CITY OF MARIANNA REGULAR CITY COMMISSION MEETING OCTOBER 3, :00 PM. CITY HALL 2898 GREEN STREET, MARIANNA, FL Call To Order

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1 CITY OF MARIANNA REGULAR CITY COMMISSION MEETING OCTOBER 3, :00 PM CITY HALL 2898 GREEN STREET, MARIANNA, FL Call To Order Roll Call Mayor and Commissioners Kenneth Hamilton, Mayor/Commissioner John Roberts, Mayor Pro Tem/Commissioner Allen Ward, Commissioner Rico Williams, Commissioner Travis H. Ephriam Commissioner Invocation And Pledge To The Flag Approval Of Agenda (Additions Or Deletions) Review & Approval Of Minutes 5.A. Minutes September 2017 Documents: MINUTES PDF MINUTES PUBLIC HEARING.PDF MINUTES SPECIAL MEETING-PUBLIC HEARING.PDF Public Meeting/Forum Opportunity for public comment on any subject not otherwise on the agenda. THREE MINUTE MAXIMUM. Presentations 7.A. Marianna Health & Rehab Report Documents: MHRC AUGUST REPORT AND FINANCIALS.PDF 7.B. City Employee Of The 3rd Quarter Documents: EE 3RD QTR.PDF 7.C. MHRC Employee Of The Quarter

2 Documents: MHRC EE 3RD QTR.PDF 7.D. September Longevity Documents: LONGEVITY.PDF 7.E. Proclamation - Seaman First Class George Harry Kelly Documents: GEORGE HARRY KELLY.PDF 7.F. 7.G. Jim Hart Static Display Aircraft Fire And Police Pension Board Public Hearing Planning/Development Other Policy Matters 10.A. MHRC Manning Document Job Description Changes Documents: MHRC MANNING DOCUMENT CHANGES OCT 2017.PDF 10.B. 6th Street Small County Outreach Program (SCOP) CEI Task Order Amendment Documents: AGENDA 6TH ST TASK ORDER AMENDMENT.PDF 6TH STREET SCOP CEI TO ADDITIONAL.PDF 10.C. 6th Street Small County Outreach Program (SCOP) Proposed Change Order #1 Documents: AGENDA 6TH ST CHANGE ORDER 1.PDF 6TH ST RESURFACING N OF 6TH AVE MAP-CO.PDF C 941 CHANGE ORDER 1.PDF 10.D. Inventory Property Other Policy Matters Documents: AGENDAITEMPROPERTYPURCHASE.PDF PURCHASEPROPOSAL.PDF LOCATION MAP.PDF 10.E. 4th St And 3rd Ave Intersection Overlay Project

3 Documents: AGENDA 17 4TH.PDF PROPOSAL 3RD AVE-4TH ST.PDF 4TH ST MAP.PDF 10.F. 4th Street Overlay Project Documents: AGENDA 17 4TH OVERLAY.PDF CITY OF MARIANNA - 4TH STREET FROM 5TH AVE TO 6TH AVE_.PDF 10.G. Amended Assessment Liens - Resolutions And Documents: AGENDAAMENDEDRESOLUTION.PDF AMENDEDLIENS.PDF LOCATION MAP LIENS.PDF Mayor & Commission Report City Attorney City Manager/Administrative Reports 13.A. 13.B. Commission Districts MHRC Board Resignation Documents: MHRC BOARD MEMBER RESIGN.PDF 14. Adjourn

