City Council Workshop held November 5, 2012 Regular City Council Meeting held November 5, 2012

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1 CITY OF JACKSONVILLE BEACH FLORIDA MEMORANDUM TO: The Honorable Mayor and Members of the City Council City of Jacksonville Beach, Florida Council Members: The following Agenda of Business has been prepared for consideration and action at the Regular Meeting of the City Council on Monday, November 19, 2012, at 7:00 P.M. in the Council Chambers, 11 North Third Street, Jacksonville Beach, Florida. Opening Ceremonies: Invocation Salute to the Flag Roll Call 1. APPROVAL OF MINUTES: City Council Workshop held November 5, 2012 Regular City Council Meeting held November 5, ANNOUNCEMENTS: 3. COURTESY OF THE FLOOR TO VISITORS: Students Working Against Tobacco (Melissa Covey) 4. MAYOR AND CITY COUNCIL: (a) Declare the Election Results from the Duval County Canvassing Board, for the November 6, 2012, General Election. (b) Oath of Office for Newly Elected Council Members. New Council to be Seated. (c) Presentation of Resolutions of Esteem for Mayor Sharp, Mayor Pro-Tem Penny Christian, and Council Members Rick Knight and Lee Buck. (d) Election of Mayor Pro-Tem. RC121119agn Page 1 of 2

2 Memorandum, Mayor and City Council City Council Agenda for November 19, CITY CLERK: 6. CITY MANAGER: (a) Monthly Financial Reports Month of October 2012 (b) Public Hearing and City Council Approval of Projects for Inclusion in the FY Community Development Block Grant (CDBG) Application to the City of Jacksonville. (c) Award Unit Price Bid Number , 2 nd Street North Sewer Main Replacement and Related Improvements Project, to United Brother Development Corporation. (d) Approval to Reject RFP# Qualified Electric Utility Substation Contract Labor for the Maintenance and Operation for Electric Substation System. (e) Award Bid for the Purchase of Street Lighting Material for 3 rd Street. (f) Award Bid for Static Cast Concrete Distribution Poles, 12 to 36 Months Requirement. 7. RESOLUTIONS: 8. ORDINANCES: Respectfully submitted, /s/george D. Forbes CITY MANAGER GDF: cmm 11/15/2012 If a person decides to appeal any decision made by the City Council with respect to any matter considered at any meeting, such person may need a record of the proceedings and, for such purpose, such person 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. The public is encouraged to speak on issues on this Agenda that concern them. Anyone who wishes to speak should submit the request to the City Clerk prior to the beginning of the meeting. These forms are available at the entrance of the City Council Chambers for your convenience. In accordance with the Americans with Disabilities Act and Section , Florida Statutes, persons with disabilities needing special accommodation to participate in this meeting should contact the City Clerk s Office at (904) , ext. 10, no later than 12:00 PM, Friday, November 16, RC agn Page 2 of 2

3 Minutes of City Council Workshop Change Order to Existing Downtown Vision Plan Construction Project Monday, November 5, :30 PM City Council Chambers Mayor Fland Sharp called the workshop to order at 6:30 PM. The following City Council members were in attendance: Lee Buck Rick Knight Mayor Fland Sharp Penny Christian Tom Taylor Steve Hartkemeyer Jeanell Wilson Also present were City Manager George Forbes, Planning and Development Director Steve Lindorff, Ryan Schmitt of Petticoat-Schmitt Civil Contractors, Representatives from Don Bell Signs, and Nancy Pyatte, City Clerk s Office. Purpose of Workshop The purpose of the workshop is to discuss a Change Order to the existing Downtown Vision Plan construction project. Discussion Mr. Forbes began the workshop stating that the contractor is currently working on Beach Blvd., which is scheduled for completion in December Over the next several years, the City will be working on1 st and 2 nd Streets South from Beach Blvd. to 16 th Avenue South. This change order will allow the City to complete the work on 1 st Street without disrupting the businesses again and it will be done during the non-peak winter/spring months. Steve Lindorff gave a detailed presentation to the Mayor and Council explaining that the change order will include additional work reconstructing 1 st Street North from 4 th to 6 th Avenues North, reconstructing 5 th Avenue North from 1 st to 3 rd Streets North. In addition to the work on 1 st Street, there will be 3 new monument signs installed at Beach Blvd. and 3 rd Street, at 4 th Avenue North and 1 st Street North, and at 6 th Avenue North and 1 st Street North. Mr. Lindorff stated the new work includes sharrow markings and Share the Road signage on 1 st Street North from Beach Blvd. to 6 th Avenue North. Mr. Lindorff closed his presentation thanking the Mayor and Council for their extraordinary support for the Vision Plan project. There was a brief discussion about the project and sign designs. Mr. Lindorff stated the surfboard design fits the beach. Mr. Taylor expressed a concern about the sign on the pier, because of the conflicts between the surfing community and the fishermen. WS min Page 1 of 2

