Port of Vancouver USA AWS
Port of Vancouver USA AGENDA PORT OF VANCOUVER USA BOARD OF COMMISSIONERS REGULAR MEETING AGENDA 3103 Lower River Road, Vancouver, WA 98660 Tuesday, September 12, 2017 A)
CALL TO ORDER (9:30 a.m.)
B)
EXECUTIVE SESSION None
C)
OPENING REMARKS (9:30 a.mj 1) Opening Remarks Pledge of Allegiance, etc. 2) Approve and Sign Minutes of the August 22, 2017 Regular Meeting —
D)
OPEN FORUM 1) Public comment on subjects not on the agenda 2) Commissioner and CEO/Executive Director comments
E)
ACTION ITEMS (public comment on items moved to a vote) 1) Approve Public Works Contract for Bid 17-30: Building 2707 Roof Repair 2) Approve Change Order for Public Works Contract Bid 16-12: West Vancouver Freight Access Project 7— Dry Bulk Track Improvements and Facility Relocation 3) Approve Second Amendment to Lease between the Port of Vancouver USA and United Road Services, Inc.
F)
UNFINISHED BUSINESS (public comment on items moved to a vote) 1) Port Contracts Logs
G)
NEW BUSINESS (public comment on items moved to a vote)
H)
ACCOUNTS PAYABLE Voucher Numbers Electronic Payments Payroll Voucher Numbers Checks Direct Deposits
I)
087306 -087742 08/01/2017 08/31/2017 -
$ 5,614,409.19 $ 804,385.59 $
539,780.18
320001 -320124 340001 —340124
EXECUTIVE DIRECTOR REPORT 1) Project Updates
3103 NW Lower River Road, vancouver, WA 98660 . (360) 693-3611 . Fax (360) 735-1565 . www.PortvanuSkcom
J)
COMMISSIONERS REPORTS
K)
UPCOMING EVENTS
L)
SIGN DOCUMENTS
M)
WORKSHOP Sustainability Update
N)
ADJOURNMENT
3103 NW Lower River Road, Vancouver, WA 98660 . (360) 693-3611 • Fax (360) 735-1565 . www.PortVanUSA.com
Agenda Item No. C-2 REQUEST FOR COMMISSION ACTION REVIEWED BY: ,, Bets1JogersU
PORT OF VANCOUVER USA Administrative Supervisor Title
09/12/2017 Date
APPROVED BY:
SUBJECT:
Title Minutes of the August 22, 2017 Regular Meeting
BACKGROUND: Please see attached minutes.
Additional Information Attached: Minutes of 08/22/17 Regular Meeting RECOMMENDATION: That the Port of Vancouver USA Board of Commissioners adopts and executes the minutes of the August 22, 2017, Port of Vancouver USA Board of Commissioners Regular Meeting as presented. Submitted by: Date Action Taken
CEO/Executive Director Motion By:_______________
Approved:______________
Seconded By:
Deferred To:
Unanimous:
Yes
No
Agenda Item No. E-1 PORT OF VANCOUVER USA Director of Engineering & Project Delivery Title Monty Edberg Chief Operations APPROVED BY:/,Ar. A ,UZ.—t* Officer 09/12/2017 Date Title Kent Cash Approve Public Works Contract for Bid 1 7-30: Building 2707 Roof Repair SUBJECT: REQUEST FOR COMMISSION ACTION REVIEWED BY:
BACKGROUND: The Port of Vancouver Building 2707 Roof Repair Project installs a new roof on building 2707, occupied by Commodities Plus. This project supports Port strategic plan goals to maximize marine business and development, develop and preserve multi-modal transportation access, and generate and sustain diversified revenues. On August 3, 2017, the Port of Vancouver issued an Invitation to Bid for Building 2707 Roof Repair. Four bids for the project were received and opened August 17, 2017 as follows: Amount
Bidder Progressive Roofing
Location Portland, OR
$482,683.52
Roof Toppers, Inc.
Vancouver, WA
$550,347.88
Scholten Roofing, Inc
Lynden, WA
$717,103.94
Weatherguard, Inc
Longview, WA
$728,349.36
The project retrofits a 43,065 SF existing metal roof by installing a Thermoplastic Polyolefin (TPO) Single-Ply membrane, covering 114 existing flush-mount skylights with metal panels and replacing the deteriorated gutter/downspout system. The TPO roofing system does not interrupt Commodities Plus operations during the construction. Building 2707 was erected in 1978 and has not had significant roof repairs since installation. There are currently significant roof leaks that need to be repaired to avoid damage of food products stored in the building and the building’s electrical system. Staff has reviewed all bids and concluded Progressive Roofing is the lowest responsive and responsible bidder, capable of performing the work. Funds for the project were partially included in the 2017 budget; however, as the scope of the project increased due to unanticipated damage, additional funding was required and is provided for in the 2017 capital budget.
