06/01/2015 Council Work Session Meeting Minutes June 1, 2015
City of Clearwater
City Hall
112 S. Osceola Avenue
Clearwater, FL 33756
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Meeting Minutes
Monday, June 1, 2015
1 :00 PM
Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes June 1, 2015
Roll Call
Present 5 - Mayor George N. Cretekos, Vice Mayor Jay E. Polglaze, Councilmember
Doreen Hock-DiPolito, Councilmember Hoyt Hamilton, Councilmember
Bill Jonson (arrived — 1:21 p.m.)
Also Present: William B. Horne 11, City Manager, Jill Silverboard —Assistant City
Manager (Arrived 1:07 p.m.), Pamela K. Akin - City Attorney,
Rosemarie Call - City Clerk, and Nicole Sprague— Official Records and
Legislative Services Coordinator
To provide continuity for research, items are listed in agenda order although not necessarily
discussed in that order.
1. Call to Order— Mayor Cretekos
The meeting to order at 1:02 p.m. at City Hall.
2. Presentations — Given.
2.1 Transforming Local Government (TLG) Alliance for Innovation - Outstanding
Achievement in Local Government Innovation Award
The award was presented to Dave Porter, Public Utilities Assistant Director.
3. Office of Management and Budget
3.1 Amend the City's fiscal year 2014/15 Operating and Capital Improvement Budgets at
mid-year and pass Ordinances 8743-15 and 8744-15 on first reading.
The fiscal year 2014/15 Operating and Capital Improvement Budgets were
adopted in September 2014 by Ordinances 8585-14 and 8586-14. Section
2.521 of the City's Code of Ordinances requires the City Manager to prepare a
quarterly report detailing income, expenditure estimates, collections, the
explanation of significant variances, as well as the financial status of all capital
improvement projects.
4. Parks and Recreation
4.1 Approve a proposal by Construction Manager at Risk Keystone Excavators, Inc., of
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Council Work Session Meeting Minutes June 1, 2015
Oldsmar, Florida in the amount of$121,065.90 for site work to renovate Pier 60 Park
and authorize the appropriate officials to execute same. (consent)
In Fiscal Year 2010/11, the City Council approved a new Capital Improvement
Project for$510,000 to fund repairs and improvements to Pier 60 Park. On
May 16, 2013, the Council approved modifying the scope of the project to
include construction of a military flag display/court in Pier 60 Park.
This proposal will provide for the demolition and removal of existing sidewalks
and seating walls in the park as well as needed site work to construct new
sidewalks, seating wall, site furniture, ground renovation, and special event
layout improvements.
Installation of the sidewalks, lights, seat walls, irrigation systems, sodding, and
site amenities will be constructed by others. The construction duration for the
project is 120 days, commencing in August and completed prior to Spring
Break 2016.
On June 6, 2013, the Council approved Construction Manager at Risk Services
(CMR) for continuing contracts with several construction contractors including
Keystone Excavators, Inc.
Keystone Excavators was selected under the RFQ (Request for Qualifications)
process based on qualifications, experience on similar projects, staff
experience and availability, and knowledge of city standards. Keystone has
been the selected low bidder on many past city projects of similar scope and
the City was pleased with their performance.
Keystone Excavators was selected for this particular project due to their
knowledge and past experience working on Clearwater Beach and the
extensive knowledge of the underground utility work existing in the park.
Future maintenance of the park will be provided by existing park maintenance
staff. There will be neither additional staff requirements nor additional
operating impacts for this project.
This item supports the City's Strategic Vision to provide quality facilities (Pier
60 Park) for not only the enjoyment by residents but to promote tourism of
Clearwater Beach.
APPROPRIATION CODE AND AMOUNT:
Sufficient funds are available in Capital Improvement Program project
315-93624, Pier 60 Park Improvements, for this contract.
In response to questions, Parks and Recreation Director Kevin Dunbar said
the scope of work includes doubling the size of the sidewalk and installing a
sand retaining wall. Mr. Dunbar said landscaping will not be part of the scope
of work.
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4.2 Award a contract (purchase order) to Grosz Construction Company, Inc. of Tampa,
Florida, Bid 08-0064-PR-A, for the amount of$119,172.35 for the construction of a
maintenance storage building in Mandalay Park, and authorize the appropriate
officials to execute same. (consent)
On November 14, 2014, the City Council approved an agreement with Fields
Inc. of Clearwater, Florida for the operation and maintenance of the Barefoot
Beach House located at 332 S. Gulfview Blvd. from January 1, 2015 through
December 31, 2019.
A part of the agreement included provisions for Fields Inc. to fund the
construction of a new maintenance building to house Parks and Beautification
equipment and employees as well as renovate and enlarge the existing
restrooms.
Before renovations to the restrooms can begin at the Barefoot Beach House a
new maintenance building needs to be constructed to replace the current
space located at the Barefoot Beach House.
This contract is for the construction of a block storage building, approximately
884 sq. ft., similar in construction material and design as the existing restroom
building in Mandalay Park. It is situated in a manner that will not detract from
the park and park users.
If approved, the building will be completed by October 2015. At that time,
Parks and Beautification staff will vacate the space at Barefoot Beach House
and begin operations at Mandalay Park. Also, Phase I construction work on
the Barefoot Beach House will begin. Phase I will consist of expanding the
women's restrooms from 5 water closets to 13. Phase II renovations to the
men's room and one companion restroom will begin one year later.
This item supports the City Strategic Vision by providing not only quality
facilities and improvements to maintain the city infrastructure but also provides
efficiency in partnering with other local businesses to fund and operate city
owned facilities.
