City Council Business Meeting

City of Charlotte Charlotte-Mecklenburg Government Center 600 East 4th Street Charlotte, NC 28202 Meeting Agenda Monday, June 13, 2016 Council Chambers City Council Business Meeting Mayor Jennifer W. Roberts Mayor Pro Tem Vi Lyles Council Member Al Austin Council Member John Autry Council Member Ed Driggs Council Member Julie Eiselt Council Member Claire Fallon Council Member Patsy Kinsey Council Member LaWana Mayfield Council Member James Mitchell Council Member Greg Phipps Council Member Kenny Smith City Council Business Meeting Meeting Agenda June 13, 2016 CITY COUNCIL MEETING Monday, June 13, 2016 In addition to the previously advertised public hearing items, Departments have asked that the time sensitive items listed below not be deferred. Item# Title 7 General Obligation Bond Referendum 9 Charlotte-Mecklenburg Police Department - New Police Officers Grant Application 21 Solid Waste Services Automated Vehicle Locator Equipment Upgrade 26 Charlotte-Mecklenburg Government Center Restaurant Lease City of Charlotte Page 2 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 5:00 P.M. DINNER BRIEFING, CHARLOTTE-MECKLENBURG GOVERNMENT CENTER, ROOM CH-14 1. Mayor and Council Consent Item Questions Staff Resource(s): Randy Harrington, Management & Financial Services Time: 5 minutes Synopsis: Mayor and Council may ask questions about Consent agenda items. Staff will address questions at the end of the dinner meeting. 2. Closed Session Action: Adopt a motion to go into closed session pursuant to North Carolina General Statute 143-318.11(a)(9) to discuss and take action regarding plans to protect public safety as it relates to existing or potential terrorist activity and to receive briefings by staff members, legal counsel, or law enforcement or emergency service officials concerning actions taken or to be taken to respond to such activity. 3. Answers to Mayor and Council Consent Item Questions Staff Resource(s): Randy Harrington, Management & Financial Services Time: 10 minutes Synopsis Staff responses to questions from the beginning of the dinner meeting. City of Charlotte Page 3 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 Call to Order Roll Call Introductions Invocation Pledge of Allegiance City of Charlotte Page 4 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 4. Consent agenda items 18 through 61 may be considered in one motion except for those items removed by a Council member. Items are removed by notifying the City Clerk. Consideration of Consent Items shall occur in the following order: A. Items that have not been pulled, and B. Items with citizens signed up to speak to the item. City of Charlotte Page 5 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 POLICY 5. City Manager’s Report City of Charlotte Page 6 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 6. FY2017 Operating Budget and FY2017-FY2021 Community Investment Plan Action: Adopt the FY2017 Appropriations and Tax Levy Ordinance, the Capital Investment Plan Resolution for FY2017-FY2021, the FY2017 Pay and Benefits Resolution and associated Human Resources contracts, and other items related to the Annual Ordinance adoption: A. The FY2017 Operating Appropriations and Tax Levy Ordinance, B. The FY2017-FY2021 Community Investment Plan Resolution, C. The FY2017 General Solid Waste Fee for Single-Family and Multi-Family Residential Units, D. The FY2017 Storm Water Interlocal Agreement, E. The FY2017 Transit Operating Budget and Debt Service Budget, which was approved by the Metropolitan Transit Commission on April 20, 2016, F. The FY2017 Charlotte Water Rates, G. The FY2017 Pay and Benefits Plan Resolution and associated Human Resources contracts, H. Outside Agencies and Municipal Service Districts Contracts, I. Other Budget Items, and J. Future Work Plan for FY2018 Budget Planning. Committee Chair: Council member Greg Phipps Staff Resource(s): Kim Eagle, Management & Financial Services Policy § As required by state law, the City of Charlotte adopts annual appropriations and a tax levy ordinance and considers related actions by July 1 of each fiscal year. Background § Since January 2016, the Mayor and City Council held six Budget Workshops and the required Public Hearing to shape development of this budget. § The City Manager’s Recommended Budget was presented on May 2, 2016. § The FY2017 total budget is structurally balanced, enhances services and investments based on the Mayor and City Council’s policy objectives, maintains current services and commitments, and fulfills the compensation philosophy for employees. § General Fund highlights include: - No increase in the property tax rate - Increases to public safety personnel: § 88 police positions (63 sworn; 25 civilian) § 18 firefighters for a new ladder company in the Northlake Mall area § 44 new General Fund positions outside of public safety - most have external funding sources, many of which are funded fully or in part with fees to meet demand for development, by enterprise funds, or the Community Investment Plan. § The FY2017-FY2021 Community Investment Plan matches the City’s highest priority needs with a financing schedule. The General Community Investment Plan is centered on meeting the needs of a growing community by focusing on livability, getting around, and job growth. The Enterprise Capital budgets respond to aging infrastructure and increasing service demands. City of Charlotte Page 7 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 Approved Changes to the City Manager’s FY2017 Recommended Budget from May 25th City Council Straw Votes § During the May 25th Straw Votes meeting, City Council approved the following budget amendments to the City Manager’s FY2017 Recommended Budget: - Amendment 1: Eliminate the recommended 0.43¢ property tax increase, maintaining the FY2016 property tax rate of 47.87¢ per $100 of assessed valuation - Amendment 2: Eliminate the $1,212,766 one-time contingency that would have resulted from the recommended property tax increase - Amendment 3: Increase the Solid Waste Fee for single-family and multi-family customers by $8 annually (from $25 to $33 in FY2017) - Amendment 4: Finance the $899,782 purchase of a ladder truck for the new ladder company at Station 28 (located in the Northlake Mall area) instead of purchasing the equipment using Fire’s General Fund operating budget - Amendment 5: Finance the $795,709 purchase of vehicles for the additional FY2017 Police personnel instead of purchasing the equipment using Police’s General Fund operating budget - Amendment 6: Increase the General Fund by $1,137,050 to fund an additional 13 Police Officers in FY2017 (in addition to the 50 included in the City Manager’s FY2017 Recommended Budget) - Amendment 7: Increase the General Fund by $164,000 to fund an additional litter control crew to Solid Waste Services - Amendment 8: Increase the General Fund by $320,000 to fund an additional street sweeping crew to Solid Waste Services A. Adopt the FY2017 Operating Appropriations and Tax Levy Ordinance Budget Overview § The budget sustains essential services in community safety, the environment, transportation and planning, housing and neighborhood development, economic development and global competitiveness, and the administrative support that they require. § The total FY2017 budget is $2.45 billion, with $1.29 billion for operating expenditures and $1.16 billion for capital expenditures (all funds). The General Fund operating budget totals $634.9 million. § The total budget includes the following key revenues: - Property tax rate of 47.87¢ per $100 of assessed valuation, which remains unchanged from the prior year. The FY2017 assessed value is estimated at $93.83 billion, with an estimated collection rate of 98.1% - Water and Sewer rate increase of 4.36%, or $2.54 per month for the typical customer (a typical customer uses 5,236 gallons each month) - The average General Fund subsidy of regulatory user fees decreased from 7.6% in FY2016 to 5.2% in FY2017, representing an additional $0.7 million being offset by fees - The four tier Storm Water rate methodology that was adopted in FY2016 remains unchanged in FY2017. This methodology charges a flat rate for each tier based on the same per square foot rate ($0.0033) applied to the median impervious area of each tier - Charlotte Area Transit System (CATS) modified its transit pass structure so that there would not be a base transit fare increase in FY2017 B. Adopt the FY2017-FY2021 Community Investment Plan Resolution § The resolution approves the five-year Community Investment Plan expenditure and financing plan totaling $4.1 billion (all funds). General Fund Community Investment Plan § The capital program is based on property tax rates as follows: - 9.26¢ for the Municipal Debt Service Fund, unchanged from the prior year - 1.20¢ for the Pay-As-You-Go Fund, unchanged from the prior year City of Charlotte Page 8 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 § The FY2017-FY2021 five year General Community Investment Plan totals $4.1 billion (all funds), comprised of the following categories: - Housing and Neighborhood Development: $275.6 million - Transportation: $974.0 million - Economic Development: $1.7 billion - Environmental Services: $1.0 billion - Facility Investments: $144.3 million § The General Community Investment Plan is supported by three of four proposed bond referenda in November 2016, 2018, and 2020. Enterprise-Funded Community Investment Plans § Enterprise programs are financially self-sustaining and do not rely on property tax or general government revenues. § Charlotte Area Transit System totals $568.9 million and is funded by federal and state grants and the one half-cent sales tax for transit. § Aviation totals $1.6 billion and is funded by $238.3 million in revenue bonds, $1.2 billion in Federal Aviation Administration and Transportation Security Administration funding, and $185.5 million in cash. § Storm Water totals $354.7 million and is funded by $215.5 million in cash and $139.2 million in revenue bonds. § Charlotte Water (Water and Sewer) totals $655.2 million, funded by $427.5 million in cash and $227.7 million in revenue bonds. C. Amend the General Solid Waste Fee for Single-Family and Multi-Family Residential Units § As a part of the May 25th Straw Votes meeting, Council voted to change the annual Solid Waste Fee for single-family and multi-family customers from $25 to $33. § These changes become effective on July 1, 2016. - The revised fee will be included in the tax bills that will be mailed to property owners by September of 2016 and are due by December 31, 2016 D. Approve the FY2017 Storm Water Interlocal Agreement § In accordance with the Interlocal Agreement on storm water services, this action will inform the County of the amount to be charged for the City's portion of the fee. The County Commission will vote on storm water fee changes on June 21st. § The fees for FY2017 remain unchanged from FY2016 when the City revised the tier structure methodology to four tiers and began to charge a flat rate for each tier based on the same per square foot rate ($0.0033). E. Adopt the FY2016 Transit Operating Budget and Debt Service Budget which was approved by the Metropolitan Transit Commission on April 20, 2016 Policy The Transit Governance Interlocal Agreement calls for the Metropolitan Transit Commission (MTC) to annually approve a Transit Operating Program and a Transit Capital Program by April 30. Following the MTC’s approval, the Transit Operating and Capital Programs are forwarded to the Charlotte City Council for approval. Upon approval, the Charlotte City Council shall fund the programs through its budget process and/or project ordinances. Budget Overview § The proposed FY2017 Transit Operating and Debt Service Budgets and the proposed FY2017 -FY2021 Transit Community Investment Plan have been developed in compliance with CATS Financial Policies including annual contribution to the Transit Revenue Reserve Fund, year-end fund balance, debt service coverage ratios, and the transfer of balances to the Capital program. § The FY2017 Transit Operating Budget: - Reflects a 3.5% growth in annual operating and maintenance costs in FY2017 City of Charlotte Page 9 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 - Adds 93 positions for start-up and testing of new rail services for the LYNX Blue Line Extension (BLE) project (these costs are fully covered as a part of the BLE Project in FY2017) - Adds 10 positions for specific operations and regulatory requirements F. Adopt the FY2017 Charlotte Water Rates § Water and sewer fees are necessary to maintain current infrastructure, accommodate growth, and respond to changing regulatory requirements. § Charlotte Water will maintain the rate methodology that was adopted in FY2016. § FY2017 rate changes include: - Increase the water and sewer availability fees from $8.14 to $9.84 per month - Increase the water and sewer fixed fees from $6.30 to $7.14 per month - No changes to the existing water and sewer usage rates - The proposed typical monthly total water and sewer bill for residential customers is estimated to be $60.99 in FY2017, an increase of $2.54 per month - The typical bill assumes 5,236 gallons or 7 ccf used each month. Based on the current rate structure, users consuming more than the typical level of consumption are charged a higher rate to encourage conservation and responsible use of this resource G. Adopt the FY2017 Employee Pay and Benefits Plan Resolution and associated Human Resources contracts § The recommendations included in the FY2017 Pay and Benefits Report include the following: Pay Plans § In the Public Safety Pay Plan, the budget includes the following: - 2.5% or 5.0% step adjustments, and - 1.5% market adjustment § In the Broadbanding Pay Plan (exempt/salaried employees), the recommended budget includes a 3.0% merit pool. § Transition of non-exempt/hourly employees to new pay plan (to occur February 4, 2017). § 1.5% non-exempt/hourly pay plan market adjustment (to occur February 4, 2017). § Increase minimum pay to $28,260 (equivalent to $13.58 per hour) effective February 4, 2017. - The proposed adjustment to minimum starting pay is consistent with the Mayor and City Council’s established practice of hiring employees at or above 60% of Area Median Income § Establish a goal of bringing the minimum starting pay for City of Charlotte employees to $15 per hour by FY2020. Benefits § The City contribution to group insurance coverage increase is 7%. This is aligned with the Council adopted philosophy of: aggressive cost management for benefits, employees expected to fairly share in the cost of benefits, moderate level of benefits and pay, and proactive support of wellness programs to reduce future costs. § Medical Premiums - Effective February 4, 2017, adjust the employee cost sharing in the tiers of each plan in a phased approach towards an industry supported employee contribution strategy of 20/50/35/50. Employee only coverage contribution at 20%; Employee/Spouse at 50%; Employee/Child(ren) at 35%; and Employee/Family at 50%. Provide the City Manager or his designee the authority to establish the premium structure for employees within the overall health insurance budget - Effective January 1, 2017, there will be medical plan changes in the Basic and Plus PPO to help contain cost, promote in-network utilization, and remain competitive with market practices. These include changes to deductibles, out of pocket maximums, copays, and coinsurance City of Charlotte Page 10 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 - Effective February 4, 2017, increase the wellness incentive from $40/$80 to $50/$100. Employees who choose to participate in the Wellness Plan will receive a $50 (Employee Only or Employee/Child(ren) or $100 (Employee/Spouse or Employee/Family) savings per month on medical insurance premiums - Effective January 1, 2017, increase non-Medicare retiree premiums consistent with the overall health insurance budget increases. Provide the City Manager or his designee the authority to establish the premium structure for non-Medicare retirees within the overall health insurance budget - Retirees may experience an increase, depending on the plan and level of coverage. Retirees changing from the Plus to the Basic plan may experience a premium decrease depending on the level of coverage selected § Dental Plan/Premiums - The City currently contributes $28 per month to the Plus Dental plan and $30 to the Basic Dental plan - A rebidding process is currently underway for the dental plan - It is anticipated that the 2017 dental plan rates will be held flat § Other Benefits - In calendar year 2016, the following benefit plans are currently or will be under rebidding: medical, vision, benefits consulting, life insurance, and disability - It is projected by 2018, 50% of active employees will be ineligible for retiree medical insurance. During FY2017, Human Resources will study the benefits options available to employees ineligible for retiree medical insurance as well as updating the City’s employee cost methodology regarding retiree medical insurance to create equity for employees and retirees - Veterans Day will be reinstated as an official City Holiday. For Calendar year 2016, Veterans Day will be observed on Friday, November 11th H. Approve Outside Agencies and Municipal Service Districts Contracts § The Outside Agency and Municipal Service District contracts are outlined below. § A “Scope of Services” for these agencies is provided as an attachment. FY2017 Annual Outside Agency Contracts § General Fund Financial Partners - Arts & Science Council: $2,940,823 - Community Building Initiative: $50,000 - Safe Alliance: $333,977 § Dedicated Revenue Sources Financial Partners - Charlotte Regional Visitors Authority: $14,980,811 - Charlotte Regional Visitors Authority - Film Commission: $150,000 § 100% Federal Grant Funded Financial Partners - Carolinas Care Partnership: $1,640,862 - Charlotte Family Housing: $330,000 § 100% PAYGO Funded Financial Partners - Community Link: $450,000 - Crisis Assistance Ministry: $380,000 § PAYGO/Federal Share Funded Financial Partners - Charlotte-Mecklenburg Housing Partnership - Affordable Housing: $1,960,000 City of Charlotte Page 11 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 - Charlotte-Mecklenburg Housing Partnership - House Charlotte $231,000 § Out of School Time Financial Partners - Greater Enrichment Program: $200,000 - Citizen Schools: $200,000 - Police Activities League: $200,000 - YWCA: $200,000 - Bethlehem Center, Inc.: $113,934 - Behailu Academy: $66,000 Municipal Service District Contracts § The FY2017 tax rates for the five Municipal Service Districts remain unchanged from the FY2016 rates. Municipal Service District Contracts with Charlotte Center City Partners* § District 1 -Center City - Tax Rate: 1.68¢ - FY2017 Contract: $1,307,066 § District 2 -Center City - Tax Rate: 2.33¢ - FY2017 Contract: $754,504 § District 3 -Center City - Tax Rate : 3.58¢ - FY2017 Contract: $1,225,021 § District 4 -South End - Tax Rate: 6.68¢ - FY2017 Contract: $864,786 Municipal Service District Contract with Charlotte University City Partners* § District 5 -University City - Tax Rate: 2.79¢ - FY2017 Contract: $752,252 *Actual contract amount is determined by property tax revenue projections City Memberships and Subscriptions § The following three General Fund membership and subscriptions contracts are above $100,000 and require Council approval: - Centralina Council of Governments: $192,814 - Charlotte Regional Partnership: $151,881 - North Carolina League of Municipalities: $109,760 Other Outside Agency Funding § $250,000 in Pay-As-You-Go capital funding to contribute to the TreesCharlotte