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06/03/2024 Council Work Session Meeting Minutes June 3, 2024 City of Clearwater Main Library- Council Chambers 100 N. Osceola Avenue Clearwater, FL 33755 e Meeting Minutes Monday, June 3, 2024 1 :30 PM Main Library - Council Chambers Council Work Session Page 1 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 Present4 - Mayor Bruce Rector, Vice Mayor David Allbritton, Councilmember Michael Mannino, and Councilmember Lina Teixeira Absent 1 - Councilmember Ryan Cotton 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 Rector The meeting was called to order at 1:30 p.m. The Mayor requested consideration to hear Item 14.2 out of order. There was consensus to hear Item 14.2 after Item 2.1. 2. Presentations — Given. 2.1 Fleet 100 Award - Lelia Peterson, General Services Administrative Division Manager Ms. Peterson recognized the City's Fleet Team for being ranked 42nd in the prestigious 100 Best Fleet. She said this was a jump from 53rd last year. She thanked them for their dedication, hard work, and accomplishment. 2.2 Duke Energy Vegetation Management - Jeff Baker, Duke Energy Mr. Baker said trees are the leading cause of power outages and that Duke's vegetation management procedure program and process have not changed in many years. He said approximately seven years ago Duke implemented technology that identifies trees that are incompatible within the lines. In response to questions, Duke Energy Vegetation Management Director Anthony Coodi said a majority of the trees that were removed were located within the transmission grids. As part of the hurricane preparedness process, trees within the distribution systems that are diseased, dying, dead, or leaning are removed. There are 15 Vegetation Management Specialists who work in the field and oversee the work. He said there is one Transmission Field Specialist who is dedicated to the St. Pete/Clearwater region and oversees all work that is planned and executed. Mr. Coodi said staff makes Page 2 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 every attempt to make contact with property owner, especially if a tree is to be removed. Door hangars are used to communicate the tree removal process. Questions regarding the tree removal process are handled by internal staff via property visits. He said the tree removals are a sensitive topic and staff tries to work through the concerns raised by the property owner or customer. Duke Energy's tree removal process includes removing all of the related green biomass from the property. Mr. Coodi said Duke Energy utilizes LiDAR technology to identify the threat risk of the trees along the transmission lines. Mr. Baker said the technology has been used for the last seven years. Mr. Coodi said the technology allows staff to target incompatible tree species that put the system at risk. Staff is evaluating Duke's stump removal process to determine if any changes are needed. Mr. Baker said in 2019 the Legislature passed a bill that required all investor-owned utilities to create a storm protection plan. Duke has been investing in undergrounding since 2017 as part of its targeting underground program. He said the storm protection plan is driven by reliability metrics,- those etrics;those areas with the most unreliable service have a higher undergrounding potential. Most of the issues identified in Clearwater are on the transmission systems. Mr. Baker said, at this point in time, Duke cannot commit to undergrounding lines in Clearwater based on regulator mandates. It was suggested that Duke copy city staff regarding planned work and tree removals. Mr. Coodi said if city staff information is provided, planned work and tree removals will be shared with the City. 3. Parks and Recreation 3.1 Approve naming the Southwest Baseball Field at the Countryside Recreation Complex the Larry Dowd Field, pursuant to Resolution 09-31 and as recommended by the Parks and Recreation Board. (consent) Resolution 09-31 provides for the policy and procedure for naming new city parks and naming portions of city recreation facilities in honor of individuals. The Parks and Recreation Board received a proposal from the President of the Countryside Little League to name one of the fields at the Countryside Recreation Complex after Mr. Larry Dowd, one of their long-time dedicated coaches and mentors to youth of the community. In a letter requesting the naming of the field after Mr. Dowd the President stated the following: "Coach Dowd has been an inspiration to generations of players, coaches, and parents. He has had a strong and positive impact on countless lives as well as our whole community. Coach Dowd is a shining example of all that is good in youth sports. Larry is the type of person who makes the World a better place." Mr. Dowd served the citizens of Clearwater by dedicating most of his working Page 3 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 career to the Parks & Recreation Department (37 years) helping to create and oversee the nationally recognized parks and recreation facilities we all enjoy today. On April 23, 2024, the Parks and Recreation Board unanimously approved recommending naming the "Larry Dowd Field" to the City council for a final decision pursuant to Resolution 09-31. Appropriate recognition of the Larry Dowd Field will be installed at the Countryside Recreation Complex. STRATEGIC PRIORITIES: Approval of the purchase order supports several Strategic Plan Objectives, including: • 2.3: Promote Clearwater as a premier destination for entertainment, cultural experiences, tourism, and national sporting events. • 3.1: Support neighborhood identity through services and programs that empower community pride and belonging. • 3.4: Inspire citizen participation through civic engagement and volunteerism to build strong, inclusive, and engaged communities. 