2012-02-09 Work Session Kodiak Island Borough
Assembly Work Session
Thursday, February 9, 2012, 7:30 p.m.
Kodiak Fisheries Research Center Conference Room
Work Sessions are informal meetings of the Assembly where Assembly members review the upcoming regular meeting agenda
packet and seek or receive information from staff. Although additional items not listed on the work session agenda are discussed
when introduced by the Mayor, Assembly, or staff, no formal action is taken at work sessions and items that require formal
Assembly action are placed on regular Assembly meeting agenda. Citizen's comments at work sessions are NOT considered part of
the official record. Citizen's comments intended for the "official record" should be made at a regular Assembly meeting.
CITIZENS' COMMENTS (Limited to Three Minutes per Speaker)
ITEMS FOR DISCUSSION
1. Timber Consulting Services RFP
ANAGER'S COMMENTS
CLERK'S COMMENTS
MAYOR'S COMMENTS
ASSEMBLY MEMBERS COMMENTS
r� ~ Kodiak Island ®rough
v ?{, . 5 /=.T.\ Resource Management
,,:.� '�. r , 1r 710 Mill Bay Road
Kodiak, Alaska 99615
0841 s Phone (907) 486 -9304 Fax (907) 486 -9374
_ \ � 1 t `, ' E -mail rscholzeekodiakak.us
t;
To: The Honorable Mayor and Assembly of the Kodiak Island Borough
Through: Rick Gifford, Manager J
From: Bob Scholze, Resource Management Officer ,,
Z. dale
Date: Feb. 1, 2012
Re: Timber Consulting Services RFP
The attached draft of a Request for Proposal (RFP) for timber consulting services
results from direction given by the Assembly to proceed with investigation into the
viability of conducting a sale of timber harvested from a tract of land owned by the
Borough consisting of approximately 800 acres in Chiniak. Market conditions
have continued to be generally favorable. It is understood that the underlying
motive for selling timber should be based on informed decisions with a foundation
of good stewardship of the forest land and its related resources. However,
targeting a single timber tract somewhat limits the scope of services that a
consultant might provide.
There are alternative options that might be considered:
One alternative that has been discussed is using this KIB property as
trading stock for acquisition of high value public recreation land along
the Chiniak Highway owned by Lesnoi, Inc. with access to beaches,
rivers and /or trailheads.
• Another alternative would be proceeding directly to a request for
proposals (RFP) for a timber harvest and sale, anticipating that, in all
likelihood, only a logging company already mobilized and currently
active in the area could realize the economies of scale that would
make timber harvest of a relatively small parcel profitable. The
logging company presently harvesting timber on property bordering
the KIB tract has offered to purchase all or part of the Borough timber
at "stumpage sale" as it is cut and scaled. This method, described in
the letter from A -1 timber Consultants, Inc. received by the Borough
Manager on Dec. 12, 2011, is presently being utilized in the purchase
of timber from the adjacent property owned by Leisnoi, Inc. The
volume of harvestable timber on the Borough's 800 acre tract,
estimated in 1997 to be 21.3 million board feet, would probably not
achieve a scale large enough, in itself, to provide economic incentive
to justify a start-up operation from off island for a logging company
that did not have timber harvest prospects otherwise on Kodiak.
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TIMBER CONSULTING SERVICES RFP
INTENT AND PURPOSE
The Kodiak Island Borough (KIB) owns a forested tract of land with
timber harvesting potential comprising approximately 800 acres in
Chiniak located near the road system approximately forty miles south of
the City of Kodiak. It is the primary inteni• of this Request for Proposal
(RFP) to select a qualified firm withnbroad capabilities in the timber
industry to provide timber consulting services to the KIB for making
determinations evaluating the benefit and feasibility of conducting a
timber sale on that tract.
2. SCOPE
•
A. The consultant hired will assist Borough staff in various elements of
planning, harvesting and sale of timber, including identification of long-
term managementobjectives such as income, wildlife habitat, multiple use
and recreation, as well■asdevelopment of a plan to achieve the objectives.