4 MARIANNA CITY COMMISSION REGULAR MEETING SEPTEMBER 5, :00 P.M. The Marianna City Commission met on the above date and time. Mayor Hamilton called the meeting to order. City Clerk, Kimberly J. Applewhite, called the roll. Members present were: Mayor Kenneth Hamilton, Travis Ephriam, John Roberts, Allen Ward and Rico Williams. Mayor Hamilton gave the invocation and led the Pledge of Allegiance. Upon a motion by Commissioner Roberts, with a second by Commissioner Ephriam, the Commission voted unanimously to approve the agenda as presented. Upon a motion by Commissioner Ephriam, with a second by Commissioner Williams, the Commission voted unanimously to adopt the August 2017 minutes. Melinda Gay, administrator of the Marianna Health and Rehabilitation Center gave a status report on the Center. The Center is doing well financially. The new addition has opened. The census for July 2017 was 80.2%. At this time Mayor Hamilton recognized the following employees for their years of service: Jeff Faircloth 10 Years City of Marianna Sandra Barfield 10 Years Marianna Health and Rehabilitation Center Pam Moss 35 years Marianna Health and Rehabilitation Center Mayor Hamilton presented the 2017 City of Marianna Scholarship award to Elizabeth Buchanan. Upon a motion by Commissioner Roberts, with a second by Commissioner Ephriam, the Commission voted unanimously to Proclaim September 17 through September 23, 2017 Constitution Week. The City of Marianna was awarded $350,000 from the State Legislature, based on recommendations from State Senator George Gainer and State Representative Brad Drake. These funds are to be used as part of the planning process, and ultimate construction. FDLE is administrating the grant funds for the State and has requested the City provide a Scope of Work and Deliverables for the work to be performed with the grant funds as soon as possible. Paul Donofro, Jr., has a Continuing Contract for Architect Services for the City of Marianna and presented the scope of work to be done for Task Order #2 as follows: 1. Site Concept 2. Proposed Task Order 3. Deliverables

5 When the architect has completed the services described and all deliverables are provided, the City will have in hand a bid ready set of documents and all required permits so that after selecting a GC or CM the City will have a shovel ready project. Upon a motion by Commissioner Roberts, with a second by Commissioner Ward, the Commission voted unanimously to approve Task Order #2 of the Marianna Public Safety Building and Municipal Office Complex. At this time Mayor Hamilton opened the public forum. Members of the audience were given an opportunity to address the Commission on any subject not on the agenda. Mr. Willie Mack of 4095 Circle Drive would like to see Children at Play signs installed in his neighborhood. Mr. Chuck Smith was present to discuss business parking in the downtown area. An Option to Purchase/Transfer of City of Marianna Property to the Jackson County School Board located at the corner of Caverns Road and Hwy 71. The utilization of the property will be for the new construction of the K-8 school in Marianna, Florida. In June 2017 the funding was secured. Jackson County is ready to proceed with obtaining the property. Upon a motion by Commissioner Roberts, with a second by Commissioner Williams, the Commission voted unanimously to convey 80 acres to the Jackson County School Board with right of City to address the buildings at the middle school and elementary schools at a later date. All but two of the dilapidated structures on the approved list have been removed. The attached assessment liens include individualized structure removal and clean-up prices, title work, attorney fees and related costs. Resolution No Cynthia Angelette G. Harris 4303 Forest Street $5, Parcel Identification Number 04-4N Resolution No Loretha Brown 2863 Barnes Street $4, Parcel Identification Number 04-4N Resolution No John G. Powell Estate 4063 McCrary Drive $4, Parcel Identification Number 05-4N G Resolution No Douglas E. Martin 2969 Hall Street $4, Parcel Identification Number 05-4N B Upon a motion by Commissioner Roberts, with a second by Commissioner Ephriam, the Commission voted unanimously to adopt Resolutions No , , and City staff has recently completed the replacement of water lines on Wynn Street from the railroad tracks, south to South Street. Additionally, the City accepted responsibility of roadways and sidewalks within all Marianna Housing Authority complexes within the City of Marianna.