Endowment. The endowment will be administered by Foundation For The Carolinas, where principal contributions would be preserved and only proceeds from interest and dividends would be used to buy trees and fund operations. The current goal for the endowment is $15 million. The City has a goal of providing $250,000 in annual payments for four fiscal years (FY2017 - FY2020). Payment of the City’s four annual contributions will be contingent upon TreesCharlotte successfully raising additional private contributions to support the endowment. § $300,000 in Pay-As-You-Go capital funding to support the National League of Cities (NLC) 2017 Annual Conference. The NLC convenes its Congress of Cities and Exposition in various cities around the country. Charlotte has been selected to host this annual four-day conference in 2017. Funding is recommended to support the City’s role as host of the conference, including designating a Host City of Charlotte Page 12 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 City Coordinator to work with NLC staff, conducting mobile workshops to highlight successful City programs, and sponsoring the NLC Board of Directors/VIP welcoming dinner and Host City closing event. FY2017 Public Art Work Plan § The Arts & Science Council administers the Public Art Program, receiving 15% of the 1% allocated to Public Art as specified in Section 15-233 of the Charlotte City Code. § The FY2017 Public Art Work Plan was presented to the City Council during the June 6, 2016, Council Workshop. § The FY2017 Public Art Allocations include: - General Community Investment Fund: $842,620 - Aviation Community Investment Fund: $3,059,577 Resolution to authorize amendment to the Restated Consolidated Shared Programs Joint Undertaking Agreement with Mecklenburg County in regards to Procurement Services § Mecklenburg County has now established a procurement division to meet the specific needs of the County. § The City’s Procurement Services Division will no longer perform services for the County, other than asset recovery and disposal. Charlotte-Mecklenburg Workforce Development Board § Job Training Contract for implementing federally funded Workforce Investment Act in an amount up to $9,103,624. - Funding source is federal Workforce Investment Act Grant School Resource Officer Program for Charlotte-Mecklenburg Schools § The Charlotte-Mecklenburg Police Department (CMPD), through the School Resource Officer (SRO) program, has a security presence at almost all Charlotte-Mecklenburg Schools (CMS) middle and high schools in their jurisdiction. § The SROs provide police services to their respective school communities as their primary assignment. § CMPD will provide approximately 49 police officers and one sergeant to CMS for the 2016-2017 school year. § Based on the previously agreed upon funding formula, CMS will pay the City up to $4,694,969 for the SRO program. Support to the District Attorney’s Office - Property Crime Unit § Since 2008, the City has provided annual funding (via the Charlotte-Mecklenburg Police Department operating budget) to the District Attorney to support two Assistant District Attorneys and three Victim/Witness Legal Assistants from the North Carolina Administrative Office of the Courts to address the backlog of cases in Mecklenburg County and support Police Department crime fighting initiatives. § This action authorizes the City Manager to negotiate and execute the FY2017 contract with the District Attorney and NC Administrative Office of the Courts for continued funding of these five positions. I. Approve Other Budget Items § The budget ordinance included is the City’s annual budgetary operating ordinance. Sections 1 through 13 of this Ordinance reflect the items included in the Manager’s Recommended Budget and all Council amendments. § The remainder of the Annual Ordinance (Sections 14 through 105) serves to make budgetary corrections to the current fiscal year for technical, accounting and other “wind-up” tasks necessary prior to the fiscal year’s end. § The budget ordinance included is the City’s annual budgetary operating ordinance. Sections 1 City of Charlotte Page 13 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 through 13 of this Ordinance reflect the items included in the Manager’s Recommended Budget and all Council amendments. § The remainder of the Annual Ordinance (Sections 14 through 112) serves to make budgetary corrections to the current fiscal year for technical, accounting and other “wind-up” tasks necessary prior to the fiscal year’s end. Sections 14 through 34 General Capital Project Funds § Sections 14 through 34 appropriate and consolidate funding to prepare existing accounts for transactions presented in the FY2017-2021 Community Investment Plan and make other capital project technical adjustments. Sections 35 through 39 CATS Operating and Capital Projects Funds § Section 35 appropriates a private contribution for the LYNX Blue Extension Project. § Section 36 adjusts a previous capital appropriation to the proper project type. § Section 37 appropriates a grant from the Federal Transit Administration. § Section 38 appropriates a private contribution for a bus stop. § Section 39 adjusts amount within the CATS Capital Project Funds to reflect revised. funding amounts from grants and local resources. Sections 40 through 51 Aviation Operating and Capital Projects Funds § Sections 40 through 44 appropriate various capital expenditures. § Sections 45 through 51 transfer capital expenditures to appropriate accounts. Sections 52 through 77 Other Funds § Section 52 appropriates fund balance in the Storm Water fund. § Sections 53 through 54 make technical corrections to prior ordinances. § Section 55 appropriates additional grant funding. § Section 56 appropriates prior year fund balance to the Powel Bill fund. § Sections 57 through 59 transfers funding between various capital projects. § Section 60 appropriates a developer contribution. § Section 61 appropriates a U.S. Department of Transportation Federal Highway Administration grant. § Section 62 appropriates a private contribution. § Section 63 appropriates proceeds from vehicle sales into CMPD Asset forfeiture accounts. § Sections 64 through 65 provide correct funding sources for capital equipment purchases. § Section 66 transfers public art maintenance funds. § Sections 67 through 69 appropriate additional revenues in the general grant fund. § Sections 70 through 71 appropriate funds for various technology and professional services contracts. § Section 72 appropriates funding for County Stormwater services. § Section 73 appropriates additional grant revenue to the Charlotte Fire Department. § Section 74 appropriates an additional transfer in Neighborhood & Business Services Grants. § Section 75 transfers Neighborhood & Business Service capital funds. § Section 76 appropriates a private contribution for the Mayor’s Summer Youth Program. § Section 77 appropriates a private contribution from Duke Energy. Sections 78 through 83 Fire Operating and Capital Funds § Sections 78 through 83 appropriate various grants and contributions to the Charlotte Fire Department. Sections 84 through 112 § Section 84 includes technical accounting changes necessary to clarify or correct FY2016 and other prior-year budgetary ordinances. City of Charlotte Page 14 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 § Sections 85 through 112 give the Chief Financial Officer authority to make specific routine appropriations and transfers within the adopted budget. J. Approve the Future Work Plan for FY2018 Budget Planning § The following items will be evaluated throughout FY2017, and will be included as part of the work plan for the Budget Committee or other Council Committees as appropriate, leading up to Council’s January 2017 Retreat. § This work will consider the City’s financial stability and service provision with a long range planning emphasis. § Items for the FY2018 budget work plan include: - Conduct a detailed review of all services provided by the City of Charlotte. The purpose of the review is to evaluate current services and the level of service provided - Once completed, the services review will be used by staff and City Council to consider options for ensuring the long term sustainability of City services. The sustainability consideration process may include the development of an advisory committee, or other structure, to assist with the review of revenue options and overall financial viability of existing City programs - Continue the evaluation of solid waste service delivery options and appropriate cost recovery model. Council discussed the option to increase the solid waste fee by $9 in FY2018 (from $33 to $42) in order to balance the FY2018 General Fund operating budget. This option will be evaluated as a part of the overall discussion on Solid Waste Services. This discussion will occur in the fall of 2016 and include ordinance revisions as previously identified. Completion of this Solid Waste Services evaluation will need to take place by the end of calendar year 2016 in order to be prepared for the FY2018 budget development process and allow time for the preparation of any necessary associated contracts Attachment Annual Budget Ordinance CIP Resolution Resolution by MTC Pay & Benefits Resolution FY2017 Public Art Work Plan Description of Services Amendment to Restated Consolidated Shared Programs Resolution Amendment to Restated Consolidated Shared Programs Joint Undertaking Agreement Exhibit D - Asset Recovery Disposal Services Payment Methodology Scope of Services FY17 Annual Ordinance Final 6-13-16_.3 FY17-21 CIP RESOLUTION MTC Resolution and Staff Budget Summary Pay Benefits RESOLUTION FY17 Public Art Work Plan FY17 Financial Partners Description of Services Resolution - Amendment to Restated Consolidated Shared Programs Joint Undertaking Agreement Amendment to Restated Consolidated Shared Programs Joint Undertaking Agreement Exhibit D - Asset Recovery Disposal Services Payment Methodology Scope of Services City of Charlotte Page 15 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 BUSINESS 7. General Obligation Bond Referendum Action: Adopt resolutions authorizing staff to proceed with the necessary actions to conduct a general obligation bond referendum on November 8, 2016. Staff Resource(s): Randy Harrington, Management & Financial Services Explanation § The City Council is scheduled to adopt the Fiscal Year 2017 Budget and Fiscal Years 2017-2021 Community Investment Plan at tonight’s meeting, which includes a $218,440,000 bond referendum on November 8, 2016. § The referendum includes $148,440,000 of transportation bonds, $55,000,000 of neighborhood improvement bonds, and $15,000,000 of housing bonds. § The statutory requirements for the legal process include applying to the Local Government Commission for approval, holding a public hearing on the proposed bond orders, setting of the special referendum, and certification of the results. § The current action is the first of four City Council actions. This first action will specifically authorize: - Publication of a notice of intent to apply to the Local Government Commission, - Application to the Local Government Commission, and - Certain statements of facts concerning the proposed bonds. Next Steps § On June 27, 2016, the bond orders will be introduced, and the City Council will be asked to set a public hearing on the bond orders for July 25, 2016. § At the July 25 Council Business Meeting, the City Council will be asked to hold a public hearing on each of the bond orders, approve the bond orders (including the form and language of the ballot), and set a bond referendum. § After the Bond Referendum, the City Council will be asked to adopt a resolution certifying and declaring the results of the special bond referendum. This action will occur after the Mecklenburg Board of Elections certifies the results of the vote. Fiscal Note Funding: Municipal Debt Service Fund Attachment Resolutions Res. making statements of fact - Charlotte 2016 Referendum - rev. to v1 Res. authorizing Notice of Intent to Apply to LGC - Charlotte 2016 Referendum - rev. to v1 Res. authorizing CFO to apply to LGC - Charlotte 2016 Referendum - rev. to v1 City of Charlotte Page 16 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 8. Minority and Women Business Enterprise Disparity Study Action: Approve a contract for up to $345,750 with BBC Research and Consulting for the Minority and Women Business Enterprise Disparity Study Services. Staff Resource(s): Randy Harrington, Management & Financial Services Eric Nelson, Management & Financial Services Explanation § The City uses the Minority and Women Business Enterprise (MWBE) Disparity Study to determine if disparity exists between the number of MWBE firms available to perform on City contracts and the City’s utilization of these firms; the extent to which any disparities found are attributable to discrimination; and to recommend modifications to remedy the effects of any disparities identified. § The City last conducted a Disparity Study in 2011. The results from this Disparity Study provide the basis for the City Council’s current race and gender conscious measures in the Charlotte Business INClusion Policy. The legal justification for the establishment of MWBE goals sunsets June 2017. § The Economic Development & Global Competitiveness Committee’s (ED&GC) ongoing work includes periodic review of the Charlotte’s Business INClusion program and its initiatives, of which the Disparity Study is a component. § On February 17, 2016, the ED&GC received a presentation on the proposed 2017 MWBE Disparity Study and endorsed the release of a Request for Proposals (RFP) for a 2017 MWBE Disparity Study. § On March 1, 2016, the City issued a Request for Proposals (RFP) for MWBE Disparity Study. In response to the RFP, the City received five proposals from interested service providers. § On April 4, 2016, during the City Council Workshop, City staff updated the full City Council on the MWBE Disparity Study and received City Council’s support to move forward with the MWBE Disparity Study pending funding approval in the Fiscal Year 2017 budget. The City Council also endorsed the Disparity Study Advisory Committee structure during the meeting. - The Disparity Study Advisory Committee will consist of 11 community representatives, whose role is to ensure community engagement throughout the study period by reviewing and commenting on data sources and assisting in outreach efforts. § The Project Team, which consisted of City staff members from Management & Financial Services, Engineering & Property Management, the City Attorney’s Office, and a community member representative, evaluated the proposals and determined that BBC Research and Consulting best met the City’s needs in terms of qualifications, experience, cost, and responsiveness to RFP requirements. § The tentative schedule for conducting the 2017 MWBE Disparity Study is as follows: - July 2016: MWBE Disparity Study Kick-Off - June 2017: Disparity Study Dinner Briefing Presentation - July 2017: City Council adoption of Disparity Study findings and recommendations Charlotte Business INClusion Established MBE Goal: 10% Committed MBE Goal: 10% BBC Research & Consulting met the established subcontracting goal and has committed 10% ($34,575) of the total contract amount to the following certified firms (Part B: Section 3 of the Charlotte Business INClusion Policy): · Lain Consulting, LLC (SBE, MBE) Consultant Fiscal Note Funding: General Community Investment Plan City of Charlotte Page 17 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 9. Charlotte-Mecklenburg Police Department - New Police Officers Grant Application Action: Approve the Charlotte-Mecklenburg Police Department to submit a grant application to the U.S. Department of Justice for $1,875,000 over three years to fund 15 new police officer positions. Staff Resource(s): Jeff Estes, Police Greg Crystal, Police Explanation § The Community Oriented Policing Services (COPS) Hiring Program offers $137 million to law enforcement agencies to hire new officers, rehire officers who were laid off, or retain officers who are about to be laid off. § The Charlotte-Mecklenburg Police Department (CMPD) desires to submit a grant application to fund 15 new police officer positions, which is the maximum number allowed for agencies serving populations under 1,000,000. § The officer positions would increase the capacity of CMPD to implement community policing strategies that strengthen partnerships for safer Charlotte neighborhoods and enhance CMPD’s capacity to prevent, solve, and control crime through the funding of these additional 15 officers. § The U.S. Department of Justice COPS Office will notify grant awardees by January 1, 2017. - If the CMPD is awarded grant funding, the CMPD anticipates hiring the 15 new police officers by September, 2017 (FY2018). - It takes CMPD approximately six months to manage the vetting process of police officer applicants for the identification and selection of 15 new police officers. § The grant application deadline is June 23, 2016. § Per grant requirements, grant proceeds cannot be used to cover previously funded positions. Grant Provisions § The COPS grant funds salaries and benefits for new officers for three years. § The COPS grant will cover up to 75% of the entry-level salary and fringe benefits of each newly hired full-time sworn officer over the three-year award period, with a minimum 25% local cash match requirement and maximum federal share of $125,000 per officer position. § The City must also fund equipment and training for the new officers. § The City must agree to retain all positions that are added as a result of the grant for a minimum of one year after the grant funding ends. - The retention period for each position is based upon the actual hire date. § At the end of the grant period, the City’s number of police officer allocations must remain at the increased level after the addition of the 15 new officers. Funding § The total costs for the new officers from Fiscal Year 2018 through Fiscal Year 2020 is estimated to be $3,438,592. § The Federal share is $1,875,000. § In the grant period, the City share of personnel and operating costs will be approximately $1,331,472: - Fiscal Year 2018: $435,040 - Fiscal Year 2019: $375,254 - Fiscal Year 2020: $521,178. § In addition, the City will fund capital cost (vehicles) of $232,120. § The grant expires after three years. § Beginning FY2021, ongoing annual total personnel and operating costs are estimated to be City of Charlotte Page 18 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 $1,149,055 per year. Fiscal Note Funding: COPS Grant and Police Operating Budget 10. Nominations to the Domestic Violence Advisory Board Action: Nominate citizens to serve as specified. Staff Resource(s): Stephanie Kelly, City Clerk’s Office Explanation § One appointment for a partial term beginning immediately and ending September 21, 2016. - Rashada Russell has resigned. Attachment Domestic Violence Board Applicants 11. Nominations to the Historic District Commission Action: Nominate citizens to serve as specified. Staff Resource(s): Stephanie Kelly, City Clerk’s Office Explanation § Two appointments for terms beginning July 1, 2016, and ending June 30, 2019, in the following categories: At-large and Resident Owner-Plaza-Midwood. - Donald Duffy, At-large category, has completed two terms; therefore, he is not eligible for reappointment. - Thomas Egan III, Resident Owner-Plaza-Midwood category, has completed two terms; therefore, he is not eligible for reappointment. Attachment Historic District Commission Applicants 12. Nominations to Keep Charlotte Beautiful Action: Nominate