3.2 Approve co-sponsorship and waiver of requested city fees for eleven High Impact co-sponsored special events at an estimated cost for in-kind services and cash of $752,100 ($637,840 general fund, $39,260 enterprise fund and $75,000 cash); funding for the Community Event Co-Sponsorship Program of$200,000; funding for the ten day events held by the city at The BayCare Sound of$270,000; for the purpose of Fiscal Year 2024/25 departmental budget submissions and authorize the appropriate officials to execute same. (consent) Per City Council Policy, Item 2-21, Special Event Fee, there shall be an annual review of city sponsored/co-sponsored events during the budget process. An agenda item approving co-sponsorship and level of support for these events will be brought before the city council at the beginning of the budget process each fiscal year. In the event additional money is required beyond what is approved in the Fiscal Years (FY) 2024/25 budget, City Council approval will be required. On December 19, 2023, City Council policy, Item 2-21 Special Event Fee was amended to waive in-kind fees for High Impact events greater than $20,000 and approve a lump sum amount to fund the "Community Event Co-Sponsorship Program" for events less than $20,000. Cash funding for High Impact events were eliminated; however, Jazz Holiday was in the process of planning and budgeting for the 2024 event prior to the amendment being approved and thus counting on the continued $75,000 of cash support. Staff Page 4 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 is requesting that for Fiscal Year (FY) 2024/25 only, that Jazz Holiday's request for$75,000 in cash support as well as the $73,470 of in-kind support be approved. After FY 2024/25, Jazz Holiday like other High Impact Events will receive in-kind services only. Total budget requests for High Impact Events totaled $752,100 as compared with last year's requests for the same events of$583,060. The increases are due primarily from four events that are expanding from "Community Event Co-Sponsorship Program" (less than $20,000) to "High Impact Events" (greater than $20,000) and personnel cost increases. Events are Veterans Alliance Memorial and Veterans Day, Clearwater Run Festival and Tampa Bay Turkey Trot (chart below). Event 2023/24 2024/25 Increase Veteran's Day 8,790 32,040 23,250 Tampa Bay Turkey Trot 13,370 64,500 51,130 Clearwater Run Festival 160 24,690 24,530 Memorial Day 8,490 32,040 23,550 Totals 30,810 153,270 122,460 The Rock N Roll Marathon will not be returning to Clearwater, but the Clearwater Run Festival will offer a great alternative to the running community with the continued support of the city as a High Impact Event. The remaining events from the approved 2023/24 Co-sponsored events list fall within the "Community Event Co-Sponsorship Program" and will apply for assistance through this program. These events are traditionally much smaller and require less city support. Staff is requesting an initial investment of $200,000 per year to fund this program. The cost for these events in FY 2023/24 is $190,790. Staff is projecting that the ask for these same events will be reduced to $150,000 in FY 2024/25, thus allowing for additional funding for new community events. Total support of$952,100 is being recommended for all Co-Sponsored events (High Impact and Community Program events) in FY 2024/25 which is an increase of 13% or$108,340 from last year. Section 3.11 of the Venue Agreement between the City and Ruth Eckerd Hall, Inc. addresses the City's right to use The BayCare Sound without payment of rental or usage fees, on July 4, July 5, and up to ten additional dates per calendar year. To address the scheduling and cost for these ten events they have been included in this agenda item for discussion and or approval. The events and costs recommended are as follows: Page 5 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 1. October 2024 Hispanic Heritage Festival $50,000 2. December 2024 Holiday Event $50,000 3. January 2025 Martin Luther King Jr. Rally $15,000 4. February 2025 Sea Blues Festival Day 1 $30,000 5. February 2025 Sea Blues Festival Day 2 $30,000 6. May 2025 Memorial Day Event $15,000 7. May 2025 High School Graduation(s) $25,000 8. November 2025 Veterans Day Event $15,000 9. August 2025 BayCare Sound Silver Screen Movie $15,000 10. September 2025 Clearwater's Live, Love, Local Celebration $25,000 Total $270,000 There is no requirement to use any or all the ten days allocated by the agreement with REH but, if the city chooses to use the venue for these events the total costs is estimated to be an additional $270,000 which would be included in the special events budget. It should be noted that notwithstanding the move away from cash funding from the City's general fund, that is not intended to preclude the ability of event organizers to continue to access cash as well as in-kind support. Future requests for cash funding may be directed to the Downtown Development Board (DDB) for the allocation of funds for that purpose in keeping with DDB policy objectives. APPROPRIATION CODE AND AMOUNT: If approved funding for the various events will be budgeted into each departments operating budgets for FY 2024/25. STRATEGIC PRIORITIES: Approval of the purchase order supports several Strategic Plan Objectives, including: • 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. • 3.1: Support neighborhood identity through services and programs that empower community pride and belonging. • 3.4: Inspire citizen participation through civic engagement and volunteerism to build strong, inclusive, and engaged communities. In response to questions, Downtown Core/Venue Division Manager Kris Koch said the Live Love Local Event is a new concept that incorporates food, music, and local vendors. He said the event was hosted in 2017 and 2018 in Page 6 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 Coachman Park and were successful. The Silver Screen event is part of the Scenes of the Green program, it was moved to The Sound because of the hot August weather. He said city ordinance requires running events, whether co-sponsored or not, to provide the City the race fees. Discussion ensued with concerns expressed to providing funds to events that collect participation fees and sponsorships, disrupt the neighborhoods and do not reimburse the city services needed for the event. There was council consensus to delay discussion regarding the 10-day events at The Sound until the amended agreement with Ruth Eckerd Hall is negotiated. Staff was directed to amend the agenda item by removing reference to the 10-day events at The Sound and to place the item on the Consent Agenda. 