposal, available written
evaluations, et cetera, and may contact listed references or other persons knowledgeable of a Proposer's
and/or a Subcontractor's past performance. Factors such as overall experience relative to the proposed
contract, quality of work, control of cost, and ability to meet schedules may be addressed.
Contract Negotiations
The Respondent whose proposal is scored the highest amongst the PRT final group scores, may be asked
to either negotiate a final Agreement or, if required, clarify their current proposal into a best and final
offer. If negotiations are not successful with the top-rated Proposer selected for negotiation, negotiations
may commence with the next highest rated Proposer until an Agreement is reached, or the Borough, at its
sole discretion, elects to cancel the solicitation. After completion of successful negotiations, a Notice of
Award/Protest will be provided to all Proposers.
The manager may negotiate with those responsible proponents whose proposals are determined by the
manager to be reasonably responsive to the request for proposals. Negotiations shall be used to clarify
and assure full understanding of the requirements of the request for proposals. The manager may permit
proponents to revise their proposals after submission and prior to award to obtain best and final offers.
Proponents deemed eligible for negotiations shall be treated equally regarding any opportunity to clarify
and revise proposals. In conducting negotiations or requesting revisions, neither the manager nor any
other borough officer or employee shall disclose any information derived from proposals of competing
proponents.
Evaluation Criteria
Proposal Scoring Form lines 1, 2, 3 - Narrative response
In the Part One: Main Proposal the score will be based on:
1. Form and Content of Proposal
2. Relevant Project Experience
3. Workload and Resources
Page 22
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 141 of 260
AGENDA ITEM #14.A.2.
Proposal Scoring Form line 4A - Solution Narrative Guideline (Appendix A)
The Definitions and Ratings below will be used to determine the vendor's Appendix A score.
Table 1. Solution Narrative - Definition & Ratings
Rating Definition
2 Very appropriate or suitable response. Narrative Response inspires confidence.
1 Neutral or satisfactory response. Narrative Response is fine or reasonable.
0 Unsuitable or unsatisfactory response. Narrative Response is unconvincing or
leaves questions.
Proposal Scoring Form line 4B - Software Functionality Worksheet (Appendix B)
The Definitions and Ratings below will be used to determine the vendor's Appendix B score. It is
mandatory that vendors answer the requirement(s) (see Appendix B) in accordance with the guidelines
provided below (see Table 2). It is also assumed that the vendor will provide full proof of the capabilities
declared in this worksheet in documentation, a software demonstration or customer site visit. Failure to
provide honest responses could be grounds for disqualification from the RFP process. The response to
Appendix B should maintain the same sequence & flow as the outline.
In the Capability columns section on the right, respondents can choose from seven () options to indicate their
compliance with each requirement.
Table 2. Software Functionality - Definition & Ratings
Rating
Definition
4
Core Standard Functionality. Functionality is fully supported in the current
software release. No customization, modification or vendor configuration is
required.
4
Core with vendor Configuration. Functionality is supported in the current
software release, but it requires vendor configuration. The functionality can be
accomplished with the vendor's product, but requires vendor assisted
configuration.
2
Core with Customization. Functionality is provided by the vendor, but it requires
customization. The functionality can be accomplished with the vendor's product, by
customizing the software or creating a work around. In Comments, identify any areas
where modification will affect the application upgrade path.
3
Third -party Standard. Functionality is available with third -party application. The
vendor has established a relationship with a business partner to provide this
functionality, which doesn't need any customizing or work around. In Comments,
indicate the third -party vendor's name, the name of the application recommended,
and the number of installs completed.
1
Third -party with Customization. Functionality is provided by a third -party, but the
third -party application requires customization or customized integration is required
with a third party. The vendor has established a relationship with a business partner to
provide this functionality, but it needs customizing or a work around. In Comments,
indicate the third -party vendor's name, the name of the application recommended,
Page 23
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 142 of 260
AGENDA ITEM #14.A.2.
Proposal Scoring Form line 4B — Price Proposal
In the Part Two: Price Proposal, the respondent will provide a detailed breakdown of all costs required for
the successful implementation and ongoing operation of the proposed solution. The pricing breakdown
must be sealed separately when the proposal is submitted. The price proposal component will be provided
in the proposer's own format.
KIB reserves the right to question all travel expenses and reject those not deemed reasonable by KIB.
NOTE:
The PRT will not review "Part Two: Price Proposals" until AFTER "Part One: Main
Proposal" has been reviewed and scored on the "Initial - Proposal Scoring Form" using the
Evaluation Criteria.
The least -cost proposal will be awarded the maximum points. Higher cost proposals will receive a
reduced award of points. The minimum score for the price criterion is zero points.
Proposer's Score = ([Maximum Points Available] X ([Lowest Price Received] / [Proposer's Price])
EXAMPLE: Price Receives 25 points.
Firm A proposes $50,000; Firm B proposes $60,000 and Firm C proposes $70,000.
Firm A: (25 X (50,000 - 50,000)) = 25 points (25.00)
Firm B: (25 X (50,000 - 60,000)) = 21 points (20.83)
Firm C: (25 X (50,000 - 70,000)) = 18 points (17.86)
Page 24
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 143 of 260
and the number of installs completed. In Comments, also identify any areas where
modification will affect the application upgrade path.
0
Not Available. Functionality is not provided. The software does not meet this
requirement.
0
Future Release. The requirement is NOT yet available but will be available in a
future release In Comments, indicate anticipated time of update: month and year).
Proposal Scoring Form line 4B — Price Proposal
In the Part Two: Price Proposal, the respondent will provide a detailed breakdown of all costs required for
the successful implementation and ongoing operation of the proposed solution. The pricing breakdown
must be sealed separately when the proposal is submitted. The price proposal component will be provided
in the proposer's own format.
KIB reserves the right to question all travel expenses and reject those not deemed reasonable by KIB.
NOTE:
The PRT will not review "Part Two: Price Proposals" until AFTER "Part One: Main
Proposal" has been reviewed and scored on the "Initial - Proposal Scoring Form" using the
Evaluation Criteria.
The least -cost proposal will be awarded the maximum points. Higher cost proposals will receive a
reduced award of points. The minimum score for the price criterion is zero points.
Proposer's Score = ([Maximum Points Available] X ([Lowest Price Received] / [Proposer's Price])
EXAMPLE: Price Receives 25 points.
Firm A proposes $50,000; Firm B proposes $60,000 and Firm C proposes $70,000.
Firm A: (25 X (50,000 - 50,000)) = 25 points (25.00)
Firm B: (25 X (50,000 - 60,000)) = 21 points (20.83)
Firm C: (25 X (50,000 - 70,000)) = 18 points (17.86)
Page 24
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 143 of 260
AGENDA ITEM #14.A.2.
HIB PATS - Proposal Scoring Form
Date: Circle: Initial Scoring or Final Scoring
PRT Evaluator: Respondent:
Evaluation Criteria Max Points Score
The Proposal Review Team will examine & evaluate the Respondent's
qualifications, experience, and resources in conducting the Project.
The maximum total score is 100 points.
1.
FORM AND CONTENT OF PROPOSAL:
Whether the proposal is (1) well organized, (2) void of unnecessary
10
material, and (3) includes the requested copies of the proposal for Part
One and Part Two.
a) Qualifications, experience, training, certifications and licenses for
project manager and key supervisors anticipated to provide services
called for under this RFP. Qualifications of subcontractors expected
to be used on the project
b) Approach to performing work called for under this RFP (how the
job will be staffed, policies, and resources).
2.
RELEVANT PROJECT EXPERIENCE
a) Past project experience similar to this project.
5
b) Evaluation of comments by Owner references on similar projects
5
regarding matters such as change order history, litigation and other
claims, completion within schedule, workmanship, and general
satisfaction
3.
WORKLOAD AND RESOURCES
a) Proposed project schedule and ability to complete the project within
5
that schedule given current and potential time commitments for the
proposed project
b) Adequacy of support personnel, facilities and other resources
5
necessary to provide their services as required
4.
PRODUCT SOLUTION
Response to Appendix A - Solution Narrative Guideline
15
Response to Appendix B - Software Functionality Worksheet
30
5.
PRICE PROPOSAL
25
TOTAL SCORE
100
Page 25
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 144 of 260
AGENDA ITEM #14.A.2.
RFP Attachments:
Proposal Cover Letter Form
KIB Code (KIBC) - relevant sections
KIB Taxing Entities and Mill Rates
RFP Appendix
Appendix A - PATS - Solution Narrative Guideline
Appendix B - PATS - Software Functionality Worksheet
Table of contents name
File name
File type (.docx, .xlsx .pdf, )
Page 26
Property Assessment and Taxation System RFP
Contract No. FY2023-41 Property Assessment Taxation Software To Tyler Te... Page 145 of 260
W
O
v
CD
0
CD
v
O_
N
rn
0
Appendix A - PATS - Solution Narrative Guideline
This is your opportunity to describe your proposed software solution and to highlight important points of the offered solution.
To answer the following questions and concerns, you may include additional information in the Additional Information section of your
proposal. You may refer to specific portions of the RFP, your proposal, or your product literature etc.
Category Requirement
Product Evaluation
A
Product Stability
Name the product proposed and the current release level of the software product (or multiple
products if multiple products are included) and how long each has been available to clients.
Product and Service History
Respondents should describe the history of their software, including initial release date, current
version number and development history (that is, if they were developed as a marketable
package or as a solution for a particular organization or market).
Product Install Base & Use
By major product component/module, provide the number of installations of the software in
production. How many installations are in Alaska?
Discuss customer implementations that did not go as planned. How many implementations were
not completed for any reason? Why?
Ability to implement and modify
Describe the process, timing and effort normally required to implement a new installation of the
software.
Licensing
Describe end user and administrator licensing structure.
B
Proposed Product Solution
Description of Solution
Based on the requirements of information contained in this RFP document, respondents need to
provide a general description of their proposed solution for the organization's software solution.
Itemize and describe all software and service "components" required for use. Associated costs
should not be included here but will be included in the Part Two: Price Proposal section of the
response.
In addition to the requirements stated above, detail any other product capabilities and functions
Product Capabilities and
Functions
that may be of interest to our organization.
Software Escrow
Respondents should list the name of the software escrow service used, contact information,
company policy regarding software escrow updates and a copy of the agreement.
User Groups
Provide a list of any user associations or public discussion areas relating to product or service
offerings, including Client user groups.
Kodiak Island Borough
Request for Proposal
Appendix A
Page 1 of 7
W
O
v
0
z
O
N
O
N
W
O
m
U)
o_
v
CD
0
CD
v
O_
N
rn
0
C
Product Support and Service Warranty
Provide a description of the support offerings available for the solutions and associated
products. Include a copy and description of all warranties associated with the proposed system.
Technical Support
Describe the level of technical support available to handle critical issues and on-going questions.
Define the hours that support is available and the means of communications that are used.
Maintenance Agreement
Provide an example of a standard support/maintenance agreement.
At a minimum, the proposal must include information associated with all aspects of ongoing
support and maintenance activities for a period of at least five years. Associated costs should
not be included here but will be included in the Part Two: Price Proposal section of the response.
Describe ongoing support for the new application system software, including but not limited to,
the following support areas:
D
Help & Help Desk
Support Contact
Provide Helpdesk contact for system operations problems and for technical support.
Support Hours
Provide hours of operation for support assistance (Alaska time). Describe the process for after
hours support.
Bug Fixes
Describe whether fixes shall be available within 24 hours of notification of a software bug.
On-line Help
Describe the on-line help information that is available, context -sensitive help and ability for a
Written Documentation
system administrator to modify the help information.
Define the user, support and technical information that is distributed with the software and with
software releases
Describe how KIB can create documentation specific to our processes, for both technical and
business processes.
E
Software Suggestions & Enhancements
Describe the process by which opportunities for system enhancements are identified, screened,
programmed, field tested and released to users.
Client Suggestions
Describe how user requests for new functionality are incorporated in the development and
release process.
Client custom needs
Describe how a Client's requirement for specific functionality is designed, developed and
incorporated into the release or environment.
Kodiak Island Borough
Request for Proposal
Appendix A
Page 2 of 7
W
O
v
0
z
O
N
O
N
W
O
m
U)
o_
v
CD
0
CD
v
00
O_
N
rn
0
Kodiak Island Borough
Request for Proposal
Appendix A
Page 3 of 7
Mandated Changes Describe issuing updates to the software system for all federal, state and municipal mandated
changes, if applicable.
Software Upgrades
F
Old versions
Describe the support policy for existing releases being used by clients (that is, how long are
released versions supported and any dependency on previous releases; for example,
respondent supports current release and prior versions).
Quality Assurance
Describe the quality assurance/testing processes you follow, to determine whether an upgrade
or custom modification is suitable for release.
Describe whether the upgrade methodology includes a tracking system to report on the status of
the upgrade and record problems/bugs.
Define the processes used to publish product upgrades. Describe how version upgrades
become generally available to the respondent's clientele.
Installation
Describe the process of applying service packs to the production system.
Describe Internet capabilities for downloading of software patches.
Proposed solution upgrades
Provide a comprehensive lists of all software patches and applicability to the software version
that is being proposed to KIB. If asked, be prepared to provide maintenance journals of all
Critical fixes
known software bugs and their resolution of this version.
Define the processes used to publish product patches and critical fixes to the software.
Describe the timing and how the patches effect planned updates to the software.
Integration
Provide detailed information regarding the future direction of the product development. Indicate
which third -party software packages are required for their services to function correctly, (for
example, Word, Excel, agents or clients for backup, software distribution and security) and who
Training
Training Information
is responsible for purchasing and maintaining licenses for the software. Associated costs should
G
Include information to describe the applicable training available and the methods and location of
training. Define the training available for the application users and administrators.
Describe the approach and method for training developers, testers, system configurators and
administrators, operational support personnel and end- users of the system prior to, during, and
post implementation of the system.
Describe in detail your approach to on-going knowledge transfer.
Kodiak Island Borough
Request for Proposal
Appendix A
Page 3 of 7
W
O
v
0
z
O
N
O
N
W
O
m
to
o_
v
CD
0
CD
v
O_
N
rn
0
H
Module -based Software
Component/Module Definitions Define the purpose of each module, if modules exist. Explain in terms of navigation and usage
the modules are: fully integrated, reduce duplicate data entry, have the same look and feel
,that
and share the same data. If the system does not have a fully integrated software system, explain
the plan to receive integrated performance by the end user.
Self Sufficiency Describe any part of your software which requires the customer to receive assistance from the
respondent to complete the process. Assistance might be needed from support, development or
third -parry vendor.
Administrator Module
Does the system provide an administrator's module for maintenance and/or table updates?
Does this provide for different levels of administrator access?
I
System Features and Data Entry
User -Defined Fields
In addition to the standard data fields in the modules, define if and how the system can provide
for user -defined fields to capture data unique to the KIB and where those fields can be applied
(e.g., module level or screen level).
Code Tables
We anticipate that the system has tables for all codes to provide for ease and validation of data
entry. Define how these code tables are displayed in the system (e.g., code and literal
description) and how they are maintained.
Describe how the system provides for smooth navigation, common usage, hot -keys, short cuts,
Navigation
drop-down lists, menus, etc. to create an intuitive user experience.
Describe how the system provides navigation using both the mouse and the keyboard.
Browser Support
Describe which web browsers are currently supported by the system, if applicable.
Efficient Entry
Define how the system helps with elimination of duplicate entries of data.
Reminders
Describe if and how the system provides a reminder to save information before exiting a screen.
Cancel Changes
Within data entry functions, describe if and how the system provides an escape feature if the
user chooses to abandon the current entry; and describe how the system provides positive
Dates
confirmation of this choice.
Describe if the system allows an end-user to type dates manually or select a date from a pop-up
graphical calendar and if a pop-up calendar is available on all date fields.
Validity Checking
Define the system's validity checking capabilities to help ensure valid entries, and the use of
context -sensitive error messages.
Spell Check
Define if the system supports spell checking for text and note type fields.
Kodiak Island Borough
Request for Proposal
Appendix A
Page 4 of 7
W
O
v
0
z
O
N
O
N
W
O
m
U)
o_
v
CD
0
CD
v
CD
O_
N
rn
0
Kodiak Island Borough
Request for Proposal
Appendix A
Page 5 of 7
Audit Define if the system provides an auditing feature to track the date and source of updates to
information throughout the system and describe how the audit trail information is retrieved and
viewed.
Describe if the audit file is secured for user and if the data cannot be edited or records deleted.
J
Printing & Reporting
Printing
Reporting Capabilities
Search
Describe how the system provides for flexible printing of reports and screens to any local or
network printer.
Describe if your software prints/exports to PDF natively.
Describe the process of running standard reports, creating ad-hoc queries, and performing
analysis of data and trends and the available export options.
Describe if a search engine is available for finding information within the product for queries and
reports and how it would work.
Define capabilities for the following:
Complex relationships
Partial key searches
Ability to use the following search criteria; and, or, like, <,>, >_, <=, equal to, not equal to, in list,
not in list
Search between dates and times (ranges of dates including time)
Ability to save and reuse search criteria (i.e., bookmark)
Ability to perform external searches using web services or related technologies, in addition to
direct data connection such as ODBC
Define the systems ability to link and embed documents in the proposed system database.
Describe how it would happen within the application, and how the documents could be shared
with users and other systems.
K
Search Engine
Search Capabilities
L
Interface Tools and Processes
Describe the systems ability to receive electronic documents from other systems.
Provide information that defines, in general, how easy it is to interface to other systems and to
transfer data in and out of the system in a timely manner. Define tools and utilities that assist
with this. Provide specific examples if that will help define the interface capabilities.
Remote Access
Describe how the system supports access to the system remotely by approved users.
Kodiak Island Borough
Request for Proposal
Appendix A
Page 5 of 7
W
O
v
0
z
O
N
O
N
W
O
m
o_
v
m
0
CD
v
O_
N
M
0
Kodiak Island Borough
Request for Proposal
Appendix A
Page 6 of 7
Web Access
Describe the availability of application data, to the public, via a web portal.
Real Time Updates
Describe KIB's ability to limit which data elements are provided to the public. Describe KIB's or
the respondents ability to limit the public to only view versions of the data that are approved or
certified .
Define if the system makes real time updates such that on-line access from any system module
will display the most current data value, and describe how the system refreshes the data.
Test Environment
Describe how the system provides a means to support user training, and/or testing that does not
damage the integrity of the production data.
M
Security
System Access
Tie to Windows Security
Define the system's ability to secure system access, as it relates to proper user validation and
rigorously controlling the ability to access, view, update and use information, including table
entries.
Describe if the system has the ability to link to existing infrastructure security as provided by
Windows Active Directory (windows authentication).
Describe the use of two factor authentication in your solution.
N
Database & Software
DBMS
Describe the database engine(s) your system requires.
Open Systems
Explain how the software supports open system/service-oriented architecture.
Software Language
Define the language or languages used to write the software.
Ability to Modify
Explain the ability of the software be modified by the clients in a reasonably easy manner. Is the
software code and environment available to the client?
Conceptual Data Module
Please provide a conceptual data model representing your system.
O
Data Conversion
Conversion Tools and Processes
Define the tools, utilities, processes and experience available for defining and converting legacy
system data into the new system.
Conversion Cutover
Conversion Plan
Describe your experience with conversion and cutover to production and explain your initial
approach for KIB cutover.
Describe your approach for this project to convert the existing data from the various databases
to the new system.
System Startup
Explain your plan for system startup and validation, including each group, with a minimum
amount of system down time.
Kodiak Island Borough
Request for Proposal
Appendix A
Page 6 of 7
M
O
v
0
z
O
N
O
N
W
O
m
to
o_
v
CD
0
CD
v
N
O_
N
rn
0
P
System Maintenance
Describe the backup and recovery design and if the system provides processes that will
Backup/Recovery
permit/provide for full backup and recovery.
Capacity Warnings
Describe if the system will provide warnings when systems are approaching capacity to prevent
loss of data and/or provide ability to add or alter capacity.
Archiving
Describe if the system has a means for archiving records by user defined criteria and for
efficiently retrieving archived data.
Describe the architecture of the software system(s) and the system(s) required for operation.
Q
System Architecture
System Operation
Describe how the architecture of the system supports maximum availability.
Describe how system performance is monitored.
Solutions for Software as a
Describe your experience with implementing software in Software as a Service (SaaS)
Service:
environment, external hosting and/or include details on any of these services you provide
Hardware & associated
Proposals should include the hardware requirements of the solution as a basis for determining
equipment
the type and cost of the hardware platform that will be required to best operate the proposed
software. The KIB reserves the right to procure hardware outside the RFP.
Proposals should fully disclose any hardware or associated equipment (including desktops or
mobile devices) required to accomplish full software conversion and operation. Associated costs
should not be included here but will be included in the Part Two: Price Proposal section of the
response.
R
Performance
Response Times
Describe the expected response times for the user opening the software (launching), data
Number of Users
display, updates, simple and complex searches.
Describe if the system will support the 15 concurrent anticipated users without affecting
performance.
Kodiak Island Borough
Request for Proposal
Appendix A
Page 7 of 7
W
O
sv
0
Z
0
N
N
W
0
CD
7
1<
U)
O
v
CD
0
CD
N
T
N
M
CD
Cn
CA)
O
N
0
Appendix B - PATS - Software Functionality Worksheet
Capability
0
cm
c
a
c
O
R
a
c
t6
O
N
E
E
U
3
C
O
to
7
U
d
A
O
U
LL
a
O
U
N
E
T
a
T
a
9
m
m
d
N
@
a
°
a
'O
>
Q
d
N
a
M
d
>
7
U
t
F
L
F
O
Z
7
LL
LL
Product
Third
ID #
Sub -Category
Functionality
Core
Party
I.
Global
Overall requirements for all business areas
1000
1001
Home application screen
Ability to customize the application's home
screen according to permission, "role" or user,
so that the initial screen seen by each user is
"adjusted" to reflect the application software
1002
components that this user will use.
Ability to open all linked documents at once in
multiple application windows (i.e.: property card,
sketch and map for Assessing, property card,
images and tax bills for Collections)
1003
1004
Searches
Ability to preform searches, using criteria or a
filter to limit the information returned or
1005
displayed on the screen.
Ability to print & export any list of information
1006
returned in a search.
Ability to search by multiple search /selection
criteria including user defined variables and data
1007
ranges .
Ability to link Query results to CAMA by listing
and sorting parcels in any order (query) and
viewing them in CAMA in that order.
1008
10091
1 Report Writer
Kodiak Island Borough
Request for Proposal
Appendix B
1 of 21
W
O
v
0
z
O
N
0
N
W
O
CD
7L
1<
U)
v
O
0
m
m
T
v
CD
O_
N
0)
0
Kodiak Island Borough
Request for Proposal
Appendix B
2of21
Ability for each user to create a report, by
defining the information included (columns) and
defining the parameters or filters (rows of
1010
Accounts or transactions included).
1011
Ability to have user -defined reports.
1012
Ability to do ad hoc reporting.
Ability for a report created by one staff member
to be used or shared with other staff member,
1013
with permission.
Ability to produce State of Alaska required
1014
reports.
Ability to print letters, notices, tax bills (?
1015
Invoices) to PDF
1016
Documents
Ability to retain & reprint documents (letters,
1017
bills, etc.) for a tax account.
Ability to high-speed scan multiple documents at
1018
a time.
1019
Permissions
Ability to manage permissions using groups or
roles, where multiple users can be given
identical user rights BY assigning those users to
1020
the same group or role.
Ability to have several security levels (e.g.
Administration, maintenance, corrections, and
1021
associate levels).
Ability to assign one user to more than one
1022
group or role.
Ability to restrict access at field level. (e.g. SSN,
1023
income data, secure name).
Ability to restrict the viewing of certain images to
1024
administrative level.
1025
Data Inte rity interfaces
1026
Ability to reconcile appraisal to taxation
1027
Ability to export and import data.
Ability to convert all existing data, including
1028
images.
Ability to have an audit trail of all changes,
additions, and deletions. Including notes in
1029
parcel.
Kodiak Island Borough
Request for Proposal
Appendix B
2of21
W
O
v
0
Z
O
N
0
N
W
O
CD
U)
O
v
CD
0
m
N
Kodiak Island Borough
Request for Proposal
Appendix B
3of21
Ability to access Help pull down menus for each
1030
field.
1031
Environment
1032
Ability to have a test environment
Must have real time integration between real
and personal/business property systems to tax
1033
system.
1034
Ability to do queries.
Ability for Assessing to move to future year after
certification, but Collections to remain in current
1035
year.
1036
Configuration & Setup
Ability to create user -defined variables for
1037
searching.
Ability to create labels with user defined
1038
parameters from data in the system
Ability to provide software that allows for
1039
multiple tax entities with multiple mill rates
Ability to recognize multiple tax areas per
1040
division (e.g. school districts, watersheds).
Ability to customize to statutes and KGB
1041
ordinances or policy.
Ability to have business rules be table driven.
(Many tiers and levels are needed for abstract
1042
and tax/credit calculations).
Ability to customize indexed field
1043
definitions/keywords and export data.
1044
On-line
Ability to receive on-line Payments through a
third -party online credit card payment service,
where the add-on CC fee is paid by property
1045
owner.
1046
Ability to publish on the web (usage reports).
Ability to control exposure to both finalized and
non -finalized tax and value data (related to year -
1047
end) based on date to the public.
Ability to post public announcement to website
1048
1049
History
1050
Ability to archive data.
Kodiak Island Borough
Request for Proposal
Appendix B
3of21
W
O
v
0
z
O
N
0
N
W
O
CD
U)
O
v
O
0
m
m
v
CD
O
N
0)
0
Kodiak Island Borough
Request for Proposal
Appendix B
4of21
Ability to create/relate notes to any data
1051
changes made.
1052
II.
Property Records KIB is responsible for maintaining current
ownership records related to all real and
personal property. The State of Alaska
maintains the legal authority to record title,
1053
not the
1054
A. Account Identification
1055
Tax Account
Ability to track by parcel ID, GEO ID & owner.
1056
Ability to prevent old parcel IDs from being
1057
reused.
Ability to maintain current indexing capabilities
by retaining & indexing by KIB Parcel ID and/or
1058
GEO code.
Note: The 11 digit legacy property ID used
since the 1980's, called the GEO ID or the R -
number, is still used by some financial
institutions instead of the 5 digit unique property
1059
ID created in 2009.
Ability to duplicate common data across multiple
parcels. (i.e.. owner name, plat name, values)
1060
Ability to bring information forward from old
parcels to new parcels with override capabilities.