4 Minutes of City Council Workshop held on Monday November 5, :30 p.m. The workshop was adjourned at 6:50 PM. Submitted by: Nancy Pyatte Assistant City Clerk Approved: William C. Latham, Mayor Date: November 19, 2012 WS min Page 2 of 2

5 Minutes of Regular City Council Meeting held Monday, November 5, 2012, at 7:00 P.M. in the Council Chambers, 11 North 3 rd Street, Jacksonville Beach, Florida. CALL TO ORDER: Mayor Fland Sharp called the meeting to order. OPENING CEREMONIES: Invocation was by Council Member Knight, followed by the Salute to the Flag. ROLL CALL: Mayor: Fland Sharp Council Members: Lee Buck Penny Christian Steve Hartkemeyer Rick Knight Tom Taylor Jeanell Wilson Also present was City Manager George Forbes and City Clerk Judy Bullock. APPROVAL OF MINUTES It was moved by Ms. Christian, seconded by Mr. Buck, and passed, to approve the following minutes, as presented: Regular City Council Meeting held October 15, 2012 ANNOUNCEMENTS COURTESY OF THE FLOOR TO VISITORS The following persons addressed the Council: Thaddeus M. Mosely, 3701 Duval Drive, Jacksonville Beach Voiced his opinion about traffic and parking on 34 th, 30 th and 37 th Avenues South. He submitted a document outlining his concerns. (On file) He referenced documents he submitted at a previous meeting. (On file) Fae Williams, 115 South 3 rd Street, Jacksonville Beach Asked why there were no plans for Christmas Decorations in the City. She and other residents would like to see at least a Christmas tree at City Hall. Mayor Sharp said he would contact her after next week and let her know if it would be possible to have decorations. RC min Page 1 of 4

6 Minutes of Regular City Council Meeting held Monday, November 5, 2012 MAYOR AND CITY COUNCIL CITY CLERK CITY MANAGER (a) Declaration of Election Results from the County Canvassing Board, State of Florida, for the August 14, 2012 Primary Election. Motion: It was moved by Ms. Christian, seconded by Mr. Buck, to declare the Election results, as issued, by the Duval County Canvassing Board, State of Florida, for the City of Jacksonville Beach Primary Election held on August 14, Discussion: Mr. Forbes explained that Ms. Bullock worked with the City Attorney to update procedures used for election returns. In the past, ballots were counted at City Hall. Now, with today s technology the ballots are counted and canvassed through the Duval County Supervisor of Elections Office. When completed, a certificate is issued and the results declared. Roll call vote: Ayes Buck, Christian, Hartkemeyer, Knight, Taylor, Wilson, and Mayor Sharp; motion carried unanimously. (b) Approval to Demolish Building at the Industrial Park. Motion: It was moved by Ms. Christian, seconded by Mr. Buck, for approval to demolish the building at the Industrial Park to Realco Recycling Company, Inc., in the amount of $14, Discussion: Mr. Forbes said this large City-owned property has several tenants currently leasing portions of the property. There is a very dilapidated building on the property that is not rentable. If the building were removed, the City would be able to move forward with a prospective tenant to lease the property. Ms. Christian asked how much the City would make if this parcel were rented. Mr. Forbes said if the entire property were rented, it would bring approximately $22, per year. Roll call vote: Ayes Christian, Hartkemeyer, Knight, Taylor, Wilson, Buck, and Mayor Sharp; motion carried unanimously. (c) Draw from the Local Law Enforcement Trust Fund for DNA Testing for a Police Department Criminal Investigation. Motion: It was moved by Ms. Christian, seconded by Mr. Buck, for approval to draw $3,700 from the Local Law Enforcement Trust Fund for DNA testing for a Police Department Criminal Investigation. RC min Page 2 of 4