4. Fire Department 4.1 Authorize a purchase order to Ten-8 Fire and Equipment, Inc of Bradenton, FL for one Osage Warrior Type I Rescue 2027 Ford F450 Extended Cab Chassis in the amount of$352,078.00, pursuant to Clearwater Code of Ordinances Sections 2.563(1)(c), Piggyback, and 2.563(1)(d), Non-competitive purchase, and authorize the appropriate officials to execute same. (consent) Clearwater Fire & Rescue (CFR) is requesting authorization to purchase an Osage Warrior Type I Rescue 2027 Ford F450 Extended Cab Chassis to replace G4479 at Fire Station 46 (FS46), in the amount of$352,078.00. The purchase amount for the basic model is $265,886.00, which is a piggyback from the Florida Sheriff's Association, Contract FSA23-VEF17.0, Fire & Rescue Vehicles, Boats & Equipment, valid through March 31, 2025, with added options totaling $86,192.00 ($90,452.00 less rebate of$4,260.00 for Model Year discount). The added options are impractical to bid due to delay in receipt of vehicle, possible void of warranty for after-market equipment, manufacturer delay in receiving parts, etc. The basic model identified in the FSA contract does not provide for elements that fulfill Clearwater Fire & Rescue's mission and capabilities. The additional options selected are specific to CFR rescue companies for urban EMS response to include the heavier duty chassis, heavier duty drive train, and department specific compartmentation. The additional options for this basic model coincide with the current apparatus that city mechanics are familiar with and trained on. All optional pricing is vetted through the FSA contract and priced below Manufacturer Suggested Retail Price (MSRP) per section 2.13 of the contract agreement. The $265,886.00 price provided by Ten-8 Fire & Equipment is based off a 2027 F450 4x2 extend cab chassis, which includes the "quoted chassis price only" of $79,300.00; thereby, at time of build, a model year of 2028 or 2029 may be needed requiring additional funds. If needed, the additional funds will be within the City Manager's approval authorization. Page 7 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 CFR performs emergency medical services (EMS) under a contract with the Pinellas County EMS Authority. This purchase was budgeted in the fiscal year 2023/24 capital improvement budget in project 91236, Rescue Vehicle, to be funded with Pinellas County EMS tax reimbursement. Annual operating costs are included in the department's operating budget for operating and maintaining the vehicle. Garage charges on the new vehicle are expected to be less than the vehicle being retired. Rescue Unit R46, G4479 at Fire Station 46, will be used as a reserve unit. There aren't any rescue units to surplus. APPROPRIATION CODE AND AMOUNT: A mid-year budget amendment will increase capital project 91236, Rescue Vehicle, by $11,006 in County EMS Tax reimbursement revenues to provide additional funding needed for this purchase order. STRATEGIC PRIORITY: Foster safe and healthy communities in Clearwater through first-class public safety and emergency response services. Public Works Director Marcus Williamson provided a PowerPoint presentation. In response to questions, Mr. Williamson said staff has collected comments regarding the demonstration project, the roundabout did not work and the southern portion of the project must be revisited. He said a timeline to restripe the road has not been established since data collection is still in progress for the next 60 days. If approved, the item before Council includes design, internal charettes and three public forums. Assistant City Manager Daniel Slaughter said the six-month pilot is coming to an end and staff will determine the cost to restripe it. He said Council is not approving a final design,just the ability to do a design. Mr. Williamson said staff intends to update estimated project costs annually to better reflect the market changes in an effort to avoid surprising cost jumps from concept to final design. 5. Public Works 5.1 Approve Work Order to AtkinsRealis USA, Inc., of Tampa, FL, for Fort Harrison Avenue Corridor Improvement (19-0036-EN) design and bidding of Phases II, III, and IV in the amount of$5,828,509.10 pursuant to Request for Qualification (RFQ) 04-21 and authorize the appropriate officials to execute same. (consent) The potable water, wastewater collection, and stormwater systems along Fort Harrison are aging beyond their useful life and must be replaced. This project Page 8 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 will replace those systems, including construction of a new reclaimed water main, followed by roadway reconstruction and potential implementation of mobility enhancements. The project scope includes utility design (potable water, wastewater collection, stormwater, and reclaimed water), roadway design, intersection evaluations that may lead to temporary demonstration projects and associated public outreach, in addition to recommending means of incorporating green infrastructure and sustainability to align with Greenprint 2.0. The Work Order for Phases 11, 111, and IV, in the amount of$5,828,509.10 will consist of design drawings, specifications, cost estimates, permits, and bidding support for Phases 11, 111, and IV which begins near the intersection of Fort Harrison Avenue and Georgia Street to Belleair Road (approximately 2.2 mi). The estimated construction value for the corridor construction for Phases 11, 111 and IV is approximately $43.7 million. February 3, 2022, City Council initial $2,767,677.32 work order from AtkinsRealis USA, Inc (formally Atkins North America) for Phase I design drawings, specifications, cost estimates, permits, and bidding support for the northern portion of Fort Harrison Ave, from the "apex", where Fort Harrison Avenue intersects Myrtle Avenue, south to Jones Street with an estimated construction cost of approximately $20.5 million. The Fort Harrison Avenue Corridor Improvement (19-0036-EN) design fees total for Phase I through Phase IV is $8,596,186.32. A streamlined approach combining the phases for the Fort Harrison Corridor Improvements equate to significant savings for data collection specifically related to survey, subsurface utility exploration, and geotechnical investigations as they will have to mobilize only once instead of multiple times. It will also allow for a more cohesive design of the phases as the same consultant team and City team will be in place. Designing the project as one phase simplifies the maintenance of traffic design since no transitions will be required between phases. Lastly, combining phases allows the city to streamline the schedule and number of submittals, providing a significant cost savings. In total, combing the design of the remaining phases, results in an estimated +/- $2M savings. AtkinsRealis will prepare the design drawings, specifications, cost estimates, permits, and provide bidding support for Phases 11, 111, and IV. Design for Phases 11, 111, and IV is expected to take 2 years. The total project budget for Fort Harrison is anticipated to be $72,783,000. The following funding is identified in prior year balance and the approved 6-year Capital Improvement Program, totaling $58,084,410: General Fund $10,727,740 Stormwater Utility Fund $11,476,750 Water & Sewer Utility Fund $35,879,920 If approved at these design specifications, additional resources of$14,698,590 will need to be allocated. The following amounts will be required by fund: Page 9 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 General Fund increase $ 2,803,700 Water & Sewer Utility Fund increase $11,894,890 APPROPRIATION CODE AND AMOUNT: 3157541-530100-C2102 Roads $ 325,211.79 3197319-530100-C2102 Storm $1,259,219.74 3217321-530100-C2102 Water $1,974,494.75 3217321-530100-C2102 Sewer $1,428,130.19 3277327-530100-C2102 Sewer $ 546,364.56 3217321-530100-C2102 RCW $ 295,088.07 Funding is available in Capital Improvement Project C2102, Fort Harrison Reconstruction, to fund the work order. STRATEGIC PRIORITY: This item falls under objective 1.2 (maintaining public infrastructure) within High Performing Government, objective 3.3 promote marketing and outreach strategies that encourages stakeholders' engagement, and objective 4.4 develop accessible and active transportation network that enhances pedestrian safety. 