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HomeMy WebLinkAbout11-17-15 Agenda OCOEE CITY COMMISSION Ocoee Commission Chambers 150 North Lakeshore Drive Ocoee,Florida November 17,2015 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 Presentation by the Citizens Advisory Council for Ocoee Police Department (CACOPD) Officer of the Quarter Award: Sergeant Mireya Iannuzzi. Presentation by Chief Brown Recognizing the Promotion of Scott Nylander to Lieutenant. C. COMMENTS FROM CITIZENS/PUBLIC D. STAFF REPORTS AND AGENDA REVIEW E. COMMISSIONERS ANNOUNCEMENTS F. 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 Minutes for the Regular Commission Meeting held November 3, 2015. (City Clerk Eikenberry) 2. Approval of New Appointment to the Citizen Advisory Council for Ocoee Police Department(3-year terms). (City Clerk Eikenberry) Members of the Citizen Advisory Council for Ocoee Police Department serve three-year terms. The Resolution creating the Board allows no more than fifteen (15)members. The Board currently has ten (10)members. One application has been received to serve on the Board from Carol Heard. 3. Approval of Reappointments to the Citizen Advisory Council for Ocoee Fire Department(3-year terms). (City Clerk Eikenberry) The terms of Members Glenn Richardson and Wayne Vaughn expire November 2015. Both members have indicated an interest in being considered for reappointment. The CACOFD Board meets quarterly and the following reflects the attendance of the board members: Glenn Richardson attended 2 of 3 meetings; Wayne Vaughn attended 3 of 3 meetings. There are no applications currently on file. Regular City Commission November 17, 2015 4. Approval of Oasis at Lake Bennett Apartments at Ocoee Town Center. (City Attorney Cookson) On June 16, 2015, the Ocoee City Commission approved the First Amendment to Development Agreement (Amendment) for Ocoee Town Center. As a part of the Amendment, the Owner and the City agreed to exchange similar tracts or parcels so that the City would acquire right-of-way for Richmond Avenue, south of Maine Street (Tract F), and the Owner would acquire property on the north boundary line that abuts Maine Street(Tract H). In the context of the engineering and design for the area,the City Engineer determined that to finish Maine Street adjacent to the Oasis project,another small tract would be needed from the Owner at the corner of Maine Street and Bluford Avenue (Tract H). The Owner and City now wish to close on the transaction by exchanging the property identified above. 5. Approval of Annual Signal Maintenance Contract Extension with Control Specialists. (Public Works Director Krug) The Commission approved utilizing Control Specialists for traffic signal maintenance at the September 15, 2009, meeting by piggy-backing on an existing City of Maitland Agreement. The agreement with Control Specialists has provided proactive inspections and repairs for maintaining the City's traffic signals. Maitland has extended their current contract one (1)year as allowed per the agreement. Public Works is requesting Commission approval to extend our agreement with Control Specialists for the additional one (1) year period per the piggy-back agreement. Control Specialists has maintained their pricing throughout the agreement without a price increase. Public Works meets monthly with the FDOT and local agencies from Orange, Osceola and Seminole Counties to discuss signalization maintenance and operations. Public Works has determined from discussions at the regional meetings that Control Specialists continues to provide the most cost effective service option for Ocoee to proactively maintain our City's signal system. The Streets Division budget incorporates up to $30,000.00 for monthly inspections and maintenance along with $45,000.00 for unanticipated repairs and upgrades. Public Works recommends extending the agreement with Control Specialists for one(1)additional year. 6. Approval of Resolution No. 2015-018 for the 3-Year Lease-Purchase Agreement with Branch Banking and Trust Company (BB&T) for (15) Police Vehicles included in the FY 2015/2016 Budget. (Purchasing Agent Tolbert) The budget for Fiscal Year 2015/2016, includes the three (3) year lease-purchase of fifteen (15) replacement police patrol vehicles. The Governmental Agency Contract the City will be piggybacking is Florida Sheriff's Contract #15-23-0904 for fifteen (15) 2016 Dodge Charger Police-Rated Sedans with an actual purchase price of$31,117.50 each, which totals $466,762.50. The Finance Department obtained interest rate quotes from BB&T (1.36%), SunTrust Bank (1.76%) and BMO Harris Bank (1.895%). 