10/30/2023 Council Work Session Meeting Minutes October 30, 2023
City of Clearwater
Main Library- Council Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
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Meeting Minutes
Monday, October 30, 2023
1 :30 PM
Pinellas County - 315 Court Street, Assembly Room, Clearwater, FL
33756
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes October 30, 2023
Roll Call
Present 5 - Mayor Brian Aungst Sr., Councilmember Mark Bunker,
Councilmember David Allbritton, Councilmember Kathleen
Beckman, and Councilmember Lina Teixeira
Also Present: Jennifer Poirrier— City Manager, Michael Delk—Assistant City
Manager, Daniel Slaughter—Assistant City Manager, David Margolis
— City Attorney, Rosemarie Call — City Clerk and Nicole Sprague —
Deputy City Clerk.
To provide continuity for research, items are listed in agenda order although not
necessarily discussed in that order.
1. Call to Order— Mayor Aungst, Sr.
The meeting was called to order at 1:30 p.m.
2. Economic Development and Housing
2.1 Approve Second Amendment to Sublease Agreement (Sublease Number 4799-002)
providing to AMPLIFY Clearwater, as Sublessee, an amount not to exceed $250,000
for interior improvements to the property located at 3204 Gulf to Bay Boulevard and
authorize the appropriate officials to execute same. (consent)
Approve Second Amendment to Sublease Agreement (Sublease Number
4799-002) providing to AMPLIFY Clearwater as Sublessee an amount not to
exceed $250,000 for interior improvements to the property located at 3204 Gulf
to Bay Blvd.
Staff reviewed the proposed improvements and recommends approval of the
$250,000 grant funding request based on the following:
1. The Visitor Center is located in a high traffic area at the eastern-most
entrance to the city and will serve as the welcome and visitor
information center for travelers entering the city from the east. This will
serve as the only Visitor Center on the mainland of Clearwater.
2. The location is designated as a trailhead for Courtney Campbell
Causeway Trail, will serve nearby Coopers Point Nature Park, and will
provide easy connectivity to other hiking and biking trails including
Ream Wilson Trail. The activation of the Visitor Center and other
(future) trailhead improvements supports the city's goal of
Environmental Stewardship (Objective 4.4).
3. Upon completion of the project, the Visitor Center will encourage local
patronage thereby boosting the local economy, and will endeavor to
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Council Work Session Meeting Minutes October 30, 2023
transform tourists into return visitors, residents, and employees.
4. Funding for all operating costs will be the responsibility of AMPLIFY
Clearwater. Upon approval, AMPLIFY Clearwater will seek grants and
other sources of funding from community partners and businesses to
support interactive exhibits, sustainable and energy efficient design and
technologies, and long-term operational sustainability.
5. The improvements to the facility are reasonable, providing necessary
modernization to the space.
6. AMPLIFY Clearwater will collaborate with the city's Parks & Recreation
department for future exterior improvements associated with the
trailhead capital improvements.
Economic Development & Housing Dept will oversee the project as described
in this Second Amendment and will authorize release funding distributions as
described. Parks & Recreation Department will continue to oversee all other
aspects of the Sublease Agreement.
Background:
August 16, 2017 - The city of Clearwater entered into a 50-year lease for the
property located at 3204 Gulf to Bay Blvd. Owned by the state of Florida and
offered for lease by the Bureau of Public Land Administration, Division of State
Lands in Department of Environmental Protection, this 1.576 +/- acres property
includes a 2-story building (approximately 4,310 SF).
May 7, 2019 - The Greater Regional Chamber of Commerce entered into a
10-year sublease agreement with the city of Clearwater for the establishment
and operation of a welcome center and trail restroom facility on the 1 st floor of
the building.
September 15, 2021 -Amendment Number One was executed, revising the
sublease term to a period of 30 years and ending on May 6, 2049.
Strategic Objectives:
2.3 - Promote Clearwater as a premier destination for entertainment, cultural
experiences, tourism, and national sporting events. [Visitor Center]
4.4 - Develop accessible and active transportation networks that enhance
pedestrian safety and reduce citywide greenhouse gas emissions. [Trailhead]
APPROPRIATION CODE AND AMOUNT:
A first quarter budget amendment will increase Parks and Recreation cost
code 0101801-581000, Payment to Agencies to fund this agreement.
USE OF RESERVE FUNDS:
Funding for this contract will be provided by a first quarter budget amendment
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allocating General Fund reserves in the amount of$250,000 to Parks and
Recreation cost code 0101801-581000, Payment to Agencies. A net total of
$250,000 of General Fund reserves has been used to date to fund
expenditures in the 2023/24 operating budget. The remaining balance in
General Fund reserves after the 8.5% reserve is approximately $30.5 million,
or 15.3% of the current General Fund operating budget.
In response to questions, Economic Development and Housing Director
Denise Sanderson said the item was not included in the approved budget
because when the initial request letter was received, the budget was in draft
form and the City Attorney directed staff to explore lease amendments with
the State that would allow the City to fund interior improvements. Staff
received a response from the State in September and this was the first
opportunity for staff to bring the item forward. She said the lease agreement
states that all expenses associated with the operation is the responsibility of
the City as the Lessee. As the sublessee, Amplify will be responsible for the
expenses. She said the 2019 agreement with Amplify Clearwater was for a
ten-year lease to operate a visitors center on the first floor of the building.