APPROPRIATION CODE AND AMOUNT:
Funds are available in Capital Improvement Program project 315-93646,
Restroom Expansion Barefoot Beach House.
In response to questions, Parks and Recreation Director Kevin Dunbar said
the facility will be west of the fire station. The City Manager said staff is
considering moving up renovation plans for Fire Station 46 since Fire Station
47 will no longer be relocated. Legal has requested that staff research all the
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limitations placed on the property. Mr. Dunbar said the cost for a temporary
structure would be $65,000 to $70,000. The proposed structure will have the
same look and feel as the restrooms in Mandalay Park. Mr. Dunbar said the
shared driveway would reduce the impervious surface, there will be only one
or two staff parking spaces for unloading. Staff parking will be located at the
Duke Energy lot along the intercoastal. The restrooms will be completed by
Spring Break of next year.
Discussion ensued with suggestions made that the project could be delayed
so that it can be incorporated with the fire station.
Mr. Dunbar said delaying the project another Spring will "further the restroom
deficiency on the south end of the Beach. The City Manager said Council has
not nailed down the additional structures desired in that location.
5. Police Department
5.1 Approve the Electronic Surveillance Support Team Multi-Agency Voluntary
Cooperation Mutual Aid Agreement for law enforcement services between The Florida
Department of Law Enforcement (FDLE) and the City of Clearwater, effective upon
execution through February 28, 2019, and authorize the appropriate officials to
execute same. (consent)
Mutual aid agreements among law enforcement agencies are authorized by
Chapter 23, Florida Statutes, for rendering voluntary assistance of a routine
law enforcement nature to one another across jurisdictional lines by and
between such agencies to such lawful activities and to enter into an operational
assistance agreement whereby each agency may request and render law
enforcement assistance to the other law enforcement agencies during
emergencies under Section 252.34, Florida Statutes.
FDLE and each agency party to this agreement has custody and control of
technical assets including but not limited to covert camera systems (including
internet-based systems), cellular locating equipment, global positioning satellite
(GPS) tracking equipment, and video and audio enhancement equipment, all
of which is used in surveillance and location of subjects of violent criminal or
missing persons investigations.
Technical assistance is necessary for the deployment and effective use and
operation of these technical assets, and certain requests for electronic
surveillance support may require more resources, specially trained personnel
or advanced technical equipment than a single agency can provide.
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The parties have determined that they can make efficient use of their powers
and resources, in certain criminal cases that may require specialized expertise
and have the potential to cross jurisdictional lines, through coordination and
sharing of specialized technical resources and personnel.
When engaged in Electronic Surveillance Support Team (ESST) operations
that have been approved by and involve FDLE, as contemplated by the Mutual
Aid Agreement, ESST members who do not otherwise have jurisdictional
authority shall have full jurisdictional authority anywhere in the State of Florida,
although principally focused within their "standard operational area" as set forth
in Addendum A, with full power to enforce Florida laws and to avail themselves
of the provision of this Agreement.
The parties agree to carry out their respective duties and responsibilities as
outlined in the Electronic Surveillance Support Team Multi-Agency Voluntary
Cooperation Mutual Aid Agreement (ESST MAA), subject to controlling law,
policies or procedures, and in consideration of the mutual interests and
understandings expressed in the agreement.
The agreement before Council replaces the one currently in effect due to the
appointment of a new FDLE Commissioner. The City Attorney and Police
Chief recommend approval.
APPROPRIATION CODE AND AMOUNT:
There is no cost associated with the ESST MAA.
6. Engineering
6.1 Approve a six-month extension of the License Agreement between the City of
Clearwater and Salt Block 57, LLC, for the exclusive use of City Parking Lot 32, and
authorize the appropriate officials to execute same. (consent)
Salt Block 57, LLC, is completing the construction phase of a project at 430
Gulfview Boulevard (FLD2013-04015). When complete, the new development
will provide 230 hotel units at the location of the former Adams Mark Resort.
The location is adjacent to City Parking Lot 32 which contains 65 metered
spaces, three handicapped spaces and four reserved spaces. Salt Block 57
has approached the City with a request to extend their current agreement for
exclusive use of Parking Lot 32 for a period of six months. The proposed
License Agreement provides for the lot to be used for worker parking and
access for trucks delivering materials to the construction site.
The City of Clearwater Code of Ordinances contains a schedule of fees, rates
and charges to be paid for a temporary use of designated parking spaces for
limited special purpose. Accordingly, the proposed License Agreement
requires a license fee to be paid in advance quarterly. Salt Block 57 will be
responsible for $204,755.20, payable in two quarterly installments of
$102,377.60, which includes all applicable sales taxes and ancillary fees,
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commencing upon the effective date of the extended term.
Additionally, upon the termination or expiration of the agreement, Licensor and
Licensee agree that on the Effective Date of this Second Amendment,
Licensee's use of the Licensed Premises has caused deterioration of the
parking lot such that restoring it to the condition that existed on the Effective
Date of the License will require, at a minimum, milling and resurfacing the full
asphalt surface, re-striping of the entire lot and replacing the south sidewalk
and adjacent curbing (Restoration Activities).
Licensee shall be solely responsible for restoring the parking lot as required
herein. Licensee shall complete restoration activities within sixty days of the
termination or expiration hereof(Restoration Period). Licensee shall pay to
Licensor, the License Fee, prorated for each day of the Restoration Period.
Licensee, at its expense, shall be responsible for obtaining any permits and
approvals required to perform Restoration Activities as required herein.
