To: Mayor Allen Green
Vice Mayor Dennis Kennedy
Council Member Bob Ford
Council Member Donald Burnette
Council Member Robert Pohlmann
From: Kenneth W. Parker, City Manager
Subject: Agenda Commentary for Regular City Council Meeting of
August 16, 2011
Date: August 9, 2011
Item 1 - Pledge of Allegiance
Item 2 - Silent Invocation
Item 3 - Roll Call
B. SPECIAL RECOGNITION
The police department would like to present four police officers with an Award of Merit.
C. CITIZEN PARTICIPATION (Non-Agenda-15 minutes)
D. CONSENT AGENDA
Attached are the City Council meeting minutes for the listed meetings. Should you have questions, please feel free to contact Robin or me.
Attached are the monthly reports from the Community Development Department. Should you have questions, please feel free to contact Wayne Clark or me.
In 2009, the City issued an RFP for the insurance program which was awarded to Florida League of Cities. The term of this agreement was three years with the option to renew thereafter, subject to City Council approval. This will be the third year of insurance coverage through the Florida League of Cities. For the 2010-2011 Policy Year, the total insurance premiums were $1,035,715. The proposed renewal premium is $913,270, which is $122,445 less than last year’s premium, or -11.8%. The FMIT insurance package consists of: General Liability Insurance (including Errors and Omissions Liability and Law Enforcement Liability) with a $0 deductible, Automobile Liability Insurance with a $0 deductible, Automobile Physical Damage Insurance, Property Insurance including windstorm coverage and Workers’ Compensation Insurance. The reduction in premiums is due to: (1) Favorable loss experience and (2) A Credit of $106,879 given to the City of Port Orange for participation in the FMIT’s property insurance program for the 2009-2010 Policy Year.
The outline of the insurance program is contained in the Florida League of Cities’ insurance renewal quote. Staff and the City’s insurance consultant recommend the selection of the FMIT Renewal Proposal.
Staff recommends approval of the selection of the Florida Municipal Insurance Trust (FMIT), through Florida League of Cities, Inc., for the Property, Liability and Workers’ Compensation Insurance Program with the coverage period from October 1, 2011 through September 30, 2012.
This item includes additions and deductions related to the use of foam adhesive in lieu of mechanical fasteners, copper flashing as a decorative cap, additional roofing material to prevent wear and tear from foot traffic during future maintenance on the roof/air conditioning units and lightning protection. The result is a net reduction of approximately $1,000 for the fire station and an increase of approximately $12,000 for City Hall. A summary of the change orders for both buildings is attached.
The contractor is requesting that an additional 16 days be added to the contract for items in this change order. Staff is recommending that there be no additional days added to the contract. The contractor has missed a total of 30 days (not including rain days or weekends) since work started at City Hall on May 12th.
Change Order Amount
CIP 008 – Fire Station #73
AIO 008 – City Hall
Staff recommends approval of the change order for R&R Industries for work at Fire Station #73 and City Hall.
This item includes the purchase and installation of additional insulation on top of the existing City Hall roof system. The insulation will provide additional energy cost savings. The cost for installation includes supplying 3” insulation (R-19) with 5/8” plywood (attached at time of manufacturing) decking which is mechanically fastened using 4-1/2” screws per the manufacturer’s specifications. The cost also includes installing carpentry that encompasses the insulation, fasteners, labor and additional polystick underlayment on top of the insulation. A breakdown of material and cost is attached.
The existing roof insulation has an approximate R-10 value. The installation of the new insulation will upgrade the roof system to a level that meets the current industry standard for new roofs.
The contractor is requesting an additional 30 days be added to the contractor. Staff believes this is a reasonable request due to the need for additional carpentry work, ordering and delivery of the material.
Funding # 317-1000-580.63-97 Project # AIO 008
Description of Item
Change Order Amount
3” Insulation (R-19 value)
Staff recommends approval of a change order for additional insulation on the sloped roofs at City Hall.
This is a DOT Local Area Program (LAP) project with DOT funding. Due to DOT conflict of interest provisions the Engineer of Record, Q.L. Hampton, is prohibited from providing CEI services. CPH, the only other firm under the City’s Engineering Services Contract with experience in providing these services for LAP projects, was selected for this task.
Staff recommends Council approve the Proposal of CPH Engineers for Construction Engineering and Inspection (CEI) Services in the amount of $136,806.76 for the Dunlawton/ Spruce Creek Road intersection improvements and authorize the Mayor and City Manager to execute the agreement.
This addendum is for inspection of the construction of the improvements at the I-95/Dunlawton intersection that is required and funded through the Pavilion at Port Orange Transportation Improvements Cost Allocation Agreement.
Funding 306-4300-541-63-00 Project PNC009
Staff recommends Council approve addendum to the Quentin L. Hampton, Inc. contract to provide construction inspection services on the Dunlawton/I-95 turn lane extension and sidewalk improvements in the amount of $49,100.00 and authorize the Mayor and City Manager to execute the agreement.
Quentin L. Hampton & Assoc. is the design engineer for this project and their services will be required during the construction phase of this project for shop drawing and data submittal review, meeting attendance, construction observation, Federal compliance verification and coordination with the City
Staff recommends Council approve the proposal of Quentin L. Hampton & Associates for Construction Phase services for the Dunlawton and Spruce Creek Road intersection improvements in the amount of $35,485.00 and authorize the Mayor and City Manager to execute the agreement.