a citizen to serve as specified. Staff Resource(s): Stephanie Kelly, City Clerk’s Office Explanation § One appointment for a term beginning immediately and ending June 30, 2017. - James Hildreth did not meet attendance requirements. Attachment Keep Charlotte Beautiful Applicants City of Charlotte Page 19 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 13. Nominations to the Mint Museum Board of Trustees Action: Nominate a citizen to serve as specified. Staff Resource(s): Stephanie Kelly, City Clerk’s Office Explanation § One appointment for a term beginning August 1, 2016, and ending July 31, 2019. - Sonja Nichols has resigned. Attachment Mint Museum Board of Trustees Applicants 14. Nomination to the Public Art Commission Action: Nominate a citizen to serve as specified. Staff Resource(s): Stephanie Kelly, City Clerk’s Office Explanation § One appointment in the Community At-large category for a term beginning July 1, 2016, and ending June 30, 2019. - Patricia Boyer is eligible and interested in being reappointed. Attachment Public Art Commission Applicants 15. Nomination to the Tree Advisory Commission Action: Nominate a citizen to serve as specified. Staff Resource(s): Stephanie Kelly, City Clerk’s Office Explanation § One appointment to a term beginning March 1, 2016, and ending February 28, 2019. - Joshua Arnold did not meet attendance requirements for 2015; Rebecca Herron, appointed April 25, 2016, has declined the appointment. Patrick Bradey, appointed May 23, 2016, has declined the appointment. Attachment Tree Advisory Commission Applicants City of Charlotte Page 20 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 16. Nominations to the Waste Management Advisory Board Action: Nominate citizens to serve as specified. Staff Resource(s): Stephanie Kelly, City Clerk’s Office Explanation § One recommendation by City Council for an appointment by County Commission to a term beginning May 19, 2016, and ending May 18, 2019. - Dwayne Heyward is no longer eligible to serve on this board. § One recommendation by City Council for an appointment by County Commission to a term beginning July 14, 2016 and ending July 13, 2019. - Anthony Morrison is eligible and interested in being reappointed. Attachment Waste Management Advisory Board Applicants 17. Mayor and City Council Topics The City Council members may share information and raise topics for discussion. City of Charlotte Page 21 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 CONSENT City of Charlotte Page 22 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 18. Charlotte-Mecklenburg Emergency Management WebEOC Action: A. Approve the purchase of the WebEOC web-based information management system as authorized by the sole source exemption of G.S. 143-129 (e)(6), B. Approve a contract with Intermedix ESi Acquisition, Inc. for the purchase of the WebEOC web-based information management system for the term of one year and, C. Authorize the City Manager to execute the initial contract and renew the contract for up to two additional, one-year terms with possible price adjustments, and amend the contract consistent with the City’s business needs and the purpose for which the contract was approved. Staff Resource(s): Richard Granger, Fire Sole Source Exemption § G.S. 143-129 (e) (6) provides that formal bidding requirements do not apply when: - Performance or price competition are not available; - A needed product is available from only one source or supply; or - Standardization or compatibility is the overriding consideration. § Sole sourcing is necessary for this contract because there is only one supply source from which this product is available. § The City Council must approve purchases made under the sole source exception. Explanation § Charlotte-Mecklenburg Emergency Management Office (CMEMO) uses an emergency management planning software package to help coordinate the flow of information during planned events and crisis situations. § The current emergency management planning software, E-team, has been used by the City for 10 years. The challenge with the E-team software is that most jurisdictions have transitioned to the WebEOC solution for emergency management planning and coordination purposes. § The State of North Carolina, the Federal Bureau of Investigation, the Federal Emergency Management Agency, 42 U.S. states and numerous local jurisdictions, including Wake County, Iredell County, and Guilford County currently operate their emergency management operations through WebEOC. § WebEOC has become the industry leader for emergency management operations software because it is a web-based program that allows emergency managers to communicate with responders from multiple jurisdictions during large-scale planned events and crisis situations with up-to-date information, heightened visibility, and enhanced resource sharing. § Intermedix ESi Acquisition, Inc. (Intermedix) is the creator of the WebEOC software solution. § CMEMO will contract with Intermedix to purchase the WebEOC software, provide initial system implementation, train City employees on the system, and provide system maintenance. § CMEMO will use the WebEOC software to communicate with other agencies in the UASI-10 regional area. § The total estimated cost for the three-year contract with Intermedix is $414,941.01. This total includes: - $230,460 for the first contract year’s system subscription, system implementation expenses, and system support expenses; - $92,133.50 for the second contract year’s system subscription and system support; and - $94,897.51 for the third contract year’s system subscription and system support. Charlotte Business INClusion This is a sole source contract and is exempt (Part A: Appendix 27 of the Charlotte Business INClusion City of Charlotte Page 23 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 Policy). Fiscal Note Funding: General Grant Fund 19. Spay and Neuter Services Action: A. Authorize the City Manager to negotiate and execute a unit price contract with Humane Society of Charlotte for spay and neuter services for an initial term of one year, and B. Authorize the City Manager to renew the contract for up to four additional, one-year renewal terms with possible price adjustments and to amend the contract consistent with the City’s business needs and the purpose for which the contract was approved. Staff Resource(s): Carl Bannerman, Police Sherie Pearsall, Police Explanation: § The Animal Care and Control (AC&C) division of the Charlotte-Mecklenburg Police Department requires spay and neuter services for stray or surrendered pet animals including dogs, cats, and rabbits in their care. § The service provider performs approximately 80 spay and neuter surgeries weekly in the clinic space at the Byrum Drive AC&C facility. § On March 29, 2016, the City issued a Request for Proposals (RFP) for spay and neuter services. In response to the RFP, the City received one proposal from an interested service provider. All City registered vendors that provide related services were notified of the contracting opportunity, but did not respond. § The Project Team, consisting of staff from Police and Management & Financial Services, evaluated the proposal and determined that the Humane Society of Charlotte meets the City’s needs in terms of qualifications, experience, cost, and responsiveness to RFP requirements. § The Humane Society of Charlotte has been performing these services for the City for 10 years at the Byrum Drive Facility and has partnered with the City for over 35 years to provide low-cost spay and neuter services. § The contract gives the City the option to renew for four additional, one-year terms with no price increases. § The company will be paid the unit prices set forth in the contract, a copy of which is available upon request. § Estimated contract expenditures are $170,000 annually. Charlotte Business INClusion No subcontracting goal was established because there are no subcontracting opportunities (Part C: Section 2.1(a) of the Charlotte Business INClusion Policy). Fiscal Note Funding: Police Operating Budget City of Charlotte Page 24 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 20. Mobile Devices Donation Action: Adopt a resolution authorizing the donation of eight surplus mobile devices to the Toj Foundation for a literacy café to help youth learn about law enforcement. Staff Resource(s): Katrina Graue, Police Garry McFadden, Police Explanation § North Carolina General Statute 160A-280 authorizes the donation of personal property from a City to a non-profit organization upon adoption of a resolution by the City Council. § The Charlotte-Mecklenburg Police Department (CMPD) desires to donate eight surplus mobile devises (Apple iPad 2 - 64 GB tablets) to the Toj Foundation. § CMPD executive and command staff used the mobile devices; however, the mobile devices no longer meet law enforcement administrative needs. § ToJ Foundation Inc. is a child abuse prevention program in Charlotte. § The Toj Foundation, Inc. has previously partnered with CMPD on several community outreach projects to include: - Coat drives, - Back to school book bag and school supply drives, and - Cops & Barbers community forums. § The Toj Foundation, Inc. will use the mobile devices in its literacy café as educational tools that will help youth learn about law enforcement. § The following are examples of how the technology will be used: - Video scenarios on law enforcement encounters, - Anti-bullying education, and - Rights overview. § The literacy café also will house donated books from the Charlotte-Mecklenburg Public Library. § The estimated value of the eight mobile devices is $800. § The Toj Foundation would accept the donated mobile devices “as is” and without warranty. Attachment Resolution Police_Mobile Devices Donation_5-23-16 City of Charlotte Page 25 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 21. Solid Waste Services Automated Vehicle Locator Equipment Upgrade Action: A. Approve the purchase of Automated Vehicle Locator equipment, as authorized by the sole source exemption of G.S. 143-129 (e)(6), B. Approve a contract with Air Trak for the purchase of Automated Vehicle Locator equipment for the term of three years and, C. Authorize the City Manager to renew the contract for up to two additional, one-year terms with possible price adjustments and to amend the contract consistent with the City’s business needs and the purpose for which the contract was approved. Staff Resource(s): Victoria Johnson, Solid Waste Services Ed Reaves, Solid Waste Services Sole Source Exemption § G.S. 143-129 (e) (6) provides that formal bidding requirements do not apply when: - Performance or price competition are not available; - A needed product is available from only one source or supply; or - Standardization or compatibility is the overriding consideration. § Sole sourcing is necessary for this contract because there is only one supply source and standardization or compatibility is the overriding consideration. § The City Council must approve purchases made under the sole source exception. Explanation § Solid Waste Services (SWS) uses Automated Vehicle Locations Systems (AVLs) on fleet vehicles to maximize efficient usage of the City’s existing refuse fleet. § The AVLs transmit vehicle global position system (GPS) data, vehicle and driver performance data, and customer service delivery data at 15-second intervals via mobile networks. § The transmitted data is used to calculate service routing, generate performance benchmarking, and investigate customer service requests and complaints. § Currently, SWS is using AVLs that are reaching the end of useful life and will no longer be accessible on mobile networks as of January 2017. § The upgraded Air Trak AVL equipment will allow SWS to maintain continuity of service delivery and compatibility of all integrated technology systems. § The City’s current curbside recycling vendor uses the same AVL equipment for integration with City systems. § The company will be paid the unit prices set forth in the contract, a copy of which is available upon request. § Total annual expenditures under the contract are estimated to be $142,000 in year one to replace the current inventory of AVLs with an estimated $15,000 in years two and beyond for a total estimated contract spend of $202,000. Charlotte Business INClusion This is a sole source contract and is exempt (Part A: Appendix 27 of the Charlotte Business INClusion Policy). Fiscal Note Funding: Solid Waste Services Operating Budget City of Charlotte Page 26 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 22. Bojangles Coliseum Renovations Phase 2 (Part II) - Exterior Renovations and Utility Improvements Action: Authorize the City Manager to negotiate and execute a contract not to exceed $3,300,000 to the lowest responsive bidder Encompass Building Group, Inc. for the Bojangles Coliseum Exterior Renovations and Utility Improvements. Staff Resource(s): William Haas, Engineering & Property Management Steve Bagwell, Charlotte Regional Visitors Authority Explanation § The Bojangles Coliseum Renovations project includes two phases: - Phase 1 was completed in October 2015, and - Phase 2 will be split into two parts - I and II with the work occurring between June and October 2016. § On April 11, 2016, the City Council approved Phase 2 (Part I) - Ice Floor Replacement Design and Installation. § Phase 2 (Part II) scope of work will include the following exterior renovations and utility improvements: - 3,150 square feet storage building, - New outside plaza space extending the main ticket entry, - Repair sidewalks adjacent to the building, - Repair steel curtain wall window mullions, cast in place concrete columns, beams, and wall panels, - New mechanical, plumbing and electrical work associated with storage building, - Partial replacement of existing HVAC equipment, and - New sports lighting controls and house lighting in seating bowl. § The solicitation process for Phase 2 (Part II) occurred as follows: - On April 26, 2016, the Engineering & Property Management Department advertised Invitations to Bid on the City website and North Carolina Interactive Purchasing System. - On May 2, 2016, a pre-bid conference and walk-through was held on site to actively solicit participation and discuss with potential bidders the scope of work. - On May 5, 2016, a Notice of Opportunity for Additional Walk-Through was advertised, and the additional walk-through occurred on May 9. - By bid closing the City did not receive the minimum number of bids as required by North Carolina General Statute 143-129; therefore, the project was re-advertised on May 17, 2016. - On May 26, 2016, two bids were received from interested service providers. § Encompass Building Group, Inc. was selected as the lowest responsive, responsible bidder. § Renovations and improvements are expected to begin July 2016 and be complete by October 2016, prior to the start of the 2016-2017 Charlotte Checkers’ hockey season. § The cost of these exterior renovations and utility improvements are within the original $15,953,375 budget. Background § Bojangles Coliseum (Coliseum) opened as the Charlotte Coliseum in 1955, and is currently owned by the City and operated by the Charlotte Regional Visitors’ Authority. § The Coliseum was the first free-span dome in the United States; the exterior has been designated a historic landmark. § The Coliseum averages 85 annual events including graduations, consumer shows, civic events, concerts, and performances with average annual attendance of 183,232. City of Charlotte Page 27 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 § The Coliseum and the adjacent Ovens Auditorium hosts the majority of commencement exercises annually for Charlotte-Mecklenburg Schools, as well as many area colleges and private schools. § On December 8, 2014, the City Council approved $15,953,375 in capital repairs and improvements for the Bojangles’ Coliseum over two years. § The Checkers returned to the Coliseum following completion of Phase 1 work in 2015, improving the Coliseum’s business model. § Phase 1 of the capital plan was completed in October 2015. The improvements included modifications to the seating bowl, improvements to the concession areas, new sound system, a new scoreboard, as well as new locker room upfit. Charlotte Business INClusion Established SBE Goal: 12% Committed SBE Goal: 14.23% Encompass Building Group exceeded the established subcontracting goal, and has committed 14.23% (up to $469,590) of the total contract amount to the following certified firm (Part B: Section 3 of the Charlotte Business INClusion Policy): · All Pro-Builders & Restorations (SBE, MBE) (construction services) Established MBE Goal: 6% Committed MBE Goal: 66.95% Encompass Building Group exceeded the established subcontracting goal, and has committed 66.95% (up to $2,209,350) of the total contract amount to the following certified firms (Part B: Section 3 of the Charlotte Business INClusion Policy): · All Pro-Builders & Restorations (SBE, MBE) (construction services) · Superior Mechanical Systems (MBE) (HVAC) Fiscal Note Funding: Convention Center Tax Fund Attachment Budget Line Item Comparison Copy of Budget Line Item Comparison for Council 6-2016 City of Charlotte Page 28 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 23. Various Architectural and Engineering Services for City Facilities Action: A. Award a three-year term contract with the following companies for various electrical engineering design services and power quality studies: - AME Consulting Engineers, PC, - Current Solutions, - Haas & Kennedy Engineers, - Matrix Engineering, Inc. - McCracken & Lopez, PA, - RMF Engineering, - Roger Lawrence, PE, and - WBM Group, PLLC, B. Award a three-year term contract with the following companies for various architectural services: - ADW Architects, PA, - ALR Architecture, - Boomerang Design, PA, - C Design, Inc., - Fryday & Doyne, Inc., - STV Engineers, Inc., and - Tobin, PLLC, C. Award a three-year term contract with the following companies for architectural design services for Americans with Disabilities Act improvements: - ALR Architecture, - Fryday & Doyne, Inc., and - STV Engineers, Inc., and D. Award a three-year term contract with Fryday & Doyne, Inc. for various architectural services for the Charlotte-Mecklenburg Government Center. Staff Resource(s): William Haas, Engineering & Property Management Explanation § The City’s Engineering & Property Management staff maintains approximately 4 million square feet of City buildings, including Police and Fire Stations, the Charlotte-Mecklenburg Government Center (CMGC), and cultural facilities. § Staff also maintains approximately 3 million square feet of roofing and approximately 8 million square feet of parking lots. § There are ongoing needs for a variety of unspecified architectural and engineering services across the portfolio of facilities. Action A § On March 30, 2016, the City issued a Request for Qualifications (RFQ) for Electrical Engineering Design Services and Power Quality Studies. In response to the RFQ, the City received eight proposals from qualified, interested service providers. City of Charlotte Page 29 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 § Engineering & Property Management staff evaluated the proposals and selected the Consultants pursuant to the Council-approved qualifications-based selection process in accordance with North Carolina General Statutes. - The contracts with AME Consulting Engineers, Matrix Engineering, RMF Engineering, and WBM Group are only for electrical engineering design services. - The contract with Roger Lawrence, PE is only for power quality studies. § Estimated contract expenditures for all contracts