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City Manager 334 Front Street Ketchikan, AK. 9990 l Phone (907) 228-5603 Fax (907) 225-5075
TRANSMITTAL MEMORANDUM TO:
The Honorable Mayor and City Council
FROM:
Karl R. Amylon, City Manager
DATE:
October 31 , 2017
RE
Application for Department of Homeland Security Port Security Grant Program (PSGP) Funding For Equipment and Training in Support of Marine Response and Firefighting
At its meeting of June 1, 2017, the City Counci l adopted a motion approvi ng Resolution No. 17-2667 authorizing an application for Department of Homeland Security Port Security Grant Program funding for equipment and train ing in support of marine response and firefighting; and establishing an effective date. As the City Council will recall , the grant application sought funding in an amount not to exceed $1,000,000 to purchase a new fire boat and provide the associated operator training. As indicated in the attached memorandum from Fire Chief Abner Hoage, the City's application was not selected for funding . Although the application was not approved, it was ranked number one out of all the applications received from A laska and the City was encouraged to submit an updated application when the next funding cycle is announced. My office will keep the City Council advised accordingly.
AGENDA - 11 /20/17 - GGMR2
KETCHIKAN FIRE DEPARTMENT Integrity, Professionalism, Respect, Compassion, Teamwork, and Innovation 70 Bawden Street Ketchikan, Alaska 99901 Phone (907) 225-9616 - Fax (907) 225-9613 Fire Chief Abner Hoage e-mail: [email protected]
Memorandum TO:
Karl Amylon, City Manager
FROM:
Abner Hoage, Fire Chief
DATE:
October 30, 2017
SUBJECT:
2017 Port Security Grant Program (PSGP) Update 2
As you are aware with approval of the City Council my department in coordination with KPD and Port and Harbors submitted a grant application to purchase a Marine Emergency Response Vessel (MERV). The intent of this application was to replace the current aging fire boat and provide better operational capability for the City of Ketchikan in providing all hazards response to the marine environment. A small committee of Fire Department and Vehicle Maintenance personnel including Dennis Spurgeon, Andy Cowan, Scott Brainard, and Dave Breitkreutz worked hard to gather and prepare the initial information needed for the application. This committee was later expanded to include a wide range of stakeholders including Council Member Bob Sivertsen, Community Member Dave Owings, and USCG Station Ketchikan Officer in Charge Jeremy Kastner. The expanded committee reviewed and validated the list of needs/capabilities requi red to meet PSGP grant requirements, to perform our current and future missions, and assisted with fi nal preparation and review of the grant application documents prior to final submission. Our application was well supported in the community as evidenced by the ten (I 0) letters of support received from U.S.C.G. Station Ketchikan Officer in Charge, US Customs and Border Protection, Cruise Line Agencies of Alaska, Inter-Island Ferry Authority, Ketchikan Volunteer Rescue Squad, Ketchikan Gateway Borough, Ketchikan International Airport, North Tongass Volunteer Fire Department, City of Ketchikan Po1t & Harbors, and Vigor Alaska. Despite the high-level of community support and outstanding application prepared by the committee we were informed via email on October 13, 2017 that our application was not selected for funding. It is worth noting however, that our application was rariked number one (1) of all applications received for Alaska and we have been encouraged to submit an updated appl ication for the FY2018 cycle once it is announced. The Fire Boat continues to show its age and although currently in service has had several large repairs required over the past several months. Replacement of the vessel has been included in the 2018-2022 Capital Improvement Program budget and I will continue to seek opportunities to receive grant funding for this project whenever possible.
Page 1of1
Abner Hoage From:
Sent: To:
Subject:
[email protected] Friday, October 13, 2017 8:42 AM Scott Brainard; Abner Hoage Applicat ion for Federal Assistance Declined
Dear Scott Brainard, Application EMW-2017-PU-APP-00123 submitted for the Fiscal Year (FY) 2017 Port Security Grant Program (PSGP) has been denied. Denial Reason: Competitive process, and was not selected for fund ing Matthew Patterson Program Analyst Port Security Grant Program DHS/FEMA/ GPD/Preparedness Grants Division Office: (202) 733-7906 [email protected]
June 1, 2017 Moved by Isom, seconded by Sive11sen to defer until the next City Council meeting. Motion passed to defer with Gage, Kiffer, Sivertsen and Isom voting yea; Coose, Zenge and Flora voting nay.
