10-16-18 Agenda OCOEE CITY COMMISSION
Ocoee Commission Chambers
150 North Lakeshore Drive
Ocoee,Florida'
OCTOBER 16,2018 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
Proclamation—Week of the Family, November 3rd— 10th (Mayor Johnson)
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 Final Budget Hearing held September 26, 2018, and
the Regular City Commission Meeting held October 2,2018. (City Clerk Sibbitt)
2. Approval to Ratify the Appointment of the Fifth Trustee to the General Employees'
Pension Board of Trustees. (City Clerk Sibbitt)
Trustees for the Pension Board serve four-year terms. Two of the trustees are appointed by the City
Commission, two are elected from the employee body, and the fifth trustee is chosen by those four trustees
and presented to the City Commission to ratify the appointment as a ministerial act. At their meeting dated
September 11,2018,the Pension Board appointed Bob Briggs to serve as the fifth trustee for a four-year term
to expire on September 30,2022. At this time no other applications were received for serving on the board.
3. Approval of Forest Lake Estates Phase 2 Plat and Developers and Homeowners
Association Agreement for Upgraded Streetlights. (Development Engineer Womack)
The Forest Lake Estates Subdivision is located on the north side of Clarcona-Ocoee Road,east of Adair Street
and adjacent to the Forest Lake Golf Course. The property is identified as Parcel Number 05-22-28-2854-20-
000. The total area of the parcel amounts to approximately 28.954 acres. This plat is required in order to
create 126 lots for the second phase of the residential subdivision, associated right-of-ways for public streets
and tracts for open space and recreation. The plat also includes easements for emergency vehicle access,
drainage, and other public utilities. The developer has chosen to install upgraded streetlights and has prepaid
Duke Energy the capital installation costs for 57 streetlights. Forest Lake Estates Phase 2 is platting prior to
receiving a Certificate of Completion; therefore, the developer is typically required to provide a Surety
covering the outstanding proposed improvements as approved in the Ocoee Pines Preliminary/Final
Subdivision Plan(now Forest Lake Estates). However,Phase 2 of the subdivision is nearly complete and is in
the process of completing the final items to be issued a Certificate of Completion for the site work. The
Developer will be providing the City with a Maintenance Agreement with Letter of Credit covering the public
improvements in the near future. It is expected that the Certificate of Completion for the Phase 3 site work
will be issued within the next few months. Therefore,a Platting Surety will not be required.
Regular City Commission
October 16,2018
4. Approval to Award Bid #B18-05 Wastewater Treatment #2 Operations Building
Expansion. (Purchasing Agent Tolbert)
This project involves a one-story, approximate 2,500 square foot expansion to the existing WasteWater
Treatment Facility#2 Operations Office Building, selective demolition of the restrooms and(2)offices in the
existing portion of the building. The new expansion will house new offices, an open office area for office
cubicles/workstations, (2)new unisex restrooms and shower room. In addition to architectural work, services
shall be provided for civil, mechanical, electrical, plumbing, fire protection, and structural engineering, and
landscaping. The alternate base bid is the cost for the contractor to procure and construct all the building
(interior and exterior)electrical work, as shown in the contract documents, including electrical drawings. All
work for the project shall be constructed in accordance with the drawings and specifications prepared by
Rhodes+Brito Architects. Staff recommends that the City Commission Award Bid#B 18-05 for construction
of the WasteWater Treatment #2 Operations Building Expansion to Brodway Contracting in the amount of
$368,000.00.
5. Approval to Renew Microsoft Enterprise License Agreement. (Support Services
Director Butler)
On October 20, 2015, the Mayor and City Commission approved a three-year Enterprise Agreement with
Microsoft through Software House International (SHI). The term of that agreement is set to expire. The City
has the option to update its agreement for another three years. The cost of the renewed agreement is
$52,651.80 per year for three years at our current equipment level. The Microsoft platform and its software is
used by the entire City for communication, printing, electronic storage, remote access, systems management,
and virtualization. The renewal of the agreement maintains the City's Microsoft server licenses, including
Microsoft Exchange, which hosts the City's email accounts, and SQL server, which is the database
management system for many of the City's enterprise applications. The licenses provide for the latest
versions of software, cumulative updates, and technical support. While cost of individual licenses has
increased, the City has been able to decrease the number of server licenses needed through employing
consolidated storage,thus reducing the overall maintenance cost. The agreement is reviewed annually.
