REGULAR CITY COMMISSION MEETING
MONDAY, JUNE 2, 2008
6:30 P.M. DELTONA COMMISSION CHAMBERS
2345 PROVIDENCE BLVD.
DELTONA, FLORIDA
AGENDA
1. CALL TO ORDER 2. ROLL CALL - CITY CLERK 3. SILENT INVOCATION AND PLEDGE TO THE FLAG:
4. APPROVAL OF MINUTES & AGENDA: A. Minutes:
Regular City Commission Meeting - May 19, 2008.
B. Additions or Deletions to Agenda. 5. PRESENTATIONS/AWARDS/REPORTS:
A. Proclamation - National Volunteer Recognition Month - June, 2008. 6. PUBLIC FORUM - Citizen comments for items not on the agenda.
(4 minute maximum length) CONSENT All items marked with an * will be considered by one motion
AGENDA: unless removed from the Consent Agenda by a member of the City Commission. If an item is removed for clarification only, it will be discussed immediately following action on the Consent Agenda. If an item is removed for further discussion, it will be discussed under New Business immediately following the last listed item. 7. CONSENT AGENDA: *A. Resolution No. 2008-18, Initial Assessment Resolution for the creation of the Maldive Court Streetlighting District. The City has received a petition requesting the creation of a new Streetlighting District for Maldive Court. The petition bears twenty-three (23) signatures representing 56% of the property within the proposed boundaries. The proposed District will include the installation of fourteen (14) 100 watt cobrahead street lights on existing overhead distribution poles. Forty-one (41) platted lots of approximately equal size exist within the proposed streetlighting district. The estimated annual charge per platted lot for the first year is $78.34. The estimated annual charge per platted lot for second and subsequent years is $36.88.
*B. Award of RFQ #0840 - Repair and Modification Work on Pre-Stressed Ground Storage Tanks - Deltona Water. Staff put out a Request for Qualifications seeking an individual or firm to provide repair work to the City's pre-stressed composite tanks on a continuing basis for services that may typically include but that are not limited to repairs, modifications, restoration, sandblasting and painting. Staff has selected the top two firms and would like to have both of these firms pre-qualified to perform the services as needed for an initial agreement period of one year with the option to renew for four additional one year periods. The firms will be used on either a rotating basis or will submit their costs based on a specific scope of work with award going to the firm that would provide the best value to the City for each project. Two firms submitted qualifications in response to the RFQ. Both of the firms scored as qualified and are identified as Crom Engineering and Construction Services, Inc. and Atlantic Painting and Sandblasting.
*C. Request to approve standardization to JE Hill Precast, Inc. for modular restrooms for City parks. On January 24, 2005, the City Commissioners approved the standardization of CMS, Inc. modular restrooms. The price of these modular restrooms has increased tremendously. Staff has researched and reviewed the current market for modular restrooms and has found quality modular restrooms for a lower price than what CMS, Inc. is offering. JE Hill Precast, Inc. is a manufacturer of these modular restrooms. Recently JE Hill Precast, Inc. was awarded a bid from the City of Inverness for the purchase of these modular restrooms.
Over the next several years, the City will need to purchase and/or replace restrooms in a number of our Parks. In order to standardize restrooms for City parks and for repair parts, etc., staff is requesting approval to standardize using the JE Hill Precast, Inc. restroom unit exclusively as the standard park restroom structure for the City. Staff is also requesting approval to purchase one of these restrooms immediately from JE Hill Precast, Inc. at a cost of $46,441.00 for use at Dewey Boster Sports Complex. (the cost excludes installation/hook-up). To purchase this item, and as allowed in City/State policy, staff is recommending that the City piggyback the City of Inverness Bid #070-06 which was solicited by the City of Inverness. The City of Inverness approved award for these modular restrooms on November 6, 2007.