1061
Ability to move all information, building permit
information, contiguous sets/linking, property
address, photos, etc. to new parcels.
1062
Ability to create new tax parcel without a parent
1063
parcel.
1064
Ability to handle 1/2 house numbers.
Ability to handle multiple house numbers.(situs
1065
address
1066
Ability to deactivate tax parcel.
1067
Ability to tie parcel to recorded documents.
Kodiak Island Borough
Request for Proposal
Appendix B
4of21
W
O
v
0
z
O
N
0
N
W
O
CD
7L
1<
U)
O
v
O
0
m
N
T
N
CD
v
O_
N
0)
0
Kodiak Island Borough
Request for Proposal
Appendix B
5of21
Ability to enter legal descriptions on documents
1068
not recorded.
1069
Ownership
1070
Ability to track ownership history
Ability to record multiple owner names per
parcel and have each name show up on all
correspondence, including notices, letters, or
1071
tax bills (?invoices).
Ability to designate active agents on all parcels
to receive duplicate notices, letters, or tax bills
1072
(?invoices).
Ability to flag ownership changes after tax bills
are produced, allowing Collections to reprint tax
1073
jbills.
1074
B. GIS
Ability to interface with our current GIS
application from a data sharing/accessing
1075
standpoint.
1076
Ability to aggregate data for analysis.
Ability to exclude confidential properties from
1077
GIS
1078
Ability to have user -defined analysis criteria
1079
Ability to integrate with Pictometr .
Ability to integrate with ESRI software product
line (e.g. ARCGIS, ARCIMS - Internet Map
Server, ARCSDE - Spatial database engine.).
1080
1081
Ability to support FGDC standards.
1082
Has built in GIS capabilities.
Ability to automatically notify assessors and GIS
1083
of changes to legal descriptions.
1084
Ability to interface with GIS.
1085
Ability to have real-time updates to GIS.
1086
III.
Assessing Services
KIB is responsible for equitably valuing KIB
real & personal property accounts by
collecting relevant information and applying
State of Alaska & KIB rules for valuation and
1087
lexemptions.
1088
A. General
Kodiak Island Borough
Request for Proposal
Appendix B
5of21
W
O
v
0
z
O
N
0
N
W
O
CD
7L
1<
U)
O
v
O
0
m
CCD
T
N
CD
00
O_
N
0
1089
Ability to flag parcels for appraiser follow-up.
Ability to use January 1st of each year as the
valuation basis for the current year's tax. (e.g.
Assessment beginning January 2022 is for 2022
1090
tax bills.
Appeals
Ability to track all appeals, print adjusted notice
of value (if needed) or print BOE information,
during the appeals period, March 1 through
March 30 or the BOE process, April 1 through
1091
May 31.
BOE
Ability to track BOE parcels and print BOE
1092
reports " in news stem"??
1093
B. Real Property
Ability to have table-driven codes defined for
rates and factors, parcel appraisal codes,
classification codes, and allow relationships to
be built between them. Allow unlimited
1094
definitions.
Ability to adjust for external, functional and
1095
added physical obsolescence.
Ability to import appraisal values and
1096
characteristics from other applications.
1097
Ability to determine/calculate market value.
Ability to see historic appraisal data with
1098
complete change history.
1099
Ability to track Deed of Trust Documents
1100
Ability to track properties listed for sale.
Ability to manage workload by appraisal staff
11011
structure.
Ability to manage workload by property types.
1102
Ability to have multiple years with effective dates
(new year records) with appraisal and value rolls
1103
to the next years. Roll history)
Ability to set property attributes/use on multiple
records per parcel. Include user defined fields.
1104
Ability to do dynamic sketching for all areas.
(Need APEX type functionality, such as circles,
1105
arc, hexagons, etc.
Kodiak Island Borough
Request for Proposal
Appendix B
6of21
W
0
v
0
z
0
N
0
N
W
0
CD
7L
1<
07
v
CD
0
m
m
T
v
CD
o_
N
0)
0
Kodiak Island Borough
Request for Proposal
Appendix B
7of21
Ability to convert all building sketch data to
1106
software sketch program
Ability for sketch data to update CAMA data
1107
fields.
Ability to have remote/wireless/mobile data
1108
collection functionality.
Ability to handle batch uploads/downloads from
1109
mobile equipment.
Ability to use mobile equipment offline i.e. for
1110
remote village properties
1111
Ability to reassign field work.
Ability to control what is printed on field cards.
1112
(e.q. private,public)
Ability to do a mass copy of any property
1113
characteristics, parcel to parcel.
Ability to use previous year value in sales study.
1114
Ability to use previous year value to calculate
1115
percent of market value change.
Ability to accommodate a sunset date for
1116
adjustments to parcel, values.
Ability to prorate sale prices of multiple parcels.
1117
Ability to perform statistical analysis by any
1118
characteristic or criteria in appraisals stem.
1119
Market Values
Ability to change prior years for tax changes
1120
same as valuation approaches).
Ability to do two methods of tax relief for natural
1121
disasters.
Ability to do taxable market value calculation.
1122
1123
Ability to calculate limited market value.
Ability to retain separate new construction
1124
amount.
Ability to round market and taxable values to
1125
$100 with $100 minimum.
1126
Ability to handle ag values.
1127i
i
lAbilityto override market value.
11281
1
jAbilityto override fixed values.
Kodiak Island Borough
Request for Proposal
Appendix B
7of21
W
0
v
0
z
0
N
0
N
W
0
CD
7L
1<
U)
v
CD
0
m
m
N
CD
0
0
N
0)
0
1129
Ability to override limited market value.
1130
Ability to override previous year market value.
Ability to retain multiple years of data at parcel
1131
level as of last change.
Ability to do a real-time calculation whenever
1132
change to value, property, classification.
1133
Ability to indicate eligibility.
Ability to apply split ratio to land, buildings, etc.
1134
Ability to produce assessment abstract for
1135
State.
1136
Ability to create all reports and State tables.
1137
Depreciation
Ability to have different depreciation tables for
residential, commercial and personal property.
1138
1139
Exemptions
Ability to initiate, track, modify, notify applicants,
produce reports, for multiple types of
1140
exemptions.
Ability to keep exemption application and related
1141
documents on EDMS.
Ability to handle mailings on demand of
1142
exemption applications.
1143
Land Appraisal
Ability capture a snapshot of the parcel profile at
the time of sale (and edit) which could be used
for modeling purposes going forward even if the
parcel changes or is deactivated.
11441
1
Ability to calculate a parcel's value by Economic
1145
unit
Ability to include multiple field characteristics
1146
like topography, access, flag lot, etc.
Ability to value parts of the parcel at different
1147
$/s uare foot.
Ability to have user defined fields and selectable
1148
unit of measure.
1149
Ability to do a mass copy within a plat.
Kodiak Island Borough
Request for Proposal
Appendix B
8of21
W
0
v
0
Z
0
N
0
N
W
0
CD
7L
1<
U)
v
CD
0
m
N
(D
0
N
0
Kodiak Island Borough
Request for Proposal
Appendix B
9of21
Ability to override and to do exception reporting.
1150
1151
Building Appraisal
1152
Ability to maintain unlimited building history.
Ability to analyze and adjust building valuation
1153
characteristics individually.
Ability to calculate different effective ages on
1154
different improvements within a parcel
Ability to automatically calculate effective age of
building using weighted age of building and all
possible updating for all property types.
1155
Ability to apply depreciation to selected features
1156
and other buildings.
Ability to apply dimensions, effective age, and
conditions to selected buildings on same parcel.
1157
Ability to apply dimensions, effective age, and
conditions to selected features or secondary
1158
buildings on same parcel..
1159
Valuation approaches
Ability to distribute value between multiple
parcels, handling multiple approaches.
1160
Economic link. One building on 2 parcels
Ability to link several parcels together under
one parcel number for valuation purposes.
1161
Economic Links
Ability to use several different valuation
approaches for all improvement types including
1162
special purpose properties.
1163
Possessory Interest
Ability to value Possessory interest
Ability to reconcile valuation methods between
1164
all approaches.
1165
Valuation Process
Ability to analyze and adjust land valuation
1166
characteristics individually.
Ability to assign specific parcels to specific
appraisers or work groups by property type or
1167
area.
Kodiak Island Borough
Request for Proposal
Appendix B
9of21
W
0
v
0
Z
0
N
0
N
W
O
CD
U)
v
O
O
m
m
T
v
T)
CD
N
O_
N
0
Kodiak Island Borough
Request for Proposal
Appendix B
10 of 21
Ability to track and document properties with
1168
special situations and data needs.
Ability to retain past year valuation methods and
data, if value adjustments become necessary.
1169
Ability to have detailed user -defined
1170
various/multiple search capabilities.
1171
Ability to print an on -demand appraisal card.
1172
Income Requirements
11731
1
Ability to store multiple years income data.
Ability to search for comparable market rents of
1174
buildings, based on user -defined criteria.
Ability to send income survey requests to
1175
owners upon selection by user.
Ability to adjust cap rate, vacancies, and
expenses by building type, size, age, location
1176
etc. should be table driven).
Ability to breakdown expenses by categories
(e.g. reserves, tenant improvements,
1177
management fees, etc.).
Ability to enter market and actual income data.
1178
1179
Ability to print income data.
1180
Building permits
Ability to import building permits & completion
1181
statuses.
Ability to calculate/capture new construction
1182
land and building values.
Ability to apply the construction stage of
completion, by percentage, on building
1183
segments or whole structure.
Ability to have building permits trigger new
1184
construction assessments.
Ability to define all types and categories of
1185
building permits.
Ability to have user -defined permit data fields.
1186
Ability to change the status of permits (active,
1187
,inspected, closed etc.
1188
New Construction
Kodiak Island Borough
Request for Proposal
Appendix B
10 of 21
V
O
v
0
z
O
N
0
N
W
O
m
7L
1<
m
Kodiak Island Borough
Request for Proposal
Appendix B
11 of 21
New construction flag to track new value added
based on final cost table at year end no matter
when during the year the New construction is
captured. (meet KIB tax cap requirements)
1189
KIBC 3.25.030
1190
Reporting
Ability to produce and deliver scheduled reports.
1191
Ability to create user -defined edit and
1192
exception/outlier reports.
Ability to do IAAO statistical analysis such as
ratio studies/analysis, mean, median,
aggregate, COD, PRD, standard deviation, and
COV etc. Produce charts & graphs related to
1193
the preceding.
Ability to do "What if'/sales analysis for new
1194
appraisal factors/rates.
Ability to provide report to State and import
1195
information from the system
1196
Comparable sales
Ability to generate map links to search results.
1197
Ability to print subject and all comp photos on
1198
one page.
1199
Ability to export search results.
Ability capture a snapshot of the property profile
at the time of sale (and edit sale data) which
could be used for modeling purposes going
forward even if the parcel changes or is
12001
1
deactivated.
Ability to incorporate time adjustments to sales.
1201
Ability to conduct statistical analysis of results.
1202
Ability to automate a market analysis grid,
reconcile results and have user defined
1203
adjustments, including property hoto ra hs.
1204
Ability to do automated spatial searches.
1
Ability to select additional comparable property
1205
laccounts.
Kodiak Island Borough
Request for Proposal
Appendix B
11 of 21
W
0
v
0
Z
0
N
0
N
W
0
m
7L
1<
U)
v
m
0
m
CD
T
v
m
0
N
0
1206
Recalculations
Ability to do trial studies and recalculations with
full or partial database within QA environment
and transfer if results are acceptable.
1207
Ability to define neighborhoods geographically
and/or by plat and property type.
1208
Ability to calculate value/factors by
1209
neighborhood and property type.
Ability to calculate value/factors by all property
1210
characteristics.
1211
Digital Photographs
Ability to store multiple photographs per parcel.
1212
Ability to keep historical photographs and index
1213
by date.
Ability to rank photographs for default pictures.
1214
Ability to print subject and all comp photos on
1215
one page.
Ability to maintain and categorize photograph
1216
database attributes for search capability.
1217
Quality Control
Ability to show CAMA screens, photo and
sketch simultaneously for quality control
purposes. (CAMA screen highlights any fields
that have changed during year. Click on any of
three sections to expand or see secondary
photos and sketches. click to open map .) Print
split screen to take on inspections.
1218
1219
C. Personal Property
1220
Provide a method to utilize valuation tables
Utilize electronic asset listings to update
1221
Personal Property assets detail
Provide the ability, with multiple location
accounts, to associate subsidiary accounts to a
1222
main account
Kodiak Island Borough
Request for Proposal
Appendix B
12 of 21
W
0
v
0
z
O
N
0
N
W
O
m
N
N
CD
Cn
O_
N
0)
0
Kodiak Island Borough
Request for Proposal
Appendix B
13 of 21
Provide the ability to associate subsidiary lease
1223
accounts to a main account
Search by a business account and display all
1224
related leases.
Search and display all leases, reported by a
leasing company, that relate to a specific
1225
lessee.
Provide a summary screen that will show the
leasing company main account and all
1226
subsidiary accounts.
Produce asset listings for any assessment year.
1227
Track the date the return was received. (not
1228
input date
Provide a table-driven field to display business
classification codes (SIC) used in identifying
1229
business types.
Recall and print personal property returns on all
1230
accounts.
Provide ownership queries which will allow the
user to search by secondary business names.
1231
Percent good table to be applied to assets for
1232
valuation.
Ability to track filing date (not entered date) and
1233
extensions
Provide web based capability for filing Personal
1234
Property returns.
1235
Ability to grant extensions
Allow the assignment of timely filed, late file or
1236
no return file.
Exemption
Allow assignment of BPP exemption calculation
1237
if timely filed per KI BC 3.40.020
Late File/No File Penalties
Allow the assignment of penalties to an account.
Depending on type of penalty per KIBC 3.40.060
1238
1239
D. Mailings
1240
Abilit to use USPS addressingstandards.
Ability to conduct in-house printing of value
1241
notices.
Kodiak Island Borough
Request for Proposal
Appendix B
13 of 21
t
0
v
0
Z
0
N
0
N
W
0
CD
7L
1<
07
O
v
O
0
CD
N
N
(D
rn
O_
N
M
0
Kodiak Island Borough
Request for Proposal
Appendix B
14 of 21
Ability to send out market data letters to request
transaction information on parcels that have
1242
sold.
Ability to conduct in-house printing of appraisal
1243
cards.
Ability to conduct in-house printing of all
1244
exemption applications.
Ability to conduct in-house printing of income
1245
data.
Ability to produce vendor print file for value
1246
notices, exemptions and aircraft.
Ability to select a by -pass for printing of zero
1247
value notices.
Ability to request reports by user -defined
1248
criteria.
Ability to request labels by user -defined criteria.
1249
1250
IV.
Taxation & Collection
Responsible for equitably applying taxation
Services
& fee rules to KIB real & personal property
accounts and for billing, collecting &
penalizing, reporting, allocating & estimating
revenues.
1251
1252
A. General
Ability to print statements, notices, invoices and
1253
Ireports after adjustments
1254
B. Tax Levy & Tax Bills
1255
Taxation & Fee rules
Ability to calculate property taxes for real
property, including possessory or leased
1256
interest.
Ability to calculate property taxes for personal
property ("PP"), including business, business
rentals, aircraft & vessels (possibly in the
1257
future).
Ability to incorporate property assessed value,
exemptions and mill rate tax rate structures into
calculation of property taxes.
1258
See KIBC 3.35, KIBC 3.40.
Kodiak Island Borough
Request for Proposal
Appendix B
14 of 21
W
0
v
0
Z
0
N
0
N
W
0
m
N
v
CD
0
N
0)
0
Kodiak Island Borough
Request for Proposal
Appendix B
15 of 21
Ability to incorporate non ad valorem tax rate
structures into calculation of property taxes,
such as using a table for the aircraft's "take off
weight" to determine tax bill amount.
1259
KIBC 3.40.070
Ability to apply various exemptions based upon
Owner qualifications - (100% exempt, Senior
Citizen, Disabled Veteran, Non-profit Religious,
Charitable, Agricultural use, Community
Purpose)
(See KIBC 3.35.030, AS 29.45.050, AS
1260
29.45.060
Ability to distribute the allowed $20,000
Personal Property exemption for each owner, to
each of the owner's Personal Property tax
accounts by prorating the $20 K exemption
based upon value. And manually remove partial
1261
exemptions for Filing status
distribute the allowed $20,000 Personal
Property exemption for each owner, to each of
the owner's Personal Property tax accounts by
prorating the $20 K exemption based upon
value. Ability to manually remove any of the
partial Personal Property exemption because
the PP asset Filing xx was NOT return or filed
1262
(status).
Ability to drop or write-off property tax bills if the
total bill amount (all entities for one year) is
under $5.
1263
See KIBC 3.35.130
1264
Levy Bill Creation
Ability to follow annual assessment certification
and annual mill rate approval with Levy creation
and tax bill printer export in June to meet July
1st mailing deadline.
1265
KIBC 3.25.020
12661
1 Personal Property Penalties for late filing of PP rendition returns
Kodiak Island Borough
Request for Proposal
Appendix B
15 of 21
V
0
v
0
Z
0
N
0
N
W
0
CD
7L
1<
U)
v
CD
0
m
N
N
(D
00
0
N
0
Kodiak Island Borough
Request for Proposal
Appendix B
16 of 21
Ability to incorporate the status of Personal
Property asset filing into the calculation of a
penalty to be included on the annual tax bill.
The status of the personal property (PP) asset
filing, can be Filed on time, Late or Not filed at
all. For instance on the tax bill, a LATE PP
asset filing should result in a penalty of 5% of
the total amount billed (not of value) for all other
line items on the tax bill. When No rendition
filing at all is received, this should result in a
penalty of 10% of the total amount billed (not of
value) for all other line items on the tax bill
PLUS a flat $300 penalty. (See KIBC 3.40.060)
1267
1268
Fax Bill generation and exportinc
for printers
Ability to export Tax Bill data and provided to
printer electronically about June 20. Export
should include individual data elements that can
be manipulated on the tax bill by the printer.
1269
Ability to bypass printing selected tax bills based
upon a filter (i.e. total tax bill amount of zero).
Currently, bills with a zero total amount due are
not mailed to property owners. (like Seniors
whose exemption reduced the assessed value
producing a zero amount due). Currently, about
2000 Zero dollar bills are not mailed to 100%
Exempt properties, owned by Feds/State of
Alaska/KIB/City of Kodiak/Native corps.
1270
Ability to determine which tax bills were mailed
1271
to the tax payer.
Ability to additionally produce a large document
of all tax billing information or a facsimile of all
1272
tax bills.
1273
Mortgage Company bank or servicers
ility to export the tax bill information for each
operty associated with each mortgage
Rmpany
1274
or servicer.
Kodiak Island Borough
Request for Proposal
Appendix B
16 of 21
W
O
v
0
Z
O
N
0
N
W
O
CD
7L
1<
U)
v
O
0
m
m
T
v
CD
O_
N
0)
0
Kodiak Island Borough
Request for Proposal
Appendix B
17 of 21
Ability to import mortgage company
associations with real property accounts and to
export the tax bill information for each property
associated with each mortgage company.
1275
1276
C. Applying fees
Ability to create fee codes and assign default
1277
fee amount.
Ability to apply fees to individual tax accounts or
to a group of tax accounts outside of the original
1278
billing process.
Ability to configure fees, to define allowable
property type, rate structure and General Ledger
1279
laccount procedures to follow.
1280
jAbility to override default fee amount.
1281
D. Payments
Ability to receive full or partial payments for any
portion of the tax billing for any or all unpaid
1282
years.
Ability to create a Payer if tax bill payer is other
1283
than the property owner.
Ability to prioritize the sequence in which
payments are applied to outstanding interest,
penalties, fees & bills. For instance, payments
are applied to oldest year first. Fees & interest
must be paid before base tax bill. (KIBC
1284
3.35.140
Ability to change the posting date of a payment
for the determination of penalties & interest.
1285
Ability to import payment batches such as a
1286
third -party online credit card payment batch.
1287
Escrow payments (payments made in advance
Ability to collect Escrow payments, not applied
immediately to any active new tax bills, but
which are held on the property tax account for
1288
the payer.
Ability to apply held Escrow payments towards
active bills (individually or as a group).
1289
Kodiak Island Borough
Request for Proposal
Appendix B
17 of 21
W
0
v
0
z
0
N
0
N
W
0
CD
7L
1<
U)
v
CD
0
m
CCD
v
T)
CD
0
0
N
0)
0
Kodiak Island Borough
Request for Proposal
Appendix B
18 of 21
Ability to report on escrow payment balance
1290
activit
1291
Mortgage Company bank or servicer importing of payments
Ability to import payment file by importing the
associated real property accounts being paid by
associating the property ID or the legacy eleven
1292
character R#.
Ability to validate or reconcile prior to posting
12931
1
payments from an import file.
Ability to override import error and proceed with
1294
post.
Ability to reject posting of import payment file.
1295
?? Ability to accept import payment files multiple
times, one week prior to the 8/15 early payment
deadline and one week prior to the 11/15
extended second half payment deadline.
1296
1297
Posting Payments & Balancing (daily, monthly, yearly, fiscal
Ability to use multiple batches simultaneously
during the same day for payment processing.
1298
Ability to close access to prior days data at a
point in time (i.e. remove ability to change
cashiering data in a prior time period once it has
1299
been reviewed/a p proved).
Ability to print report on showing what type of
payments (cash, check, wire, etc. ) were
1300
accepted for a specified time range.
E. Billing Adjustments &
1301
Refunds
1302
Supplement(prior year re -billing
Ability to re-create a tax bill by making
adjustments to "any" component of the tax bill
1303
calculation.
Ability to process corrected tax bill and send in-
house printed corrected bill to all owners &
1304
agents.
1305
Refunds
Kodiak Island Borough
Request for Proposal
Appendix B
18 of 21
V
0
v
0
Z
0
N
0
N
W
0
m
7L
1<
m
v
CD
0
N
0
Kodiak Island Borough
Request for Proposal
Appendix B
19 of 21
Ability to refund an account over payment as
1306
needed.
Ability to choose payee for the refund (owner,
1307
payer, bank or servicer).
1308
F. Applying Penalties & Fees
Collections - Payment Due -
1309
Dates "Half Pay"
Ability to accommodate variable payment due
dates. KI B's tax bill payment due date is 10/15.
We also allow for half -payments. If the first half
of the total bill is paid EARLY (by 8/15), we allow
the second half of the total bill to be paid LATER
than the normal 10/15 due date. The second
half becomes due 11/15. If the first half was
paid by 8/15, all unpaid bills are delinquent
11/16. If no early payment is received by 8/15,
the entire bill is due on the normal payment
deadline of Oct 15 . (See KIBC 3.35.120)
1310
Ability to mass adjust the amount due to zero, in
cases where a tax payment did not exactly
match the amount due, leaving pennies due.
1311
1312
Delinquent Dates
Ability to designate an unpaid bill as Delinquent
on 10/16, if 50% was not paid by 8/15.
1313
Ability to designate an unpaid bill as Delinquent
on 11/16, if 100% was not paid by 11/15.
1314
1315
Penalties & Interest
Ability to Apply penalties automatically to current
year unpaid balances on October 16 and
November 16. (See Real KIBC 3.35.140 and
1316
Personal KIBC 3.40.060
Ability to apply a one time Penalty of 10% of the
UNPAID tax amount (balance due for the
1317
current year).
Kodiak Island Borough
Request for Proposal
Appendix B
19 of 21
W
0
v
0
z
O
N
0
N
W
O
m
N
v
CD
ro
O_
N
0)
0
Kodiak Island Borough
Request for Proposal
Appendix B
20 of 21
Ability to apply on-going monthly Interest
charges of 1% of the total UNPAID balance, for
1318
any year.
1319
Delinquent properties
Ability to send Delinquent notices monthly to
one or multiple delinquent accounts, with criteria
to include any delinquent bills from any tax year
or criteria to exclude current year bills in
13201
1 lSeptember.
1321
G. Foreclosure Process
Ability to print & export specifically formatted
"List of Delinquent Tax Accounts" which
includes Real & Personal property. (See Alaska
1322
Statute 29.45.330
Ability to change ownership on a delinquent tax
account so that KIB becomes owner but
1323
accrued interest must still be reportable.
Ability to track all accrued interest during the
Foreclosure Year and the Year of Redemption
for a delinquent tax account. This is because, if
someone wants to buy foreclosed prop by
paying outstanding taxes, they must pay all
interest that accrued while KIB was the owner
(so requires logging and some gymnastics)
1324
Ability to follow state statute for the foreclosure
1325
procedure.
Ability to redeem a property from foreclosure
1326
upon full payment.
Ability to produce a Redemption Certificate.
1327
See Alaska Statute 29.45.410
H. Financial planning,
1328
tracking & auditing
1329
Distribution of funds to KIB financials stem
Ability to export financial activity, segregated by
year & taxing entity (jurisdiction), including all
processes: annual levy billing, all adjustments or
bill corrections, fees, payments, refunds, all
escrow payment activity, penalties & interest.
1330
Kodiak Island Borough
Request for Proposal
Appendix B
20 of 21
W
0
v
0
z
0
N
0
N
W
0
CD
7L
1<
U)
v
CD
0
CD
N
v
CD
CA)
0
N
0
Kodiak Island Borough
Request for Proposal
Appendix B
21 of 21
Ability to assign or map separate GL accounts
for current year activity and prior year activity,
and to annually shift the GL mapping from
current year to prior or delinquent year.
1331
1332
Distributing Revenues
Ability to report & distribute taxes collected on
1333
behalf of a non borough taxing entity.
1334
Reallocation of GL Receivables
Ability to exactly backout the previous GL
allocation for an incorrect tax bill and to recreate
the GL allocation for the corrected tax bill.
1335
Ability to exactly adjust the previous GL
1336
allocation when a payment is refunded.
1337
Estimating Revenues
Ability to aid the KIB Budget process by
producing Assessment estimates, Exemption
estimates and Revenue projections.
1338
I. Mailings & special
1339
processes
1340
Banks & Servicers
Ability to produce mortgage company letters,
export mortgage company's request properties
and Import mortgage company's mass
1341
payments
1342
J. Reporting
1343
Reporting & Exports
1344
1345
Past years historical transaction retained
Ability to retain and report on 15 years of
historical Tax billing, collection, adjustment,
penalties, interest, mailing history, ownership &
1346
GL allocation information.
Date Range
Ability to print the Statement of Account for a
1347
specified period of time.
Kodiak Island Borough
Request for Proposal
Appendix B
21 of 21
AGENDA ITEM #14.A.3.