Florida Senior Games is located on the second floor, since COVID, the
organization has gone remote and does not operate often at the location,
despite an active lease. Ms. Sanderson said Amplify has approached Visit
St. Pete/Clearwater for funding, VSPC views themselves as a marketing
firm and do not fund capital improvements. In 2021, Amplify signed a 30-
year lease because they were anticipating Penny funds to establish an
incubator space, the incubator space has been moved to another location
and funded via ARPA. The City does not charge Amplify to lease the facility.
She said the City has control of the building for 50 years.
Discussion ensued with comments made that the building owner should pay
for the renovations, that Amplify should approach other municipalities for
funding, and that the initiative is an investment in the city economy.
Staff was directed to take the item off the Consent Agenda.
3. Human Resources
3.1 Kaleidoscope Group LLC Cultural Assessment Presentation. (WSO)
A citywide Cultural Assessment was completed. This process provided an
evaluation of the City's overall workplace culture. Kaleidoscope conducted an
assessment that analyzed both the implicit and explicit beliefs and attitudes
held by the City and fostered by those associated with it.
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APPROPRIATION CODE AND AMOUNT:
Funds are available in Human Resources operating code 0109231-530100,
professional services, to fund this contract.
USE OF RESERVE FUNDS:
STRATEGIC PRIORITY: Superior Public Service: Promote a Diverse and
Talented Workforce through competitive opportunity, employee wellness, and
rewarding career growth.
Promoting a Diverse and Talented Workforce through collaborative
engagement and inclusive practices.
Kaleidoscope Group COO Chris Georgas provided a PowerPoint
presentation.
In response to a question, Ms. Georgas said the goal is to align the
demographic composition of the organization. If the organization does not
compare with the community's census data, strategies can be implemented
to achieve the goal.
3.2 Approve the collective bargaining agreement as negotiated between the City of
Clearwater and Communication Workers of America, Local 3179 (CWA), from
October 1, 2023 through September 30, 2026 and authorize the appropriate officials
to execute same. (consent)
The collective bargaining agreement between the City of Clearwater and CWA
Local 3179 expired on September 30, 2023. The parties reached a tentative
agreement on October 12, 2023. The agreement was ratified by the CWA
bargaining unit on October 18, 2023 by a vote of 440 (yes) to 19 (no).
A summary of the changes are as follows:
Article 3, Rights of Parties
Deleted language that the City shall deduct dues.
Article 7, Personnel Practices
Changed several sections regarding personnel practices.
Increased the percentage from 10% to 15% for the placement of a candidate
above the established entry of the salary range based on candidate's
job-related education, training, and experience.
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Council Work Session Meeting Minutes October 30, 2023
Changed provisions regarding appointments and promotions.
Article 8, Leaves of Absence
Added Juneteenth to the Designated Holidays list.
Increased vacation accrual rates to those of SAMP employees.
Increased vacation cap to 320 hours.
Updated language for Leaves of Absence Without Pay.
Added Vacation Buyback language.
Article 9, Wages & Compensation
2% increase to minimums and maximums of the pay plan in the first year.
8% merit pay increase in the first year.
Pay increases retroactive to October 1, 2023.
Wage re-opener for years two and three.
Increase to Longevity Award.
Increased meal money from $10 to $25.
Increased Standby Rates.
Monday - Friday $35 to $50
Saturday - Sunday $40 to $70
Holidays $45 to $80
Increased tuition reimbursement from $1500 to $2500.
Article 15, Duration, Modification and Termination
Added termination clause.
STRATEGIC OBJECTIVES:
5.1 Attract and retain top-quality personnel through the maintenance of a
competitive compensation program.
5.3 Generate organizational success through collaborative engagement and
inclusive decision making to create shared value outcomes.
APPROPRIATION CODE AND AMOUNT:
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The cost associated with the implementation of this agreement are anticipated
to be approximately as follows:
FY 2023/24 $3,981,211
FY 2024/25 $687,292 (Vacation & Standby Estimate)
FY 2025/26 $687,292 (Vacation & Standby Estimate)
Please note costs for year two and three do not include Merit Increases and
Longevity because of the reopeners. Total cost thus far is $5,355,795. Funding
is available in current year budget, and future budgets will include the contract
costs in the proposed budgets.
In response to a question, Interim HR Director Chrystal Ryals said funds for
the proposed compensation increase has been budgeted and is not being
paid from reserves.
4. Parks and Recreation
4.1 Approve a proposal by Construction Manager at Risk Khors Construction Inc., of
Pinellas Park Florida, for renovations and structural repairs at BayCare Ballpark in the
amount of$1,344,526.45; transfer $600,000.00 of Penny for Pinellas Funds at first
quarter from C2001-Athletic Fields and Facility Renovations to M2204-Carpenter and
Baycare Repair and Replacement, and authorize the appropriate officials to execute
same (consent)
On September 17, 2020, Council approved the award of RFQ 40-20,
Construction Manager at Risk (CMAR) Services for Continuing contracts to
thirteen firms with Khors Construction, Inc., being one of the thirteen firms
selected.
Khors Construction was selected due to the ability of their professional
personnel (project managers), past performance not only at BayCare Ball Park
for last year's structural repairs but other high-profile projects. Kohrs has a lot
of experience managing contractors for structural repairs and repairing large
and small sports venues. Their ability to deliver a quality product, meeting
designated timelines, and doing it professionally sets them apart from the other
construction managers considered for this project.
A 20-year capital improvement (reserve) study was completed in Fiscal Year
2014/15 by Wannemacher Jenson Architects Inc. (WJA) and Delta
Engineering for Baycare Ballpark (formerly Spectrum/Bright House Field).
