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 May 18, 2010

 

Date:               May 10, 2010

 

 

A.                 OPENING

 

Item 1 -           Pledge of Allegiance

Item 2 -           Silent Invocation

Item 3 -           Roll Call

 

 

B.                 SPECIAL RECOGNITION AND PROCLAMATIONS

 

Item 4 -           Recognition of Coviden Healthcare

 

Port Orange Fire-Rescue has offered a Sharps Collection Program for the citizens of Port Orange since August of 2009.  This program has been extensively utilized in our community.  To date, the Department has collected over 400 containers for proper disposal and provided 210 new containers to Port Orange residents.  This program is solely supported by donations form outside sources.  Port Orange Fire-Rescue requested assistance from Covidien Healthcare located in DeLand to support this program.  The Covidien Corporation manufactures healthcare equipment, including needles and sharps collection containers.  We were recently advised that Covidien would help support our program efforts with a donation of Sharps Collection Containers.  We would like to thank them for their assistance with our endeavor and recognize them as an integral community partner.

 

Item 5 -           Recognition of Financial Support for Port Orange Fire-Rescue’s Public Education Programs

 

The combined donations from Brown & Brown/MacDuff Underwriters ($600) and Port Orange WalMart ($1,000) will be used to support Port Orange Fire-Rescue’s Smoke Detector Program to provide smoke detectors and installation assistance to the citizens of Port Orange, particularly those who could not otherwise afford them or whose age and/or disability prevent them from checking/replacing their smoke detectors.  In addition, the funds will support programs for children through seniors on fire and injury prevention (from other causes such as falls, motor vehicle accidents, etc.).  A donation from the Port Orange Family Days Community Trust ($600) will greatly assist in continuing the Mock DUI program in our high schools, which communicates the consequences of drinking and driving to teens just before their prom.  We would like to thank all of these community partners for the tremendous role they play in caring for the safety and well being of their community.  At this time, Council will recognize Brown & Brown/MacDuff Underwriters, Port Orange Family Days Community Trust, and Port Orange WalMart for their financial support of Port Orange Fire-Rescue’s Public Education Programs.

 

Item 6 -           Recognition of WalMart for Community Support

 

Port Orange Fire-Rescue has offered a Sharps Collection Program for the citizens of Port Orange since August of 2009.  This program is solely supported by donations from outside sources.  During its inception, we requested support from our community partners, and WalMart was the first supporter to step forward.  This program has been extensively utilized in our community; to date, the Department has collected over 400 containers for proper disposal and provided 210 new containers to Port Orange residents.  WalMart has contacted us again this year with continued support for this vital community program.  We would like to thank them for their donation toward our endeavor and recognize them as an integral community partner.

 

City Manager’s Comments:  The City is very fortunate to have great community partners. Annually, you see these partners providing assistance to the Port Orange Police, Fire, and Parks and Recreation Departments.  Whether it is with grants, products or donations, the partners provide resources that would not be normally available to Departments through the normal budgeting process.

 

C.                CITIZEN PARTICIPATION (Agenda)

 

Item 7 -           Presentation by Jeff Feasel, Halifax Health

 

Jeff Feasel has asked to appear before City Council.  As you are aware, the South Volusia Hospital District is considering forming a relationship with Florida Hospital.  A portion of Port Orange is included in the South Volusia Hospital District.  Mr. Feasel would like to make a presentation to the City Council related to the potential impact of this move on Port Orange residents. 

 

 

D.                CITIZEN PARTICIPATION (Non-Agenda)

 

 

E.                 CONSENT AGENDA

 

Item 8 -           Administrative Code Change

 

City Charter Article IV. Administrative, Section 4.05 describes the Administrative Code. The Administrative Code, adopted by the City Council, sets forth the department organization including charts depicting the chain of command and the allocation of responsibilities and duties for each department.

 

It is a common industry standard that the Human Resources department is responsible for handling payroll processing functions of an organization.  Executime, the automated time and attendance system, has lessened (and is expected to continue to lessen) the need for manual data input for payroll, reducing the workload for the Accounting Tech III position.  Combining payroll responsibilities and those of the HR department, by moving the Accounting Tech III into the Human Resources department, will provide for a better flow of communication, support, and efficiency. These changes do not require additional staffing or compensation.

