12/02/2024 Council Work Session Meeting Minutes December 2, 2024
City of Clearwater
Main Library- Council Chambers
100 N. Osceola Avenue
Clearwater, FL 33755
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Meeting Minutes
Monday, December 2, 2024
1 :30 PM
Main Library - Council Chambers
Council Work Session
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City of Clearwater
Council Work Session Meeting Minutes December 2, 2024
Roll Call
Present 5 - Mayor Bruce Rector, Vice Mayor David Allbritton, Councilmember
Ryan Cotton, Councilmember Michael Mannino, and Councilmember
Lina Teixeira
Also Present: Jennifer Poirrier— 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.
2. Economic Development and Housing
2.1 Approve the Second Amendment to Contract for Sale of City-Owned Vacant Land
between the City of Clearwater and Habitat for Humanity of Pinellas County,
Inc./Clearwater Neighborhood Housing Services, Inc. for real property located at 1454
South Martin Luther King Jr. Avenue and authorize the appropriate officials to execute
same. (consent)
The City of Clearwater posted RFP/Q #43-22 as an opportunity for a developer
to acquire and develop city-owned property located at 1454 South Martin Luther
King Jr. Avenue for use as affordable and workforce housing (Pinellas County
Property I.D. #22-29-15-00000-320-1300). On December 1, 2022, Council
authorized staff to negotiate a contract for the sale of real property to Habitat for
Humanity of Pinellas County, Inc. and Clearwater Neighborhood Housing
Services, Inc., together, as the selected Developer of the real property located
at 1454 South Martin Luther King Jr. Avenue. On June 13, 2023, Council
approved a contract for sale of city-owned vacant land.
Per the contract, the development shall be consistent with Buyer's response to
City of Clearwater RFP/Q 43-22. The Buyer shall construct 24 units of
mixed-income, owner-occupied townhomes with 50% of the units reserved for
households with total household income up to 80% of the Area Median Income
(AMI) as determined by the United States Department of Housing and Urban
Development, and the remaining 50% will be reserved for household with total
household income up to 120% of AMI.
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Council Work Session Meeting Minutes December 2, 2024
The Buyers response to RFP 43-22 identified a $1,240,170 cash gap in addition
to the requested donation of the property, therefore Exhibit B of the contract
specifies the City agrees to commit to the donation of the parcel, valued at
$525,000 and a contribution of an additional $357,585 for a total direct subsidy
of$882,585 (half of the total direct subsidy identified as required in the
response). The Buyer will seek funding from Pinellas County for the remaining
gap (presumably $882,585).
Additional requirements provided by Exhibit B establishes terms and conditions
that Buyer must meet prior to and after closing. Per the exhibit, all
pre-development activities must be completed prior to closing including, but not
limited to, funding commitments, site approval and building permits.
Unforeseen development challenges had pushed the original proposed timeline
and required a contract closing date extension to December 31, 2024. Due to
Hurricane Helene and Hurricane Milton, the Buyer has not procured funding
approval from Pinellas County, which is a requirement for closing. The Buyer
has informed city staff that their request will be presented to the Pinellas County
Board of County Commissioners in January 2025. The Buyer has requested an
extension to on or before April 30, 2025. Staff recommends an extension of the
amended contract's closing date to on or before April 30, 2025, to allow the
Buyer more time to complete the pre-development activities indicated in Exhibit
B of the Contract.
APPROPRIATION CODE AND AMOUNT:
Funding is to be provided by State Housing Initiatives Partnership (SHIP)
Program and Revenue Recovery Funds provided by the American Rescue Plan
Act - Local Fiscal Recovery Funds. No General Fund monies will be
appropriated.
STRATEGIC PRIORITY:
Objective 2.4 - Supports equitable housing programs that promote household
stability and reduces the incidence of Homelessness within Clearwater.
2.2 Opt out of providing the 80%-120% AMI Missing Middle Property Tax Exemption to
developments that would otherwise qualify pursuant to the Live Local Act and adopt
Resolution 24-19.
Staff recommends adopting Resolution 24-19 to opt out of providing the 80%
-120% AMI Missing Middle Property Tax Exemption under the Live Local Act
Property (The Act) to applicable developments within the city.
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• Section 196.1978(3)(d), Florida Statutes, allows for rental properties with
71 units or more that provide housing to people earning between 80%
and 120% of the Area Median Income (AMI) within a Metropolitan
Statistical Area (MSA) to be exempt from ad valorem property taxes.
• Beginning with the 2025 tax roll, local taxing authorities will have the
option to 'opt out" of this exemption. This opt-out provision is available if
the most current Shimberg Center for Housing Studies Annual Report
(Shimberg Report) identifies a surplus of affordable and available rental
units in the area and requirements are met.
• The most recent Shimberg Report indicates that there is a surplus of
affordable and available units within the Tampa-St.
Petersburg-Clearwater MSA, which includes Pinellas County, for
households that meet the income requirements for the 80%-120% AMI
tax exemption.
• Based on this finding, the City of Clearwater, being located in Pinellas
County, is eligible to and wishes to exercise the opt-out option under
Section 196.1978(3)(o), Florida Statutes. If this resolution is approved,
the City will choose not to grant the exemption for eligible properties and
will request that the Pinellas County Property Appraiser does not provide
the exemption.
• This resolution will apply to all ad valorem property taxes levied by
Pinellas County for property located within the City of Clearwater
municipal boundary. If adopted, the resolution will take effect on January
1, 2025 and will expire on January 1, 2026. It may be renewed prior to
that expiration date in accordance with the provisions of Section
196.1978(3)(o), Florida Statutes
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 comment, the City Manager said the topic was discussed
at the City Managers Consortium. She said several municipalities are
contemplating adopting similar resolutions.
3. Gas System
3.1 Authorize a purchase order to S.J. Patterson Company, LLC for T.D. Williamson steel
pipeline Tapping Machine (T-203), ShortStopp Valve Kit and ProStopp DS Isolation tool
for an amount not to exceed $790,097.57 pursuant to Clearwater Code of Ordinances
Section 2.563 (1)(a), Single Source, and authorize the appropriate officials to execute
same. (consent)
T.D. Williamson is a recognized leader in pipeline tapping equipment, with their
products widely utilized in both natural gas and liquid petroleum services. S. J.
Patterson Company, LLC is the exclusive authorized distributor for T.D.
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Williamson equipment in the State of Florida.
Tapping equipment is essential for performing hot work on pipelines (allowing
gas to continue flowing during the work) as well as stopping or plugging
pipelines to facilitate repairs.
The Clearwater Gas Systems (CGS) has been utilizing T.D. Williamson
equipment for steel tapping work across the gas network for over 30 years.
This purchase will replace equipment that has deteriorated over time.
The fittings installed by CGS over the years are specifically designed to be
compatible with T.D. Williamson equipment. Switching to a different brand
would render these fittings incompatible and obsolete. As a result, the existing
fittings would need to be abandoned in place, complicating the ability to quickly
access the pipeline for repairs or emergencies, such as stopping or rerouting
natural gas. Additionally, CGS's current inventory, valued at $140,000.00, would
no longer be usable with the new brand equipment and would need to be
declared surplus.