7. Award of Bid #B16-02 South Water Treatment Plant Raw Water Re-Pipe Project. (Purchasing Agent Tolbert) In conformance with the policies and procedures of the City of Ocoee(City)and Florida Statutes,bids were solicited from qualified contractors to construct the South Water Treatment Plant Raw Water Re- Pipe Project (Project). All work for the project shall be constructed in accordance with the drawings and specifications prepared by the City of Ocoee Utilities Department. Bids include all items necessary for the furnishing, delivering and installing of all materials, equipment, incidentals, and services including all labor for the work. This project is located at the South Water Treatment Plant to eliminate leaking raw water piping and to replace aging and defective piping and equipment. This project consists of installation of underground and above ground ductile iron raw water piping and associated appurtenances from existing potable drinking water wells to existing ground storage reservoirs. Additionally, there is associated chemical piping, flow control, metering equipment and electrical circuits to be modified as indicated in the project plan sheets. The bid was publicly advertised on September 20, 2015, and opened on October 20, 2015. A pre-bid conference was held on October 6, 2015. The City received four(4)bids for this project ranging from $205,858.73 to $283,408.51. The Utilities and Finance departments reviewed the bids and all were considered responsive. Staff recommends awarding the bid to SanPik, Inc., as the most responsive and responsible bidder,per the recommendation from Charles Smith,P.E.,Utilities Director. 2IPage Regular City Commission November 17, 2015 8. Approval of Change Order No. 1 with Central Florida Environmental Corp. (CFE) for the Consumer Court Lift Station #62 Project. (Utilities Director Smith) On June 16, 2015, the City Commission awarded a construction contract to Central Florida Environmental Corp. (CFE) for the construction of the Consumer Court Lift Station #62 for $297,629.28. Lift Station #62 is located at the terminus of the new State Road 50 sanitary sewer collection system. Construction projects are bid using a best estimate of the unit quantities required for the work; however, the amount and type of material usually varies from the estimate to adapt to field conditions. As with most unit pricing contracts, change orders are required to address the differences between bid quantities and in-the-field quantities. Several events caused for an increase to three(3)pay items.The change order amount to include these adjustments is$33,584.80. Change Order No. 1 includes three(3)areas of adjustment: 1 & 2) Upon excavation, it was discovered that much of the soil had a high percentage of clay; therefore, it could not be reused as backfill for the project site. Additionally, as the project limits constrict the amount of usable storage for backfill soil,excavated clean,reusable soil was stored offsite and then transported back to the construction site. These events caused an increase to two (2) pay items, Embankment(Clean Import Fill)and Unsuitable Material(Removal and Disposal).Net Increase to Pay Item No. 5 — Embankment (Clean Import Fill) - $14,989.52. Net Increase to Pay Item No. 6 — Unsuitable Material(Removal and Disposal)-$13,463.60. 3) Subsequent to the awarding of the project, modifications were made to the original plan design as the City was unable to obtain a Temporary Construction Easement for the Griffin Center Phase I Plat, just south of the project site. The modification required additional 15" PVC gravity sewer main to be installed.Net Increase to Pay Item No. 17— 15"PVC Gravity Sewer Main-$5,131.68. 9. Approval of Wastewater Treatment Plant Bar Screen #2 Replacement Project. (Utilities Director Smith) The City of Ocoee's Wastewater Treatment Facility utilizes two fine screen filter devices at the front of the plant to remove solid material from the incoming waste stream. In 1993,the plant was outfitted with Kruger bar screens. Due to the aging screens, Bar Screen #2 was replaced with a Kruger device and Bar Screen#1 was to be replaced in FY 2017. However, due to poor performance of both the new and existing screens and the lack of support from Kruger, staff began evaluating other screening devices. The Parkson Fine Screen was selected with an approximate cost of$290,000 for installation. In October 2014, City bid the Bar Screen Replacement project, and FilterOne was the lowest responsive bidder with an"equal at" a cost of$106,121. The"equal at" cost included their proprietary