Additional Information Attached? No RECOMMENDATION: That the Board of Commissioners authorize the CEO/Executive Director to execute a public works contract with the lowest responsive and responsible bidder, Progressive Roofing, for Building 2707 Roof Repairs in the amount of $482,683.52 including Washington State Sales Tax.
6\&k
Submitted by: Date Action Take
CEO/Executive Director Motion By:
Approved:______________
Seconded By:
Deferred To:
Unanimous:
Yes
No
Agenda Item No. E-2 REQUEST FOR COMMISSION ACTION REVIEWED BY:
PORT OF VANCOUVER USA Director of Engineering & Project Delivery Monty Edberg Title APPROVED BY: Chief Operating Officer 09/12/2017 Kent Cash Title Date SUBJECT: Approve Change Order for Public Works Contract Bid 16-12: West Vancouver Freight Access Project 7— Dry Bulk Track Improvements and Facility Relocation. BACKGROUND.
/z%
The Dry Bulk Track Improvements and Facility Relocation project is a key part of the West Vancouver Freight Access project that meets the port’s strategic plan goals by maximizing marine business and development, industrial business and development, developing and preserving multi-modal transportation access, and generating and sustaining diversified revenues. This contract includes construction of a new rail dry bulk unloading facility south of the rail corridor and rail tracks necessary to support train unloading operation. The replacement building footprint is similar to the existing Kinder Morgan building and is capable of performing the same bottom dump and overhead unloading activities as the original building. On August 9, 2016, a contract for the project was awarded to Rotschy Inc. of Vancouver, WA in the amount of $13,342,147.12. Change orders 1 through 6, totaling $234,415.65 were issued by authority of the executive director and approved by the Board of Commissioners on June 13, 2017 based on unanticipated site conditions associated with bored casing requirements. Additional change orders 7 and 8 have been issued by the authority of the executive director in the amount of $56,299.12. These changes included additional potholing to confirm shoring clearances from active pipelines and the addition of rail unloading building safety warning lights. Also included were rail unloading tarping platform and modular trailer electrical connections. The Executive Director’s Authority under Resolution 1-2009 requires Commission to authorize change orders reaching $200,000 or 25% of the contract, whichever is less. This change order, totaling $180,723.59, brings the cumulative change order total to $471,438.36 including WA state sates tax. These changes are necessary to compensate the contractor for shoring design, potholing, shoring installation, excavations and stockpile management to support the Port-NuStar / Tesoro pipeline relocation agreements executed on November 8, 2016 prior to finalizing the construction scope of the pipeline tie-ins. This project was included in the approved 2017 budget.
Additional Information Attached? No RECOMMENDATION: That the Board of Commissioners authorize the CEO/Executive Director to execute Change Order 9 with Rotschy Inc. for Bid 16-12: WVFA Project 7—Dry Bulk Track Improvements and Facility Relocation which revises the contract amount to $13,813,585.48 including Washington State Sales Tax. Submitted by: Date Action Take1
M
&tf&LRN, CEO/Executive Director Motion By:
Approved:______________
Seconded By:
Deferred To:____________
Unanimous:
Yes____
No_____
Agenda Item No. E-3 REQUEST FOR COMMISSJO’ REVIEWED B*
PORT OF VANCOUVER USA Director of Business —.....
Michael Si
r
APPROVED BY: Alastair Smith
SUBJECT:
Development Title Chief Marketing and Sales Officer Title
09/12/2017 Date
Approve Second Amendment to Lease between the Port of Vancouver USA and United Road Services, Inc.
