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HomeMy WebLinkAbout07-17-18 Agenda OCOEE CITY COMMISSION Ocoee Commission Chambers 150 North Lakeshore,Drive Ocoee,Florida JULY 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 June 19, 2018. (City Clerk Sibbitt) 2. Approval of the Fourth Amendment to Development & Economic Incentive Agreement for City Center West Orange. (City Planner Rumer) On September 6,2016,the City Commission approved and executed a Development and Economic Incentive Agreement for City Center West Orange Phase 1, by and between CCWO Development Management, LLC; WSCC Development, LLC; MBII; the City of Ocoee, and the Ocoee CRA, for the development of City Center West Orange. Subsequent to the execution of the Original Agreement, on October 13, 2016, CBPW acquired the property in fee simple from WSCC Development, LLC, by a Special Warranty Deed. By its acquisition of the above-referenced parcels, CBPW must undertake all obligations inuring to WSCC Development, LLC, and CCWO Development Management, LLC under the Original Agreement. A First Amendment to the Development and Economic Incentive Agreement was approved and executed at the December 6,2016,City Commission meeting which amended Section 4 of the Original Agreement to include a provision allowing the economic incentives to be used by the City Center West Orange project on all properties associated with the City Center West Orange development within the Target Area 2. A Second Amendment was approved and executed at the January 17, 2017, City Commission meeting which extended the dates for ground-breaking from January 1, 2017 to March 1, 2017, and the site development completion date from August 31, 2017 to December 30, 2017 on all properties associated within the Target Area 2. A Third Amendment was approved and executed at the December 19, 2017, City Commission meeting which extended the Building Permit and construction completion of Maine Street Section 2 dates from December 30, 2017 to July 2, 2018. The developer and staff have recognized that a Fourth Amendment is now required to extend the expiration dates for Building Permit submittal and construction completion of Maine Street Section 2 from July 2,2018 to July 2,2019. Regular City Commission July 17,2018 3. Approval to Set the Proposed Tentative Millage Rate for Fiscal Year 2018/2019 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. State 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, 6.9367, is an increase over the current year millage 5.6546. The rolled back rate for 2018/2019 is 5.3819. This rate is lower than the current year rate. The City's overall assessed value increased by $232,256,943. Staff recommends the commission set the proposed tentative millage at 6.5000 mils. This is a tentative rate and will allow the commission room to adjust during review and discussion of the proposed budget. This is an increase of$1,273,921 at the current millage rate of 5.6546. The rate can be lowered during the budget hearings in September and has historically been done so by the City. 4. Approval to Set Workshop and Hearing Dates for Fiscal Year 2018/2019 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. Staff recommends the Commission approve August 8th and 13th for the City budget workshops and September 12th and 26th for the City budget hearings.Workshops and hearings will begin at 6:00 p.m.at City Hall. 5. Approval to Piggyback on Collier County's Contract for Direct Mailing Services Including Utility Bill Printing, Mailing and other Publications. (Finance Director Roberts) In 2008 the City decided an outside vendor would offer a more efficient process and a professional looking product in generating the monthly utility bills and other publications compared to in-house production. Staff reviewed several quotes and sample utility bill formats from various companies and decided on Southwest Direct to provide these services. They offered a billing format that fit the City's needs and the ability to utilize more than two colors of print on the bills. Collier County utilizes Southwest Direct as their vendor for utility billing, printing and mailing needs. In 2013 the City Commission approved piggybacking on their contract. The Collier County contract the City is currently piggybacking expires in July of 2018. Collier County recently awarded RFP#18-7312 to Southwest Direct for direct mailing services including utility bill printing and mailing. The contractual rates in the new Collier County Contract#18-7312 have remained the same. The term of the contract is for three(3)years,with two(2)additional one-year renewal periods. 6. Approval to Piggyback Bound Tree Medical's Contract #IFB-602936-17. (Fire Chief Miller) The Ocoee Fire Department(OFD)utilizes Bound Tree Medical(BTM)to purchase the EMS supplies which are stocked on all rescue and engine units and used by Department personnel on medical calls. BTM has offered to extend the terms of its contract #IFB-602936-17 with Seminole County to the City of Ocoee for OFD to utilize. The Department would like to piggyback off of this contract to secure the most competitive pricing for the EMS supplies, pharmaceuticals, and narcotics necessary to effectively serve the community's needs. 7. Approval of Change Order No. 2 (Final) for City Pond # 11 (Coventry) Restoration from Hurricane Irma. (Public Works Director Krug) At the March 20,2018 Commission meeting,the repair to the Hurricane Irma damaged outfall structure of the City maintained Pond#11 in the Coventry Subdivision was awarded to Central Florida Environmental(CFE). Change Order No. 1 funding was approved at the June 5, 2018 meeting to cover additional damage from unusually severe thunder storms. The final completion of the project required additional fill material and sod not anticipated in the original scope or change order work. The total cost of the completed project is $180,158.20. The current budget is $160,000.00. The extent of the severe weather damage could not have been anticipated and$20,158.20 of additional funds are required to be allocated to cover the final cost of the project. Public Works is requesting City Commission approval to allocate $20,158.20 of the Debt Service funds to the City Pond#11 restoration project to cover the work in Change Order No. 2. The City continues to work with FEMA for reimbursement of the pond restoration costs. 