HomeMy WebLinkAbout04-17-18 Agenda OCOEE CITY COMMISSION
Ocoee Commission Chambers
150 North Lakeshore Drive
Ocoee,Florida
April 17,2018 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
COMMENTS FROM CITIZENS/PUBLIC
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 April 3,2018.
(City Clerk Sibbitt)
2. Approval to Award Landscape Enhancement of Old Winter Garden Road Medians
between Maguire Road and South Blackwood Avenue. (Assistant City Manager
Shadrix)
The Community Redevelopment Agency's (CRA) budget designated funds to enhance the medians on Old
Winter Garden Road between Maguire Road and South Blackwood Avenue. The existing medians are nearly
void of landscape materials and detract from the Redevelopment District's aesthetics. BrightView is currently
under contract to provide landscape maintenance and upon request may provide a proposal to improve the
City's landscaped medians. Following several meetings between BrightView and the City, the City's Urban
Designer prepared design documents directing the replacement of 12" of top soil, use of soil amendments, a
detailed planting plan,and specified the need to upgrade irrigation to properly meet the new landscape design.
Purchasing has reviewed and this request meets the City's purchasing guidelines.
3. Approval for Acquisition of Property for Downtown Lift Station #66. (Assistant City
Manager Shadrix)
The City needs to acquire certain property for the City of Ocoee Downtown Lift Station No. 66. City Staff
has negotiated a Purchase Agreement in lieu of acquisition by eminent domain.
4. Approval of the Agreement for Orlando Health Central Campus Building
Identification Plan. (City Planner Rumer)
The City of Ocoee City has previously approved development plans for portions of the Health Central
Hospital property which calls for the development of a Health Central Campus without a plan to provide
identification signage for the buildings. Such signage may or may not need to meet the Land Development
Code requirements under Article VI, Section 6-14. The City has worked with GAI Consultants and Orlando
Health Central for a Building Identification program that allows for signage that appropriately reflects the
sizing of signage for the size and placement of the existing buildings. In lieu of a Master Campus Plan and
Master Signage Plan, which will come at a later date, staff is bringing forward a Building Identification Plan
to cover the existing buildings and those currently under construction (not including the ALF/ Outpatient
Care Facility).
Regular City Commission
April 17,2018
5. Approval of Community Grant Program — January 2018 Cycle. (Community
Relations Manager Wright)
The Community Grant Review Board (CGRB) met on February 15, 2018, to discuss the eight applications
received for the Community Grant Program. The Community Grant Program provides financial grants of up
to$500 to non-profit organizations and civic groups located within the city limits or outside the city limits but
benefit residents of Ocoee. The grant cycle is open twice yearly (January and July) to acknowledge
excellence and further the contributions these local organizations bring to the Ocoee community. There is
$4,500 available this grant cycle. The Community Grant Review Board recommends funding five (5)
organizations in the total amount of$2,500: American Legion Post 109; Bread of Life Fellowship; Ocoee
Little League; Rotary Club of Ocoee and Woman's Club of Ocoee. Three organizations were not
recommended to receive a grant.The Garden Community Choir,based in Winter Garden,requested a grant to
assist with transportation to an event that has no direct impact to Ocoee residents. Integrity Mentoring
requested a grant to assist with youth mentoring. Their program is new and not yet established. Standing
Ovation Talent Group, Inc.,requested a grant to provide a scholarship to an Ocoee dance student to offset the
student's$1,700 yearly tuition fee.
6. Approval of Most Valuable Partnership Grants — Cycle 2017/2018. (Community
Relations Manager Wright)
The Most Valuable Partnership Grants Program has been in operation for several years. The grant program
assists Ocoee neighborhoods and organizations with projects that will enhance property values and improve
the quality of life in Ocoee. The MVP grant program is a matching grant program held annually in November.
The maximum matching grant award is $2,000. Funding is not given up front, but is reimbursed at the
completion of the organization's project.Applicants pay for their improvement projects and then get a portion
back, up to a maximum of $2,000. Four applications were submitted: Innovation Montessori of Ocoee,
Sleepy Harbor HOA, Windsor Landing HOA and Woman's Club of Ocoee. The following three
organizations are recommended to receive grants: Sleepy Harbor HOA, Windsor Landing HOA and
Woman's Club of Ocoee. Innovation Montessori of Ocoee is not recommended to receive a grant.
