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06/16/2003 . . . CITY COMMISSION WORK SESSION CITY OF CLEARWATER June 16, 2003 Present: Brian J. Aungst Hoyt P. Hamilton Whitney Gray William C. Jonson Frank Hibbard Mayor/Commissioner Vice-Mayor/Commissioner Commissioner Commissioner Commissioner Also present: William B. Horne II Garry Brumback Ralph Stone Pamela K. Akin Mary K. (Sue) Diana Patricia O. Sullivan City Manager Assistant City Manager Assistant City Manager City Attorney Assistant City Clerk Board Reporter The Mayor called the meeting to order at 9:00 a.m. at City Hall. To provide continuity for research, items are in agenda order although not necessarily discussed in that order. Service Awards The June 2003 Employee of the Month award was presented to Mark Tranter of the Gas Department. The May-June 2003 Team Award was presented to the Accounts Payable Section, Holly Albright, Kelly Goolsby, Jennie Keegan, Steve Moskun, Flo Reichert, Mark Tedder, and Richard Tyler. The Commission recessed from 9:08 to 9:14 a.m. to meet as the Pension Trustees. PUR PURCHASING Approval of Purchases per Purchasinq Memo: 1) Pioneer Machinery LLC, Orlando, FL - purchase of one C.E.C. Screen-it Track Mobile 5 x 12T for $172,840.91. (GS/Fleet) 2) Luke Brothers, Inc., New Port Richey, FL - service contract for grounds maintenance during contract period: June 20,2003 through May 31,2004 for $55,535. (PR) 3) Laub Maintenance, Inc., Palm Harbor, FL - service contract for grounds maintenance during the contract period: June 20, 2003 through May 31, 2004 for $64,361.05. (PR) In response to a question regarding Item #1, Purchasing Manager George McKibben said the City previously had rented this equipment to separate out clean fill and screen materials. Rental costs were $10,000 per month, three months annually. The purchase will help streamline operations and save money in the long run. It was indicated someone had called, claiming a bid, $40,000 less than this item. Public Services Director Gary Johnson said the item was bid twice. The same person had protested Commission Work Session 2003-06-16 1 J . the original bid. He said the protestor's bid did not meet six of eight required specifications. Staff will provide a list of the bid deficiencies. In response to a question regarding Items #2 and #3, Mr. McKibben said smaller contracts allow more contractors to bid. Vendors are not required to be located in Pinellas County. BU BUDGET Mid-Year BudQet Report - First Reading Ord. # 7149-03 and Ord. # 7150-03. The Mid-Year Budget Report is based on six months of activity from October 2002 through March 2003 in the current fiscal year. The report comments on major variances, as well as documents all proposed amendments. Significant fund amendments are outlined as follows: General Fund - General Fund revenues and expenditure amendments reflect a net decrease of $100,750 at mid-year. This decrease is primarily the result of lower than anticipated revenues due primarily to changes in golf course agreements and delayed opening of North Greenwood Recreation Complex. This decrease in revenues is offset by a like decrease in expenditures in the Parks and Recreation Department. . General Fund Reserves - To ensure adequate reserves, the City Commission's policy reflect that General Fund unappropriated retained earnings of 8.5% of the City's budgeted General Fund expenditures must be maintained as a reserve to guard against future emergencies. With the closing of the year end 2002 books, and the allocation of reserves noted in the first quarter report, estimated General Fund reserves at mid-year are approximately $10.6-million, or 11.5% of the current year's General Fund budget, exceeding the City's reserve policy by just over $2.7-million, which is the same as noted in the first quarter report. Gas Fund - As a result of the relatively cold winter, mid-year amendments to the Gas Fund recognize a significant increase in gas sales and anticipated franchise fees, as well as other minor revenue increases resulting in an increase in Fund revenues of more than $1.7 -million at mid-year. Program expenditures are expected to increase by $1,793,530, with fuel costs representing the largest portion of this cost, and the Fund also recognizes $108,380 in negotiated union increases that were not budgeted originally. Solid Waste Fund - Solid Waste revenues reflect a $55,000 increase in operating revenues at mid-year due to increased roll-off and commercial activity. Program expenditures are expected to increase by $104,280, with $51,620 due to the increased roll-off and commercial activity and the balance of $52,660 is due to negotiated union increases that were not budgeted originally. Recycling Fund - Recycling Fund revenues reflect a $22,000 increase in operating revenues at mid-year, again due to increased roll-off and commercial activity. Program expenditures are expected to increase by $24,460, with $15,210 due to increased inventory purchases and the balance of $9,250 due to negotiated union increases that were not budgeted originally. Harborview Fund - Mid-year amendments savings in program expenditures netting $398,620 accumulated to offset anticipated like decreases in Harborview revenues for the year, primarily . due to smaller events and bookings for the Harborview facility. Commission Work Session 2003-06-16 2 . Internal Service Funds - All expenditure amendments to the internal service funds either have been approved previously by the Commission or are relatively minor and offset by like increases in revenues for enhanced departmental support. Capital Improvement Fund - amendments to the Capital Improvement Fund total a net budget decrease of $4,393,862. One of the most significant amendments resulting in this decrease is the return of $1.5-million of Penny for Pinellas funds in the Town Lake project to the Special Development Fund for reappropriation at a future time. This is the result of significant savings in this project, with actual costs much less than anticipated. The second project that impacts this decrease is a $3.6-million decrease to the Northeast AWT Carousel project. The need for this project has been redefined, and will be looked at carefully in the update to the WPC master plan. The City Commission previously has approved almost all of the Capital Improvement Project budget increases. The only significant amendment that has not been approved previously by the Commission is the allocation of $60,000 of operating savings within the General Fund to establish a project to upgrade the Polaris System for the Library. . The Special Program Fund reflects a net budget increase of $852,654 at midyear. Budget amendments primarily reflect increases in public safety programs totaling $272,494 recognizing revenues primarily from court fines and Police outside duty services; $336,535 increases in Special Event program recognizing sales and proceeds received from special events; $85,314 in interest earnings from fiscal year end 2002 recognized in several projects; and $74,737 in grant proceeds for programs such as the Juvenile Welfare Board grants for summer camps. In response to a question, Parks & Recreation Director Kevin Dunbar reviewed the following trends affecting the Harborview Center: 1) short-term decrease in bookings due to perceived Downtown traffic problems related to road construction; 2) previous events have outgrown the facility; and 3) corporate events are not being planned due to a downturn in the economy. Staff is working with Harborview Center staff to have expenses reflect the same trends and to change strategies to attract events more in line with what can fit in the facility, and grow. In response to a question, Gas System Managing Director Chuck Warrington said rising fuel costs are passed on to the customer. To stabilize prices, the City historically purchases long term strips of gas. He said the City is purchasing one-fifth of its annual supply each month during the summer. The City Manager said every price adjustment is tracked. In response to a question, Library Director John Szabo said the Polaris system is the brand name of an automation system data base search engine. OS DEVELOPMENT SERVICES Request to Reduce a Demolition Lien ($35,555) and a Lot Clearina Lien ($532.62) for 804 N. Pennsvlvania and a Demolition Lien ($7.561.55) for 1109 Tanaerine Street (Clearwater Neighborhood Housing Services, Inc., Representative Isay Gulley, Executive Director). Total amount of these liens is $44,109.45. . In February 2002, in an effort to encourage aesthetic improvements and redevelopment of properties involving liens associated with non-compliance of Codes, the City Commission Commission Work Session 2003-06-16 3 . approved a policy statement that outlined steps and thresholds for consideration of any future requests for reductions and release of liens. From 1994 through 2002, owners of properties at 804 N. Pennsylvania Avenue and 1109 Tangerine Street were cited for unsafe buildings and an overgrown lot. After unsuccessful attempts to encourage the property owners to bring these properties into compliance with Code, the