6 Both Wynn Street and Albert Street are in terrible condition and need to be resurfaced. Albert Street is not listed on the priority list for paving because maintenance responsibility was only accepted in the past two years and the priority list was prepared by the City s consultant 9 years ago. The City has adequate funds in the restricted account to complete all roads as described. However, the City is responsible for paving the alley way behind Chipola Nursing Pavilion, as part of acquiring access to the property where the new parking lot on 4 th Street will be constructed. It is recommended to do all the work described except that portion on Wynn Street from the railroad to Pearl Street, until the City completes alley paving. If adequate funds are available at that time then the City could bring this work back into the project. This work is proposed under the existing contract the City has with Baxter s Asphalt for the work to be completed on 6 th Street. The Commission instructed staff to approach Jackson Hospital about cost sharing on the alley for the 4 th Street parking lot. Upon a motion by Commissioner Roberts, with a second by Commissioner Ward, the Commission voted unanimously to approve the repaving of Albert Street at a cost of $28,520 and Wynn Street from the railroad to South Street at a cost of $15,255 and patch Pearl Street at a cost of $1,000. The City of Marianna in August 2012 entered into a CDBG Economic Development grant to make improvements to the Airport Commerce Park to facilitate Home Source International locating in a City owned commercial building, and to pay for natural gas infrastructure improvements to provide gas to Dairy Queen. The jobs that Home Source International committed were not obtained and subsequently the City was able to locate another business in the facility, Meno Enterprises, d/b/a Catalyst Fabric Solutions. The grant cannot be closed out until the job requirement is met. In an effort to assist the City in allowing time to meet the job requirement the State of Florida, DEO is proposing to extend the Grant Agreement. Upon a motion by Commissioner Ephriam, with a second by Commissioner Williams, the Commission voted unanimously to authorize the City to execute the Modification to Subgrant Agreement. Upon a motion by Commissioner Roberts, with a second by Commissioner Ephriam, the Commission voted unanimously to adopt Resolution No Marianna High School Homecoming Parade. The Public Works Department is requesting to surplus the following described vehicle: Recreation Department 1994 Ford Ranger Miles 139,881 The surplus property auction is proposed to be held on Saturday, September 16 th. Gerald Mason will be auctioning the vehicle for the City of Marianna at Mason Auction Company located at 5529 Hwy 231, Campbellton, Florida. Upon a motion by Commissioner Ephriam, with a second by Commissioner Roberts, the Commission voted unanimously to declare the 1994 Ford Ranger as surplus property. The number of natural gas customers has continued to decline for a number of years. To educate and incentivize citizens to use natural gas, staff desires to amend the City s current Natural

7 Gas Energy Conservation Incentive Program. The current program has been in place for approximately twenty (20) years. The intent of the program is to increase homeowner awareness that natural gas is available from the City, and to offer new and increased incentives to homeowners to use natural gas as their primary source of energy. Upon a motion by Commissioner Roberts, with a second by Commissioner Ephriam, the Commission voted unanimously to amend the current and implement Natural Gas Energy Conservation Incentive Program and implement new policies and procedures. Simply Healthcare is submitting a bid to the State of Florida to expand their Medicaid network in our region. The State will award contracts in April If Simply Healthcare is awarded the contract, a formal contract will be sent for review and approval. Upon a motion by Commissioner Roberts, with a second by Commissioner Ephriam, the Commission voted unanimously to approve the letter of agreement with Simply Healthcare, per the recommendation of the Administrator and Board of Trustees of Marianna Health and Rehabilitation Center, subject to the city attorney s review. On October 5, 2016, the Commission authorized JMCM to make application on behalf of the City of Marianna to apply for a 95/5 percent Assistance to Firefighter Grant for Rescue Equipment. Notice of grant award was received on May 19, 2017 for the amount of $39,750.00, and bids for rescue equipment were submitted by vendors with a closing date of August 28, The bids were as follows: Georgia Fire and Rescue Supply $29, MES (Municipal Emergency Services) $46, Rescue Systems Unlimited Bid submitted after deadline Sunbelt Fire No Bid Team Equipment, Inc. $46, Ten-8 Fire Equipment $31, The Fire Department is requesting permission to purchase the rescue equipment from MES (Municipal Emergency Services) for the amount of $46,290.00, subject to FEMA approval. MES was the lowest bidder with a submittal of a full and complete bid. Upon a motion by Commissioner Roberts, with a second by Commissioner Williams, the Commission voted unanimously to approve the purchase of rescue equipment from MES (Municipal Emergency Services) for the amount of $46,290.00, subject to FEMA approval. Any short fall of funds is to come from the Marianna Fire Department restricted account. A discussion of was held on placing a recycling trailer at the corner of Market Street and Jefferson Street. The Commission was opposed to it. Upon a motion by Commissioner Ward, with a second by Commissioner Roberts, the Commission voted unanimously to adopt Resolution No Texting while Driving. At this time the regular meeting was adjourned and the Community Redevelopment Area Board meeting was called to order.