Innovation Montessori of Ocoee's grant request does not meet the MVP Grant criteria. The school is
requesting a grant to purchase items related to their ArtEco event including signs, stage rental, art supplies,
mobile app for the event, operational costs and clean up and maintenance. The three recommended
organizations are requesting a total of$6,000.There is$12,000 in grant funding available.
7. Approval to Award RFQ #1803 Design Services for Master Downtown Stormwater
System. (Purchasing Agent Tolbert)
In compliance with the Consultants' Competitive Negotiations Act(CCNA), Florida Statute Section 287.055
and Chapter 21 of the City's Code of Ordinances, the City solicited statements of qualifications from
qualified professional engineering firms to design the Master Downtown Stormwater System. A major
element of the Ocoee Downtown Redevelopment Plan is creating the master stormwater system to support
and facilitate the anticipated development. The anticipated cost of future construction for the included scope
of work is estimated to be $3.3 million. This project is part of a $45 million capital investment program for
the downtown area of Ocoee. The RFQ was advertised on February 4, 2018, and was publicly opened on
March 6, 2018. There were four (4) responses submitted. The Finance and Public Works Departments
reviewed the qualification statements and all were considered responsive. The four (4) responses were
evaluated by the RFQ Evaluation Committee appointed by the City Manager, which was comprised of five
(5) members. The first public RFQ Evaluation Committee meeting was held on March 21, 2018, with the
Evaluation Committee evaluating and short-listing the firms on specific evaluation criteria.The second public
RFQ Evaluation Committee meeting was held on April 4, 2018, for the purpose of interviewing the four(4)
short-listed firms, and finalizing the shortlist for recommendation of award. The Evaluation Committee
recommends contracting with the top-ranked firm (1) GAI Consultants, Inc., and short-listed the following
firms in ranked order; (2) CPH, Inc., (3) DRMP, Inc., (4) S&ME, Inc. Staff recommends that the City
Commission award RFQ #1803 Design Services for Master Downtown Stormwater System to GAI
Consultants,Inc.,and authorize Staff to proceed with contract negotiations with the selected firm.
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Regular City Commission
April 17,2018
8. Approval of Resolution for a Four-Year Lease/Purchase Agreement with Regions
Equipment Finance Corporation for the Financing of New Equipment and Vehicles
Included in the 2018 Fiscal Year Budget. (Purchasing Agent Tolbert)
The budget for Fiscal Year 2017/2018 includes the four (4) year lease/purchase of various equipment and
vehicles.The table listed on the staff report represents the actual purchase price of the equipment and vehicles
and the respective governmental contract the City will be piggybacking. Staff recommends that the City
Commission authorize staff to piggyback the Florida Sheriffs Association's Vehicle Contract#17-VEL25.0
and #17-VEH15.0 for the various equipment and vehicles as specified above, and adopt the Resolution
approving financing terms with Regions Equipment Finance Corporation for the four-year Lease/Purchase
Agreement in the amount of$462,577.58 at an interest rate of 2.6996% for four(4)years, with payments of
$30,392.39 per quarter,to close on or before April 30,2018.
9. Approval of Resolution for a Three-Year Lease/Purchase Agreement with Regions
Equipment Finance Corporation for the Financing of New Police Vehicles Included in
the 2018 Fiscal Year Budget. (Purchasing Agent Tolbert)
The budget for Fiscal Year 2017/2018 includes the three (3)year lease/purchase of(17)Police vehicles. The
table listed on the staff report represents the actual purchase price of the vehicles and the respective
governmental contract the City will be piggybacking. Staff recommends that the City Commission authorize
staff to piggyback the Florida Sheriff's Association's Vehicle Contract #17-VEL25.0 for the (17) police
vehicles as specified above and adopt the Resolution approving fmancing terms with Regions Equipment
Finance Corporation for the three-year Lease/Purchase Agreement in the amount of$530,346.10 at an interest
rate of 2.6195% for three (3)years, with payments of$45,799.36 per quarter, to close on or before April 30,
2018.
