03/04/2024 Council Work Session Meeting Minutes March 4, 2024
City of Clearwater
Main Library- Council Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
e
Meeting Minutes
Monday, March 4, 2024
1 :30 PM
Main Library - Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes March 4, 2024
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
The meeting was called to order at 1:30 p.m.
2. Presentations — Given.
2.1 Fire Department Unit Citations for Airplane Crash Incident
Fire Chief Ehlers recognized the firefighters who responded to the incident.
Dunedin Mayor Julie Ward Bujalski presented the Mayor's Cup to Mayor
Aungst for winning the annual Spring Training game between the Phillies
and the Blue Jays.
3. Finance
3.1 Award an agreement to Public Resources Advisory Group, Inc, for Financial Advisory
services through September 30, 2027, in accordance with Clearwater Code of
Ordinances Section 2.563(1)(c), Piggyback, and authorize the appropriate officials to
execute same. (consent)
The current agreement with Public Resources Advisory Group (PRAG) was
awarded in February 2019 per a competitive RFP process and expires
February 18, 2024.
Staff is requesting permission to piggy-back off of a Hillsborough County RFP
process that was completed in September 2022, to contract with PRAG for
financial advisory services through September 30, 2027.
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PRAG has been consistently ranked as one of the top financial advisory firms
in the nation for the past two decades. They have a very strong local Florida
team that has consistently exceeded expectations with the quality and
timeliness of services provided to the City.
The City's financial advisor primarily assists with debt issuances and the cost
of those services will be paid from the proceeds of the financing.
APPROPRIATION CODE AND AMOUNT:
Financial advisor costs will be paid from proceeds of future bond issuances.
STRATEGIC PRIORITY:
Strategic Priority: 1.3 Adopt responsive levels of service for public facilities and
amenities, and identify resources required to sustain that level of service.
In response to a question, Finance Director Jay Ravins said the financial
advisor and bond counsel costs are rolled into the bond issuances. Staff
estimates these costs at the front end and pay it on the back end.
4. Human Resources
4.1 Authorize the continuing use of citywide staffing services contracts to 22nd Century
Technologies, Inc. (TSCTI) of McLean, VA and Cogent Infotech Corporation of
Pittsburgh, PA, for citywide staffing services in the cumulative amount of$500,000.00
for an additional one-year term through February 15, 2025. (consent)
To address retention and hiring challenges, Request for Proposal (RFP) 31-22
was issued in August 2022 for citywide staffing services. The City received 34
proposals and a team of city staff representing General Services, Human
Resources, Public Utilities, Public Works, and Parks and Recreation
departments determined that these two firms were most qualified for the City's
needs.
On February 16, 2023, Council approved purchase orders to both TSCTI and
Cogent Infotech Corporation to provide citywide staffing services for the initial
term through February 15, 2024. These contracts may be renewed up to four
additional one-year terms, with this being the first renewal.
It's important to continue these contracts to have qualified agencies provide
staffing services on an as-needed basis to ensure all City departments
maintain productivity and to help with critical daily operations.
Due to the Class & Comp Study resulting in an overall rate adjustment from the
initial agreement, we requested an extension from the City Manager through
March 15, 2024, to allow time to review the increase request. The CPI index is
at 5.2%, however, due to the changes from the Evergreen Class &
Compensation Study and the new target market percentile, the city is
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acceptable to go higher than a 5.2% increase for the fees.
We are recommending that we reduce the cumulative amount of spending for
citywide staffing services to $500,000.00 for the first renewal option. For future
renewals, if citywide staffing services are expected to exceed $100,000.00 in
the renewal term, staff will bring the item forward to Council for approval.
APPROPRIATION CODE AND AMOUNT:
Funds are available from department's cost savings from vacant positions.
STRATEGIC PRIORITY:
Continuing the use of citywide staffing services contracts, achieves the
following Strategic Plan Objectives:
1.2 Maintain public infrastructure, mobility systems, natural lands,
environmental resources, and historic features through systematic
management efforts.
1.3 Adopt responsive levels of service for public facilities and amenities, and
identify resources required to sustain that level of service.
5. Parks and Recreation
5.1 Approve a purchase order to Bliss Products, of Lithia Springs, Georgia for the
purchase of various amenities for multiple park locations in the total amount of
$249,427.55, pursuant to Clearwater Code of Ordinances Sections 2.563(1)(c),
piggyback, and 2.563(1)(d), Impractical, and authorize the appropriate officials to
execute same. (consent)
The Parks and Recreation Department maintains over 100 parks with
approximately 1,700 acres of parkland. Many parks have site furnishings which
include trash receptacles to reduce litter, picnic tables for residents to enjoy
friends, family and outdoor spaces, and park benches, giving residents an
opportunity to rest and enjoy the outdoors.
This contract will provide for the purchase of park benches, picnic tables (both
traditional and ADA accessible), and trash receptacles. The amenities
purchased are comprised of cement and recycled plastic. The materials used
in these amenities are attractive, easy to maintain, sustainable, have a life
cycle of 20 years and provide savings to the City with reduced maintenance
costs and longer product lifespans.
Existing older park amenities made of metal and wood are rated on a poor, fair
and good standard scale. The new items will replace those existing amenities
that are rated poor to fair throughout the park system. The new amenities will
require minimal maintenance and will be pressure washed annually.
The proposed pricing for Bliss Products, Inc. is established under a contract
with Clay County, pursuant to RFP No. 18/19-2. Bliss Products, Inc. was
approved by the Clay County Board of County Commissioners as the most
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responsive bidder for replacement of park and playground amenities on May
28, 2019, for an initial contract term expiring May 22, 2022. Extension of
contract no. RFP 18/19-2 was approved by the Clay County Board of County
Commissioners on May 23, 2023, for an additional one-year renewal expiring
May 22, 2024. Pursuant to 2.563(1)(c) piggyback, the amount off piggyback
will be 179,820.55 (concrete & recycled plastic amenities).
Pursuant to 2.563(1)(d), non-competitive purchase under proposal no.70267, a
total of$69,607.00 will be considered impractical ($24,997.00 for freight,
$23,220.00 for Sandblast Brown Pigment Finish, $20,520.00 for Sealer and
$870.00 for ADA Custom Form Modification). The sandblast with brown
pigment finish was selected to ensure uniformity with prior purchase of
benches, picnic tables (ADA and classic) and litter receptacles. The
manufacturer suggests two coats of sealer applied to the concrete portion to
enhance the beauty of the stone, resist salt, chloride, and makes graffiti
cleanup easier. The concrete finish and sealer reduce the frequency of
amenity cleaning and the related labor costs. These items of the purchase are
impractical as shipping, sandblasting, pigment finish, and sealing are provided
by the manufacturer and any deviation from using the manufacturer will cause
delays in the delivery of the product and will void warranties.
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital improvement project M2206 "Parks and
Beautification R & R".
STRATEGIC PRIORITY:
In funding the purchase of new park amenities, the City is supporting
Objectives 1.3, adopting responsive levels of service for public facilities and
amenities; 1.5, embracing a culture of innovation that drives continuous
improvement and successfully serves all our customers; and 2.3, promoting
Clearwater as a premier destination for cultural experiences and tourism.
