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2025-02-27 Work SessionKodiak Island Borough Assembly Work Session Assembly Chambers Thursday, February 27, 2025, 6:30 p.m. Work Sessions are informal meetings of the Assembly where members review forthcoming programs of the borough, receive progress reports on current program or projects or receive other similar information from the manager. All discussions and conclusions are informal and there are no official actions taken. The Assembly also review the upcoming regular meeting agenda packet and request and/or receive information from staff. This work session is open to the public and will be broadcast on the Borough's YouTube Channel. Meeting packets are available online. Page 1. CITIZENS' COMMENTS 1-907-486-3231 or Toll Free 1-855-492-9202 (Limited To Three Minutes Per Speaker) 2. AGENDA ITEMS a. Village Senior/Disabled Veterans Property Tax Exemptions 3 - 12 Presentation Agenda Item Report - Pdf b. Discussion Regarding The Recycling Contract Expiration And 13 - 15 Renewal Options Agenda Item Report - Pdf C. Sourcewell Cooperative Purchasing Presentation And Discussion 16 - 24 Agenda Item Report - Pdf d. Discussion On Mental Health Facility Buildings Future 25 - 44 Agenda Item Report - Pdf 3. PACKET REVIEW The DRAFT regular meeting packet is available online at Kodiak Island Borough - Meeting Type List (civicweb.net). a. PUBLIC HEARING • Ordinance No. FY2025-02A, Amending Ordinance No. FY2025-02, Fiscal Year 2025 Budget, By Amending Budgets To Account For Various Revenues That Are Over Budget, Providing For Additional Expenditures, And Moving Funds Between Project CONTRACTS • Contract No. FY2025-43, Multi -Facility Elevator Modernization With TK Elevator Corporation In The Page 1 of 66 Amount $677,804.45 RESOLUTIONS • Resolution No. FY2025-14, Adopting The Kodiak Island Borough Multi -Jurisdictional Multi -Hazard Mitigation Plan Update OTHER ITEMS • Mayoral Veto On The Amendment Of The Letter To Be Submitted To State Of Alaska Alcohol And Marijuana Control Office (AMCO) Transfer Of Ownership Application From Sook C Yun, DBA Second Floor Restaurant (License No.3293) To Nuniaq Cafe' And Deli And The Transfer Of Location From The Current Location Of 116 W Rezanof Drive To 113 Lower Millbay Road • Abbreviated And Informal Hearing Of The State Of Alaska Alcohol And Marijuana Control Office (AMCO) Liquor License Transfer Of Ownership From Sook C Yun, DBA Second Floor Restaurant (License No.3293) To Nuniaq Cafe' And Deli And Transfer Of Location From Current Location Of 116 W Rezanof Drive To 113 Lower Millbay Road Application • Nomination Of Mr. Elijah Jackson For The Kodiak Village Mayors Association Seat On The Prince William Sound Regional Citizens' Advisory Council Board Of Directors 4. MANAGER'S COMMENTS a 2025-02-27 Borough Manager's Report 45 - 58 5. CLERK'S COMMENTS a 2025-02-27 Borough Clerk's Report 59 - 64 7. MAYOR'S COMMENTS \ 1201:11-Lei 1 11G : T a Meeting Materials 65 - 66 This meeting is open to the public and will be broadcast 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 66 AGENDA ITEM #2.a. KODIAK ISLAND BOROUGH STAFF REPORT FEBRUARY 27, 2025 ASSEMBLY WORK SESSION SUBJECT: Village Senior/Disabled Veterans Property Tax Exemptions Presentation ORIGINATOR: Seema Garoutte, Assessor RECOMMENDATION: DISCUSSION: The KIB Assessor's Office and KANA combined efforts to assist village Seniors and Disabled Veterans fill out and timely file their real property exemption applications. A total of 6 villages were visited by Assessor Seema Garoutte and Cassie Keplinger and Penny Bochee with KANA Elder Services in the best four days November 2024 had to offer. ALTERNATIVES: FISCAL IMPACT: OTHER INFORMATION: Kodiak Island Borough Village Senior/Disabled Veterans Property Tax Exemptions Presentation Page 3 of 66 Working together . assist Seniors Disabled Veterans in the Villages 3 v c0 m m D 0 0 c v a m a m cu I CO 0 cu v x m x m 3 0 0 m 0 m v 0 v CD Fo Penny, Seema and Cassie rn, z o n m N 3 v 0 m 0 0 cn v m a 0 0 v 73 U) T 0 0 ni x m x 0 3 0 D U) T m 0 v 0 73 ►r'1 K Ai U K 14 _ - ,.•``ate 4r` \ i _ k ,� Anl�s 1 N -j'JA �g6RNp9 ��,rcasd 4U Ili OLD ID) v 0 CD rn f \ Fla _ „a f OU INIK IE� f _..I PORT L 10 Nf -: S�'�)' `R i f�EX1gFN R,NYlE�0.� M , Rosa Skonberg CShanna Rockenbach They really are, what a great collaboration with The Elders Services team is amazing V V V Likr F v CD N 0 10w Like Reply 4 Andrea Boskofsky Nancy Nelson Quyanaa for taking care of our Thank you KANA and KIB for doing this! Very much appreciated! elders. :: 1 1 w Love Reps. Like Z� Dorinda Kewan This was a wonderful example of regional collaboration and service to our elders who need this type of support! Atagua, Cassie, Penny, and Seema! You are amazing! lov. Like E, :: . KIB. FPenny Lampl3Oare all Amazing V. Natasha Panamarioff Thank you very much' �0 1 200 Seema Chopra Garoutte Working with Cassie and Penny was so much fun. They have so much compassion and respect which shows when they interact with the Elders. You all are so lucky to have these special women on your team. See you all next year!! 10w Like Reply .. AGENDA ITEM #2.b. KODIAK ISLAND BOROUGH STAFF REPORT FEBRUARY 27, 2025 ASSEMBLY WORK SESSION SUBJECT: Discussion Regarding The Recycling Contract Expiration And Renewal Options ORIGINATOR: Aimee Williams, Borough Manager RECOMMENDATION: DISCUSSION: The current contract with Threshold Services, Inc. is set to conclude on June 30, 2025. All available extension options outlined in the existing agreement have been utilized. Staff is proposing an extension of the contract for an additional two years, extending the term through June 30, 2027. This extension would synchronize the timelines of the recycling contract and the solid waste contract, ensuring both agreements operate on a parallel schedule. Aligning these contracts would enhance strategic planning, improve coordination between service providers, and facilitate a more cohesive approach to waste management services. ALTERNATIVES: FISCAL IMPACT: OTHER INFORMATION: Here is the link to Contract FY2021-01 Threshold Services Inc. Recvlina Contract Kodiak Island Borough Page 13 of 66 Discussion Regarding The Recycling Contract Expiration And Renewal Optio... AGENDA ITEM #2.b. Kodiak Island Borough Engineering & Facilities Department 710 Mill Bay Road Kodiak, Alaska 99615 Phone (907) 486-9357 Fax (907) 486-9394 dconrad@kodiakak.us February 19, 2025 Threshold Services ATT: Chris Lynch PO Box 8709 Kodiak, AK 99615 RE: Fifth and Sixth (Additional) Year Extension of the Recycling Services Contract Contract# FY2021-01 Ext. 5 Dear Ms. Lynch: With this letter the Kodiak Island Borough wishes to exercise our option for extending the Recycling Services Contract an additional year, with the Assembly's approval, until June 30, 2027. The same provisions of the original contract will remain in effect. Please provide us with updated CPI rates for the increase to the annual costs for both extension years as they become available. Extension Years: - July 1, 2025, to June 30, 2026 - July 1, 2026, to June 30, 2027 Please provide updated insurance documents to Kodiak Island Borough with a current copy of the three documents, general liability, workers compensation, and automobile liability, for our records. You may acknowledge your acceptance of this renewal by signing at the second page of this document and returning to our office. Sincerely, David Conrad, Director Kodiak Island Borough Engineering & Facilities Dept. Extension Letter: Recycling Services Contract Contract # FY2021-01 Ext. 5 Page 1 of 2 Page 14 of 66 Discussion Regarding The Recycling Contract Expiration And Renewal Optio... AGENDA ITEM #2.b. ACKNOWLEDGEMENTS Signatures of parties to contract acknowledging the extension of contract for an additional fifth and sixth year, with approval from the Assembly. Date Aimee Williams Kodiak Island Borough Manager Date Chris Lynch Threshold Services Date Nova Javier, Attesting Kodiak Island Borough Clerk Extension Letter: Recycling Services Contract Contract # FY2021-01 D Ext. 5 Page 2 of 2 Page 15 of 66 Discussion Regarding The Recycling Contract Expiration And Renewal Optio... AGENDA ITEM #2.c. V,. KODIAK ISLAND BOROUGH STAFF REPORT FEBRUARY 27, 2025 ASSEMBLY WORK SESSION SUBJECT: Sourcewell Cooperative Purchasing Presentation And Discussion ORIGINATOR: Jena Hassinger, Environmental Specialist RECOMMENDATION: DISCUSSION: Sourcewell, a government cooperative purchasing program, offers a streamlined and cost- effective way for local government entities to acquire goods and services. This program enables municipalities to leverage collective buying power, ensuring competitive pricing and efficiency in procurement processes. Today, I would like to present the case for adopting Sourcewell for our purchasing needs. Key Benefits of Sourcewell for Local Government Purchasing: 1. Cost Savings:By joining a cooperative purchasing network like Sourcewell, we can access pre -negotiated contracts that typically offer better pricing than what could be achieved individually. This allows us to stretch our budget further, ensuring that taxpayer money is spent wisely. Additionally, Sourcewell's extensive network with numerous suppliers can help us secure favorable terms for a wide variety of products and services. 2. Time Efficiency: Sourcewell eliminates the need for us to go through the lengthy and often resource -intensive process of soliciting bids and negotiating contracts. Their existing contracts have already undergone rigorous competitive bidding processes and meet public procurement standards. This greatly reduces the administrative burden on our purchasing department, allowing staff to focus on other critical tasks. 3. Compliance and Transparency: Sourcewell ensures that all contracts meet state and federal procurement guidelines, ensuring compliance with local, state, and federal regulations. This eliminates concerns around legal issues related to procurement and ensures transparency in our purchasing decisions. It also helps avoid potential pitfalls or challenges that can arise from non-compliance. 4. Access to a Wide Range of Vendors: Sourcewell has a broad range of contracts available for everything from office supplies to specialized equipment and services. This gives us access to a wide pool of reputable vendors, each vetted for quality and reliability. As a result, we can procure high -quality products and services from trusted providers, ensuring that our needs are met with the best possible solutions. 