BACKGROUND: The Port of Vancouver’s strategic plan established goals to maximize industrial business development by providing opportunities for new and existing businesses to diversity revenues and become more efficient and sustainable. United Road Services, Inc. (URS) has been leasing warehouse, office and yard space at 2480 Kotobuki Way since November of 2003. This location is their West coast division for the receipt, storage and processing of vehicles to be transported by car carriers. The initial term of the lease was for 5 years from November 1, 2003 through October31, 2008. In November 2008, the First Amendment to Lease extended the term for another 5 years through October 31, 2013. In 2013 URS timely notified the Port of its desire to extend the lease for the next renewal term. During the review process for renewal it came to the port’s attention that the premises in the URS lease were not clearly defined. The lease has been in holdover status while the parties negotiated the new premises and rates. URS would like to extend the lease for an additional 5 years with the effective date of November 1, 2013 and terminating October31, 2018. There is 1 option remaining for an additional 5 years. If approved, URS will continue leasing 22,400 square feet of warehouse including office on a site area of approximately 3.9 acres. They employ 45 people at this location. The value of this amendment is projected to be approximately $1,091,230.00 over this term. Revenue for this lease was included in the 2017 budget. Additional Information Attached? No RECOMMENDATION: That the Board of Commissioners approve the Second Amendment to Lease at 2480 Kotobuki Way between the Port of Vancouver USA and United Road Services, LLC.
N>
Submitted by: Date Action Taken\________
CEO/Executive Director Motion By:
Approved:______________
Seconded By:.
Deferred To
Unanimous:
Yes
No_____
Agenda Item No. H-i REQUEST FOR COMMISSION ACTION REVIEWED BY:
PORT OF VANCOUVER USA Accounts Payable Title
APPROVED BY:
9
Director of Finance & Accounting Title
€JU•
Scott D. Goodrich VENDOR CLAIMS APPROVAL
SUBJECT:
09/12/2017 Date
BACKGROUND: Please refer to attached listing August 2017 Vendor Claims: Voucher Numbers Electronic Payments Payroll Voucher Numbers Checks Direct Deposits
087306- 087742 08/01/2017 08/31/2017 -
$ 5,614409.19 $ 804,385.59 $
539,780.18
320001 320124 340001 -340124 -
Additional Information Attached: August 2017 Payables Listing RECOMMENDATION: That the Port of Vancouver USA Board of Commissioners, by motion, ratifies and approves the payment of August 2017 Vouchers 087306 087742 in the amount of $5,614,409.19 including Electronic Payments generated between 08/01/2017 08/31/2017 in the amount of $804,385.59 and August 2017 Direct Deposits 320001 -320124 and 340001 -340124 in the amount of $539,780.18. -
-
Submitted by:
—
CEO/Executive Director
Date Action Taken
Motion By:
Approved:
Seconded By:
Deferred To:
Unanimous:
Yes____
No
CALL TO ORDER (9:30 a.m.)
B)
EXECUTIVE SESSION None
C)
OPENING REMARKS (9:30 a.mj 1) Opening Remarks Pledge of Allegiance, etc. 2) Approve and Sign Minutes of the August 22, 2017 Regular Meeting —
D)
OPEN FORUM 1) Public comment on subjects not on the agenda 2) Commissioner and CEO/Executive Director comments
E)
ACTION ITEMS (public comment on items moved to a vote) 1) Approve Public Works Contract for Bid 17-30: Building 2707 Roof Repair 2) Approve Change Order for Public Works Contract Bid 16-12: West Vancouver Freight Access Project 7— Dry Bulk Track Improvements and Facility Relocation 3) Approve Second Amendment to Lease between the Port of Vancouver USA and United Road Services, Inc.
F)
UNFINISHED BUSINESS (public comment on items moved to a vote) 1) Port Contracts Logs
G)
NEW BUSINESS (public comment on items moved to a vote)
H)
ACCOUNTS PAYABLE Voucher Numbers Electronic Payments Payroll Voucher Numbers Checks Direct Deposits
I)
087306 -087742 08/01/2017 08/31/2017 -
$ 5,614,409.19 $ 804,385.59 $
539,780.18
320001 -320124 340001 —340124
EXECUTIVE DIRECTOR REPORT 1) Project Updates
3103 NW Lower River Road, vancouver, WA 98660 . (360) 693-3611 . Fax (360) 735-1565 . www.PortvanuSkcom
J)
COMMISSIONERS REPORTS
K)
UPCOMING EVENTS
L)
SIGN DOCUMENTS
M)
WORKSHOP Sustainability Update
N)
ADJOURNMENT
3103 NW Lower River Road, Vancouver, WA 98660 . (360) 693-3611 • Fax (360) 735-1565 . www.PortVanUSA.com
Agenda Item No. C-2 REQUEST FOR COMMISSION ACTION REVIEWED BY: ,, Bets1JogersU
PORT OF VANCOUVER USA Administrative Supervisor Title
09/12/2017 Date
APPROVED BY:
SUBJECT:
Title Minutes of the August 22, 2017 Regular Meeting
BACKGROUND: Please see attached minutes.
