City Commission

City of Deltona 2345 Providence Blvd. Deltona, FL 32725 Regular Commission Meeting City Commission Mayor Herzberg Vice Mayor Bradford Commissioner Avila-Vazquez Commissioner King Commissioner McCool Commissioner Ramos Commissioner Sosa Monday, December 13, 2021 6:30 PM Deltona Commission Chambers 1. CALL TO ORDER: 2. ROLL CALL – CITY CLERK: 3. INVOCATION AND PLEDGE TO THE FLAG: A. Invocation Presented by Mayor Herzberg. Background: At the Regular City Commission Meeting on Monday, October 17, 2011, the City Commission approved to have each Commissioner by District schedule someone to present the invocation at each Regular City Commission meeting rotating each Commissioner by District starting with District #1, #2, #3, #4, #5, #6 and the Mayor. 4. APPROVAL OF MINUTES & AGENDA: A. Approval of minutes of the Regular Commission Meeting of November 15, 2021 as presented. - Joyce Raftery, City Clerk (386) 878-8502. Background: N/A Attachments: November 15, 2021 RCM Minutes 5. PRESENTATIONS/AWARDS/REPORTS: A. Super Star Student of the Month Certificates November 2021. Background: Super Star Student of the Month awards for November 2021 will be presented to: 1. Discovery Elementary - Mia Vazquez, 5th grade 2. Timbercrest Elementary - Stella Illes-King, 4th grade 3. Deltona Lakes Elementary - Haylee Hamm, 2nd grade City of Deltona Page 1 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 4. Enterprise Elementary - Harper Edgar, 1st grade 5. Friendship Elementary - Zoe Haywood, 5th grade 6. Pride Elementary - Keegan Garcia - 5th grade 7. Spirit Elementary - Sophia Castillo, 5th grade 8. Sunrise Elementary - Cayden Hoffman, 4h grade 9. Deltona Middle - Melanie Rodriguez, 6th grade 10. Galaxy Middle - Fernando David Perero, 6th grade 11. Galaxy Middle - Chloe Mabey, 7th grade 12. Heritage Middle - Francis Roman, 6th grade 13. Pine Ridge High - Caleb Foster, 10th grade 14. Deltona High - Janairis Fabiola Munoz-Perez - 11th grade (early graduate) 6. ORDINANCES AND PUBLIC HEARINGS: A. Public Hearing - Ordinance No. 02-2022, Redistricting and otherwise revising City Commission districts based on the 2020 U.S. Census at first reading - Ron A. Paradise, Community Services Director (386) 878-8610. Strategic Goal: Organizational Stability, Consistency and Security Background: The City of Deltona Charter establishes a representative form of government predicated on the creation of six individual districts. The seven member City Commission is comprised of six district commissioners elected from each district and a mayor elected at large. Each of the six districts are associated with a specific geography. The present districts were determined as part of Ordinance No. 17-2011. Ordinance No. 17-2011 represented the second redistricting effort and was a result of the decennial 2010 update to the U.S. Census. The Census has been updated again as part of the 2020 U.S. Census and the City, according to the City Charter, has engaged in another redistricting cycle. Section 9(1)(b) of the City Charter provides the following requirement with regard to redistricting: “The District boundaries shall be revised every 10 years based on population figures following the release of census tract data.” Census tract data associated with the 2020 Census was finalized in September of 2020. The population of the City was revealed to be 93,701. Since the 2010 Census, the City has grown over 8,500 persons which represents a 9% increase of population. The goal of a local government is to ensure a certain degree of population parity between districts. However, there can be overriding interest and related factors regarding the establishment or recognition of political City of Deltona Page 2 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 boundaries besides population uniformity. Examples of overriding interest and related factors include the affording of appropriate representation, avoiding/minimizing voter confusion, accounting for future growth trends and in some cases maximizing the representation of certain communities. On October 25, 2021 at a Workshop, the City Commission directed staff to keep the districts as close as possible to the existing boundaries. The attached legal descriptions and map do keep the boundaries consistent with the existing boundaries. However, the district boundaries have been revised and otherwise updated to take into account changes in Census mapping from the 2010 to the 2020 Census, and annexation. The only district expanded in size is District 6. The intent is to recognize a 10 acre annexation which occurred in 2018. The rationale for the districts as proposed, as a result of the 2020 Census, are as follows: 1) The proposed districts will not create any voter confusion; 2) Deltona is a diverse community. No minority concentrations are noted, and districts as proposed do facilitate equal representation; 3) District population differences at no more than 6.2% are well under the 10% threshold; and 4) Future growth starting in the next five years has the potential to balance out some of the present district population differences. This is especially evident regarding District 6 where as many as eight new developments with potentially 1642 units are entitled. For more information on redistricting including the census data legal descriptions see the attached staff report. In addition, attached is a map of the districts as per the City redistricting effort. The Acting City Manager has the authority to make corrections of scrivener’s errors and the like. OPTIONS: 1. Approve Ordinance 02-2022 redistricting the City districts as per the 2020 Census Advantages: a. The proposed districts will not create voter confusion. b. No minority concentrations will be disenfranchised. c. The district population differences are minor, 6.2% at the greatest, and are within defensible legal tolerances. d. Future growth has the potential to balance out some of the present district population differences. Disadvantages: City of Deltona Page 3 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 a. The expected growth may not occur thus perpetuating a population imbalance. 