Licensee shall make no improvements (other than Restoration Activities as
required herein) to the Licensed Premises, or otherwise encumber the
Licensed Premises, without the express written consent of duly authorized
Licensor officials. All other terms and provisions of said License Agreement not
amended hereby remain unchanged and in full force and effect.
APPROPRIATION CODE AND AMOUNT:
0435-00000-362101-000-000-0000 $102,377.60
A midyear amendment will increase the Parking Rental (362101) Revenue by
$102,377.60. Additional Parking Rental Revenue of$102,377.60 will be
included in the Fiscal Year 2016 Parking Revenue budget upon approval.
In response to questions, Parking Manager Eric Wilson said the extension will
be effective from July 15, 2015 through January 15, 2016. Salt Block 57, LLC
will be responsible for resurfacing and restriping the parking lot and replacing
the curb and sidewalk at the southern portion of the lot. Staff anticipates this
will be the last extension as Salt Block 57, LLC expects to open the parking lot
next spring.
6.2 Approve the final version of the Florida Department of Transportation (FDOT) Traffic
Signal Maintenance and Compensation Agreement, which allows the City to be
financially reimbursed by FDOT for maintaining state traffic signals on the state
highway system within the city limits and authorize the appropriate officials to execute
same. (consent)
On October 15, 2014, City Council executed the first revision of the FDOT
Traffic Signal Maintenance and Compensation Agreement which replaced the
existing agreement that had been in place between FDOT and the City for
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several years.
In the Fall of 2014, FDOT informed all maintaining agencies in the state that
there would be a final version of the agreement coming in 2015 for their review
and approval. FDOT has revised the original agreement approved by City
Council in October, 2014 by adding new language, mostly related to
maintenance records and performance measures. Traffic Operations staff has
reviewed the final version of the agreement and supports the changes and
additional language incorporated by FDOT.
FDOT has requested that all maintaining agencies approve the final
maintenance agreement and return two executed copies to FDOT.
The final maintenance agreement will continue to allow the City to be
reimbursed for maintenance performed by the Traffic Operations Division on
the state's traffic signals within the City of Clearwater.
Traffic Operations Manager Paul Bertels said the agreement addresses all
state intersections within city limits (i.e., Gulf to Bay Boulevard, SR 590, US
Hwy 19, SR 580, Missouri Avenue).
6.3 Award a contract to Caladesi Contractors, Inc. of Largo, Florida in the amount of
$176,165 for construction of the Reverse Osmosis Plant 1- IPP Monitoring Project
(15-0011-LIT), which is the lowest responsible bid, received in accordance with the
plans and specifications for this project and authorize the appropriate official to
execute same. (consent)
The project consists of construction of sanitary sewer manholes, gravity
pipes and appurtenances to establish a single monitoring point of
discharge from the Reverse Osmosis Plant 1 to the waste collection
system.
The goal of this project is to meet the Industrial Wastewater Discharge
Permit's requirements.
The project was designed in-house under the supervision of the City
Engineer. Two bids were received and Caladesi Contractors, Inc. was the
lowest in the amount of$176,165. After comparing and evaluating the
bids, it is staff's recommendation to award the construction of the project to
Caladesi Contractors, Inc.
It is anticipated that construction will be accomplished in 120 days and be
completed by November 2015.
The City of Clearwater's Public Utilities Department is responsible for
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owning, operating and maintaining the Reverse Osmosis Plant 1.
APPROPRIATION CODE AND AMOUNT:
Sufficient budget and revenue are available in project 0315-96764, RO
Plant Expansion, in the amount of$176,175.00.
Appropriation Codes: 0315-96764-563800-533-000-0000
$176,175.00
In response to questions, Engineering Manager Rob Fahey said a bidder may
have been more conservative with their submission than the other. The work
will commence within thirty days of the contract being awarded. The City has
worked with both contractors.
6.4 Provide direction regarding a policy for brick streets. (WSO)
The City Manager said the Harbor Oaks Neighborhood Association has
requested city support to not resurface streets with asphalt but to install brick
streets. If there is council support, staff recommends to implement the policy
citywide.
Engineering Assistant Director Scott Rice said properly constructed and
maintained brick streets can last three times longer than an asphalt street,
however the initial cost is six times greater($9.00/sq.ft. versus $1.50 1sq. ft.).
The cost estimate was obtained from a local contractor who has installed both
types of pavement in the area and is one of the City's construction managers
at risk. Brick streets can be aesthetically pleasing, slow down traffic, and stay
cooler in hot weather, but are more time consuming to install and difficult to
seamlessly spot repair. Mr. Rice said brick streets are difficult to stripe, may
raise ADA concerns at intersections, and may not be conducive to bicycle
traffic. If council supports implementing a brick street citywide policy, staff
requests direction on who would fund the increased cost and what percentage
of property owners in favor of the brick streets would be required.
Councilmember Hock-DiPolito provided copies of recent articles, pricing
information, and sample policy.
In response to questions, Engineering Director Mike Quillen said staff has
researched other cities who have established a brick street policy. Assistant
City Manager Jill Silverboard said staff research has focused on cost
differential, construction costs, maintenance costs, and implemented policies.
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Regarding the required percentage of property owners supporting the brick
streets, council direction is needed on whether the policy will be implemented
on a street by street basis or require consistency within the neighborhood.
It was mentioned that the City of Largo approached the federal government for
funding to replace their brick streets.
Discussion ensued with consensus for staff to draft a policy requiring property
owners to contribute 100% for the differential of the asphalt cost.
Staff was directed to provide information regarding what other local cities
considered when establishing their policy.