8 The Community Redevelopment Area Board presented to the Commission a list of proposed CRA projects. The projects are as follows: 1. Business Façade Improvement Grant - $5,000 per business owner Cap of $35, Complete the west interior of the Historic First Bank (approximate cost $50, Repair sidewalks on north side of Hwy 90 between Jefferson Street and Green Street. 4. Landscape/streetscape improvements along the south side of Hwy 90 in between 5. Madison Street and the Chipola River Bridge. Biggest impact would be between Noland Street and the Chipola River Bridge. 6. Replace unsightly DOT sidewalk guardrails with possible wrought iron guardrails that are currently on the north side of Hwy 90 between Madison Street and Green Street. 7. Decorative street sign poles. Upon a motion by Commissioner Ephriam, with a second by Commissioner Roberts, the Commission voted unanimously to approve the proposed CRA projects in the order presented by the Main Street Board of Directors. There being no further business the meeting was adjourned. Mayor-Commissioner Attest: City Clerk

9 CITY OF MARIANNA PUBLIC HEARING SEPTEMBER 11, :01 P.M. The Marianna City Commission met on the above date and time for a Public Hearing. Mayor Hamilton called the meeting to order. City Clerk, Kimberly J. Applewhite, called the roll. Members present were: Mayor Kenneth Hamilton, Travis Ephriam, John Roberts, Allen Ward II., and Rico Williams. Mayor Hamilton gave the invocation and led the Pledge of Allegiance. The purpose of the public hearing was to discuss the tentative millage rate and the tentative budget. City Manager Jim Dean explained that the tentative millage rate for fiscal year is , which is the current year roll back rate. City Manager Jim Dean read Resolution # Tentative Millage Rate by title: A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF MARIANNA, JACKSON COUNTY, FLORIDA; ADOPTING THE TENTATIVE MILLAGE RATE FOR THE LEVY OF AD VALOREM TAXES FOR FISCAL YEAR 2017/2018 ON ALL TAXABLE PROPERTY LOCATED WITHIN THE CITY OF MARIANNA, JACKSON COUNTY, FLORIDA; PROVIDING FOR AND EFFECTIVE DATE. He also read Section 1 of the resolution: The City Commission hereby adopts and imposes a tentative millage rate of for ad valorem taxation within the City of Marianna, Florida for the 2017/2018 fiscal year. This tentative ad valorem tax shall be levied upon the 2017 Tax Assessment Roll for ad valorem tax on all taxable property located within the City of Marianna and is to be used for the City's fiscal year beginning October 1, 2017 and ending September 30, This fiscal year operating millage rate is mills, which is the roll back rate. There were no comments from the audience. Upon a motion by Commissioner Roberts, with a second by Commissioner Williams, the Commission voted 4 to 1 to adopt Resolution # , Tentative Millage Rate. Commissioner Ward was opposed to the motion.

10 City Manager Jim Dean read Resolution # Tentative Budget by title: A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF MARIANNA, JACKSON COUNTY, FLORIDA; ADOPTING THE TENTATIVE ANNUAL GENERAL FUND AND ENTERPRISE FUNDS BUDGETS FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2017 AND ENDING SEPTEMBER 30, 2017; PROVIDING FOR AN EFFECTIVE DATE. He also read Section 1 of the resolution: The City Commission hereby adopts the tentative General Fund and Enterprise Funds budgets which are attached hereto and by reference made apart hereof, of the City of Marianna, Florida for the fiscal year beginning October 1, 2017 and ending September 30, 2017, said budgets showing combined sources and uses of $29,388,313. There were no comments from the audience. Upon a motion by Commissioner Ephriam, with a second by Commissioner Roberts, the Commission voted unanimously to adopt Resolution # , Tentative Budget There being no further business, the meeting was adjourned. Mayor-City Commissioner Attest: City Clerk