City paid contractors to demolish the structures and clean up the lot. The City billed the property owners, however, the City was not reimbursed. Subsequently, the City Commission placed lines on the properties. Costs incurred to the City as a result of these liens are: 1) Total Due $35,555 - 804 N. Pennsylvania Avenue Demolition Lien MHC-160 (Recorded August 13, 1998) - Principal/Expenses - $25,616.40, Interest/Penalty Due - $9,917.60, and Fee Due - $21.00; 2) Total Due $532.62 - 804 N. Pennsylvania Avenue Lot Clearing Lien M-1739 (Recorded December 21, 1998) - Principal/Expenses - $368.52, Interest/Penalty Due - $164.10, and Fee Due - $0; and 3) Total Due $7,561.55 - 1109 Tangerine Street Demolition Lien MHC-193 (Recorded February 1,2002) - Principal/Expenses- $6,630.12, Interest/Penalty Due - $910.43, and Fee Due - $21.00. CNHS (Clearwater Neighborhood Housing Services), Inc. a non-profit organization, is requesting a waiver of the liens, to clear title on the properties in order to develop them with affordable housing. If denied, if will be difficult for this non-profit to pay the lien costs and the properties probably would not be developed at this time as current agreements between the non-profit organization and buyers and sellers would be subject to failure. When the development of the properties would occur is not known, leaving the property vacant, with no improvements to benefit the neighborhood or City in general. . Although the policy states that liens not be reduced below administrative costs, it is recommended the entire amount of the liens be forgiven in order to assist CNHS to redevelop these lots and provide affordable housing to the community. This non-profit organization has a history of successful affordable housing developments in the City. In response to a question, Development Services Director Jeff Kronschnabl said the Pennsylvania property demolition costs are higher because the site featured many environmental issues, such as asbestos and abandoned drums, which needed to be removed. The prior owner of the property was billed for these costs but did not pay them. Mr. Kronschnabl estimated administrative costs average $2,500. Assistant City Clerk Sue Diana said the MCEB (Municipal Code Enforcement Board) reduced the code enforcement board liens on this property. Their policy is not to reduce below actual costs. Concern was expressed waiving the lien may set precedent for landowners who neglect their properties. Assistant City Manager Ralph Stone said it is difficult to collect on City liens when they are in an inferior position to other loans on the property. The City Attorney said the lien amount is higher than the value of the property. . Commission Work Session 2003-06-16 4 . . . FD FIRE Award a contract to Pierce Manufacturino, Appleton. WI. in the amount of $423.452.80 for the purchase of two 2003 Pierce Contender fire enoines, and declare surplus to the needs of the City two 1990 Quality engines and one 1979 Simon fire truck and authorize their trade-in in accordance with Sec. 2.564(1 )(d), Code of Ordinances, under the Lake County bid number 99- 150. In calendar year 2000, the Fire Task Force confirmed the Fire Department strategic plan, including a recommendation to replace or upgrade existing apparatus based on age and loss of utility. This new purchase is a more effective approach to upgrade the apparatus fleet. It provides a more capable, longer lasting unit, and will eliminate the need to refurbish the two 1990 Quality fire apparatus. These units are 13 years old and have a useful life of only seven additional years. The two new units will be obtained by using the existing two Quality fire apparatus and one Simmion fire truck trade-in value as a down payment and transferring the balance from the existing refurbishment account funding as shown below. Cost of new apparatus Less trade-in allowance Balance from refurb account = $488,452.80 (244,226.40 each) = -65.000.00 (two Quality, one Simon) = $423,452.80 The original intent was to refurbish two 1990 Quality fire apparatus, extending their useful life for a maximum 7 years, up to a 20-year service life. Research shows trading in the units using planned refurbishment funds, would reduce overall expenses, and increase apparatus capabilities and establish a reserve apparatus fleet. The purchase of the new apparatus shall be in compliance with liThe Lake County Bid Contract." This bid process was used for the two most recent fire apparatus purchases for the City. This purchase will replace units that no longer provide a functional capability, but currently hold an acceptable market value. The new apparatus will meet NFPA 1901 recommendations. Ordering these two units at this time is necessary due to the long lead time of 180 - 210 days after receipt of order required to construct a unit of this type. Estimated delivery is on or about January 2004. In response to a question, Fire Chief Rowland Herald said the purchased fire engines would have been part of the refurbishment program. These engines will last between 10 and 15 years, extending the replacement schedule. In response to a question, Fire Chief Herald said this new equipment will serve the same function as reserve units. Refurbishing older equipment would require a substantial investment in engines that would have only a couple more years of use. The reserves are used for unseen or scheduled maintenance and during special events, such as hurricanes. Commission Work Session 2003-06-16 5 . Award a contract in the amount of $120.742 to American LaFrance Medic Master, Sanford, Florida, for the purchase of one 2004 Freightliner M-2 business class Advanced Life Support Rescue Unit in accordance with Sec. 2.564(1 )(d), Code of Ordinance - Palm Beach County Bid #02-195/CB. Rescue 49 is an existing response unit, a 1999 FORD light duty utility body vehicle, with a 5-year life expectancy. The vehicle is reaching scheduled replacement. This vehicle receives high use in Clearwater, with several high-speed thoroughfares within its district handling substantial trauma events that require rapid transport to a trauma center. This scheduled replacement will upgrade Rescue 49 with more functional capabilities and an ability to transport patients. Transport-capable vehicles have been shown to better meet Clearwater's needs in certain applications. Multifunctional (Transport) units provide for all the capacity of the existing unit being replaced as well as: 1) Immediate transportation potential of a trauma patient from the scene of injury; 2) Longer unit life expectancy, (extends useful emergency life cycle from 5 to 7 or more years); 3) Increased capacity to manage special needs evacuation during Hurricane Emergency; 4) Immediate sheltering from adverse weather during out-of-doors emergencies; 5) Air-conditioned exam area for fire rehabilitation sectors during large scale fires; and 6) Training and evaluation opportunity for additional riders. . In response to a question, Fire Chief Herald said the equipment will not be used as a transporter, although, on occasion, the equipment can used for that purpose. Staff will be able to attend injured people inside the equipment during inclement weather. Also additional personnel will be able to participate in training exercises. This equipment will assist, not replace, the County's ambulance system. In response to a question, Fire Chief Herald said upgrading the units cost approximately $17,000 each. The units will last approximately 5 years. FN FINANCE Approve City of Clearwater Ord. # 7152-03 on first readinq, increasinq City Manaqer approval authority and emerqency bid authority to $100,000. Ordinance #6857-01 was passed in September 2001, amending the City's purchasing regulations. At that time, staff recommended that the City Manager's approval authority be increased to $100,000. The City Commission increased that authority from $25,000 to $50,000 and indicated a review City Manager purchasing authority should be made after one year. Staff is proposing two changes to the purchasing regulations. These changes are designed to make purchasing procedures more effective, more efficient, and more inline with other government entities in our vicinity. Recommended changes will not make City management less accountable. The proposed changes are: 1) Increase the City Manager's contract approval authority to $100,000 (from the current $50,000) and 2) Increase bid authority for pre-approved City personnel in support of City Manager declared emergencies to $100,000 (from the current $50,000). . Several benefits will result from these changes: 1) Reduce workload of City Commission by allowing City Manager to award routine, in budget purchasing requests. In the last 12 months, from May 16, 2002 to May 15, 2003, 36 requests between $50,000 and $100,000 were forwarded and awarded by the City Commission. None of the requests was denied; 2) Aligns City Manager's award authority with other governmental entities in Florida: a) Orlando - $50,000 Commission Work Session 2003-06-16 6 . delegated to Purchasing Director; b) Tampa - $100,000 delegated to Purchasing