10. Approval to Execute Change Order No. 1 Related to the Agreement with Zyscovich,
Inc., Pursuant to RFQ #1704 for Development of a Design Criteria Package for a New
City Hall, which Reduces the Total Contract Amount by $58,200. (Support Services
Director Butler)
The Florida Consultants' Competitive Negotiations Act ("CCNA," §287.055, Florida Statutes) governs the
manner in which cities may procure professional services from architects, engineers, and other state-licensed
professionals. It also describes the way in which a City may conduct the procurement process for a design-
build project, which is a type of construction that requires the builder to also provide the formal design
documents. Professional services solicitation RFQ #1704 sought qualified firms to provide architectural
and/or engineering services to prepare a design criteria package for constructing the new City Hall. City
Commission awarded the work to Zyscovich, Inc., on July 18, 2017, and a contract was entered into by the
parties in the amount of$334,465.00. During the course of conducting the conceptual design task,which was
an early part of the project, it was found that several drawings and other design documents proposed for
delivery by the consultant would not actually be needed in order to complete the design criteria package. At
the same time,the production and presentation of design alternatives took substantially greater time than had
originally been anticipated. Staff recommends that the City Commission approve Change Order No. 1,which
reduces the total amount of the contract by $58,200. This reduction is the net result of a$145,885 reduction
architectural and engineering fees related to the activities established by the contract for the conceptual design
task; an additional $66,400 for extra architectural and engineering services required by the conceptual design
process and production of a more detailed narrative for the design criteria package; and the reallocation of
$20,885 in engineering subconsultant fees from the conceptual design task to the owner's representative task.
Staff additionally recommends that the City Commission grant authority to the City Manager to approve
future reductions to the contract fees of any amount and future increases up to the limit of his purchase
authority that may be related to the Zyscovich, Inc.,contract.
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Regular City Commission
April 17,2018
11. Approval to Execute Change Order No. 2 in the Amount of $358,000 for Design
Services by S&ME Related to the Lakefront Park Improvements Project. (Support
Services Director Butler)
Lakefront Park Improvements is a capital project included in the City's list of approved investments using
funds allocated from the 2017 General Fund Capital Bond Issue and was one of the primary focal points of
the Downtown Master Plan. The project consists of multiple construction phases, as some parts of the project
depend on removal of the existing city hall.The total project budget is roughly$9 million,with an anticipated
$3,042,000 coming from the capital bond fund. The construction work will be done via low bid based on
potentially several separate procurements, depending on the nature of the work and the specialization of the
construction industry. The master plan for downtown improvements did not list specific project elements for
the Lakefront Park project; it only suggested potential elements.Thus,the first step in the design effort was to
compile a precise list of project elements,place them on the site, select an optimal configuration,and propose
a conceptual plan on which to base the construction design documents. The City Commission approved the
final conceptual plan at its February 20, 2018, meeting. The original contract for design services anticipated
the same consulting firm, S&ME, being retained to produce the drawings and specifications, plus other
bidding and permitting documents, for construction of the various elements of the approved conceptual plan.
A change order has been prepared and a fee negotiated for the work to proceed.
12. Approval to Activate the Construction Phase Option in the Construction Manager at
Risk Agreement with Collage Design & Construction Group, Inc., (dba The Collage
Companies) for Services Related to the Lakeshore Center Expansion Project with a
Budget Allocation of$3,600,000. (Support Services Director Butler)
The Lakeshore Center Expansion project was designed by Rhodes + Brito, architects, under a continuing
services contract with the City. Given the complexity of the project, procurement of a construction firm to
build the facility was undertaken using the construction manager at risk method(CM at Risk), as provided in
§255.103, Florida Statutes. This relatively new way of hiring a contractor uses the same qualifications-based
approach (Request for Qualifications/RFQ) used for hiring licensed professionals such as architects and
engineers. Seven (7) firms responded to the CM at Risk RFQ solicitation and the Ocoee City Commission
ultimately adopted the selection committee's rankings with The Collage Companies being the top-ranked
firm.A lump sum price(LSP)contract was executed by the parties and preconstruction services were secured
from The Collage Companies. The current construction cost estimate is $3,492,279. This price is based on
bids received from vendors and subcontractors using the 95%plans. As of today, some design details are still
being addressed including changes requested by the City following completion of the construction
documents, and the final precise cost of some finish items is not yet known. The building footprint and early
elements of construction are well defined and can proceed without prejudicing the parties as they resolve
elements of construction that occur later in the schedule. Under these conditions, staff has determined that the
GMP method of pricing the construction phase is in the City's best interest, as it protects the city from
increases in pricing while offering the benefits of potential cost savings. In addition, authorizing the
contractor to begin work now will increase the likelihood that exterior construction will finish before the area
is needed for Founders' Day activities in early November.