7 Minutes of Regular City Council Meeting held Monday, November 5, 2012 Discussion: Interim Police Chief Dooley advised that this testing, for a strand of hair, is for an ongoing January, 2011 homicide investigation. The mitochondrial testing that is required to prove the hair belonged to the victim is not conducted by FDLE; only by a private laboratory. The State Attorney has informed the Police Department that this test is imperative for prosecution. Chief Dooley explained the test is extensive, labor intensive, and costly. The State Attorney s office will pay the entire fee and our City will reimburse them half the fee, which is $3,700, from the Local Law Enforcement Trust Fund. Roll call vote: Ayes Hartkemeyer, Knight, Taylor, Wilson, Buck, Christian, and Mayor Sharp; motion carried unanimously. (d) Authorize Change Order for Additional Work to Unit Price Bid Number , Phase II Development Area 1 Improvements Project, with Petticoat-Schmitt Civil Contractors, Inc., and Authorize Construction, and Engineering Inspection Services with the Project Design Firm, GAI Consultants, Inc. Motion: It was moved by Ms. Christian, seconded by Mr. Buck, to authorize a Phase IIIA Change Order to Unit Price Bid Number , titled Phase II Development Area 1 Improvements Project, with Petticoat-Schmitt Civil Contractors, Inc., and authorize Construction Engineering Inspection Services with the project s design firm, GAI Consultants, Inc., as described in the memorandum from the Public Works Director dated November 2, Discussion: Mr. Taylor said the workshop was good, and he was happy with everything, but he was still not sure about the surfboard sign at the Jax Beach pier, and wished that something could be done to represent the fishermen too. Ms. Wilson agreed with Mr. Taylor and questioned, with the controversy between the fishermen and surfers, are surfboards the best design for the sign? Ms. Christian said that in the future, maybe there could be consideration of a statue of a fisherman too. Ken Marsh, 2027 Gail Avenue Voiced his opinion regarding the surfboard signs planned, believes it is a mistake to move forward without input from the community on the signage. Ms. Wilson questioned the funds being spent on the design. Mr. Lindorff explained that funds are not for design, but for construction inspection and engineering services. Mr. Buck asked if this had not been discussed before. Mr. Forbes stated that Gladding Jackson designed and provided the artwork, which was publicized in the newspaper. RC min Page 3 of 4

8 Minutes of Regular City Council Meeting held Monday, November 5, 2012 Roll call vote: Ayes Knight, Taylor, Buck, Christian, Hartkemeyer, and Mayor Sharp; Nays Wilson; motion carried by a vote of 6 to 1. (e) Award Unit Price Bid Number , Water Main Valve Replacement at Various Locations Project, to G & H Underground Construction, Inc. Motion: It was moved by Ms. Christian, seconded by Mr. Buck, to award Unit Price Bid Number , Water Main Valve Replacement at Various Locations Project, to the lowest qualified bidder, G & H Underground Construction, Incorporated, as described in the memorandum from the Public Works Director, dated October 22, Discussion: Mr. Forbes explained that this is an urgent and critical project, replacing 40 major valves on the City s water system that no longer operate correctly. This is the beginning of the valve replacement program and the most critical valves will be replaced first, others to be replaced annually. Ms. Wilson asked Mr. Forbes if the cost of this project comes from the water/sewer funds, which Mr. Forbes responded yes. Roll call vote: Ayes Taylor, Wilson, Buck, Christian, Hartkemeyer, Knight, and Mayor Sharp; motion carried unanimously. ADJOURNMENT There being no further business coming before the Council, Mayor Sharp adjourned the meeting at 7:27 p.m. Submitted by: Catherine Martinich Office of the City Clerk Approval: William Charles Latham, Mayor Date: November 19, 2012 RC min Page 4 of 4