 

Current and proposed organizational charts for the HR Department and Finance are attached for the City Council’s consideration.

 

Staff recommends that Council approve an administrative code change reorganizing payroll processing operations and the corresponding Accounting Technician III position that is currently responsible for payroll activities in the Finance Department to the Human Resources Department.

 

Item 9 -           Concurrency and Fair Share Agreement for Houligan’s and Unatin Office Building

 

The proposed Fair-Share Agreement has been prepared in conjunction with the site plan for the development of a 297 seat restaurant and 8,500 square foot office building located on the south side of Dunlawton Avenue, west of Victoria Gardens Blvd.  The traffic impact analysis (TIA) completed by Kimley-Horn & Associates, Inc., projects impacts to the Dunlawton Avenue/Clyde Morris Blvd. intersection upon completion of this project.  The $4,947 fair-share mitigation payment will go toward the cost of the Dunlawton Avenue/Clyde Morris Blvd. intersection improvements (see Exhibit A-2 of the agreement).  The agreement has been executed by the property owners and is attached for review.

 

The site plan has been reviewed by staff and found to be in compliance with the City’s development requirements.  A Development Order will be issued upon City Council approval of the Fair-Share agreement and easement vacation request and receipt of the fair-share mitigation payment.

 

Staff recommends that Council approve the Concurrency and Fair-Share Agreement for the Houligan’s and Unatin Office Building Site Plan.

 

Item 10 -        Addendum to Mutual Aid Agreement

 

The addendum to the Mutual Aid Agreement will allow police officers to address traffic and criminal violations on streets that border neighboring jurisdictions.  The current mutual aid agreement only allows police officers to enter another jurisdiction if they see someone committing a felony.  Concurrent law enforcement jurisdiction shall exist for the enforcement of the Florida traffic statutes on roadways contiguous to and forming the border between law enforcement jurisdictions.  This concurrent jurisdiction shall extend to and include the investigation and arrest of any individual(s) found to be in violation of the Florida criminal statutes who has been identified as a result of enforcement of the Florida traffic statutes.

 

Staff recommends that Council authorize the City Manager and Chief of Police to sign a addendum to the Mutual Aid Agreement that deals with cross jurisdictional law enforcement issues.

 

Item 11 -        Confirmation of Youth Advisory Board Member – Brenda Sabatelli

 

There are several vacancies on the Youth Advisory Board.  Brendan Sabatelli, an 11th grade student at Spruce Creek High School, has made application to serve on the Board.  Mr. Sabatelli meets the qualifications, and staff recommends his appointment to the Board. 

Staff recommends that Council confirm Brendan Sabatelli as a Youth Advisory Board Member for 2009-2010.

 

 

Item 12 -        Building Activity Report and Monthly Development Activity Report for March and April, 2010

 

The attached Staff Reports include the Development Activity Report for April 2010 and the Building Activity Report for March 2010.  These reports provide information on proposed development and projects under construction, commercial code enforcement activity, and monthly building permits and inspection updates.  Staff recommends that Council accept the Staff Reports (Building Activity Report and Monthly Development Activity Report) for March and April 2010.

 

Item 13 -        Authorization to Utilize Community Development Block Grant (CDBG) Demolition Activity Funding to Demolish a Vacant, Dilapidated Housing Unit Located at 182 Becky Drive

 

The City’s 2008 CDBG Action Plan contains an activity entitled Demolition.  This activity provides the City with the authority to utilize CDBG funds to demolish a residential or commercial structure, provided it has been found to be a singular spot of slum and/or blight upon the neighborhood in which it is located.  By determining slum/blight of the structure, CDBG funds can be used to clear and/or demolish this slum/blighted structure.  The property is not located in a designated slum/blight area.

 

The City Building Official has inspected the property and has found it to be an unsanitary/unsafe condition and in a deteriorating condition and the owner of the structure has requested and authorized the City to demolish and remove the structure.

 

All contracts and agreements will be subject to approval by the City of Port Orange Legal Department prior to demolition. 