5. Flexibility and Scalability:As our community grows or our needs evolve, Sourcewell offers the flexibility to scale up or adjust purchases accordingly. The program includes not just goods but also services such as IT support, transportation solutions, and facilities management, which allows us to address our various procurement requirements under one umbrella. ALTERNATIVES: FISCAL IMPACT: Kodiak Island Borough Sourcewell Cooperative Purchasing Presentation And Discussion Page 16 of 66 AGENDA ITEM #2. c. KODIAK ISLAND BOROUGH STAFF REPORT FEBRUARY 27, 2025 ASSEMBLY WORK SESSION OTHER INFORMATION: Kodiak Island Borough Sourcewell Cooperative Purchasing Presentation And Discussion Page 17 of 66 0 m 0 n 0 0 m v (D v 0 7' cn 0 0 m D v 0' D D D Q U c C) c 0 0 0' D v CD n rn, z o n m N Who is Sourcewell? Cooperative Purchasing Organization Sourcewell is a cooperative purchasing organization that serves as a one -stop -shop for streamlined procurement processes and pre -negotiated contracts with hundreds of suppliers, making it easier for government, education, and non-profit agencies to procure goods and services. Serving Various Agencies Sourcewell serves government, education, and non- profit agencies with a wide range of procurement needs, providing a variety of products and services from pre -qualified suppliers at competitive prices. Sourcewell --Jai What Can You Procure Through Sourcewell? • Construction Equipment • IT Solutions • Office Supplies • Facility Management Services • Administrative Services • Parks, Recreation, and Athletics • Fleet • Office and Technology • Roads and Airports • Public Works • Construction contracting • Public Safety v N O 0 Joining Sourcewell Membership is free for state and local government, public education, and non-profit entities Simple online registration process No obligation to use contracts once a member v m N N 0 How it Works Register Any government or education entity can quickly and easily register to participate for free. There are no fees to use our contracts, no commitment, and no obligation to purchase —and the online registration takesjust a few minutes. Businesses are not eligible. Learn about becoming a supplier. Find a Contract Sourcewell has hundreds of awarded supplier contracts in a wide variety of industries. You can quickly search contracts by product type, or browse construction contracts by state and county. Contact the Supplier Once you've located a contract you'd like to utilize, you can quickly obtain a quote, and finalize the sale with the supplier or your local dealer using the contract number and your agency's Sourcewell account number. It's that easy! v m N W 0 rn Transparency <- (j b https://www.sourcewell-mn.gov/cooperative-purchasing/110122-ADB Sou rcewel I How It Works Explore Contracts - View Solicitations News ADB Safegate Airport runway materials #110122-ADB Maturity Date: 1/13/2027 Buy Sourcewell Contact Information Documents Contract Documentation S Contract fD Competitive Solicitation Documentation f Request for Proposal (RFP) 0 (q Proof of Publication p Proposal Opening Record Q Proposal Evaluation p Comment & Review p Board Resolutions p Pricing Documentation Information in this file is subject to change 0 Contract 110122-ADB-Price Information Z a] Q AN' W 0 m 0 n 0 0 m v m v 0 7' cn 0 0 m D v 0' D D Q U C 0 0 0' D v CD N A 0 RFP #032824 Class 4-8 Chassis and Cabs with Related Equipment, Accessories, and Services 35 proposals 3 were rejected 17 were recommended for award RWC Anchorage 2026 I NTE RNATI OAN L HV607 6X4 CHASSIS Sourcewell contract discount Chassis only = 31% ($53,186.78) TOTAL=$185,075.17 (does not include foam tires) Savings: • Sourcewell contract discount • Staff time creating and executing RFP '• 219001 AGENDA ITEM #2.d. KODIAK ISLAND BOROUGH STAFF REPORT FEBRUARY 27, 2025 ASSEMBLY WORK SESSION SUBJECT: Discussion On Mental Health Facility Buildings Future ORIGINATOR: Aimee Williams, Borough Manager RECOMMENDATION: DISCUSSION: The demolition and abatement of the mental health buildings has been contracted and is currently underway. This project involves removing all finishes and materials from two existing apartment buildings down to the bare studs and structural plywood sheathing. This includes the removal of plumbing, electrical systems, associated conduits/piping, doors, windows, and the roof fascia, soffit, and roof canopy down to the plywood sheathing. Additionally, the project includes the demolition of the existing mechanical/laundry building and the removal of an underground fuel storage tank. Upon completion of the demolition and abatement, the Borough will be left with two structurally sound buildings, each with temporary roofing underlayment. The exteriors will be weather -tight, with house wrap installed. The crawlspaces will feature a vapor barrier and insulation, and all openings will be securely closed, either with permanent construction or substantial temporary closures. Staff would like to present some options for discussion: 1. Ask our contracted Architectural and Engineering firm, Jensen Yorba Wall, to design the remodel of the structures in their current locations. See attached proposal for design and construction administration costs 2. Change project scope and obtain a proposal from current contractor to demolish buildings entirely. 3. Obtain a proposal to demolish buildings entirely and seek an alternative design cost proposal for future rebuild from our contracted Architectural and Engineering firm, Jensen Yorba Wall. ALTERNATIVES: FISCAL IMPACT: OTHER INFORMATION: Kodiak Island Borough Discussion On Mental Health Facility Buildings Future Page 25 of 66 AGENDA ITEM #2.d. Jensen Yorba Wall Inc. 522 West 10th Street, Juneau, Alaska 99801 907.586.1070 jensenyorbawall.com Designing Community Since 1935 Date: December 17, 2024 To: Dave Conrad, KIB From: Corey Wall Re: KIB Mental Health Apartments Renovation (JYW No. 24027) Reconstruction Documents Scope & Fee We are excited that this project will be moving forward with the successful abatement bid. The attached fee proposal is for design and CA services for the reconstruction phase of the project. The design will be billed Lump Sum and CA will be Time and Materials. Project Scope The Reconstruction project will replace all finishes and systems of the existing Building 101 & 102 as well as site work. The work will include design of the following scope: • Building 101 & 102 Exterior o New windows & doors, mostly in existing openings. o New roof shingles, underlayment, flashings, gutters and associated items. Look at possibility of increasing roof insulation and framing. o New siding and trim —possibly over new exterior insulation. • Building 101 & 102 Interior o All new mechanical and electrical systems —including heat pumps and individual electrical meters. o Limited re -work of interior framing to accommodate washer/dryers and water heaters in each unit. o All new GWB and interior finishes over bare studs and plywood subfloors. o All new casework and fixtures. • Sitework o New utility services as required for electrical and mechanical systems. o Replaced stormdrains. o Expanded parking lot over removed Mechanical/Laundry Building. o Replaced concrete walkways o Limited landscaping over removed building and UST. Jensen Yorba Wall Architecture Interior Design Construction page 1 of 2 Page 26 of 66 Discussion On Mental Health Facility Buildings Future AGENDA ITEM #2.d. Design Documents Scope Design documents will be full drawing and specification bid documents to KIB standards. Standard KIB front- end specifications will be provided. Schedule Bid documents could be complete within 6 months of an NTP. The abatement project is scheduled to be complete in June 2025, so if funds are available, the reconstruction could be bid in late summer 2025 with final completion scheduled for late summer 2026. Notes / Exclusions • Fees include two site visits for the architect during design, but no site visits for the engineers. This may require some assistance from KIB to photograph and record items as requested by the engineers. • Fees include two professional cost estimates —one at the completion of 35% documents and one at the completion of 95% documents. • A proposal for limited site survey work was included with the assumption that the majority of the site will not be modified. If additional site improvements are required, additional survey work may be needed. Jensen Yorba Wall Architecture Interior Design Construction Management page 2 of 2 Page 27 of 66 Discussion On Mental Health Facility Buildings Future v CD N 00 0 rn DESIGN SERVICES PROPOSAL Jensen 000 SUMMARY Yorba 000 Wall ■■■ Project: KIB Mental Health Apartments Renovation Inc. &ME ROM Cost Estimate $5,000 Time & Materials $0 $0 $5,000 Demo & Abatement Documents $22,644 Time & Materials $0 $0 $22,644 Schematic Design $70,119 Lump sum $1,843 $0 $71,962 Design Development $73,696 Lump sum $0 $0 $73,696 Construction Documents $136,434 Lump sum $1,843 $0 $138,277 Bidding $11,312 TBD $0 $0 $11,312 Construction Administration $80,742 TBD $12,278 $0 $93,020 Construction Observations $0 TBD $0 $0 $0 TOTAL $415,910 G:\_Projects\24027\0 Scope & Fee\KIB Mental Health Apts FEESUM 3 12/17/2024 DESIGN SERVICES PROPOSAL SCHEMATIC DESIGN SERVICES Project: KIB Mental Health Apartments Renovation JYW Project No.: 24037 Jensen Yorba Wall I nc. STAFF: (lliii Architect Interior Design Construction Manage Drafter Exec A Cler A ACC �AJ14117 A-11 A -I Int III Int II ID -III ID-11 ID-1 CM -III CM-11 CM-1 D-11 Int I EA CA1 $131 1 $120 1 $100 1 $90 1 $159 1 $121 1 $90 $159 $131 $100 $108 1 $70 $84 $42 1 $85 ARCHITECTURE: Project Management Research / Archives Site Visit Schematic Design Dwgs Project Narrative Meetings Coordination Quality Control Presentations Submittal Site Visit Subtotal Hours Subtotal Dollars $ cQ Subtotal Schematic Design Services LABOR m Subtotal Schematic Design Services REIMBURSABLES (see attached) N TOTAL SCHEMATIC DESIGN SERVICES FEE 0 KIB Mental Health Apts FEE-30 SD CONSULTANTS: Civil Engineering $4,000 Structural Engineering $5,000 Mechanical Engineering $10,260 Electrical Engineering $8,450 Cost Estimating $10,000 Survey $5,000 Subtotal $42,710 Overhead/Profit 10% $4,271 Consultants Total Labor $46,981 $70,119 $71 962 12/17/2024 DESIGN SERVICES PROPOSAL DESIGN DEVELOPMENT DESIGN SERVICES Project: KIB Mental Health Apartments Renovation JYW Project No.: 24037 Jensen Yorba Wall Inc. STAFF: O iii itect Interior Design Construction Manage Drafter Exec A Cler A ACC At A -II A -I Int III Int II ID -III ID-11 ID -I CM -III CM -II CM-1 D-11 Int I EA CA A1 $131 1 $120 1 $100 1 $90 1 $159 1 $121 1 $90 $159 $131 $100 $108 1 $70 $84 $42 1 $85 ARCHITECTURE: Project Management Research / Archives Code Analysis Design Development Dwgs Cover / Site Plan Plans Sections / Elevations Details Outline Specifications Cost Estimate Coordination Meetings / Presentations Quality Control Submittal Subtotal Hours Subtotal Dollars $ Subtotal Construction Document Services LABOR m Subtotal Construction Document Services REIMBURSABLES (see attached) w 0 TOTAL DESIGN DEVELOPMENT SERVICES FEE 0 KIB Mental Health Apts FEE-40 DID CONSULTANTS: Civil Engineering $6,500 Structural Engineering $5,000 Mechanical Engineering $15,400 Electrical Engineering $12,880 Subtotal $39,780 Overhead/Profit 10% $3,978 Consultants Total Labor $43,758 $73,696 $0 12/17/2024 DESIGN SERVICES PROPOSAL CONSTRUCTION DOCUMENTS SERVICES Project: KIB Mental Health Apartments Renovation JYW Project No.: 24037 Jensen Yorba Wall Inc. STAFF: O iii Architect Interior Design Construction Manage Drafter Exec A Cler A ACC �AJ14117 A-11 A -I Int III Int II ID -III ID-11 ID-1 CM -III CM-11 CM-1 D-11 Int I EA CA1 $131 1 $120 1 $100 1 $90 1 $159 1 $121 1 $90 $159 $131 $100 $108 1 $70 $84 $42 1 $85 ARCHITECTURE: Project Management Research / Archives Code Analysis Construction Doc Dwgs Cover / Site Plan Plans Sections / Elevations Details Specifications Cost Estimate Coordination Meetings / Presentations Quality Control Submittal Site Visit Subtotal Hours Subtotal Dollars $ Subtotal Design Development Services LABOR m Subtotal Design Development Services REIMBURSABLES (see attached) TOTAL CONSTRUCTION DOCUMENTS SERVICES FEE O KIB Mental Health Apts FEE-50 CD CONSULTANTS: Civil Engineering $11,500 Structural Engineering $7,000 Mechanical Engineering $27,670 Electrical Engineering $23,130 Cost Estimating $16,000 Subtotal $85,300 Overhead/Profit 10% $8,530 Consultants Total Labor $93,830 $1$1,843 10 12/17/2024 DESIGN SERVICES PROPOSAL BIDDING AND NEGOTIATION SERVICES Project: KIB Mental Health Apartments Renovation JYW Project No.: 24037 Jensen Yorba Wall I nc. STAFF: O iii Architect Interior Design Construction Manage Drafter Exec A Cler A ACC �AJ14117 A-11 A -I Int III Int II ID -III ID-11 ID-1 CM -III CM-11 CM-1 D-11 Int I EA CA1 $131 1 $120 1 $100 1 $90 1 $159 1 $121 1 $90 $159 $131 $100 $108 1 $70 $84 $42 1 $85 ARCHITECTURE: Project Management Disc Coor/Doc Review Agency Consul/Rev Schedule Dev/Monitoring Pre Bid Meeting