2. Do not approve Ordinance 02-2022 redistricting the City districts as per the 2020 Census Advantages: a. The City could have the opportunity to achieve greater population parity between districts. Disadvantages: a. Protracted redistricting could lead to the perception that boundaries are being proposed to create political advantage. b. Voter confusion could be the result. c. The City could miss or come close to missing the deadline for redistricting (March of 2022). Attachments: Redistricting Report 2022 Redistricting Map Ordinnce 02-2022 with exhibit B. Public Hearing - Ordinance No. 06-2021, Amending Ordinance No. 21-2009, as amended by Ordinance No. 10-2018, representing a Major Amendment to the Deltona Village Business Planned Unit Development (BPUD) to incorporate eight (8) separate parcels totaling approximately 10.3 acres to the BPUD and vacating certain lots and right of ways associated with various additions to the Davis Park plat. Ron A. Paradise, Director, Community Development, (386) 878-8610. Strategic Goal: Economic Development - Expanding target business niche. Background: The goal of the major amendment to the Deltona Village BPUD is to add eight (8) parcels totaling approximately 10.3 acres of land. The amendment does not change any of the uses, development standards or other parameters of the Deltona Village BPUD. In addition, to assist in the integration of the eight (8) parcels into the BPUD, ordinance No. 06-2021 also includes the vacation of lots and public rights of way associated with the first, second and sixteenth additions of an antiquated 1920’s vintage subdivision known as Davis Park. The vacation element of this request impacts six (6) of the eight (8) parcels. The right of way areas that are part of the vacation action total about one (1) acre of land. These right of ways proposed for vacation represent half of the original platted right of ways. The other half were vacated by the City many years ago at the request of the applicant. The right of ways have no functional utility for the City currently or into the City of Deltona Page 4 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 future. The information on the eight (8) parcels is best expressed in a table format. A table indicating the eight (8) parcels is attached as part of this agenda package. For more information see the attached staff report and map series. The Planning and Zoning Board did hear this request on October 20, 2021. The Planning and Zoning Board did recommend the City Commission approve the requested amendment to the BPUD and also indicated the Master Development Plan (MDP) associated with the Deltona Village BPUD be updated to include the inclusion of the eight (8) parcels. The applicant has provided an updated graphic to indicate the inclusion of the parcels into the “Deltona Village Overall Site Development Plan”. See attached. The Acting City Manager has the authority to make corrections of scrivener’s errors and the like. OPTIONS: 1. Approve the amendment to the Deltona Village BPUD by adding eight (8) exception/hold out parcels to the BPUD and vacating certain lots and right of ways. Advantages: a. The property can be developed under a more unified development pattern; b. A more unified development pattern will facilitate more synergistic projects at an appropriate scale that are consistent with modern development forms; and c. The request is consistent with the Comprehensive Plan by furthering several provisions that address the repurposing of antiquated plats to facilitate mixed use development formats. Disadvantages: a. The City will be giving up about an acre of land through the vacation of non-connected, limited utility City right of ways. 2. Do not approve the amendment to the Deltona Village BPUD by adding eight (8) exception/hold out parcels to the BPUD and vacating certain lots and right of ways. Advantages: a. The City will retain the approximate one acre of right of way. Disadvantages: City of Deltona Page 5 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 a. There will be a possibility that there could be a more uncoordinated and disjointed development pattern not taking ready advantage of shared access and interconnectivity associated with a unified development; b. Some of the eight (8) parcels are too small to accommodate modern development forms and requirements such as parking and stormwater; c. Not incorporating these parcels into the BPUD can hinder the development of the Deltona Village BPUD by creating inholdings and exceptions resulting in non-traditional lot boundaries and design challenges; and d. Six (6) of the eight parcels will remain as part of the obsolete, antiquated Davis Park subdivision. Attachments: Staff Report Ordinance No 06-21 Ordinance 06-2021 Aerial_Photo LocationMap FEMA_Map FLU_Map Countour Soil Deltona Village updated MPD Overall Site Development Plan EXCEPTION PARCEL TABLE C. Public Hearing - Resolution No. 2021-62 Acceptance of Final Plat SD21-0007, Vineland Reserve Phase 2 - Ron A. Paradise, Community Development Director, (386) 