Change Order No. 1 (Final) to Contract No. 17-01, Berths I and II Rehabilitation - Phase IVa, Pool Engineering, Inc. Moved by Sivertsen, seconded by Kiffer the City Council approve Change Order No. 1 (Final) to Contract No. 17-01 Phase IVa of the Berth I and II Rehabilitation project with Pool Engineering, Inc. in the amount of $230,433 ; authorize funding in the amount of $58,000 from the approved project contingency and authorize a budget transfer in the amount of $ 172,433 from Berth I & II Rehabilitation Capital Account, bringing the total contract cost to $810,383, and direct the city manager to execute the change order on behalf of the City Council. Councilmember Sivertsen spoke to the bidding process so we don't have these misunderstandings. He said from the City Council's stand point the process needs to be fair and direct so everyone is bidding with the same requirements with no misunderstandings. He said it didn't sound as if there was clear and concise direction until we received notification from the State of Alaska regarding the mechanical administrator requirement. Port & Harbors Director Corporon summarized the details of the project. He felt because the addendum was issued stating a mechanical administrator was not required, and that Pool Engineering would still be the low bidder with this change order, and the contractor should be compensated. Councilmember Sivertsen voiced his concerns and noted we need to make sure our bid documents are following State rules and statutes so this doesn't happen again. Motion passed with Coose, Zenge, Gage, Flora, Kiffer, Sivertsen and Isom voting yea.
Resolution No. 17-2667 - Authorizing an Apolkatioo for Department of Homeland Seeurity Port Seeurity Grant Program (PSGP) Funding for Equipment and Training in Support of Marine Response and Firefighting Moved by Kiffer, seconded by Gage the City Council approve Resolution No. 17-2667 authorizing an application for Department of Homeland Security Port Security Grant Program funding for equipment and training in support of marine response and firefighting; an establishing an effective date. CoUIK':ihnember Sivertsen expressed his concerns on purchasing a boat of this size and cited areas in Southeast that do not have fire boats. He noted maintaining a boat of this size would be costly to the City of Ketchikan even after you purchase it. He stated he is not advocating that we e_on't need a fire boat, but felt there needs to be a discussion on type and size of fire boat that Ketchikan needs before a commitment is made. Page 5
Junel,2017 Manager Amylon stated no final selection or determination has been made at this time. He felt the comments of Councilmember Sivertsen can be addressed after the grant application is filed . He said we can then put together a working selection committee for recommendations to the Council. Councilmember Flora questioned the cost expended in rebuilding the engine for the current fire boat, and questioned whether the grant funds could be used to replace the pumps that are no longer functional. Chief Hoage answered questions from the Council. He stated both engines have been rebuilt. He indicated replacement parts were no longer available for the pumps, and because the engine isn't rated for that kind of operation the manufacturers would not sell them new pumps. He informed the cost involved in repowering the boat to accommodate the pumps would put the City at a cost for a new boat. He indicated the City could surplus the current boat and recoup a good portion of the funds already expended. Councilmember Coose indicated the only way he would support this resolution is if it is brought back to Council for final approva&. Chief Hoage indicated they have done some preliminary work to see what cost is involved. He said to use the grant funds the boat would have to meet homeland security requirements. He informed they are looking at a boat that is smaller than what we currently have. Councilmember Gage questioned the homeland security requirements and noted we cannot prepare for everything nor think that nothing can happen. Chief Hoage noted we cannot prepare for everything. He said we need to take a close look at what is the right size and what will be most effective for Ketchikan. Motion passed with Coose, Zenge, Gage, Flora, Kiffer, Sivertsen and Isom voting yea. APPROVAL OF VOUCHERS Moved by Kiffer, seconded by Isom for approval of vouchers to Ketchikan Daily News in the amount of 1,764.52. Motion passed with Coose, Zenge, Gage, Flora, Kiffer, Sivertsen and Isom voting yea. MANAGER'S REPORT
Schedule of General Government and KPU Appropriated Reserves Through the City Council Meeting of May 18, 2017 In his report, Assistant Manager Martin provided the Council a schedule of the current balance of Appropriated Reserves of various funds of General Government and KPU through the City Council meeting of May 18, 2017. Page 6
City Manager 334 Front Street Ketchikan, AK. 9990 l Phone (907) 228-5603 Fax (907) 225-5075
TRANSMITTAL MEMORANDUM TO:
The Honorable Mayor and City Council
FROM:
Karl R. Amylon, City Manager
DATE:
October 31 , 2017
RE
Application for Department of Homeland Security Port Security Grant Program (PSGP) Funding For Equipment and Training in Support of Marine Response and Firefighting
At its meeting of June 1, 2017, the City Counci l adopted a motion approvi ng Resolution No. 17-2667 authorizing an application for Department of Homeland Security Port Security Grant Program funding for equipment and train ing in support of marine response and firefighting; and establishing an effective date. As the City Council will recall , the grant application sought funding in an amount not to exceed $1,000,000 to purchase a new fire boat and provide the associated operator training. As indicated in the attached memorandum from Fire Chief Abner Hoage, the City's application was not selected for funding . Although the application was not approved, it was ranked number one out of all the applications received from A laska and the City was encouraged to submit an updated application when the next funding cycle is announced. My office will keep the City Council advised accordingly.
