MEMORANDUM

 

 

To:                   Mayor Allen Green

Vice Mayor Mary Martin

Councilman Dennis Kennedy

Councilman Robert Pohlmann

Councilman George Steindoerfer

 

From:              Shannon Lewis, Assistant City Manager

 

Subject:         Agenda Commentary for Regular City Council Meeting of April 1, 2008                

Date:               March 25, 2008

 

 

A.                 OPENING

 

Item 1 -           Pledge of Allegiance

Item 2 -           Silent Invocation

Item 3 -           Roll Call

 

B.                 CITIZEN PARTICIPATION (Non-Agenda)

C.                CONSENT AGENDA

 

Item 4 -           Approval of Minutes

 

Attached are the minutes of the following meetings:

 

February 19, 2008 – Special City Council Meeting (5:30 p.m.)

February 19, 2008 – Special City Council Meeting (6:15 p.m.)

February 19, 2008 – Regular City Council Meeting

February 26, 2008 - Special City Council Meeting (4:15 p.m.)

February 26, 2008 – Special City Council Meeting (5:30 p.m.)

February 26, 2008 – Regular City Council Meeting

March 4, 2008 – Special City Council Meeting (4:15 p.m.)

March 4, 2008 – Special City Council Meeting (5:30 p.m.)

March 4, 2008 – Regular City Council Meeting

March 12, 2008 – Special City Council Meeting

 

 

If you have questions, please contact either Shirley Kelly or me.  We recommend approval.

 

Item 5 -           Update on Construction Projects

 

Attached is the report from Quentin L. Hampton Associates, Inc.  If you have questions, please contact either Mark Hampton or me.  We recommend approval.

 

Item 6 -           Update on Recreational Facilities

 

Attached is the update from Parks and Recreation.  If you have questions, please contact either Susan Lovallo or me.  We recommend approval.

 

Item 7 -           Road Construction Report

 

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

 

Item 8 -           Building Activity Report and Monthly Development Activity Report for January and February 2008

 

Attached are the reports from Community Development.  If you have questions, please contact either Wayne Clark or me.  We recommend approval.

 

Item 9 -           Purchase of One (1) Aurora Series 411 Pump Package

 

 Aurora pumps are used extensively throughout our Water and Reclaimed Water Treatment Plants and pumping stations.  The Reclaimed Water Plant averages over 4 million gallons per day pumped to reclaimed water customers with a peak daily demand of over 6.6 million gallons per day.  The Oak Street High Service Pump Station presently has three 250 hp, 3000 GPM Aurora pumps.  Electrical supply limitations allow only two pumps to run at a time. The proposed 350 hp, 5500 GPM Aurora pump will improve pump efficiency plus also meet the future reclaimed water demand by increasing production with two pumps in service.

 

The cost of one complete pump and motor package is $54,000.00.  Direct purchase of the pump will result in a significant savings in sales tax.   This pump is not a stock shelf item and will require at least four months for fabrication and delivery.  Issuance of the purchase order will allow for the pump to be assembled.  In the interim, City staff will obtain separate quotes for a contractor to install the pump package plus work on other electrical equipment and pipe material required for operating the new Aurora pump.

 

Barney’s Pumps is the manufacturer’s only Florida-authorized representative for Aurora products and parts in our area.  We are requesting that a purchase order to Barney’s Pumps be authorized in the amount of $54,000.00.  Funds are available in UET 003 Reclaimed Water Extension, Account No. 40504005356397.

 

Staff recommends that Council waive the formal bidding process for Model 411 Aurora Pump, and authorize a purchase order to Barney’s Pumps in the amount of $54,000.00 for the addition of one new high service pump at the Reclaimed Water Plant.

 

Assistant City Manager Comments: Our current pumps have been in place for the past 20 years and have already been rehabilitated and are now at the end of their lifecycle.  The new pumps referenced in Items 9 and 10 will improve efficiency and production while using less electricity.  The majority of pump installations will be conducted by in-house personnel.

 

Item 10 -        Purchase of Twelve Aurora Sewage Pumps and Re-Validation of Barney’s Pumps as a Sole Source Supplier

 

Aurora pumps are used extensively throughout our Water and Reclaimed Water Treatment Plants and pumping stations.  Their continued operation and maintenance is essential. The Reclaimed Water Plant routinely treats upwards of 6 million gallons per day.  The biological treatment process requires RAS (return activated sludge) pumps, WAS (waste activated sludge) pumps, and Transfer (relocates sludge between digesters and holding tank) pumps. These pumps are required for process control and optimizing wastewater treatment to produce quality reclaimed water or effluent to the Halifax River. The RAS, WAS and Transfer pumps were originally installed in 1988.  In addition to routine in-house maintenance, these pumps have been rehabilitated several times.  As such, all pumps have exceeded their reasonably expected useful life, given the corrosive environment of wastewater treatment processes. It is a credit to our Maintenance Division that the pumps have lasted 20 years, and they are programmed in the CIP for replacement in the current fiscal year 2008. 

           

The cost of twelve complete pumps with motors is $176,840.  Direct purchase of the pumps will result in a significant savings in sales tax.   These pumps are not a stock shelf item and will require at least four months for fabrication and delivery.  Issuance of the purchase order will allow for the pumps to be assembled.  Public Utilities Maintenance Department will be responsible for installation.