Director; c) St. Petersburg - $100,000 delegated to Mayor/Administrator and $50,000 to Purchasing Director; d) Hillsborough County - $100,000 delegated to Director of Purchasing (currently under review to increase to $250,000); e) Pinellas County - $100,000 delegated to County Administrator (currently under review to increase to $200,000) and $25,000 delegated to Purchasing Director; and f) Miami-Dade - $500,000 delegated to County Administrator; and 3) This change will make the purchasing process more efficient by cutting the award time by approximately 3 weeks. It was indicated the City Commission had not denied one comparable request in the past year. It was felt this request will streamline the process by expediting payments. In response to a question, Mr. McKibben said the change is crucial for many items, such as engineering work orders to avoid delays of service. In response to a question, Finance Director Margie Simmons said this procedure will not replace the emergency ratify and confirm process. All affected items already are budgeted. The City Manager said this change will make the City more business friendly. A request was made for a list of affected items during the next 6 months. Approve the Central Insurance Fund Reserve policv to replace policy "S" in the City Commissioner's Policy on Budqet and Finance. . The Commission currently has a policy authorizing a Health Insurance Stabilization Fund, which is part of the total reserves (retained earnings) in the Central Insurance Fund. The current policy reads that the City Commission authorizes maintaining a Special Health Insurance Stabilization Fund to guard against future health care costs. This fund will be used as a budgeting tool to offset any large increases in the City's costs to provide health insurance. The target minimum balance in this account is 15% of the annual City health insurance expense. The annual City health insurance expense for fiscal year 2002 was approximately $8- million. The target minimum would be $1.2-million. However, at September 30, 2002, the balance was nearly $3.3-million, part of which is being used to fund increased subsidies for family coverage and increased costs in the current year. The policy addresses reserves needed to cover unforeseen costs or increases in health care costs, but does not address the need to maintain reserves to cover unforeseen, uninsured, or increases in other areas, such as property, workers' compensation, or liability insurance. The central insurance fund is composed of funds set aside specifically for investigation, adjustment, settlement, and defense of property, liability and workers' compensation claims and lawsuits. It also provides financial support for the Risk Management Division, for the Employee Benefits section of the Human Resources Department, and for the City's Safety program. This fund also contains money from which commercial insurance is purchased by the City to insure specific risks that are best covered by commercial insurance companies. All property, liability and workers' compensation insurance programs (whether self-insured or insured by commercial insurance companies) are under the direction and supervision of Risk Management/Finance. All life, disability, health and dental insurance programs, whether self- insured or insured by commercial insurance companies, are under the direction and supervision of Employee Benefits/Human Resources. . Commission Work Session 2003-06-16 7 . . . On October 30, 1986, a policy for establishing a self-insurance fund was established. This change from a fully insured program resulted from the City's inability to obtain satisfactory third party insurance coverage for fiscal year 1986 and the City Commission's subsequent decision to begin funding for a self-insurance program. In order to build a reserve in the Central Insurance Fund sufficient to make it self-supporting, the City Commission, between fiscal years 1986 and 1991, added $1 million per year to the fund. Adequate funding of the Central Insurance Fund allows for the fluctuation in claims experience, insurance premiums, and investment income. It also provides the City with protection for those losses that may not be covered by property insurance, including but not limited to, environmental losses, flood losses (limited coverage), terrorism, damage due to mold or fungus, watercraft, and damage to foundations and other underground property. Currently, Governmental Accounting Standards requires that an actuarial study be conducted each year which calculates, based upon our business type, claims history, and other factors, an amount that must be booked as "claims payable". This amount is actually reflected as a liability on the City's books, even though the amount is actuarially determined. The amount determined to be the "best estimate" (as opposed to conservative or optimistic estimate) by our actuaries for 9/30/02 is $11,440,278. Based upon survey's done of different municipalities, the additional reserves maintained for insurance and or unforeseen losses ranged anywhere from $0 to amounts calculated in a wide variety of methods. The most common sense method that we found based the additional reserves as a percentage of the GASB 10 liability. This will allow the reserves to fluctuate based upon all of the factors used to calculate the GASB 10 liability (business type, claims history, etc.). We have determined that setting up reserves (excluding health insurance) at 75% of the GASB 10 liability would be adequate for the City of Clearwater. Since the 9/30/02 GASB 10 liability is $11,440,278, the additional amount to be kept in reserves should be $8,580,209. Staff recommends that the following broader policy is needed to address the reserves that should be maintained to cover all areas that are covered by the Central Insurance Fund. It is a policy of the City Commission to maintain a Central Insurance Fund reserve. This reserve is composed of 2 amounts: . General: An amount to guard against unforeseen or uninsured costs or increases in property, workers' compensation, or liability insurance. The target minimum balance for this reserve is equal to 75% of the GASB 10 calculated liability . Health Insurance: An amount to guard against future health care costs which will be used as a budgeting tool to offset any large increases in the City's costs to provide health insurance. The target minimum balance for this reserve is 15% of the annual city health insurance expense. (The General and Health Insurance sections were revised after the work session) As of 9/30/02, the following amounts should be maintained to comply with the above policy: Commission Work Session 2003-06-16 8 . . . General Insurance (75% of $11 ,440,278) Health Insurance (current balance) Total required reserves $ 8,580,209 .$ 3.296,281 $11.876.490 . The actual reserves (Unrestricted Net Assets) on hand at 9/30/02 were $14,031,896. In response to a question, Ms. Simmons said because it is self-insured, the City must follow the GA TSB 10 accounting rule. Future liabilities are based on "best-guess" analysis. In response to a question, Ms. Simmons said after review of other City policies, staff recommended the 75% level as being most prudent. A change to the text in the health insurance section and language addressing reserves if they drop below the target minimum balances were req uested. Staff was req uested to provide information on GA TSB 10 liabilities during the past five years. She said staff is comfortable with the 75% level. Approve the Debt Manaqement Policy to replace "R" in the City Commission's Policy on BudQet and Finance. The Commission currently has a policy authorizing Lease Purchase of Major Capital Acquisitions. The current policy reads: Lease Purchase of Major Capital Acquisitions. When fiscally advisable and when consistent with contractual obligations, the City shall lease purchase all capital items, which have a monetary value of at least $25,000 and a minimum life expectancy of three years. The debt service on the lease purchase items shall be paid by the user department. The above policy addresses lease purchase debt on capital items, but does not address debt issued for large construction projects or other capital items where a bond issue might be the appropriate funding source A question was raised whether there are cost limitations on bond counsel and Ms. Simmons said actual contracts indicate the rates. HR HUMAN RESOURCES Authorize the additional amount of $20,000 to continue the services of Deborah Brown. Esq., of the law firm of Thompson, Sizemore & Gonzalez to assist the City in contract negotiations with the International Association of Fire Fighters and the Fraternal Order of Police (FOP). The City is involved in continuing negotiations with the IAFF (International Association of Firefighters) and will commence negotiations with the FOP (Fraternal Order of Police) in June 2003. The City requires the continued assistance of Deborah Brown, an attorney with expertise in the area of contract negotiations and employment issues. The initial budget for this service was $50,000. These funds were