11 CITY OF MARIANNA BUDGET HEARING SEPTEMBER 18, :01 P.M. The Marianna City Commission met on the above date and time for a budget hearing/special meeting. Mayor Hamilton called the meeting to order. City Clerk, Kimberly J. Applewhite, called the roll. Members present were: Mayor Kenneth Hamilton., Travis Ephriam, Allen Ward II and Rico Williams. Commissioner John Roberts was absent. Mayor Hamilton gave the invocation and led the Pledge of Allegiance. City Manager Jim Dean read Resolution # Final Millage Rate by title: A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF MARIANNA, JACKSON COUNTY, FLORIDA; ADOPTING THE FINAL MILLAGE RATE FOR THE LEVY OF AD VALOREM TAXES FOR FISCAL YEAR 2017/2018 ON ALL TAXABLE PROPERTY LOCATED WITHIN THE CITY OF MARIANNA, JACKSON COUNTY, FLORIDA; PROVIDING FOR AND EFFECTIVE DATE. He also read Section 1 of the resolution: The City Commission hereby adopts and imposes a final millage rate of for ad valorem taxation within the City of Marianna, Florida for the 2017/2018 fiscal year. This final ad valorem tax shall be levied upon the 2017 Tax Assessment Roll for ad valorem tax on all taxable property located within the City of Marianna and is to be used for the City's fiscal year beginning October 1, 2017 and ending September 30, The final millage rate of is the current year roll back rate. Commissioner Ward stated he believed the City could find a way to reduce expenses in the budget and not have to go with the rolled back rate of He would like for the City to stay with the prior year millage rate of There was some discussion among the Commissioners about this issue. Mr. Harvey Wilbanks also addressed the Commission about the millage rate and his concern with the City not cutting expenses to balance the budget without the rolled back rate of being used. Upon a motion by Commissioner Ephriam, with a second by Commissioner Williams, the Commission voted 3 to 1 to adopt Resolution # ,Final Millage Rate. Commissioner Ward opposed the motion. City Manager Jim Dean read Resolution # Final Budget by title: A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF MARIANNA, JACKSON COUNTY, FLORIDA; ADOPTING THE FINAL ANNUAL GENERAL FUND AND ENTERPRISE FUND BUDGETS FOR THE FISCAL YEAR BEGINNING OCTOBER 1, 2017 AND ENDING SEPTEMBER 30, 2018; PROVIDING FOR AN EFFECTIVE DATE.

12 He also read Section 1 of the resolution: The City Commission hereby adopts the final General Fund and Enterprise Fund budgets which are attached hereto and by reference made apart hereof, of the City of Marianna, Florida for the fiscal year beginning October 1, 2017 and ending September 30, 2018, said budgets showing combined sources and uses of $29,388,313. There were no comments from the audience. Upon a motion by Commissioner Ephriam, with a second by Commissioner Williams, the Commission voted 3 to 1 to adopt Resolution # Final Budget, Commissioner Ward opposed the motion, There being no further business, the meeting was adjourned. Mayor-Commissioner Attest: City Clerk

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26 Employee Service Recognitions SEPTEMBER 2017 The following employees are recognized for their years of service: CITY Tom Erwin 9/10 Ten years MHRC Carolyn Smith 9/27 35 years