 

Staff recommends that Council accept the Chief Building Official’s determination that the structure at 182 Becky Drive is deteriorated, unsafe, and unsanitary and find the property to be a spot area of blight not located in a designated slum/blight area and therefore eligible for use of CDBG funds for demolition.

 

City Manager’s Comments:  The City could demolish the house and lien the property.  This is a quicker way of getting the demolition of a deteriorated property handled.  The property owner is agreeable to allow the house to be demolished.  It saves the City money because it is a Federal Community Development Block Grant eligible activity, and the building meets the qualification for the grant program.

 

 

Item 14 -        Change in Scope of work for Nova Canal Flood Control and Integrated Water Resource Program

 

The City entered into a Joint Participation Agreement (JPA) with Eastern Volusia Regional Water Authority, City of Daytona Beach, City of Holly Hill, City of South Daytona, City of Ormond Beach, and Volusia County in September 2009 for a feasibility study and engineering design report related to the Nova Canal.    The initial scope focused on increasing the pumping capacities at 11th Street Canal, Reed Canal, and the end of the Halifax Canal.  After running the model, the consulting engineers found that just implementing this solution would not produce significant improvements; in fact, in the City of Port Orange, little to no improvements were actualized.  The Consultants were redirected by a majority of the JPA members to cease current work and focus on new alternatives.

 

The attached Scope of Work represents the evaluation of additional flood control components and a prioritized plan of implementation to achieve comprehensive flood control within the study area.  The original budget amount is sufficient to complete the work as proposed; however, the deliverable will be a study report and not final design(s) for permitting purposes.  City representatives have previously expressed concerns that the scope is not inclusive of all the necessary items that should be considered and has provided alternate language for inclusion.  In order to address the City’s concerns without increasing the fee proposal, the consultant has proposed the attached language for inclusion.

           

Staff recommends proceeding with the study and approving the change in scope so long as the additional language is inserted into the document and work program.  By analyzing additional pond construction or expansion, the City will be able to determine if the proposed pump station can be reduced in size and cost and still provide the same level of flood control.  Staff believes it is vital to have sufficient information in order to determine what the most beneficial and economic improvements will be.  The scope of work does include evaluation of alternatives to identify the flood reduction benefits versus costs.

 

Staff recommends that Council approve the attached change in scope of work for the Nova Canal Flood Control and Integrated Water Resource Program subject to inclusion of the additional language requested by the City of Port Orange and authorizes the Mayor and City Manager to execute the necessary documents.

 

 

City Manager’s Comments: When the original scope of work was provided to the consultants, it was anticipated that there would be three outfall pumping stations, one at LPGA, one at Reed Canal, and one at the end of the Halifax Canal.  When the initial modeling was performed, it showed that there was very little benefit from the pump stations.  A change in scope of work was submitted to the East Volusia Regional Water Authority to include additional studies and additional modeling.  Because it is a change in scope of work, the City of Port Orange has indicated to the group that the City Council must approve the scope of work change.  The engineers are modeling different options, including additional retention areas and various options to address the flooding issues that occurred last May.  Since the three pump stations will not address the flooding in the basin, the group felt that it was wise to look at other alternatives rather than continuing and designing a deficient project.  The additional study work will provide us with some additional alternatives and options.

 

 

F.                 TABLED ITEMS

 

Item 15 -        Resolution No. 10-12 – Reimbursement of Grant Funds – Gamble Property (Tabled 2/16/10)

 

Recently, the City Council received an email from the Museum about opening of Gamble.  A private donor has provided the Museum with a grant to allow it to be opened.  We do not know the details.    As for the repayment of the grant proceeds, the County has continued to tell the City that it prefers Gamble to be opened to the public rather than having the money returned.  The City has provided the County with a proposal that would allow the City to pay a pro-rata amount rather than the complete grant back.  The payment would be paid only when Gamble is closed to the public.  If that is acceptable, we would pay a small amount back to the County for the period Gamble was closed.  We would monitor Gamble to determine when and then make payments to the County accordingly. 