used in negotiating the recently approved contract with the CWA (Communication Workers of America) and the negotiations with the IAFF. which have been ongoing since July 2002. It has been determined that an additional $20,000 is needed to facilitate the contract negotiating process. These monies are available from existing funds budgeted by Human Resources for FY (Fiscal Year) 2002/03. Commission Work Session 2003-06-16 9 . In response to a question, Human Resources Director Joe Roseto said contract negotiations had exceeded the budgeted amount. Requested funds come from savings in the Human Resources Department budget. IT INFORMATION TECHNOLOGY Award a contract to SynerQen. Inc.. of Walnut Creek. CA in the amount of $741.004 for the purchase and deployment of an electronic Asset Manaqement System in accordance with the results of RFP# 05-03; approve a contract with nTier Solutions, Inc., Delray Beach, FL in the amount of $90,000 for the purchase of required Oracle database software licenses in accordance with the terms of State Contract # 252-002-00-1; approve a contract with Dell Computer Corporation, of Round Rock, TX in the amount of $70,000 for the purchase of required server hardware in accordance with State Contract #250-040-99-1. Synergen, Inc. is the selected vendor of choice as the result of the City's RFP (Request for Proposals) No. 05-03, dated October 11,2002, for a Citywide electronic asset management system. The City represents 25 square-miles of the State's most densely populated county. This includes hundreds of millions of dollars worth of infrastructure that must be operated and maintained. In order to more effectively control and forecast costs associated with these endeavors, the City desires to replace its current maintenance systems with an electronic asset management system. . This system not only will help manage and maintain existing infrastructure (and future additions to that infrastructure), but also will leverage other developing City technology (i.e. GIS) and provide substantial value to the City's employees and citizens. Additionally, the City desires to institute a standardized work management system Citywide to more efficiently facilitate the creation, distribution, and management of work orders and work teams. This will allow departments to associate and track labor and supply costs to specific projects. Synergen, Inc. proposed their Synergen Series ™ software application for a complete solution to the City's asset management and work management needs. The system will enable the City to manage current and future infrastructure assets, submit, distribute, and manage work orders, and provide superior accounting reporting functionality to better comply with GASB 34 regulations. This project will result in improved quality and reliability of the City's asset management processes and will benefit all City departments. Costs for this project: Synergen Software Licensing Oracle Licensing Synergen Professional Services Hardware TOTAL $305,000 $ 90,000 $436,000 $ 70,000 $901,004 Terms of the contract provide for the deployment and testing of this system from July 1, 2003 to April 4, 2004, with a tentative Go Live date of April 4, 2004. Payments will be made in accordance with the terms and conditions of the contract upon receipt of invoices. . In response to a question, Information Technology Director Dan Mayer said Synergen was founded in the mid 1980s. He said the system could last indefinitely, with upgrades. Commission Work Session 2003-06-16 10 . In response to a question, he said maintenance cycles will be scheduled. Schedules to repair underground pipes will be based on age. Repairs of new assets also will be programmed. The City Manager said this system will meet vision statement goals by providing an accurate assessment of City infrastructure and improving maintenance decisions. In response to a question, Mr. Mayer estimated the system will cost an additional $1- to $2-million over the next five years, depending on what information is tracked. Professional services include software installation, data conversion, in-house training, work sessions, etc. Approve an increase to Capital Proiect 315-94729. CityWide Infrastructure Connectivity. in the amount of $1.158.750 for the installation of fiber optic cable and termination equipment associated with Phase II of the City's data and voice network deployment, funding to be derived from a transfer of $120,710 from capital project 315-96439, Dumpster Screening, to fund the Solid Waste portion of the project, a transfer of $40,460 and $81,045 from the General Services and Garage retained earnings, respectively, to fund the General Services and Garage portions of the project, and an interfund loan from the central insurance fund in the amount of $916,535 to fund the remainder of the project, such loan to be paid back over 10 years (after approximately 1 year of capitalized interest) at the cash pool rate. High-speed network connectivity between City facilities is becoming increasingly necessary to conduct business and meet expected service levels. Currently, connectivity between City facilities is achieved by leasing infrastructure from local telecommunications providers. Annual lease costs for connecting all City facilities exceeds $300,000 for voice and data requirements. . The first phase of the fiber loop project connected the City's Downtown facilities (Municipal Services Building, Police Building, Fire Station 45, City Hall, Harborview Center, Main Library, Gas Administration Building, Graphics Building, and the Engineering Field Office). The second phase of the project will deploy a fiber loop to connect the City's facilities along the Hercules Avenue corridor, including Clearwater Municipal Airpark, Fleet Management, Building and Maintenance, Public Utilities, Public Services, Traffic Operations, Solid Waste, and Fire Station 48. This second loop will be connected to the Downtown loop via a fiber connection installed along the Keene Road and SR 60 corridors. The project will include installation of conduits, a 48-count (24 pair) single-mode fiber, and all termination and routing equipment at each facility, as well as point-to-point wireless equipment, which will be used to connect additional City facilities not located directly on the fiber ring. The new fiber ring will support all voice, data, and video needs between the facilities on the loop. The expected construction time is approximately 15 months, including acquisition of all permits and construction, with a tentative cutover date of September 1, 2004. In response to a question, Mr. Mayer said in cooperation withTraffic Operations, the conduit is being collocated along SR 60 and Keene Road during road projects, at a significant savings. If traffic signal control is turned over to the County in the future, that agreement states the subject collocation will be maintained. . Concern was expressed future technologies may require additional fiber optic capacity. Mr. Mayer said additional strands could be thread through the conduit. He anticipated at first the City will use only 25% to 30% of the system's capacity. He said there is plenty of room for growth. Commission Work Session 2003-06-16 11 . Award a contract to Accela, Inc., Dublin. CA. in the amount of $116.000 for the development of an electronic Permittino Svstem (eConnect) and GIS (Geographic Information System) module for the Development Services Department in accordance with Sec 2.564(1)(e), Code of Ordinances. Acela, Inc. purchased the City's previous permitting vendor, Tidemark Solutions, Inc. in December 2001. Acela developed a product called eConnect to add increased functionality to the Tidemark product. This functionality enables Internet connectivity to permitting data via the Internet accessible by both the public and City employees. Currently, customers must apply for all permits in person at the Municipal Services Building. This process is time consuming, as permit seekers physically must be present at the Municipal Services Building to apply for permits. Moreover, multiple trips to the Municipal Services Building for permit approval are commonplace. Currently, staff must input all permit data into the system every time a permit application is received. EConnect would allow customers to apply for various permits online, thus eliminating the need for a City employee to enter primary permit data. This new business process will enable the City to begin to streamline the process of collecting select permit application data without customers being physically present at the Municipal Services Building. City employees also will have greater access to permit data via the Internet browser accessibility. . It is expected that customer service for permitting will increase significantly and that turn around time for issuing select permits will be reduced. This project will result in improved quality of both internal and external permitting services for the City. Terms of the contract provide for the development and testing of the system from June 16, 2003 through September 2003. Go Live date is expected in October 