27 PROCLAMATION WHEREAS: Marianna resident George Harry Kelly upon graduating in 1940 from Marianna High School entered the United States Navy where he completed gunnery school training as a Seaman First Class; and WHEREAS: Seaman First Class Kelly unselfishly and courageously served in the Pacific Theater on the U.S.S. Boise; and WHEREAS: Seamen First Class Kelly took part in the Lone Tokyo Raid on August 5, 1942 and the Battle of Guadalcanal on September 27, 1942; and WHEREAS: While still in Guadalcanal, just before midnight on October 11, 1942, the U.S.S. Boise was attacked by Japanese forces made up of two cruisers and six destroyers; and WHEREAS: The U.S.S. Boise quickly engaged and destroyed two enemy ships within four minutes after the battle ensued and was able to damage others and destroy another despite being struck by several enemy shells causing heavy damage; and WHEREAS: The battle was over in twenty seven minutes and was known as the twenty-seven minutes of hell; and WHEREAS: The U.S.S. Boise sustained significant damage but was able to make it back to port; and WHEREAS: One hundred and seven men were killed in action and George Harry Kelly was among them; and WHEREAS: Seamen First Class Kelly became Jackson County s first World War II causality and was buried at sea with sixty-six other shipmates; and WHEREAS: Seaman First Class Kelly after his death was awarded the Purple Heart for his military merit and sacrifice for his country; WHEREAS: In 1976, the local American Legion Chapter known as Smith American Legion Post 100 was renamed Smith-Kelly American Legion Post 100; I, THEREFORE, Kenneth Hamilton, Mayor of Marianna, do hereby proclaim that, on October 11, 2017 be a day to honor Seamen First Class George Harry Kelly for his ultimate sacrifice for our country. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Official Seal of the City of Marianna to be affixed this day of in the year of our Lord, Two Thousand Fifteen. CITY OF MARIANNA, FLORIDA ATTEST: Kenneth Hamilton, Mayor Kimberly J. Applewhite, City Clerk

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37 CITY OF MARIANNA COMMISSION AGENDA MEMO REGULAR MEETING October 3, 2017 ADMINISTRATIVE STAFF REPORT Subject: Subject Background: 6 th Street Small County Outreach Program (SCOP) CEI Task Order Amendment The City of Marianna was awarded approximately $419,000 to resurface 6 th Street from Kelson to 6 th Avenue. Based on the evaluation requirements when the City applied for funding it would have hurt the overall score of the project to resurface to the end of 6 th Street. Now that the project has been bid and is under construction, there are extra dollars available because the bids came in less than anticipated. The City has asked FDOT if the City could include the last section of 6 th Street, North of 6 th Avenue and they have agreed to allow the City to use grant funds for this purpose. The City needs the CEI to perform additional services to design and evaluate the proposed work. Recommendation: City staff has reviewed the proposed Amendment to the Existing Task Order and found it to be acceptable. Funding for the Amendment will come from SCOP grant. It is recommended the Amendment be approved as presented by the CEI, Alday-Howell Engineering, Inc. Potential Motion: I move to approve the Task Order Amendment, for the 6 th Street Road Resurfacing Project. Prepared by: Jim Dean, City Manager Approved for agenda by:

38 AHE/City of Marianna Task Order 6 th Street Resurfacing North of 6 th Avenue CEI Services Task Order for 6 th Street Resurfacing North of 6 th Avenue CEI In accordance with paragraph 1.01 of the Standard Form of Agreement Between Owner and Engineer for Professional Services Task Order Edition, dated 10/10/2016 ("Agreement"), Owner and Engineer agree as follows: 1. Specific Project Data This is Task Order No., consisting of pages. A. Title: 6 th Street Resurfacing North of 6 th Avenue Construction Engineering Inspection (CEI) Services B. Description: The project involves the milling and resurfacing of 6 th Street north of 6 th Avenue. 2. Services of Engineer Prepare CEI services for the milling and resurfacing of the roadway. 3. Owner's Responsibilities Owner shall have those responsibilities set forth in Article 2 and in Exhibit B, subject to the following: [Here state any additions or modifications to Exhibit B, for this Specific Project.] 4. Times for Rendering Services To be determined. EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services Task Order Edition Copyright 2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 Task Order Form Page 1 of 3

39 5. Payments to Engineer AHE/City of Marianna Task Order 6 th Street Resurfacing North of 6 th Avenue CEI Services A. Owner shall pay Engineer for services rendered as follows: Category of Services Basic Services (Study and Report, Preliminary Design, Final Design, Bidding or Negotiating, Construction Phase) Resident Project Representative and Post- Construction Phase Services Additional Services Compensation Method Choose One: A. Lump Sum B. Standard Hourly Rates C. Direct Labor Costs Times a Factor (Factor: ) D. [Insert any other compensation method] Choose One: A. Lump Sum B. Standard Hourly Rates C. Direct Labor Costs Times a Factor (Factor: ) D. [Insert any other compensation method] Choose One: A. Lump Sum B. Standard Hourly Rates C. Direct Labor Costs Times a Factor (Factor: ) D. [Insert any other compensation method] Lump Sum, or Estimate of Compensation for Services $2, C. The terms of payment are set forth in Article 4 of the Agreement and in Exhibit C. 6. Consultants: 7. Other Modifications to Agreement: 8. Attachments: 9. Documents Incorporated By Reference: EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services Task Order Edition Copyright 2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 Task Order Form Page 2 of 3

