Fort Walton Beach Council agenda — 09-14-2010 Regular — reading text

8 -24 -10 AUDITING SERVICES CONT Ms. gossom moved to reconsider the award for auditing services. Mr. Rynearson seconded motion. The Mayor clarified that the motion was only to reconsider the award for auditing services, and not to reject all bids and authorize a new request. The Mayor called for the vote on the motion to reconsider the award for auditing services and it carried by a vote of 4 to 2 with gossom, Minich, Nabors, and Rynearson in favor and Holmes and Reeves opposed ( Seat 6 vacant). Mr. Rynearson moved to reject all bids, issue a new RFP without fees included in the criteria, and form a new selection committee to make a decision before the September 28, 2010 Council meeting. Mr. Reeves seconded motion. The City Attorney advised deleting reference to the formation of an audit selection committee. Mr. Rynearson withdrew that part of the motion. The Mayor clarified the; motion is to reject all bids and authorize the issuance of a new RFP for auditing services. The Mayor called for the vote on the motion to reject all bids and authorize the issuance of a new RFP for auditing services and it carried by a vote of 4 to 2 Holmes, gossom, Reeves, and Rynearson in favor and Minich and Nabors opposed ( Seat 6 vacant). The Finance Director discussed the composition of the audit selection committee to be appointed by Council to include the Budget & Grants Manager, the Comptroller, the Mayor or his designee, and a citizen appointed by the City Manager. The City Manager stated he conferred with the City Attorney and there is no conflict involved with the composition of the committee. Mr. Holmes moved to approve the formation of an Audit Selection Committee to include the Budget & Grants Manager, the Comptroller, the Mayor or his designee, and a citizen appointed by the City Manager. Ms. gossom seconded motion and it carried unanimously with Holmes, gossom, Reeves, Minich, Nabors, and Ryynearson in favor (Seat 6 vacant). Mr. Holmes nominated Mr. Minich to serve on the committee. Mr. Minich declined the nomination. Mr. Minich nominated the Mayor to serve on the committee. Mr. Holmes seconded nomination. The Mayor called. for the vote on the nomination and it carried unanimously with Holmes, gossom, Reeves, Minich, Nabors, and Rynearson in favor (Seat 6 vacant). LEGISLATIVE PRIORITIES The Mayor advised the Florida League of Cities has requested that the City provide its legislative priorities for the 2011 Legislative Session and suggested Council consider supporting the issues of home rule, pension reform, and unfunded mandates. Mr. Minich moved to support the issues of home rule, pension reform, and unfunded mandates as the City' s list of legislative priorities for the 2011 Legislative Session. Mr. Holmes seconded motion and it carried unanimously with Holmes, gossom, Reeves, Minich, Nabors, and Rynearson in favor ( Seat 6 vacant).  Regular Council 8 -24 -10 MAYOR/COUNCIL COMMENTS Mr. Holmes stated his appreciation for those wanting to serve on the Council and that it was a tough decision. Ms. gossom stated she appreciates the input she receives from City residents on issues relative to the City. Mr. Reeves thanked those that were nominated for Council and stated it is a tough, but rewarding, job. The Mayor encouraged those not chosen for Council this evening to consider filing next year when there will be five vacancies on Council. He also advised he returned from the Florida League of Cities conference and the highlights included the fact there will be no discussions on off s- hore drilling until March, and that clarification was given on the red -light cameras and they are now called intersection safety devices. The Mayor discussed the oil response workshop he attended with representatives from the State and BP, and that the BP