878-8610. Strategic Goal: Provide a diversity of housing choices in the City. Background: The Vineland Reserve Phase 2 Final Plat Application (SD21-0007) is a proposal to subdivide approximately 40.97-acres of the Vineland Reserve Residential Planned Unit Development (RPUD). The Vineland Reserve Planned Unit Development, including lot sizes, density, access, etc. represents already determined City policy approved in 2016. The proposed subdivision provides for 152 single-family lots (typical 50’x115’), open space tracts, landscape buffer and drainage tracts, an amenity tract, and four (4) streets to be dedicated to the City as Public Rights-of-Way (ROW). The subdivision will provide a direct connection City of Deltona Page 6 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 to Doyle Road via an 80-foot ROW to be dedicated to the City, known as Peach Creek Drive. Consistent with Land Development Code Section 96-76, staff received a Letter of Credit and Agreement (bond) in the amount of $1,562,570.55. Review of plats are technical in nature. These reviews involve a range of engineering oriented matters and the implementation of already decided policy - i.e. terms of the Vineland Reserve RPUD. Therefore, based on the technical review of staff, the final plat complies with all standards established in the Vineland Reserve RPUD Development Agreement, Chapter 106 of the City Land Development Code, and Chapter 177, Florida Statutes. Plat details including a location map are part of Exhibit “B” of attached Resolution No. 2021-62. The Acting City Manager has the authority to make corrections of scrivener’s errors and the like. OPTIONS: 1. Approve Resolution No. 2021-62 and accept the plat. Advantages: a. The project will be developed in accordance with all City and State technical requirements. b. The plat is consistent with already determined City policy regarding an approved RPUD zoning. c. A bond will be afforded to ensure infrastructure is constructed to appropriate specifications Disadvantages: a. None. 2. Do not approve Resolution No. 2021-62 and do not accept the plat. Advantages: a. None Disadvantages: a. Since the plat comports with all technical and policy, not approving/accepting the plat would be difficult for the City to defend. Attachments: Resolution No 2021-62 Vineland Reserve Phase 2 Letter of Credit Agreement Letter of Credit Number FGAC-21484 D. Public hearing - Request for approval of the program year 2020-2021 CDBG Consolidated Annual Action Performance and Evaluation Report (CAPER) - City of Deltona Page 7 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 Ron A. Paradise, Director, Community Services (386) 878-8610. Strategic Goal: Support community organizations. Background: The U.S. Department of Housing and Urban Development (HUD) requires the CAPER be submitted annually to remain federally grant compliant. The CAPER is a summary of City activities accomplished under Title 24 of the HUD funded Community Development Block Grant (CDBG) program. The CAPER is formulated in accordance with HUD regulations governing consolidated submissions (24 CFR 91.520) and a purpose of the report is to document the proper use of HUD funds by the City for activities and projects accomplished within a HUD program year (PY). For this PY, activities include park upgrades, housing assistance, public works drainage projects, social service funding, administration and CARES act expenditures. The CAPER is associated with the Five-Year Consolidated Plan (CP) which establishes strategic goals for the City CDBG activities listed in the Annual Action Plan (AAP). The current CP for 2018-2022 is updated annually by the AAP to report the implementation of the CP for grant compliance. The CAPER consists of narratives, tables, and charts documenting the appropriate spending of grant funds and highlighting efforts made by the City to improve citizen quality of life. Finally, in accordance with the required citizen participation plan, the City has observed a 15-day public comment period and no comments were received verbally or in writing. For more information see the attached PY 2020-2021 CAPER. The Acting City Manager has the authority to make corrections of scrivener’s errors and the like. OPTIONS: 1. Approve the CAPER and direct the Acting City Manager to transmit the report to HUD. Advantages: a. The City will remain in grant compliance and continue to be eligible for current and continued CDBG funding. b. The City will have funds to support various social service entities. c. The City will be able to defray the costs of public works and park projects within identified ‘areas of greatest need’ Disadvantages: a. None City of Deltona Page 8 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 2. Do not approve the CAPER. Advantages: a. The City will not have to invest in grant compliance activity as HUD funds will be withheld. Disadvantages: a. The City will not have access to CDBG funds that have been traditionally used to fund stormwater and park projects. b. CDBG money will not be available to fund public service entities. Attachments: Program Year 2020-2021 CAPER 7. OLD BUSINESS: 8. NEW BUSINESS: A. Selection of Vice Mayor - Joyce Raftery, City Clerk Department (386) 878-8502. Strategic Goal: Internal/External Communication Background: Section 5, Item (5), The Vice Mayor: Election of Duties, of the City Charter provides that: “There shall be a Vice Mayor elected annually by the Commission from among the Commissioners. Such selection shall take place at the first meeting after the general election.” B. Contract - Authorizing the Acting City