In response to questions, Parks & Recreation Assistant Director Matthew
Anderson said where the items will be located is based on the inventory of
existing amenities. Amenities that are rated poor or at the end of lifespan are
replaced first. Staff makes every effort to ensure the current ADA picnic
tables are in good condition, replacing them first before adding an ADA
picnic table in other locations. He said the goal is to have an ADA picnic
table at each location where a regular picnic table exists.
5.2 Authorize proposal to Khors Construction, Inc. for the repair and mitigation of dock
ramp, docks and pilings damaged by Hurricane Idalia at Clearwater Community
Sailing Center located at 1001 Gulf Boulevard in the amount of$138,326.38 and
authorize the appropriate officials to execute same. (consent)
Construction Managers at Risk (CMAR) History:
On September 17, 2020, Council approved the use of 13 firms to serve as
CMAR for Continuing Contracts under RFQ 40-20 and Khors Construction, Inc.
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was selected as one of the approved firms.
Khors Construction was selected for this project due to the ability of their
professional personnel (project managers), past performance (BayCare Ball
Park), and their familiarity of the Saling Center as Khors just completed a
project to construct the new boardwalks and docks that were damaged by the
storm and a part of this contract. Khors has experience managing contractors
for structural and marine repairs for large and small projects.
Site Location and Existing Conditions:
The Clearwater Community Sailing Center (CCSC) adjoins Clearwater Sound
and provides safe, enriching, and affordable sailing opportunities to residents
and visitors alike. This center offers boat storage, boat rentals, facility rentals,
events, and regattas as well as sailing lessons, summer camp and team sailing
activities.
The north and south docks (stationary and floating) including pilings and
approach ramps were significantly damaged from the wind and storm surge of
Hurricane Idalia. Temporary repairs have been made to allow for limited use.
The work outlined within the proposal will allow the center to become fully
operational and provide safe and adequate docks for use by residents and
visitors.
Development Proposal:
This proposal is for all storm mitigation and damage repair work needed for the
project, which will repair the ramp at the south dock, replace the first float
module on the north dock, pile guides and select pilings (one on north and
south dock). The proposal will also include the removal of select concrete
pilings and install four new concrete pilings with sleeves (two on the north dock
and two on the south dock). The proposal includes the barge, labor, and
disposal of bad floats and pilings.
Parks and Recreation, Emergency Management, and Tetra Tech are working
to receive FEMA reimbursement for the repairs needed to the docks from
Hurricane Idalia. We are also proposing to install mitigation features to prevent
damage from future storms. The mitigation features will be vinyl sleeves
installed over the concrete pilings to protect the pilings from damage when
waves and storm surge affect the floating docks.
This is a 45-day contract which will commence upon issuance of a Notice to
Proceed after all materials are procured.
This item is consistent with the Community Development Code as well as the
Comprehensive Plan and Strategic Plan.
APPROPRIATION CODE AND AMOUNT:
A first quarter budget amendment will increase special program D2302,
Hurricane Idalia by $138,326.38 in governmental revenues anticipated to be
reimbursed by FEMA.
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STRATEGIC PRIORITY:
The funding of repairs of the docks and pilings, achieves the following
Strategic Plan Objectives:
1.2, maintaining public infrastructure;
1.5, embracing a culture of innovation that drives continuous
improvement and successfully serves all our customers; and
2.3, promoting Clearwater as a premier destination for cultural
experiences and tourism.
The proposal will support the CCSC as it continues to serve as a premiere
facility allowing residents and visitors to enjoy the natural environment and
thrive from bay to beach.
5.3 Approve a purchase order to Rep Services, Inc., of Longwood, Florida for the
purchase and installation of playground equipment at McKay Park located at 605
Mandalay Avenue in the total amount of$301,015.02, pursuant to Clearwater Code of
Ordinances Sections 2.563(1)(c), piggyback, and 2.563(1)(d), Impractical, and
authorize the appropriate officials to execute same. (consent)
The existing playground has served the local community and its visitors well for
the past 20 years but is now in need of replacement. The materials used in the
existing playground are subpar in comparison to materials used in today's
playground building materials standards.
The proposed new freestanding playground equipment is coastal themed
(appropriately named `Crab Trap' by the manufacturer) featuring a climbing
structure, slide, individual free-standing spinners and a three bay multi-purpose
swing set will allow for a unique play experience that will create many lasting
memories. Additionally, four cantilever shade structures are also proposed for
the playground and park.
The materials used in the proposed amenities are made of recycled plastic
materials and hot dipped galvanized steel. These materials were chosen due
to the playground's proximity to the Gulf of Mexico and the Intercoastal
Waterway and the anticipated elevated levels of salt exposure. The hot dipped
galvanized steel offers enhanced corrosion resistance for coastal environments
to ensure superior durability. The amenities are attractive, easy to maintain,
sustainable, and are anticipated to have a life cycle longer than 20 years
providing savings to the City with reduced maintenance costs and longer
lifespan as compared to that as has been provided by the existing playground.
The proposed pricing for Rep Services, Inc. is established under a contract
with Clay County, pursuant to RFP No. 18/19-2. Rep Services, Inc. was
approved by the Clay County Board of County Commissioners as the most
responsive bidder for replacement of Park and Playground Equipment on May
28, 2019, for an initial contract term expiring May 22, 2022. Extension of
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contract no. RFP 18/19-2 was approved by the Clay County Board of County
Commissioners on May 24, 2023, for an additional one-year renewal expiring
May 22, 2024. Pursuant to 2.563(1)(c) piggyback, the amount of piggyback will
be $273,821.60 ($184,963.70 for playground equipment and $88,857.90 for
installation).
Pursuant to 2.563(1)(d), non-competitive purchase under proposal no.
19356.08, a total of$27,193.42 will be considered impractical ($8,767.42 for
the required bond, $5,250.00 for engineering services, and $13,176.00 for
freight). These items of the purchase are impractical as shipping, bonding,
and engineering are provided by the manufacturer and any deviation from
using the manufacturer will cause delays in the delivery of the product and will
void warranties.
Upon council approval of this item, the Parks and Recreation Department will
immediately submit the purchase request to Rep Services to lock in the pricing.
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital improvement project C2403, McKay Play Field
Improvements, to fund this purchase order.
STRATEGIC PRIORITY:
Funding the purchase of the new playground equipment aligns with the
following City of Clearwater Strategic Plan Objectives:
1.2: Maintain public infrastructure, mobility systems, natural
lands, environmental resources, and historic features through
systematic management efforts.
1.3: Adopt responsive levels of service for public facilities and
amenities, and identify resources required to sustain that level of
service.
1.5: Embrace a culture of innovation that drives continuous
improvement and successfully serves all our customers; and
2.3: Promote Clearwater as a premier destination for
entertainment, cultural experiences, tourism, and national sporting
events.
In response to a question, Parks & Recreation Assistant Director Matthew
Anderson said staff met with the neighborhood association and received
feedback from various user groups. Staff has received citizen feedback over
the last five years regarding the old playground equipment via phone calls
and Accela.
5.4 Approve a purchase order increase to the Superlative Group Inc. for sales services for
the Imagine Clearwater project in the amount of$45,000.00, bringing the total to
$204,000.00, and authorize the appropriate officials to execute same. (consent)
On March 3, 2022, Council approved the issuance of a purchase order to The
Superlative Group, Inc., pursuant to RFP 50-21, Asset Inventory, Valuation and
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Naming Rights Services for Phase I of professional services to identify
sponsorship opportunities following completion of the Imagine Clearwater
Project.