KODIAK ISLAND BOROUGH
STAFF REPORT
AUGUST 3, 2023
ASSEMBLY REGULAR MEETING
SUBJECT: Contract No. FY2024-07, Approval Of Landfill Fire Alarm And Sprinkler
Deficiency Repairs And Replacements By Taylor Fire Protection
ORIGINATOR: Dave Conrad, E&F Director/Admin Official
RECOMMENDATION:
Move to authorize the Manager to award Contract No. FY2024-07 Landfill Fire Alarm and
Sprinkler Deficiency Repairs and Replacements by Taylor Fire Protection in the amount of
$19,569.00.
DISCUSSION:
Taylor Fire Protection is the Kodiak Island Borough's contractor for annual inspections and
monitoring of fire detection and suppression systems. During our annual inspections Taylor Fire
provides reports on each location inspected.This year our Landfill had a significant amount of
deficiencies listed that require repairs or replacements. In order to stay compliant with safety
regulations the Kodiak Island Borough would like to have the deficiencies addressed.
Fire Alarm Deficiency: Tamper device is not working properly and needs to be replaced.
Sprinkler System: Dry heads are over 10 years old and need to be replaced, control valve
tamper needs to be replaced, there is no overage under the overhead door, and the system is
not monitored. Another thing listed that needs to be addressed is the sprinklers and pipe in
Landfill processing floor area are corroded and need to be replaced.
The above work is estimated to cost $19, 569.00 + $10,000 for the sprinklers and pipe
replacement.
ALTERNATIVES:
FISCAL IMPACT:
Total Potential Cost - $29,569.00. The $10,000 amount is listed as Time and Material specific
to the require pipe replacement to be determined by the wall thickness and pressure testing
and will be appropriately applied.. 530 731-701450.430 Maintenance and Repair - Solid Waste
Disposal Fund
OTHER INFORMATION:
Current E/F staff has no recollection of the repairs of the fire protection systems at the Baler.
Replacement of the system air compressor was performed within the last five years.
Kodiak Island Borough
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 174 of 260
7E!wrmL ■ �•O+
Fin Pros MOM S-11r1ce& IWC.
5887 E Blue Lupine Drive Palmer, AK 99645
Billed To: Kodiak Island Borough
710 Mill Bay Rd
Kodiak AK 99615
AGENDA ITEM #14.A.3.
Service Quote 49140
Date: 07/06/2023
Location: Kodiak Landfill
1203 Monoshka Rd
Kodiak AK 99615
This quote is valid until: 08/06/2023 Project: Landfill fire alarm and sprinkler deficiencies
Description Quantity Price Ext Pric
Landfill fire alarm and sprinkler deficiencies
Reports 8987 and 6612
Fire Alarm
Replace Tamper- 1.00 389.00 389.00
Add monitoring- 1.00 4,740.00 4,740.00
Sprinkler
Repalce dryheads- 8.00 480.00 3,840.00
Control valve- quoted above -
Sprinklers and pipe corroded- This would need to be
a T&M item- in excess of $10,000.00
Signature:
Purchase Order #:
Quote Total 19,569.00
Thank you for the opportunity. If there are any questions please call 907-373-1760.
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 175 of 260
Service Quote
Continued...
Description
No coverage under overhead doors x2
System not monitored- quoted above -
Shipping
Travel Expense -
Notes:
Page 2 of 2
AGENDA ITEM #14.A.3.
Invoice#: 49140
Date: 07/06/2023
Quantity Price Ext Pric
2.00 3.800.00 7.600.0(
1.00 1,200.00 1,200.0(
1.00 1,800.00 1,800.0(
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 176 of 260
Kodiak Island Borough
Kodiak Landfill
lk 7z - o ._
Flr� Proacdole s.ndr-s, LLC.
5887 E. Blue Lupine Dr.
Palmer, , AK 99645
907-373-1760
www.taylorfire.com
AGENDA ITEM #14.A.3.
Fire Alarm Inspection Report
Status
3
Date Time
04/28/2023 14:04
Name
Kodiak Island Borough
Address 1
710 Mill Bay Rd
Address 2
Kodiak Island Borough
City
Kodiak
State
AK
Zip
99615
Name
Kodiak Landfill
Address 1
1203 Monoshka Rd
Address 2
Kodiak
City
Kodiak
State
Representative
Pat
Telephone
907-486-9343
Fax
Email
Dconrard@kodiakak.us
Contact
Pat
Telephone
907-486-9343
No.
08987
powered bycgoconvas www.gocanvas.com 48156560-F71FE-4056-9CM-5FOA21 B70933
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 177 of 260
AGENDA ITEM #14.A.3.
Kodiak Island Borough
Kodiak Landfill
AK
Zip
AK
Contact / Agency Telephone Monitoring Account Ref. No.
None
Contact Telephone
Pat 907-486-9343
Service
Service Other (Specify)
Annually
No.
08987
Type Transmission
Type Transmission Other (Specify)
Other None
Control Panel Manufacturer Control Panel Model Control Panel Location
Firelite MS-5ud Riser room
Is Panel in "normal" conditions upon arrival? Software Rev.
Yes
Circuit Styles Last Date System Had Any Service Performed
Idc
Number of Circuits Last Date that Any Software or Configuration Was Revised
5
powered bygoconvas www.gocanvas.com 48156560-F71FE-4056-9CM-5FOA21 870933
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 178 of 260
AGENDA ITEM #14.A.3.
Kodiak Island Borough
No.
Kodiak Landfill
08987
Printer Model
Did Printer Function Properly
None
Location
Is Printer Supervised?
Alarm-initiatinq Devices and Circuit Information
If Other Quantity of
Quantity
of Quantity of Quantity of Circuit Style
(Specify) Devices
RL IL Installed
TestedDescription
Devices
Devices Devices
Passed Failed
Manual Fire 5
5
5
Alarm Boxes
Waterflow 1
1
1
Switches
Other Tamper 1
1
0 1
Alarm
Verification
Alarm Verification feature is
Alarm Notification ADDliances & Circuit Info
De If • •
•
•
• Appliances
Installed
Appliances
Tested
PassjjjD Failed
Horn/Strobes 1 5
5
5
Alarm
Notification
No. of alarm notification appliance circuits
Are circuits monitored for integrity?
1
Yes
Initiating
Device
Circuit
Quantity
Style(s)
3
4
Lignalling
Line
Circuits
Quantity and style of signaling line circuits connected to system conforms to:
2019
Quantity
Style(s)
�NA
.3Y.-J,Lern
Primary
Power Supply
powered bygoconvas
www.gocanvas.com 48156580-F7FE-4056-9C3A-5FOA21 870933
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 179 of 260
AGENDA ITEM #14.A.3.
Kodiak Island Borough No.
Kodiak Landfill 08987
Amps Disconnecting Means Location
ti upply Panelboard)
Panel 101 ckt 41 Overcurrent Protection Type
Nominal Voltage
Overcurrent Protection Amps
Secondary (standby) Power Primary Power Supply
Location of
Nominal Voltage
Amps of Primary
Overcurrent
Overcurrent
Disconnecting
Primary Power
of Primary Power
Power Supply
Protection Type
Protection Amps
Means Location
Supply
Supply
(Distribution
Panel)
MWIIGenerator System
Engine -driven generator dedicated to fire alarm system. Location of fuel storage:
Other Backup
(c) Emergency or standby system used as a backup to primary power Legally required standby described in NFPA 70, Article 701
supply, instead of using a secondary power supply: Optional standby system described in NFPA 70, Article 702, which also
meets the performance requirements of Article 700 or 701
L) Emergency system described in NFPA 70, Article 700
Transient Suppressors
Transient Suppressors Comments
ID Visual
powered bygocanvas www.gocanvas.com 48156580-F7FE-4056-9C3A-5FOA21 870933
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 180 of 260
Kodiak Island Borough
Kodiak Landfill
WNW Deficiencies and Issues
Deficiency
AGENDA ITEM #14.A.3.
No.
08987
Deficiency
The following did
not operate
correctly
Photo of
Deficiency
Part Description
(number, size, etc)
Date
Tamper device not
Actual tamper
_ b
04/28/2023
14:08
working
device on the riser
does not change
state when tamper
closes. Needs to be
replaced
, ' =' 01
i.
op
powered bycgoconvas www.gocanvas.com 48156560-F71FE-4056-9CM-5FOA21 870933
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 181 of 260
AGENDA ITEM #14.A.3.
Kodiak Island Borough No.
Kodiak Landfill 08987
Photo 1
4 I
I
1�.
NPP
Iry
i
Photo 1 Description
Alarm panel
Notes• Recommendations
Notes and Recommendations
Plan of Corrective Action:
Corrective Action and Date Taken:
• ' • •11011
This testing was performed in accordance with NFPA 72 Edition
2019
powered bygoconvas www.gocanvas.com 481565130-F71FE-4056-9CM-5FOA21 870933
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 182 of 260
Kodiak Island Borough
Kodiak Landfill
Name of Inspector Date
Robert Doehler 04/28/2023
License Number Time
13-021 14:10
Inspector Signature
Name of Owner or Representative Time
14:10
Date
04/28/2023
Owner or Representative Signature
AGENDA ITEM #14.A.3.
No.
08987
powered bygoconvas www.gocanvas.com 48156560-F71FE-4056-9CM-5FOA21 870933
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 183 of 260
Kodiak Island Borough
Kodiak Landfill
Status
2
Date
04/27/2023
Name
Kodiak Island Borough
Address 1
710 Mill Bay Rd
Address 2
Kodiak Island Borough
city
Kodiak
State
AK
Zip
99615
Name
Kodiak Landfill
Address 1
1203 Monoshka Rd
Address 2
City
Kodiak
State
powered bycgocanvas
AGENDA ITEM #14.A.3.
No.
06612
v7ln'�M=
Fire Protection Services. LLC.
5887 E. Blue Lupine Dr.
Palmer, AK 99645
907-373-1760
www.taylorfire.com
Sprinkler Inspection Report
Contact
Jeff
Telephone
rope
www.gocanvas.com 76921 EB5-1554-4E1 C-139DC-5CC2D90132573
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 184 of 260
AGENDA ITEM #14.A.3.
Kodiak Island Borough No.
Kodiak Landfill 06612
AK
Zip
99615
Inspection Date Description of Work / Items Inspected
04/27/2023 Fire sprinkler system
Frequency
Annual
Is the building occupied?
Yes
Has the occupancy classification and hazard of the contents remained the same since the last inspection?
Yes
Are the fire protection systems in service?
Yes
Has the system remained in service without modification since the last inspection?
Yes
Was the system free of actuations of devices or alarms since the last inspection?
Yes
Proper number and type of spare sprinklers?
Yes
Visible sprinklers free of corrosion?
No
Visible sprinklers free of obstructions to spray pattern?
Yes
Visible sprinklers free of foreign material including paint?
No
Visible sprinklers free of physical damage?
Yes
Visible pipe in good condition?
No
Visible pipe free of mechanical damage and not leaking?
Yes
Visible pipe has no external corrosion?
No
Visible pipe properly aligned?
Yes
Visible pipe has no external loads?
powered by cgocanvas
www.gocanvas.com 76921 EB5-1554-4E1 C-139DC-5CM90132573
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 185 of 260
Kodiak Island Borough
Kodiak Landfill
Yes
Visible pipe hangers and seismic braces not damaged or loose?
Yes
Adequate heat in areas with wet piping?
N/A
Hydraulic nameplate, if provided, securely attached to riser and legible?
N/A
Alarm devices free from physical damage?
Yes
If sprinklers have been replaced, were they proper replacements?
N/A
Gauges on systems in good condition and showing normal air and water pressure?
Yes
Are all sprinklers in service dated 1920 or later?
Yes
Fast Response sprinklers in service for less than 20 years? If "no" test sample now and every 10 years.
Yes
Standard sprinklers less than 50 years old?
Yes
If "no" (over 50 years) has sample been tested within 10 years? If "no" test sample now and every 10 years.
N/A
Are dry heads less than 10 years old?
No
If "no" (over 10 years) has sample been tested? If no test sample now.
No
AGENDA ITEM #14.A.3.
No.
06612
Fire department connections visible and accessible?
Yes
Fire department connection couplings and swivels not damaged and rotate smoothly?
Yes
Fire department connection plugs or caps in place and undamaged?
Yes
Fire department connection gaskets in place and in good condition?
Yes
powered bygocanvas
www.gocanvas.com 76921 EB5-1554-4E1 C-139DC-5CM90132573
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 186 of 260
SYSTEM TESTING
Syst Flow (psi) Residual Was flow Are results
Make / Mo pressure (psi) observed? comparable to
previous year?
iRY PIPE SYSTEM - Dry •- Valve Partial Flow Trip Test
Record Are results Dry pipe Dry pipe
Make / Mo air pressure water tripping air trippint time comparable valves free alves trim
(PSI). pressure (PSI). Pressur (seconds). to previous from physical valves in
(PS tests? age? ppropriate
open or
closed)
osition?
Syste�ipe Interior oiW�e Dry pipe low Quick Low temp Air leaks in
Make / M vas Ives have pipe in dry priming water air pressure opening alarms in dry dry pipe
no leakage pipe system level correct? signal passed devices pipe, system
from which passes test? passed test? preaction resulting in
intermediate through and deluge air pressure
chamber? freezers free valve loss more
of ice enclosures than 10%?
.1mmEW"&agelm passed test?
Ir System - Make Mode �terior of dry pipe, preaction Low points drained in dry
maintained in dry condition? and deluge valves cleaned? pipe, preaction and deluge
systems prior to the onset
____.pf freezing weather?
Opening�RY PIPE SYSTEM - Annual or Every Fifth Year for Valves Which Can Be Reset Without
System - Make / Mode■�terior of fifth year Dry Pipe Valves, Preaction and -
Deluae Valves, can be reset without opening?
AIR MAINTENANCE DEVICE
AGENDA ITEM #14.A.3.
Kodiak Island Borough No.
Kodiak Landfill 06612
BACKFLOW
Backflow devices passed backflow test?
N/A
Backflow devices passed full flow test?
All sprinkler pressure regulating control valves passed full flow test?
5TH YEAR TESTING / INSPECTIONS
Tests to be done every fifth year.
Is system due for 5 Year internal pipe inspection?
No
Extra high, very extra high and ultra high temperature sprinklers tested?
N/A
Gauges checked against calibrated gauge or replaced?
N/A
Alarm valves and their associated strainers, filters and restriction orifices passed internal inspection?
N/A
Check valves internally inspected and all parts operate properly, move freely and are in good condition?
N/A
Strainers, filters, restricted orifices and diaphragm chamber on dry pipe, preaction and deluge valves passed internal inspection?
N/A
Annual Maintenance Items
Operating stem of all OS&Y valves lubricated completely closed and reopened?
N/A
Interior of dry pipe, preaction and deluge valves cleaned?
N/A
Low points drained in dry pipe, preaction and deluge systems prior to the onset of freezing weather?
Yes
Sprinklers and spray nozzles protecting commercial cooking equipment and ventilating systems replaced except for bult-type which show no signs of
grease buildup?
N/A
COMMENTS
powered bygoconvas www.gocanvas.com 76921 EB5-1554-4E1 C-139DC-5CC21D90132573
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 188 of 260
AGENDA ITEM #14.A.3.
Kodiak Island Borough No.
Kodiak Landfill 06612
Any "NO" answers, test failures or other problems found with the sprinkler system must be explained here)
1) dry heads are over 10 yrs old- test/replace
2) control valve tamper needs to be replaced
3) sprinklers and pipe in garbage dump area appear to be corroded
4) no coverage under overhead door
5) system not monitored
Notes• Recommendations
Notes and Recommendations
Correct deficiencies
Plan of Corrective Action:
Corrective Action Taken and Date:
Photo 1 Photo 2
Photo 3
i
'r
i
i
Photo 1 Descritpion Photo 2 Description
Photo 3 Description
Dry head x8 Fdc automatic drain in wrong position
System left in service
Photo 4 Photo 5
Photo 21
Photo 21 Description
Photo 24
Photo 24 Description
Photo 27
Photo 27 Description
powered bycgocanvas www.gocanvas.com 76921
EB5-1554-4E1 C-139DC-5CM90132573
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 189 of 260
AGENDA ITEM #14.A.3.
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 190 of 260
Kodiak Island Borough
No.
Kodiak Landfill
06612
— Photo 30
Photo 30 Description
FD.c.
1
Photo 5 Description
Photo 4 Description
Spare heads
Fdc
Photo 22
Photo 23
Photo 22 Description
Photo 23 Description
Photo 26
Photo 25
Photo 25 Description
Photo 26 Description
Photo 29
Photo 28
Photo 28 Description
Photo 29 Description
Notifications That Testinq is complete
Notified Other (Specify)
Yes/No Who Time
Building Management Yes Jeff 1129
System restored to normal operation
Date Time
04/27/2023 11:29
Owner or Representative•
Date
04/27/2023
Owner or Representative Signature
powered bygocanvas www.gocanvas.com 76921 EB5-1554-4E1 C-139DC-5CM90132573
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 190 of 260
Kodiak Island Borough
Kodiak Landfill
I state that the information on this form is correct at the time
and place of my inspection, and that all equipment tested at
this time was left in operational condition upon completion of
the inspection except as noted in Part III above.
All testing was completed in accordance with (standard/edition)
NFPA standards
of Inspector
Hinson
Inspector Signature
C,�� L(I f -I 2;�)
powered by gocanvas
AGENDA ITEM #14.A.3.
No.
06612
License Number
13-040
Date
04/27/2023
Time
11:29
www.gocanvas.com 76921 EB5-1554-4E1 C-139DC-5CM90132573
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 191 of 260
AGENDA ITEM #14.A.3.
KODIAK ISLAND BOROUGH
AGREEMENT
FOR
NICET FIRE INSPECTION SERVICES
Contract No. 2023-23
This Agreement made and entered into this 11th day of October , 2022, by and
between the Kodiak Island Borough, hereinafter "Borough", a general law municipality and a
Borough of the second class, whose address is: 710 Mill Bay Road, Kodiak, Alaska 99615, and
Taylor Fire Protection, whose address is , 5887 E. Blue Lupine Dr., Palmer, AK 99645, and
licensed and qualified to do business within the State of Alaska, hereinafter called "Contractor."
RECITALS
A. The Borough desires the performance, provision, and accomplishment of the work,
services and materials described and set forth in Part 1, Section 2.
B. Contractor represents that it is ready, able and qualified to perform, and will
perform, in all respects, all of the work, services, and materials, and to otherwise perform all of
the terms, covenants, conditions and provisions of the Agreement in the manner, at the times,
and for the consideration hereafter provided.
Now, therefore, for and in consideration of the terms, covenants, conditions, and
provisions contained herein, and/or attached and incorporated herein and made a part hereof,
the parties hereto agree as follows. This contract consists of:
A. Part I, consisting of eighteen (18) sections of General Provisions.
B. Part 11, consisting of six (6) sections of Special Provisions.
C. Acknowledgements
D. Exhibits: A (Invitation to Bid), B (Bid Proposal)
PART
GENERAL PROVISIONS
Section 1: Agreement to Perform. The Borough hereby agrees to engage the Contractor,
and the Contractor hereby agrees to perform, complete, provide and furnish, in a timely and
proper manner, and pursuant to and in accordance with all of the terms, covenants, conditions
and provisions of this Agreement, all of the work, services, labor and materials required to
accomplish all of the work described in Section 2 hereof at the times, in the manner, and for the
consideration and payments hereinafter set forth.
Kodiak Island Borough NICET Fire Inspection Services
Page 1 of 16 Contract FY2023-23
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 192 of 260
AGENDA ITEM #14.A.3.
Section 2: Description of Work. The Contractor shall perform, supply, and provide all of
the work, services and materials; hereinafter collectively referred to as "work", as set forth and
described on Exhibit A, attached hereto and incorporated herein by this reference. The work shall
be performed in accordance with Bid Proposal, copy attached as Exhibit B and incorporated
herein by reference. In the event of a conflict between this contract, Exhibit A or B, the terms of
this contract shall prevail, then Exhibit A, then Exhibit B.
Section 3: Time for Commencement and for Completion of Work.
(a) Commencement. Contractor shall commence the work called for in this Agreement
upon the giving of a Notice to Proceed by the Borough.
(b) Contract Term. The initial contract period will terminate on June 30, 2024, with a
provision for three (3) one -(1) year extensions at the option of the Borough and depending on the
availability of funding. If the Borough offers an extension the Contractor will have not more than
thirty (30) days to accept or refuse the offer. The parties may mutually agree to continue services
after expiration of the final term on a month-to-month basis on the same rates until a new contract
can be awarded.
Section 4: Financial Terms.
(a) Compensation and Payment. For and in consideration of the timely and proper
performance of work authorized as provided herein, the Borough shall pay the Contractor at the
rates provided for in the Contractor's Proposal, which rate schedule is attached as Exhibit B and
incorporated herein by reference. Payments shall be based upon invoices, which may be
submitted no more frequently than monthly.
(b) No Additional Work. No claim for additional work, services or materials, not specifically
and expressly requested and authorized as provided for in this Agreement, or by a written
amendment thereto signed by both parties, done or furnished by the Contractor, will be allowed
or paid by the Borough, and Contractor expressly waives any claim therefore.
(c) Availability of Funds. This contract is subject to the availability of funds lawfully
appropriated for its performance.
(d) The Borough may delay or withhold payments from the Contractor for any of the
following reasons:
1) The application for payment misstates the amount of services completed; or
2) Defective services not remedied.
In the event funds are delayed or withheld the Borough shall provide the Contractor notice of the
amount withheld and the basis upon which it is withheld.
Section 5: Borough's Contracting Officer. For purposes of this Agreement, the Borough's
contracting officer shall be the Borough Manager or such other person as is designated in writing
by the Borough Manager.
Section 6: Contractor Qualified. The Contractor expressly represents and warrants it is
now and shall continue to be at all times during the performance of this Agreement, the holder of
all required or necessary professional, business or other licenses or permits and is qualified and
Kodiak Island Borough NICET Fire Inspection Services
Page 2 of 16 Contract FY2023-23
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 193 of 260
AGENDA ITEM #14.A.3.
capable of performing all of the work covered or called for by this Agreement and is presently
ready, able and willing to undertake and perform all of such work and services, and to supply all
necessary materials and equipment, at the times, and in a non -negligent professional and
workmanlike manner, and pursuant to the terms, conditions and provisions, and for the
compensation and payments as herein provided.
Section 7: Termination.
(a) By Consent. This Agreement may be terminated in whole or in part by the mutual
consent of the parties. Such consent shall be in writing.
(b) Termination for Cause. This Agreement may be terminated in whole or in part in writing
by Borough in the event of failure by Contractor to fulfill any of the terms and conditions of this
Agreement upon the giving of not less than five (5) calendar days prior written notice of intent to
terminate in the manner provided in Part 1, Section 10, hereof.
(c) Termination for Convenience of Borough. This Agreement may be terminated in whole
or in part in writing by the Borough for Borough's convenience provided the Contractor is given
not less than thirty (30) calendar days prior written notice of intent to terminate in the manner
provided in Part 1, Section 10, hereof.
(d) In the event termination by the Borough is effected pursuant to (b) above, the
Contractor shall not be entitled to receive any further payment until the work is completed, or the
Borough elects to not proceed further with the project. Upon completion of the work, or termination
of the project in the event the Borough elects to not proceed with the project, the Contractor shall
be paid as follows:
1) In the event the costs and expense of taking over, re -advertising and completing
the project or the costs of closing out the project if the Borough elects to not
proceed with the project (hereinafter referred to as "close out costs"), exceed the
remaining unpaid amount of this Agreement, any amount which was otherwise due
and unpaid to Contractor at the time of termination shall be applied to such
increased costs in taking over, re -advertising and completing the project, (or
applied to close out costs) and the remaining amount of such costs, if any, shall
be paid by the Contractor to the Borough.
2) In the event said costs and expense of taking over, re -advertising and
completing the project, (or close out costs) are less than the total amount which
was otherwise due and unpaid to the Contractor at the time of termination, the
increased costs of taking over and completing the project (or the close out costs)
shall be deducted from the amounts due the Contractor and the balance, if any,
paid to the Contractor without interest.
(e) Upon receipt of a termination notice pursuant to paragraphs (b), (c), or (d) above, the
Contractor shall promptly discontinue all services (unless the notice directs otherwise), and deliver
or otherwise make available to the Borough all data, drawings, notes, specifications, reports,
estimates, summaries, work in progress, and any and all other information and/or materials as
may have been accumulated by the Contractor in performing this Agreement, whether completed
or in process, and free and clear of any mechanics or other liens or claims in favor of Contractor
or any other person.
Kodiak Island Borough NICET Fire Inspection Services
Page 3 of 16 Contract FY2023-23
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 194 of 260
AGENDA ITEM #14.A.3.
(f) Upon termination pursuant to paragraphs (b), (c), or (d) above, the Borough may, but
shall not be required to, take over the work and prosecute the same to completion by agreement
with another person or otherwise, may elect to complete the work itself, or to not proceed further
with the work and project.
(g) If, after termination by the Borough pursuant to (b) above, it is determined that the
Contractor had not so failed, the termination shall be deemed to have been affected for the
convenience of the Borough. In such event, adjustment of the amounts to be paid to Contractor
for termination shall be made as provided in paragraph (f) of this Section.
(h) No other damages, whether for lost profits or otherwise, other than the amounts
allowed and computed as provided for in this Section 7 shall be due or payable to Contractor in
the event of termination.
Section 8: Conflict of Interest. The Contractor covenants, warrants and represents that the
Contractor has no interest and shall not acquire any interest, direct or indirect, which would conflict
in any manner with the subject matter or the performance of this Agreement. The Contractor
further covenants, warrants and represents that in the performance of this Agreement, no person
having any such interest shall be employed.
Section 9: Assignment and Subletting Prohibited. The Contractor shall not assign, transfer,
convey, pledge, hypothecate, sublet, subcontract, or otherwise dispose of or encumber this
Agreement, or the rights thereunder, nor shall the Contractor delegate any of his/her/its duties
hereunder without the prior written consent of the Borough. Any such attempted assignment,
transfer, conveyance, pledge, hypothecation, subletting, or other disposition, or the attempted
assignment, disposition or delegation of duties or rights shall be null and void and of no force or
effect and shall be grounds and cause for immediate termination of this Agreement without liability
by and at the option of the Borough.
Section 10: Notice.