2003. Payments will be made in one-third increments, upon signing the contract, application testing completed, and final Go Live date, in the total amount of $116,000. In response to a question, Mr. Mayer reviewed plans to inform the public about this service, including utility bill inserts, press releases, etc. The convenience of online permitting has the potential to increase revenues as residents currently do not pull all required permits. Staff also will work with building supply retail centers to educate the public. Applicants will be able to check the status of permit requests online. Assistant City Manager Ralph Stone said if this system reduces staff permitting activity, field inspections will increase. LIB LIBRARY Approve deductive chanqe order in the amount of $2.008,255 to the contract with Turner Construction Companv, 500 N. Westshore Blvd., Tampa, FL for the new Main Library resulting in a new contract amount of $12,524,660 and transfer $45,000 from the Main Library project to General Fund Retained Earnings. . On February 20, 2003, the City Commission approved the GMP (Guaranteed Maximum Price) contract with Turner Construction Company, in the amount of $14,532,915. This deductive change order will reduce that amount by $2,008,255 to $12,524,660. The deductive change order of $2,008,255 consists of: 1) Demolition - $117,502 - The City transferred demolition of the old Main Library from Turner Construction to Kimmins Contracting; 2) Material Testing - $23,500 - The City transferred materials testing from Turner Construction to Driggers Commission Work Session 2003-06-16 12 . Engineering Services; 3) Building Director & Interior Signage - $11,500 - The City will incorporate this into the custom signage designed for the building. Signage will meet all ADA (Americans with Disabilities Act) requirements; 4) Owner Direct Purchases for sales tax savings - $1,810,753 - The City purchased the materials directly for sales tax savings. To date, savings total approximately $120,000; and 5) HVAC Components - $45,000 - A vendor, solicited by the Clearwater Library Foundation, donated this material, which meets all requirements specified by project architects and engineers. The first four items will not affect the total project cost as they will continue to be part of the project. The HV AC components, however, will reduce the total project cost by $45,000 and subsequently reduce the Clearwater Library Foundation's obligation to construction costs by the same amount. This will allow the City to transfer $45,000 in the Main Library project, borrowed to assist the Foundation in meeting its obligation to construction costs, back to General Fund Retained Earnings. For purposes of capitalizing the building, the $45,000 of donated material will be included. In response to a question, Library Director John Szabo reviewed Library Foundation efforts to raise funds for the new main library. The foundation recently presented the City with $60,000, of which $30,000 was returned to retained earnings and $30,000 placed in the fixtures and furniture account. . Turner Construction should be off site by the end of February, with substantial completion expected in late January. Mr. Johnson said staff will begin moving furniture into the new building in January 2004, as floors are cleared. He expected the new library will open by March 2004. MR MARINE IAVIATION Approve amendment to Chapter 33. Section 33.067 (3) of the Code of Ordinances to expand the Slow Down - Minimum Wake Zone at the entrance of Clearwater Harbor Marina Channel light no. 10 to the mean low water mark to the north, through Marina Channel day beacon no. 11 to the west and Devon Drive to the south and pass on first reading Ord. # 7151-03. On January 18, 2001, the City Commission approved Ordinance #6611-00, making the area between Clearwater Harbor Marina Channel light No. 10 and Clearwater Harbor Marina Channel day beacon No. 11 a "Slow Speed Minimum Wake" Zone in order to keep boaters making wakes out of the marina basin. The purpose for which this zone was created has been undermined as boaters approach the marina basin outside the channel, creating wakes the speed zone was intended to prevent. Making the entire approach from channel light No. 10 to the mean low water mark along Memorial Causeway to the north and Devon Drive to the south will prevent the wakes and potential damage our tenants are complaining about. . In response to a question, Marine & Aviation Director Bill Morris said recreational boaters, not marina tenants, cause wakes in the marina basin. Concern was expressed this proposal reduces the amount of navigable water in Clearwater. In response to a suggestion, Mr. Morris said the City is considering a wave attenuator for the Downtown marina. He reviewed problems associated with installing one at the main marina, including riparian rights on Commission Work Session 2003-06-16 13 . Devon Street and aesthetic concerns. Staff regularly communicates with marina tenants, making certain they do not abuse their privileges. PR PARKS AND RECREATION Approve Amendment to Aqreement with Proqress Enerqy Florida. Inc. to provide an additional driveway across the Progress Energy right-of-way at the Countryside Community Center. In November 1995, the City entered into a License Privilege Agreement with Florida Power Corporation (now known as Progress Energy Florida, Inc.) to allow parking on Progress Energy right-of-way at the Countryside Community Center. At that time, two driveways were included in the License Agreement to allow vehicles to cross over the oil pipeline on the Progress Energy right-of-way. Proposed construction of a new maintenance building at the Countryside Community Center will require the addition of another driveway. This amendment to the original agreement will allow for this to be done. There is no additional cost associated with this amendment. Currently, the City pays Progress Energy $6,000 per year to lease this property for parking. It was recommended Progress Energy be asked to waive the $6,000 annual charge for City use of the right-of-way. In response to a question, Parks & Recreation Director Kevin Dunbar said staff will work on the Progress Energy trail design, making certain it does not affect recreation center parking. . PLD PLANNING Public Hearinq & First Readinq - Ord. #'5 7124-03 & 7125-03 - Approve a Land Use Plan Amendment from Residential Urban (RU) to Institutional (INS) and Zoninq Atlas Amendment from LMDR. Low Medium Residential District. to (I) Institutional District. for 2701. 2720. 2750 & 2770 Reqency Oaks Blvd. (A portion of M&B 21.00, all of M&B 21.02, and a portion of M&B 21.03 in Sec. 05-29-16). LUZ2003-03002 This subject site is located on the west side of Soule Road, approximately 1,000 feet north of Sunset Point Road. The application involves four parcels of land, approximately 35.7- acres in area. The site is occupied by two assisted living facilities containing 530 beds and one skilled nursing facility containing 120 beds, all totaling 146,524 square-feet of building area. In 1987, the site was annexed into the City and zoned Residential Planned Development (RPD), which permitted the current uses as congregate care, and was developed pursuant to a certified site plan. In 1999, when the City adopted the revised Community Development Code, the site's zoning designation was reclassified to the LMDR, Low Medium Density Residential District, rendering it consistent with the underlying Residential Urban (RU) Future Land Use Plan category, but making the use non-conforming. The applicant is proposing to amend the Future Land Use Plan designation of this property from the Residential Urban (RU) category to the Institutional (INS) category and to rezone it from the LMDR, Low Medium Density Residential District to the I, Institutional District, to render this site conforming. . The Planning Department determined that the proposed land use plan amendment and rezoning applications are consistent with the following standards specified in the Community Development Code: 1) The proposed land use plan amendment and rezoning applications are consistent with the Comprehensive Plan; 2) The potential range of uses and the current use are Commission Work Session 2003-06-16 14 . compatible with the surrounding area; 3) Sufficient public facilities are available to serve the property; and 4) The applications will not have an adverse impact on the natural environment. In accordance with Countywide Plan Rules, the land use plan amendment is subject to approval of the Pinellas Planning Council and the Board of County Commissioners acting as the Countywide Planning Authority. Due to the size of the plan amendment site, review and approval by Florida Department of Community Affairs is required. The Community Development Board reviewed this application at its May 20,2003 meeting and unanimously recommended approval. In response to a question, Long Term Planning Manager Gina Clayton said with this change, Regency Oaks could expand or rebuild current structures if they are destroyed. She said refinancing usually is not permitted for