As a result of the study, CIP budgets for the maintenance and upkeep of
Baycare Ballpark were established. Pennoni Associates, Inc. conducted their
annual structural inspection of the stadium and recommend that several
structural cracks, spalling concrete, sealant repairs, rusting doors, gates and
stair tread be repaired. In addition, after 20 years the acoustical sound system
needs to be replaced and upgraded to cover dead spots and remove and
replace existing speakers throughout the complex.
This contract will provide for concrete repairs at several locations in the
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stadium where various structural cracks have appeared in the precast beams,
corbels, columns, and slabs. The contractor will rout and seal concrete slab
cracks, install epoxy injections in precast beams, corbels, and columns, and
replace spalling concrete by forming and pouring with an approved repair
material. Damaged doors and gates will be repaired or replaced depending on
their condition. A new state of the art sound system will replace the existing
system thereby correcting dead spots in the stadium and provide for overall
quality improvements for fan experience. The proposed new system will not
interfere with any future renovations or additions to the ballpark and are
needed regardless of what projects are contemplated for the future.
This repair work is estimated to take 90 consecutive calendar days, to be
completed prior to the Phillies 2024 Spring Season.
APPROPRIATION CODE AND AMOUNT:
Transfer $600,000 at first quarter from C2001 "Athletic Fields & Facility
Renovations" to M2204 "Carpenter & Baycare Repair and Replacement.
Remainder of funds are available in CIP M2204 "Carpenter and Baycare R &
R" to fund this contract.
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITY:
In funding the repairs of BayCare Ballpark, we are accomplishing Objective
1.2, maintaining public infrastructure; and 2.3, promoting Clearwater as a
premier destination for sporting events. BayCare Ballpark will continue to be a
premiere Clearwater facility that allows for baseball games as well as
multipurpose community events.
In response to questions, Parks and Recreation Director Art Kader said the
items being repaired or renovated need to be addressed as part of the
annual inspection. Staff has confirmed with the Phillies that the items will not
be replaced if a new agreement is reached.
5. Police Department
5.1 Amend Clearwater Code of Ordinances, Chapter 21, Offenses, repealing Section
21.18 relating to prohibiting soliciting, begging, or panhandling in the Clearwater
Downtown Core Redevelopment Zone and the Clearwater Beach Core Tourist Zone
and pass Ordinance 9727-23 on first reading.
Section 21.18 of the Clearwater Code of Ordinances prohibits soliciting,
begging, or panhandling in the Clearwater Downtown Core Redevelopment
Zone and the Clearwater Beach Core Tourist Zone. Ordinances of this nature
have faced constitutional challenges throughout the United States. The
Clearwater Police Department no longer utilizes or enforces Section 21.18 of
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the Code of Ordinances prohibiting soliciting, begging, or panhandling in the
Clearwater Downtown Core Redevelopment Zone and the Clearwater Beach
Core Tourist Zone, and therefore should be repealed.
6. Library
6.1 Approve purchase orders to multiple vendors for the acquisition of library books and
materials in the cumulative not-to-exceed amount of$490,000.00, for the term
October 1, 2023 through September 30, 2024, pursuant to Clearwater Code of
Ordinance Section 2.563(1)(c), Piggyback and cooperative purchases, and authorize
the appropriate officials to execute same (consent).
Clearwater Public Library System is requesting authorization to purchase
library books and materials utilizing competitive awarded piggyback and
cooperative contracts.
Piggyback Contracts #LVA-MAT-22-07: Commonwealth of Virginia through the
Library of Virginia on behalf of Mid-Atlantic Alliance (MALiA) valid July 1, 2022,
through June 30, 2025.
• Baker and Taylor, LLC: $165,000.00
• Ingram Library Services, LLC: $155,000.00
The Clearwater Public Library System is part of the Pinellas Public Library
Cooperative (term: 10/01/2023 - 09/30/2028). Pursuant to that Library
Interlocal Agreement, the Clearwater Public Library System provides funding to
the Pinellas Public Library Cooperative in order for the Cooperative to
purchase materials and services.
• Pinellas Public Library Cooperative: $170,000.00
APPROPRIATION CODE AND AMOUNT:
Appropriation Code: 0101731-564400, Books & Publications
Amount: $490,000.00
7. Information Technology
7.1 Authorize a purchase order to Azteca Systems Holdings, LLC dba Azteca Systems,
LLC (Azteca) of Sandy, UT for computerized maintenance and management system
(CMMS) software in the amount of$390,000.00 pursuant to Clearwater Code of
Ordinances Section 2.563(1)(c), Piggyback or cooperative purchasing, and authorize
the appropriate officials to execute same. (consent)
Authorization is requested to piggyback Pinellas County Contract Number
156-0399-(RG) with Azteca, pursuant to Clearwater Code of Ordinances
Section 2.563 (1)(c) Piggyback for the utilization of CityWorks Online Premium
software as a service (SaaS) the amount of$390,000.00.
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This agreement is for a three-year term beginning November 1, 2023, through
October 31, 2026.
The authorization of this item will replace the City's current asset management
solution, Oracle Work and Asset Management (OWAM). This purchase will
include 125 user licenses for Server AMS Premium Cityworks Online
Enterprise License Agreement (ELA), including products: Respond Mobile
Native Apps (for iOS/Android), Office (limited use for Admin and Reporting
only), and the following add-ons: Storeroom, Equipment Checkout, Contracts,
Cityworks for Excel, Cityworks Analytics AMS, eURL (Enterprise URL),
Operational Insights, Workload, Web Hooks, OpX Projects, OpX Contracts,
OpX Budgets, 1 Sandbox (test).