representatives said they will make the environment right in the area and will not be bound by a cap on reimbursements. In closing, the Mayor announced his concern over the turnover of personnel in the City for the past year and a half, that remaining staff has to absorb some or all of the workload of those who left, and those who remain are not being rewarded. The Mayor stated his feeling that the time is near for Council to start looking at services vs. staff, and that the City is maintaining the same level of service with less City staff. ADJOURNMENT Being no further business, the meeting adjourned at 7: 51 pm APPROVED: MAYOR: ATTEST: CITY CLERK lve Date completed: 8 -26 -10  CITY COUNCIL MEETING September 14, 2010 Consent Agenda AWARD OF BID FOR FERTILIZER Synopsis: Awards bid at an estimated cost of $ 97, 300 to Regal Chemicalforfertilizer used by the Recreation & Cultural Services Department maintenance divisions. Agenda Item Number: 8. 2  CITY OF FORT WALTON BEACH MEMORANDUM To: Robert Mearns, City Manager From: Bob Flanagan, Golf Club Superintendent Through: Jeff Peters, Recreation Director Date: August 27, 2010 Subject: Request to award Fertilizer Bid # 10 -015 1. BACKGROUND: 1. 1 The City of Fort Walton Beach sends out an annual bid for fertilizer used in the Golf Course, Parks, Right -of W - ay, and Cemetery maintenance divisions. 2. DISCUSSION: 2. 1 The Recreation and Cultural Services Maintenance Divisions budgeted 97, 300 for fertilizer in FY 2010 -11 ( Golf $85, 000, Parks $ 7, 800, ROW 1, 5005 Cemetery $ 3, 000) 2. 2 The five ( 5) companies that submitted bids were as follows: 2. 2. 1AGROMAX LLC 2. 2. 2 John Deer Landscaping 2. 2. 3 Spencer Turf 2. 2. 4 Regal Chemical 2. 2. 5 Advanced Lawn 2. 3 Fertilizer is purchased and delivered as needed during the course of the year. Occasional Specialized Fertilizers are ordered on an as needed basis per soil test recommendations, after price quotes have been obtained. 2. 4 The following quantities of fertilizer are anticipated to be purchased in FY 20110 -11: 2. 4. 1 Golf Course — 157, 000 lbs 2. 4.2 Parks Maintenance —28, 000 lbs. 2. 4. 3 ROW Maintenance — 13, 000 lbs. 2. 4.4 Cemetery - 12, 000 lbs 3. FINANCIAL INFORMATION: 3. 1 The lowest responsive, responsible bidder for Specification # 1 was Regal Chemical in the amount of $10, 300. As a note, John Deere Landscaping and Advanced Lawn did not meet specifications. Spencer Turf did not submit  information regarding product ingredients and therefore did not meet specifications 3. 2 The lowest responsive, responsible bidder for Specification # 2 was Regal Chemical in the amount of $32, 240. As a note, John Deere Landscaping and Advanced Lawn did not meet specifications. 3. 3 The lowest responsive, responsible bidder for Specification # 3 was John Deere Landscaping in the amount of $49,200. 4. RECOMMENDATION: 4. 1 Pursuant to the 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 requests City Council authorization to award Bid # 10- 0 15 Annual Fertilizer Bid, to the lowest responsive, responsible bidders, at the unit prices outlined in the bid tabulation sheet, for approximately 210,000 pounds of fertilizer that will be used by the Recreation & Cultural Services Department maintenance divisions at an estimated cost of $97, 300. 5. ATTACHMENTS: 5. 1 Bid Summary Comments 5. 2 Bid Tabulation for ITB 10 -015 Annual Fertilizer Requirements 6. SIGNATURER BLOCK: 6. 1 Submitted By: Bob Flanagan 8 -27 -201.0 Bob Flanagan, Golf Club Superintendent 6. 2 Reviewed and Concur: 8 -27 -2010 Jeff Peters Recreation and Cultural Services Director 6. 3 Reviewed and Concur: 9 -2 -10 Brandy Wunk nance Director 6. 4 Reviewed for Agenda: ert T. Mearns City Manager  Cl) O W O Z O vmi co ao G U) o i• Q F.. W CI Go J Cl) N LO U. O W U LO W Q w V cn U O W N d o a G m J M a Cl) o Q D o 1 000 N n) 0 00 z0 4 O N a Cl)