non-conforming uses. In response to a question, she said staff has not analyzed properties in the City to determine the number of nonconforming uses. Downtown Plan Worskshop The Downtown Plan Workshop was scheduled for August 5, 2003, from 12:00 to 2:00 p.m. (This meeting was later changed to a Special Meeting of the City Commission.) PW PUBLIC WORKS Reclaimed Water Aquifer Storaqe and Recovery Update. . Public Utilities Director Andy Neff said the water treatment plant should be completed in August 2004. Following Health Department testing, he anticipated the plant will begin distributing water in Fall 2004. He reviewed staff efforts to educate the public regarding the new water, which will be blended with current water but may have a different taste and appearance. Water quality must meet higher standards than before. The initial feasibility study results for reclaimed water aquifer storage and recovery have been received. The Northwest site has been chosen for an ASR (Aquifer Storage & Recovery) test well. The project will cost approximately $1.2-million over the next two years. He anticipated the City will spend $5-million on this project through 2005. The City plans to construct the system as it is needed. Tom Farkas, of PBS&J (Post, Buckley, Schuh and Jernigan, Inc.), estimated by 2020 the City will have an 11-million gallon water deficit during the dry season. He said ASR will meet these needs. He did not expect adverse affects near well sites, indicating the potential for sinkholes is minimal as ASR well casings extend deeper than regular wells. FDEP (Florida Department of Environmental Protection) and SWFWMD (Southwest Florida Water Management District) reports indicate Clearwater is a suitable location for ASR. SWFWMD will pay half of the costs. He said the second ASR will be installed in 2006. He anticipated 9 to 11 ASRs will be needed by 2020 to address the City's anticipated water shortfall. In response to a question, Mr. Farkas reviewed ASR procedures, stating during the testing phase, water will be stored underground for 7 to 31 days before it is pumped out. Injected water must meet drinking water standards. . Commission Work Session 2003-06-16 15 . A question was raised regarding the sinkhole issue and Mr. Farkas said SWFWMD had not identified any sinkholes within one mile of the well site location. He felt the location will have a minimal risk for potential sinkhole impact. It was reported the Environmental Advisory Board strongly endorsed continuing the Reclaimed Aquifer Storage and Recovery feasibility study and incorporating adequate safeguards. Approve the final plat for "CLEARWATER ESTATES" located on the Northeast corner of Highland Ave. and Lemon St. This proposed subdivision will replat a portion of Lot 238 of Fourth Addition to Highland Lake Subdivision into 4 single-family lots. Dividing the single oversized parcel into three 9,815 square foot lots fronting Lemon Street, and one 14,338 square foot lot fronting Seabreeze Street, provides the highest and best use for the property, and the highest economic return to the City. On July 20, 2000, Advanced Appraisal Services, Inc. appraised the three smaller lots at $41,000 to $43,000 each, and the larger lot at $50,000. The proposed lots are consistent with the surrounding single-family subdivision. Public Works Administration, the user department for the property, has no present or planned future use for the property. The property is vacant. On July 17, 1986, the City Commission declared the property surplus. The City will accept bids from individuals or developers for each lot. Bidders will have the option of bidding on one or more lot. In response to a question, Assistant Director of Engineering Glen Bahnick said the property originally was a City well site. . Establish the parkinq enforcement proqram with a FY2003 budqet of $62.400 includinq the addition of 4.0 new FTE positions. The results of the 2002 downtown parking study, completed by Urbitran Associates, demonstrated the need to have dedicated parking enforcement downtown and at the beach. On September 30, 2002, staff presented an implementation plan based on study recommendations and the Commission endorsed the plan. Estimated annual costs to establish a Parking Enforcement cost center are $284,400, with estimated annual operating costs of $284,000 including a total of 6.0 FTE's (5 - Parking Enforcement Specialists and 1 Parking Enforcement Supervisor). Of the 6.0 FTE's, 4.0 are new and 2.0 will be transferred from the Police Department. A breakdown of total estimated costs: . Personnel Services Operating Expenses Debt Service - Vehicles Debt Service - Ticket Eq. Internal Service Radios (6) Furniture, Other Equipment Total Operating Remodeling - Garden Ave Annual $ 206,000 20,000 22,000 18,000 18,000 FY 2003 $ 17,200 1,700 o (5 years, 3.5%) o (3 years, 3.5%) 2,500 ($1,000 for adds to vehicles) 14,200 26,800 $ 62,400 55,000 (315-92632, Parking Gar R&R) $ 284,000 Commission Work Session 2003-06-16 16 . Ticketing/Data Coil. Eq. (LIP) Enforcement Vehicles (LIP) Total Capital Costs Total Costs for 2003 Est Annual Citation Revenue $ 847.000 Net Before Collection Costs $ 563.000 Estimated Collection Costs 314.000 Net to General Fund $ 249,000 67,000 (315-9264X-564000-545-000) 100.000 (315-9264X-591 000-581-000) $ 222.000 $ 284.400 (est. 77% coli rate @ $22/Tkt) (Pinellas Co @ $6.28/ticket) ($192,SOO for Crossing Guards) Currently all citation revenue goes to the General Fund. Once the enforcement program is established, parking citation revenue will be directed first to the Parking Fund to cover the cost of the program. Excess revenues will be transferred to the General Fund. The Parking System staff is working with Human Resources to resolve some union issues. It is estimated that staffing will occur on or around September 1, 2003. The Parking Enforcement section will be housed in existing office space at the Garden Avenue Parking Garage. Minor remodeling will be required to accomplish this, but no parking spaces will be lost. . Parking Facilities Manager Tracey Bruch said PSTs (Police Service Technicians) currently handle parking enforcement and are represented by the FOP (Fraternal Order of Police). Assistant City Manager Garry Brumback said the City wants to transfer these positions to CWA (Communication Workers of America) representation to avoid a disparate pay schedule. Staff is negotiating with the unions. In response to a question, Ms. Bruch said a $5 surcharge on each ticket funds school crossing guards. Award a contract for the Corporate Airplane Hanqer at Clearwater Airpark (02-0051-AP) to Caladesi Construction Company of Largo, Florida for the sum of $604,640.36, which is the lowest responsible bid, received in accordance with the plans and specifications. On June 15, 2000, the City approved a Supplemental JPA (Joint Project Agreement) with FOOT (Florida Department of Transportation) to design and construct two aircraft T- hangars and one corporate hangar at Clearwater Airpark. The two T -Hangars were constructed under a separate contract. The original agreement was for $600,000 at a reimbursable rate of 50/50. It since has been amended several times to add additional funds and modify the reimbursable rate to 80/20. This project will add a corporate hangar to allow aircraft currently using the airpark, but in the open environment because of size, to rent covered space. This project is keeping with the approved Airpark Master Plan and has the support of the Airport Advisory Board. This project will start as soon as possible after award and execution of the contract and is scheduled to be completed within 180 days. In response to a question, Mr. Morris reviewed project funding sources and said the lease terms are the same. This project will bring in approximately $6,000 more a month which would be split 75-25 with the FBO. He believed this project to be a good investment with a rapid payback. . Commission Work Session 2003-06-16 17 . . . Approve the McKim & Creed work order in the amount of $419.840 for enqineerinq desiqn services in expandinq the City of Clearwater Reclaimed Water System to serve the residents of the Seville and Sunset Drive area (02-0103-UT), approve the Cooperative Funding Agreement with the Southwest Florida Water Management District (SWFWMD) which provides funding of project costs up to $1,200,000. This item provides for engineering and design services for the construction of new reclaimed water transmission mains and distribution mains as outlined in the 1998 Reclaimed Water Master Plan Update (as updated in December 2001). The goal of this and all other reclaimed water projects is to reduce the amount of potable water and groundwater being used for irrigation and other non-potable uses. In addition, expansion of the Reclaimed Water Distribution System in accordance with Reclaimed Water Master Plan brings the City of Clearwater closer to achieving zero-discharge of effluent to Tampa Bay and adjacent surface waters. This project will target two areas, the primary portion being the Seville area with a smaller portion of the project along Sunset Drive in