Fort Walton Beach Council agenda — 05-13-08 regular agenda — reading text

COMMUNITY DEVELOPMENT SERVICES DEPARTMENT ( CDS) MEMORANDUM Date: May 2, 2008 To: Joyce Shanahan, City Manager Through: Missy McKim, Director, Community Development Services From: Christy R. Johnson, AICP, Principal Planner Subject: Reallocation of Capital Project Funding REQUEST: Staff requests the Council to approve the following reallocation of capital program funding: DISCUSSION: From Account To Account Amount Grants and Aids Gateway Park 33, 965 Eglin Lighting Chester Pruitt Park 105, 766 Waterlines Roads 18, 000 BACKGROUND: The Council approved reimbursement to Habitat for Humanity up to $ 275, 000 for the purchase of four lots in the Beal Parkway Neighborhood. A total of $241, 035 was reimbursed. The balance of funds, $ 33, 965, is requested to be used to help fund the construction of the Gateway Entrance Park in the Beal Parkway Neighborhood. The streetscape improvements on Eglin Parkway have been delayed due to the inability of community redevelopment agencies to issue bonds. This project will be a " pay as you go" project and is scheduled to begin in 2015. Since redevelopment of Chester Pruitt Park is the Community Redevelopment Agency Board' s top priority, staff recommends that $ 105, 766 budgeted to complete construction plans for the streetscape be allocated to help fund implementation of Phase I and II of the Chester Pruitt Park Master Plan. Staff plans to advance reconstruction of the restrooms and installation of new playground equipment with the transferred funds. Several roads in the CRA area need to be restriped to increase safety. Upon completion of the planned waterline upgrade projects, there is a balance of $18, 067 in the account. Staff requests to allocate this balance to an account where the funds can be used to restripe the following roadway segments: Hollywood Boulevard, Eglin Parkway to Chicago Avenue; Brooks Street, under the bridge to Elm Avenue; Walter Martin Road, Eglin Parkway to approximately the post office; First Street, Beal Parkway to Eglin Parkway; and Ferry.Road, Miracle Strip Parkway to Hollywood Boulevard. 1-  COMMUNITY REDEVELOPMENT AGENCY (CRA) RECOMMENDATION: The CRA Board recommended approval of the proposed line item budget transfer requests. CITY COUNCIL RECOMMENDATION: The City Council may consider, but is not limited to the following options: 1. Approve the reallocation of capital project funds, as presented by staff and as recommended by the CRA Board. 2. Deny the request to transfer funds. Staff recommends that the City Council approve the reallocation of capital project funds, as presented, and as recommended by the CRA Board. Attachments: Line Item Budget Transfer Request Forms Submitted by:. Approved by: Reviewed and Concur: Do J c hanahan City Manager C7 2-  BOARD OF COMMISSIONERS OF THE FORT WALTON BEACH D A COMMUNITY REDEVELOPMENT AGENCY FT MAY 7, 2008 INTRODUCTION A regular Meeting of the Board of Commissioners of the Fort Walton Beach Community Redevelopment Agency was held on Wednesday, May 7, 2008, at 5:30 p. m. in the Council Chambers at Fort Walton Beach City Hall with the following members present: Dr. Joyce Gossom, Chairman; Dean Covey; Chuck Kennedy, Vice -Chairman; Daike Klement; Jason Legg; Bobby Nabors; Doug Reed Also Present: Missy McKim, CDS Director; Christy Johnson, Planner; Toni Craig, City Attorney CALL TO ORDER The meeting was called to order. INVOCATION AND PLEDGE OF ALLEGIANCE Mr. Reed gave the Invocation and led in the Pledge of Allegiance. APPROVAL OF MINUTES NEW BUSINESS —CONCEPTUAL APPROVAL /FUNDING REQUEST— HARBOUR PLACE Request for Conceptual Approval and Funding Request for a Homeless Family facility ( The Harbour Place, LLC. FUNDING REQUEST FOR SOUND SIDE Funding Request for Sound Side ( redevelopment of Germany Terrace), an Affordable Housing Project. DISCUSSION ON BEST LAND USE IN THE CRA AREA Suggestions on Best Land Use and Planning for Affordable Homes in the CRA Area. UNFINISHED BUSINESS Presentation of Preliminary Design of Streetscape Improvement Projects for the Beal Parkway neighborhood Gateway Entrance Park and Historic Downtown. APPROVAL OF CRA ACTION PLAN APPROVAL OF BUDGET TRANSFERS Mr. Covey moved to recommend approval of the following budget transfers: $ 33, 965 from the Grants and Aids Account to the Gateway Park Account; $ 105,766 from the Eglin Lighting Account to the Chester Pruitt Park Account; and $ 18, 000 from the Waterlines Accounts to Roads. Mr. Reed seconded motion and it carried unanimously with Covey, Gossom, Kennedy, Klement, Legg, Nabors, and