APPROPRIATION CODE AND AMOUNT:
Funds are available. Capital expense 3237323-564000-M2402. Amount not to
exceed $790,097.57.
USE OF RESERVE FUNDS:
STRATEGIC PRIORITY:
Installing and maintaining natural gas pipelines to maintain public infrastructure
and protect natural lands by implementing environmentally friendly practices.
3.2 Authorize a purchase order to Trillium Transportation Fuels, LLC of Houston Texas, to
provide electronic monitoring services and preventative maintenance for two
Compressed Natural Gas (CNG) fueling stations in the annual not-to-exceed amount of
$115,000.00 for the initial term December 1, 2024 through November 30, 2025, with
three, one-year renewal options pursuant to ITB 61-24 and authorize the appropriate
officials to execute same. (consent)
On August 30, 2024, Invitation to Bid (ITB) 61-24 for the maintenance and
monitoring of CNG Fuel Stations was issued, with notifications sent to five
companies likely interested in providing these services. The bid was also
posted on the City's website and the State of Florida's website. Trillium
Transportation Fuels, LLC was the only bidder who met the bid specifications
and was deemed responsive and responsible.
Trillium has successfully provided these services to Clearwater Gas System
(CGS) for several years, demonstrating high-quality performance. CGS is
recommending awarding Trillium the contract for maintenance, remote
monitoring, diagnosis, and repairs for two CNG stations: one located on
Hercules Ave and the other at the transfer station on Old Coachman Rd. The
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contract details are as follows:
Maintenance: $66,000.00 annually
• Hercules station maintenance contract: $33,000 annually ($2,750
monthly)
• Transfer station maintenance contract: $33,000 annually ($2,750
monthly)
Monitoring, Parts & Incidental Repairs: $49,000.00
• Remote monitoring for Hercules station: $15,000 annually ($1,250
monthly)
• Parts & incidental repairs (for both stations): $34,000 annually
APPROPRIATION CODE AND AMOUNT:
CGS has budgeted funds available in account code 3237323-530300-96387
STRATEGIC PRIORITY:
Deliver effective and efficient services by optimizing City Assets and
Resources.
1.2, 1.3
In response to questions, Clearwater Gas Assistant Director Alex Leon said
the monitoring service will track two natural gas compressors at the Hercules
station. The vendor will be able to monitor, analyze, and diagnose the
compressor sensors remotely. If the vendor is unable to fix the problem
remotely, the vendor will be deployed to the station to assist on-site
employees.
4. Human Resources
4.1 Approve a purchase order to Metropolitan Life Insurance Company dba MetLife for life
insurance premiums for City Basic Life, Classified Non-SAMP Life, SAMP Life, SAMP
Supplemental Life, Retiree Life, and Long-Term Disability (LTD) coverage in the amount
not to exceed $849,000 for a three-year term beginning from January 1, 2025 through
December 31, 2027, pursuant to RFP 60-24 and authorize the appropriate officials to
execute same. (consent)
The City of Clearwater offers life insurance for approximately 1400 employees
and long-term disability for 55 employees as part of our comprehensive group
benefits program. Unum has been the provider of Basic Life insurance,
Classified Non-SAMP Life, SAMP Supplemental Life, Retiree Life and
Long-Term Disability since 2012 and this benefit was due for a competitive
marketing of rates.
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On September 4, 2024, the City issued RFP 60-24, Life Insurance and
Long-Term Disability Insurance and received ten responses on October 1,
2024. A committee comprised of staff representing the Finance Department
and Human Resources independently reviewed each submittal received from
ten qualified vendors and MetLife was the top ranked firm.
Met Life offers equivalent group life insurance benefits with a 47% reduction in
cost, a three-year rate guarantee, and additional services such as beneficiary
support, grief counseling, will preparation, estate resolution, funeral discounts
and planning, and financial wellness services.
The group life insurance benefits provided by MetLife include:
• Classified Non-SAMP Life Insurance: Coverage equal to 1.5 times the
employee's annual base salary capped at $50,000.
• SAMP Life Insurance: Coverage equal in an amount equivalent to 1
times the employee's annual base salary.
• Voluntary SAMP Supplemental Life Insurance: Coverage offered in
increments of$50,000, up to a maximum of$500,000 with premiums
payroll-deducted from the employee's salary.
• Basic Life Insurance: Coverage of$2,500 for all employees, excluding
Classified Non-SAMP employees.
• Basic Life insurance for Retirees: Coverage of$1,000 for grandfathered
retirees.
• Long Term Disability Insurance: Available to employees who are not
enrolled in the City Pension Plan.
APPROPRIATION CODE AND AMOUNT:
Funds are available in the Central Insurance Fund code 5907590-545500
(Insurance Premium-Life) and 5907590-545700 (Insurance Premium- Disability)
to fund this contract. The Central Insurance Fund is an internal service fund of
the City.
Funding will be included in the fiscal year 2026/27 budget for the final year of the
contract.
STRATEGIC PRIORITY:
High Performing Government: Provide evidence-based measurement tools to
continually guide municipal performance and promote accountable governance.
The Human Resources department has the responsibility to review, confirm
and document the reasonableness of plan expenses and services. The RFP
process reaped continued savings on premiums for three years.
Superior Public Service: Attract and retain top-quality personnel through the
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maintenance of a competitive compensation program. The continued savings
on premiums is a benefit as part of the overall compensation package to all
employees.
4.2 Approve the collective bargaining agreement as negotiated between the City of
Clearwater and Fraternal Order of Police, Clearwater Officers Bargaining Unit Lodge 10
for Fiscal years 2024/2025, 2025/2026, 2026/2027 and authorize the appropriate
officials to execute same. (consent)
The current collective bargaining agreement between the City of Clearwater and
FOP Lodge 10 expired on September 30, 2024. The parties reached a tentative
agreement for a new contract which was ratified by the membership on
November 13, 2024.
This three-year agreement will bring the Police Officers, Police Service
Technician Supervisors, and Police Service Technicians to the 75th percentile
in year one, which is a 12% increase for Officers, an 8% increase for Police
Service Technician Supervisors, and an 8% increase for Police Service
Technicians. Year two provides a 4% general wage increase (GWI) for all
classifications in the first pay period in October. It also provides a step pay
increase averaging 3.75% and provides for all pay ranges to be adjusted by 4%
in the second year. In the third year of the agreement, it provides for a 3%
general wage increase plus a step pay increase averaging 3.75% and a 3% pay
range adjustment for all classifications.
APPROPRIATION CODE AND AMOUNT:
A cumulative estimated value of this agreement over the three year is
$7,687,785, including benefits. The cost associated with the implementation of
this agreement by fiscal year is anticipated to be approximately as follows:
FY 2024/25 $3,290,405
FY 2025/26 $2,292,134
FY 2026/27 $2,105,246
Funds are available in the FY 2024/25 budget to cover the first year of this
agreement. Future budgets will include the contract costs in the proposed
budget. The Police Department is funded by General Fund revenues.
STRATEGIC PRIORITY:
Superior Public Service 5.1 Attract and retain top-quality personnel through the
maintenance of a competitive compensation program.
