To: Mayor Allen Green
Vice Mayor Donald Burnette
Council Member Bob Ford
Council Member Drew Bastian
Council Member Dennis Kennedy
From: Greg A. Kisela, Incoming City Manager
Subject: Agenda Commentary for Regular City Council Meeting of
February 5, 2013
Date: January 28, 2013
Item 1 - Pledge of Allegiance
Item 2 - Silent Invocation
Item 3 - Roll Call
B. SPECIAL RECOGNITION AND PROCLAMATIONS
The police department would like to present three Awards of Merit, two Awards of Achievement and one Citizen Commendation.
C. BOARD APPOINTMENTS, INTERVIEWS, AND REPORTS
Item 5 - Board Reports
A member from each board listed above will be present to provide Council with an update.
D. CITIZEN PARTICIPATION (Agenda)
Karen Koch has requested to address Council regarding the needs of the Alliance of Port Orange Homeowner’s Association.
E. CITIZEN PARTICIPATION (Non-Agenda – 15 Minutes)
F. CONSENT AGENDA
Item 7 - Approval of Minutes
Attached are the City Council meeting minutes from recently held meetings. Should you have questions, please feel free to contact Robin or me.
Attached is the update on construction projects from Quentin L. Hampton Associates, Inc. Staff recommends acceptance of the report.
Attached is the update on recreational facilities. Should you have any questions, please contact Susan Lovallo or me.
The City of Port Orange would like to continue to work with Stewart’s Electric Motor Works, Inc. under our existing master contract in order that they might continue to provide high quality repairs of our electric pump’s and electric motor’s system wide.
This proposed contract change order #3 to our existing unit price contract includes electric pump and electric motors repairs throughout our utility system and is being proposed for $50,000 at this time. Funds are currently available within our Maintenance Division’s operating budget for these future anticipated work efforts.
Operating Account No: 401-0600-536-4610
Staff recommends approving Change Order #3 to our existing master contract, and authorizing Stewart’s Electric Motor Works, Inc.
Over the past three years, staff have installed, evaluated, and tested Neptune Meters and believes them to be a reliable product. They meet all of our specifications which include lead free brass construction, reading accuracy, comparable pricing (see attached), are made in America and they integrate with our Flex Net System. Until a future bid is developed, permission is requested to continue to purchase Neptune Water Meters from a standpoint of standardization in our Utility System. The meter quantities estimated to be purchased have a total cost of $39,459.54 and would allow our Field Operation Crews to conduct day to day business, apart from the formal replacement program, and will allow for a minimal amount of stock to be on hand at the Warehouse. (See attached.) This purchase would only include meter sizes between 1” and 4”.
Funding Account: 401-0800-536-67-31
Staff recommends waiving normal bidding procedures and approving the purchase of approximately $40,000 of Neptune Water Meters from Sunstate Meter & Supply, Inc. and authorizing the Mayor and City Manager to sign all required contract documents.
On September 7, 2010, City Council waived bid procedures, approved Florida Detroit Diesel - Allison, Inc. as a sole source for the requested services, and approved two Planned Maintenance Inspection Agreements. The Agreements provide for annual maintenance of generators throughout the City for a term of three years, expiring on September 30, 2013. The combined annual amount of the Agreements is $34,104.00. The contracts do not require a payment and performance bond.
Funding is available in account number 401-0600-536-4610.
Staff recommends approval of Repair Authorization with Florida Detroit Diesel - Allison, Inc. and waiver of bond requirements for fiscal year 2013.
For several months, we have been preparing bid specifications and project scopes of work for City Hall improvements. Since City Hall is now 28 years old, several projects are being implemented, including interior and exterior repainting, replacing carpeting, sealing of the windows, various lighting improvements, roof repair and lightning protection at City Hall.
One of these bid packages included the work associated with exterior painting, window sealing and interior door refinishing. The window sealant that was used when City Hall was built is a proprietary product of Dow Chemical and it must be replaced with the same product. In addition, the removal of the old sealant and replacement with new sealant is performed using specialized tools.
There were four bids opened on January 2, 2013. The bid prices for all three tasks ranged from $35,600 for the low from McDine's Painting, to $73,246 as the highest bid, from Golden Brush. The two lowest bids were separated by $2,340, and the second lowest firm (Vintage Painting) is a local Port Orange business. When the local preference was applied, the bid difference dropped to $1,202. After a thorough review of the experience of both bidders with building sealing projects, Vintage Painting is recommended to be awarded the project because this firm has specific experience with the proprietary sealant, and McDine's does not.
Based on these factors, the we are recommending that the bid be awarded to Vintage Painting.
Project No.: OBM 001 Funding Account No.: 506-4200-539-4616
Staff recommends awarding the City Hall Exterior painting and window sealing and interior door refinishing to Vintage Painting Company in the amount of $37,940.00 and authorizing the Mayor and City Manager to execute contract documents, as necessary, for the project.
Since the late 1990’s, the City of Port Orange has been standardize on Flygt Submersible Lift Stations Pumps. Reasons for standardization include minimizing our spare parts inventory, as well as ensuring that the Utilities Mechanics are knowledgeable about the operation and maintenance of the pumps. Xylem Inc./Flygt Products is the southeast regional vendor for Flygt Pumps.
The Public Utilities Department has identified this pump station as needing replacement at this time, having provided 19 years of service. It should also be noted that the existing station is significantly deeper than other similar stations. Therefore, in the interest of personnel safety, we have elected to outsource installation and have already executed a contract with Danus Utilities to perform the work.
At this time, we request approval of this purchase so that pumps may be fabricated and materials ordered. This is an approved project contained within the FY 2012-2013 Capital Improvement Plan. Funds are currently available in the R&R Lift Station Project for this purpose.