 

For the City Council’s information, I sent an email to the Museum Director last week attempting to clean up an issue that has existed for a number of years.  The City installed a water line to serve Gamble with fire protection and with water.  Also, an adjacent property owner was able to connect to City water as well.  An easement was granted to the Museum by the Williams.  The water line was constructed in the easement.  We are working with the Williams to resolve the easement issue across their property.  We will need to do the same thing with the Museum. 

 

 

Item 16 -        Resolution No. 10-31 – Contract for Sale and Purchase of Real Property for Drainage Improvements (Dunlawton Avenue and Spruce Creek Road) (Tabled 5/4/10)

 

As a result of the flooding in May, 2009, staff has been working with FDOT and private property owners to resolve the drainage situation that caused Dunlawton Avenue, a major hurricane evacuation route to be temporarily closed.  The impacted areas are south of Dunlawton Avenue and north of the Wastewater Plant.  This ½ acre (+/-) parcel is eastwardly and southerly of the FDOT pond on the corner.  This parcel is owned by Medical Associates, a general partnership, and will allow expansion of the existing pond.  This is one of several parcels City staff is desirous of acquiring in order to effect area-wide drainage improvements.  The owner has agreed to sell the property to the City of $139,000, being 15% above the MAI appraised market value.  Closing costs are estimated at $3,000.  Funds are available for this acquisition in Account No. 421 0400 535 6397, Project No. DIP 048.

 

Staff recommends that Council approve the attached resolution authorizing the Mayor and City Manager to enter into a contract to acquire a vacant parcel of approximately ½ acre (+/-) at the southeasterly corner of Dunlawton Avenue and Spruce Creek Road for the purchase price of $139,000, plus buyer’s closing costs, and to execute any additional documents necessary to close the transaction.

 

City Manager’s Comments:  Last week a question was raised about the value of the property.  The City has used the appraisal procedure to establish market value of property. We have engaged appraisers who have the professional qualifications, training, and are licensed to appraise real estate in the State of Florida.   

 

There are two competing values that are in conflict when government acquires property.  Those are the rights of the private property owner and the rights of the taxpayer who are paying for the land.  The certified appraiser is recognized as the unbiased third party who is qualified by experience, training, and education to establish the fair market value of  property.  The Courts recognize this method of establishing values.   Administrative Hearing Officers and Boards recognize this method as the proper method of resolving conflicts between the two competing values. In condemnation cases, the law recognized appraisals as the method of establishing property values.   Traditionally, the City Council has used this method of establishing value of property when property is being acquired for public purpose.

 

I may believe that a property is worth less than what the appraiser has established as the value.  However, only a person who is qualified as a certified appraiser can testify as an expert in a legal proceeding as to the value of property.  The decision to acquire property in this case is not a legal proceeding; but the City Council in the past has used this standard when determining the value of property.

 

It is true that we can question the assumptions.  It is true that we can question the comparables that were used to establish the value of the property.  It is true that we can question whether the property can be developed. However, only those individuals who have the professional qualifications can state that in their professional opinion what property is worth.   When the City Council has questioned property values in the past, it has often requested a review appraisal or a second appraisal.  At the last City Council meeting, Margaret stated that she had no legal reason to question the value established by the appraiser. 

 

Some people want to use the Property Appraiser’s records and his values.  There is recognition in the legal arena that the County Property Appraiser is appraising for a different purpose.  He may arrive at a different conclusion than a certified property appraiser who is attempting to measure market value at a specific point in time.

 

The City’s Right of Way Agent has negotiated with the parties for some time.  The price that is before you is the result of offers and counter offers.  The decision is whether the City will acquire the property at the value in the contract.  If not, then the staff will make adjustments in the land needed for drainage facilities in this area.  Currently, the City is negotiating with two other property owners related to their properties.  Those properties along with this property will provide the land needed to construct the additional retention ponds. 

 

Additionally, the property will allow the City to slope the banks of the existing retention pond on the corner.  That will allow the property to be better maintained.  We receive comments all the time about the overgrown vegetation in the pond.  Because of the side slopes, it is nearly impossible for the crews to properly maintain the pond.  Second, the City is currently constructing a water augmentation project at this location.  This property acquisition will allow the City to avoid placing pipe into the FPL easement and avoid potential problems. 