*D. Award of RFP #0850, General Engineering Services. Purchasing requested Statements of Qualifications for on call Stormwater Engineering services in accordance with the Consultants' Competitive Negotiation Act, Section 287.055, Florida Statutes, following the guidelines set forth under the Act. In accordance with Florida Statute 287.055, any firm or individual desiring to provide professional services to the agency must first be certified by the agency as qualified to render the required services. Ten responses to the RFQ were received. The Selection Committee has completed a thorough review of the qualifications of the firms. The Committee has selected the following firms as the most highly qualified to perform the work: • Tetra Tech
• Baskerville - Donovan, Inc. These firms will be added to the current list of Stormwater Engineering firms to be used when there is a project in which the construction costs do not exceed $1,000,000 or for study activity when the fee for such professional services does not exceed $50,000 with no time limitation except that the contract must provide a termination clause. If the work exceeds these thresholds, a separate RFQ will be issued and Commission approval will be required. In accordance with Florida Statute 287.055, any firm or individual desiring to provide professional services to the agency must first be certified by the agency as qualified to render the required services. Request is being made for the Commission to certify these firms as qualified to be used on a continuing as needed basis.
*E. Award of RFP #0851, Stormwater Engineering Services. Purchasing requested Statements of Qualifications for on call General Engineering services in accordance with the Consultants' Competitive Negotiation Act, Section 287.055, Florida Statutes, following the guidelines set forth under the Act. In accordance with Florida Statute 287.055, any firm or individual desiring to provide professional services to the agency must first be certified by the agency as qualified to render the required services. Twenty seven responses to the RFQ were received. The Selection Committee has completed a thorough review of the qualifications of the firms. The Committee has selected the following firms as the most highly qualified to perform the work: • Tetra Tech Hai
• DRMP
• Baskerville-Donovan, Inc.
• Systec Fire Protection, LLC These firms will be used when there is a project in which the construction costs do not exceed $1,000,000 or for study activity when the fee for such professional services does not exceed $50,000 with no time limitation except that the contract must provide a termination clause. If the work exceeds these thresholds, a separate RFQ will be issued and Commission approval will be required. In accordance with Florida Statute 287.055, any firm or individual desiring to provide professional services to the agency must first be certified by the agency as qualified to render the required services. Request is being made for the Commission to certify these firms as qualified to be used on a continuing as needed basis.
*F. Award of Bid # 0852, 400 KW Generator for Courtland 8 Site - Deltona Water. Purchasing received six responses to Bid Number # 0852 - 400 KW Generator for Courtland 8 Site. The existing generator at the Courtland Water Treatment Plant is undersized and not capable of supplying emergency power to all the equipment. The facility needs an increased generator of sufficient KW and the associated planning, design and electrical upgrading to correct this deficiency. The new generator will replace the existing at this location with all of the upgrades needed to perform the function of a standby / emergency solution should a power outage occur.
Bids were received from the following companies.
• T and G Constructors, Inc. $394,400.00
• Taranto Electric, Inc. $169,893.61
• Morrissette Electric, Inc. $165,000.00
• Ion Inc. $137,218.00
• Eau Gallie Electric, Inc. $129,470.00
• Voltcon Electric, Inc. $128,900.00 The low bid was received from Voltcon Electric, Inc. with a bid of $128,900.00 or .4% below the next lowest bid.
