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HomeMy WebLinkAbout07-16-2019 Agenda OCOEE CITY COMMISSION Ocoee Commission Chambers 150 North Lakeshore Drive Ocoee,Florida JULY 16,2019 AGENDA 6:15 P.M. REGULAR CITY COMMISSION MEETING CALL TO ORDER Invocation Pledge of Allegiance Roll Call and Determination of Quorum PRESENTATIONS AND PROCLAMATIONS Legislative Update ➢ State Representative Geraldine Thompson, District#44 STAFF REPORTS AND AGENDA REVIEW COMMISSIONERS ANNOUNCEMENTS CONSENT AGENDA ALL MATTERS LISTED UNDER THE CONSENT AGENDA ARE CONSIDERED TO BE ROUTINE AND WILL BE ACTED UPON BY ONE MOTION. THERE WILL BE NO SEPARATE DISCUSSION OF THESE ITEMS UNLESS DISCUSSION IS DESIRED BY A MEMBER OF THE COMMISSION,IN WHICH CASE THE MAYOR WILL INSTRUCT THE CITY CLERK TO REMOVE THAT ITEM FROM THE CONSENT AGENDA AND SUCH ITEM WILL BE CONSIDERED SEPARATELY. 1. Approval of the Minutes for the Regular City Commission Meeting held June 18,2019. (City Clerk Sibbitt) 2. Approval of New Appointment to the Parks& Recreation Advisory Board. (City Clerk Sibbitt) Members of the Parks & Recreation Advisory Board serve two-year terms. The Ordinance provides that the Parks& Recreation Advisory Board shall consist of nine (9)members; and, whenever possible, appointments to the Board may include one member from each of the following organizations: Ocoee Little League, Ocoee Youth Soccer League (OYSL), Ocoee Bulldog Pop Warner Football, and West Orange Senior Citizens Association. Currently the board has four (4) members. One (1) application has been received by Michael Stewart who has shown an interest in being appointed to the Parks & Recreation Advisory Board for a term ending October 2020. 3. Approval of Contract with ZHA, Inc., for RFQ #19-007 Owner's Representative Services for the New Ocoee City Hall. (Assistant City Manager Shadrix) The City advertised RFQ#19-007 Owner's Representative Services to solicit statements of qualifications from firms or individuals interested in providing professional construction management services for the New Ocoee City Hall. On June 18, 2019, ZHA, Inc. was awarded RFQ#19-007 by City Commission to provide such services and authorized City Staff to proceed with contract negotiations and obtain a fee proposal from ZHA, Inc. The Utilities Department reached out to ZHA, Inc. to negotiate a contract. The Contract includes the attached scope of services and covers the design and construction phases of the project. Some of the services included are: design review and comparison cost estimates at 30,60,and 90 percent plans to verify contractor costs and confirm budgeting, a Construction Inspector during construction, and a part-time Project Manager for the duration of the project. The Owner's Representative will also be assisting with the City's Direct Purchase Program and move coordination. The City will be providing office space for the Project Manager at the Utilities Administration Building during the project. The flat fee for these services is$365,000 plus up to $3,150 in reimbursables. The contract also provides for a building envelope consultant and a commissioning consultant for an additional fee at the City's discretion. Regular City Commission July 16,2019 4. Approval to Set the Proposed Tentative Millage Rate for Fiscal Year 2019/2020 Budget. (City Manager Frank) The TRIM act requires local governing bodies to set a proposed tentative millage rate annually during the month of July. The property appraiser is then notified of the rate and uses it to advise taxpayers of their proposed tax levies for the next year. The rate can be lowered during the budget hearings in September and has historically been done so by the City.State Statutes establish levels of approval by the governing body in setting the millage rate. The statutes provide for a maximum millage that can be levied by the governing body with a majority vote. This maximum millage rate for the upcoming fiscal year, 7.0119, is an increase over the current year millage (5.5000). The rolled back rate for 2019/2020 is 5.1551. This rate is lower than the current year rate. The City's overall assessed value increased by$363,430,110. This is an increase of$1,949,586 at the current millage rate of 5.5000. The Commission can set the proposed millage for FY 2019/2020 up to 7.7131 with a super majority vote by the Commission.This millage rate would generate$22,369,702 in ad valorem revenues. A millage rate higher than the 7.7131 would require a unanimous vote by the Commission. 