Bidding Materials Addenda Bidding/Negotiation Analysis of Alts/Subs Special Bidding Bid Evaluation Construction Contract Subtotal Hours Subtotal Dollars $ Subtotal Bidding and Negotiation Services LABOR m Subtotal Bidding and Negotiation Services REIMBURSABLES (see attached) w TOTAL BIDDING AND NEGOTIATION SERVICES FEE 0 KIB Mental Health Apts FEE-60 Bid CONSULTANTS: Civil Engineering $1,500 Structural Engineering $1,500 Mechanical Engineering $1,550 Electrical Engineering $1,290 Subtotal $5,840 Overhead/Profit 10% $584 Consultants Total Labor $6,424 $11,312 $0 511.312 11 12/17/2024 DESIGN SERVICES PROPOSAL CONSTRUCTION ADMINISTRATION SERVICES Project: KIB Mental Health Apartments Renovation JYW Project No.: 24037 Jensen Yorba Wall Inc. 0 STAFF: Architect I Interior Design Construction Managel Drafter 1ExecA1CIerA1 ACC TOTAL PMgr A -III A -II I A -I I Int III Int II ID -III ID -II ID-1 CM -III CM -II CM-1 D-II Int I EA CA A $193 $147 $131 $120 1 $160 $90 $159 $121 $90 $159 $131 $100 $108 $70 $84 $42 $85 ARCHITECTURE: Project Management Conformed Documents Pre -Construction Conf Submittal Review RFIs/RFPs/CO'S Field Ob & Report 2 @ 16 hours Notice of Deficencies Substantial Compl & Report 1 @ 16 hours Final Completion & Report 1 @ 16 hours As Built Drawings Subtotal Hours Subtotal Dollars $ Subtotal Construction Administration Services LABOR m Subtotal Construction Administration Services REIMBURSABLES (see attached) W w TOTAL CONSTRUCTION ADMINISTRATION SERVICES FEE 0 KIB Mental Health Apts FEE-70 CA CONSULTANTS: Civil Engineering $6,000 Structural Engineering $6,000 Mechanical Engineering $18,460 Electrical Engineering $12,000 Subtotal $42,460 Overhead/Profit 10% $4,246 Consultants Total Labor $46,706 $80:742 $12278 12 12/17/2024 DESIGN SERVICES PROPOSAL Jensen MEN REIMBURSABLE EXPENSES Yorba■■■ JYW Project No.: KIB Mental Health Apartments Renovation Wall MEN nc ONE JYW Project No.: 24037 10 20 30 40 so 60 70 80 PHASE: Pre-D Site SD DO CD BID CA CO TOTAL TRAVEL Arch Trips 0 0 1 0 1 0 4 0 6 Cost $1,675 $0.00 $0.00 $1,675.00 $0.00 $1,675.00 $0.00 $6,700.001 $0.00 $10,050 Civil Trips 0 0 0 0 0 0 0 0 0 Cost $0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0 Struct Trips 0 0 0 0 0 0 0 0 0 Cost $0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0 Mech Trips 0 0 0 0 0 0 2 0 2 Cost $0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $2,231.00 $0.00 $2,231 Elect Trips 0 0 0 0 0 0 2 0 2 Cost $0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $2,231.00 $0.00 $2,231 Other Trips 0 0 0 0 0 0 0 0 0 Cost $0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0 Subtotal 1 $0 $0 $1,675 $0 $1,675 $0 $11,162 $0 $14,512 PER DIEM Arch No. Days Civil No. Days Struct No. Days Mech No. Days Elect No. Days Other No. Days Rate $0 Tota I PRINTING/COPYING 11 x 17 Copy No. Sheets Ratel $0.25 Letter Copy: No. Sheets Rater-$0.15 SCANS Rate CD's Rate POSTAGE/COURIER Rate MISSCELANEOUS Rate ENGIN REIMB Rate RENDERINGS Rate 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 $0 $0 $0 $0 $0 $0 $0 $0 $0 0 0 0 0 0 0 0 0 0 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0,00 0 0 0 0 0 01 01 01 0 $0.001 $0.001 $0.001 $0.001 $0.001 $0.001 $0.001 $0.00 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 So $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 OH/P 10% $0 $0 $168 $0 $168 $0 $1,116 $0 $1,451 I) TOTAL REIMBURSABLES o 0 1843 0 1227 1se63 S S S, S S $ ....:,,IIIIII ..,,III III,,,_ ,,,III IL.. ,,,III III ,,IIII��������) KIB Mental Health Apts FEE-Reimb 14 12/17/2024 AGENDA ITEM #2.d. A ENGINE,E,RS, INC. December 12, 2024 Corey Wall Principal Architect Jensen Yorba Wall, Inc 522 Tenth Street Juneau, Alaska 99801 Subject: Kodiak Mental Health Apartments —Structural and Civil Fee Proposal Dear Corey: 24.1124 PND Engineers, Inc. (PND) appreciates the opportunity to assist Jensen Yorba Wall (JYW) on the Kodiak Mental Health Apartments project. We understand that the owner, Kodiak Island Borough (KIB), would like to renovate two 2-story wood -framed apartment buildings. The existing parking area will be expanded to add several required parking spaces. The project will be broken into two phases. The first phase will be to demolish all the finishes and systems in the buildings. The second phase will be to renovate the buildings including new exterior siding and roofing. The second phase will also include an expansion of the existing parking lot. You would like PND to provide structural and civil engineering design services for the second phase of the project. Structural Engineering PND's structural scope of work will include the following: 1) Perform structural analysis of the existing shear walls and provide shear wall nailing schedule and holddown details (if analysis deems them necessary). The locations of the existing shear walls will need to be as -built and provided to PND by the owner or by JYW. It is assumed that a full seismic retrofit analysis is not required by International Existing Building Code (IEBC) Section 805.3. This is based on the assumption that the openings (doors and windows) in the existing shear walls will not be altered and that the seismic weight will not be increased substantially. 2) Perform structural analysis of roof diaphragms and connections per IEBC Section 706.3.2. Provide structural details as required by the analysis. The locations of the existing shear walls will need to be provided before this task can be started. 3) Review field reports and pictures of any rot uncovered during the first phase. Provide structural details that address the rot. Ten hours of design time are included for this task. 4) Analyze existing roof framing for added weight of insulation and roofing. 9360 GLACIER HIGHWAY, SUITE 100 • JUNEAU, AK 99801 • P: 907.586.2093 Page 35 of 66 Discussion On Mental Health Facility Buildings Future AGENDA ITEM #2.d. DECEMBER2024 KODIAK MENTAL HEALTH APARTMENTS STRUCTURAL AND CIVIL FEE PROPOSAL 5) Analyze existing wall framing for added weight of insulation and siding. Provide structural details for siding and furring connections to existing wall framing. 6) Bid phase assistance includes responding to bidder questions and assistance in preparing addenda with minor adjustments or clarifications. 7) Construction Administration (CA) will include review of submittals and responding to contractor questions (RFI's). 8) Site visits during design and construction are not included in this fee proposal. Structural deliverables will include the following: 1) 35% Schematic Design (SD). Structural deliverable will be limited to only a narrative. 2) 65% Design Development (DD). 3) 95% Construction Documents (CD). It is assumed this deliverable will be utilized for permitting. 4) 100% CD. It is assumed any permitting comments will be addressed in this deliverable. It is also assumed that this deliverable will be used for soliciting bids from general contractors. Drawings will be prepared in AutoCAD and will be suitable for building permit application, soliciting quotes from material suppliers, and for construction. Structural framing plans will not be provided. It is assumed that structural details can be referenced on Arch floor plans. Specifications will be included as structural general notes shown on the drawings. Civil Engineering PND's civil scope of work, assumptions, and exclusions include the following: 1) The civil scope of work consists of expanding the existing parking area to create sufficient parking for the renovated buildings. Limited utility replacement consists of upsizing water services to the buildings and potentially replacing a section of storm drain pipe beneath the new parking area. 2) The configuration, capacity, and size of existing water mains, sewer mains and services, and storm drain system is assumed to be adequate. Effort and budget for replacing or adding to these items is not included in this proposal. Capacity analyses of the existing systems is also excluded from the scope. 3) At this time, we understand that reconstruction of the existing parking area and walks is not required. We can provide a proposal for replacing those elements if the Owner desires. 4) A topographic survey covering adequate extents and details of the site and utilities will be performed by others. PND will be provided with a base map in AutoCAD format, point file, and digital topographic surface compatible with Civil3D. Any additional data deemed necessary for design not included in the original survey will be provided by others. ©1©ID 2 Page 36 of 66 Discussion On Mental Health Facility Buildings Future AGENDA ITEM #2.d. DECEMBER 2024 KODIAK MENTAL HEALTH APARTMENTS STRUCTURAL AND CIVIL FEE PROPOSAL 5) Civil specifications will be in CSI format. 6) Bid phase assistance includes responding to bidder questions and assistance in preparing addenda with minor adjustments or clarifications. 7) Construction Administration (CA) will include review of submittals and responding to contractor questions (RFI's). No site visits during design or construction are included in this fee proposal. Civil deliverables will include the following: 1) 35% Schematic Design (SD): design narrative. 2) 65% Design Development (DD): plans, typical sections, details and updated narrative. 3) 95% Construction Documents (CD): updated drawings and draft specifications. 4) 100% CD: final drawings and specifications. Fees Our estimated costs for services are summarized in the table below. The fees are valid considering the services, assumptions, exclusions and schedule provided herein. Description • Cost Fee Method Structural 35% SD $5,000 Fixed Structural 65% DD $5,000 Fixed Structural 95% CD $5,000 Fixed Structural 100% CD $2,000 Fixed Structural Bid $1,500 T&M Structural CA $6,000 T&M Civil 35% SD $4,000 Fixed Civil 65% DD $6,500 Fixed Civil 95% CD $7,500 Fixed Civil 100% CD $4,000 Fixed Civil Bid $1,500 T&M Civil CA $6,000 T&M - Total Fee Estimate $54,000 All design services are proposed to be performed on a fixed fee basis while bidding and CA services are proposed to be performed on a time and expenses (T&E) reimbursable basis to allow for some flexibility. We will invoice for design tasks monthly based on percentage of work complete. We will invoice T&E tasks monthly based on hours worked and expenses incurred in accordance with our standard billing rates at the time of service. Expenses and subconsultants will be invoiced at cost plus 10% administrative markup. We will not deviate from the proposed scope or exceed the authorized budgets without prior written authorization to do so. Any additional services not described herein may be performed on a time and © © 0 3 Page 37 of 66 Discussion On Mental Health Facility Buildings Future AGENDA ITEM #2.d. DECEMBER 2024 KODIAK MENTAL HEALTH APARTMENTS STRUCTURAL AND CIVIL FEE PROPOSAL expenses basis or for a negotiated fixed price at your discretion. The fees and terms of this proposal are valid for 90 days, after which we reserve the right to revisit cost and schedule. Schedule PND can commence with civil and structural design services within two weeks of receiving written notice to proceed (NTP). Civil and structural deliverable dates are yet to be determined and will hinge on when information from others is received. Thank you for considering PND Engineers for this project. If you have questions or need additional information, please feel free to contact me. We look forward to working with you. Sincerely, PND Engineers, Inc. Sean Sjostedt, P.E. Brian Nielsen, P.E., S.E. Vice President Principal © © 0 4 Page 38 of 66 Discussion On Mental Health Facility Buildings Future AGENDA ITEM #2.d. I RSA Engineering, Inc. December 11, 2024 Mechanical & Electrical Engineers Jensen, Yorba, Wall 522 W. 10th Street Juneau, AK 99801 ATTENTION: Corey Wall Dear Corey, REFERENCE: KIB Mental