7. Planning
7.1 Approve the amended boundaries for the US 19 Corridor Zoning District Regional
Center, Neighborhood Center, and Corridor subdistricts, and adopt Resolution 15-12.
City Council approved Resolution 15-02 on January 15, 2015, which
established boundaries for the US 19 Corridor Zoning District Regional Center,
Neighborhood Center, and Corridor subdistrict. This resolution also requested
that the Pinellas Planning Council (PPC) amend the updated Countywide Plan
Map to apply the Activity Center (AC) category and the Multimodal Corridor
(MMC) category consistent with the Centers and Corridor subdistricts.
The PPC approved the repeal and replacement of the Countywide Plan for
Pinellas County, including the updated Countywide Plan Map, on April 8, 2015.
Subsequent to that PPC meeting, 25 Countryside West, LLC, owner of the
former Countryside Executive Golf Course, requested its parcel be removed
from the proposed Regional Center subdistrict of the US 19 Corridor Zoning
District. Approval of this request would mean that the 44.2 acre parcel, located
generally at the northwest corner of Countryside Boulevard and Enterprise
Road, would remain designated Residential Urban (RU) on the City's Future
Land Use Map, and the consistent category per the updated Countywide Rules
would be applied on the Countywide Plan Map upon its adoption.
In order to make this change, City Council would need to approve it by way of
Resolution 15-12 and request that the property not be included as Activity
Center (AC) on the updated Countywide Plan Map when the Board of County
Commissioners, acting as the Countywide Planning Authority (CPA), adopts
the new Countywide Plan. The CPA public hearings are scheduled for July
and August 2015.
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Resolution 15-12 Exhibit B depicts the proposed amended boundaries for the
aforementioned Activity Center (AC) and Multimodal Corridor (MMC)
categories as would be designated on the updated Countywide Plan Map. The
Planning and Development Department recommends approval of Resolution
15-12. Upon approval, the City will transmit the amended boundaries to PPC
staff to include on the updated Countywide Plan Map for CPA approval.
In response to a question, Planning and Development Assistant Director Gina
Clayton said the parcel being removed from the countywide map will retain its
current residential land use category, subject to the densities and intensities
currently in place. It will not be part of the new regulatory framework for the US
19 corridor.
8. Information Technology
8.1 Approve the a contract (purchase order) in the amount of$455,584 and award bid
15-15 to GeoNexus Technologies, Inc., Ann Arbor, MI for field mobility software and
integration services, and authorize the appropriate officials to execute same. (consent)
GeoNexus Technologies, Inc. (GeoNexus) was the lowest and responsive
bidder for bid 15-15. GeoNexus will provide field mobility software solutions for
integration of the City's GIS (geographic information systems) and Asset
Management software systems. The City's use of GIS and Asset Management
software by field operations across multiple departments has increased
significantly over the past six years. This software solution will simplify and
streamline the field experience by providing a single application from which
field personnel can access and reference data from multiple existing systems.
City infrastructure maintenance operations (including Gas, Water, Reclaimed
Water, Urban Forestry, Stormwater and Water Pollution Control) perform
thousands of tasks, both service order requests and maintenance work orders,
over the course of a year. Improved efficiency of data access and data entry
from the field will improve the quality of decisions and data entry, and
subsequently increase efficiency and productivity.
The project will include four major modules: sync, map, mobility and sketch.
Each of these modules will perform separate service enhancements for field
users. Sync synchronizes the data between the GIS system and WAM
system. Map is the online web-mapping interface that allows users of WAM to
interact with data via a map. Mobile is the mobile interface, which allows
interaction with WAM on any mobile device. Sketch allows field crews to submit
GIS and other map errors directly to the office for correction.
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APPROPRIATION CODE AND AMOUNT:
Funds are budgeted in the existing CIP budgets within the user departments to
fund this project:
• Gas - 0315-96389-5643000-519 ($125,678.34)
• Public Utilities - 0327-96523-564300-535 & 0327-96743-564300-535
($235,646.90)
• Stormwater - 0315-96124-564300-539 ($62,839.17)
• Parks and Recreation - 0315-94878-5643000-519 ($31,419.59)
9. Public Utilities
9.1 Award a contract (blanket purchase order) to Matheson Tri-Gas LLC, Inc., of Pinellas
Park, FL, in the annual amount of$44,400, for liquid Oxygen, for a one-year period,
with two additional annual extensions, and authorize the appropriate officials to
execute same. (consent)
Liquid Oxygen is used at the City's Reverse Osmosis Water Treatment Plant 2
to generate ozone, which is used to remove hydrogen sulfide as part of the
treatment process to produce drinking water. This is a necessary step in the
treatment process of drinking water in order to meet the requirements of the
Florida Department of Environmental Protection.
In response to Clearwater Bid 38-15, two submissions were received on April
22, 2015, with Matheson Tri-Gas LLC., representing the lowest, most
responsive bidder at$0.0592 unit/lb. The price of$0.0592 unit/lb is firm for
one year. At the time of the second and third year renewals, the vendor is
allowed an increase according to the Producer Price Index.
APPROPRIATION CODE AND AMOUNT:
Funds for this contract are available in the Water and Sewer Utility Fund,
Water Production operating cost code 0421-02053-551000-533-000-0000.
9.2 Award a contract (Blanket Purchase Order) to SNF Polydyne Inc., of Riceboro, GA, in
the annual amount of$451,000, for Polymer Services for a one-year period, and
authorize the appropriate officials to execute same. (consent)
Polymer is used at the City's three Water Reclamation Facilities (WRF) to
thicken biosolids and reduce the amount of water in the final dewatered cake;
thereby, reducing hauling and disposal costs. Biosolids must be processed
daily at all three facilities to meet permit requirements.