are $2,325,000 in the aggregate over the three-year term: - AME Consulting Engineers, PC: $425,000, - Current Solutions: $150,000, - Haas & Kennedy Engineers: $425,000, - Matrix Engineering, Inc.: $225,000 - McCracken & Lopez, PA: $425,000, - RMF Engineering: $225,000, - Roger Lawrence, PE: $225,000, and - WBM Group, PLLC: $225,000. Action B, C, and D Overview § On March 22, 2016, the City issued a RFQ for Architectural Services for Police and Fire Stations and Various Projects. In response to the RFQ for the “Various Projects” portion, the City received a total of 22 proposals from qualified, interested service providers: - Nine proposals for various unspecified architectural services, - Four proposals for designing ADA improvement services, and - Nine proposals for various unspecified architectural services solely for the CMGC. Action B § Engineering & Property Management staff evaluated the proposals for various unspecified architectural services and selected the Consultants pursuant to the Council-approved qualifications-based selection process in accordance with North Carolina General Statutes. § Estimated contract expenditures for all contracts are $1,320,000 in the aggregate over the three-year term: - ADW Architects, Inc.: $300,000, - ALR Architecture: $150,000, - Boomerang Design: $150,000, - C Design, Inc.: $150,000 - Fryday & Doyne, Inc.: $270,000, - STV Engineers, Inc.: $150,000, and - Tobin PLLC: $150,000 Action C § Engineering & Property Management staff evaluated the proposals for architectural services for Americans with Disabilities Act improvements and selected the Consultants pursuant to the Council-approved qualifications based selection process in accordance with North Carolina General Statutes. § Estimated contract expenditures for all contracts are $450,000 in the aggregate over the three-year term: - ALR Architecture: $150,000, - Fryday & Doyne, Inc.: $150,000, and - STV Engineers, Inc.: $150,000. Action D § Engineering & Property Management staff evaluated the proposals for architectural services for the CMGC and selected Fryday & Doyne, Inc. pursuant to the Council-approved qualifications-based selection process in accordance with North Carolina General Statutes. City of Charlotte Page 30 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 § Estimated contract expenditures for the contract are $400,000 in the aggregate over the three-year term. Charlotte Business INClusion Action A No subcontracting goal was established because there are no subcontracting opportunities (Part C: Section 2.1(a) of the Charlotte Business INClusion Policy). One of the firms selected, AME Consulting Engineers, PC, is a City SBE firm. Haas & Kennedy Engineers committed to use the following certified firm: · Mid-Carolina Reprographics (SBE, WBE) (as needed) (reprographics). RMF Engineering committed to use the following certified firm: · C Design, Inc. (SBE) (as needed) (architectural services). Action B The City negotiates subcontracting participation after the proposal selection process (Part C: Section 2.1(h) of the Charlotte Business INClusion Policy). Each of the Prime firms listed has identified MSBE firms to participate as project scopes are defined, and committed 10% of the total contract amount to certified firms. Four of the firms selected, ALR Architecture, C Design, Inc., Fryday & Doyne, Inc., and Tobin PLLC, are City SBE firms. ALR Architecture is also an MBE firm. ADW Architects, Inc. · AME Consulting Engineers Inc. (SBE) (engineering design) · RM Rutherford & Associates (SBE) (cost estimating) ALR Architecture · Aeroraq Engineering (MBE) (engineering design) Boomerang Design · Groundworks Studio (SBE) (landscape architecture) · Paraclete (SBE, MBE) (cost estimating) C Design, Inc. · AME Consulting Engineers, Inc. (SBE) (engineering design) Fryday & Doyne, Inc. · AME Consulting Engineers, Inc. (SBE) (engineering design) · Flehan Engineering (SBE, WBE) (engineering design) · Smiley Engineering (SBE) (engineering design) · C2 Engineering Solutions (SBE) (engineering design) · Mid-Carolina Reprographics (SBE, WBE) (reprographics) STV Engineers, Inc. · AME Consulting Engineers, Inc. (SBE) (as needed) (engineering design) Tobin PLLC · Groundworks Studio (SBE) (landscape architecture) · R.M. Rutherford & Associates (SBE) (cost estimating) · Banks Engineering (SBE) (engineering design) · SMC Specs (SBE) (specifications) Action C The City negotiates subcontracting participation after the proposal selection process (Part C: Section City of Charlotte Page 31 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 2.1(h) of the Charlotte Business INClusion Policy). Each of the Prime firms listed has identified MSBE firms to participate as project scopes are defined, and committed 10% of the total contract amount to certified firms. Two of the firms selected, ALR Architecture, and Fryday & Doyne, Inc. are City SBE firms. ALR Architecture is also an MBE firm. ALR Architecture · Aeroraq Engineering (MBE) (engineering design) Fryday & Doyne, Inc. · AME Consulting Engineers, Inc. (SBE) (engineering design) · Flehan Engineering (SBE, WBE) (engineering design) · Smiley Engineering (SBE) (engineering design), · C2 Engineering Solutions (SBE) (engineering design · Mid-Carolina Reprographics (SBE, WBE) (reprographics) Action D The City negotiates subcontracting participation after the proposal selection process (Part C: Section 2.1(h) of the Charlotte Business INClusion Policy). Fryday & Doyne, Inc. has identified MSBE firms to participate as project scopes are defined, and committed 10% of the total contract amount to certified firms. The firm selected, Fryday & Doyne, Inc., is a City SBE firm. Fryday & Doyne, Inc. · AME Consulting Engineers, Inc. (SBE) (engineering design) · Flehan Engineering (SBE, WBE) (engineering design) · Smiley Engineering (SBE) (engineering design) · C2 Engineering Solutions (SBE) (engineering design) · Mid-Carolina Reprographics (SBE, WBE) (reprographics) Fiscal Note Funding: General Facilities Community Investment Plan City of Charlotte Page 32 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 24. Various Building Maintenance Services for City Facilities Action: A. Award a three-year term contract with the following companies for roof inspection and maintenance services: - Corner Stone Construction Services, Inc., - TeamCraft Roofing, Inc., and - Mecklenburg Roofing, B. Award a three-year term contract with the following companies for plumbing maintenance and repair services: - Emergency Response Plumbing Services, Inc., and - Marvin Plumbing, C. Award a three-year term contract with the following companies for painting services: - J&M Painting Co., - Mullis & Associates, - Treadaway & Sons Painting and Wallcovering, Inc., and - United Painting Services, Inc., D. Award a three-year term contract with the following companies for overhead door maintenance services: - Carolina Door Specialties, Inc., and - Overhead Door Services, Inc., E. Award a three-year term contract with Carolina Custom Hardwood Flooring, Inc. for commercial wood floor maintenance services, and F. Award a three-year term contract with the following companies for electrical services: - A&C Electrical Services, - Blew Inc., - Dan Clay Electrical, Inc., - Electric System Specialists, Inc., - Fidelity Electric, Inc., and - Southern Image, Inc. Staff Resource(s): William Haas, Engineering & Property Management Explanation § The City’s Engineering & Property Management building maintenance staff maintains City of Charlotte Page 33 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 approximately 4 million square feet of City buildings, including Police and Fire Stations, the Charlotte-Mecklenburg Government Center, and cultural facilities. § Staff also maintains approximately 3 million square feet of roofing and approximately 8 million square feet of parking lots. § There are ongoing needs for maintenance and a variety of unspecified services across the portfolio of facilities. § These contracts will supplement limited staff resources. Action A § On March 18, 2016, the City issued a Request for Proposal (RFP) for Roof Inspection and Maintenance Services. In response to the RFP, the City received four proposals from qualified, interested service providers. § Engineering & Property Management staff evaluated the proposals and determined that Corner Stone Construction Services, Mecklenburg Roofing and TeamCraft Roofing best meet the City’s needs in terms of licensing, qualifications, experience, cost, and responsiveness to RFP requirements. § Estimated contract expenditures for all contracts are $615,000 in the aggregate over the three-year term: - Corner Stone Construction: $300,000, - TeamCraft Roofing: $240,000, and - Mecklenburg Roofing: $75,000. Action B § On February 26, 2016, the City issued a RFP for Plumbing Services. In response to the RFP, the City received two proposals from qualified, interested service providers. § Engineering & Property Management staff evaluated the proposals and determined that Emergency Response Plumbing Services, Inc. and Marvin Plumbing meet the City’s needs in terms of licensing, qualifications, experience, cost, and responsiveness to RFP requirements. § Estimated contract expenditures for both contracts are $375,000 in the aggregate over the three-year term: - Marvin Plumbing: $225,000, and - Emergency Response Plumbing Services, Inc.: $150,000. Action C § On March 4, 2016, the City issued a RFP for Painting Services. In response to the RFP the City received seven proposals from qualified, interested service providers. § Engineering & Property Management staff evaluated the proposals and determined that J&M Painting Co., Mullis & Associates, Treadaway & Sons Painting and Wallcovering, Inc. and United Painting Services best meet the City’s needs in terms of qualifications, experience, cost, and responsiveness to RFP requirements. § Estimated contract expenditures for all contracts are $860,000 in the aggregate over the three-year term: - J&M Painting Co.: $150,000, - Mullis & Associates: $150,000, - Treadaway & Sons Painting and Wallcovering, Inc.: $500,000, and - United Painting Services: $60,000. Action D § On March 29, 2016, the City issued a RFP for Overhead Door Maintenance and Services. In response to the RFP, the City received two proposals from qualified, interested service providers. § Engineering & Property Management staff evaluated the proposals and determined that Carolina Door Specialties, Inc. and Overhead Door Services d/b/a Garage Doors & More meet the City’s needs in terms of qualifications, experience, cost, and responsiveness to RFP requirements. City of Charlotte Page 34 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 § Estimated contract expenditures for both contracts are $620,000 in the aggregate over the three-year term: - Carolina Door Specialties, Inc.: $500,000, and - Overhead Door Services d/b/a Garage Doors & More: $120,000. Action E § On March 1, 2016, the City issued a RFP for Commercial Wood Floor Maintenance Services. In response to the RFP, the City received one proposal from qualified, interested service providers. § Engineering & Property Management staff evaluated the proposal and determined that Carolina Custom Hardwood Flooring, Inc. meets the City’s needs in terms of qualifications, experience, cost and responsiveness to RFP requirements. § Estimated contract expenditures for the contract are $200,000 in the aggregate over the three-year term. Action F § On March 31, 2016, the City issued a RFP for Electrical Services. In response to the RFP, the City received nine proposals from qualified, interested service providers. § Engineering & Property Management staff evaluated the proposals and determined that A&C Electrical Services, Blew Inc., Dan Clay Electrical, Inc., Electric System Specialists, Inc., Fidelity Electric, Inc., and Southern Image Electric Co. best meet the City’s needs in terms of licensing, qualifications, experience, cost, and responsiveness to RFP requirements. § Estimated contract expenditures for all contracts are $2,935,000 in the aggregate over the three-year term: - A&C Electrical Services: $700,000, - Blew Inc.: $400,000, - Dan Clay, Inc.: $360,000, - Electric System Specialists, Inc.: $1,000,000, - Fidelity Electric, Inc.: $75,000, and - Southern Image Electric Co.: $400,000. Charlotte Business INClusion Action A No subcontracting goal was established because there are no subcontracting opportunities (Part C: Section 2.1(a) of the Charlotte Business INClusion Policy). One of the firms selected, Corner Stone Construction Services, Inc., is a City SBE. Action B No subcontracting goal was established because there are no subcontracting opportunities. (Part C: Section 2.1(a) of the Charlotte Business INClusion Policy.) Marvin Plumbing is a City SBE firm. Emergency Response Plumbing Services, Inc. has committed to use Ram Pavement Services, Inc. (SBE) (pavement repair). Action C The City solicited bids only from City certified SBEs, therefore 100% of the project participation is being committed to the following certified firms: J&M Painting Co. (SBE), Mullis & Associates (SBE), Treadaway & Sons Painting and Wallcovering, Inc. (SBE), and United Painting Services (SBE, MBE) (Part A: Section 2.3 of the Charlotte Business INClusion Policy). Action D No subcontracting goal was established because there are no subcontracting opportunities. (Part C: Section 2.1(a) of the Charlotte Business INClusion Policy.) Action E No subcontracting goal was established because there are no subcontracting opportunities. (Part C: Section 2.1(a) of the Charlotte Business INClusion Policy.) City of Charlotte Page 35 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 Action F No subcontracting goal was established because there are no subcontracting opportunities (Part C: Section 2.1(a) of the Charlotte Business INClusion Policy). Four of the firms selected, A&C Electrical Services, Blew Inc., Electric System Specialists, Inc., and Southern Image Electric Co., are City SBE firms. Fiscal Note Funding: General Facilities Community Investment Plan 25. Charlotte-Mecklenburg Government Center Breakroom Remodel Action: Award a contract in the amount of $109,447.80 to the lowest responsive bidder D. E. Brown Construction, Inc. for the Charlotte-Mecklenburg Government Center Breakroom Remodel project. Staff Resource(s): William Haas, Engineering & Property Management Explanation § The project consists of remodeling 10 Charlotte-Mecklenburg Government Center break rooms in order to comply with the Americans with Disabilities Act (ADA). § The project remodels breakrooms on CMGC floors 4-5, 7-12, and 14-15 and includes: - Replacing existing cabinetry, - Replacing sinks and faucet sets, and - Painting. § In addition to not being ADA-compliant, the cabinets are original to the construction of the building and in poor condition, as well as the sinks/drains require a high-level of staff maintenance. § The breakroom on the 6th floor was remodeled in 2014. § The breakroom on the 3rd floor will be remodeled as part of a larger renovation to that floor. § There are no plans to remodel the breakrooms on the 2nd floor and in the basement. § Mecklenburg County will reimburse the City for the actual cost to remodel the breakrooms on floors 5 and 11 or approximately $21,000. § On May 3, 2016, the Engineering & Property Management department issued an Invitation to Bid; two bids were received from interested service providers. § D. E. Brown Construction, Inc. was selected as the lowest responsive, responsible bidder. § The project is anticipated to be complete by the fourth quarter of 2016. Charlotte Business INClusion The City solicited bids only from City certified SBEs, therefore 100% of the project participation is being committed to the following certified firm: D. E. Brown Construction (SBE) (Part A: Section 2.3 of the Charlotte Business INClusion Policy). Additionally, D.E. Brown Construction, Inc. has committed 59.02% ($64,600) of the total contract amount to the following certified firms: · Mountain Oak Millwork (SBE, WBE) ($59,000) (casework) · Treadaway & Sons (SBE) ($4,100) (painting) · MAKK Services (MBE) ($1,500) (cleaning) Fiscal Note Funding: General Facilities Community Investment Plan and Mecklenburg County City of Charlotte Page 36 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 26. Charlotte-Mecklenburg Government Center Restaurant Lease Action: A. Approve a five-year lease with Showmars Inc. at a rate of $3,000 per month for the five-year term and an option to renew for a second five year term with a 12% rate increase (to $3,360 per month) for the five-year renewal period, B. Authorize a tenant improvement allowance of $150,000 representing the City’s share of restaurant renovations, and C. Authorize an advance from the City to Showmars Inc. of up to $95,000 as the tenant’s share of improvements to the dining area with repayment being amortized over the life of the lease with a 2% annual interest rate, paid monthly in addition to rent. Staff Resource(s): Tony Korolos, Engineering & Property Management William Haas, Engineering & Property Management Catherine Cooper, City Attorney’s Office Explanation § Under General Statute 160A-272, the City is not legally required to advertise for a new food service provider. § Staff recommends continuing to lease with Showmars Inc. (Showmars) in the Charlotte-Mecklenburg Government Center (CMGC) for the following reasons: - Showmars is a financially stable company with 34 years of experience and 31 restaurants in the Charlotte area. - For the City’s 2015 customer satisfaction survey, Showmars scored 4 out of 5 in overall customer satisfaction. - Showmars provides a wide variety of freshly prepared food at competitive prices for the uptown area. - Changes in restaurant ownership may affect quality in service and financial risk to the City. § On February 1, 2015, the CMGC lease expired with Showmars. The lease included an option for the City to renew for a five-year term; however, City staff and Showmars have revisited the lease and agreed to adjust the terms of the Agreement to accomplish the following objectives: - Renovate the dining area, - Replace the kitchen equipment with energy efficient appliances, - Transfer ownership of the kitchen appliances and the cost of repairs from the City to Showmars, - Provide and promote healthy menu choices, - Support environmental friendly initiatives with restaurant operations, and - Rent adjustment from $4,856 to $3,000 per month to address: § An estimated 30% decrease in restaurant sales due to installation of security check stations at CMGC since 2012, and § Showmars assuming all costs and expenses for the new kitchen equipment as well as costs of repair and maintenance, including the drain lines. § Under the expired lease, the City owns all the restaurant furnishings and equipment, and is responsible for monthly repair bills. Because most of the kitchen appliances are original to the 26 -year-old building, repair bills have averaged about $650 per month. § Under the proposed lease, Showmars will invest $55,380 to replace the kitchen equipment with new energy efficient appliances. In addition, Showmars will assume all repair costs for the new equipment and plumbing issues associated with operating a restaurant. The City will continue to own the restaurant furnishings, including in the dining area since they are customized for this restaurant space. City of Charlotte Page 37 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 § The City and Showmars will share the cost of dining room renovations. The City will provide $150,000 as a tenant allowance. Showmars will be responsible for any renovation costs over $150,000, with the City advancing up to $95,000 