Loading...
HomeMy WebLinkAbout05-06-08 Agenda OCOEE CITY COMMISSION Ocoee Commission Chambers 150 North Lakeshore Drive Ocoee, Florida May 6, 2008 AGENDA 7:15 P.M. REGULAR CITY COMMISSION MEETING I A. CALL TO ORDER Invocation Pledge of Allegiance Roll Call and Determination of Quorum I B. PRESENTATIONS AND PROCLAMATIONS Proclamations - Mayor Vandergrift > National Electrical Safety Month - May 2008 > Municipal Clerks Week - May 4th - 10th > Therapy Dog Awareness Day - May 10th Presentation - Florida Outboard Association presentation to Ocoee Woman's Club and the City of Ocoee. (Commissioner Anderson) Presentation - 2007 Audit Report - Elden McDirmit, C.P.A. (Finance Director Horton) Presentation - Officer of the Quarter Award (CACOPD Chairman Grogan) I Co COMMENTS FROM CITIZENS/PUBLIC I D. COMMISSIONERS ANNOUNCEMENTS E. CONSENT AGENDA ALL MATIERS 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 and Acceptance of the Regular City Commission Minutes of April 15, 2008. (City Clerk Eikenberry) 2. Reappointments to the Human Relations/Diversity Board. (City Clerk Eikenberry) The tenns of Members Fay Alston, Lester Dabbs, and Dorcas Dillard expire this month, and Fay Alston and Lester Dabbs have indicated an interest in being considered for reappointment. The following reflects the attendance of the board members considering reappointment: Fay Alston attended 14 of 21 meetings and Lester Dabbs attended 18 of 23 meetings. Dorcas Dillard does not wish to be reappointed to the board at this time, due to her many other current obligations. 3. Appointment to the Community Grant Review Board. (City Clerk Eikenberry) Members of the Community Grant Review Board serve two-year tenns. The Community Grant Review Board currently has four (4) members and their resolution allows no more than five (5) members. One application was received from Rosemary Wilsen with an interest in serving on the board. There are no additional applications on file. City Commission Regular May 6, 2008 4. Appointment to the Parks and Recreation Advisory Board. (City Clerk Eikenberry) Members of the Parks and Recreation Advisory Board serve two-year terms. The Parks and Recreation Advisory board currently has ten (10) members and their ordinance allows no more than thirteen (13) members. One application was received from Jane Rainer with an interest in serving on the board. There are no additional applications on file. 5. Appointment to the Citizens Advisory Council for Ocoee Fire Department (CACOFD). (City Clerk Eikenberry) Members of the Citizen Advisory Council for Ocoee Fire Department serve three-year terms. The Resolution creating the Board allows fifteen (15) to twenty-five (25) members. The board currently has eleven (11) members. One application was recently received from Fred Wilsen with an interest in serving on the board. No other applications are on file. 6. Appointment to the Citizen Advisory Council for Ocoee Police Department (CACOPD). (City Clerk Eikenberry) Members of the Citizen Advisory Council for Ocoee Police Department serve three-year terms. The Resolution creating the Board allows fifteen (15) to twenty-five (25) members; however the consensus of the Board was to function more efficiently with fifteen (15) members. The board currently has ten (10) members. One application was recently received from Fred Wilsen with an interest in serving on the board. No other applications are on file. 7. Award of RFQ #0802 Continuing Contracts for Landscape Architectural Services to Bellomo Herbert & Co. Ine; HHI Design; and Glatting Jackson Kercher Anglin. (Purchasing Agent Tolbert) The City's continuing contracts for landscape architectural services have either expired or are non- existent. In compliance with State Statutes Section 287.055 and the policies and procedures of the City of Ocoee Code Chapter 21, a Request for Qualifications (RFQ) was advertised with the intention to award continuing contracts for landscape architectural services to no fewer than two (2) firms deemed to be the most highly qualified to perform the required services. Firms selected by the City will provide landscape architectural services to the City on an as needed basis, where the professional fees for studies are under $50,000 and construction costs are under $1 million, based upon task orders to be issued by the City under the continuing contracts. The contracts shall automatically be renewed annually unless terminated by the City, for a maximum of five (5) years from the date of execution. 8. Award of Bid #B08-06 Pioneer Key II Infrastructure Program to Central Florida Environmental Corp. in the amount of $1,375,542.62. (purchasing Agent Tolbert) The Pioneer Key II Infrastructure Rehabilitation Project is intended to correct long-standing deficiencies in this Ocoee development. Some streets in the development are presently almost impassible with normal automobiles. Water and sanitary sewer lines are located out of the right of way and under the homes located on private lots. Stormwater management is very limited. To correct these problems, the project includes a complete reconstruction of the roadway, installation of significantly improved stormwater management facilities, and new utilities located within the street right of way. Narrow, crumbling sidewalks will be replaced with a more robust structure that serves also as a continuous driveway apron. Construction funding for improvement of