MEMORANDUM

 

To:                   Mayor Allen Green

Vice Mayor Robert Pohlmann

Council Member Bob Ford

Council Member Donald Burnette

Council Member Dennis Kennedy

 

From:              Kenneth W. Parker, City Manager

 

Subject:          Agenda Commentary for Regular City Council Meeting of

October 2, 2012

 

Date:               September 26, 2012

 

 

A.   OPENING

 

Item 1 -           Pledge of Allegiance

Item 2 -           Silent Invocation

Item 3 -           Roll Call

 

B.   SPECIAL REPORTS, AWARDS, RECOGNITION, PROCLAMATIONS

Item 4 -           City Attorney Employee Recognition

 

The National Association of Legal Assistants (NALA) provides credentialing programs for the City’s paralegal staff through on-line course work and without the expense of travel.  Betty Ceribelli has received an Advanced Paralegal Certification in the area of Land Use from NALA.  This certification includes 20 hours of continuing education credit.  Betty previously attained an Advance Paralegal Certification in the area of Contract Administration and Contract Management.  The City Attorney extends her appreciation to Betty for the service and dedication to the legal profession that she has provided to the City Attorney.

Item 5 -           Student Recognition - Van Truong

 

All this time Council will recognize Van Truong for earning the 2012 Alexander Hamilton Citizenship Achievement Award.

 

Item 6 -           Parks & Recreation Advisory Board Quarterly Report

 

A member of the Parks and Recreation Advisory Board will present a report.

 

Item 7 -           John Ligon, Florida League of Cities – Recognize Mayor Green for 25 years of service

 

John Ligon from the Florida League of Cities will present Mayor Allen Green with recognition for his 25 years of service to the City of Port Orange.

 

C.   CITIZEN PARTICIPATION (Non-Agenda-15 minutes)

 

D.   CONSENT AGENDA

 

Item 8 -           Approval of Minutes

 

a.    September 18, 2012 – Regular City Council Meeting

 

Attached are the City Council meeting minutes recently held. Should you have questions, please feel free to contact Robin or me.

 

Item 9 -           Construction Activity Report

 

Attached is the update on construction projects from Quentin L. Hampton Associates, Inc.  Staff recommends acceptance of the report.

 

Item 10 -        Update on Recreational facilities

 

Attached is the update on recreational facilities. Should you have any questions, please contact Susan Lovallo or me.

 

Item 11 -        Tif Jen Annual Landscape Maintenance Contract Revalidation with CPI Rate Adjustment and Change Order for Additional Services

 

In the Spring of 2011, a competitively bid contract was awarded to Tif Jen for landscape maintenance of “high visibility” areas.  While the contract is in effect until April 1, 2013, the terms provide for an annual CPI rate adjustment effective October 1.  For FY13, the adjustment is 1.26%.  In addition, staff propose adding five sites including: (1) adding $32,280 to Parks for Riverwalk at 39 mows; adding $7920 to Drainage for 24 mows at (2) Spruce Creek & Hewitt, (3), Spruce Creek Estates, and (4) Spruce Creek west of Dunlawton, and (5) adding $3600 to Utilities for 24 mows of the Reclaimed Augmentation Pond at Spruce Creek east of Dunlawton.  Additional mows of the new sites are in accordance the terms and pricing of the original agreement. 

Public Works is the primary Department facilitating this contract.  Based upon the initial budget, we are requesting authorization to encumber $243,911.02 for FY13. 

 

Funding Account Nos.:

001-4300-541-3420=$105,078.48

412-1800-541-3420=$7,920.00

001-4400-572-3420=$122,801.38

401-0600-536-3420=$8,114.16    

 

Staff recommends revalidating the annual contract with Tif Jen for Landscape Maintenance, approving a rate adjustment in accordance with the terms of the contract, approving a change order for additional mowing services for areas along Spruce Creek Road and Riverwalk, approving a total annual contract amount of $243,911.02, and authorizing the Mayor & City Manager to execute contract documents, as necessary, subject to approval of the FY13 operating budget.

