05-06-14 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
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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.
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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.
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