City Council Business Meeting

City of Charlotte Charlotte-Mecklenburg Government Center 600 East 4th Street Charlotte, NC 28202 Meeting Agenda Monday, June 27, 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 27, 2016 CITY COUNCIL MEETING Monday, June 27, 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 28 Animal Care and Control Interlocal Agreements City of Charlotte Page 2 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 5:00 P.M. DINNER BRIEFING, CHARLOTTE-MECKLENBURG GOVERNMENT CENTER, ROOM 267 1. Mayor and Council Consent Item Questions Staff Resource(s): Debra Campbell, City Manager’s Office 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. Airport Taxi Operating Agreements Committee Chair: Council member Julie Eiselt Staff Resource(s): Brent Cagle, Aviation Time: 30 minutes Explanation § The purpose of this presentation is to provide an overview of the Airport Taxi Operating Services Request for Proposals process. § Staff will discuss the Evaluation Team and Community Safety Committee’s recommendation of using four taxi companies to provide passenger pick-up services at the Airport. Future Action City Council is asked to consider on tonight’s Business Agenda the Airport Taxi Operating Agreements, item 13, in the Policy section. City of Charlotte Page 3 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 3. Eastland Mall Redevelopment Strategy Update Committee Chair: Council member James Mitchell Staff Resource(s): Patrick Mumford, Neighborhood & Business Services Todd DeLong, Neighborhood & Business Services Ed McKinney, Planning Time: 45 minutes Explanation § The purpose of the presentation is to: - Provide an update on the redevelopment process for the former Eastland Mall site, - Summarize the results of an assessment and series of stakeholder discussions led by the Latin American Economic Development Corporation focusing on the former mall property, and - Present the next steps in implementation and redevelopment of the site in a strategic and market-based manner. Future Action The City Council is asked to support the proposed next steps, which include hiring a multi-disciplinary consulting team that will assist staff in creating an implementation strategy. Components of this process will involve: § Participating in community engagement activities to shape key investments, § Creating a preliminary design, § Developing cost estimates for infrastructure improvements, and § Creating a phased development strategy. 4. Answers to Mayor and Council Consent Item Questions Staff Resource(s): Debra Campbell, City Manager’s Office Time: 10 minutes Synopsis Staff responses to questions from the beginning of the dinner meeting. City of Charlotte Page 4 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 Roll Call Call to Order Introductions Invocation Pledge of Allegiance City of Charlotte Page 5 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 6:30 P.M. CITIZENS' FORUM City of Charlotte Page 6 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 7:00 P.M. AWARDS AND RECOGNITION 5. Consent agenda items 27 through 63 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 7 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 ZONING 6. Rezoning Petition 2016-024 Action: Render a decision on petition 2016-024 by Greystar GPII, LLC - From R-3 (single-family residential) and R-8MF (CD) (multi-family residential, conditional), and - To UR-2(CD) (urban residential, conditional), with five-year vested rights. Staff Resource(s): Tammie Keplinger, Planning Explanation § The public hearing on this rezoning petition was held on April 18, 2016. § The property is approximately 6.01 acres located on the west side of Randolph Road between Sloane Square Way and Rutledge Avenue (Council District 6 - Smith). § Petition 2016-024 proposes the redevelopment of two parcels, one developed with an existing institutional use and the other a single-family home, located in the Cotswold area for 158 age-restricted, multi-family units in three buildings at a density of 26.2 dwelling units per acre. § Since not all City Council members were present at the June 20 Zoning Meeting, at the request of the petitioner, the City Council deferred the decision of this petition to the June 27 Business Meeting. § The Zoning Committee found this petition to be inconsistent with the South District Plan recommendation for institutional use for the R-3 (single family residential) portion of the site. The R-8MF (CD) (multi-family residential, conditional) portion of the site is consistent with the multi-family use recommended by the plan but inconsistent with the density of 7.25 units per acre as amended by a previous rezoning petition. However, the proposed density is aligned with the General Development Policies, which support consideration of a density over 17 dwellings per acre, based on information from the staff analysis and the public hearing § The Zoning Committee voted 5-0 to recommend APPROVAL of this petition with the noted modifications. § Staff agrees with the recommendation of the Zoning Committee. Attachment Zoning Committee Recommendation Staff Analysis Vicinity Map Locator Map Site Plan 2016-024_reco_5-25-16_final 2016-024_staff_4-18-16_final final 4-12 2016-024 vicinity map 2016-024 rezoning map Rezoning Petition 2016-024_Site Plans City of Charlotte Page 8 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 PUBLIC HEARING 7. Public Hearing on Voluntary Annexation Action: A. Hold a public hearing for the Starnes Road/Paw Creek II voluntary annexation, and B. Adopt an ordinance with an effective date of June 27, 2016, to extend the corporate limits to include this property and assign it to the adjacent Council District 3. Staff Resource(s): Jonathan Wells, Planning Explanation § Public hearings to obtain community input are required prior to City Council taking action on annexation requests. § A petition has been received from the owners of this 17.69 acre property located at the west end of Starnes Road immediately east of Interstate-485 in west Mecklenburg County. § The property is owned by LGI Homes. § The property is currently vacant and is zoned R12-MF (residential, multi-family). § The developer of the property plans for approximately 85 for-sale residential units in a series of “four-plex” buildings. § The property is located within Charlotte’s extraterritorial jurisdiction and shares boundaries with current city limits. § Intent of the annexation is to enable the streets within the proposed development to be designed and constructed to City of Charlotte street standards. § Annexation of this property will allow for more orderly extension of City development review, City services and capital investments in the future. § The effective annexation date for this property is June 27, 2016. § The Annexation Ordinance assigns the annexed area to adjacent City Council District 3. Consistent with City Council Policies § The annexation is consistent with City voluntary annexation policies approved by the City Council on March 24, 2003; more specifically this annexation: - Will not adversely affect the City’s ability to undertake future annexations, - Will not have undue negative impact on City finances or services, and - Will not result in a situation where unincorporated areas will be encompassed by new City limits. Attachment Map Annexation Ordinance Map Ordinance City of Charlotte Page 9 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 8. Public Hearing on a Resolution to Close a portion of Loma Linda Lane Action: A. Conduct a public hearing to close a portion of Loma Linda Lane, and B. Adopt a resolution to close a portion of Loma Linda Lane. Staff Resource(s): Jeff Boenisch, Transportation Explanation § North Carolina General Statute 160A-299 outlines the procedures for permanently closing streets and alleys. § The Charlotte Department of Transportation received a petition to abandon public right-of-way and requests this City Council action in accordance with the statute. § The action removes land from public right-of-way status and attaches it to the adjacent property. The attached resolution refers to exhibits and metes and bounds descriptions that are available in the City Clerk’s Office. § A portion of Loma Linda Lane is located in Council District 7. Petitioners CRLDC, LLC - Mr. William E. Saint Right-of-Way to be Abandoned The portion of Loma Linda Lane is located off of Country Lane. Country Lane intersects with both Providence Road and Kuykendall Road in south Charlotte. Reason This abandonment is consistent with the approved Providence Retreat II subdivision, which includes the removal of a segment of Loma Linda Lane in order to accommodate a new street alignment. Notification As part of the City’s notification process, and in compliance with North Carolina General Statute 160A-299, the Charlotte Department of Transportation submitted this abandonment petition for review by the public and City Departments. Adjoining property owner(s) Mr. and Mrs. Brian Springman - No objections Neighborhood/Business Association(s) - None Private Utility Companies - No objections City Departments Review by City departments identified no apparent reason this closing would: § Be contrary to the public interest; § Deprive any individual(s) owning property in the vicinity of reasonable means of ingress and egress to his property as outlined in the statutes; and § Be contrary to the adopted policy to preserve existing rights-of-way for connectivity. Attachment Map Resolution City of Charlotte Page 10 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 City Council Map_Loma Linda Lane Resolution to Close a portion of Loma Linda Lane City of Charlotte Page 11 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 9. Public Hearing on a Resolution to Close Bonnie Circle and Forest Drive Action: A. Conduct a public hearing to close Bonnie Circle and Forest Drive, and B. Adopt a resolution to close Bonnie Circle and Forest Drive. Staff Resource(s): Jeff Boenisch, Transportation Explanation § North Carolina General Statute 160A-299 outlines the procedures for permanently closing streets and alleys. § The Charlotte Department of Transportation received a petition to abandon public right-of-way and requests this City Council action in accordance with the statute. § The action removes land from public right-of-way status and attaches it to the adjacent property. The attached resolution refers to exhibits and metes and bounds descriptions that are available in the City Clerk’s Office. § Bonnie Circle and Forest Drive is located in Council District 2. Petitioners Ronald J. Withrow, Trustee, in conjunction with Northlake MR JV 2, LLC Right-of-Way to be Abandoned Bonnie Circle and Forest Drive is located west of Northlake Centre Parkway, adjacent to Northlake Mall. Reason The petitioner is vested in all of the abutting property and intends to reassemble this land in order to accommodate the Woodfield Northlake Phase 2 development, a multi-family dwelling development. This abandonment is contingent upon City Council approving a pending rezoning petition (#2016-070). Notification As part of the City’s notification process, and in compliance with North Carolina General Statute 160A-299, the Charlotte Department of Transportation submitted this abandonment petition for review by the public and City Departments. Adjoining property owner(s) - All abutting property is owned by the petitioner. Neighborhood/Business Association(s) - None Private Utility Companies - No objections City Departments Review by City departments identified no apparent reason this closing would: § Be contrary to the public interest; § Deprive any individual(s) owning property in the vicinity of reasonable means of ingress and egress to his property as outlined in the statutes; and § Be contrary to the adopted policy to preserve existing rights-of-way for connectivity. Attachment Map Resolution City of Charlotte Page 12 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 Council Map_Bonnie Circle and Forest Drive Resolution to Close Bonnie Circle and Forest Drive City of Charlotte Page 13 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 10. Public Hearing on a Resolution to Close a Portion of Greenwood Cliff Action: Continue a public hearing to close a portion of Greenwood Cliff to July 25, 2016. The Pearl Park Tax Increment Grant was considered by the following: - Mecklenburg County Economic Development Committee: June 8, 2016, - City Council Economic Development and Global Competiveness Committee: June 9, 2016, and - Mecklenburg Board of County Commissioners: June 21, 2016. Staff Resource(s): Jeff Boenisch, Transportation Explanation § North Carolina General Statute 160A-299 outlines the procedures for permanently closing streets and alleys. § The Charlotte Department of Transportation received a petition to abandon public right-of-way and requests this City Council action in accordance with the statute. § The action removes land from public right-of-way status and attaches it to the adjacent property. § The abandonment of Greenwood Cliff would allow for an extension of the existing Pearl Park Way (Pearl Park Project). § City Council voted to continue this public hearing at its Council Business Meeting on November 23, 2015. § There are three primary actions necessary for the Pearl Park Project to move forward: - Approval of a proposed Text Amendment, accomplished on February 15, 2016, - Decision on the Pearl Park Way Extension Tax Increment Grant (July 25, 2016), and - Closing of a portion of Greenwood Cliff (July 25, 2016). § The resolution to close this portion of Greenwood Cliff contains a contingency statement that requires the construction of Pearl Park Way Extension and Berkley Place Extension to be completed within five years of this action. § The City intends to keep Greenwood Cliff open to the public until the conditions outlined in the contingency statement are met. § Greenwood Cliff is located in City Council District 1. Petitioners Midtown Partners II, LLC Right-of-Way to be Abandoned Greenwood Cliff is located northwest of Kenilworth Avenue, neighboring the Pearl Street Neighborhood Park. Reason The closing of a portion of Greenwood Cliff will occur in exchange for the construction of the new Pearl Park Way extension. This first phase of this street connection will occur between Kenilworth Avenue and the remaining portion of Greenwood Cliff. In addition, this street closing will allow a number of abutting properties to be recombined in order to accommodate a new development consisting of mixed housing, office, and commercial uses. The proposed development is consistent with the Midtown-Morehead-Cherry Area Plan. Notification As part of the City’s notification process, and in compliance with North Carolina General Statute 160A-299, the Charlotte Department of Transportation submitted this abandonment petition for review by City of Charlotte Page 14 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 the public and City Departments. Adjoining property owner(s) Mr. Alan Mayfield - Notified/no response Mr. James Keenan - Has concerns that the proposed project design will not adversely impact remaining properties. Mr. David Earnhardt - Notified/no response Mr. Allen James - Notified/no response Mr. William Turner - No objections Mr. Chester Helt - Has concerns, which he and the petitioner are working to resolve. D&R Properties of Charlotte, LLC - Notified/no response Amy ENT, LLC - Notified/no response ODOM Family, LLC - Notified/no response Nameste Properties No. 1, LLC - Notified/no response Liberty Greenwood Cliff, LLC - Notified/no response Neighborhood/Business Association(s) Charlotte Regional Realtor® Association - No objections Private Utility Companies - No objections City Departments Review by City departments identified no apparent reason this closing would: § Be contrary to the public interest; § Deprive any individual(s) owning property in the vicinity of reasonable means of ingress and egress to that property as outlined in the statutes; and § Be contrary to the adopted policy to preserve existing rights-of-way for connectivity. City of Charlotte Page 15 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 11. Business Investment Grant for Corning Optical Communications LLC Action: A. Conduct a public hearing regarding approval of an economic development Business Investment Grant for Corning Optical Communications LLC, and B. Approve the City’s share of a Business Investment Grant to Corning Optical Communications LLC for a total estimated amount of $439,147 over five years (Total City/County grant estimated at $1,187,450). Staff Resource(s): Kevin Dick, Neighborhood & Business Services Explanation § Corning Inc., headquartered in New York and identified on the Fortune 500 list as number 297 in 2015, has