           

Barney’s Pumps is the manufacturer’s only Florida-authorized representative for Aurora products and parts in our area.  As such, we are requesting that Barney’s sole source status be reaffirmed for the purchase of the Aurora pumps.  Also, we are requesting that a purchase order to Barney’s Pumps be authorized in the amount of $176,840.00.  Funds are available in SSP002 Sewer Plant Replacement, Account No. 40304005356397.   

 

Staff recommends that Council waive the formal bidding process and revalidate Barney’s Pumps as the sole source vendor for Aurora Pumps, and to authorize a purchase order to Barney’s Pumps in the amount of $176,840.00 for the replacement of twelve complete pumps that include 6 RAS pumps, 4 WAS pumps, and 2 Transfer pumps at the Reclaimed Water Plant.

 

Item 11 -        Replacement of Self-Contained Breathing Apparatus (SCBA)

 

None of the Department’s SCBA’s meet the 2007 NFPA Standard.  MSA’s authorized vendor, Ten-8, has reviewed all of our existing SCBA’s and found that one of them can be upgraded to meet and exceed all the 2007 NFPA 1851 to 2012 mandates.  Furthermore, these units are modularly built which makes them easy to upgrade if new NFPA mandates are adopted in 2012.  Monies to purchase this equipment will come from the 609 Flu Shot Revenue Fund and the Fire Impact Fee Fund.

 

Staff recommends that Council approve piggybacking the Lake County Contract No. CT070811G5 to purchase replacement MSA SCBA’s from Ten-8 Fire Equipment in the amount of $136,565.38.

 

Assistant City Manager Comments:  NFPA publishes codes, standards, recommended practices and guidelines, not all of which are mandates.  NFPA 1852 has been adopted by the State of Florida for regulation of respiratory protection for personnel, much like those standards which cover confined space rescue and hazardous materials.  The standard, in addition to other things, establishes procedures and requirements for self-contained breathing apparatus in order to assure the safety of fire and emergency service personnel. Although the CIP anticipated a phased replacement schedule based on age, the new regulations will require us to amend the plan and acquire the equipment sooner. Some of the equipment cannot be upgraded.  To upgrade other equipment would be cost prohibitive based upon the age of the equipment and required upgrades.  Similarly, just replacing the PASS devices would be costly and would not provide the same degree of personal safety. It is recommended that $22,751 be used from impact fees with the remainder funded from the flu shot program.  If you have additional questions, please see Chief Weber or me.

 

Item 12 -        Traffic Signal Design for Stations 72 and 75

 

The traffic signal devices are needed at the two new stations.  This will allow for the design of the signals.  Staff recommends that Council approve the addendum to the current contract with Kimley-Horn & Associates to include traffic signal design fro Stations 72 and 75.

 

Assistant City Manager Comments: Design services in the amount of $33,543.20 include signal design, permitting, surveying and geotechnical costs for two signals not included in the existing contract with Kimley-Horn & Associates.  One signal will be located on Spruce Creek Road at Station 72 and the other will be located on Town West Blvd. at Station 75.  Funding would come through 2006 General Obligation Bond proceeds.

 

Item 13 -        Requested Approval of SHIP Grant Down Payment Assistance for Denise Dietz

 

The State Housing Initiatives Partnership program is a grant that is funded by the State in an effort to assist low and moderate-income individuals with housing needs. 

 

Denise Dietz has been approved for assistance through the City’s contractor Mid-Florida Housing Partnership. In addition to approval, Denise has attended classes on credit counseling and home ownership, as well as met all State regulations for assistance.

 

All contracts and closing statements will be subject to approval by the City of Port Orange Legal Department prior to award of assistance and property closing.

 

Staff recommends that Council authorize loan up to $60,000 and acceptance of second mortgage and promissory note for the purchase of real property.

 

Item 14 – Approval of Subordination Agreement

 

Property owner at 4600 Spruce Creek Road has authorized SunTrust Bank to automatically debit the monthly payment until fully paid.

 

Staff recommends that Council subordinate the lien in order to facilitate refinancing by the property owner

 

D.                TABLED ITEMS

 

Item 15-         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 1/51/08)

 

We recommend that this item remain on the table.

 

Item 16-         Final Plat and Plans and Subdivision Improvement Agreement for the Kinara Village Subdivision (Tabled 2/26/08)

 

We recommend that this item remain on the table.

 

 

E.                 FINANCE

 

Item 17-         Resolution No. 08- 11 - Budget Appropriations

 

The City Staff has completed a review of the Fiscal Year 2008 Budget Execution through February 2008.  The attached budget resolution provides for the recognition of the budget changes recommended from this review.  Staff recommends approval.

 

Item 18-         Monthly Financial Report

 

Attached is the Monthly Financial Report.  If you have questions, please contact either John Shelley or me.

 

F.                 COMMUNITY DEVELOPMENT

 

Item 19 -        Bike Week 2008 Report

 

Attached is the report regarding Bike Week 2008.  If you have questions, please contact either Wayne Clark or me.

 

 

G.                COUNCIL COMMENTS

 

Item 20 -        Comments/Concerns from Council Members

 

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

 

 

 

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