Manager, consistent with the City land acquisition policy, to secure two independent appraisals for the purpose of purchasing an 80 x an approximately 1,700 strip of land to accommodate a segment of the future Rhode Island Ave. extension and authorizing the Acting City Manager to negotiate the purchase of the land - Ron A. Paradise, Community Development Director (386) 878-8610. Strategic Goal: Develop the infrastructure and land needed for business development. Background: As part of the year 2021-2022 budget, the City allocated $10,000,000 for the construction of a road known locally as the Rhode Island Ave. extension. The subject Rhode Island Ave. extension refers to a conceptual roadway running from N. Normandy Blvd. to Howland Blvd. More specifically, the new road segment would extend east from N. Normandy Blvd., curve to the north, and then trend north grading into the MSgt Tara Jacobs Brown Ave. corridor eventually intersecting with Howland Blvd. City of Deltona Page 9 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 The Rhode Island Ave. extension would serve to relieve traffic congestion on parallel facilities such as Graves Ave., Howland Blvd. and Saxon Blvd. The road would also create economic opportunity by providing access to undeveloped land earmarked for industrial land uses as part of the City Activity Center. The City has been presented with an opportunity to obtain approximately 1,700 linear feet of future right of way at an 80 foot width from an established landowner. The 80 foot wide envelope is sufficient room to accommodate drainage, utilities, pedestrian facilities and four travel lanes constructed at an urban cross section. (Note: There is anticipation as land around this segment of roadway develops, there will be a 20 foot easement for pedestrian facilities and other urban amenities flanking the western margin of the future right of way.) This right of way acquisition agreement is part of the development of an adjacent parcel for an upscale apartment project. Thus time is of the essence for that development. The City has a land acquisition policy modeled after the Florida Department of Transportation (FDOT) land acquisition standards. The intent of the City implementing the FDOT standards is to ensure land acquisition is conducted in a transparent and equitable (to both the City and the landowner) manner. In short where there is a case of a willing buyer and seller, to initiate land acquisition activity the City will need to obtain two independent appraisals of which to justify/establish value. After the appraisal process is authorized by the City Commission, produced by two independent firms, and analyzed, the Acting City Manager will negotiate and complete the transaction with the landowner (anticipated value of this transaction is less than $1,000,000). This transaction will be based on the average of two independent appraisals by licensed appraiser in conformance with the FDOT Land Acquisition Standards. Please note: Any final land acquisition deal for the subject corridor will be reported back to the Commission. . OPTIONS: 1. Approve the request to contract for the independent appraisals and authorize the Acting City Manager to negotiate and finalize the purchase of the right of way. Advantages: a. The City can start to secure needed right of way for the Rhode Island Ave. extension. b. Economic development opportunities afforded by the new road can be realized sooner. City of Deltona Page 10 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 c. The adjoining development will be able to move forward. d. The cost of land may go up so acting sooner than later may save the City money in the long run. e. Demonstrates a City commitment to the Rhode Island Ave. project to both the County (Traffic on County roads would be relieved by the Rhode Island Ave. extension.) and economic investment community. Disadvantages: a. The City may be positioning to buy land at the height of the market. 2. Do not approve the request to contract for the independent appraisals and do not authorize the Acting City Manager to start negotiations for purchase of the right of way. Advantages: a. The City can defer an expensive project - Rhode Island Ave. extension. b. Cost of real estate may fall based on market factors. Disadvantages: a. City may not realize economic development opportunities by not committing to a major roadway. b. The development of the adjoining project will likely not occur. c. Traffic congestion on traditional City thoroughfares will increase without the Rhode Island reliever. d. The price of land may increase. C. Request for approval of Resolution No. 2021-63 to maintain a General Fund Economic Emergency Reserve for fiscal year 2021/2022 and provide for the Reserve every year thereafter. - Mari Leisen, Finance, 386 878-8553 Strategic Goal: Fiscal Issues - Maintain current fiscal stability Background: In the interest of prudent financial planning, and in an effort to formalize by the way of a Commission resolution the minimum amount of reserves to be maintained by the City’s General Fund, staff is recommending that the City formally maintain an Economic Emergency Reserve. This Fund Balance Policy will provide for a stable financial environment that allows the City to maintain a measure of financial protection against unanticipated events that would adversely affect the financial condition of the City and jeopardize the continuation of necessary public services. In order to establish a cash threshold for emergencies, an emergency City of Deltona Page 11 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 