Project No.: SLS002 Funding Account No.: 40304015356397
Staff recommends waiving normal bidding procedures and to purchase standardized equipment from Xylem Inc. / Flygt Products and approving the issuance of a purchase order to Xylem for two Flygt Submersible Pumps and associated materials / equipment as per the quoted purchase price of $46,200.
The City of Daytona Beach Shores Fire Marshal’s office advised us in August of 2012 that they had identified a possible deficiency in the fire flow capability along Atlantic Avenue in the area of the Oceans development. This area of the City of Port Orange’s Potable Water System is primarily comprised of 40-50 year-old - 6” cast iron pipes running along the eastern side of Atlantic Avenue. It has since been determined by excavation and removal of pipe sections by city field crews that a high degree of pipe tuberculation exists in this immediate area. This pipe condition adversely affects flow capacity of these pipes in moving water north and south.
City Staff has now determined that abrasively cleaning (pigging) pipelines in this particular area will greatly improve the potable water system’s fire flow capacity and overall effective operating pressure. We have estimated the alternative cost to replace this water system, including all the required restoration work, would be approximately 3 - 4 times this amount and would cause a greater disruption to water service to our customers.
Extensive coordination with Daytona Beach Shores staff personnel and residents of the area will be required prior to and throughout the cleaning and flushing process. Specifically, in advance of the actual work activity, Port Orange staff intends to work in concert with Shores staff in the City Manager’s office, Building Official, Fire Marshal, and other individuals to identify and address potential impacts. To communicate our plan prior to construction, we look for the two cities to hold a joint public meeting to invite impacted residents. Also, we will coordinate our work with condominium building maintenance managers so as to minimize service interruption and associated collateral impacts. We also plan to develop information flyers to be distributed to appropriate Shores residents in advance of the work being scheduled. The same can be posted on municipal web sites. As a last measure, Port Orange will conduct pre-event coordination with our own Risk Manager so that we will be prepared to address potential issues before they arise (i.e., stained laundry, AC chillers, etc.).
This work is currently planned and anticipated to be performed at night with extended boil - water notices being required during the duration of the project for a week or two. This work is currently anticipated to be scheduled with the approval of the City of Daytona Beach Shores Staff during the month of April after Bike Week and Spring Break later this year.
Professional Piping Services has been providing us with highly reliable professional services in the cleaning of our sewer force mains now for 15 years. They have performed similar work all over the southeast successfully completing this kind of potable water pipe rejuvenation providing references to that affect.
There initial price quote to accomplish this work at night was for $65,679. The cost of the payment and performance bond which is being required by us to insure the completion of this project per terms of this agreement is $2,837. The total cost for this work therefore is currently estimated at a total of $68,516. Funds are currently available in the Water System Replacement Account to fund this project. We request your approval at this time.
Project No.: URP001 Funding Account No.: 421-0800-533-6397
Staff recommends waiving normal bidding procedures and authorizing approval of the Service Agreement with Professional Piping Services for an estimated cost of $68,516 for abrasively cleaning ( pigging ) approximately 3,000 linear feet of 6” cast iron pipe and authorizing the Mayor and City Manager to sign all required contract documents.
G. ADMINISTRATION (Greg Kisela)
Last year, the City enacted a resolution that reduced Fire and Recreation Impact Fees. For a typical single family residential unit, it saved about $350, $250 in recreation impact fees and $100 in Fire Impact Fees.
The City Council placed a mandatory sunset in the rate resolution. The resolution stated without City Council action to extend the reduced rates then the rates automatically revert to the rate that was enacted by the City Council prior to the temporary rate reduction.
The reason the City Council enacted the temporary rate reduction was to stimulate the building economy. The City had the second best year of construction out of the last five and significantly higher than units constructed in 2011.
It is very difficult to determine how much impact, if any, the City’s $350 reduction had on the construction of new homes in Port Orange. What we do know is that surrounding cities will still have their reduced impact fees in place.
Attached is a resolution that would extend the current rates for an additional year.
Staff recommends approval of Resolution No. 13-5.
During the 2012 legislative session, Pittman Law Group worked with delegation members and leadership to secure $2.5 million in funding for the Dunlawton Drainage Project. During the 2011 session, the City, in conjunction with Pittman Law Group, filed a local bill relating to expanding the Southeast Volusia Hospital District to provide Port Orange residents living within the District an opportunity to serve on the governing board. This legislation passed and is now in effect. Pittman Law Group has also assisted the City with a $300,000 appropriation for the B-23 canal dredging.
The City has utilized Pittman Law Group to track legislation impacting the City of Port Orange, such as pension reform and TABOR, support our efforts in Tallahassee, and set meetings between key leadership members and the City Council and staff as needed. The contract covers the calendar year and has been in the amount of $40,000. Last year, at the Council’s request, the fee was reduced to $36,000. Funding has historically been provided through the carry forward budget rather than budgeting for the lobbyist as a part of the regular budget. That allowed the City Council to make a decision on using left over funds to pay for this expense. If the City Council decides to employ a lobbyist to represent the City’s interest during the upcoming legislative session, we will bring back an appropriation resolution for City Council’s consideration.
There are two policy questions. The first is whether to retain a lobbyist. If the answer to question one is yes, then the second policy question is who. Pittman Law Group has served as the lobbyist for the past seven legislative sessions. The Council has the alternative of receiving proposals from firms if it so desires.
Shannon will be conducting the briefing of City Council on Tuesday night.
A discussion relating to the 2012 external auditing services will be held.
The City Council asked that the Agenda format include an agenda item that would allow the City Attorney to report and update City Council members.
This has been placed on the agenda so that the City Manager can bring items to the City Council attention and to provide information to the City Council about ongoing city activities.
H. COUNCIL COMMENTS
At this time council members may discuss various matters or concerns.