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08-01-2017 Agenda OCOEE CITY COMMISSION Ocoee Commission Chambers 150 North Lakeshore Drive Ocoee,Florida August 1, 2017 AGENDA 6:15 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. 1. Approval of the Minutes for the Regular City Commission Meeting held July 18, 2017. (City Clerk Sibbitt) 2. Approval of the Holiday Schedule for 2018. (City Clerk Sibbitt) Section 8.01 of the Personnel Rules and Regulations lists Holidays that will be observed annually in the City of Ocoee. Each year the City Commission approves those holidays as well as selects dates for those holida s that fall on weekend days. New Year's Day January 1 Monday,January 1,2018 Martin Luther King,Jr.Day Third Monday In January Monday,January 15,2018 Memorial Day Last Monday in May Monday,May 28,2018 Independence Day July 4 Wednesday,July 4,2018 Labor Day First Monday in September Monday,September 3,2018 Thanksgiving Day Fourth Thursday Thursday,November 22,2018 Day After Thanksgiving Day after Fourth Thursday Friday,November 23,2018 Day Before or After Christmas As determined by Commission Monday,December 24,2018 Christmas December 25 Tuesday,December 25,2018 3. Approval of the Sunbelt Rental Large Scale Final Site Plan (FSP); Project No: LS 2017-001. (City Planner Rumer) The proposed Sunbelt Rental Large Scale Final Site Plan consists of a 12,161 sq. ft. retail rental facility and a 14,408 sq. ft. contractor service and maintenance shop. The Final Site Plan provides for the water, sewer, and reclaimed utility connections. A Master Stormwater Pond is provided to handle all runoff. The applicant has already obtained SJRWMD permits. The site has two isolated wetlands, which restricts development of the site. The applicant is proposing to mitigate development of the wetlands. As an off-setting benefit, the applicant is dedicating right-of-way to the City. First, the applicant is dedicating five (5) feet along Maguire Road. Additionally, the applicant is dedicating land for a future right-of-way extension of a road from Ocoee Business Park to L. F. Roper Pkwy. The project will be accessed from Maguire Road with a left turn and a right Regular City Commission August 1,2017 turn deceleration lane being constructed by the applicant. The property will be serviced by City of Ocoee Water and Sewer. A 5.66 acre retention pond located on the west side buffers the site from the 429 Expressway. The landscaping plan provides for additional plantings on the north side of the property adjacent to the I-1 zoned Light Industrial park and on the west side along the retention pond. Additionally, the applicant is proposing to increase landscaping to provide additional shielding from 429 Expressway. The City of Ocoee Public Works Department requested fewer canopy trees on the southern boundary. The request was made to keep maintenance of a stormwater pond located adjacent to the property line. Based on the Preliminary Plan approval, the applicant has dedicated five (5) feet of right-of-way along Maguire Road;provided a left-turn lane extending past the entrance of Ocoee's Public Works Facility; and provided a right-turn deceleration lane into the site on Maguire Road. The Development Review Committee (DRC) has approved the Large Scale Final Site Plan,and the Planning and Zoning Commission has recommended it for approval. 4. Approval to Transfer Funds Needed to Acquire Cisco Umbrella Network Protection Services at an Annual Cost of $10,005 from CDW-G under State Contract. (Support Services Director Butler) At its July 18, 2017 meeting, the City Commission authorized staff to reinforce the City's cybersecurity mechanisms by implementing an off-site ("cloud") Internet data traffic filtering service using the Cisco Umbrella Cloud Security System.This service will prevent communications between City computers and bad actors seeking either to break into the City's network or receive messages from infected devices on the City's data network. A cloud-based solution is preferable to one based on equipment and software on the City's data network interface as it keeps the malware and bad actor messages offsite. Since the fraudulent traffic never reaches the City's network,we are provided additional levels of protection. The purchase was based on an allocation of$60,005 from the General Government Capital Account, which was found at the time to have a balance of $60,027.76. Subsequent to the City Commission's approval of the acquisition, it was discovered that only$46,752.22 of the funds in that account were available for the purchase.This funding level was sufficient to acquire the hardware portion of the purchase,but was not sufficient to also acquire the network security service. A budget transfer is required to provide the balance of the funds needed for that purpose. 5. Approval for Renewal of the School Resource Officer Agreement with Orange County Public Schools. (Police Chief Brown) The Ocoee Police Department provides one (1) DARE officer to five (5) elementary schools, one (1) School Resource Officer to one(1)middle school, and two(2) School Resource Officers to one (1) high school, all of which are located within the city limits of Ocoee. An annual agreement between the City and the School Board of Orange County is required in order for the Police Department to understand its officers' responsibilities and for the City to be reimbursed by the School Board of Orange County for a portion of the officers' salaries. This agreement is effective from July 1, 2017 to June 30, 2018. A similar agreement was previously reviewed by the City Attorney and approved by the City Commission for 2015-2017; however, this agreement is for a one-year period. 