 

This is more than a drainage project.  It is a project that looks at ways to use the stormwater and the canal capacity to supplement the reclaimed water system.  As has been discussed at other City Council Meetings, the canal has the potential of helping the City meet its future water needs by transferring the stormwater from the east to the west.

 

One final note:  I have talked with representatives of Quentin L. Hampton & Associates, who has done the modeling for the Dunlawton project.  They believe that the more land the City can acquire will allow the City to construct larger retention ponds and, therefore, reduce the pump size.  It will allow the City to store more water and to provide more supplemental water for the City’s reclaimed water system.  The City has awarded a contract to Quentin Hampton’s to design the improvements.  A portion of the water augmentation project is under construction.

 

If you have questions, please feel free to contact me.

 

 

G.                REPORT FROM ADVISORY BOARD

 

Item 17 -        Citizen Advisory Committee for MPO

 

A representative of the City Advisory Committee for the MPO will make a report to Council at this time.

 

 

H.                 FINANCE

 

Item 18 -        Resolution No. 10-33 - Budget Appropriations

 

The City Council previously approved the acceptance of a Community Development Block Grant (CDBG) for various capital and operating projects.  Also, the City has received various donations and other revenue for which budget appropriations are needed.  In addition, the City Council has approved an administrative code change transferring the payroll technician position from Finance to the Human Resources Department.  The attached resolution appropriates budget revenues and expenditures for the projects and other operating changes described above.  Staff recommends approval.

 

 

I.                     COMMUNITY DEVELOPMENT

 

Item 19 -        First Reading – Ordinance No 2010-12 - Rezoning from Volusia County “Conservation” (C)Resource Corridor” (RC), and “Forestry Resource” (FR) to City of Port Orange “Flood-plain Conservation” (F-C)

 

This is a request to approve a rezoning of the City’s wellfield expansion area, generally located east of I-4 and west of Tomoka Farms Road, as described above.

 

The subject property is the site of the City’s main wellfields and is located within the City’s Water Planning Area. Although the subject property is in unincorporated Volusia County, an Interlocal Agreement (ILA) between the City and the County allows the City to exercise jurisdictional control over this property without annexation, including implementing City future land use, zoning and Land Development Code regulations. The City now proposes to rezone the ±1,547-acre expansion area as required by the ILA. The staff report and the ILA are attached for your review.

 

 

Staff recommends that Council approve the attached ordinance rezoning the City’s wellfield expansion area, ±1,547 acres, from Volusia County “Conservation” (C), “Resource Corridor” (RC), and “Forestry Resource” (FR) to City of Port Orange Flood-plain Conservation” (F-C), pursuant to the 2008 Water Supply Planning Area Interlocal Agreement between Volusia County and the City of Port Orange, and consistent with the City’s Comprehensive Plan, and as recommended by the Planning Commission.

 

Planning Commission Recommendation:      The Planning Commission recommended approval 6-0.

 

Staff Recommendation:   Staff recommends approval.

 

Second Reading:   June 15, 2010

 

Item 20 -        Resolution No 10-34 - Proposed Easement Vacation – Lot 133, Cross Creek Phase II Subdivision (4613 Secret River Trail)

 

The Community Development Department has received a request to vacate a portion of the northerly 10.00-foot wide rear yard Drainage, Utility, and Grading Easement located on Lot 133 of the Cross Creek Phase II Subdivision. The property owners have made this request in connection with a desire to clear the property title for a pool deck and screen pool enclosure previously constructed in to the easement area. They have also proposed lengthening the deck and enclosure at its current width limit extending in to the easement area.

 

The easement vacation application and legal description have been reviewed for completeness and accuracy. The area was inspected with respect to City Codes and possible effects to adjacent properties resulting in no outstanding concerns. A contractor has submitted a building permit application for the proposal as described. The entire concrete deck and screen pool enclosure will not exceed required minimum setback distances or the total allowable lot coverage limit. Release letters have been obtained from all franchise utility companies, and there are no currently planned drainage or utility improvements proposed for this area in the future. The easement may be vacated, as described in the attached Exhibit “A”, to the extent that it is not being used.