chosen Charlotte for its new Optical Communications division headquarters. The company develops fiber optic cables, hardware, and equipment. The company also provides network services, such as design, project management, equipment rental, and training. § The Optical Communications division is currently based in Hickory, NC, and has determined the current facility to be obsolete and no longer compatible as a division headquarters. § On December 8, 2015, the company formally announced its decision to relocate its division headquarters to Charlotte after consideration of competitive offers from South Carolina, the City of Hickory, and Catawba County. § The new offices will be located outside the Business Investment Zone at 3946 Mt. Holly-Huntersville Road in the Riverbend Village area (State Highway 16/Interstate-485). The proposed location will meet the City Council criteria for a 50% grant. Properties located within the Business Investment Zone are eligible for 90% grants. The Business Investment Grant zone is determined based upon poverty levels within the Census tract where the property is located. § The land will be sold or assigned to a third party developer who will be the future owner of the property. The new 170,000-180,000 square-foot facility will be leased to Corning for 10-15 years. § The property owner’s lease to Corning will be a triple net lease and require that Corning pay all expenses of the facility, including property taxes. § If approved, the City’s share of the Business Investment Grant is estimated to be $439,147 over five years. § Total City/County combined grant is estimated to be $1,187,450 over five years. § The state of North Carolina has announced a Job Development Investment Grant in the amount of $2 million and $210,000 in training funds. § Corning has committed to: - A capital investment of at least $38 million for a new division headquarters facility. - The creation of at least 650 jobs over five years with an average annual wage of $90,900 (187% of the regional average wage). Approximately 48% of the new jobs are to be hired locally. - The new jobs will in the areas of commercial staff, engineering services, support staff, information technology, customer care, and executive leadership. - The company will provide notice to the City and Mecklenburg County and then host a job fair for local applicants so that there is an opportunity for the City and Mecklenburg County to assist with notifying job seekers. Business Investment Grant § The request meets the Council-approved criteria for a five-year, 50% headquarters grant. § On November 23, 2015, the City Council, in closed session, indicated its intent to approve a Business Investment Grant to Corning Optical Communications. § On December 1, 2015, the Mecklenburg County Board of Commissioners, in closed session, City of Charlotte Page 16 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 indicated its intent to approve a Business Investment Grant to Corning Optical Communications and approved its portion of the grant in public session on June 21, 2016. § The general terms and conditions of this grant include: - Actual grant payments are based on the value of the investment as appraised by the Mecklenburg County Tax Office. - All property taxes due from Corning Optical Communications must be paid before a grant payment is made. - A portion of the grant must be repaid if Corning Optical Communications moves this investment from Charlotte within five years of the end of the grant term. § Within One Year of the end of the BIP Term - 90% of grant payments § Within Two Years of the end of the BIP Term - 75% of grant payments § Within Three Years of the end of the BIP Term - 60% of grant payments § Within Four Years of the end of the BIP Term - 45% of grant payments § Within Five Years of the end of the BIP Term - 30% of grant payments Fiscal Note Funding: Business Investment Grant Attachment Estimated Business Investment Grant Paid Map Business Investment Grant Analysis Location Map for Corning Optical Communications City of Charlotte Page 17 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 POLICY 12. City Manager’s Report City of Charlotte Page 18 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 13. Airport Taxi Operating Agreements Action: Approve the following Community Safety Committee’s recommendations to: A. Enact a technical amendment to the Passenger Vehicles for Hire Ordinance, B. Execute contracts with the following companies for Airport taxi services for an initial term of three years: - City Cab LLC, - Crown Cab Company LLC, - Green Cab of Charlotte LLC, and - Yellow Cab of Charlotte, and C. Authorize the City Manager to renew the contracts for three additional, one-year terms. Committee Chair: Council member Julie Eiselt Staff Resource(s): Brent Cagle, Aviation Explanation Action A § In accordance with City Code Section 22-351, the Passenger Vehicles for Hire Ordinance currently states that “Airport operating agreements shall be entered into annually…” § The Community Safety Committee has recommended amending the Ordinance to remove the requirement to enter into agreements annually. This change allows the City to decide the appropriate term as a business decision rather than as a matter of local law. Actions B and C § In 2010, the City Council authorized the Airport to enter into on-demand taxi operating agreement. The current contracts will expire in July 2016. § The purpose of the agreement was to require first-class service standards with select taxi companies, offering features such as newer vehicles and backseat credit card devices. § The City does not pay the service providers. The service providers pay the City a per trip fee of $1.50 for each passenger pick-up from the Airport. There is no fee for passenger drop-off to the Airport. § Since the agreement has been in place, the Airport has recognized significant improvements in the customer service experience. § These agreements do not prohibit customers from using other providers to schedule transportation to/from the Airport. 2015 Ground Transportation Analysis § In October 2014, the City issued Request for Proposal for Ground Transportation Consulting Services. § The evaluation committee selected Taxi Research Partners based on its international reputation for ground transportation research projects and knowledge base. § Taxi Research Partners performed a year-long review of the Airport’s ground transportation system and provided recommendations related to taxi operations including: - The Airport’s current system of contracting with a limited number of providers reflects best practices when benchmarked against similar airports across the country. City of Charlotte Page 19 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 - The Airport should have at least two taxi service providers. - At the Airport’s current capacity, 170 taxi permits should be allotted to selected service providers to provide on-demand passenger pick up services. - The Airport should continue its current operating procedures with the above modifications. § Taxi Research Partners confirmed the current contract structure at the Airport provides benefits to passengers, taxi companies, and the Airport itself. Solicitation Process § Based on the recommendations from Taxi Research Partners and other developments at the Airport, on March 30, 2016, the City issued a Request for Proposal (RFP) for Airport Taxi Operating Services. § In response to the RFP, the City received 12 proposals from interested service providers. § The Evaluation Team consisted of staff from Aviation and the Charlotte-Mecklenburg Police Department, as well as external evaluators from HMS Host (the Airport’s concession provider) and the Hartsfield Jackson Atlanta International Airport, evaluated the proposals and determined that City Cab LLC, Crown Cab Company LLC, Green Cab of Charlotte LLC, and Yellow Cab of Charlotte best meet the City’s needs in terms of qualifications, experience, operating plans, driver treatment, and service quality. § Management & Financial Services facilitated the solicitation process and performed due diligence on the selected companies, including passenger vehicles for hire confirmation and reference checks. § The contracts give the City the option to renew for three additional, one year terms. Community Safety Committee Discussion § On June 16, 2016, Aviation and Management & Financial Services staff presented on the recommendation for taxi companies and the proposed technical amendment to the Passenger Vehicles for Hire Ordinance. § The Committee voted as follows: - Four to one to approve the proposed technical amendment (Eiselt, Austin, Fallon, Phipps voted yes; Smith voted no). - Four to one to approve the recommended taxi companies (Eiselt, Austin, Fallon, Phipps voted yes; Smith voted no). Fiscal Note Funding: Revenues generated from these agreements will be deposited into Aviation Operating Fund. Attachment Passenger Vehicles for Hire Ordinance - Section 22-351 - Operating Agreements PVH Airport Agreement Revision 2016 City of Charlotte Page 20 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 14. Emergency Solutions Grant Funding Recommendations Action: Approve the Housing & Neighborhood Development Committee’s recommendation of Emergency Solutions Grant Fund allocations totaling $272,051, to the following agencies: - Men’s Shelter of Charlotte: $142,612, and - Salvation Army, Center of Hope: $129,439. Committee Chair: Council member LaWana Mayfield Staff Resource(s): Pamela Wideman, Neighborhood & Business Services Rebecca Pfeiffer, Neighborhood & Business Services Explanation § On May 9, 2016, the City Council adopted the U.S. Department of Housing and Urban Development’s (HUD) Annual Action Plan (Plan). - The Plan identifies the need for affordable, safe, and decent housing and shelter for low- and moderate-income families. - The Plan governs the use of funding for federal housing programs and identifies City housing goals. - The Emergency Solutions Grant requested funding supports the City’s goal to support facilities and programs for the homeless as outlined in the Plan. § The ESG program contains five components: Street Outreach, Emergency Shelter, Homeless Prevention, Rapid Re-Housing and the Homeless Management Information System. § ESG funds are allocated annually by HUD and must be used to: - Engage homeless individuals and families living on the streets, - Improve the quality and operation of emergency shelters, - Provide essential services to shelter residents, - Rapidly re-house homeless individuals and families, and - Prevent families and individuals from becoming homeless. § This year’s ESG allocation totaled $466,608. On May 19, 2016, the City received nine proposals for the disbursement of ESG funds for 2016. Seven proposals met the City’s submission requirements and are recommended for funding. Five proposals fell under the $100,000 threshold for City Council approval, totaling $194,557: - Charlotte Family Housing, - Community Link, - Friendship Community Development Corporation, - Safe Alliance, and - Supportive Housing Communities. § The contract with the Men’s Shelter of Charlotte and the Salvation Army Center of Hope exceeded the $100,000 threshold, requiring City Council’s approval. Housing & Neighborhood Development Committee Discussion § On June 1, 2016, Neighborhood & Business Services staff presented the proposed 2016 ESG recommendations to the Housing & Neighborhood Development Committee (Committee). § The Committee voted unanimously to approve the recommendations (Mayfield, Austin, and Driggs, voting yes; Kinsey and Autry were absent.) City of Charlotte Page 21 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 Fiscal Note Funding: U.S. Department of Housing and Urban Development Administration Attachment Housing & Neighborhood Development PowerPoint Presentation from June 1, 2016 HAND PowerPoint Presentation for ESG Grant Funding Recommendations City of Charlotte Page 22 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 BUSINESS 15. General Obligation Bond Referendum Action: A. Introduce each of three bond orders required for a General Obligation Bond Referendum, which includes $148,440,000 of Transportation bonds, $55,000,000 of Neighborhood Improvement bonds, and $15,000,000 of Housing bonds, and B. Approve a resolution setting a public hearing for July 25, 2016. Staff Resource(s): Robert Campbell, Management & Financial Services Explanation § On June 13, 2016, the City Council adopted the Fiscal Year 2017 Operating Budget and Fiscal Years 2017-2021 Community Investment Plan, which included a $218,440,000 bond referendum in 2016. § City Council also approved resolutions that authorized staff to proceed with the actions necessary to conduct a general obligation bond referendum. § The current action is the second of the four required City Council actions. This action will specifically: - Introduce the bond orders for each of the ballot questions, and - Approve a resolution setting public hearings for the July 25 Council Business meeting § In accordance with state law, the Chief Financial Officer has filed a statement of estimated interest for each ballot question. The estimates are nonbinding. The Chief Financial Officer will also file a sworn statement of debt with the City Clerk. Next Steps § On July 25, 2016, 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 special bond referendum. § After the election on November 8, 2016, 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 County Board of Elections certifies the results of the vote. Fiscal Note Funding: Municipal Debt Service Fund Attachment Resolution Introducing Three Bond Orders Resolution for Notice of Public Hearing Introduction of Bond Orders - Charlotte 2016 Referendum - rev. to v1 Resolution setting public hearing - Charlotte 2016 Referendum - rev. to v1 City of Charlotte Page 23 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 16. Citywide Radios and Communication Equipment Action: A. Approve unit price contracts for the purchase of radios and communication equipment for the term of three years to the following companies: - Two Way Radio of Carolina, - Motorola Solutions, - Wireless Communications, - Communications International, and B. Authorize the City Manager to renew the contract for up to two, 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): Robert Campbell, Management & Financial Services Jeff Stovall, Innovation & Technology Explanation § Public safety radios are the critical two-way voice communication for all public safety first responders, such as Fire, Medic, Police, and Sheriff. § Radios also provide critical communications for City and Mecklenburg County field service employees and dispatchers. City Departments currently using radios include: Transportation, Solid Waste Services, Charlotte Water, CATS, and Aviation. § The City’s radio system relies heavily on software and imbedded firmware with which these radios must be compatible. All radio equipment and related components require interoperability with City, County, and surrounding jurisdictions’ systems. Radios must be designed for high durability and reliability. § Each radio manufacturer has developed specific methodology and software to perform system functions and control operations. Motorola holds the patent on the City’s system, and all public safety radios must be compatible with the City’s system. § On December 11, 2015, Management & Financial Services, on behalf of the Charlotte Cooperative Purchasing Alliance (CCPA), issued a Request for Proposals (RFP); six responsive proposals were received in response to the RFP, and each offered different manufacturers, models and discount structures for various models of radios and peripherals. § The Project Team, consisting of staff from Innovation & Technology, Fire, Police, Charlotte Water, and Solid Waste Services, evaluated the proposals and determined the service providers that best met the City’s needs in terms of qualifications, experience, cost, and responsiveness to RFP requirements and other public entities that may choose to use the resulting contracts. § Actual purchases will be determined by availability of departmental budgets and other funding sources. The quantity of radios purchased is highly varied and will be determined upon immediate need of replacement radios or for additional radios through staff expansion of departments. § The companies will be paid the unit prices set forth in the contracts, copies of which are available upon request. § The City may renew the contracts for up to two additional, one-year terms at prices to be negotiated based on market conditions. § Estimated annual combined contract expenditures are $4,000,000. - An estimated 1,052 radios are to be purchased annually at an