Additional Information Attached: Minutes of 08/22/17 Regular Meeting RECOMMENDATION: That the Port of Vancouver USA Board of Commissioners adopts and executes the minutes of the August 22, 2017, Port of Vancouver USA Board of Commissioners Regular Meeting as presented. Submitted by: Date Action Taken
CEO/Executive Director Motion By:_______________
Approved:______________
Seconded By:
Deferred To:
Unanimous:
Yes
No
Agenda Item No. E-1 PORT OF VANCOUVER USA Director of Engineering & Project Delivery Title Monty Edberg Chief Operations APPROVED BY:/,Ar. A ,UZ.—t* Officer 09/12/2017 Date Title Kent Cash Approve Public Works Contract for Bid 1 7-30: Building 2707 Roof Repair SUBJECT: REQUEST FOR COMMISSION ACTION REVIEWED BY:
BACKGROUND: The Port of Vancouver Building 2707 Roof Repair Project installs a new roof on building 2707, occupied by Commodities Plus. This project supports Port strategic plan goals to maximize marine business and development, develop and preserve multi-modal transportation access, and generate and sustain diversified revenues. On August 3, 2017, the Port of Vancouver issued an Invitation to Bid for Building 2707 Roof Repair. Four bids for the project were received and opened August 17, 2017 as follows: Amount
Bidder Progressive Roofing
Location Portland, OR
$482,683.52
Roof Toppers, Inc.
Vancouver, WA
$550,347.88
Scholten Roofing, Inc
Lynden, WA
$717,103.94
Weatherguard, Inc
Longview, WA
$728,349.36
The project retrofits a 43,065 SF existing metal roof by installing a Thermoplastic Polyolefin (TPO) Single-Ply membrane, covering 114 existing flush-mount skylights with metal panels and replacing the deteriorated gutter/downspout system. The TPO roofing system does not interrupt Commodities Plus operations during the construction. Building 2707 was erected in 1978 and has not had significant roof repairs since installation. There are currently significant roof leaks that need to be repaired to avoid damage of food products stored in the building and the building’s electrical system. Staff has reviewed all bids and concluded Progressive Roofing is the lowest responsive and responsible bidder, capable of performing the work. Funds for the project were partially included in the 2017 budget; however, as the scope of the project increased due to unanticipated damage, additional funding was required and is provided for in the 2017 capital budget.
Additional Information Attached? No RECOMMENDATION: That the Board of Commissioners authorize the CEO/Executive Director to execute a public works contract with the lowest responsive and responsible bidder, Progressive Roofing, for Building 2707 Roof Repairs in the amount of $482,683.52 including Washington State Sales Tax.
6\&k
Submitted by: Date Action Take
CEO/Executive Director Motion By:
Approved:______________
Seconded By:
Deferred To:
Unanimous:
Yes
No
Agenda Item No. E-2 REQUEST FOR COMMISSION ACTION REVIEWED BY:
PORT OF VANCOUVER USA Director of Engineering & Project Delivery Monty Edberg Title APPROVED BY: Chief Operating Officer 09/12/2017 Kent Cash Title Date SUBJECT: Approve Change Order for Public Works Contract Bid 16-12: West Vancouver Freight Access Project 7— Dry Bulk Track Improvements and Facility Relocation. BACKGROUND.
/z%
The Dry Bulk Track Improvements and Facility Relocation project is a key part of the West Vancouver Freight Access project that meets the port’s strategic plan goals by maximizing marine business and development, industrial business and development, developing and preserving multi-modal transportation access, and generating and sustaining diversified revenues. This contract includes construction of a new rail dry bulk unloading facility south of the rail corridor and rail tracks necessary to support train unloading operation. The replacement building footprint is similar to the existing Kinder Morgan building and is capable of performing the same bottom dump and overhead unloading activities as the original building. On August 9, 2016, a contract for the project was awarded to Rotschy Inc. of Vancouver, WA in the amount of $13,342,147.12. Change orders 1 through 6, totaling $234,415.65 were issued by authority of the executive director and approved by the Board of Commissioners on June 13, 2017 based on unanticipated site conditions associated with bored casing requirements. Additional change orders 7 and 8 have been issued by the authority of the executive director in the amount of $56,299.12. These changes included additional potholing to confirm shoring clearances from active pipelines and the addition of rail unloading building safety warning lights. Also included were rail unloading tarping platform and modular trailer electrical connections. The Executive Director’s Authority under Resolution 1-2009 requires Commission to authorize change orders reaching $200,000 or 25% of the contract, whichever is less. This change order, totaling $180,723.59, brings the cumulative change order total to $471,438.36 including WA state sates tax. These changes are necessary to compensate the contractor for shoring design, potholing, shoring installation, excavations and stockpile management to support the Port-NuStar / Tesoro pipeline relocation agreements executed on November 8, 2016 prior to finalizing the construction scope of the pipeline tie-ins. This project was included in the approved 2017 budget.