AGENDA - 11 /20/17 - GGMR2
KETCHIKAN FIRE DEPARTMENT Integrity, Professionalism, Respect, Compassion, Teamwork, and Innovation 70 Bawden Street Ketchikan, Alaska 99901 Phone (907) 225-9616 - Fax (907) 225-9613 Fire Chief Abner Hoage e-mail: [email protected]
Memorandum TO:
Karl Amylon, City Manager
FROM:
Abner Hoage, Fire Chief
DATE:
October 30, 2017
SUBJECT:
2017 Port Security Grant Program (PSGP) Update 2
As you are aware with approval of the City Council my department in coordination with KPD and Port and Harbors submitted a grant application to purchase a Marine Emergency Response Vessel (MERV). The intent of this application was to replace the current aging fire boat and provide better operational capability for the City of Ketchikan in providing all hazards response to the marine environment. A small committee of Fire Department and Vehicle Maintenance personnel including Dennis Spurgeon, Andy Cowan, Scott Brainard, and Dave Breitkreutz worked hard to gather and prepare the initial information needed for the application. This committee was later expanded to include a wide range of stakeholders including Council Member Bob Sivertsen, Community Member Dave Owings, and USCG Station Ketchikan Officer in Charge Jeremy Kastner. The expanded committee reviewed and validated the list of needs/capabilities requi red to meet PSGP grant requirements, to perform our current and future missions, and assisted with fi nal preparation and review of the grant application documents prior to final submission. Our application was well supported in the community as evidenced by the ten (I 0) letters of support received from U.S.C.G. Station Ketchikan Officer in Charge, US Customs and Border Protection, Cruise Line Agencies of Alaska, Inter-Island Ferry Authority, Ketchikan Volunteer Rescue Squad, Ketchikan Gateway Borough, Ketchikan International Airport, North Tongass Volunteer Fire Department, City of Ketchikan Po1t & Harbors, and Vigor Alaska. Despite the high-level of community support and outstanding application prepared by the committee we were informed via email on October 13, 2017 that our application was not selected for funding. It is worth noting however, that our application was rariked number one (1) of all applications received for Alaska and we have been encouraged to submit an updated appl ication for the FY2018 cycle once it is announced. The Fire Boat continues to show its age and although currently in service has had several large repairs required over the past several months. Replacement of the vessel has been included in the 2018-2022 Capital Improvement Program budget and I will continue to seek opportunities to receive grant funding for this project whenever possible.
Page 1of1
Abner Hoage From:
Sent: To:
Subject:
[email protected] Friday, October 13, 2017 8:42 AM Scott Brainard; Abner Hoage Applicat ion for Federal Assistance Declined
Dear Scott Brainard, Application EMW-2017-PU-APP-00123 submitted for the Fiscal Year (FY) 2017 Port Security Grant Program (PSGP) has been denied. Denial Reason: Competitive process, and was not selected for fund ing Matthew Patterson Program Analyst Port Security Grant Program DHS/FEMA/ GPD/Preparedness Grants Division Office: (202) 733-7906 [email protected]
June 1, 2017 Moved by Isom, seconded by Sive11sen to defer until the next City Council meeting. Motion passed to defer with Gage, Kiffer, Sivertsen and Isom voting yea; Coose, Zenge and Flora voting nay.