Also included is the use of Cityworks AMS Application Programming Interfaces
(APIs) with commercially available Cityworks-centric applications that are
licensed and maintained by authorized Cityworks partners, and use of
Cityworks AMS Application Programming Interfaces (APIs) with third party
system integrations.
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital improvement projects 355-94883, Business
Process Review and Improvements, to fund the first year of this purchase.
Future maintenance (FY24 and FY25) will be budgeted in the Information
Technology operating budget, codes 5559864-530300 (Contractual Services)
& 530500 (Maintenance Contracts).
STRATEGIC PRIORITY:
This purchase will facilitate the enterprise asset management project and
support all the objectives of a High Performance Government, as well as waste
reduction (Environmental Stewardship) and collaborative engagement and
inclusive decision making (Superior Customer Service).
/T Director Dan Mayer and Public Utilities Director Rich Gardner provided a
PowerPoint presentation.
7.2 Approve a contract with Black and Veatch of Overland Park, KS for project
management and software implementation services in support of a computerized
maintenance management system (CMMS) for Public Utilities and on-going
configuration maintenance and support for a three-year term, beginning November 1,
2023 through October 31, 2026, in the not to exceed amount of$1,987,209.00
pursuant to RFP 36-23 and authorize the appropriate officials to execute same.
(consent)
The City is migrating to a new enterprise asset management (EAM) platform
(Cityworks) to provide CMMS solutions for City operations. Departments
planned for use of the EAM are Public Utilities, Public Works, Gas, Parks &
Recreation and General Services. EAM is a documented, systematic approach
to managing physical infrastructure to maximize its service life and anticipate
resource needs for operation and eventual replacement.
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Council Work Session Meeting Minutes October 30, 2023
On April 19, 2023, Procurement issued Request for Proposal (RFP) 36-23,
Asset Management System, and on May 18, 2023, three proposals were
received. A team of city staff representing Information Technology, Public
Utilities and Public Works reviewed each of the submittals and selected Black
& Veatch. This phase of the project (Public Utilities) includes the addition of
CMMS for the water distribution, wastewater collection, water treatment, water
production (wells and RO plants) and wastewater treatment.
The agreement also includes professional services for asset inventories at the
six plants (three water production and three wastewater treatment) and some
conditional assessments of lateral infrastructure.
The project timeline is anticipated to be 18 months for implementation of Public
Utilities operations and an approximate additional 24 months for the remaining
four departments. Future phases of implementation may utilize professional
services from other providers.
APPROPRIATION CODE AND AMOUNT:
Funds are budgeted and available in the Public Utilities CIP budget in the
current support year, FY23-24, for implementation services and software.
Funds for software subscription, FY24-25 and FY25-26, will also be included
and charged back to user department in the respective Information Technology
Admin Services budgets.
STRATEGIC PRIORITY:
This purchase will facilitate the enterprise asset management project and
support all the objectives of a High-Performance Government, as well as waste
reduction (Environmental Stewardship) and collaborative engagement and
inclusive decision making (Superior Customer Service).
7.3 Approve an agreement with Noverant, Inc. of Raleigh, NC, for a learning management
system (LMS) application and content subscription in the amount of$316,680.00 for a
three-year term, November 2, 2023 through November 1, 2026, pursuant to Request
for Proposals (RFP) 32-23 Learning Management System and authorize the
appropriate officials to execute same. (consent)
A Learning Management System (LMS) is a software-based platform for
managing employee training, learning, and development. The system is used
to assign training to employees, track their individual progress and
performance, and integrate with the city's human resources management
applications; while employees can explore course offerings and build their
knowledge and skillsets. The acquisition of Noverant's LMS in conjunction with
a library of course content provided by Linkedln Learning will be critical to the
Human Resources Department's training and employee development
initiatives.
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Council Work Session Meeting Minutes October 30, 2023
Request for Proposals (RFP) 32-23 was issued on June 1, 2023, and
submissions were received on July 5, 2023. The solicitation sought proposals
for a new, cloud-based Learning Management System (LMS) to replace the
city's current LMS, NeoGov Learn, which has been in service since 2018.
Noverant offers enhanced functionality through its robust content authoring
tools, course management options, ability to support learners in a variety of
environments (from traditional classrooms to mobile), and a deep integration
with Linkedln Learning's content library.
The total requested amount for the three-year term is $316,680.00 and is
inclusive of software licensing, professional services for implementation, and
training content provided by both Noverant and Linkedln Learning.
Year 1 - $94,985.00 (professional services $6,800, software licensing $62,655,
Linkedln Learning $25,530).
Year 2 - $102,874.00 (software licensing $62,655, Linkedln Learning $40,219).
Year 3 - $118,821.00 (software licensing $62,655, Linkedln Learning $56,166).
APPROPRIATION CODE AND AMOUNT:
Funding for the first year of the contract is budgeted and available in Human
Resources cost code 0109901-530100. Funding for maintenance and licensing
expenses in future years will be requested as part of the Information
Technology department's annual budget process.
In response to questions, IT Director Dan Mayer said no other municipality in
the area is using the application. The cost is determined by the number of
employees. The organization can add training courses, which are accessible
from home. The City Manager said the application will not replace all training
programs, Noverant will be mainly used for development.