The Superlative Group (Superlative) completed Phase I of the project and
identified sponsorship opportunities of assets located at Coachman Park, as
well as surrounding amenities comparable to entertainment venues nationwide.
On February 2, 2023, Council approved entering Phase II with Superlative for
sponsorship sales services for the Imagine Clearwater Project increasing
purchase order 22000925 to $159,000.00 for these services.
Phase II of the agreement with Superlative is for a period of eighteen months;
however, the previously approved agenda item authorized payments for only
twelve of the eighteen months.
Staff is requesting an additional $45,000.00 to cover the additional six months
increasing the purchase order from $159,000.00 to $204,000.00 to correct this
oversight.
APPROPRIATION CODE AND AMOUNT:
Funds are available in General Fund Non-Departmental cost code
0107010-530100, Professional Services, to fund the cost of this contract.
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITY:
In approving this adjustment to the existing purchase order for Superlative as
noted, above, the City will support following City of Clearwater Strategic Plan
Objectives:
2.1: strengthening public-private initiatives;
2.2: cultivating a business climate;
2.3: promoting Clearwater as a premier destination for cultural
experiences and tourism; and
3.3: promoting marketing and outreach strategies that
encourage stakeholder engagement, enhance community
education, and build public trust.
Downtown Clearwater and specifically Coachman Park has been and will
continue to serve as a premiere destination for residents and tourists alike and
host to a variety of shows and cultural- and community-reinforcing events and
celebrations. The efforts made by Superlative will aid in enhancing the
Downtown and Coachman Park specifically and are supported by the noted
Strategic Plan Objectives.
In response to a question, Parks and Recreation Director Art Kader said the
original contract was for 18 months and should have been issued for
$135,000 ($7,500 per month).
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5.5 Approve a Naming Rights Agreement between the City of Clearwater and BayCare
Health System, Inc., a Florida not-for-profit corporation located at 2985 Drew Street,
Clearwater for naming rights of the amphitheater at Coachman Park to be called The
BayCare Sound and that the appropriate officials be authorized to execute same.
(consent)
On March 3, 2022, Council approved the issuance of a purchase order to The
Superlative Group, Inc., pursuant to RFP 50-21, Asset Inventory, Valuation and
Naming Rights Services for Phase I of professional services to identify
sponsorship opportunities following completion of the Imagine Clearwater
Project.
On October 2, 2022, Council approved entering Phase I I with The Superlative
Group, Inc. to develop a strategic sales campaign for the sponsorship and
naming rights of approved assets for potential sale to national and regional
corporate partners located at within Coachman Park.
Since this approval, Superlative has been working diligently on all naming
opportunities within Coachman Park, but focusing mainly on getting a quality
naming sponsor for The Sound. They have been successful in completing an
agreement with BayCare Health Systems for naming rights of The Sound.
In this process, Superlative has worked with Ruth Eckerd Hall (REH), BayCare
and the City to arrive at an agreement of which we all can be proud.
Superlative recommends that the City approve this agreement.
The term of the agreement is for ten years. BayCare will compensate the City
in the amount of$475,000 during the first year of the sponsorship. This
amount will escalate 3% every year until the end of the ten-year term. By the
conclusion of the ten-year term, the City will have received approximately
$5,445,339 due to this sponsorship.
The agreement will expire at the conclusion of the ten-year term, requiring the
City to identify a new Venue sponsor in the calendar year 2034. However, the
agreement allows BayCare to request a ten-year extension of the current
contract instead of allowing the agreement to expire in 2034. If BayCare
makes this request, and if acceptable to the City at that time, BayCare will
remain as the Venue sponsor beyond 2034. The parties anticipate that the 3%
escalators will continue from year 11 through year 20 in the event that BayCare
requests the extension. If the extension is requested, and if the 3% escalator
remains acceptable to both parties at that time, the extended term will provide
an additional $7,318,081 altogether during the extended term.
This same process can, if requested by BayCare and if acceptable to the City,
repeat itself in years 21 through 24. This second extension will, if it occurs,
provide the City with $9,834,895 in total revenue during the second extension.
If approved by Council "The BayCare Sound" name and logo will become a
mainstay of the City of Clearwater and used throughout the park as well as on
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directional signs, websites, social media, and public media both locally and
nationally and known by all who visit Clearwater.
STRATEGIC PRIORITY:
Adopting BayCare Health Systems as a naming rights partner for the Sound
Amphitheater aligns with the following City of Clearwater Strategic Plan
Objectives:
• 2.1: Strengthen public-private initiatives that attract, develop, and retain
diversified business sectors;
• 2.2: Cultivate a business climate that welcomes entrepreneurship,
inspires local investment, supports Eco-friendly enterprises, and
encourages high-quality job growth;
• 2.3: Promote Clearwater as a premier destination for entertainment,
cultural experiences, tourism, and national sporting events; and
• 2.5: Facilitate partnerships with educational and research institutions to
strengthen workforce development opportunities.
In response to a question, Superlative Executive Vice President Pat Nieser
said what is important in the sales campaign process is to secure naming
rights to the venue as a whole so there are no conflicts in terms of
categories. Now that is in place, sub-naming rights to the VIP and lawn areas
will be pursued next. He said several conversations are in the works, with the
intent to be finalized by the August deadline.
6. Public Works
6.1 Approve construction contracts to Inliner Solutions, LLC, of Sanford, FL, for
Stormwater Pipe Cleaning (Section B), Stormwater Pipe Lining (Section C) and
Barnacle Removal (Section D), in the annual amount not-to-exceed $1,050,000.00 for
an initial one-year term with an option for three additional one-year renewal terms on a
unit price basis pursuant to Invitation to Bid (ITB) 23-0036-EN and authorize the
appropriate officials to execute same. (consent)
Stormwater infrastructure requires annual maintenance to keep the system
flowing according to design flows. Over time, a stormwater system degrades,
and a full replacement of the system is expensive and requires excavating
roads and replacing stormwater piping. This type of replacement is very
disruptive to residents and is more expensive than some of the newer
technologies that allow the system life to be extended. Performing
maintenance repairs increases life span and prevents structural failure of the
stormwater conveyance system components. Installing liners (essentially a
pipe inside a pipe) can be done without excavating making it far less disruptive
and more cost effective. This type of repair is often preferred, as long as pipe
sizes do not require enlarging or the pipes have not degraded too much that
the liners cannot be properly installed.
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The City maintains a comprehensive annual maintenance program to clean,
inspect, rehabilitate, and repair existing stormwater infrastructure throughout
the City of Clearwater. The goal is to maintain the integrity of the stormwater
system. This project establishes an annual contract for stormwater
maintenance and repairs to include pipe inspection/cleaning and pipelining.
Bids for the multi-section Stormwater Maintenance contract (ITB 23-0036-EN)
were reviewed by city staff based on unit prices. Inliner Solutions submitted the
lowest responsible bid received in accordance with plans and specifications.
This contract is based on unit rates where the contractor will be directed to
areas where maintenance or repairs are needed. The City utilized anticipated
quantities for each type of maintenance and repair; however, actual quantities
may vary based on what is needed during the year. Section (A), Underdrain,
will be rebid at later date due to having a single bidder. This allows more time
for the Public Works maintenance teams to assess where new underdrain is
needed and locations that require replacing.