 

Item 12 -        Tuff Turf Annual Landscape Maintenance Contract Revalidation with CPI Rate Adjustment

 

In the Spring of 2011, a competitively bid contract was awarded to Tuff Turf for landscape maintenance at specific locations.  While the contract is in effect until April 1, 2013, the terms provide for an annual CPI rate adjustment effective October 1.  For FY13, the adjustment is 1.26%.

 

Public Works is the primary Department facilitating this contract.  Based upon the initial budget, we are requesting authorization to encumber $211,652.56 for FY13. 

 

Funding Account Nos.:

001-4300-541-3420=$145,096.02

412-1800-541-3420=$12,544.01

001-4400-572-3420=$35,104.01

401-0600-536-3420=$18,908.52

 

Staff recommends revalidating the annual contract with Tuff Turf for Landscape Maintenance, approving a rate adjustment in accordance with the terms of the contract, approving a total annual contract amount of $211,652.56, and authorizing the Mayor & City Manager to execute contract documents, as necessary, subject to approval of the FY13 operating budget.

 

Item 13 -        Approval to Utilize Volusia County Contract for GPS Tracking with Ituran USA, Inc.

 

Since 2009, the City Council has granted approval to have Ituran USA, Incorporated monitor GPS units in the fleet vehicles and equipment under the terms of a competitively bid continuing service contract with the County of Volusia.  The County contract is valid through 2014. Ituran is willing to again allow the City to use the Volusia County bid and pricing structure at a cost of $32.95 per month per unit.  The City has a total of 145 units for a total annual cost of $57,333.00.  (The attached sheet provides a breakdown by Department.) 

 

Staff recommends approving the utilization of Volusia County Contract #05-B-61RB) for GPS unit monitoring and tacking, with the firm of Ituran USA, Incorporated in the amount of $57,333.00, subject to receipt of signed contracts, and authorizing the Mayor & City Manager to execute contract documents.

 

Item 14 -        Approve Bid Award with D&W Paving as the lowest and most responsive bidder for construction of a multi-purpose field and reclaimed water line at Coraci Park pursuant to Bid No. 12-47

 

On August 2nd Bids were received to construct the multi-purpose field at Coraci Park described as Coraci Athletic Complex Phase III, QPC034.  The lowest most responsive bidder was D & W Paving.  We are asking Council to approve D & W Paving as the contactor for this project and allow the City Manager and Mayor to execute the EJCDC contract.

 

The City has $217,233 budgeted for the design and construction of the field.  The bid came in at $207,064.04.  These funds are available in the Coraci Park Phase III Project, QPC 034,

 

Funds are available in the below accounts as follows:

 

Account 001-4400-572-6300 in the amount of $18,109.04

Account 315-5100-572-6397 in the amount of $71,500.00

Account 405-0400-535-6397 in the amount of $45,032.00

Account 611-5100-572-6397 in the amount of $72,423.00

                                                Total of          $207,064.04

 

If approved the City’s Project Manager will be Susan Lovallo, Parks & Recreation Director, the Consulting Engineers and Construction Administrators/Inspectors will be Bobby Ball from Zev Cohen & Associates, and the Construction Contractor will be D & W Paving. 

 

Project No.:    QPC 034                    Funding Account No.:       611-5100-572-6397            

 

Staff recommends approving the Bid Award with D & W Paving as the lowest and most responsive bidder to construct the Coraci Athletic Complex Phase III QPC034 outlined in Bid No. 12-47 and authorizing the Mayor and City Manager to execute a legally approved EJCDC contract for services agreement between the City of Port Orange and D & W Paving to construct the multi-purpose field and reclaimed water line.

 

Item 15 -        Employee Assistance Program Services Agreement

 

The City is up for renewal for the Employee Assistance Program that is offered to City employees as administered by Aetna Behavioral Health, LLC. The services provided remain the same however, due to increased utilization over the past 3 years; there was a slight increase to the price which will result in an overall increase to the City of approximately $1,600 per year.

