Fort Walton Beach Council agenda — 05-23-06 regular — reading text

on speGific issues. She said there are methodologies and processes by which to solicit the public' s input on a variety of different issues, and on a specific issue like the fairgrounds there will be a process to solicit public input. Dr. Pullen wished to know if the City A ttorney would need a motion to prepare the necessary Ordinance to reduce membership of the Golf Club Advisory Committee and the Historic Sites Board. The City Attorney advised that the Historic Sites Board has already made a motion to recommend reduction in their members; it just has not gone through the process of drafting an ordinance. She stated the Golf Club Committee was formed by resolution and it can be changed by resolution, and it would be up to the membership of the committee to address it and bring it forward. She stated that the Golf Club Committee has not had a problem with obtaining a quorum when they meet. ' Mr. Hartwell mentioned his attendance at the National Day of Prayer and shared the positive impressions he received. Mr. Minich commended the Mayor Pro Tem for the excellent job he did presiding over the meeting. JI"'! II'" 216 Regular Council 05-09- 06 MAYOR/COUNCIL ANNOUNCEMENTS ( CONTI The Mayor Pro Tern, on behalf of the Mayor, requested a volunteer to represent the City at the c' Memorial Day Ceremony at Beal Cemetery on Monday, May 29, 2006 at 11 : 00 a. m. Mr. Hartwell volunteered to represent the City at the ceremony. The Mayor Pro Tern also commended the City Manager and city staff for their professional and timely response to citizen' s inquiries/ concerns which he had forwarded. Mr. Tucker echoed the comment. CITY MANAGER ANNOUNCEMENTS The City Manager advised the McGriff house has been demolished and thanked the City Attorney and city staff for the coordinated effort, and applauded City Council for their vision and direction. The City Manager reported a request was received from the Chamber of Commerce asking for permission to put a 3-foot orange construction fence around the entire Landing during the Bowlegs festival with two gates for egress and ingress, for the purpose of counting the number of people who attend. The City Manager expressed safety and maintenance concerns regarding the placement of a fence and did not wish to give permission unless Council wished to support the placement of a fence. There was consensus of Council to deny the Chamber of Commerce request to place a fence around the Landing during the Billy Bowlegs festival. The City Manager invited the public to attend a meeting at the Creative Senior Center on Thursday, May 11 at 6: 00 p. m. to discuss the installation of the water transmission main from the Fort Walton Beach Golf Club to Beal Parkway. The City Manager mentioned that school will be let out on May 18th and announced that a few vacancies still exist in the City' s Summer Camp Programs; announced the Sunday in the Park at the st; st Landing on Mayst 21 and reported that the Sales Tax Holiday for the State of Florida will be May 21 r~ through June 1 for the purchase of hurricane preparedness supplies. She mentioned that the next Beach Bits will be dedicated solely to hurricane preparedness. ADJOURNMENT There being no further business, the meeting adjourned at 8: 45 p. m. APPROVED: MAVOR: ATTEST: CITY CLERK Ive I""'" CITY COUNCIL MEETING Ma 23, 2006 Consent Agenda Request to award Bid No. 06- 118, Cinco Bayou Sanitary Sewer Improvement Project to Hemphill Construction, Inc of Florence, MS, in the amount of 254, 148 Utilities Director) Council Action 1st 2nd Vote: Agenda Item Number: CA- 2 IfIII"""' t.. CITY OF FORT WALTON BEACH MEMORANDUM To: Joyce Shanahan, City Manager From: Michael Beedie, Utilities Operations Manager Through: John Hofstad, Utilities Director Date: May 8, 2006 Subject CM 2005-46: Bid No. 06- 118 - Cinco Bayou Sanitary Sewer Improvement Project Baclquound: On July 27, 2005, an 8- inch sanitary sewer force main owned by the City of Fort Walton Beach experienced a failure underneath the west side of the Cinco Bayou Bridge. This failure was the second such failure along this force main since January 2005. The cast iron force main is a sub-aqueous main that lies on the bottom of Cinco Bayou and was installed approximately 30 to 40 years ago. The force main serves Lift Station # 9 on the north side of Cinco Bayou, pumps south across the bayou, where it picks up the flow from Lift Station # 34 and # 35, and eventually discharges into Pump