13. Approval to Dispose of Surplus Property Consisting of Electronic Devices Replaced
by Newer Equipment. (Support Services Director Butler)
The Support Services Department operates a routine computing equipment replacement program in order to
balance the useful life of technology-based products with the cost of purchase and maintenance. Desktop
computers and laptops/tablets represent the majority of the equipment addressed by this program, with the
addition of monitors,printers, scanners,and other peripheral devices accounting for the balance of the normal
surplus equipment stockpile generated. However, the expansion of the Lakeshore Center has produced a
significant amount of electronic equipment related to the existing audio/video system in that building, which
will receive significant upgrades designed to simplify operation. There will also be later replacements of the
lighting control system, lighting fixtures, HVAC chiller, and other elements of the building that are being
replaced as part of the expansion project.
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Regular City Commission
April 17,2018
PUBLIC HEARINGS
14. Approval of Resolution Vacating and Abandoning the Remaining Unimproved Right-
of-Way of South Cumberland Avenue. (Advertised in the West Orange Times on Thursday, April
5, 2018.) (City Planner Rumer)
South Cumberland Avenue from West Ohio Street to West Delaware Street is a 60-foot wide platted
unimproved right-of-way running in a north/south direction. The right-of-way was platted under the Town of
Ocoee. South Cumberland is located south of West Ohio Street and north of West Delaware Street. The right-
of-way is not planned to be improved as part of the City's Five-Year Capital Improvement Plan. A
subdivision plan and plat for Milton Subdivision was approved in 1991, which required the developer of
Milton Subdivision to improve South Cumberland Avenue in order to develop Lot 6. Due to the high costs
associated with constructing the portion of South Cumberland Avenue as part of a building permit for Lot 6,
the property owner/applicant has requested a change, which complies with the Minor Subdivision/Lot Split
process. The applicant has additionally applied for a Subdivision/Lot Split that will create two additional lots
fronting West Ohio Street and provide for 20 feet of deeded frontage to Lot 6 from West Ohio Street. Once
Lot 6 receives the deeded frontage, a building permit can be issued for a single-family dwelling. For a short
period of time in between when the resolution to vacate is recorded and the Property Appraiser provides the
vacated area to the adjacent lots,Lot 6 will be deemed landlocked.
15. Approval of Resolution Abandoning and Vacating a Five (5) Foot Utility Easement
for Lot 1 of Lake Bennet Centre Replat. (Advertised in the West Orange Times on Thursday, April
5, 2018.) (City Planner Rumer)
The five (5) foot Utility Easement is located on the east side of Lot 1, Lake Bennet Centre Replat. The
applicant is proposing to vacate the easement in order to reconfigure the lot by: 1) removing the existing
detached bank teller drive through,2)purchasing the west 75 feet of the SunTrust Bank parcel, and 3)merge
the land together under the Property Appraiser's reconfiguration process. The applicant will then construct a
new retail, restaurant, or office building around 5,700 square foot in size with associated parking, utilities,
drainage, landscaping, and irrigation requirements. Staff recommends the Honorable Mayor and City
Commissioners approve a resolution abandoning and vacating an eastern five(5)foot Utility Easement.
FIRST READING OF ORDINANCE
16. First Reading of Ordinance Amending Chapter 16 — Violations. (Second Reading and
Public Hearing Date scheduled for May 1, 2018, Regular Commission Meeting at 6:15 p.m. or soon
thereafter) (Police Chief Brown)
As part of Ordinance 2013-005, the City adopted a Violations Hearing Board to consider appeals related to
Notices of Violations issued by the City of Ocoee Police Department, the Ocoee Fire Department, and any
other City employee as designated by the Chief of Police. With the growth of the City, consolidating this
board into the position of a Violations Hearing Special Magistrate is consistent with the City's business
practices and the Red Light Camera Ordinance. This change will standardize the appeal procedures for both
citizens and staff.