the Old Clearwater Harbor area. The new distribution system will provide reclaimed water to approximately 6 multi-family residential communities and 10 commercial customers. Also included in the work order for design is the replacement of potable water service lines in the Sunset Drive area. The design phase is anticipated to be complete by January 2004, with the construction phase scheduled for completion by September 30, 2005. McKim & Creed is one of the City's Engineers-of-record, and this work order was negotiated in accordance with the Consultants Competitive Negotiations Act. This item is a continuation of the development of an expanded reclaimed water system in the City. The purpose of this contract is to accept SWFWMD (Southwest Florida Water Management District) funding in support of constructing reclaimed water service to the Seville area and Sunset Drive area of the City. The Cooperative Funding Agreement between the City and SWFWMD includes reimbursement of up to 50% of the cost of design, permitting and construction costs for transmission and distribution of reclaimed water lines up to a maximum of $1.2-million. The City's estimated share of these project costs is $1.2-million. There is no cost to the City associated with the SWFWMD Agreement portion of the agenda item. Resolution 02-23 was passed on November 21, 2002, establishing the City's intent to reimburse certain project costs incurred with future tax-exempt financing. The projects identified with 2004 revenue bonds as a funding source were included in the project list associated with Resolution 02-23. In response to a question, Mr. Neff anticipated when reclaimed water lines are installed in Morningside in 2007/08, the reclaimed water system will have reached its capacity. He said that is why ASR is important. Use restrictions may be considered at that time. In response to a question, he said lines were installed prior to reconstruction of the Clearwater Mall site. Commission Work Session 2003-06-16 18 . Award a contract to Westra Construction Corporation of Palmetto. Florida. for the Drew and Union Streets Reclaimed Water System, Contract 1 - Pipeline Construction (01-00394-UT) and Union Street Forcemain (02-0010-UT) (Transmission Main Alternate) construction contract in the amount of $4,994,015.40, which is the only responsible bid received in accordance with plans and specifications. This item is a continuation of the development of a reclaimed water transmission and distribution system in the City of Clearwater. The purpose of this contract is to construct a reclaimed water system expansion in the Drew Street and Union Street areas to serve the recreational facilities, residents and businesses with reclaimed water for non-potable use. The project consists of approximately 16,900 linear feet of 24" and 16" transmission pipeline, and approximately 15,600 linear feet of 8", 6" and 4" distribution pipeline. The construction contract time is 480 calendar days, including the force main portion of the contract described below. The contract scope of work also requires the contractor to install approximately 4,500 linear feet of 30-inch force main along Union Street paralleling the reclaimed water main. This portion of the contract would have been performed as a portion of the Alligator Creek Master Pump Station project (02-001 O-UT). However, including this work in the reclaimed water project construction contract will save the City from paying for restoration costs under two separate contracts, and would disturb the affected neighborhood only once. Much of the distribution pipeline construction on this project will be installed by the directional drill technique. This is being done to minimize the impact of construction on the residents in the project area. . Construction is expected to start in July of 2003 and be complete by December of 2004. This project is consistent with the City of Clearwater's Updated Reclaimed Water Master Plan. McKim & Creed, the engineering design consultant for this project and an Engineer-of-Record for the City of Clearwater, has provided written recommendation to award the construction contract to Westra Construction Corporation. This project is being funded in part by a grant from SWFWMD (Southwest Florida Water Management District). The Cooperative Funding Agreement between the City and the SWFWMD includes reimbursement of 50% of the cost of transmission facilities up to a maximum of $2,103,985.00, of which $1,780,295.00 is for construction costs. Based on the covered costs in this contract and work order, $3,571,280.40, the directional bore under U.S. 19 by A&L Underground on the 2000 Reclaimed Water contract, $803,000, and the reclaimed water line on the Phillies Stadium property, $222,783.91, equaling a total of $4,597,064.31, the SWFWMD reimbursement would be the maximum of $1,780,295.00. The Del Oro and Union Street Booster Pump Stations, necessary for the operation of the Drew and Union RCW project, will be included as part of the future Del Oro Groves Reclaimed Water System project. This will allow the City to be eligible for 50% cost share from the Southwest Florida Water Management District (SWFWMD) Funding Agreement L053 for the additional design and construction costs. The Drew Street Connection Piping, bid as part of Contract 1, will also be included for L053 grant funding at a 50% cost share rate, up to a maximum of $1,120,000.00 in FY 03/04. . Resolution 02-23 was passed on November 21, 2002, establishing the City's intent to reimburse certain project costs incurred with future tax-exempt financing. The projects Commission Work Session 2003-06-16 19 . identified with 2004 revenue bonds as a funding source were included in the project list associated with Resolution 02-23. The Engineer's construction cost estimate for Contract 1 was $5,330,730. The McKim and Creed work order amendment to City Project No. 01-0039-UT includes construction engineering and inspection services for the installation of reclaimed water transmission and distribution pipelines, and booster pump station facilities. The scope of work includes construction administration, shop drawings review, coordination of progress meetings, review requests for payment, provide materials testing, provide record drawings, and project close-out. The construction services also include full time on-site construction review services for a construction period of 18 months, 16 of which will be for Contract 1. Assistance will be provided in the startup of the booster pump stations, adjusting of the PLC's, and coordination of the SCADA system. The cost for the construction engineering and inspection services is $312,640. This Amendment also includes the required survey and design modifications to revise the Drew and Union streets pipeline alignments. In addition to the pipeline revisions, provisions for the addition of chemical disinfection pumping and storage facilities are to be added to each booster pump station for the Union and Drew Streets Reclaimed Water Systems. The cost for the design modification work is $107,200, bringing the total for this Work Order Amendment to $419,840. In response to a question, City Engineer Mike Quillen said Westra Construction is doing projects on Island Way and the water plant. Staff is pleased with the quality of the firm's work. . Approve a work order to Parsons Enqineerinq, in the amount of $342,341 for enqineerinq desiqn services developinq the Public Water System Infrastructure Assessment and Capital Improvements Implementation Master Plan (02-0102-UT) approve a work order to McKim & Creed in the amount of $109,600 to perform a peer review of the prime consultant's findings. The Water System Master Plan formally will assess the City's Potable Water System Infrastructure and create a "roadmap" of system/departmental enhancements and/ or capital improvement projects determined to be required to meet future demand and regulatory requirements. A ten-year capital improvement plan will be developed and operational cost savings ideas will be identified and reviewed. Parsons Engineering was selected as the successful consultant through a RFQ/RFP (Request for Qualifications/Proposals) process in accordance with the Consultants' Competitive Negotiation Act (Florida State Statutes 287.055). McKim & Creed was selected to perform the peer review due to their ranking second in the selection process. Deliverables from this project will include two separate reports; 1) Infrastructure Assessment and 2) Capital Improvements Plan. Both final drafts will be complete by July 2004. . McKim & Creed will submit a formal report of their findings after review of the draft documents delivered by the prime consultant, Parsons. McKim & Creed also will be tasked with delivering a hydraulic model representing the City's potable water transmission and distribution system. McKim & Creed will use this hydraulic model to model various scenarios during the creation of the Master Plan. McKim & Creed also will provide for software setup and training to City Staff. Commission Work Session 2003-06-16 20 . . . The purpose of this contract is to