01-05-2016 Agenda
OCOEE CITY COMMISSION
Ocoee Commission Chambers
150 North Lakeshore Drive
Ocoee, Florida
JANUARY 5, 2016 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
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.
Approval of Minutes for the Regular Commission Meeting held December 15,
1.
2015. (City Clerk Eikenberry)
Approval of Settlement Agreement for Past Due Development Review Fees.
2.
(City Attorney Cookson)
In conjunction with the City’s review of project AX-05-08-25 for West Colonial Parcel (Parcel
Numbers 30-22-28-0000-00-002 and 30-22-28-0000-00-035), the owners incurred development
review fees in the amount of $6,528.99. The current owner, Tony Ray, has requested the City
Commission approve a Settlement Agreement in the amount of 50% or $3,264.50. A standard
settlement agreement was drafted by the City Attorney’s office, signed by the owners, and submitted
to the City of Ocoee for approval by the City Commission. $3,264.50 was paid to the City on
December 1, 2015.
Approval to Piggyback from the Manatee County School District Bid MCSD
3.
No. 15-0050-MR and Purchase Scoreboards for the Baseball and Football
Fields at Central Park and Sorenson Fields. (Parks and Recreation Director
Hayes)
At the December 15, 2015, City Commission meeting, the Ocoee Little League Association and the
Ocoee Bulldog Football Association requested funding assistance from the City Commission to
replace six scoreboards at Central Park and Sorenson Fields. Based upon the information provided,
the City Commission approved to grant up to $18,000 from the City Contingency Fund for the
Regular City Commission
January 5, 2016
purchase of scoreboards for the Little League Fields at Central Park and Sorenson Fields and for the
Bulldog Football Field at Central Park.
At the time the request from the Ocoee Little League and Ocoee Bulldog Football Associations was
presented and approved, the City Commission understood that the scoreboards could be purchased
through a piggyback process with a Palm Beach County contract. Since this meeting, staff reviewed
the Palm Beach County contract and found that it had expired and was no longer a valid option. Staff
has found another bid (MCSD No. 15-0050-MR) with the Manatee County School District that did
provide comparable pricing for the same scoreboards that the Ocoee Little League and Ocoee Bulldog
Football Associations had requested purchasing.
Staff has deemed the prices quoted by the vendor, Nevco, Inc., (Greg Premer, Display and Scoring
Consultant-Florida) reasonable and comparable to the Palm Beach County contract. Therefore, staff
requests the City Commission approve piggybacking from the Manatee County School District bid
MCSD No. 15-0050-MR for the purchase of said scoreboards and authorize staff to purchase the
scoreboards based upon the proposal from the vendor Nevco, Inc., in the amount of $17,975.88.
Approval of Interlocal Agreement for Police Communication Services between
4.
the City of Ocoee, the City of Windermere and the Township of Windermere.
(Police Chief Brown)
The City of Winter Garden provides police dispatch services for the City of Ocoee. In February of
2016, the City of Winter Garden will provide police dispatch services for the Township of
Windermere. The Township of Windermere is only approximately two square miles and employs a
total of thirteen full-time and reserve sworn law enforcement officers. Their radio traffic and calls for
service are minimal. In order for the City of Winter Garden to provide dispatch services for the
Township of Windermere, the City of Ocoee has been requested to enter into an Interlocal Agreement
for Dispatch Services between the City of Winter Garden Police Department, the Township of
Windermere and the City of Ocoee. As part of the Interlocal Agreement, the City of Ocoee would
agree to allow the Township of Windermere to utilize the City of Ocoee’s radio talk groups and
provide a City of Ocoee police officer for back-up of the Township of Windermere police officers in
the case of a felony-in-progress, life threatening situations and/or assume control of the scene until the
Township of Windermere can assume control. In cases where it would be more expedient, the City of
Ocoee may handle the call for service through utilization of the Municipal Interlocal Voluntary
Cooperation Mutual Aid Agreement, which is already in place.
Approval to Execute a Software Support and Maintenance Agreement with
5.
Clear Village, Inc., for the Purposes of Securing the Continued Effective use of
the SAGE Software System at an Annual Cost of $35,000 Starting in FY 2016
and Extending in a Series of up to Five Annual Renewals. (Support Services
Director Butler)
The City was a co-developer of the Service Architecture for Government Efficiency (SAGE) software
with the University of Central Florida (UCF) in 2009, at which time a prototype building permit
application was developed. When UCF ended its work on the product, it was transferred to Clear
Village, Inc. (CVI) in 2010. The City subsequently executed an agreement with CVI to continue
development of the SAGE software and to provide software maintenance and enhancement services.