5.2 Approve the Second Amendment to Southwest Florida Water Management District (SWFWMD) Cooperative Funding Agreement for the Lower Spring Branch Improvements (14-0048-EN), extending the agreement through December 1, 2029, and authorize the appropriate officials to execute same. (consent) The Lower Spring Branch Stormwater Improvements Project is identified as Project 1 B in the Stevenson Creek Watershed Management Plan (WMP), which was prepared by the City of Clearwater with SWFWMD's cooperative funding and participation. This project will provide flood relief for approximately 11 homes adjacent to the Creek, removing them from the 100-year floodplain. The construction of this project includes the replacement of bridges at Springtime Avenue, Overbrook Avenue, and the addition of larger box culverts under Douglas Avenue. The Cooperative Funding Agreement between the City of Clearwater and SWFWMD includes reimbursement up to 50% of the cost of design and construction up to a maximum of$1,160,000 and Pinellas County, as a third party within this agreement, up to 50% of the cost of design and construction up to a maximum of$500,000 (SWFWMD reimbursement to County) for construction of the project. Pinellas County will reimburse the City 25%, not to exceed $270,000 of the construction of Douglas Avenue Crossing, for a total of$1,430,000 in potential reimbursements. Page 10 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 August 14, 2018, City Council approved the SWFWMD Cooperative Funding Agreement N915 for 50% of design and construction up to a maximum of $1,160,000. May 6, 2021, City Council approved Amendment One extending the agreement through June 30, 2024, providing time to acquire necessary property rights and Army Corp of Engineer permits for Historical bridges. Due to considerable property right acquisitions and design challenges coupled with delays arising from the COVID19 pandemic, the City has requested SWFWMD extend the Cooperative Funding Agreement expiration date to December 1, 2029, upon approval of City Council. Amendment Two includes no changes to reimbursement values. The City has budgeted $3.9M of stormwater enterprise funds, which together with SWFWMD's & Pinellas County's reimbursements will total $5.3M to fund the proposed project. City staff is also researching other grant opportunities. All necessary easements and permits should be acquired by Summer 2025. The City plans to bid the project while permits are being finalized to expedite the project schedule. Construction is expected to last less than 18 months with completion anticipated in early 2027. STRATEGIC PRIORITY: 1.2 Maintain public infrastructure, mobility systems, natural lands, environmental resources, and historic features through systematic management efforts. 1.4 Foster safe and healthy communities in Clearwater through first-class public safety and emergency response services. 4.1 Support proactive climate resiliency strategies based in science to protect natural and built environments from impacts associated with sea level rise. 5.3 Continue to June 20, 2024: Approve the request to vacate a utility easement defined as the westerly 5 feet of a rear drainage utility easement in lot 10, Block 4, Woodvalley Unit No. 5, a subdivision according to a recorded Plat Book 68, Page 32, in the public records of Pinellas County, Florida and pass Ordinance 9767-24 on first reading. 5.4 Continue to June 20, 2024: Approve the request to vacate an easement defined as the south 5-foot utility easement of Lot 31, Block c, less the west 10 feet, and the north 5-foot utility easement, of lot 32, block c, less the west 10 feet, as recorded in Plat Book 66, Page 16, Sall's Lake Park, of the public records of Pinellas county, Florida and pass Ordinance 9768-24 on first reading. 5.5 Continue to June 20, 2024: Approve the request to vacate an easement defined as the northern 10 feet of lots 12 and 13, Block 19, Milton Park replat as recorded in plat Page 11 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 book 10, page 28 and under OR Book 3750, Page 354, of the public records of Pinellas County, Florida and pass Ordinance 9769-24 on first reading. 6. Planning 6.1 Adopt Ordinance No. 9758-24 on second reading, amending the Community Development Code Article 2, Article 3, Article 4, Article 8, Appendix B, and Appendix C. 6.2 Adopt Ordinance 9759-24 on second reading, annexing certain real property whose post office address is 1239 Brookside Drive, Clearwater, Florida 33764, together with the abutting right-of-way of Beverly Circle North, into the corporate limits of the city and redefining the boundary lines of the city to include said addition. 6.3 Adopt Ordinance 9760-24 on second reading, amending the future land use element of the Comprehensive Plan of the city to designate the land use for certain real property whose post office address is 1239 Brookside Drive, Clearwater, Florida 33764, upon annexation into the City of Clearwater, as Residential Low (RL) and Preservation (P). 6.4 Adopt Ordinance 9761-24 on second reading, amending the Zoning Atlas of the city by zoning certain real property whose post office address is 1239 Brookside Drive, Clearwater, Florida 33764, upon annexation into the City of Clearwater, as Low Density Residential (LDR) and Preservation (P). 