Fort Walton Beach Council agenda — 01-27-09 regular — reading text

seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, Hartwell, and Minich in favor. LANDMARK CENTER —COLLATERAL ASSIGNMENT OF DEVELOPMENT AGREEMENT Consideration of approval of the Collateral Assignment of Development Agreement between City of Fort Walton Beach and Ft Walton Development Partners LLC to the Georgian Bank and authorization for the Mayor and City Clerk to execute that document on behalf of the City upon sufficient proof from the developers of a performance and payment bond of no less than $ 4, 250, 000. This item was pulled from the agenda. AMENDED LEASE WITH ARTS & DESIGN SOCIETY Consideration of a request for City Council to authorize the Mayor to execute an amendment to the lease between the City of Fort Walton Beach and the Arts & Design Society for rental of space at the City -owned old City Hall building at 17 First Street, SE, Fort Walton Beach. Mark Wiltsie, Administrative Services Director, explained the City recently vacated a portion of the City owned old City Hall building located at 17 First Street SE to relocate the Water Operations Division. He said the Arts Design Society sent a letter to express their desire to occupy that space which would increase their space by 50% and they would agree to a 50% increase in the rental amount. Jim Thoreen, 33 Anastasia Drive, with the Arts & Design Society commented they had not seen the amendment but confirmed that the document is what they expected. He said once their Board approves it they will be in a position to sign the amendment. The Mayor opened the floor for public input. As no one wished to speak public input was closed. Mr. Minich moved to authorize the Mayor to execute the Amendment to the Lease Agreement between the City of Fort Walton Beach 'and the Arts and Design Society. Dr. Pullen seconded motion and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, Hartwell, and Minich in favor. WATERFRONT COMMITTEE APPOINTMENT Consideration of appointment to the Fort Walton Beach Waterfront Committee. Mr. Minich nominated Joseph Bochanski III. There were no further nominations. The Mayor called for the vote on the nomination to appoint Joseph Bochanski M. 105 Hummingbird Avenue NW, Fort Walton Beach, to serve on the Fort Walton Beach Waterfront Committee for an unexpired term beginning January 13, 2009 until October 8, 2011, and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, Hartwell, and Minich in favor.  Regular Council meeting 1 - 13 -09 104 VISION PLAN COMMITTEE APPOINTMENT Consideration of appointment of a member of the Historic Sites and Structures Advisory Board to the Vision Plan Stewardship Committee. Mr. Minich nominated Tommy Gill There were no further nominations. The Mayor called for the vote on the nomination to appoint Tommy Gill, 217C Miracle Strip Parkway SW, Fort Walton Beach, to serve as the Historic Sites and Structures Advisory Board' s representative to the Vision Plan Stewardship Committee for the length of his term until October 28, 2012 and it carried unanimously with Holmes, Miller, Reeves, Garvie, Pullen, Hartwell, and Minich in favor. BOARD OF ADJUSTMENET APPOINTMENT Consideration of appointment to the Board of Adjustment. Mr. Garvie nominated Ms. Sam Kinkaid. There were no further nominations. The Mayor called for the vote on the nomination to appoint Sam Kinkaid, 240 Brooks Street, to serve on the Board of Adjustment for an unexpired term from January 13, 2009 until February 12, 2011, and it carried by a vote of 6 to 1 with Holmes, Miller, Reeves, Garvie, Pullen, and Hartwell in favor and Minich opposed. OTHER CITY BUSINESS FOR DISCUSSION PURPOSES Mr. Garvie discussed training for Council members in reference to pension plans and requested Council approval for him to attend training in St. Augustine. It was noted that the City' s fund manager will provide training in April after the new Council is seated. Council requested the Administrative Services Director re- provide his April memo regarding trustee training in St. Augustine. Mr. Hartwell received clarification on the various leases the City has and that some are long -term and are reviewed for changes when they are up for renewal. MAYOR/COUNCIL ANNOUNCEMENTS Mr. Holmes welcomed acting City Manager Robert Mearns and requested the Form vs. Function be given to Council by the City Attorney. Mr. Miller saluted the City Manager on her last meeting Mr. Garvie discussed a building owned by Abundant Life Church that was purchased for the Continuum of Care to provide a day center for the homeless. Mr. Hartwell thanked the City Manager for her loyalty and professionalism she has given to the City. Mr. Minich added to that, and wished the City Manager good luck in her new city. Mayor Anderson advised he received a call from the CGI company regarding the community video and that they may send a representative to discuss the video; complimented Charlotte Dunworth on the presentation she gave to the Rotary on her trip to France; mentioned the Senior Center had a Christmas party with over 140 in attendance; he acted as a judge for an oratorical contest for the youth at Striving for Perfection and noted all the great things the church does for the community; he relayed he received compliments