to be repaid by Showmars. § Showmars will be responsible for undertaking the restaurant renovations. City staff will oversee the engineering and architectural work in the restaurant and will coordinate with outside contractors (hired by Showmars) on electrical and plumbing work. § Renovations are scheduled to begin the week of July 4 (typically a slow week for Showmars) and will be completed in approximately one week. During this time, the restaurant will be closed. § Staff research indicates this lease and renovation agreement is comparable to other restaurant leases in the Uptown Charlotte area. Lease Terms § Five-year lease with one five-year renewal option. § Negotiated rental rate at $3,000/month for five years, with an additional five-year option to renew at a one-time 12% rate increase at the end of the first term. § The dining room renovations will cost approximately $245,000. - City will fund $150,000 (upon receipted expenses) of these costs as a tenant improvement allowance. - In addition, the City will advance up to $95,000 (upon receipted expenses), which Showmars will repay at 2% annual interest, over the life of the lease (10 years). Should Showmars choose to terminate the lease after five years; Showmars will forfeit their kitchen equipment in exchange for the balance owed to the City. § Showmars will replace the kitchen equipment with new energy efficient appliances and be responsible for all repair bills for kitchen equipment and related plumbing. § Showmars will be responsible to pay for its monthly gas bills; the City will be responsible to pay for the monthly electric and water bills. § Showmars will offer a 10% discount to City employees. The offer is also extended to Mecklenburg County and Charlotte-Mecklenburg School employees who work in the Government Center. § Showmars will replace the kitchen equipment with new energy efficient appliances and be responsible for all repair bills for new equipment and related plumbing. § Showmars will identify the healthy items on its menus in collaboration with the City’s Health and Wellness representative and promote at least one health entrée every day. § The City will partner with Showmars to identify and implement ways to reduce environmental impact through lower energy use, composting initiatives, and better recyclable products. Fiscal Note Funding: General Facilities Community Investment Plan Attachment Resolution Resolution Showmars 5.24.16 (2) City of Charlotte Page 38 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 27. Geotechnical and Construction Materials Testing and Special Inspection Services Action: Approve a three-year term contract for geotechnical, construction materials testing, and special inspection services with the following firms: - Terracon Consultants, Inc., - AMEC Environmental & Infrastructure, Inc., - ESP Associates, PA, and - Summit Design & Engineering Services. Staff Resource(s): William Haas, Engineering & Property Management Explanation § These consultants will provide geotechnical and construction materials testing services on Police, Fire, and various building projects on an as-needed basis. § Building projects also require special inspections in accordance with Chapter 17 of the 2012 North Carolina Building Code. § On March 21, 2016, the City issued a Request for Qualification for Geotechnical and Construction Materials Testing Services. In response to the RFQ, the City received 15 proposals from interested professional service providers. § Consultants were selected pursuant to the Council-approved qualifications-based selection process in accordance with North Carolina General Statutes. § Estimated total expenditures for each contract are $500,000 for the three-year term. Charlotte Business INClusion The City negotiates subcontracting participation after the proposal selection process (Part C: Section 2.1(h) of the Charlotte Business INClusion Policy). Each of the Prime firms listed has identified MSBE firms to participate as project scopes are defined, and committed 10% of the total contract amount to the following certified firms: Terracon Consultants, Inc. · CWI Services (SBE) (structural steel inspections) · Joel E. Wood & Associates (SBE) (construction material testing) AMEC Environmental & Infrastructure, Inc. · Capstone Civil Engineering (SBE, MBE) (testing) · AmeriDrill Corporation (SBE) (drilling) Summit Design & Engineering Services · Capstone Civil Engineering (SBE, MBE) (testing) E.S.P. Associates, P.A. · Capstone Civil Engineering (SBE, MBE) (testing) · AmeriDrill Corporation (SBE) (drilling) Fiscal Note Funding: General Facilities Community Investment Program City of Charlotte Page 39 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 28. Annual Topographic Mapping Services Action: Approve a contract with Avioimage Mapping Services, Inc. for annual Topographic Mapping Services for a term of three years. Staff Resource(s): Fal Watters, Engineering & Property Management Jack Brim, Engineering & Property Management Explanation: § In 1958, the City mapped and established program parameters for a large part of the city of Charlotte. § These maps are a vital resource used to plan and regulate land development, plan infrastructure improvements, and new construction. § The City updates 10-12 topographic sheets per year out of 455. Sheets are selected by the oldest date with current development. § On September 15, 2015, the City issued a Request for Qualifications (RFQ) for Annual Topographic Mapping Services. In response to the RFQ, the City received three proposals from interested service providers. § Engineering & Property Management staff evaluated the proposals and selected Avioimage Mapping Services, Inc. pursuant to the Council-approved qualifications based selection process. § The company will be paid the unit prices set forth in the contract, which are available upon request. § The total contract amount of $400,000 shall be allocated during the three-year term. Charlotte Business INClusion The City negotiates subcontracting participation after the proposal selection process (Part C: Section 2.1(h) of the Charlotte Business INClusion Policy). Avioimage Mapping, a City SBE, has identified MWSBE firms to participate as project scopes are defined, and committed 10% of the total contract amount to the following certified firms: · CES Group Engineers (SBE, WBE) (QA/QC) · Richa Graphics (SBE, MBE) (printing) Fiscal Note Funding: Engineering & Property Management Operating Budget City of Charlotte Page 40 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 29. Rea Road at Piper Glen Drive Improvements Action: Award a contract in the amount of $189,272.75 to the lowest responsive bidder United of Carolinas, Inc. for the Rea Road at Piper Glen Drive Improvements project. Staff Resource(s): Becky Chambers, Engineering & Property Management Bill Greentaner, Transportation Explanation § The Rea Road at Piper Glen Drive project will include improvements to the intersection of Rea Road and Piper Glen Drive to improve safety for motorists and pedestrians. § The contract will include: - Concrete sidewalk, - Wheelchair ramps, - Curb and gutter, - Pedestrian refuge islands, - Conduit installation, - Striping crosswalks, and - Pedestrian signals. § On April 1, 2016, the City issued an Invitation to Bid; seven bids were received from interested service providers. § United of Carolinas, Inc. was selected as the lowest responsive, responsible bidder. § On July 21, 2015, the City executed a Municipal Agreement in the amount of $83,000 with North Carolina Department of Transportation for installation of a traffic signal and fiber optic communications cable. § The Piper Glen Master Homeowners Association contributed $238,500 for the installation upgrade from standard wood poles to steel pole/mast arms. On February 8, 2016, the City Council approved a Developer Agreement and budget appropriation. § The contract improvements and traffic signal is expected to be complete and operational by fourth quarter of 2016. § The final resurfacing and final pavement markings are planned to be installed by second quarter of 2017. Charlotte Business INClusion Charlotte Business INClusion: Construction contracts estimated to be less than $300,000 are informal and are exempt from the goal setting process (Part A: Section 3.1 of the Charlotte Business INClusion Policy). Fiscal Note Funding: General Community Investment Plan Attachment Map Location Map - Rea Road at Piper Glen Drive Improvements City of Charlotte Page 41 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 30. Private Developer Funds Appropriation Action: Adopt a budget ordinance appropriating $263,279 in private developer funds for the following: - A new traffic signal from Alliance Preparatory Schools, Inc. and NR Pinehurst Property Owner, LLC, and - Signal modifications from Liberty Healthcare Management, Inc. and Camden Development, Inc. Staff Resource(s): Scott Putnam, Transportation Explanation § Alliance Preparatory Schools, Inc. contributed $79,000 for a new traffic signal at the intersection of Browne Road and DeArmon Road. § Liberty Healthcare Management, Inc. contributed $14,500 for signal modifications at the intersection of Fairview Road and Barclay Downs. § NR Pinehurst Property Owner, LLC contributed $80,000 for a new traffic signal at the intersection of Providence Road and Strawberry Hill Drive. § Camden Development, Inc. contributed $89,779 for signal modifications at the intersection of South Boulevard and I-277 Outer Ramp. § Payments made by the developers are in response to estimates of work prepared by the Charlotte Department of Transportation (CDOT) and supplied to the developers. § The $263,279 is restricted to traffic signals, upgrades, and related work associated with the developers’ projects. § Any funding contributed by developers for signal projects that is unused by the City will be refunded after project completion. § CDOT will be installing and operating these signals as part of the existing signal systems in the area. Fiscal Note Funding: Private Developer Contributions Attachment Map Budget Ordinance Traffic Signal Improvements 052316 CDOT ord 6-13-16 Developer Contributions City of Charlotte Page 42 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 31. Statesville Avenue Intelligent Transportation Systems Project Action: Award a contract in the amount of $356,764.49 to the lowest responsive bidder Utility Services Contractors, Inc. for the Statesville Avenue Intelligent Transportation Systems project. Staff Resource(s): Angela Berry, Transportation Explanation § The Charlotte Department of Transportation’s strategic goals and initiatives outlines the Intelligent Transportation System (ITS) Master Plan, which improves transportation systems by increasing the efficiency and safety of the transportation infrastructure. § Traffic signals, fiber optic cable and traffic management cameras are a major component of an Intelligent Transportation System. § In 2002, the City began installing fiber optic cable to support a more robust Ethernet communications to traffic signals. To date almost 300 miles of fiber optic cable has been installed to interconnect over 500 traffic signals. § This technology provides the ability to remotely adjust traffic signals to instantly improve traffic flow in response to changing traffic volumes during normal and emergency conditions. § As part of implementing the ITS Master Plan, the Statesville Avenue ITS project extends communications from Dalton Avenue to Cindy Lane and includes: - Installation of approximately 2.7 miles of fiber optic cable, - Connections to eight existing traffic signals, - 12 traffic management cameras, and - Fiber optic cable splicing and testing. § The project is a critical link in the communications infrastructure. § On May 3, 2016, the City issued an Invitation to Bid; three bids were received from interested service providers. § Utility Services Contractors, Inc. was selected as the lowest responsive bidder. § The anticipated completion date is the fourth quarter of 2016. § To date, approximately 70% of the Master Plan build out has been completed. In the next two years the City plans to continually implement the ITS Master plan by completing six additional projects to install fiber optic cable and traffic management cameras. Charlotte Business INClusion Established SBE Subcontracting goal: 7.00% Committed SBE Subcontracting goal: 7.00% Utility Services Contractors met the established subcontracting goal, and has committed 7.00% ($24,973.47) of the base bid amount to the following certified firms (Part B: Section 3 of the Charlotte Business INClusion Policy): · RDS Electrical & Construction Co. (SBE, MBE) ($200) (copper removal) · Road Masters Traffic Control, LLC (SBE, WBE) ($11,065.47) (traffic control) · Latino Rentals, LLC (SBE) ($13,708) (sign removal) Fiscal Note Funding: General Transportation Community Investment Plan Attachment Map RCA MAP_Intelligent Transportation Systems Projects Statesville Ave City of Charlotte Page 43 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 32. Idlewild/Rama/Monroe Intersection Improvements Action: Approve a contract in an amount not to exceed $805,200 with Kimley-Horn and Associates, Inc. to provide planning and design services for the Idlewild Road/Rama Road/Monroe Road Intersection Improvements. Staff Resource(s): Keith Bryant, Engineering & Property Management Bette Frederick, Engineering & Property Management Explanation § The project was identified in the City’s Intersection Capacity and Multi-Modal Enhancement Program and will include improvements at the Idlewild Road/Rama Road/Monroe Road intersection to enhance conditions for all users including pedestrians, bicyclists, transit and vehicles. § Planning and design services will include, but is not limited to: - Traffic analysis, - Public involvement, - Coordination with North Carolina Department of Transportation and private development, - Right-of-way plans, - Traffic control plans, - Final construction documents, and - General construction administration. § Due to the forthcoming completion of the North Carolina Department Transportation’s (NCDOT) Independence Boulevard Widening project, along with active and future private development (Meridian Place) and Charlotte Water’s recent booster pump station upgrades, the project needs to be accelerated. § The project is a critical link along the Monroe Road corridor and is necessary for the intersection to operate efficiently and safely for all transportation modes. § Funding for the project is anticipated to be $6,100,000 from the 2016 Transportation Bonds and $3,400,000 from NCDOT for a total project budget of $9,500,000. § On February 8, 2016, a Request for Qualifications was advertised; 10 proposals were received from interested service providers. § Staff selected Kimley-Horn and Associates, Inc. using the Council-approved, qualifications-based selection process. Charlotte Business INClusion The City negotiates subcontracting participation after the proposal selection process (Part C: Section 2.1 (h) of the Charlotte Business INClusion Policy). Kimley-Horn has committed 23.01% ($185,291) of the total contract amount to the following certified firms: · Hinde Engineering (SBE) ($100,220) (utility coordination) · CES Group Engineers (SBE) ($63,712) (survey) · Boyle Consulting Engineers (SBE) ($14,547) (geotechnical) · Barry Lambert Engineering (SBE) ($6,812) (structural engineering) Fiscal Note Funding: General Community Investment Plan Attachment Map Location Map - Idlewild-Rama-Monroe Intersection Improvements City of Charlotte Page 44 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 33. Digital Pipe Video Inspection Services Action: Approve a contract for $500,000 with Haz-Mat Environmental Services, LLC to provide digital pipe video inspection services. Staff Resource(s): Stewart Edwards, Engineering & Property Management Explanation § Haz-Mat Environmental Services, LLC will provide pipe video inspection services for various storm drainage systems to assess pipe conditions at various locations throughout the city on an as-needed basis. This contract can also be used to video sanitary sewer pipes if needed. § Pipe video inspections identify existing conditions issues, as well as confirm pipes were installed appropriately, post construction. § On February 22, 2016, the City issued a Request for Proposals (RFP) for Digital Pipe Video Inspection Services. In response to the RFP, the City received four proposals from interested professional service providers. § Engineering & Property Management staff evaluated the proposals and selected Haz-Mat Environmental Services, LLC as the firm best meeting the City’s needs based on competence, qualifications, and responsiveness. Charlotte Business INClusion No subcontracting goal was established because there are no subcontracting opportunities (Part C: Section 2.1 (a) of the Charlotte Business INClusion Policy). Fiscal Note Funding: Storm Water Community Investment Plan City of Charlotte Page 45 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 34. Airport West Ramp Expansion Phase 1, Demolition and Environmental Remediation - Change Order Action: A. Approve change order #1 in the amount of $125,771.15 to Blythe Development Co. for additional environmental remediation for West Ramp Expansion, and B. Adopt a budget ordinance appropriating $125,771.15 from the Aviation Discretionary Fund to the Aviation Community Investment Plan Fund. Staff Resource(s): Jack Christine, Aviation Explanation § On December 14, 2015, City Council awarded a contract in the amount of $1,434,035 to Blythe Development Co. for the West Ramp Expansion Phase 1, Demolition and Environmental Remediation Project. § During the removal process, the contractor encountered additional contaminated soil and four unknown underground storage tanks. § Change order #1 in the amount of $125,771.15 provides for the removal of the contaminated soil, removal of the four storage tanks, and the additional compliance sampling and testing required to meet North Carolina Department of Environmental Quality standards. § The unit prices set forth in the proposed contract is available upon request. § The new total value of the contract is $1,559,806.15. Disadvantaged Business Enterprise All additional work involved in this change order will be performed by Blythe Development Co. and their existing contractors. Blythe Development Co. has committed 13.36% ($16,797.41) of the total contract change order amount to the following firm: · Express Logistics Services, Inc. (DBE, SBE, MBE) ($16,797.41) (contaminated soil hauling) Fiscal Note Funding: Aviation Community Investment Plan Attachment Budget Ordinance Airport ORD061316 - Airport West Ramp Expansion Phase 1 Demolition and Env Rem Change Order City of Charlotte Page 46 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 35. Airport Long Term 2 Parking Expansion Action: A. Approve a contract in the amount of $234,700 with Talbert Bright & Ellington, Inc. for construction administration services for the expansion of the public parking at the Airport, and B. Adopt a budget ordinance appropriating $234,700 from the Aviation Discretionary Fund to the Aviation Community Investment Plan Fund. Staff Resource(s): Jack Christine, Aviation Explanation § Airport parking demand has grown with increased passenger traffic, necessitating an expansion to the Long Term 2 Parking Lot. § The scope of this project includes expanding the existing Long Term 2 parking lot to the north and east and adding approximately 1,700 paved spaces. § Talbert Bright & Ellington, Inc. will provide construction administration, surveying, geotechnical investigation, and quality assurance testing services. § On April 