7. General Services 7.1 Authorize a Guaranteed Maximum Price (GMP) to Certus Builders, Inc., for the installation of roof top solar panels at the General Services Complex and Morningside Recreation Center in the cumulative amount of$1,113,944.00 pursuant to RFQ 40-20, Construction Manager at Risk (CMAR) Continuing Contracts and authorize the appropriate officials to execute same. (consent) On August 4, 2022, Council approved the allocation of American Rescue Plan Act (ARPA) Coronavirus Local Fiscal Recovery Funds to a variety of city projects, which included $2,000,000 towards solar projects on City facilities. ARPA funds must be committed/encumbered by December 31, 2024 and fully expended by December 31, 2026 per Department of Treasury requirements. The city's sustainability plan, Greenprint 2.0, includes reductions goals on greenhouse gas emissions. In 2022 McKim & Creed was hired by the city to provide a comprehensive solar feasibility study and cost benefit analysis of 41 city facilities. The three key assessment factors used in prioritizing city solar projects were: Levelized Cost of Energy, Internal Rate of Return, and Construction Costs, based on projected energy production rates and system Page 12 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 size. Two of the facilities identified that closely align which each assessment factor are the General Services Complex and Morningside Recreational Complex. The target values and projected facility values are as followed: 7.2 Authorize an increase to purchase order with WEX Bank (WEX) of Portland, ME for fleet fuel card services in a cumulative not-to-exceed amount of$348,000.00 bringing the total amount to $668,000.00 pursuant to Clearwater Code of Ordinance Section 2.563 (1)(c) Piggyback and authorize the appropriate officials to execute the same. On August 5, 2021, Council approved a purchase order to WEX for fleet fuel card services in the amount of$320,000.00 through December 31, 2025, with two, one-year renewal options in the annual amount of $150,000.00. This is a piggyback from the State of Florida contract #78181701-21-NASPO-ACS (NASPO Cooperative Purchasing Master Agreement#00819) with WEX Bank (WEX) No. 25172500-19-ACS. Additionally, on October 5, 2023, Council approved a purchase order to J & F Petroleum for fuel site repairs. This increase to the purchase order with WEX is needed to pay for the estimated additional expenditures for fuel that will be associated with the city fuel site being shut down for four to six weeks. There is sufficient funding to cover the increase because the city will not be using its vendor for fuel site deliveries at this time. WEX is the most widely accepted fuel card company in the US. Additionally, it provides incentives for prompt payment, detailed fueling reports, customer service 24/7, as well as a quarterly rebate based on total fuel spend. General Services is requesting authorization to increase our current purchase order by $348,000.00 for a new total of$668,000.00. APPROPRIATION CODE AND AMOUNT: 5666611-550500 Fuel 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. 8. Information Technology Page 13 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 8.1 Authorize a purchase order to GSA Security, Inc. of Tampa, FL, for the purchase, installation, maintenance, and repairs of security cameras in the not-to-exceed amount of$200,000.00 through October 24, 2024, with two, one-year renewal options in an annual not-to-exceed amount of$200,000.00 each year pursuant to Clearwater Code of Ordinances Section 2.563(1)(c), Piggyback, and authorize the appropriate officials to execute same. (consent) The City currently has approximately 800 Axis IP security cameras composed primarily of exterior facility security cameras. The Information Technology Department requests authorization to use GSA Security for the purchase and installation of new cameras and the maintenance of new and existing cameras, piggyback from Hillsborough County Public Schools (HCPS), Bid No. 21089-MST-KJ valid through October 24, 2024, with two, one-year renewal options. Should the contract be extended by HCPS and GSA, authorization is requested to extend our contract accordingly with oversight from our Procurement Division. Projects anticipated during this contract term include Crest Lake Park Security, Cleveland Street Downtown District & Mercado, Osceola Parking Garage, City Hall, Fire Station 47, construction monitoring and other locations for the Intelligent Policing Project. APPROPRIATION CODE AND AMOUNT: Installation of security cameras at other city facilities will be funded from various operating capital codes as requested, and Information Technology CIP 94873 (Citywide Camera System). STRATEGIC PRIORITY: 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. 8.2 Approve a contract with Whitlock Consulting Group of Beaufort, SC, for project management and professional services in support of Utility Billing system upgrades for the term of June 1, 2024, through June 30, 2025, in the not to exceed amount of $332,736.00 pursuant to RFP #20-24 and authorize the appropriate officials to execute same. (consent) The City is upgrading the database software and data reporting platform within its Utility Customer Information and Billing System (Cayenta). Upgrades to this system are necessary to keep pace with product improvements and to prepare for eventual migration to a cloud-based service model. The Utility Billing system supports nine city enterprise operations. On January 19, 2024, Procurement issued Request for Proposal (RFP) 20-24, Page 14 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 Cayenta UMS Database and Report Migration Services, and Whitlock Consulting Group was the only responsive response received in accordance with the solicitation requirements. The contract includes professional services for migration of the system database, services support for the review and re-writing of system reports, and technical services associated software upgrades. The project timeline is anticipated to be 12-13 months for implementation. APPROPRIATION CODE AND AMOUNT: Funds are budgeted and available in capital project 94829, CIS Upgrade/Replacement, to fund this purchase order. STRATEGIC PRIORITY: This purchase will support all the objectives of a High-Performance Government, as well as Superior Public Service. 