8. Public Utilities
8.1 Approve an increase to Pinellas County for the Joint Project Agreement (JPA)
001034A between Pinellas County and the City of Clearwater for the Reclaimed
Water Pipe Repair on Old Coachman Rd., Project 17-0056-UT in the amount of
$87,897.48 for a new project total of$594,480.48 and authorize the appropriate
officials to execute same. (consent)
Pinellas County intends to replace the bridge at the Old Coachman Road over
Alligator Creek crossing near BayCare Ballpark. The City of Clearwater owns
and maintains a 16-in. reclaimed water (RCW) main that runs along the west
side of the existing bridge. The bridge construction requires relocation or
adjustments to the City's RCW main due to conflicts with the County's
proposed improvements. The City benefits from the relocation.
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Council Work Session Meeting Minutes October 30, 2023
November 2019, Purchasing Manager approved the initial Work Order to EOR
AECOM in the amount of$29,158.00 to provide design and bidding services
associated with relocating the RCW main.
June 2020, City Manager approved Supplemental Work Order 1, in the amount
of$46,220.00, to AECOM, increasing the total work order value to $75,378.00,
to include engineering services during construction associated with relocating
the city RCW main.
On June 4, 2020, City Council approved a JPA in the amount of$356,790.00
to fund the contractor's construction costs (ID#20-7764). Unfortunately,
Pinellas County did not bid the project within the original JPA timeline, and it
has since expired. The bidding did not occur due to COVID related issues and
lack of project manager resources. Also, due to the amount of time that had
passed since the original JPA and Supplemental Work Order 1 were approved,
both costs had increased.
On December 1, 2022, City Council approved (ID #22-1216) a revised JPA
#001034A with Pinellas County in the amount of$506,583.00, to fund the
contractor's construction costs.
On September 18, 2023, Pinellas County provided the City with the response
from Cone & Graham, Inc., the lowest responsive, responsible bid in
accordance with the specifications. The city of Clearwater's Utility Work
responsibility included in the low bid is $566,171.88. Furthermore, an additional
5% administrative cost to the bid amount is due to Pinellas County at the time
of payment, per the JPA. Thus, the city will be responsible for a payment of
$594,480.48 to the County for this utility work.
On September 26, 2023, City manager approved Supplemental Work Order 2,
in the amount of$9,218.00, to AECOM that provides for additional costs
adjustments for engineering services during construction. AECOM's total work
order value increased to $84,596.00.
The project is estimated to be completed within 240 calendar days from the
Notice to Proceed issued by Pinellas County to the contractor.
Public Utilities owns and maintains the reclaimed distribution system included
in this scope of work. Repair of the reclaimed main supports the City's
strategic objective of High Performing Government by maintaining public
infrastructure and environmental resources as well as responsive levels of
service for public facilities and amenities.
APPROPRIATION CODE AND AMOUNT:
3217321-546900-96739 $ 594,480.48
Funds are available in capital improvement project 96739, Reclaimed Water
Distribution System to fund this JPA.
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8.2 Authorize purchase orders to Advanced Environmental Laboratories, Inc. of Tampa,
FL and Pace Analytical Services, LLC of Ormond Beach, FL in a cumulative annual
not-to-exceed amount of$700,000.00 with the option for three, one-year renewals
pursuant to ITB 52-23, Laboratory Services, and authorize the appropriate officials to
execute same. (consent)
Invitation to Bid (ITB) #52-23, Laboratory Services, was issued on August 1,
2023. Three submissions were received on August 31, 2023, and considered
responsive to the requirements set forth in the solicitation. Advanced
Environmental Laboratories, Inc. and Pace Analytical Services, LLC represent
the lowest, responsible bidders for Laboratory Services. Recommended
awards for these services are as follows:
Company: Advanced Environmental Laboratories, Inc.
Award: Group 1 - Water Reclamation Facilities $304,610.00
Group 3 - Industrial Pretreatment $ 58,310.00
Group 4 - Courier and Sample $ 20,675.00
Group 5 -Allowance $ 60,000.00
Total $443,595.00
Company: Pace Analytical Services, LLC
Award: Group 2 - Drinking Water $129,565.57
Group 4 -Applicable Courier and Sample $ 25,250.00
Group 5 -Allowance $ 60,000.00
Total $214,815.57
The bid tab indicates that Eurofins Environmental Testing Southeast, LLC had
the lowest analysis cost for Groups 1 and 3; however, when factoring in the
higher cost of the required Group 4 Courier and Sample provided by Eurofins
($88,020) for these groups, Advanced Environmental Laboratories represented
the lowest complete cost for these services.
The Group 4 - Courier and Sample applicable to the Group 2 amount is the
sum of Pace's cost to pick up samples within the City of Clearwater and deliver
them to the contracted lab for analysis during normal business hours,
weekends, after hours and holidays. All Group 2 samples are collected by the
City.
Pinellas County Utilities Laboratory will continue to be used as a backup to the
contracted laboratories in the event of unforeseen circumstances, or for select
samples as noted in the bid pricing sheet. The estimated annual cost for this is
$50,000.00. As an entity of municipal government, Pinellas County Utilities is
exempt from bidding and this amount is not included in the award.
Laboratory services are used by the Public Utilities Department to provide
analysis services for water treatment, wastewater treatment, water distribution,
wastewater collection systems and the Industrial Pretreatment Program.
The Public Utilities Department requests the flexibility to use either vendor as a
secondary provider and requests an annual cumulative not-to-exceed amount
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Council Work Session Meeting Minutes October 30, 2023
of$700,000.00 between these contractors to provide laboratory services as
needed.