14, 2014, the City issued a Request for Qualifications for general architectural and engineering services; 14 firms responded with a proposal. § Aviation staff evaluated and selected Talbert Bright & Ellington, Inc. from the list of qualified vendors for this project based on its construction administration experience on similar parking lot and site design projects. Talbert Bright & Ellington, Inc. also completed the engineering design of this project in 2013. Charlotte Business INClusion The City negotiates subcontracting participation after the proposal selection process (Part C: Section 2.1(h) of the Charlotte Business INClusion Policy). Talbert, Bright & Ellington, Inc. has committed 11.73% ($27,525) of the total contract amount to the following certified firms: · Accutech Surveying & Mapping, LLC (SBE) ($17,525) (design and utility survey) · On-Spec Engineering (SBE) ($10,000) (preliminary geotechnical investigation) Fiscal Note Funding: Aviation Community Investment Plan Attachment Budget Ordinance Airport ORD061316 - Airport Long Term 2 Parking Expansion City of Charlotte Page 47 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 36. Aviation Radios Action: A. Approve the purchase of Motorola radios from state contracts as authorized by G.S. 143-129(e)(9), and B. Approve contracts with Motorola Solutions, Inc. and Wireless Communications for the purchase of Motorola radios under state contract 725G 2-Way Radio Communications Equipment (July 1, 2015 effective date). ` Staff Resource(s): Brent Cagle, Aviation State Contract Exemption G.S. 143-129(e)(9) allows local government to purchase from state contracts if the contractor is willing to extend the same or more favorable prices, terms, and conditions as those established under the state contract. Explanation § Safe and effective Airport operations require robust communications equipment, including handheld and mobile vehicle radios. § On October 28, 2013, City Council approved the purchase of an Airport Control Room Communication Upgrade. At that time, Aviation used a Citywide contract to upgrade the radio consoles and communication infrastructure in the Airport’s Control Room to link Airport radio communications with the City’s broader public safety radio system (used by the Charlotte-Mecklenburg Police Department and Charlotte Fire Department). § The new MotoTurbo communication infrastructure is in place and has greatly expanded the coverage, capacity, and number of users on the Airport’s available frequencies. The next step is the replacement and standardization of handheld and mobile vehicle radio units used by Aviation employees. § The purchase will allow Aviation to fully outfit employees and vehicles with the new radios, as well as maintain a reserve stock of radios for new employees and loaner devices while radios are in for service. § As part of the solicitation process, Aviation consulted with the Innovation & Technology and Management & Financial Services Offices. § Wireless Communications and Motorola Solutions are willing to provide Motorola radios to the City at the same or better terms as provided in its contract with the state of North Carolina. § Total expenditures are estimated to be $190,000. Charlotte Business INClusion This contract is purchased off a State contract and is exempt (Part A: Appendix 1.27 of the Charlotte Business INClusion Policy). Fiscal Note Funding: Aviation Operating Budget City of Charlotte Page 48 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 37. Aviation Specialized Training and Resources Contract Action: A. Approve a contract with the American Association of Airport Executives for Aviation Specialized Training and Resources for an initial term of three years, and B. Authorize the City Manager to renew the contract for up to three additional, one-year terms with possible price adjustments and to amend the contract consistent with the City’s business needs and the purpose for which the contract was approved. Staff Resource(s): Brent Cagle, Aviation Explanation § The American Association of Airport Executives (AAAE) is the industry leading employee development organization for airports nationwide. AAAE provides custom-designed courses specifically aimed at keeping airports nationwide in compliance with federal regulations as well as day-to-day challenges specific to airport operations, security, and administration. § One of Aviation’s strategic principles is to value employees. The training and education provided by AAAE offers employees opportunities for career development and growth. § AAAE will provide on-site classes and certifications, including the Airport Certified Employee for Operations, Security, and Communications, the Certified Member, as well as on-demand classes for trending industry issues. § The contract will allow Aviation department employees continued access to an online training portal, which offers over 1,400 training programs about every aspect of airport operations and management. § A waiver of competitive solicitation for professional services was granted because of AAAE’s status as the industry leader of airport specific training and certification, which Aviation has used with great success to support employee development as well as continuous improvement and compliance strategies in all aspects of airport management, operations, and administration. § The company will be paid the prices set forth in the contract, a copy of which is available upon request. This contract will secure the Aviation department a more favorable pricing structure versus paying for courses and services à la carte. § Annual expenditures under the contract are estimated to be $100,000. Charlotte Business INClusion No subcontracting goal was established because there are no subcontracting opportunities (Part C: Section 2.1(a) of the Charlotte Business INClusion Policy). Fiscal Note Funding: Aviation Operating Budget City of Charlotte Page 49 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 38. LYNX Blue Line Extension Rail Operations Control Center Upfit Action: Award a contract in the amount of $244,122.40 to the lowest responsive bidder China Construction America of South Carolina, Inc. for construction of the Rail Operations Control Center Upfit project. Staff Resource(s): John Lewis, CATS Jill Brim, CATS Explanation § The Rail Operations Control Center (ROCC) is located at 3200 South Boulevard within the CATS South Boulevard Light Rail Facility (SBLRF). § On April 13, 2015, City Council awarded a contract in the amount of $3,640,521.90 to BPM Construction, Inc. (BPM) for the South Boulevard Light Rail Facility (SBLRF) Upfit project. The ROCC was contained within this scope of work. § The City terminated its contract with BPM for several performance issues, which are now being resolved through litigation. City Council was informed of the termination in the Council-Manager Memo dated February 17, 2016. § Performance issues with BPM included its failure to: - Initiate work in a timely manner, - Provide required submittals in a timely manner, - Provide appropriate staffing, and - Provide work in compliance with contract specifications. § In order to maintain the overall schedule of the Blue Line Extension (BLE), staff subdivided the original contract work into separate phases. The ROCC up-fit is the first phase to be re-bid: - On May 15, 2016, the Engineering & Property Management Department formally advertised Invitations to Bid for the ROCC Up-fit project. - On May 18, 2016, a pre-bid conference was held on site to actively solicit participation and to familiarize potential bidders with the project. On May 24, 2016, two bids were received from interested service providers. CCA was the lowest responsive, responsible bidder. - The up-fit of this facility is critical to the operations and schedule for the Blue Line Extension project. § The City intends to advertise Phase II of the SBLRF project within the next month, which includes completion of the first floor shops, hydraulic room, and shop ventilation fans. § The project is expected to be complete by third quarter of 2016. Disadvantaged Business Enterprise (DBE) DBE participation goal was set for this contract pursuant to the City’s federally required and approved DBE program. Established DBE Goal: 3.23% Committed DBE Goal: 6.00% China Construction exceeded the established DBE subcontracting goal and has committed 6.0% ($14,875) of the total contract amount to the following firm: · Lewaro Interiors (DBE, MBE) ($14,875) (carpet, doors, frames) Fiscal Note Funding: CATS Community Investment Plan City of Charlotte Page 50 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 Attachment Council-Manager Memo dated February 17, 2016 CM Memo 2-17-16 Termination of a Construction Contract for CATS Blue Line Extension Project City of Charlotte Page 51 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 39. Blue Line Capacity Expansion Project - Change in Project Budget and Construction Management Contract Action: A. Approve a temporary increase in the value of the Blue Line Capacity Expansion Project budget by $1,000,000, for a new project total of $23,500,000, and B. Approve contract amendment #4 for an amount up to $480,000 with STV Engineers, Inc. (STV) to extend Construction Management services for the Blue Line Capacity Expansion project. Staff Resource(s): Jill Brim, CATS Andy Mock, CATS Explanation Action A § Since its inception in 2007, ridership on the LYNX Blue Line has exceeded expectations and original estimates. Ridership is often standing room only especially during workday rush hour and for Uptown Charlotte special events. § In October 2011, CATS applied for a U.S. Department of Transportation (USDOT) TIGER-III grant to address the capacity issues by expanding key platforms to accommodate three-car light rail trains (CATS currently can only operate two-car trains). § USDOT approved an $18 million grant award (80%) with a $4.5 million local match (20%) for a total project cost of $22.5 million. § On April 14, 2014, City Council awarded the BLCE construction contract to Balfour Beatty Infrastructure, Inc. in the amount of $16,455,683.58. § The completion of the project has been delayed because of changes in contractor management, additional work (an additional station expansion was added to the contract), and insufficient contractor resources. § Liquidated damages are being withheld from Balfour Beatty Infrastructure, Inc. pending negotiation and settlement of the City’s claim for delay. § At this time, CATS will need to temporarily increase the Blue Line Capacity Expansion budget by $1,000,000, to $23,500,000. The $1,000,000 will be temporarily supported by CATS local funds. This is intended to be a short-term increase, pending negotiations with Balfour Beatty Infrastructure, Inc. The project increase will cover the $480,000 for the STV contract amendment for professional services and other CATS expenses related to the delay in the project. § CATS is evaluating the budget impacts of this delay as they relate to withholding liquidated damages from the construction contract. Any liquidated damages will offset the additional professional services costs. The final settlement cost is unknown at this time, but it is anticipated the Blue Line Capacity Expansion project cost will be completed within the original budget of $22,500,000. § The current projected completion date for the project is September 30, 2016. Action B § On August 27, 2012, City Council approved a contract in an amount up to $4,400,000 with STV Engineers Inc. (STV) and Ralph Whitehead and Associates for design services to oversee the completion of the Blue Line Capacity Extension (BLCE). - On May 1, 2015, CATS Chief Procurement Officer approved contract amendment #1 to add construction management services to the scope of work. Additional funds were not required for this contract amendment. - On November 23, 2015, City Council approved contract amendment #2 in the amount of up to $950,000 to extend construction management services due to contractor delays in completing the project. City of Charlotte Page 52 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 - On June 10, 2016, CATS Executive Director approved contract amendment #3 to extend construction management services. § Contract amendment #4 in the amount up to $480,000 will provide: - Inspection services, - Systems integration testing, - Technical submittal reviews, - Construction management services, and - Project closeout. § The new design and construction management contract value including amendments is up to $5,830,000. Disadvantaged Business Enterprise (DBE) Opportunity Established DBE Goal: 15.8% Committed DBE Goal: 15.8% The additional contract scope authorized by the contract amendment will be held to the original contract DBE goal of 15.8%. Fiscal Note Funding: CATS Community Investment Plan City of Charlotte Page 53 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 40. CATS Bus Fleet Pneumatic Parts Action: A. Award a unit price contract to the lowest responsive bidders, for the purchase of select pneumatic parts for CATS bus fleet for a one-year term: - MHC Kenworth, - Mohawk Manufacturing and Supply Company, - Corolina Powertrain, and - Muncie Transit Supply, and B. Authorize the City Manager to renew the contracts for up to two additional, one-year renewal terms with possible price adjustments and to amend the contracts consistent with the City’s business needs and the purpose for which the contracts were approved. Staff Resource(s): Larry Kopf, CATS Edward Pullan, CATS Explanation § The contracts will provide numerous pneumatic parts for the maintenance of the CATS bus fleet. These parts are a component of the air braking system. § Multiple contracts will allow for Bus parts to be purchased on an as-needed basis per product line. § The companies will be paid the unit prices set forth in the contract, a copy of which is available upon request. § On April 12, 2016, CATS issued an Invitation to Bid; seven bids were received from interested service providers. § Staff anticipates renewing the contracts for up to two additional, one-year terms at prices to be negotiated based on market conditions. § Estimated annual expenditures for each contract are as follows: - MHC Kenworth, $25,000, - Mohawk Manufacturing and Supply Company, $25,000, - Carolina Powertrain, $75,000, and - Muncie Transit Supply, $35,000. Charlotte Business INClusion No subcontracting goal was established because there are no subcontracting opportunities (Part B: Section 2.3 of the Charlotte Business INClusion Policy). Fiscal Note Funding: CATS Operating Budget City of Charlotte Page 54 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 41. CATS Bus Transmissions and Replacement Parts Action: A. Award a unit price contract to the lowest responsive bidders for the purchase of bus transmissions, transmission replacement parts, and electronic controller units for CATS bus fleet for a one-year term: - Dartco Transmission, - MHC Kenworth, and B. Authorize the City Manager to renew the contracts for up to two additional, one-year terms with possible price adjustments and to amend the contracts consistent with the City’s business needs and the purpose for which the contracts were approved. Staff Resource(s): Larry Kopf, CATS Edward Pullan, CATS Explanation § The contract will provide numerous transmission units and replacement parts for the on-going maintenance of the CATS bus fleet. § On April 14, 2016, CATS issued an Invitation to Bid; seven bids were received from interested service providers. § Multiple contracts will allow transmissions and replacement parts to be purchased on an as-needed basis per product line. § The companies will be paid the unit prices set forth in the contract, a copy of which is available upon request. § Staff anticipates renewing the contract for up to two additional, one-year terms at prices to be negotiated based on market conditions. § Estimated annual expenditure for the Dartco Transmission contract is $155,000. § Estimated annual expenditure for the MHC Kenworth contract is $75,000. Charlotte Business INClusion No subcontracting goal was established because there are no subcontracting opportunities (Part B: Section 2.3 of the Charlotte Business INClusion Policy). Fiscal Note Funding: CATS Operating Budget City of Charlotte Page 55 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 42. Security Services for CATS Blue Line Extension Project Action: A. Approve the purchase of Security Services from a cooperative purchasing contract as authorized by G.S. 143-129(e)(3), and B. Approve a unit price contract with G4S Secure Solutions (USA), Inc. for the purchase of Security Services under General Services Administration, effective July 24, 2000 (Contract #GS-07F-0382K). Staff Resource(s): Levern McElveen, CATS Jill Brim, CATS Cooperative Purchasing Exemption NC S.L. 2001-328, effective January 1, 2002, authorizes competitive group purchasing. Explanation § CATS has an existing contract with G4S Secure Solutions (USA), Inc. to provide security services. The contract does not contain federal clauses; therefore, security services associated with the Blue Line Extension project are not eligible for reimbursement. § In order to provide pre-Blue Line Extension operation security services that are eligible for project cost reimbursement, CATS is seeking City Council approval to purchase security services with G4S Secure Solutions (USA), Inc., using a federal contract under General Services Administration. - The Federal Transit Administration recognizes and allows grantees to use General Services Administration contracts, since these contracts are procured using all applicable federal clauses. § The new contract with G4S Secure Solutions (USA), Inc. will provide security services during the construction of the Blue Line Extension project, including: - Security for the storage of light rail vehicles at the North Yard facility while new vehicles are received, tested, and commissioned at the existing South Boulevard Light Rail Facility, and - Security for new facilities, such as parking garages, prior to the beginning of the Blue Line Extension operating service. § G4S Secure Solutions (USA), Inc. was competitively awarded a contract through the GSA, effective July 24, 2000 through July 23, 2020. § Total expenditures for security services during construction are estimated to be $1,250,000. Charlotte Business INClusion These are cooperative purchasing contracts and are exempt (Part A: Appendix 27 of the Charlotte Business INClusion Policy). Disadvantaged Business Enterprise (DBE) Pursuant to the Department of Transportation DBE Program, subpart C, no DBE utilization goal was set for this solicitation due to the limited opportunities. Fiscal Note Funding: CATS Community Investment Plan City of Charlotte Page 56 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 43. Gold Rush Uptown Circulator Service Action: A. Approve an agreement with Charlotte Center City Partners for a contribution towards the Gold Rush Uptown Service’s Fiscal Year 2017 operating costs, in the contribution amount of $100,000, and B. Authorize the City Manager to negotiate three annual renewals and to adjust Charlotte Center City Partners’ contribution amount based upon actual service costs and contributions that Charlotte Center City Partners receives from Uptown Charlotte employers. Staff Resource(s): Larry Kopf, CATS Explanation § The Gold Rush Uptown Service is a fare-free service operated by the City since 2002. Charlotte Center City Partners (CCCP) solicits contributions from Uptown Charlotte employers to assist with the operating costs for the Gold Rush Service. § The current agreement expires on June 30, 2016. § The City and CCCP have