average cost of $3,800 per unit. § On June 13, 2016, City Council approved a one-time purchase of Aviation radios to cover an immediate need for Airport operations. These radios were not previously covered on the Citywide contracts, but will be included going forward. City of Charlotte Page 24 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 Background § The CCPA is a cooperative purchasing program established by Management & Financial Services with the specific purpose of reducing procurement costs by leveraging aggregate purchasing volume to receive better pricing. § CCPA contracts are available for the use and benefit of all entities that must comply with state purchasing laws (cities, counties, public and private schools, colleges and universities, non-profits, and all governmental entities). Charlotte Business INClusion No subcontracting goal is established because there are no subcontracting opportunities (Part B: Section 2.3 of the Charlotte Business INClusion Policy). Fiscal Note Funding: Various Departments’ Operating Budgets City of Charlotte Page 25 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 17. Juvenile Diversion Program Grant Action: A. Authorize the City Manager to accept a grant in the amount of $98,186 from the North Carolina Governor’s Crime Commission for the Juvenile Diversion Program to fund two existing positions and expand the program to serve the Town of Matthews, and B. Adopt a budget ordinance appropriating $98,186 in grant funds from the North Carolina Governor’s Crime Commission. Staff Resource(s): Vicki Foster, Police Anthony Hall, Police Explanation § The North Carolina Governor’s Crime Commission (GCC) received federal funds to be redistributed in the form of grants. The GCC awarded a grant in the amount of $98,186 to the Juvenile Diversion Program for the funding of two existing positions (a diversion specialist and a program assistant) and for program expansion to serve the Town of Matthews. § The Juvenile Diversion Program serves youth, 17 years and younger, who are engaging in at-risk behaviors. The goal of program is to help youth choose activities as an alternative means to arrest and entry into the criminal justice system. § The CMPD Diversion Program began in January 2013. Since its inception, more than 2,300 youth have been referred to the program. § In 2015, the Juvenile Diversion Program received a GCC grant to expand services to the Town of Huntersville. Since its inception, more than 60 youth have been referred to the program. Grant Provisions § The GCC grant will fund one year of salaries, benefits, and operating expenses for the diversion specialist position and the program assistant position. § The GCC grant will cover 75% of the cost of the personnel and operation expenses with a minimum of 25% local cash match requirement. § The grant period begins October 1, 2016, and ends September 30, 2017. § At the conclusion of the grant period, CMPD will apply for Fiscal Year 2017 GCC grant funding. § If a Fiscal Year 2017 grant is not approved, personnel and operation expenses will be funded through reallocation of work with existing personnel within affected agencies. Funding § The total cost for the two positions, office supplies, and professional counseling services is estimated to be $130,940. § The federal share is $98,186. § During the grant period, the local share of personnel and operating costs of $32,728 was calculated based on pro-rata population with Charlotte-Mecklenburg Schools agreeing to fund 50% of CMPD’s pro-rata share of the cost: - CMPD: $14,935.50 - Charlotte-Mecklenburg Schools: $14,935.50 - Huntersville: $1,832 - Matthews: $1,025 Fiscal Note Funding: North Carolina Governor’s Crime Commission and Police Operating Budget City of Charlotte Page 26 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 Attachment Budget Ordinance Police_Gov Crime Commission_Juvenile Diversion_6-27-16 City of Charlotte Page 27 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 18. Victim Support Group Grant Action: A. Authorize the City Manager to accept a grant in the amount of $180,174 from the North Carolina Governor’s Crime Commission to fund 1.5 positions for the Victim Support Group, and B. Adopt a budget ordinance appropriating $180,174 in grant funds from the North Carolina Governor’s Crime Commission. Staff Resource(s): Vicki Foster, Police Ricky Robbins, Police Explanation § The North Carolina Governor’s Crime Commission (GCC) received federal funds to be redistributed in the form of grants. The GCC awarded a grant in the amount of $180,174 to the Victim Support Group, formerly the Homicide Support Group, to fund 1.5 positions. The positions will support the expansion of services to victims of vehicle crashes and similar tragedies. § The grant requires a local in-kind match of $47,433.60. Charlotte-Mecklenburg Police Department (CMPD) will provide the in-kind match in the form of supervisory hours from existing Victim Support Group staff and volunteers. § The CMPD Victim Support Group was established in 2009 to support families by providing advocacy and case management services. - Since 2012, the program has experienced a 69% increase in families using this service. § The 1.5 positions include a full-time victim advocate and part-time police officer. These positions will allow the Victim Support Group to address the growing need for direct secondary victim services, such as: - Providing case management, - Making referrals for counseling and other needed services, - Facilitating victim involvement with the criminal justice system, - Working with the medical examiner’s office, funeral homes, and insurance companies investigating death claims, - Customer service 24-hours a day, seven days a week for victim compensation assistance, and - Sending outreach letters to clients. § The Victim Support Group will also fund two support service agencies that will assist secondary victims of homicides, vehicle crashes, and similar tragedies: Victim Support Group will provide a total of $39,998.40 to the following agencies: - Latin American Coalition: an immigrant’s rights organization ($14,996.80) - Mothers of Murdered Offspring: victim’s rights organization for survivors of homicide and other violent crimes ($25,001.60). Grant Provisions § The GCC grant funds provides one year of salaries, benefits, and operating expenses for the victim advocate position and part-time police officer position. § The GCC grant will cover 75% of the cost of the personnel and operational expenses with a minimum of 25% local cash match requirement. § The grant period begins October 1, 2016, and ends September 30, 2017. § At the conclusion of the grant period, CMPD will apply for Fiscal Year 2017 GCC grant funding. If a Fiscal Year 2017 grant is not approved, personnel and operation expenses will end upon exhaustion of all funds. City of Charlotte Page 28 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 Funding § The total cost for the positions, office supplies, and support service agencies is estimated to be $227,607.60. § The Federal share is $180,174. § During the grant period, CMPD’s local in-kind match is $47,433.60 will be provided in the form of in-kind supervisory hours from existing Victim Support Group staff and volunteers. Fiscal Note Funding: North Carolina’s Governor’s Crime Commission and Police Operating Budget Attachment Budget Ordinance Police_Gov Crime Comm_Victim Support Group_6-27-16 City of Charlotte Page 29 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 19. Airport East Terminal Phase II Construction Action: A. Approve a contract with Messer Construction Co. in an amount of $31,807,926.17 for construction management at risk services for the construction of East Terminal Phase II, and B. Adopt a budget ordinance appropriating $31,807,926.17 from the 2016 Aviation Revenue Anticipation Notes proceeds to the Airport Community Investment Plan Fund. Staff Resource(s): Jack Christine, Aviation Explanation § In 2009, Aviation initiated the design of the East Terminal Expansion. This expansion was planned in two phases. The first phase was an expansion to the ticketing lobby and the addition of Checkpoint E, which opened in August 2012. The second phase was planned to include a new food court and additional circulation space for customers accessing Concourse E. § On February 3, 2014, the Aviation Department issued a Request for Qualifications (RFQ) for architectural and engineering design services. In response to the RFQ, 29 firms submitted a proposal and of those, Aviation selected 22 firms for future architectural and engineering design. DAS Architecture, Inc. was chosen for Phase II based on their past experience on East Terminal Phase I. § During the design process of this second phase, multiple tenants requested additional support space in the terminal and the design was subsequently modified to include a third floor to accommodate requested office space. § On September 15, 2015, Aviation issued a RFQ for Construction Manager at Risk for East Terminal Phase II; three firms submitted a proposal. Aviation selected Messer Construction Co. based on its previous experience in similar airport projects and project specific approach. § On February 16, 2016, the City Manager approved a preconstruction agreement in the amount of $98,333 with Messer Construction Co. for cost estimating, Charlotte Business INClusion participation development, scheduling, site logistics, and development of a proposed guaranteed maximum price contract. § In accordance with the City’s Prequalification Policy for Construction Projects and Article 8 Chapter 143 of the North Carolina General Statutes, subcontractors were prequalified and bids were advertised and received for specific portions of the work. Staff used the bids to complete the proposed guaranteed maximum price contract with Messer Construction Co. Charlotte Business INClusion The City has established an overall project goal of 10% MBE and 8% SBE. Because this is a Construction Manager at Risk project, the Construction Manager has the opportunity to add on Small Business Enterprise (SBE) and Minority Business Enterprise (MBE) firms throughout the life of the project. Therefore, Aviation will not have a final calculation of SBE and MBE achievement until the end of the project. Fiscal Note Funding: Aviation Community Investment Plan Attachment Budget Ordinance Airport ORD062716 - Airport East Terminal Phase II Construction City of Charlotte Page 30 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 20. Airport Taxiway C Rehabilitation Construction Action: A. Award a contract in the amount of $8,820,403 to the lowest responsive bidder Highway Paving, Inc. for the construction of the Taxiway C Rehabilitation project, and B. Adopt a budget ordinance appropriating $8,820,403 from the Aviation Discretionary Fund to the Aviation Community Investment Plan Fund. Staff Resource(s): Jack Christine, Aviation Explanation § The Airport’s Pavement Management Program is designed to assess the condition of the airfield pavement and schedule proactive repairs to asphalt and concreate on the airfield. § For Fiscal Year 2016, Aviation has identified Taxiway C for concrete pavement rehabilitation to extend the useful life of the surface and maintain operational capacity. § The Taxiway C Rehabilitation project is included in the Fiscal Year 2016 Aviation Community Investment Plan. The project scope includes: - Rebuilding the full width of Taxiway C, - Replacing the concrete pavement, and - Adding asphalt shoulders, which enhance safety and accessibility; a taxiway centerline, edge lightning, and pavement markings. § On March 31, 2016, Aviation advertised an Invitation to Bid for Construction Services; one bid was received from an interested service provider. - In accordance to North Carolina General Statute 143-132, if three bids are not received from reputable and qualified contractors, then the project must be re-advertised. During the re-advertisement, the contract may be award to the lowest responsible bidder even if only one bid is received from an interested service provider. - On April 28, Aviation re-advertised an Invitation to Bid; one bid was received from an interested service provider. § Hi-Way Paving, Inc. was selected as the lowest responsive, responsible bidder. § Aviation will seek a grant from the Federal Aviation Administration for 75% reimbursement of eligible contract costs. § The project is anticipated to be complete by November 2016. Disadvantaged Business Enterprise Established DBE Goal: 9.00% Committed DBE Goal: 9.00% Hi-Way Paving met the established subcontracting goal and has committed 9.00% ($793,782.22) of the total contract amount to the following certified firms: · Haibach Trucking (DBE) ($173,500) (haul concrete materials) · Curtin Trucking and Draining Inc (DBE) ($119,520) (underdrain installation) · Speidel Construction Co. Inc. (DBE) ($111,513) (airfield markings) · G.D. Swing (DBE) ($98,840) (security guard and flaggers) · All Points Trucking (DBE, SBE, WBE) ($82,345.50) (hauling aggregates) · GC Electrical Solutions LLC (DBE) ($78,000) (electrical material supplier) · Bullzeye Sales (DBE) ($51,995.72) (traffic control barricades, lights, flags, fence install) · D M Conlon Inc dba Dan-Kel Concrete Cutting (DBE) ($45,000) (concrete coring) · Express Logistics (DBE, SBE, MBE) ($21,600) (haul asphalt) · Martin Landscaping (DBE, SBE, WBE) ($11,475) (erosion control) City of Charlotte Page 31 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 Fiscal Note Funding: Aviation Community Investment Plan Attachment Budget Ordinance Airport ORD062716 - Airport Taxiway C Rehabilitation Construction 21. Solicitation Process for the Sale of City-owned Properties in Belmont Neighborhood Action: Authorize the City Manager to solicit proposals from interested developers to partner with the City to redevelop City-owned properties (tax identification numbers 081-124-10 and 081-129-02) in the Belmont neighborhood. Staff Resource(s): Todd DeLong, Neighborhood & Business Services Tony Korolos, Engineering & Property Management Explanation § On June 23, 2014, City Council approved the purchase of approximately .84 acres (tax identification numbers 081-124-10 and 081-129-02) and demolition of the existing structures. - Included in the request was staff’s recommendation to demolish all structures, rezone the properties for residential uses, and dispose of the properties in such a manner to further the City’s housing diversity goals. - The approved purchase price for both parcels totaled $295,000. - The properties include a former convenience store, former garage, and two residential buildings. - The properties were acquired by the City due to a high number of police calls related to criminal activities at these locations. § Given the current market conditions and feedback from the Belmont community and other interested parties, instead of demolition, staff recommends an alternate, non-residential approach to redeveloping these properties. § Consistent with the Belmont Area Revitalization Plan, adopted by City Council in 2003, staff recommends soliciting proposals from developers interested in preserving and repurposing the commercial structures into a more vibrant economic use. § Through a solicitation process, the City can better influence the ultimate use for the properties and partner with a developer to redevelop these once blighted properties into commercial amenities for the community. § The location of these properties (intersection of Belmont Avenue and Harrill Street) is identified in the Belmont Revitalization Area Plan and the Belmont Community Association’s 2016 Community Update (completed in April 2016) as a pedestrian friendly neighborhood commercial corridor for the community. § Anticipated uses for the existing buildings could include restaurants, retail, service and office uses. § The solicitation process will begin in July 2016 with the sale of the properties occurring by September 2016. Attachment Site Photos and Location Map Belmont Property _Photos and Location Map City of Charlotte Page 32 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 22. Infrastructure Reimbursement for 17th Street and Parkwood Avenue Action: A. Authorize the City Manager to execute an Infrastructure Reimbursement Agreement in amount of $125,189 with 300 Parkwood, LLC for the extension of 17th Street and improvements to Parkwood Avenue, and B. Modify City-imposed deed restrictions on real property included in the proposed development. Staff Resource(s): Mike Davis, Transportation Todd DeLong, Neighborhood & Business Services Pamela Wideman, Neighborhood & Business Services Explanation § 300 Parkwood, LLC intends to construct a 48-unit multi-family development on property located at 300 Parkwood Avenue. § The