5. Approval to Set Workshop and Public Hearing Dates for Fiscal Year 2019/2020 Budget Process. (Finance Director Roberts) Workshops are held during August for staff and the commission to discuss the proposed budget for the upcoming fiscal year. Public hearings are required by the TRIM Act in September serving as a mechanism to notify the citizens of the proposed budget and allow the opportunity for their comments. The TRIM Act has specific timeframes for scheduling and holding the required hearings. The hearing dates cannot conflict with Orange County(9/5 and 9/19)or Orange County School Board(7/30 and 9/10)hearing dates.Staff recommends the commission approve the following dates for the August budget workshops: August 8th and 14th. Staff recommends the city commission approve the following dates for the September budget hearings: September 11th and 25th. Workshops and hearings will begin at 6:00 p.m. 6. Approval to Piggyback off Orange County Public Schools' Contract for Installation of a Chain Link Fence with All-Right Fence Services,Inc. (Parks and Recreation Director Johnson) As part of improvements for Vignetti Park,the Parks and Recreation Department is proposing to upgrade and replace the existing fence for the softball fields. Staff is requesting permission to piggyback off the Orange County Public Schools Contract#ITB 1502028 for these services. All-Rite Fence Services, Inc.,has submitted a proposal to supply and install the fence in accordance to the plans, with unit pricing, in the amount of $26,342.40 per field, based upon the aforementioned contract. The Parks and Recreation Department will replace the fencing on two(2)fields for a total of$52,684.80. 7. Approval for Crossing Guard Services with All City Management Services. (Police Chief Brown) The City of Ocoee Police Department's current crossing guard contract with All City Management Services ended on June 30,2019.The Police Department is seeking to renew the contract for an additional three years. The contract would begin on or about August 1, 2019, and end on June 30, 2022. The estimated cost of this contract during the first year(2019-2020)will be$19.50 per hour,per crossing guard,and is a fully loaded rate to include recruitment, background clearance, training, equipment, insurance, supervision and management. The Police Department would continue to designate a liaison between the Police Department and All City Management Services to address any future crossing guard needs. 8. Approval of Resolution and State Highway Lighting, Maintenance and Compensation Agreement. (Public Works Director Krug) This agreement provides for funding from Florida Department of Transportation (FDOT)to the City to help defray the costs of street light operation and maintenance on several State highways within Ocoee's corporate limits.The work order under this Agreement will provide Ocoee with an annual payment of$39,595.82 for the 2019-2020 fiscal year, which represents a 3% increase over the current FDOT lighting supplement. Public Works recommends approving the new work order under the State Highway Lighting, Maintenance and Compensation Agreement with the FDOT. Wage Regular City Commission July 16, 2019 9. Approval of Lakefront Park Phase 3 Conceptual Design and Master Plan Update with S&ME, Inc. (Public Works Director Krug) The Commission awarded the design of the Lakefront Park to S&ME in June of 2017. S&ME developed the park master plan with construction to be implemented in phases. Phase 1 is currently under construction providing site and parking improvements to support the Maguire House and expanded Lakeshore Center.Phase 2 is the block incorporating the location of the new City Hall. Phase 3 incorporates the northern stormwater canal and the lakefront.Public Works is requesting approval to move forward with the portion of Phase 3 which incorporates modifying the stormwater canal area into a linear park feature connecting Lakeshore Drive with the proposed Master Stormwater Park west of Bluford. The first task in this Phase 3 is to create a conceptual design and update the Lakefront Park Master Plan. The $18,700.00 negotiated for these services fall within industry standards and is adequately funded in the Stormwater Division Capital Improvement funds. Public Works recommends award of the work to S&ME. 10. Approval of Capital Program Management with FBG, Inc. (Public Works Director Krug) The Commission has embarked upon an aggressive capital improvement program implementing the Downtown Master Plan. Public Works recently experienced changes in personnel and has determined the most proactive way to maintain the momentum of the current workload of the program is to utilize the assistance of a consultant on a short term basis. When Public Works recognized the potential for the workload to temporarily overwhelm the new staff