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4.3 Approve the collective bargaining agreement as negotiated between the City of
Clearwater and Fraternal Order of Police, Clearwater Supervisors Bargaining Unit for
Fiscal years 2024/2025, 2025/2026, 2026/2027 and authorize the appropriate officials to
execute same. (consent)
The current collective bargaining agreement between the City of Clearwater and
FOP Clearwater Supervisors Bargaining Unit expired on September 30, 2024.
The parties reached a tentative agreement for a new contract which was ratified
by the membership on November 13, 2024.
This three-year agreement will bring the FOP Supervisors to the 75th percentile
in year one, which is a 15% increase for Sergeants and a 5% increase for
Lieutenants. Year two provides a 4% general wage increase (GWI) for all
classifications in the first pay period in October. It also provides a step pay
increase of 4% and provides for all pay ranges to be adjusted by 4% in the
second year. In the third year of the agreement, it provides for a 3% general
wage increase plus a step pay increase of 4% and a 3% pay range adjustment
for all classifications.
A summary of all other changes is attached.
APPROPRIATION CODE AND AMOUNT:
A cumulative estimated value of this agreement over the three years is
$1,525.984, including benefits. The cost associated with the implementation of
this agreement by fiscal year is anticipated to be approximately as follows:
FY 2024/25 $780,182
FY 2025/26 $400,740
FY 2026/27 $345,062
Funds are available in the FY 2024/25 budget to cover the first year of this
agreement. Future budgets will include the contract costs in the proposed
budget. The Police Department is funded by General Fund revenues.
STRATEGIC PRIORITY:
Superior Public Service 5.1 Attract and retain top-quality personnel through the
maintenance of a competitive compensation program.
5. Parks and Recreation
5.1 Authorize an increase to the purchase order with Rock Capital Sound Corporation dba
RCS Corporation (RCS) of Clearwater for event production services in the amount of
$150,000.00 for a new annual not to exceed amount of$200,000.00 for the initial term
ending September 30, 2025, with four, one-year renewal options at an annual amount of
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$200,000.00 pursuant to RFP 57-24 and authorize the appropriate officials to execute
same. (consent)
On July 23, 2024, Procurement issued Request for Proposal (RFP) 57-24,
Event Production Services and two responsive bids were received on August
23, 2024. A team of City staff evaluated and ranked both proposals based on
the RFP criteria and overall responsiveness to the RFP requirements. RCS
was determined to be the most responsive and responsible vendor to provide
the requested services.
As part of the numerous events planned for Coachman Park, the City has
introduced a new monthly event called "Last Friday." Held on the last Friday of
each month, this event will offer live entertainment, delicious food, and a variety
of engaging activities. For example, the October event featured family-friendly
fall activities, including a children's costume contest, a candy trail, live music, a
touch-a-truck experience, and more. A total of nine Last Friday events are
scheduled through September 2025.
In addition to the Last Friday event series the City of Clearwater also produces
groundbreaking and ribbon cutting events as well as larger festivals and events
such as The Sea-Blues Festival and Clearwater Celebrates America.
RCS will provide various production services such as lighting, audio, sound,
backline, equipment, and generators needed to produce these events and more
throughout the year.
APPROPRIATION CODE AND AMOUNT:
Parks and Recreation cost centers 0101831 (Downtown Core Programming)
and/or 0101804 (Special Events) will be utilized depending on the specifics of
the events these services are provided. The Parks and Recreation department
is funded by General Fund revenues.
STRATEGIC PRIORITIES:
Approval of this item supports several Strategic Plan Objectives, including:
• 1.5: Embrace a culture of innovation that drives continuous improvement
and successfully serves all our customers.
• 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.
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• 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.
5.2 Approve an increase to existing purchase orders with Pete and Ron's Tree Service,
O'Neils Tree Service, and TreesForYou.com for additional tree care services caused by
Hurricanes Helene and Milton for the initial term in the cumulative amount of$900,000.00
bringing the purchase order totals to $1,600,000.00 pursuant to ITB 26-24 and authorize
the appropriate officials to execute same. (consent)
The City currently holds purchase orders with Pete & Ron's Tree Service,
O'Neils Tree Service, and TreesForYou.com for citywide tree services, as
approved by the Council on July 15, 2024, under Invitation to Bid #26-24 Tree
Care Services, with an annual spending cap of$700,000.00. However, due to
extensive damage from Hurricanes Helene and Milton, this annual limit will be
exceeded.
Staff is requesting an additional $900,000.00 to cover necessary work for
removing damaged trees, hangers, and leaning trees from city parks, public
spaces, and rights-of-way impacted by the hurricanes for the initial term ending
on July 31, 2025. The remaining terms will remain at $700,000.00 annually.
So far, storm-related expenses have reached $500,000.00 across Parks and
Recreation, Public Works Urban Forestry, and Public Utilities, with further
services anticipated in the coming months.
APPROPRIATION CODE AND AMOUNT:
All tree work related to Hurricane Helene will be coded to special program code
1817525-546300-D2402, disaster response - Hurricane Helene; all tree work
related to Hurricane Milton will be coded to 1817525-546300-D2501, disaster
response - Hurricane Milton. Reimbursement will be requested and is
anticipated from FEMA for all work related to these two storms. Funds used for
normal tree work outside of the storms will be coded to various operating codes
as was originally budgeted.
USE OF RESERVE FUNDS:
Funding will be from Special Programs Special Revenue Fund reserves,
pending potential FEMA reimbursement.
STRATEGIC PRIORITY:
Approval of the purchase order supports several Strategic Plan Objectives,
including:
• 1.2: Maintain public infrastructure, mobility systems, natural lands,
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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.
• 1.4: Foster safe and healthy communities in Clearwater through first
class public safety and emergency response services.
• 2.3: Promote Clearwater as a premier destination for entertainment,
cultural experiences, tourism, and national sporting events.
• 3.2: Preserve community livability through responsible development
standards, proactive code compliance, and targeted revitalization.
• 4.3: Protect the conservation of urban forests and public green
spaces to promote biodiversity and reduce our carbon footprint.
In response to a question, Parks and Recreation Assistant Director Matt
Anderson said staff is working with Tetra Tech to process FEMA
reimbursement claims.
5.3 Approve amendments to the Clearwater Code of Ordinances Chapter 22, Article II,
Section 22.24, to correct the name of McKay Playfield to McKay Park; change the
operating hours of McKay Park from closed between sunset to sunrise to closed between
9:00 p.m. and 7:00 a.m.; add six parks (Mercado, Bayshore Trail, North Betty Lane
Neighborhood Park, Lake Chataqua Equestrian Park and Nature Preserve, McLennan
Circle Park and Rainbow Drive Park); remove one park (Holt Avenue); and pass
Ordinance 9806-24 on first reading.