Inspection and camera services are used to allow more detailed inspections to
be performed to review the condition of existing stormwater piping systems and
identify whether cleaning, maintenance, repairs (including lining) or
replacement is required. With approximately 157 miles of stormwater piping in
the City, recurring inspections are on a 3-to-5-year window, this contract allows
for more spot inspections to be performed when areas of concern are
identified. Inspections are required prior to a pipe-liner being installed allowing
the vendor to verify that the new liner can be pulled through the pipe.
The Public Works Department will direct the contractor to high priority pipe
systems as established by review of inspection reports and maintenance
records.
This is a unit price contract not to exceed a total of$1,050,000 annually with an
estimated start date of March 2024.
The City reserves the option to approve annual extensions of the contract up to
three additional one-year renewal terms, through end of February 2028.
APPROPRIATION CODE AND AMOUNT:
ENST1 80001-CONS-CNSTRC $1,050,000.00
Funds are available in Fiscal Year 2024 Capital Improvement Project
ENST180001, Storm System Improvements, to fund these contracts and will
be included in Fiscal Years 2025 through 2028 Capital Improvement Program
for future renewals in the amount of$1,050,000.00 per year.
STRATEGIC PRIORITY:
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Adopt responsive levels of service for public facilities and amenities, and
identify resources required to sustain that level of service. Support proactive
climate resiliency strategies based in science to protect natural and built
environments from impacts associated with sea level rise. Generate
organizational success through collaborative engagement and inclusive
decision-making to create shared value outcomes. Preserve community
livability through responsible development standards, proactive code
compliance, and targeted revitalization.
In response to questions, Stormwater Maintenance Division Manager
Edward Wilmes said the item before Council is citywide; the North Beach will
be addressed by a bigger project and master plan, which is currently being
reviewed and developed. He said the North Beach Project will take many
years to design and complete. Typically, the cleaning, flushing and televising
of the City's stormwater and sanitary sewers are done in-house. He said this
contract is continuous and supplements the work of city staff. Public Works
Director Marcus Williamson said barnacle cleaning is no longer handled by
city staff and is needed in North beach. The contract will provide the tools
needed to be more responsive.
6.2 Approve an increase to purchase orders with Tip Top Tree Experts LLC, of Weirsdale,
FL, and Trees ForYou.com, Inc. of Belleair Beach, FL, for palm tree pruning in the
cumulative amount of$42,000.00, increasing the annual not to exceed amount from
$216,000.00 to $258,000.00 with two, one-year renewal options, pursuant to Invitation
to Bid (ITB) 42-23 and authorize the appropriate officials to execute same. (consent)
The City of Clearwater has approximately 2,000 Palm Trees of different
species located throughout our tourist destinations, sports complexes, and
critical corridors. To ensure residents have a sustainable city through green
measures focusing on the economy, environment, and community, these
palms require annual trimming and others may require bi-annual trimming.
October 18, 2023, City Council approved purchase orders to Tip Top Tree
Experts LLC and TreesForYou.com for palm tree pruning on a unit price basis
pursuant to ITB 42-23 in the annual amount of$216,000.00.
The initial ITB did not include pruning of Sabal Palms; this increase provides
for the pruning of Sabal Palms.
City Council's authorization to increase the current purchase orders up to
$258,000.00 annually will cover the cost for servicing areas on a unit price
basis for the initial term with two, one-year renewal options.
APPROPRIATION CODE AND AMOUNT:
0 10 1312-530300 $42,000
Funds are available in cost code 0101312, Urban Forestry, 530300,
Contractual Services, in the amount of$42,000 to fund the first-year increase
of this contract. Funding for future years will be requested in the annual
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budget process.
STRATEGIC PRIORITY:
Palm pruning is in alignment with Strategic Priorities:1.2 Maintain natural lands,
environmental resources, and historic features through systematic
management efforts. 4.3 Protect the conservation of urban forests and public
green spaces to promote biodiversity and reduce our carbon footprint.
6.3 Approve an increase to Wannemacher Jensen Architects (WJA) Inc., of St.
Petersburg, FL for supplemental work order 1 in the amount of$614,965.00 for a new
total of$818,916.00 pursuant to Request for Qualifications (RFQ) 08-23; Approve a
Construction Manager at Risk (CMAR) agreement and preconstruction proposal from
Creative Contractors of Clearwater, FL for Long Center Renovations in the amount of
$86,375.00 pursuant to RFQ 07-24 and authorize the appropriate officials to execute
same. (consent)
The Long Center was issued a certificate of occupancy in 1990 and was
operated by the Long Center Foundation until the city took ownership and the
responsibility for its operation in 2003. The Long Center is unique in that it is
one of the few indoor climate controlled competitive Olympic sized pool and
therapy pool in Florida.
The natatorium's original heating ventilation and air conditioning (HVAC)
system was unable to adequately handle the latent and sensible heat load
caused by the indoor pool environment and the natatorium's hollow structural
steel (HSS) and non-insulated glass wall building envelope resulting in
corrosion of the structural framing members.
August 3,2023, City Council approved Wannemacher Jensen for Design
Services "Clearwater Long Center Renovations" pursuant to RFQ 08-23 and
approved a work order in the amount of$203,951 for development of two
schematic level design options.
The first option maintains a similar amount of glass windows surrounding the
structure while the second option modifies the structure reducing the glass
area thus decreasing construction and operating costs.
The Parks and Recreation Department recommends City Council approve the
less expensive design option and for WJA to move forward with the next step,
development of 100% design and construction documents.
Supplemental 1 work order from WJA is to design and develop construction
documents increasing the work order value to $818,916.00.
Estimated cost for the entire renovation project is $14.6 million with
construction starting about January 2025 and completion within 14 months.
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APPROPRIATION CODE AND AMOUNT:
3157572-530100-C2202 $614,965.00
3157572-565100-C2202 $ 86,375.00
Funding is available in Capital Improvement project C2202, Long Center Major
Renovation.
STRATEGIC PRIORITY:
Public Works Engineer Jeff Walker provided a PowerPoint presentation.
Discussion ensued with council consensus to pursue Option 2.
6.4 Approve a purchase order (PO) to USA Shade and Fabric Structures of Airport, TX, to
fabricate and install a shade structure as part of the Mercado project (19-0026-EN) in
the amount of$223,833.61 per Clearwater Code of Ordinance Section 2.563(1)(d),
Impractical to bid, and authorize the appropriate officials to execute same. (consent)
On February 15, 2024, Council approved a transfer of CRA funds and a
$930,929 GMP to Biltmore Construction to construct the Mercado. Biltmore will
construct the shade structure footings and hardscape and install landscape
and lighting for the Mercado. USA Shade will fabricate and install the shade
structure.
To reduce overall cost to the City, a PO will be issued directly to USA Shade
who was a subcontractor under the initial Gibbs & Register contract (approved
by Council on May 20, 2021). Under the initial contract with Gibbs & Register,
USA Shade was paid a deposit and designed and provided structure hardware.
The use of a vendor other than USA Shade would result in higher costs due to
the materials provided and work already performed by USA Shade could not
be reused by another vendor. Hence, this portion of the project is impractical
to bid.