public infrastructure is being provided by Orange County through a federal Community Development Block Grant fund allocation. Ocoee and Orange County entered into an agreement in 2007 that allows the City to manage the project, with Orange County providing cost reimbursement up to the budget limit of $1.5 million for allowable expenses. The project was advertised for competitive bid earlier this year and a number of responsive bids were received. The Engineering Department and Finance Department have reviewed all bids. Staff recommends awarding the bid to Central Florida Environmental Corp. as the most responsive and responsible bidder for the amount of $1,375,542.62. The original estimate for this project was $1,962,500.00. Page 2 of7 City Commission Regular May 6, 2008 9. Approval of Lakeshore Drive Phase II Improvements. (Public Works Director Krug) The Commission awarded the construction contract for the Lakeshore Drive Phase II Improvements on December 18,2007. Public Works is requesting the Commission to allocate $42,000.00 of additional funds to the project. These funds would cover costs for geotechnical testing services, right of way acquisition settlement and miscellaneous design changes during construction. Construction materials testing services with Nodarse & Associates, Inc., will require $9,447.00. These services will provide the standard quality assurance testing to ensure the roadway contractor is constructing the new road in accordance with the contract specifications. Nodarse & Assoc. is one of the City's continuing geotechnical engineering services firms. Right of way property acquisition was required at the Black Property, 33 Lakeview Street, in order to harmonize the new roadway with the property. The settlement for the acquisition requires the City to construct a new driveway apron, an approximate increase of$3,000.00 to the construction contract. A portion of the remaining funds will be utilized for the design engineer, PEC, to complete the plan revisions due to conditions encountered in the field. The exact amount for this work is still being negotiated. The remainder of the $42,000.00 would be applied to any potential additional construction costs for said field revisions. The $42,000.00 of additional funds for the project would reallocate $17,000.00 from the miscellaneous sidewalk construction capital outlay account plus $25,000.00 from the Hawaii Drive sidewalk project. 10. Approval of 2006-2007 Resurfacing Program Close Out Change Order. (Public Works Director Krug) The Commission approved the 2006-2007 Resurfacing Program on April 17, 2007. The original $245,000.00 Purchase Order for the 2006-2007 resurfacing program with Orlando Paving Company (OPC) was reduced to $221,058.00 due to expected quantity under runs. At the time the Lakeshore Drive Phase II construction project was awarded on December 18, 2007, Public Works requested the expected $23,942.00 under run on the OPC Resurfacing purchase order be allocated to the Lakeshore Drive construction. Following several meetings with OPC, it has been determined that the total cost for the actual pavement installed due to quantity over runs is $263,463.13, an increase of $18,463.13, approximately 7% above the original purchase order amount. The anticipated $23,942.00 under run must be allocated back into the purchase order requiring $42,405.13 total in order to complete the 2006-07 resurfacing program. 11. Approval of Addendum to Professional Architectural Contract for Engineering Services for Interior Renovation of the New Police Headquarters. (public Works Director Krug) The Commission approved the contract with HKS Architects for the interior renovation of the new Police Headquarters at the February 19, 2008, Commission Meeting. The approval allowed for the addition of anticipated engineering costs for mechanical, electrical, plumbing, fire protection, communications, technology and security services. City Staff, HKS and TLC Engineering have completed several meetings at the building site to determine the scope of services for this work. Through HKS, TLC Engineering proposes to provide professional engineering, design and construction services for heating, ventilating and air-conditioning (HV AC), plumbing, electrical, fire protection, communications, technology and security engineering. These services will be provided through, and coordinated by, HKS as an addendum to their contract. The estimated engineering design services fee is $30,500.00 plus a not to exceed amount of $9,000.00 for construction administration and reimbursable expenses. Funding is included in project budget. 