Proposed Ordinance No. 9806-24 will correct the name of McKay Playfield to
McKay Park as consistent with existing nomenclature which typically calls other
similar Department facilities "Parks" and change the operating hours of same
from closed between sunset to sunrise to closed between 9:00 p.m. and 7:00
a.m. The City is in the process of updating and renovating McKay Park with a
new playground and six pickleball courts. These upgrades are the result of
public input. That same public input also suggested that the current hours were
too limiting with which the Department agrees. It should be noted that the
immediate area is generally within the Old Florida character district of the
Beach by Design planning area, Tourist (T) zoning district and the Resort
Facilities High (RFH) future land use classification. The Old Florida District
envisions the redevelopment of this area primarily with overnight
accommodation and attached dwelling uses with some limited
retail/commercial and mixed-use developments along Mandalay Avenue. The
immediate vicinity is characterized by a variety of overnight accommodation,
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retails sales and service, restaurants, bars, and attached dwelling uses. The
properties to the north are predominantly developed with attached dwellings,
overnight accommodations, restaurants, retail sales and service and bars. The
proposed hours of operation are anticipated to the compatible with the character
of the surrounding area.
The Department has determined that the proposed change in the hours of
operation are consistent with Goals PPP 1 and 2 and Policies PPP 1.1.1 and
2.2.5 of the Parks & Public Places Element of the City's Comprehensive Plan
as well as the intent and purpose of the Open Space/Recreation zoning district
of the City's Community Development Section 2-1401 which provides that is to
establish areas where public and private organizations can establish and
operate passive and active open space and recreation facilities which are
important to the quality of life and economic vitality of the City of Clearwater
without adversely impacting the integrity of adjacent residential neighborhoods,
diminishing the scenic quality of the City of Clearwater or negatively impacting
the safe and efficient movement of people and things within the City of
Clearwater.
In addition, the proposed Ordinance will be updated to reflect five existing parks
including Bayshore trail, North Betty Lane Neighborhood Park, Lake Chataqua
Equestrian Park & Nature Preserve, McLennan Circle Park and Rainbow Drive
Park and one new park, the Mercado. All five of the existing parks will be closed
Sunset to Sunrise (open Sunrise to Sunset) while the Mercado will be closed
between 9:00 p.m. and 6:00 a.m. Finally, the proposed Ordinance will remove
the Holt Avenue Property as that land area has been incorporated into the Phillip
Jones Park.
STRATEGIC PRIORITY:
Approval of the name and operating hours modifications support several
Strategic Plan Objectives, including:
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.
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.
3.2: Preserve community livability through responsible development
standards, proactive code compliance, and targeted revitalization.
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5.4 Authorize Guaranteed Maximum Price proposal to Keystone Excavators, Inc. of Oldsmar,
FL, for renovations and improvements of State Street Park located at 1312 State Street
in the amount of$1,356,526.25 pursuant to Request for Qualifications (RFQ) 51-24,
Construction Manager at Risk Services Continuing Contracts; transfer $500,000.00 from
M2002 Environmental Parks to G2218 State Street Park and authorize the appropriate
officials to execute same. (consent)
On October 03, 2024, Council approved the use of eighteen firms to serve as
Construction Managers at Risk (CMAR) for Continuing Contracts under RFQ
51-24 and Keystone Excavators, Inc. was selected as one of the approved
firms.
Keystone Excavators, Inc. was selected from the approved CMAR Continuing
Contracts List based on past reliability, professionalism, prevalent on-site
supervisory personnel, and their ability to put together a team of various
disciplines to complete this project, as well as their past performances with
other major park renovation projects within the City of Clearwater's Parks
portfolio. Due to deadlines associated with ARPA funding the use of a trusted
CMAR is imperative to allow the city to encumber the funding of this project prior
to December 31, 2024. Keystone's proven ability to deliver consistent quality
civil and site work services, expedite designated timelines, and communicate
clearly with the client makes them the ideal CMAR to be considered for this
project.
Staff has met with the Spring Branch Neighborhood Association on numerous
occasions to gather their input regarding the development of this park. State
Street Park is a 7.99-acre neighborhood park that will serve the recreational
needs of the surrounding area providing approximately 2,810 linear feet of
nature trails, seating, two stormwater management facilities, two bridges, and
environmental education signage. The storm water facilities have been
designed to accommodate future additions to the park which may include a
picnic shelter, parking lot and playground. The plan also includes a sidewalk
along North Betty Lane adjacent to the site with crosswalks across North Betty
Lane to the sidewalk on the west side of the street. City staff will install
irrigation, sod and landscaping.
Additional staffing for these improvements will not be required as parks staff
currently maintains the active portion of the park while the passive areas of the
park will remain in their natural state with the addition of improved trails and
signage. Operating budgets will increase by approximately $12,000.00 to cover
the increased cost of electricity, water, replacement shell, and miscellaneous
supplies.
This item is consistent with the Community Development Code as well as the
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Comprehensive and Strategic Plans.
Staff is requesting an increase in the State Street Park budget from
$1,049,662.00 to $1,549,662.00 with the transfer of$500,000.00 of Penny for
Pinellas revenue from the Environmental Parks project to the State Street Park
improvements project. The new total project funding includes $700,000.00 of
ARPA related General Fund revenue, $349,662 of General Fund revenue, and
$500,000 in Penny revenue. Total project cost of$1,549,662 is broken down in
the following manner:
Engineering Design Work - (TranSystems) $135,580
Park construction (Keystone Excavators Inc.) $1,356,526
Sod, Landscape & Irrigation -(City Staff) $57,556
Total $1,549,662
This is a 180-day contract from issuance of notice to proceed.
APPROPRIATION CODE AND AMOUNT:
A first quarter budget amendment will transfer$500,000.00 of Penny for Pinellas
from capital project M2002, Environmental Parks to project G2218, State Street
Park to provide the remaining funding needed for this project.
STRATEGIC PRIORITY:
Approval of the proposal supports several Strategic Plan Objectives, including:
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.
2.3: Promote Clearwater as a premier destination for entertainment,
cultural experiences, tourism, and national sporting events.
3.2: Preserve community livability through responsible development
standards, proactive code compliance, and targeted revitalization.
4.2: Adopt renewable resource usage and waste reduction practices to
ensure a vibrant city for current and future generations.
4.3: Protect the conservation of urban forests and public green spaces
to promote biodiversity and reduce our carbon footprint.
In response to a question, Parks and Recreation Assistant Director Matt
Anderson said the trees marked with an X'signifies the tree will be
removed because it was damaged beyond repair from the storm. Trees
marked with a dot signifies that tree limbs are hanging and pose a hazard.
Trees with dots will be trimmed.
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Council Work Session Meeting Minutes December 2, 2024
6. Police Department
6.1 Authorize a purchase order with St. Petersburg College for the Clearwater Police
Department and Clearwater Fire Rescue for police academy sponsorships, paramedic
training program, and ongoing advanced training for existing personnel in the amount of
$160,000.00, pursuant to Clearwater Code of Ordinances Section 2.563(1)(f),
Professional Services not subject to CCNA (academics), and authorize the appropriate
officials to execute same. (consent)
In recent years, the effort to recruit and hire quality police officer candidates has
become increasingly competitive. In response, the Clearwater Police
Department has made various efforts towards this challenge to include offering
police academy sponsorships to new officer candidates. This has become a
common practice with other local law enforcement agencies and is critical for
the police department to continue the same practice. In FY23, the agency
sponsored ten cadets. In FY24, the agency sponsored 11 cadets. In FY25, the
agency estimates sponsoring up to 16 cadets.
