1. ROLL CALL AGENDA City Council Special Meeting Wednesday, December 13, 2017 Council Chambers at 6:00 PM 2. RESOLUTIONS AND ORDINANCES 3. AGENDA ITEMS 3-12 Highway 98 Underground Utilities Feasibility Study Agenda Memo - Highway 98 Underground Utilities Feasibility Study - Pdf 13 Council Meeting and Holiday Schedule City Council Meeting and Holiday Schedule - Pdf A. SUBHEADING (i) Sub-item 4. ACTION ITEMS 5. DISCUSSION ITEMS 6. NEW BUSINESS 7. PUBLIC FORUM 8. ADJOURNMENT Page 1 of 13
If any person decides to appeal any decisions made with respect to any matter considered at this meeting or public hearing, such person may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and any evidence upon which the appeal is to be based. The public is invited to comment on matters before the City Council upon seeking and receiving recognition from the Chair. If you are a person with a disability who needs accommodation in order to participate in a public hearing you are entitled to the provision of certain assistance. Please contact the City Clerk s office at (850) 934-5115 or at 1070 Shoreline Drive, Gulf Breeze at least one (1) week prior to the date of the public hearing. Page 2 of 13
Memorandum To: Samantha Abell, City Manager From: Craig Chamberlin, Neighborhood Services Coordinator Date: December 7, 2017 Subject: Highway 98 Underground Utilities Feasibility Study REQUEST: Approval of a task order by Dewberry Engineering to conduct the Highway 98 underground utility feasibility study as directed by Council on June 5, 2017. BACKGROUND: The Highway 98 corridor contains numerous aerial cables that supply the City with power, phone, internet and cable services. Undergrounding these utilities has been identified as a priority capital improvement by residents and the City Council for natural disaster preparedness. Furthermore, this project is identified and prioritized in the Community Redevelopment Plan. At the June 5,2017 City Council meeting, Staff was authorized to seek quotes for a feasibility study that would provide a better understanding of the complexities and potential cost of the undergrounding project (minutes attached). The study was subsequently budget for fiscal year 2018. DISCUSSION: The scope of the feasibility study is to provide a project schematic map, engineering report and cost estimates for the proposed utility relocation. Staff contacted Dewberry and Baskerville- Donovan who both have Master Service s Agreements with the City, and provided a scope. Staff reviewed quotes and determined that Dewberry would provide the requested deliverables at the best value. A detailed list of these deliverables can be found in the attached quote from Dewberry. Once the study is completed the City will more accurately be able to identify routes, engineering requirements, easement requirements, costs and barriers for the project. FINANCIAL IMPACT: Costs associated with underground utilities is budgeted in the CRA for FY2018 under Professional Services. The City received a quote from Dewberry engineering for $32,500 to complete the study. Staff identified this proposal as being the most competitive on price and value. 850.934.5115 FAX 850.934.5114 P.O. BOX 640 1070 SHORELINE DRIVE GULF BREEZE, FLORIDA 32562-0640 Page 3 of 13
RECOMMENDATION: That the City Council, acting as the Community Redevelopment Agency, authorize Dewberry to proceed with completing an underground utility feasibility study for Highway 98. ATTACHED: Dewberry Proposal - US 98 Utility Feasibility Study ATTACHED: 06_05_2017 Regular Meeting Minutes 850.934.5115 FAX 850.934.5114 P.O. BOX 640 1070 SHORELINE DRIVE GULF BREEZE, FLORIDA 32562-0640 Page 4 of 13