reserve shall be maintained at an amount up to $12,000,000. This dollar figure is equivalent to the amount of loss revenue from 2007 to present due to the economic turn down. Given our current mileage rate, it is imperative to have these funds in reserve going forward. Attachments: 2021-63-Reso Economic Emergency Reserve D. Request for approval of an Indemnity Agreement to assign two new indemnitees to serve as agents for the City of Deltona 401(a) and the 457(b) Deferred Compensation Plans - Mari Leisen, Finance Director (386) 878-8553. Strategic Goal: Fiscal Issues Background: The City’s entered into an agreement with NFP on May 18, 2020, to provide advisory, compliance, and plan education services for its Section 401(a) and 457(a) deferred compensation plans offered to employees to carry out its fiduciary responsibility and comply with ERISA standards. On October 18, 2021, the Commission approved new members to replace employees that have left employment with the City. This agenda item adds two additional representatives, Rebecca Wilk from Human Resources and Bobbie Bodiford from Public Works Traffic Operations. As part of its services, NFP regularly reviews the deferred compensation plans and their investment offerings. The City Commission voted on October 19, 2020 to create a Working Group that will communicate regularly with NFP regarding their review of the plans, and make decisions about Plan operations; and also recommends that the members be indemnified in order to allow them to carry out their responsibilities. Due to staff changes and two additional new Indemnitees the following persons are recommended to serve on the working group: Stacey Kifolo, Kate Duffy, Mari Leisen, Julia Johnson, James Long, Rebecca Wilk and Bobbie Bodiford. Option 1: Approve the two new members of the Working Group. Option 2: Do not approve two new members and the Working Group. Attachments: R-2020-60 - Deferred Compensation Working Group NFP - Attachment B - Add New Indemnitees E. Request final approval to purchase a replacement fire engine with the approved budget funds. - Fire Chief Bill Snyder, Fire Department (386) 575-6902. Strategic Goal: Public Safety Background: The Fire Department has budgeted $710,000 in this year’s budget for City of Deltona Page 12 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 the purchase of a replacement fire engine and essential equipment. One of our reserve engines is approaching 20 years old and no longer is used due to safety concerns. It exceeds the City’s mileage and year retirement guidelines. Our vehicle replacement policy for fire engines, recommends the purchase of a new engine every two years. This allows us to run each engine for 10 years as a front-line truck and an additional eight years a reserve engine. We were unable to purchase a replacement engine two years ago and thus are behind on our replacement schedule. The City is able to purchase the truck from Sutphen Corporation, by piggybacking the Sourcewell Cooperative Purchasing Contract #022818 SUT saving time and money. There is a 15% discount given to government, education and nonprofit organizations. Purchasing before the end of this year, would also save the city approximately $47,000 in an added expense due to price increases at the manufacturer effective January 1, 2022. As with all fire engine purchases in the past, a prepayment agreement has been requested to save an additional $15,975.00; paying in full within 30 days of contract acceptance. OPTIONS: 1. Approve the purchase of the vehicle to save costs. 2. Deny the purchase of the fire engine and purchase next year with a manufacturer price increase. Attachments: Deltona FD Final Proposal Deltona, FL (2021 G9XL) rev C Sales Bulletin - Price Increase Effective 1-3-22 Sourcewell contract information Deltona FD G9 Final Component List V3 Sourcewell Worksheet_DeltonaFL F. Request for approval of Resolution No. 2021-65, Budget Amendments for General, Stormwater, Community Development Block Grant (CDBG), Transportation, Municipal Complex, Water/Sewer Utility, Equipment Replacement, Park Projects, and State Housing Initiatives Partnership (SHIP) Fund for FY 2021-2022 - Mari Leisen, Finance Director, (386) 878-8553. Strategic Goal: Fiscal Issues - Maintain a Balanced Budget Background: The Commission approved the annual budget for FY 2021-22 on September 20, 2021. Staff has submitted the attached budget amendments for the 2021-22 fiscal year as detailed in attached Exhibits A-I to City of Deltona Page 13 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 · Carry forward remaining FY 2020-21 budget for Stormwater capital projects still in progress in FY 2021-22 (Attachment A); · Carry forward remaining FY 2020-21 budget for Community Development Block Grants (CDBG) capital projects still in progress in FY 2021-22 (Attachment B); · Carry forward remaining FY 2020-21 budget for Transportation capital projects still in progress in FY 2021-22 (Attachment C); · Carry forward remaining FY 2020-21 budget for Municipal Complex capital project still in progress in FY 2021-22 (Attachment D); · Carry forward remaining FY 2020-21 budget for Water/Sewer Utility capital projects still in progress in FY 2021-22 (Attachment E); · Carry forward remaining FY 2020-21 budget for Equipment Replacement capital projects still in progress in FY 2021-22 (Attachment F); · Carry forward remaining FY 2020-21 budget for Park Projects capital projects still in progress in FY 2021-22 (Attachment G); · Carry forward remaining FY 2020-21 budget for SHIP (Attachment H); · Adjust budgeted amounts for the line