B. The work shall be performed incompliance with all applicable federal,
state'andlocal requirements. with particular attention to the requirements
of, the Alaska Forest Resources and Practices Act, while taking into
corisideration ttie principals'-�f multiple use, allowable cut and sustained
yield managementias.they apply. KIB requires all work to be performed
' efficiently; c st effectiyely,.and'according to best business practices of the
industry.
3. DESCRIPTION
A. The proposal narrative should be able to document the proposer's
successful work history of five years minimum in areas of interest.
B. The successful proposer will demonstrate expertise in all phases of timber
sales including:
o timber reconnaissance, inventory and cruising;
o timber sale layout;
o timber appraisal, sale development including payment
schedule /method, marketing, and administration;
o merchantability standards and disposal standards;
o logging road design, construction, and abandonment; and
o revegetation, reforestation and long term monitoring.
1
4. PROPOSER INFORMATION
The proposer must be able to provide certification of insurability and must
be in compliance with applicable portions of the Federal Civil Rights Act
of 1964, the Equal Employment Opportunity Act, and the American with
Disabilities Act of 1990. A valid tax identification number must be
provided if goods or services procured through this RFP must be included
on a Miscellaneous Tax Statement as described in the Internal Revenue
Code.
Proposals must also include:
O Company Profile
o Timber Consulting Experience /Similar Projects
Y Credentials and Certifications, including Alaska Business License
O Proposed Rates
o References
O Safety Record
o Litigation History
5. PROPOSAL PROCESS
A. Proposals will be accepted until 3:00 PM Alaska prevailing time on
. Any proposal received after the scheduled due date and time will
not be considered. Proposals sent via electronic means will be considered
responsive only if three (3) unbound hard copies are received in the mail
no later than five (5) days after the RFP submittal deadline. Proposers
may only submit one proposal for evaluation. After depositing a proposal,
the proposer may withdraw, modify, or correct the proposal if the
withdrawal, modification, or correction is received before the time set for
the submittal deadline: It is the proposer's responsibility to timely deliver
proposals to:
Kodiak Island Borough
Office of the Manager
710 Mill Bay Road
Kodiak, AK 99615
(907) 486-9301
B. Proposals must include the complete name and address of the company
and the name, mailing address, and telephone number of the person the
KIB should contact regarding the proposal. Information shall not include
generalized promotional material, resumes, statement of experience,
qualifications or capabilities, or other material that is not germane to the
proposed agreement. Proposers shall indicate how they meet the
minimum requirements. Proposers must provide a comprehensive
2
narrative statement that illustrates their understanding of the typical tasks
described in the scope of work. Proposers shall provide a personnel roster
that identifies each person who will actually work on the contract and
provide the following information about each person listed:
1. Title,
2. Resume,
3. Location(s) where work will be performed, and
Proposers shall provide a list of two current or former customers for whom they
have provided similar goods or services. The customer names, phone numbers
and point of contacts shall be included. The KIB4maycontact these references to
evaluate the Proposers' past performance.
C. Proposals must be clearly matked: `TIMBER CONSULTING
SERVICES PROPOSAL
Provide three (3) unbound copies of the proposal. \\
D. Evaluation Methodology: Each proposal will be evaluaYekaccording to
criteria and given thekelative weight shown in the table below. Decisions
of the Evaluation co nittee.are final.
• N
EVALUATION CRITERIA RELATIVE WEIGHT
'PROPOSED ,COST /PRICE'SCHEQULE* - • - •,25%
'QUALIFICATONS /EXPERIENCE 25%
IMPLEMENTATION PLAN \ \ 20%
REFERENCES \'., 15%
- ' NOVERALL`QOALITY CPR ROPOSAL 15%
�E. Awarding+f'contract, vvill be in conformance with all aspects of Kodiak
Island Borough Code (KIBC) Chapter 3.30.
KIB reserves the right to reject or accept any or all bids, to waive
irr4tilari o'r infommlities in the proposal, and to give particular
attention,tolle qualifications of the proposer.
