Fort Walton Beach Council minutes — 11-13-12--regular — reading text

construction of required improvements within the City, and to authorize the City Manager to make any necessary revisions and updates to the Manual as appropriate. Mr. Griggs seconded motion and it carried by a vote of 5 to 2. RESULT: APPROVED [ 5 TO 21 MOVER: Dennis Reeves, Council Seat 3 SECONDER: Bobby Griggs, Council Seat 1 AYES: Griggs, Reeves, Nabors, Rigdon, Rynearson NAYS: joyce gossom, Trey Goodwin Approval of CRA Facade Grant Funding for 212 Miracle Strip Parkway SE Tim Bolduc, Engineering/ Utilities Director, informed that Design/ Build Systems Inc. submitted a grant application through the CRA Matching Facade Grant Program for facade improvements related to a new business located within the CRA at 212 Miracle Strip Parkway SE. Mr. Bolduc advised that because the amount requested is in excess of $20, 000, the approval of Council is required. The applicant is eligible for reimbursement in an amount up to $ 47, 596. 50. Mr. Bolduc stated the grant program is proving very successful, with eight grants approved at staff level which were under $ 20, 000, and this request, which makes nine grant applications in the past week. Mr. Rigdon moved to approve the CRA Matching Facade Grant request for 212 Miracle Strip Parkway SE in a not -to- exceed amount of $47,596.50. Mr. Griggs seconded motion and it carried unanimous_ RESULT: ADOPTED [ UNANIMOUS] MOVER: Bull Rigdon, Council Seat 6 SECONDER: Bobby Griggs, Council Seat 1 AYES: Griggs, gossom, Reeves, Goodwin, Nabors, Rigdon, Rynearson Approval to Purchase Radio Equipment and Services for Police Department Police Chief Ted Litschauer advised that for the City to meet the 2013 FCC Narrow Banding Mandate for radio equipment and services, it needs to convert its portable and mobile radios by January 1, 2013. Chief Litschauer continued that because of the age of the existing mobile radios, it was discovered that some radio equipment must be replaced to bring the system into FCC compliance. Therefore Staff is requesting Council approval of the purchase of equipment and services required for the Police Department to comply with FCC' s 2013 Narrow Banding Mandate in the amount of $30, 223. 00. City Council ofFort Walton Beach Page 5 Printed 11 / 15/2017 114 Minutes November 13, 2012 Mr. Rigdon moved to approve the purchase of equipment and services required for the Police Department to comply with FCC' s 2013 Narrow Banding Mandate in the amount of 30,223. 00. Mr. Griggs seconded motion and it carried unanimous]y. RESULT: ADOPTED [ UNANIMOUS] MOVER: Bull Rigdon, Council Seat 6 SECONDER: Bobby Griggs, Council Seat 1 AYES: Griggs, gossom, Reeves, Goodwin, Nabors, Rigdon, Rynearson Award Main of ITB 12 -031 for the Valves & Appurtenances for the Pump Station No. 1 Force The City Manager stated that Staff and the consultant for the project, Hatch Mott MacDonald, have recommended three vendors to supply the valves and appurtenances for the new Pump Station No. 1 Force Main. The City Manager continued that based on the htterlocal Agreement with the County, a portion of the materials purchase amount will be split 50150 with the County. Upon questioning, Dan Keck of Hatch Mott MacDonald advised he can supply the information regarding the cost of the County's portion but he does not have it available tonight. Mr. Rigdon moved for Council to authorize the award of Bid 12 -031 to purchase the valves and appurtenances for the new Pump Station No. 1 Force Main from the following vendors: Ferguson Waterworks in the amount of $197, 621. 34; Fortiline Waterworks in the amount of $31, 920. 82, and Lanier Supply in the amount of $ 16,971. 78. Also, for Council to authorize a five percent contingency in the amount of $13, 486. 76 to the bid award to account for additional quantities due to unforeseen circumstances during construction, bringing the total bid amount to $ 260,000. 00. Mr. Rynearson seconded motion and it carried unanimously. RESULT: ADOPTED [ UNANIMOUS] MOVER: Bull Rigdon, Council Seat 6 SECONDER: Dick Rynearson, Council Seat 7 AYES: Griggs, gossom, Reeves, Goodwin, Nabors, Rigdon, Rynearson Award of RFQ 13 -003 for the A/E Final Design Services of the Recreation Complex Jeff Peters, Recreation/ Cultural Services Director, advised 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 City Council ofl' orr Walton Beach Page 6 Printed 1111512012  115 Regular Meeting Minutes November 13, 2012 firms would have made the agenda quite large, and informed that hard copies of backup are 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 ' rubber 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 [ 4 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 Nomination of Lobbying Members for the 2013 Legislative Session. 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. PAWS Discussion 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 care 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 carried by a vote of 6 to 1. RESULT: ADOPTED [ 6 TO 11 MOVER: Dick Rynearson, Council Seat 7 SECONDER: Dennis Reeves, Council Seat 3 AYES: Griggs, gossom, Reeves, Nabors, Rigdon, Rynearson NAYS: Trey Goodwin Cry Cmnrnl ofFon wat[on Beach Page 7 Printed 1111512012  Minutes November 2012 CITY MANAGER REPORTS The City Manager invited Council and the public to the ribbon cutting for the new parking lot on Brooks Street on November 14 at 4: 30 pm. The City Manager informed that the employee training program began today and will be held on a monthly basis. CITY ATTORNEY REPORTS None. MAYOR/ COUNCIL 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. 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 Beat 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. 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. ADJOURNMENT: 7: 41 pm