(a) Any notice, demand, request, consent, approval, or other communication that either
party desires or is required to give to the other party or any other person shall be in writing and
either served personally or sent by prepaid, first-class mail at the address set forth below. Either
party may change its address by notifying the other party of its change of address in writing.
Notice shall be deemed to have been duly made and given when delivered if served personally,
or upon the expiration of twenty-four (24) hours after the time of mailing if mailed as provided in
this Section.
Borough: Kodiak Island Borough
ATT: Engineering & Facilities
710 Mill Bay Road
Kodiak, AK 99615
Contractor:
Kodiak Island Borough
Page 4 of 16
Taylor Fire Protection
5887 E. Blue Lupine Dr.
Palmer, AK 99645
NICET Fire Inspection Services
Contract FY2023-23
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 195 of 260
AGENDA ITEM #14.A.3.
(b) The performance and administration of this program and this Agreement will be
monitored by the Borough and such other agencies as may be required or authorized pursuant to
the terms of any grant to the Borough. Necessary reports, in proper form, will be required as a
prerequisite to any payment to the Contractor.
(c) All project records shall be maintained by the Contractor for not less than three (3)
years after completion and final acceptance of all work by the Borough and shall be subject to
inspection and copying by the Borough or any funding agency during said period.
Section 11: Status of Parties.
(a) Independent Contractor. The Contractor shall perform its obligations hereunder as an
independent contractor of the Borough. The Borough may administer the contract and monitor
the Contractor's compliance with its obligations hereunder. The Borough shall not supervise or
direct the Contractor other than as provided in this Section.
(b) Relationship of the Parties. Nothing herein contained shall be deemed or construed by
the parties hereto, nor by any third party, as creating the relationship of principal and agent or of
partnership or of joint venture between the parties hereto, it being understood and agreed that
neither method of computation of payment nor any other provision contained herein, nor any acts
of the parties hereto, shall be deemed to create any relationship between the parties hereto other
than the relationship of Borough and an independent Contractor.
Section 12: Hold Harmless and Indem
(a) The Contractor shall indemnify, defend, save and hold the Borough, its officers,
employees and agents harmless from any and all claims, lawsuits, liabilities, penalties, or fines,
including attorney's fees and costs, allegedly arising out of, in connection with, or incident to any
loss, damage or injury to persons or property occurring as a result of the Contractor's or any
subcontractor's intentional misconduct or negligent acts, errors or omissions in its performance
pursuant to this contract.
(b) Contractor further agrees to appear and defend, and to indemnify and save free and
harmless the Borough and its officers, employees and agents from and against any of the
foregoing claims, liabilities, penalties, fines or damages, whether or not valid, and for any cost
and expense, including reasonable attorney's fees, incurred by the Borough, its officers,
employees or agents on account of any claim therefore, including claims by reasons of any
defects in any plans, drawings, specifications, computer programs, technical reports, or other
work product of Contractor prepared for or submitted to the Borough pursuant to this Agreement
provided said claim is not based upon a use of said plans, drawings, specifications or other work
product for other than the purposes for which such data was prepared and submitted to the
Borough.
(c) Contractor shall keep the work free from all liens and shall indemnify and defend
the Borough and hold it harmless from any claims of Contractor's subcontractors or suppliers.
Section 13: No Third -Party Beneficiaries. Nothing in this Agreement shall be construed to
give any person other than the Borough and the Contractor any legal or equitable right, remedy
or claim under this Agreement, but it shall be held to be for the sole and exclusive benefit of the
Borough and the Contractor.
Kodiak Island Borough NICET Fire Inspection Services
Page 5 of 16 Contract FY2023-23
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 196 of 260
AGENDA ITEM #14.A.3.
Section 14: Compliance with Laws and Regulations. Contractor shall, at Contractor's sole
cost and expense, comply with all of the requirements of all local, state, or federal laws,
ordinances, or regulations now in force, or which may hereafter be in force, pertaining to this
Agreement, or the project or work to be performed, and shall faithfully observe in the performance
of this Agreement, all local, state, and federal laws, ordinances and regulations now in force or
which may hereafter be in force. When a change in laws, ordinances or regulations results in
additional costs, the Contractor may request a change order to cover those costs. Any such
change order shall be limited to the Contractor's actual additional costs as a result of the change.
The Contractor shall pay all taxes pertaining to its performance under this contract.
Section 15: Successors and Assigns. Except as otherwise provided herein, the covenants,
agreements and obligations herein contained shall extend to bind and inure to the benefit not only
of the parties hereto but their respective personal representatives, heirs, successors and assigns.
Section 16: Miscellaneous.
(a) Terminology. Whenever herein the singular number is used, the same shall include the
plural, and the masculine gender shall include the feminine and neuter genders.
(b) Law Applicable. The laws of the State of Alaska shall govern the construction, validity,
performance and enforcement of this Agreement. Venue as to any action, claim, or proceeding
arising out of, or based upon this Agreement, including, but not limited to, any action for
declaratory or injunctive relief, shall be the appropriate Court sitting in the City of Kodiak, Third
Judicial District, Alaska.
(c) Paragraph Headings. The headings of the several sections and subsections contained
herein are for convenience only and do not define, limit, or construe the contents of such sections
and subsections.
(d) Terms Construed as Covenants and Conditions. Every term and each provision of this
Agreement performable by Contractor shall be construed to be both a covenant and a condition.
(e) Time of the Essence. Time is of the essence of each term, condition, covenant, and
provision of this Agreement.
(f) Severability. In the event any provision of this Agreement is adjudicated or held to be
invalid or unenforceable, the remaining provisions shall remain in full force and effect.
(g) Nonwaiver. No delay or omission of the right to exercise any power by either party shall
impair any such right or power, or be construed as a waiver of any default or as acquiescence
therein. One or more waivers of any covenant, term, or condition of this Agreement by either party
shall not be construed by the other party as a waiver of a subsequent breach of the same
covenant, term or condition. The consent or approval by either party to any act by the other party
of a nature requiring consent or approval shall not be deemed to waive or render unnecessary
consent to or approval of any subsequent similar act.
Section 17: Amendment.
(a) This contract shall only be amended, modified, or changed by writing, executed by
authorized representatives of the parties.
Kodiak Island Borough NICET Fire Inspection Services
Page 6 of 16 Contract FY2023-23
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 197 of 260
AGENDA ITEM #14.A.3.
(b) For the purpose of any amendment modification or change to the terms and conditions
of this contract, the only authorized representatives of the parties are:
1) Kodiak Island Borough, Borough Manager or designee
2) Taylor Fire Protection, Bret Taylor or designee
(c) Any attempt to amend, modify, or change this contract by either an unauthorized
representative or unauthorized means shall be void.
Section 18: Entire Agreement. This Agreement and any schedules, appendices or exhibits
attached hereto sets forth all the covenants, promises, agreements, conditions, and
understandings between the parties hereto, and there are no covenants, promises, agreements,
conditions or understandings, either oral or written, between them other than as herein set forth.
Except as herein otherwise expressly provided, no contemporaneous or subsequent agreement,
understanding, alteration, amendment, change or addition to this Agreement, or any schedule,
appendix, exhibit, or attachment thereto shall be binding upon the parties hereto unless reduced
to writing and signed by both parties. This Agreement constitutes a final, complete, and exclusive
statement of the agreement between the parties.
PART II
SPECIAL PROVISIONS
Section 1: Insurance.
(a) During the entire period of the project or work, the Contractor shall provide the
following types of insurance. The Borough shall be insured as additional insured on all insurance
policies except professional liability contracts. All policies shall have a thirty (30) day cancellation
clause.
Comprehensive automobile liability, bodily injury, and property damage,
including all owned, hired and non -owned, automobile - $1,000,000 per
each accident
Workers' compensation as required by law and employer's liability
coverage at a minimum of $1,000,000.
3. Commercial general liability insurance - $1,000,000 per occurrence and
$2,000,000 aggregate.
(b) Each policy of insurance required by this Section shall provide for no less than
thirty (30) days' advance notice to the Borough prior to cancellation. Insurance certificates will be
required to be submitted for review by the Borough Manager before the Borough will issue a
notice to proceed. Failure to maintain coverage is a material breach and grounds for termination
of the contract.
(c) Should the Contractor fail to comply with the insurance requirements of this
Agreement, the Kodiak Island Borough may terminate the Agreement on ten (10) days written
notice.
Section 2: Equal Employment Opportunity.
Kodiak Island Borough
Page 7 of 16
NICET Fire Inspection Services
Contract FY2023-23
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 198 of 260
AGENDA ITEM #14.A.3.
(a) The Contractor shall not discriminate against any employee or applicant for
employment because of race, color, religion, disability, national origin, ancestry, age, or sex. The
Contractor will take affirmative action to ensure that applicants are employed and that employees
are treated during employment without regard to their race, color, religion, disability, national
origin, ancestry, age, or sex. Such action shall include, but not be limited to, the following:
employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or
termination, rates of pay or other forms of compensation; and selection for training, including
apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and
applicants for employment, notices setting forth the provisions of this nondiscrimination clause.
(b) The Contractor shall state in all solicitations or advertisements for employees to work
on contract jobs to be let in the performance of this Agreement, that all qualified applicants will
receive consideration for employment without regard to race, color, religion, disability, national
origin, ancestry, age, or sex.
(c) The Contractor agrees to fully cooperate with the office or agency of the State of Alaska
which seeks to deal with the problem of unlawful or invidious discrimination, and with all other
State efforts to guarantee fair employment practices under this Agreement, and said Contractor
will comply promptly with all requests and directions from the State Commission of Human Rights
or any of its officers or against relating to prevention of discriminatory employment practice.
(d) Full cooperation as expressed in the foregoing clause (c) shall include, but not be
limited to, being a witness in any proceeding involving questions of unlawful or invidious
discrimination if such is deemed necessary by any official or agency of the State of Alaska,
permitting employees of said Contractor to be witnesses or complainants in any proceeding
involving questions of unlawful or invidious discrimination, if such is deemed necessary by any
official or agency of the State of Alaska, or the Borough, participating in meetings, submitting
periodic reports on the equal employment aspects of present and future employment, assisting in
inspection of relevant facilities, and promptly complying with all State directives deemed essential
by any office or agency of the State of Alaska, or the Borough, to insure compliance with all federal
and state laws, regulations, and policies pertaining to the prevention of discriminatory employment
practices.
(e) Failure to perform any of the above agreements pertaining to equal employment
opportunities shall be deemed a material breach of the contract and sufficient grounds for
termination of this Agreement for cause without liability.
Section 3: Contractor Responsible for Personnel.
The Contractor has or will secure, at Contractor's own cost and expense, all personnel
required to perform this Agreement in a timely and proper manner. The parties hereto agree and
understand that such personnel shall in no event be deemed to be, and are not, employees,
agents, or representatives of the Borough and such persons shall have no contractual or other
relationship with the Borough, and the Borough shall have no responsibility or liability whatsoever
to any of said persons, or for the acts or omissions of any of such persons.
Section 4: Personnel Supervision.
Contractor agrees that all work and services required or provided under this Agreement
shall be performed personally by the Contractor, unless otherwise authorized in writing by the
Kodiak Island Borough NICET Fire Inspection Services
Page 8 of 16 Contract FY2023-23
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 199 of 260
AGENDA ITEM #14.A.3.
Borough's contracting officer, and in such event all personnel engaged in any such work shall be
fully qualified, and shall be licensed and authorized under applicable state, federal and local laws
to perform such services.
Section 5: Corporate Authority.
If Contractor is a corporation, Contractor shall deliver to the Borough at the time of
execution of this Agreement a certified copy of a resolution of its board of directors authorizing
the execution of this Agreement and naming the officers that are authorized to execute this
Agreement on behalf of the corporation.
Section 6: Additional Terms and Conditions.
This Agreement is subject to each of the additional terms, covenants, conditions, and
provisions outlined in the scope of work attached hereto as Exhibit A, which are hereby expressly
referred to and incorporated herein as though set forth in full.
Kodiak Island Borough
Page 9 of 16
NICET Fire Inspection Services
Contract FY2023-23
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 200 of 260
AGENDA ITEM #14.A.3.
ACKNOWLEDGMENTS
Wherefore the parties have entered into this Agreement the date and year first above
written.
Date: D 3 ZD?i2_
%�Na
Date: 10/11 /2022
Kodiak Island Borough
Page 10 of 16
KODIAK ISLAND BOROUGH:
By. /
David Conrad
Acting Borough Manager
ATTIESTA
:Ikalr
By:
Nova M. Javier
Borough Clerk
APPROVED AS TO FORM-
By:
ORM:By:
Scott A.9randt-Erichsen
Borough Attorney
CONTRACTOR:
I f r---
BreTTdylor
1'aytor .Fire PraAi r! nn
NICET Fire Inspection Services
Contract FY2023-23
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 201 of 260
AGENDA ITEM #14.A.3.
BOROUGH ACKNOWLEDGMENTS
STATE OF ALASKA )
) ss.
THIRD JUDICIAL DISTRICT )
THIS IS TO CERTIFY that on this 134" day of Qc+06 y" , 2022, before me, the
undersigned, a notary public in and for the State of Alaska, duly commissioned and sworn,
personally appeared David Conrad, to me known to be the Acting Borough Manager of the
Kodiak Island Borough, a municipal corporation, the corporation which executed the above and
foregoing instrument; who on oath stated that he was duly authorized to execute said instrument
on behalf of said corporation; who acknowledged to me that he signed the same freely and
voluntarily on behalf of said corporation for the uses and purposes therein mentioned.
WITNESS my hand and official seal the day and year in the certificate first above written.
Ovlltygl//c///��i
vQ4
S = NOTARYIPUB&C FOR ALASKA
_ � • NARY _
PUBLIC
My Commission Expires:
O
STATE OF ALASKA )
) ss.
THIRD JUDICIAL DISTRICT )
THIS IS TO CERTIFY that on this 'day of , 2022, before me, the
undersigned, a notary public in and for the State of Alaska, duly commissioned and sworn,
personally appeared Nova M. Javier, to me known to be the Borough Clerk of the Kodiak Island
Borough, a municipal corporation, the corporation which executed the above and foregoing
instrument; who on oath stated that she was duly authorized to execute said instrument on behalf
of said corporation; who acknowledged to me that she signed the same freely and voluntarily on
behalf of said corporation for the uses and purposes therein mentioned.
my hand and official seal the day and year in the certificate first above written.
VQy omnssion'
Y NOTARY PUBLIC OR ALASKA
Ft �LlC •` My Commission Expires: /,.,11A
om.��Q,``
Kodiak Island Borough NICET Fire Inspection Services
Page 11 of 16 Contract FY2023-23
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 202 of 260
Kodiak Island Borough
Page 12 of 16
AGENDA ITEM #14.A.3.
NICET Fire Inspection Services
Contract FY2023-23
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 203 of 260
STATE OF ALASKA
THIRD JUDICIAL DISTRICT
ACKNOWLEDGMENT
LIMITED LIABILITY COMPANY
}
} ss_
AGENDA ITEM #14.A.3.
I,CZa. <a hb°a Notary Public, in and for the State of A[n Secs- hereby
certify that I whose name as
manager/member of ;e Pr er ;SLC., is signed to the foregoing
instrument and who is known to me, acknowledged before me on this day that, being informed of
the contents of the instrument, he or she, as such officer and with full authority, executed the
same voluntarily for and as the act of said limited liability company.
WITNESS my hand and official seal the day and year in this certificate above written.
STATE OF ALASKA
NOTARY PUBLIC w
Seapreanna Hubbard NOTARY PUBLIC FOR ALASKA
MYCorrYnISSIM DOM Nov 3, 2024 My Commission Expires:
CORPORATE CERTIFICATE
1, , certify that I am the Secretary of the Corporation named
as Contractor in the foregoing instrument; that , who signed
said instrument on behalf of the Contractor, was then of said Corporation;
that said instrument was duly signed for and on behalf of said Corporation by authority of its
governing body and is within the scope of its corporate powers.
Signature
Kodiak Island Borough
Page 13 of 16
NICET Fire Inspection Services
Contract FY2023-23
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 204 of 260
AGENDA ITEM #14.A.3.
CORPORATE ACKNOWLEDGMENT
STATE OF ALASKA )
) ss.
THIRD JUDICIAL DISTRICT )
THIS IS TO CERTIFY that on this day of , 2022, before me,
the undersigned, a Notary Public in and for the State of duly commissioned
and sworn, personally appeared (Name) and
(Name) known to be the President and Secretary of
the corporation which executed the above and foregoing
instrument, and who on oath stated they were duly authorized to execute said instrument and
acknowledged that they signed the same freely and voluntarily on behalf of said corporation for
the purposes therein mentioned.
WITNESS my hand and official seal the day and year in this certificate above written.
(Seal) NOTARY PUBLIC FOR ALASKA
My Commission Expires: _
Kodiak Island Borough NICET Fire Inspection Services
Page 14 of 16 Contract FY2023-23
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 205 of 260
ecu 311r_1
INVITATION TO BID
Kodiak Island Borough
Page 15 of 16
AGENDA ITEM #14.A.3.
NICET Fire Inspection Services
Contract FY2023-23
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 206 of 260
INVITATION TO BID
RELEASE DATE: August 30, 2022
AGENDA ITEM #14.A.3.
THIS IS NOT AN OFFER
NICET (National Institute for Certification in Engineering Technologies) Fire Inspections
The Kodiak Island Borough is accepting sealed bids for NICET Fire Inspection services as described in
the Invitation to Bid.
Sealed bids must be submitted to the Borough Finance Office by 2:00 PM (local time) Sept 16, 2022.
Bids must be in a sealed envelope with "Kodiak Island Borough — NICET Fire Inspections" clearly
indicated on the outside of the envelope. Postmarks will not be controlling.
Complete bidding documents are available in electronic form and may be viewed and downloaded
without charge and without deposit from the Kodiak Island Borough website, www.kodiakak.us. Bidders
are responsible for their own printing.
Contact Person:
Dave Conrad, Director or Patricia Valerio, Secretary
Engineering/Facilities Department
Kodiak Island Borough
710 Mill Bay Road
Kodiak, Alaska 99615
Phone: (907) 486-9343
Fax: (907) 486-9394
Email: dconrad@kodiakak.us or pvalerio@kodiakak.us
David Conrad, Acting Borough Manager
Kodiak Island Borough
Publish: Kodiak Daily Mirror Aug 30, Sept 6 & 13, 2022
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 207 of 260
AGENDA ITEM #14.A.3.
INVITATION TO BID (ITB)
The Kodiak Island Borough is concerned that all bids be submitted in a manner that ensures the
bidding process is fair and equitable to all Bidders in compliance with the requirements of the bid
documents.
Particular attention of all Bidders is drawn to the provisions of this solicitation and the resulting
contract dealing with pre-bid inquiries and the duty of the Bidders to disclose any significant fact
or question which will adversely affect the cost or time of completion of this project.
Bidders are cautioned that they disregard these provisions at their own risk. Bidders are directed
to study and follow these instructions as to the method and form for submitting bids so there will
be no reason to reject a bid.
Bidders will find all required forms and documents contained within this packet. Please take notice
of the accompanying "Bidders Checklist", which identifies which forms and documents are to be
included with a compete bid submittal.
SECTION 1: INTENT
Purpose of the Invitation to Bid: This Invitation to Bid (ITB) is intended to establish a term
contract to complete inspection and status reporting of fire detection and suppression
systems at the Kodiak Island Borough's facilities. For further information refer to Section 4:
Scope of Work.
Term. The Term of the contact is for an initial two-year period from July 1, 2022 until June
30, 2024, with the option of the Borough to exercise of up to three (3) additional one year
periods. Following the initial two-year period requests for rate increases may be entertained
by the Borough, and if acceptable, will be incorporated into each renewal.
SECTION 2: SOLICITATION INSTRUCTIONS
1. Registration of Bidders. All Bidders are encouraged to register with the Borough by
completing the registration form included in this packet. Only registered Bidders will be
notified of addendum or other modifications to the bid requirements.
2. Inquiries. Bidders should direct any pre-bid inquiries labelled Kodiak Island Borough NICET
Fire Inspections Inquiry and e-mailed to pvalerio@kodiakak.us with a copy to
dconrad@kodiakak.us.
3. Bid Security. The Borough requires a bid bond or certified check in the amount of $1,000 for
this bid. The Bid security of each Bidder shall be returned once a contract is signed. The Bid
security of the successful Bidder shall be forfeit if the successful Bidder fails to execute the
contract.
4. Resection of Bids. The Borough reserves the right to reject any or all bids. The Borough also
reserves the right to reject any bid which is non-responsive, incomplete, obscure, or
irregular; any bid which omits any one or more items on which the bids are required; any bid
in which unit prices are unbalanced in the opinion of the Borough; any Bidder who previously
Kodiak Island Borough Invitation to Bid
Page 1 of 5 NICET Fire Inspection Services
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 208 of 260
AGENDA ITEM #14.A.3.
failed to perform properly or to complete on time contracts of any nature; and the criteria
listed in KIB Code 3.30.080.
5. Bidder Certifies. The Bidder certifies that any and all prices which may be charged under
the terms of this bid request do not and will not violate any existing federal, state, or
municipal laws or regulations concerning price discrimination and/or price fixing. The Bidder
agrees to indemnify, exonerate, and hold harmless the Borough from liability for such
violation now and throughout the term of the contract.
6. Addenda. The Borough reserves the right to amend the ITB prior to the date of bid opening.
Each bid shall include specific acknowledgment of receipt of all addenda issued during the
bidding period. Failure to so acknowledge may result in the bid being rejected as not
responsive.
7. Irregularities. Any irregularities or lack of clarity in any of the bid documents should be
brought to the attention of the Contact Person as soon as possible, so that corrective
addenda may be furnished to all Bidders. Alterations or erasures must be crossed out and
corrections thereof printed in ink or typewritten adjacent thereto. Any correction must be
initialed in ink by each person signing the bid.
8. Responsibility of Bidder. It is the responsibility of the Bidder to investigate and acquaint
themselves with the conditions relating to the work and labor, including (if required) site
visits, soil sampling, or other tests.
9. Written words. In the case of a difference between written words and figures, the amount
stated in written words shall govern. In the case of a difference between a unit price and the
extended price, the unit price shall govern.
10. Signatures. All attachments, including corporate certificate and acknowledgments, must be
signed by the Bidder.
11. Preparation of bid forms. All bids and addenda thereto shall be intact and enclosed in a
sealed envelope, addressed to: Borough Finance Office, Kodiak Island Borough, 710 Mill
Bay Road, Kodiak, Alaska 99615. Sealed bids must be submitted on the forms and
enclosed in an envelope which is clearly marked "Kodiak Island Borough — NICET
Fire Inspections". The Borough will not be responsible for the premature opening of a bid
not properly addressed or identified.
12. Postponement of Opening. The Borough reserves the right to postpone the date and time
for opening of bids at any time prior to the time announced for opening of bids in the
advertisement.
13. Resection of Bids. All bids received after the date and time set for receipt will be REJECTED.
Bidders are warned that weather and travel are unpredictable and overnight delivery does
not always arrive in a timely fashion. Bidders are responsible for ensuring that their Bid is
delivered in a timely manner.
14. Modifications. Bids may be modified by written notice or emailed, provided such notice is
received prior to the date and time set for receipt of bids, and, provided further, a written
confirmation of the modification is mailed or shipped via overnight mail/delivery service prior
Kodiak Island Borough
Page 2 of 5
Invitation to Bid
NICET Fire Inspection Services
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 209 of 260
AGENDA ITEM #14.A.3.
to the bid closing time. The modification should not reveal the bid price but should provide
the addition or subtraction (or other modification) so that the final price or terms will not be
known to the Borough until the sealed bid is opened.
15. Withdrawal of Bids. Bids may be withdrawn only by written or emailed, provided such notice
is received two (2) hours prior to the date and time set for receipt of bids, and provided
further, a written confirmation of the withdrawal is mailed or shipped via overnight
mail/delivery service prior to the bid closing time. Notice of withdrawals received after the
bid opening will not be considered.
16. Determination of Low Bidder. The Borough intends to award to the lowest responsible
responsive Bidder. The Bid forms include bid schedules setting out mandatory and optional
additional service costs. The Bid form compiles the annual base bid cost, and the resulting
total is considered the Bid upon which a contract award decision will be made. Optional
services costs and rates in the bid schedules will be used for the contract rates but will not
form the basis for determining the low bid.
17. Award of Contract. The Borough reserves the right to withhold award for a period of forty
five (45) calendar days from the date of bid closing.
18. Protest of Bid Award. The Borough will issue a Notice of Intent to Award to the successful
Bidder. An aggrieved Bidder may file a bid protest within ten (10) calendar days after Notice
of Intent to Award the contract is issued. A protest may be made by delivery of a letter of
protest to the Borough Manager's Office. Protests will only be accepted based on error in
process. If/when a protest is received, an administrative review process will begin. The
protestor can expect a final administrative decision by the Kodiak Island Borough Manager
within 30 working days of the receipt of protest.
19. Bid Cancellation. The Borough reserves the right to cancel the procurement, ITB, or award
without liability to the Bidder, except return of the bid security, at any time before the
Agreement has been fully signed by all parties, including the Borough.
20. Non -Collusion Affidavit. The Bidder shall submit with the bid a signed non -collusion affidavit
to the Borough covering the Bidder and all subcontractors.
21. Minimum Standards. The required work and/or specifications attached herein shall be
considered as the minimum standards acceptable to the Borough. Any deviations,
modifications, or alternatives proposed shall be specified and clarified by the Bidder in
writing and be identified as EXCEPTION SUMMARY. Insufficient information pertaining to
exceptions shall be at the Bidders risk and may result in rejection of the bid.
22. Equipment Furnished. All equipment furnished under these specifications must be complete
with all necessary operating accessories and manuals customarily furnished, whether
stipulated herein or not. Prior to final acceptance by the Borough, the Borough reserves the
right to examine the equipment/structures and test it accordingly, to assure compliance with
bid and contract requirements and specifications. Should the Borough conduct such
evaluations and the results indicate that the equipment/structures does not conform, the
successful Bidder shall be responsible to promptly correct such problems and/or replace
said equipment in a timely manner at no cost to the Borough. After correction of any
deficiencies the equipment/structures shall be subject to a re-evaluation.
Kodiak Island Borough
Page 3 of 5
Invitation to Bid
NICET Fire Inspection Services
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 210 of 260
AGENDA ITEM #14.A.3.
23. Laws. The Bidder will comply with all federal, state, and local laws including the Laborers'
and Mechanics' Minimum Rates of Pay applicable for municipal contracts as determined by
the State of Alaska.