The initial contract period will be November 3, 2023, through November 2,
2024, with the option for three, one-year renewal terms.
APPROPRIATION CODE AND AMOUNT:
Budgeted funds for (FY) 2024 are available in Public Utilities' cost centers, cost
code 530300 Other Contractual Services.
Funding for future fiscal years will be requested within contract calendar and
spending limits.
STRATEGIC PRIORITY:
In furtherance of the Council's Strategic Plan to achieve High Performing
Government by maintaining environmental resources through systematic
management efforts, Invitation to Bid (ITB) #52-23, Laboratory Services was
issued on August 1, 2023.
9. Solid Waste
9.1 Authorize purchase orders to multiple vendors for the purchase of vehicle parts for
heavy and light duty city vehicles and equipment in the not-to-exceed amount of
$1,700,000.00 for term October 1, 2023 through September 30, 2024 pursuant to
Clearwater Code of Ordinances Section 2.563(1)(a) Single source, Section 2.563 (1)
(b) Micro purchases, and Section 2.563 (1)(c) Piggyback and authorize the
appropriate officials to execute same. (consent)
The Fleet Division is requesting authorization to purchase vehicle parts from
various vendors for heavy and light duty city vehicles and equipment.
Vendors are as follows:
Agility Fuel Systems; Altec Industries Inc; Amazon; American CNG; Atmax
(Mowermax); Autoway Parts Center; Bay Area Auto Truck Sales dba Kenworth
of Central Florida; Bill Curie Ford; Bobcat (Mascap Dealer Holdings LLC);
Broyhill; Chic-1 AC Plus; Container Systems; Cookson Enterprises; Cummins;
Cycle Springs/Team Savage; Dayton Andrews; DHS; Dimmitt; E & N
Distributing; EFE Inc dba Everglades Farm Equipment; Embankscape
Equipment LLC; Environmental Products Group INC; Equipmentshare.com Inc;
Fleet Asquisitions LLC dba Fleet Products; Fleet Pride; Genuine Parts CO -
NAPA; Grainger; H Barber; Kussmaul; Maher Chevrolet; McNeilus Financial
LLC; Mynatt Truck & Equipment; Onesource Parts LLC; Original Equipment
Company; Pats Pump and Blower; PB Parent HoldCo, LP; RDK Assets; Ring
Power Corporation; Rush Truck; Smith Equipment; Southern Sewer Equipment
Sales; Southport Truck; Stewart & Stevenson FDDA LLC; Sun State
International Trucks LLC; Tampa Crane & Body Acquisition LLC; Tampa
Spring Company; Ten-8; TPH Acquisition LLLP (The Parts House); Vermeer
Southeast Sales & Service Inc; Walker Ford; Wastebuilt; Wesco.
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Council Work Session Meeting Minutes October 30, 2023
Request to add additional vendors as needed is also requested following the
proper procurement process.
Purchases will be obtained through various methods to include single source,
micro purchases, small dollar purchases and piggyback contracts. The list of
vendors with their procurement method is attached.
Piggyback contracts include City of St. Petersburg RFP No. 7522, Automotive
Parts valid through September 30, 2025, and Hillsborough County Contract
20204-DST-KJ valid thru March 9, 2024, with two additional one year renewals.
Authorization is requested to add additional piggyback contracts as needed
throughout the year which will be vetted through the Procurement Division.
Pricing for piggyback contracts is included for all Vendors with an expected
annual expenditure exceeding $50,000. Additional pricing is available upon
request for all Vendors expected not to exceed $50,000 annually.
Single source vendors are Atmax (Mowermax), Broyhill, Cummins,
Environmental Products Group INC, H Barber, Ten-8, and Wesco. Single
source is being requested because the parts for the heavy and light duty city
vehicles and equipment can only be obtained directly from that manufacturer or
authorized representative. For instance, Cummins parts can only be obtained
from Cummins Inc., MowerMax parts can only be obtained from the
manufacturer Atmax, and so forth.
In addition, the Fleet Division is requesting approval to engage additional
vendors as needed in accordance to Code Section 2.561(5) with the
Procurement Division providing oversite. Competitive quotes will be obtained
and no one vendor will exceed $50,000 in a fiscal year.
APPROPRIATION CODE AND AMOUNT:
Funds are available in cost code 5666611-550600, vehicle parts, to fund these
purchases.
STRATEGIC PRIORITY:
These purchases help accomplish strategic objective 1.2. Fleet division
operators maintain public infrastructure to deliver effective and efficient
services by optimizing City assets and resources.
9.2 Approve purchase order to Communications International of Vero Beach, FL for the
maintenance and repair of the citywide two-way radio communication system and
equipment in the amount of$184,002.00 for term October 1, 2023, through
September 30, 2024, pursuant to Clearwater Code of Ordinances Section 2.563(1)(a)
Single Source and authorize the appropriate officials to execute same. (consent).
Communications International is the authorized L3Harris Channel Partner
assigned to the City. This is a renewal to the existing annual maintenance
agreement and authorizes Communications International to provide preventive
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City of Clearwater
Council Work Session Meeting Minutes October 30, 2023
maintenance, repair and/or replacement, demand, and emergency services on
all of the City's owned two-way radios and terminals used by Clearwater Police
Department, Solid Waste & Recycling, Clearwater Gas System, and other city
departments. Use of another company to perform these services and repairs
may void portions of coverage still under warranty.
