MEMORANDUM

 

 

To:                   Mayor Allen Green

Vice Mayor Mary Martin

Councilman Dennis Kennedy

Councilman Robert Pohlmann

Councilman George Steindoerfer

 

From:              Kenneth W. Parker, City Manager

 

Subject:          Agenda Commentary for Regular City Council Meeting of

                        February 5, 2008

 

Date:               January 28, 2008

 

 

At the request of Mayor Green and with the concurrence of City Council, I have kept the City Council Meeting short with most items on the Consent Agenda. 

 

A.        OPENING

 

Item 1 -           Pledge of Allegiance

Item 2 -           Silent Invocation

Item 3 -           Roll Call

 

  1. CITIZEN PARTICIPATION
  2. CONSENT AGENDA

 

Item 4 -           Approval of Minutes:

 

Attached are the minutes of the following meetings:

 

            December 4, 2007 – Special City Council Meeting

            December 4, 2007 – Regular City Council Meeting

            December 11, 2007 – Regular City Council Meeting

            December 13, 2007 – Special City Council Meeting

            December 18, 2007 – Special City Council Meeting

 

If you have questions, please contact either Shirley Kelly or me.  Staff recommends approval.

 

Item 5 -           Update on Construction Projects

 

Attached is the report from Quentin Hampton’s.  If you have questions, please contact Mark Hampton or me.

 

Item 6 -           Update on Recreational Facilities

 

Attached is the report from Parks and Recreation.  If you have questions, please contact Susan Lovallo or me.

 

Item 7 -           Road Construction Report

 

Attached is the report from Public Works.  If you have questions, please contact Warren Pike or me.

 

Item 8 -           Change Order No. 1 to Quentin L. Hampton Associates, Inc., for Request for Additional Information to FEMA Related to Spruce Creek Road Drainage Improvements

 

FEMA has requested additional information related to the drainage improvements QLH has designed for Spruce Creek Road.  The City is partnering with the County of Volusia on this project, which is funded by a HMGP grant

 

Staff recommends that Council approve Change Order No. 1 to Quentin L. Hampton Associates (QLH) to increase their purchase order by the not to exceed amount of $5,000.00.  In addition, authorize the Mayor and City Manager to sign documents on behalf of the City.

 

City Manager’s Comments:  In order to comply with the conditions of the grant as well as with the request from the Water Management District, additional engineering money is needed in order to complete this project design and permitting.  This is designed to address some of the flooding conditions that occur on Spruce Creek Road at the S curve and at the entrance to Riverwood Plaza off of Spruce Creek Road.  Some years ago, the City constructed an outfall to the Halifax Canal during the renovations of the Wachovia Bank.  We were able to place the dry pipe in the ground at that time anticipating an opportunity to provide an outfall for these two problem areas. 

 

The City is responsible for funding the local match for this project once it moves into construction.  Those funds would be from our drainage utility account.

 

Item 9 -           Change Order No. 3 to Purchase Order with Quentin L. Hampton Associates, Inc., Cambridge Project

 

Quentin L. Hampton Associates, Inc., is requesting approval of additional fees associated with the construction of the timber bridges for the Cambridge project.  Attached is a letter from Quentin Hampton’s that provides details as the additional inspection and administrative fees provided.  The total change order will not exceed $20,946 and funds are available in Account No. 41528005416397, Project DIP002.

 

Staff recommends that Council approve Change Order No. 3 for the additional amount of $20,946 for fees associated with the Cambridge project.

 

Item 10 -        Lift Station Radio Telemetry System Replacement

 

The Public Utilities Department utilizes radio telemetry to track pumping and electrical outages at its 100+ sanitary sewer lift stations.  Data Flow Systems, Incorporated (DFS) has previously been granted sole source status since they first commenced installation of these units in the early 1990’s.  While these electrical radio systems are shielded to the maximum extent possible from both weather and the corrosive nature of the sewage environment, the telemetry system components have a limited useful life.