agreed on a CCCP contribution of $100,000 for Fiscal Year 2017. This contribution amount is based on the level that key Gold Rush partners are expected to contribute to the operations of the service. Fiscal Note Funding: CATS Operating Budget City of Charlotte Page 57 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 44. CATS Advertising Revenue Contract Extension Action: Approve the extension of the City’s Advertising Revenue contract with Intersection Media, LLC for a period of two months (through July 31, 2016). Staff Resource(s): Olaf Kinard, CATS Explanation § On June 1, 2011, CATS executed an advertising revenue contract with Titan Outdoor LLC for a term of three years with two, one-year renewals. - CATS has exercised both renewals, and the current contract expires on June 28, 2016. § During the contract term, Titan Outdoor LLC underwent a merger and its name was changed to Intersection Media, LLC. § Intersection Media, LLC sells, installs and remove ads that appear on the interior and exterior of CATS buses, trains and at light-rail stations § In anticipation of the contract expiration, the City issued a Request for Proposal (RFP) early this year, seeking firms to provide advertising revenue services for CATS assets. § Staff conducted interviews and are in final stages of the selection; however, additional time is required to conduct proper due diligence. § The City Manager extended the contract to allow for additional time to bring this matter before the City Council. § At this time, City Council action is required to further extend the contract and allow CATS to fully complete the due diligence process as part of the RFP. § All terms and conditions of the original contract will continue to apply to the extension term. § CATS currently receives 57.5% of ad revenue with the remaining going to Intersection Media, LLC to cover selling, printing, installation and removal costs. It is estimated that approximately $209,000 in revenue will be generated for June and July 2016. § CATS anticipates bring an advertising revenue contract to the City Council for consideration at the July 25 Council Business Meeting. Fiscal Note Funding: CATS Operating Budget City of Charlotte Page 58 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 45. Large Diameter Water and Sewer Service Installations (Fiscal Year 2016 - Contract #2) Action: A. Award a contract in the amount of $4,011,953 to the lowest responsive bidder Dallas 1 Construction LLC for the installation of large diameter water and sewer services, and B. Authorize the City Manager to renew the contract for up to one additional term with possible price adjustments and to amend the contract consistent with the City’s business needs and the purpose for which the contract was approved. Staff Resource(s): Carl Wilson, Charlotte Water Explanation § Charlotte Water uses a third-party contractor for the majority of new residential and commercial water and sewer service installation. Customers pay connection fees for new services, which are based on costs incurred by Charlotte Water in these contracts. - Water service installations extend from the Charlotte Water line to the meter, including meter box/vault and applicable valves/fittings. - Sewer service installations extend from the Charlotte Water sewer line to just outside the road right-of-way. § Contracts in place prior to receiving service requests provides a shorter response time for service delivery. § The majority of the work covered by the contract with Dallas 1 Construction LLC will be used for commercial water and sewer service installations and should provide for approximately 200 service connections. § Construction of residential-sized services is performed under a separate contract. § The large diameter water and sewer service installations contract is the second contract Charlotte Water bid during Fiscal Year 2016. On April 25, 2016, City Council approved the first contract for small diameter water and sewer service installations. § On March 28, 2016, the City issued an Invitation to Bid for the installation of large diameter water and sewer services; three bids were received from interested service providers. § Dallas 1 Construction LLC was selected as the lowest responsive, responsible bidder. § There are no MWSBE suppliers available to perform this type of work. It is extremely difficult for this work to be broken down or combined to facilitate SBE participation. Unlike other annual street main contracts, large diameter contracts do not include water and sewer main installation, eliminating subcontracting opportunities that are usually part of water and sewer construction. Charlotte Business INClusion No subcontracting goal was established for this contract because there are no opportunities (Part C: Section 2.1(a) of the Charlotte Business INClusion Policy). Fiscal Note Funding: Charlotte Water Community Investment Plan City of Charlotte Page 59 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 46. Sanitary Sewer Rehabilitation (Fiscal Year 2016) Action: A. Award a contract in the amount of $2,574,768.53 to the lowest responsive bidder Atlantic Coast Contractors, Inc. for the Sanitary Sewer Rehabilitation project (Fiscal Year 2016), and B. Authorize the City Manager to renew the contract for up to two additional terms with possible price adjustments based on the Construction Cost Index. Staff Resource(s): Carl Wilson, Charlotte Water Explanation § Charlotte Water operates and maintains more than 4,200 miles of sanitary sewer lines throughout the service area. Many of these pipes are more than 50 years old and often need repairs or rehabilitation. § The contract provides unit prices for various types of sewer line repairs and rehabilitation including: - Repair of sewer system defects on pipes, manholes and service lines, - Installing sections of new pipe to replace defective pipe, - Installing pipe liners, and - Internal television inspection of pipeline infrastructure. § The work is necessary in order to maintain operational integrity of the sanitary sewer system. By using a unit price repair contract, Charlotte Water will also be able to address structural issues as a preventative measure to sanitary sewer overflows. § On April 19, 2016, Charlotte Water issued an Invitation to Bid for sanitary sewer rehabilitation; three bids were received from interested service providers. § Atlantic Coast Contractors, Inc. was selected as the lowest responsive, responsible bidder. § The contract is expected to replace and/or rehabilitate approximately 31,000 linear feet of sewer lines, 170 manholes and 100 service connections, as well as other miscellaneous sewer repairs and upgrades. § The contract term is estimated to last approximately one year. Charlotte Business INClusion Established SBE Goal: 6.00% Committed SBE Goal: 7.57% Atlantic Coast Contractors, Inc. exceeded the established subcontracting goal and has committed 7.57% ($195,000) of the total contract amount to the following certified firms (Part B: Section 3 of the Charlotte Business INClusion Policy): · Central Carolina Underground, Inc. (SBE) ($50,000) (manhole rehabilitation) · P&H Utilities (SBE) ($50,000) (public utilities) · Venture Utility Construction, Inc. (SBE) ($50,000) (utility construction) · JAAMCO Draining Cleaning & Video Inspection, Inc. (SBE) ($25,000) (sewer line cleaning & inspection) · B & N Grading (SBE) ($10,000) (paving and concrete) · The Huffstetler Group, Inc. (SBE) ($10,000) (concrete) Fiscal Note Funding: Charlotte Water Community Investment Plan City of Charlotte Page 60 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 47. Gum Branch Outfall Replacement Action: Approve a contract in the amount of $491,819 with Stantec Consulting Services Inc. for engineering design and construction administration services for the Gum Branch Outfall Replacement project. Staff Resource(s): Carl Wilson, Charlotte Water Explanation § Gum Branch outfall is located within the Long Creek wastewater basin and conveys wastewater flows from northwest Charlotte and northwestern Mecklenburg County. § Due to development, population growth, and the inflow and infiltration in the Gum Branch Basin, infrastructure is experiencing flows higher than the existing pipes can accommodate. § The outfall is approximately 40 years old, and in addition to its highly-deteriorated condition and age, it cannot accommodate growth within the basin. § In order to address both the condition and capacity concerns, the project includes the construction of approximately 5,600 linear feet of 24-inch gravity sewer and 4,400 linear feet of 18-inch gravity sewer. § On February 9, 2016, the City issued a Request for Qualifications (RFQ) for professional engineering services for the Gum Branch Outfall Replacement. In response to the RFQ, the City received 11 proposals from interested professional service providers. § Charlotte Water staff evaluated the proposals and determined that Stantec Consulting Services, Inc. is the best qualified firm to meet the City’s needs on the basis of demonstrated competence and qualification of professional services in response to the RFQ requirements. Charlotte Business INClusion The City negotiates subcontracting participation after the proposal selection process (Part C: Section 2.1 (h) of the Charlotte Business INClusion Policy). Stantec Consulting Services, Inc. has committed 17.75% ($87,298) of the total contract amount to the following certified firm(s): · Carolina Wetland Services, Inc. (SBE, WBE) ($29,499) (wetland permitting) · Capstone Civil Engineering, Inc. (SBE, MBE) ($20,299) (geotechnical) · Gavel & Dorn Engineering PLLC (SBE) ($20,000) (flow monitoring) · Avioimage Mapping Services, Inc. (SBE) ($17,500) (aerial topography) Fiscal Note Funding: Charlotte Water Community Investment Plan Attachment Map Gum Branch Outfall City of Charlotte Page 61 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 48. McDowell Basin Sanitary Sewer Improvements Action: Approve a contract in the amount of $798,523 with Black & Veatch International Company for the McDowell Basin Sanitary Sewer Improvements Project - Phase I. Staff Resource(s): Carl Wilson, Charlotte Water Explanation § The McDowell Basin Wastewater Collection System encompasses northwest Mecklenburg County and the towns of Huntersville and Cornelius. § The basin consists of approximately 145 miles of collection sewers and is tributary to the McDowell Creek Wastewater Treatment Plant. § The project is comprised of two main phases: - Phase I will include model-related basic services, covering flow monitoring, hydraulic modeling/analysis, condition assessment and Community Investment Project (CIP) development for the McDowell Basin. - Phase II will include engineering services for the design and implementation of projects identified as high priority CIP projects under Phase I. § On February 22, 2016, the City issued a Request for Qualifications (RFQ) for the McDowell Basin Interceptor Improvements. In response to the RFQ, the City received five proposals from interested professional service providers. - The RFQ included requirements for both phases of this project. § Charlotte Water staff evaluated the proposals and determined that Black & Veatch International Company is the best qualified firm to meet the City’s needs on the basis of demonstrated competence and qualification of professional services in response to the RFQ requirements. § At this time, Charlotte Water is only recommending the contract to Black & Veatch International Company for Phase I work. Contingent on the company’s overall performance of Phase I, Charlotte Water will recommend the contract for Phase II work. § Phase I work is anticipated to be complete in a year. Charlotte Business INClusion The City negotiates subcontracting participation after the proposal selection process (Part C: Section 2.1(h) of the Charlotte Business INClusion Policy. Black & Veatch International Company has committed 6.24% ($49,844) of the total contact amount to the following certified firm(s): · CES Group Engineers, LLP (SBE, WBE) ($25,000) (surveying) · Gavel & Dorn Engineering, PLLC (SBE) ($19,400) (sewer condition assessment) · Carolina Wetland Services, Inc. (SBE, WBE) ($5,800) (environmental services) Fiscal Note Funding: Charlotte Water Community Investment Plan Attachment Map McDowell Creek Basin Map City of Charlotte Page 62 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 49. Charlotte Water - Geotechnical and Blast Monitoring Services Action: Approve a contract in the amount of $200,000 with Terracon Consultants, Inc. for geotechnical, environmental, and blast monitoring services. Staff Resource(s): Carl Wilson, Charlotte Water Explanation § The contract will provide funding for geotechnical, environmental, and blast monitoring services required on various Charlotte Water construction projects. § On February 12, 2016, the City issued a Request for Qualifications (RFQ) for Geotechnical, Environmental, and Blast Monitoring Services. In response to the RFQ, 11 proposals were received from interested professional service providers for one or a combination of the services listed above. § Charlotte Water staff evaluated the proposals and determined that Terracon Consultants, Inc. is the best qualified firm to meet the City’s needs on the basis of demonstrated competence and qualification of professional services in response to the RFQ requirements. Charlotte Business INClusion No subcontracting goal was established because there are no subcontracting opportunities (Part C: Section 2.1 (a) of the Charlotte Business INClusion Policy). Fiscal Note Funding: Charlotte Water Community Investment Plan City of Charlotte Page 63 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 50. Charlotte Water - Facilities Landscaping Services Action: A. Approve unit price contracts with the following companies for landscaping services for an initial term of one year: - Naturchem Inc., - Burk Landscaping, - Triple L Landscape, - Diamond Athletic Landscaping, - Majestic Mountain Maintenance LLC, - The Carolina’s Landworks Inc., - Carolina Commercial Landscaping LLC, - Single Oak Farm Inc., - Napper Services LLC, - Cutt’n Up Yard Services, and - Partners Lawn & Landscaping Inc., and B. Authorize the City Manager to renew the contracts for up to two additional, one-year terms and to amend the contracts consistent with the City’s business needs and the purpose for which the contracts were approved. Staff Resource(s): Shawn Coffman, Charlotte Water Explanation § Charlotte Water facilities require periodic landscaping to maintain a professional appearance, ensure visibility for security purposes, and to ensure a safe working environment in the areas surrounding facilities. § These landscape services contracts will provide for equipment, materials, tools, labor, and supervision to perform all regularly scheduled maintenance of the landscaping and grounds at Charlotte Water treatment plants, lift and pump stations, and other buildings. All the locations (100+) were combined into 22 groupings for the purpose of bidding. § The contracts include general grounds keeping, lawn care, mulching, weed and vegetation control, and bush/hedge/tree trimming. § On March 3, 2016, the City issued a Request for Proposal (RFP) for Landscaping Services. In response to the RFP, the City received 18 proposals from interested service providers. § Charlotte Water staff evaluated the proposals and determined that the providers named above best meet the City’s needs in terms of qualifications, experience, cost, and responsiveness to RFP requirements. § The estimated total annual expenditure for landscaping services is $1.5 million. Charlotte Business INClusion No subcontracting goal was established because there are no subcontracting opportunities (Part C: Section 2.1 (a) of the Charlotte Business INClusion Policy). 58.60% of the total estimated annual contract amounts have been awarded to the following certified firms: · Triple L Landscaping (SBE) ($614,000) · Napper Services, LLC (SBE, MBE) ($186,926) · Carolina Commercial Landscaping (SBE) ($83,400) Fiscal Note Funding: Charlotte Water Operating Budget City of Charlotte Page 64 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 51. Charlotte Water - Heating, Ventilation, and Air Condition Preventative Maintenance and Repair Services Action: A. Approve unit price contracts with the following companies for Heating, Ventilation, and Air Condition Preventative Maintenance and Repair Services for an initial term of two years: - Climate Control of Charlotte Inc., - Bowles Mechanical Inc., - Red Blue Inc., and - STR Mechanical Inc. B. Authorize the City Manager to renew the contracts for up to two additional, one-year terms and to amend the contracts consistent with the City’s business needs and the purpose for which the contracts were approved. Staff Resource(s): Shawn Coffman, Charlotte Water Explanation § Many of Charlotte Water’s facilities require heating, ventilation, and air condition (HVAC) systems to condition buildings for occupancy, proper operation of equipment, and safety. § These HVAC contracts will provide for equipment, materials, tools, labor, and supervision to perform all regularly scheduled preventative maintenance of the HVAC systems at Charlotte Water treatment plants, lift and pump stations, and other buildings, in excess of 30 locations. § Due to the critical nature of this equipment, Charlotte Water uses multiple vendors to ensure adequate coverage and resources for these services. § On March 3, 2016, the City issued a Request for Proposal (RFP) for HVAC Preventative Maintenance and Repair Services. In response to the RFP, the City received seven proposals from interested service providers. § Charlotte Water staff evaluated the proposals and determined that the providers named above best meet the City’s needs in terms of qualifications, experience, cost, and responsiveness to RFP requirements. § Combined annual cost for preventative maintenance and repairs is approximately $352,500. Unexpected repairs will be performed on a time and materials basis. Charlotte Business INClusion No subcontracting goal was established because there are no subcontracting opportunities (Part C: Section 2.1 (a) of the Charlotte Business INClusion Policy). Fiscal Note Funding: Charlotte Water Operating Budget City of Charlotte Page 65 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 52. Refund of Property and Business Privilege License Taxes Action: A. Adopt a resolution authorizing the refund of property taxes assessed through clerical or assessor error in the amount of $4,487.68, and B. Adopt a resolution authorizing the refund of business privilege license payments in the amount of $262.50. Staff Resource(s): Robert Campbell, Management & Financial Services Explanation § Notification of Property Tax and Business Privilege License Tax refunds due to clerical or assessor error are provided to the City by Mecklenburg County. Pearson Review Update § In accordance with the ordinance approved by the City Council on August 25, 2014, and the North Carolina law, a list of refunds, which have been paid since the last City Council Business Meeting as a result of the Pearson Review, is available at the City Clerk’s Office. § The amount of Pearson Review refunds paid since the last City Council Business Agenda Meeting on May 23, 2016, totaled $301,471.11 Attachment List of Taxpayers and Refunds Requested List of Business Privilege License Refunds Requested Resolution Property Tax Refunds Resolution Business Privilege License Refunds List of Taxpayers and Refunds Requested List of Business Privilege License Refunds Resolution Property Tax Refund Resolution Business Privilege License Refund 53. Meeting Minutes Action: Approve