Fort Walton Beach Council agenda — 12-11-12 regular — reading text

that an RFQ was issued for the final design services for the Fort Walton Beach Recreation Complex. Nine vendors submitted proposals and an evaluation committee consisting of the Recreational/ Cultural Services Director, Engineering & Utility Services Director, and the City Engineer, reviewed the proposals and ranked each proposal. The firm of DC Architects, Inc of Fort Walton Beach was the highest ranked vendor. Therefore, Staff is requesting Council authorization for the City Manager to negotiate and execute a contract with DC Architects of Fort Walton Bach for the final design of the recreation complex, and if a contract cannot be negotiated with the highest ranked vendor, Staff requests Council authorization to negotiate with the next highest vendor in order of the final rankings until a contract can be executed. Mr. Goodwin expressed concern that Council did not have the opportunity to see presentations or review proposals from the firms. The City Manager advised the backup provided by the nine firms would have made the agenda quite large, and informed that hard copies of backup is always available should Council care to review it. Upon questioning, Steve Christopher of Lord and Son, construction manager for the project, stated that at times certain counties and, or governmental entities receive presentations from vendors, and that often times a representative of a council or commissions sits on an evaluation committee. Council discussion regarding the fact that the firm chosen is a local firm and that there is confidence in the decision made by the evaluation committee; that this project is a' big deal' for the City and that decisions should not be' mbber stamped;' and that Council should of had the opportunity to view the presentations from the top three firms. Also discussed was the possibility of having an elected official on future evaluation committees to represent the Council. Mr. Rigdon moved to authorize Council for the City Manager to negotiate and execute a contract with DC Architects of Fort Walton Bach for the final design of the recreation complex, and if a contract cannot be negotiated with the highest ranked vendor, Staff requests Council authorization to negotiate with the next highest vendor in order of the final rankings until a contract can be executed. Mr. Rynearson seconded motion and it carried by a vote of 4 to 3. RESULT: ADOPTED 14 TO 31 MOVER: Bull Rigdon, Council Seat 6 SECONDER: Dick Rynearson, Council Seat 7 AYES: Dennis Reeves, Bobby Nabors, Bull Rigdon, Dick Rynearson NAYS: Bobby Griggs, Joyce gossom, Trey Goodwin 6. Nomination of Lobbying Members for the 2013 Legislative Session. Synopsis: ( Executive Assistant) City Council shall discuss and nominate members to attend the 2013 Legislative Session in Tallahassee on behalf of the City and the Northwest Florida League of Cities between March and May 2013. ATTAC' HMEN TS: 2011NAti PLC L., i W, v, Seexlon L,, bb, i, I e, F.— IFDF) Cin, Counel] afFOrt Walmn Beaah Page 9 Packet Pg. 3S  8. 1. 2 Minutes November 13, 2012 Regular Meeting Discussion ensued regarding Council wished to nominate members to attend the Legislative Lobbying Session. It was decided that if members of Council wanted to attend, they can submit their names and desired dates. 7. Motion to PAWS Discussion COMM EN IS - Current Keeling: Mr. Goodwin stated his concerns regarding the legalities of the contract with delegating a private entity to enforce animal control within the City. The City Attorney advised municipalities often have a private organization take care of animal control as city officials do have the time or staff to take earn of it. Mr. Rynearson moved to execute a one -year contract with PAWS for FY 12- 13 in the amount of $82, 710 with quarterly payments in the amount of $20,677. 50, subject to correction of the Scribner' s errors within the contract. Mr. Reeves seconded motion and it o n carried by a vote of 6 to 1. G Nd RESULT: ADOPTED 16 TO 1] MOVER: Dick Rynearson, Council Seat 7 '..... s SECONDER: Dennis Reeves, Council Seat 3 AYES: Griggs, gossom, Reeves, Nabors, Rigdon, Rynearson a NAYS: Trey Goodwin O 15. CITY MANAGER REPORTS M The City Manager invited Council and the public to the ribbon cutting for the new parking lot on z Brooks Street on November 14 at 4: 30 pm. S The City Manager informed that the employee training program began today and will be held on a monthly basis. 16. CITY ATTORNEY REPORTS None. 17. MAYORJCOUNCIL COMMENTS Mr. Griggs thanked Mr. Reeves for his years of service on the Council. Ms. gossom encouraged reaching out to the Chamber and businesses within the City to begin looking for a facilitator for the strategic planning session; also discussed having a brainstorming session with the City' s financial advisor. Page 10 - City Counoll of Fort Walton Beach Packet Pg. 36  F- 8--172 Minutes November 13, 2012 Regular Meeting Mr. Rynearson requested that representatives from the two high school football teams be recognized at the next Council meeting. The Mayor attended a softball game with members of the Wounded Warriors; attended the groundbreaking for the veteran's park, and attended the Veteran' s Day Memorial Service at Beal Cemetery. The Mayor announced that at the December 11 meeting Council will begin taking nominations for the vacancy for Seat 3; with nominations continuing at the January 8 meeting and Council making an appointment at the meeting of January 22, 2013. c nn bd The Mayor presented Mr. Reeves with a plaque and a clock and thanked him for his serve to the City as a Council member. Mr. Reeves stated it was an honor to serve the City on the Council and he will miss serving in that capacity. E 18. ADJOURNMENT: 7: 41 pm Cry Council ofForl W Iton Beach Page 11 Packa!'Pg. 37  8. 2 City Council of Fort Walton Beach CITY COUNCIL MEMORANDUM To: Michael D. Beedie, City Manager From: Tim Bolduc, Engineering and Utilities Services Director Date: December 11, 2012 Subject: ITB 13 -005 Well Repair - Reject All Bids 1. BACKGROUND: 1. 1. In the FY 2012 -13 budget for Water Operations in the Utilities Fund, Staff requested procurement of the repair and installation of the pump at potable Well # 9, located at 623 Anchors Street NW. 1. 2. The existing pump experienced mechanical problems in the previous year resulting in the temporary shutdown of the potable water well. 2. DISCUSSION: 2. 1. On October 23, 2012, the Purchasing Division issued Invitation to Bid ( ITB) No. 13- 005 for Well # 9 Pump Repair and Installation. On November 27, 2012, three ( 3) vendors submitted bid proposals. 2. 2. The three ( 3) responsive bids were received from the following vendors: 2. 2. 1. Rowe Drilling Company, Inc. 2. 2. 2. Griner Drilling Service, Inc. 2. 2. 3. Layne Christensen Company 2. 3. After all the bids were formally submitted and tabulated, Staff recommends that all bids be rejected. The reasons for this recommendation are as follows: 2. 3. 1. The lowest responsive bid came in approximately $ 18, 000 over what was budgeted for FY 2012 -13. 2. 3. 2. The specification of stainless steel as a material for the pump bowl housing significantly increased the cost of the entire project. An alternate material is preferred and will be specified once the bid is reissued. 3. FINANCIAL INFORMATION: 3. 1. With the recommendation to reject all bids, there is no financial impact to the City. 4. RECOMMENDATION: 4. 1. 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, Staff respectfully recommends City Council authorization to reject all bids for ITB No. 13- 005 for the Well #9 Pump Repair and Installation and to re -issue the ITB package. Packet Pg. 38  8. 2 City Council of Fort Walton Beach CITY COUNCIL MEMORANDUM To: Michael D. Beedie, City Manager From: Tim Bolduc, Engineering and Utilities Services Director Date: December 11, 2012 Subject: ITB 13 -005 Well 9 Repair - Reject All Bids ATTACHMENTS: ITB 13 - 005 - Bid Document (