Health Apartments Reconstruction Mechanical and Electrical Fee Proposal RSA Engineering is pleased to offer a fee proposal for mechanical and electrical engineering services for the referenced project. We have based our scope of work on the following assumptions: General: • The project will consist of reconstruction of the two existing 2-story apartment buildings. We understand the reconstruction work will occur after the abatement project for the buildings is completed. • The project will be delivered using a design -bid -build method. • Deliverables: We will provide four design submittals, 35% Schematic Design, 65% Design Development, 95% Construction Documents, and 100% Bid Documents. • Specifications will be prepared using CSI Master Format as part of a bound project manual. • Review Meetings: We have included time to attend ARB review meetings following the 35%, 65%, and 95% submittals. We will attend the meetings by teleconference from Anchorage. • Permitting: We will answer questions that come up during the plan review process and issue sketches or clarifications if necessary. • Bid phase services include responding to bidder questions and preparation of addenda material. • In Office Construction Administration (C/A) services include submittal review, DCVR review/response, review of operation and maintenance manuals and preparation of record drawings based upon contractor generated redline mark-ups. • On -site Construction Administration (C/A) services include 2 mechanical and 2 electrical inspections. Morhnniral- • Mechanical design will include plumbing, heating, and ventilation systems. • We understand the owner wants to use individual electric heat pumps for heating of each apartment unit. • Ventilation systems will include toilet room exhaust fans and range hood in the kitchen. We understand the owner does not want HRV units for ventilation of the apartments. • Plumbing systems will be designed to connect to site utilities designed by Civil Engineer. • Sprinkler systems will be performance specified to be designed and installed by the successful bidding Sprinkler contractor. 670 W. Fireweed Ln, Ste 200 Anchorage, AK (907) 276-0521 1 www.rsa-ak.com Page 39 of 66 Discussion On Mental Health Facility Buildings Future AGENDA ITEM #2.d. December 11, 2024 Electrical: • Electrical Design will include power distribution, lighting and telecom systems. We understand that the electrical service may need to be upgraded to support the heat pump system. • Fire Alarm systems will be performance specified to be designed and installed by the successful bidding Fire Alarm contractor. Exclusions: • Travel delays are not included in our fee for site visits outside of Anchorage. Travel delays will be billed up to 8 hours per day of actual time including reimbursable expenses incurred. • Commissioning services, LEED services, and cost estimation services are not included in our proposal. • We have not included design for a back-up generator. • We have not included design for site utilities for sanitary sewer, water or storm drainage in our fee. We will coordinate with the civil engineer for tie-ins to plumbing utility services. • We have not included structural or civil design for support of exterior condensing units associated with the heat pump units. RSA proposes the following fees for this project with design services provided on a lump sum basis and construction administration (C/A) services on a time and expenses basis (T&E): Travel Protect Deliverables Mechanical Electrical Expenses Total 35% Schematic Design $10,260.00 $8,450.00 $18,710.00 65% Design Development $15,400.00 $12,880.00 $28,280.00 95% Construction Documents $21,845.00 $18,145.00 $39,990.00 100% Construction Documents $5,825.00 $4,985.00 $10,810.00 Design Subtotal (LS): $53,330.00 $44,460.00 $0.00 $97,790.00 Bidding & Permitting $1,550.00 $1,290.00 $2,840.00 C/A $14,620.00 $8,160.00 $22,780.00 Inspections $3,840.00 $3,840.00 $4,461.00 $12,141.00 C/A Subtotal (T&E): $20,010.00 $13,290.00 $4,461.00 $37,761.00 GRAND TOTALS: $73,340.00 $57,750.00 $4,461.00 $135,551.00 Please review and advise if this proposal is acceptable by signing below and returning a copy to our office as our notice to proceed. We have attached a copy of our Standard Terms and Conditions to provide guidelines for contractual issues in the absence of a formal contract for this project. We look forward to working with you on this project. bpp/jam/hhm 24-0490/P24-299 Attachment Accepted for Jensen, Yorba, Wall Sincerely, Brian Pekar, P.E. Principal Mechanical Engineer Page 2 of 3 Discussion On Mental Health Facility Buildings Future Page 40 of 66 AGENDA ITEM #2, d. December 11, 2024 RSA Engineering, Inc — Standard Terms and Conditions These terms and conditions are incorporated into our proposal and become part of the contract. Performance: RSA Engineering, Inc., ("RSA") and its employees will exercise the degree of skill and care expected by customarily accepted practices and procedures. No warranties, expressed or implied, are made with respect to RSA's performance, unless agreed in writing. RSA is not a guarantor of the project to which its services are directed, and responsibility is limited to work performed for the client. RSA is not responsible for acts and omissions of the client, nor for third parties not under its direct control. RSA shall not be liable for any reason for any special, indirect, or consequential damages including loss of use and/or loss of profit. RSA may rely upon information supplied by the client engaging RSA and its contractors or its consultants without independent verifications. Ownership of Documents: Documents prepared under this agreement are Instruments of Service for the sole use and benefit of the Owner. RSA retains a property interest in the work products including rights to copy and reuse. RSA grants the Owner a perpetual and non-transferrable license to reproduce the Instruments of Service for their intended use, including the right to reproduce for construction, upkeep, operation, and maintenance. RSA will incur no liability from the unauthorized use or modification of the Instruments of Service for other than their original purpose without RSA's written permission. RSA's signatures, professional seals and dates shall be removed from the Instruments of Service when these documents are used for other than their intended purposes. Governing Law: This contract shall be governed by the laws of the State of Alaska, and any lawsuits brought thereon shall be filed at the Superior Court in Third Judicial District at Anchorage, Alaska. Insurance: RSA maintains professional liability insurance coverage of $2 million occurrence/$3 million aggregate, $2 million occurrence/$4 million aggregate commercial general liability insurance, $1 million combined single limit automobile liability insurance, $1 million workers compensation and employer's liability insurance for employees performing work under this contract, and $5 million occurrence & aggregate umbrella/excess liability insurance. Indemnity. RSA shall indemnify and hold the client, agents, and employees harmless from and against any and all damages of any nature under this agreement resulting solely from negligent acts, errors or omissions of RSA, RSA's officers, agents, and subconsultants who are directly responsible to RSA. Dispute Resolution: Prior to initiating court action, RSA and the client shall in good faith seek to settle or resolve the controversy by submitting the matter to mediation in Anchorage, Alaska. Such notice shall be within the statutory time limit for commencing a legal action involving the controversy. The independent third -party Mediator will be selected by mutual consent of both Parties from a list of available members of the American Arbitration Association. If the parties do not resolve a dispute through mediation, binding dispute resolution shall be through litigation in a court of competent jurisdiction in Anchorage, AK. The prevailing party shall be entitled to an award of actual costs and attorney fees. Proposals: Proposals expire 90 days after submission to a client unless a different expiration limit is included in the proposal. RSA may withdraw or modify a proposal at any time prior to acceptance by the client. Payments: Payments for RSA Services shall be made after client's approval of RSA submission and invoice. Client shall review and approve each submission and invoice and shall pay the invoice amount within 30 days (or other agreed upon timetable) of approval. If the owner does not approve a submission, it shall be returned to RSA for revision. Invoicing: RSA will invoice on a monthly basis. All invoices shall be due and payable upon receipt. Interest charges of 1.5% per month may be assessed for unpaid balances beyond 120 days past due unless other arrangements are made. In the event billing is on a pay when paid basis, RSA and the client agree to six months past due prior to assessing interest charges unless other arrangements are made. It is agreed that in the event of failure of the client to make payments in compliance with this agreement, RSA, at its option, may terminate all services in connection with this agreement. Termination: This contract may be terminated by either party upon 30 days written notice, should the other party fail to substantially perform in accordance with the terms and conditions herein. In the event of termination, the consultant shall be paid compensation for services actually performed and for reimbursable expenses actually incurred. RSA reserves the right to complete analysis and records as are necessary to put files in order and were considered by us necessary to protect our professional reputation. Page 3 of 3 Page 41 of 66 Discussion On Mental Health Facility Buildings Future AGENDA ITEM #2.d. Corey Wall From: Sean Sjostedt <ssjostedt@pndengineers.com> Sent: Friday, December 13, 2024 3:19 PM To: kodiaklandsurveying@ak.net Cc: Corey Wall Subject: RE: Survey for KIB Hi Jim, Thanks for getting back to us, I think that all sounds fine but will let Corey weigh in. Also, the schedule is more lax than I was thinking. There isn't a real rush on this, if that provides you any relief. February or even March would likely be fine. Sean Sjostedt I Principal Engineer PND Engineers, Inc. (0) 907.586.2093 1 (M) 208.596.2980 From: kodiaklandsurveying@ak.net <kodiaklandsurveying@ak.net> Sent: Friday, December 13, 2024 3:13 PM To: Sean Sjostedt <ssjostedt@pndengineers.com> Subject: RE: Survey for KIB Hey Sean, I am sorry for the delay, I was traveling this week and schedule got messed up a bit. I can get you the area you are needing by the end of January no problem — probably by Jan 151n It should be no problem to go - "not to exceed $5000" - but I will need to work out costs this next week to get exact figure. FYI - I can get what is within the red line but may not be able to get current topo of the parking lot area along Egan. I will try and look this weekend but been swamped at this time with work. Thanks Jim Jim Purdy Kodiak Land Surveying 907.486.1945 From: Sean Sjostedt <sslostedt@pndengineers.com> Sent: Friday, December 6, 2024 12:05 PM To: kodiaklandsurveying@ak.net Cc: Corey Wall <corev@iensenvorbawall.com> Subject: Survey for KIB Hi Jim, Following up on our call yesterday. Below is a snip of the survey limits. The project scope, for now, is far less than the limits indicate. The two long buildings to the southeast are being gutted and given a facelift but will otherwise remain. The smaller mech/laundry room between the two buildings will be demolished. The parking lot in the middle of it all will Page 42 of 66 Discussion On Mental Health Facility Buildings Future AGENDA ITEM #2.d. be expanded over the demolished building. The limits are bigger in case the project scope expands, such as reconstructing the existing parking lot etc. I'm requesting general topo, storm drain inlets and pipe inverts, anything in terms of water/sewer that can be located, building lines, sidewalks/stairs/thresholds on the front of the long buildings to remain (not worried about anything on the back). Deliverables from you would be a base drawing in CAD, point file, and surface compatible with importing to Civil3D. We are a sub to JYW on this project. Corey wall (cc'd) is the team lead and you should direct your proposal to him please. Corey is trying to have fees assembled by the end of next week. Schedule is a little loose ... do you think we could have deliverables in January sometime if you received NTP in the next couple weeks? Corey, if you think the survey limits are way to big for what's anticipated, please weigh in. Jim is local and could do pickup work relatively easily though he is busy and traveling a lot. z Page 43 of 66 Discussion On Mental Health Facility Buildings Future AGENDA ITEM #2.d. m�o�m Sean Sjostedt I Principal Engineer 9360 Glacier Hi hwa , Suite 100, Juneau, AK 99801 (0) 907.586.2093 1 (M) 208.596.2980 ssiostedt@pndengineers.com W W W. Pndengi neers.com Page 44 of 66 Discussion On Mental Health Facility Buildings Future AGENDA ITEM #4.a. 