September 19, 2017 Ms. Samatha Abell City Manager City of Gulf Breeze 1070 Shoreline Drive Gulf Breeze, FL 32561 RE: City of Gulf Breeze US 98 aka Gulf Breeze Parkway Utility Relocation Project Feasibility Report Proposal Dear Samantha: Per your request, Dewberry Engineers, Inc. d/b/a Dewberry Preble-Rish is providing this proposal for planning and preliminary engineering analysis for the above referenced project in accordance with our Master Services Agreement dated October 3, 2016. PROJECT UNDERSTANDING The City of Gulf Breeze has requested professional services for the relocation of aerial utilities to underground conduit for a 1.85 mile section of US 98 (aka Gulf Breeze Parkway). The section of corridor considered in this proposal is from the 1,200 feet south of the Pensacola Bay Bridge to the western boundary of the Naval Live Oaks Nature Preserve (aka Gulf Island National Seashore). The project shall include a project schematic map, preliminary engineering report, and preliminary cost estimate for the proposed relocation of aerial utilities to underground conduit. BASIC SCOPE OF SERVICES The following is a list of services that Dewberry Engineers, Inc. shall provide: Task 1 Data Collection Lump Sum $ 6,500.00 A. Obtain and evaluate information for the project area including, but not limited to: 1. Existing aerial photography 2. FDOT Right-of-Way Maps 3. Available LiDAR data 4. Existing Engineering Reports 5. Available existing survey and as-built data 6. Physical site evaluations 7. Limited field survey and data collection as needed Page 1 of 4 Page 5 of 13
City of Gulf Breeze US 98 Utility Relocation Project Feasibility Report September 19, 2017 Task 2 Project Schematic Plan Lump Sum $ 13,650.00 A. The project can be broken down into four (4) distinct Sections A through D as shown on the attached Exhibit A. The Project Schematic Plan shall depict each of these Sections and show existing utilities based on best available data. B. The Schematic Plan shall include an overlay showing the limits of existing paved roads based on aerial imagery and available GIS data. C. The Schematic Plan shall be circulated to local area utility owners for inclusion of their existing infrastructure and note ownership, type, size, and material of known existing utilities. Existing utilities shall be depicted based on quality level (QL) C & D as identified in the FDOT Utility Accommodation Manual (2010). D. The Schematic Plan shall include alternative routes and the recommended route for underground conduit. E. The Schematic Plan shall be based on State Plane Coordinate Projection Zone: Florida North and should be considered an approximation of horizontal locations. Task 3 Preliminary Engineering Report Lump Sum $ 10,500.00 A. Prepare a Preliminary Engineering Report for each Section of the proposed project to evaluate alternatives and estimate project cost. B. The Report will not include establishment of need for the project. C. The Report shall evaluate alternative routes for each Section of the project and note potential for impacts to existing infrastructure along each route. D. The report shall identify the potential for easements needed along each route. E. The Report shall discuss project schedule and applicable standards and permits for the design and construction of the proposed project. F. The Report shall recommend a proposed route to relocate aerial utilities to underground conduit. Task 4 Preliminary Cost Estimate Lump Sum $1,850.00 A. This task shall include a preliminary cost estimate for the total project cost broken down by project Section, including survey, environmental, engineering, and construction costs. For the above basic scope of services, Dewberry Engineers, Inc. shall be paid Lump Sum fees in accordance for the following items on a monthly percent complete basis: Task 1: Data Collection $ 6,500.00 Task 2: Project Schematic Map $ 13,650.00 Task 3: Preliminary Engineering Report $ 10,500.00 Task 4: Preliminary Cost Estimate $ 1,850.00 PROJECT TOTAL $ 32,500.00 Page 2 of 4 Page 6 of 13
City of Gulf Breeze US 98 Utility Relocation Project Feasibility Report September 19, 2017 DELIVERABLES Dewberry Engineers, Inc. shall submit the following deliverables to the City: a) Project Schematic Plan b) Preliminary Engineering Report c) Preliminary Cost Estimate EXCLUSIONS AND ASSUMPTIONS a) Use of normal practices and normal standard of care in providing service. b) This proposal does not include environmental assessments, geotechnical engineering, subsurface utility exploration, structural engineering, or traffic engineering services. c) Permitting fees for applications not included. d) All tasks not specifically outlined above are not included. Page 3 of 4 Page 7 of 13