The police academy is offered through the Southeastern Public Safety Institute
(SEPSI) at St. Petersburg College. The academy is a 22-week, 790-hours,
program that includes classroom and practical scenario-based instruction in
criminal law, investigations, interviewing, report writing, traffic stops, defensive
tactics, firearms, driving, and de-escalation techniques. The police academy will
properly prepare cadets to then enter an additional 20-week training program
provided by the police department to ensure their readiness to adequately serve
and protect the citizens, visitors, and business owners within the City of
Clearwater and meet the dynamic challenges of being a police officer.
Academy sponsorships are $5,000.00 for each cadet and would equate to
$80,000.00 for 16 estimated sponsorships. An additional $20,000.00 is
estimated for advanced training for current officers to keep up with the newest
trends in high liability areas as well as get specific training for positions to
include instructors, detective, community policing, supervisor and many others.
Clearwater Fire Rescue is requesting $42,000.00 to sponsor eight new EMTs in
FY25 to attend paramedic school at St. Petersburg College 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. Throughout this comprehensive training, students will undergo
essential 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. An additional
$18,000.00 is estimated for advanced training for current Firefighters and EMTs
to keep up with newest trends in the field.
Clearwater is known throughout the area as providing exceptional training for
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Council Work Session Meeting Minutes December 2, 2024
their officers and firefighters. Supporting this training will help to maintain our
high levels of professionalism, knowledge and superior public service.
APPROPRIATION CODE AND AMOUNT:
Funding for this purchase order was anticipated and is available through the
Police Recruitment special program (99279) for police academy sponsorships;
Police Department operating budget cost code 557300 (training) for ongoing
advance training; and the Clearwater Fire & Rescue operating budget cost code
557300 (training).
The budget for operations of the Police Department, Fire Department,
associated special programs are funded by General Fund revenues.
STRATEGIC PRIORITY:
We encourage professional development through employee educational
opportunities, skills-based training, and leadership succession planning.
7. Public Works
7.1 Approve a Community Aesthetic Features Agreement (CAFA) between the City of
Clearwater and the Florida Department of Transportation (FDOT) for a local identification
marker on a new pedestrian overpass bridge at the SR 60 and Courtney Campbell
Causeway Trail east of Bayshore Boulevard in the amount of$15,000.00, adopt
Resolution 24-14, and authorize the appropriate officials to execute same. (consent).
As City of Clearwater redevelops and grows, opportunities arise to increase
public recognition and community pride in the city. Branding and wayfinding
enhancements to transportation facilities and infrastructure are important
components of these goals and serve to guide customers and visitors to their
destinations. The pedestrian overpass, at the SR60 Courtney Campbell
Causeway Trail, to be constructed by FDOT, offers the opportunity for aesthetic
lighting features and branding.
The City is proposing identification aesthetic features affixed to the new
overpass when constructed. As shown in the Community Aesthetic Features
Agreement (CAFA), the sign will feature the city logo with the tag line "Bright and
Beautiful, Bay to Beach" underneath.
March 18, 2024, City Council approved a Locally Funded Agreement (LFA)
between FDOT, and the City of Clearwater to fund $750,000 for the
construction of aesthetic features on the SR 60 (Gulf to Bay
Boulevard/Courtney Campbell Causeway) Pedestrian Overpass from Courtney
Campbell Trail to Bayshore Trail and approved a Maintenance Memorandum of
Agreement (MOA) for the maintenance of the pedestrian bridge, including
aesthetic features on the SR 60 (Gulf to Bay Boulevard/Courtney Campbell
Causeway) Pedestrian Overpass (Bridge) from Courtney Campbell Trail to
Bayshore Trail.
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Council Work Session Meeting Minutes December 2, 2024
The city will be responsible for maintenance, as established in the previous
LFA. The CAFA requires payment of$15,000.00 deposit to restore the
right-of-way to its original condition, if needed.
By passing Resolution 24-14, City Council is approving the CAFA and the
information contained within. Architectural plans, Exhibit A of the CAFA, show
renderings on pages 48 and 55 of 60.
APPROPRIATION CODE AND AMOUNT:
3157572-581000-93618 $15,000
Funds are available in Capital Improvement Project 315-93618, Misc. Parks &
Recreation Contract Services, which is funded by General Fund revenues.
STRATEGIC PRIORITY:
Objectives 2.3 Promote Clearwater as a premier destination for entertainment,
cultural experiences, tourism, and national sporting events; and 3.2: Preserve
community livability through responsible development standards, proactive code
compliance, and targeted revitalization.
In response to a question, Public Works Transportation Engineer Anabella
Hullen said the aesthetic lighting is to enhance the bridge, similar to the
Skyway Bridge. The lighting feature will not change color.
7.2 Approve a purchase order extension and increase with T2 Systems of Indianapolis, IN, for
parking violation, permit processing, and collection agency services in the not-to-exceed
amount of$440,000.00 for the term December 1, 2024 through November 30, 2026, with
a one, two-year renewal option at $440,000.00 pursuant to Request for Proposal (RFP)
20-19 and authorize the appropriate officials to execute same. (consent)
In 2019, the City issued a solicitation for a Parking Management Solution under
RFP 20-19 to obtain services for parking violation enforcement, permit
processing, and collection agency services for the Parking Division. Twelve
firms responded to the solicitation, aiming to provide the new parking
management services. A selection committee, consisting of representatives
from Internal Audit, Finance, Information Technology (IT), and the Parking
System Division of Engineering, reviewed each proposal and shortlisted five
firms for presentations. The committee ultimately ranked United Public Safety
(now T2 Systems) as the top firm.
According to the RFP Milestones, the award was initially structured for a
three-year term with three two-year renewal options (totaling nine years).
However, when the item was presented to Council on November 7, 2019,
approval was sought and granted for a three-year term with two one-year
renewal options (totaling five years). Authorization is now requested to use the
additional renewal options specified in the original RFP solicitation. The
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City of Clearwater
Council Work Session Meeting Minutes December 2, 2024
requested amount of$880,000.00 is allocated as follows:
• $440,000.00 for the term from 12/01/24 to 11/30/26
• $440,000.00 for the term from 12/01/26 to 11/30/28
T2 Systems (formerly United Public Safety) has continued to deliver excellent
service, and the current parking software and ticketing technology have proven
highly effective over the past five years. T2 Systems has successfully
integrated with our other related technologies, including License Plate Readers,
the Mobile Payment app, and Flowbird parking kiosks. Although transitioning to a
new platform is feasible, it would result in downtime and reduced productivity
due to implementation, training, and familiarization with new equipment.
Additionally, technology costs have risen over the past five years, making it
financially prudent to continue our contract with a reliable and proven vendor at
the agreed upon 2019 prices with no increases.
APPROPRIATION CODE AND AMOUNT:
Funds for FY2024/25 are available in Public Works - Parking cost codes
4351333-530300 and 4351334-530300. Future funding will be included in the
Parking System and Parking Enforcement Operating Budget requests for Fiscal
Years 2025/26 through FY2027/28. The Parking Division of Public Works is
funded by Parking Fund, an enterprise fund of the City.