KIB reserves the right to issue written addenda to revise or clarify the
RFP, respond to questions, and/or extend or shorten the due date of
proposals.
KIB retains the right to cancel the RFP process if it is in its best interest.
Any cost incurred by proposers for the preparation and submittal of the
proposal is the sole responsibility of the proposer.
3
All proposals become part of the public record and no part of any proposal
may be confidential.
All proposals and other material submitted become KIB property and may
be returned only at its option.
KIB assumes no responsibility or liability for the transmission, delay, or
delivery of proposals by either public or private carriers.
Any and all media announcements pertaining to this RFP require KIB
prior written approval.
This RFP does not obligate KIB or the selected proposer until a contract is
signed and approved by all parties.
6. RFP SCHEDULE
This RFP schedule represents the KIB's best estimate.of the schedule that
will be followed. If a component of this schedule is delayed, the rest of
the schedule may be shifted by the same number of days. .
o Issue RFP
e RFP Submittal Deadline
e Evaluation Committee completes evaluation by
e KIB issues contract
• Contractorreturns signed contract
o Contract starts
7. CONTRACT INFORMATION
The KIB shall not be 'responsible for any work done by the contractor, even work
done in good faith, if it'occurs prior to the contract start date set by KIB. The
contractor may not transferNerassign any portion of the contract without prior
approval from the KIB. This solicitation document shall become part of any
contract resulting from this RFP. Prior to commencing any work under the
contract resulting from this RFP, the successful proposer shall provide a
Certificate of Insurance in a form acceptable to the Borough documenting the
required insurance coverage. The KIB will make monthly payments for work
completed as billed by the Contractor. By standard contract language, the
proposer will indemnify the KIB, its officers, agents and employees, against
claims, loss and /or damage. The contract will provide for termination by mutual
written agreement of both parties, by either party for the other party's failure to
perform, and by the KIB for its own convenience on minimum established prior
written notice.
The Kodiak Island Borough point of contact for questions regarding this RFP is Bob
Scholze, Resource Management Officer at (907) 486 -9304 or rscholze @kodiakak.us.
4
A. -1 Limber Consultants, Inc.'
J
P.O. Box 825
Kodiak, AK 99615 II
Phone: 507 - 486 - 8733 e -mail tom(!r'aitirber.
Dear Mr. Gifford,
• This letter follows up on our letter of June 22, 2011, and confirms our
continued interest in purchasing timber from the Kodiak Island Borough ( "KIB ").
Our June letter expressed our interest in purchasing all or part of the KIB timber
inventory in the Chiniak area. Since then, Borough representatives have visited our
timber harvesting•operations on Leisnoi land and discussed details of a potential
timber sale with our management team.
We are prepared to make an offer to buy the KIB's timber inventory on a per
thousand board feet (MBF) basis, net Scribner scale, as determined by a third party
scaling bureau when the timber is felled and hauled. In the timber industry, this
type of purchase /sale is known as a "stumpage sale" or "pay as cut timber
purchase." A -1 purchases the right to the standing timber, and then pays the
Borough for the timber as we cut it and haul it to the dock. We haul each load
directly to a scaling site where the independent scaling bureau applies industry -
standard methods to accurately track the scale volume.
The stumpage sale process, decribed above, is how A -1 is purchasing timber
from Leisnoi, Inc. A -1 began harvesting operations in Kodiak in July 2010. As
reflected in KIB Severance Tax Forms, we harvested approximately 11,349,590
board feet of timber in 2010 and harvested 5,971,419 board feet of timber through
the third quarter of 2011. Harvesting operations are continuing, and A -1 is looking
forward to a productive year in 2012.
• A - believes that the stumpage sale framework provides the most
transparency to both buyer and seller. First, the independent scaling bureau assures
both buyer and seller of timely, accurate information about the harvested timber.
Second, the stumpage sale framework provides both buyer and seller with flexibility
to address changed circumstances that may arise during the course of performance.
For example, addressing environmental rules and regulations may require changes
in the harvest area to protect anadromous waters and aquatic resources. Third, the
pay -as -cut process will likely result in higher revenues to the KIB because it reduces
risks and removes uncertainties. The stumpage sale insures that the seller receives
payment for all harvested, merchantable timber.