replace aging potable water service lines to improve flow and pressure to customers of the City's water system and to reduce maintenance. This Project is the second phase of a multi-year program to replace older service lines that are constructed of galvanized pipe and copper tubing that deteriorate over time, causing line breaks, and reduction of flow capacity and pressure to individual customers. This 2003 phase involves that portion of Clearwater lying north of Drew Street to Sunset Point Road, and east of Fort Harrison Avenue to Kings Highway. The award of this contract is by change order to the existing contract for the 2002 Water Service Line Replacements project, previously awarded to Westra Construction Corporation, with the addition of a 10% contingency item, which was not included in the 2002 contract. Applying Westra's 2002 unit prices to the 2003 bid quantities yields a sub-total of $625,120, which sums to the $687,632 award with addition of the $62,512 "10% Contingency" item. The 2003 contract award to the Westra Construction Corporation, by this method, has been determined to be in the best interest of the City for this project, based upon Westra's performance on the 2002 project. Resolution 02-23 was passed on November 21, 2002, establishing the City's intent to reimburse certain project costs incurred with future tax-exempt financing. The projects identified with 2004 revenue bonds as a funding source were included in the project list associated with Resolution 02-23. Anticipated completion date is November 30, 2003. The work in this project will occur only up to, and possibly including, the customer's meter and meter box (the City's maintenance limits) - each customer is responsible for their own service lines from the meter to their houses (the customer's service line maintenance limits). In response to a question, Mr. Neff said the City needs to rest its well fields. As production needs increase, the City's well field may need to be expanded. While the City may never be self-sufficient, it can reduce its need to purchase more expensive water. In response to a question, Public Works Administrator Mahshid Arasteh said approximately 12 years ago when the City replaced pipes, McKim & Creed developed a model in-house for the City at the City's expense. The model is out of date, however, the City wants control of the model. The City wants control of all models that indicate what is happening to City systems. Approve award of the 2003 Water Service Line Replacements Contract (o3-005-UT) to Westra Construction Corporation of Palmetto, FL, via Change Order #1 to the 2002 contract (99-0078- UT), in the amount of $687,632 for a new contract total of $1 ,299,382. In response to a question, Mr. Johnson said the City does not require customers to replace water lines between the meter and house. Commission Discussion Items Vessel Exclusion Zone Mr. Morris reported a Clearwater Pass motel property owner had requested reconsideration of a vessel exclusion zone to discourage rowdy behavior by boaters who Commission Work Session 2003-06-16 21 . . . anchor off Shepherds. Mr. Morris said he discussed the issue with the State, which feels increased law enforcement is needed. Six property owners along the Pass support a vessel exclusion zone and three oppose it. Mr. Morris said he would be reluctant to go forward with a vessel exclusion zone without a means to enforce it. It was suggested affected properties could fund enforcement efforts. Concern was expressed a vessel exclusion zone would cause unsafe swimming conditions for boaters who anchor in Clearwater Pass, which has strong currents. The City Manager noted the City Commission previously had voted against imposing a vessel exclusion zone. In response to a question, Mr. Morris said the MAS has reported since implementation of the new noise ordinance, the volume of noise from Shepherds has diminished. It was indicated when law enforcement of Clearwater Pass increased, behavior problems decreased. It was suggested owners of affected properties be polled regarding their willingness to help defray related costs. It was felt since Shepherds attracts businesses disruptive to nearby properties, they should be asked to pay for enforcement. In response to a question, Mr. Morris said the Coast Guard is always willing to support law enforcement efforts but primarily is tasked with Homeland Security issues. Also Coast Guard vessels cannot go into shallow water due to their deep drafts. The Coast Guard does not wish to operate as the City's marine police. The Power Squadron is tasked with boater education, not law enforcement. Staff will survey property owners regarding their willingness to fund enforcement. It was requested staff report on how much marine enforcement would cost. Pinellas Mobility Initiative. In her June 10, 2003, memorandum, Public Works Administrator Mahshid Arasteh reported on June 11,2003, the steering committee of the PMI (Pinellas Mobility Initiative) will make a recommendation to the Pinellas County MPO (Municipal Planning Organization) regarding the route selection for the monorail and provide new information for consideration by the MPO. The MPO needs the recommendations and information to make a decision relevant to a New Starts Application with the FTA (Federal Transit Administration). This application is for funding the preliminary engineering phase of the project. The recommendation and information: 1) route selected for LPA (Locally Preferred Alternative is alternative G, which is the full Monorail system also known as the route from Clearwater beach to downtown St. Petersburg, and north to SR 580. This is with the understanding that there will ultimately be a follow-up phase along Alternate US 19, which is in accordance with the MPO's original policy plan. The consultant has presented the MPO with reports on technology selection, governance, and funding for both capital outlay and operations/maintenance. The technology selected is the elevated monorail everywhere in the system except for Central Avenue in downtown St. Petersburg. Central Avenue will be at grade as the choice of the City of St. Petersburg. Commission Work Session 2003-06-16 22 . The governance issue, a hot topic of discussion with the PST A and Board of County Commissioners, does not need to be decided in the next few months in order to satisfy New Starts procedures. The governance issue can be considered in parallel with the Preliminary Engineering phase of the program. The ultimate funding for construction of the project must be in place prior to the program entering the final design phase. The first segment of the monorail system to be deployed will be determined as part of the preliminary engineering process. The preliminary engineering phase of the program can proceed once the FT A approves the application. In transit projects, preliminary engineering is the same type of work as PD&E (Project Design and Environment) in roadway design. Commissioner Gray reported the MPO (Municipal Planning Organization) will make a decision in July regarding making application for project alternatives. Michael Crawford of Grimail-Crawford said a 38-mile monorail, enhanced by bus and trolley, is being considered. Construction is estimated to cost $1.5-million per mile. Operational and maintenance costs are estimated at $38-million. . Mr. Crawford reviewed possible funding sources, stating a one-cent local option sales tax dedicated to transit use could generate $116-million per year. The project will request Federal-matching funds. He estimated the project will cost $1.2-billion over 10 years. A steering committee is gathering public input and gauging support for a tax. Before any money is spent, public sentiment will be gauged. The governance issue, regarding which entity will own and operate the system, can be resolved when the final design is completed. Mr. Crawford said a funding source must be identified. In response to a question, Mr. Crawford said a daily ridership of 50,000 has been estimated. An automated system, without operators, is proposed. He believed 50,000 daily riders would not cover all operating costs. The Commission supported the Pine lias Mobility Initiative. Other Commission Action Commissioner Jonson said it not to early for Commissioners to seek reappointment to a Florida League of Cities Advocacy or Legislative Committee. Commissioner Jonson expressed concern regarding legislative issues to be considered during the next Special Session. Commissioner Jonson reviewed San Antonio, Texas' historic preservation efforts and special codes applicable along River Walk. Commissioner Jonson thanked staff for organizing last weekend's Neighborhood Conference, which received favorable comments from attendees. Mavor AunQst said he would provide for review materials he had received at the U.S. Mayors Conference. . Commission Work Session 2003-06-16 23 . . . Mavor AunQst questioned the status of the parking garage at Pelican Walk. The City Attorney said she expected a draft of the agreement shortly. Adjourn The meeting adjourned at 12:45 p.m. Commission Work Session 2003-06-16 24