*G. Request for approval to contract with Tetra Tech for Phase 2 of the Stormwater User Rate Study. The City of Deltona has recently approved Phase 1 of a contract with Tetra Tech for a feasibility and data gathering study for the Stormwater Utility Unit. The scope would include developing billing units upon the impervious area of a single family equivalent residential unit (ERU). The second phase of the Stormwater Utility Rate Study focuses on defining and allocating the revenue requirements of the Stormwater Utility to the billing units established in Phase 1 of the study. The Second Phase of the Study will center on identifying the budgeted operations, maintenance, renewal and replacement and capital costs to identify the revenue requirements of the utility. The next step of Phase 2 is to develop the rate per ERU and apply it to the customer database for the City to use for noticing and billing purposes. Finally, Phase 2 includes a presentation to the City Commission on the results of the rate study. Cost of Stormwater User Rate Study-Phase 2-$36,500
*H. Request for approval of Change Order for Infamation Technologies Group, LLC - Deltona Water. The Water Department has a SCADA (Supervisory Control and Data Acquisition) computer network which controls the City of Deltona's 16 water facilities and wastewater facility. Wonderware Software is currently used to operate this system. Infamation Technologies, LLC provides services for the evaluation of the current SCADA software as well as emergency services and training. The contractor will also provide a maintenance plan for the database and create backup files of the system along with other needed services to ensure the continued operation of the system. 8. ORDINANCES AND PUBLIC HEARINGS: A. Public Hearing - Ordinance No. 11-2008, Providing for a rezoning from R-1, Single Family Residential to BPUD, Business Planned Unit Development on a 12.51 acre on property located at 120 Howland Blvd., for second and final reading; Applicant: DeBary Holdings, LLC. On December 6, 2006, DeBary Holdings, LLC submitted an Application for a Rezoning from R-1 to Business Planned Unit Development (BPUD) for a 12.51 acre parcel located directly across from the existing Walmart store on Howland Boulevard on September 22, 2006. Together with that application the applicant has also provided a Development Agreement, a Traffic Impact Analysis and a Master Development Plan. Applicant presented the Master Development Plan to the Development Review Committee on August 23, 2007, at which time the project was continued to allow the applicant the opportunity to revise the Master Development Plan to address staff comments. Subsequent to the DRC meeting the applicant has revised the Master Development Plan and Development Agreement to address staff's concerns. The Master Development Plan proposes a 7-lot subdivision. Lots 1 through 5 is out-parcels fronting onto Howland Boulevard and are proposed future retail and/or restaurant sites. Lots 6 and 7 are behind the out-parcels and are proposed as 48,500 square feet of retail space with 226 parking spaces. The Master Development Plan also provides for public access to the properties to the east, north and south, thereby reducing the number of driveways required for future developments fronting onto Howland Boulevard and State Road 415. On April 16, 2008, the Planning and Zoning Board held a public hearing regarding this request. Two members from the public spoke against the proposed change to the official zoning map because of the potential increased traffic. The Board voted unanimously to forward Ordinance No. 11-2008 to the City Commission with a recommendation of consideration of approval, with the revised Development Agreement that was presented at this meeting. Staff explained the Proportionate Fair Share Analysis and construction timing of SR415, along with the cross access easement exhibit. B. Public Hearing - Ordinance No. 21-2007, Amending Article I, "Traffic and Regulations", of Chapter 66, "Traffic and Vehicles", of the City's Code of Ordinances, to better regulate parking of vehicles on private property and City rights-of-way, for second and final reading. The City has received numerous complaints relating to parking issues within the City limits and desires to make changes to the current ordinance to better regulate parking of vehicles on private property and on City rights-of-way. C. Public Hearing - Ordinance No. 32-2007, Amending Article I, "Traffic and Regulations", of Chapter 66, "Traffic and Vehicles", of the City's Code of Ordinances, relating to the issuance of parking tickets, for second and final reading.
Various provisions of the City ordinance relating to the issuance of parking tickets have become obsolete or inapplicable to current City operations and it has been determined that revisions to the ordinance are warranted to more accurately and efficiently provide code enforcement services. D. Ordinance No. 19-2008, Providing for substantial amendments to the provisions of Chapter 50, Solid Waste, of the City's Code of Ordinances, for first reading.