fine screen filter, which is comparable to the Parkson brand. The second lowest responsive bidder proposed using the Parkson Fine Screen at a cost of$291,000. FilterOne was determined to bid the lowest cost and was the most responsive bidder with a savings of approximately $184,000. Due to the imminent failure of the second screen and the cost savings achieved through the bid process, staff negotiated with FilterOne at the time of the first filter installation to replace the second screen after a successful operational phase of the first screen. FilterOne agreed to provide a second screen subject to minor price adjustments due to increased material costs. The second screen is being offered at $115,886.32,which is an increase of$9,765.32. 10. Approval of Notification of Emergency Wastewater Treatment Plant Replacement SCADA Upgrade and Modifications to VT SCADA. (Utilities Director Smith) The wastewater treatment plant is equipped with computers and process control software that monitors and controls the treatment process. This system is called a Supervisory Control and Data Acquisition (SCADA) system. On July 7, 2015, the wastewater plant operations building experienced a lightning strike,which severely damaged its SCADA computer. The older PC,running Windows XP, included a version of Wonderware HMI SCADA software that was not upward compatible. Plant personnel were able to find used parts to return the PC to rudimentary operation with limited functions and features. The obsolete PC's continuous operation was tenuous and any further repairs unlikely. Staff met with the City Manager, and it was agreed that the SCADA application need immediate replacement. With the notion to centralize the department's SCADA operations, the Utilities Department selected VT SCADA by Trihedral Engineering Limited,represented by Sanders Company, for the department's 3IPage Regular City Commission - November 17,2015 future SCADA platform. The department was in the final stages of upgrading both water treatment plants to VT SCADA, and was also in the process of upgrading the wastewater plant lift station as well. The wastewater plant PC/PLC and software was under consideration for budgeting within the next few years,but due to the status of the PC/compatibility with the SCADA software,the emergency repair of the wastewater plant SCADA system was initiated. The work was to be integrated with the implementation of the wastewater plant SCADA conversion, with the cost for the wastewater plant conversion totaling$31,264.00 and is to be completed by Sanders. G. PUBLIC HEARINGS - None H. REGULAR AGENDA 11. Resolution 2015-019 Establishing a Time Frame for Existing Gated Subdivisions to become compliant with Click To Enter Access Technology and Establishing a Level of Funding Assistance for Existing Gated Subdivisions. (Police Chief Brown) On July 21,2015,the City of Ocoee City Commission adopted amendments to Section 153-5.7,City of Ocoee Code of Ordinances, requiring all gated communities and subdivisions to install and maintain a uniform access system for emergency access to their respective gated communities. On the same date, the City Commission adopted Resolution No. 2015-010, establishing Click to Enter and the Knox Box key access systems as the uniform access systems. In discussions on July 21, 2015, the City Commission debated options for compliance deadlines and options for funding assistance that the City might provide to existing gated communities. Because compliance with the uniform access systems is deemed a serious public safety concern, the City Commission established a 2015-2016 budget funding amount of$60,000.00 to assist existing gated communities in becoming compliant with the new system technology. Based on the 2015-2016 budget allocation for this purpose, the funding reimbursement amount for each individual gate will be capped at an amount not to exceed $1,818.00 per entrance gate. Reimbursement will be provided to subdivisions upon written request on forms described by City staff, including submittal of the original receipt. Eligible reimbursable expenses are limited to the purchase of the device, installation of the System, and any programming that may be required to establish the System; only an authorized Click to Enter distributor or installer can complete the installation. All system upgrades must be completed by July 1, 2016, and must be inspected by the City Fire Chief prior to being deemed operational. All requests for reimbursement must be received by the City on or before September 15,2016. 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. 4IPage