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, Borough Manager RE: Manager's Report, February 27, 2025 Manager's Department E&F Update Over the past two weeks, KIB has rearranged furniture, filing cabinets, and staff members to create a projects office on the first floor of the building. The Project Manager and Projects Assistant can now be found in Rooms 101 and 102. There is also a Project's Office report attached tonight. If acceptable, this report will be given at the last meeting of each month to summarize progress on projects and show what projects are being planned / designed. North Star Elementary Different community members are asking for meetings to discuss possible uses of the school building. After our Joint Work Session on March 12th, the Assembly should have more information so that the discussion can continue. Essential Air Service As mentioned at last week's meeting, EAS was mentioned in Project 2025 and there is a fear that this program will not be funded. Attached to the report is the list of areas in the borough that could be affected. Here is the section from that document that refers to EAS — Page 631 of Project 2025 Federal subsidies are also distorting the commercial market. The Essential Air Service (EAS) program subsidizes flights to 200 small airports that are not otherwise commercially viable. The program was established in the 1970s as a temporary measure to cushion deregulation. It has since been made permanent. Finally ending the program would free hundreds of pilots to serve larger markets with more passengers. A new Administration could reform regulations to encourage airports in lower -served areas of the nation. Page 45 of 66 AGENDA ITEM #4.a. FY26 Budget Schedule for Departments March 13th Work Session is beginning of the review of Department Budgets. • Finance — March 13th • Manager — March 13th • Clerks / Legislative — March 20th • Information Technology — March 20th • Assessing — March 27th • Community Development / Parks and Rec / LEPC — March 27th • Engineering and Facilities — April 10th Administrative Official Assessor Seema Garoutte will be the Administrative Official from March 5th — 7th Current Recruitments • Temporary Laborer • Full-time Laborer • Full-time Secretary III Finance Department 2024 Foreclosure Process As of February 21 st, the Annual Notice of Foreclosure List has started it's four week run in the local newspaper. The same list will run for four consecutive weeks. Please contact the finance department for an updated payoff amount. Property Assessment and Taxation Implementation Project Staff is back to regularly scheduled meetings with the Tyler Implementation team. The main focus is still with the Assessing department and the project is currently 21 % complete. Go -live date is still expected to be June 25, 2025. Electronic Timesheet Implementation Project Staff is working with the vendor to set up business rules and processes. Go -live date is expected to be mid -April, depending on IT's workload and staffs training availability. Community Development Russian River and Sargent Creek Hydrology & Hydraulics Study — PEL Study Discussion On February 25, 2025, the Borough Manager, Community Development Director, and Associate Planner —Enforcement met with Jess Straub with River Focus, Inc., the consultant for the H&H Study. This discussion focused on the PEL Study for the Russian River and Sargent Creek bridges that are out for an RFP from ADOT&PF. The discussion focused on the best way the H&H Study can complement or even build off the PEL Study as discussed within that RFP. The Borough Manager will follow up with ADOT&PF to determine the full intent of the PEL Study scope and how that scope Page 46 of 66 AGENDA ITEM #4.a. would interact with the H&H Study. The current H&H Study project is about 70 percent complete and is on track to be completed before the November 2025 deadline. Assessing Senior Citizen / Disable Veteran exemptions Assessing will begin checking PFD information after March 31. Values Notice of Values were mailed on February 26, 2025. Appeal period begins (today) February 27, 2025, and runs through March 28, 2025. Appeal literature was updated to include versions in Tagalog and Spanish. Tyler Conversion • Assessing continues to run queries for cleanup and is preparing for file transfer as well as verifying the data in the new system. Assessing has also been tasked with coordinating both Tyler IT and KIB IT for information on where the information lives in our PACS system and where Tyler needs to pull from. • Assessing has 5 open tickets with Harris as of 02/05/2025. 3 of the tickets had to be updated manually by staff because of the Notice of Value process and no response from Harris. Engineering and Facilities Borough Building Boiler Installation KIB's contracted mechanical engineer from PND, conducted a review of the punch list on February 251h. The final items are scheduled to be finalized over the next few weeks. Sub -contractors have completed their work, and this project should be closed out by the end of March. Pool Facility Condition Survey Staff received a proposal from Jensen Yorba Wall for conducting a condition survey on the pool facility for $59,540.00. This proposal includes Aquatic Specialist WTI, Structural Engineering from PND, and Mechanical and Electrical Engineering from RSA. The proposal is to be presented to the Assembly for consideration of approval at the March 13 work session and March 20th regular meeting. Mental Health Buildings • The environmental contractor collected PCB samples. • Due to PCB testing requirements, the contractor has been delayed and will mobilize March 10th. • The PCB testing requirements will be an additive cost to this project. We anticipate having a cost proposal for the additional work soon. Page 47 of 66 AGENDA ITEM #4.a. • Early estimates are for approximately $275,000 to have 20 containers removed and disposed of properly. • All non -hazardous material will be removed for disposal at the KIB Landfill. KFRC • A quote has been obtained for the replacement of the failed seawater pump. Once approved, there will be an 18-20-week lead time on materials. • Long Technologies provided KIB staff with as-builts and upgraded their current monitoring capabilities to reflect all sensors installed. • The replacement of the existing ozone decontamination system will be advertised soon. Staff has discussed with the manager and are reviewing the package with the engineering consultant prior to advertising to ensure completeness. • DXP will be on -site February 26-28 for pumphouse pump evaluation/maintenance. No movement on these GSA items: Awaiting GSA revised contract amount for required water testing. No return contact has been received. The due date for sampling and receipt of data will be extended to reflect the delay. Staff continues to wait for a request for additional electrical circuits have been priced for GSA consideration to accommodate additional chillers for NOAA. Project to be funded on the next fiscal year's budget. Landfill • Baler building tipping floor project is closed out. • Staff is continuing to investigate the Compliance Order by Consent (COBC) associated with the storm water violations. A well installation RFB was drafted to gather data to inform the cause of the storm water violations. Unfortunately, there were no bidders for the project. Staff is currently working to update the RFB and readvertise. • Staff has posted the RFP for the Regional Solid Waste Management Plan and is working with KANA on the landfill mentorship portion of the award. • Staff is beginning preparations for the Spring Household Hazardous Waste Event and discussing any potential changes to improve the event's efficiency. Leachate Treatment Plant • Staff is currently working on the installation of the new membranes. • Ongoing discussions with the engineer, plant manufacturer, and ADEC are focused on improving water quality discharge. • Foaming issue is occurring again at the LTP. Staff is trying to determine the cause. Page 48 of 66 AGENDA ITEM #4.a. KIBSD High School Roof — KIB staff notified KIB E&F staff of multiple roof leaks. KIB staff have initiated a warranty claim and was notified on 2/27/2025 that a Field Service Representative will be scheduled for a visit to conduct an inspection. The inspection will include the section of roof that was replaced 2023 (due to non -warranty covered damage) and the newly reported leaks in other areas. This visit will not take place until the Spring. Staff is working with KIBSD to determine the urgency of the repair. Peterson School Roof — (no change) KIB staff is awaiting a final determination for the final repair of the flashing that failed. Anticipate the warranty work will not be completed until spring. Roof has not had any additional leaks reported. Karluk School UST - ADEC would like a further characterization and delineation to provide more information on the extent of soil contamination and to demonstrate whether groundwater. Staff has reached out to the contracted firm that has previous experience with this site. Service Areas • Follow up meetings with the AKDOL (Department of Labor) occurred on 2/25 to ensure the new contracts are compliant with Wage and Hour regulations. New contracts will be required to follow the State of Alaska Title 36 Prevailing Wage laws for contracts that exceed $25,000 cumulative. • The KIB RSA modifications to the State of Alaska DOT SSHC are posted on the KIB website for use as reference. • The KIB RSA invitation to bid documents are being developed for each specific RSA. Information Technology (Changes from the last reporting period are in bold) Policy Development - • IT Network documentation development. • Disaster Recovery Policy development • GIS documentation development State and Local Cyber Security Grant Program (SLCGP) - • Submitted two RFPs for the 2023 Grant awards to KIB to the Grants office in Juneau for approval 1. Immutable Backup and Tape Library upgrade 2. KIB firewall and switch upgrade project Security - • IT is working on getting our PCI-DSS status compliant with CardPointe. Hardware - • Asset tag inventory - 90% completed Page 49 of 66 AGENDA ITEM #4.a. Network - • IT is working with E&F to deploy wireless network coverage at KFRC in the pump house and the tower filter room. Also including two new iPads with cellular internet coverage • IT is configuring an iPad for a new Planning and Zoning member • Working on