           

A regular part of our continuing maintenance program requires the replacement of the electrical components contained within the radio telemetry system of the sanitary sewage lift stations.  DFS is the direct manufacturer and distributor of these units and replacement parts.      

At this time, we request that their sole source status be renewed and a purchase order be issued in an amount of $39,750 for the purchase of 26 radio interface modules for radio telemetry units (RTU’s).  It should be noted that installation will be completed in-house by the Maintenance Division of Public Utilities.  Funds are available in the MME003 Telemetry.

 

Staff recommends that Council revalidate the sole source status granted to Data Flow Systems, Incorporated to provide radio telemetry services and equipment to the City of Port Orange, and to approve a blanket purchase order to the firm of Data Flow Systems, Incorporated in an amount of $39,750 for replacement of 26 radio interface modules for sanitary sewer lift station remote telemetry units. 

 

 

Item 11 -        Purchase of Replacement Aerators for the Garnsey Potable Water Treatment Plant

 

Contained within the current year CIP budget is a $100,000 line item for the rehabilitation of aging aerators at the Garnsey Potable Water Treatment Plant.  The current aerators are approaching 10 years in age, and require significant maintenance.  Replacement costs were found to be comparable to rehabilitation costs, so staff recommends replacement.              In early November, 2007, quotes for replacement units were solicited from 3 compatible industry suppliers.  Two vendors responded promptly while the third was re-contacted on several occasions in December and January until they were ultimately deemed unresponsive.  Thus, Heyward, US Filter’s designated sole source vendor for our region, submitted the apparent low quote of $72,000. Additionally, it should be noted that separate quotes were solicited from 3 contractors for the removal and replacement of the aerators, with a low quote of $8,842.  Consequently, the entire project will be completed within the original budget amount.

 

Staff recommends approval, and authorization of a purchase order to US Filter in care of Heyward Incorporated, in the amount of $72,000.00.  Funds are available in the current fiscal year CIP, Project #WWP003 Water Plant Improvements, account #40302005336397.

 

Staff recommends that Council waive the formal bidding requirements and approve the purchase of three (3) General Filter/Siemens aerators for direct replacement at the Garnsey Potable Water Plant and authorize a purchase order to US Filter in care of Heyward Incorporated, in the amount of $72,000.00.

 

Item 12 -        Approval and Award of Early Site Work for the Public Safety (Police Station) Facility

 

Solicitation of bids was requested for the early site work for the Public Safety (Police Station) facility.  Ten bids were received.  The lowest responsive bid was received from D & W Paving Inc. in the amount of $287,200.  D & W Paving is a Daytona firm and known to the City; therefore, Staff recommends that the Council award the contract for this work to them for their bid as submitted.

 

Staff recommends that Council award the contract for the Early Site Work for the Public Safety (Police Station) to D & W Paving for their bid as submitted in the amount of $287,200.

 

City Manager’s Comments:  We are prepared to move forward with the construction of the new Port Orange Police Department building on Clyde Morris.  The bid from D & W is an excellent bid.  We have worked with them in the past on several City projects.  We are currently on the street with the construction bids for the Police Department Headquarters.  Those bids are scheduled to open on Tuesday, March 4.  The City Council pre-qualified bidders.  Those will be the ones submitting a bid package for the City Council consideration and approval.  We are anticipating good bids.

 

 

Item 13 -        Bid Award – Interior Painting of the Port Orange Gymnasium

 

Bids were solicited for the painting of the interior of the gymnasium.  Nine bids were received.  The low bidder was non-responsive and did not have their bid bond nor a copy of their insurance.  The second low responsive bid was received from V.I.P. Painting Inc. in the amount of $25,495.  Staff checked references and recommends that Council award this bid to them for their bid as submitted.  Funding for this project is budgeted in 307-1000-580-6397 under Project QPC011, Gym Renovation.

 

Staff recommends that Council award Bid No. B08-05, Painting of the Interior Gymnasium, to V.I.P. Painting for their bid as submitted in the amount of $25,495.