There are only two providers that provide this type of equipment and service,
and they are L3Harris and Motorola. Cl is the sole provider for L3Harris, and
we utilize the L3Harris radio format opposed to Motorola. There is no
alternative available.
The term of this annual maintenance agreement is for one year, October 1,
2023, through September 30, 2024.
APPROPRIATION CODE AND AMOUNT:
Funds are available in cost code 5666620-530300 to fund this contract.
10. Public Works
10.1 Determine that two parcels of real property owned by the City and recorded in 0.R.
Book/Pages 3308/514 and 6275/724 at 110 N McMullen Booth Road, in Pinellas
County, Florida, are uneconomic remainders of land as defined in City Charter Section
2.01(d)(5)(i), approve the sale for less than fair market value to the adjoining
landowner, and authorize the appropriate officials to execute same.
On October 5, 2023 the City of Clearwater approved the surplus declaration for
two, vacant and unimprovable Right of Way parcels.
On October 6 and 9, 2023 the city staff discussed the purchase with the
adjoining landowner to present an offer of$2,000.00 to purchase both parcels
for the City Council's consideration.
Pinellas County has confirmed these parcels have no associated taxable value
if purchased by this landowner.
These parcels are encumbered by Utilities with relocation costs to exceed
$200,000.00.
These parcels are without fencing or barricades creating an ongoing city
insurance risk.
All existing utility easements will be Deed reserved with release upon approved
relocation.
City staff has reviewed and recommends approval.
The Mayor said his son's firm represents First Baptist Church of Clearwater
and recused himself.
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City of Clearwater
Council Work Session Meeting Minutes October 30, 2023
11. City Clerk
11.1 Reappoint Meg Taylor to the Nuisance Abatement Board with a term to expire
September 1, 2027. (consent)
BOARD: Nuisance Abatement Board
TERM: 4 years
FINANCIAL DISCLOSURE: Yes
APPOINTED BY: City Council
RESIDENCY REQUIREMENT: City of Clearwater
MEMBERS: 7
APPTS. NEEDED: 1
Purpose: The Nuisance Abatement Board will be composed of seven city
residents who will conduct hearings on public nuisance cases associated with
prostitution and drug-related activities on known properties throughout the City.
THE FOLLOWING BOARD MEMBER HAS A TERM WHICH HAS EXPIRED
AND NOW REQUIRES REAPPOINTMENT:
1. Meg Taylor - 1423 Pinebrook Dr. - Librarian
Original appointment: 7/18/2019
(currently serving 1st term through 8/31/2023)
Zip codes of current members:
2 at 33755
3 at 33756
1 at 33759
11.2Appoint Melinda Bacon to the Sister Cities Advisory Board, as the Clearwater Arts
Alliance representative, with a term to expire October 31, 2027. (consent)
BOARD: Sister Cities Advisory Board
TERM: 4 years
APPOINTED BY: Sister Cities Advisory Board
FINANCIAL DISCLOSURE: Not Required
RESIDENCY REQUIREMENT: One member of the City Council
MEMBERS: 6 + 1 At-large member
CHAIRPERSON: Michael Ballard
MEETING DATES: Quarterly
PLACE: Council Chambers
APPOINTMENTS NEEDED: 1
SPECIAL QUALIFICATIONS: Representatives of Clearwater Sister Cities,
Inc., the local business community, the School Board's World Language
Coordinator or designee, and the Clearwater Arts Alliance shall not be required
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City of Clearwater
Council Work Session Meeting Minutes October 30, 2023
to reside within the City of Clearwater.
THE FOLLOWING ADVISORY BOARD MEMBER TERM HAS EXPIRED:
1. Sallie Park - 1328 Michigan Ave. Palm Harbor, FL 34683- CL Arts
Alliance representative
Term ended 4/30/2023
THE FOLLOWING APPLICATION HAS BEEN SUBMITTED FOR COUNCIL'S
CONSIDERATION:
1. Melinda Bacon - 3198 Eagles Landing Circle West, Clearwater, FL 33761
- CL Arts Alliance representative
Zip codes of current members:
1 - 33710
2 - 33755
1 - 33761
1 - 33767
1 - 33763
11.3Reappoint Charles Engel to the Municipal Code Enforcement Board with a term to
expire October 31, 2026. (consent)
APPOINTMENT WORKSHEET
BOARD: Municipal Code Enforcement Board
TERM: 3 years
APPOINTED BY: City Council
FINANCIAL DISCLOSURE: Required
RESIDENCY REQUIREMENT: City of Clearwater
SPECIAL QUALIFICATIONS: Whenever possible, this Board shall include an
architect, engineer, businessperson, general contractor, sub-contractor & a
realtor
MEMBERS: 7
CHAIR: Nicole Bray
MEETING DATES: 4th Wed., 1:30 p.m.
Nov. and Dec. - TBA
APPOINTMENTS NEEDED: 1
THE FOLLOWING ADVISORY BOARD MEMBER RESIGNED AND NOW
REQUIRES REPLACEMENT BY A NEW APPOINTEE:
1. Charles Engel -211 S Prospect Avenue, #603 - 33756 - Retired Engineer
Original Appointment: 9/1/2022
(was serving unexpired term through 10/31/23)
Zip codes of current members:
1 at 33755; 1 at 33756; 1 at 33759; 1 at 33763; 2 at 33767; 1 at 33761
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City of Clearwater
Council Work Session Meeting Minutes October 30, 2023
Current Categories:
1 Business Owner
1 Civil Engineer
1 Production/Tour Manager
1 Real Estate Consultant
1 Real Estate Investor
1 Self Employed
12. City Attorney
12.1Approve the Third Amendment to Contract for Purchase of Real Property, extending
the due diligence period regarding Gotham and DeNunzio's purchase of the old City
Hall site, and authorize the appropriate officials to execute same. (consent)
City staff received HR&A's final and complete report to the City on October 11.