As shared earlier, the project will be complete by September 2024.
APPROPRIATION CODE AND AMOUNT:
3157559-563800-C2105 $223,833.61
Funding is available in capital improvement project C2105, Mercado Downtown
Gateway, to fund the purchase order.
STRATEGIC PRIORITY:
Construction of the Mercado portion of the Cleveland Streetscape project
supports objectives 3.1 and 3.4 by offering a new community/public space for
events, markets, gatherings supporting neighborhood identity and inspiring
civic engagement.
In response to a question, Public Works Construction Manager Tim Kurtz
said the colors selected for the shade structure will be hues of blue and
white.
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7. Fire Department
7.1 Approve Supplemental 1 work order to Wannemacher Jensen Architects (WJA) Inc.,
of St. Petersburg, FL in the amount of$47,415.00 increasing from $445,869.00 to
$493,284.00 pursuant to Request for Qualifications (RFQ) 31-20; approve a
Construction Manager at Risk (CMAR) proposal from Biltmore Construction Company,
Inc., of Belleair, FL, for Fire Station 47 (18-0011-FD) at the Guaranteed Maximum
Price (GMP) of$8,500,702.00 pursuant to RFQ 38-23 and authorize the appropriate
officials to execute same. (consent)
Fire Station 47, located at 1460 Lakeview Rd., was built in the early 70's. Due
to the structure's age, the station does not meet current best practices and
standards and is in need of replacement.
October 2019, the City purchased property across from Clearwater High
School on S. Hercules Ave. for the future site of the new Fire Station 47.
June 2020, a Request for Qualifications (RFQ 31-20) was issued seeking an
architectural firm to design the replacement for Fire Station 47.
November 2020, City Council approved Wannemacher Jensen for Design
Services for Fire Station 47 pursuant to RFQ 31-20 and approved a work order
in the amount of$445,869.00 for development of construction documents.
Supplemental 1 work order from WJA is to revise the design to include electric
cooking and laundry appliances in lieu of natural gas and extend the
construction administration and inspection an additional five months increasing
the work order value to $493,284.00.
April 2023, the City published RFQ 38-23 for CMAR for construction of Fire
Station 47.
May 2023, the RFQ Selection Committee, consisting of representatives from
Clearwater Fire & Rescue and the Public Works Department, selected Biltmore
Construction Company, Inc. based on similar projects they completed in
Florida.
This CMAR proposal is for the construction of a new fully code compliant and
energy efficient four apparatus bay, ten dorm room, four-bathroom fire station.
The new station will include, in addition to others, the following sustainability
features: Solar PV Array & Electric Vehicle Charging Capable, Reflective Roof,
and Electric Induction cooking range.
Construction of the new fire station is expected to begin in April 2024 and is
scheduled to be completed in the summer of 2025. Upon completion and
commissioning of the new fire station, the old station will be repurposed by the
City.
APPROPRIATION CODE AND AMOUNT:
FD00190002-DSGN-PROSVC $ 47,415.00
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FDO0190002-CONS-CNSTRS $8,500,702.00
A first quarter budget amendment will provide a budget increase of$1,130,000
in reimbursement revenues from Pinellas County Emergency Management
(EMS) and the following transfers to capital improvement project FD00190002,
Fire Station 47 Replacement; $430,000 of General Fund revenues from project
FD00190001, Fire Station 46-Beach, $43,397.51 of General Fund revenues
from project C2212, City Hall Demolition, and an allocation of$660,000
transferred from General Fund reserves to fund this work order and create the
total project budget.
USE OF RESERVE FUNDS:
Funding for this project will be provided by a first quarter budget amendment
allocating General Fund reserves in the amount of$660,000 to capital
improvement project FDO0190002, Fire Station 47 Replacement. A net total of
$3,617,880 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 $40.0 million,
or 20% of the current General Fund operating budget.
STRATEGIC PRIORITY:
In response to questions, Fire Chief Scott Ehlers said staff considered
county data regarding the location of a fire station and associated travel time
during normal traffic conditions to determine optimal facility location. Fire
Station 47 to come out to Hercules Avenue will likely use Druid Road to get
out to the other side. Fire Station 49 is challenged by three signals.
7.2 Authorize an increase to purchase order with St. Petersburg College for paramedic
classes and as needed citywide training in the amount of$90,493.31, bringing the
total amount of the purchase order to $184,504.05, pursuant to Clearwater Cide of
Ordinances Section 2.563(1)(f) Professional Services not subject to CCNA
(Academics) and authorize the appropriate officials to execute same. (consent)
Clearwater Fire and Rescue (CFR) will be sponsoring a group of 14 Clearwater
Fire Department EMTs to attend paramedic school at the St. Petersburg
College. This decision is in response to the critical need for qualified
paramedics in our community. The paramedic school program spans three
semesters, including Paramedic I, Paramedic II, and Paramedic III. Each
student will be required to attend lecture and lab classes, creating a
comprehensive curriculum. Classes are scheduled on Monday, Tuesday,
Wednesday, and Thursday. Notably, Tuesday classes mirror Monday, and
Thursday classes mirror Wednesday, ensuring that no overtime is incurred by
attending paramedic school as personnel can attend on their days off.
Throughout this comprehensive training, students will undergo essential
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Council Work Session Meeting Minutes March 4, 2024
hands-on clinical experiences both in the hospital and in the field. This
hands-on approach ensures a well-rounded education, preparing our personnel
to meet the dynamic challenges of emergency medical services.
St. Petersburg College has generously offered to host an additional cohort,
beginning on January 16, aligning perfectly with our commitment to sending 14
personnel for the upcoming Paramedic School Semester One/Semester Two.
This collaboration underscores the shared dedication to enhancing emergency
medical services within Clearwater. We extend our sincere gratitude to St.
Petersburg College for their support, and we eagerly anticipate the positive
impact the 14 newly trained paramedics will have on the safety and well-being
of our community.
CFR has already allocated funds for Phase I. Additional funding in the amount
of$40,493.31 is needed to cover Phase II ($28,984.54) and Phase III
($11,508.77) of the training requirements.
Note: One of the 14 personnel attending paramedic school will be paid for by
the military, excluding books. The student is working with the Veterans Affair
Counselor on the tuition expense.
In addition, CFR is required to purchase the books through the SPC bookstore
with Barnes & Noble Educations, Inc. which is expected to cost $12,192.70.
The city has allocated $94,010.74 this FY for training. With the additional
tuition expenses for CFR ($40,493.31) and additional funding needed for
Clearwater Police ($25K) and citywide ($25K) training, the total amount needed
in FY24 is $184,504.05.
APPROPRIATION CODE AND AMOUNT:
Funding for this purchase order is available in the general fund.
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITY:
Through training and engagement, we are committed to superior public
service. We encourage professional development through employee
educational opportunities, skills-based training, and leadership succession
planning.
8. Information Technology
8.1 Approve a Purchase Order and Services Agreement to Convergint Technologies, LLC.
of Schaumburg, IL, for software and existing hardware maintenance for security
systems at city facilities in a not-to-exceed amount of$490,352.52 pursuant to
Clearwater Code of Ordinances Section 2.563(1)(c), Piggyback and 2.563(1)(d)
Non-competitive purchases (Impractical) and authorize the appropriate officials to
execute same. (consent)
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Convergint Technologies is the city standard for Building Security Hardware
and Software for installation and maintenance of building access control
systems.