2JPage Regular City Commission July 17,2018 8. Approval to Award Bid #B18-03 Kimball Area Water Main Upgrade Project to Central Florida Tapping and Construction Services, Inc., for $344,097. (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 Kimball Area Water Main Upgrade (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 Kimball Area Water Main Upgrade with the work more generally described as the following: The project consists of the installation of approximately 1,886 lineal feet of 6-inch and 1,677 lineal feet of 4-inch Ductile Iron Pipe water main by open cut, and connections to existing water mains, valves, fittings, pressure testing, open cut and restoration of approximately 3,461 square yards of roadway, removal and replacement of driveways and curb, sodding, seeding and other restoration as may be required. All work performed will be required to be done while maintaining the functional operation of the existing water mains. This bid was publicly advertised on May 20, 2018, and opened on June 19, 2018. A pre-bid conference was held on June 5,2018. The City received seven(7)bids for this project. Staff recommends awarding the bid to Central Florida Tapping&Construction Services, Inc.,as the most responsive and responsible bidder. 9. Approval of Shortlist for RFP #18-001 Design-Build Services for New Ocoee City Hall, Stage 1 Pre-Qualification. (Purchasing Agent Tolbert) The City of Ocoee, Florida (City), in conformance with the Consultants' Competitive Negotiations Act, Florida Statutes Section 287.055, and the policies and procedures of the City of Ocoee, is soliciting sealed qualification statements from qualified Design-Build (DB) firms/teams, seeking to become pre-qualified to propose the design and construction of the New Ocoee City Hall. The DB firm/team will be responsible for the complete design and construction of the City's New Ocoee City Hall Project for the best possible value. The City will be utilizing a two-stage process to procure these services: Stage 1: Pre-Qualification and Stage 2: Design/Construction and Price Proposals. The RFP was advertised on May 13, 2018, and was publicly opened on June 12, 2018. There were six (6) responses submitted. The six (6) responses were evaluated by the RFP Evaluation Committee. The first public RFP Evaluation Committee meeting was held on June 25, 2018. The second public RFP Evaluation Committee meeting was held on July 9, 2018 for the purpose of interviewing the top three(3)ranked firms and finalizing the shortlist for recommendation of award. The Evaluation Committee recommends short-listing the top three(3)ranked firms for RFP#18-001 Design- Build Services for New Ocoee City Hall, Stage 1 —Pre-Qualification and authorize staff to issue Stage 2 of this RFP to the short-listed firms: Wharton-Smith, Inc.; McCree Design Builders, Inc.; and H.J. High Construction Company. The award recommendation for Stage 2 of this RFP will subsequently be brought back to the City Commission for award in September/October of 2018. 10. Approval of Federal Fiscal Year 2017 Edward Byrne Memorial Justice Assistance Grant(JAG) Program (JAG Countywide-State Solicitation). (Police Chief Brown) This year, $10,549.00 has been made available for the City of Ocoee Police Department through the Edward Byrne Memorial Justice Assistance Grant (JAG). The Byrne Memorial Justice Assistance Grant (JAG) Formula Program Committee wishes to submit the attached 51% Letter to the Office of Criminal Justice Grants in Tallahassee. This letter lists the various programs for which the participating law enforcement agencies in Orange County plan to spend the $322,517.00 allocated to them. The letter and accompanying grant application must be signed by the Mayor. If approved, the City of Ocoee will receive $10,549.00 to purchase Forensic Equipment for the Crime Scene Unit. 11. Approval to Expend and/or Grant Forfeiture Monies to Law Enforcement Related Uses and Charities. (Police Chief Brown) The Ocoee Police Department recommends expending monies from its forfeiture fund to law enforcement related uses as follows: $500 to Mothers Against Drunk Drivers (MADD), $750 to its Neighborhood Restorative Justice Program, $1,000 to sponsor its Citizen Public Safety Academies, $1,000 to purchase bicycle helmets to be distributed by the Department's Crime Prevention and School Resource Officer unit to children in need at Ocoee schools and events. The Police Department recommends granting monies from its forfeiture fund to the following non-profit organizations: $2,000 to Aspire Behavioral Healthcare,the facility that trains our police officers how to deal with people in mental health crisis; and $2,000 to Crime Line, which provides crime solving tips to the Police Department,as well as publicity and rewards to the public. 