developer has requested a reimbursement from the City in an amount of $125,189 to assist in filling a financial gap to provide the necessary infrastructure improvements as part of their proposed development. § Section 7.107 of the City Charter allows the City to reimburse developers for public improvements, and this action is consistent with that policy and previous infrastructure agreements. § The proposed development includes the extension of 17th Street to Parkwood Avenue and includes 48 one-bedroom housing units ranging in size from 533 to 613 square feet per unit. § In exchange for the infrastructure reimbursement, the developer has committed five of the 48 housing units, to serve households earning up to 80% ($42,900) of the area median income based on household size for a 20 year period. The remaining housing units will be offered at market rate rents. § Additionally, this action supports City Council’s priority to build and preserve vibrant and diverse neighborhoods by expanding the supply of affordable and workforce housing through new construction and preservation of the existing housing stock. § The proposed development is located in the Optimist Park Neighborhood Profile Area, just outside of the 277-loop and in close proximity to the Blue Line Extension. § Average rents in this community are currently $1,016 per month. The inclusion of workforce housing in this area will provide an affordable housing option for working households in close proximity to the Center City. § The development is consistent with the approved rezoning petition 2015-091. Fiscal Note Funding: General Community Investment Plan City of Charlotte Page 33 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 23. Appointment to the Domestic Violence Advisory Board Action: Vote on blue paper ballots and return to Clerk at Dinner Briefing. Staff Resource(s): Stephanie Kelly, City Clerk’s Office Explanation § One appointment for a partial term beginning immediately and ending September 21, 2016. - Dawn Ashwood, nominated by Council member Kinsey. - Kawana Davis, nominated by Council members Austin, Autry, Eiselt and Mayfield. - Gurmay Fraser-Darlington, nominated by Council members Driggs and Phipps. - Kerry Shipman, nominated by Council member Fallon. Attachment Domestic Violence Board Applicants 24. Appointment to Keep Charlotte Beautiful Action: Vote on blue paper ballots and return to Clerk at Dinner Briefing. Staff Resource(s): Stephanie Kelly, City Clerk’s Office Explanation § One appointment for a term beginning immediately and ending June 30, 2017. - Brie Carlson, nominated by Council member Smith. - Jonathan Giles, nominated by Council members Autry, Driggs and Eiselt. - Deborah Lee, nominated by Council members Austin, Mayfield and Phipps. - Brian Withrow, nominated by Council members Fallon and Kinsey. Attachment Keep Charlotte Beautiful Applicants 25. Appointment to the Mint Museum Board of Trustees Action: Vote on blue paper ballots and return to Clerk at Dinner Briefing. Staff Resource(s): Stephanie Kelly, City Clerk’s Office Explanation § One appointment for a term beginning August 1, 2016, and ending July 31, 2019. - Dawn Ashwood, nominated by Council member Smith. - Ena Cook, nominated by Council member Autry. - Elizabeth Frere, nominated by Council members Driggs, Fallon and Kinsey. - Marc Jensen, nominated by Council members Austin, Eiselt, Mayfield and Phipps. Attachment Mint Museum Board of Trustees Applicants City of Charlotte Page 34 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 26. Mayor and City Council Topics The City Council members may share information and raise topics for discussion. City of Charlotte Page 35 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 CONSENT City of Charlotte Page 36 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 27. Law Enforcement Information Exchange System Implementation Action: A. Approve contract amendment #2 with Northrop Grumman in the estimated amount of $574,000, for additional implementation services of the Navy Criminal Investigative Services, Law Enforcement Information Exchange Carolinas system to support additional agencies, B. Authorize the City Manager to approve price adjustments and further amend the contract consistent with the City’s business needs and the purpose for which the contract was awarded, C. Authorize the City Manager to extend the contract as deemed reasonable and appropriate by the City Manager for as long as the federal grant is in effect, and D. Authorize the City Manager to purchase maintenance and support of the system for as long as the City uses the system. Staff Resource(s): Katrina Graue, Police Crystal Cody, Police Explanation § In September 2007, the Charlotte-Mecklenburg Police Department (CMPD) was awarded a $3,800,000 grant from the U.S. Department of Justice Community Oriented Policing Services (COPS) Office to provide data sharing capabilities with other police agencies throughout an 11 -county region. The grant ends August 21, 2016. § Grant funds support activities for information sharing and link analysis to prevent, detect, and address criminal activity and criminal enterprises. Information sharing is a critical component in addressing the regional nature of crime. § On June 23, 2014, City Council approved a contract with Northrop Grumman in the estimated amount of $1,080,000 for the implementation of the Law Enforcement Information Exchange (LInX) system for CMPD and other agencies in the region. - The LInX system is on track to become the statewide data sharing platform for law enforcement agencies and will cover 91% of North Carolina’s population with the addition of the agencies that are to be added pursuant to this contract amendment. The system supersedes a legacy system called COPLINK. - Over the past 17 months, Northrop Grumman has added approximately 125 agencies and currently hosts 199 North Carolina agencies (including the agencies converted under this contract). § Under the current contract, Northrop Grumman has converted a total of 55 agencies in the region to the LInX Carolinas system. § CMPD identified cost savings in the COPS grant and desires to use the savings to extend data sharing capabilities to additional agencies in North Carolina. § Contract amendment #1 in the estimated amount of $574,000 will allow approximately 60 additional agencies to become a part of the LInX Carolinas system. § Currently, CMPD is working on a request for a no-cost extension to the existing grant period of 18 additional months to complete the implementation for the additional agencies. § CMPD anticipates the Navy Criminal Investigative Services will provide maintenance and support for LInX system through 2018. At that time, the City will be required to negotiate a long-term agreement in order to continue to receive ongoing maintenance and support. City of Charlotte Page 37 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 Fiscal Note Funding: U.S. Department of Justice 2007 COPS Grant for system implementation services, and Police Operating Budget for maintenance and support services. City of Charlotte Page 38 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 28. Animal Care and Control Interlocal Agreements Action: Adopt a resolution approving Interlocal Agreements Mecklenburg County towns of Cornelius, Davidson, Huntersville, Matthews, Mint Hill, and Pineville to provide animal care and control-related services, as well as collect fees for sheltering animals, for a term of one year with an automatic renewal of four additional years. Staff Resource(s): Sherie Pearsall, Police Karl Bannerman, Police Explanation § The City has interlocal agreements with six Mecklenburg County incorporated towns (Cornelius, Davidson, Huntersville, Matthews, Mint Hills, and Pineville) for the Charlotte-Mecklenburg Police Department Animal Care & Control Division (AC&C) to provide animal-related services. - Over the past 10 years, City Council has approved two agreements for animal-related services with Mecklenburg County towns. The agreements have been an initial term of one year with an automatic renewal of four additional years. - AC&C provides services based on the individual agreements with and the specific needs of each jurisdiction. - Current services covered in the agreements include: ordinance enforcement, sheltering, animal licensing, calls for service, dispatch, billing reconciliation, and administration services related for animal bite reports. - The last agreements were executed in June of 2011 and will expire on June 30, 2016. § With the exception of Mint Hill, all of the towns require pre-authorization from its police department prior to AC&C responding to a call for service. - Mint Hill is a full-service town and allows AC&C to respond directly to all calls for animal-related services. § In Fiscal Year 2016, the City’s cost is $140.20 per call for service. Currently, the six interlocal agreements do not pay the City for animal sheltering services. § When AC&C impounds, seizes, and shelters animals, the towns are not charged impound or sheltering fees to cover the costs of intake and housing of the animals: - The City only recoups the cost if the animal is redeemed by the owner or placed up for adoption. - As a result, the City takes on extended boarding periods for impounded animals on behalf of the towns during criminal investigations, detainment awaiting court adjudication, and for mandatory quarantines. § For Fiscal Year 2017, CMPD recommends the following modifications to the interlocal agreements: - Adjust calls for service cost to $153 from $140.20. This adjustment is based on a cost analysis for an AC&C staff to respond to each call for service. - Towns pay the City for the services they receive on a monthly basis. - With the exception of Mint Hill, all towns pay the City for animals impounded and seized for investigations, detainment awaiting court adjudication, and mandatory quarantines. § Also for Fiscal Year 2018, CMPD recommends that the towns, with the exception of Mint Hill, pay the City for the costs of impounding and sheltering animals until the animals become the property of the City. § Fees would not be charged to the towns in instances when the animal’s owner pays the impound and sheltering costs. Fiscal Note Funding: All fees received will be deposited in the City’s General Fund. Attachment Animal Care and Control Interlocal Agreements City of Charlotte Page 39 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 Chart of Anticipated Cost of Additional Service for Towns Resolution 2016 Cornelius Agreement (06072016draft) 2016 Davidson Agreement (06072016draft) 2016 Huntersville Agreement (06072016draft) 2016 Matthews Agreement (06072016draft) 2016 Mint Hill Agreement (06072016draft) 2016 Pineville Agreement (06072016draft) CMPD_AC&C Anticipated Town Costs_6-13-16 ACCInterlocalAgreementResolution2016 City of Charlotte Page 40 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 29. University of North Carolina at Charlotte Campus Police Jurisdiction Agreement Extension Action: Authorize the Chief of Police to enter into a five-year agreement with the University of North Carolina at Charlotte Board of Trustees to extend the jurisdiction of Campus Police. Staff Resource(s): Brian Foley, Police Explanation § State law permits the University of North Carolina at Charlotte (UNCC) Board of Trustees to enter into an agreement with the City to extend the law enforcement authority of campus police. § UNCC Campus Police are state-certified officers who have completed basic law enforcement training. § On June 26, 2006, City Council approved a five-year agreement with UNCC, extending campus police jurisdiction to properties adjacent to campus within the Charlotte-Mecklenburg Police Department’s (CMPD) jurisdiction. § On June 27, 2011, City Council approved a five-year agreement with UNCC, extending campus police jurisdiction to additional properties adjacent to campus within CMPD’s jurisdiction as a result of growth in areas surrounding the UNCC campus. § These properties include areas, such as apartment complexes with a high concentration of student population and businesses such as restaurants and bars that are frequented by students. § The agreement enhances communication between the CMPD and the UNCC Campus Police, allowing both entities to be more aware of student victimization or involvement in criminal activity. § CMPD recommends renewing the agreement with UNCC for a five-year period from July 1, 2016, through June 30, 2021. § The basic provisions of the previous agreement would remain in place: - UNCC Campus Police will have full law enforcement authority and jurisdiction when on duty within the extended jurisdiction. - The agreement does not reduce the jurisdiction and authority of CMPD. - UNCC Campus Police will primarily patrol the main UNCC campus, but will respond to specific requests from CMPD for issues arising within the extended jurisdiction to the extent those issues relate to a student of the University. - CMPD will immediately notify UNCC Campus Police when there is reason to believe that a crime involving a UNCC student has occurred or is occurring within the extended jurisdiction. - The University will immediately notify the CMPD dispatcher when there is reason to believe a felony has occurred or is occurring within CMPD’s jurisdiction, or when UNCC Campus Police are in high pursuit of a suspect within CMPD’s jurisdiction. - UNCC Campus Police will not conduct vehicle pursuits within CMPD’s jurisdiction except in accordance with the CMPD Vehicle Pursuit policy or its equivalent. - Upon the request of CMPD, UNCC Campus Police will relinquish control of a crime scene or investigation of traffic collision that occurred or is located within CMPD’s jurisdiction. Attachment UNCC Campus Police Jurisdiction Maps UNCC Proposed Extended Jurisdiction City of Charlotte Page 41 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 30. Cityworks Work & Asset Management Implementation and Support Services Action: A. Authorize the City Manager to negotiate and approve a contract with Black & Veatch International Company to provide implementation and data migration support services for Cityworks, and B. Authorize the City Manager to approve price adjustments and amend the contract consistent with the City’s business needs and the purpose for which the contract was awarded. Staff Resource(s): Charles Jones, Transportation Tim Shawver, Transportation Explanation § The Charlotte Department of Transportation (CDOT) is responsible for planning, installation, and maintenance of more than 150,000 transportation assets, including signs, signals, road segments, bridge intersections, and sidewalk segments. CDOT is also responsible for the permitting and management of activities within the street rights-of-way within the city limits. § During Fiscal Year 2015, CDOT used its existing work and asset management system, Infor Public Sector, to: - Receive and track more than 15,000 service requests, - Initiate and complete more than 48,000 work orders, - Manage and complete more than 200 sign, signal, markings, and fiber optic projects, and - Issue and inspect more than 900 Right-of-Way use permits. § To support a component of the long-term enterprise strategy, CDOT desires to transition to Cityworks for work and asset management activities. - Cityworks is the City’s standardized asset management software. - Currently, Engineering & Property Management, Charlotte Water, Aviation, CATS, and Solid Waste Services use the software for work and asset management. § The contract with Black & Veatch International Company will provide implementation and data migration support services for Cityworks. § Benefits of this contract include: - Improved service delivery and tracking capabilities, - Enhanced support for preventative maintenance activities, - Increased ability to coordinate work with other City departments, - Added field automation of work order and inventory control processes, - Improved information for prioritizing maintenance and construction activities, and - Elevated enterprise level application support and user knowledge base. § On May 11, 2016, the City issued a Request for Proposal (RFP) for Cityworks Implementation and Support Services for CDOT. In response to the RFP, the City received three proposals from interested service providers. § CDOT staff evaluated the proposals and determined that Black & Veatch International Company best meets the City’s needs in terms of qualifications, experience, and responsiveness to the RFP requirements. § The estimated contract expenditure for system implementation is $800,000. Charlotte Business INClusion No subcontracting goals were established for this contract because there are no opportunities (Part C: Section 2.1(a) of the