SECTION 3: INSURANCE REQUIREMENTS
The successful respondent must meet the following insurance requirements:
During the entire period of the project or work, the Contractor shall provide the following types
of insurance. The Borough shall be insured as additional insured on all insurance policies
except professional liability contracts. All policies shall have a mandatory thirty (30) day
cancellation clause.
a. Workers' compensation as required by Alaska law and employer's liability coverage at
a minimum of $1,000,000.
b. Commercial general liability insurance, not excluding explosion, contractual liability, or
product/completed operation liability insurance - $1,000,000 per occurrence and
$2,000,000 aggregate.
C. Comprehensive automobile liability, bodily injury, and property damage, including all
owned, hired and non -owned, automobile - $1,000,000 per each accident.
SECTION 4: SCOPE OF WORK
KIB is responsible for operating several facilities and require annual inspections of fire detection
and suppression systems. Bidder shall provide hourly rates for each item noted on Attachment 1:
Bid Schedule, including regular hourly rate(s) and a mark-up percentage for parts, if repairs are
needed to be completed by Bidder.
Bidder must be able to provide a two hour written or telephone response time in the winter, and
four hour written or telephone response time in the summer for any work needed.
If requested by the Borough, Bidders should be able to document successful work history
exceeding five (5) years in areas of interest and be able to provide credentials and certifications
approved by the applicable regulating authority for the work needed.
This contract is meant for minor repairs, not major contract work. Contracts exceeding $25,000
must be approved by the KIB Assembly. Staff will propose such contracts to the Assembly as
needed. However, work on contracts totaling under $25,000 in the aggregate may be authorized
by the Manager by contract and/or purchase order. Bidders should be aware of the Borough's
discretion to award a contract based on Local Preference in KIB Code 3.30.060.
SECTION 5: BID CHECKLIST
Minimum Requirements: Your bid will be considered nonresponsive and rejected if not properly
executed. For your convenience and assistance in preparation of your bid, the following
checklist is offered for informational purposes.
1. Bid Schedule - Completed, signed, dated, addenda acknowledged.
Kodiak Island Borough
Page 4 of 5
Invitation to Bid
NICET Fire Inspection Services
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 211 of 260
AGENDA ITEM #14.A.3.
2. Bidder Information — Completed, signed, and submitted.
3. Corporate Acknowledgement - Completed and notarized. (When bid is by
corporation)
4. Bid Bond — executed and ready to proceed upon contract execution.
5. Non- Collusion Affidavit - Completed and signed.
6. Alaska Business License - Copy of Original.
7. NICET Certification — Copy of Original.
Bids not including ALL of the above documents may be REJECTED as nonresponsive. Bids will
be rejected which contain material alterations or erasures not initialed by the signer of the bid. No
Qualified or otherwise Conditioned Bids will be accepted.
SECTION 6: BID SCHEDULE
Bidders must submit their bids on Attachment 1: Bid Schedule. Bidders must offer hourly rates
and mark-up percentage, as appropriate for each item listed.
Rates entered on the Bid Schedule must include all incidental costs such as, but not limited to,
office support, insurance, tools, equipment, transportation, overhead, and profit. There shall be
no additional charges for basic tools, equipment, and shop supplies.
SECTION 7: AGREEMENT
Successful Bidder will be required to execute the contract agreement included as Attachment 2:
Agreement. Bidders are encouraged to review the terms and conditions of the Agreement and if
there are any questions to submit them during the bid period. Requests for modifications to the
agreement will not be allowed once bids are submitted.
SECTION 8: ATTACHMENTS
1. Attachment 1: Bid Schedule
2. Attachment 2: Agreement
3. Attachment 3: Bidder Registration Form
Kodiak Island Borough
Page 5 of 5
Invitation to Bid
NICET Fire Inspection Services
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 212 of 260
WN: 11 311i=
CONTRACTOR'S BID PACKAGE AS SUBMITTED
Kodiak Island Borough
Page 16 of 16
AGENDA ITEM #14.A.3.
NICET Fire Inspection Services
Contract FY2023-23
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 213 of 260
AGENDA ITEM #14.A.3.
KODIAK ISLAND BOROUGH
NICET FIRE INSPECTION SERVICES
BID SCHEDULE
TO: The Kodiak Island Borough, Alaska, herein called the Borough:
Bidder Please Note: Before preparing this Bid Proposal for the Kodiak Island Borough NICET Fire
Inspection Services, carefully read the Contract Requirements and know that the bid is based on
BASIC SERVICES TO BE ROUTINELY PERFORMED as set forth in the Scope of Work (Section
4) of the Invitation to Bid. Any other work outside the scope will use the Additional Services line -
item hourly rate and parts mark-up for billing purposes.
The Bidder shall insert a total bid amount for each item. NOTE: Failure to bid on each item may
result in your bid being declared non-responsive.
Pursuant to and in compliance with the Invitation to Bid, the undersigned Bidder, being fully
familiarized with all the terms of the bid specifications hereby proposes and agrees to deliver,
within the time and in the manner stipulated, the following services:
NICET Inspection Services
Fire Detection and Alarm Systems
Bid Rate
Evaluated Price
Kodiak Fisheries Research Center (KFRC)
$
"7y `=
$
qq
Kodiak Fisheries Research Residency
$
[ i Lq 1
$=-
Borough Building Offices
$
$
Borough Landfill
$
q
$
Bayside Fire Department
$
1-14��
$
Total Monitoring System Services Price Per Contract Year
$
i 00 c�
Annual Inspections
Bid Rate
Evaluated Price
All Facilities: Sprinkler Systems, Fume Hoods,
and Backflow Preventers
$
i A
I
$
-I
Detector Sensitivity Testing
$
IV O
$
Total Annual Inspection Services Price Per Contract Year
$
Hourly Rate (work outside inspections)
$
(I q_L'-
$
Parts Mark-Up (work outside inspections)
SO %
TOTAL BASE BID (Monitoring Systems & Annual Ins
Total Per Contract Year pection
$
w
Kodiak Island Borough
Page 1 of 6
NICET Fire Inspection Services
Attachment 1: Bid Schedule
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 214 of 260
AGENDA ITEM #14.A.3.
BIDDER INFORMATION
Company/Firm Name
Telephone k)
Fax No. qCj, J 7 _ �7(oy
Mobile No. 00— SLI?-- ZE7S
Business Address (,,)PN -JC "L-_>'2. P,4tA4 �
Is Local Preference asserted: YES NO
Date Sr,,& I q 2022.
NOTE: If Bidder is a corporation, the legal name of the corporation shall be set forth above
together with the signatures of the officer or officers authorized to sign contracts on behalf of the
corporation; if Bidder is a partnership, the true name of the firm shall be set forth above together
with a signature of the partner or partners authorized to sign contracts in behalf of the partnership,
and if Bidder is an individual, the appropriate signature shall be placed above.
BIDDER:
ir'0(1—
Title:Ct �Jr-j 1—iL
Alaska Business License No. l Z(.1�
Kodiak Island Borough NICET Fire Inspection Services
Page 4 of 6 Attachment 1: Bid Schedule
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 215 of 260
AGENDA ITEM #14.A.3.
CORPORATE ACKNOWLEDGEMENT
(To be filled in when Documents are executed in behalf of a Corporation)
UNITED STATES OF AMERICA )
)ss
STATE OF ALASKA )
The foregoing instrument was acknowledged before me this
.2022
by
(Name of Officer)
of
(Name of Corporation)
(Title of Officer)
day of
Corporation, on behalf of said Corporation.
4 �4u-r +j -
W E� -AN I.LC-
Kodiak Island Borough
Page 5 of 6
Notary Public
My Commission Expires: _
NICET Fire Inspection Services
Attachment 1: Bid Schedule
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 216 of 260
AGENDA ITEM #14.A.3.
110001, 5 7 59 1115 E: 1 2S 2000601: 1" 206 100980 111'
THE ORIGINAL DOCUMENT HAS A REFLECTIVE WATERMARK ON THE BACK. HOLD AT AN ANGLE TO VIEW WHEN CHECKING THE ENDORSEMENT.
First National Bank
ALASKA coPv No. 00 57501
MEMBER FDIC
**** One Thousand and 00/100**** DATE/TIMF09/13/2022
TO
THE
OFR KODIAK ISLAND BOROUGH AMOUNT PAID
$1,000.00
Remitter or Purchaser Customer Copy
TAYLOR FIRE PROTECTION SERVICES LLC NON-NEGOTIABLE
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 217 of 260
AGENDA ITEM #14.A.3.
NON -COLLUSION AFFIDAVIT
(To be executed prior to award)
UNITED STATES OF AMERICA )
)ss
STATE OF ALASKA )
(Printed Name) (Firm Name)
being duly sworn, do depose and state: I, or the firm, association or corporation of which I am a
member, a bidder, on the contract to be awarded, by the Kodiak Island Borough, for the:
Kodiak Island Borough NICET Fire Inspection Services
located at Kodiak, in the State of Alaska, have not, either directly or indirectly, entered into any
agreement, participated in any collusion, or otherwise taken any action in restraint of free
competitive bidding a connection with such contract.
�9 R7,'
Con actor
Subscribed and sworn to this i3 day oft���� �n 20Z2=_.
STATE OF ALASKA
NOTARY PUBLIC ti
Breanna Hubbard 0 Notary Public
My CarrrnWw Fires Nav 3, 2024
My Commission Expires: l
Kodiak Island Borough NICET Fire Inspection Services
Page 6 of 6 Attachment 1: Bid Schedule
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 218 of 260
C)
O
v
0
z
O
N
O
N
6
D
O
v
0
r
v
a
(D
D
v
3
D
n
U)
(D
O
v
u�
O
N
co
O
N
O
Alaska Business License # 297264
Alaska Department of Commerce, Community, and Economic Development
Division of Corporations, Business, and Professional Licensing
PO Box 110806, Juneau, AK 99811-0806
This is to certify that
TAYLOR FIRE PROTECTION SERVICES, LLC
5887 E BLUE LUPINE DRIVE, Palmer, AK 99645
owned by
TAYLOR FIRE PROTECTION SERVICES, LLC
is licensed by the department to conduct business for the period
December 14, 2021 to December 31, 2023
for the following line(s) of business:
23 - Construction
This license shall not be taken as permission to do business in the state without having
complied with the other requirements of the laws of the State or of the United States.
This license must be posted in a conspicuous place at the business location.
It is not transferable or assignable.
Julie Anderson
Commissioner
AGENDA ITEM #14.A.3.
Award of Contract. The Borough shall have the right to reject this bid proposal and such bid
proposal shall remain open and may not be withdrawn for a period of forty-five (45) days
after the date prescribed for its closing.
2. Execution of Contract and Performance Security. It is understood and agreed that if notice
of the acceptance of this proposal and award of the Contract is made within forty-five (45)
days after the opening of the proposal, or at any time thereafter before it is withdrawn in
writing, the undersigned Bidder will execute and deliver the Agreement in the form set forth
in the Contract Documents to the Borough in accordance with the proposal as accepted,
and will also furnish and deliver to the Borough the performance and payment bonds as
may be required, the Certificate of Insurance and policies of insurance and any other
documents or bonds called for in the Contract Documents, all within ten (10) days after
notice of acceptance and award of the Contract is given.
3. Notice of Acceptance. Notice of acceptance and award of the contract or requests for
additional information may be addressed to the undersigned Bidder at the business address
set forth at the end of this proposal.
4. Bid Security. Accompanying this bid is the required bid security in the form of
(NOTICE: Insert the words, Cashier's Check, Certified Check, or Bid Bond as the case may
be.)
Receipt of Addenda. Receipt of the following Addenda to the Contract Documents is hereby
acknowledged.
Addendum Number Date
(Note: Failure to acknowledge receipt of any addenda may be considered an irregularity in the
proposal and grounds for rejection of the bid.)
BIDDER:
By:(��—�
Title: ACL00).sr fl -roV,,
Alaska Business License No. Z .4 I a Ll
Kodiak Island Borough
Page 3 of 6
NICET Fire Inspection Services
Attachment 1: Bid Schedule
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 220 of 260
M
Q
U
0
Z
W
0
Q
NATIONAL INSTITUTE FOR CERTIFICATION
IN ENGINEERING TECHNOLOGIES®
Providing Certification Programs Since 1961
BE IT KNOWN THAT
Rick R. Taylor
IS HEREBY AWARDED CERTIFICATION AT
LEVEL II
IN FIRE PROTECTION ENGINEERING TECHNOLOGY
FIRE ALARM SYSTEMS
BASED UPON SUCCESSFUL DEMONSTRATION OF REQUISITE KNOWLEDGE,
EXPERIENCE AND WORK PERFORMANCE AS SET FORTH BY THIS INSTITUTE.
Certification Valid through November 1, 2017
CERTIFICATION NUMBER 93015
t
CHAIRMAN OF THE NICET BOARD OF GOVERNORS
A DIVISION OF THE NATIONAL SOCIETY OF PROFESSIONAL ENGINEERS
0
m
N
_0
N
N
N
to
0-
0 0
z
U
N
L
0
A
m
NICET
NATIONAL INSTITUTE FOR CERTIFICATION
IN ENGINEERING TECHNOLOGIES®
Providing Certification Programs Since 1961
BE IT KNOWN THAT
Rick R. Taylor
IS HEREBY AWARDED CERTIFICATION AT
LEVEL II
IN FIRE PROTECTION ENGINEERING TECHNOLOGY
SPECIAL HAZARDS SUPPRESSION SYSTEMS
BASED UPON SUCCESSFUL DEMONSTRATION OF REQUISITE KNOWLEDGE,
EXPERIENCE AND WORK PERFORMANCE AS SET FORTH BY THIS INSTITUTE.
Certification Valid throu;h November 1, 2017
CERTIFICATION NUMBER 93015
CHAIRMAN OF THE NIC ET BOARD OF GOVERNORS
A DIVISION OF THE NATIONAL SOCIETY OF PROFESSIONAL ENGINEERS
0
co
N
4-
0
N
N
N
N
NATIONAL INSTITUTE FOR CERTIFICATION
IN ENGINEERING TECHNOLOGIES®
NICET ® Providing Certification Programs Since 1961
BE IT KNOWN THAT
Rick R. Taylor
IS HEREBY AWARDED CERTIFICATION AT
LEVEL I
IN FIRE PROTECTION ENGINEERING TECHNOLOGY
WATER-BASED (FORMERLY AUTOMATIC SPRINKLER) SYSTEMS LAYOUT
BASED UPON SUCCESSFUL DEMONSTRATION OF REQUISITE KNOWLEDGE,
EXPERIENCE AND WORK PERFORMANCE AS SET FORTH BY THIS INSTITUTE.
Certification Valid through November I. 2017
CERTIFICATION NUMBER 93015
CHAIRMAN OF THE NICET BOARD OF GOVERNORS
A DIVISION OF THE NATIONAL SOCIETY OF PROFESSIONAL ENGINEERS
0
m
N
0
M
N
N
N
co
0
z
U
N
L
0
A
m
NICET
NATIONAL INSTITUTE FOR CERTIFICATION
IN ENGINEERING TECHNOLOGIES®
Providing Certification Programs Since 1961
BE IT KNOWN THAT
Vearl J. Taylor
IS HEREBY AWARDED CERTIFICATION AT
LEVEL II
IN FIRE PROTECTION ENGINEERING TECHNOLOGY
FIRE ALARM SYSTEMS
BASED UPON SUCCESSFUL DEMONSTRATION OF REQUISITE KNOWLEDGE,
EXPERIENCE AND WORK PERFORMANCE AS SET FORTH BY THIS INSTITUTE.
Certification Valid through June 1, 2017
CERTIFICATION NUMBER 132135
CHAIRMAN OF THE NICET BOARD OF GOVERNORS
A DIVISION OF THE NATIONAL SOCIETY OF PROFESSIONAL ENGINEERS
0
N
0
N
N
N
co
0-
0 0
z
U
N
L
0
A
NATIONAL INSTITUTE FOR CERTIFICATION
IN ENGINEERING TECHNOLOGIES®
/NlCET ® Providing Certification Programs Since 1961
BE IT KNOWN THAT
Vearl J. Taylor
IS HEREBY AWARDED CERTIFICATION AT
LEVEL I
IN FIRE PROTECTION ENGINEERING TECHNOLOGY
SPECIAL HAZARDS SUPPRESSION SYSTEMS
BASED UPON SUCCESSFUL DEMONSTRATION OF REQUISITE KNOWLEDGE,
EXPERIENCE AND WORK PERFORMANCE AS SET FORTH BY THIS INSTITUTE.
Certification Valid through June 1, 2017
CERTIFICATION NUMBER 132135
CHAIRMAN OF THE NICET BOARD OF GOVERNORS
A DIVISION OF THE NATIONAL SOCIETY OF PROFESSIONAL ENGINEERS
0
co
N
0
N
N
N
a-
NATIONAL INSTITUTE FOR CERTIFICATION
IN ENGINEERING TECHNOLOGIES®
NICET ® Providing Certification Programs Since 1961
BE IT KNOWN THAT
Mark A. Bartlett
15 HEREBY AWARDED CERTIFICATION AT
LEVEL II
IN FIRE PROTECTION ENGINEERING TECHNOLOGY
FIRE ALARM SYSTEMS
BASED UPON SUCCESSFUL DEMONSTRATION OF REQUISITE KNOWLEDGE,
EXPERIENCE AND WORK PERFORMANCE AS SET FORTH BY THIS INSTITUTE.
Certification Valid through March I, 2020
CERTIFICATION NUMBER 104699
CHAIRMAN OF THE NICET BOARD OF GOVERNORS
A DIVISION OF THE NATIONAL SOCIETY OF PROFESSIONAL ENGINEERS
CD
co
N
4-
0
CO
N
N
N
NATIONAL INSTITUTE FOR CERTIFICATION
IN ENGINEERING TECHNOLOGIES®
Providing Certification Programs Since 1961
BE IT KNOWN THAT
Mark A. Bartlett
IS HEREBY AWARDED CERTIFICATION AT
LEVEL I
IN FIRE PROTECTION ENGINEERING TECHNOLOGY
SPECIAL HAZARDS SUPPRESSION SYSTEMS
BASED UPON SUCCESSFUL DEMONSTRATION OF REQUISITE KNOWLEDGE,
EXPERIENCE AND WORK PERFORMANCE AS SET FORTH BY THIS INSTITUTE.
Certification Valid through March 1, 2020
CERTIFICATION NUMBER 104699
1�hw�
CHAIRMAN OF THE NICET BOARD OF GOVERNORS
A DIVISION OF THE NATIONAL SOCIETY OF PROFESSIONAL ENGINEERS
CD
co
N
4-
0
I—
N
N
N
NATIONAL INSTITUTE FOR CERTIFICATION
IN ENGINEERING TECHNOLOGIES°
Providing Certification Programs Since 1961
BE IT KNOWN THAT
Robert A. Doehler
IS HEREBY AWARDED THE FOLLOWING CERTIFICATION
Fire Alarm Systems Level III
BASED UPON SUCCESSFUL DEMONSTRATION OF REQUISITE KNOWLEDGE,
EXPERIENCE AND WORK PERFORMANCE AS SET FORTH BY THIS INSTITUTE.
Certification Valid Through June 1, 2020
Certification Number: 145061
Verify at https://nicet.useclarus.com/credentials/verify/
CHAIR OF THE NICET BOARD OF GOVERNORS
A DIVISION OF THE NATIONAL SOCIETY OF PROFESSIONAL ENGINEERS
CD
co
N
4-
0
00
N
N
N
M
Q
W
0
Z
W
Q
9/14/22,7:51 AM
Bret - Outlook Web App
NATIONAL INSTITUTE FOR CERTIFICATION
_ IN ENGINEERING TECHNOLOGIES"
NIGET 8 Providing Certification Programs Since 1961
BE IT KNOWN THAT
Lane R Taylor
IS HEREBY AWARDED THE FOWING CERTIFICATION
-Fire Alarm Systems Level II
Certification Number 152342
Valid Through 2023-0"1
nieetnorglver4
BASED UPON SUCCESSFUL DEMONSTRATION OF REQUISITE KNOWLEDGE,
EXPERIENCE AND WORK PERFORMANCE AS SET FORTH BY THIS INSTITUTE,.
0111-M : -
CHAIR OF THE NICEC BOARD OF GOVERNORS
A DMSION OF THE NATIONAL SOCIETY OF PROFESSIONAL ENGINEERS
https://mail.hostedak.com/owa/#viewmodel=lAttachmentViewModelPopoutFactory&AttachmentJson=%u7B" type"%3A"FileAttachment%3A%23Exchange"%2C"Attachmentid"%3A%u7B"Id"%u3A"AAMkA... 1/2
O
N
O
N
N
N
I)
co
0-
A
9/14/22, 7:52 AM
A�OF
+ THE STATE
him VA��{/;•� � t7
ALASKA
�- GOVERNOR MICEkEL J. DUNLEAVY
ALA5
April 14, 2020
Troy Jensen
1441 S. Downwind Drive
Wasilla, AK 99623
Re: New Fire System Permit IIB
Dear Troy Jensen:
AGENDA ITEM #14.A.3.
Bret - Outlook Web App
Department of Public Safety
DIVISION OF FIRE AND LIFE S_AFETI
Life Safety Inspection Bureau
5700 East Tudor Road
Anchorage. ABa5ko 99507-1225
Man: 907.269.5637
Fax: 997.269:5O}8
We are pleased to issue your permit number 190080 allowing you topeaform installation and
maintenance of fire sprinkler and standpipe systems beginning at thepoint water supply is used
exclusively for the fire suppression system in the State of Alaskaandwill expire 04!14./2023.
Working outside the scope cf your permit is avidation of AS 18.70.100-
A permit issued under section 13 AAC 50.035 expires three years from the date of issuance. The
authority of apermit holder to design, install, or maintain a system under a permit ceases
immediately upon expiration of the permit_ A permit may be renewed upon application to the
division of fire and life safety on forms promdedby the division and minimum of 15 documented
credit unit hours of continuing education over the course of the permit being renewed Cotinuing
education credit units are based on an hour -for -hour formal training conducted within the permit
type being renewed However, instead of 15 documented continuing education units for renewal, an
applicant for a state Class aSpecial permit described in (g)(3) of this section must provide a
current electrician journeyman license for this state and a certificate of fitness under AS 18.62_
An applicant may submit for renewal a maximum of thirty (30) days prior to hi Vher permit expiring
as there is no grace periodfor this permit_
If you have any questions or concerns, please contact me_
inceiLel
Director I Richard oothby � —
State Fire Marshal
https://mail.hostedak.com/owa/#viewmodel=lAttachmentViewMode[PopoutFactory&AttachmentJson=%7B"_type"%3A"FileAttachment°/`3A%23Exch... 1/1
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 230 of 260
THE STATE
°f11. ---
GOVERNOR MICK-%EL J. DUNLE.aVY
September 3, 2019
MITCHELL HARRIS
PO BOX 20548
JUNEAU AK 99802
Re: Fire System Permit Renewal - IIB
Dear MITCHELL HARRIS:
AGENDA ITEM #14.A.3.
Department of Public Safety
DIVISION OF FIRE AND LIFE SAFETY
Life Safety Inspection Bureau
5700 East Tudor Road
Anchorage, Alaska 99507-1225
Main: 907.269.5637
Fax: 907.269.5018
We are pleased to renew your permit number 06-013 allowing you to perform installation and
maintenance of fire sprinkler and standpipe systems beginning at the point water supply is used
exclusively for the fire suppression system in the State of Alaska and will 9/27/2022.
Working outside the scope of your permit is a violation of AS 18.70.100.
A permit issued under section 13 AAC 50.035 expires three years from the date of issuance. The
authority of a permit holder to design, install, or maintain a system under a permit ceases
immediately upon expiration of the permit. A permit may be renewed upon application to the
division of fire and life safety on forms provided by the division and a minimum of 15 documented
credit unit hours of continuing education over the course of the permit being renewed. Continuing
education credit units are based on an hour -for -hour formal training conducted within the permit
type being renewed. However, instead of 15 documented continuing education units for renewal, an
applicant for a state Class IB -Special permit described in (g)(3) of this section must provide a
current electrician journeyman license for this state and a certificate of fitness under AS 18.62.
An applicant may submit for renewal a maximum of thirty (30) days prior to his/her permit expiring
as there is no grace period for this permit.
If you have any questions or concerns, please contact me.
Sincerel, ,
Richard Boothby
Director / State Fire Marshal
Contract No. FY2024-07 Approval Of Landfill Fire Alarm And Sprinkler Def... Page 231 of 260
W RI� e�
5887 E. Blue Lupine Dr.
Palmer, AK 99645
OV40u� ISUND 3MO140i
— fA I COP"t' Flow 14spmogs
RECEI: ED CE H
//'07 �
NQ,bW'AOS .A��df: i�t�ROUGH
7ODI ISLA d .. OUGH710 Mill Bay Rd Kodiak AK'99615 71Bay Rd Kod k A 99615
0
N
O
N
co
N
N
f0
0
z
U
N
L
O
AGENDA ITEM #14.C.1.
KODIAK ISLAND BOROUGH
STAFF REPORT
AUGUST 3, 2023
ASSEMBLY REGULAR MEETING
SUBJECT: Ordinance No. FY2024-05 Of The Assembly Of The Kodiak Island Borough
Adopting Proposed Changes To The Kodiak Island Borough Salary Schedules
ORIGINATOR: Aimee Williams, Borough Manager
RECOMMENDATION:
Move to advance Ordinance No. FY2024-05 to public hearing at the next regular meeting of the
Assembly
DISCUSSION:
ALTERNATIVES:
FISCAL IMPACT:
This increase was already built into the FY2024 budget so no additional budget changes are
necessary.
OTHER INFORMATION:
Kodiak Island Borough
Ordinance No. FY2024-05 Of The Assembly Of The Kodiak Island Borough Ado... Page 233 of 260
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
AGENDA ITEM #14. C.1.
KODIAK ISLAND BOROUGH
ORDINANCE NO. FY2024-05
AN ORDINANCE OF THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH ADOPTING
PROPOSED CHANGES TO THE KODIAK ISLAND BOROUGH SALARY SCHEDULES
WHEREAS, the Kodiak Island Borough has two salary schedules that cover all regular and
temporary employees (excluding contract employees); one for bargaining unit positions and one
for non -bargaining unit positions; and
WHEREAS, the salary schedules for both bargaining unit positions and non -bargaining unit
positions were most recently amended by Ordinance No. FY2023-09; and
WHEREAS, the bargaining unit employees salary changes are governed by the Collective
Bargaining Agreement with the International Brotherhood Of Electrical Workers #1547 and there
are no proposed changes to the current schedule (Exhibit A) at this time; and
WHEREAS, the assembly finds that it is in the Borough's best interest to amend the non -
bargaining unit employees salary schedule (Exhibit B) to reflect an increase of 2.5% to reflect
current inflation trends.
NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KODIAK ISLAND
BOROUGH that:
Section 1: This ordinance is not of a general and permanent nature and shall not become a part
of the Kodiak Island Borough Code of Ordinances.
Section 2: the Kodiak Island Borough salary schedules adopted by Ordinance No. FY2023-09
are hereby amended to reflect the salary schedules set forth in Exhibit A and Exhibit
B, attached herein, which are adopted by reference, and prior versions of the
schedules are hereby replaced.
Effective Date: This ordinance shall be effective as of August 6, 2023.
ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
THIS DAY OF , 2023
KODIAK ISLAND BOROUGH
Scott Arndt, Mayor
Introduced by: Manager
Ordinance No. FY2024-05
ATTEST:
Nova M. Javier, MMC, Borough Clerk
Page 1 of 2
Ordinance No. FY2024-05 Of The Assembly Of The Kodiak Island Borough Ado... Page 234 of 260
AGENDA ITEM #14.C.1.
45 First reading:
46 Second reading/public hearing:
47
48 VOTES:
49 Ayes:
50 Noes:
Ordinance No. FY2024-05 Page 2 of 2
Ordinance No. FY2024-05 Of The Assembly Of The Kodiak Island Borough Ado... Page 235 of 260
0
Q
D
W
D
n
CDz
O
-n
N
O
N
O
V1
0
h
3
CD
D
<n
<n
CD
0
T
O
_Q
77
F
Q
O
O
C
CQ
D
Q
O
Sy
CD
N
W
O_
N
0)
O
Kodiak Island Borough
Salary Schedule for Bargaining Unit Positions
As of 10/16/2022 (Per Ord. No. FY23-09)
A
B
C
D
E
F
G
H
I
J
K
L
M
7.00
Annual
36,519
37,432
38,368
39,327
40,310
41,318
42,351
43,410
44,495
45,608
46,747
47,916
49,114
Hourly
17.5573
17.9962
18.4461
18.9073
19.3800
19.8645
20.3611
20.8701
21.3919
21.9267
22.4748
23.0367
23.6126
7.50
Annual
37,432
38,368
39,327
40,310
41,318
42,351
43,410
44,495
45,608
46,748
47,916
49,114
50,342
Hourly
17.9962
18.4461
18.9073
19.3800
19.8645
20.3611
20.8701
21.3919
21.9267
22.4748
23.0367
23.6126
24.2029
8.00
Annual
38,368
39,327
40,310
41,318
42,351
43,410
44,495
45,607
46,748
47,916
49,114
50,342
51,600
Hourly
18.4461
18.9073
19.3800
19.8645
20.3611
20.8701
21.3919
21.9267
22.4748
23.0367
23.6126
24.2029
24.8080
8.50
Annual
39,327
40,310
41,318
42,351
43,410
44,495
45,608
46,748
47,916
49,114
50,342
51,601
52,891
Hourly
18.9073
19.3800
19.8645
20.3611
20.8701
21.3919
21.9267
22.4748
23.0367
23.6126
24.2029
24.8080
25.4282
9.00
Annual
40,310
41,318
42,351
43,410
44,495
45,607
46,748
47,916
49,114
50,342
51,601
52,891
54,213
Hourly
19.3800
19.8645
20.3611
20.8701
21.3919
21.9267
22.4748
23.0367
23.6126
24.2029
24.8080
25.4282
26.0639
9.50
Annual
41,318
42,351
43,410
44,495
45,608
46,748
47,916
49,114
50,342
51,601
52,891
54,213
55,569
Hourly
19.8645
20.3611
20.8701
21.3919
21.9267
22.4748
23.0367
23.6126
24.2029
24.8080
25.4282
26.0639
26.7155
10.00
Annual
42,351
43,410
44,495
45,608
46,748
47,916
49,114
50,342
51,601
52,891
54,213
55,568
56,958
Hourly
20.3611
20.8701
21.3919
21.9267
22.4748
23.0367
23.6126
24.2029
24.8080
25.4282
26.0639
26.7155
27.3834
10.50
Annual
43,410
44,495
45,608
46,747
47,916
49,114
50,342
51,601
52,891
54,213
55,568
56,957
58,381
Hourly
20.8701
21.3919
21.9267
22.4748
23.0367
23.6126
24.2029
24.8080
25.4282
26.0639
26.7155
27.3834
28.0680
11.00
Annual
44,495
45,608
46,748
47,916
49,114
50,342
51,601
52,891
54,213
55,568
56,958
58,382
59,841
Hourly
21.3919
21.9267
22.4748
23.0367
23.6126
24.2029
24.8080
25.4282
26.0639
26.7155
27.3834
28.0680
28.7697
11.50
Annual
45,607
46,748
47,916
49,114
50,342
51,601
52,891
54,213
55,568
56,957
58,381
59,841
61,337
Hourly
21.9267
22.4748
23.0367
23.6126
24.2029
24.8080
25.4282
26.0639
26.7155
27.3834
28.0680
28.7697
29.4889
12.00
Annual
46,748
47,916
49,114
50,342
51,601
52,891
54,213
55,568
56,958
58,382
59,841
61,337
62,870
Hourly
22.4748
23.0367
23.6126
24.2029
24.8080
25.4282
26.0639
26.7155
27.3834
28.0680
28.7697
29.4889
30.2262
12.50
Annual
47,916
49,114
50,342
51,601
52,891
54,213
55,568
56,957
58,381
59,841
61,337
62,870
64,442
Hourly
23.0367
23.6126
24.2029
24.8080
25.4282
26.0639
26.7155
27.3834
28.0680
28.7697
29.4889
30.2261
30.9818
13.00
Annual
49,114
50,342
51,601
52,891
54,213
55,568
56,957
58,381
59,841
61,337
62,871
64,443
66,054
Hourly
23.6126
24.2029
24.8080
25.4282
26.0639
26.7155
27.3834
28.0680
28.7697
29.4889
30.2262
30.9819
31.7564
13.50
Annual
50,342
51,601
52,891
54,213
55,568
56,957
58,382
59,841
61,337
62,871
64,442
66,053
67,704
Hourly
24.2029
24.8080
25.4282
26.0639
26.7155
27.3834
28.0680
28.7697
29.4889
30.2262
30.9818
31.7563
32.5503
0
Q
D
W
D
n
CDz
O
-n
N
O
N
O
V1
0
h
3
CD
D
<n
<n
CD
3
0
T
O
_Q
77
F
Q
O
O
C
CQ
D
Q
O
Sy
CD
N
W
O_
N
0)
O
Kodiak Island Borough
Salary Schedule for Bargaining Unit Positions
As of 10/16/2022 (Per Ord. No. FY23-09)
A
B
C
D
E
F
G
H
I
J
K
L
M
14.00
Annual
51,601
52,891
54,213
55,568
56,958
58,381
59,841
61,337
62,870
64,442
66,053
67,704
69,397
Hourly
24.8080
25.4282
26.0639
26.7155
27.3834
28.0680
28.7697
29.4889
30.2262
30.9818
31.7564
32.5503
33.3641
14.50
Annual
52,891
54,213
55,568
56,957
58,381
59,841
61,337
62,871
64,442
66,053
67,705
69,398
71,133
Hourly
25.4282
26.0639
26.7155
27.3834
28.0680
28.7697
29.4889
30.2262
30.9818
31.7564
32.5503
33.3641
34.1982
15.00
Annual
54,213
55,568
56,957
58,382
59,841
61,337
62,871
64,442
66,053
67,705
69,397
71,132
72,910
Hourly
26.0639
26.7155
27.3834
28.0680
28.7697
29.4889
30.2262
30.9818
31.7564
32.5503
33.3640
34.1981
35.0531
15.50
Annual
55,568
56,957
58,381
59,841
61,337
62,871
64,442
66,053
67,705
69,397
71,132
72,910
74,733
Hourly
26.7155
27.3834
28.0680
28.7697
29.4889
30.2262
30.9818
31.7564
32.5503
33.3640
34.1981
35.0531
35.9294
16.00
Annual
56,958
58,382
59,841
61,337
62,870
64,442
66,053
67,705
69,397
71,132
72,910
74,733
76,601
Hourly
27.3834
28.0680
28.7697
29.4889
30.2262
30.9818
31.7564
32.5503
33.3640
34.1981
35.0531
35.9294
36.8277
16.50
Annual
58,382
59,841
61,337
62,870
64,442
66,053
67,705
69,397
71,132
72,910
74,733
76,601
78,516
Hourly
28.0680
28.7697
29.4889
30.2262
30.9818
31.7564
32.5503
33.3640
34.1981
35.0531
35.9294
36.8276
37.7483
17.00
Annual
59,841
61,337
62,871
64,442
66,053
67,705
69,397
71,132
72,910
74,733
76,601
78,516
80,479
Hourly
28.7697
29.4889
30.2262
30.9818
31.7564
32.5503
33.3640
34.1981
35.0531
35.9294
36.8276
37.7483
38.6920
17.50
Annual
61,337
62,871
64,442
66,053
67,705
69,397
71,132
72,911
74,733
76,601
78,516
80,479
82,491
Hourly
29.4889
30.2262
30.9818
31.7564
32.5503
33.3640
34.1981
35.0531
35.9294
36.8276
37.7483
38.6920
39.6593
18.00
Annual
62,870
64,442
66,053
67,705
69,397
71,132
72,910
74,733
76,601
78,517
80,479
82,491
84,553
Hourly
30.2262
30.9818
31.7564
32.5503
33.3640
34.1981
35.0531
35.9294
36.8276
37.7483
38.6920
39.6593
40.6508
18.50
Annual
64,442
66,053
67,705
69,397
71,132
72,910
74,733
76,601
78,516
80,479
82,491
84,553
86,667
Hourly
30.9818
31.7564
32.5503
33.3640
34.1981
35.0531
35.9294
36.8276
37.7483
38.6920
39.6593
40.6508
41.6671
19.00
Annual
66,053
67,705
69,397
71,132
72,910
74,733
76,601
78,516
80,479
82,491
84,554
86,668
88,835
Hourly
31.7564
32.5503
33.3640
34.1981
35.0531
35.9294
36.8276
37.7483
38.6920
39.6593
40.6508
41.6671
42.7087
19.50
Annual
67,705
69,397
71,132
72,910
74,733
76,601
78,517
80,479
82,491
84,554
86,668
88,835
91,056
Hourly
32.5503
33.3640
34.1981
35.0531
35.9294
36.8276
37.7483
38.6920
39.6593
40.6508
41.6671
42.7088
43.7765
20.00
Annual
69,397
71,132
72,910
74,733
76,601
78,516
80,479
82,491
84,554
86,668
88,834
91,055
93,331
Hourly
33.3640
34.1981
35.0531
35.9294
36.8276
37.7483
38.6920
39.6593
40.6508
41.6671
42.7088
43.7765
44.8709
20.50
Annual
71,132
72,910
74,733
76,602
78,517
80,479
82,491
84,554
86,668
88,834
91,055
93,331
95,665
Hourly
34.1981
35.0531
35.9294
36.8276
37.7483
38.6920
39.6593
40.6508
41.6671
42.7088
43.7765
44.8709
45.9927
0
Q
D
W
D
n
CDz
O
-n
N
O
N
O
V1
0
h
3
CD
D
<n
<n
CD
3
0
T
O
_Q
77
F
Q
O
O
C
CQ
D
Q
O
v
CD
N
W
00
O_
N
0)
O
Kodiak Island Borough
Salary Schedule for Bargaining Unit Positions
As of 10/16/2022 (Per Ord. No. FY23-09)
A
B
C
D
E
F
G
H
I
J
K
L
M
21.00
Annual
72,910
74,733
76,601
78,517
80,479
82,491
84,554
86,668
88,834
91,055
93,331
95,664
98,056
Hourly
35.0531
35.9294
36.8276
37.7483
38.6920
39.6593
40.6508
41.6671
42.7088
43.7765
44.8709
45.9927
47.1425
21.50
Annual
74,733
76,601
78,516
80,479
82,491
84,554
86,668
88,834
91,055
93,332
95,665
98,057
100,508
Hourly
35.9294
36.8276
37.7483
38.6920
39.6593
40.6508
41.6671
42.7088
43.7765
44.8709
45.9927
47.1425
48.3211
22.00
Annual
76,601
78,516
80,479
82,491
84,554
86,667
88,834
91,055
93,331
95,665
98,056
100,507
103,020
Hourly
36.8276
37.7483
38.6920
39.6593
40.6508
41.6671
42.7088
43.7765
44.8709
45.9927
47.1425
48.3211
49.5291
22.50
Annual
78,517
80,479
82,491
84,554
86,668
88,834
91,055
93,331
95,665
98,056
100,508
103,021
105,596
Hourly
37.7483
38.6920
39.6593
40.6508
41.6671
42.7088
43.7765
44.8709
45.9927
47.1425
48.3211
49.5291
50.7674
23.00
Annual
80,479
82,491
84,554
86,668
88,834
91,055
93,331
95,665
98,056
100,508
103,021
105,597
108,236
Hourly
38.6920
39.6593
40.6508
41.6671
42.7088
43.7765
44.8709
45.9927
47.1425
48.3211
49.5291
50.7673
52.0365
23.50
Annual
82,491
84,554
86,668
88,834
91,055
93,332
95,665
98,056
100,508
103,021
105,596
108,236
110,942
Hourly
39.6593
40.6508
41.6671
42.7088
43.7765
44.8709
45.9927
47.1425
48.3211
49.5291
50.7673
52.0365
53.3374
24.00
Annual
84,554
86,667
88,834
91,055
93,331
95,665
98,056
100,508
103,020
105,596
108,236
110,942
113,715
Hourly
40.6508
41.6671
42.7088
43.7765
44.8709
45.9927
47.1425
48.3211
49.5291
50.7673
52.0365
53.3374
54.6708
24.50
Annual
86,668
88,834
91,055
93,331
95,665
98,056
100,508
103,020
105,596
108,236
110,942
113,716
116,558
Hourly
41.6671
42.7088
43.7765
44.8709
45.9927
47.1425
48.3211
49.5291
50.7673
52.0365
53.3374
54.6708
56.0376
25.00
Annual
88,834
91,055
93,332
95,665
98,056
100,508
103,021
105,596
108,236
110,942
113,715
116,558
119,472
Hourly
42.7088
43.7765
44.8709
45.9927
47.1425
48.3211
49.5291
50.7673
52.0365
53.3374
54.6708
56.0376
57.4385
25.50
Annual
91,055
93,331
95,665
98,056
100,508
103,020
105,596
108,236
110,942
113,715
116,558
119,472
122,459
Hourly
43.7765
44.8709
45.9927
47.1425
48.3211
49.5291
50.7673
52.0365
53.3374
54.6708
56.0376
57.4385
58.8745
26.00
Annual
93,331
95,665
98,056
100,508
103,020
105,596
108,236
110,942
113,715
116,558
119,472
122,459
125,520
Hourly
44.8709
45.9927
47.1425
48.3211
49.5291
50.7673
52.0365
53.3374
54.6708
56.0376
57.4386
58.8746
60.3464
26.50
Annual
95,665
98,056
100,508
103,021
105,596
108,236
110,942
113,715
116,558
119,472
122,459
125,520
128,658
Hourly
45.9927
47.1425
48.3211
49.5291
50.7673
52.0365
53.3374
54.6708
56.0376
57.4386
58.8745
60.3464
61.8550
27.00
Annual
98,057
100,508
103,021
105,596
108,236
110,942
113,715
116,558
119,472
122,459
125,521
128,659
131,876
Hourly
47.1425
48.3211
49.5291
50.7673
52.0365
53.3374
54.6708
56.0376
57.4386
58.8745
60.3464
61.8551
63.4014
27.50
Annual
100,508
103,021
105,596
108,236
110,942
113,715
116,558
119,472
122,459
125,521
128,658
131,874
135,171
Hourly
48.3211
49.5291
50.7673
52.0365
53.3374
54.6708
56.0376
57.4386
58.8745
60.3464
61.8550
63.4014
64.9864
0
Q
D
W
D
n
CDz
O
-1
N
O
N
O
V1
0
h
3
CD
D
<n
<n
CD
3
0
T
O
_Q
v
77
F
v
Q
W
O
O
C
CQ
D
O
Kodiak Island Borough
Salary Schedule for Bargaining Unit Positions
As of 10/16/2022 (Per Ord. No. FY23-09)
A
B
C
D
E
F
G
H
I
J
K
L
M
28.00
Annual
103,020
105,596
108,236
110,942
113,715
116,558
119,472
122,459
125,520
128,658
131,875
135,172
138,551
Hourly
49.5291
50.7673
52.0365
53.3374
54.6708
56.0376
57.4386
58.8745
60.3464
61.8550
63.4014
64.9864
66.6111
28.50
Annual
105,596
108,236
110,942
113,715
116,558
119,472
122,459
125,521
128,658
131,875
135,172
138,551
142,015
Hourly
50.7673
52.0365
53.3374
54.6708
56.0376
57.4386
58.8745
60.3464
61.8550
63.4014
64.9864
66.6111
68.2763
29.00
Annual
108,236
110,942
113,715
116,558
119,472
122,459
125,521
128,658
131,875
135,172
138,551
142,015
145,565
Hourly
52.0365
53.3374
54.6708
56.0376
57.4386
58.8745
60.3464
61.8550
63.4014
64.9864
66.6111
68.2764
69.9833
29.50
Annual
110,942
113,715
116,558
119,472
122,459
125,520
128,658
131,875
135,172
138,551
142,015
145,565
149,205
Hourly
53.3374
54.6708
56.0376
57.4386
58.8745
60.3464
61.8550
63.4014
64.9864
66.6111
68.2764
69.9833
71.7329
30.00
Annual
113,715
116,558
119,472
122,459
125,521
128,658
131,875
135,172
138,551
142,015
145,565
149,204
152,934
Hourly
54.6708
56.0376
57.4386
58.8745
60.3464
61.8550
63.4014
64.9864
66.6111
68.2764
69.9833
71.7329
73.5262
0
Q
D
W
D
n
z
O
-1
N
O
N
O
V1
0
3
D
Cn
1n
0
T
O
_Q
77
[n
Q
O
O
C
CQ
D
O
N
41.CD
O
N
O
Kodiak Island Borough
Salary Schedule for Non -Bargaining Unit Positions
Changes Proposed by Ordinance FY2024-05
44M New 9Id New 44M New 44W New 91d New 44M New 44M
A A 8 B 6 C 13 D E E F F 6
All
Annual 37;662
37,989 38;359
39,318 39392
40,695 44,991
42,118 42,-530
43,593 44,918
45,118 4S,7859
Hourly i7.8483
18.2638 48.5
i-22 18.9029 i9.0072
19.5646 49.75;;
20.2494 20.ii69
20.9581 24..-1�;
21.6916 N.9032
Al2
Annual 42;622
43,688 44,1-14
45,217 4.;-6b8
46,799 47356
48,437 48,919
50,133 50;622
51,888 54,393
Hourly 26:+;-2;
21.0036 2,.206;
21.7387 2i.9398
22.4996 22-..7i9i
23.2871 23. S
i 43 24.1022 24.3373
24.9457 25. i 89i
A13
Annual 46;534
48,056 4825
49,738 50,223
51,479 54,981
53,281 53;891
55,146 55-;684
57,076 59-;633
Hourly 22.5405
23.1040 23.42T
23.9126 n -.
n9 24.7495 2i.99i0
25.6158 25.8654
26.5123 �0
27.4403 27.-.980
B21
Annual 49;428
S0,459 SOp954
52,225 S2,:735
54,053 54,581
55,946 56;491
57,903 58,468
59,930 693-14
Hourly 23.66;E;
24.2S92 24.2592 2�0
25.1082 2;.3;32
25.9870 ?6.2496
26.8966 2:74599
27.8380 284020
28.8122 29.�T
B22
Annual 5-1-1690
52,982 53499
54,836 557-6
56,755 57;389
58,742 54,345
60,798 639-1
62,926 63540
Hourly 2x.6-.,00
25.4721 2;.:7200
26.3636 26..6202
27.2864 27,9820
28.2414 28-n09
29.2298 2.S
i;0 30.2529 00-.,T00
B23
Annual 543-74
55,631 56;473
57,577 S8,439
59,592 60,174
61,678 62,289
63,837 61,469
66,072 66346
Hourly 26.0931
26.7454 27-..0000
27.6815 27,9
s i s 28.6503 29.9292
29.6531 2772,-2T
30.6910 00-990.
31.7652 32.()7;()
624/631
Annual 56;387
58,412 58,982
60,457 63;946
62,572 63,1-83
64,763 65394
67,029 67,683
69,375 70,052
Hourly 27-3-r2
28.0826 28-9862
29.0656 29.3i92
30.0828 30:3764
31.1358 3rA30
32.2255 3.5399
33.3534 avro0
625/632
Annual 59;537
61,333 61,934
63,479 6499
65,701 66;.12
68,001 68,661
70,381 7-1-;868
72,845 73;5 -SS
Hourly 20-7,040
29.4870 27-0714
30.5191 30.8168
31.5872 37-0701
32.6928 33.0i
4;z 33.8370 34.1674
35.0213 98-0m0
C41
Annual 62,829
64,400 653.28
66,654 67,394
68,987 69;560
71,402 72,998
73,900 74;62-1
76,487 77333
Hourly 393864
30.9616 31..2606
32.0452 32.3;70
33.1667 33�0
34.3276 346625
35.5291 98-.,877;2
36.7726 �0
C42
Annual 651970
67,619 68,179
69,986 79,664
72,436 73-1+
74,971 7536
77,595 751352
80,311 84;094
Hourly 31.7,-01
32.5093 02.820;
33.6472 07-77sq
34.8248 374616
36.0437 36.39;0
37.3052 37-:6692
38.6109 00--070
0
Q
D
W
D
n
z
O
-1
N
O
N
O
V1
0
3
D
Cn
1n
0
T
O
_Q
77
[n
Q
O
O
C
CQ
D
O
N
O
N
m
O
Kodiak Island Borough
Salary Schedule for Non -Bargaining Unit Positions
Changes Proposed by Ordinance FY2024-05
44M New 0m New 44M New 44W New 91d New 44M New 44M
A A 8 B 6 C 13 D E E F F 6
C43
Annual 69,269
71,001 ,'4,693
73,485 44
92 76,057 46399
78,719 79,487
81,474 82,2:79
84,327 8s,149
Hourly
.3 34.1349 3„-1679
35.3296-6712
36.5661 .8
37.8459 .i
39.1705 .7
40.5415 3
C44/C51
Annual 72,732
74,550 3;,2:78
77,160 7:7,9-t-2
79,860 89,639
82,655 83,462
85,549 86,383
88,543 89,406
Hourly 34-9674
35.8416 36.1912
37.0960 3�9
38.3943 38.4689
39.7381 iOA2�8
41.1289 ii.5
92 42.5685 n--838
C45/C52
Annual 7^�
74,550 7;,278
77,160 77,9422
79,860 89,,639
82,655 83,162
85,549 86,383
88,543 99,106
Hourly 34.9641
35.8416 36-1912
37.0960 3,-+5-19
38.3943 38.4689
39.7381 i0.i236
41.1289 gi.5332
42.5685 42-9836
D61
Annual 80,187
82,192 82,994
85,069 85-;899
88,046 88,905
91,128 92;0-1:7
94,317 95,23:7
97,618 98,379
Hourly 38-:55-1-5
39.5153 39:-9908
40.8983 4i..29:7i
42.3298 12.7423
43.8114 44.2388
45.3448 45687E
46.9318 47.-3897
D62
Annual 84,-}97
86,302 877E44
89,323 99,494
92,449 93351
95,685 96;648
99,033 +99c000
102,500 ,
Hourly 36.m3
41.4915 14..8963
42.9437 91-3326
44.4467 ,T-6663
46.0023 16..1544
47.6124 489769
49.2788 6
D63
Annual 88,106
90,616 91;596
93,789 94363
97,071 98,918
100,468 494,118
103,984 491,999
107,624 998;674
Hourly Q.;(-.11
43.5657 i 3.9907
45.0905 ,3,3-.,
m 46.6687 i 7.. -a
-i6 48.3021 i 8.7733
49.9926 so. i
so. 51.7424 3=--1-x72
E81
Annual 92,826
95,147 96;873
98,477 99,438
101,924 102,948
105,491 106,529
109,183 449,248
113,004 14 4, 107
Hourly 34.6261
45.7438 46.1900
47.3448 47.8967
49.0019 494799
50.7169 31..1-1.