the titles, motions, and votes reflected in the Clerk’s record as the minutes of: - April 20, 2016, Budget Workshop - April 25, 2016, Business Meeting - May 02, 2016, Council Workshop - May 09, 2016, Business Meeting and Budget Public Hearing Staff Resource(s): Stephanie C. Kelly, City Clerk’s Office City of Charlotte Page 66 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 PROPERTY TRANSACTIONS 54. In Rem Remedy: 623 Northway Drive For In Rem Remedy, the public purpose and policy are outlined here. Public Purpose: § Eliminate a blighting influence; § Reduce the proportion of substandard housing; § Increase tax value of property by making land available for potential infill housing development; and § Support public safety initiatives. Policy: § Housing & Neighborhood Development and Community Safety The In Rem Remedy items were initiated from 3 categories: 1. Public Safety - Police and/or Fire Departments 2. Complaint - petition by citizens, tenant complaint, or public agency referral 3. Field Observation - concentrated code enforcement program The In Rem Remedy item is listed below by category identifying the street address and neighborhood. Field Observation: (623 Northway Drive) Action: Adopt an Ordinance authorizing the use of In Rem Remedy to demolish and remove the structure at (623 Northway Drive) (Neighborhood Profile Area 385). Attachment In Rem Packet for 623 Northway Drive In Rem Remedy 623 Northway Dr.pdf City of Charlotte Page 67 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 55. In Rem Remedy: 636 Edgegreen Drive For In Rem Remedy, the public purpose and policy are outlined here. Public Purpose: § Eliminate a blighting influence; § Reduce the proportion of substandard housing; § Increase tax value of property by making land available for potential infill housing development; and § Support public safety initiatives. Policy: § Housing & Neighborhood Development and Community Safety The In Rem Remedy items were initiated from 3 categories: 1. Public Safety - Police and/or Fire Departments 2. Complaint - petition by citizens, tenant complaint, or public agency referral 3. Field Observation - concentrated code enforcement program The In Rem Remedy item is listed below by category identifying the street address and neighborhood. Field Observation: (636 Edgegreen Drive) Action: Adopt an Ordinance authorizing the use of In Rem Remedy to demolish and remove the structure at (636 Edgegreen Drive) (Neighborhood Profile Area 230). Attachment In Rem Packet for 636 Egegreen Drive In Rem Remedy 636 Edgegreen Dr.pdf City of Charlotte Page 68 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 56. In Rem Remedy: 1033 Brianna Way For In Rem Remedy, the public purpose and policy are outlined here. Public Purpose: § Eliminate a blighting influence; § Reduce the proportion of substandard housing; § Increase tax value of property by making land available for potential infill housing development; and § Support public safety initiatives. Policy: § Housing & Neighborhood Development and Community Safety The In Rem Remedy items were initiated from 3 categories: 1. Public Safety - Police and/or Fire Departments 2. Complaint - petition by citizens, tenant complaint, or public agency referral 3. Field Observation - concentrated code enforcement program The In Rem Remedy item is listed below by category identifying the street address and neighborhood. Field Observation: (1033 Brianna Way) Action: Adopt an Ordinance authorizing the use of In Rem Remedy to demolish and remove the structure at (1033 Brianna Way) (Neighborhood Profile Area 362). Attachment In Rem Packet for 1033 Brianna Way In Rem Remedy 1033 Brianna Wy.pdf City of Charlotte Page 69 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 57. In Rem Remedy: 1822 1-6 Parson Street For In Rem Remedy, the public purpose and policy are outlined here. Public Purpose: § Eliminate a blighting influence; § Reduce the proportion of substandard housing; § Increase tax value of property by making land available for potential infill housing development; and § Support public safety initiatives. Policy: § Housing & Neighborhood Development and Community Safety The In Rem Remedy items were initiated from 3 categories: 1. Public Safety - Police and/or Fire Departments 2. Complaint - petition by citizens, tenant complaint, or public agency referral 3. Field Observation - concentrated code enforcement program The In Rem Remedy item is listed below by category identifying the street address and neighborhood. Complaint: (1822 1-6 Parson Street) Action: Adopt an Ordinance authorizing the use of In Rem Remedy to demolish and remove the structure at (1822 1-6 Parson Street) (Neighborhood Profile Area 386). Attachment In Rem Packet for 1822 1-6 Parson Street In Rem Remedy 1822 1-6 Parson St.pdf City of Charlotte Page 70 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 58. In Rem Remedy: 2728 Marney Avenue For In Rem Remedy, the public purpose and policy are outlined here. Public Purpose: § Eliminate a blighting influence; § Reduce the proportion of substandard housing; § Increase tax value of property by making land available for potential infill housing development; and § Support public safety initiatives. Policy: § Housing & Neighborhood Development and Community Safety The In Rem Remedy items were initiated from 3 categories: 1. Public Safety - Police and/or Fire Departments 2. Complaint - petition by citizens, tenant complaint, or public agency referral 3. Field Observation - concentrated code enforcement program The In Rem Remedy item is listed below by category identifying the street address and neighborhood. Field Observation: (2728 Marney Avenue) Action: Adopt an Ordinance authorizing the use of In Rem Remedy to demolish and remove the structure at (2728 Marney Avenue) (Neighborhood Profile Area 370). Attachment In Rem Packet for 2728 Marney Avenue In Rem Remedy 2728 Marney Av.pdf City of Charlotte Page 71 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 59. Property Transactions - Taggart Creek Outfall Phase 2, Parcel #7 Action: Approve the following Acquisition: Taggart Creek Outfall Phase 2, Parcel #7 Project: Taggart Creek Outfall Phase 2, Parcel #7 Owner(s): Beacon Holdings, LLC Property Address: 3735 Glen Lake Drive Total Parcel Area: 1,408,548 sq. ft. (32.336 acres) Property to be acquired by Easements: 62,709 sq. ft. (1.44 acres) in Sanitary Sewer Easement, plus 31,676 sq. ft. (.727 ac.) in Temporary Construction Easement Structures/Improvements to be impacted: None Landscaping to be impacted: None Use: Industrial Tax Code: 143-071-04 Purchase Price: $95,450 Council District: 3 60. Property Transactions - Lyon Court Storm Drainage Improvement Project, Parcel #138 Action: Approve the following Condemnation: Lyon Court Storm Drainage Improvement Project, Parcel #138 Project: Lyon Court Storm Drainage Improvement Project, Parcel #138 Program: Flood Control Owner(s): Lucianne Cronin and Danna Ray Property Address: 1645 Nassau Boulevard Total Parcel Area: 14,052 sq. ft. (.323 ac.) Property to be acquired by Easements: 1,985 sq. ft. (.046 ac.) in Storm Drainage Easement, plus 1,111 sq. ft. (.026 ac.) in Temporary Construction Easement Structures/Improvements to be impacted: None Landscaping to be impacted: Trees and various plantings Zoned: R-5 Use: Single-family Residential Tax Code: 095-079-37 Appraised Value: $38,550 Property Owner’s Counteroffer: $90,000 Property Owner’s Concerns: The property owner disagrees with the design, compensation amount, and the existing drainage lines being connected into the proposed drainage system. City’s Response to Property Owner’s Concerns: Staff explained that the current design is the most appropriate design. It was also suggested for the property owner to obtain their own appraisal from an MAI certified appraiser. Recommendation: To avoid delay in the project schedule, staff recommends proceeding to condemnation during which time negotiations can continue, mediation is available and if necessary, just compensation can be determined by the court. Council District: 1 City of Charlotte Page 72 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 61. Property Transactions - Frazier Avenue Realignment, Parcel #303 Action: Approve the following Acquisition: Frazier Avenue Realignment, Parcel #303 Project: Frazier Avenue Realignment, Parcel #303 Owner(s): Cheetah Properties, LLC Property Address: 116 and 118 Frazier Avenue Total Parcel Area: 6,007 sq. ft. (.138 ac.) Property to be acquired by Easements: 361 sq. ft. (.008 ac.) in Sidewalk and Utility Easement, plus 1,414 sq. ft. (.032 ac.) in Temporary Construction Easement Structures/Improvements to be impacted: None Landscaping to be impacted: None Zoned: R-22MF Use: Multi-family Tax Code: 078-187-17 Purchase Price: $10,350 Council District: 2 City of Charlotte Page 73 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 REFERENCES City of Charlotte Page 74 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 62. Reference - Charlotte Business INClusion Policy The following excerpts from the City’s Charlotte Business INClusion Policy are intended to provide further explanation for those agenda items which reference the Charlotte Business INClusion Policy in the business meeting agenda. Part A: Administration & Enforcement Appendix Section 20: Contract: For the purposes of establishing an MWSBE subcontracting goal on a Contract, the following are examples of contract types: § Any agreement through which the City procures services from a Business Enterprise, other than Exempt Contracts. § Contracts include agreements and purchase orders for (a) construction, re-construction, alteration and remodeling; (b) architectural work, engineering, surveying, testing, construction management and other professional services related to construction; and (c) services of any nature (including but not limited to general consulting and technology-related services) , and (d) apparatus, supplies, goods or equipment. § The term “Contract” shall also include Exempt Contracts for which an SBE, MBE or WBE Goal has been set. § Financial Partner Agreements, Development Agreements, and Construction Manager-at-Risk Agreements shall also be deemed “Contracts,” but shall be subject to the provisions referenced in the respective Parts of the Charlotte Business INClusion Program Policy. Appendix Section 27: Exempt Contracts: Contracts that fall within one or more of the following categories shall be “Exempt Contracts” from all aspects of the Charlotte Business INClusion Policy, unless the Department responsible for procuring the Contract decides otherwise: No Competitive Process Contracts: Contracts or purchase orders that are entered into without a competitive process, or entered into based on a competitive process administered by an entity other than the City shall be Exempt Contracts, including but not limited to contracts that are entered into by sole sourcing, piggybacking, buying off the North Carolina State contract, buying from a competitive bidding group purchasing program as allowed under G.S. 143-129(e)(3), or using the emergency procurement procedures established by the North Carolina General Statutes. Managed Competition Contracts: Managed competition contracts pursuant to which a City Department or division competes with Business Enterprises to perform a City function shall be Exempt Contracts. Real Estate Leasing and Acquisition Contracts: Contracts for the acquisition or lease of real estate shall be Exempt Contracts. Federal Contracts Subject to DBE Requirements: Contracts that are subject to the U.S. Department of Transportation Disadvantaged Business Enterprise Program as set forth in 49 CFR Part 26 or any successor legislation shall be Exempt Contracts. State Contracts Subject to MWBE Requirements: Contracts for which a minority and women business participation goal is set pursuant to G.S. 143-128.2(a) due to a building project receiving funding from the State of North Carolina shall be Exempt Contracts. Financial Partner Agreements with DBE or MWBE Requirements: Contracts that are subject to a disadvantaged business development program or minority and women business development program maintained by a Financial Partner shall be Exempt Contracts. Interlocal Agreements: Contracts with other units of federal, state, or local government shall be Exempt Contracts. Contracts for Legal Services: Contracts for legal services shall be Exempt Contracts, unless otherwise indicated by the City Attorney. Contracts with Waivers: Contracts for which the SBO Program Manager or the City Manager waives the SBO Program requirements shall be Exempt Contracts (such as when there are no SBE subcontracting City of Charlotte Page 75 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 opportunities on a Contract). Special Exemptions: Contracts where the Department and the Program Manager agree that the Department had no discretion to hire an SBE (e.g., emergency contracts or contracts for banking or insurance services) shall be Exempt Contracts. Appendix Section 35: Informal Contracts: Contracts and purchase orders through which the City procures services from a Business Enterprise that fall within one of the following two categories: Construction Contracts Less Than or Equal To $500,000: Service and Commodities Contracts That Are Less Than or Equal To $100,000: Part B: Formal Construction Bidding Part B: Section 2.1: When the City Solicitation Documents for a Construction Contract contain an MWSBE Goal, each Bidder must either: (a) meet the MWSBE Goal, or (b) comply with the Good Faith Negotiation and Good Faith Efforts requirements. Failure to do so constitutes grounds for rejection of the Bid. The City Solicitation Documents will contain certain forms that Bidders must complete to document having met these requirements. Part B: Section 2.3: No Goals When There Are No Subcontracting Opportunities. The City shall not establish Subcontracting Goals for Contracts where: a) there are no subcontracting opportunities identified for the Contract; or b) there are no SBEs, MBEs or WBEs (as applicable) to perform scopes of work or provide products or services that the City regards as realistic opportunities for subcontracting. Part C: Services Procurement Part C: Section 2.1: When the City Solicitation Documents for a Service Contract do not contain an SBE Goal, each Proposer must negotiate in good faith with each MWSBE that responds to the Proposer’s solicitations and each MWSBE that contacts the Proposer on its own accord. Additionally, the City may negotiate a Committed SBE Goal with the successful Proposer after the Proposal Opening. Part C: Section 2.1: No Goal When There Are No MWSBE Subcontracting Opportunities. The City shall not establish an MWSBE Goal for Service Contracts where there are no MWSBEs certified to perform the scopes of work that the City regards as realistic opportunities for subcontracting. Part D: Post Contract Award Requirements Part D: Section 6: New Subcontractor Opportunities/Additions to Scope, Contract Amendments If a Contractor elects to subcontract any portion of a Contract that the Contractor did not previously identify to the City as a subcontracting opportunity, or if the scope of work on a Contract increases for any reason in a manner that creates a new MWSBE subcontracting opportunity, the City shall either: § Notify the Contractor that there will be no Supplemental MWSBE Goal for the new work; or § Establish and notify the Contractor of a Supplemental MWSBE Goal for the new work. City of Charlotte Page 76 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 63. Reference - Property Transaction Process Property Transaction Process Following Council Approval for Condemnation The following overview is intended to provide further explanation for the process of property transactions that are approved by City Council for condemnation. Approximately six weeks of preparatory work is required before the condemnation lawsuit is filed. During this time, City staff continues to negotiate with the property owner in an effort to reach a mutual settlement. § If a settlement is reached, the condemnation process is stopped, and the property transaction proceeds to a real estate closing. § If a settlement cannot be reached, the condemnation lawsuit is filed. Even after filing, negotiations continue between the property owner and the City’s legal representative. Filing of the condemnation documents allows: - The City to gain access and title to the subject property so the capital project can proceed on schedule. - The City to deposit the appraised value of the property in an escrow account with the Clerk of Court. These funds may be withdrawn by the property owner immediately upon filing, and at any time thereafter, with the understanding that additional funds transfer may be required at the time of final settlement or at the conclusion of litigation. § If a condemnation lawsuit is filed, the final trial may not occur for 18 to 24 months; however, a vast majority of the cases settle prior to final trial. The City’s condemnation attorney remains actively engaged with the property owner to continue negotiations throughout litigation. - North Carolina law requires that all condemnation cases go through formal non-binding mediation, at which an independent certified mediator attempts to facilitate a successful settlement. For the minority of cases that do not settle, the property owner has the right to a trial by judge or jury in order to determine the amount of compensation the property owner will receive. City of Charlotte Page 77 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 64. Reference - Property Acquisitions and Condemnations § The City has negotiated in good faith to acquire the properties set forth below § For acquisitions, the property owner and staff have agreed on a price based on appraisals and/or estimates. § In the case of condemnations, the value was established by an independent, certified appraisal followed by a third-party appraisal review. § Real Estate staff diligently attempts to contact all property owners by: - Sending introductory letters via regular and certified mail; - Making several site visits; - Leaving door hangers and business cards; - Seeking information from neighbors; - Searching the internet - Obtaining title abstracts, and - Leave voice messages § For most condemnation cases, City staff and the property owner(s) have been unable to reach a settlement. In some cases, condemnation is necessary to ensure a clear title to the property. § If the City Council approves the resolutions, the City Attorney’s office will initiate condemnation proceedings. As part of the condemnation process, real estate staff and the City Attorney’s Office will continue to negotiate, including court-mandated mediation, in an attempt to resolve the matter. Most condemnation cases are settled by the parties prior to going to court. § If a settlement cannot be reached, the case will proceed to a trial before a judge or jury to determine “just compensation.” § Full text of each resolution is on file with the City Clerk’s Office. § The definition of easement is a right created by grant, reservation, agreement, prescription, or necessary implication, which one has in the land of another, it is either for the benefit of land, such as right to cross A to get to B, or “in gross”, such as public utility easement. § The definition of fee simple is an estate under which the owner is entitled to unrestricted powers to dispose of the property, and which can be left by will or inherited, commonly, synonym for ownership. City of Charlotte Page 78 Printed on 6/13/2016 City Council Business Meeting Meeting Agenda June 13, 2016 Adjournment City of Charlotte Page 79 Printed on 6/13/2016