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33 DEPARTMENT OF PUBLIC WORKS City of Jacksonville Beach Operations & Maintenance Facility Department of Public Works 1460-A Shetter Avenue Jacksonville Beach FL Phone: Fax: November 9, 2012 TO: FROM: SUBJECT: ACTION REQUESTED: George D. Forbes, City Manager Ty Edwards, Public Works Director Award Unit Price Bid Number , 2 nd Street North Sewer Main Replacement and Related Improvements Project Award Unit Price Bid Number , 2 nd Street North Sewer Main Replacement and Related Improvements Project, to United Brothers Development Corporation. BACKGROUND: This project is part of the City s 2013 Capital Improvement Plan. Major work includes, but is not limited to: Replace 4555 of failing 8 clay with 8 PVC gravity sewer main pipe Install 920 of 8 and 1650 of 6 PVC water main pipe Remove, re-profile and repave 5600 of asphalt roadways Replace water service laterals Note: Above quantities are estimated. PROJECT WORK SUMMARY Line 360 of 6 clay gravity sewer main pipe Replace old & add 3 new fire hydrants Install 30 of drainage pipe Replace sewer service laterals The project area (see attached map) consists of the following streets: PROJECT AREA STREET From/To STREET From/To 2 nd St. North 14 th Ave. N. to Seagate 17 th Ave. North 1 st to 3 rd St. N 14 th Ave. North 1 st to 3 rd St. N. 18 th Ave. North 1 st to 3 rd St. N 15 th Ave. North 1 st.to 3 rd St. N 19 th Ave. North 1 st to 3 rd St. N 16 th Ave. North 1 st to 3 rd St. N The Invitation to Bid was advertised, eleven (11) bid packages were requested and eight (8) bids were received. The City s project design engineer firm, Waitz & Moye, Inc., evaluated the bids and recommended award to United Brothers

34 Development Corporation, the lowest, responsive and responsible bidder. The city bid tabulation sheet is attached. The construction cost and staff recommendation are summarized below: PROJECT COSTS BID ND STREET NORTH SEWER MAIN REPLACEMENT & RELATED IMPROVEMENTS DESCRIPTION COST RECOMMENDATION Construction Bid Total: $1,843, Award to United Brothers 10% Contingency $184, Development Corporation, the lowest, qualified bidder. Construction Total: $2,027, Construction Engineering Inspection (CEI) Services 10% Contingency $17, C&A Services Total: $194, GRAND TOTAL: $2,221, $176, Authorize with Waitz & Moye, Inc., the project s design engineer firm Project is budgeted in the 2013 Water & Sewer Distribution & Collection Division Capital Budget with funding from 1) an Environmental Protection Agency Grant, 2) Water & Sewer Enterprise Fund and 3) ½ Cent Infrastructure Surtax Bond Proceeds. It is recommended that the Unit Price Bid Number , 2 nd Street North Sewer Main Replacement and Related Improvements Project, be awarded to the lowest, responsive and responsible bidder, United Brothers Development Corporation, at a cost, based on estimated quantities, of $1,843,083.18, plus a 10% contingency, for a total cost not to exceed $2,027, In addition, it is recommended that Construction Engineering Inspection Services be authorized with Waitz & Moye, Inc., the project s design engineer firm, at a fee of $176,682.13, plus a 10% contingency, for a total cost not to exceed $194, RECOMMENDATON: Award Unit Price Bid Number , 2 nd Street North Sewer Main Replacement and Related Improvements Project, to the lowest, responsive and responsible bidder, United Brothers Development Corporation, and authorize Construction Engineering Inspection Services with Waitz & Moye, Incorporated, the project s design firm, as described in the memorandum from the Public Works Director dated November 9, 2012.

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