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HomeMy WebLinkAbout05-06-14 AgendaOCOEE CITY COMMISSION Ocoee Commission Chambers 150 North Lakeshore Drive Ocoee, Florida May 6, 2014 AGENDA 7:15 P.M. REGULAR CITY COMMISSION MEETING A. CALL TO ORDER Invocation Pledge of Allegiance Roll Call and Determination of Quorum B. PRESENTATIONS AND PROCLAMATIONS Proclamations — May 2014. (Mayor Vandergrift) ➢ National Water Safety Month ➢ Teacher Appreciation Week — May 5 th _ 9 th ➢ Peace Officers Memorial Day —May 15 & National Police Week— May 11th — la th Presentation of Collected Birthday Party Funds to Police Chief Brown to be Used for the Police Explorers and the Police Department's Children Education Programs - Cheryl King and Noah Hall -King Fiscal Year 2013 Audit Results and CAFR Presentation - Elden McDirmit, CPA C. COMMENTS FROM CITIZENS /PUBLIC D. STAFF REPORTS AND AGENDA REVIEW E. COMMISSIONERS ANNOUNCEMENTS F. CONSENT AGENDA ALE 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 Minutes for the Regular Commission Meeting Held April 15, 2014. (City Clerk Eikenberry) 2. Human Relations Diversity Board Appointments; Consideration of Reappointment of Four Current Members. (City Clerk Eikenberry) The terms of Members Barbara Boudokhane, Ira Calloway, Nichole Dawkins and Morgan Curry will expire on May 2014. All four Members have indicated an interest in being considered for reappointment for another term ending May 2017. From 2012 -2013 Member Boudokhane attended 14 of 18 meetings, Member Calloway attended 15 of 17 meetings, Member Dawkins attended 13 of 19 meetings, and Member Curry attended 12 of 21. Staff is recommending that the City Commission consider the reappointments of Members Barbara Boudokhane, Ira Calloway, Nichole Dawkins and Morgan Curry to the Human Relations Diversity Board with term ending May 2017. Regular City Commission May 6, 2014 3. Approval of Contract B14 -01 - Change Order No. 1 for Peach Lake Manor Phases 3, 4 & 5. (Public Works Director Krug) The City Commission awarded the Peach Lake Manor Project Phases 3, 4 & 5 to Dewitt Excavating, Inc. (Dewitt) on December 3, 2013. This project incorporates drainage improvements on Sal Street, Jemima Avenue, Lady Avenue and portions of Mona and Maureen Avenues. As the project progressed, Dewitt and Public Works discovered a discrepancy between contract bid quantities and the actual field quantities required per the contract plans in certain pipe and concrete items. The appropriated budget for this phase of construction was based on the contract plan quantities. This change order will conform contract quantities with the actual field quantities required to complete the project as projected in the budget. The adjustment in quantities is made at the contract unit prices. No additional contract time is required for the change order. Public Works recommends approving Contract 1314 -01 Change Order No. l in the amount of $219,691.50, with Dewitt Excavating, Inc. This change order will provide a new contract price of $1,487,153.56 which remains below the budget /Engineer's estimate of $1,516.000.00. The change order is adequately funded in the Stormwater budget. 4. Approval to Reject all Bids for 4B14 -02 Lift Station #10 Relocation & Replacement; and Lift Station #9 Removal Project. (Purchasing Agent Tolbert) The City intended to award a contract for the Lift Station #10 Relocation & Replacement; and Lift Station #9 Removal Project. The bid was publicly advertised on January 12, 2014, and opened on February 11, 2014. There was a total of three (3) bids received ranging from $519,884.89 to $712,535.00. The Utilities and Finance Departments reviewed all bids received. Staff recommends rejecting all bids due to the low bid exceeding the remaining available budget amount of $337,470.75 by $182,414.14; and due to value engineering of the plans and the need to add 280 feet of gravity main to the work has resulted in significant changes to the scope of work, per recommendation from Charles Smith, Utilities Director. Staff considers it to be in the best interest of the City to re -bid this project with the revised scope of work and plans. 5. Award of RFP #14 -003 -R Air Conditioning & Heating Maintenance Term Contract. (Purchasing Agent Tolbert) The City's current air conditioning and heating maintenance term contract with Apple Air Conditioning and Heating Inc. expired January 5, 2014. The cost of the previous contract for maintenance was $9,000 annually. In compliance with the City of Ocoee Purchasing Code Chapter 21, proposals were solicited from qualified and licensed contractors to provide the necessary services for scheduled and emergency repair, and installation of air conditioning and heating systems throughout the City. The Contract requires the Contractor to provide maintenance services for all Air Conditioning & Heating units, Ice Machines, and Water Coolers City -wide. The City intends to award the term contract to a single qualified and licensed contractor. The term contract will be for three (3) years with two (2) one (1) year automatic renewal options. The contract labor rates may be escalated up to 3% upon renewal of the contract each year. All other provisions of the contract shall remain constant for the life of the contract. The RFP evaluation committee meeting was held on April 10, 2014, with the Evaluation Committee evaluating and short- listing the firms on specific evaluation criteria. The Evaluation Committee short- listed the following firms in ranked order, and recommends contracting with the top ranked firm, Apple Air Conditioning and Heating Inc. Staff recommends that the City Commission award the term contract for RFP #14 -003 -R City -Wide Air Conditioning and Heating Maintenance Term Contract to Apple Air Conditioning and Heating Inc. in the amount $9,000 for annual maintenance and hourly rates proposed for repairs and installations 6. Award of Bid #B14 -03 North Side Reclaimed Water Main Extension Phase 2. (Purchasing Agent Tolbert) In conformance with the policies and procedures of the City of Ocoee (City), bids were solicited from qualified contractors to construct the North Side Reclaimed Water Main Extension Phase 2 (Project). All work for the project