items in the General Fund to reflect receipt of Volusia County Sheriff’s Office reimbursement check and provide for other anticipated expenditures (Attachment I). Attachments: 2021-65 Reso - Carry forward 12132021 2022-13_Exhibit_A_SW 2022-14_Exhibit_B_CDBG 2022-15_Exhibit_C_TS 2022-16_Exhibit_D_Muni_Comp 2022-17_Exhibit_E_DWS 2022-18_Exhibit_F_Equp_Rep 2022-19_Exhibit_G_Park_Projects 2022-20_Exhibit_H_SHIP 2022-022_Exhibit_I_GF G. Request to award the training room renovations at Fire Station 61 bid to UDH Contractors, LLC. - Fire Chief Bill Snyder, Fire Department (386) 575-6902. Strategic Goal: Infrastructure City of Deltona Page 14 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 Background: Staff solicited bids for the renovation of the training room at Fire Station 61 which shall include new cabinets, enhancing the space with wall removal, replacement of old ceiling, interior door removal and fill in, & other items contained in Bid#22012. Three bids were received. The three bids were received from A.G. Pifer Construction Company, LLC; Orange Avenue Enterprises, LLC; and UDH Contractors, LLC. All of which are attached for your review. There is no expected reoccurring cost associated with this project except for standard building maintenance and cleaning. Staff reviewed the bids and have chosen to recommend awarding the bid to the lowest bidder, UDH Contractors, LLC, whom are already established within the city. This will be for a one-time renovation construction project with a total of $36,915.00 plus if needed an exterior door replacement of $1,200.00; no projected additional terms or periods. OPTIONS: 1. Award the contract to UDH Contractors, LLC. 2. Do nothing Attachments: Station 61 Training Room Bids H. Request approval for purchase of a pavilion and its installation at Veteran's Memorial Park. The entire project is not to exceed approved budgeted amount of $80,000.00 - Ryan Reckley, Parks & Recreation (386) 878-8902. Strategic Goal: Infrastructure Background: The pavilion at Veteran’s Park has reached the end of its life cycle and needs to be replaced. The best estimate of the pavilions age is 25+ years old. The shingles and wooden posts are in decay and cannot be repaired. This capital project was approved as part of the Parks and Recreation department’s continuing plan to modernize and upgrade our facilities.The new pavilion will encompass the same footprint but will have a metal gable roof that has a 40-year warranty. The total amount allocated for this project is $80,000 dollars. This project was approved as part of the Parks department capital improvement project budget for fiscal year 2021/22. The cost for the pavilion with RCP Shelters will not exceed $35,000 dollars and will piggyback off the Clay County contract. (RFP No. 18/19-2). The cost for installing the new slab and pavilion with Top Line Recreation, a Deltona based company, will not exceed $38,000 dollars and will piggyback off the Volusia County School Board contract (MTS-906BC). City of Deltona Page 15 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 OPTIONS: 1. Approve new pavilion for Veteran’s Park as part of the capital improvement project budget that was approved for fiscal year 2021/22. 2. Delay approval of this project until a later date. This option could lead to a significant increase in costs as the supply chain disruptions for materials, labor, shipping, etc. continue to increase and are not projected to level off until late summer or early fall of 2022 at the earliest. Attachments: RCP Shelters Proposal - AS # 35494.R1 (Veterans) clay county RFP NO. 18.19-2 TLRQ4332-01 Quote VolusiaCounty School Contract MTS-906BC good thru 01312022 I. Request approval for purchase of Electronic gates at Harris Saxon Community Center, Lake Butler Skate Park and Wes Crile Park, aluminum fencing at Firefighters Memorial Park and Lake Butler Skate Park and the gates installation. The entire project is not to exceed total approved budgeted amount of $170,000.00. - Ryan Reckley, Parks & Recreation Department (386) 878-8902. Strategic Goal: Infrastructure & Fiscal Issues Background: The Parks and Recreation department’s Capital Improvement Project (CIP) budget for fiscal year 2021/22 includes new aluminum picket fencing for the Skate Park and electronic gate access for the Skate Park, Harris Saxon Community Center and Wes Crile Park. After consultation with the vendor, some recent product technological upgrades will allow the City to retain our current rolling gates at the Harris Saxon Community Center and Wes Crile Park. This will result in significant cost savings for these projects. As such we are proposing that we reallocate the costs savings and move forward a future capital improvement project (Firefighter’s Park aluminum picket fencing) as part of this item. The total cost for these projects, including the additional aluminum picket fencing at Firefighter’ Spark is $162, 746.60 dollars The total budget allocated for these park projects is $170,000 dollars. East Coast Fencing will piggyback off the School Board contract to provide the aluminum picket fencing and electric gates and the City’s approved electrical vendor (Electrical Solutions) will be providing the electric connections and boring service for this project OPTIONS: 1. Approve new aluminum picket fencing for Skate Park and electronic gates for Skate Park, Harris Saxon Community Center & Wes Crile City of Deltona Page 16 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 Park and allocate the cost savings associated with these projects to include and advance a future capital improvement project for aluminum picket fencing at Firefighter’s park as part of the capital improvement project budget. 