In 2011, the City entered into a Performance Based Contract with Siemens
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Council Work Session Meeting Minutes June 1, 2015
Industry, Inc. that included the installation of centrifuge dewatering devices to
replace existing, outdated and inefficient belt filter presses. The centrifuges are
now operational; however, this change in technology requires a re-evaluation
of the type and quantity of polymer used by the new centrifuges.
The Siemens-managed polymer testing has yet to identify a definitive "most
appropriate and cost-effective" polymer for use with the new centrifuge units.
One year ago, two of four solicited polymer manufacturing/supply firms
expressed interest in testing and quoting to Siemens within the new
parameters, and they were approved to conduct jar testing. To date, only one
firm has tested and provided resulting documentation along with a price quote,
SNF Polydyne, Inc. (the City's current polymer supplier). Others have declined
for various reasons; most often referenced was that their manufacturing
location would make transportation inefficient and cost prohibitive, given the
relatively small quantities of polymer required by the City. Since SNF Polydyne
conducted their testing and provided their quote last year, no other firm has
expressed an interest to conduct tests and provide a quote for polymer. Staff
has requested that Siemens continue attempting to locate an additional
supplier that can meet the performance requirements at a reasonable cost; to
date they have not located any additional firms. Therefore, the only polymer
that can be utilized at this time is that supplied by SNF Polydyne, and no
additional bids have been obtained.
The current contract for polymer supply with SNF Polydyne, Inc. expires on
June 30, 2015. SNF Polydyne has agreed to hold the current contract price of
$1.05 per pound for the next contract period. Staff recommends this BPO be
awarded to the one company who was willing to fully test, document, and quote
their product.
APPROPRIATION CODE AND AMOUNT:
Sufficient budget is available in the Water and Sewer Utility Fund operating
cost center 0421-01351-551000-535-000-0000, WET Operations, to fund
$113,366.12 of the current year cost of this contract increase and is planned in
the budget request to be brought forward for Fiscal Year 15/16 in the amount
of$337,633.88.
9.3 Award a new contract (purchase order) to Xylem, Inc. of Apopka, Florida in the
amount of$300,000.00 for Flygt Pumps, replacement parts and factory authorized
service, for the contract period of May 21, 2015 through March 31, 2016, and
authorize the appropriate officials to execute same. (consent)
Flygt Pumps are standardized in the city wastewater facilities for lift stations,
submerged internal recycle and backwash pumping applications due to
reliability of the pumps and to facilitate operational and maintenance efficiency.
Standardization of pumping equipment reduces redesign/retrofit of the piping
systems and overall down time, which is critical to maintaining regulatory
compliance. Standardization also reduces the required stocking of parts and
replacement pumps, and the cost of maintenance operations.
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Xylem, Inc. (formerly ITT Water and Wastewater, Florida LLC) of Apopka,
Florida is the sole source vendor for Flygt pumps, replacement parts and
factory authorized service in Florida, east of the Apalachicola River. Public
Utilities staff has negotiated with Xylem, Inc. to honor the Hillsborough County
Public Utilities Department's BPO discount from the most recent
manufacturer's published price list on pumps, parts and labor. Sole source
purchase of these pumps, parts and services meet all requirements of Section
2.564 (1)(b) Code of Ordinances.
The previous contract for$375,000.00 was approved by Council on May 3,
2012, and extended for the period April 16, 2014 through April 30, 2016. The
current balance of BR508064 is $58,056.06. The low balance and the sudden
demand for pump repairs and replacements require a new Blanket Purchase
Order at this time to assure adequate ability to address emergency repairs.
The projected contract amount is based on anticipation of pumps and/or pump
stations being repaired and refurbishment of stations in-house, due to known
upcoming projects and historic usage rates.
APPROPRIATION CODE AND AMOUNT:
Sufficient budget is available in the Water and Sewer Utility Fund, WET
operating cost center 0421-01351-550400-535-000-0000 to fund $49,336.12 of
the Fiscal Year 2014/2015 cost and is planned in the budget request to be
brought forward for Fiscal Year 2015/2016 in the amount of$68,024.05, and in
the Maintenance operating cost center 0421-01347-550400-535-000-0000 to
fund $76,778.53 of the Fiscal Year 2014/2015 cost and is planned in the
budget request to be brought forward for Fiscal Year 2015/2016 in the amount
of$105,861.30.
10. Solid Waste
10.1Approve an annual contract (blanket purchase order) and two, one-year renewal
terms at the City's option with Iron Container LLC of Miami and Lake Alfred, FL in the
annual amount of$125,000 for the purchase of roll-off containers, and authorize the
appropriate officials to execute same. (consent)
The City of Clearwater's Solid Waste Department collects recycle material,
yard waste, bulk trash, and construction and demolition debris from both
commercial and residential customers. Large amounts of this debris are
transported in roll-off containers by city collection vehicles to state-permitted
disposal facilities.
The Department performs repairs on the roll-off containers to the extent
possible but eventually replacement is necessary. Also due to the increase of
construction work in Clearwater, more roll-offs will be required. This contract is
for the purchase of roll-off containers.
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Council Work Session Meeting Minutes June 1, 2015
In April 2015, Purchasing advertised Invitation to Bid 31-15 for roll-off
containers. Five bids were received on April 21, 2015. Iron Container LLC
was the lowest-priced, responsive and responsible bidder. The bid allows for
two, one-year extensions following the initial one-year term.
APPROPRIATION CODE AND AMOUNT:
Funding for this contract is available in capital project 315-96444, Commercial
Container Acquisition.