8.3 Approve a purchase order to Accela, Inc of San Ramon, CA for renewal of license, maintenance and professional services for land management and permitting software services for an amount not to exceed $1,903,783.11 for the term beginning May 31, 2024, through September 30, 2029, pursuant to City Code 2.563 (1)(d) Non-competitive purchases (Impractical) and authorize the appropriate officials to execute same. Accela is the City's land management solution for permitting, code enforcement, and land planning. This agreement is to upgrade our existing Building & Permitting system to their cloud-based software-as-a-Service, (SaaS), for a five-year term beginning May 31, 2024, and ending through September 30, 2029. The product will continue to process all building permitting/code enforcement and land management process reviews. Accela has been the City's land-management solution for 20 years and has been configured to our process and code requirements. This agreement includes maintenance for the current on-premises licensing in the amount of$169,442.59 for term May 2024 - May 2025. An anticipated maintenance credit in the amount of($98,841.51)will be applied to subscription services beginning in October 2024 with the initiation of migration to Accela's cloud hosted SaaS offering. For future years, subscription service terms will be from October 1 st through September 30th as follows: • Year 1 (10/24-9/25) - $293,803.67 (minus anticipated maintenance credit of$98,841.51) • Year 2 (10/25-9/26) - $308,493.85 • Year 3 (10/26-9/27) - $323,918.54 • Year 4 (10/27-9/28) - $340,114.47 Page 15 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 • Year 5 (10/28-9/29) - $357,120.20 Additional costs for professional services in the amount of$200,000.00 are included to facilitate migration and conversion from on-premises to the Accela cloud hosted platform as well as $9,731.30 for Accela-Public Stuff(Citizen Engagement Platform) for a 6-month term (Public Stuff is being replaced with See-Click-Fix, a web-based service request and citizen engagement solution). By initiating the upgrade this year, the City will receive a 12.5% discount on the initial SaaS subscription price, which equates to approximately $40K in the first 18 months, and $290K over the 5-year term. The software subscription includes all webservices and development tools for the customization and creation of application workflows and display of data for all of the listed Accela products. Accela has been the City's land-management solution for 20 years and has been configured to our process and code requirements. Selection of an alternative system would require a significant dollar investment and a multi-year in commitment of time, retraining of staff, and a disruption in operations. Remaining with Accela will save time, money, and continuity of operations. Payments will be made annually per the maintenance schedule. APPROPRIATION CODE AND AMOUNT: Funds will be budgeted and available in the Information Technology operating budget, cost codes 5559864-530300 (contractual services) and capital project 94857, Accella Permitting and Code Enforcement, for planned expenditures in the current and future fiscal years. STRATEGIC PRIORITY: This purchase will support all the objectives of a High-Performance Government, as well as Superior Public Service. 8.4 Approve an agreement with Century Link Communications, LLC dba Lumen Technologies Group (Lumen), of Bloomfield, CO for telecommunications and internet services in the amount of$305,000.00 from July 1, 2024 through June 30, 2027 in accordance with Clearwater Code of Ordinances Section 2.563 (1)(d), Non-competitive purchase, and authorize the appropriate officials to execute same. (consent) Lumen is the incumbent internet service provider (ISP) and telecommunications provider for the City's primary internet gateway and legacy phone system lines. Page 16 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 Lumen is one of 4 companies that provides telecommunications/internet services in support of operations and resiliency of service for access to critical cloud-based business systems (other providers are Spectrum, Crown Castle, and Frontier). Using all providers is necessary to provide diversification and redundancy for these services. Additional competition cannot be obtained. For these reasons, this purchase with Lumen is non-competitive. Lumen currently provides ISP services at city offices and the Municipal Services Building under existing service orders. A new service order is being placed to physically move the Municipal Services Building connection to the adjacent Police District 2 headquarters and increase bandwidth speeds to enhance their level of service and keep pace with increasing bandwidth requirements. Lumen also currently provides PRI connections for the City's legacy phone system which is planned for decommissioning over the next 12 months. For the term defined the charges are as follows: Internet Services (data): $105,000.00 Telecommunications Services (voice): $200,000.00 This amount represents a decrease of approximately $125,000 from the previous term due to the recent conversion to I P telephony. APPROPRIATION CODE AND AMOUNT: Funds are budgeted and available in the annual IT Admin Services budget. STRATEGIC PRIORITY: This purchase will support all the objectives of a High-Performance Government, as well as Superior Public Service. 9. Marine & Aviation 9.1 Approve a Purchase Agreement from Trident Pontoons, Inc., of Tavares, FL, for the purchase of two ferry vessels in the amount of$930,086.00 pursuant to Request for Proposal (RFP) 32-24 and authorize the appropriate officials to execute same. (consent) On March 7, 2024, Council approved to enter into a FDOT JPA Agreement G2S84 which 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 and adopted Resolution 24-07. The project cost is estimated at $1,200,000 with FDOT contributing up to Page 17 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 $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. The state will reimburse $775.040.66 and the City will pay $155,045.34. On March 8, 2024, the City published RFP 32-24 for the purchase of two pontoon or tritoon vessels for conducting ferry services on the beautiful intercoastal waters on the west-central coast of Florida. On April 18, 2024, the evaluation committee representing City Manager's Office, Marine and Aviation and a representative from Clearwater Ferry selected Trident Pontoons, Inc. for the purchase of the two ferry vessels. The vessels will be built in accordance with specifications outlined in the RFP and the Agreement. Under the Second Amendment and Second Extension to Water Taxi Operation Agreement between the City of Clearwater and the Clearwater Ferry Service, the City provides a financial subsidy to the Clearwater Ferry Service in the amount of $500,000 over a five-year period between 2023 and 2028. A portion of that subsidy will be used to cover the City's 17% case match for this purchase. APPROPRIATION CODE AND AMOUNT: Funding is available (via reimbursement grant revenue) in capital project G2410, Water Transportation Ferry Grant, to fund this purchase. 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. 