6. Approval to Transfer Funds from Lakefront Park Improvements Phase 1 to
Lakeshore Center Expansion in the amount of $131,180.18 in order to Advance
Construction Needed for Founders' Day Operation. (Support Services Director
Butler)
Construction of electrical distribution to serve the stage and event sponsor tents is part of the scope of work
for Phase 1 of the Lakefront Park Improvements project; however, the City Commission recently accepted
staffs recommendation to reject the single bid received for this phase of the project. Although the Phase 1
work is being rebid, it cannot be completed in time for Founders' Day 2018. Accordingly, staff has used the
available contingency budget in the Lakeshore Center project to add minimally to the scope of that adjacent
project so that those elements needed for next month's event are put in place during October. Those
contingency funds need to be replenished by transferring funds from the Lakefront Park Improvements Phase
1 project budget to the Lakeshore Center Expansion project budget.
7. Approval of Cost-Share Grant from St. Johns River Water Management District for
the Retrofitting of the Windermere Groves Subdivision with Reclaimed Water.
(Utilities Director Smith)
The Utilities Department (UD) submitted two applications to St. Johns River Water Management District
(SJRWMD) for inclusion in SJRWMD 2018 Cost-Share Grant Program. The submitted applications are
requesting grant funding for the retrofitting of The Hammocks Subdivision and the Windermere Groves
Subdivision. SJRWMD accepted both applications and ranked the Windermere Groves application high
enough to receive matching funds of one-third (33%) of the original estimate. Furthermore, SJRWMD
forwarded both applications with a recommendation to Florida Department Environmental Protection(FDEP)
for additional funding. UD staff has not received notification from FDEP of possible funding. The UD plans
to resubmit The Hammocks Subdivision for a SJRWMD 2019 Cost Share Grant. The Windermere Groves
Reclaimed Water Retrofit Project will provide reclaimed water to 128 homes, one daycare center, and the
development common areas for nondomestic use. This will offset 1.1 million gallons per month of reclaimed
water withdraw. The project cost estimate calculation on the grant application is $413,599.91 with a 33%
matching amount of$136,487.97. A revised estimate, based on current construction costs, has escalated the
previously mentioned project cost estimate to$510,000.
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Regular City Commission
October 16,2018
8. Approval of Change Order No. 1 for Bid #B18-03 Kimball Area Water Main Upgrade
Project. (Utilities Director Smith)
The Kimball & Malcom Area is classified as the Peach Lake Manor Subdivision, circa 1960, as per the
Orange County Property Appraiser. The residents of this area are currently on septic tanks, and their only
access to water comes through outdated 6-inch Asbestos Cement(A.C.)/Polyvinyl Chloride(PVC)and 2-inch
galvanized water mains with most meters in their backyard. The Utilities Department has countless issues
with A.C. and galvanized types of pipe material; and with the existing water main located in the backyard,
gaining access to them is sometimes difficult. Although these pipes do provide safe drinking water, they are
reaching the end of their service life, which has been evident through main breaks in recent years. In 2016,
the Utilities Department planned and designed the upgrade of the water mains in the Kimball& Malcom Area
with three separate phases for construction (Plan Sheet L1). With a budget of$600,000 in the fiscal year of
2017/2018, the City of Ocoee decided to bid the Phase #1 of the Kimball & Malcom Water Main Upgrade
Project and designate it as the Kimball Area Water Main Upgrade Project since the estimated cost of the first
phase is $500,000. City Commission awarded the first phase of the project to Central Florida Tapping and
Construction Services, Inc. (CFT) in the amount of$344,097.00 on July 17, 2018, which is approximately
57% of the budget. Staff is recommending the approval of Change Order No. 1 to move forward with the
construction of Phase II which will fix an operational issue and abandon the water main underneath the
railroad crossing saving the City$800 per year by eliminating an annual franchise fee with Pinsely Railroad.
9. Approval of One Year Extension of Federal Lobbying Services Agreement with
Alcalde & Fay, Ltd. (Assistant City Manager Shadrix)
The City uses the services of the Washington-based bi-partisan lobbying firm Alcalde & Fay for federal
lobbying services. During its most recent solicitation (2016) the City ranked Alcalde & Fay number one
based on its proposal,and ultimately used Global Business Development for one year prior to executing a one
year contract with Alcalde& Fay for fiscal year 2017. Based on recent strides made with several issues, most
notably the movement towards legislation unifying the City's zip codes to the Ocoee zip code of 34761, staff
feels that a one year extension is warranted. The existing contract expired on September 30, 2018, and this
request is to use existing budgeted funds to cover the month of October and to fulfill the City's obligations
($5000/month plus reasonable reimbursable expenses) of the attached contract beginning November 1, 2018
for a period of one year.
