Fort Walton Beach Council agenda — 01-09-2007 regular agenda — reading text

Merry Christmas and Happy New Year. Mr. Tucker discussed citizen interest in the passenger train returning to Crestview, and consensus of Council was for the City Manager to draft a letter of support for the Mayor' s signature for the return of the passenger train to Crestview. Dr. Pullen wished everyone a happy holiday Dr. Pullen voiced his support for season. undergrounding utilities and asked that an innovative financing method be found other than a bond issue. He also discussed the upcoming strategic planning session and suggested that it be postponed until after the election to allow newly elected officials to participate. Council advised that individuals interested in running for Council can attend the planning session as scheduled. Dr. Pullen also noted the need for board/ committee members to be active in the strategic planning process. Mr. Minich thanked Parks and Recreation for a wonderful job on the Christmas parade and wished staff and citizens happy holidays. The Mayor advised he spoke at the Chamber of Commerce strategic session and commented on the continued good relationship with the chamber; and informed that in his dealings with various organizations and citizens he receives accolades for members of City staff. The Mayor also wished everyone a Merry Christmas. 140 12/ 12/ 06 CITY MANAGER ANNOUNCEMENTS The City Manager advised that Council's approval is needed for the purchasing of software for the Police Department and receiving a credit for software from Sungard HTE Inc. Dave Jenzen, IT Director, advised there is a software upgrade for the Police Department, and Sungard is offering a $ 72, 000 credit for the upgrade, but it must be done by December 28, 2006, to take advantage of this savings. Mr. Jenzen advised the request had been planned for the January 9, 2007 agenda, but due to the need to take advantage of the savings, Council approval is needed at this time. Mr. Minich moved to approve the proposal from SunGard HTE for the purchase of software for the police department in the amount of $30, 050, which includes $ 15,600 for installation and $ 14,460 for annual maintenance, and to authorize the City Manager to execute the proposal. Mr. Campbell seconded motion and it carried unanimously with Holmes, Patterson, Campbell, Tucker, Pullen, and Minich in favor (Hartwell absent). The City Manager announced the Christmas story program on December 15 at the Fort Walton Beach Library. She announced City Hall offices will be closed on December 25 and 26 for Christmas, and on January 1 for New Years Day. She advised the only days of the year that trash is not collected by the City is on Christmas day, new years day, and Thanksgiving Day. The City Manager wished everyone a happy hOliday and thanked the military and their families for their sacrifices; and announced the safe return of Thomas Sukalski. son of Carole Jones. ADJOURNMENT There being no further business, the meeting adjourned at 8: 15 p. m. APPROVED: MAYOR: ATTEST: CITY CLERK Ive  CITY COUNCIL MEETING January 9, 2007 Consent Agenda Consideration of a request to waiver formal bid procedures and amend original contract to Coastline Tree Service of Destin, FL, from $ 48, 000 to $ 73,000 Golf Club Administrator) Council Action 1st 2nd Vote: Agenda Item Number: CA- 2  CITY OF FORT WALTON BEACH MEMORANDUM DATE: December 27, 2006 TO: Joyce Shanahan, City Manager FROM: Bob Flanagan, CGCS, Golf Club Superintendent SUBJECT: Request Authorization to Amend Contract, RFQ- Remove Dead Pine Trees at FWB Golf Course SUMMARY Pursuant to the City of Fort Walton Beach code of ordinances, volume II, chapter 4, section 4.01, paragraph 4. 01.025 and paragraph 41 ( 5) of the purchasing policies and procedures, request waiver of the formal bid procedures and amend original contract awarded to Coastline Tree Service of Destin, Fl.From $48, 000 to $73, 000. If approved, funding is available in the Golf Fund. Funding is provided in the following account: 1. 404- 0700- 572-4650 Grounds Maintenance There has been an additional 152 pine trees die on the golf courses since the original count of 364 trees was taken for the contract that was approved by city council, and awarded to Coastline Tree Service of Destin, Fl.On October 24, 2006. The damage from recent hurricanes, causing pine beetle infestation, continued to be the main reason for the demise of the trees. A few have been struck by lightning during this time frame. Since the cooler weather has arrived, very few trees have died,and the authorization of additional funds will complete the removal project. Recommendation- Recommend city council approve the waiver of the formal bid process and amend contract RFQ- Remove Pine Trees at FWB Golf Course, awarded to Coastline Tree Service ofDestin, Fl.,on October 24, 2006, from $48, 000 to $73, 000. FINANCIAL DA T A 1.DEPARTMENT: Golf Club 2. DIVISION: Golf Club Maintenance 3. FUND: Golf Fund 4. ACCOUNT #: 404- 0700- 572-4650 5. ACCT. DESCRIPTION: Grounds Maintenance 6. FY BUDGET: N/A 7. AMOUNT BUDGETED: N/A 8. GRANT FUNDS: YES NO x AMOUNT $ 9. FUND lRANSFER: YES NO x AMOUNT $ 10. FROM ACCT. # N/A 11. TO ACCT. #: N/A C44-L 12. REASON FUNDS AVAILABLE FOR TRANSFER: N/A 13. PRICE ANALYSIS: ATIACHED ADD'L MAT FDR NONE x BID ITEM DA T A 14. DESCRIPTION OF ITEM: Tree Removal per specifications 15. SUPPLEMENTAL MATERIAL: ATTACHED ADD'L MAT FDR NONE x 16. QUOTES SENT: 17. # QUOTES RECEIVED: 18. # RESPONSIVE QUOTES: 19. RECOMMENDED VENDOR: Coastline Tree Service, Destin FI. 20. A WARD AMOUNT: $25, 000. 00 ( amended contract) 21. COMMENTS: N/A 22. ESTIMATED QUANTITY TO BE PURCHASED:N/A 23. ESTIMATED PURCHASE AMOUNT: N/A 24. TABULATION ATTACHED: YES_ x_ NO_ ADD' LMAT FDR 25. TERM OF CONTRACT: N/A 26. QUOTES VALID TO: N/A 27. PRICE VALID FOR TERM OF CONTRACT: YES_,,- NO_ 28. WARRANTY PERIOD: N/A 29. DELIVERY TIME: N/A 30. STATE CONTRACT: YES_ NO x 31. CONTRACT #: N/A 32. CO- OP PURCHASE: YES NO x 33. AGENCY: N/A 34. EXPECTED LIFE OF ITEM: N/A 35. lTEMDEMO'D: YES NO N/Ax 36. REFERENCES CHECKED: YES--X _ NO _ N/A 37. CONTRACT: ATTACHED ADD' 1 MAT FDR N/A x 38. CONTRACT APPROVED FOR LEGAL SUFFICIENCY: YES NO N/ A 39. CURRENT VENDOR: N/A 40. CURRENT PRICE: N/A D AND SUBMITTED BY: DATE: / r) cJ7?:/ 6 DATE:.; L1' ~ cf RECEIVED AND CONCUR: DATE: J J~ 0; ity Manager  CD 0 0 N it CD .&&: 8 g~ ' a i! U Q . s ..- .... c:~ c:: t see iii 0 u 0 1(1)~ .... 1110 2~ Z 0 Cl) C!) o Q f:~ 8 o S~..: ~ 0 o e.- ~ j ea IQCI) E GO CD u:~ CI) .. z e~ j.;;.~ Q Q QI.~ c: uCI Q 0 as Q 1ft S j g j c( ~: .... rt::. n 0 N CO m C!)~ tii .... ! 0 ':! ea t- J U .. t; r! I