This purchase is for system maintenance and installation services and includes
all hardware, software, and maintenance fees in support of the City's
enterprise access control platform.
A breakdown of costs has been provided below:
• $153,887.00: Five-year service agreement for citywide software
and existing hardware maintenance for building security.
Current and upcoming projects subject to term of piggyback contract:
• $69,900.72: Fire Station 47 Access Control System
• $31,424.24: General Services Building Access Additions
• $29,239.76: Marshall Street Door Addition
• $55,900.80: MSB Lenel Upgrade
• $150,000.00: estimation for public facilities such as Building B Gate
Access addition, CPD Armory, City Hall, Public Works remodel, etc.
through term of piggyback contract.
Services, maintenance, and hardware in the amount of$324,309.67 are
covered under Sourcewell Contract#030421-CTL, Facility Security Systems
valid through April 22, 2025. The contract includes a one (1) year warranty for
all workmanship and hardware, service levels for unscheduled service and
maintenance emergencies. Shipping/Freight ($13,713.08) is priced at the
quote level and subcontractors ($2,329.77) is not included under the
Sourcewell Contract and exempt from competitive purchase per section
2.563(1)(d) non-competitive purchase (impractical). These items are
impractical as any deviation may cause delays in the delivery. An additional
$150,000.00 is requested for upcoming public facilities such as City Hall, CPD
Armory, Public Works remodel, etc.
Services during this contract period will include upgrades to hardware at older
city facilities and controller devices throughout the system.
APPROPRIATION CODE AND AMOUNT:
Funds are budgeted and available in the Information Technology operating
budget, cost codes 5559864-530300 (contractual services) for planned
expenditures in the current fiscal year. Expenditures for future fiscal years will
be budgeted in the same line item of the IT Admin Services budget.
STRATEGIC PRIORITY:
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Council Work Session Meeting Minutes March 4, 2024
These purchase helps accomplish strategic objectives 1.2, 1.3, and 1.4. The
Information Technology Department maintains critical public infrastructure to
deliver sustain a high level of service to support a safe and healthy community.
The Council recessed from 2:50 p.m. to 2:56 p.m.
9. Marine & Aviation
9.1 Approve a proposal and Purchase order to American Infrastructure Development, Inc.,
of Tampa, Florida for the design and permitting of Clearwater Airpark Re-mill and
Overlay (23-0014-AP) in the amount of$316,154.00 pursuant to RFQ 34-23 and
authorize the appropriate officials to execute same. (consent).
July 20, 2023, City Council approved the use of Engineer of Record (EOR) for
Professional Services Agreements (I D#23-0785) for American Infrastructure
Development and other engineering firms for a period of four years.
These firms were selected in accordance with Florida Statutes 255.103 and
287.055 under Request for Qualifications 34-23 based upon construction
experience, financial capability, availability of qualified staff, local knowledge,
and involvement in the community.
On May 18, 2023, City Council approved Resolution 23-08 (Agenda Item
ID#23-0509) authorizing the execution of a Joint Participation Agreement
between the City of Clearwater and the State of Florida, Department of
Transportation, for a grant to re-mill and overlay the asphalt on portions of the
apron at the Clearwater Airpark.
American Infrastructure Development was selected as they specialize in
airports.
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital improvement project G2306, Apron Relayment,
to fund this proposal.
STRATEGIC PRIORITY:
High Performing Government: 1.2 Maintain public infrastructure, mobility
systems, natural lands, environmental resources, and historic features through
systematic management efforts.
9.2 Approve the Joint Participation Agreement (JPA) G2S84 between the City of
Clearwater and the State of Florida Department of Transportation (FDOT), for a grant
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Council Work Session Meeting Minutes March 4, 2024
to purchase vessels, refurbishment/construction of docks, and water transportation
service, authorize the appropriate officials to execute same, and adopt Resolution
24-07.
FDOT JPA Agreement G2S84 provides for an 83% grant from FDOT for the
purchase of vessels, refurbishment/construction of docks, and water
transportation service, with a 17% cash match from the City. The project cost
is estimated at $1,200,000 with FDOT contributing up to $1,000,000 in grant
funding and the City of Clearwater contributing up to $200,000 in matching
funds. The grant allows for up to $800,000 of grant funds to be used for the
purchase of vessels and the refurbishment and construction of docks and up to
$200,000 of grant funds to be used for water transportation service operations
including maintenance and supplies.
APPROPRIATION CODE AND AMOUNT:
A first quarter budget amendment will establish capital improvement project
G2410, Water Transportation Ferry Grant, recognizing a budget increase of
$1,000,000 in grant revenue.
The required cash match will be provided by a transfer of General Fund
revenues included in the budget request over the next three budget years
(FY25-FY27) moving planned funding for the Clearwater Ferry agreement to
the capital project.
STRATEGIC PRIORITY:
High Performing Government: 1.2 Maintain public infrastructure, mobility
systems, natural lands, environmental resources, and historic features through
systematic management efforts.
Economic & Housing Opportunity: 2.2 Cultivate a business climate that
welcomes entrepreneurship, inspires local investment, supports Eco-friendly
enterprises, and encourages high-quality job growth.
Community Well-Being: 3.2 Preserve community livability through responsible
development standards, proactive code compliance, and targeted revitalization.
Environmental Stewardship: 4.4 Develop accessible and active transportation
networks that enhance pedestrian safety and reduce citywide greenhouse gas
emissions.
In response to questions, Marine and Aviation Director Michael MacDonald
said DOT will be obligated to pay up to 80% of the project through the grant
program. The City is obligated to maintain the pavement. He said the project
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Council Work Session Meeting Minutes March 4, 2024
has been in the workplan for some time. Assistant City Manager Dan
Slaughter said the lease agreement states the City is responsible for the
major repairs and replacement of capital infrastructure that are basic to the
plot. Mr. MacDonald said FIyUSA will handle potholes, but if the AirPark
needs to ne repaved, then the City would be responsible.
9.3 Declare as surplus, a certain portion of real property located at 1000 N. Hercules
Avenue (a.k.a the Clearwater Airpark), for the purpose of the City of Clearwater
entering into a certain First Amendment to Lease and Property Operation Agreement
with FIyUSA PV, LLC. (APH)
The leased premises is described as that certain portion of the property located
at 1000 N. Hercules Avenue, being more particularly described as follows:
Commence at the center of Section 12, Township 29 South, Range 15 East:
thence run N 890 19' 10" W, along the East-West centerline of said Section 12,
a distance of 50.00', to a point on the West right-of-way line of Hercules
Avenue and the Point of Beginning; thence N 000 16' 59" E, along said West
right-of-way line of Hercules Avenue, a distance of 34.91'; thence N 890 29' 00"
W, a distance of 252.19'; thence N 000 40' 34" E, a distance of 173.37'; thence
N 890 19' 26" W, a distance of 328.99'; thence N 000 16' 55" E, a distance of
300.00' to a point on the South right-of-way of Grand Avenue; thence N 890 19'
26" W, along said South right-of-way of Grand Avenue, a distance of 475.00';
thence N 000 16' 59" E, a distance of 756.48'; thence N 890 19' 26" W, a
distance of 401.74'; thence N 250 13' 17" W, a distance of 1610.02'; thence S
650 50' 39" W, a distance of 294.56'; thence S 240 09' 21" E, a distance of
633.55'; thence N 890 01' 19" W, a distance of 8.74'; thence S 250 13' 17" E, a
distance of 3715.92'; thence S 000 16' 59" W, a distance of 160.49'; thence S
890 20' 18" E, a distance of 564.75' to a point on said West right-of-way line of
Hercules Avenue; thence N 000 16' 59" E, along said West right-of-way line of
Hercules Avenue, a distance of 1489.39' to the Point of Beginning.