The Florida Department of Transportation made a typographical error on the maintenance agreement with the City (see email attached). The original agreement states a two year term and it should have stated a three year term. The FDOT is sending a supplement to the contract to correct the contract term. The original Resolution does not need to be amended and the total amount of compensation to the City for maintenance performed remains $135,000.00 (paid quarterly over three years at $11,250.00 per quarter). Staff will provide the supplement for signatures once it is received from FDOT.
Staff recommends approval of the FDOT supplement to the MOA Agreement, #AP006, correcting the contract term to three years, April 1, 2011 through March 31, 2014.
Staff has identified the accessories and equipment required for the new Police and Fire vehicles. Staff recommends approval to piggyback the Dade City contract with Law Enforcement Supply in order to purchase the items at the lowest cost possible. As shown on the attached quote from the vendor, total cost will not exceed $26,507.54. Funds are available in the Fleet Finance Account #50510005806400.
Staff recommends approval to piggyback the Dade City contract (#10-01) with Law Enforcement Supply Company to purchase the required vehicle accessories for the new Police and Fire vehicles for a cost not to exceed $26,507.54.
Staff obtained quotes from TifJen and Tuff Turf for increased mows on certain areas under contract. TifJen provided a quote to increase mows (from 36 mows per year to 39) at City Hall, Fire Station 3, RCC, Amphitheater, City Center Sports Complex and the Gymnasium for a total annual additional cost of $3,249.00. Tuff Turf provided a quote to increase mows (from 24 mows per year to 32) along Dunlawton, Nova Road and US1 for a total annual additional cost of $11,344.00. Funds are available as follows: 00143005413420, $13,381.00 and 00144005723420, $1,212.00.
Staff recommends approval of Change Order #1 to the landscape maintenance contract with Tif Jen for a total annual cost not to exceed $3,249.00; and Change Order #1 to the contract with Tuff Turf for a total annual cost not to exceed $11,344.00.
Staff advertised and received five responsive bids for the Air Conditioning and Heating at the old police facility on Dunlawton Avenue. As shown on the bid tabulation sheet attached, R&R Industries Inc. is low bid vendor with a bid of $44,050.00. Funds are available in Account #50642005396400.
Staff recommends Bid #11-19, Installation of Air Conditioning and Heating, be awarded to low bid vendor, R&R Industries Inc., for a total cost not to exceed $44,050.00.
Three bids were received for the B-23 Canal Public Seawall Reconstruction project and all three were determined to be responsive in accordance with the City’s purchasing and bidding procedures. The low bid of $1,210,119 was received by Seig & Ambachtsheer, Inc., based in DeLand. The remaining two bidders both had mathematical errors in their calculations; neither of which affected the order.
The City’s consulting engineers, Dredging & Marine Consultants (DMC), performed background reference checks on the low bidder with positive results and comments. Staff and the engineers believe that the recommended contractor has the necessary equipment and experience to complete the project in a timely and professional fashion.
It is recommended that that Seig & Ambachtsheer, Inc. be awarded Bid No. 11-10 as the lowest, responsive and responsible bidders. Funds have been budgeted in Account #412-1800-541.63-97, DIP042.
Staff recommends Council award Bid No. 11-10 to Seig & Ambachtsheer, Inc. for the B-23 Canal Public Seawall Reconstruction project and authorize the Mayor and City Manager to execute all of the necessary contract documents.
E. REPORT FROM ADVISORY BOARD
Bobby Ball will attend to bring you up to date on the activities of the Citizen Advisory Committee for the Transportation Planning Organization.
F. FINANCE (John Shelley)
On August 2, 2011 the City Council approved the acceptance of a donation in the amount of $15,000 from USTA for the Airport Road Tennis Court conversion project. Also on May 24, 2011 the City Council approved the acceptance of three Local Agency Program Agreements from the State of Florida Department of Transportation. These agreements include funding of $103,512 for the Dunlawton turn lane at Village Trail, funding of $48,021 for the right turn lane at Willow Run and Clyde Morris, and funding of $992,364 for the Dunlawton at Spruce Creek Road intersection improvements.
The attached resolution appropriates funds for these capital and operating projects. Staff recommends approval.
G. PUBLIC SAFETY (Jerry Monahan)
An ordinance of the City of Port Orange Section 70-51 creating residential decal parking areas within the City of Port Orange.
Staff recommends approval.
The ordinance provides for the mandatory spay or neuter of cats and dogs over the age of six months belonging to persons residing in the City of Port Orange, unless the animal is qualified for an unaltered animal permit or is otherwise exempt. The ordinance sets out the qualifying conditions for an unaltered animal permit, requires micro-chipping as a condition of obtaining an unaltered animal permit, and provides for enforcement, exemptions and penalties.
Staff recommends Council adopt Ordinance No.: 2011-14, providing for the Mandatory Spay or Neuter of cats and dogs belonging to persons residing in the City of Port Orange.
H. COUNCIL COMMENTS
At this time council members may discuss various matters or concerns.