Alternatively, A - 1 could make an offer to the KIB for a "lump sum" timber
purchase. A -1 does not favor this alternative because it places greater emphasis on
pre- harvest estimates based on "timber cruises" of the sale area, requires more
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extensive preparatoy work for both buyer and seller, and involves increased cost of
capital to the buyer. And, as discussed above, the lump sum buyer usually pays less
for the timber than the buyer would pay in a pay -as -cut purchase.
We understand the KIB is in the process of retaining a timber consultant to
assist the Borough in determining how to proceed with a timber sale. In any timber
sale contract, A -1 and the KIB will need to address common timber harvest topics:
• Reforestation, usually the landowner's responsibility.
• Severance taxes, usually the purchaser's responsibility.
• Property line establishment, usually the landowner's responsibility.
• Timing of removal.
• Road density, road location, and road abandonment guidelines.
• Access points and public access.
o Payment schedules and methods.
• Merchantability standards that identify minimum size log that the
buyer must purchase.
o Utilization /disposal standards for the non -export quality timber,
including non - merchantable segments, firewood, and wood debris.
• Means to address substantial changes in circumstances and market
conditions.
Timber harvest of the KIB property will have a positive benefit to the local
economy. We look forward to making a proposal to the Borough for the purchase of
timber in the Chiniak area. Many A -1 employees and contractors already call Kodiak
"home," and we welcome the opportunity to work with you to maximize the value of
the timber resource in a way that meets the needs of the Borough.
Please let us know if you have any questions and when it is appropriate for
A -1 Timber Consultants to submit a proposal to the Kodiak Island Borough.
Sincerely,
jezA
Tom Loushin
President
I ; s
Tom Loushin
president
June 22, 2011 aki
Mr. Rick L. Gifford,
Borough Manager A -1 Timber Consultants, Inc.
710 Mill Bay Road PO Box 825 - Kodiak, AK 99615
Kodiak, AK 99615 Kodiak (907) 486 -8733
Custom Cutting I Logging Chehalis (360) 748.0807
Mechanical Felling/ Road Building Fax (360) 748 -0507
Dear Mr. Gifford, Ton ®AMTimbecnet Cen (360)880-30N
I would like to introduce you to my company A -1 Timber Consultants, Inc. My logging company
is brand new to the Kodiak area but is well known in the state Washington. We are one of a few
Washington companies to achieve Weyerhaeuser Company's highest contractor rating for
sustainable tree harvesting. Since our arrival to Kodiak we have had a significant effect on the
local economy. Our gross annual revenues are projected to top 15 million dollars. This will in
turn generate 8 -7 million in payroll and services expenses, 4.5 million in stumpage to Leisnoi
Inc. and an additional 1 million in stevedore services that hire a significant number of villagers
as laborers.
We have a stellar team of timber professionals at A -1 and can accomplish all facets of timber
management. Our foresters can cruise and appraise for timber value, analyzes and plan the
timber harvest, prepare all permits, and accomplish reforestation goals. In some cases they can
also find assistance opportunities to help offset the cost. Our harvesting professionals can
efficiently harvest all areas permitted in accordance with industry standards, state and federal
regulations. Our management and marketing professionals strive to maximize the return to
stumpage value.
In the short time since we have arrived in Kodiak we have noted an opportunity for the Borough
to generate some much needed revenue. The initial estimate of our proposal would net the
Borough between 1.5 and 2 million dollars.
If the Borough has an interest in this opportunity I would be glad to sit down and discuss it in
more detail with you. Because of market variables time is of the essence.
