Fort Walton Beach Council agenda — 04-23-13--regular — reading text

quiet. Mr. Christopher expressed his pleasure at being able to n add 5, 000 square feet to the building and noted the simple maintenance factors provided by the a design. He continued the final touches are being added to the bid documents and that 27% of the o, work will be done by firms within Fort Walton Beach and 41% from firms within Okaloosa County, so the money will be kept in the area. The project is under budge[ and includes an ro owner contingency of $129, 000 for any unknowns that may arise during construction. 0 Brandy Ferris, Finance Director, reported the next step in the process is to work with the City' s financial advisor to determine the type of debt instrument to be issued, either a bank loan or bond issuance or a combination of both. Ms. Ferris continued the City will issue a competitive c solicitation for interest rate quotes and once the proposals are back the final details regarding interest rates will be known. Ms. Ferris noted the estimated annual debt service based on the E m GMP is $ 474, 000. 00, and that a realistic estimate for construction to begin is the middle of June. d The Mayor asked for comments or questions from Council. m Na Mr. Rigdon expressed his concerns and dissatisfaction at the use of electric vs. natural gas for the HVAC system. 00 Mr. Griggs received clarification that field testing costs for doors/ frames/ windows and the Ua mechanical system will be done by independent contractors and are listed under miscellaneous costs. r Discussion included that the City will purchase the landscaping materials and City Staff will do the landscaping, and that Staff will receive training in regards to the new equipment being installed. Also discussed was the fact that certain fixtures and furnishings are excluded from the cost, that the City is looking at sponsorship for some equipment such as scoreboards, and that a budget for furnishings will be developed in the Recreation budget. Upon questioning, Levin Lord, President of Lord and Son, reiterated the heating system proposed for the new recreation center has been installed at Longwood Elementary with positive results. The Mayor asked for comments or questions from the public. Cary Council °/ Fort Wahon Beach Page 2 Special Meeting Minutes April 16 2013 Gloria DeBerry, 220 Martisa, stated her home is adjacent to the project and expressed concerns over the time the work will be done, soil neutralization, noise and light pollution, and questioned what exactly is being built adjacent to her home. The City Manager advised Ms. DeBerry that soccer and little league baseball fields will be adjacent to her home. He reiterated the earlier discussion regarding the state -of -the -art light system that will prevent glare to neighboring yards, that work will be done during the day, and that the noise ordinance states parks close at 10 pm. The City Manager explained the soil is being neutralized and new soil being brought in for the stormwater pipes. N It was noted this project has been in discussion for the past three years with numerous public hearings and workshops being held, and that residents from the neighborhood have attended and C voiced their support of the project. Ms. DeBeny, was advised information on all City business 0 can be found at the City' s website. m 0 Mr. Mead moved that City Council approve the Guaranteed Maximum Price ( UMW) of a 8, 070, 000 for the construction of the consolidated Recreation Complex and if approved, Staff will move forward with obtaining the final details on the financing options for the project and bring the financing mechanisms back to City Council fur future discussion ad approval. Mr. Goodwin seconded motion. Mr. Goodwin stated his excitement over the project and recognized the efforts of everyone involved in its design and stated he will support the project. Mr. Rynearson stated his appreciation of the teamwork of all the parties involved, that he appreciates the efforts to keep the project ' green,' and that he appreciates the fact the project was kept local. Mr. Griggs stated although he feels it is a great project he is concerned about the City going into debt and will not support the project. The Mayor called for the vote on the motion and it carried by a vote of 6 to 1. RESULT: APPROVED 16 TO 11 MOVER: John Mead, Council Seat 3 SECONDER: Trey Goodwin, Council Seat 4 AYES: Jamieson, gossom, Mead, Goodwin, Rigdon, Rynearson NAYS: Bobby Griggs Museum Ceremony Volunteer The Mayor advised the Museum is holding their Volunteer Recognition Ceremony on April 30 and that he, the City Manager, and the Mayor Pro Tern will be out of town. He asked if someone on Council could volunteer to attend the ceremony. Mr. Rynearson stated he would be happy to attend. The Mayor stated he would forward his name to Gail Meyer at the Museum who will relay the information. ADJOURNMENT: 6: 27 pm 6ry Council fPbrt Wahon Beach P. g, 3 Paa4t Pg. 30  8. 1. c Special Meeting Minutes April 16, 2013 Approved: Mayor: Attest: City Clerk 5cmv 0 m 0na City Council offo, t W Iwro B ... h Page4 Packet Pg.  i:. : 8127 City Council of Fort Walton Beach RECREATION MEMORANDUM To: Michael D. Beedie, City Manager From: Jeff Peters, Recreational and Cultural Services Director Date: April 23, 2013 Subject: Award of ITB 13 - 012 for Herbicide and Pesticide Annual Bid 1. BACKGROUND: 1. 1. Each year, the City of Fort Walton Beach solicits an annual bid for herbicide and pesticide products for use by the Golf Course, Parks, Right -of Way, - and Cemetery Maintenance Divisions. 1. 2. The Recreation and Cultural Services Maintenance Divisions budget annually for herbicide and pesticide products. 2. DISCUSSION: 2. 1. On January 29, 2013, the Purchasing Division issued Invitation to Bid ( ITB) No. 13- 012 for the Herbicides and Pesticides Annual Bid. On March 5, 2013, a total of eight 8) vendors submitted bid proposals. 2. 2. The eight ( 8) vendors that submitted bids were as follows: 2. 2. 1. Ameriturf 2. 2. 2. Harrell' s, LLC 2. 2. 3. Howard Fertilizer and Chemical 2. 2. 4. John Deere Landscapes 2. 2. 5. Red River Specialties, Inc. 21. 6. Southern States Co -op, Inc. 2.2. 7. UNIVARUSA 2. 2. 8. VETcorp, Inc. 2. 3. The basis of award is the lowest responsible unit price for each bid item. Therefore, multiple vendors can be awarded a portion of the bid. 2. 4. Herbicide and pesticide products are purchased and delivered as needed during the course of the year. 3. FINANCIAL INFORMATION: 3. 1. The lowest responsive, responsible bidder for Items # 23 and 25 was Amen turf. 3. 2. The lowest responsive, responsible bidder for Items # 8, 9, 12, 18, 30 was Harrell' s LLC. Page 1 of 3 Wkket Pg. 32  az 3. 3. The lowest responsive, responsible bidder for Item # 1, 2, 5, 13, 21, 24, 275 31, 33, and 34 was Howard Fertilizer and Chemical. 3. 4. The lowest responsive, responsible bidder for Items # 4, 6, 7, 10, 11, 15, 16, 17, 20, 28, 29, 32, 35, 36 was John Deere Landscapes, 3. 5. The lowest responsive, responsible bidder for Item # 26 was Red River Specialties, Inc. 3. 6. The lowest responsive, responsible bidder for Item # 3, 14, 19, and 22 was VETcorp, Inc. 3. 7. The award of the following bid items was determined through an evaluation of the bid packages: 3. 7. 1. Item #4 is an agency price product ( same price from all vendors). Low bids only priced a 2. 5 gallon container. We specified a 2 x 2. 5 gallon case price. The recommended award is to John Deere Landscapes since they are nearest vendor Walton County). 3. 7. 2. Item # 7 - Low Bidders did not meet specifications, as we required original Chipco Topchoice insecticide in 50 pound bags. Low bidders submitted price for a generic product in 30 pound bags. There was a tic for low bid of product; award is recommended to John Deere