City of Gulf Breeze US 98 Utility Relocation Project Feasibility Report September 19, 2017 IN WITNESS WHEREOF, the parties hereto have caused this Task Order to be executed by their undersigned officials as duly authorized. Dewberry Engineers, Inc. Address for Correspondence: 25 W. Cedar Street, Suite 110 Pensacola, Florida 32502 By: Name and Title: Joe A. Rector, Jr., P.S., Senior Associate Date: September 19, 2017 City of Gulf Breeze, Florida Address for Correspondence: City of Gulf Breeze 1070 Shoreline Drive Gulf Breeze, FL 32561 By: Name and Title: Ms. Samantha Abell, City Manager Date: Page 4 of 4 Page 8 of 13
MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF GULF BREEZE, FLORIDA The 1,319thRegular Meeting of the Gulf Breeze City Council, Gulf Breeze, Florida, was held at Gulf Breeze City Hall on Monday, June 5, 2017, at 6:00 p.m. ROLL CALL, INVOCATION, AND PLEDGE OF ALLEGIANCE: Upon call of the roll the following Councilmembers were present: Councilwoman Renee Bookout, Councilwoman Cherry Fitch, Mayor Pro Tem David G. Landfair, Councilman Tom Naile, and Mayor Matt Dannheisser. The City Clerk gave the invocation and led the Pledge of Allegiance. APPROVAL OF MINUTES: Mayor Pro Tem Landfair made a motion to approve the minutes from the May 15, 2017, Regular Meeting. Councilman Naile seconded. The vote for approval was unanimous. Councilman Naile made a motion to approve the minutes from the May 20, 2017, Capital Improvement Plan Workshop meeting. Councilwoman Fitch seconded. The vote for approval was unanimous. Mayor Dannheisser suspended the meeting of the City Council at 6:01 p.m. to meet as the Community Redevelopment Agency Board of Directors. (See June 5, 2017, CRA Minutes) Mayor Dannheisser reconvened the City Council meeting at 6:02 p.m. RESOLUTIONS AND ORDINANCES: Resolution No. 12-17 Amendment number 3 to Fiscal Year 2017 Budget Councilwoman Fitch made a motion to approve Resolution No. 12-17. Councilwoman Bookout seconded. The vote for approval was unanimous. Resolution No. 13-17 Amending Resolution No. 06-17 to increase the amount of Capital Trust Agency bonds to not exceeding $31,000,000 for the Mission Springs Apartment Project Mayor Pro Tem Landfair made a motion to approve Resolution No 13-17. seconded. The vote for approval was unanimous. Councilman Naile Regular Council Minutes June5, 2017 Page 1 Page 9 of 13
MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF GULF BREEZE, FLORIDA CONSENT AGENDA ITEM S[ A. Authorization for Landscape Construction Request Proposals US 98 Reference: Code Enforcement Officer Memo dated May 26, 2017 Recommendation: That the City Council authorize City Staff to proceed with a Request for Proposals for landscaping and irrigation installation for the US 98 Median Landscape Enhancement Project. Underground Utilities on Highway 98 Reference: Code Enforcement Of?cer Memo dated May 26, 2017 Recommendation: That the City Council authorize City staff to proceed with requesting from Dewberry a task order related to developing a feasibility study to underground utilities along Highway 98. 2017 Gulf Breeze Local Road Resurfacing Reference: Assistant Director of Public Services Memo dated May 24, 2017 Recommendation: That the City Council award the 2017 Gulf Breeze Resurfacing Project to Roads, Inc. of NWFL for $671,719.00. Local Road Chipper Repair Reference: Director of Community Services Memo dated May 25, 2017 Recommendation: That the City Council authorize the repair of the Waste Transfer Station s brush chipper by Vermeer in the amount not to exceed $14,100.00. Florida League of Cities Annual Conference, Orlando, August 17-19, 2017 Reference: Interim City Manager Memo dated May 25, 2017 Recommendation: That the City Council decide which members of the Council will attend the Florida League of Cities Annual Conference and designate a Voting delegate. Surplus Fire and Rescue Equipment Reference: Assistant Fire Chief Memo dated May 25, 2017 Regular Council Minutes June5, 2017 Page 2 Page 10 of 13