SECOND READING OF ORDINANCE—PUBLIC HEARING
17. Second Reading of Ordinance for Crawford — 212 1st Street Annexation and Initial
Zoning; Project No(s): AX-10-17-65 & RZ-17-10-06. (Advertised in the West Orange Times on
Thursday,April 5, 2018, and Thursday,April 12, 2018.) (Planner Jones)
The subject property at 212 1st Street is located on the southwest side of 1st Street and approximately 1,000
feet south of Silver Star Road with a total of+/- 1.20 acres. This property is located within the Ocoee-Orange
County Joint Planning Area(JPA)and is being considered for annexation as outlined in the JPA Agreement.
City staff is concurrently requesting rezoning of the property to R-1 (Single-Family Dwelling). Orange
County has been notified of this petition in accordance with Section 171.044(6) FS and Subsection 13-A of
the City of Ocoee-Orange County Joint Planning Area Agreement. The proposed annexation is a logical
extension of the City limits, urban services can be provided, and the annexation meets state and local
regulations.The land use and initial zoning are also consistent and compatible with surrounding properties.
a) Second Reading of Annexation Ordinance
b) Second Reading of Rezoning Ordinance
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Regular City Commission
April 17,2018
REGULAR AGENDA
18. Discussion Regarding the National Memorial for Peace and Justice — Mayor Johnson
and HRDB Travel. (Community Relations Manager Wright)
The National Memorial for Peace and Justice, opening to the public on April 26, 2018, will become the
Nation's first memorial dedicated to the legacy of people terrorized by lynching. Located in Montgomery,
Alabama, the memorial is set on a six-acre site and uses sculpture, art, and design to contextualize racial
terror. The City of Ocoee has been invited to the grand opening of the memorial because of the tragic events
that took place during the Ocoee Election on November 2, 1920. On April 5, 2018, the Human Relations
Diversity Board (HRDB) voted to send four of its members to Montgomery, Alabama to attend the grand
opening of the National Memorial for Peace and Justice to be held on April 26 - 29, 2018. These HRDB
members are: Mayor Rusty Johnson, Ex-Officio Member; Dr. Kathleen Crown, Chairman; William E.
Maxwell, Past Chairman and Nichole Dawkins, Past Chairman. The HRDB members are joining Mayor
Johnson who will be attending the grand opening in Montgomery to represent the City of Ocoee. The
memorial structure on the center of the site is constructed of over 800 corten steel monuments, one for each
county in the United States where a racial terror lynching took place. The names of the lynching victims are
engraved on the columns. The HRDB has been told a column representing the lynchings that took place in
Orange County, Florida will be on display at the memorial.
19. Discussion of an Unsolicited Offer from Beazer Homes to Purchase 8.5 Acres of City-
Owned Property Near the Intersection of AD Mims Road and Clarke Road for
$960,000. (Continued from the April 3, 2018 City Commission Meeting) (Assistant City Manager
Shadrix)
The City acquired 12 acres of land from the Silvestri Investment Group of Florida, Inc., on December 29,
2006, at a cost of $3.5 million for the purpose of constructing a new Police Department headquarters
building. The City subsequently relocated the Police Department to another facility, with the result that the
former Silvestri property remains undeveloped.The subject property is bordered on the south by railroad right
of way, which is adjacent to AD Mims Road, to the north and east by the Prairie Lake Reserve Subdivision,
and on the west by Clarke Road.A portion of the eastern boundary is property dedicated to the public use and
owned by the City for future road construction. The outstanding amount of the bond used to finance the
purchase is approximately$2.6 million. The Orlando Division of Beazer Homes has submitted an unsolicited
offer to purchase approximately 8.5 acres of the property for $960,070. The City would retain the 15-foot-
wide strip along Clarke Road (intended for a future right-turn deceleration lane), plus 3.5 acres in the
southwest corner of the property, which may have a future commercial use. Silvestri Investments of Florida,
Inc., continues to own an adjacent 2-acre parcel on Clarke Road. The original purchase price was $292,000
per acre. The subject property was appraised in June 2015 as having a value of $144,000 per acre for
residential use. The proposed sales price is$113,000 per acre.
STAFF ACTION ITEMS
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.
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