Reed in favor. DISCUSSION OF FY 08/ 09 CRA BUDGET CAPITAL IMPROVEMENT PROJECTS Ms. Johnson reported on the following Capital Improvement Projects: Streetscape Improvement Proiects for Beal Parkway Neighborhood Gateway Entrance Page 1 of 2  CITY COUNCIL MEETING Mav 13, 2008 Consent Agenda Consideration of request to award Bid No. 08 -117, Concrete ( Annual Bid), to the lowest responsive, responsible, bidder, Fort Walton Concrete Co., for the bid unit prices in the tabulation Public Works Director) Council Action 1st 2nd Vote: Agenda Item Number: 4  MEMORANDUM DATE: May 5, 2008 TO: Joyce Shanahan, City Manager FROM: Thomas Murray, Public Works Director SUBJECT: Bid # 08 -117, Concrete ( Annual Bid) SUMMARY Pursuant to City of Fort Walton Beach Code of Ordinances, Volume II, Chapter 4, Section 4. 01, paragraph 4.01. 025 and the Purchasing Policies and Procedures, request authorization to award Bid # 08 -117, Concrete ( Annual Bid), to the low, responsive, responsible bidder meeting specifications, Fort Walton Concrete Co., of Fort Walton Beach, Florida, for the bid unit prices listed in the bid tabulation, for a period of one ( 1) year and allow the City Manager to approve the extension of the bid with up to four (4) one -year options, if it is determined to be in the best interest of the City. This is a unit price contract through which concrete will be ordered as needed within budgeted amounts. This acquisition was budgeted for FY 07 -08. If approved, funds are available in account 001 - 1240 -541 -5304 Street Materials /Concrete in the amount un (of ) $4, 112. 18 and in various other project specific accounts as an ancillary item. Recommend the City Council award Bid # 08 -117, Concrete ( Annual Bid) to Fort Walton Concrete Co., of Fort Walton Beach, Florida, at the unit prices listed in the bid tabulation. FINANCIAL DATA 1. DEPARTMENT: Public Works 2. DIVISION: Streets 3. FUND: General 4. ACCOUNT: 001 - 1240 -541 -5304 5. ACCT. DESCRIPTION: Street Materials /Concrete 6. FY BUDGET: 2007 -08 7. AMOUNT BUDGETED: 001 - 1240 -541 -5304 in the amount of $5, 150 ( with $4, 112. 18 currently available) and in various other project specific accounts as an ancillary item. 8. GRANT FUNDS: YES ® NO AMOUNT 9. FUND TRANSFER: YES ® NO AMOUNT 10. FROM ACCT: N/A 11. TO ACCT: N/A 12. REASON FUNDS AVAILABLE FOR TRANSFER: N/A 13. PRICE ANALYSIS: ATTACHED ADD'L MAT FDR ® NONE  BID ITEM DATA 14. DESCRIPTION OF BID ITEM: Concrete ( Annual Bid) 15. SUPPLEMENTAL MATERIAL: ® ATTACHED ADD'L MAT FDR NONE 16. # BID INVITATIONS SENT: 10 17. # BIDS RECEIVED: 1 18. # RESPONSIVE BIDS: 1 19. RECOMMENDED VENDOR: Fort Walton Concrete Co., of Fort Walton Beach, Florida 20. BID AWARD AMOUNT: Unit prices listed in the bid tabulation 21. COMMENTS:* 22. ESTIMATED QUANTITY TO BE PURCHASED (BULK ITEMS): N/A 23. ESTIMATED PURCHASE AMOUNT: N/A 24. BID TABULATION ATTACHED: ® YES NO ADD'L MAT FDR 25. TERM OF CONTRACT: Net 30 Days 26. BID VALID TO: June 28, 2008 27. BID PRICE VALID FOR TERM OF CONTRACT: ® YES NO 28. WARRANTY PERIOD: N/A 29. DELIVERY TIME: N/A 30. STATE CONTRACT: YES ® NO 31. CONTRACT #: N/A 32. CO -OP PURCHASE: YES ® NO 33. AGENCY: N/A 34. EXPECTED LIFE OF ITEM: N/A 35. ITEM DEMO' D: YES ® NO 36. REFERENCES CHECKED: YES NO ® N/A 37. CONTRACT: ATTACHED ADD'1 MAT FDR ® N/A YES NO ® N/A 38. CONTRACT APPROVED FOR LEGAL SUFFICIENCY: 39. CURRENT VENDOR: No 40. CURRENT PRICE: N/A REPORT PREPARED BY: S / o d' Date Thomas Murray, PE Public Works Director REVIEWED AND CONCUR: V oe e Mike Tatum Date Purchasing Director REVIEWED AND CONCUR I C-s ce - Date Brandy Wunker Interim Finance Director  REVIEWED AND CONCUR: Aoftk r-" , I & - J ce hanahan Date City Manager D  ATTACHMENT 1 BID SUMMARY COMMENTS The following comments relate to the " *" item: ITEM 21 The lowest bid, submitted by Fort Walton Concrete Co., was the sole bid received. The amounts bid are lower than those in the previous contract with Couch Ready Mix USA. N  City of Fort Walton Beach MEMORANDUM DATE: April 30, 2008 TO: Tom Murray Public Works Director FROM: Michael C. Tatum Purchasing Director SUBJECT: Concrete (Annual Bid) Bid # 08 -117 The referenced bid tabulation is forwarded for your review, in accordance with Vol 2, Chapter 4, Section 4.01, Paragraph 4.01. 025 Code of Ordinances and the Purchasing Policies and Procedures. Please take the necessary action to prepare the Memorandum for Approval by the City Manager and Council. The bid file is available Th for review at the Purchasing Department. The following information is furnished for those items applicable to Purchasing on the Request To Award