10. Public Utilities 10.1Award a Construction Contract to Eau Gallie Electric, Inc. of Melbourne, FL, for the Page 18 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 Northeast Water Reclamation Facility (WRF) Distribution Controls (DC 1 and 2) and Motor Control Center (MCC 1) Replacement Project in the amount of$3,687,200.00 pursuant to Invitation to Bid (ITB) No.17-0028-UT; approve Supplemental Work Order 2 to McKim and Creed, Inc of Clearwater, FL for Construction Engineering Services in the amount of$189,640.00, increasing the work order from $221,650.50 to $411,290.50, and authorize the appropriate officials to execute same. (consent) On February 14, 2024, Public Utilities issued ITB No. 17-0028-UT which closed on March 27, 2024. Eau Gallie Electric, Inc. of Melbourne, FL, was the lowest and only responsible bid received in accordance with the plans and specifications. In March 2023, Engineer of Record (EOR) McKim & Creed has estimated the construction cost to be $2,650,196.00. Due to inflation and rising material prices, the estimated costs have continued to increase. As a single bid was received, the City engaged with contractors in the vicinity to ascertain the reasons behind their decision not to bid. Responses encompassed issues related to workload, project suitability, and instances of contractors being unaware of the project despite the City's comprehensive dissemination efforts, including advertisements in Tampa Bay Times, publication on the city website, and direct email notifications to all relevant contractors within the designated category. After reviewing the contractor bid, the EOR and City recommend awarding the contract to Eau Gallie Electric, Inc. in the amount of $3,687,200.00. On August 20, 2020, City Council approved initial Work Order for design to replace and upgrade aging infrastructure, specifically the MCC-1, which controls the motors that operate the 2nd Anoxic Tank, in addition to the two switchgear distribution centers, DC-1 and DC-2, that transition power to a generator upon loss of utility power and providing design services in an amount of$201,910.50. On October 31, 2022, City manager approved Supplemental Work Order 1 to provide the design services necessary to incorporate the Northeast WRF Control Building portion of the Load Bank Testing project (21-0019-UT) that allows for the load bank testing of the standby generator along with the ability for separate standby power connection while the testing is being performed in the amount of$19,740.00, increasing the work order value to $221,650.50. Supplemental Work Order 2 for McKim & Creed, Inc, in the amount of $189,640.00, includes construction management and limited field representative services for the construction of the Northeast WRF Distribution Controls 1 & 2 and MCC 1 Replacement Project. McKim & Creed, Inc. was selected due to the ability of their professional personnel and past performance on similar projects. McKim & Creed is Page 19 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 known for delivering a quality project and product. They have experience and understand different types of utilities as well as specific experience with Clearwater facilities. Project benefits are improved process efficiencies, ongoing rehabilitation, and restoration strategy of treatment infrastructure. The Substantial Completion is expected to be completed in 20 months and the Final Completion is expected to be completed in 21 months. The City of Clearwater's Public Utilities Department is responsible for owning, operating, and maintaining the sanitary sewer collection system and Northeast WRF. APPROPRIATION CODE AND AMOUNT: 3217321-561300-96215 Funds are available in capital improvement project 96215, Northeast Plant R&R, to fund this work order. STRATEGIC PRIORITY: In furtherance of the Council's Strategic Plan to achieve High Performing Government by maintaining public infrastructure through systematic management efforts, award of a Construction Contract to Eau Gallie Electric, Inc and approval of Supplemental Work Order 2 to McKim & Creed, Inc. is requested. 11. City Clerk 11.1 Move the September 5, 2024 council meeting to Wednesday, September 4, 2024 at 6:00 p.m. and the September 19, 2024 council meeting to Tuesday, September 17, 2024 at 6:00 p.m. Staff is requesting to move the council meetings currently scheduled for September 5, 2024 and September 19, 2024 to Wednesday, September 4 and Tuesday, September 17. The City can no longer hold the budget hearings on September 5 and September 19 because they conflict with Pinellas County's budget hearings. There was council consensus to move the council meetings as presented. Staff was directed to place the item on the Consent Agenda. Page 20 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 11.2Schedule a special work session on Wednesday, August 14, 2024 at 9:00 a.m. for the purpose of reviewing the preliminary budget. Staff is requesting Council to schedule a special work session on Wednesday, August 14, 2024 to review the proposed budget. There was council consensus to schedule a special wok session on August 14, 2024 at 9:00 a.m. Staff was directed to place the item on the Consent Agenda. 11.3Appoint a councilmember to serve as the Clearwater representative on the Pinellas County Opioid Abatement Funding Advisory Board and appoint a councilmember to serve as the Alternate Board Member. Former Councilmember Kathleen Beckman was appointed to the Pinellas County Opioid Abatement Funding Advisory Board as the city representative. Councilmember Teixeira has attended the board meetings since Ms. Beckman left office. Staff is requesting Council appoint a councilmember to serve as the regular board member and another councilmember to serve as the alternate. The Board meets as scheduled at the Pinellas County Communication Center - 333 Chestnut Street, 33756. There was council consensus to appoint Councilmember Teixeira as the city representative and Councilmember Cotton as the alternate member. Staff was directed to place the item on the Consent Agenda. 11.4Appoint Charessa Doty to the Neighborhood and Affordable Housing Advisory Board, as the citizen who is actively engaged as a not-for-profit provider of affordable housing, to fill the remainder of an unexpired term through May 31, 2027. (consent) BOARD: Neighborhood and Affordable Housing Advisory Board (NAHAB) TERM: 4 years APPOINTED BY: City Council FINANCIAL DISCLOSURE: Not Required RESIDENCY REQUIREMENT: N/A (See Special Qualifications) MEMBERS: 7 CHAIRPERSON: Robyn Fiel MEETING DATE: 2nd Tues. most months PLACE: Main Library/Council Chambers STAFF LIAISON: Chuck Lane APPTS. NEEDED: 1 SPECIAL QUALIFICATIONS: Board to have 1 member in each: Real Estate Page 21 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 Professional in Connection with Affordable Housing; Clearwater Resident; Residential Home Building Industry; Advocate for Low Income Housing; Not-For-Profit Provider of Affordable Housing; Banking/Mortgage Industry; Employer's Representative. THE FOLLOWING ADVISORY BOARD MEMBERS IS NO LONGER QUALIFIED TO SERVE IN THE APPOINTED CATEGORY AND NOW REQUIRES