With the building permit application now being a stable commercial product, the City and CVI need
to migrate to a standard software support and maintenance contract. The proposed annual cost of this
support is $35,000. The proposed agreement covers software support and maintenance as a basic
service for a set fee of $35,000 per year. In addition, under the heading of “Consulting Services,” CVI
has established a means to add functionality to the original software through a separate scope of work
with a negotiated fee, which would include direct staff time and reimbursable expenses.
Approval to Execute an Agreement with Vermont Systems, Inc., in the Amount
6.
of $36,671.00 for a Three-phase Multi-Year Implementation of Software for the
Parks & Recreation Department. (Support Services Director Butler)
The city needs a desktop and online mechanism to manage the process of renting city-owned facilities
for use by private citizens, non-profit organizations, businesses, and other groups. These facilities
include parks and open spaces, buildings, sporting fields, and other public venues. Rules and
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regulations apply to the use of all venues. The city also needs a mechanism for citizens to select and
pay for activities at the city’s recreational facilities and to take classes taught by a number of city
departments. The City Commission appropriated funds for FY 2016 to acquire and install software
supporting the above-described Parks & Recreation Department applications. Competitive proposals
were received from three vendors identified by staff research. Staff from the Support Services, Parks
& Recreation, and Development Services departments were involved in the evaluation process.
Based on the nature of the products and services being acquired, staff recommends the use of a
modified competitive selection process, as described above and that the City Commission authorize
the execution of an agreement with Vermont Systems, Inc. for the phased deployment of RecTrac
software at a total cost of $36,671, with implementation occurring over a 3-phase implementation
period of up to two years.
At the present time, staff believes that server hardware and data storage space are sufficient to deploy
RecTrac in this manner without additional resources; however, there may be a need to purchase other
supporting hardware and software, in addition to possibly having to retain the services of CivicPlus
staff to integrate the online component into the city’s two related websites (www.ocoee.org and
www.ocoeelakeshorecenter.com). There may also be a need to work with the city’s accounting
system vendor, ADG, to ensure that online payments are properly processed. Collectively, these costs
should not exceed $10,000 and would apply regardless of which product was selected.
a. Approval of the Integration of Water Main Replacement and Upgrades on
7.
Bluford Avenue with the Downtown Sewer – Western Transmission Main
Project. (Utilities Director Smith)
The Downtown Sewer – Western Transmission Main Project consists of the construction of a sanitary
sewer forcemain starting at the Ocoee Wastewater Treatment Facility and ending at the intersection of
Maguire Road and Columbus Street via Bluford Avenue. The project shall double the capacity of the
City’s current conveyance system to the plant. The forcemain route aligns the main in the northbound
lane of Bluford Avenue from Silver Star Road to Columbus Street. A portion of the forcemain, from
Delaware Street to Columbus Street, is currently under construction associated with the “Bluford
Avenue Stormwater and Utility Improvement Project.” This also includes the first phase of the
downtown sewer project whose layout is conditionally based on the Technical Memorandum – Final
Conceptual Downtown Ocoee Sewer Plan – Analytical Report completed by Reiss Engineering, Inc.,
(dated 3/18/2014). The final layout of this first phase of work is subject to ongoing planning efforts
associated with a new downtown in Ocoee. To fulfill the project, there shall be significant restoration
of the Bluford Avenue roadway.
The existing water mains along Bluford Avenue in the proposed downtown area (Delaware Street to
Silver Star Road) range in size from two inches (2”) to six inches (6”) and vary in materials, which do
not meet current City standards. These water lines will not be sufficient to support the redevelopment
of a more active downtown. Therefore, staff recommends the replacement and upgrade of those mains
to the size(s) that will support the development, and that said replacement be integrated with the
construction of the downtown sewer – transmission main project. Based on preliminary costs, the soft
costs (planning, surveying, geotechnical exploration and permitting) are estimated at $75,000, and the
preliminary construction costs are estimated to be $850,000. Funding for the soft costs of the project
can be expended from the Fiscal Year 2016 Annual Major Water Line Replacement & Upgrade
Program ($200,000 available).
b. Approval of Revised Additional Services to Include “Replacement and
Upgrade of Water Mains” with the Downtown Sewer – Western Transmission
Main Project. (Utilities Director Smith)
The Downtown Sewer – Western Transmission Project calls for a sanitary sewer forcemain traversing
the northbound lane of Bluford Avenue from Columbus Street to Silver Star Road. A portion of the
forcemain is under construction associated with the “Bluford Avenue Stormwater and Utility
Improvement Project” (Columbus Street to Delaware Street). The initial phase of the sewer project
provides sufficient conveyance capacity to provide for a redeveloped downtown and to increase
capacity throughout the City. On January 6, 2015, City Commission authorized Barnes, Ferland and
Associates, Inc., (BFA) to design, permit and provide bidding assistance for the sewer transmission
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January 5, 2016
project. In order to streamline infrastructure improvements with the Western Transmission Main
Project, the Utilities Department sought a proposal from BFA for the following additional services:
1. Preparation of construction documents and services needed for improvements required in
conjunction with the consolidation of the water mains from Delaware Street to Silver Star
Road, as needed, to support the redevelopment of the downtown area.