12. Approval of Amendments to the Preliminary/Final Subdivision Plan for Slone Landing (flk/a Foote Property). (Senior Planner Howell) On November 1,2005, the City Commission approved a Preliminary/Final Subdivision Plan for Slone Landing. The subject property is located on the northwest comer of the intersection of Bluford Avenue and Orlando Avenue, north of Fire Station #1. The Preliminary/Final Subdivision Plan permitted the construction of 4 single-family detached units on 2.72 acres. The approved plan details the extension of Orlando Avenue to the west side of Lot 4, and requires access for Lots 1-3 to be from Orlando Avenue, with the access for Lot 4 being provided from Cumberland Avenue. The first request is to change the point of access for Lot 3 from Orlando A venue to an access easement over Lot 4, which has its approved point of access on Cumberland A venue. Condition of Approval 20 of the approved Page 3 of7 City Commission Regular May 6, 2008 Preliminary/Final Subdivision Plan states "there shall be no access from the property to any public road except at the approved locations shown on the approved Final Subdivision Plan." The second request is to eliminate the requirement of extending Orlando Avenue to the west side of Lot 4. This proposal would allow only Lots 1 and 2 to have their point of access from Orlando A venue. Section 6.2 (A) (5) of the Land Development Code requires all lots to front on a paved road, have their primary access on a street paved to City standards, and requires existing unimproved City rights-of-way that abut subdivisions to be paved and improved at the developer's expense. This is depicted on the approved Preliminary/Final Subdivision Plan. Furthermore, Section 6.2 (A) (5) of the Land Development Code requires the developer to pave a street from the entrance of the development to the nearest public paved road. During the review of the approved Preliminary/Final Subdivision Plan; staff liberally interpreted this section of the Land Development Code and allowed the developer to extend Orlando Avenue to the west side of Lot 4, instead of to Kissimmee Avenue, which is the nearest public paved road. 13. Award of Engineering Contract to CPH, Inc. for Relocation of Utilities Associated with the SR 50 Widening Project with FDOT. (City Engineer Wheeler) The Florida Department of Transportation has planned for and prepared design drawings for the widening of SR 50 - West Colonial Drive. The City has been informed that some if not all of our water and sewer pipelines will be required to be relocated to not be in conflict with the FDOT proposed facilities. The City's water and sewer facilities are not the only utilities that are required to be relocated. All of the utilities within the right-of-way are affected; telephone, cable TV, electrical, natural gas, and others. The funding has not been secured for the construction of the road widening project, so there is no set time line on the project, at this time. Earlier this year the City selected CPH, Inc. through the Consultants Competitive Negotiation Act as its engineer of record for this project. Staff has negotiated the fee proposal for the project and is ready to start working with FDOT on our design project. The proposal currently does not anticipate designing the relocation of every linear foot of water main, gravity sewer, and sewer force main. CPH and the City do not believe that all the pipelines need to be relocated, however we have not had detailed discussions with FDOT, yet. CPH, Inc. proposal is for $356,186.62 and includes tasks for Preliminary Engineering; Survey, Geotechnical and Environmental Investigations; Preparation of Construction Documents; Permitting; Public Meeting and Construction Notification; and Bidding Assistance. The proposal does not include Construction Assistance at this time because of the lack of schedule from FDOT and the scope of the work. The construction assistance may be added in the future as necessary. While the initial tasks need to be completed within a year, the 100% construction documents, permitting, and bidding assistance will not need to be performed until FDOT sets their schedule. The City will pursue a Joint Participation Agreement program with FDOT, to include the City's work in the FDOT road project. However, some of our work may be accomplished as part of a development project prior to the road widening project. 14. Approval and Authorization to Execute an Agreement with Ranger Construction Industries, Inc. to Relocate a 12-inch Sanitary Sewer Force Main Under the Florida Turnpike in Order to Avoid a Conflict with Widening of that Highway for the Amount of $411,227.75. (City Engineer Wheeler) The City's utility operation has three crossings of Florida's Turnpike, which is presently undergoing a significant widening project in the Ocoee area. The largest of these crossings occurs at Maguire Road, where potable water, reclaimed water, and sanitary sewer mains are located. It was discovered late in the design process for the widening project that the l2-inch sanitary sewer force main and 12-inch potable water main were in conflict with the widening project due to a loss of vertical separation. The initial expectation was the City would have to relocate both utility mains to a lower depth, but subsequent analysis using the water flow model showed that the City could maintain sufficient potable water flow and pressure without the water main. This left the sanitary sewer force main-the only link flowing north from the portion of the city south of the Turnpike-as the primary focus of the utility relocation project. In anticipation of project costs, the City budget for FY 2006/07 allocated $150,000 for design and right of way acquisition. The FY 2007/08 budget allocated $440,000 for construction. The actual cost for design was $37,380.00, including the system modeling work, substantially less than anticipated. Ranger's cost proposal for the relocation work is also below budget at $411,227.75. Page 4 of7 City Commission Regular May 6, 2008 I F. PUBLIC HEARINGS - None I I G. REGULAR AGENDA I 15. Approval of Request for Reduction of Fine and Release of Lien Code Enforcement Board Case No. 07-078, Fernando