STRATEGIC PRIORITY:
1.2: Maintain public infrastructure, mobility systems, natural lands,
environmental resources, and historic features through systematic
management efforts. 1.5: Embrace a culture of innovation that drives
continuous improvement and successfully serves all our customers
7.3 Ratify and confirm a purchase order to Tip Top Tree Experts for emergency tree services
immediately following Hurricane Milton (00-0054-AD) in the amount of$111,078.00.
(consent)
The City has existing tree service contracts with Pete & Ron's and O'Neil's Tree
Service and a recently expired palm trimming contract with Tip Top Tree
Experts. All firms were contacted to assist with emergency response (CAT B
work) following Hurricane Milton. Tip Top Tree Experts was the only company
immediately available to respond to our needs. Tip Top agreed to provide
services based on emergency and routine rates in an existing pre-storm
competitively advertised contract with the City of Eustis, Florida, with a term
from June 2, 2022 through June 1, 2025. Tip Top successfully completed past
work with the City at reasonable rates.
Tip Top Tree Experts mobilized to assist Public Works Urban Forestry and
Parks and Recreation Department teams with tree removal and trimming to
address immediate safety concerns along roadways and various portions of
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City of Clearwater
Council Work Session Meeting Minutes December 2, 2024
City parks that were not possible to secure from public access. Tip Top
demobilized their emergency work on October 22, 2014. On October 23, 2024,
once emergency work was complete, the City continued tree services with
existing contractors, Pete & Ron's and O'Neil's.
APPROPRIATION CODE AND AMOUNT:
1817525-530300-D2501 $110,078.00
This purchase will be coded to special program project 181-D2501, Milton, the
City intends to apply for FEMA reimbursement for this expense.
STRATEGIC PRIORITY:
1.4 Foster safe and healthy communities in Clearwater through first-class
public safety and emergency response services. 3.2 Preserve community
livability through responsible development standards, proactive code
compliance, and targeted revitalization.
7.4 Approve a purchase order to MWI Corporation of Tampa, FL for the purchase of four
additional MWI CT4 ECO QP 4-in. centrifugal pumps in a not to exceed amount of
$182,905.62 pursuant to Clearwater Code of Ordinances Section 2.563(1)(c),
Piggyback, and Section 2.563(1)(d), Non-competitive purchases, and authorize
appropriate officials to execute the same. (consent)
On February 1, 2024, an analysis began to address stormwater ponding issues
on North Beach by deploying portable pumps rented from MWI Corporation at
selected outfalls. The pumps performed effectively, significantly reducing
stormwater ponding levels. Consequently, staff decided to purchase
permanent replacements for the rental pumps. On April 29, 2024, Council
authorized the purchase of four pumps in the amount of$157,720.00 pursuant
to piggybacking off Florida Sheriffs Association (FSA) contract
FSA23-EQU21.0. However, when the purchase order was processed by MWI
Corporation, the estimated delivery date was delayed to late October 2024.
With hurricane season approaching and the return date for the rented pumps
set for May 31, 2024, staff explored the possibility of extending the rental
agreement. However, continuing the rental arrangement with MWI Corporation
was determined to be unfeasible. Recognizing the benefits provided by the
rental pumps in reducing stormwater ponding, the study area was expanded to
include additional stormwater basins. Public Works Director Marcus Williamson
directed staff to expand the stormwater study area from four to eight basins (out
of nine total, with one basin already served by a lift station) and to seek quotes
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City of Clearwater
Council Work Session Meeting Minutes December 2, 2024
from qualified vendors to replace the original pumps deployed since February 1,
2024.
On May 16, 2024, Council authorized a purchase order to United Rentals for the
rental of eight portable pumps in the amount of$139,176.00. This arrangement
provided rental pumps for North Beach through November 30, 2024.
From September 26 to September 27, 2024, Hurricane Helene passed well
offshore of central Florida. While the region avoided hurricane-force winds,
record storm surge from the hurricane severely impacted the Clearwater Beach
community. All eight rental pumps were destroyed when they became
submerged during the storm surge event.
In mid-September 2024, MWI Corporation informed staff that the new pumps
would arrive nearly a month earlier than anticipated. On September 27, 2024,
the city took delivery of the four new centrifugal pumps and initiated their
deployment.
To address the need for replacements following the damage caused by
Hurricane Helene, a purchase order was issued to MWI for four rental pumps.
This order, valued at $8,300.00, secured the rental of four additional pumps,
along with hoses, couplings, telemetry, and related equipment from MWI
Corporation.
On October 4, 2024, MWI Corporation submitted a proposal to build and deliver
a second set of centrifugal diesel-powered, trailer-mounted portable pumps.
The proposal outlined the purchase of four CT4 ECO QP 4 in. pumps and
associated equipment to replace the four rental pumps and hoses
Authorization is requested to purchase an additional four pumps and associated
components by utilizing the Florida Sheriff's Association Contract
#FSA-EQU21.0, valid through September 30, 2025. This procurement complies
with Clearwater Code Section 2.563(1)(c) (Piggyback - $168,660.00) and
Section 2.563(1)(d) (Non-Competitive Purchases - Impractical - $14,245.62).
FSA pricing was updated on October 1, 2024.
APPROPRIATION CODE AND AMOUNT:
3197319-564000-C1908 $182,905.62
Funding is available in Capital Improvement Project 319-C1908, Stormwater
Vehicles & Equipment, to fund this purchase order. This project is funded by
Stormwater revenues.
STRATEGIC PRIORITY:
1.2 Maintain public infrastructure, mobility systems, natural lands, environmental
resources, and historic features through systematic management efforts.
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Council Work Session Meeting Minutes December 2, 2024
7.5 Authorize the acceptance of the Ford MY Government Complimentary Charger Incentive
Program by approving the special terms and conditions of the contract and authorize the
appropriate officials to execute same. (consent)
The City of Clearwater was allocated $169,090.00 in the DOE's (Department of
Energy) EECBG (Energy Efficiency and Conservation Block Grant) program to
implement strategies to reduce energy use, to reduce fossil fuel emissions, and
to improve energy efficiency. Per approval of agenda item #24-0750 at the City
Council meeting on July 15, 2024, the City is purchasing electric vehicles
resulting in a cost savings for the City by not having to pay to replace the four
vehicles selected.
Ford's MY Government Incentive Program gives a complimentary charger with
each vehicle purchase. The city has selected the free 48-amp Series 2 (level 2)
which include a cellular modem, RFID reader and 25 ft. cable (MSRP $1599).
The city has chosen to add the depot software (SaaS) at the discounted price of
$335 (MSRP $485) and discounted activation fee of$150 (MSRP $500) per
charger. Four electric vehicles were ordered requiring four software
subscriptions and four activation fees are required for a total of$1,940.
The SaaS software will allow the city to have a centralized view of all our
chargers, save on electricity via load management, access analytics, charging
reports and vehicle State of Charge. The chargers have Open Charge Point
Protocol (OCPP) which allows them to communicate with any central
management system software, should the city choose to use a different
software in the future.
The contract agreement requires indemnification, which necessitates city
council approval. This indemnification is a standard practice in contracts of this
nature.
APPROPRIATION CODE AND AMOUNT:
3157519-591000-C2106 $1,940
Funding is available in Capital Improvement Project C2106, Greenprint
Implementation. This is funded by General Fund Revenue.