Sincerely,
671.4 lg 1
Tom Loushin, resident ! J
A -1 Timber Consultants, Inc. J � I
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KODIAK ISLAND BOROUGH
ti *M1, ENGINEERING /FACILITIES DEPARTMENT
* � ,'" e t 710 Mill Bay Road
Kodiak, AK 99615
W - e g (907) 486 -9341 Phone (907) 486 -9394 Fax
ksmith @kodiakak.us
MEMORANDUM
DATE: February 9, 2012
TO: Borough Assembly
THRU: Rick Gifford, Manager
ody Koning, E/F Director
FROM: en Smith, Project Manager
RE: Projects Status Report
PROJECTS STATUS:
KODIAK HIGH SCHOOL ADDITION AND RENOVATION
, • Jensen Yorba Lott, Inc. is nearing completion of the (65 %) design development phase. The package will be
distributed to the ARB next week for their approval. Construction of the new parking lot on Mill Bay Road is
underway. Trees have been cut and grubbing is in progress. Weather has shut the project down temporarily
but work will resume as soon as conditions permit.
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t Obi �i1 �li p mer�� „6.,.., ILA-. 1 IC w��� )��1 u kul afll I l i t -•4
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The final design is expected to be complete in May. An RFP for a GCCM is currently nearing completion
should be advertised soon. This will bring a contractor on board to lend expertise and assistance with
estimating, phasing, scheduling, and constructability prior to completion of the design process. Major
construction of the multi -year phased project is scheduled to begin in June of 2012. Phase I will consist of
completion of the new 4 story tower (above left) which consists primarily of classrooms.
OLD POOL RECLAMATION
Brechan Construction was the low bidder and began work on the project in June. The work consists of
demolition of floor tile and drains at the pool perimeter, filling the existing tank with structural fill and
pouring a new concrete slab. The slab has been poured. We were unable to negotiate the change order to
install new sports flooring as well as new mechanical ductwork and electrical lighting systems and restrooms
with Brechan; however, a new bid package is very near completion and the work will go out for bids in the
near future. The new auxiliary gym should be complete and available for occupancy next fall.
LANDFILL LATERAL EXPANSION
Ch2M /HILL has completed design documents for Phase II of the lateral expansion of the landfill and is
currently preparing the bid package which will be released in the next couple weeks. Anderson has begun
work on the site, The logging and clearing operation is complete and excavation for the new cell is underway
but shut down temporarily due to weather. The decision to install an on -site leachate treatment system in
lieu of treatment at the City Waste Water Treatment Plant was finalized. Design of the on -site leachate
treatment system is underway and its construction will be is included in Phase Ill of the project, scheduled to
be completed in 2013.
EAST ELEMENTARY GENERATOR /BOILER BUILDING ADDITION
Brechan Enterprises, Inc. was the low bidder and began work in June. The project is an addition which
consists of a generator room with a 200kW generator, a boiler room and a gym storage addition. The building
is complete and the major equipment is installed and nearly ready for hookup. The new generator and switch
gear will be brought "on -line" during spring break but bringing the new boilers "on -line" will be postponed
until summer break to preclude any loss of ability to supply heat when school is in session. Demolition of the
old boiler room and equipment and reclamation of that space will follow.
KODIAK LONG TERM CARE FACILITY
Architects Alaska is conducting a preliminary & conceptual design and cost estimates for the
proposed facility. The work was put on hold for a period of time to allow Providence to complete a
master plan for the hospital. That work is now complete and the design team is moving forward
with the design and cost estimates for the new facility. Those results will be forwarded to Mike Bell
of WIPFLI for inclusion in the feasibility study. Results are expected to be presented by the end of
March. A Designated Legislative Grant appropriation in the amount of $1,275,000 for planning and
design was accepted by KIB. This grant will provide sufficient funding to complete the design of the
facility.
CONTAMINATED SOIL
Approximately 1,500 cubic yards of contaminated soil was relocated to a site at the east end of Selief Lane for
remediation by land farming. This process consists of spreading and aerating (tilling) the material over a
period of a couple of years. Brechan Enterprises, Inc. was chosen to perform the work. They spread the soil
in May and aerated it in July, but were unable to aerate a second time in the fall. They will aerate when it
thaws and dries sufficiently in the spring. The soil will then be tested to determine progress of the
remediation process. It is expected that the soil can be deemed clean by the end of the summer.
Project Status Report 120209.docx Page 2