2. Approve new aluminum picket fencing for Skate Park and electronic gates for Skate Park, Harris Saxon Community Center & Wes Crile Park as part of the capital improvement project budget that was approved for fiscal year 2021/22. 3. Delay approval of these projects until a later date. This option could lead to a significant increase in costs as the supply chain disruptions for materials, labor, shipping, etc. continue to increase and are not projected to level off until late summer or early fall of 2022 at the earliest. Attachments: Fire Fighter Fence Quote Skate Park Fence Quote Harris Saxon Electronic Gate Quote Skate Park Electronic Gate 1 Quote Skate Park Electronic Gate 2 Quote Wes Crile Electronic Gate Quote NOI, ITB 21-452-B-JW Fencing Contracting Services Est#1086 - Park Gates J. Request approval for purchase of a Toro Reelmaster 3100-D Sidewinder with attachments, a Toro Reelmaster 5510-D with attachments, a Toro Workman HDX 2WD, and a Toro Groundsmaster 3200 4WD with attachments for Parks & Recreation. The cost of this purchase shall not exceed quoted amount of $168,994.07 - Ryan Reckley, Parks & Recreation (386) 878-8902. Strategic Goal: Infrastructure Background: As part of the Parks department’s continuing effort to upgrade our facilities, we will require additional and new equipment and machinery to ensure that our park maintenance and turf divisions are performing at optimum efficiency. These pieces of equipment will help staff to perform their maintenance responsibilities in a productive and efficient manner. The quote received from Wesco Turf and its net price is based on Sourcewell Cooperative’s Contract Number RFP#031121-TTC. Sourcewell is a government agency service contract that allows the City of Deltona, as a participating entity, the ability for a direct purchase. OPTIONS: 1. Approve - Proceed with procurement of the equipment in City of Deltona Page 17 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 accordance with the previously approved Capital Equipment Replacement Fund budget. 2. Deny- Continue sharing limited equipment that is approaching end of useful service life. Attachments: 11.23.2021 Q-06415 Toro Package Sourcewell RFP and Addendums-Grounds Maint. 031121 Toro Company Contract RFP #031121 good thru 4.30.2025 031121-TTC - Price Information K. Request emergency purchase pursuant to section 4.09 of the City’s Purchasing Policy due to a timing emergency as explained herein below of the Purchase Order with Jon M Hall Co. to construct a Force Main Relocation from Doyle Rd. to the first manhole being installed in Summer Breeze St. in Courtland Park Ph II based upon an emergency authorization provided by the Acting City Manager in the amount of $49,970.51. - Steven Danskine, Public Works/Deltona Water (386) 878-8998. Strategic Goal: Infrastructure Background: Currently, Osteen Elementary, on Doyle Road, the Winn Dixie Plaza and Dollar Tree located at the Courtland Blvd. intersection are served by a sanitary sewer forcemain which extends from the school, westward on Doyle Rd., and then northward on Courtland Blvd. to Fort Smith Blvd., where it joins wastewater flows from development in that area. A distance of nearly 2.5 miles. The amount of wastewater generated by these properties is not adequate to keep the line flowing and therefore is prone to plugging. During the construction of Courtland Park Ph I, it was determined that connecting this forcemain to the gravity sewer system and subsequent sanitary sewer forcemain being installed by the Developer may be advantageous to Deltona Water’s operations. Staff approached the Developer’s Engineer, Quigg Engineering, Inc. to determine if the collection system and lift station were adequately sized to take on these existing flows. Once it was determined that this was a viable option, Deltona Water engaged the Engineer of Record to undertake the design and permitting of the relocation project for a fee of $9,000.00. On November 15, 2021, Quigg Engineering submitted the plans and permit application to the Florida Department of Environmental Protection (FDEP) for review and approval. Coincidentally, Phase II of Courtland Park have been under construction, and the Construction Contractor, Jon M Hall, are nearing completion of subdivision infrastructure construction. On November 23, 2021, Jon M Hall City of Deltona Page 18 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 presented the City with a proposal to perform the forcemain relocation in the amount of $49,970.51, provided this relocation work could be accomplished before the curbing and paving of Summer Breeze St. which is anticipated to occur the week of December 13, 2021. Staff sought and received emergency authorization from the City Manager on November 30, 2021 to proceed with award of the Contract in light of the fact that the soonest Commission meeting was set for December 13th. Delay would entail excavating and patching brand new asphalt and concrete, along with additional costs. OPTIONS: 1. Approve - Pay Jon M Hall for the work accomplished. 