STRATEGIC PRIORITY:
Objectives 1.5 Embrace a culture of innovation that drives continuous
improvement and successfully serves all our customers; 4.1, Providing
proactive climate resiliency strategies based on science; 4.2, Adopting
renewable resource usage; and 4.4 Develop accessible and active
transportation networks that enhance pedestrian safety and reduce citywide
greenhouse gas emissions.
In response to a question, Sustainability Specialist Melody Yin said the
associated miscellaneous costs are for the software, activation fee for each
charger, and the cost for installation, which may range from $1,000 to $5,000
per unit depending on the work required at the site. The software
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City of Clearwater
Council Work Session Meeting Minutes December 2, 2024
subscription fee is annual but may be cancelled at any time.
8. General Services
8.1 Approve a purchase order to Lubecore Florida, LLC of Tampa, FL for the purchase of
Dafo Fire Suppression Systems and automated lubrication systems for Solid Waste and
Recycling vehicles in the not to exceed amount of$250,000.00 pursuant to Clearwater
Code of Ordinances Section 2.563(1)(d), Impractical, and authorize the appropriate
officials to execute same. (consent).
The Dafo Fire Suppression System has been installed in all Solid Waste and
Recycling vehicles and is the only fire suppression solution available in these
vehicles. The Dafo system provides significant safety advantages, featuring a
non-pressurized tank and the patented AB-50 Forex agent, which cools
temperatures quickly and forms a protective film to prevent re-ignition. Unlike
other systems, it is non-corrosive, protecting electrical components and
connections if activated, and, unlike powder-based systems, Dafo produces no
harmful dust.
Lubecore Florida LLC is the exclusive authorized provider of both the Dafo Fire
Suppression System and automated lubrication systems. As the only certified
dealer for Dafo systems on refuse trucks in Florida, Lubecore Florida supports
both the current fleet and new vehicle acquisitions. Currently, 19 refuse trucks
on order will be equipped with the Dafo system, adding to the 10 trucks in our
fleet already using Dafo. These 19 new trucks will also feature Lubecore's
automated lubrication system.
Additionally, Lubecore Florida handles all annual inspections for fire suppression
and lubrication systems on 10 of our existing Solid Waste vehicles and will
maintain these systems on the upcoming 19 trucks.
Continuing with Lubecore for the Dafo Fire Suppression System and automated
lubrication provides several advantages. Our mechanics are trained to service
this system, and we maintain a supply of parts, reducing the need for retraining,
stocking new parts, and purchasing alternative greases or pneumatic pumps if
we changed systems.
This purchase order will cover the installation of Dafo Fire Suppression System
and Lubecore automated lubrication systems for the 19 trucks on order. By
purchasing directly from Lubecore instead of using an associated piggyback
contract, the city expects potential savings of over$100,000.00 by avoiding
other vendor markups on the associated piggyback contracts.
APPROPRIATION CODE AND AMOUNT:
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City of Clearwater
Council Work Session Meeting Minutes December 2, 2024
Sufficient funding was budgeted and is available in Solid Waste and Recycling
codes 4242082-530300, 4242083-530300, and 4262042-530300 (contractual
services) for this purchase order. The Solid Waste and Recycling Fund is a
utility enterprise fund of the City.
STRATEGIC PRIORITY:
Maintain public infrastructure, mobility systems, natural lands, environmental
resources, and historic features through systematic management efforts.
9. Fire Department
9.1 Approve three Federally Funded Subaward and Grant Agreements for public assistance
support for Hurricane Debby, Hurricane Helene, and Hurricane Milton expenditures and
grant authority to the City Manager or designee to enter into, approve, and execute same
and any future modifications for Hurricanes Debby, Helene, and Milton expenditures.
(consent)
Federal Emergency Management Agency's (FEMA) Public Assistance program
is a Federal grant to aid State and Local governments in returning a disaster
area to pre-disaster conditions.
A Request for Public Assistance (RPA) was submitted and approved. FEMA
and the State share the responsibility for making Public Assistance funds
available to the Subgrantee/Subrecipient. It is now necessary for the City of
Clearwater, as the Subgrantee/Subrecipient, to enter into these Agreements
with the Florida Division of Emergency Management (the Grantee/Recipient) in
order to participate in this grant program.
Under the funding process, recipients may receive modifications awarding
additional funding as approved by the State of Florida, Division of Emergency
Management. It will be beneficial for the City to allow the City Manager, or
designee, to execute any future modifications in order to provide for efficient and
timely processing of the modifications and acquire judicious funding.
STRATEGIC PRIORITY:
1.2 Maintain public infrastructure, mobility systems, natural lands, environmental
resources, and historic features through systematic management efforts.
10. Marine & Aviation
10.1Approve an increase and proposal with Kokolakis Contracting, Inc., of Tarpon Springs,
FL., for repairs to the Clearwater Beach Marina fuel dock caused by Hurricane Helene in
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City of Clearwater
Council Work Session Meeting Minutes December 2, 2024
the amount of$420,360.00 bringing the project total to $460,360.00 pursuant to Request
for Qualifications (RFQ) 51-24 and authorize the appropriate officials to execute same.
(consent)
Hurricanes Helene and Milton caused structural damage to both the main dock
and the fuel dock at Clearwater Beach Marina. These docks are essential
infrastructure for supporting the commercial operations at the marina, which
provide a necessary revenue stream to offset renovation expenses.
To ensure the Clearwater Beach Marina renovation project stays on schedule
and within budget, and to mitigate potential impacts on market conditions, labor
availability, and costs, both docks must be repaired. This will allow the
commercial tenants to be relocated and continue operating during construction.
The commercial fleet generates approximately $46,000.00 in monthly rental
revenue for the City.
On November 7, 2024, Council approved a work order to Kokolakis Contracting,
Inc. for repairs to the main dock. During this meeting, Council was advised that
the fuel dock had sustained more significant damage, and a work order for its
repair would be presented to Council at a later date.
In October 2024, a purchase order was issued to Kokolakis for $40,000.00 to
assess the fuel dock at Clearwater Beach Marina. Following this assessment,
Kokolakis submitted a proposal to repair the fuel dock, which had been
damaged by Hurricane Helene, at a cost of$420,360.00 bringing the total
project cost for structural repairs to $460,360.00.
Kokolakis Contracting, Inc. was selected as the Construction Manager at Risk
(CMAR) because they are already mobilized for the Clearwater Beach Marina
renovation project and have extensive knowledge of the project's scope and the
needs of the City and its commercial tenants.
City staff consulted with Tetra Tech, Clearwater's monitoring consultant for
FEMA reimbursement, who indicated a high level of confidence that FEMA will
reimburse the City for costs required to restore the docks to their pre-storm
condition.
APPROPRIATION CODE AND AMOUNT:
This purchase will be charged to the Beach Marina Capital Fund, cost code
3327332-530300-D2402, contractual services - Hurricane Helene, funded by
Marina Fund revenues. Although uncertain, City will be seeking FEMA
reimbursements for this expense.
STRATEGIC PRIORITY:
Approval of the purchase order supports several Strategic Plan Objectives,
including:
1.2 Maintain public infrastructure, mobility systems, natural lands, environmental
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City of Clearwater
Council Work Session Meeting Minutes December 2, 2024
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.