2. Preparation of a bid package for the portion of the western transmission main south of the
Bluford Avenue stormwater project (Columbus Street) to negotiate a change order to that
project. The inclusion of the work would eliminate the need for a second contractor to
mobilize, eliminate associated additional inconveniences to the area and expedite the project.
3. Provision for additional ground survey between Silver Star Road and Rewis Street for the
design of drainage and roadway improvements.
Approval to Reauthorize Third Amendment to Orange County/City of Ocoee
8.
Water Service Territorial Agreement and Fourth Amendment to Orange
County/City of Ocoee Sewer Service Territorial Agreement. (Utilities Director
Smith)
On September 15, 2015, the Mayor and City Commission approved an Agreement for the Delivery
and Usage of Wholesale Water and Wastewater to Ocoee Pines Development Agreement and four
amendments to Agreements: (1) First Amendment to City of Ocoee/Orange County Agreement for
the Delivery and Use of Wholesale Reclaimed Water, (2) First Amendment to City of Ocoee/Orange
County Reclaimed Water Territorial Agreement, (3) Third Amendment to Orange County/City of
Ocoee Water Service Territorial Agreement (Contract No. W-88-06), and (4) Fourth Amendment to
Orange County/City of Ocoee Sewer Service Territorial Agreement (Contract No. S-87-8), all of
which establish the City as the retail utility provider to Ocoee Pines where the County provides
wholesale bulk capacities to the City. On October 20, 2015, Orange County executed the Agreement
and the first two amendments listed above, but withheld approval of the third and fourth amendments
until payment for capacity was complete in which payment was made November 9, 2015. The
County’s review of the third and fourth amendments resulted in comments on both of the exhibits
including the diagrams. The County’s comments and their associated corrections are as follows:
1. Exhibit “A” (Water and Wastewater): Realign both territorial boundaries to run down the
centerline of East Crown Point Road.
2. Exhibit “A” (Water and Wastewater): Description language updated to add the previous area
of the Ocoee Pines subdivision in Orange County’s service area to Ocoee’s service area.
3. Service Area Depiction Diagrams: Both maps have been updated to depict the Ocoee Pines
service area transfer.
4. Exhibit “C”: Revision to legals and diagrams to address County Surveyor’s comments.
Approval of High Service Pump #2 Replacement Forest Oaks Water Treatment
9.
Plant (WTP). (Utilities Director Smith)
The City of Ocoee’s Water Treatment Plants utilize High Service Pumps (HSP) to pressurize water
and pump it into the City’s water distribution system. This system serves the residents’ and
businesses’ drinking water and fire protection.
On October 13, 2015, during routine treatment plant checks, staff discovered that HSP #2 at the
Forest Oaks WTP was not pumping water. After troubleshooting the pump’s flow and pressure
conditions, the pump was disassembled and staff found the rotating assembly completely worn out
and inoperable. Forest Oaks HSP #2 was installed in 2005 along with other various pump and control
equipment upgrades. Up until recently it has worked continuously without signs of wear or reduced
efficiency. Due to its age and condition, the pump needs to be replaced. Sanders Company is the “sole
source” distributor for Fairbanks Morse pumps in the Southeast region of the US. The City has
standardized Fairbanks Morse HSPs due to their reliability and accessibility to parts and local repair
service. Sanders provided a Scope of Supply to replace HSP #2 in the amount of $15,941.00.
Approval to Allow Non-City Resident Customers with an Intent to Annex to
10.
Join the Septic Tank Pump Out Program. (Utilities Director Smith)
On October 20, 2015, the Mayor and City Commission approved the rate Resolution and
supplementary documentation for the Septic Tank Pump Out Program. Since that time, the Utilities
Department has begun to receive applications from customers and generate site validations for those
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January 5, 2016
homes. One application received came from a resident of unincorporated Orange County for whom
the City of Ocoee supplies water service. This customer has previously signed an Intent to Annex
form. There are currently no provisions, documented or otherwise, within the Septic Tank Pump Out
Program for customers in this situation. The Utilities Department recommends that City customers
who are residents of unincorporated Orange County be allowed to enter the Septic Tank Pump Out
Program provided that they sign an Intent to Annex form.
G.PUBLIC HEARING - None
H.REGULAR AGENDA - None
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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