10.2Approve annual purchase order (contract) and two renewal terms at the City's option,
in the annual amount of$220,000 to J. Grez Transport, Inc. of Tampa, FL for yard
waste hauling as required by the Solid Waste Department and authorize the
appropriate officials to execute same. (consent)
The City of Clearwater's Solid Waste Department collects yard waste from
commercial and residential customers. This yard waste is transported by city
vehicles to the city's state-permitted yard waste transfer facility located at 1701
North Hercules Avenue and it is subsequently loaded in the contractor's
tractor/trailer for hauling. The contractor transports the yard waste to a state
registered facility.
The specifications for the yard waste hauling bid included a description of yard
waste (loose or bagged grass clippings, loose or bagged leaves, tree
trimmings, logs, stumps and other vegetative material), trailer requirements
and availability, hauler duties, and billing requirements. It was estimated that
10,000 tons will be hauled annually, and the only price to be charged for this
service will be a per ton price.
In April 2015, the Purchasing Department advertised an Invitation to Bid 43-15
for yard waste hauling services. Three bids were received on May 6, 2015. J.
Grez Transport. Inc of Tampa, FL was the lowest bidder. The bid allows for
two, one-year extension following the initial one-year term.
The Solid Waste Department requests approval of this item.
APPROPRIATION CODE AND AMOUNT:
Operating Funds are available in cost code 424-02082-543500 Dump Fees.
10.3Approve an annual blanket purchase order (contract) and two renewal terms, at the
City's option, in the annual amount of$200,000 to Toter Incorporated of Statesville,
NC for residential container purchases and authorize the appropriate officials to
execute same. (consent)
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The Solid Waste Department collects refuse and recycling from residential
customers in 64 and 96-gallon plastic containers. In 2012, the Department
switched the type of residential container used to collect solid waste and
recycling to a Toter product due to price, warranty and durability.
Toter Incorporated is being recommended again because of their durability,
uniformity with the containers currently issued, and the ability to be stacked
after they are completely assembled due to limited storage space. These carts
are rotationally molded and made from medium density polyethylene, which
resists cracking and deformation better than injection molded containers.
The Toter contract is available via piggyback through the National IPA, bid by
the City of Tucson, AZ, and authorized for use by City Code Section 2.564,
Exceptions to bid and quotation procedure, (d) authorizing use of contracts
previously awarded by other governmental entities. The multi-agency
aggregate volume on this contract affords the City competitive pricing that
would not be possible if the City obtained a bid on its own.
Toter Contract 120576 is effective January 31, 2013 through January 30, 2018.
The contract provides for carts/containers in different sizes and colors, as well
as incorporating custom markings. Staff requests authorization of the initial
one-year term (June 2015 - May 2016), a one-year extension (June 2016 - May
2017), and the final term of eight months (June 2017 - January 2018) to be
concurrent with Contract 120576.
APPROPRIATION CODE AND AMOUNT:
Funds are available as part of the Fiscal Year 2014/15 and Fiscal Year
2015/16 Capital Improvement Project budgets for Solid Waste and Recycling:
• 0-315-96443-550400-534-000-0000 (Solid Waste Residential Container
Acquisition - Operating Supplies & Materials)
• 0-315-96804-550400-534-000-0000 (Recycling Container Acquisition -
Operating Supplies & Materials)
10.4Approve an annual contract (blanket purchase order) with Wastequip, LLC,
Statesville, NC in the amount of$175,000 for the purchase of compactors and
compactor parts and authorize the appropriate officials to execute same. (consent)
The City of Clearwater's Solid Waste Department provides collection service
for putrescible garbage and recyclable cardboard from commercial customers.
Large amounts of this debris may be transported in self-contained compactor
units and charge box containers by city collection vehicles to state-permitted
disposal facilities.
The Department has approximately 100 compactor customers in the City and
adds new customers on a regular basis, establishing the need for new
compactors. Solid Waste has a container maintenance section that performs
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Council Work Session Meeting Minutes June 1, 2015
repairs and refurbishing of compactors as needed, but occasionally
replacement is necessary. This contract will provide for the purchase of new
account equipment, replacement equipment, and repair parts.
The standardization of Wastequip compactors expedites contract repairs and
maintenance, eliminates excessive equipment downtime, as well as reduces
the inventory volume of parts and supplies to be maintained (pursuant to
Section 21: Standardization, of the City's Purchasing Manual).
Competitive Wastequip pricing is available on NJPA (National Joint Powers
Association) contract 060612-WQI. City Code 2.564 Exceptions to bid and
quotation procedure, Item (d), provides for the utilization of cooperative
purchasing contracts previously awarded by other governmental entities.
The Solid Waste Department requests Council authorization to piggyback the
designated NJPA purchasing contract, awarded to Wastequip, LLC,
Statesville, NC.
APPROPRIATION CODE AND AMOUNT:
Funding for this contract is available in capital project 315-96444, Commercial
Container Acquisition.
10.5Approve a Work Order to King Engineering Associates, Inc., an Engineer of Record
with the City of Clearwater, for design of a new Solid Waste Transfer Station in the
amount of$840,472, per Bid 15-0007-SW, and authorize the appropriate officials to
execute same. (consent)
The current Solid Waste Transfer Station, located off of Old Coachman Road
north of the Phillies Spring Training complex, was constructed in the late 1960s
and uses hydraulic push-pit technology. Due to the age and condition of the
facility, and the desire to provide more efficient operations, the City is planning
to replace the facility. The total budget for this project is $20 million.