members, several firms were approached for their availability to provide an individual who can act as an extension of the Public Works Team for an eight (8) month period. Public Works is requesting approval to utilize the services of FBG Engineers & Consulting, Inc. (FBG), one of the firms which recently submitted on the City Hall Owners Representative solicitation. Public Works is requesting Commission waive the process to advertise for another owner's representative as the scope of services required on the projects in the Capital Improvement Program are equivalent to the scope for the City Hall Owner's Representative RFQ on which FBG submitted. Based on the similarity of scope,Public Works recommends waiving the bid process and secure the services of FBG for assistance with management of the City's capital improvement program. This work is adequately funded within the Public Works Department. 11. Approval for the Replacement of Oxidation Ditch Rotors. (Utilities Director Smith) The Utility maintenance program has scheduled replacement of three Oxidation Ditch Rotors. Ocoee's Wastewater Treatment Facility (WWTF) processes wastewater using a Bio-Denitro process. This process, through a phasing system,supplies and denies oxygen to influent wastewater to produce treatment.Mechanical aerators (rotors) are a critical piece of equipment in this process. The current rotors have been in place approximately 27 years and are at the end of their expected lifecycle. Staff has experienced intermittent break- downs of individual components on the four rotors over the last few years.Recently one rotor completely failed. The rotor needs to be replaced as expeditiously as possible along with the other two rotors that are scheduled for replacement. One of the four units was replaced in late 2017 using a non-Kruger product so the City could test performance, which results did not match the performance of the Kruger equipment. Due to the critical nature and cost of the equipment involved,Staff has continued to explore options for replacement and received three quotes from different providers. Utilities had Reiss Engineering assess each option. After reviewing the options and Reiss' recommendation, Staff is recommending staying with the Kruger system and replacing the gearbox with the US made NORD gearbox. This was the most cost effective of the three option and requires the least amount of time for delivery and installation. Veolia (dba Kruger) is the sole supplier of NORD gearboxes and the original designer of the City of Ocoee's WWTF. The quote of $208,074.55 includes replacement of the motor,gearbox,end and drive bearings and installation. PUBLIC HEARING - None FIRST READING OF ORDINANCE - None 31 Page Regular City Commission July 16,2019 SECOND READING OF ORDINANCE—PUBLIC HEARING 12. Second Reading of Ordinance for Orange County Public Schools - Substantial Amendment to the Ocoee Crown Point Planned Unit Development(PUD); Project No: RZ-19-05-05. (Advertised in the West Orange Times on Thursday, July 4, 2019.) (Zoning Manager Gajadhar) The project was initiated as a joint venture between the City of Ocoee and Orange County Public Schools (OCPS),with the school board retaining ownership of five tracts of land with the largest tract proposed as a bus depot or townhomes. The school board is requesting an amendment to the PUD in order to change the land use from Bus Depot to Workforce Education or Townhomes for tract 13 and to incorporate Workforce Education or Townhomes as a secondary use to the remaining tracts they own. The summary of the changes to the tracts owned by OCPS are as follows: Change the land use of Tract 13 from Bus Depot/Townhome to Workforce Education/Townhomes; Change the land use of Tract 41 from OCPS Stormwater to Workforce Education/Townhomes; Change the land use of Tract 7A and 7B from Workforce Education to Workforce Education/Townhomes; Change the land use of Tract 34 from Right-of-Way to Workforce Education/Townhomes. REGULAR AGENDA—None STAFF ACTION ITEMS COMMENTS FROM CITIZENS/PUBLIC COMMENTS FROM COMMISSIONERS ADJOURNMENT PLEASE NOTE:IN ACCORDANCE WITH FLORIDA STATUTES 286.0105:ANY PERSON WHO DESIRES TO APPEAL ANY DECISION AT THIS MEETING WILL NEED A RECORD OF THE PROCEEDINGS AND FOR THIS PURPOSE MAY NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDINGS IS MADE WHICH INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS BASED.ALSO,IN ACCORDANCE WITH FLORIDA STATUTE 286.26:PERSONS WITH DISABILITIES NEEDING ASSISTANCE TO PARTICIPATE IN ANY OF THESE PROCEEDINGS SHOULD CONTACT THE OFFICE OF THE CITY CLERK, 150 N. LAKESHORE DRIVE, OCOEE, FL 34761, (407) 905 -3105 48 HOURS IN ADVANCE OF THE MEETING. 41 Page