M. and J.E. Macon and JPFD Investment Corp. (Building Official Jones) On May 15,2007, Code Enforcement Officer Theresa Rodriguez observed violations of city code on the property located at 2405 Johio Bay Drive, Ocoee, Florida. The violations observed were overgrown grass/weeds on a vacant lot. A Notice of Code Violation and a Notice of Hearing were sent to the property owner Fernando M and J E Macon and JPFD Investment Corp. on June 6, 2007, to appear at the Code Enforcement Board on June 26, 2007. A Compliance Order was issued by the Code Enforcement Board giving the Respondent until July 10, 2007, to comply or pay a fine of $100.00 per day until the property was brought into compliance. An Order Imposing Fine and Lien was ordered at the Code Enforcement Board Meeting on July 24,2007. The fme accrued daily until the property was re-inspected on January 31, 2008, and found in compliance. The total amount of the fme is $20,400.00. The Code Enforcement Board recommended a reduction of fmes to $2,500.00 if paid within 7 days of the Commissions approval. It is staff's recommendation to support the decision made by the Code Enforcement Board. 16. Approval of Request for Reduction of Fine and Release of Lien Code Enforcement Board Case No. 07-211, J P Morgan Chase Bank. (Building Official Jones) On October 9,2007, Code Enforcement Officer Theresa Rodriguez observed violations of city code on the property located at 2224 Twisted Pine Road, Ocoee, Florida. The violations observed were overgrown grass/weeds and swimming pool was dirty and green. A Notice of Code Violation and a Notice of Hearing were sent to the property owner J P Morgan on November 1,2007, to appear at the Code Enforcement Board on November 27, 2007. A Compliance Order was issued by the Code Enforcement Board giving the Respondent until December 7, 2007, to comply or pay a fine of $250.00 per day until the property was brought into compliance. An Order Imposing Fine and Lien was ordered at the Code Enforcement Board Meeting on January 22, 2008. The fme accrued daily until the property was re-inspected on March 24, 2008, and found in compliance. The total amount of the fme is $26,750.00. The Code Enforcement Board recommended a reduction of fines to $7,500.00 if paid within 7 days of the Commissions approval. It is staffs recommendation to support the decision made by the Code Enforcement Board. 17. Approval of Resolution Establishing a Development Review Application Fee for Annexations with Initial Zoning on Parcels of One Acre or Less. (planning Director Wagner) The City Commission requested staff to look into reducing the application costs for Annexations with Initial Zoning for individual single family lots and smaller properties from $500 to $250. Staff believes that owners of properties one acre or less in size would benefit most from this reduction since they are normally not developers. 18. Approval of Bus Bench Agreement. (Planning Director Wagner) On April 16, 1996, the City entered into a 12 year agreement with the West Orange Jaycees, MADD of Central Florida, and the Boys and Girls Club of Central Florida (the "Clubs") to permit placement of bus benches throughout the community. The benches were to be placed as a community service project to benefit the general traveling public and to provide revenue for the organizations through the sale of advertising on the backrest of each bench. The agreement pertaining to the bus benches expired on April 16, 2008. Over the last several years the City has been approached by various companies wishing to place bus shelters throughout the community in an attractive setting. The current agreement has precluded any other groups from providing additional facilities. Staff believes that the best approach to provide bus shelters and benches throughout the City is to solicit proposals through an Page 5 of7 City Commission Regular May 6, 2008 RFP process which will ensure that design and placement corresponds to City Standards to enhance the community's neighborhoods, commercial corridors and, particularly, the CRA. 19. Approval of Resolution Authorizing Condemnation for the Maguire Road Phase V Improvement Project. (City Attorney Solik) Maguire Road Phase V requires that condemnation proceedings be instituted to acquire necessary right-of-way. 20. Approval of Prima Vista Utility Reserved Wastewater Capacity - Purchase of Expiring Capacity. (Utilities Director Smith) On December 30, 1987, the City entered into various Waste Water Developer Agreements which reserved sewer capacity with the City (the "WDA's). The WDA's were entered into in connection with the City purchase of its sewer system from Prima Vista Utilities ("PVU"). The sewer capacity was originally schedule to expire on December 31, 1997. In October 1992, the City extended the reservation of capacity to December 31,2002. In May 1995, the City further extended the reservation of capacity to December 31, 2007. The reserved sewer capacity has now expired and is required to be surrendered to the City, absent a further extension by the City. The City is required to re-purchase the surrendered capacity in accordance with the terms of the WDA's. I H. STAFF REPORTS I I. COMMENTS FROM COMMISSIONERS 21. Bring Kids to Work Day. (Mayor Vandergrift) I 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. LAKE SHORE DRIVE, OCOEE, FL 34761, (407) 905 -3105 48 HOURS IN ADVANCE OF THE MEETING. Page 6 of7