Change Order No. 1 (Final) to Contract No. 17-01, Berths I and II Rehabilitation - Phase IVa, Pool Engineering, Inc. Moved by Sivertsen, seconded by Kiffer the City Council approve Change Order No. 1 (Final) to Contract No. 17-01 Phase IVa of the Berth I and II Rehabilitation project with Pool Engineering, Inc. in the amount of $230,433 ; authorize funding in the amount of $58,000 from the approved project contingency and authorize a budget transfer in the amount of $ 172,433 from Berth I & II Rehabilitation Capital Account, bringing the total contract cost to $810,383, and direct the city manager to execute the change order on behalf of the City Council. Councilmember Sivertsen spoke to the bidding process so we don't have these misunderstandings. He said from the City Council's stand point the process needs to be fair and direct so everyone is bidding with the same requirements with no misunderstandings. He said it didn't sound as if there was clear and concise direction until we received notification from the State of Alaska regarding the mechanical administrator requirement. Port & Harbors Director Corporon summarized the details of the project. He felt because the addendum was issued stating a mechanical administrator was not required, and that Pool Engineering would still be the low bidder with this change order, and the contractor should be compensated. Councilmember Sivertsen voiced his concerns and noted we need to make sure our bid documents are following State rules and statutes so this doesn't happen again. Motion passed with Coose, Zenge, Gage, Flora, Kiffer, Sivertsen and Isom voting yea.
Resolution No. 17-2667 - Authorizing an Apolkatioo for Department of Homeland Seeurity Port Seeurity Grant Program (PSGP) Funding for Equipment and Training in Support of Marine Response and Firefighting Moved by Kiffer, seconded by Gage the City Council approve Resolution No. 17-2667 authorizing an application for Department of Homeland Security Port Security Grant Program funding for equipment and training in support of marine response and firefighting; an establishing an effective date. CoUIK':ihnember Sivertsen expressed his concerns on purchasing a boat of this size and cited areas in Southeast that do not have fire boats. He noted maintaining a boat of this size would be costly to the City of Ketchikan even after you purchase it. He stated he is not advocating that we e_on't need a fire boat, but felt there needs to be a discussion on type and size of fire boat that Ketchikan needs before a commitment is made. Page 5
Junel,2017 Manager Amylon stated no final selection or determination has been made at this time. He felt the comments of Councilmember Sivertsen can be addressed after the grant application is filed . He said we can then put together a working selection committee for recommendations to the Council. Councilmember Flora questioned the cost expended in rebuilding the engine for the current fire boat, and questioned whether the grant funds could be used to replace the pumps that are no longer functional. Chief Hoage answered questions from the Council. He stated both engines have been rebuilt. He indicated replacement parts were no longer available for the pumps, and because the engine isn't rated for that kind of operation the manufacturers would not sell them new pumps. He informed the cost involved in repowering the boat to accommodate the pumps would put the City at a cost for a new boat. He indicated the City could surplus the current boat and recoup a good portion of the funds already expended. Councilmember Coose indicated the only way he would support this resolution is if it is brought back to Council for final approva&. Chief Hoage indicated they have done some preliminary work to see what cost is involved. He said to use the grant funds the boat would have to meet homeland security requirements. He informed they are looking at a boat that is smaller than what we currently have. Councilmember Gage questioned the homeland security requirements and noted we cannot prepare for everything nor think that nothing can happen. Chief Hoage noted we cannot prepare for everything. He said we need to take a close look at what is the right size and what will be most effective for Ketchikan. Motion passed with Coose, Zenge, Gage, Flora, Kiffer, Sivertsen and Isom voting yea. APPROVAL OF VOUCHERS Moved by Kiffer, seconded by Isom for approval of vouchers to Ketchikan Daily News in the amount of 1,764.52. Motion passed with Coose, Zenge, Gage, Flora, Kiffer, Sivertsen and Isom voting yea. MANAGER'S REPORT
Schedule of General Government and KPU Appropriated Reserves Through the City Council Meeting of May 18, 2017 In his report, Assistant Manager Martin provided the Council a schedule of the current balance of Appropriated Reserves of various funds of General Government and KPU through the City Council meeting of May 18, 2017. Page 6