 

Staff recommends that Council approve the attached resolution vacating the southerly 4.00 feet of the northerly 10.00-foot wide rear yard Drainage, Utility, and Grading Easement located on Lot 133 of the Cross Creek Phase II Subdivision, per the attached legal description.

 

 

Item 21 -        Resolution No. 10-35 - Proposed Utility Easement Vacation – Lot 1, Unatin Subdivision, Phase I (1396, 1398, 1400, and 1402 Dunlawton Avenue)

 

The Community Development Department has received a request to vacate the Blanket Easement for underground utilities located on Lot 1 of the Unatin Subdivision - Phase I. The property owners have made this request in connection with the proposed Houligan’s Development to be constructed on that lot.

 

The easement vacation application and legal description have been reviewed for completeness and accuracy. The area was inspected with respect to City Codes and possible effects to adjacent properties. All concerns have been addressed. The proposed structure will not exceed minimum required setback distances or total allowable building coverage for the lot. All franchise utility companies have provided their required easement release letters.

 

Release of the blanket easement shall be conditioned upon the simultaneous receipt and recording of a replacement Utility and Access Easement for all existing and proposed potable water and sanitary sewer improvements. A modification to the replacement easement shall be recorded for utility lines removed while relocating those improvements from the proposed building location. We will address this modification prior to the issuance of the Houligan’s building permit. The easement may be released, as described in the attached Exhibit “A”, to the extent that it is being replaced.

 

Staff recommends that Council approve the attached resolution releasing the Blanket Easement for underground utilities located over Lot 1of the Unatin Subdivision - Phase I, per the attached legal description.

 

Item 22 -        Resolution No 10-36 - Amendments to Fiscal Year 2008 CDBG Action Plan

 

The following amendments to the FY 2008 CDBG Action Plan are submitted for approval by Resolution.   

 

CDBG regulations require that funding budgeted to Program Administration be expended within the fiscal year of the CDBG allocation. 

 

In fiscal year 2008-2009, the City budgeted $56,708.00 for CDBG Program Administration. Expenditures totaled $47,686.75, leaving a remaining balance of $9,021.25. 

 

This proposed amendment reprograms the $9,021.25 from CDBG Program Administration to the Port Orange Adult Activity Center Improvements project.

 

Staff recommends that Council approve the attached resolution authorizing an amendment to Fiscal Year 2008 CDBG Action Plan.

 

Item 23 -        Resolution No. 10-37 - Land Development Code Text Amendment – Chapter 5, Section 3 (B) and Chapter 6, Section 3(B) Adoption of Standard Construction Details Relating to Erosion and Sedimentation Control Measures

 

City Council adopted amendments to the erosion and sediment control requirements on March 16, 2010 9Ordinance 2010-5).  In order to implement these changes, the Standard Construction Details need to be revised to be consistent with the new Land Development Code requirements.   The proposed changes will make the reduced timelines consistent between the Land Development Code and the Standard Construction Details uniform.

 

Planning Commission Recommendation:      The Planning Commission recommended approval 6-0.

 

Staff Recommendation:   Staff recommends approval.

 

 

J.                  PUBLIC UTILITIES

 

Item 24 -        First Reading – Ordinance No. 2010-10 – Amending Chapter 74, Article VIII of the Code of Ordinances Relating to Adoption of the 2010 Manual of Cross Connection Control (Continued to date certain of May 18, 2010)

 

Since the early inception of our Reclaimed Water Program back in 1992, state requirements have mandated the City of Port Orange to implement and carry-out a Cross-Connection Control Program in order to protect our Drinking Water System.  This responsibility extends outside our municipal boundaries to Ponce Inlet, portions of unincorporated Volusia County, Daytona Beach Shores, and wherever and whenever our public drinking water is distributed and sold. This important responsibility entails the installation and annual testing of all residential connections having reclaimed water present on the property in addition to administering and regulating all of the required testing of backflow devices serving commercial properties, fire lines, and other defined hazards within our utility service area.