on the City' s golf course from a company in Pensacola who held a tournament there; and complimented Jim Hartwell and the Thunderbird Honor Guard and museum staff for the ceremony held for Dennis " Standing Bear" Compos. Regular Council meeting 1 - 13 -09 105 CITY MANAGER ANNOUNCEMENTS The City Manager announced that City facilities will be closed on Monday, January 19th for Martin Luther King Day, with the golf course, tennis center, and BMX bike track open; the City is urging residents and business owners to log onto the City' s web site and participate in an on -line survey focusing on quality of life and other topics; and thanked the Mayor and Council for the opportunity to serve them for 11 years, first as Finance Director then as City Manager. The Mayor presented the City Manager with a plaque thanking her for her loyal and dedicated service the past 11 years. ADJOURNMENT Being no further business, the meeting adjourned at 11: 00 p.m. APPROVED: MAYOR: ATTEST: CITY CLERK ddm/lve  CITY COUNCIL MEETING January 27, 2009 Consent Agenda Consideration of a request to award bid # 09 -107 for the installation of five ( 5) stormwater pollutant separators from the lowest responsive, responsible bidder, Starfish Inc., in the amount of $ 437, 959.67; change orders and authority to draft contract Utilities Director) Council Action 1 St 2nd Vote: Agenda Item Number: 3  CITY OF FORT WALTON BEACH MEMORANDUM To: Robert Mearns, Acting City Manager From: Sam Wilson, Stormwater Superintendent Through: Michael Beedie, City Engineer Date: January 20, 2009 Subject: ITB No. 09 -107 - Stormwater Pollutant Separator Units /Florida Forever Grants Bac ound: On March 27, 2007, City Council approved a funding agreement presented to the City of Fort Walton Beach by the Northwest Florida Water Management District ( NWFWMD), through their 2007 Florida Forever competitive grant program, for $ 306,435 for the construction of four ( 4) stormwater pollutant separators at various sites throughout the City. On June 12, 2007, the City' s Purchasing Department advertised Request for Proposal ( RFP) 07 -126 for engineering services for Stormwater Pollutant Separator Units. The RFP set forth the scope of work for an engineering firm to oversee the construction management, design, and installation of four ( 4) stormwater pollutant separator units. These separator units are currently designed to retrofit existing stormwater pipe, remove free oils, sediments, and floating debris through gravity settling, flotation, or other related mechanisms. The proposed project sites are Liza Jackson Park, the east end of Hollywood Boulevard, Garnier' s Beach, Fort Walton Beach Landing, and the Eglin Parkway outfalls. Staff opened sealed proposals on July 17, 2007, and two ( 2) engineering firms provided the necessary information that met the minimum qualifications for this solicitation. The two ( 2) firms were: Tetra Tech, Inc. 0 Goodwyn, Mills, and Cawood, Inc. (GM &C) After a selection committee was formed and staff received City Council's approval, a contract was executed on October 11, 2007 between GM &C and the City of Fort Walton Beach at a not -to- exceed fee of $48,900. On October 29, 2007, staff submitted a second grant proposal titled " Eglin Parkway Stormwater Initiative" for inclusion in the NWFWMD' s 2008 Florida Forever competitive grant program. The grant proposal requested $ 150,000 for the construction of (1) one Stormwater Pollutant Separator to be installed in the Eglin Parkway vicinity near Nebraska Avenue NE. City staff received notification from the NWFWMD that funding had been approved in January 2008 and a funding agreement was drafted and approved by City Council on April 8, 2008.  After receiving City Council approval, an amendment to GM &C' s contract was completed after the City' s Purchasing Director concluded that the scope of work for the new grant was similar to the current grant. Amending the current contract resulted in a cost savings to the City as five separator units would now be bid at one time instead of four. Furthermore, GM &C had already prepared the necessary documents for the design parameters for the original four stormwater separators, so design work was required, resulting in additional cost savings. As part of the design process, GM &C has completed the following: Installed flow monitors at each of the sites to measure the amount of runoff created during rainfall events Completed a topographic survey of all five sites Prepared a computerized hydraulic model of each drainage basin using the flow monitoring data and the topographic survey Completed an evaluation of at least three (3) different manufacturers of separator units and provided a short document /memo recommending the appropriate unit for each site Prepared all necessary contract documents, final drawings, and specifications to be included in a bid package Discussion: Goodwyn, Mills, and Cawood, Inc. has completed the design and surveying for the five project sites See attached drawings). On December 9, 2008 the City's Purchasing Department advertised ITB No. 09 -107 for Stormwater Pollutant Separator Units. The scope of work included with ITB No. 09- 107 included the installation of five ( 5) stormwater separator units as the base bid with concrete and