40 AHE/City of Marianna Task Order 6 th Street Resurfacing North of 6 th Avenue CEI Services Terms and Conditions: Execution of this Task Order by Owner and Engineer shall make it subject to the terms and conditions of the Agreement (as modified above), which Agreement is incorporated by this reference. Engineer is authorized to begin performance upon its receipt of a copy of this Task Order signed by Owner. The Effective Date of this Task Order is,. OWNER: ENGINEER: By: By: Name: James R. Dean Name: Joseph A. Alday Title: City Manager Title: President Engineer License or Firm s Certificate No State of: Florida DESIGNATED REPRESENTATIVE FOR TASK ORDER: DESIGNATED REPRESENTATIVE FOR TASK ORDER: Name: Name: Joseph A. Alday Title: Title: President Address: Address: 3017 Highway 71 Address: Address: joseph@aldayhowell.com Phone: Phone: Fax: Fax: EJCDC E-505 Standard Form of Agreement Between Owner and Engineer Professional Services Task Order Edition Copyright 2004 National Society of Professional Engineers for EJCDC. All rights reserved. Attachment 1 Task Order Form Page 3 of 3

41 CITY OF MARIANNA COMMISSION AGENDA MEMO REGULAR MEETING October 3, 2017 ADMINISTRATIVE STAFF REPORT Subject: Subject Background: 6 th Street Small County Outreach Program (SCOP) Proposed Change Order #1 The City of Marianna was awarded approximately $419,000 to resurface 6 th Street from Kelson to 6 th Avenue. Based on the evaluation requirements when the City applied for funding it would have hurt the overall score of the project to resurface to the end of 6 th Street. Now that the project has been bid and is under construction, there are extra dollars available because the bids came in less than anticipated. The City has asked FDOT if the City could include the last section of 6 th Street, North of 6 th Avenue and they have agreed to allow the City to use grant funds for this purpose. Recommendation: City staff has reviewed the Change Order and found it to be acceptable. Funding for the CO will come from SCOP grant. It is recommended the CO be approved as presented by the CEI, Alday-Howell Engineering, Inc. Potential Motion: I move to approve Change Order #1, for the 6 th Street Road Resurfacing Project. Prepared by: Jim Dean, City Manager Approved for agenda by:

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44 CIVIL ENGINEERING, ROADWAY ENGINEERING, SITE AND SUBDIVISION DESIGN, ENVIRONMENTAL PERMITTING, LAND USE PLANNING 6th Street Resurfacing Change Order #1 Engineer's Opinion of Probable Construction Costs PAY ITEM NO. DESCRIPTION 7 Milling Existing Asphalt 1" Depth SY 785 $3.75 $ 2, Superpave Asphalt Concrete Structural Course (Traffic B)(PG 76-22) Ton 44 $ $ 5, Asphalt Concrete Friction Course (FC-9.5)(Traffic B) (PG 76-22)(1") Ton 44 $ $ 5, Roadway Cut and Patch (Includes 8" Limerock Base and 1.5" of Asphalt) SY 96 $35.00 $ 3, Pavement Stripe, 4" Solid Yellow (Thermoplastic) GM $12, $ 1, $ - $ - $ - UNIT GRAND TOTAL PLAN FINAL UNIT PRICE PRICE SUB-TOTAL $ 17, TOTAL $ 17,674.58

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48 SITELOCATIONMAP : Sources: Esri, HERE, DeLorme, Intermap, increment PCorp., GEBCO, USGS, FAO, NPS, NRCAN, GeoBase, IGN, Kadaster NL, OrdnanceSurvey, Esri Japan, METI, Esri China (HongKong), swisstopo, MapmyIndia, OpenStreetMapcontributors, andthegisuser Community