 

Staff recommends approval of the Employee Assistance Program Services Agreement with Aetna Behavioral Health, LLC subject to receipt of an executed service agreement.

 

Item 16 -        Wrap-around Agreement with Ferguson Water Works for Utility Supplies

 

The Public Utilities Department recommends entering into an agreement with Ferguson Water Works in the amount of $250,000 to purchase materials required to operate on a daily basis, such as brass for meter installations; meter boxes to set meters; pipe and  repair clamps for water main breaks; manhole rings and covers; and sewer repair parts.  All purchases are made through the City of Port Orange Warehouse.

     

While the total annual budgeted expenses for utilities supplies is greater than $250,000, there are other vendors that are utilized for other parts under separate contract.  Working through the Warehouse, Public Utilities is able to sure the best prices on all of the required supplies.  The supplies purchased under this contract will contract will cover the repair and maintenance of the water distribution system, the sewer collection system and the installation of new and replacement meters. Funds are currently budgeted under W&S O&M Revenue Fund for this purpose.

     

Funding Account No.:40100001415000

 

Staff recommends approving a wraparound agreement for utility supplies in the amount of $250,000 as established by contract with the City of Deltona and Ferguson Water Works under Bid #PW10-07.

 

E.   PUBLIC SAFETY (Jerry Monahan)

 

Item 17 -        Second Reading – Ordinance No. 2012-21 – Amendment of Section 70-33 increasing fines and amending procedure for enforcement of parking violations

 

Currently, the City of Port Orange fine schedule provides for parking fines of $15.00 for all violations except for handicap parking violations which are $100.00. This $15.00 fine amount has proven insufficient for deterring parking violations throughout the City. This proposed ordinance amendment increases the parking fine amount from $15.00 to $30.00 which is the statutory maximum fine allowable for non-moving traffic violations (318.18 F.S.). This amendment also updates the description of the process for enforcement of parking violations through prosecution to accurately reflect the current process employed.

 

Staff recommends approval of Ordinance 2012-21.

 

F.    ADMINISTRATION (Ken Parker)

 

Item 18 -        Resolution 12-67 – Wetland Mitigation Credit donation to Volusia County for Williamson Blvd. extension

The County of Volusia is proposing to construct the final segment of South Williamson through Port Orange.  When this segment is completed, Williamson will stretch from Port Orange to Ormond Beach.  This would leave only the segments that will be constructed in New Smyrna Beach, Edgewater and down to the Brevard County line to be constructed at a later date. 

This is a County road.  The County has been working with the property owner related to the actual road construction.  The land owner will donate the right of way to the County.  The County is contributing funds to the construction project.  What the County has requested from the City is a donation of 12.5 wetland mitigation credits.  The City’s contribution will be to Volusia County. 

The Resolution that is before the City Council commits the City to provide the credits to the County at no cost.  The County Attorney and the City Attorney will work out the details that will be included in an Interlocal Agreement that will be brought back to you implementing the Resolution.  The City will not be dealing with any other entity, only the County of Volusia.  There are no other signatories.  In other words, the private land owner will not be a party to any agreement between the County and the City.  Since it is a County road, they will be dealing with the private land owner and they will work out the details related to the road construction. 

On September 20, the County Council agreed to work with the private sector to get this road constructed.  A key component in gaining the County’ Council’s support to construct South Williamson between Airport Road and Pioneer Trail was construction jobs that would be created by this better than 2 mile road construction project.  In my discussion with the County Manager, this is a competitively bid project. 

It is estimated that the project will cost about $10 million to construct this approximately 2 mile section of road. 

 

G.   COUNCIL COMMENTS

 

Item 19 –       Comments/Concerns from Council Members

 

At this time council members may discuss various matters or concerns.

 

KWP/rlf