Staff has determined that there is a need to substantially revise Chapter 50, "Solid Waste" of the City's Code of Ordinances in order to accomplish the following: • Provide clearer language for certain definitions and issues related to solid waste;
• Combine definitions into one section thus eliminating repetitive language;
• Eliminate discrepancies regarding the size of permitted solid waste containers;
• Delete repetitions of residential and commercial provisions within the Chapter. The proposed Ordinance is provided in two formats: strike-out, underscore language and a final signature version without the strike-out format and is intended to formally amend and revise Chapter 50 "Solid Waste" of the City's Code of Ordinances. E. Ordinance No. 17-2008, Amending Article II, "Subdivision Regulations", of Chapter 106, "Subdivisions" of the Deltona Code of Ordinances, by Creating Section 106-32, "Vacation of Platted Subdivisions", for first reading. The City has received requests that portions of recorded subdivisions be vacated and returned to acreage. The City has not adopted a procedure for the vacation of recorded subdivisions. Authority to vacate subdivisions is derived from Section 177.01, Florida Statutes. The City may adopt resolutions vacating plats either in whole or in part of subdivisions. The person making the application for vacation must own the fee simple title to the property and show that the vacation will not affect the ownership or right of convenient access of persons owning other parts of the subdivision. 9. OLD BUSINESS: 10. NEW BUSINESS: A. Consideration of award of RFP #0854, Professional Consulting Services for Cost Efficiency Study. Professional Consulting services are needed for a Cost Efficiency Study. This Study would allow for a review of all City departments to make efficient and effective recommendations with the goal of increasing efficiency, reducing unnecessary expenditures, reducing overall operational costs, and streamlining operations while maintaining quality services to the City's constituents. This study is consistent with a key, citywide goal of the City of Deltona, which is to ensure that the City maintains financial stability and eliminate unnecessary expenditures due to redundant or overlapping services. This service is vital and necessary to help us achieve our overall reduction goal to provide a balanced budget for fiscal year 2008-2009. The selected consultant team will perform a comprehensive organizational analysis of the City's existing operations and current staffing levels. The analysis will focus on: operational effectiveness and efficiency, organizational structure including the division of labor and manager/supervisor span of control, effectiveness of staffing levels in each division, and benchmarks and other objective indicators of program effectiveness. Staff received eight responses to RFQ#0854. Matrix Consulting Group was ranked highest by the Selection Committee. Matrix's initial cost for this Study was $112,000, and during negotiations the Purchasing Manager was able to obtain a reduced cost of $102,500. Staff is requesting to use Matrix Consulting Group at a total cost not to exceed $102,500. Representatives from Matrix Consulting Group will be present at the meeting to present a brief presentation outlining the scope of this project and to respond to any questions from the Commission. If the consultants are approved by the Commission, this Study includes an estimated completion date of August 15, 2008. B. Consideration of appointment of City representative to the Volusia County Growth Management Commission (VGMC). The Volusia County Growth Management Commission (VGMC) meets on a monthly basis to review planning issues affecting the municipalities and residents of Volusia County. Becky Mendez, Acting Director of Planning & Development, submitted her resignation as the City's representative to this Commission in April. Sandy Lou Gallagher, currently a member of the City's Planning & Zoning Board, has expressed her interest in serving as the City's representative to the VGMC. Mrs. Gallagher understands that if appointed to the VGMC, she would need to resign from the City's Planning & Zoning Board. On May 19th, the Commission asked to schedule consideration of this VGMC appointment on the June 2nd agenda. C. Consideration of appointment of City's representative to the Volusia County Metropolitan Planning Organization's (MPO) Bicycle and Pedestrian Advisory Board. On February 1, 2008, the Volusia County MPO advised that the City had a vacancy on the Bicycle/Pedestrian Advisory Committee. The City has advertised this opening via the City's WebPage, press releases, and public notices. To date, the City has received one application from Brandon Rousch. 11. CITY COMMISSION COMMENTS: 12. CITY ATTORNEY COMMENTS: 13. CITY MANAGER COMMENTS:
14. ADJOURNMENT:
NOTE: If any person decides to appeal any decision made by the City Commission with respect to any matter considered at this meeting or hearing, he/she will need a record of the proceedings, and for such purpose he/she may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based (F.S. 286.0105). Individuals with disabilities needing assistance to participate in any of these proceedings should contact the City Clerk at least three (3) working days in advance of the meeting date and time at (386) 878-8100.
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