PUBLIC HEARING - None
FIRST READING OF ORDINANCE
10. First Reading of Ordinance for Alli Property — 735 Center Street Annexation &
Rezoning; Project No(s): AX-06-17-61 & RZ-17-06-02. (Second Reading and Public Hearing
scheduled for November 20, 2018, Regular Commission Meeting at 6:15 p.m. or soon thereafter.)
(City Planner Rumer)
The subject property is located on the south side of Center Street,450 feet east of Orange Avenue. The parcel
is approximately+/- 0.68 acres and contains one existing single-family residence. The Applicant is rezoning
the property from Orange County R-1 "Low-Density Residential" to City of Ocoee R-1A "Single-Family
Dwelling" as a condition to receive connection to City potable water. The subject property is considered
contiguous to the City of Ocoee since it is bordered by property located within the City limits on the north-
south. 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.
a) First Reading of Annexation Ordinance
b) First Reading of Rezoning Ordinance
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Regular City Commission
October 16,2018
SECOND READING OF ORDINANCE—PUBLIC HEARING
11. Second Reading of Ordinance for Innovation Montessori — 2336 Fullers Cross Road
Annexation and Rezoning; Project No(s): AX-07-18-74 & RZ-18-07-11. (Advertised in
the West Orange Times on Thursday, October 4, 2018 and Thursday, October 11, 2018.)
(City Planner Rumer)
The first reading of this ordinance was held on October 2, 2018. The subject property is located on the south
side of Fullers Cross Road, 870 feet west of the intersection of Fullers Cross Road and North Lakewood
Avenue. The parcel contains two single-family dwellings consisting of 1,744 SF and 880 SF. The school has
purchased the property in order to plan future expansions. No expansion is proposed with this application.
The property will not be used as single-family and will be used as recreational fields and may from time to
time be used for overflow parking. The subject property is located within the Ocoee-Orange County Joint
Planning Area(JPA)and is being considered for annexation as outlined in the JPA Agreement. The Applicant
is concurrently requesting rezoning of the property to A-1 "Agriculture." 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.
a) Second Reading of Annexation Ordinance
b) Second Reading of Rezoning Ordinance
REGULAR AGENDA
12. Award of RFP #18-001 Design-Build Services for New Ocoee City Hall, Stage 2 —
Design-Build Proposals and Price Proposals. (Purchasing Agent Tolbert)
The City of Ocoee, Florida (City), in conformance with the Consultants' Competitive Negotiations Act
(CCNA), Florida Statutes Section 287.055, and the policies and procedures of the City of Ocoee, solicited
sealed proposals from design-build(DB)firms to propose the design and construction of the New Ocoee City
Hall. The City utilized a two-stage RFP process to procure these services:
Stage 1 - Pre-Qualification: Six responses were received from DB firms. Following a review by the
Evaluation Committee appointed by the City Manager on July 17, 2018, the City Commission approved
staffs recommendation to pre-qualify the three(3) short-listed DB firms to advance to Stage 2 of this RFP to
propose a specific design for a stated price in Stage 2 of this procurement process.
Stage 2-Design/Construction and Price Proposals: Only the pre-qualified and short-listed firms from Stage 1
of this RFP were invited to submit design/construction proposals and price proposals based on the project
design criteria authored by Zyscovich Architects. The eligible firms were given approximately six(6) weeks
to prepare a design proposal and a sealed price proposal for preparing the construction documents in a form
acceptable to the City in accordance with the proposed plans and specifications. The RFP — Stage 2 was
issued to the pre-qualified, short-listed DB firms on August 1, 2018 and was publicly opened on September
11,2018.The Pre-Proposal Conference was held on August 14,2018 with three(3)proposals submitted.
Zyscovich Architects evaluated the three proposals for compliance with the design criteria package and
provided their reports to the Evaluation Committee. The three proposals were then evaluated and ranked by
the RFP Evaluation Committee. The public RFP Evaluation Committee meeting was held on October 2,
2018, with the Evaluation Committee evaluating and ranking the firms on specific evaluation criteria, after
hearing presentations from all three responding firms and consulting with the design criteria firm, Zyscovich
Architects. The Evaluation Committee voted unanimously to rank the firms and recommended awarding the
top-ranked firm of Wharton-Smith,Inc.
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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