This work order includes design (architectural, structural, civil, mechanical,
electrical, plumbing, and landscape) and permitting for a new top-load transfer
station. King Engineering is an engineer of record (EOR).
The City plans to issue a RFQ for a Construction Manager (CM) at Risk firm
shortly. The selected firm will be presented to Council for approval in
September 2015. The CM at Risk firm will work with the project stakeholders
under a pre-construction phase services purchase order, providing cost
estimates at various design milestones and generating a guaranteed maximum
price (GMP) at the final design documents. The GMP will be brought to Council
for approval and once approved the CM firm will commence construction of the
new transfer station.
The design and permitting are anticipated to be complete by July 2016.
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The new transfer station will be operated and maintained by the Solid Waste
Department.
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital improvement project 315-96447 Solid Waste
Transfer Station Rebuild.
In response to questions, Solid Waste/General Services Director Earl Gloster
said the item before council did not undergo a bid process. Assistant City
Manager Jill Silverboard said the City's Engineers of Record (EOR) were
selected through a competitive selection process. There are over 20 EORs.
Mr. Gloster said staff researched the current transfer technology being
implemented. The change will allow the department to utilize lighter trailers
and be more fuel efficient. The proposed facility will be a huge open-bay
concrete building. Funding for construction is available in department
reserves, which will come before Council at a later date.
10.6Approve a Contract (Blanket Purchase Order) to The Parts House of Tampa, FL in the
amount of$160,000 for the purchase of replacement vehicle parts used by all city
departments during the contract period June 1, 2015 through May 31, 2016, in
accordance with Sec. 2.564(1)(d), Code of Ordinances, City of Miami Bid 249240(18)
and authorize the appropriate officials to execute same. (consent)
This blanket purchase order is a piggyback of the City of Miami Bid 249240(18)
and covers the purchase of replacement vehicle parts for use on all city
vehicles.
This vendor specializes in Motorcraft and AC Delco automotive parts.
APPROPRIATION CODE AND AMOUNT:
566-06611-550600-519-000 $160,000
Fiscal Year 2015 and Fiscal Year 2016 operating budget
11. Public Communications
11.1 Provide direction on Clearwater brand platform statement. (WSO)
Public Communications Director Joelle Castelli provided a PowerPoint
presentation.
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Council Work Session Meeting Minutes June 1, 2015
In response to questions, Ms. Castelli said the urban oasis statement refers to
the City consistently earning accolades for best beaches, best sunsets, and
best family beach. Distinctions as being located on one of the highest bluffs,
protected natural environments, linear waterfront and sugar sand beach are
world renown.
There was consensus to proceed with the proposed branding statement.
12. Official Records and Legislative Services
12.1Appoint one member to the Parks and Recreation Board with term to expire May 31,
2019.
There was consensus to appoint Lisa Tuttle. Staff was directed to place the
item on the Consent Agenda.
12.2Reappoint Phyllis Franklin and Barbara Green to the Brownfields Advisory Board with
terms to expire May 31, 2019. (consent)
13. Legal
13.1Adopt Ordinance 8705-15 on second reading, annexing certain real property whose
post office addresses are 2125 and 2131 Burnice Drive into the corporate limits of the
city and redefining the boundary lines of the city to include said addition.
13.2Adopt Ordinance 8706-15 on second reading, amending the future land use plan
element of the Comprehensive Plan of the city to designate the future land use for
certain real property whose post office addresses are 2125 and 2131 Burnice Drive,
upon annexation into the City of Clearwater, as Residential Low (RL).
13.3Adopt Ordinance 8707-15 on second reading, amending the Zoning Atlas of the city
by zoning certain real property whose post office addresses are 2125 and 2131
Burnice Drive, upon annexation into the City of Clearwater, as Low Medium Density
Residential (LMDR).
13.4Adopt Ordinance 8708-15 on second reading, annexing certain real property whose
post office address is 1701 Evans Drive into the corporate limits of the city and
redefining the boundary lines of the city to include said addition.
13.5Adopt Ordinance 8709-15 on second reading, amending the future land use plan
element of the Comprehensive Plan of the city to designate the future land use for
certain real property whose post office address is 1701 Evans Drive, upon annexation
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Council Work Session Meeting Minutes June 1, 2015
into the City of Clearwater, as Residential Low (RL).
13.6Adopt Ordinance 8710-15 on second reading, amending the Zoning Atlas of the city
by zoning certain real property whose post address is 1701 Evans Drive, upon
annexation into the City of Clearwater, as Low Medium Density Residential (LMDR).
13.7Adopt Ordinance 8711-15 on second reading, annexing certain real property whose
post office addresses are 1220 Aloha Lane, 1273 Union Street, 1276 and 1280
Bertland Way, 1908 Macomber Avenue, and 1297 North Betty Lane into the corporate
limits of the city and redefining the boundary lines of the city to include said addition.
13.8Adopt Ordinance 8712-15 on second reading, amending the future land use plan
element of the Comprehensive Plan of the city to designate the future land use for
certain real property whose post office addresses are 1220 Aloha Lane, 1273 Union
Street, 1276 and 1280 Bertland Way, 1908 Macomber Avenue, and 1297 North Betty
Lane, upon annexation into the City of Clearwater, as Residential Urban (RU).
13.9Adopt Ordinance 8713-15 on second reading, amending the Zoning Atlas of the city
by zoning certain real property whose post office addresses are 1220 Aloha Lane,
1273 Union Street, 1276 and 1280 Bertland Way, 1908 Macomber Avenue, and 1297
North Betty Lane, upon annexation into the City of Clearwater, as Low Medium
Density Residential (LMDR).
