Fort Walton Beach Council agenda — 07-08-08 special agenda - tentative millage rate ‎(withdrawn)‎ — reading text

CITY OF FORT WALTON BEACH City Council Special Meeting Agenda - July 8, 2008 -- 5 :30P.M. City Council Chambers 107 Miracle Strip Parkway, SE Fort Walton Beach, FL 32548 CALL TO ORDER PLEDGE OF ALLEGIANCE ( Mayor) 1. APPROVAL OF AGENDA SPECIAL MEETING AGENDA 2. 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, request authorization to award Bid # 08 -118 for 48" Storm Drain Replacement —Eglin Parkway Easement, to the lowest responsive, responsible bidder, Young' s Contracting, Niceville, Fl, in the amount of 190, 276.57; contingent upon the approval of an executed Funding Agreement with the Florida Department of Environmental Protection and the accompanying Funding Agreement Resolution; which will be brought back before Council for consideration during the August 12, 2008 Regular Council Meeting, as outlined in the backup report. Further, request authorization for the City Manager to approve change orders in an amount not to exceed $ 9, 724, or the balance of the grant award ( Utilities Director) ( See Backup) WITHDI AxNV N eration of setting the tentative ad valorem miilage rate for FY 2008 - ity Manager) ( Backup Forthcoming) ADJOURN Anyperson who decides to appeal any decision made with respect to any matterat this meeting will need a record of the proceedings, and forsuch purpose may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based. (FS286.0105). The City of Fort Walton Beach adheres to the American with Disabilities Act and will make reasonable modifications for access to this meeting upon request. Please call City Clerk Helen Spencer at 850 -833 -9509 to make a request. For Hearing Impaired dial the City Hall TDD # 850 -833- 9925 or 1- 800 -955 -8771 ( TDD) or 1 -800-955 -8770 ( Voice). Requests must be received at least 48 hours in advance of the meeting in order to allow the City time to provide requested service.  CITY COUNCIL SPECIAL MEETING July 8, 2008 Approval of Agenda No Backup) Agenda Item Number: SP- 1  CITY COUNCIL SPECIAL MEETING July 8, 2008 Special Meeting Agenda Consideration of request to award Bid # 08 -118 for 48" Storm Drain Replacement - Eglin Parkway Easement, to the lowest responsive, responsible, bidder, Young' s Contracting, Niceville, FL in the amount of 190, 276. 57, contingent upon executed Funding Agreement with FDEP Utilities Director) Agenda Item Number: SP- 2  CITY OF FORT WALTON BEACH MEMORANDUM To: Joyce Shanahan, City Manager From: Sam Wilson, Environmental Specialist Through: John Hofstad, Utilities Director Date: July 2, 2008 Subject: Eglin Parkway Stormwater Improvement Project Background: On December 28, 20075, City Staff submitted a Community Budget Issue Request ( CBIR) to the State Legislature for consideration. The CBIR outlined the need to replace and relocate old, failing 48" corrugated metal stormwater pipe along with three junction boxes in the Eglin Parkway drainage easement. This project was identified in 2001 and CBIR requests were submitted each year in an attempt to secure funding. After unsuccessfully securing funding for this project over the years, City b staff received notification on June 20` from the Florida Department of Environmental Protection' s FDEP) Bureau of Water Facilities that the Fiscal Year 2008 -2009 General Appropriations Act provided funding for the Eglin Parkway Stormwater drainage project in the amount of $200, 000 ( see attached letter). Discussion: Currently, Staff is in the process of filling out the required paper work for the FDEP to initiate a funding agreement. Earlier this week, Staff spoke with Tommy Williams of the FDEP regarding the program and will submit the required application paperwork within the next several days. The FDEP will develop a funding agreement for the project after receipt of the application and forward to the City for execution. This process should be accomplished in 5 -10 days. Once the funding agreement is received, staff will prepare a Resolution and bring it before Council along with the Funding Agreement for consideration during the first City Council Meeting in August. In an effort to expedite the drainage project and in anticipation of receiving grant funds, Staff 8t', received approval from City Council on April 2008 to initiate the bid process to secure pricing for the replacement of 1500 linear feet of 48" corrugated metal stormwater pipe along with three requiredh,junction boxes within the Eghn Parkway drainage easement as outlined in the CBIR. On May 28` 2008, the City's Purchasing Department advertised bid number 08 -118 titled " 48" Storm Drain Replacement -Eghn Pkwy. Easement." There were twenty ( 20) bids solicited and eight ( 8) 24th, responsive bid proposals received. On June the eight (8) bids were opened and publicly noticed. The bids ranged from $ 544,000 to $ 190, 000 with three bids in the $ 200,000 range and three bids in the $ 3005000 range. The lowest bidder was Young's Contracting of Niceville, Florida with a bid of 190,276. 