Charlotte Business INClusion Policy). City of Charlotte Page 42 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 Fiscal Note Funding: Transportation Operating Budget City of Charlotte Page 43 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 31. Charlotte-Mecklenburg Government Center Security Bollards Replacement Project Action: A. Approve the purchase of security barrier equipment and installation oversight services from a federal contract as authorized by G.S. 143-129(e)(9a), B. Approve a contract in the amount of $153,400 with Delta Scientific, Inc. for the purchase of a High Security Vehicle Barrier System under U.S. General Services Administration (contract number GS-07F-9982H), and C. Award a contract in the amount of $154,000 to the lowest responsible bidder TEC Electric, LLC for the Charlotte-Mecklenburg Government Center Security Bollards Replacement project. Staff Resource(s): William Haas, Engineering & Property Management Federal Contract Exemption G.S. 143-129(e)(9a) allows local governments to purchase from contracts established by the United States government, including any federal agency, if the contractor is willing to extend the same or more favorable prices, terms and conditions as those established under the federal contract. Explanation § The hydraulic security bollards at the Charlotte-Mecklenburg Government Center (CMGC) near the loading dock entrance are near the end of its useful life and currently require a high-level of maintenance. § These bollards are designed to prevent access to the CMGC loading dock unless authorized by building security personnel. § Government building security continues to be a high priority, particularly for access to loading docks. § Staff has elected to replace the hydraulic bollards with a “plate barrier” that is commonly used around federal facilities. A plate barrier is more reliable and requires less maintenance than the hydraulic bollards that are currently in place. § The contract with Delta Scientific, Inc. will allow the City to purchase a High Security Vehicle Barrier System at the same terms as provided in its contract with U.S. General Services Administration (GSA), which expires April 30, 2018. In addition, the contract provisions ensure compliance with manufacturer installation specifications. § The contract with TEC Electric, LLC provides general construction demolition services and installation services to include: - Removal of existing security bollards, - Demolition of reinforced concrete, - Installation of new barrier system, - Installation of new reinforced concrete, and - Associated electrical and plumbing services. § On May 20 2016, the City issued an Invitation to Bid for the CMCG Security Bollards Replacement project; three bids were received from interested service providers. § TEC Electric, LLC was the lowest responsive, responsible bidder. § Mecklenburg County will reimburse the City 19% of the cost of the project per the City-County CMGC Agreement. § Loading dock parking will not be affected by this construction. § The contractor and Delta Scientific estimate that the work will take three weeks to complete. § Work is anticipated to be complete fourth quarter 2016. City of Charlotte Page 44 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 Background § Delta Scientific has built security systems around the world at U.S. military bases, nuclear facilities, and U.S. embassies. The security system selected for CMGC has been thoroughly tested and is highly effective and reliable. § The U.S. General Services Administration negotiated a contract for security systems services with Delta Scientific, Inc. (contract number GS-07F-9982H). Charlotte Business INClusion Actions A and B This contract is a federally sourced contract and is exempt (Part A: Appendix 27 of the Charlotte Business INClusion Policy). Action C 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). The City solicited bids only from City certified SBEs, therefore 100% of the project participation is being committed to the following certified firm: TEC Electric, LLC (SBE) (Part A: Section 2.3 of the Charlotte Business INClusion Policy). Fiscal Note Funding: General Facilities Community Investment Plan City of Charlotte Page 45 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 32. Craven Thomas Road/Robert Helms Road Streetscape Improvements Action: Approve a contract in the amount of $236,000 with Woolpert North Carolina, PLLC to provide engineering services for the Craven Thomas Road/Robert Helms Road Streetscape Improvements project. Staff Resource(s): Kristie Kennedy, Engineering & Property Management Explanation § The project was identified in the Prosperity Village Comprehensive Neighborhood Improvement Project (CNIP) with the goal to enhance mobility and safety for pedestrians and bicyclists. § The project includes a combination of widened sidewalks, landscaping, pedestrian lighting, and identification signage in and around the six roundabouts at the center of the Prosperity Activity Center where it crosses Interstate -485. § On March 18, 2014, the City issued a Request for Qualifications (RFQ) for Advance Planning for five CNIP areas. In response to the RFQ, the City received six proposals from interested professional service providers. § The Project Team, consisting of City staff from the Charlotte Department of Transportation, Engineering & Property Management, Planning, and Neighborhood & Business Services evaluated the proposals and determined that Woolpert North Carolina, PLLC was the best qualified firm to meet the City’s needs in terms of competence and professional services qualifications. § On April 28, 2014, City Council approved a contract in the amount of $179,000 with Woolpert North Carolina, PLLC for pre-planning services for the Prosperity Village CNIP. As part of the contract, the City included an option to continue services with the selected consultant as an incentive for good performance. § Planning phase services for the project will include, but are not limited to: - Public meetings and outreach, - Coordination between City, North Carolina Department of Transportation, and Arts & Science Council staff, - Conceptual plans, and - Field surveys and mapping. § The contract will provide planning phase services which includes public participation to identify alternates and study impacts of the planned improvements. The deliverable for this contract will be a final concept plan of improvements to take forward to design and construction. Completion of the planning work is anticipated by the end of 2017. § Upon completion of the planning phase, a separate contract for design phase services will be presented to City Council for approval. As an incentive for good performance during the planning phase services, Woolpert North Carolina, PLLC could be offered this contract for design phase services. Background § In November 2014, voters approved a Transportation Bond Referendum for $20 million to begin work on five CNIP areas. § After bond approval and also in November 2014, Woolpert North Carolina, PLLC was given Notice to Proceed on a contract for pre-planning and public involvement in the Prosperity Village Area to select improvements to fit within the allocated $20 million CNIP budget. § Based on the results of the pre-planning work, four projects in the Prosperity Village area have currently been selected for detailed planning. - Woolpert North Carolina, PLLC will be performing planning phase services on the Craven Thomas Road/Robert Helms Road Streetscape Improvements project. - Woolpert North Carolina, PLLC will also be performing planning phase services on the City of Charlotte Page 46 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 DeArmon Road Complete Street Improvements and will be presented at the July 25 Council meeting. - Engineering & Property Management In-house design staff will perform planning and design phase services on Jimmy Oehler Road Sidewalk and Prosperity Church Road Pedestrian Crossings. - Additional projects may be identified as a result of future development in the area. 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). Woolpert North Carolina has committed 11.10% ($26,210) of the total contract amount to the following certified firms: · Hartranft Lighting Design, LLC (SBE) (lighting design) ($11,310) · Hinde Engineering (SBE) (engineering consultant) ($6,270) · Schumacher Urban Projects (SBE) (community outreach) ($5,180) · Sweetwater Utility Exploration, LLC (SBE) (utility location) ($3,450) Fiscal Note Funding: General Community Investment Plan Attachment Map Location_Map_Craven Thomas Road-Robert Helms Road Streetscape Improvements City of Charlotte Page 47 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 33. Fire Station Traffic Signal Upgrades Action: Award a contract in the amount of $670,422.79 to the lowest responsive bidder, Whiting Construction Co., Inc., for the upgrade of traffic signals at fire stations. Staff Resource(s): Charles Abel, Transportation Explanation § In partnership with Charlotte Fire Department (CFD), the Charlotte Department of Transportation (CDOT) installed traffic signals in front of 33 fire stations at locations where CFD reported fire trucks having difficulty entering the roadway. § The contract with Whiting Construction Co., Inc. will allow upgrades to the 33 fire station traffic signals, including new traffic signal cabinets, traffic signal heads, and signage. § In addition to 33 traffic signal upgrades, fiber optic cabling will be constructed to each signal to establish communications between the signals and CDOT’s central system traffic management software, further adding to the citywide Intelligent Transportation System network. § Communication with the fire station signals is necessary to implement the Transit and Emergency Vehicle Route Priority System project approved by City Council on July 28, 2014. The project will improve service to fire trucks and transit vehicles. § On April 28, 2016, the City issued an Invitation to Bid for the Fire Station (Emergency) Signals Upgrade Project; only one bid was received from an interested service provider. - In accordance to the North Carolina General Statute 143-132, if three bids are not received from reputable and qualified contractors, then the project must be re-advertised. During the re-advertisement, the contract may be awarded to the lowest responsible bidder even if only one bid is received from an interested service provider. - One week later, the City re-advertised the Invitation to Bid; two bids were received from interested service providers. § Whiting Construction Co., Inc. was selected as the lowest responsive, responsible bidder. § The project is anticipated to be complete by the second quarter of fiscal year 2017. Charlotte Business INClusion Established SBE Subcontracting goal: 7.00% Committed SBE Subcontracting goal: 8.0% Whiting Construction Co., Inc. met the established subcontracting goal, and has committed 8.0% ($53,662) of the base bid amount to the following certified firms: · M.H. Graves (SBE) ($53,662) (sidewalk removal and replacement, and conduit and pullboxes installation Fiscal Note Funding: General Transportation Community Investment Plan Attachment Map Photo of Upgraded Signal RCA MAP_Fire Station Traffic Signal Upgrades FS 23 installation City of Charlotte Page 48 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 34. Traffic Signal Cabinets Action: A. Award a unit price contract to the lowest responsive bidder, Trafficware Group, for the purchase of traffic signal cabinets for a three-year term, and B. 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): Charles Abel, Transportation Explanation § There are 760 signalized intersections in the city of Charlotte. § Traffic signal cabinets house the equipment that run each signalized intersection. § The contract with Trafficware Group will allow for the purchase of traffic signal cabinets for projects that require new install, replacement as result of traffic accidents, and upgrades to existing cabinets. § On December 4, 2015, the City issued an Invitation to Bid; three bids were received from interested service providers. - The apparent low bidder, Econolite Products, Inc., submitted two traffic signal cabinets for evaluation. Neither cabinet met the bid specifications. Staff recommends the bid from Econolite Products, Inc. be rejected as non-responsive. § Staff recommends the contract be awarded to Trafficware Group as the lowest responsive, responsible bidder. § The unit price ranges from $8,150 to $9,290 depending on the size and equipment. § Estimated annual expenditures are $300,000. 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: General Transportation Community Investment Plan City of Charlotte Page 49 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 35. Private Developer Funds Appropriation Action: Adopt a budget ordinance appropriating $4,000 in private developer funds for signal modifications from Dixie River Land Company, LLC. Staff Resource(s): Scott Putnam, Transportation Explanation § Dixie River Land Company, LLC contributed funding in the amount of $4,000 for signal modifications at the intersection of Dixie River Road and Trojan Drive. § Payments made by the developers are in response to an estimate of work prepared by the Charlotte Department of Transportation (CDOT) and supplied to the developers. § The $4,000 is restricted to traffic signals, upgrades, and related work associated with the developer 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 C Attachment Map Budget Ordinance Map of Traffic Signal Improvements 062016 CDOT ord 6-27-16 Developer Contributions City of Charlotte Page 50 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 36. Northeast Corridor Infrastructure Program Projects Action: A. Approve a contract in the amount of $607,000 with DRMP, Inc. for engineering services for the JW Clay Boulevard Streetscape Improvements, B. Approve a contract in the amount of $375,900 with Parsons Brinckerhoff, Inc. for engineering services for the Parkwood Avenue Streetscape Improvements, C. Approve a contract in the amount of $208,000 with Stantec Consulting Services, Inc. for engineering services for the Tom Hunter Streetscape Improvements, and D. Approve a contract in the amount of $650,000 with RS&H Architects-Engineers-Planners for engineering services for the North Tryon/36th Street Streetscape Improvements. Staff Resource(s): Jim Keenan, Engineering & Property Management Explanation § These contracts will provide engineering design services, including final construction drawings, real estate plats, permits, utility plans, traffic control plans, water quality plans, and continued public engagement. § On February 17, 2014, the City issued a request for Qualifications (RFQ) for advance preliminary planning for the Northeast Corridor Infrastructure Improvement projects. City Council approved these projects as part of the City’s Fiscal 2014-2018 General Community Investment Plan. In response to the RFQ, the City received 15 proposals from interested professional service providers. § On April 28, 2014, the City Council authorized the City Manager to negotiate and approve engineering planning service contracts with the consultants for the respective projects listed in the above Actions A-D. As part of the contract, the City included an option for the selected consultant to provide design services under a new contract as an incentive for good performance including meeting the project schedule, fulfilling planning deliverables, and staying within the project budget. § Staff selected the consultants listed in the above Actions A-D as best meeting the City’s needs in terms of qualifications and experience. Charlotte Business INClusion Action A The City negotiates subcontracting participation after the proposal selection process (Part C: Section 2.1 (h) of the Charlotte Business INClusion Policy). DRMP has committed 14.25% ($86,500) of the total contract amount to the following certified firms: · Hinde Engineering (SBE) ($72,500) (utility coordination & design) · Carolina Wetlands (SBE) ($14,000) (natural resources permitting) Action B The City negotiates subcontracting participation after the proposal selection process (Part C: Section 2.1 (h) of the Charlotte Business INClusion Policy). Parsons Brinkerhoff has committed 24.20% ($86,150) of the total contract amount to the following certified firms: · Hinde Engineering (SBE) ($86,150) (utility coordination & design) Action C The City negotiates subcontracting participation after the proposal selection process (Part C: Section 2.1 (h) of the Charlotte Business INClusion Policy). Stantec Consulting has committed 10.05% ($18,900) of the total contract amount to the following certified firms: · The Dodd Studio (SBE) ($18,900) (landscape architecture) City of Charlotte Page 51 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 Action D The City negotiates subcontracting participation after the proposal selection process (Part C: Section 2.1 (h) of the Charlotte Business INClusion Policy). RS&H Architects has committed 12.51% ($81,338.74) of the total contract amount to the following certified firms: · Carolina Wetlands (SBE) (natural resources permitting) ($12,865.74) · Spot’em Inc. (MBE) ($15,345) (utility locating) Fiscal Note Funding: General Community Investment Plan Attachment Maps Location_Map_NECI__JW_Clay_Boulevard_Streetscape Location_Map_NECI__Parkwood_Ave_Streetscape_Improvements Location_Map_NECI__Tom_Hunter_Rd_Streetscape_Improvements Location_Map_NECI__N_Tryon-36th_St_Improvements City of Charlotte Page 52 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 37. Aviation Annual Financial Report Design Services Action: A. Approve a unit price contract with Granite Sky Creative Group, Inc. for annual report graphic design services for an initial term of three years, and B. 