This report has been shared with the City Council, the Buyers, and the media.
Now that the report has been finalized, city staff are engaging in conversations
with the Buyers. Those conversations will likely continue beyond October 31,
when the due diligence period expires. As a result, the parties propose an
extension.
In response to a question, the City Attorney said the City provided specific
directives on how to approach the appraisal, which should be completed
within the next few weeks.
12.2Adopt Ordinance 9706-23 on second reading, annexing certain real property whose
post office address is 210 Meadow Lark Lane, Clearwater, Florida 33759, together
with an unaddressed parcel located on the west side of Meadow Lark Lane
approximately 760 feet north of Gulf to Bay Boulevard, together with all
unincorporated right-of-way of Kentucky Avenue and an unnamed alley, into the
corporate limits of the city and redefining the boundary lines of the city to include said
addition.
12.3Adopt Ordinance No. 9707-23 on second reading, amending the future land use plan
element of the Comprehensive Plan of the City to change the land use for certain real
property whose post office address is 210 Meadow Lark Lane, Clearwater, Florida
33759, together with an unaddressed parcel located on the west side of Meadow Lark
Lane approximately 760 feet north of Gulf to Bay Boulevard, from Residential Urban
(RU) (in Pinellas County) to Institutional (1), upon annexation into the City of
Clearwater.
12.4Adopt Ordinance No. 9708-23 on second reading, amending the Zoning Atlas of the
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City of Clearwater
Council Work Session Meeting Minutes October 30, 2023
City by rezoning certain real property whose post office address is 210 Meadow Lark
Lane, Clearwater, Florida 33759, together with an unaddressed parcel located on the
west side of Meadow Lark Lane approximately 760 feet north of Gulf to Bay
Boulevard, from R-3, Single Family Residential (in Pinellas County) to Institutional (1)
upon annexation into the City of Clearwater.
12.5Adopt Ordinance 9709-23 on second reading, annexing certain real property whose
post office address is 3121 Downing Street, Clearwater, Florida 33759, together with
all unincorporated right-of-way of Downing Street, into the corporate limits of the city
and redefining the boundary lines of the city to include said addition.
12.6Adopt Ordinance No. 9710-23 on second reading, amending the future land use plan
element of the Comprehensive Plan of the City to designate the land use for certain
real property whose post office address is 3121 Downing Street, Clearwater, Florida
33759, upon annexation into the City of Clearwater, as Residential Urban (RU).
12.7Adopt Ordinance No. 9711-23 on second reading, amending the Zoning Atlas of the
City by rezoning certain real property whose post office address is 3121 Downing
Street, Clearwater, Florida 33759, upon annexation into the City of Clearwater, as Low
Medium Density Residential (LMDR).
12.8Adopt Ordinance No. 9712-23 on second reading, amending Community
Development Code Articles 3 and 4, Appendix B, and Appendix C to comply with
Senate Bill 250: Natural Emergencies.
12.9Adopt Ordinance 9718-23 on second reading, annexing certain real property whose
post office address is 2713 State Road 590, Clearwater, Florida 33759, into the
corporate limits of the city and redefining the boundary lines of the city to include said
addition.
12.10 Adopt Ordinance No. 9719-23 on second reading, amending the future land use plan
element of the Comprehensive Plan of the City to designate the land use for certain
real property whose post office address is 2713 State Road 590, Clearwater, Florida
33759, upon annexation into the City of Clearwater, as Residential Low (RL).
12.11 Adopt Ordinance No. 9720-23 on second reading, amending the Zoning Atlas of the
City by rezoning certain real property whose post office address is 2713 State Road
590, Clearwater, Florida 33759, upon annexation into the City of Clearwater, as Low
Medium Density Residential (LMDR).
12.12 Adopt Ordinance No. 9728-23 on second reading, proposing an amendment to the
City Charter, changing the date of Clearwater's municipal election, beginning in 2026,
to coincide with state and federal primary elections, creating a run-off election for each
seat in which no candidate receives more than fifty percent of the vote in the
municipal election, and modifying the dates for candidate qualification,
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City of Clearwater
Council Work Session Meeting Minutes October 30, 2023
commencement and expiration of office and other time periods as necessary.
13. City Manager Verbal Reports — None.
14. City Attorney Verbal Reports — None.
15. Council Discussion Item
15.1 Council Agenda Calendar - Councilmember Teixeira
Councilmember Teixeira requested consideration to amend next year's
council meeting schedule by holding only one meeting in August, November,
and December.
The City Clerk said, per Council Rules, there is only one meeting in January
and July. The City Attorney said if Council amends the meeting schedule,
council rules will need to be amended.
Discussion ensued with council consensus to seek staff input and report
findings at the council meeting.
16. 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 Teixeira requested consideration to support the State of
Israel and adopt a resolution, similar to the one adopted by Pinellas County.
There was council consensus to schedule a discussion item at the next work
session.
Councilmember Beckman requested the following be scheduled at a future
meeting:proposed PSTA plans, Suncoast League of Cities Legislative
Priorities, and Regional AHAC Update.
17. Closing Comments by Mayor— None.
18. Adjourn
The meeting adjourned at 2:51 p.m.
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City of Clearwater