Containing 60.21 Acres, more or less.
aka the City of Clearwater Airpark
The Property includes portions of the following tax folio numbers:
12-29-15-55836-001-0012, 12-29-15-55836-001-0001,
12-29-15-70182-200-1200, 12-29-15-70182-200-0701,
12-29-15-70182-200-0702, 12-29-15-55836-001-0013,
12-29-15-55836-001-0006, 12-29-15-55836-001-0011,
12-29-15-55836-001-0007, and 01-29-15-70164-300-2501.
The Property is currently being leased to FIyUSA PV, LLC through February
29, 2028, with FIyUSA, PV, LLC having a unilateral option to renew the
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Council Work Session Meeting Minutes March 4, 2024
agreement for one five-year renewal period (First Renewal Period).
Subsequent to the First Renewal Period, the Parties currently have the option
to mutually agree extend the Agreement for four additional five-year renewal
periods.
The City and FIyUSA PV, LLC intend to amend the Lease and Property
Operations Agreement to provide for an intial term to begin on March 1, 2023
and continue until February 28, 2053. Upon the expiration of the initial term,
the Parties will have the option to mutually agree to renew the Agreement for
up to five five-year renewal periods.
The First Amendment to the Lease and Property Operations Agreement
between the City and FIyUSA PV, LLC is contingent upon the declaration of the
property as surplus.
STRATEGIC PRIORITY:
High Performing Government: 1.2 Maintain public infrastructure, mobility
systems, natural lands, environmental resources, and historic features through
systematic management efforts.
Economic & Housing Opportunity: 2.2 Cultivate a business climate that
welcomes entrepreneurship, inspires local investments, supports Eco-friendly
enterprises, and encourages high-quality job growth.
In response to questions, the City Attorney said the city charter states that in
order to lease city real estate for a period longer than five years, it must be
declared surplus. The provision requires the City to advertise the matter
informing the public that the City is considering tying up public property for
private control for a long period of time. He said the City still owns the
property. Marine &Aviation Director Michael MacDonald said the footprint of
the Airpark is not being expanded.
10. Public Utilities
10.1Approve a Work Order under the City's continuing contract with V and A Consulting
Engineers, Inc., dba Metzger and Willard, Inc. (V and A), for Utilities Project
Management Services (23-0057-UT) in the amount of$495,000.00 pursuant to RFQ
34-23, EOR Consulting Services and authorize the appropriate officials to execute
same. (consent)
The Public Utilities Department is responsible for managing Capital
Improvement Plan (CIP) projects. Due to the abundance of CIP projects and
limited staff resources, additional project management support is needed.
Public Utilities needs to do a significant amount of capital projects within the
next 10 years but does not have the resources to manage it. This Work Order
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City of Clearwater
Council Work Session Meeting Minutes March 4, 2024
will help get Public Utilities additional project management personnel for those
projects.
V&A is an EOR for the City as approved by Council on July 20, 2023 under a
continuing contract.
V&A was selected due to the ability of their professional personnel (project
managers) and past performance on similar projects. V&A is known for
delivering a quality project and product. They have experience and understand
different types of utilities as well as specific experience with Clearwater's
facilities.
APPROPRIATION CODE AND AMOUNT:
4211345-530100 Professional and Contractual Services
STRATEGIC PRIORITY:
In furtherance of the Council's Strategic Plan to achieve High Performing
Government by maintaining public infrastructure through systematic
management efforts, approval of a Work Order and purchase order to V&A is
requested.
11. Solid Waste
11.1Approve a Contract with WestRock CP, LLC d/b/a WestRock Tampa Recycle
(WestRock) of Atlanta, GA for the sale of old, corrugated cardboard recycling for initial
term March 7, 2024, through March 6, 2026, with one, two-year renewal option
pursuant to ITB 05-24 and authorize the appropriate officials to execute same.
(consent)
On November 6, 2023, Procurement issued Invitation to Bid (ITB) 05-24, Old
Corrugated Cardboard (OCC) Recycling for the sale of old, corrugated
cardboard recyclable material. The City received two responses on December
6, 2023, with WestRock representing lowest overall processing fee and most
responsible bidder in accordance with the bid specifications.
Solid Waste and Recycling collects old, corrugated cardboard from multifamily
and commercial locations as well as our drop off center at 1701 N Hercules
Ave in Clearwater.
The annual revenue amount, which will be paid to the City, is estimated
to be $243,562.00.
The initial contract term is from March 7, 2024, through March 6, 2026, with the
option for one, two-year renewal term. Contract renewals allow for processing
fee increases based on the appropriate PPI Index.
APPROPRIATION CODE AND AMOUNT:
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City of Clearwater
Council Work Session Meeting Minutes March 4, 2024
Funds will be credited as part of the FY 2024 budget for Solid Waste and
Recycling to fund this contract: 426-365508 (Recycling Fund - Sale of
Recyclables Commercial)
USE OF RESERVE FUNDS:
N/A
STRATEGIC PRIORITY:
This item falls under objective 1.5 (drives continuous improvement) within High
Performing Government and objective 4.2 within Environmental Stewardship
(waste reduction practices).
11.2Approve a work order to Ardurra of Tampa, FL, for Solid Waste Truck Wash
Replacement Design, Permitting and Construction Services, Project No. 23-0021-SW,
in the amount of$247,547.00 pursuant to Request for Qualifications (RFQ) 34-23,
Engineer of Record Consulting Services (EOR), and authorize the appropriate officials
to execute same. (consent)
The City would like to engage Ardurra Group, Inc (Ardurra) to produce
engineering specifications and drawings to construct an automated truck
washing system and up to two manual washing bays with new equipment. The
existing equipment does not provide adequate facilities for city staff to perform
their required tasks.
The work order will provide design services, permitting, procurement and
construction administration services for this project.
On July 20, 2023, City Council approved the use of Engineer of Records
(EOR) for professional services, with Ardurra being one of the awarded firms.
Ardurra was selected for this project based on past extensive experience with
similar projects, including the ability to optimize space suggested to them and
experience with site supervision during the construction phase. Ardurra has a
great understanding of city facility functions and the ability to achieve the
required results. They deliver a quality product, meet designated timelines and
do so in a professional manner.
APPROPRIATION CODE AND AMOUNT:
A first quarter budget amendment will establish capital project C2411, SW
Truck Wash Facility, and provide a transfer of$536,796.92 from capital
improvement project SRTS180001, SW Transfer Station Rebuild, to create the
project budget and fund this work order.
STRATEGIC PRIORITY:
This item falls under objective 1.2 (maintaining public infrastructure) within
High Performing Government and objective 4.2 within Environmental
Stewardship (waste reduction practices).