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): Brent Cagle, Aviation Explanation § The Annual Report is a financial document that will promote better transparency of the Airport’s year-end financial condition to include: assets, liabilities, cash flow, and capital improvement program. - This financial document is also used in the Aviation industry, by at least the top 10 Airports nationwide, to provide statistical data for benchmarking and process improvement planning. - This comprehensive financial document is available to key stakeholders, including bond agencies, financial institutions relative to investment relations, constituents, City Council, media, and other interested parties to communicate the Airport’s financial position. § Following a competitive process in 2015, Aviation selected Granite Sky Creative Group, Inc. for the design services associated with the Airport’s Fiscal Year 2015 Annual Report. § A waiver of competitive solicitation was granted for the current contract because of Aviation’s success with Granite Sky Creative Group, Inc. in the development of the Fiscal Year 2015 Annual Report, and based on consideration of the additional costs and time requirements with onboarding a new design firm. § Granite Sky Creative Group Inc. will provide graphic design, proofing, editing, color palates, and working copies of the document during all stages of the Annual Report development. § The company will be paid unit prices as specified in the contract, a copy of which is available upon request. § Estimated contract expenditures are $48,000 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: Aviation Operating Budget City of Charlotte Page 53 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 38. Airport Concourse A Signage Design Services Action: A. Approve a contract in the amount of $131,060 with Gresham Smith and Partners/NC, P.C. for Concourse A Expansion Signage Design for the Airport, B. Approve a contract in the amount of $111,580 with Gresham Smith and Partners/NC, P.C. for Concourse A Renovation Signage Design for the Airport, and C. Adopt a budget ordinance appropriating $242,640 from the Aviation Discretionary Fund to the Aviation Community Investment Plan Fund. Staff Resource(s): Jack Christine, Aviation Explanation § The Airport requires directional signage and wayfinding for passengers as part of the Terminal Rehabilitation and Concourse A Expansion Phase I projects. This design project will leverage the effort of the Signage and Wayfinding Master Plan (Plan) that is currently underway. § The contract with Gresham Smith and Partners/NC, P.C. (GS&P) will provide design services specifically for the Concourse A Renovation and Concourse Expansion projects. The design elements of these signage packages must be consistent with the Plan. Using the same firm ensures consistency, thus the selection of GS&P for this work. § Aviation anticipates submitting future City Council actions for additional signage design, construction, and installation services. Background § One of Aviation’s six guiding principles is Customer Focus and providing a superior travel experience. With 96 gates located throughout a 1.8 million square feet terminal building and expansive parking operations, signage is an important component in providing a superior travel experience. § On December 14, 2015, the City Council approved a contract with GS&P to develop the Plan. Aviation selected the firm based on its wayfinding master planning experience at large hub airports. § The Plan is a three part process, which includes: - An assessment of all existing signage, - The development of a comprehensive signage and wayfinding plan, and - A documented set of signage standards that will be used by other architectural and engineering firms to complete signage design documents for future projects. § The Plan is currently progressing on schedule and on budget, with an anticipated completion date of December 2016. § As the Plan progresses, the Airport continues to rapidly build to meet customer demand. To ensure that the Airport’s immediate expansion and renovation projects are signed consistently with the Plan that is under development, the Airport is recommending that GS&P complete the design for two sign packages that are needed to maintain construction schedules on Concourse A. Charlotte Business INClusion Action A The City negotiates subcontracting participation after the proposal selection process (Part C: Section 2.1(h) of the Charlotte Business INClusion Policy). GS&P/N.C, P.C. has committed 3.82% ($5,000) of the total contract amount to the following certified firm: · Robinson Thinks (SBE) ($5,000) (signage design) City of Charlotte Page 54 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 Action B The City negotiates subcontracting participation after the proposal selection process (Part C: Section 2.1(h) of the Charlotte Business INClusion Policy). GS&P/N.C, P.C. has committed 4.12% ($4,600) of the total contract amount to the following certified firm: · Robinson Thinks (SBE) ($4,600) (signage design) Fiscal Note Funding: Aviation Community Investment Plan Attachment Budget Ordinance Airport ORD062716 - Airport Concourse A Signage Design City of Charlotte Page 55 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 39. Airport Special Inspections and Construction Materials Testing Action: A. Approve a contract in the amount of $950,000 with Terracon Consultants Inc. for Special Inspections and Construction Material Testing for various Terminal area projects, and B. Adopt a budget ordinance in the amount of $590,000 from the Aviation Discretionary Fund and in the amount of $360,000 from the 2016 Aviation Revenue Anticipation Notes Proceeds to the Aviation Community Investment Plan Fund. Staff Resource(s): Jack Christine, Aviation Explanation § Special inspections and construction material testing are required for several projects in and around Concourse E that are being constructed over a period of 36 months. These projects include the East Terminal Expansion Phase II, Concourse E Expansion, Concourse E Baggage Transfer Facility, Ramp E Expansion, and airlines support space addition. § Given the close proximity of these projects, the Aviation Department selected one firm to provide these services in order to capture operational and monetary efficiencies. § On February 3, 2014, the City issued a Request for Qualifications for testing services; 11 proposals were received from interested service providers. § Terracon Consultants, Inc. was one of six testing firms selected for a pool for project work. § The Aviation Department selected Terracon, Inc. to perform testing services for this project because of their special inspections experience with buildings. 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.) Terracon Consultants Inc. has committed 9.05% ($86,000) of the total contract amount to the following certified firms: · CWI Services Inc. (SBE) ($60,000) (construction inspection services) · Capstone Civil Engineering (SBE, MBE) ($26,000) (concrete and geotechnical soils testing) Fiscal Note Funding: Aviation Community Investment Plan Attachment Project Funding Breakdown Budget Ordinance Air_Construction Materials Testing_Funding Breakdown_6-27-16 Airport ORD062716 - Airport Construction Materials Testing City of Charlotte Page 56 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 40. Airport Asphalt Mill and Replacement Action: Award a contract in the amount of $1,665,975 to the lowest responsive bidder Blythe Construction, Inc. for the Taxiway Pavement Rehabilitation project. Staff Resource(s): Jack Christine, Aviation Explanation § The Airport’s Pavement Management Program has identified Taxiways A, D, and R for rehabilitation of the asphalt pavement to extend the useful life of these surfaces and maintain operational capacity. § The project will mill and resurface the existing asphalt pavement and will replace the edge lighting, and pavement markings. § On April 29, 2016, the City issued an Invitation to Bid; however, due to not receiving at least three bids, the City re-advertised an Invitation to Bid on May 19, 2016. In response to the re-advertised Invitation to Bid, three proposals were received from interested service providers. § Blythe Construction, Inc. was selected as the lowest responsive, responsible bidder. Disadvantaged Business Enterprise (DBE) Established DBE Goal: 7.00% Committed DBE Goal: 7.25% Blythe Construction, Inc. exceeded the established subcontracting goal and has committed 7.25% ($120,800) of the bid amount to the following certified firms: · Yenrof Trucking LLC (DBE, SBE, MBE) ($117,000) (hauling millings, asphalt) · Martin Landscaping Co. Inc (DBE, SBE, MBE) ($3,800) (seeding and mulching) Fiscal Note Funding: Aviation Community Investment Plan City of Charlotte Page 57 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 41. Airfield Lighting Equipment and Parts Action: A. Approve the purchase of airfield lighting equipment and parts for repairs, as authorized by the sole source exemption of G.S. 143-129 (e)(6), B. Approve a unit price contract with ADB Airfield Solutions for the purchase of airfield lighting equipment and parts for repairs 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): Jack Christine, Aviation 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 standardization and compatibility with existing ADB Airfield Solutions equipment. § The City Council must approve purchases made under the sole source exception. Explanation § The Charlotte Douglas International Airport is the world’s sixth busiest airfields with over 546,000 take-offs and landings in Fiscal Year 2015. § The Airport’s airfield’s lighting system consists of 7,598 lighting fixtures and signs, four emergency generators that provide 100% backup, approximately 600 miles of electrical cable, and eight computer stations that operate the system. § The Aviation Department’s team of airfield electricians maintains the airfield lighting system, consisting of edge lights, centerline lights, touchdown zone lights, taxiway edge lights, and centerline lights. The staff also maintains the runway and taxiway directional signs. § ADB Airfield Solutions is the vendor and supplier of this equipment. The company provides the majority of system parts as either original equipment manufacturer or as the proprietary computer equipment provider. § The contract with ADB Airfield Solutions allows the purchase of various runway and taxiway lighting repair parts and equipment. § The contract term is three years with two, one-year renewals at the City’s discretion. § The total cost for the first three years is estimated at $2,000,000. Charlotte Business INClusion This is a sole source contract and is exempt (Part A: Appendix 1.27 of the Charlotte Business INClusion Policy). Fiscal Note Funding: Aviation Operating Budget and Aviation Community Investment Plan City of Charlotte Page 58 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 42. Airport Passenger Boarding Bridge Maintenance Services Action: A. Approve a three-year contract with National Jetbridge Services for maintenance services for passenger boarding bridges, and B. Authorize the City Manager to renew the contract for up to two, 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): Jack Christine, Aviation Explanation § Passenger boarding bridges (PBBs) provide passengers a secure and dry pathway from the terminal building to aircraft. § Aviation currently maintains 58 PBBs and anticipates acquiring more in the next 12 months due to the transition to a common use gate system, airline requests for additional boarding bridges, as well as installation of new gates. § PPBs require significant preventative maintenance and repair because of excessive use and mechanical complexity. § The contract with National Jetbridge Services will provide maintenance services on a routine basis in order to keep service interruptions to a minimum. § On April 18, 2016, the City issued a Request for Proposal (RFP) for Passenger Boarding Bridge Maintenance Services. In response to the RFP, the City received two proposals from interested service providers. § Aviation staff evaluated and determined National Jetbridge Services as the firm to best meet the City’s needs based on depth of knowledge, dependability, and experience. § The Airport will provide all repair parts and materials needed for these maintenance services. § Annual estimated cost for contracted services is $200,000. 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 59 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 43. Airport South Campus Duct Bank Design Services Action: Approve a contract in the amount of $136,350 to Delta Airport Consultants, Inc. for civil engineering design services for the Airport South Campus Communications project. Staff Resource(s): Jack Christine, Aviation Explanation § The Airport is in the process of augmenting and extending its communications infrastructure to support the south campus of the Airport, which includes a number of cargo, maintenance, and training facilities. § In order to provide a protected pathway for the installation of new fiber optic cabling, this project includes approximately 19,000 linear feet of 4-way, 4-inch conduit encased in a concrete duct bank. § The contract with Delta Airport Consultants, Inc. will provide design services for this underground duct bank, including associated surveying and exploration of existing utilities in the proposed pathway. § On April 14, 2014, the City issued a Request for Qualifications (RFQ) for general architectural and engineering services, including airfield engineering services. In response to the RFQ, the City received 14 proposals from interested professional services providers. § Aviation selected Delta Airport Consultants, Inc. as one of three vendors to provide future airfield engineering services. § Delta Airport Consultants, Inc. was selected for this project based on its airfield civil design experience, and its experience in Federal Aviation Administration design and traffic control standards. 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). Delta Airport Consultants has committed 12.91% ($17,600) of the total contract amount to the following certified firm: · Accutech Surveying and Mapping, LLP (SBE) ($17,600) (ground surveying) Fiscal Note Funding: Aviation Community Investment Plan City of Charlotte Page 60 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 44. Airport Waste Hauling and Disposal Services Action: A. Approve a three-year contract with Waste Management of the Carolinas for airport waste hauling and disposal, and B. 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): Jack Christine, Aviation Explanation § Waste Management of the Carolinas will perform waste hauling and disposal services for the main terminal building, terminal ramp, and 10 outlying areas of the Airport properties. § On March 28, 2016, the City issued a Request for Proposal (RFP) for Airport Waste Hauling. In response to the RFP, the City received two proposals from interested service providers. § Aviation staff evaluated and selected Waste Management of the Carolinas as the company best to meet the City’s needs based on depth of knowledge, dependability, experience, and ability to provide the proposed services. § The annual cost of these services is an estimated $800,000; the total estimated value of the contract for the three-year term is $2,400,000. 