 

City Manager’s Comments:  The exterior work at the gym has been completed.  It has been a number of years since the interior of the gym was painted.  It is showing age and the need for painting.  We have accepted bids.    We are recommending that the bid of VIP Painting Inc. be accepted in the amount of $25,495.

 

We will be bringing forward a recommendation to replace the carpet in the office area as well as the vinyl tile.  Those floor areas need to be replaced.  As you will recall, the Port Orange gym was last renovated in 1989.  This is a heavily-trafficked facility. 

 

Item 14 -        Approval to Purchase Equipment for Patrol Vehicles

 

Staff has identified the equipment required for the new patrol vehicles.  Each vehicle will require special seating, light bars, cage/partitions, and strobe kits in order to be fully functional.  Staff requests approval to piggyback the City of St. Petersburg’s contract with Law Enforcement Supply Company Inc. in order to purchase these items at the lowest cost possible.  As shown on the spreadsheet attached, total cost to outfit five patrol vehicles will not exceed $11,101.10 and funds are available in the Fleet Finance Account 505-1000-580-6400.

 

Staff recommends approval to piggyback the contract with the City of St. Petersburg with Law Enforcement Supply Company to purchase equipment for patrol vehicles at a cost not to exceed $11,101.10.

 

Item 15 -        Special Event Request – Best Cars – 5816 Ridgewood Avenue

 

Jamie Potter and Bill Donahue of D & L Leather request approval of a Special Event to be held at Best Cars, 5816 Ridgewood Avenue, to be held during Bike Week 2008.  The proposed event is planned for a ten (10) day period from Friday, February 29, through Sunday, March 9, 2008.  The proposed hours for the event are from 8:00 a.m. to12:00 a.m., daily.  This will be the first Special Event for Best Cars in 2008.

 

Staff recommends that Council approve the Special Event request for Best Cars, 5816 Ridgewood Avenue, and to waive the $250 surety bond, subject to twenty-four (24) conditions on the attached staff report.

 

Item 16 -        Special Event Request – Black Hills Saloon – 5001 and 5005 S. Ridgewood Avenue

 

We have received a Special event request from Michael Reeves, owner/operator of Black Hills Saloon, located at 5001 and 5005 S. Ridgewood Avenue, to be held during Bike Week 2008.  The proposed event is planned for a ten (10) day period from Friday, February 29 through Sunday, March 9, 2008.  The proposed hours for the event are from 8:00 a.m. to 2:00 a.m., daily.  This will be the first Special Event for Black Hills Saloon in 2008.

 

Staff recommends that Council approve the Special Event request for Black Hills Saloon, 5001 and 5005 S. Ridgewood Avenue, and to waive the $250 surety bond, subject to twenty-five-(25) conditions on the attached staff report.

 

Item 17 -        Special Event Request – Booth’s Bowery – 3657 Nova Road

 

We have received a Special Event request from Tim Booth, owner of Booth’s Bowery, located at 3657 Nova Road, to be held during Bike Week 2008.  The proposed event is planned for a ten (10) day period from Friday, February 29 through Sunday, March 9, 2009.  The proposed hours for the event are from 11:00 a.m. until 11:00 p.m., daily.  This will be the first special event for Booth’s Bowery in 2008.

 

Staff recommends that Council approve the Special Event request for Booth’s Bowery, 3657 Nova Road, and to waive the $250 surety bond, subject to twenty-two (22) conditions on the attached staff report.

 

Item 18 -        Special Event Request – First Turn Steakhouse & Lounge – 5236 South Ridgewood Avenue and 5204 Ridgewood Avenue

 

Mr. Rick Hilliard, owner of the First Turn Steakhouse & Lounge, located at 5236 and the adjacent lot at 5204 South Ridgewood Avenue, requests approval of a Special Event to be held during Bike Week 2008.  The proposed event is planned for a ten-(10) day period from Friday, February 29 through Sunday, March 9, 2008. The proposed hours for the event are from 9:00 a.m. until 2:00 a.m., daily. 