REPLACEMENT BY A NEW APPOINTEE: 1. Kevin Chinault - 3606 61st Terrace E, Ellenton - Salvation Army, Area Command Social Services Director Original Appointment - 05/07/2015 Category: Citizen who is actively engaged as a not-for-profit provider of affordable housing. Note - Mr. Chinault has accepted a position with the Salvation Army as the Divisional Emergency Disaster Services Director for Arkansas and Oklahoma. THE NAME BELOW IS BEING SUBMITTED FOR CONSIDERATION TO FILL THE ABOVE VACANCY: 1. Charessa Doty -28050 US Hwy 19 N, Clearwater, 33761 - Clearwater Housing Authority, Chief Operating Officer Zip codes of current members: 1 - 34683 1 - 33706 1 - 33755 1 - 33774 1 - 33756 Current Special Qualifications: 1 citizen actively engaged in the residential home building industry in connection with affordable housing 1 citizen who resides within the city of Clearwater 1 citizen actively engaged as a real estate professional in connection with affordable housing 1 citizen actively engaged as an advocate for low-income persons in connection with affordable housing 1 citizen actively engaged as a not-for-profit provider of affordable housing 1 citizen who represents employers within the city of Clearwater 11.5Appoint Christine Bond to the Neighborhood and Affordable Housing Advisory Board, as the citizen who is actively engaged as an advocate for low-income persons in connection with affordable housing, to fill the remainder of an unexpired term through May 31, 2027. (consent) Page 22 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 BOARD: Neighborhood and Affordable Housing Advisory Board (NAHAB) TERM: 4 years APPOINTED BY: City Council FINANCIAL DISCLOSURE: Not Required RESIDENCY REQUIREMENT: N/A (See Special Qualifications) MEMBERS: 7 CHAIRPERSON: Robyn Fiel MEETING DATE: 2nd Tues. most months PLACE: Main Library/Council Chambers STAFF LIAISON: Chuck Lane APPTS. NEEDED: 1 SPECIAL QUALIFICATIONS: Board to have 1 member in each: Real Estate Professional in Connection with Affordable Housing; Clearwater Resident; Residential Home Building Industry; Advocate for Low Income Housing; Not-For-Profit Provider of Affordable Housing; Banking/Mortgage Industry; Employer's Representative. THE FOLLOWING ADVISORY BOARD MEMBERS IS NO LONGER QUALIFIED TO SERVE IN THE APPOINTED CATEGORY AND NOW REQUIRES REPLACEMENT BY A NEW APPOINTEE: 1. Linda Byars - 1726 Marion Street, Clearwater, 33756 - City of St. Petersburg Finance and Rehabilitation Manager Original Appointment - 6/1/2023 Note - Ms. Byars recently retired from the City of St. Petersburg and has been appointed to fill the Citizen who resides within city limits category. THE NAME BELOW IS BEING SUBMITTED FOR CONSIDERATION TO FILL THE ABOVE VACANCY: 1. Christine Bond - 3961 Shoreside Circle, Tampa - St. Vincent de Paul Council of Upper Pinellas County, Executive Director Zip codes of current members: 1 - 34683 1 - 33706 1 - 33755 1 - 33774 1 —33756 Current Special Qualifications: 1 citizen actively engaged in the residential home building industry in connection with affordable housing 1 citizen who resides within the city of Clearwater 1 citizen actively engaged as a real estate professional in connection with affordable housing 1 citizen actively engaged as an advocate for low-income persons in connection with affordable housing 1 citizen actively engaged as a not-for-profit provider of affordable housing Page 23 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 1 citizen who represents employers within the city of Clearwater 12. City Manager Verbal Reports — None. 13. City Attorney Verbal Reports — None. 14. Council Discussion Item 14.1 Discuss moving the July 18, 2024 council meeting to Monday, July 15, 2024. - Mayor Rector The Mayor requested consideration to move the July 18 council meeting to Monday, July 15 so he may attend his political party's national convention. A concern was expressed with changing council meeting dates after the meeting calendar has been finalized. Discussion ensued with consensus to move the July 18 council meeting to Monday, July 15 at 1:30 p.m. 14.2Affirm or Rescind the FDOT Drew Street Project. FDOT representative Justin Hall presented a concept plan for an alternative to the lane repurposing plan. He said Section 1, west end of the corridor (between Osceola Avenue and Myrtle Avenue), is owned by the City, the lane repurposing concept is maintained and connects the Pinellas Trail to Coachman Park and the beaches. The concept continues east all the way to Myrtle Avenue. Section 2 starts at the intersection of Myrtle Avenue, the two-lane section will transition to the existing 4-lane section. He said two east-bound lanes are retained through the intersection, but on the westbound lanes, the inside lane would become a westbound left turn lane. From Myrtle Avenue to MLK Drive, FDOT is proposing two lanes in each direction, with no center turn lane. He said there is some space on the north side of the road at MLK, the alternative concept proposes to widen the road to the north to provide a two-way left turn lane. He said at the intersection of Cleveland Street and Missouri Avenue, FDOT is proposing realigning northeast Cleveland Street with Drew Street slightly to the west, for a 90-degree angle. The realignment would restrict left turns out of Cleveland Street onto Drew Street and restrict westbound left turns into Cleveland Street to Drew Street. The alternative provides a westbound left turn at Missouri Avenue to address left-turn crashes. He said an eastbound left-turn lane was provided at Betty Lane to address left-turn crashes. At Keene Road, the four-lane divided section is retained. Mr. Hall said staff Page 24 City of Clearwater Council Work Session Meeting Minutes June 3, 2024 continues to look at opportunities to manage speed that are not shown in the alternative concept plan. East of Keene Road, the lanes are being narrowed to accommodate wider bike lanes and additional pedestrian crossing opportunities as part of the project. The target speed west of Myrtle Avenue is 30 mph, between Myrtle Avenue and Keene Road the target speed is 35 mph, and east of that is 45 mph. Discussion ensued with support expressed to implement speed management techniques in the Highland Avenue and Saturn Avenue corridor. It was suggested that consideration be given to lowering the speed limit to 35 mph, increasing police enforcement, implement non-synchronized traffic lights, seek State funds for targeted enforcement, and a flashing pedestrian crossing at Crest Avenue or North Lake Drive. 15. 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). — None. 16. Closing Comments by Mayor— None. 17. Adjourn The meeting adjourned at 3:18 p.m. Page 25 City of Clearwater