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 61 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 45. On-Call Airport Communication Cabling Installation Services Action: A. Approve contracts with the following companies for on-call Airport communication cabling installation services for an initial term of three years: - AFL Network Services, Inc., - Cabling Solutions, Inc. Technology Integrators, - Communication Management, Inc., - Universal Voice/Data, and - Xzact Technologies, Inc., 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): Brent Cagle, Aviation Explanation § The Aviation Department has regular and ongoing needs for communication cabling services, which require the companies to provide turn-key, end-to-end services and/or installations for various projects, including new construction and renovations. § Cabling projects vary depending on the timing, complexity, and scope of work. Aviation currently uses a pool of vendors to obtain quotes for Airport communication cabling services on an as-needed basis. § On January 21, 2016, the City issued a Request for Proposal (RFP) for On-Call Airport Communication Cabling Installation Services. In response to the RFP, the City received six proposals from interested service providers. § Aviation staff evaluated the proposals and determined that the companies listed above in Action A. best meet the City’s needs in terms of qualifications, experience, staffing, cost, approach to the work, and responsiveness to RFP requirements. § Aviation selected multiple providers to ensure alternative solutions, flexibility, and availability in the provision of services to best fit the particular needs of each cabling project. § The companies will be paid the hourly rates and unit prices set forth in the contracts, copies of which are available upon request. § The contracts give the City the option to renew for two additional, one-year terms at hourly rates and unit prices to be negotiated based on market conditions. § Estimated contract expenditures are anticipated to be $400,000 annually in the aggregate across all contracts. 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 62 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 46. Light Rail Vehicle Coupler Overhaul Services Action: A. Approve a contract for up to $1.1 million with Dellner, Inc. for Coupler Subsystem Overhaul services, and B. Authorize the City Manager to amend the contract consistent with the City’s business needs and the purpose for which the contract was approved. Staff Resource(s): Allen Smith III, CATS Explanation § The Light Rail Vehicle Fleet Overhaul project was established to ensure that the Light Rail Vehicles (LRVs) are maintained and serviced properly to reach their 30 year useful life. § The service contract for the Siemens S70 Coupler Subsystem Overhaul will follow original equipment manufacturers recommended service intervals for the Dellner coupler and overhaul. § The coupler is the mechanism that connects one rail vehicle mechanically (physically) to another, allowing them to operate (electronically) as one train. § On May 19, 2016, the City issued a Request for Proposal (RFP) for Dellner Coupler Overhaul Services. In response to the RFP, the City received one proposal from interested service providers. § CATS staff evaluated the proposal and determined that Dellner, Inc. best meets the City’s needs in terms of qualifications, experience, cost, and responsiveness to RFP requirements. 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 limited subcontracting opportunities Fiscal Note Funding: CATS Community Investment Plan City of Charlotte Page 63 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 47. CityLYNX Gold Line Spare Parts Action: A. Approve the purchase of CityLYNX Gold Line spare parts as authorized by the sole source exemption of G.S. 143-129 (e)(6), and B. Approve a contact in the amount of $149,928 with Gomaco Trolley Co. for the purchase of CityLYNX Gold Line spare parts. ` Staff Resources(s): Allen Smith III, CATS 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 many of the spare parts are not available from any source other than Gomaco Trolley Co. Compatibility and the preservation of the vehicle manufacturer’s warranty are overriding considerations. § The City Council must approve purchases made under the sole source exception. Explanation § The CityLYNX Gold Line operates using three Gomaco replica trolley vehicles. The City purchased the trolley vehicles in 2003. § Due to the small size of the City’s fleet, repairs to the trolleys have to quickly occur to avoid service disruptions. § The contract with Gomaco Trolley Co. will allow CATS to have an inventory of original equipment manufacturer (OEM) parts to perform daily maintenance and repair work on the trolley vehicles. These OEM parts meet the required specification standards, keeping the Gomaco trolleys safe and at optimum performance. Charlotte Business INClusion This is a sole source contract and is exempt (Part A: Appendix 1.27 of the Charlotte Business INClusion Policy). Fiscal Note Funding: General Community Investment Plan City of Charlotte Page 64 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 48. Kimberton Drive Storm Drainage Improvement Project Action: Award a contract in the amount of $499,961 to the lowest responsive bidder B&N Grading, Inc. for the Kimberton Drive Storm Drainage Improvement project. Staff Resource(s): Stewart Edwards, Engineering & Property Management Explanation § The project will improve 960 feet of existing storm drainage infrastructure, reducing flooding of streets and homes on four properties on Kimberton Drive and five properties on Needham Drive, within the Oxford Hunt Neighborhood located off Alexander Road. § The work will include: - Replacement of storm drainage pipes and structures, - Curb and gutter, driveways, and - Asphalt pavement repair. § On April 11, 2016, the City issued an Invitation to Bid for Kimberton Drive Storm Drainage Improvement project; seven bids were received from interested service providers. § B&N Grading, Inc. was selected as the lowest responsive, responsible bidder. § B&N Grading, Inc. is a SBE. § The project is anticipated to be complete by second quarter of 2017. Charlotte Business INClusion Established SBE Goal: 14.00% Committed SBE Goal: 19.00% B&N Grading, Inc. exceeded the established SBE subcontracting goal, and has committed 19.00% ($95,000) of the total contract amount to the following certified firms (Part B: Section 3 of the Charlotte Business INClusion Policy): · Jones Grading & Fencing, Inc. (SBE, MBE) ($55,000) (grading) · Streeter Trucking Company, Inc. (SBE, MBE) ($25,000) (hauling) · R.R.C. Concrete Inc. (SBE) ($15,000) (curb & gutter) Established MBE Goal: 5.00% Committed MBE Goal: 16.00% B&N Grading, Inc. exceeded the established MBE subcontracting goal, and has committed 16.00% ($80,000) of the total contract amount to the following certified firms (Part B: Section 3 of the Charlotte Business INClusion Policy): · Jones Grading & Fencing, Inc. (SBE, MBE) ($55,000) (grading) · Streeter Trucking Company, Inc. (SBE, MBE) ($25,000) (hauling) Fiscal Note Funding: Storm Water Community Investment Plan Attachment Map Location Map - Kimberton Drive Storm Drainage Improvement Project City of Charlotte Page 65 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 49. First Ward Storm Drainage Improvements Change Order Action: Approve change order #1 for $219,582 to Sealand Contractors, Corp. for the First Ward Storm Drainage Improvement project. Staff Resource(s): Jennifer Smith, Engineering & Property Management Explanation § The First Ward Storm Drainage Improvement project includes: - Grading, - Storm drainage pipe and structures, - Paving, - Sidewalks, - Curb and gutter, - Driveways, and - Sanitary sewer pipe replacement. § On January 12, 2015, City Council awarded the original contract in the amount of $1,524,892.60 with Sealand Contractors, Corp. § Change order #1 in the amount of $219,582 will provide funds to accommodate the following overruns in contract items: - Rock removal exceeds the quantity that was estimated based on the subsurface analysis. - There is additional backfill material due to the volume of rock encountered and the poor composition of the remaining on-site soil. § The total value of the contract including this change order is $1,744,474.60; funding is available in the budget. § The project will be completed by June 30, 2016. Charlotte Business INClusion All additional work involved in this change order will be performed by Sealand Contractors, Corp. and their existing subcontractors (Part D: Section 6 of the Charlotte Business INClusion Policy). Fiscal Note Funding: Storm Water Capital Investment Plan Attachment Map Location Map - First Ward Storm Drainage Improvement Project City of Charlotte Page 66 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 50. Stream Restoration Related to Sanitary Sewer Repairs Amendment Action: Approve contract amendment #1 for $365,000 to the Stream Restoration Related to Sanitary Sewer Repairs contract with Kimley-Horn and Associates. Staff Resource(s): Carl Wilson, Charlotte Water Explanation § On July 28, 2014, the City Council approved a contract in the amount of $735,000 with Kimley-Horn and Associates to provide stream bank stabilization in areas that threaten the stability of City-owned sewer lines. This work affects multiple sites located throughout Mecklenburg County. § Contract amendment #1 for $365,000 is for additional survey and professional services. These services are needed to adequately address the increased project limits that have been discovered while investigating and surveying the sites. Findings have been larger in scope than previously perceived due to increased erosion in the affected areas. In addition, there are still areas that need to be identified and evaluated as part of the preliminary work. § The potential risks with delaying this amendment include: - Loss time in identifying solutions to address the sites, - Increase sewer spills, and - Adverse environmental impacts. § For Fiscal Year 2017, Charlotte Water has identified a new funding source to address these types of projects, and has coordinated efforts with City Storm Water and Mecklenburg County Storm Water regarding various sites. - Part of the new funding source includes a grant from the 2016 North Carolina Clean Water Management Trust Fund in the amount up to $719,400 for the Long Creek site. The City Council approved this grant on March 28, 2016. § The new total value of the contract including amendments is $1,100,000. Charlotte Business INClusion All additional work involved in this amendment will be performed by Kimley-Horn and Associates and their existing subconsultants (Part D: Section 6 of the Charlotte Business INClusion Policy). Fiscal Note Funding: Charlotte Water Community Investment Plan City of Charlotte Page 67 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 51. Sanitary Sewer Cleaning and Closed Circuit Television Inspections Action: A. Approve a unit price contract with Hydrostructures, P.A. for sanitary sewer cleaning and closed circuit television inspections for an initial term of one-year, and B. 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): Angela Lee, Charlotte Water Explanation § Periodic cleaning and inspection of sanitary sewer lines is part of Charlotte Water’s broader, continuous maintenance activities to the prevent sewer overflows and protect the public health and environment. § Charlotte Water field operation staff performs daily system maintenance supplemented by privately-contracted sanitary sewer cleaning and in-pipe inspection services using closed circuit television (CCTV) cameras. § Charlotte Water addresses structural defects through the analyses of CCTV data as a preventative measure to reduce the likelihood of a sanitary sewer overflows. § The contract with Hydrostructures, P.A., will primarily focus on sewer mains located on off-street easements, which are often very difficult to access. The work will supplement Charlotte Water’s in-house cleaning and CCTV efforts and includes: - Cleaning approximately 172,000 linear feet of sewer pipe, and - CCTV inspection of approximately 86,000 linear feet of sewer main. § On March 14, 2016, City Council approved two similar contracts. However, these contracts are primarily for on-street work. § On May 16, 2016, the City issued a Request for Proposal (RFP) for sanitary sewer cleaning and CCTV inspection. On May 23, 2016, in response to the RFP, the City received three proposals from interested service providers. § Charlotte Water staff evaluated the proposals and determined that Hydrostructures, P.A. best meets the City’s needs in terms of qualifications, experience, cost, and responsiveness to RFP requirements. § The estimated annual expenditures are $500,000. 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: Charlotte Water Operating Budget City of Charlotte Page 68 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 52. Water Laboratory Chemicals, Supplies, and Equipment Action: A. Approve the purchase of laboratory chemicals, supplies, and equipment from a state contract as authorized by G.S. 143-129(e)(9), B. Approve a unit price contract with VWR International for the purchase of laboratory chemicals, supplies, and equipment for the term of the current State Term Contract 493A - Laboratory Supplies and Equipment, C. Extend the current contract with Fisher Scientific for the purchase of laboratory chemicals, supplies, and equipment for the term of the current State Term Contract 493A - Laboratory Supplies and Equipment, and D. Authorize the City Manager to extend these contracts for additional one-year terms as long as the state contract is in effect, at prices and terms that are the same or more favorable than those offered under the state contract. Staff Resource(s): Shawn Coffman, Charlotte Water 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 § The laboratory chemicals, supplies, and equipment will be used at the Charlotte Water Environmental Services Facility laboratory and at the water and wastewater treatment facilities. § State Contract 493A lists Fisher Scientific as the primary vendor and VWR International as the secondary vendor for laboratory supplies and equipment. § VWR International products comply with the U.S. Environmental Protection Agency regulated testing procedures, which are necessary for compliance with state and federal regulations. § VWR International is willing to provide laboratory chemicals, supplies, and equipment to the City at the same or better terms than are provided in its contract with the state of North Carolina. § The City Council approved a similar contract with Fisher Scientific, which expires January 12, 2017. Extending that contract to coincide with the expiration date of the state contract, of July 14, 2017, will simplify renewals. § Pricing is set forth in the state contract, and is available upon request. § Annual expenditures with Fisher Scientific are estimated to be $235,000. § Annual expenditures with VWR International are estimated to be $105,000. Charlotte Business INClusion This contract is purchased off a State contract and is exempt (Part A: Appendix 27 of the Charlotte Business INClusion Policy). Fiscal Note Funding: Charlotte Water Operating Budget City of Charlotte Page 69 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 53. Water and Wastewater Treatment Chemicals Action: A. Award a unit price contract to the following lowest responsible bidders for the purchase of Water and Wastewater Treatment chemicals for the term of two years: - Standard Carbon, LLC, - Polytec, Inc., - Kemira Water Solutions, Inc., - Chemtrade Chemicals Corporation, - Lhoist North America of Virginia, Inc., - Univar USA Inc., - PVS Technologies, Inc., - Geo Specialty Chemicals, Inc., - Brenntag Mid-South, Inc., - JCI Jones Chemicals, Inc., and - Water Guard, Inc., B. Approve the purchase of magnesium hydroxide as authorized by the sole source exemption of G.S. 143-129 (e) (6), C. Approve a contract with Premier Magnesia, LLC for the purchase of magnesium hydroxide for the term of two years. Staff Resource(s): Jackie Jarrell, Charlotte Water John Huber, Charlotte Water 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. § The City Council must approve purchases made under the sole source exception. Explanation § Different vendors provide a variety of chemicals used in the water and wastewater treatment processes. Each chemical plays an essential role to ensure water is safe for customers and the environment. § On March 14, 2016, the City issued an Invitation to Bid; 30 responses were received from interested service providers. § On May 10, 2016, the City held a reverse auction to obtain pricing. By using the reverse auction method, Charlotte Water was able to gain increased competition, consolidate the Request for Council Action, and coordinate all the treatment chemical contracts into one contract cycle, which will provide for improved