Tiger MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF GULF BREEZE, FLORIDA Recommendation: That the City Council declare the equipment and furnishings in the memorandum as surplus and authorize units to be sold. G. Surplus Public Services Equipment and Furnishings Reference: Assistant Fire Chief Memo dated May 25, 2017 Recommendation: That the City Council declare the equipment and furnishings in the memorandum as surplus and authorize units to be sold. Councilman Naile made a motion to approve consent agenda items A through G. Councilwoman Bookout seconded. The vote for approval was unanimous. ACTION AGENDA ITEMS: A. Storrnwater Gravity Discharge Feasibility Study Reference: Director of Public Services Memo dated May 24, 2017 Interim City Manager Memo dated June 2, 2017 Recommendation: That the City Council approve Mott MacDonald to perform a feasibility study for Gilmore Drive and San Carlos Avenue Gravity Stormwater Discharge with funding provided by Engineering Services Credit of $10,000.00 as referenced in the August 29, 2007, agreement between Mott MacDonald and the City. Councilwoman Fitch made a motion to approve Staff s recommendation. Councilwoman Bookout seconded. The vote for approval was unanimous. B. Golf Cart Lease Point Reference: Director of Parks & Recreation Memo dated May 25, 2017 Interim City Manager Memo dated June 2, 2017 Recommendation: That the City Council conditionally approve the Golf Cart Agreement with Club Car, Inc., for 72 golf carts per the terms of their QuotationNo. 051717, contingent upon the negotiation of terms by the Interim City Manager and the City Attorney s legal review. The agreement will be provided to City Council at a future meeting for rati?cation. Carl Bielstein with Honours Golf addressed and answered questions from the Council. Regular Council Minutes Iune5, 2017 Page 3 Page 11 of 13
Tiger MINUTES OF THE REGULAR MEETING OF THE CITY COUNCIL OF THE CITY OF GULF BREEZE, FLORIDA Councilwoman Fitch made a motion to approve Staffs recommendation. Mayor Pro Tem Landfair seconded. The vote for approval was unanimous. C. Operational Software Point Golf Club Reference: Director of Parks & Recreation Memo dated May 4, 2017 Interim City Manager Memo dated June 2, 2017 Recommendation: That the City Council conditionally approve an agreement with EZ Links Golf, LLC, contingent upon the City Attorney s review to the contract terms to include tee times in lieu of cash and 30-day termination provisions. Carl Bielstein with Honours Golf addressed and answered questions from the Council. Councilman Naile made a motion to approve Staffs recommendation. Councilwoman Fitch seconded. The vote for approval was unanimous. INFORMATION ITEMS: None PUBLIC FORUM: Dave Glassman with the America s Heroes Enjoying Recreation Outdoors ( AHERO ) thanked the Council for their support as well as community s and said the event was a great success. COUNCIL COMMENTS: Mayor Pro Tem Landfair asked if the presence of the Road Rangers was helping our Police Department by allowing them to respond to other calls. Staff advised that we will see with time. Mayor Dannheisser asked staff to provide an update to the Council on the status regarding the sums owed to the City by Integrity Golf. ADJOURNMENT: Mayor Dannheisser adjourned the meeting at 6:25 p.m. // Stephanie. Lucas, City Clerk M E. Dannheisser, Mayor Regular Council Minutes lune 5, 2017 Page 4 Page 12 of 13
Memorandum To: Honorable Mayor Dannheisser and City Council From: Samantha Abell, City Manager Date: December 7, 2017 Subject: Council Meeting and Holiday Schedule REQUEST: That the City Council cancel the December 27, 2017, Executive Session. DISCUSSION: The upcoming Christmas and New Year holidays are upon us. These holidays present an issue with regards to the Executive Session in advance of the first Regular Council meeting in January 2018. The Executive Session is scheduled to be held on Wednesday, December 27, 2017. The Council may wish to cancel the December 27, 2017, Executive Session prior to the Tuesday, January 2, 2018, Regular meeting. I have met with the Department Directors and propose the following holiday hours of operation schedule so that Council and Staff can plan accordingly: Christmas Eve Friday, December 22nd City Offices begin operating with minimum staff after 12:00 noon. Christmas Day Monday, December 25 City Hall is closed. New Year's Eve Friday, December 29 City Offices begin operating with minimum staff after 12:00 noon. New Year's Day Monday, January 1 City Hall is closed. RECOMMENDATION: That the City Council cancel the December 27, 2017, Executive Session and approve the proposed holiday hours of operation schedule. 850.934.5115 FAX 850.934.5114 P.O. BOX 640 1070 SHORELINE DRIVE GULF BREEZE, FLORIDA 32562-0640 Page 13 of 13