6. Approval of the Annual Kicks 4 Guns Firearms Turn-In Initiative and Request for up to $2,500 from the State Equitably Shared Funds (Forfeiture Funds). (Police Chief Brown) Clear Channel—REAL Radio in partnership with the Central Florida Crimeline will be organizing the annual Kicks 4 Guns. The event is scheduled for August 17, 2017. This year the Ocoee Police Department will participate in the Kicks 4 Guns initiative. Law enforcement hosts participating in the initiative typically give $50 give cards for turned in firearms. Per Florida State Statutes 932.7055 "...any local law enforcement agency that acquires at least $15,000 pursuant to the Florida Contraband Forfeiture Act within a fiscal year must expend or donate no less than 15 percent of such proceeds for the support or operation of any drug treatment, drug abuse education, drug prevention, crime prevention, safe neighborhood, or school resource officer program(s). The Ocoee Police Department requests to spend up to $2,500 from its Forfeiture account for the purchase of gifts cards to trade for guns in conjunction with the Central Florida Crimeline and Real Radio 104.1 FM"Kicks 4 Guns"turn in program. Wage Regular City Commission August 1,2017 7. Approval for Property Lease of 2 North Bluford Avenue with Oelrich Construction. (Public Works Director Krug) The Commission approved the Bluford Avenue Phase II project Guaranteed Maximum Price (GMP) for Sub-phase A of the Construction Manager At Risk contract, RFQ #1702, with Oelrich Construction, Inc., at the June 6, 2017, meeting. Part of the GMP included the reimbursement for project office trailers at a cost of up to $24,000.00 for the maximum project duration. The City recently acquired the property at 2 North Bluford Avenue, which is the northwest corner of the Bluford Avenue and McKey Street intersection. This property was previously used as a photo studio and offices; however, long-term commercial use will require cost prohibitive maintenance and remodeling. While the City determines the best long-term plan for this property,the building is ideally suited for use as Oelrich Construction's temporary construction offices and provides a savings in contract reimbursable expenses to the City. Public Works recommends approval of this twelve(12)month lease with two(2),six-month extensions. 8. Approval for the Clarke Road Railroad Crossing Replacement. (Public Works Director Krug) The City allocated capital improvement funds to replace the Clarke Road railroad crossing in the 2015-2016 budget. The original rubberized grade crossing installed when the road was constructed over 20 years ago has reached the end of its useful service life. Public Works has been in contact with the Florida Central Railroad, a Pinsly Railroad Company, Inc., property, to coordinate upgrading the crossing using more durable concrete materials. The railroad has offered to provide a savings to the City by reusing concrete panels from an existing crossing on John Young Parkway where a road widening project will be taking place before the end of the calendar year. Public Works has inspected the proposed panels and found them to be structurally sound and worth the $62,596.64 savings over newly manufactured panels. Similar panels are in use at the Silver Star and Maguire Roads crossings. A portion of the allocated capital funds will be used to provide a detour for motorists while the crossing is replaced. This is a sole source estimate as the specialized work is on railroad property, which the City cannot contract out independently. Public Works recommends approval of this proposal to replace the grade crossing using refurbished concrete panels as the pricing is below industry standard. 9. Approval of Change Order No. 1 to RFP #17-001 — Solar Farms Project. (Utility Director Smith) The Mayor and City Commission previously approved construction of two solar farms under RFP #17-001 on January 3, 2017. One solar farm is to be located at the Utilities Administration Building campus and the other at the South Water Treatment Plant.After determining that the water plant's solar farm would be best located within its retention area (swale), it was identified that water could potentially collect in the swale if the equipment was not raised three feet above the swales'high water level;this would interrupt the performance of the solar farm. It was decided that the best solution to address the concern is to incorporate the previously ground-mounted system into an elevated racking system,utilizing galvanized steel posts and aluminum rails. The cost of the racking system is$6,630. G. PUBLIC HEARING - None H. FIRST READING OF ORDINANCE -None 31 Page Regular City Commission August 1,2017 I. SECOND READING OF ORDINANCE—PUBLIC HEARING 10. Second Reading of Ordinance to Repeal Chapter 4 - Design Build Contracts and Amend Chapter 21 - Purchasing Policy. (Advertised in the West Orange Times on Thursday, July 20, 2017) (Purchasing Agent Tolbert) Chapter 4 of the City's Code of Ordinances — Design Build Contracts was adopted on March 21, 1995 in order to comply with the procedures of the 1993 Florida Statute 287.055, Consultant Competitive Negotiation Act ("CCNA"). The current Chapter 4 has not been updated to include revisions that have been made to the CCNA since that time, such as the allowance of a qualifications based solicitation for design-build services, which is in conflict with the current Chapter 4 procedures. Moreover, Chapter 4 predated the City's Current Chapter 21,Purchasing Policy that was adopted on July 16, 1996. Now that Chapter 21 exists, Staff and the City's Attorneys agree that Chapter 4 is no longer needed if language is amended in Chapter 21 to expressly state that design- build services shall be procured in accordance with the requirements of the CCNA. Currently, Section 21.8 D. references design-build construction services shall be procured in accordance to the procedures of Chapter 4. Staff is proposing revisions to Section 21.8 B. to expressly state that design-build services shall be procured through the procedures set forth in the CCNA; therefore, Chapter 4 will no longer be needed, as the required procedures are stated in the CCNA, and the City's specific administrative procedures will be outlined in the City's Purchasing Manual. Construction Program Management has also been added to Section 21.8 B as this service is also authorized in Section 255.103,Florida Statute for Construction Management. These amendments are necessary as Design-Build services will be solicited for the new Ocoee City Hall project once the design-criteria package is completed. J. REGULAR AGENDA - None K. STAFF ACTION ITEMS L. 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. 41 Page