11. Public Utilities
11.1Approve Work Order (WO) to McKim and Creed, Inc of Clearwater, FL for the design and
construction engineering services of the Fire Flow Hydraulic Improvements project
(24-0040-UT), in the amount of$643,492.00 pursuant to RFQ 34-23, Engineer of Record
and authorize the appropriate officials to execute same. (consent)
The City of Clearwater Water Master Plan (18-0022-UT) was completed in 2022
and included recommendations to improve the potable water system hydraulics
with the main goal of increasing available fire-flows within several areas in the
system. Specifically, the Master Plan identified the need to upsize approximately
37,500 linear feet (LF) of existing water mains to provide the required flows to
respective areas and associated fire hydrants. This work order is for the
improvement of two areas (Area A and Area B), including approximately 7,200
LF of new 8-inch and 10-inch water mains.
McKim & Creed was selected to provide professional engineering services
necessary to verify the size and lengths of the new water mains, perform data
collection (including surveying, subsurface utility exploration (SUE) locates, and
fire hydrant flow testing), and manage the design, permitting and construction
support required for the project's successful completion. The project
improvements will include properly sized water pipes and hydrant spacing to
ensure fire flow rates align with the City's Comprehensive Plan, Objective SS
1.3, Policy SS 1.3.3.
McKim & Creed was selected based on their skilled personnel, established
track record, and their vast experience with water supply projects, including
both groundwater and surface water sources. Having completed the Water
Master Plan study for this project, McKim & Creed brings intimate familiarity
with the project scope. In addition, McKim & Creed has consistently delivered
high-quality results within established timelines while maintaining a high
standard of professionalism.
It's anticipated the design will be completed within 300 calendar days (not
including construction time) from the date of council approval.
The City of Clearwater's Public Utilities Department is responsible for owning,
operating, and maintaining the potable water distribution system. This work was
identified in the 2022 Water Master Plan.
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APPROPRIATION CODE AND AMOUNT:
3217321-561300-96742 $643,492.00
Funds are available in capital improvement project 96742, Line Relocation -
Capitalized, to fund this work order. This project is funded by Water& Sewer
Utility Enterprise Fund revenues.
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 this Work Order to McKim & Creed, Inc is
requested.
12. Solid Waste
12.1 Ratify and confirm a purchase order to CrowderGulf Joint Venture, Inc. of Mobile, AL for
Hurricane Milton debris removal in an amount of$9,978,875.00, pursuant to RFP 08-24.
(consent)
On February 9, 2024, Procurement issued Request for Proposal (RFP) 08-24,
Disaster Debris Removal and Disposal Services for debris removal and
disposal services in the event of a major disaster and received nine responses
on March 12, 2024. The evaluation committee consisting of representatives
from Clearwater Fire & Rescue, Finance, Parks and Recreation, and Solid
Waste & Recycling carefully reviewed each submittal and recommended a
primary award to CrowderGulf Joint Venture, Inc. (CrowderGulf) with a
secondary award to Ceres Environmental Services (Ceres). CrowderGulf
(primary) and Ceres (secondary) have the experience, equipment, manpower,
permits, and licenses to perform all related debris management services
(DMS). The contracts to CrowderGulf and Ceres were executed by the City
with the respective vendors on May 13, 2024.
In the aftermath of Hurricane Helene on September 26-27, 2024, CrowderGulf
was activated by the City to provide additional debris removal and management
services. On October 7, 2024, the City Manager approved an estimate of
$4,146,250.00 under an emergency declaration, per City Code of Ordinances
Section 2.563(1)(k). Council ratified and confirmed the purchase order for
Hurricane Helene on November 7, 2024.
Solid Waste is now seeking approval for a second purchase order with
CrowderGulf to continue debris removal and management services following
Hurricane Milton. These services, initially paused on October 7, 2024, due to the
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Council Work Session Meeting Minutes December 2, 2024
approaching hurricane, resumed on October 12, 2024, once the storm had
passed. Because of the ongoing need for debris removal and disposal services
and the potential presence of undocumented hazardous conditions in the
community, the City Manager authorized this second estimate pursuant to the
emergency purchasing provisions of Clearwater Code of Ordinances Section
2.563(1)(k). This second purchase order will bring the total authorized funding
for CrowderGulf to $14,125,125.00, which includes Hurricanes Helene and
Milton.
APPROPRIATION CODE AND AMOUNT:
This purchase order will be coded to Solid Waste Fund cost code
4242088-546300-D2501, Disaster Response-Hurricane Milton, which is used to
track Hurricane Milton expenses. Based on FEMA guidelines, 100%
reimbursement is anticipated from FEMA so long as debris is removed within
90 days. This cost is estimated to be $10,000,000 requiring a first quarter
budget amendment to this cost code and authorize the use of$10,000,000 of
fund reserves to cover this budget increase.
USE OF RESERVE FUNDS:
Funding for this contract will be provided by a first quarter budget amendment
allocating Solid Waste and Recycling Fund reserves in the amount of
$10,000,000 to provide the funding needed for this purchase order. The
remaining balance of Solid Waste and Recycling Fund reserves after 50%
working capital reserves is approximately $14.7 million, or 41% of the current
Solid Waste and Recycling Fund operating budget.
STRATEGIC PRIORITY:
This item falls under objective 1.3 (adopt responsive levels of service for public
facilities and amenities) and objective 1.4 (foster safe and healthy communities
in Clearwater through first-class public safety and emergency response
services) within High Performing Government.
In response to a question, Solid Waste Director Kervin St. Aimie said staff
believes most of the debris removal is reimbursable.
13. City Attorney
13.1Approve Ordinance No. 9791-24 on second reading, amending the Community
Development Code clarifying definitions for artwork and murals (applicable citywide) and
modifying window signage standards in Downtown.
14. City Manager Verbal Reports — None.
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Council Work Session Meeting Minutes December 2, 2024
15. City Attorney Verbal Reports — None.
16. Council Discussion Item
16.1 Opioid Abatement Funding Advisory Board Update - Councilmember Teixeira
Councilmember Teixeira said the Board received the gap analysis report
and the assessment presentation from Earnst and Young at the last
meeting. She said she shared the presentation with Council and key staff
earlier today. The report identified 60 organizations that provide services but
less than 20% of the organizations provided feedback. The gap analysis
identified 16 recommendations, and the community members identified five
priorities, such as increase access to safe high-quality housing, enhance
care coordination and individual level data management, expand the role of
the peer specialist, expand harm reduction opportunities, and establish
long-term funds to pay for care services. She said the data did show there
was a decrease in opioid related deaths.
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 Teixeira wished Vice Mayor Allbritton a Happy Birthday.
Vice Mayor Allbritton requested information regarding the status of opening
the access to the North Beach area.
Mayor Rector requested information regarding the status of Pier 60 and
when it will be repaired.
Assistant City Manager Daniel Slaughter said staff is preparing an agenda
item for a CMAR to conduct stabilization repairs on the pier until the
permitted repairs are done at a later date.
18. Closing Comments by Mayor
The Mayor reviewed recent and upcoming events.
19. Adjourn
The meeting adjourned at 2:21 p.m.
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City of Clearwater