52.4920 S3.99i
1 54.3292 31. 8�93
E82
Annual 97,169
99,906 990;880
103,402 101,,919
107,021 498,966
110,768 -14-1818
114,644 11;,:762
118,656 419,814
Hourly 46-8600
48.0315 4830(m
49.7126 36-1941
51.4526 31,3333
53.2535 53.4439
55.1173 33-6336
57.0464 33-3636
E83
Annual 192,344
104,900
108,571 499,631
112,372 413,168
116,305 414,439
120,375
124,58812;,894
Hourly 19.2926
50.4327 59.92
4:7 52.1978 n-3616
54.0247 3i.rS13
55.9156 56-46-14
57.8726 S8.4372
59.8981 694825
0
1
Ll
Iv
D
0
Co
z
O
-1
N
O
N
O
Cn
0
3
CD
D
Cn
Cn
CD
3
0
3
CD
7
0
_Q
[n
Q
00
0
1
0
C
cc
3
D
CL
0
T
Lli
CD
N
N
0
N
CA
O
Kodiak Island Borough
Salary Schedule for Non -Bargaining Unit Positions
Changes Proposed by Ordinance FY2024-05
New Old
G 14
New
H
014 New
I I
4414 New 44M
f J K
New
K
4414 New
L L
4414 New
h4 M
46,698 4;E,-1-53
48,332
48,894 50,024
i0;S42 51,775 i2-,2'79
53,586
54,499 55,462
56,903 57,403
22.4508 .8
23.2365
.3 24.0499
2q..28is 24.8916 .i
25.7628
26,0414 26.6645
26.9216 27.5977
53,703 54;22-'7
55,583
56;425 57,528
58,089 59,541 69,,-123
61,626
62,227 63,783
64;405 66,015
25.8188 26-0707
26.7225
�2 27.6578
27.92;E6 28.6258 28.995i
29.6277
29.9168 30.6647
30.9639 31.7380
59,074 59,650
61,141
64,737 63,280
63,898 65,495 661-35
67,788
68,4-50 70,161
40;845 72,616
28.4007 28-6�-r8
29.3947
29.6815 30.4235
39.4203 31.4883 34.4955
32.5904
32-9083 33.7310
34.0691 34.9116
62,027 62,632
64,198
61,821 66,445
64,693 68,770 69,111
71,177
X89-1 73,668
44;387 76,247
29.8207 30.4416
30.8644
34.4666 31.9447
32.?;63 33.0627 33.38S3
34.2199
31.;S38 35.4176
�= 36.6573
65,129 65,464
67,408
68,466 69,768
44,448 72,209 44944
74,737
451466 77,353
48;494 80,060
31.3117 31.6472
32.4076
32.7238 33.5419
33..8692 34.7159 3-.9ne
35.9310
36.28-1S 37.1885
3„n4 i 38.4902
68,384 69;651
70,777
44;468 73,255
73;969 75,818 46;558
78,472
49;238 81,219
82;0-14 84,061
32.8769 47
34.0276
.6 35.2186
.2 36.4513 36.8069
37.7271
.i 39.0475
39.i28; 40.4142
71,803 72;-504
74,317
75_41 76,917
77668 79,610 84,,386
82,396
83-00 85,280
86-, - 88,264
34.5208 34.8576
35.7290
364776 36.9795
37.3iG3 38.2738 38.61:72
39.6134 39.6134
39.9999 40.9999
+-i.3998 42.4348
75,394 76;129
78,032
78,;E91 80,764
84,-52 83,591 84;406
86,516
87,360 89,544
90,-1-8 92,678
36.2471 364007
37.5157
3;.88i7 38.8287
39.2045 40.1877 40.5798
41.5943
+te1 43.0501
+3-+:79r 44.5569
79,164 751936
81,934
82734 84,802
85630 87,771 881427
90,843
94-29 94,022
94,939 97,312
38.0596 38.4399
39.3917
39x-760 40.7704
11..-1682 42.1974 +te4
43.6743
44-1994 45.2029
45.6439 46.7850
83,121 83;932
86,030
86,870 89,042
89,949 92,158 93;057
95,383
96 4 98,722
99,685 102,177
39.9623 19.3524
41.3609
1,--.6+0 42.8086
43-2262 44.3069 14.73 i
45.8576
46.3059 47.4626
4:7.92,0 49.1237
0
1
Ll
Iv
D
n
z
O
-1
N
O
N
O
Cn
0
3
CD
D
Cn
W
CD
3
0
3
CD
7
O
_Q
Q
00
O
O
C
1c
3
D
CL
O
CD
N
W
O_
N
O
O
Kodiak Island Borough
Salary Schedule for Non -Bargaining Unit Positions
Changes Proposed by Ordinance FY2024-05
New 44M
G 14
New
H
44M New 44M
I I f
New 44M
J K
New 44W
K L
New
L
44M New
h4 M
87,278 58,-1-2-9
90,332
91,214 93,494 94;406
96,766 9:7,:7-11
100,154 404 434
103,659
404;649 107,287
41.9604 12.-698
43.4290
i;.9527 44.9490 15.4876
46.5223 16.9762
48.1506 ,-e-�1
49.8359
S0.322i 51.5802
91,641 92,;36
94,849
95;474 98,168 99,1-26
101,604
105,161
108,842
109,993 112,651
44.0584 44.4882
45.6004
469453 47.1964 47.6569
48.8483 49.32i9
50.5580 �i.95i3
52.3276
�2.8381 54.1591
91,641 92,336
94,849
9°.m4 98,168 99,-26
101,604
105,161 406,187
108,842
409,903 112,651
44.0584 ,-.A882
45.6004
46.0453 47.1964 44-.6569
48.8483 49.3N9
50.5580 si.Gsi3
52.3276
52.838i 54.1591
101,034
104,571
108,231
112,019 443,4 42
115,940
119,998
124,468 124,197
48.5744 19.0183
50.2745
50:4650 52.0341 52.51-i0
53.8553 51.3808
55.7403 56.4844
57.6912
�i 59.7105
106,088
109,800
113,644
117,621
121,735 44414L,6
125,999
130,409
51.0036 �i.59i2
52.7887
S3.3937 54.6363 5;-.m+
56.5486 �3
58.5278 59-0958
60.5763
61...16-73 62.6965
111,391 442,478
115,290
4 46,411 119,324 429,189
123,501
127,824 429,974
132,298
133;588 136,928
53.5534 .9
55.4275
.S 57.3677 S7.927i
59.3756 .9
61.4538 .3
63.6046
61..2252 65.8308
116,960
121,054
, 125,290
129,676 ,
134,215
135,912
143,774
56.2308 56:4-794
58.1989
583666 60.2358 60.823v
62.3441 62.99-23
64.5261 6o -m6
66.7845
0,-+361 69.1220
122,809 424-;008
127,105
128,318 131,557 432,810
136,161 437,189
140,926 412,404
145,859
447,282 150,964
59.0431 5-6-1-94
61.1096
61.7957 63.2483 63-865+
65.4620 66-1007
67.7532 68-+.T2
70.1246
40-805'4 72.5789
128,949
133,462
138,133
142,968 ,
147,972
153,151
158,511
61.9946 62.S9T
64.1644
643904 66.4102 67-:0581
68.7346 69.4051
71.1402 7 i .83 i 3
73.6302
44.3485 76.2072
AGENDA ITEM #18.A.
FIRE PROTECTION AREA NOA BOARD
REGULAR MEETING
February 28, 2023 at 6:OOpm
Bayside Fire House
1. CALL TO ORDER/PLEDGE OF ALLEGIANCE
Chair Richard Carstens called the regular meeting to order at 6:01 PM.
2. ROLL CALL
Board Members present were Vice Chair John Parker, Paul VanDyke, Mike Dolph, and Craig
Walton. Richard Carstens was excused absent. A quorum was established. Also present were
Staff Patricia Valerio, Kodiak Island Borough Assembly Member Scott Arndt.
3. APPROVAL OF AGENDA AND APPROVAL OF MINUTES
DOLPH MOVED TO AMEND the agenda to remove item 8. Old Business.
VOICE CALL VOTE PASSED UNANIMOUSLY.
DOLPH MOVED TO approve the amended agenda and minutes from February I" & 81n,
2023.
VOICE CALL VOTE PASSED UNANIMOUSLY.
4. VISITOR COMMENTS -
5. FIRE CHIEF REPORT
Patricia Valerio read the email Chief sent into the record.
"I have ordered nine sets of gear, also we need to start looking at what we want for replacement
of E-10. I met with salesman before I flew to Tel Aviv and we are looking at 32 month turn
around on Apparatus. Fire 1 needs to start asap looking at cost. Be safe everyone."
6. CHAIR PERSONS REPORT
None.
FIRE PROTECTION AREA 1 BOARD,
REGULAR MEETING AND PUBLIC HEARING MINUTES
FEBRUARY 28, 2023 — 6:00 PM
Page 1 of 3
Fire Protection Area No. 1 Board Minutes of February 28, 2023, April 11,... Page 244 of 260
AGENDA ITEM #18.A.
7. PUBLIC HEARING
BUDGET FY2024
Vice Chair John Parker Opened the Public Hearing.
Scott Arndt shared comments and concerns about property insurance, the capital project
for the addition, and the future purchase of a fire engine.
Vice Chair John Parker Closed the Public Hearing.
Discussion among the Board about the reality of affording the presented budget.
VAN DYKE MOVED TO edit the budget as with the following: reduce the use of fund
balance by $294,500, which changes the Use of Fund Balance to $410,837. Bringing the
Total Revenue to $1,111,837. Increase Property Insurance (450.221) to $12,000 and
reduce Buildings (470.070) to $375,000. Brining the total Expenses to $1,111,837.
ROLL CALL VOTE ON MOTION PASSED UNANIMOUSLY.
VAN DYKE MOVED TO Approve the FY 2024 Budget as amended.
ROLL CALL VOTE ON MOTION PASSED UNANIMOUSLY.
5. VISITOR COMMENTS —
6. BOARD MEMBERS COMMENTS
C. Walton — I like the decision to reduce the use of fund balance. Being that tight with it would
push the envelope. We could make it happen, but I think we would be sweating it. If there was
anything else that came up throughout the year, we now know that we have funds saved.
M. Dolph — Paul thanks for your analysis of the budget. I think we did the right thing. We have
come back to looking at the big picture.
P. Van Dyke — None.
J. Parker — Budgets really require study throughout the year to be able to make revisions so we
can plan better.
C. Walton — We can plan as much as we want but Contractors have gone up in price and have
stopped listening to what the customer wants. Its has gotten much more difficult to work with
Contractors and we must make sure we stay on them to give us what we want.
FIRE PROTECTION AREA 1 BOARD,
REGULAR MEETING AND PUBLIC HEARING MINUTES
FEBRUARY 28, 2023 - 6:00 PM
Page 2 of 3
Fire Protection Area No. 1 Board Minutes of February 28, 2023, April 11,... Page 245 of 260
7. NEXT MEETING SCHEDULE — at Chair's discretion.
8. ADJOURNMENT
PARKER called for Adjournment at 6:34 p.m.
MITTED BY:
S:
dim
Patricia Valerio, Board Secretary
KIB Engineering/Facilities Department
APPROVED BY:
Chair Richard arstens
Fire Protection Area #1
L
AGENDA ITEM #18.A.
Date: Z-Z'LtZ202-3
FIRE PROTECTION AREA 1 BOARD,
REGULAR MEETING AND PUBLIC HEARING MINUTES
FEBRUARY 28, 2023 - 6:00 PM
Page 3 of 3
Fire Protection Area No. 1 Board Minutes of February 28, 2023, April 11,
Un -
OPENEI IE,D,
JUL 2 5 2023
BOROUGH CLERICS OFFICE
KODAK, ALASKA
Page 246 of 260
AGENDA ITEM #18.A.
FIRE PROTECTION AREA NO.1 BOARD
SPECIAL MEETING
April 11, 2023 at 6:00pm
Bayside Fire House
1. CALL TO ORDER/PLEDGE OF ALLEGIANCE
Chair Richard Carstens called the regular meeting to order at 6: l OPM
2. ROLL CALL
Board Members present were Chair Richard Carstens, Paul Vandyke, Mike Dolph, and Craig
Walton. John Parker was excused absent. A quorum was established. Also present were Staff
Brian Price, Kodiak Island Borough Projects Assistant Patricia Valerio, Kodiak Island Borough
Director of Finance Dora Cross, and Fire Chief Lee Finlayson.
3. APPROVAL OF AGENDA, MINUTES, AND FINANCIAL REPORT
DOLPH moved to approve the agenda, previous minutes, and the financial report. WALTON
Seconded.
VOICE VOTE ON THE MOTION CARRIED UNANIMOUSLY
4. VISITOR COMMENTS —
Patricia Valerio — "I have moved fully into the Projects Assistant Position, and Brian will be
taking over my role in the meetings."
5. FIRE CHIEF'S REPORT
Chief Finlayson reminded the board that he turned in his resignation letter for June 2"d. In the
past two weeks he has worked on getting all the bottles hydro'd and expects half to return
tomorrow. Flow testing for SMP is May 201h. Pump testing and ladder testing May 15'h and 16`h
Spoke with Carol about handling various paperwork. Will train her on the matter. Listed
Damages and gave recounts of 3 fires that occurred last the week prior. Felt that `our guys' did a
good job. Explained the plans of fire truck rides for kids and who he spoke with. Moved on to
Fire Truck Expenses and grants, saying Patricia can handle grants well by this point but still gave
recommendation to get a professional grant writer. Discussed purchasing of a new vehicle and
that prices are expected to jump to $100,000 dollars. Bill has not passed for the $750 Million in
federal money for station renovations. Recommended to catalogue the location as an EMS
training site.
Craig Walton asked if Carol would have access to the email system to have the capability to do
that. Chief Lee answered that the issue has been addressed.
Chair Carstens asked about an outlying rig that won't be delivered until 2024 and asked if the
emission standards would affect it at. Chief Finlayson answered that it should not be an issue.
FIRE PROTECTION AREA 1 BOARD,
SPECIAL MEETING MINUTES
APRIL 11, 2023-6:OOPM
Fire Prote&WA43No. 1 Board Minutes of February 28, 2023, April 11,... Page 247 of 260
AGENDA ITEM #18.A.
6. CHAIRPERSONS' REPORT —
Chair Carstens thanked Chief Finlayson for donations made to the Arts and Adventure non-
profit. Noted Bayside classroom addition was included in the Borough's Budget Report. Has
been speaking with the Borough manager about what is needed to connect the sewer lines.
Awaiting word from the Architect. Noted with interest the bid for the truck that missed by
$2,000 ended up on sale for substantially less than the bid put forward.
7. NEW BUSINESS
Chair Carstens noted the resignation of Chief Finlayson, and that the advertisement has been put
out and will close May P. Chair Carstens felt that it is likely they will be without a fire chief by
the time of Chief Finlayson's resignation. Has been in contact with Assistant Chief Bruce
McNeil and stated that he has not committed to an interim position to help.
Paul Vandyke asked if Doug Mathers had been contacted on the matter. Chair Carstens said he
had not but plans to do so and see his availability. Paul Vandyke asked further if there is a
stipend allocated for Carol and if that could be a possible agenda item for discussion in the
future. He and Chair Carstens briefly discussed the nature of payment. Paul Vandyke
recommended advertising the position within fire magazines. The board discussed.
Chair Carstens requested from staff to be notified of applicants so to provide proper scheduling
for review. Would like a plan of how to move forward after June 2nd and stated the current loose
plans involving Bruce McNeil. Paul Vandyke and staff responded saying that action must be
approved by resolution and that a name is required beforehand. The board referenced the
previous hiring process as they discussed a temporary position to fill the vacancy.
8. BOARD MEMBERS COMMENTS
C. Walton — "Well, thanks Patricia for all you've done, and you're always welcome to come by
for a visitors comment. Don't be afraid of us! We're still here. Chief, sorry you're going so soon,
and we'll be in discussion."
P. Van Dyke — "Thanks Chief for your service. Appreciate it."
M. Dolph — "Here we sit today and we're just starting to scrap the surface of this whole process.
We've been through it before and... I would hope that there are lessons learned from previous
experience, but we just need to be alert to things as they unfold."
R. Carstens — "I'll also thank Patricia for all of her work and keeping me straight. The only thing
she didn't teach me was the difference between an emergency [meeting] and a special [meeting],
but Brian worked me over on that!"
FIRE PROTECTION AREA 1 BOARD,
SPECIAL MEETING MINUTES
APRIL 11, 2023—6:OOPM
Fire Protec?IWRANo. 1 Board Minutes of February 28, 2023, April 11,... Page 248 of 260
r
L
AGENDA ITEM #18.A.
8. NEXT MEETING SCHEDULE — The next meeting was set tentatively for an inexact date
between May 5" after the advertisement airs and June 2"d when Chief Lee Finlayson is to resign.
8. ADJOURNMENT
CARSTENS called for Adjournment at 6.48pm.
SUBMITTED BY:
Brian Price, Board Secretary
KIB Engineering/Facilities Department
APPROVED BY:
Chair Richard Carstens
Fire Protection Area #1
FIRE PROTECTION AREA 1 BOARD,
SPECIAL MEETING MINUTES
Date:
Date: a ZCJ 2-3
APRIL 11, 2023-6:OOPM
Fire ProtecRWArgfa3No. 1 Board Minutes of February 28, 2023, April 11,...
E1VED
JUL 2 5 2023
BOROUGH CLERK'S OFFICE
KODIAK, ALASKA
Page 249 of 260
AGENDA ITEM #18.A.
FIRE PROTECTION AREA NO.1 BOARD
SPECIAL MEETING
May 2511, 2023 at 6:00pm
Bayside Fire House
1. CALL TO ORDER/PLEDGE OF ALLEGIANCE
Richard Carstens called the special meeting to order at 6:00pm.
2. ROLL CALL
Staff Brian Price conducted a roll call, a quorum was established. Board members present were
Mike Dolph, Chair Richard Carstens, Vice Chair Paul VanDyke, Craig Walton, and John Parker.
Others present were Bayside Fire Chief Lee Finlayson and KIB Projects Support Meagan
Christiansen.
3. APPROVAL OF AGENDA, MINUTES, AND FINANCIAL REPORT
VANDYKE MOVED to approve the agenda, minutes, and acknowledge the financial report.
DOLPH seconded.
VOICE VOTE ON MOTION CARRIED UNANIMOUSLY.
4. VISITOR COMMENTS
5. FIRE CHIEF'S REPORT
Fire Chief Lee Finlayson gave his report. Willing to drive up the purchase of the new vehicle to
break it in and reduce cost of purchase. Mentioned parade plans for the weekend. Had spoken
with Carol about planning for after his resignation is effective June 2"d
7. NEW BUSINESS
a. Approval Of An Additional $14,000 For The Purchase Of A Wildland Vehicle From
Rebel To Be Delivered By August 31, 2023.
The board discussed desired stipulations of the approval before making a motion.
PARKER MOVED to approve Kodiak Island Borough purchasing the new vehicle for $14,000
with two stipulations:
1. The vehicle is delivered by August 31, 2023
2. The new contract meets or exceeds the provisions of the prior contract agreement
VANDYKE seconded.
FIRE PROTECTION AREA 1 BOARD,
SPECIAL MEETING MINUTES,
MAY 25, 2023 — 6:OOPM
Page 1 of 2
Fire Protection Area No. 1 Board Minutes of February 28, 2023, April 11,... Page 250 of 260
AGENDA ITEM #18.A.
VANDYKE moved to amend the motion to include language in the stipulation that if the vehicle
is not produced by the 31 S` of August, then the board reserves the right to exit the contract
agreement. WALTON Seconded.
ROLL CALL VOTE ON THE MOTION AS AMMENDED CARRIED UNANIMOUSLY.
b. Discussion And Possible Approval For The Borough Manager To Approve A Fire Chief
Salary Above The Maximum Entry Level For Fire Chief As Necessary.
VANDYKE MOVED to approve recommendation to the Borough Manager to hire Scott Ellis at
Salary Level K. DOLPH seconded.
In discussion of the motion, Chair Carstens felt that when you state a desired salary and apply for
a job, experience doesn't matter when the range is limited. He felt this was a stumbling block in
hiring processes and was glad to support the approval for Scott Ellis' desired range.
ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY.
8. BOARD MEMBER COMMENTS
None.
9. NEXT MEETING SCHEDULE
Call of the Chair.
10. ADJOURNMENT
Chair Carstens adjourned the meeting at 6:23pm.
SUBMITTED BY:
�4rltz
i4v
Brian Price, Board Secretary
KIB Engineering/Facilities Department
APPROVED BY:
Chair Richard Carstens
Fire Protection Area #1
FIRE PROTECTION AREA 1 BOARD,
SPECIAL MEETING MINUTES,
MAY 25, 2023 — 6:OOPM
Page 2 of 2
Date: 71Z 5 l MZ3
Date: a 2-3
E E1VEaD
JUL 2 5 2023
BOROUGH CLEWCS OFFICE
KOMAK, ALASKA
Fire Protection Area No. 1 Board Minutes of February 28, 2023, April 11,... Page 251 of 260
AGENDA ITEM #18.B.
HEALTH FACILITIES ADVISORY BOARD
REGULAR MEETING
May 8, 2023 at 3:OOpm
Assembly Chambers
1. ROLL CALL
Scott Arndt called the regular meeting to order at 3:15 p.m. Board Members present were
Geoffrey Smith, Aimee Williams, and David Conrad. Jared Griffin arrived late at 3:18 p.m. A
quorum was established. Also present were Kodiak Island Borough Finance Director Dora Cross,
Kodiak Island Borough Special Projects Support Meagan Christiansen, Providence Kodiak
Island Medical Center Director Karl Hurtz, Tim Hocum, Dan Arnett, Jennifer Mooney, and
Tyler Steel.
2. APPROVAL OF AGENDA
SMITH MOVED to approve the agenda.
VOICE VOTE PASSED UNANIMOUSLY
3. APPROVAL OF MINUTES
SMITH MOVED to approve the minutes of the March 2, 2023, meeting.
VOICE VOTE PASSED UNANIMOUSLY
4. CITIZEN COMMENTS — none.
3. AGENDA ITEMS
A. PKIMC Fire Dampers
David Conrad reviewed the materials and explained how fire dampers worked to the
Board. The Board and audience discussed the history and importance of the fire dampers
repair/replacements. The reports from Remedi8 dba Fire Door Safety will be on the next
Assembly Meeting agenda for discussion.
B. PKIMC Elevator
David Conrad reviewed the materials and explained what he learned while the Elevator
Access & Fire inspector was here doing the evaluations. The Board and audience
discussed the importance of the elevators and the price values. Direction was given to
staff to get more information and come back to the Board.
C. PKIMC Space Programming and Concept
David Conrad reviewed the materials and explained that the Borough had received a
grant for this item. PKIMC is required to do a needs assessment every three years and the
most recent one is due to be released this summer. This item will be on the next
Assembly Meeting agenda for discussion.
HEALTH FACILITIES ADVISORY BOARD,
REGULAR MEETING MINUTES
MAY 8, 2023 - 3:00 PM
Pa o
Health Facilitese1A Vzisory Board Meeting Minutes
Page 252 of 260
AGENDA ITEM #18.B.
D. AHU1 (Air Handler Unit 1) — Cool Air Mechanical Proposal
David Conrad and Dan Arnett announced that this item is already done but is a part of a
" bigger conversation with the HVAC systems. Direction was given to have outside
conversations between PKIMC and KIB to decide priorities and then come back with a
list to the Board.
4. COMMITTEE MEMBERS COMMENTS
David Conrad — There are other issues coming up. I need to pull the latest comments in
the lease and look at asset listings. Conversations are growing due to having a better
relationship with PKIMC. Thank you.
Jared Griffin — Apologies for being late. Thank you for all the information provided. My
five take aways from last meeting were: Jensen Yorba Wall study, better communications
between PKIMC and KIB (and get a contract/lease specialist), KIB side have a
conversation about increasing the managers signing authority, developing a system to
share work orders and preventative maintenance items to help us understand workload
(have a flagging system to identify items), and augment the least to redefine spending
limits. Thank you all for coming.
Geoffrey Smith — Apologies for being late, your time is valuable. Glad to see traction on
things that we have talked about. Thank you to the staff who did the work to apply for the
grant that is great work. Thank you.
Scott Arndt None.
5. VISITOR COMMENTS — none.
6. NEXT MEETING SCHEDULE — Week of July 101h Manager to set at a later date.
7. ADJOURNMENT
SMITH MOVED to adjourn at 4:11 p.m.
SU M
= :
Pat cia Valerio,
KIB Engineering/Facilities Department
APPROVE BY:
CU� ,
Ca r: Jared G 1 i
Health Facilities Advisory Board
HEALTH FACILITIES ADVISORY BOARD,
REGULAR MEETING MINUTES
MAY 8, 2f023 -- 3:00 PM
Health FacPlfes2A°dvisory Board Meeting Minutes
Date: -7iG l -
Date: 7 tbb affin
JUL 15 1013
BOROUGH CLERICS OFFICE
KODIAK AL4 3M
Page 253 of 260
AGENDA ITEM #18.C.
SOLID WASTE ADVISORY BOARD
REGULAR MEETING MINUTES
March 2211, 2023 - 5:15 PM
Kodiak Fisheries Research Center
Call to Order
Vice -Chair Kerry Irons called the regular meeting to order at 5:19p.m. on Wednesday March 22,
2023.
Roll Call
Brian Price conducted a roll call, a quorum was established. Board members present were Vice -
Chair Kerry Irons, Lawrence Van Daele, Doug Hogen, and Terri Pruitt. Chair Andie Wall and
Robert Williams were excused absent. Other's Present were Kodiak Island Engineering (KIB) and
Facilities Director David Conrad, KIB Solid Waste Manager Jena Hassinger, City Rep. Corey
Gronn, USCG Rep. Jennifer Nutt, and KDM Reporter Caleb Oswalt.
Approval of Agenda
IRONS MOVED to approve the agenda. PRUITT Seconded.
VOICE VOTE ON MOTION CARRIED UNANIMOUSLY
Approval of Minutes
IRONS MOVED to approve the minutes of February 22nd, 2023. HOGEN seconded.
VOICE VOTE ON MOTION CARRIED UNANIMOUSLY.
Acknowledgement of Financial Report
Kerry Irons acknowledges the receipt of the financial report.
Visitor Comments:
Discussion Items:
A. Threshold Services Report (if present)
B. Alaska Waste Report (if present)
C. City of Kodiak Report (if present)
Corey Gronn spoke about Parks and Recreation's upcoming Earth Day event April 22nd
8-1:30PM and to email him for further details and participation.
SOLID WASTE ADVISORY BOARD,
REGULAR MEETING MINUTES
MARCH 22ND, 2023 - 5:15 PM
Page 1 of 3
Solid Waste Advisory Board Minutes of March 22, 2023, and April 19, 2023... Page 254 of 260
AGENDA ITEM #18.C.
D. Engineering and Facilities Report
Dave Conrad brought up the $450.00 in expenses and staffing concerns for the
upcoming Crab Fest event. Mentioned he does not believe the board is that the board is
not covered underneath the Kodiak Island Borough's event insurance and will look into
it. Dave relayed details involving waste disposal and garbage billing complaints coming
from the public. Kerry Irons inquired contract details with Alaska Waste. Dave explained
the time span of the contract and its prospective renewal.
E. By -Laws Update
F. Com -Fish 2023
Terry Pruitt relays the details of Com -Fish and the interactions with the public. She felt
surprised how little people know about recycling and that the board must go 'back to
the drawing board.' Doug Hogen brings up public concerns about being unable to access
the dump for salvaging materials. Dave Conrad reminds the board of the liability that
would incur if that were allowed. Terri Pruitt talks about making a list of concerns to
share info with Alaska Waste and Threshold for the possible use of a plastic shredder.
Plans to reach out to Andy Schroeder to get more info and possibly give a
demonstration were discussed. Kerry Irons said she believes Com -Fish was an overall
success. Doug Hogen spoke briefly on the importance of meeting with the people who
were out there at the booth.