 

Staff recommends that Council approve the Special Event request for the First Turn Steakhouse & Lounge located at 5236 & 5204 South Ridgewood Avenue, and to waive the $250 surety bond, subject to twenty-six (26) conditions outlined in the attached report.

 

Item 19 -        Special Event Request – The Last Resort Bar – 5812 S. Ridgewood Avenue; Port Orange RV – 5858 Ridgewood Avenue; Hunt for Cars – 5840 Ridgewood Avenue

 

Mr. Al Bulling, owner of The Last Resort Bar, 5812 South Ridgewood Avenue, and agent for Port Orange RV, 5840 and 5858 Ridgewood Avenue and Hunt for Cars, 5797 Ridgewood Avenue, requests approval of a Special Event to be held during Bike Week 2008. The proposed event is planned for a ten (10) day period from Friday, February 29, through Sunday, March 9, 2008. The proposed hours for the event are from 8:00 a.m. to 2:00 a.m., daily.  This will be the first Special Event for the Last Resort in 2008.

 

Staff recommends that Council approve the Special Event Request for The Last Resort Bar, 5812 South Ridgewood Avenue, Hunt for Cars at 5797 South Ridgewood Avenue, and Port Orange RV at 5840 and 5858 South Ridgewood Avenue, to waive the $250 surety bond, subject to twenty-six (26) conditions outlined in the attached staff report.

 

Item 20 -        Special Event Request – Port Hole Lounge – 932 Herbert Street

 

We have received a Special Event request from Julie Lowe and Bob Lowery, owners/operators of the Lounge, located at 932 and 952 Herbert Street.  The proposed event is planned for a ten (10) day period from Friday, February 29 through Sunday, March 9, 2008.  The proposed hours for the event are from 10:00 a.m. until 12:00 Midnight, daily.  This will be the first Special Event for the Port Hole Lounge in 2008.

 

Staff recommends that Council approve the Special Event request for the Port Hole Lounge, 932 and 952 Herbert Street, and to waive the $250 surety bond, subject to twenty-seven (27) conditions on the attached staff report.

 

 

D.        TABLED ITEMS

 

Item 21 -        Second Reading – Ordinance No. 2007-19 – Rezoning and Approving a Master Development Agreement and Conceptual Development Plan – The Altamira Shopping Village Planned Commercial Development (PCD) (Tabled 1/15/08)

 

This item is to remain on the table.

 

 

E.        BOARDS AND COMMISSION

 

Item 22 -        Report from Advisory Board:

 

Environmental Advisory Board

 

A representative of the Environmental Advisory Board will make a report to Council at this time.

 

  1. ADMINISTRATION

 

Item 23 -        Resolution No. 08-6 - Hazard Mitigation Grant Program Award (Clubhouse at Cypress Head)

 

In 2005, the City submitted a HMGP grant application to install impact glass and shutters on the windows and doors of the Clubhouse at Cypress Head.   After numerous modifications and work, FEMA and State recently approved the project and awarded the City a grant in the amount of $53,216 (includes $2,129 in administrative costs).

 

The City commits to a 25% ($17,739) match of the total project costs. 

 

Staff recommends that Council approve the attached resolution approving and accepting the Florida Department of Emergency Management, Hazard Mitigation Grant Program (HMGP) award for the installation of impact glass and shutters on the Cypress Head Clubhouse.  In addition, authorize the Mayor and City Manager to execute the Federally Funded Subgrant Agreement and provide a match.

 

City Manager’s Comments:  This is an opportunity for us to examine the clubhouse structure to make sure that it meets our emergency management needs.  Originally, we wanted to replace the vinyl in the patio area as well as to redo the windows inside the building.  We will need to review the wind load for the building as well.  We will look to the golf course to pay for the match on this project.

 

  1. COUNCIL COMMENTS

 

Item 24 -        Comments/Concerns from Council Members

 

At this time, Council Members may discuss various matters of concern.

 

 

 

Kwp/rlg