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11.3Approve a purchase order to Safety-Kleen Systems, Inc., of Norwell, MA, to pump,
transfer and dispose leachate from the Solid Waste Transfer Station in the annual
not-to-exceed amount of$169,000.00 with two, one-year renewal options at City's
discretion pursuant to Invitation to Bid (ITB) No. 10-24, Pump, Transport and Dispose
of Leachate and authorize the appropriate officials to execute same. (consent)
On January 2, 2024, Procurement Issued ITB 10-24, Pump, Transport and
Dispose of Leachate and two responsive and responsible bids were received.
Safety-Kleen Systems, Inc., was the lowest responsive and responsible bidder
in accordance with the bid specifications. Pricing was based on estimated
weekly usage of 3,500 gallons, with a minimum of 1,000 gallons collected in a
single load.
The Florida Department of Environmental Protection (FDEP) requires all liquid
waste (Leachate) created at the City of Clearwater Transfer Station to be
collected in a closed system. The leachate flows from the Transfer Station's
tipping floor and the Transfer Station's truck tunnel into a holding tank. The
holding tank requires regular pumping, and the leachate requires proper
disposal at a FDEP registered processing facility. The contract purchase order
with Safety-Kleen Systems, Inc., of Norwell, MA, enables the City of Clearwater
to comply with FDEP at the lowest qualified price.
APPROPRIATION CODE AND AMOUNT:
Funds are available as part of the FY 2023/2024 operating budget of the Solid
Waste Fund and will also be included in the proposed FY 2024/2025 operating
budget of the Solid Waste Fund.
Funds are available in cost code 4242084-530300, Contractual Services, to
fund this contract.
STRATEGIC PRIORITY:
This item falls under objective 1.32 (adopting responsive levels of service for
public facilities) within High Performing Government and objective 4.2 within
Environmental Stewardship (waste reduction practices).
12. City Manager
12.1Approve a First Amendment to Lease and Property Operation Agreement for the
Clearwater Airpark between the City of Clearwater (Lessor) and FIyLISA PV, LLC
(Lessee) to provide for a 30-year initial term ending on February 29, 2053, with five
five-year renewal options subject to mutual agreement of both parties among other
minor revisions; and authorize the appropriate officials to execute same. (consent)
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On January 17, 2023, City Council approved a Lease and Property Operation
Agreement (Agreement) between the City of Clearwater (the City or Lessor)
and FIyUSA PV, LLC (Lessee) for an initial five-year term through February 29,
2028, with one five-year unilateral renewal option, at the discretion of Lessee,
and four subsequent five-year renewal options subject to mutual agreement of
both parties.
As part of the partnership between FIyUSA and the City of Clearwater, FIyUSA
is encouraged to make capital investments into the Airpark. FIyUSA will be
making investments on multiple capital projects, including new corporate
hangars, terminal, and parking lot.
Therefore, the Lessee requests, and staff supports, amending the Agreement
to provide for a 30-year initial term with five five-year renewal options subject to
mutual agreement of both parties. The Amendment also updates the language
associated with monthly rent to ensure the rent payments agreed to in the
initial agreement remain the same.
STRATEGIC PRIORITY:
High Performing Government: 1.2 Maintain public infrastructure, mobility
systems, natural lands, environmental resources, and historic features through
systematic management efforts.
Economic & Housing Opportunity: 2.2 Cultivate a business climate that
welcomes entrepreneurship, inspires local investment, supports Eco-friendly
enterprises, and encourages high-quality job growth.
In response to questions, Marine and Aviation Director Michael MacDonald
said the original lease term was 30 years, after the tenth year, five-year
renewals were possible. Assistant City Manager Dan Slaughter said no
change has been made to the rent structure.
Staff was directed to provide a strikethrough version of the amended lease.
13. City Attorney
13.1Approve an amendment to the legal services agreement with Manson Bolves
Donaldson Varn for representation in litigation regarding ownership issues of the
Seminole Boat Ramps to increase the not to exceed amount from $100,000 to
$118,500, and authorize the appropriate officials to execute same. (consent)
On March 7, 2019, City Council authorized hiring the law firm of Manson
Bolves Donaldson Varn as outside counsel to provide expertise as it relates to
water law/submerged lands and act as liaison to the FDEP and other parties as
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may be necessary to assist in clearing any cloud on title of the lands being
developed under the Seminole Street Boat Ramp - North Marina District
Improvements Project and approved a Legal Services Agreement for an
amount not to exceed $50,000.00.
The ownership issues were more complex than originally anticipated and
required litigation to quiet title on the property. On September 3, 2020, Council
approved an increase in the amount of the contract for a not exceed amount of
exceed $25,000, for a new contract total of not to exceed $75,000. On
November 4, 2021, Council approved another increase in the amount of the an
increase in the amount of the contract for a not exceed amount of exceed
$25,000, for a new contract total of not to exceed $100,000.
The City went to mediation with the owners of the submerged land in question,
which was unsuccessful. The City then successfully prevailed on the claim at
arbitration and a final judgment was rendered in the City's favor. This
amendment will be a final increase to the contract in the amount of$18,500,
for a new total not to exceed amount of$118,500, to cover the fees and costs
incurred through judgment.
APPROPRIATION CODE AND AMOUNT:
Funds are available in cost code 0109600-530100, Professional Services, to
fund this contract.
13.2Appoint two members to serve on the revised Downtown Development Board.
On February 15, 2024, the Council adopted an ordinance revising the structure
of the Clearwater Downtown Development Board. The new Board will remain
a seven-member Board, consistent with the current structure. However, the
new structure requires the five Council members, as an additional duty in
office, to serve as five of the seven members of the Board. The new structure
also requires the Council to appoint the two additional members. To ensure
adequate representation of downtown stakeholders, the two additional
members must be selected from among the current Board members - and
more specifically, must be selected among those most recently elected. Three
individuals were elected or reelected this year; their applications are attached
to this agenda item. The Council must choose two to serve a Board term that
will conclude on December 31, 2027.
There was council consensus to appoint Jennifer Frazier and Mikhail
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Khodorstsov.
13.3Adopt Ordinance 9743-24 on second reading, vacating a drainage easement at 309
Coronado Drive, Clearwater, from the property owners DC Clearwater Beach 1
Property, LLC as recorded in O.R. Book 15904, Page 863-868, and in the Public
Records of Pinellas County, Florida.
14. City Manager Verbal Reports
The City Manager congratulated Tara Kivett for receiving the Florida
Engineering Society's Engineer of the Year Award.
15. City Attorney Verbal Reports — None.
16. Council Discussion Item
16.1Tampa Bay Estuary Program - Councilmember Beckman
Councilmember Beckman said the TBEP is providing matching grants to
partners and reviewed recent stats on sea grass decline and the stormwater
master plan efforts.
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 Beckman suggested scheduling a discussion about creating
a dashboard on public/private partnerships that shows dollars spent and in-
kind donations to these organizations. She requested consideration to
schedule an update on the sound ordinance amendment, a discussion
regarding sign ordinance and making a budget allocation to family shelters.
In response to a question, the City Manager said creating a dashboard on
public/private partnerships will require council approval. Per council policy,
council requests for staff to conduct research that takes more than eight
hours requires council approval.
18. Closing Comments by Mayor— None.
19. Adjourn
The meeting adjourned at 3:38 p.m.
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City of Clearwater