Station # 1 on Robinwood Drive. Shortly after locating the damaged area of the force main, City staff contacted Miller Divers from Fairhope, Alab~ to perform an inspection and to repair the damaged force main. By 10:00 A.M on July 28, 2005, Miller dispatched a fully-equipped dive team into Cinco Bayou to evaluate the force main break. The divers located a damaged area of the force main measuring approximately fourteen ( 14) inches long by four ( 4) inches wide at the widest point. Miller completed the necessary repairs the same day. While it is impossible to accurately determine the exact cause of the force main failures, Staff believes the problems may be associated with the arrival of Hurricane Dennis in our area on July 10, 2005. The damage to the force main is consistent with damage we would expect from a lightning strike. Furthermore, a vessel anchored in Cinco Bayou in the vicinity of the City' s force main was struck by lightning from one of the hurricane' s feeder bands prior to the storm making landfall. The force main damage is likely related to this incident or from submerged debris pushed through the bayou as a result of the hurricane' s storm surge. This was further substantiated after the dive team discovered a sunken vessel immediately adjacent to the force main near the area of the second failure. This vessel was not in the vicinity of the City' s submerged main when the line was in 2005. Since this was the inspected January second failure along this force main in less than a year, City Utilities Staff recommended replacement of the submerged main with an aerial force main suspended from the Cinco Bayou Bridge. Discussion: The Florida Department ofT~ sportation (FDa}) widened the Cinco Bayou Bridge in 1986-87 to six lanes. During the widening project ftPd with the approval of the mOT, the City was able to accommodate the future need to replace the existmg force main by installing concrete inserts in the bridge the decking on west side of the bridge. CA jJ).. Prior to beginning the design of the new force main, City staff contacted the FDOT to determine the permitting requirements for installing an aerial line. To obtain an FDOT Utility Pennit, a Load Rating Analysis was required to determine if the existing bridge could support the proposed weight of the new force main and appurtenances. On August 5, 2005, the City contracted with Volkert & Associates to perfOtID the required Load Rating Analysis in the amount of $1, 500. The City received the completed Load Rating Analysis on September 19, 2005, and forwarded, along with a completed Utility Pennit application, to VMS, Inc. on October 21, 2005, for approval. FDOT submitted the approved Utility Pennit to the City on March 14, 2006. FDEP required a Notice of Intent for Constructing a Domestic Wastewater Collection/ Transmission System application along with a sealed set of construction plans. These items were submitted to FDEP on February 10, 2006, and approval of the project was granted by FDEP on March 10, 2006. Mer receiving the FDOT and FDEP pennits for the project, Staff completed the construction plans and advertised the project for bids. The proposed force main was designed as an aerial force main that would hang underneath the western pedestrian walkway of the Cinco Bayou Bridge. To accommodate FDOT and FDEP requirements, the force main design included 8- inch ductile iron (Thickness Oass 54) pipe with a ceramic epoxy lining (protecto 401) and stainless steel pipe hangers with non-conductive rollers. In August 2005, Staff completed an initial estimate to construct the proposed 8-inch force main. The initial estimate was approximately $ 100,000 to $ 125,000. A revised cost estimate was completed by Staff at the end of March 2006 and, due to the increase in the cost of materials, the estimate was increased to $150,000 to $200,000. Sealed bids were opened on April 25, 2006, from Hemphill Construction, Inc. of Florence, Mississippi, and Southeastern Underground, Inc. of Crestview, Horida. The low bidder was Hemphill with a bid price of 254, 148. 00. Southeastern' s bid price was $ 326, 848.45. After reviewing the bids and discussing the bid pricing with the responsive bidders, Staff determined that bid pricing exceeded the budget estimate due to the following reasons: 1. Between the time of initial design and bidding of the project, a substantial increase in the material cost of the 8- inch ductile iron pipe occurred due to the significant increase in petroleum prices: a. August 2005