31 Page Regular City Commission July 17,2018 12. Approval of Agreement with All City Management Services for Crossing Guard Services. (Police Chief Brown) The City of Ocoee Police Department currently manages a school crossing guard program consisting of 28 crossing guard positions and 31 employees. The Police Department is seeking to outsource the crossing guard program to All City Management Services, who is a full service contractor providing crossing guard services. All City Management Services currently provides crossing guard services to the City of Kissimmee and Renaissance Charter School in Ocoee. All City Management Services would offer employment to all current City of Ocoee crossing guards and provide them with the same equipment in order for them to perform their job. Current City of Ocoee employees would not receive any deduction in pay. The police department would designate a liaison between the police department and All City Management Services to address any future crossing guard needs. The contract would begin on or about August 1, 2018, and end on June 30, 2019. The estimated cost of this contract would be $272,903 and is a fully loaded rate to include recruitment, background clearance, training, equipment, insurance, supervision and management. This estimate also includes adding an additional crossing guard post and additional substitute crossing guards. 13. Approval for the Placement of Two Additional Red Light Camera Locations and Sixth Amendment to City of Ocoee Services Two Phase Agreement with American Traffic Solutions LLC (ATS) Pertaining to Red-Light Running Camera Enforcement System. (Police Chief Brown) The City of Ocoee desires to ensure the safety of the citizens who travel the roadways within the City limits. The disregard of traffic control signals within intersections poses a threat to all citizens who travel our roadways. The current contract between the City of Ocoee and ATS allows for the addition of red light cameras. The City of Ocoee Police Department had ATS survey several potential locations for the addition of possible red light cameras and obtained traffic crash data for these locations and recommends placing red light cameras on north and southbound Clarke Road at Silver Star Road. The use of Automated License Plate Readers (ALPR) technology helps ensure the safety of individuals who travel our roadways and live in the city by identifying drivers with no licenses, suspended licenses, no vehicle insurance or registration information. ALPRs can also help solve crimes or identify possible suspects who commit crimes, therefore making the City of Ocoee safer for all who travel and live in the city. In the Sixth Amendment, the City of Ocoee has agreed to install a total of five additional red light cameras. Two of those camera locations have been listed above. Three additional cameras will be installed at a later time at previous existing locations, which are northbound and southbound Maguire Road at SR 50 and Northbound on Blackwood Avenue at SR 50. Since the City has agreed to install five additional red light cameras, ATS, through its subcontractor Cintel,LLC,has agreed to provide the City ten ALPRs at no additional monthly cost per camera. 14. Approval for Acceptance of Change Order No. 2 for the Downtown & Western Sanitary Transmission Project(North of Silver Star Phase). (Utility Director Smith) The City of Ocoee is nearing the completion of the Downtown & West Sanitary Transmission Project which shall shift half of the sanitary flow from the City's single existing forcemain doubling the City's sanitary sewer conveyance capacity. The downtown project have been divided into multiple phases with a "North Phase" project providing conveyance from just north of Silver Star Road running north along Lakewood Avenue to Wurst Road, then turning east along Wurst Road to the City's wastewater plant. The North Phase also includes a master lift station (#63) off of Lakewood Avenue at Security Circle. Change Order No. 2 addresses minor changes in unit quantities and will amend the construction contract to the north phase project. Change Order No. 2 also includes additional efforts required by the contractor that was not foreseen or identified in the contract documents. The Bluford Avenue Street Scape Project effort includes the final phase of the Downtown & West Sanitary Transmission Project forcemain construction. This includes a link of forcemain under Silver Star Road which tied into the end terminus of the north phase forcemain. Both projects efforts were coordinated together requiring the delay in the north phase. The north phase contractor agreed to the delay as he was also a sub-contractor on the street scape project. 41 Page Regular City Commission July 17,2018 PUBLIC HEARING - None FIRST READING OF ORDINANCE—PUBLIC HEARING 15. Public Hearing to Consider a Petition and First Reading of Ordinance Establishing the Florida Real Estate Regional Center (FRERC) Community Development District (CDD). (Second Reading and Public Hearing on the Ordinance is scheduled for August 7, 2018, Regular Commission Meeting at 6:15 p.m. or soon thereafter. Advertised in the Orlando Sentinel on Thursday, June 21, 2018; Thursday, June 28, 2018; Thursday, July 5, 2018 and Thursday, July 12, 2018.) (City Attorney Cookson) Community Development Districts are local units of special-purpose government created for the purpose of delivering urban community development services within certain established areas. Chapter 190, Florida Statutes, sets forth the exclusive and uniform method for establishing a community development district in Florida. Generally speaking, if a property contains less than 1000 acres and is located entirely within a municipality, a Petitioner can file a petition for establishment of a community development district with the City's governing body. Orange West Development Company, as Petitioner, intends to establish within the City of Ocoee("City")the FRERC Community Development District("District"). Petitioner received consent from the owner of one-hundred percent(100%)of the property to be included in the District and, on May 15, 2018, filed a petition with the City asking that the City Commission adopt an ordinance establishing the District. The law requires the City to establish the District in a public hearing, and the Petitioner must advertise the public hearing four weeks in advance. City and Petitioner are complying with all public notice requirements. SECOND READING OF ORDINANCES—None REGULAR AGENDA - None 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. SIPage