49 CITY OF MARIANNA COMMISSION AGENDA MEMO October 3, 2017 ADMINISTRATIVE STAFF REPORT Subject: Subject Background: 4 th St. / 3 rd Ave. Intersection Overlay Project A cost estimate has been obtained in order to overlay the intersection of 3 rd Ave. and 4 th Street. Scope of work includes cleaning, leveling and capping the intersection with one inch of SP-9.5 asphalt. Estimates were obtained from Baxter s Asphalt & Concrete, Inc., only as the City is currently under an open contract with Baxter s Asphalt for the 6 th Street SCOP Project. Baxter s anticipates mobilizing and performing this work while in conjunction with the 6 th St. SCOP Project (which is located two blocks to the west). Funds will be taken from the street tax discretionary fund. Recommendation: Potential Motion: Approval to allow Baxter s Asphalt & Concrete, Inc., to proceed with paving project in an amount not to exceed $4, I move to allow Baxter s Asphalt & Concrete, Inc., to proceed with resurfacing project in an amount not to exceed $ Prepared by: Joseph Richey, Director

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52 CITY OF MARIANNA COMMISSION AGENDA MEMO October 3, 2017 ADMINISTRATIVE STAFF REPORT Subject: Subject Background: 4 th St. Overlay Project A cost estimate has been obtained in order to overlay 4 th Street (5 th Ave. to 6 th Ave.) Scope of work includes cleaning, leveling and overlaying this street segment with one inch of SP-9.5 asphalt. Estimates were obtained from Baxter s Asphalt & Concrete, Inc., as the City is currently under an open contract with Baxter s Asphalt for the 6 th Street SCOP Project. Baxter s anticipates mobilizing and performing this work while in conjunction with the 6 th St. SCOP Project (which is located two blocks to the west). Funds will be taken from the street tax discretionary fund. Recommendation: Potential Motion: Approval to allow Baxter s Asphalt & Concrete, Inc., to proceed with paving project in an amount not to exceed $5, I move to allow Baxter s Asphalt & Concrete, Inc., to proceed with resurfacing project in an amount not to exceed $5, Prepared by: Joseph Richey, Director

53 Proposal Baxter s Asphalt & Concrete, Inc Fill Dirt, Sand, Excavating and Hot Mix Asphalt PO Box 938, Marianna, FL (fax) Proposal Submitted To: Phone: Date: City of Marianna (850) /12/2017 Street: Job Name: 2898 Green Street 4th St. from 5th Ave. to 6th Ave. City, State, and Zip Code Job Location Marianna, Florida See Above ATTN: FAX: Job Phone Joe Richey We hereby submit specifications and estimates for: Baxter's will overlay 4th Street from 5th Ave. to 6th Ave. (approx.631 sq. yd.) with 50 pounds per sq. yd. of leveling and cap with 1" of SP9.5 asphalt. Total $5, City of Marianna is to lower manholes and valve boxes We Propose hereby to furnish material and labor - complete in accordance with above specifications, for the sum of: Fifty-Eight Hundred Sixty-Five and 00/100ths Dollars. Payment to be made as follows: At the completion of the job. All material is guaranteed to be as specified. All work to be completed in a workmanlike Note: This proposal may be manner according to standard practices. Any alteration or deviation from above specifications withdrawn by us if not accepted involving extra costs will be executed only upon written orders, and will become an extra charge over and above the estimate. All agreements contingent upon strikes, accidents or delays beyond within 30 days. our control. Owner to carry fire, tornado and other necessary insurance. Our workers fully covered by Workmen's Compensation Insurance. Authorized Signature: Acceptance of Proposal -The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Payment will be made as outlined above. Date of Acceptance Signature Signature

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59 LOCATIONMAP : Sources: Esri, HERE, DeLorme, Intermap, increment PCorp., GEBCO, USGS, FAO, NPS, NRCAN, GeoBase, IGN, Kadaster NL, OrdnanceSurvey, Esri Japan, METI, Esri China (HongKong), swisstopo, MapmyIndia, OpenStreetMapcontributors, andthegisuser Community

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