switch configuration backup and configuration repository. • GitHub vs another internal solution Administration - • Secured baysdiefireak.gov email domain name for the Bayside Fire Department Staff - next step is configuring it for our systems. Software — • Met with Apex Timeclock software staff for deployment work Ongoing meetings - two a week • Laserfiche: Mitchell is working with Lina Cruz and clerks on workflow updates in Laserfiche Template is completed • IT is meeting weekly with Tyler Tech data staff to assist with the PACS migration Meet with them Weekly, work is ongoing GIS - • Working on GIS departmental Documentation and policies • Working on migrating on premise map imagery to the ESRI cloud, which would reduce KIB on premise requirements for hosting online KIB maps. Reminders for Budget Discussions for FY26 1. Non-profit use of opioid settlement funds 2. Accommodations tax —Breakdown / Amount in Fund / Regulations about using those funds 3. Consideration of adding more to the junk vehicle removal line item Page 50 of 66 AGENDA ITEM #4.a. Subsidized Essential Air Service communities (Alaska) October 2024 Annual contract Current Original Current) Subsid rates Contracted Re ulations. ov Contract Dates Effective Hub s Apt State EAS Communi Oct. 1 2024 Air Carrier Docket Start End Rate Order Served Aircraft Seats Code I AK Adak S2,137,092 Alaska Airlines DOT-OST-2000-8556 10/01/23 09/30/25 2023-6-15 ANC B-737-700 124 ADK AK Adak (freighter) S479012 Alaska Airlines DOT-OST-2000-8556 10/01/23 09/30/25 2023-6-I5 ANC B-737-70OF 0 ADK I AK Akhiok S484,959 Island Air DOT-OST-2017-0046 07/01/24 06/30/29 2024-5-11 AD PA-32/C208 5or9 AKK II AK JAkutan fixed -win S1706657 I Grant Aviation DOT-OST-2000-7068 04/01/23 03/31/26 2023-3-I8 DUT King Air200 9 7AK AK Akutan (helicopter) S1,098,078 Maritime Helicopters DOT-OST-2000-7068 04/01/23 03/31/26 2023-3-18 7AK Bell206 4 K A I AK AmookBay* S39,974 Island Air DOT-OST-2000-6945 11/01/20 10/31/25 2020-II-15 AD C-2061Bcavcr 5-6 AOS I AK Angoon S221313 Alaska Seaplanes DOT-OST-2006-25542 01/31/23 1 01/31/27 2022-12-11 JNU C206/Bcavcr/C208 4/619 AGN I AK Atka S1,522,623 Grant Aviation DOT-OST-1995-363 10/01/22 1 09/30/25 2022-6-2 DUT King Air 200 9 AKB I AK Central $225 982 Warbclow's DOT-OST-1998-3621 12/01/23 11/30/25 2023-8-12 FAI Nava'o 8 CEM I AK Chignik S365,606 Grant Aviation DOT-OST-2015-0245 03/01/20 02/28/25 2020-2-20 AKN Caravan 9 KCG I AK Chi nik Lake S365,606 Grant Aviation DOT-OST-2015-0245 03/01/20 02/28/25 2020-2-20 AKN Caravan 9 KC II AK lChisana S162,374 I 40-Mile Air DOT-OST-1998-4574 06/01/23 05/31/25 2023-6-2 TKJ C-185/C-206/C-207 3 4/4 CZN 1 AK Circle S225,982 Warbclow's DOT-OST-1998-3621 12/01/23 11/30/25 2023-8-12 FAI I Nava'o 8 IRC I AK Clark's Point S228 224 Grant Aviation DOT-OST-2015-0058 09/03/23 08/31/28 2024-3-4 DLG I C-207/C-208 6,9 CLP I AK Cordova S4,320,331 Alaska Airlines DOT-OST-1998-4899 05/01/23 04/30/25 2023-3-17 ANC'JNU B-737-700 124 CDV AK Cordova (freighter) S44586 Alaska Airlines DOT-OST-1998-4899 05/01/23 1 04/30/25 2023-3-17 ANCJNU B-737-70OF 0 CDV I AK Diomede S747,656 Pathfinder DOT-OST-2020-0020 07/01/23 06/30/26 2023-6-16 OME Bell212/412 9 1 DM2 I AK E c ik S185,985 Grant Aviation DOT-OST-2015-0242 01/11/22 01/31/27 2022-1-5 AKN C-207/GA-8 6 EGX I AK Ekwok S82 846 Grant Aviation DOT-OST-2015-0175 03/01/22 02/28/25 2022-3-1 DLG C-207 6 KEK II AK lElfin Cove S388,744 I Alaska Seaplanes DOT-OST-2002-11586 01/31/23 01/31/27 2022-12-11 JN-U C206/Bcavcr/C208 4/6/9 ELT 1 AK Excursion Inlet S43 894 Ward Air DOT-OST-2002-12014 10/01/22 09/30/26 2022-8-23 JNU C- 185/206/3 10 3 or4 EXI I AK False Pass S274,289 Grant Aviation DOT-OST-2015-0059 09/01/21 08/31/26 2021-7-20 CDB Navajo 9 KFP I AK Gulkana $275,518 Reeve DOT-OST-1995-492 02/01/23 01/31/25 2022-12-12 ANC PA-31 7 GKN 1 AK Gustavus 5405 178 Alaska Airlines DOT-OST-1998-4899 05/01/23 04/30/25 2023-3-17 JNU B-737-700 124 GST I AK Heal Lake S240,860 Wright Air DOT-OST-1998-3546 09/01/24 08/31/28 2024-8-19 FAI C-206/C-208 5or9 HKB 1 AK H dabur 5405928 Ta uan DOT-OST-1999-6245 11/01/20 10/31/25 2020-11-2 WFB Ottcr/Beaver 6or7 HYG I AK 1 iu i S208,520 Grant Aviation DOT-OST-2015-0176 03/01/22 02/28/25 2022-3-1 AKN C-207 6 IGG I AK Kake S640195 Alaska Seaplanes DOT-OST-2008-0217 10/01/22 09/30/26 2022-8-23 JNU PC-12/C-208 9 KAE I AK Karluk S444,015 Island Air DOT-OST-2004-19342 11/01/22 10/31/27 2022-8-33 AD PA-32/BNI/C208 5/9/9 KYK 1 AK Kin Cove S675,792 Grant Aviation DOT-OST-2015-0177 12/01/19 11/30/24 2019-11-19 CDB Nava'o 9 KVC 1 AK Kitoi BayS39 974 Island Air DOT-OST-2000-6945 11/01/20 10/31/25 2020-11-15 AD C-206Bcavcr 5-6 KKB I AK Koli anck S851,707 Grant Aviation DOT-OST-2016-0011 09/03/23 08/31/28 2024-3-4 DLG C-207/C-208 6,9 KGK I AK Lake Minchumina $170880 Wright Air DOT-OST-2008-0237 11/01/22 10/31/24 2022-9-17 FAI C-208/PA-31 9 LMA I AK LazyBa /Alitak* $39,974 Island Air DOT-OST-2000-6945 11/01/20 10/31/25 2020-11-15 AD C-206/Bcaver 5-6 ALZ I AK Lcvclock S169,809 Grant Aviation DOT-OST-2015-0243 03/01/20 02/28/25 2020-2-20 AKN C-207/GA-8 6 or 7 KILL 1I AK IManIcy Hot Springs S92 326 I Warbclov/s DOT-OST-2004-17563 09/01/24 08/31/26 2024-9-9 FAI Navaio 9 MLY I1 AK Manokotak S406,415 Grant Aviation DOT-OST-2015-0244 09/03/23 08/31/28 2024-3-4 DLG C-207/C-208 6,9 KMO I AK May Creek S173 I I I I Copper Valle DOT-OST-1995-492 02/01/23 01/31/25 2022-12-12 GKN C-185/C-186 3-5 MYK I AK McCarth S173,1I I Copper Valle DOT-OST-1995-492 02/01/23 01/31/25 2022-12-12 GKN C-185/C-186 3-5 MXY Page 1 of 2 Page 51 of 66 AGENDA ITEM #4.a. Subsidized Essential Air Service communities (Alaska) October 2024 Current Original Current) Contracted Re ulations. ov Contract Dates Effective Hubs A t State EAS Communi 3Sgubsidyrates Air Carrier Docket Start End Rate Order Served Aircraft Seats CodeI AK McGrath Rccvc DOT-OST-201'-0108 12/01/22 11/30/24 2022-11-30 ANC Kin Air 9 MCG 1 AK Mctlakatla Ta uan DOT-OST-2021-0164 07/01/24 06/30/27 2024-7-13 WFB DHC-2 Bcavcr 6 MTM I AK Minto Warbclows DOT DST 2004 1'563 09/01/24 08/31/26 2024-9-9 FAI Navajo 9 MNT I I AK IMoscr Bar S39,974 Island Air DOT-OST-2000-6945 11/01/20 10/31/25 2020-1I-15 AD C-206Bcavcr 5-6 KMY I AK NcwStu ahok S464,610 Grant Aviation DOT•OST-2016-0010 09/03/23 08/31/28 2024-3-4 DLG C-207/C-208 6,9 KNW I AK Nikolski S465,730 Grant Aviation DOT OST- 1995-363 10/01/22 09/30/25 2022-6-2 DUT King Air or Navajo 9 IKO I AK Olga Bay* S39,974 Island Air DOT-OST-2000-6945 11/01/20 10/31/25 2020-11-15 AD C-206/Bcaver 5-6 KOY 1 AK Pelican S700936 Alaska Seaplanes DOT-OST-2002-11586 01/31/23 01/31/27 2022-12-11 JNU C206/Bcavcr/C208 4/619 PEC I AK Perryville S813,365 Grant Aviation DOT-OST-2015-0116 03/01/22 02/28/25 2022-3-1 AKN Caravan 9 KPV I AK Petersburg S2,472,052 Alaska Airlincs DOT-OST-1998-4899 05/01/23 04/30/25 2023-3-17 JNU/KTN B-737-700 124 PSG AK IPctcrsburg (freighter)S237,794 Alaska Airlincs DOT-OST-1998-4899 05/01/23 04/30/25 2023-3-17 JNU/SEA B-737-70OF 0 PSG I AK Pilot Point S202,181 Grant Aviation DOT-OST-2015-0178 03/01/22 02/28/25 2022-3-1 AKN C-207/PA-32 6 PIP I AK Port Alexander S134 396 Baranautica DOT-OST-1999-6244 09/30/21 09/30/25 2021-9-13 SIT C-185 3 PTD I AK Port Bailc • S39,974 Island Air DOT-OST-2000-6945 11/01/20 10/31/25 2020-11-15 AD C-206Bcavcr 5-6 KPY I AK Port Heiden S351 383 Grant Aviation DOT-OST-2016-0012 05/01/20 04/30/25 2020-4-7 AKN C-208/C-207 9 PTH I AK Port Williams' S39,974 Island Air DOT-OST-2000-6945 11/01/20 10/31/25 2020-11-15 AD C-206/Beavcr 5-6 KPR I AK Seal Bay S39,974 Island Air DOT-OST-2000-6945 11/01/20 10/31/25 2020-I1-15 AD C-206/Bcavcr 5-6 SYB 1 AK Skwentna S43 479 S croak DOT-OST-2021-0165 06/01/24 05/31/26 2024-5-6 MRI Ccssna 207 5 SKW 1 AK South Naknck S170,061 Grant Aviation DOT-OST-2015-0060 03/01/22 02/28/25 2022-3-1 AKN C-207 5 WSN 1 AK St. George SI 198 524 Grant Aviation DOT-OST-2017-0109 10/01/22 09/30/25 2022-6-2 DUT King Air 200 9 STG I AK St. Paul Island S2,681,588 New Pacific DOT-OST-2019-0038 10/01/23 09/30/25 2023-9-2 ANC Dash-8 29 SNP I AK Tatitick S257,009 Alaska Air Transit DOT-OST-2013-0030 10/01/23 09/30/25 2023-9-12 MR] Caravan 9 TEK I AK Tcnakce S200 011 Alaska Seaplanes DOT-OST-2006-25542 01/31/23 01/31/27 2022-12-11 JNU C206/Bcavcr/C208 4/6/9 TKE I AK Twin Hills S400 826 Grant Aviation DOT-OST-2015-0117 09/01/24 08/31/29 2024-8-11 DLG C-207/GA-8 6/7 TWA I AK U anik S39,974 Island Air DOT-OST-2000-6945 11/01/20 10/31/25 2020-11-15 AD C-206/13cavcr 5-6 UGI I AK U ashik S202,181 Grant Aviation DOT-OST-2015-0179 03/01/22 02/28/25 2022-3-1 AKN C-207/PA-32 6 UGS 1 I AK IWcst Point S39,974 Island Air DOT-OST-2000-6945 11/01/20 10/31/25 2020-11-15 AD C-206Bcavcr 5-6 KWP I AK Wrangell S2,638,479 Alaska Airlincs DOT-OST-1998-4899 05/01/23 04/30/25 2023-3-17 JNU/KTN I B-737-700 124 WRG AK Wrangell (freighter) S257,610 Alaska Airlines DOT-OST-1998-4899 05/01/23 04/30/25 2023-3-17 JNU/SEA B-737-70OF 0 WRG I AK Yakutat S4,348,600 Alaska Airlincs DOT-OST-1998-4899 05/01/23 04/30/25 2023-3-17 ANC/JNU B-737-700 124 YAK AK Yakutat (freighter) S42 838 Alaska Airlines DOT-OST-1998-4899 05/01/23 04/30/25 2023-3-17 ANCUNU B-737-70OF 0 YAK I AK Zachar Bay S39974 Island Air DOT-OST-2000-6945 I1/01120 10/31/25 2020-11-15 AD C-206Bcaver 5-6 KZB 65 $41 720 951 • Fla stop service Page 2 of 2 Page 52 of 66 AGENDA ITEM #4.a. Kodiak Island Borough Engineering & Facilities Department a Projects Office 710 Mill Bay Road • Kodiak, Alaska 99615 Phone (907) 486-9349 • Fax (907) 486-9347 TO: Mayor and Assembly FROM: Codi Allen Project Manager/Inspector CC: Aimee Williams, Borough Manager Dave Conrad, Engineering/Facilities Director RE: Monthly Projects Report for Period Ending February 28, 2025 CAPITAL IMPROVEMENT PROJECTS BOROUGH BUILDING BOILER ROOM UPGRADES Project Description: This project is for replacement of the boilers and generator at the Borough Building, including abatement of pipe insulation and gaskets as required. The boilers are over 50 years old and well past their useful life. Current Status: EF/Projects staff was notified last week (2/13/2025) that the punch -list items have been completed by the primary contractor. We are still awaiting the sub -contractor to complete their work on the controls and run their required tests. Once the sub -contractor has completed their work KIB will be asking for a follow up inspection trip from the mechanical engineer. Change Orders this Period: None. BALER FLOOR REPLACEMENT Project Description: This project is for replacement of the wear slab at the Baler Facility. The extent of the replacement will be 34' x 40' section that is not to exceed 4 % "thick. This slab is designed to wear down with use and was last replaced in 2015. Current Status: Baler building tipping floor caulking was applied on 2/8/2024. This project is considered complete and will transition to close-out. Structural analysis of the baler floor structure complete, and the results will restrict certain vehicles from being used simultaneously or in specific location on the floor. Based on the findings, certain operational adjustments will be required to ensure the safety of the baler staff, patrons, and the physical structure. Discussions are occurring with the A&E team for solutions. Change Orders this Period: None. PETERSON ELEMENTARY HVAC ROOF REPLACEMENT Project Description: This project is for replacement of the roof and HVAC equipment at Peterson Elementary School. The school has sections of roof that are between 20 and 30 years old and have reached their expected service life. There have been persistent leak problems for years as the roofing system continues to deteriorate. The roof consists of 48,000 sq foot of membrane, which includes 12 different roof profiles. Projects Report February 2025 Page 1 Page 53 of 66 AGENDA ITEM #4.a. Current Status: On 9/23/2024, the final payment was