shall be designed and constructed in accordance with the drawings and specifications prepared by CPH Engineers, Inc. Bids shall be deemed to include all items necessary 2 1Pagc Regular City Commission May 6, 2014 for the furnishing, delivering, and installing of all materials, equipment, incidentals, and services, including all labor, for the work. The bid was publicly advertised on March 9, 2014, and opened on April 8, 2014. There was a total of ten (10) bids received ranging from $328,965.00 to $563,109.50. All bids are available in the Finance Department for review. The Utilities and Engineering Departments, CPH Engineers, and Finance Department reviewed all bids received and all were considered responsive. Staff recommends awarding the bid to Tri -Sure Corporation as the most responsive and responsible bidder. Staff recommends that the City Commission award Bid #1314 -03 North Side Reclaimed Water Main Extension Phase 2 project to Tri -Sure Corporation, in the amount of $328,965.00 and authorize the Mayor, City Clerk, and Staff to execute the required contract documents once the required bonds and insurance are received. Staff also recommends that the City Manager be authorized to approve change orders to this contract up to the limit of his purchasing authority for each change order, and up to the budgeted amount for this project for all change orders. 7. Approval of Lift Stations #14, #21, #27 Wet Well Re -Pipe and Appurtenance Replacement. (Utilities Director Smith) The City of Ocoee's sewage collection system utilizes lift stations to collect and pump raw sewage from various areas of the City to the wastewater treatment plant. These lift stations contain pumps, piping and valving of various size. The majority of lift stations installed in Ocoee before 2012 utilized ductile iron pipe and fittings inside and directly downstream of the lift station. Over a period of years, depending on the corrosiveness of the wastewater being pumped and atmospheric conditions inside the wet well, the ductile iron pipes and fittings deteriorate and fail. Failure of these pipes, fitting cause sewer service outages, and raw wastewater discharges. In response to this problem, the City's Wastewater Engineering Standards have recently been revised to replace ductile iron piping associated with lift stations wet wells to high- density polyethylene piping (HDPE). This piping is nearly immune to the corrosive nature of lift station and sewage environments. The Utilities Department's Lift Station ten (10) Year Maintenance Plan identifies and prioritizes sanitary manhole and lift station rehabilitation. This work encompasses preventative and corrective maintenance issues for all 61 of the City's lift stations. Prioritization is based on; condition of piping /valving, previous failures history, daily volume of sewage pumped and critical nature of station. There are three (3) lift stations identified and approved in the City's Fiscal Year 2013 -2014 Lift Station Maintenance Program for wet well re- piping and appurtenance replacement. Staff is recommending the annual maintenance and repairs to Lift Stations #14, #21, #27 using Danus Utilities utilizing (piggybacking) Danus' continuing maintenance contract with Clermont (RFB #11-0 15 Sanitary Sewer Manhole and Lift Station Rehabilitation) in the amount of $64,000.00. 8. Approval of Trading in Old Holmatro Power Unit on Holmatro High- Pressure Lifting Bags. (Interim Fire Chief Hoover) The single hose Holmatro power unit is used for extrication and is the old back up unit that was replaced with a new small back up unit this year. It was under advisement by Fleet Operations Manager, Bill Simmons, to replace that unit almost three years ago due to maintenance issue. A new replacement pump was budgeted and approved by the commission and purchased. This year's budget also included the replacement of aging air bags which $8000.00 was budgeted for. The quote for the air bags came back $500.00 over what had been budgeted. After soliciting different vendors, South Florida Emergency Vehicles, was the only one who was willing to give a trade in value for the pump because the market is flooded with them and there is no demand for that particular model. Staff is recommending trading in old Holmatro power unit on Holmatro high pressure lifting bags and requesting the Commission to declare the item surplus so that it can be traded toward the purchase of the new one. 3 1Page Regular City Commission May 6, 2014 G. SECOND READING OF ORDINANCE - PUBLIC HEARING 9. Second Reading of Ordinance on Limited Income Seniors Additional Homestead Exemption. (Advertised in the Orlando Sentinel on Monday, April 21, 2014). (City Manager Frank) Florida Statute 196.075 allows for additional homestead exemptions for persons 65 and older. In accordance with this statue, municipalities can adopt an ordinance allowing for additional homestead exemptions up to $50,000 for any person who has the legal or equitable title to real estate and maintains thereon the permanent residence of the owner, who has attained age 65, and whose household income does not exceed $27,994 (2014). The City currently has set the additional homestead exemption threshold at $25,000. H. REGULAR AGENDA 10. Presentation and Direction for Septic Tank Maintenance Program. (Utilities Director Smith) One of the Utilities Department's frequent inquiries is based on a customer's septic tank failing and the City's plans for central sewer adjacent to their property. Further discussion predominately centers on forgotten or overlooked maintenance of a tank that lead to a failed drain field. To address this issue and provide a better service to City customers, Utilities staff is recommending the establishment of a Septic Tank Maintenance Program. The voluntary program would cause the routinely pumping of a septic tank on a three (3) year cycle for participating customers. Participants will also be able to obtain emergency service(s) at a reduced rate. A customer electing to enter the program will be subject to a monthly fee and a deposit with an initial enrollment in the program limited to City utility customers. I. STAFF ACTION ITEMS J. 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. 4 1Page