 

City staff from various departments assisted the Public Utilities Department staff in a review and rewrite of the ordinance sections and the Cross-Connection Control Manual. The newly revised Manual of Cross-Connection Control will serve as a useful tool in the years to come in guiding all those interested and directly affected in the water industry on how to properly protect the City‘s water supply and drinking water distribution system. Members of the City staff have recently met with many local plumbers and others who are directly affected by cross-connection control as well as the Building Trades Board where we received valuable positive comments to improve the Manual’s application and implementation. Many of their proposed suggestions and changes have been included.  Staff now requests that the Council will approve the attached ordinance and adopt by reference the recently revised Manual of Cross-Connection Control.  

 

Staff recommends that Council approve the attached ordinance adopting the proposed amendments to Chapter 74, Article VIII of the Code of Ordinances, and to adopt the 2010 City of Port Orange Manual of Cross-Connection Control for the protection of the City’s potable water system.

 

Second Reading:   June 15, 2010

 

 

K.                 PARKS AND RECREATION

 

Item 25 -        Bid Award – Adult Activity Center Renovation – Hall Construction Company

 

The Adult Activity Center Building has not seen any renovations for many years. As a widely used facility by the senior and adult residents of Port Orange, the center is due for repairs and upgrades.  Upgrading the facility will include a new HVAC system, new insulation, upgraded electrical and lighting, plumbing, fire sprinklers and caterers kitchen.  These upgrades will allow the Center to be utilized for more rental opportunities as well as providing a better equipped facility for the current activities provided by the City.

 

In this regard, a bid opening was held in February 2010 for the renovations of the Adult Activity Center. Five Contractors bid on the renovations for the Adult Activity Center during this opening.  Hall Construction’s base bid of $547,000 plus Alt# 4 bid of $3,000 for a total of $550,000 was the lowest inclusive bid.  Although Bean Construction was the lowest bidder, their base bid did not include 200’ of electrical service that increased their base bid by an additional $10,400, thus making Hall Construction Company the lowest bidder.  

 

Hall Construction provided the attached Value Engineering proposal that will result in a deductive change order for items 1, 4 and 5 totaling $34,885.00. 

 

We are asking the City Council to approve and award the bid contract to Hall Construction Company to renovate the Adult Activity Center with the proposed deductive change order to be submitted after approval.   Funding for this project will be from account 110-1904-554-6200, AIO009

 

Staff recommends that Council approve and award bid contract with Hall Construction Company in the amount of $550,000 to renovate the Adult Activity Center.

 

City Manager’s Comments: This item and the next are related.  The City accepted bids for renovations at the Adult Activity Center.  The lowest qualified bid was submitted by Hall Construction Company.  The City of Port Orange has had a good working relationship with this company.  Recently, they completed the Port Orange Police Headquarters Building on Clyde Morris.  They have worked extremely well with some value engineering that will reduce the overall cost of the building.  Those changes are reflected in the change order below.  The City would like to complete this project as quickly as possible so that activities may resume in the building. 

 

Item 26 -        Deductive Change Order No. 1 to Hall Construction for Renovations to the Adult Activity Center

 

A bid for Renovations to the Adult Activity Center was earlier awarded to Hall Construction. Staff asked Hall Construction to perform some value engineering ideas to their bid.  They came back with several suggestions, which were then submitted to the engineer of record, Mike Kelley from Stottler Stagg & Associates, Inc.  SSA approved items 1, 4 and 5 of the value engineered proposal for a total deductive change order of $34,885.00.  Staff recommends that Council approve this change order.  Funding for this is found in 110-1904-554-6200 project AIO009.

 

Staff recommends that Council approve a deductive change order to Hall Construction in the amount of $34,885.00 for Renovations to the Adult Activity Center.

 

L.                  ADMINISTRATION

 

Item 27 -        Resolution No. 10-38 -  Brownfield Designation – Notice of Intent

 

Staff recommends that Council approve the attached resolution advising of the City’s intent to designate the Riverwalk Redevelopment Project Area as a Brownfield Area under the State of Florida Brownfield Program for the purpose of environmental remediation, rehabilitation, and economic development.

 

M.                COUNCIL COMMENTS

 

Item 28 -        Comments/Concerns from Council Members

 

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

 

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