paid to Friends Contractors LLC; however, wind damage has occurred to a small section of the parapet flashing, which will require rework and potentially warranty repair. KIB staff is awaiting a final determination for the final repair of the flashing that failed. KIB anticipates the warranty work will not be completed until spring. Roof has not had any additional leaks or issues reported. Change Orders this Period: None. MENTAL HEALTH BUILDING DEMO & ABATEMENT Project Description: This project is for the abatement and partial demolition of the aging mental health buildings located on Borough Hill. The abatement will be focused on the removal and disposal of the hazardous materials, and the demo will consist of demolition of all materials down to the structural sheathing for both facilities. The smaller mechanical building and associated underground storage tank will be removed completely. The finished product will be two buildings prepped for future renovation. Current Status: On 1/09/2025 during the pre -construction kick off meeting, KIB staff requested that the contractor test for Polychlorinated Biphenyls (PCBs) due to a DEC permit requirement that was not initially included in the scope or work. These test results came back positive for PCBs, and this has triggered a need for additional testing throughout the facility. The KIB environmental consultant has conducted additional testing. The contractor will now mobilize in March. This work will result in a cost and schedule change to the project. Change Orders this Period: None. PKIMC & KMS ELEVATOR MODERNIZATION Project Description: This project is for modernization the elevator and all associated components in accordance with the State of Alaska Codes and Elevator Regulations (ASME A17.1) at both locations. The specific focus for PKIMC includes: • Add a sump pump and drain to elevator pit. Add fourplex GFCI outlets on either side of the elevator pit. • Clean out the elevator pit of spilt hydraulic fluid. *One shaft must always remain operational while modernization is underway. " The specific focus for KMS includes: • Replacing the door actuator. • Adding lighting above the car. • Adding a sprinkler head and associated piping below the elevator car. • Adding a GFCI outlet in the elevator pit. The result of the project will be three modernized elevators, which are also compliant with the current state codes. Current Status: On 2/07/2025 KIB ARB members submitted their evaluations and provided a recommendation to the KIB Assembly to accept for TKE's proposal. This transitioned the project to the Assembly for review and approval on the March 06, 2025, regular meeting. Change Orders this Period: None. Projects Report — February 2025 Page 2 Page 54 of 66 AGENDA ITEM #4.a. OTHER ASSIGNED PROJECTS KIB ROAD SERVICE AREA CONTRACT RENEWAL Project Description: This project is for the renewal of all RSA contracts within KIB. This includes the generation of specifications for the maintenance and repair of the RSA, new contracts that align with State of Alaska prevailing wage requirements, and updated contract terms that align with RSA needs. Current Status: On 1/30/2025 KIB staff met with a variety of members from the various RSA Boards. This meeting was focused on familiarization and gathering information on what needed improvement in the current contracts. This led to the creation of the RSA Area Specifications, which modified the State of Alaska Standard Specifications for Highway Construction to better fit the needs of Kodiak. On 2/03/2025, the RSA Area Specifications were shared with the RSA Board members for comments and modifications. No comments were given, and the RSA Area Specifications are published and available on the KIB website. On 2/25/2025 to ensure the new contracts are compliant with Wage and Hour regulations. New contracts will be required to follow the State of Alaska Title 36 Prevailing Wage laws for contracts that exceed $25,000 cumulative. The draft contracts and invitations to bid are being developed and expected to be sent to the RSA Boards 3/03/2025 for review and comment. Change Orders this Period: None. KIB SEWAGE LIFT STATION REPAIRS Project Description: This project is for replacement of the KIB main building sewage lift station pumps and electronic controls. This system failed in 2024, and the components were outdated and no longer supported by the manufacture. Current Status: The project is substantially complete. The KIB maintenance staff is working to install insulation and isolation membrane in the space as recommended by the E&F Director. Change Orders this Period: None. KIB E&F HALLWAY ABATEMENT AND DRAIN REPLACEMENT Project Description: This project is for abatement of asbestos containing material on the ceiling and piping insulation to successfully repair and replace a failed rain leader. Current Status: The abatement was completed on 2/15/2024, and the plumbing contractor completed the repairs on the piping. The approximately 4'x6' hole in the ceiling was patched by the KIB maintenance staff, and the replacement ceiling tiles are ordered. Change Orders this Period: None. Projects Report — February 2025 Page 3 Page 55 of 66 AGENDA ITEM #4.a. FUTURE PROJECTS IN DESIGN NORTHSTAR ELEMENTARY ROOF & SKYLIGHT REPLACEMENT-95% Project Description: This project is for the replacement of the NorthStar Elementary school roof and sky light. This design is being managed by JYW at a cost of $99,423. Current Status: The design proposal was signed July 25, 2023, and sent back to JYW for the design process to begin. The design has reached 95% as of February 26,2025, the design is on hold due to the decision by KIBSD to close North Star Elementary school. Discussions among all stakeholders have begun regarding what to do with the building. Until a direction is decided by the stakeholders, the design will remain on hold. KFRC EXTERIOR UPGRADES-95% Project Description: This project is for the comprehensive replacement and update of the KFRC Building Exterior to include replacement of exterior metal siding, replacement of roof both pitched and standing seam metal and flat membranes, replacement of roof accessory items, and replacement of hollow metal exterior doors. The design is being managed by JYW at a cost of $126,897. Current Status: The design proposal was signed October 21, 2019, and sent back for JYW for the design process to begin. Design drawings and specifications were completed February 22, 2022, and held as a shelf -ready project for the future. As of February 25, 2025, this project package is still available for use but would need to be updated with current information and preferences of the stakeholders. If the Assembly desires this project to be moved forward for action, it will require a new fee proposal for the updates to the project package. EAST ELEMENTARY ROOF REPLACEMENT-40% Project Description: This project is a continuation of the conceptual design efforts made in 2022. The scope of the project is for the replacement of the 1984 and 1987 wings of the East Elementary school roof, replacing the roof in all areas not re -roofed in 2016. The original flat portion of the building will be reconstructed to raise the pitched roof and eliminate the internal gutter between the newer and older roof sections. The design is being managed by JYW with PND Engineers, INC. with a combined design effort at a cost of $119,344. Current Status: The design proposal was signed July 25, 2023, and sent back to JYW and PND for the design process to begin. As of February 26, 2025, the design is at roughly 40% completion. Once completed to 65% KIB E&F staff will present to the ARB Board for review. LANDFILL SCALE SHACK PLATFORM REPLACEMENT-25% Project Description: This project is for replacement of scale shack platform with hot -dipped galvanized metal at the KIB landfill. This work also includes the inclusion of two platforms to allow for egress and access to the scale platform with replacement stairs. The design is being managed by JYW with PND Engineers, INC. conducting much of the design effort at a cost of $17,330. Current Status: The design proposal was signed on December 18, 2024, and sent back to JYW for the design process to begin. As of February 26, 2025, the design is at roughly 25% with the conceptual design being shared with KIB E&F staff and reviewed by KIB Landfill staff. Projects Report — February 2025 Page 4 Page 56 of 66 AGENDA ITEM #4.a. RED CROSS UST REMOVAL-95% Project Description: This project is for the removal and abatement of the UST located at the KIB Red Cross building. The original design was a part of the KIB MH ABATEMENT project, but it was not approved as an added alternate. Therefore, KIB staff has restructured this as its own project and JYW will be finalizing the design proposal for review. Current Status: Awaiting the design proposal cost. KIB MAINTENANCE BUILDING BOILER UPGRADE-50% Project Description: This project was originally included in the KIB Main Building Mechanical Upgrades as an Alternate but was not awarded. The design for the Maintenance Building Boilers in 2020 cost $22,004.00. Current Status: The design of the Maintenance Building Boiler Replacement was completed in 2020 but will need to be reviewed and updated to be bid as a standalone project. JYW is currently reviewing the old documents for scope development and a proposal will follow to finish out the design. KIB MILL BAY STAIR REPLACEMENT-0% Project Description: This project is for the design for demolishing of the existing wood stairs, which have been failing. The new designed replacements will consist of new footers with stairs made of galvanized steel. The design is being managed by JYW with PND Engineers, INC. conducting much of the design effort at a cost of $9,538. Current Status: The design proposal was signed on February 10, 2025, and sent back to JYW for the design process to begin. KFRC PUMPHOUSE HOIST BEAM-0% Project Description: This project is required to have a safe and effective way to remove and replace failing pumps and pump shafts at the KFRC Pumphouse. The design consists of a beam and hoist system that can be installed and removed at the KFRC Pumphouse. The design is being managed by JYW with PND Engineers, INC. conducting much of the design effort at a cost of $13,336. Current Status: The design proposal was signed on February 14, 2025, and sent back to JYW for the design process to begin. POOL CONDITION SURVEY-0% Project Description: This project will consist of a site visit by an architect, aquatics specialist, and electrical, mechanical and structural engineers. A written condition report will document the findings as well as recommendations for a project scope to repair deficient items. Please note that the pool will need to be drained for the site visit and access to all areas, so this work will be scheduled around the annual pool maintenance in May 2025. Exclusions: • Geotechnical and civil investigations are not included at this time. • Cost estimation is not included at this time. • Investigations will not be destructive —no finishes will be removed. • Given the age of the building, we believe that the eventual design project, and therefore this condition survey scope, will center on the items identified by WTI in 2023 with only cursory examinations of other Projects Report — February 2025 Page 5 Page 57 of 66 AGENDA ITEM #4.a. systems and areas. If necessary, they will flag issues where additional, in-depth or destructive investigation would be helpful. Current Status: The design proposal will be presented to the KIB Assembly on March 13, 2025, for review. Projects Report — February 2025 Page 6 Page 58 of 66 AGENDA ITEM #5.a. FEBRUARY 27, 2025 MISCELLANEOUS ✓ Worked on a code change regarding remote particpation for meetings. A