G. Outreach Reports
H. Strategic Planning & Organization
Kerry Irons mentioned the number one priority last year was a community survey when
the strategic plan was created. She mentioned conversations she had with different
experts, stating one had suggested a possible focus group. Lawrence Van Daele pointed
out the costs for running such a group. The board discussed different ideas to reach the
public briefly before Kerry Irons suggested 3 members meet to further discuss options.
Corey Gronn inquired the status of the board's student representatives. Jen Nutt and
Doug Hogen shared their recent experience with the board. Terri Pruitt and Kerry Irons
spoke on the importance of the outreach and awareness to the youth. Corey Gronn
transitioned, again, inquiring on board initiative and overall goal for strategic planning.
He shared his thoughts on bringing issues and concerns before the Borough Assembly.
Dave Conrad reiterated the prior goals and scope set for the board such as supporting
productivity, public education, and adaptations to public needs concerning solid waste
disposal. Doug Hogen emphasized and doubled down on the idea of a public survey.
Kerry Irons directed him to keep working on ideas to survey the community. Terri Pruitt
mentioned that costs of distribution would need to be figured out. The board members
continued sharing possible ideas to administer the survey. The conversation shifted to
discussion of future meeting planning and advertising.
Visitor Comments:
SOLID WASTE ADVISORY BOARD,
REGULAR MEETING MINUTES
MARCH 22ND, 2023 - 5:15 PM
Page 2 of 3
Solid Waste Advisory Board Minutes of March 22, 2023, and April 19, 2023... Page 255 of 260
1
AGENDA ITEM #18.C.
Board Member Comments:
Lawrence Van Dael — It's good to be back from hibernation and be back in with you guys. But,
seriously, I don't know if such a meeting had already been planned already between the city
and borough about the bear issue and who's responsible for what. (Dave Conrad relays extra
info regarding the assembly and bear issues.)
Terri Pruitt — I'm really glad we did Com -Fish, and I feel we have enough projects to get us
through the next couple years
Jenna Hassinger — There are new stickers that we can put onto the dumpsters for bear
awareness.
Corey — none
Kerry Irons — I just want to add: Welcome Brian, and we will miss Patricia. I also just wanted to
inquire if there could be a sign at the corner of Von Scheele that says recycling facility to help
tell people it's there.
Doug Hogen — In regard to the special meeting with Andy Schroeder, we had a good discussion
and talked about recycling and other possibilities for the waste stream in the future and that he
would like to have a discussion with the SWAB board.
Meeting Schedule — April 26th at 5:15pm, 2023
Adjournment
Vice -Chair Kerry Irons adjourned the meeting at 6:35
SUBMITTED BY:
47
la L4 � lzlzez
Brian Price, Board Secretary
KIB Engineering/Facilities Department
APPROVED BY:
Andie Wall, Chair
Solid Waste Advisory Board
SOLID WASTE ADVISORY BOARD,
REGULAR MEETING MINUTES
MARCH 22ND, 2023 - 5:15 PM
Page 3 of 3
Date: Z20ZS
Date: c e /21 702 9
RECEIVED
JUL 1 5 1023
BOROUGH CLERICS OFFICE
KODIAK, ALASKA
Solid Waste Advisory Board Minutes of March 22, 2023, and April 19, 2023... Page 256 of 260
AGENDA ITEM #18.C.
SOLID WASTE ADVISORY BOARD
REGULAR MEETING MINUTES
April 191h , 2023 - 5:15 PM
Kodiak Fisheries Research Center
Call to Order
Chair Andie Wall called the regular meeting to order at 5:18p.m. on April 19, 2023.
Roll Call
Brian Price conducted a roll call, a quorum was established. Board members present were Chair
Andie Wall, Vice -Chair Kerry Irons, Lawrence Van Daele, Doug Hogen, and Robert Williams.
Others Present were Kodiak Island Borough (KIB) Solid Waste Manager and Acting Official Jena
Hassinger, KIB Engineering and Facilities Secretary Brian Price, KIB Assembly Member Scott
Arndt, USCG Rep. Jen Nutt, Waste Connections Site Manager Dave Edwards, and Terry Williams.
Approval of Agenda
VAN DAELE moved to approve the agenda. IRONS Seconded.
VOICE VOTE ON THE MOTION CARRIED UNANIMOUSLY.
Approval of Minutes
Kerry Irons and Andie Wall disputed David Conrad's comments about SWAB being covered by
KIB event insurance within the March 22"d, 2023 minutes. The language read that the board
was not covered under the insurance, to which Kerry Irons recalled it was not stated definitively
as such. Andie Wall directed staff Brian Price to gather a definitive answer on the event
insurance coverage.
VAN DAELE MOVED to approve the minutes as amended. HOGEN seconded.
VOICE VOTE ON THE MOTION CARRIED UNANIMOUSLY.
Acknowledgement of Financial Report
Andie Wall acknowledged the financial report made note the date ranges. She reiterated to the
board when funds are set to expire. Kerry Irons stated there was more money available than
expected. Figures were further clarified by Staff Brian Price for Kerry Irons. The board discussed
possibilities for spending the remaining funds before its expiration. Lawrence Van Daele
proposed writing a letter proposal to work in conjunction with the city for procurement of a
better road sign for the landfill.
VAN DAELE MOVED to draft a proposal letter to the city manager for a new landfill sign.
IRONS seconded.
VOICE VOTE ON THE MOTION CARRIED UNANIMOUSLY.
SOLID WASTE ADVISORY BOARD,
REGULAR MEETING MINUTES
APRIL 19TH, 2023 - 5:15 PM
Page 1 of 5
Solid Waste Advisory Board Minutes of March 22, 2023, and April 19, 2023... Page 257 of 260
AGENDA ITEM #18.C.
Visitor Comments:
Discussion Items:
A. Threshold Services Report (if present)
B. Alaska Waste Report (if present)
Dave Edwards reported Alaska Waste's plans with the school to put more bear -resistant
dumpsters out and have them painted. Andie Wall relayed UAF's desire for bear -
resistant dumpsters as well and asked Dave Edwards what is required to provide that for
others who would like to have this feature. Dave Edwards stated the only requirement is
for the location to be within a 'bear aware' area. He then answered board questions
concerning the effectiveness of the bear -resistant dumpsters and cans. Signage options
were also discussed.
C. City of Kodiak Report (if present)
D. Engineering and Facilities Report
Jena Hassinger reported upcoming plans for the Household and Commercial Hazardous
waste events. Details and logistics of the event such as locations, dates, and limitations
of the events were relayed. Jena Hassinger answered multiple questions by members of
the board. Previous operations of the same event were referenced. Jen Nutt noted the
different ways the coast guard will participate and the ways they handle their waste
disposal processes
E. Com -Fish 2023
Andie Wall began to review the comments gathered from the public at the Com -Fish
event. She outlined possible ways these comments can be utilized to identify gaps
within outreach and public knowledge of waste disposal and recycling. Lawrence Van
Daele stated how much he appreciated Terri Pruitt gathering the comments.
F. Outreach Reports
Andie Wall began to relay details and the timeline concerning Crabfest such as due
dates for registration and requirements. Plans for possible collaboration with other
vendors at the festival were discussed by the board. Lawrence Van Daele proposed the
idea to reach out to the Kodiak National Wildlife Refuge for the event.
After providing exposition of the groups and history involved, he transitioned into plans
for a public forum to be held to inform and hear from the public about bear awareness.
The board discussed and asked questions on the matter, to which Larry Van Daele
provided extra details. Possibilities for the forum were explored in open discussion.
The board briefly discussed door prize options provided by SWAB for the forum and
their feasibility.
Doug Hogen spoke about possible methods for survey distribution to the public. He felt
that the survey can capture a broad spectrum of views and opinions about waste
SOLID WASTE ADVISORY BOARD,
REGULAR MEETING MINUTES
APRIL 19TH, 2023 - 5:15 PM
Page 2 of 5
Solid Waste Advisory Board Minutes of March 22, 2023, and April 19, 2023... Page 258 of 260
AGENDA ITEM #18.C.
disposal in Kodiak and can be done in a variety of ways. Repeated distribution of the
survey to the public, Doug Hogen mentioned, could continue to provide data and
possibly even new ideas for the board. Transfer stations were a primary idea the public
provided via the comments at Com -Fish comments. The board discussed this idea's
feasibility.
Strategic Planning & Organization
Andie Wall told how she had met with fellow board members Kerry Irons, Robert
Williams earlier in the week to discuss further planning. She provided a handout that
encompassed the discussion they had. Ongoing outreach efforts were included in the
document. Andie Wall emphasized the question of what needs to be focused on to the
members of the board. The disposable bag -ban was used as an example by Andie Wall
as an issue that has a lot to it. She hopes to get to a point where there is a link to
different points of reference on these issues. Time concerns prevented Andie from
furthering the discussion. She felt more time would be needed to fully discuss the
document.
Kerry Irons stated that it is a good idea to have a meeting where just strategic planning
is discussed. The idea of scheduling a work session was raised. Andie Wall and Larry Van
Daele inquired with Brian Price about both his individual and borough availability to
schedule more meetings for such discussion. Andie Wall Directed him to look into the
scheduling availability for the facility.
G. By -Laws Update
Andie Wall pointed out two minor grammatical errors within the bylaws. The board had
no further comments or questions.
VAN DAELE MOVED to approve the SWAB bylaws as amended. HOGEN seconded.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY.
Visitor Comments:
Board Member Comments:
Kerry Irons — "Great meeting. Nice job, Brian. First time running the ship solo. I was going to
mention the Mill Bay Road sign but that has already been discussed. I love the idea of the town
meeting that you're working on, Larry. I think it would be really neat for us to sponsor SWAB
and get our name out there and really think about community outreach with topics of interest
to our community."
SOLID WASTE ADVISORY BOARD,
REGULAR MEETING MINUTES
APRIL 19TH, 2023 - 5:15 PM
Page 3 of 5
Solid Waste Advisory Board Minutes of March 22, 2023, and April 19, 2023... Page 259 of 260
AGENDA ITEM #18.C.
Doug Hogen — "I think that it would be pretty cool if SWAB and all the things we're trying to
advise the community about could be more than just a little footnote. Maybe we can be a
forced to be reckoned with and more than just an advisory board. Through these different
venues, that could possibly start to slide in our favor."
Robert Williams — "I think the bear thing sounds really interesting and awesome. 20 years ago
there was a plan put in place, and, in my 2 short years, I feel bears and humans are this weird
intermingled thing. I like the survey because its giving us a road map to what people even care
about, rather than focusing on 30 different things and getting nothing done."
Lawrence Van Daele — "I just got back from anchorage this afternoon, but, interesting
observation, they've had a bag -ban in place for several years. One place, they just have a bunch
of their old boxes, rather than just setting them out back and crushing them, that's what you
put your groceries in if you don't have your own bag. Another place had employees bring paper
bags for people to use. And another place I went to it's ten cents a bag, but a lot of places are
just completely ignoring the rule of no plastic because no one enforces it."
Andie Wall — "The discussion that we had on the bag -ban, that's why we did the first item as
board education feasibility of foreseeable problems, and I think those are really important
things to document somewhere and put down to start gathering information, both anecdotal
and hardcopy evidence. If these things are brought up time and time again, and if that's a
direction we choose to go in as a board, I think there are going to be a lot of those fine details
that need to be worked out. In general, I'm really encouraged to serve on the board with you all
by the amount of different things that are happening on this board right now. It feels like we're
doing a lot of important things. Thank you all for your time."
Jen Nutt — "I've been on this board since 2017 and think, as the Coast Guard representative, it's
really impressive what you guys are doing. People are coming back and it's really exciting and
energizing."
Meeting Schedule — May 24th at 5:15pm, 2023
Adjournment
Chair Andie Wall adjourned the meeting at 7:00pm.
SOLID WASTE ADVISORY BOARD,
REGULAR MEETING MINUTES
APRIL 19TH, 2023 - 5:15 PM
Page 4 of 5
Solid Waste Advisory Board Minutes of March 22, 2023, and April 19, 2023... Page 260 of 260
SUBMITTED BY:
f , V &, -
Brian Price, Board Secretary
KIB Engineering/Facilities Department
APPROVED BY:
Y
Andie Wall, Chair
Solid Waste Advisory Board
SOLID WASTE ADVISORY BOARD,
REGULAR MEETING MINUTES
AGENDA ITEM #18.C.
Date: (/C ZOZ3
261 Z AL.)
Date: I 1
APRIL 19TH, 2023 - 5:15 PM
Page 5 of 5
Solid Waste Advisory Board Minutes of March 22, 2023, and April 19, 2023
AREANViEU
JUL 2 5 2023
BOROUGH CLERK'S OFFICE
KODIAK, ALASKA
Page 261 of 260
Kodiak Island Borough
Assembly Regular Meeting Guidelines
Assembly Chambers
Thursday, August 3, 2023, 6:30 p.m.
1. INVOCATION
MAJOR DAVE DAVIS OF THE SALVATION ARMY.
2. PLEDGE OF ALLEGIANCE
3. STATEMENT OF LAND ACKNOWLEDGEMENT
We are gathered on the traditional homeland of the Sugpiaq/Alutiiq people, and we
acknowledge the 10 tribes of the Kodiak Alutiiq Region. We recognize the Alutiiq culture
that enriches our community to this day.
4. ROLL CALL
KIBC 2.25.070... the chair shall cause the record to reflect the absence of the
member, the reason for the absence, and whether the absence is excused by
the assembly.
5. APPROVAL OF AGENDA AND CONSENT AGENDA
All items listed marked with an asterisk (*) are considered to be routine and non-
controversial items by the Assembly and will be approved by one motion.
Recommended motion: Move to approve the agenda and consent agenda.
VOICE VOTE ON MOTION
6. *APPROVAL OF MINUTES
Regular Meeting Minutes of July 20, 2023 and July 22, 2023
7. CITIZENS' COMMENTS
Agenda items not scheduled for public hearing and general comments.
Read the phone numbers: Local is 907-486-3231; Toll Free is 1-855-492-9202.
Please ask speakers to:
1. Sign in and state their name for the record
2. Turn on the microphone before speaking
3. Address all remarks to the assembly as a body and not to any
member thereof
4. If calling in — turn off any listening devices to prevent feedback
Page 1 of 5
8. AWARDS AND PRESENTATIONS
9. COMMITTEE REPORTS
10. PUBLIC HEARING
A. Ordinance No. FY2023-18 Amending Kodiak Island Borough Code Title
1 General Provisions Chapter 1.20 General Penalty Section 1.20.050
Fine Schedule Setting Out Penalties In The Minor Offense Fine Schedule;
And Amending Title 8 Health And Safety Chapter 8.20 Littering Section
8.20.010 Unlawful Acts Regarding Littering And Improper Disposal Of
Waste
Recommended motion: Move to adopt Ordinance No. FY2023-18.
Staff report — Seema Garoutte, Assessor/Interim CDD Director
Open public hearing.
Read phone numbers: 907-486-3231, Toll Free 1-855-492-9202.
Please ask speakers to:
1. Sign in and state their name for the record
2. Turn on the microphone before speaking
3. Address all remarks to the assembly as a body and not to any
member thereof
4. If calling in, turn off any listening devices to prevent feedback
Close the public hearing.
Assembly discussion.
ROLL CALL VOTE ON THE MOTION
11. BOROUGH MANAGER'S REPORT
12. MESSAGES FROM THE BOROUGH MAYOR
13. CONSIDERATION OF CALENDAR - UNFINISHED BUSINESS
14. CONSIDERATION OF CALENDAR - NEW BUSINESS
Page 2 of 5
14.A. CONTRACTS
1. Contract No. FY2022-40A Amending Contract No. FY2022-40
Borough Clerk Employment Agreement
Recommended motion: Move to approve Contract No. FY2022-
40A amending Contract No. FY2022-40 Borough Clerk
Employment Agreement.
Staff Report — Scott Smiley, Deputy Presiding Officer
Assembly discussion.
Clerk's note; The Assembly may convene into executive session
without the Clerk. The Clerk may be invited in at a later time.
Recommended motion: Move to enter into executive session to
discuss the Borough clerk employment contract under the authority
of KIBC 2.30.030(F) for the purpose of discussing matters which
may tend to prejudice the reputation or character of the person,
who has been notified of the potential executive session.
ROLL CALL VOTE ON THE MOTION
Recommended motion: Move to invite the Mayor and Assembly.
Clerk Javier will be invited in at a later time.
VOICE VOTE ON MOTION
The Mayor will recess the regular meeting and convene the
executive session.
After the executive session, the Mayor will reconvene the regular
meeting.
Upon returning from the executive session, Mayor Arndt
reconvenes the regular meeting and may make any
announcements or the Assembly may make a motion to amend
provisions if necessary. The Assembly must state the motion and
vote outside of executive session.
ROLL CALL VOTE ON ANY MOTION THAT MAY HAVE
RESULTED FROM THE EXECUTIVE SESSION.
ROLL CALL VOTE ON THE MAIN MOTION
Page 3 of 5
2. Contract No. FY2023-41 Property Assessment Taxation Software
To Tyler Technologies, Inc.
Recommended motion: Move to authorize the Manager to award
Contract No. FY2023-41 Property Assessment Taxation Software
To Tyler Technologies, Inc. in the amount of $998,425.
Staff Report — Dora Cross, Finance Director
Assembly discussion.
ROLL CALL VOTE ON THE MOTION
3. Contract No. FY2024-07, Approval Of Landfill Fire Alarm And
Sprinkler Deficiency Repairs And Replacements By Taylor Fire
Protection
Recommended motion: Move to authorize the Manager to award
Contract No. FY2024-07 Landfill Fire Alarm and Sprinkler
Deficiency Repairs and Replacements by Taylor Fire Protection in
the amount of $19,569.00.
Staff Report — Dave Conrad, E&F Director
Assembly discussion.
ROLL CALL VOTE ON THE MOTION
14.B. RESOLUTIONS
14.C. ORDINANCES FOR INTRODUCTION
1. Ordinance No. FY2024-05 Of The Assembly Of The Kodiak Island
Borough Adopting Proposed Changes To The Kodiak Island
Borough Salary Schedules
Recommended motion: Move to advance Ordinance No.
FY2024-05 to public hearing at the next regular meeting of the
Assembly.
Staff Report — Aimee Williams, Borough Manager
Assembly discussion.
ROLL CALL VOTE ON THE MOTION
Page 4 of 5
14.D. OTHER ITEMS
15. CITIZENS' COMMENTS
Agenda items not scheduled for public hearing and general comments.
Read the phone numbers: Local is 907-486-3231; Toll Free is 1-855-492-9202.
Please ask speakers to:
1. Sign in and state their name for the record
2. Turn on the microphone before speaking
3. Address all remarks to the assembly as a body and not to any
member thereof
4. If calling in — turn off any listening devices to prevent feedback
16. ASSEMBLY MEMBERS' COMMENTS
The next Assembly work session is scheduled on Thursday, August 10, 2023, at
6:30 p.m. in the Borough Assembly Chambers. The next regular meeting is
scheduled on Thursday, August 17, 2023, at 6:30 p.m. in the Borough Assembly
Chambers.
A quorum of the Assembly may be present at a community reception with
Representative Louise Stutes and other State Legislators from 4:30 p.m. to 6:30
p.m. on Tuesday, August 8 at the Kodiak Fisheries Research Center. Although
a quorum of the Assembly may be present, there will be no action taken by the
Assembly at this public reception.
17. ADJOURNMENT
Recommended motion: Move to adjourn the meeting.
VOICE VOTE ON MOTION
K/BC 2.30.030 A.... Meetings shall adjourn at 10:30 p.m. unless the time is extended by a majority of the
votes to which the assembly is entitled. No meeting shall be extended beyond 11 p.m., unless extended by
a two-thirds vote of the assembly, except the meeting shall be extended to set the time and place for
resumption of the meeting.
Page 5 of 5
KODIAK ISLAND BOROUGH
Meeting Type: Reu&ar Mtelnn Date: g
Please PRINT your name legibly Please PRINT your name legibly
cr�n s ,4L4 tl
Regular V Special
Convened:
KODIAK ISLAND BOROUGH ASSEMBLY ROLL CALL SHEET
Date:
Recessed:
Reconvened:
Adjourned:
BY:
SECOND:
BY:
SECOND:/ C
V"
BY: �
SECONDs�,G1
AOVV
BY: 47
SECOND:•.&
BY: 1�5
SECOND: nn
YES
N
YES NO
,
YES
NO
YES
N
YES N
Mr. Delgado
VMr.
Delgado
Mr. Delgado,
✓
Mr. Delgado
Mr. Delgado
Mr. Griffin
✓
Mr. Griffin
Mr. Griffin
Mr. Griffin
Mr. Griffin
Mr. LeDoux
Mr. Sharratt
Mr. Sharratt
Mr. Sharratt
✓
Mr. Sharratt
Mr. Sharrdft
Mr. Smiley
V
Mr. Smiley
Mr. Smiley
Mr. Smiley
v
Mr. Smiley
Mr. Smith
Mr. Smith
Mr. Smith
Mr. Smith
Mr. Smith V
Mr. Turner
V
Mr. Turner
Mr. Turner
Mr. Turner
V
Mr. Turner V
'WOULD_
ANYONE LIKE TO CHANGE THEIR VOTE? WOULD ANYONE
LIKE TO CHANGE THEIR
VOTE?
TOTAL:
TOTAL:
TOTAL:
TOTAL:
TOTAL:
The mayor may of
vote except in the case where only six members of the assembly are present and there is a three/three tie vote of the assembly.
Mayor Arndt
Mayor Arndt
Mayor Arndt
Mayor Arndt
Mayor Arndt
J
Regular ✓ Special
Convened:
KODIAK ISLAND BOROUGH ASSEMBLY ROLL CALL SHEET
Recessed:
Reconvened:
Date:_��
Adjourned: ?7
BY: C�
SECOND:
P"
\ub
BY: 95
SECOND.
1I
BY:
SECOND• ,
V
0-
BY:
SECOND:
BY:
SECOND:
YESNO
YES
NO
YES
NO
YES N
Mr. Delgado
V/
Mr. Delgado
Mr. Delgado
Mr. Delgado
Mr. Delgado
Mr. Griffin
iZ
Mr. Griffin
Mr. Griffin
Mr. Griffin
Mr. Griffin
e
e
Mr. Sharratt
Mr. Sharratt Ve
Mr. Sharratt
Mr. Sharratt
Mr. Sharratt
Mr. Smiley
V.
Mr. Smiley
Mr. Smiley
Mr. Smiley
Mr. Smiley
Mr. Smith
Mr. Smith
Mr. Smith
Mr. Smith
Mr. Smith
Mr. Turner
✓
Mr. Turner
Mr. Turner
Mr. Turner
Mr. Turner
TOTAL:
:)ULD
ANYONE LIKE TO CHANGE THEIR VOTE? WOULD ANYONE LIKE TO CHANGE THEIR
TOTAL: TOTAL: TOTAL:
VOTE . ,
TOTAL:
The mayor may not
vote except in the case where only six members of the assembly are present and there is a threelthree tie vote of the assembly.
Mayor Arndt
Mayor Arndt
Mayor Arndt
Mayor Arndt
Mayor Arndt
ASSEMBLY'S PREROGATIVE IN JUDGING VOTING PROCEDURE
Unless the bylaws provide otherwise, the Assembly itself is the judge of all questions arising that are incidental to the voting or the counting
of the votes. In an election by ballot, for example, the tellers (p.401, I. 16-21) should refer to the Assembly for decision on all questions on
which there is any uncertainty.
REQUIRED VOTES FOR MOTIONS
(Motions reauirina 2/3 vote to carry (7 present requires 5
✓ Reconsideration on the same day
✓ Suspension of rules
✓ Limit of extend debate
✓ Declaring vacancy on the Assembly and Office of the Mayor
✓ Budget Adoption Veto — Override
✓ Extending the adjournment time beyond 11 p.m.
Attorney's opinion dated April 6, 2023
Absences do not reduce the vote requirement. Otherwise, if there were only four (4) present, it might mean that 3 votes would
approve a motion. The court is more likely to treat it as the number of votes of the fully constituted body, and would only reduce the
number of persons were disqualified not just absent. He expected a court to read the voting requirement to include 2/3 of the FULL
membership not just those who are in attendance.
Majority vote is majority of the membership (quorum)
✓ Point of Order (KIBC 2.30.080)
✓ Previous Question
✓ Recess — not to exceed 20 minutes
✓ Appealing the decision of the chair when it comes to conflict of interest
✓ Extending the adjournment time beyond 10:30 p.m.
✓ Appointing the DPO requires majority
✓ Appointing a Manager (no sooner than one year after leaving Mayor/Assembly office)
✓ Calling a special meeting
✓ The same motion that receives the same outcome two meetings in a row shall not be revisited for six months unless the
members by a majority vote agree to do so.
e-. C
t %gr, -,Mk Kodiak Island Borough
Assembly Newsletter
Vol. FY2024, No. 02 August 04, 2023
At Its Regular Meeting Of August 03, 2023, The Kodiak Island Borough Assembly Took The Following
Actions. The Next Regular Meeting Of The Borough Assembly Is Scheduled On August 17, 2023, At 6:30
p.m. In The Borough Assembly Chambers.
ADOPTED Ordinance No. FY2023-18 Amending Kodiak Island Borough Code Title 1 General Provisions
Chapter 1.20 General Penalty Section 1.20.050 Fine Schedule Setting Out Penalties In The Minor
Offense Fine Schedule; And Amending Title 8 Health And Safety Chapter 8.20 Littering Section 8.20.010
Unlawful Acts Regarding Littering And Improper Disposal Of Waste
APPROVED Contract No. FY2022-40A Amending Contract No. FY2022-40 Borough Clerk Employment
Agreement
AUTHORIZED The Manager To Award Contract No. FY2023-41 Property Assessment Taxation Software
To Tyler Technologies, Inc. In The Amount Of $998,425
AUTHORIZED The Manager To Award Contract No. FY2024-07 Landfill Fire Alarm And Sprinkler
Deficiency Repairs And Replacements By Taylor Fire Protection In An Amount Not To Exceed
$29,569.00
ADVANCED Ordinance No. FY2024-05 Of The Assembly Of The Kodiak Island Borough Adopting
Proposed Changes To The Kodiak Island Borough Salary Schedules To Public Hearing At The Next
Regular Meeting Of The Assembly
View our website: Visit our Facebook page: � Follow us on
www.kodiakak.us www.facebook.com/KodiakisIandBorough Twitter:
@KodiakBorough