13.10 Adopt Ordinance 8715-15 on second reading, amending the Community Development
Code regarding numerous provisions.
The Council recessed from 2:48 p.m. to 2:55 p.m.
14. City Manager Verbal Reports — None.
15. City Attorney Verbal Reports — None.
16. Council Discussion Item
16.1 Neighborhoods Day - Councilmember Hock-DiPolito
Councilmember Hock-DiPolito requested consideration to divide the
Neighborhoods Day festivities into two separate days, one in the Spring and
one in the Fall. Dividing the festivities will allow councilmembers to attend all
block parties. Councilmember Hock-DiPolito said there are too many parties
scheduled on the same day, one cannot attend all the parties.
Discussion ensued with comments made that this year's strategy(assigning
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Council Work Session Meeting Minutes June 1, 2015
certain number of parties to councilmembers) worked very well.
In response to a question, Public Communications Director Joelle Castelli said
staff informs the neighborhood associations that if parties are held during the
scheduled date and hours a councilmember would attend.
There was no consensus to divide Neighborhoods Day into two days.
16.2Clearwater Cay Community Development District - Mayor Cretekos
The City Attorney said there are narrow circumstances in which the City can
dissolve a Community Development District (CDD). Florida Statutes outlines
the circumstances. The problem with this CDD is that it has bonded debt,
which is approximately over$30 million. The bonded debt remains
outstanding. Anything the City does to dissolve this CDD will impair the
bondholders. The City has statutory authority to dissolve the CDD if there is no
debt or inactive. This CDD is still active. Staff has researched the dissolution of
other CDDs, the condition for CDD to dissolve was to satisfy all debt. The City
Attorney opined that unless the City undertook all, or a portion of, of their debt,
the City would not be allowed to dissolve the CDD.
In response to questions, the City Attorney said the debt was incurred through
bonds for property acquisition (and other items/). The 2006 bond series were
refinanced in 2007. The City has no risk from a cost standpoint. When the City
approved the CDD there were no standards for turning them down, only
standards for approving. If the City assumes a portion of the debt, the City
would be at risk to protractive litigation.
16.3CIearwater Historical Society Request to Waive Stormwater Fees - Councilmember
Hamilton
Councilmember Hamilton requested consideration to assist the Clearwater
Historical Society with waiving the $500-monthly stormwater fee at the South
Ward Elementary School site. The Society is a 100% volunteer organization
with no fundraising.
The City Attorney said the City cannot collect the stormwater fees from the
Pinellas County School Board because they have sovereign immunity from
having to pay the fees. The City still assess the fees. The City's stormwater
ordinance includes a provision that the City cannot provide free stormwater
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Council Work Session Meeting Minutes June 1, 2015
service as long as the City has bonds. The Historical Society is leasing
property from the Pinellas County School Board and required to pay the
stormwater fees. If Council believes this is a public purpose, the only option
available would be to pay for the stormwater fees with general funds. The fees
cannot be paid with stormwater proceeds. The City Attorney cautioned that
paying the stormwater fees would open the door to other non-profit
organizations that feel they serve a public purpose to request the same
support. The City Attorney said the Council did not approve the same request
by the MLK Neighborhood Center.
Discussion ensued with questions raised regarding the lease agreement with
the School Board (is the entire site needed) and if there is county funding
available via the County's arts program.
The City Manager suggested that Council consider paying the fees.
16.4Median Landscape Maintenance - Councilmember Jonson
Councilmember Jonson presented a PowerPoint presentation. He questioned
if the current median maintenance acceptable and if Council is satisfied with
the unimproved medians along Missouri Avenue.
In response to questions, Parks and Recreation Director Kevin Dunbar said
the medians along SR 60/Gulf to Bay Boulevard are serviced 32 times per
year. The state and county medians are not under the City's purview, median
maintenance is provided by the respective authority. Plant material does do
well when exposed to vehicular or pedestrian traffic. Adoptive median
programs require staffing to seek median sponsors and to check medians are
maintained to the approved standard.
Councilmember Jonson expressed concerns with maintenance inconsistency
along Gulf to Bay Boulevard and lack of flowering plants in the medians.
Oldsmar has many medians along SR 580 that are better maintained than
those in Clearwater.
Discussion ensued with concerns expressed regarding cost to landscape all
medians to the gold standard. It was suggested that median landscaping be a
priority in the budget process.
The City Manager said originally colorful plant material was placed in the
medians along Gulf to Bay Boulevard but it was costly to maintain. At the time,
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Council Work Session Meeting Minutes June 1, 2015
council did not support investing in funds needed to maintain and it was
decided that it was not the City's responsibility to address those medians
outside of the City's purview. If Council wishes to step up the level of
maintenance, staff can provide cost information.
Mr. Dunbar explained that the State has a limited plant palette the City is
allowed to use. In response to a suggestion, he said he was not sure the
State would allow stamped asphalt. He said state grants are available and
are specific regarding plant material and the state does not provide irrigation
funding.
Staff was requested to provide an updated cost estimate to maintain upgraded
medians on Missouri Ave. and Gulf to Bay Blvd.
17. New Business (items not on the agenda may be brought up asking they be
scheduled for subsequent meetings or work sessions in accordance with Rule 1,
Paragraph 2).
Councilmember Hock-DiPolito said she will not be able to attend the council
meeting on Wednesday as she will be in Washington, D.C. representing the
City and MPO for the pending TIGER grant application.
18. Closing Comments by Mayor
Mayor Cretekos reminded all that the next council meeting will be Wednesday,
June 3, 2015.
19. Adjourn
The meeting adjourned at 4:22 p.m.
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