2. Deny - Incur potential legal liability. Attachments: Lake Helen Osteen Rd FM Study 08192021 21FL018 Force Main Calcs Doyle Rd 11042021 21FL018 Plan Set 11042021 Doyle Rd FM Permit App 11152021 Signed Proposal-Jon M. Hall L. Request for approval of Change Order No. 2 for the Elkcam Paved Shoulders Segment One Project in the amount of $102,014.52 for extra structural work within the travel lanes. - Steven Danskine, Public Works/Deltona Water (386) 878-8998. Strategic Goal: Infrastructure Background: During construction of the Elkcam Paved Shoulders Segment One Project, it was discovered that 10 discrete areas of the roadway were exhibiting signs of base failure. The project called for the milling and resurfacing of this entire stretch of roadway, and these areas were deemed to require additional base stabilization in order to avoid rapid deterioration in the near future. The original Contract price for this project was $1,062,300.62. This change order constitutes a 9.6% increase in the overall cost of the project. Additionally, an extra 10 days of Contract time has been included for this unforeseen work. While this project is being funded through an FDOT Grant, this additional structural work is not included in the scope of that grant. Therefore, City Transportation funds will be required for pay for this change order. In order to not delay the Contractor further, and extend the inconvenience and risk to the safety of the traveling public, the Acting City Manager authorized the completion of this work. City of Deltona Page 19 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 OPTIONS: 1. Approve - Pay the Contractor for the work accomplished. 2. Deny - Renege on the Contract approved by the Acting City Manager and Acting Public Works Director. Attachments: Signed CO2-PO# 210722-P&S Paving-Elkcam Paved Shoulders M. Request approval for the purchase and installation of a new basketball court at Montecito Park. The cost for this purchase shall not exceed the approved budgeted amount of $75,000 with the current estimate quoted at $64,929.62 - Ryan Reckley, Parks & Recreation (386) 878-8902. Strategic Goal: Infrastructure Background: The Parks and Recreation department’s Capital Improvement Project (CIP) budget for fiscal year 2021/22 includes a new basketball court for Montecito Park. The total cost for this project will not exceed $64,929.62. The total dollar amount allocated for this project is $75,000 dollars. As part of our continuing effort to modernize and upgrade our facilities, we have standardized the product application process in the reconstruction of our tennis and basketball courts using Laykold products. Ace Surfaces, based in Seminole County, is the only manufacturer approved provider of Laykold products in the Central Florida area. OPTIONS: 1. Approve this project in accordance will the 2021/22 Capital improvement Plan (CIP) that was approved by the City Commission 2. Delay approval of this project to a later date. This option could result in additional funds to be expended for this project as the cost of materials, labor, etc. continues to increase and is not projected to level off until late summer or early fall of 2022. Attachments: 111921 Deltona Montecito Playground Basketball Court City of Deltona - Qualipur Laykold Letter Standardization to Laykold City of Deltona Page 20 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 9. PUBLIC FORUM: Citizen comments are limited to issues and concerns not on the agenda and comments on items listed on the agenda will take place after discussion of each item. Please be courteous and respectful of the views of others. Members of the City Commission shall not enter into discussion or respond to individuals' comments during the public forum other than to give directions or to ask for clarification. However, individual Commissioners may wish to respond under their "City Commission Comments". Personal attacks on Commission members, City staff or members of the public are not allowed, and will be ruled out of order by the Mayor. Citizen comments for any items. (4 minute maximum length per speaker) 10. COMMENTS ON CONSENT ITEMS: Citizen comments are limited to issues and concerns on the Consent Agenda item(s). Please complete a public participation slip and indicate in the subject line the issue you wish to address. Members of the City Commission shall not enter into discussion or respond to individuals' comments during the public forum other than to give directions or to ask for clarification. Please be courteous and respectful of the views of others. Personal attacks on Commission members, City staff or members of the public are not allowed, and will be ruled out of order by the Mayor. 11. CONSENT AGENDA: The Consent Agenda contains items that have been determined to be routine and non-controversial. If discussion is desired by any member of the City Commission, that item must be removed from the Consent Agenda and considered separately. All other matters included under the Consent Agenda will be approved by one motion. Citizens with concerns should address those concerns by filling out a public participation slip and giving it to the Deputy City Clerk prior to Consent Agenda items being pulled. 12. CITY COMMISSION SPECIAL REPORTS AND REQUESTS: 13. CITY ATTORNEY COMMENTS: 14. CITY MANAGER COMMENTS: 15. CITY COMMISSION COMMENTS: 16. ADJOURNMENT: NOTE: If any person decides to appeal any decision made by the City Commission with respect to any matter considered at this meeting or hearing, he/she will need a record of the proceedings, and for such purpose he/she may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to be based (F.S. 286.0105). City of Deltona Page 21 Printed on 12/9/2021 City Commission Regular Commission Meeting December 13, 2021 Individuals with disabilities needing assistance to participate in any of these proceedings should contact the City Clerk, Joyce Raftery 3 business days in advance of the meeting date and time at (386) 878-8500. City of Deltona Page 22 Printed on 12/9/2021