Additional Information Attached? No RECOMMENDATION: That the Board of Commissioners authorize the CEO/Executive Director to execute Change Order 9 with Rotschy Inc. for Bid 16-12: WVFA Project 7—Dry Bulk Track Improvements and Facility Relocation which revises the contract amount to $13,813,585.48 including Washington State Sales Tax. Submitted by: Date Action Take1
M
&tf&LRN, CEO/Executive Director Motion By:
Approved:______________
Seconded By:
Deferred To:____________
Unanimous:
Yes____
No_____
Agenda Item No. E-3 REQUEST FOR COMMISSJO’ REVIEWED B*
PORT OF VANCOUVER USA Director of Business —.....
Michael Si
r
APPROVED BY: Alastair Smith
SUBJECT:
Development Title Chief Marketing and Sales Officer Title
09/12/2017 Date
Approve Second Amendment to Lease between the Port of Vancouver USA and United Road Services, Inc.
BACKGROUND: The Port of Vancouver’s strategic plan established goals to maximize industrial business development by providing opportunities for new and existing businesses to diversity revenues and become more efficient and sustainable. United Road Services, Inc. (URS) has been leasing warehouse, office and yard space at 2480 Kotobuki Way since November of 2003. This location is their West coast division for the receipt, storage and processing of vehicles to be transported by car carriers. The initial term of the lease was for 5 years from November 1, 2003 through October31, 2008. In November 2008, the First Amendment to Lease extended the term for another 5 years through October 31, 2013. In 2013 URS timely notified the Port of its desire to extend the lease for the next renewal term. During the review process for renewal it came to the port’s attention that the premises in the URS lease were not clearly defined. The lease has been in holdover status while the parties negotiated the new premises and rates. URS would like to extend the lease for an additional 5 years with the effective date of November 1, 2013 and terminating October31, 2018. There is 1 option remaining for an additional 5 years. If approved, URS will continue leasing 22,400 square feet of warehouse including office on a site area of approximately 3.9 acres. They employ 45 people at this location. The value of this amendment is projected to be approximately $1,091,230.00 over this term. Revenue for this lease was included in the 2017 budget. Additional Information Attached? No RECOMMENDATION: That the Board of Commissioners approve the Second Amendment to Lease at 2480 Kotobuki Way between the Port of Vancouver USA and United Road Services, LLC.
N>
Submitted by: Date Action Taken\________
CEO/Executive Director Motion By:
Approved:______________
Seconded By:.
Deferred To
Unanimous:
Yes
No_____
Agenda Item No. H-i REQUEST FOR COMMISSION ACTION REVIEWED BY:
PORT OF VANCOUVER USA Accounts Payable Title
APPROVED BY:
9
Director of Finance & Accounting Title
€JU•
Scott D. Goodrich VENDOR CLAIMS APPROVAL
SUBJECT:
09/12/2017 Date
BACKGROUND: Please refer to attached listing August 2017 Vendor Claims: Voucher Numbers Electronic Payments Payroll Voucher Numbers Checks Direct Deposits
087306- 087742 08/01/2017 08/31/2017 -
$ 5,614409.19 $ 804,385.59 $
539,780.18
320001 320124 340001 -340124 -
Additional Information Attached: August 2017 Payables Listing RECOMMENDATION: That the Port of Vancouver USA Board of Commissioners, by motion, ratifies and approves the payment of August 2017 Vouchers 087306 087742 in the amount of $5,614,409.19 including Electronic Payments generated between 08/01/2017 08/31/2017 in the amount of $804,385.59 and August 2017 Direct Deposits 320001 -320124 and 340001 -340124 in the amount of $539,780.18. -
-
Submitted by:
—
CEO/Executive Director
Date Action Taken
Motion By:
Approved:
Seconded By:
Deferred To:
Unanimous:
Yes____
No