57 ( see attached Bid Tab). three bids in the $ 300,000 range. The lowest bidder was Young's Contracting of Niceville, Florida with a bid of $190,276.57 ( see attached Bid Tab). The developer of the project site desires to begin installation of this infrastructure as soon as possible in order to accommodate other construction activities scheduled for the surrounding property. Staff recommends awarding the construction project to the low bidder, Young's Contracting, with the caveat that the developer assumes all risks, financial and otherwise, associated with beginning the project before successful execution of the funding agreement with the FDEP. Although unlikely, in the event that a funding agreement is not successfully executed with the FDEP, the developer for the project site, Crystal Beach Development, will assume all costs contractually obligated to Young's Contracting associated with this award. Upon receipt of the funding agreement from the FDEP, Staff will forward the contract documentation to the City Attorney for review and approval. Recommendation: Staff requests Council authorization to award Bid Number 08 -118, 48" Stormdrain Replacement - Eglin Parkway Easement, for the City of Fort Walton Beach to Young's Contracting of Niceville, Florida for $ 190,276. 57. The award of this bid is contingent upon the approval of a Funding Agreement with the Florida Department of Environmental Protection and the accompanying Funding Agreement Resolution which will be brought back before Council for consideration during the August 12"' Regular Council Meeting. Staff further requests authorization for the City Manager to authorize change orders in an amount not to exceed $ 9, 724, or the balance of the grant award. Prepared and Submitte , i Sam Wilson, Environmental Specialist- Date 0 Date Reviewed and Concur: 2  Date Mike Tatum, Purchasing Director Reviewed and Concur: Date Brandy Wunker, Finance Director Reviewed and Concur: r) % I ate Ryce hanahan, City Manager Attachments: 1. FDEP Letter 2. Bid Tabulation 08 -118  Florida Department of Environmental Protection Bob Martinez Center 0 2600 Blair Stone Road Tallahassee, Florida 32399 -2400 June 20, 2008 Mr. Sam Wilson City of Fort Walton Beach P. O. Box 4009 Fort Walton Beach, Florida 32549 Re: LP8921 - City of Fort Walton Beach lien Ileuch Storm Tm_proverrent Prc e:. Dear Mr. Wilson: We are pleased to inform you that the Fiscal Year 2008 -2009 General Appropriations Act provides funding for your stormwater project in the amount of $200, 000. Matching funds of $200, 000 are required for this grant. We will prepare the grant agreement to award funds as soon as the Grant Work Plan Form Attachment A) and the Agreement Information Form are received. These forms are located on our Website at http: / N / vww. dep. state.fl.us % water /wff i/ndex.htm_under 2008 -2009 Legislative Project Information. They provide necessary information for us to include in the agreement. Please provide sufficient detail defining th? project in the Attachment A. An email address is listed below if you wish to electronically submit the forms. After the agreement is signed, changes to the scope of work, budget, or completion date will have to be approved by an amendment. Please be as accurate as possible with cost estimates and allow ample time for project completion. This will preclude having to amend the agreement later to extend the deadline. Unless additional information is needed, the agreement and attachments will be mailed to you for your signature. After signing the copies, return them for our signature and execution. We will then return an executed copy to you. The executed agreement will encumber the funds, which are to be used within the timeframe established by the agreement. Funds should not be expended before the agreement is executed. Disbursement of funds will be provided on a cost reimbursement basis, lowing submittal of a A' f w, napyu f J i _. vtP e i . folN Li:•' : I 3. a. ei "-- a., ! 1. 1 :is 1.• 1