contract management. More information about this process can be found in the Council-Manager Memo for June 22, 2016. § North Carolina General Statute 143-129.9 indicates the alternative competitive bidding method for the purchase of apparatus, supplies, materials, or equipment including a reverse auction is an appropriate form of bidding as long as the local government has a contract with a Reverse Auction Service Provider. § The total combined estimated expenditure for all 17 chemicals is approximately $7,000,000 annually. City of Charlotte Page 70 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 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 71 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 54. Upper Taggart Creek Outfall Replacement Design Services Action: Approve a contract in the amount of $673,614 with Parsons Brinckerhoff Inc. for engineering design and hydraulic modeling services for the Upper Taggart Creek Outfall Replacement project. Staff Resource(s): Carl Wilson, Charlotte Water Explanation § The Upper Taggart Creek Outfall is a sanitary sewer line located in West Charlotte, near Billy Graham Parkway at Morris Field Drive. § The sewer line is 40 years old and requires upsizing due to the ongoing and predicted future growth of the area. The anticipated length of the replacement line is approximately 6,400 feet. § On December 16, 2013, Charlotte Water issued a Request for Qualifications (RFQ) for Various Wastewater, Reuse Water, and Stream Bank Improvements projects; 11 proposals were received from interested service providers for the Upper Taggart Creek project. § Charlotte Water staff evaluated the proposals and determined that Parsons Brinckerhoff Inc. (Parsons) 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. § On January 12, 2015, the City Council awarded a contract in the amount of $107,100 to Parsons for planning services. Parsons completed a planning report for the Upper Taggart Creek Outfall that included an analysis of route options, current flow projections, replacement sewer line measurements, and a planning level cost estimate. § At this time, Parsons will perform preliminary design services, develop construction documents, submit permitting packages, and provide bid phase services for the replacement of the Upper Taggart Creek Outfall. Parsons will also update the Taggart Creek Outfall hydraulic model. This model is used to assess available capacity of the Taggart Creek Outfall as a result of multiple ongoing replacement projects. § Staff separated the award of the design services contract from the planning services contract and delayed the project to better coordinate design and construction activities. § The Taggart Creek Outfall Replacement Project is currently in easement acquisition and the construction contract is projected to be bid in the upcoming months. § Once engineering design services are complete for the project, staff will bring forth a contract to the City Council for construction administration services. § This phase of the project is anticipated to be complete in 1.5 years. 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). Parsons has committed 10.19% ($68,635) of the total contract amount to the following certified firm(s): · Gavel & Dorn Engineering PLLC (SBE) ($44,880) (hydraulic modeling) · Carolina Wetland Services, Inc. (SBE, WBE) ($15,255) (wetland permitting) · Avioimage Mapping Services, Inc. (SBE) ($8,500) (aerial topography) Fiscal Note Funding: Charlotte Water Community Investment Plan Attachment Map Upper Taggart Creek Outfall Replacement Map City of Charlotte Page 72 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 55. Sugar Creek Wastewater Treatment Plant Old Tank Closeout and Demolition Project Action: Award a contract in the amount of $1,984,500 to the lowest responsive bidder Crowder Construction Company for the Sugar Creek Wastewater Treatment Plant Tank Closeout and Demolition project. Staff Resource(s): Carl Wilson, Charlotte Water Explanation § The Sugar Creek Wastewater Treatment Plant (WWTP) is located along Tyvola Road in the SouthPark area. § The WWTP infrastructure includes three small buildings, four underground sludge storage tanks, and three aboveground storage tanks all located on plant property and secured from the public. At this time, obsolete and abandoned infrastructure needs to be removed from the property. § On March 22, 2016, the City issued an Invitation to Bid for the Sugar Creek WWTP Tank Closeout and Demolition project; six bids were received from interested service providers. § City staff found Contaminant Control, Inc.’s bid non-responsive due to non-compliance with the Charlotte Business INClusion Program. - Contaminant Control, Inc. failed to meet the established SBE goal and Good Faith Efforts. - Contaminant Control, Inc.’s bid was $1,263,457. § Crowder Construction Company was the lowest responsive, responsible bidder. § The project is anticipated to be complete by January 2017. Charlotte Business INClusion Crowder Construction Company met the established subcontracting goal and has committed 6.04% ($104,000) of the total contract amount to the following certified firms (Part B: Section 3 of the Charlotte Business INClusion Policy): · MTS Trucking (SBE, MBE) ($104,000) (hauling) · P&TL, Inc. (SBE) ($16,000) (erosion control) Fiscal Note Funding: Charlotte Water Community Investment Plan Attachment Map Sugar Creek WWTP Map City of Charlotte Page 73 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 56. Lake Norman Charter School Reimbursable Water Construction Contract for the Hambright Road Water Main Action: Approve a five-year reimbursable contract with Lake Norman Charter School for water construction of a portion of the Hambright Road 12-inch water main extension in Huntersville. Staff Resource(s): Carl Wilson, Charlotte Water Explanation § Lake Norman Charter School has purchased land on Hambright Road in Huntersville to expand its education programs and needs a public water main to the school site. § Charlotte Water will construct a 12-inch water main along Hambright Road. This project is included in the FY2016-FY2020 Charlotte Water Community Investment Plan (CIP) with funding scheduled for Fiscal Year 2020. § The Water and Sewer Extension Policy allows an applicant to accelerate a project in the CIP. The applicant funds the project and receives the reimbursement over a five-year period. - The reimbursement is for eligible project costs. - The applicant will receive the reimbursement in five equal annual payments, starting one year after project completion. - Interest on the funds is not eligible for reimbursement. § The Town of Huntersville supports this project. § The estimated reimbursable cost of the contract is $500,000. Fiscal Note Funding: Charlotte Water Community Investment Plan Attachment Map Hambright Rd WM Map Rev 20160523 City of Charlotte Page 74 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 57. Municipal Agreement for the Construction of Water and Sewer Line Relocations (Hucks Road) Action: A. Adopt a resolution authorizing the City Manager to execute a Municipal Agreement with the North Carolina Department of Transportation for construction of water and sewer line relocations and adjustments, and B. Authorize the City Manager to approve the final pay request for the actual cost of the utility construction. Staff Resource(s): Carl Wilson, Charlotte Water Explanation § The North Carolina Department of Transportation (NCDOT) requires that the City enter into a municipal agreement (Agreement) for relocation of utility lines within NCDOT roadway projects prior to construction. § The Agreement in the estimated amount of $544,786.85 is for relocation of municipally-owned water and sewer lines, ranging in size from 8-inch through 36-inch, within the NCDOT roadway improvements project Bridge number 81 over Clarks Creek on SR2481 (Hucks Road) (NCDOT Project 17BP.10.R.50). § NCDOT encroachment agreements require the City to be financially responsible for costs to relocate City-owned water and sewer lines that reside within NCDOT controlled rights-of-way. § At the end of the project, the City will reimburse NCDOT for actual construction costs associated with the utility relocations. § Should the actual cost be different from the estimated amount of this Agreement, the City Manager will sign a final pay request for the cost differential. Final invoice differences can be attributed to: - Actual unit price bids being different than estimated; - Changes in material costs between when the estimate was prepared and the completion of the project; or - Required design modifications resulting from NCDOT project changes. § The format and cost sharing philosophy is consistent with past Municipal Agreements. § Construction is scheduled to begin July 2016 and will take approximately 12 months to complete. Charlotte Business INClusion This is an Interlocal Agreement contract and is exempt (Part A: Appendix 1.27 of the Charlotte Business INClusion Policy). Fiscal Note Funding: Charlotte Water Community Investment Plan Attachment Map Resolution Bridge #81 over Clarks Creek Map Hucks Road Resolution for Municipal Agreement for Relocation and Adjustment of Utility Lines _Resolution City of Charlotte Page 75 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 58. Vehicle and Equipment Welding and Related Services Action: A. Approve a contract with Bondo Innovations for welding and related services for an initial term of three years, 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): Chris Trull, Management & Financial Services Jack Christine, Aviation Explanation § The contract with Bondo Innovations provides repair services for all required City vehicles and equipment maintained by Fleet Management, including light duty trucks, heavy duty trucks (i.e. Fire apparatus, Solid Waste Services refuse trucks, and Charlotte Water and Transportation specialty trucks, as well as construction equipment. The contract provides repair services for Aviation equipment, such as passenger boarding bridges, baggage conveyors, and equipment for the terminal building. § Certain repairs will require immediate or same day turnaround. § On May 10, 2016, the City issued a Request for Proposal (RFP) for Welding and Related Services. In response to the RFP, the City received two proposals from interested service providers. § Management & Financial Services evaluated the proposals and determined that Bondo Innovations best meets the City’s needs in terms of qualifications, experience, cost, and responsiveness to RFP requirements. § Staff anticipates renewing the contract for up to two additional, one-year terms at prices to be negotiated based on market conditions. § The company will be paid $75 per hour for services performed during normal working hours. The company will be paid additional rates for non-standard hours as requested by the City, a copy of which is available upon request. § Estimated contract expenditures are $250,000 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: Management & Financial Services Operating Budget and Aviation Operating Budget City of Charlotte Page 76 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 59. Risk Management Office Space Lease Extension Action: Approve a 39-month lease extension in the amount of $17,703 per month, including the first three months of free rent and a 3% annual increase, with 301 South McDowell Street Holdings, LLC, for the City’s Risk Management Office space. Staff Resource(s): Tony Korolos, Engineering & Property Management William Haas, Engineering & Property Management Explanation § The City’s Risk Management Office is located on the 11th floor of 301 South McDowell Street (formerly the Cameron Brown Building) and has occupied the space since May 31, 2006. Risk Management provides insurance, claim, and loss control services for the City, Mecklenburg County, and the Charlotte-Mecklenburg Schools. § Currently there is no space available in a City-owned office facility that would accommodate the Risk Management Office. Currently staff is conducting an analysis to consider future City-facility options. The lease extension will allow staff time to identify and approve relocation options. § A cost comparison of alternative office space found it would be less expensive and less disruptive to remain in the existing space at this time. § The rent fee is shared with Mecklenburg County and Charlotte-Mecklenburg Schools: - The City is responsible for 55% of the cost. - Mecklenburg County and Charlotte-Mecklenburg Schools share the remaining 45% of the cost of the cost. Lease Terms § Total square feet is 9,997. § The negotiated rental rate is $21.25 per square foot for the first year (there is a 3% increase from final lease term in current lease that expires on July 31, 2017). § A 3% increase will occur during years two and three. § There will be no rent charged the first three months of the lease extension. The lease will expire October 31, 2020. Fiscal Note Funding: Management & Financial Services Operating Budget, Mecklenburg County, and Charlotte-Mecklenburg Schools City of Charlotte Page 77 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 60. Fleet Management Information System Contract Renewal Action: A. Approve a contract renewal with CCG Systems, Inc. for one year of additional maintenance and support for the Fleet Management Information System , and B. Authorize the City Manager to purchase maintenance and support for up to four additional, one-year terms. Staff Resource(s): Chris Trull, Management & Financial Services Explanation § The Fleet Management Information System uses proprietary FASTER software to provide the total cost of asset ownership, asset tracking, inventory management, and reporting of City-owned assets, Mecklenburg County assets, and Charlotte Regional Visitors Authority assets. § The City implemented the software in 1997. § On August 27, 2012, the City Council approved the contract with CCG Systems, Inc. for a software upgrade and one-year of software maintenance and support. - The purchase was approved as a sole source because CCG Systems, Inc. is the only supply source for the product. - Pursuant to the contract, the City may continue to purchase maintenance and support for the system for additional one-year terms. - The City has maintained maintenance and support on the system since the original contract. § The estimated annual expenditure is $45,365 for the one-year contract renewal with an escalation of up to 3% per year for each additional renewal term. Fiscal Note Funding: Management & Financial Services Operating Budget 61. Resolution of Intent to Abandon a Portion of an Alleyway off of E. 10th Street Action: A. Adopt a Resolution of Intent to abandon a portion of an alleyway off of E. 10th Street, and B. Set a public hearing for July 25, 2016. Staff Resource(s): Jeff Boenisch, Transportation Explanation § A portion of an alleyway off of E. 10th Street is located in Council District 1. Attachment Map Resolution Council Map Alleyway off of 10th Street Resolution of Intent to Close a portion of an alleyway off of E. 10th Street City of Charlotte Page 78 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 62. Refund of Property Taxes Action: Adopt a resolution authorizing the refund of property taxes assessed through clerical or assessor error in the amount of $2,411.35. Staff Resource(s): Susan Walker, Management & Financial Services Explanation § Notification of Property 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 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 June 13, 2016, totaled $637,552.74. Attachment List of Taxpayers and Refunds Requested Resolution Property Tax Refunds List of Taxpayers and Refunds Requested Resolution 63. Meeting Minutes Action: Approve the titles, motions, and votes reflected in the Clerk’s record as the minutes of: - May 11, 2016, Budget Adjustments - May 16, 2016, Zoning Meeting - May 23, 2016, Business Meeting and Citizens’ Forum - May 25, 2016, Budget Adjustments/Straw Votes Staff Resource(s): Stephanie Kelly, City Clerk’s Office City of Charlotte Page 79 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 REFERENCES City of Charlotte Page 80 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 64. 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 81 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 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 82 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 65. 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 83 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 66. 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 84 Printed on 6/24/2016 City Council Business Meeting Meeting Agenda June 27, 2016 Adjournment City of Charlotte Page 85 Printed on 6/24/2016