draft ordinance was sent to Assembly member Dave Johnson. We have a placeholder for discussion on the March 13 work session agenda. ✓ A friendly reminder that the APOC Financial Disclosure are due by March 15. It is important to file on time to avoid any penalties for late submissions. ✓ I have been getting inquiries about service area meetings and roles between the assembly and service areas. I reached out to the Borough attorney and sent out information to the assembly yesterday. RECORDS UPDATE ✓ As of today, we have successfully processed 26 records requests for FY2025 and 1 that is currently pending. ✓ A records disposal report is tentatively scheduled to be presented to the Assembly in March or April 2025. ✓ We have distributed the notice of expiring contracts for Calendar Year 2025. LIQUOR LICENSES Pending Liquor License Renewals: ✓ We have processed a total of 15 liquor license renewals, 1 transfer of ownership and location, and 1 transfer of controlling interest applications for FY2025. Pending Liquor License Transfers: ✓ Restaurant or Eating Place — Nuniaq LLC DBA Nuniaq Cafe & Deli transfer of ownership and location. Response due on March 9, 2025. BOARDS AND COMMITTEES ✓ The Clerk's Office staffed the Planning and Zoning Commission meetings this month. ✓ Staffing the Kodiak Fisheries Work Group and Borough Lands Committee ✓ Administration of oaths to recently appointed officials ✓ The Alutiiq Heritage Foundation filed an appeal today with Seema. I have sent you an email that you will be serving as the Board of Equalization to review the appeal. I also sent you the attorney's opinion pertaining to ex-parte communication. ✓ Preparation for the Annual Board of Equalization Appeal process is underway. • BOE meeting is scheduled on Monday, May 5 • Training to the Board of Equalization is tentatively scheduled on April 24. • Board of Equalization filing of appeals to the Clerk's Office will start on February 27 until March 28. ASSEMBLY AGENDA ITEM REQUESTS ✓ See tracking spreadsheet attached. ELECTIONS April 1 —Absentee by mail request forms will be available. July — Nominating petitions will be made available. Page 1 of 3 Page 59 of 66 AGENDA ITEM #5.a. FEBRUARY 27, 2025 August 1-15 — Filing period will open. August — Deadline for placing ballot propositions and questions before the voters. October 2 — Local Election Seats that are coming up Mayoral Seat Assembly Seats — Jared Griffin and Larry LeDoux School Board Seat — Jim Pryor BUDGETS ✓ Legislative Budget as of February 27 is at 63% ✓ Clerk's Office Budget as of February 27 is at 65% ✓ With the exception of Monashka Bay Service Area, all the other service area budget public hearings are scheduled and advertising for those are scheduled per Borough code. TRAVEL AND LEAVE ✓ The Southwest Alaska Municipal Conference will be held in Anchorage in March. ✓ We have made travel arrangements for the Mayor to attend NACO conference, lobbying efforts in DC, and AML legislative conference in Juneau. ✓ Please keep me in the loop if you are planning to take time off so we can predetermine quorum for upcoming meetings. Reporting Absences KI BC 2.25.070 No member of the Assembly may absent himself from any regular or special meetings of the assembly except for good cause. An assembly member who is unable to attend a meeting SHALL ADVISE TtIE CLERK OR THE MAYOR of the contemplated absence. NOTICE OF VACANCIES ✓ Boards, Committees, and Commissions • Citizens Board of Equalization - 1 Alternate Seat • Kodiak Fisheries Development Association - Borough Appointees - Crab Harvester - 1 Seat (Impending application: Gabriel Prout) • Parks and Recreation Committee - 1 Seat • Solid Waste Advisory Board - 1 Retail Business Representative Seat ✓ Service Area Boards • Bayview Road Service Area Board - 1 Seat • Fire Protection Area No. 1 Board - 1 Seat (Impending application: Craig Dagen) • Monashka Bay Road Service Area Board - 3 Seats • Woodland Acres Streetlight Service Area Board - 3 Seats • Womens Bay Service Area Board - 1 Seat Page 2 of 3 Page 60 of 66 AGENDA ITEM #5.a. UPCOMING MEETINGS ✓ March 5, Regular Meeting ✓ March 12, Joint Work Session with the School Board ✓ March 13, Work Session ✓ March 20, Regular Meeting ✓ March 27, Work Session MISCELLANEOUS EVENTS/CALENDAR Dates Events Location 2025 February 18-20 2025 AML Winter Legislative Conference Juneau February 2025 Federal Lobbying February 21 Coast Guard Appreciation Dinner Golden Anchor February 28 — March 4 2025 NACo Legislative Conference Washington, D.C. March 2025 Southwest Alaska Municipal Conference Anchorage April 2025 AML Spring Conference Anchorage May 1-2 Prince William Sound RCAC Board Meeting Valdez May 21-23 NACo WIR Conference Rapid City, S.D. Jul 11-14 2025 NACo Annual Conference & Exposition Philadelphia, PA September 18-19 AML Summer Board meeting Cordova December 8-12 AML Winter Conference/NEO Training Anchorage Page 3 of 3 Page 61 of 66 AGENDA ITEM #5.a. AGENDA ITEM REQUEST (AIR) FORMS TRACKING LIST PENDING No. Description Requested Submitt 60-day Completed Comments by ed on deadline on 7 Land Enhancement To Sharratt 08/17/23 N/A Local Buyers 13 Proposed Code Revisions Sharratt 02/01/24 N/A 02108124 ws Direction given to defer To KIBC 2.125.030 And this to the ARB/Emailed to KIBC 2.125.040 E&F on 02109124, Follow- Architectural/Engineering up email sent on 10131124 Review Board ws 17 Liquor License Code Arndt 06125124 Waived PENDING: Ordinance drafted by Revision Sharratt by Mayor Sometime in Attorney. Held due to the April protests KIB filed to ABC Board. Wanting to see the whole process. 21 Real And Personal Turner 09/19/24 11108124 10131124 ws Dave Johnson will present Property Code Change, Ames new ideas. Get this KIBC 3.35. 030 A. 6 scheduled again at another work session. 30 Ordinance to allow remote Johnson 02/06/25 04107125 03/27/24 ws Research of other participation in meetings Sharratt municipal Whiteside No. Description Requeste Submitte 60 day Completed Comments d by d on deadline on 1 Debate Time Limits Turner 07120123 NA 12/21/23 Ordinance adopted and 01104124 then vetoed 01118124 by the Mayor 2 KIBC 3.35.030(D) Turner 07120123 Waiver May Only Be Granted For A Year 3 Opening Borough Sharratt 07/20/23 NA 04111124 ws Will continue to come up Owned Lands To as a discussion item. - Auction/Lands Borough lands committee Discussion started meeting in December 2024 to address this 4 Change Of Agenda - Turner 08/03/23 NA 12121123 Per Mayor- leave format Citizens Comments - as -is In Room/On Phone 8 Hospital Facilities Griffin 08/21/23 NA 2129124 Repair And Renewal 9 Manager's Spending Griffin 08/21/23 NA 0 1/1812 4 rm Ordinance No. FY2024-13 Authority Adopted Adopted - Amt, changed from 25K to 50K NA — requests were submitted before the adoption of new code which established a 60-day deadline Page 62 of 66 AGENDA ITEM #5.a. 10 Service Area Griffin 08/21/23 NA 11107124 rm Not presenting contract to Maintenance & Snow Assembly. Staff will take a Removal Contracts different direction. 11 Remove Development Smiley 10/19/23 NA Of CIP From P&Z 12 Discussion Of Sharratt/ 11/09/23 NA 12114123 ws Changing The Whiteside Transient And All - Inclusive Package Accommodations Tax From Five Percent To Twelve Percent 14 Investment Strategy Griffin 06106124 Waived 0911 V24 Finance Director Preferred Meeting 01130125 ws presented on 1130125. Will Date: 09112124 intro ordinance for short term investments. Schedule long term investments in the future. 15 Land Disposal For Whiteside 06111124 08110124 07111124 ws Residential Development 16 2/3 Vote - Ordinance Arndt 05125124 08124124 08101124 rm Adopted on 09104124 Amendment Turner 19 LEGAL OPINION Arndt 07129124 NA 08/01/24 Related to nonprofit Conflict Of Interest Turner funding 20 Letter To AMCO Turner 08115124 10115124 08/29/24 ws Assembly approved a Revoking 09/05/24 rm letter to send to ABC Peking/Sizzler License Board 18 Policy Decisions On Sharratt 07125124 09/23/24 09126124 ws Direction was given to The Old Mental Health 10131124 ws proceed with option 1 Buildings 22 Amend Code To Whiteside/ 10115124 12114124 11114124 ws Failed to advance to public Require Sharratt hearing on 11121124 rm. Reconsideration Filers To Provide Reasons At The Time Of Filing 24 Amend 3.30.100 To Sharratt 11126124 01/25/25 01109125 Ryan Sharratt was not Remove "...plus project present during Work contingency equal to Session. This item was ten percent' moved to Jan 9 WS per Mayor and Assembly request. Assembly requested history of KIBC 3.30.100 Discussed having a procurement officer. Suggested creation of a subcommittee to work on procurement code. 25 Code Change Sharratt 12101124 01130125 01130125 ws Direction given for CDD to Accountability for work on this with the abandoned Vehicles, Borough attorney. KIBC 10.10.010 Ordinance to follow. 28 LEGAL OPINION Griffin 11121124 N/A 11122124 Distributed Legal Opinion Opinion on exparte Sharratt to Mayor and Assembly communication NA - requests were submitted before the adoption of new code which established a 60-day deadline Page 63 of 66 AGENDA ITEM #5.a. '29 Discuss to consider Whiteside 02107125 04/08/25 Responded to February feasibility of a solid Sharratt BO re: 2025 waste transfer station Agenda Item Request Request#6 was Referred to communi SWAB cated to Staff, 6 Transfer Stations & Sharratt 2129124 NA 2129124 ws SWAB should Requirements For look at this. Board Recycling Make it Chair for current and them to bring back start recommendati working on on these. See also AIR #29 5 Limiting Airbnb Rentals Sharratt 08110123 N/A 2129124 ws Discussed on 02113125 As Long -Term Housing 11114124 ws 0212912024 Solutions Assembly Staff will discussed take at to ADU on ok at 10131124, side STRS. discussion Review was on how ordinanc they should e discuss on presente how proceed d by Bo with and look Airbnb's/short at the term rentals feasibility of it. May 26 Require all short -term Johnson 12113124 02111125 01109125 ws Also rentals operating in the LeDoux 01130125 ws discussed at need to KIB to register +license 02104125 jws the 01109125 look at with the Borough no 02113125 ws ws. Scheduled costs. later July 1, 2025. No again for Aimee STRs will be discussion at advised authorized after that the 01/30 ws. that it Additional may date until a licensing+ discussion to need to limit is established by occured on be resolution. 02104 JWS. schedule Schedule for data follow-up later time discussion on (ws) as Feb 13. the 27 Advance discussion of Whiteside 01114124 03/15/25 PENDING Added to Feb Borough potential draft code Griffin 02/13/25 13 WS is changes to create a Sharratt Combined entering business license with #26, will into its program for Short Term be discussed Budget Rentals (STRs) in the on 02113125 season. Kodiak Island Borough. This will be discussion to inform an ordinance for introduction to be submitted at a future date. NA — requests were submitted before the adoption of new code which established a 60-day deadline Page 64 of 66 VILLAGE OLD HARBOR OUZINKIE PORT LIONS AKHIOK KARLUK # APPLICATIONS TAKEN 9 17 32 1 2 # APPLICATIONS BROUGHT BACK 6 10 13 2 2 NEW APPLICANTS RECIVED 1 1 2 1 0 1 never submitted 1 sent by fax 1 mailed in 1 mailed in 19 mailed in 2 passed away 5 came to the office 2 came to the office 1 moved away NEW TOTAL NUMBER OF APPLICANTS final count- 7 final count-17 final count-34 final count-2 final count-2 RECEIVED IN VILLAGE f i 6/7=85% 11/17=64% 15/34=44% 2/2=100% 2/2=100% TOTAL APPLICATIONS TAKEN # RECEIVED IN VILLAGES TOTAL NEW APPLICANTS TOTAL RETURNING OVERALL 68 37 6 64 43/64=67% LARSEN BAY 7 4 1 1 sent by fax 2 mailed in 1 came to the office final count-8 5/8=62% AGENDA ITEM #8.a. KODIAK ISLAND BOROUGH Meeting Type: Assembly Work Session Date: �. • 2p n S Please PRINT your name legibly Phone number Page 66 of 66